Checking In Boxes
We get boxes of new paper and electronic (CDs and DVDs) items from the GPO, and microfiche from Data Management International. These come a few times a week and can be found in the package delivery area on the ground floor, in the “garage”. Gov Docs items are placed on the left end of the long table on the west wall.
Each package has shipping lists inside with the corresponding items, except for Separates. These come in a separate box or tube and will have a note at the bottom of the shipping label telling you what Separates list they are on. You should get the list in the box with the other paper items; if not, you can print one out from www.fdlp.gov/collections/collection-tools/slists. There is also good general information about shipping lists there.
There are usually multiple shipping lists in each box. The items are organized in the box with the shipping list under the corresponding items, so you need to be careful when you unpack the box not to get things mixed up. If there are shipping lists with no items that we select, they are stacked in numerical order under the other lists.
I like to work with one list at a time. For PAPER items, unpack the first group of items and its list; put the date stamp on each item and on the list. If any items are going to Armstrong (see call # list below) stamp them with the Armstrong stamp. Then write the Sudoc number on the front upper left of the item and the item number on the upper right using an ultra-fine black sharpie. There’s a silver pen for use on dark items. Hardcover books and bigger paperback items need a security strip put inside the book, near the back as close to the spine as possible. Check off the items received and put how many came on the top of the shipping list. You will need to count the totals and add it to the monthly totals sheet, dividing it into appropriate categories. Some items are part of a series and need to get marked in the Kardex file. These are things that may not get their own barcode but we need to know which ones have come. Periodicals, annual reports, and books printed in volumes are some examples of items that need to go in the Kardex. If it has a date or a volume number in the Sudoc, it probably has a Kardex.
NOTE- some items do not get Sudoc numbers written on the front. There’s a list below and it should be printed out and posted in the office. These are items that are going either to Serials or the Main Stacks. They need to have the Sudoc number written on the inside first page and set into a separate pile. Most of these need to be marked in the Kardex and then taken downstairs to Cataloging or to Serials.
Now you have a pile of items that need to be barcoded.