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. Some items do not get marked on the front- see NOTE below. Check off the items received on the shipping list and put how many came on the top. You will need to count the totals and add it to the monthly totals sheet, dividing it into appropriate categories.
Smaller maps are shelved in the stacks; oversize maps go in the map drawer. It's important to write the call number on the bottom left-hand corner (and put the barcode next to it) so it can be easily read when it's in the pile in the drawer. They do not get security strips.
All maps that are in envelopes and are labeled I 19.91:I Geologic Investigations Series, and I 19.91/3: Scientific Investigations Series go to Armstrong. We barcode them on the bottom front of the envelope. Occasionally we get a USGS map in a tube that needs to be marked and barcoded and sent to Armstrong. Please take note of the list of call numbers that go to Armstrong.
Hardcover books and bigger paperback items need a security strip put inside the book, near the back as close to the spine as possible. 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.
To process CDs and DVDs, stamp the back sheet in the jewel case with the Gov Docs date stamp. If there is no back sheet, insert a piece of heavy white paper and stamp. (You need to take the case apart). Stick a security strip on the back of the plastic insert, which will then be hidden by the back cover. Type the spine label using the template and insert on the spine inside the jewel case, and put the case back together.
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.
DOCUMENTS HOUSED ELSEWHERE
DO NOT LABEL OR STAMP THESE DOCUMENTS ON COVER!! Stamp and label on first page
Astronomical Almanac- Armstrong stacks-2 copies
Astronomical Phenomena-Armstrong, latest 4 issues
Current Business- Periodicals
Economic Indicators- Periodicals
Employment and Earnings- Periodicals
FDA Consumer- Periodicals
Foreign Relations of the US- Periodicals
History of the Office of the Secretary of Defense-Stacks
International Law Studies- Stacks
Letters of Delegates to Congress- Stacks
Monthly Labor Review- Periodicals
Naval Documents of the American Revolution- Stacks
Occupational Outlook Quarterly- Ref.
Official Reports of the Supreme Cour-t Stacks
Public Papers of the President of the US- Stacks
Smithsonian Contribution to Anthroplogy- Stacks Oversize
Social Security Bulletin (& Ann. Stat Supp)- Periodicals
State and Metropolitan Area Data Book- Ref.
Survey of Current Business- Periodicals
United States Code- Stacks
United States Reports- Stacks
Government Documents that go to Armstrong Gov Docs
These items get stamped and marked on the front- include Armstrong stamp
Geological Survey Bulletin
Geological Survey Professional Paper
Geological Survey Water supply Paper
Smithsonian Contribution to Zoology
All items with these call numbers including CDs and DVDs:
A 13: Forest Service
A 57: Soil Conservation
C 13: NIST
C 55: NOAA
HE 20.3000-3067: NIH
HE 20.3600-3628: NLM
I 19.91 and I 19.91/3: USGS
I 49: Fish and Wildlife
Now you have a pile of items that need to be barcoded. Log onto Millenium and search for the record using the Title search. If the search brings up more than one record, you need to figure out which one is the right record and possibly delete duplicates. When you have the right record, there will probably already be an item record attached since all our monthly downloads automatically have an electronic item record. Change the Item Type to book or Cd or whatever and change the Location to mmg, or whatever is correct. Choose the Edit icon on the top bar. Click on the F1 key to add the date at the top. If there is a URL on line 856, and there is also a separate electronic record for this item, delete the entire line 856. (If there is not a separate electronic record, go to the end of line 856 and type "|3 online resource" and give it an electronic item record.) Go back to the summary by clicking Summary on the top bar. Click on Insert from the top bar; Barcode should appear. Put a barcode on the item and wand it into the record, then hit Enter and Save.
Some items that come yearly do not get a barcode. This is indicated in the record, it will say "Latest only" in the volume line. The old volume is removed from the shelf and the new one put in it's place. This kind of item probably has a kardex that you need to mark.
Items that have arrived that don't have records in the catalog are put aside on the holding shelf, which is located next to the locked shelving. Each month when a new batch of records comes, you need to check the items on the holding shelf to see if they got a record. Items that have been sitting there for more than a year need to be checked in OCLC to see if they have a record yet- if so, it should be downloaded and used.
After you have checked off the items received, you need to make sure we received everything we were supposed to. Each shipping list needs to be double- checked with the Item Lister. If we have not received an item, you need to claim it using this form- fdlp.gov/component/form/. This is for Paper, Separates, and Electronic shipping lists. For microfiche, you need to copy the list and send a copy with the missing items circled to the address on the bottom of the form.