Government Documents Claim Procedures

I.     Shipping list date stamping and arrival confirmation

II.   Check off and date stamp items

III.  Separate serials and monographs

IV.  Distribute items

Details:

I.  Date stamping and arrival confirmation.

A.  After you have removed the first batch of documents and their shipping list from a package, or grouped a separates shipment together, date stamp the shipping list.  Be sure the date stamp is set to the current day, month, and year.  Be sure the stamp does not cover printed information.

B.  Check off that shipping list number on the email list, sent weekly by Marcive, of shipping list numbers/dates.  You should have already compared the Marcive list with the GPO list for the week.  This step is very important as it is the only way to know whether all shipping lists and items due for the week have arrived.  If an entire shipping list given on the GPO list does not arrive, it must be claimed.  See the “Claim Procedures” section for more information.

II.  Check off items

A.  Find the title of each item on its shipping list and confirm that the item in hand and the item listed are identical.

B.  On the shipping list, place a check mark to the left of the item number or item number box if more than one title is associated with the item number.

C.  Date stamp the item, placing the stamp in visible locations, but not obscuring important information (title, author, dates, serial numbers, volume and issue number and the like).  The outside of the front cover of an item is the preferrred place for the date stamp, though  some paper items may have room for the stamp only inside the front cover, on the title page, or on the back cover.  If the covers and the inside pages are of glossy material, add a white label to the cover or title page and stamp the label as ink will dry slowly and smear on glossy surfaces.

For electronic items, kits/soil surveys, microfiche and maps, see the respective “Electronic Items Processing”, “Kits/Soil Surveys Processing”, “Microfiche Processing”, and “Maps Processing” sections.

D.  If an item listed on the shipping list is not anywhere in the entire package, write the word “claim” next to the item number or the item number box.  See the section “Claim Procedures” for exceptions and what to do next.

III.  Separate serials and monographs

After all items associated with a shipping list are checked off and date stamped, serials and  monographs will need to be separated.  See the section “Distinguishing Serials  and Monographs” for guidance.

IV.  Distribution

A.  Monographs:

All the monographic items, regardless of media, should be kept with their shipping list.  Place all the items in discrete groups on the Gov Docs shelves until their barcodes arrive.  After barcoding, place on the appropriate shelf in Physical Processing for treatment.  N.B. As of 10/2011 oversize items (items more than 30cm tall and/or 30 cm wide) go directly to UMLD2.  The item records for these pieces need to be changed before going to Physical Processing so the location code=fce2i and a label loc of UMLD2 should be added.

B. Serials:

Give all serials to serials check-in.  This includes paper items (both separates and non-separates), electronic items, microfiche and most maps.