Government Documents Initial Steps

Quick view:

I.    Check the mailing label for our library depository number

II.   Open the package carefully

III.  Remove the contents in order

Details:

I.  First, check the mailing label on the package for our library depository number.  If there is any number on the label other than ours, do not open the package.  Give the package to your supervisor or the Government Documents staff for redirection.  Please note that only the number 0321 should be listed.  NO variation should be accepted; boxes with mailing labels with the number 0321A, for example, are not ours. Remember that packages marked with a separates number, –S, should not be opened until their shipping lists arrive.

II.  Open all boxes or envelopes carefully to avoid damage.  The library does not own the materials it receives for the depository; we are acting as the Government's custodian on behalf of the Public.  When you fold back the box flaps you will see the number 0321 or 321 written on the inside of one flap in marking pen.  If you see a different number there, recheck the mailing label as you may have a box meant for a different depository library.  Again, packages sent to us in error should be given to your supervisor or Gov Docs staff for redirection.  If you do not see a number on a flap, then you have opened the box upside down (this may happen anyway as sometimes the boxes are packed upside down.)  Please note that envelopes and separates packages will not have the depository number handwritten on the box flap.

III.  With the package opened, you are ready to remove the contents.
 
A. Non-separates:

The 12" boxes are usually packed in the following order: (a) shipping list (in the bottom of the box); (b) items found on that shipping list; (c) next shipping list; (d) items found on that next shipping list, and so on until the box is full enough to send (it may be as little as 2/3 full).  The shipping list for a given number of items will be under those items when the box is opened correctly.

When you unpack the box, remove items down to and including the first shipping list.  Process that batch, then remove the next layer of items down to and including the second shipping list, and so on until the box is empty.  You may choose to remove all items and their shipping lists at once, but if you do so, be sure to keep each group of items with their specific shipping list.

 
B. Separates:

Each package of separates will contain only the item(s), no other documentation.  Open each package carefully and group them in a pile for processing.

C. Microfiche:

Microfiche in small white paper envelopes will not contain anything other than one envelope of fiche.  These envelopes should be opened and processed upon arrival.  See the section “Microfiche Processing” for instructions.

Microfiche sent in grey plastic, white cardboard or padded manila envelopes are packed with their shipping lists, with the entire shipment rubber banded together.  White cardboard and padded manila envelopes usually only have one, sometimes two lists.  Grey plastic envelopes contain several lists.

Occasionally you will find microfiche packed in the 12" box with no shipping list.  These will be Government Printing Office (GPO) microfiche, titled "Cumulative Price and Status Change Report" or "GPOC New Sales Publications Reference File."  On occasion, U.S.G.S microfiche will be included within the 12" boxes as well.  See the section “Microfiche Processing” for instructions.

D. Maps:

Maps will need to be removed from their tube or triangular box.  No matter the shape of the container, maps will be rolled together in one bundle.  It is possible that only one map is included in a tube.  The shipping list is usually found on the outside of the bundle or single map.  Maps arriving in triangular boxes will also have a secondary shipping list, usually on white and green striped paper, looking as if it were generated by a dot matrix printer.  This secondary list is not used in our processing procedures, but should be retained.  See the “Maps Processing” section for more information.