Government Documents Microfiche Processing

Quick View:   I.    White paper envelope fiche–complete processing II.   White cardboard/padded manila/grey envelope fiche III.  Item records IV.  Distribution     Details:   I.  White paper envelope fiche A.  Microfiche arriving in white paper envelopes should be opened the same day it arrives.  There will be nothing in the envelope except the fiche.  Remove the fiche, in its protective sleeve, from the outer envelope.   B.  Take note of the titles and separate the “Code of Federal Regulations” from the other titles.   C.  For all titles, date stamp the protective sleeve on the right hand side.   D.  Place all copies of the Code of Federal Regulations in a campus mail envelope, address it to the Law Library (Gov Docs), and place it on the Law shelf for pick-up.   E.  All other titles, place a DOCS-MF stamp on the left hand side of the protective sleeve.   F.  Give the items to Serials Check-in.     II.  White cardboard /grey bag envelope fiche. A.  Bundles of microfiche will arrive in one of the three kinds of envelope with one or more shipping lists.  Pull the entire group out of the envelope; do not remove the rubber bands from around the fiche—these bands keep fiche with the same item number together and make it easier to find which shipping list they are on.   B.  Check off the shipping list number from the weekly email of shipping list numbers sent by Marcive.  (N.B. As of 03/2009, the contractor sending these grey bag fiche is far, far behind the Marcive email.  Keep a separate list of those lists that have arrived and periodically check it against what should have arrived.)   C.  Date stamp the top of the shipping list.   D.  Find the title of the fiche on the shipping list.  Since the title on the fiche is often fragmentary, you must pay close attention to the SuDoc number on the fiche (located on the upper left-hand corner of each piece of fiche) to ensure it matches the number provided on the shipping list.   E.  Before checking off the item on the shipping list, count the number of leaves in each protective sleeve to ensure that they are all present.  Place the check mark on the shipping list next to the SuDoc number, not next to the item number as there can be more than one sleeve of fiche assigned to an item number.   F.  As you check off the titles, sort the fiche into piles of monographs, serials, and items going to Law.   G.  For items going to the Law Library, place the date stamp on the right side of the front face of the white paper protective sleeve into which the fiche is inserted.  Place the fiche in an envelope addressed to the Law Library (Gov Docs), and place it on the Law shelf for pick up.   H.  Items that stay in Ellis should be date stamped on the right side of the front face of the protective sleeve into which the fiche is inserted.   Place the DOCS-MF stamp on the left side of the front face of the protective sleeve.   J.  Report the shipping list numbers and the total number of monographic fiche that arrived to your supervisor so that the item’s status may be updated.   H.  Give all serials titles to Serials Check-in.   I.  If a piece of fiche is on the shipping list, but not included in the shipment, you will need to claim it.  See the section “Claim Procedures” for more information.   III.  Item records for monographic fiche A.  White paper envelope fiche are always serials and will not have individual item records.   B.  Monographic fiche will have temporary (brief) bibliographic records provided by Marcive, to which the item record is attached.  Note that the load of the records does not necessarily correspond with the shipment of the physical items.   C.  For each monographic title, the item record (after updating) should have the following information:

Loc: cedmi

Label loc: DOCS-MF

ICode2: g

IType: 176

Item status: – (not checked out)

SuDoc number

  D.  As with paper items, our definition of serial does not always agree with others’ definition.  Be sure that you have separated serial titles from monographic titles according to our definition and that you do not have an item record for a serial on a monographic record.   E.  In some cases, Marcive does not provide a brief bib for a monograph; the fiche item should attach to the full bibliographic record for the paper item. Be aware that our Law Library always attaches their fiche to the paper bib, even if a brief bib is available.   IV.  Distribution A.  Give all serial titles to Serials Check-in.  These titles include many with which you are familiar from their paper copies, but you will also see titles such as:  Official Gazette…; SEC Docket; Report of Activity (committee reports).   B.  After your supervisor updates the status of the fiche item records (instructions below), place the monographic fiche on the Docs shelf for pick up.