VII. Glossary

This glossary will contain terms referred to in the manual and will attempt to explain them in order to make your understanding of the manual more clear and to use later as a reference.

• 0233 - Watson Library’s depository library number. Each individual depository library has it’s own number.
• Changes - once in a while GPO will reissue a page or a few pages of a document with updated information.
• Claiming - the process of alerting GPO or a contractor about publications missing from depository shipments.
• Claims Log - the written record we keep of items which we have claimed. Includes item number, shipping list number and date of claim.
• Collection Maintenance - the process by which the physical collection is kept in order and accessible to library patrons.
• Contractor - a company which has been contracted to produce and distribute material for GPO. Usually microfiche is contracted.
• Corrections - changes to class numbers which are issued by GPO via the Administrative Notes.
• Daily Statistics Sheet - the form on which we count how many documents in which format we process each day.
• Depository Library - a library of any size or type which participates in the Federal Depository Library Program.
• Depository Processing - the process by which government documents are prepared for use by library patrons.
• Depository Shipment - a shipment of depository material in any format. Will include a shipping list.
• Depository/Date Stamp - a special stamp we use to indicate that the document is “depository” which includes the date.
• Direct Mail - documents which do not come as part of a depository shipment, but rather in the mail. These are important documents and are our highest processing priority.
• Documents Librarian - the professional librarian in charge of the government publications collection and process. May also be referred to as Depository Diva and Your Boss.
• Documents Reading Room - the area on the first floor of Watson Library where the bulk of the government documents collection is shelved.
• Federal Depository Library Program - the system by which government documents are reproduced and distributed to depository libraries.
• Format - the type of medium used to distribute government documents. The most common formats include paper, microfiche, cartographic (maps), CD-ROM, floppy disc and video tape.
• Government Document - any publication issued by an agency of the Federal Government.
• Government Printing Office (GPO) - the office which is responsible for reproducing and distributing publications to depository libraries. Acts as both publisher and distributor.
• In-House Use Statistics - The count of documents which have been used in the library but not checked out. Count these statistics when reshelving.
• Issuing Agency - the agency or department of the federal government from which a publication originates.
• Item Card File - the file in which we keep a card for each item number. Cards contain information on sudoc numbers associated with each item number. We keep separate files for items we select and items we don’t.
• Item Number - a number representing a class number or group of class numbers. The basis of item selection.
• Labeling - the physical adding of the sudoc number to the publication. Do not label documents which are being sent to Serials.
• List of Classes - a government document which lists all sudoc class numbers and explains retention information etc.
• List of Item Selections - a binder containing a list of all items offered by GPO with items we select indicated with a “Y”.
• Map Case - a large cabinet with wide shallow drawers which allows maps to be filed flat and unfolded.
• Monograph - a one time publication like a book. Will have a cuttered call number where the cutter is based on the first significant word in the title.
• Patron - any user of Watson Library. May include students from NSU, LSMSA and residents Natchitoches Parish.
• Princeton File - an open metal box which is used to store documents which are too small or to thin to be placed on the shelf without extra support.
• Reshelving - the shelving of documents which have been used in the library rather that documents which have just been processed.
• Revisions - when a new version or edition of a publication is issued, that document is said to have been revised.
• Security Strip - the magnetized tape inserted into documents which activates the security system. Also known as Tattle Tape.
• SelfIndex - an index which is part of a publication itself on which specific holdings are indicated.
• Serial - a periodic publication with volumes and issues just like a magazine or journal or any other serial publication.
• Shelf List - the piece level record we keep of all documents added to the collection. Includes information on retention, location and special processing details.
• Shelf List Card - a card in the shelf list which contains holdings etc. for a specific sudoc stem. Shelf Reading - the process by which we make sure the documents are on the shelf in sudoc number order.
• Shelving - the physical process of placing processed government documents on the shelf in sudoc number order.
• Shifting - the process of rearranging documents on the shelf in order to make room for new growth.
• Shipping List - the packing list which accompanies each depository shipment regardless of format. Includes such information as item number, sudoc number and title of each document included in that shipment.
• Statistics - the daily count of “Items In” or documents added to the collection and “Items Out” or documents removed from the collection. Statistics are recorded on the Daily Statistics Sheet.
• Sudocs - the classification scheme by which government documents are arranged and organized.
• Superseded - when a publication is replaced by a new edition of the same publication, it is said to be superseded.
• Tech Processes - the technical services department of Watson Library which includes cataloging and acquisitions.
• Transmittals - some documents are loose-leaf and are filed in binders. These documents are updated via transmittals which replace a few pages at a time.

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