1. Describe how the library records depository receipts in the required piece-level holdings record. Include all tangible information products and all modes of receipt, i.e.:
a. cataloged and uncataloged paper monographs
A shelf list is used to keep piece levels for monographs held in the documents collection. Each SuDoc stem is represented by a card or cards to which individual holdings are added. Monographs cataloged in LC are represented in the card catalog and on-line catalog under their new call number.b. DOE microfiche
Watson library does not receive DOE microfiche.c. microfiche monographs
The same procedure is used for microfiche monographs as is used for paper monographs.d. serials, paper and microfiche
Serials held in the documents collection are represented in the shelf list with a record for each item received. Serials held in the Media/Serials division are recorded in that department.e. direct mail items Direct mail items are recorded in the same manner as other depository material.
f. maps
1. CIA These items are recorded by title in a separate CIA Map index located on top of the map case. 2. USGS topographic These maps are recorded individually on the index which is located on top of the maps case. 3. other maps (folded map series, DMA, etc.) National Geographic Maps are recorded individually on a special index which is located in the drawer with the maps. Only current issues are retained.g. electronic products
1. CD-ROM, monographs, and serials
CD-ROM’s are recorded in the same manner as other depository material remaining in the documents collection. An inventory of these items is also maintained by the Documents Librarian.
2. floppy disks
Floppy discs are recorded and inventoried inthe same manner as CD-ROM’s.h. items in storage or housed in other collections
Items housed in the storage area on the third floor have a separate area in the shelf list. Items reclassed for reference or the Shreveport Nursing Library are represented in the on-line catalog and the card catalog under the LC number.i. items in vertical file
Watson library does not place any documents in a vertical file.For complete details on our technical processing workflow, please see the attached copy of our Student Assistant Manual. This has been recently revised and reflects the most current procedures
2. Does the record show library holdings, classification numbers, frequency, location where documents can be found, retention, etc.? Note any exception to that full record and the reasons why the library does not record that material.
The SuDocs shelflist shows holdings, classification numbers, frequency, location where documents can be found and retention information for items which are housed in the depository collection.Items classed in LC are sent to Technical Processes where the computer record is created to show this information. Serials routed to the Media/Serials department are recorded in the serials record. Serials to be discarded are routed back to the documents librarian for review and to be placed on offers lists as necessary.
Our online catalog GENIE contains records loaded during a retrospective conversion project for documents 1976-1996. A follow-up download will include 1997 records. At the beginning of 1998, Watson library and other members of the LOUIS consortium will probably subscribe to the Marcive shipping list service which will serve to keep our database current.
3. Describe the techniques used to properly identify and date mark all depository materials as required (i.e., stamps, writing on the documents, etc.). Note any exceptions to that required date/depository marking, i.e., each item is marked with a (stamp, hand-written note, label, etc.):
a. microfiche envelopes
Microfiche envelopes are all stamped with a stamp that includes the date and the words “U.S. DOCUMENTS DEPOSITORY, WATSON LIBRARY, NORTHWESTERN STATE UNIVERSITY OF LOUISIANA."b. direct mail items
These are stamped with the same stamp on the day they arrive at Watson Library.c. maps
These are stamped on the back with the same stamp.d. CD-ROM jewel cases
These are stamped with the same stamp as above which is stamped on a white label affixed to the jewel case.e. floppy disks
These are stamped with the same stamp as above either on the external package or on the label of the floppy itself.f. paper monographs and serials, bound and unbound
These are stamped with the same stamp as above even if they are being bound or reclassed and sent to another location e.g. Reference or the Shreveport Nursing Center Library.
4. Are there processing backlogs? If so, are these items organized so they can be retrieved quickly for use? Estimate the processing time for each identified backlog.
Generally processing backlogs do not exist. Occasionally, due to
a large receipt of orders or gift items, the Technical Processes
Division needs additional time to process items before they are
shelved. However, each item is checked in immediately upon
receipt and can easily be retrieved based on records kept in the
documents office.
a. cataloged items
None for sudoc items, 1-3 weeks for LC classed items
b. uncataloged items
No backlog
c. continuations ("add ons")
1-3 weeks
d. periodicals
No backlog
e. microfiche
No backlog
f. maps
No backlog
g. electronic products
No backlog
5. Is there a written procedures manual or other appropriate documentation?
Yes. The attached student assistant manual and training checklist include much information about the depository process and Watson Library’s particularities in the treatment of government documents. It includes examples of the SuDoc classification system as well as in-depth explanations of depository processing procedures.
6. Are claims made soon after the shipments arrive in the library? Note what methods are used for claiming to GPO. Are claims made within the 60-day claim limit?
Yes. Claims are made on regular shipments within 2 days of the
arrival of the shipment. Claims for separate shipments are held
for a few days longer. Watson library claims by mail since
shipping lists are often torn or wrinkled making faxing difficult. All claims are made within the 60-day claim limit.
7. To note any missing shipping lists, does the library
a. keep shipping lists in order
Yes
b. keep a shipping list log
Yes
How are missing shipping lists usually obtained?
a. nearby depository X
b. Regional library X
c. U.S. Fax Watch
d. contacting LPS
e. non-GPO Web site X
8. Are all SuDocs classification number corrections made routinely and expeditiously? Indicate if this is not done because another classification system is used.
Under normal conditions, corrections are made routinely and
expeditiously, however, during the time the position of Documents
Librarian was vacant, all energies had to be directed toward timely processing of incoming documents. As a result of this vacancy, a backlog of corrections has accumulated. It is a goal of the new Documents Librarian to have these caught up by the end of 1997.
9. Indicate the classification system(s) used and estimate percentages for all depository collections:
a. SuDocs
90%
b. Library of Congress
10%
c. Dewey
0%
d. Other
0%
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