Student Training

What is the USGOV collection?

VCSU's Library is a partial Government Depository and part of the FDLP, which means that we collect, organize and make accessible to the public some of the many government documents printed every day. Every month we receive a shipment or notification of print and electronic items from the Superintendent of Documents. Most of them have been cataloged by the federal government, so most of our work in this will involve using existing records or importing records that we receive from FDLP.

Receiving Physical Federal Government Documents

Step 1: Receiving

   Note:  There are several types of shipping lists: P=Print, M=microform, S=separates (shipped separately from their shipping list), E=electronic (usually CD’s)

1. To begin, open the box.  You’ll know it’s a Federal Government Document box because our address will have DOCS beside the name and the return address will be out of state.

2. Match the items with the shipping lists.  You can do this based on title—usually the shipping list will be on top or below the item it’s associated with.

a. Highlight the items on the shipping list.

b. Place the shipping lists in the items or bundle up multiple items on the same shipping list.  You’ll need to search these shipping lists to ensure that we received all we should.  The shipping list will need to stay with the item(s) for cataloging, processing, and verifying, so make it clear which goes with which.

c. Any shipping lists without items will go in the Fed Gov Doc Shipping Lists binder behind the Search tab.

Step 2: Searching the shipping lists

1. Open Documents Data Miner (http://govdoc.wichita.edu/ddm2/gdocframes.asp).  This is bookmarked on the Circulation Computer: Internet Explorer>Favorites Tab>Gov Docs>DDM 2.

2. Click on SHIPPING LISTS.

3. In the Ship List No blank, type in the shipping list number on the top of your shipping list page.

4. In the Depository Id blank, type in 0458.

5. Press Enter or click on Submit to see the list of items shipped to us.

a. If the screen says Sorry, No Records matched, write a 0 on the top right of the shipping list.  If you get this message, you’ve received item(s) that you shouldn’t have.  You’ll need to go to the fdlp desktop>Search Forwarding or Returning Misdirected Shipment Boxes or go to http://www.fdlp.gov/collections/distribution/148-forwarding-or-returning-misdirected-shipment-boxes.  Follow the instructions given there.

b. If the screen has some items listed, highlight those items on your shipping list paper.  You can match the item(s) using the SuDoc number listed. (See image on the next page)  Are some shipping list items missing?  Go to the fdlp desktop>Search Claims or go to http://beta.fdlp.gov/requirements-guidance/instructions/31-claiming-federal-publications.

Step 3: Processing Depository Markings

Tools needed: Depository Stamp, black ultra fine sharpie (use this for all markings in this step), blank labels. (Refer to the Depository Marking Map.)

1. Take out the shipping list that goes with the item.  Find the ITEM NO. and CLASSIFICATION NO. for the item you’re processing.

2. Write the CLASSIFICATION NO. on the top left of the front cover. (The Classification Number and the SuDoc Number are the same thing).

a. If the item is a hard cover book, write it on the first page.

b. If the item has a dark or slick cover, use a blank white label first, then write the number.

3. Write the ITEM NO. on the top right of the front cover.

a. If the item is a hard cover book, write it on the first page.

b. If the item has a dark or slick cover, use a blank white label first, then write the number.

4. Find the shipping list date.

5. Change the date on the stamp to match the Shipping List date.  Stamp the item on the bottom right corner of the 1st page.

a. If the item is a hard cover book, stamp it on the first page.

b. If the item has a dark or slick cover, use a blank white label first, then stamp.

6. Go to the Checking the Superseded List step.

Step 4: Checking the Superseded List (print & other physical formats)

In the next step you’ll need to search the Superseded List for the item, this will tell you the retention on the item.

1. Open Documents Data Miner (http://govdoc.wichita.edu/ddm2/gdocframes.asp).  This is bookmarked on the Circulation Computer: Internet Explorer>Favorites Tab>Gov Docs>DDM 2

2. Click on SUPERSEDED LIST.

3. Type the SuDoc Number in the SuDoc blank.  (Sometimes it works better to type the root, or everything before the colon, with a % at the end.)

4. Press Enter or click on the Submit button to see if there are instructions for retention.

a. If the item is a superseded item, write “SP”(superseded) on the right margin of the shipping list.

Step 5: Route it to cataloging.

For items that do not show up on a shipping list, do the following:

1. Go to the Documents Data Miner webpage.

2. Click on Shipping lists.

3. In the Title blank, enter in the document's title.

4. In the Depository Id blank, type in 0458.

5. Press Enter or click on Submit.

6. On the list of Shipping Lists, open the shipping lists with the most recent dates.

a. If the list has the item, then look for this shipping list in the Pending tab of the Fed Gov Doc Shipping Lists binder. Once you find it, take the list out of the binder, attach it to the item, and continue with the Receiving steps.

b. If you don't find the shipping list, then fill out an ITEM ROUTING FORM with the message "No shipping list" and place the item and the form on the Cataloging Cart after the USGOV divider.

Claiming

Claim any Pending items older than 1 month.  Go to the fdlp desktop>Search Claims or go to http://beta.fdlp.gov/requirements-guidance/instructions/31-claiming-federal-publications

Depository Marking Map - front cover

Depository Marking Map - first page

Maintaining the Shipping lists - Monthly.

1. To begin, take out the Fed. Gov. Doc. Shipping Lists binder in the Student Project Supplies Closet.  You’ll be working with the shipping lists in the Search tab first.

2. Open Documents Data Miner.

3. Click on SHIPPING LISTS.

4. In the Ship List No blank, type in the shipping list number on the top of your shipping list page.

5. In the Depository Id blank, type in 0458.

6. Press Enter or click on Submit.

7. The next screen will tell you if what items from each shipping list we received or if we received none from that shipping list.

a. If the screen says Sorry, No Records matched, write a 0 on the top right of the shipping list.  You’ll put these shipping lists in the 0 section of the binder.  Make sure to keep the monthly tabs updated, and to file the shipping lists in chronological order.

b. If the screen has some items listed, search for the item in Primo (see Patron interface verifying : PRIMO).

                   i. If you find the matching item, then place the shipping list in the Complete Tab.

                      ii. If you do not find the matching item, then place the shipping list in the Pending tab.

                          iii. If there are multiple items, and you find some but not others, then make a photocopy of the shipping list, highlight the missing items, and place the copy in the Pending tab. Highlight the found items on the original shipping list and place it in the Complete Tab.

8. Remove 0 items older than 3 months and put them in the paper recycling box.

9. Remove Complete items older than 1 year and put them in the paper recycling box.

10. Check Pending Tab lists and pull out items older than one month. Send to Acquisitions for Claiming.

Cataloging

Checking in new issues

If you find the item, then it’s probably a serial.  For serials, you will either check in the latest issue or add a new item.

Step 1: Finding Bibs

1. Log into Aleph Acquisitions (NDVACQS1:acq1) and go to the “Find” screen and type the title of the item you have in your hand (see screen shot below).

2. Select USGOV for Collection.

3. Click on the title from the list to highlight it and then click on the Show button to pull up the record of the item

4. Highlight the item and click on the Serials button. 

5. On the left of the screen, check to see if this item has patterns.  You will need to do 1 of 2 things:

a. Click on the word Patterns under the Control node.  If you see “active pattern 1…”, then you know this item has patterns and you will check it in; go to Continue with Check-in.

b. Or, next to the words Subscription List. If there is a (1) next to the words, then you also know that a pattern is set for this item; go to Continue with Check-in.

c. If there is no subscription, send the item to Cataloging.

 

 

 

Step 2: Continue with check-in

1. Serials check-in can be performed in the Check-In under Control in the Serials tab on the left side of the screen.  When the check-in node is selected, the upper pane displays a list of serial item records and the lower pane displays an item record with data for update.

2. Check to make sure the item record matches with the physical item.  Information that you’ll be looking for will include volume #, issue #, and date. Select the item line.

a. If the volume #, issue # or year, month, date are correct, then click the Arrive button.  The focus then transfers to the lower pane, and the Arrival Form is activated.

b. If the volume #, issue, or date is incorrect, note them on the LIBRARY ITEM ROUTING FORM & place the item & the form in the Gov. Doc. Errors box.

3. Click the Arrive button.

4. Attach the GOV### barcode to the top left corner ¾ inches from the top edge.

5. Check that the Item Status is set to 50. If it is not, change it to 50.

6. Scan in the barcode in the Barcode field.

7. Now you’ve successfully checked in the item! Place the item in Gov. Doc.  Shelving.

Troubleshooting serials

1. Use the same instructions as in Serials.   [cm1]Add instructions in Cataloging Serials.

Modify the record

Before you begin copy cataloging, you will need to download the records from CRDP. A new batch of records are released every month. Refer to Where to obtain the records in the Electronic Government Documents instructions.

1. In Aleph Cataloging, go to the Records tab, select Import Records, go to the ellipses next to Input File, and open the file containing the records that will match. All of the files begin with “G071”; find the file with the month matching the item’s arrival date, (for example; G071June2013NEWMONO)

a. For maps, choose the file ending in “NEWMAP”.

b. For monographs, choose the file ending in “NEWMONO”.

c. For serials, choose the file ending in “NEWSERI”.

2. Click the Convert button. This will cause the titles from this file to display below.

3. Click the Edit button. This brings you to Edit mode, where you will be viewing the selected bib record

4. Make the following changes:

a. There should be a 590 field; change it to 595.

b. Find the 049 field, and change it to NDVD.

5. Save the record by clicking on the Save on Server and Local Drive icon ( ) in the upper right of the screen. A window will show up asking you to Save on Server and Local Drive; click continue.

Holding Record

1. In the lower left pane, find the ODN60 line and double click on the line below it that begins with HOL. This opens the holding record.

2. In the holdings record, confirm the settings in the following parts of the 852 field.

a. Because the call number for a U.S. Government Document item is always going to be a SuDoc number, make sure that the first indicator (the first of two spaces/numbers in between the field number and the subfields) is set to 3.

b. Make sure that the collection code in subfield c is USGOV.

c. Make sure that the subfield h has the SuDoc number. If it is not present, go to the bib record, copy the number in the 086 field, and come back to the holding record and paste it in the h subfield.

3. Once you have made changes to the holding record so that everything is accurate, you can save it. Do this by clicking the server box ( ) in the upper right corner. A window will show up asking you to Save on Server and Local Drive; click continue.

Item Record

1. To get to the item screen, go to the lower left pane and click on the plus sign next to the NDV50 record. An icon labeled “ITEMS” shows up; double click on it.  You are now on the items screen. The loader has already created an item for this bib record; you will just have to make some modifications for it. Note: if this title’s record did not replace the skinny bib for it (back in step 5.c.ii), then you will need to move the order record. See the end of this manual for steps on doing this.

2. In the lower pane, click tab 6(HOL Links). If the Linked column does not already have a checkmark, then click the Link button. This links the item the holding record. (see below for an example of an unlinked record).

3. Switch to tab 2 in the lower pane. Make the following changes:

a. Change Item Process Status to PR.

b. Change Item Status to 50.

c. If the item is something other than a book, change the Material Type to reflect this.

d. Select the barcode field, delete the automatically generated barcode number, and scan in the barcode on the book. This saves the changes to the item as well.

Print labels

1. Print the labels using OCLC Label Program and the DYMO Printer. 

Processing

1. Attach the labels using the 1.5 inch template (the small postits) in the same way as book processing.

2. Stick a clear label cover over top of the label.

3. Affix DATE DUE labels (security labels) to books, not to serials or pamplets.

4. When all processing is finished, place the item on the Verfying Cart.

Verifying

STEP 1: Physical verifying
   If there are any problems, indicate it in the VERIFICATION-PROBLEMS form. Then return both item and form to the Gov. Doc. Error Box.

1. Open ALEPH Cataloging (NDVCAT:CAT07)

2. Go to the Find tab (the last tab with the binocular icon).

3. Choose Barcode from one of the drop-down menus, and scan in the barcode.

4.Click on the item button on the right bottom.

5. Verify that the SuDoc Number label is correct and in the correct position.

a. Hard cover – on the spine (or front) and on the top left of the first page inside the cover

b. Soft cover – on the spine (or front) and on the top left of the front cover

c. Periodicals – on the top left of the front cover. There will not be a spine label.

6. Barcode is visible and in correct position at the top left on the front cover of the item.

7. Check the Item Number

a. Hard cover – on the top right on the first page inside the cover

b. Soft cover and periodicals – on the top right on the front cover

8. Check the VCSU LIBRARY DEPOSITORY stamp with date in black ink. If the item is a thick, bound book, it should be on the bottom right on the first page inside the cover. If the item is a magazine, pamphlet, or very thin book, the stamp should be on the bottom right on the cover of the item.

(Refer to the Depository Marking Map)

STEP 2: Patron interface verifying : PRIMO

STEP 3: Patron interface verifying : WorldCat

STEP 4: File the shipping list in the Completed tab of the Fed. Gov. Doc. Shipping Lists binder. File it in chronological order using the shipping date.