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3. In order to check in a U.S. depository shipment you must have a depository shipping list which lists all of the material to be found in the container. Depository shipping lists are inside the shipping container, with one exception.
3a. Separate Shipments: Separate shipments are books or maps which are mailed to us individually. Identify them by container labels which also say: "ITEM: <year><no.>" and "SHIPMENT: "2015-<no.>-S". (S) Shipping lists for separate shipments arrive in regular depository shipment boxes. Collect packages which will be listed on a separate shipping list on a shelf behind the receiving table until the separate shipping list for these packages is received.
4. Depository Shipping Lists. Shipping lists are numbered consecutively thoughout the federal fiscal year (Oct.-Sept.). There are four types: paper (P), microfiche (M), electronic (E) and separate (S). Shipping list numbers (SL#) include year-consecutive number-type (example: 2015-042-P is the 42nd shipment of paper documents in FY 15). Information on the shipping list is in three columns: Item no., Classification no., and Title.
4a. Item No. A shipping list lists all materials mailed to depository libraries in a shipment. Our library is a selective depository and chooses to receive some item nos. and not others; therefore, in many shipping containers you will not find all materials which are listed on the shipping list. An item number may be assigned to a single publication, such as a yearbook, or to a group of similar publications, such as all of the hearings of a congressional committee. Documents are listed on the shipping list in numerical order by their item number.
4b. Classification No. A Superintendent of Documents classification number is assigned by GPO to each document on a shipping list. In many libraries this number will be the document's call number, but not at Cornell. The SuDocs classification system groups publications by their issuing agencies, then by type of publication.
4c. Title. This should correspond to the title on the publication and will be the way in which you will locate documents on the shipping list.
5. Opening depository shipments. Boxes and microfiche bags often contain several shipping lists. Paper documents listed on a -P shipping list are generally packed in the box on top of their shipping list, so remove all items from the box until you reach the first shipping list. The documents will not be in item number order, but they should be listed on the shipping list. Stamp each document in the upper right hand corner of the cover (or title page if the cover is shiny) with the ink stamp which says "Depository <today's date>". Find the document by its title on the shipping list and make a pencil check over the item no. and classification. Tangible electronic documents, generally CD-ROMS, are received in boxes with the paper documents but are listed on their own -E shipping lists. If you can do so, remove the booklet or title sheet from inside the top of the CD-ROM jewel case and stamp with the depository stamp. In addition, place a Federal Publication sticker in the lower left-hand corner of the front of the jewel case. If a CD-ROM or diskette comes in a paper container, stamp and write on the container.
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Microfiche documents are usually received in bags from a GPO microfiche contractor and are listed on -M shipping lists. Because Cornell does not select many of the microfiche item nos., it often will be easier to reverse the shipment receipt process for a bag of microfiche and to first determine what we do not receive before checking in what we do receive (see Item Lister below). The fiche which are listed on a shipping list will generally be folded inside that shipping list. Remove the contents of the bag carefully, as there will be multiple shipping lists. Stamp all fiche envelopes with the depository date stamp in the upper right-hand corner. Find the fiche or group of fiche on the shipping list and place a pencil check on the item number (for a group of fiche with the same item number you should first be sure that all fiche listed are received). You do not need to write the item no. on all fiche. When many fiche are received on a shipping list with the same item number they will be banded together, write the item number on the top fiche only (example: Item no. 830-H-14).
A paper shipment box may contain a Separate -S shipping list. Match the Depository Shipping List number against the separate packages which are stored behind the receiving table and open all of the boxes which have the appropriate SL# on the white label. Stamp hardcover books on the first page inside the cover in the upper right-hand corner. Stamp softcover books as appropriate. Pencil-check each item no. on the shipping list.
A paper shipment box may contain a Separate 200< > -S shipping list. These shipping lists list NIMA (National Imagery and Mapping Agency) maps. These separate map shipments are addressed directly to the Map Department and should be received there (if a bag is delivered by Shipping to our table do not open; write Maps on this bag and put on the Maps delivery shelf ). Mail this shipping list in a campus envelope and address to the maps librarian.
5a. Missing Shipping List. You may find publications in a shipping box or bag which are not on any shipping list. This probably means that the shipping list was not included in the container. You will need to obtain a shipping list in order to receive these documents by checking shipping lists in PDF Format on the FDLP Desktop at http://www.access.gpo.gov/su_docs/fdlp/tools/sl/slister.html . Enter the shipping list number, which you can probably guess or ask for the latest shipping list by format.
6. LAW & MANN DEPOSITORY. Both Law & Mann libraries select depository item nos. for publications, usually serials, which are then used by JGSM, Uris or other department libraries. These publications are sent by Law and Mann to Olin Documents for check-in. Materials, particularly CD-ROMs, which are not serials should be placed on the documents review shelf. Serials should be placed on the serial check-in shelf.
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10. GPO Depository Microfiche. Microfiche received on deposit are handled in the following ways:
a. Cataloged serials to which a microfiche number has been assigned are checked in and/or added to Voyager MARC holdings. These are usually depository serials which used to come in paper but now come in fiche. These serials generally share one bibliographic record and have two holdings records, one for paper with a call number and one for fiche with a sequential microfiche number.
b. Monographs are generally not cataloged. They are filed in the (orange) GPO Microfiche File in Olin's Maps, Microtexts, Newspapers Department in SuDocs classification order .
11. Maps. Most depository maps are received directly in the Maps Department. Maps staff check the shipping lists, stamp the maps, make any claims and process the maps. Maps from the USGS and from NIMA (formerly Defense Mapping Agency) are received directly. Other maps and charts are received in our regular depository shipments and should be sent directly to Maps for processing. The most common ones are:
a. Nautical charts and recreational charts from National Ocean Service. These are generally received in tubes and listed on separate shipping lists. Open the tubes and check the charts on the shipping list but do not stamp them (they will be stamped in Maps). Add the chart number to the MARC holdings record of Bib#3796122 or Bib#3796124. Return the map to the tube and take to Maps.
b. Forest Service maps (Item no. 80-G).
c. CIA Maps (Item no. 856-A-1).
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3. Symbol documents. The majority of U.N. depository publications received are symbol documents. Many of the working documents (called "Masthead documents" by the U.N.) of the main United Nations organs are now received only in electronic form as part of the United Nations Official Document resource or ODS. Our depository continues to receive the Official Record symbol documents in paper form. Each document has printed on it a United Nations document series symbol (example: A/AC.105/703). (Some documents with covers may have the symbol printed on the title page or title page verso only.) These documents are received in boxes or smaller containers in random order. Serials to to check-in-shelf. Monos and symbol documents go on the documents review shelf behind thereceiving table.
3a. Sales Documents. As part of our U.N. deposit we receive a number of publications which are also sold by the United Nations Sales Office. These documents have United Nations symbols and also U.N. Sales numbers. These publications do not look like other symbol documents. They generally have colored covers and are monograph firm orders or serials, rather than meeting documents. Put monographs on the documents review shelf. Sales documents which are serials generally check in in Voyager even if they have United Nations symbols. Check for a Voyager check-in or bibliographic record. A special category of serials is Yearbooks. (Examples: Demographic Yearbook, Energy Statistics Yearbook, Statistical Yearbook, National Accounts Statistics). We often receive a depository copy of a yearbook and maintain a standing order for one or more additional copies for unit libraries. It is important to distinguish the depository copy from the standing order copy of a Yearbook and check it in on the appropriate Voyager record, because the depository copy is free to the receiving library and the standing order copies are charged to selectors' bookfunds. Rule of Thumb: Depository copies of yearbooks have paper covers and no invoice. Standing order copies often have hard covers and arrive with invoices and/or packing lists. Periodicals received on U.N. deposit may or may not have a United Nations series symbol. (Examples: Cepal Review, Industry and Environment, Monthly Bibliography, Monthly Bulletin of Statistics, United Nations Chronicle). Periodicals check in in Voyager.
4. Documents without Symbols. Interspersed with symbol documents or arriving separately, will be U.N. documents which do not have symbols. If they are serials, check them in in Voyager. If they are monographs or pamphlets, stamp them (with the depository stamp) in the upper right hand corner of the cover or title page, place them on the Documents review shelf. If they are new serials give to the documents specialist to set up for decision review.
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