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Unit: Receiving and Documents
Date last reviewed: September 6, 2022
Date of next review: September 20212023
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United States Depository
United Nations Depository
European Union Depository
Mailing List Documents
Receiving Orders
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A. U.S. DEPOSITORY
1. Our U.S. Depository Library number (LIB#) is 0388.
2. U.S. depository shipments arrive in boxes, envelopes, tubes, and microfiche bags via UPS GRND. Identify a U.S. depository shipment by the white label on the container. The label says: "U.S. Govt. Printing Office, Superintendent of Documents, Washington, D.C.--Cornell Univ Library, Documents Section, 110-B Olin Library-- LIBIDLIB ID: 0388."
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.
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4. Depository Shipping Lists. Shipping lists are numbered consecutively thoughout throughout 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.
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Digital documents are received from MarviceMarcive, Inc. and covered under Procedure #77.
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7. Item Lister. Item Lister provides an electronic list of all item nos. which are available for depository library selection. Open your web browser and go to https://selections.fdlp.gov/OA_HTML/gpolibItemLister.jsp Select "nonselectionsnon-selections", enter our depository library number "0388" and click the "submit" bar. The Item Lister will create a list of all item numbers which our depository 0388 does not select. Match the item nos. which you have not checked off on each shipping list against this list. If the item number appears on the nonselections non-selections list, write NO next to the number on the shipping list.
8. Claims. If an item number has not been checked on the shipping list, and if it does not appear on the "nonselectionsnon-selections" Item Lister list, then you may need to send a depository claim for this publication. First, look beside the Item no. on the shipping list to see if either a "+" or "%" symbol appears. These items have not been sent to our library at this time and should not be claimed. Be sure to check through your mail to see that you have not overlooked the publication during check-in. If this is an item number which we should have received but did not, and it has not been rainchecked rain-checked or shipped short, then you should send a depository claim. Sending a claim for an item on a GPO-issued shipping list: Use the Web Claim form on the FDLP Access Desktop and submit the claim to GPO electronically at http:www.fdlp.gov/webclaimform Print a copy of the Web Claim form as submitted and file in the GPO Depository Claims folder. Sending a claim for an item on a microfiche shipping list: With a ruler draw a box around the item or items not received. Write in the information at the bottom of the shipping list, including our depository library #, SL # and address. With a pen sign the documents librarian's name and again fill in our library number. Fax or mail the original complete shipping list (all pages) to the microfiche contractor at the address on the shipping list. File one of the shipping list copies in the file marked "Claims on GPO Deposit". Receiving a claim: A paper shipping box may include a paper or electronic item which you have previously claimed. Generally, the item will have the original claim form which you submitted attached to it. Stamp the item, pencil check it on the original list that is now filed and write the item number. Pull the shipping list copy from the GPO Claim folder and discard. Microfiche claims are mailed to us in an envelope. The strip which you had written on, including the shipping list #, is attached to the microfiche but the rest of the shipping list is not returned. Pull the claim from the GPO Claim folder and check the item on the claim copy which you filed in the shipping list file.
9. Distribution. Many depository documents are serials. Check in serials and periodicals in VoyagerFOLIO. Place depository documents which are monographs, pamphlets or other non-serial material on the documents review shelf behind the receiving table. Mark maps Maps and place on mail shelf for Maps (near 110-C office).
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a. Cataloged serials to which a microfiche number has been assigned are checked in and/or added to Voyager MARC FOLIO holdings record. 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.
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c. CIA Maps (Item no. 856-A-1).
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B. United Nations Depository
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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 documents review shelf. Sales documents which are serials generally check in Voyager FOLIO even if they have United Nations symbols. Check for a Voyager FOLIO 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 FOLIO 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 VoyagerCheck-in periodicals in FOLIO.
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 VoyagerFOLIO. 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 Documents review shelf. If they are new serials give to the documents specialist to set up for decision review.
5. Check-in. All publications to be checked in as serials or added as monographs should be stamped with the depository stamp in the upper right hand corner.anchor
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C
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5. Check EU serials in on VoyagerFOLIO. Put monographs and pamphlets on the documents review shelf. Give new serials to the documents specialist to set up for decision review.
6. CLAIMS. Like U.S. depository serials, EU depository serials may be claimed only when we fail to receive them in an official depository shipment. Each month we receive a list called Resume of Publications Sent. The Resume lists all depository publications sent to us in the previous month. Monthly, the Resume is checked against Voyager FOLIO (by the documents specialist) to identify any publications which have not been received. Claims are then sent on the official form to the EUR-OP "Information Networks" Distribution Section.anchor
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D
1. Many documents are received by us through agency mailing lists. This is how we receive our state documents, including New York State when we cancelled our New York State paper depository shipments in 2011. We also receive U.S., municipal, foreign and international organization documents in this way.
2. Open these documents and keep the mailing envelope, generally sliding this inside the publication. This will be an aide for identification in Voyager FOLIO check-in for serials or identifying orders.
3. Check in serials in Voyager FOLIO and place monographs and other materials on the documents review shelf.
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1. The Government Printing Office (GPO) is our source for copies of federal documents which we do not receive on deposit. We have standing orders, and place unit orders on our GPO deposit account. Our GPO deposit account # is 080484-9.
2. GPO STANDING ORDERS. Standing order documents arrive in boxes or envelopes with a card recording the publication"s title and year and/or volume number. Identify a standing order by the standing order code on the card, standing order numbers begin with "Z" (example: ZSTAC for the Statistical Abstract of the United States or ZIRSC for Internal Revenue cumulative bulletin). To receive a standing order, match card and book and stamp card with the Cornell University Library date stamp. There is no order form in the GPO Orders file for a standing order publication. Give Give the card to the documents specialist for filing. Place book on the serials check in shelf for Voyager FOLIO check in, writing "GPO" in the upper right hand corner of the first page.
3. GPO UNIT ORDERS. Unit orders are placed online on GPO Access at the U.S. Government Online Bookstore. Unit orders are received in boxes or envelopes with a card recording the quantity, publication stock no. (order no.), title and year and/volume number (for serial volumes) and price. To To receive a unit order, match card and book and check for quantity. Stamp the order and the card with the Cornell University Library date stamp. If the book is a monograph, receive and fastcat as appropriate. Serials are placed on the shelf for Voyager FOLIO check-in. Give the card to the to the documents specialist for filing.
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2. CDS publications arrive in boxes with 8 1/2 x 11 white packing slips. Standing orders for serials will not have an order form. Place standing order items on serials check-in shelf for Voyager FOLIO check-in. To receive a CDS unit order, pull Library of Congress Correspondence file from Documents file. Stamp the order with the Cornell University Library date stamp. Put serials on check-in shelf for Voyager FOLIO check-in. Follow any instructions written on the order for monographs or new serials.
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3. Serial volumes which come on standing orders with invoices are paid and checked in on receipt. Create a Voyager FOLIO invoice record. Write the Voyager Voucher number at the top of the invoice. Stamp the invoice with the Cornell University Library date stamp and initial beside the date. Pay the invoice, append ONLY the Pay the invoice, adding the POLs (the title or titles) to the Voyager FOLIO invoice record, inputting any required information and saving the invoice. Pay Postage (Fund 999) in under "Other charges" directly on the Voyager invoice record. Put the invoice (original only) in the appropriate Invoice folder on the main receiving table.Adjustments"
4. Monographs with invoices have been ordered on Voyager in FOLIO with a purchase order. Search Voyager FOLIO and locate the order record. Create a Voyager FOLIO invoice record. Write the Voyager voucher number at the top of the invoice. Stamp the invoice with the Cornell University Library date stamp and initial next to the date. Append Add the POL or POLs and receive the title to the Voyager FOLIO invoice, input any fields required and save the invoice. Place the invoice (original only) in the appropriate Invoice folder on the main receiving table. Put a library flyer in the book and fastcat as appropriate.
4a. Invoices without invoice numbers. (Assigning a CUL number). Monographs may be received from government agencies on bills without invoice numbers. If this occurs, use the Bates consecutive number stamp and stamp once at the top of the bill. Write cul in cul in front of this of this number. Create a Voyager FOLIO invoice and use this number as use this number as the invoice number. Pay as in 4.
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1. Sometimes we must send a government agency a check or pay with a credit card before we can receive the material we want. Prepaid items have Voyager items have FOLIO invoice records and purchase orders. Receiving prepaid items requires the additional step of pulling the prepaid order from the Documents prepayment folder.
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