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Unit: Receiving and Documents
Date last updated: 09/08/2023
Date of next review: September 2024
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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: "20152023-<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 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: 20152023-042-P is the 42nd shipment of paper documents in FY 1523). Information on the shipping list is in three columns: Item no., Classification no., and Title.
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A paper shipment box may contain a Separate 200< 2023< > -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 https://www.fdlp.gov/. 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.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 "non-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 non-selections list, write NO next to the number on the shipping list.
87. Claims. If an item number has not been checked on the shipping list, and if it does not appear on the "non-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 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.
98. Distribution. Many depository documents are serials. Check in serials and periodicals in FOLIO. 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).
109. GPO Depository Microfiche. Microfiche received on deposit are handled in the following ways:
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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 .
1110. 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:
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C. European Union Depository - Cancelled in 2015
1. Our library is a European Documentation Center. Our registration number is 00204606.
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