Transfer of Government Document Items

BACKGROUND: The Catalog Department generates many transfers during the fiscal year. These transfers are usually caused by the addition of newer volumes of materials that we receive on a regular basis. (E.g. annuals, monthly, quarterly, etc.) Transferring from Reference to the stacks, CRC to the stacks and the like are simple. Transfers to Government Documents on the other hand pose a few problems since there are differences in the nature of the materials.

SCOPE: The scope of this procedure is to provide instruction on how Government Documents are handled in the physical processing of materials and a few database maintenance items for the transfer to take place. Additionally, CP 233: Govt Docs Cataloging must be used concurrently with this procedure in some cases.



A. Database Maintenance.

  1. Retrieve the bibliographic record.


  2. Check the note fields to see if any notes have been generated that give direction to any special handling of the title in hand.


  3. Revise the item record to reflect the change. For example, the ITYPE, LOCATION, and STATUS fields may need to be changed. Generally:

    TYPE = 0 or 1 (monograph or serial that circulates)
    LOCATION=madc
    STATS = -

    The government document call number may need to be placed in item record. See CP 233 for further information.



  4. Add transfer note to item record (c.f. CP482: Transfers) Examples:

    trans=marf:jtr:02-18-2003
    trans=mast:jtr:02-18-2003
    trans=crc:jtr:02-18-2003

B.      Physical Processing

  1. Item has spine label removed and area completely cleaned. (If adhesive material remains, then a label protector is placed over this).


  2. Reference stamping is removed or camouflaged. (If item is being transferred from Reference Department).


  3. New label is produced for SuDOC. (SuDOC is found in MARC21 record as 086 field.) Everything in subfield a (a) is printed using the Kroy Label Maker. (Suggested font: 12 pt, white backing with black printing.


  4. Label is adhered in upper left hand front of item. On the COVER. Place clear plastic magic tape over this label to protect it. (The magic tape may need to be cut and trimmed.)


  5. After checking over, the item is placed in the Govt. Docs basket in the circulation area.


MaagNet

 MaagNetOhioLINK Home OhioLINK Catalog Maag Library Procedures Manual Cataloging Tools Catalog Dept. Home

Created February 18, 2003
Questions or comments: email Jeffrey Trimble