FDLP

Processing Depository Shipments

 

Proper processing of depository shipments is essential to the management of a depository collection.

Explanation of Depository Shipments

There are four major types of depository shipments.

GPO ships paper and tangible electronic publications in boxes with the library’s depository number indicated on the mailing label and handwritten on the inside of the box.
GPO mails separate shipments—the individual items are often referred to simply as 'separates'—in containers or envelopes. Separates are usually large bound or unbound volumes, maps or posters in tubes, and oversized publications. The mailing label includes the shipping list number for identification. Separates shipping lists group together the separate shipments, although occasionally a regular shipping list includes a package. Shipping lists for separates shipments are included in the boxes with regular shipments.
Generally, the contractor ships microfiche shipments directly to the library.
The U.S. Geological Survey (U.S.G.S.) are sent in shipments separate from the regular depository boxes. Shipping lists or packing slips listing only the maps are enclosed.

Opening Depository Boxes

GPO sends at least one depository shipment to every library each week. You should immediately notify GPO if you fail to receive a weekly shipment or if you fail to receive a separates shipping list within 4 weeks after receiving the separates publication.

Your library staff should properly address any missing material or unselected material. See Claims for more information on claiming missing material.

Shipping Lists

A depository shipping list is an itemized record of the contents of a complete depository shipment. For more information about shipping lists and their uses, see Shipping Lists.

Technical Services Processing or Procedures Manual

You are strongly encouraged to have a technical services processing or procedures manual. This information is invaluable when cross-training library staff or when normal staff are absent from work for an extended period of time.

Questions About Receipts

If you have a question regarding a SuDocs classification number, check the WEBTech Notes application or the Catalog of U.S. Government Publications (CGP). If a call number is changed, GPO catalogers record the former call number in the MARC 086 subfield “z” and update the new call number in the MARC 086 subfield “a.” Be sure to review the full bibliographic record for call number information.

SuDoc Classification and Labeling

You are encouraged to put the SuDoc classification number on all documents even if other classification systems are used in your library. Use of the SuDoc classification number:

  • Helps to identify materials from SuDoc citations.
  • Simplifies the process of compiling withdrawal lists at a later date.
  • Simplifies reviewing withdrawal lists.
  • Simplifies interlibrary loan.

Depository Property and Date Information

Federal depository libraries must mark their depository receipts as depository property. This property stamp typically includes the name of the institution, the date of receipt or accession, and may also include the depository library number.

Receipt of Corrected Copies

Corrected copies of publications typically replace a publication previously distributed through the FDLP. You should remove any previous versions from your collection and dispose of them accordingly. Libraries need to perform this collection weeding in order to prevent the public from retrieving misinformation. These copies are identifiable by the /CORR at the end of the SuDoc classification number.

Star prints are corrected editions of Congressional publications. They are identifiable by stars printed at the lower left-hand corner of their title pages or covers. Sometimes the words 'star print' also appears adjacent to the star. GPO treats star prints as new editions, not as reprints, and GPO catalogers create a new cataloging record for each star print. The SuDoc number for a star print will include /CORR after the number assigned to the original edition.

Receipt of Duplicate Publications

You are encouraged to offer duplicate copies on the National Needs and Offers List. You are free to offer these depository materials to any public library or educational institution after you have offered them on the National Needs and Offers List. Failing to find such a recipient after reasonable effort, you may dispose of the publication through normal depository withdrawal procedures.

If a duplicate is substantial in size, bound, or a popular publication, please contact GPO immediately to obtain a mailing label to return the publication. It is important to remember that when one library receives a duplicate shipment or publication, another library may not have received that publication or shipment.

Misdirected or Duplicate Shipments

Please see Forwarding or Returning Misdirected Shipment Boxes.