Serial Set Procedures for Processing
INTRODUCTION: The Congressional Serial Set is the collected edition of 6 series of congressional publications—House and Senate reports, House and Senate documents, Senate executive reports and Senate treaty documents. The Serial Set documents the work of the Congress and the “legislative intent” of our laws. 1. Receiving—Olin selects depository item nos. 996-A and 1008-C. Individual documents in the 6 series which make up the Serial Set are sent in GPO depository shipments. Take great care when receiving these documents to be sure that all documents which are listed on a depository shipping list but not received are claimed from GPO. Stamp all documents with the depository date stamp but do not write the SuDocs classification number on the documents. 2. Shelving—Shelve the documents at first in numerical order by series in the Documents Section. (This set is treated as our archival set and is stored for the purpose of later binding. Patrons are directed to GPO Access for the electronic version of current congressional documents.) 3. Inventory—Compare the shelved documents at least quarterly to the “List of Reports Received, by Number” as published in the CIS INDEX (Olin Ref. Z 1223.A2.C739). Make a photocopy of the List and compare the listed reports against the documents on the shelf in the Documents Section. Mark on the photocopied list the documents which we have received and pull these documents from the shelves. 4. Storing—Store the documents pulled from the Documents Section shelves and recorded on the CIS list in the Olin Library sub-basement storage area (now on Range 22A) until all documents are received for a congressional session and the set is ready for binding. Shelve them by Congress, then by series for each Congress and in each series in numerical order. 5. Filling gaps—If a publication appears on the CIS List of Reports but is not on the shelf in the Documents Section acquire a copy if necessary to complete our set. Generally, wait two quarters before deciding that a report will not be received, as GPO may send publications later and out of order. Before moving to acquire a document, check first to see if it has been claimed on a depository shipping list and may come from GPO. Refer to the CIS Index abstracts volume to determine the title and description of the missing publication. Occasionally, a Serial Set volume is sent to all libraries initially as a bound volume, even to selectives that no longer regularly receive bound Serial Set volumes. Check our bound Serial Set to see if the missing volume has already been received in bound form. (Examples of recent volumes received only in bound form are Serial 14620 and 14612.) If a missing publication is one or a few pages long, consider printing the electronic version from GPO Access and trimming it to size. Call or write the House or Senate Documents Room to obtain larger publications or request from the Documents Expediter. BOUND VOLUMES (Binding a Congressional session for Cornell) 1. Schedule of Volumes—GPO determines which documents will be contained in each Serial Set volume and publishes a list of all Serial Set volumes by Serial No. The list is called the Schedule of Serial Set Volumes. In order to bind the Serial Set volumes for a Congressional session, we must first receive the schedule of volumes from GPO and know which documents to bind in each volume and what number to give each volume. The Schedule of Serial Set Volumes is published in the Administrative Notes newsletter which is sent in printed form and electronically to depository libraries. The schedule for a given Congressional session may not be published for more than a year after the close of the session. Photocopy the Schedule of Serial Set Volumes and file the copy in the binder in Olin Reference which says “Schedule of Serial Set Volumes Preliminary List” and is shelved with Z 1223. A15. Check off any issues which may have already come as bound volumes for the session. 3. Preparing Bindery Slips—Once the Schedule of Serial Set Volumes is published, prepare a sheet to send to the Bindery with each serial set volume to be bound. A template stored as a Word document is very useful. Each sheet should give the text to be printed on the spine of the bound volume. Include the following information: Serial no., Title (U.S. Congressional Serial Set), House or Senate, Series, document number or numbers, part number or letter if necessary, Congress, session and year. (Example of spine text for Serial volume 14609, with each spine line divided by /: 14609/ U.S. CONGRESSIONAL/ SERIAL SET/SENATE/ DOCUMENT/No. 17/Pt. 1/106th CONGRESS/2nd SESSION/2000). Create our spines to match GPO’s volumes as much as possible. The information prescribed here is the minimum required for identification purposes for this set. 4. Collating volumes—Bring up all of the documents for the session to be bound from the sub-basement. Divide the publications into volumes based on the Schedule of Serial Set Volumes. Carefully check to see that all publications are included and are in order as they will be bound. If an erratum has been received place it in the volume before the publication itself. Place the title page and table of contents page(s) on top, fold and insert the bindery slip and rubber band each volume with an “h-band”. (H-bands and a book truck can be borrowed from the Commercial Binding supervisor.) Gently folding the title pages and tables of contents pages (printed on 8 ½ x 11 sheets) of smaller volumes is OK. They will be trimmed by the binder. 5. Sending to Ridley’s Bindery—Before preparing the session for binding, consult with the Commercial Binding supervisor (Susie Cobb in 2002) and send it at a time when she is ready to work with it. The Serial Set is a special job for Ridley’s, as all of the spines are hand set. It is also a special job for our bindery to prepare it for shipping to Ridley’s, so coordination with their schedule is essential. Deliver the collated volumes to the Commercial Binding supervisor. 6. Paying for Binding—The binding of the Serial Set is paid for with the Documents Librarian’s book funds. The Voyager P.O. number is 88756. The fund to be charged is 615-06. The charge is about $1000 per session (copies of previous invoices are in the U.S. G.P.O. Serial Set folder). Charges include extras such as oversize thickness, lettering down spines of small volumes, extra lines of lettering and handsetting and are expected in order to meet our specifications. 7. MARC holdings —Volumes will be returned to the Documents Section by the Commercial Binding office when they come back from Ridley’s (in 2-4 weeks). Add the serial volume numbers to the MARC holdings record of the U.S. Congressional serial set bibliographic record (Voyager bib #1629746). 8. Recording in Reference—Check off the newly-bound volumes on the photocopy of the Schedule of Serial Set Volumes shelved in Olin Ref. (see point C. 1). Add “+” beside any volume which will be shelved in the oversize section of the Serial Set ranges. 9. Physical Processing—Write the Serial Set call number inside the cover of each book—call number consists of “Doc. [serial number]”. If the volume is oversized the call number should also have a “+” below the serial number. 10. Shelving location—The Serial Set is shelved in compact shelving on the Lower Level of Olin Library. Shelving is in serial number order beginning with Serial 1 of the 15th Congress. Oversized volumes (with +) are shelved in a range of compact shelving following the regular sized volumes. Folio-sized volumes are shelved with other folio volumes. BOUND VOLUMES (104TH CONGRESS) Olin will receive all of the bound Serial Set volumes of the 104th Congress under depository Item nos. 0996-C and 1008-E. Distribution of the bound serial set to selective depository libraries ceases after the 104th Congress is complete. 1. Receiving—Serial Set volumes are usually sent as separate packages and listed on Separate depository shipping lists (the “S” series of shipping list numbering). 2. Recording in Reference—Check off 104th Congress Serial Set volumes on the photocopy of the Schedule of Serial Set Volumes shelved in Olin Ref. (see point C. 1). Add “+” beside any volume which will be shelved in the oversize section of the Serial Set ranges. 3. MARC holdings—Add the serial volume numbers to the MARC holdings record of the U.S. Congressional serial set bibliographic record (Voyager bib #1629746). 4. Physical Processing—Write the Serial Set call number inside the cover of each book—call number consists of “Doc. [serial number]”. If the volume is oversized the call number should also have a “+” below the serial number. Insert a white bookmarking flyer with “Doc. [serial number]” and “+” if necessary on it. 5. Shelving location—The Serial Set is shelved in compact shelving on the Lower Level of Olin Library. Shelving is in serial number order beginning with Serial 1 of the 15th Congress. Oversized volumes (with +) are shelved in a range of compact shelving following the regular sized volumes. House and Senate Journals are published at the end of each session of Congress and are the official documents for the proceedings of each Congress. Olin selects them under depository Item nos. 1030-A and 1047-A. Until 1953 the House and Senate Journals had serial numbers. Serial numbering ceased with the 83rd Congress in 1953. Olin continued to shelve the House and Senate Journals with its Serial Set after the serial numbering ceased. 1. Receiving—House and Senate Journal volumes are sent as separate packages and listed on Separate depository shipping lists (the “S” series of shipping list numbering). 2. Assigning a Serial Set volume—like number and Recording in Reference—House and Senate Journal volumes to be shelved with the Serial Set are assigned a serial volume-like number. These volumes are shelved with the Serial Set for the Congressional session which they cover and the numbers which they are assigned are derived from the first serial volume number for a session. House Journals arrive in 2 volumes and Senate Journals in 1 volume. Assign a serial volume-like number to a new Journal volume by adding suffix “a”, “b” or “c” to the first Serial no. of the congressional session to which the Journal volume belongs. For example, the Senate Journal (received first) for the 106th Congress, 2d session is assigned the number “14608a” because the Schedule of Serial Set Volumes shows Serial no. 14608 to be the first Serial volume no. for that session. The House Journal, pt. 1 is assigned “14608b” and House Journal, pt. 2 is assigned “14608c”. Write these numbers on the photocopy of the Schedule of Serial Set Volumes shelved in Olin Reference. If a Journal volume arrives before the Schedule of Serial Set Volumes is published for a session, predict the number to be assigned based on the last number of the previous session. 3. MARC holdings—Do not add House and Senate Journal volumes to the MARC holdings for the Serial Set. Add them by Congress, session and year to the MARC holdings of the bibliographic records for the House Journal (Bib. #3312492) and the Senate Journal (Bib. #3312592). Explanatory |z notes have been added to both of these records as well as the Serial Set record. 4. Physical Processing—Write the Serial Set volume-like call number inside the cover of each book—call number consists of “Doc. [serial number +suffix]”. These volumes are oversized so the call number should also have a “+” below the serial number. Insert a white bookmarking flyer with “Doc. [serial number + suffix]” and “+”. Take the new volumes to Physical Processing (Serials truck) for property stamping and tattle-taping. Volumes are not bar coded and do not circulate. Physical Processing should letter “Doc +” in white ink above the Serial number on the spine, in accordance with our past practice. 5. Shelving Location—House and Senate Journal volumes are shelved in the compact shelving on the Lower Level of Olin Library with the Serial Set. These volumes are the first volumes for each session of Congress. This is a multi-volume monograph which has been received since 1977 as Serial 13151. Olin selects Item 0995-G-01 which is established just for this title. 1. Receiving—Deschler’s Precedents volumes are sent as separate packages and listed on Separate depository shipping lists (the “S” series of shipping list numbering). They have a distinctive brown binding, not like the regular serial set binding. The Serial Number is 13151 with the volume number dashed onto the serial number (e.g. v. 16 was serial number 13151-16). 2. MARC holdings—Add Deschler’s Precedents volumes to the MARC holdings for the Serial Set (with 13151). ALSO add them by volume number to the MARC holdings of the bibliographic record #772577. Law has cataloged their Serial Set volumes separately on this bibliographic record with title “Deschler’s Precedents …” We will add ours to this record with the Serial Set location note. 3. Physical Processing—Write the Serial Set volume call number inside the cover of each book—call number consists of “Doc. [serial number-vol.no. ]”. These volumes are not oversized. Insert a white bookmarking flyer with “Doc. [serial number-vol.no. ]. Take the new volumes to Physical Processing (Serials truck) for property stamping and tattle-taping. Volumes are not bar coded and do not circulate. Physical Processing should letter “Doc” in white ink above the Serial number on the spine, in accordance with our past practice. 4. Shelving Location—Deschler’s Precedents volumes are shelved in the compact shelving on the Lower Level of Olin Library with the Serial Set. These volumes are regular sized and space should be saved in the 13151 area for future volumes. Last Revised October 2002 | |