Davidson College

Library

Processing Government Documents Microfiche

 

Microfiche are sent to us from different contractors.  Each contractor has a different method of mailing microfiche.  The come in small shipping envelopes, large padded shipping envelopes, and boxes.  Always look through the mail carefully for anything containing microfiche since they are easy to overlook.  When opening Microfiche packages, follow the steps listed below:

  1. Make sure address label is addressed to Davidson College Library, Depository Library #0441.

     

  2. Some contractors group the microfiche by the shipping list and some do not.  Always be careful when opening packages and keep grouping together.

     

  3. Stamp each page of the shipping list in the top right hand corner (without covering any pertinent information) with the depository date stamp.

     

  4. Check the item numbers on the shipping list against those listed in our item number book. (This is a listing of all item numbers that we select from GPO.)  Place a small neat checkmark (without covering any pertinent information) beside the item numbers that we select.

     

  5. Find the publication on the shipping list and match that number with the number on the microfiche.  Do not write the SuDoc  number on the microfiche, or on the microfiche envelope.  If the number and the title match, place a small neat checkmark beside the SuDoc indicating that we received that publication. 

     

  6. Stamp the microfiche envelope with the depository date stamp.

     

  7. Follow the same steps until all microfiche have been processed.

     

  8. When all microfiche have been processed, make sure that all item numbers that are checked also have class numbers checked.  Your supervisor should be alerted to any publications that we received and did not select and any publications that we selected but did not receive.

     

  9. Put the microfiche in a microfiche box and put them in SuDoc order.  Put them on the shelf list cart to be shelf listed.

     

  10. Take the completed shipping lists and put them in numerical order, lowest number on the bottom, highest on the top.  Use the black Shipping list Notebook (this is a record of all shipping lists that we have received with the date that it was received) which is organized by separates, paper, microfiche, and electronics within each year.  The number of each expected shipping list is listed in this notebook.  You should fill in the date the shipping list was received next to the appropriate number.

     

  11. After marking off the shipping lists in the book, they should be filed in the brown folders on the work table in the documents area.  Each folder holds 300 shipping lists and the type (separates, paper, and microfiche) and numbers of shipping lists are on labels on the outside of the folder.  Check the labels on each folder for the one which contains the shipping lists of the numbers you have to file.  Shipping lists are filed lowest number on the bottom, highest number on the top.  Each "stack" of shipping lists consist of 100.  When that number is reached, start another stack.

It is important that the black Shipping List Book and the shipping list reflect the same information regarding lists we have received and the lists still missing.  It is best to update these records every time you open a box.  Do Not let shipping lists pile up, since they might get lost or misfiled.

 

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Maintained by: Sara Lee Enders
E.H. Little Library
URL: http://www.davidson.edu/administrative/library/govdoc.htm
Last Modified: 09/01