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Five basic steps for each piece.  See individual explanation for each step.
  1. check off item on shipping list
  2. SuDocs label
  3. barcode & date due slip
  4. date stamp
  5. shipping list number
  6. check non-receipts
    Use a sharpie for glossy paper and labels only.  Use the acid free pens (beige) for everything else.
Step 1. Check off SuDocs number on s.l. sheet as each completed; don't cover the any text with your check mark
Step 2. SuDocs numbers Do not cover any text
  • Match SuDocs label to s.l. 
  • SuDocs label in upper left hand corner (see exceptions below). If necessary, move down the front cover no more than 3 inches. If still necessary, move in towards center, no more than 1 inch.
  • Match barcode to SuDocs label
Step 3. Barcodes & Date due slips. Order of preference for placement. 
  1. inside back cover
  2. page facing inside back cover
  3. front cover
  4. back cover
Do not place a barcode on a page that doesn't have enough room for a date due slip. Do not place barcodes where they will be a distraction to the user, e.g. top or bottom margins. Problems:
  • Hearings have a ready made place to put barcodes. You may cover the graphic that appears on the front cover.
  • use both the inside back cover and the facing page if needed
  • Committee documents and reports (Y 1) are often problematic. Ask about these. 
Do not put a date due slip on documents with a Case Ref Document label on the front cover

  • Blue flag (no SuDocs no. or barcode on cover): Apply SuDocs number label on upper right hand corner of page facing inside back cover.
  • House documents and reports (Y 1.) that are less than 3 pages, stamp, write s.l. #, then: 
    • put in an envelope and apply SuDocs label in upper left hand corner of envelope (flap up and in the back)
  • Lavender flag (additional material in back, e.g. maps): each piece must be labeled, in pencil, with the SuDocs number
Step 4. Date stamp. Check date on date stamp. Stamp pieces. Don't cover any text!
Order of preference for stamp location:
  • outside back cover
  • inside back cover
  • facing back cover
  • front cover
If no room for stamp write on piece: Colgate U Library GovDoc [date]. If back cover, or all paper, stick wide label sticker on page and stamp on the label.
Step 5. Shipping list number Write on back cover in lower right hand corner

Step 6. Check non-receipts. Check all items on list that we did not receive against Item Lister (depository # 0423)
  • if we do not select, do nothing
  • if we select, photocopy s.l.,
    • highlight item that we we should have received,
    • staple SuDocs label and barcode to s.l.
    • give to MJW
Step 7. Place completed items and shipping lists on Post-Processing shelves in shipping list number order.

Problems/Unusual items

  • should have a Case Docs Pamphlet label in upper right corner
  • apply SuDocs label in upper left corner opposite pamphlet label (doc will most likely be on long edge)
Rainchecks (marked with +): date stamp raincheck; give to MJW.
Shorts (marked with %)
  • copy shipping list; highlight short item; give to MJW
  • MJW decide about purchase; give to MJW 
Documents but no labels
  • check against Item Lister (use computer)
  • if we do not select, give to MJW for retention decision
  • if we select, process normally (write SuDocs number on blank lablel and apply to piece)
Documents  but no barcodes
  • check against Item Lister (use computer)
  • if we don’t select, give to MJW for retention decision
  • if we select write "No Barcode" on slip of scrap paper and stick in piece so MJW will see when Post-Processing
Leftover labels and/or barcodes
  • most likely, you forgot to apply to the document; check pile
  • check against Item Lister (use computer)
  • if we don’t select, give to MJW
All other strange problems, consult MJW