Government Documents

Overview

Technical Services supports the cataloging of the print and electronic resources received by the Government Documents department. These procedures serve as a hub to explain what the cataloging unit of technical services will be responsible for doing to ensure timely and accurate availability of government documents.

Types of Government Documents

Typically government documents are available in the following formats and collections, with sublibrary and collection codes:

• • Federal documents:

    • Non-Circulating Serials, print - FABDC PER (there are no circulating serials)

    • Electronic serials - FABDE ELEC

    • Print Reference Serials - non circulating, FABDC REF

    • Monographs, print - FABDC DOC

    • Monographs, electronic - FABDE ELEC

    • Microfilms - FABDC MFILM

    • Microfiche - FABDC FICHE

  • Print Florida Documents

    • Monographs - FABDC FDOC

    • Serials - FABDC FPER

A General Description of How Government Documents are Added into the Shared Bib Catalog (Aleph)

Federal Documents

Print federal documents are received approximately weekly. When those materials are received by the Government Documents department, they'll divide the records between monographs and serials. For monographs, they'll search in front-end of the catalog to find matching records and verify that we have the appropriate holdings on those materials. They'll then make sure that the sublibrary and the collection code is accurate. They'll send the materials to the cataloging unit if the monographs:

• • need FAU holdings

  • has holdings but needs a barcode

  • need different sublibrary/collection codes

  • are not available in shared bib - but available in Worldcat

  • they notice a temporary record has needs to be updated

If a monograph is not available in Aleph or in Worldcat, Government Documents will hold the record for a period of time to search again. If after a certain period no record is available, they'll send the material to the cataloging unit for original cataloging.

For integrating resources - including serials - all materials are sent to cataloging (currently the serials acquisitions unit) for check-in and the updating of holdings. No search is done to identify a record in Aleph since holdings work will be required.

Florida Documents

See existing Florida Documents procedures:

Florida Documents Monographs

Florida Documents Serials

Loading of MARCIVE Records

MARCIVE is a contracted third party that creates MARC records for our government documents. MARCIVE records are generally loaded for all federal government documents that are received. However, they sometimes become available after the material has been received. MARCIVE procedures. These loads are designed to minimize the original cataloging.

Updating of Temporary Records

The cataloging unit is responsible for maintaining temporary catalog records that are updated to full records. Procedures for this are pending.

WEBTech Notes Updates

Occasionally, Government Documents will identify corrections that are needed to catalog records as a result of notifications from the Federal Depository Library Program (FDLP). When changes to the catalog are needed, Government Documents can create a Collection Organization Department Request. The cataloging unit will then make the necessary updates.

Workflow Procedures and Guidelines

Adding Holdings for a Print Monograph

pending:

Adding holdings

linking

barcoding

Adding Holdings for a Print Serial - Circulating

pending

Adding Holdings for a Reference Material

pending

Updating Temporary Records

pending

Maintenance of MARCIVE Load for Electronic Government Documents

see Procedures