Procedures for Processing ASERL: Centers of Excellence, Government Docs.

Scope: Duke University Libraries joined the Centers of Excellence program in order to retain materials from 6 distinct U.S. Government agencies.  COE materials exist in multiple formats in Perkins, and in print at the LSC.

Contact: Natalie Sommerville
Unit: Resource Description Department

Date last reviewed: September 2018

Date of next review: 10 Dec 2021

Procedures for Processing Centers of Excellence (COE) materials

Materials will be processed in this order of importance:

• All formats requested by subject librarians
• Print format currently housed in Perkins (transferred to the LSC in order to reduce footprint of Gov Docs on the 2nd floor of Perkins)
  
• Other formats in Perkins (CDs, DVDs, fiche, maps, kits, etc.)
• Print format already at the LSC

1. Based on the priority listed above, COE agency materials will be recalled from Perkins in agency order, one agency's materials at a time, until material from that agency has been processed by CS staff
   
   1. The COE copy is required to have a SuDoc call number in the 086 of the bib record.
   2. Materials are not required to have a SuDoc spine label or a SuDocs call number in the holdings record, because they will be held at the LSC, not the Perkins shelves.
2. For each title, 
   1. If more than one copy is owned by DUL (held in Perkins or at the LSC), compare the number of circulations among the copies, the one with the fewest circulations will be changed to the COE copy.
   2. Extra copies that fall within COE agencies and held in Perkins may be withdrawn on request by the subject librarian.
      
   3. Copies to be withdrawn will be offered other libraries in the ASERL Disposition database.
      
      1. Copies to be withdrawn will be stamped 'withdrawn," placed on the gov docs withdrawal shelves, and any unclaimed copies will be discarded 45 days.
   4. For any copies to be withdrawn, withdraw the item in Aleph and suppress the holdings record when appropriate, and update OCLC holdings if needed.  For fuller description of this process see /wiki/spaces/DTSSO/pages/25628039 or see Withdrawing Single Titles for less than 10 titles
3. For each bib record:
   
   1. Remove any outdated retention notes, check in the 500, 583, or 945 fields
   2. Remove all URLs in 856 fields
   3. Make sure there is a SuDoc number in the 086 field. 
      1. If records have multiple 086 fields with different SuDoc numbers, use the number that matches the label on our piece.
      2. If there is no SuDoc number in the record or on the piece:
         
         1. Check OCLC for updated record, or
         2. Look up the title in the UNC catalog here: https://search.lib.unc.edu/search.jsp, or
            
         3. Search by title in the Documents Data Miner here: http://govdoc.wichita.edu/ddm2/gdocframes.asp
4. For the holdings record:
   1. COE Print Retention.mexChange the collection code to the LSC KEEPR code
   2. Update holdings summary in the 866 field
   3. Delete any outdated retention notes.
   4. Delete all unnecessary public (sub-field z) notes.  Keep private (sub-field x) notes if they are still relevant.
   5. Remove all URLs in the holdings record.
5. Enter print retention information in the 583 1 of the holdings records as follows. (Use Macro-- coming soon.)  The start date listed in |c below is the date the program start date based on when the memorandum of understanding was signed.  Newly claimed COE materials from the ASERL disposition list should have the date they were received entered into |c instead of the program start date.
   

   • 583 1 |a Committed to retain

        |c 20120218
        |d indefinite
        |f ASERL Centers of Excellence

   • For serials and multi-parts only: review completeness of entire holding, not just committed volumes.  See Duke University Libraries Holding Record Procedures for Collaborative Print Retention Programs for examples.
     • Add second 583
     • Update fixed fields codes
   • If using the attached Macro, be aware that some data will need to be edited to conform to our guidelines and standards.
6. Physical processing of these government publications should follow the Conservation vs. Commercial Binding guidelines.
7. Put each item in a bin to be sent to the LSC
8. Enter monthly project statistics on the spreadsheet for departmental print retention activities.