Government Documents at MIT
Selection Process
Selection is based on item numbers assigned by the GPO. MIT Libraries selection
rate has remained stable at approximately 55% for the past decade. The selections
are based on what the Collection Managers of the various libraries wish to have
in their collections plus a "core collection" of items recommended
by the FDLP. An item number may be deselected at any time, though the actual
change will not take place until the Annual Selection Cycle. This annual process
is when new item numbers can be selected and others deselected. New item numbers
are added on a frequent basis, and are sent to the depository libraries through
the library's selection of a related item number.
Item Numbers Selected by MIT Libraries
The FDLP homepage has a current listing of item numbers selected by the depository
libraries. To see what MIT does or does not select, try the Item
Lister. The MIT Libraries' depository number is 0255.
Processing in 14E-210
The documents staff processes documents and records check-ins through a dBase
system called USDOCS. The system consists of a group of databases and programs
written and adapted by Margaret Mooney of the University of California at Riverside
for the MIT Libraries. We ran the system as a check-in and shelflisting system
from January 1994 through May 2000, at which point the system was upgraded to
include batch loading cataloging capabilities. The receipt databases from the
USDOCS system can be searched to determine whether
or not we have received a given piece.
A shipment from the FDLP consists of publications in paper, microfiche, floppy disk, CD-ROM, or DVD, and shipping lists associated with the publications. Each shipment is divided up and kept with the appropriate shipping lists for processing. We download the shipping list contents in dBase format (currently from a commercial supplier called Folland), then run our check-in programs against this information. Each piece is assigned an item number and a SuDocs (Superintendent of Documents) class number. Each item number may have several SuDocs numbers associated with it. The SuDocs number is related to which agency produces the document and carries additional information referring to the type of publication. Categories of publications range from "General Publications" to specific titles. The official listing of SuDoc classes is found in the List of Classes of United States Government Publications Available for Selection by Depository Libraries. A new List of Classes is posted monthly on The Federal Bulletin Board Online via GPO Access. Information includes item number, class number, type of publication (i.e. annual report, general handbook, serial title), and format (i.e., paper microfiche, electronic)
The items database (items.dbf) is the basis of our processing. It contains all the information needed to process a title once it is received. We add or change records in this database upon notification from GPO via the Administrative Notes Technical Supplement or notes on the shipping lists. As we check in a piece, processing and/or cataloging instructions appear on the screen for us to follow, based on processing codes in the database. Once the piece is checked in and labeled, it is sent on to the appropriate library or to cataloging. New, streamlined cataloging policies were established in May 2000.
There is a mandated 5 year retention of all material received through the FDLP program. Once the five years is up, or the piece is superceded, there are discard procedures which were established by MIT Libraries following the GPO guidelines in the Instructions to Depository Libraries.