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Government Documents

Reclassifying Sudocs Titles

  1. If a title in the BISON online catalog has a Superintendent of Documents (SuDocs) classification number (classification type=S) and needs to be reclassified into Library of Congress classification(LCC):
    1. Count it as one title (govt. docs.) withdrawn on Monthly Desk Statistics sheet.
    2. Notify the Bindery Clerk via e-mail to add piece(s) to the volume discard statistics in the govt. docs. category.
    3. Catalog the title from scratch. The earlier project to add these records to the BISON online catalog was done by a student, so entire record must be re-checked.
    4. White out the SuDoc number and the BISON stamp on the item.
    5. Create a new title statistics slip and count title and volume(s) added.
  2. If the title was in the SuDocs collection but never cataloged in the BISON online catalog, consider it as a new title. Do NOT follow the title withdrawn or volume discard steps above.
    1. White out the SuDoc number and the BISON stamp on the item.

Work Flow For Small Or Ephemeral Government Documents

  1. These items are checked in by Acquisitions staff. They check to see if GL has already scanned the document.
    1. If found: 538 and 856 fields are added; copy one is completed; document is coded for the Scanbox backlog. Document is then placed in the box in Cataloging marked, "Scanbox Backlog: 856 with URL; copy one complete; needs final cataloging."
    2. If not found: Acquisitions staff will search the Internet for the document.
      1. If found: see (1) above
      2. If not found: The 538 and 856 fields are not added. Document is coded for the Scanbox backlog. Document is then placed in the box in Cataloging marked, "Scanbox backlog: NO URL FOUND."
  2. Docs in the Scanbox backlog: 856 with URL box are periodically completed by the Cataloging Clerk.
    1. She checks and edits the catalog record; removes Scanbox backlog coding; writes the SuDoc number on the upper left corner of the doc.; makes statistic slip (1T, 0V and "scandocs" in place of a BISON number)
    2. Completed docs go to the Cataloging Clerk for placement in the Completed Scandocs box.
  3. Docs in the Scanbox backlog: No URL Found box are checked monthly by Cataloging staff.
    1. BISON is searched to see if GL has scanned any of the docs and the Internet may be searched to see if some docs have been mounted on the web even if they have not been scanned.
      1. If found on BISON or the Internet: 538 and 856 fields are added; copy one is completed; cataloging is completed. SuDoc number is written in the upper left corner of the doc.
      2. If not found: The BISON record number is written on the top of the front of the doc (if not there already); the doc is sent to BB at CTS to be scanned and returned.
      3. Docs scanned at CTS will have the URL:

        4. http://ublib.buffalo.edu/libraries/e-resources/ebooks/law/records/[bison#].html

      4. BISON number for the document is the file name.
      5. When returned, Cataloging staff will either:
        1. Add 538 and 856 fields; complete copy one; complete cataloging; write SuDoc number in the upper left corner of the doc.
        2. Add 538 and 856 fields; place doc in the box in Cataloging marked, "Scanbox Backlog: 856 with URL; copy one complete; needs final cataloging."
      6. Completed docs go to the Cataloging Clerk for placement in the Completed Scandocs box.
  4. Special Cases
    1. Docs for which there is a revised version and we have both the earlier and the revised version in our hands.
      1. Keep and catalog the revised version.
      2. Withdraw the earlier version.
      3. If earlier version has not been cataloged holdings should be coded:
        4. STATUS c
        0Z |a la
        NOTES = WD:em,1/99 (out of date before cataloged)
      4. Suppress bib. record
      5. Remove any backlog coding (730s and HLDGs notes)
      6. Do not count if it has not been cataloged
        7. Example: ECX5754
    2. Docs for which there is a revised version on the web, but we only have the earlier version in our hands.
      1. Catalog the later version as an Internet site. The record for the earlier version should be coded:
        2. STATUS c
        0Z |a la
        NOTES Later version cataloged w/856--this piece in Completed Scandocs box (MG)
      2. Remove any backlog coding (730s and HLDGs notes)
      3. Do Not suppress bib. record
        4. Example: ECT2092

Scanbox Documents -- Paper Copy Will Not Be End-Processed

Search for the document on the Internet; make sure you find the URL for the entire document.

The Cataloging Department home page has a list of government sites to search to see if documents are available on the Internet:

http://law.lib.buffalo.edu/departments/cataloging/tools/nettools.asp#cat-gov-docs

  • Also try the home page of the publishing agency.
    If you find a URL for the document, continue with steps 2-6. If no URL is found, skip to step 7.
    Government sites will often display a document in one or more of the following formats: Adobe Acrobat (PDF) format, ASCII text format, and HTML format. We want to add all available URLs. To distinguish between the different formats you will need to add a |z to the beginning of the 856:
    856:41 : |z ASCII version: |u http://www.ncjrs.org/txtfiles/163061.txt
    856:41 : |z PDF version: |u http://www.ncjrs.org/pdffiles/163061.pdf
    856:41 : |z HTML version: |u http://www.ncjrs.org/163061.html
  • If there is only one URL in the record there is no need to add the |z version note.
  • PURLs: You may find a record that has two URLs, one that looks "normal" such as: http://www.flra.gov/23.html and one that is a PURL (Permanent Uniform Resource Locator) such as: http://purl.access.gpo.gov/GPO/LPS1475
  • Keep both URLs, but don't add a |z to either since both URLS should take you to the same document, not two different versions of it. Example: EDM6743.
  1. Delete any 530 field.
  2. Add an 538 field formatted as follows:
    3. 538: : Mode of access: Internet.
    Mode of access for web sites is always "Internet"
  3. Add a 856 field formatted as follows, with or without a |z (see #1 above)
    4. 856:41 : |u http://www.ojp.usdoj.gov/bjs/pub/pdf/njrp92.pdf
    No period at the end of the 856 field.
    NOTE: If you are editing a record that already contains an 856 field, make sure you remove subfield 2 "|2 http" or any subfield |z that comes at the end of the field such as "|z Adobe Acrobat reader required".
  4. Update Copy 1 in the HLDG screen as follows:
    5. 1U |a ll,in |b No call number
  5. If not cataloged yet, code document for the Scanbox Backlog
    1. Change STATUS field on HLDG screen to:
      2. STATUS b
    2. Add a title level note to HLDG screen:
      3. NOTES Scanbox
    3. In the Bib record add a 730 field:
      4. 730:0 : LLSCANBOX [year] [month]
    4. Place it, alphabetically by title, into the princeton box marked:
      5. Scanbox Backlog
      856 WITH URL
      857 COPY 1 COMPLETE
      Needs final cataloging.
  6. If you did not find a URL for the document
    1. Change STATUS field on HLDG screen to:
      2. STATUS b
    2. Add a title level note to HLDG screen:
      3. NOTES Scanbox
    3. Update copy 1 in HLDG screen:
      4. 001 1I CN |a la
      NOTES No URL found
    4. In the Bib record add a 730 field:
      5. 730:0 :LLSCANBOX [year] [month]
    5. Place it, alphabetically by title, into the princeton box marked:
      6. Scanbox Backlog
      NO URL FOUND
Content last updated: 3/06
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