Branch Depository Transfers

All federal documents remain the property of the U.S. Government and must be treated according to the Government Printing Office regulations. Materials should be available to the public within ten days of receipt. Branch bibliographic records must contain a MARC 590 field stating that the material is the depository copy, e.g., "U.S. Depository copy." Depository materials withdrawn from a branch collection must be returned to the Acquisitions Documents Unit . Materials within the branch collection parameters which are not wanted by the branch will not be added to the Documents collection. The item number will be deselected. For further information on handling depository materials, see TPOT/Acquisitions/Gov.Docs/Treatment of Government Document Depository Materials.

The U.S. bibliographer identifies materials which may be transferred to a branch library, with the exception of the stem "C 55:". By memo agreement (10/95) all SuDoc classification numbers C 55: are transferred to SIO without individual selection review. If they duplicate SIO holdings they will be made copy 2 and retained for five years in the SIO collection.

Process materials as follows:

1. Notify branch of new title
   1. Send a photocopy of the cover page to the branch bibliographer
      BML - Anne Prussing
      IRPS - Harold Colson
      S&,E - Dawn Talbot
      SIO - Peter Brueggeman
   2. Create a suppressed minimal level record on PAC with a note "Offering to [branch] per [bibliographer].[initials][date]. Do not label or barcode material. Retain the material in the unit. Process as a regular depository item if the branch does not respond after one week. Remember to unsuppress the record.
2. If the branch wants the material
   1. Monographs
      1. If MARC record is on PAC delete according to guidelines.
      2. If there is no MARC record on PAC give the SuDoc to the Cat. Maint. Staff with a note to delete the record when loaded. Delete the MLR.
      3. If transferring a complete SuDoc stem (all items received in stem) create a decision record (See Decision Record procedure)
   2. Serials
      1. MARC record is on PAC
         1. Transferring all holdings
            1. Update the check-in record (do not delete)
               1. add identity note "Transferred to [branch] "
               2. add checknote "Transferred to [branch] per [bibliographer].[initials][date]"
            2. Print record and place in material
            3. Annotate item card (e.g. "Transferred to [branch].[mo./yr.]")
            4. Create a decision record
         2. Transferring only partial holdings
            1. Update the Lib has field to reflect remaining holdings in the U.S. Docs. collection
            2. Add checknote "Transferred [vol. numbers] to [branch] per [bibliographer].[initials][date]
      2. If the PAC record is an MLR., delete the check-in and item records and change the RCTRL CD in the bib. record to e , a decision record .
   3. Record number of pieces transferred in statistics
   4. Insert Transmittal Notice streamer and send the material for cataloging or check-in
      1. BML - send all directly to Biomed, attn: Tech. Services Unit
      2. IR/PS and AAL - send cataloged serials to Acq. Serials Checkin Unit. Send new titles to the Catalog Dept.
      3. S&E and SIO CD's - send all new CD's to Betty Wilson in the Catalog Dept.
      4. S&E and SIO monos. - tattle tape, property stamp (S&E's stamp is in Acq. Receiving Unit), mark Transmittal Notice streamer "To S&E (or SIO), Attn: Copy Search, CUL Cat. Dept", and place on the "In-coming Documents" shelf in the Catalog Dept.
      5. S&E serials - place on S&E check-in staff's designated shelf
      6. SIO serials - send cataloged titles to SIO serials records. Send uncataloged titles to Betty Wilson in the Catalog Dept.
3. If branch does not want the material for their collection, annotate note in record and add "did not want per [initials of branch contact/date]" and process as a regular depository item.