Prepared by: Annette Curtis
Submitted: May 1992
Approved by: Documents Dept.
Revised: Joanne Donovan
Reviewed: May 1, 2001
The federal documents pamphlet file collection is housed in metal file cabinets. Each file drawer contains several manila folders arranged in SuDoc order.
Purpose of Collection:
The objective of the pamphlet file collection is to house those materials that are too small in size or flimsy in construction to shelve in stack collections.
Selection Criteria:
In accordance with the objectives for compiling a pamphlet file collection, criteria for selection will be based solely upon the size or flimsiness of the materials.
Materials will be analyzed for inclusion into the pamphlet file collection as follows:
Items will fall into either of two categories; the first category consists of materials 8.5 X 11 or larger, while the second consists of materials smaller than 8.5 X 11. Once materials are divided by size, divide further into one of following three groups: serial, monographic series or annuals, and monographs.
For the purpose of this collection, the following definitions are used: Serials (not annuals) are defined as any publication expected to come out indefinitely on at least a biennial basis. Monographic Series are defined as any item that is not a serial and is checked in by its number. Monographs are defined as items that are cataloged by their individual title.
MATERIALS 8.5 X 11 OR LARGER:
Those items that fall into the serial classification shall be shelved in the stacks, no matter how few or many pages. These items shall be shelved in the stacks either in a pamphlet box, binder, manila envelope or bound.
Those items in Monographic Series or Annuals shall be put into the pamphlet file collection if it consists of less than 10 pages. Once there is an accumulation of more than 15 items in a series they should be moved from the pamphlet file collection into the stacks(A). Those series that are more than 10 pages and not flimsy should be placed in the stacks(A).
NOTE: Those items more than 10 pages but less than 48 pages that are flimsy in construction shall also be shelved in the pamphlet file collection. The criteria for selection will be based on first item(s) received in a series, or on a majority of items for series already in holding.
Monographs which are 20 pages or less shall be placed into the pamphlet file collection. All other monographs that are less then 48 pages shall be tested for flimsiness. Those items that seem tooflimsy for the stacks should be placed into the pamphlet file collection. Any publication 48 pages or more is not considered a pamphlet.
MATERIALS SMALLER THAN 8.5 X 11:
For materials smaller than 8.5 X 11 anything that is less than 20 pages shall be kept in the pamphlet file collection. This includes serials, monographic series, annuals, and monographs. Serials that are more than 20 pages shall be placed in the stacks(A). Monographic series, annuals, and monographs that are more than 20 pages shall be tested for flimsiness. Any publication 48 pages or more is not considered a pamphlet.
NOTE: Flimsy test: If the item can stand up straight when you hold it by the bottom then it should be able to be kept in the stacks. If the item seems as though it would be a problem in shelving, then it should be kept in the pamphlet file.
| 8.5 X 11 or Larger | |||
|---|---|---|---|
| # of Pages | Serial | Mono. Series or Annuals(b) | Monographs |
| 1-10 pgs | in stacks(a) | pam.(c) | pam. |
| 11-20 pgs | in stacks(a) | in stacks(a) | pam. |
| 20-48 pgs | in stacks(a) | in stacks(a) | flimsy test |
| 48 + pgs | not a pamphlet | not a pamphlet | not a pamphlet |
| Smaller than 8.5 X 11 | |||
| # of Pages | Serial | Mono. Series or Annuals(b) | Monographs |
| 1-10 pgs | pam. | pam.(c) | pam. |
| 11-20 pgs | pam. | pam. | pam. |
| 20-48 pgs | in stacks(a) | flimsy test(b) | flimsy test |
| 48 + pgs | not a pamphlet | not a pamphlet | not a pamphlet |
(a) Items should be put in a pamphlet box, binder, manila envelope, or bound.
(b) Location the same for all, either pam. or stacks. Series include annuals.
(c) If there are more than 15, items should be in a pamphlet box, binder, manila envelope, or bound.
Flimsy test: If the item can stand up straight when you hold it by the bottom then it should be able to be kept in the stacks.
Serial: Any publication expected to come out indefinitely on at least a quarterly basis.
Series: Any item, that is not a serial (see definition) and is checked in by its number, including annuals.
Monograph: Items that are cataloged by their individual title.
Exclusions: The following items will be excluded from the pamphlet file collection:
Processing Procedures: The inclusion/exclusion of an item into the pamphlet file collection shall be decided by the bibliographer. Discard/Weeding: Discarding/Weeding procedures for U.S. materials shall follow the Instructions to Depository Libraries.
Maintenance of Collection: Periodic maintenance of the collection shall include: