Page Comparison

Copy No.

n/a

n/a

(as needed)

If more than one copy of this item exists, insert the copy number of the item in hand.

Item Code 1

n/a

n/a

0

No item code is needed. Default is 0

Item type

n/a

n/a

30

This indicates a government document

Location

n/a

n/a

agov (most documents)               

agovo (oversize documents)

agloc (secured, locked down, documents)

Input the correct location only

Status

n/a

n/a

Available

Barcode

n/a

n/a

Scanned Barcode

Scan the barcode from the item

Call Number

086

blank/blank

Call # from 086 field

Copy and paste the call number from the 099 field in the bibliographic record 

Type

N/A

a (books, language material)

m (computer file)

e  (cartographic material)

One of these three options is acceptable

BLvl

N/A

m (monograph)

s (serial)

One of these options is acceptable

GPub

N/a

f (federal, national)

s (state)

Use f except in those rare cases when cataloging a state document

074

Verify that this field appears for non-historic items. The field includes item numbers assigned by the Government Publishing Office. The item number is a four-digit number followed by a letter designation that indicates format type. Item numbers can be confirmed in the Catalog of Government Publications or the List of Classes. If you are cataloging a historic document, the 074 may not be available.

086

If there is a 086 field, check that the SuDoc in the field matches the one on the item.  If there is more than one SuDoc in the field, or more than one 086 field, use the one that matches the SuDoc on the item, but leave the other 086 fields.  Copy the one you are using into the 099 field.  If none of the numbers in the record match the one on the item, consult with the Government Information staff

If there is no 086 field, add one that matches the SuDoc number on the item.

If there is no SuDoc in the record or on the item, consult with the Government Information Staff.

• The 1st indicator should be a 0, 2^nd indicator is blank. Rules for entering SuDocs on one line are:

• All letters or letter groups are followed by a space.

• All else is single-spaced, including : / and . (i.e., colon, slash, and period)

• If a number is preceded by , #, or other numbering indicator, in most cases this mark should be deleted. This number is generally a series number, which will also appear elsewhere on the cover and title page of the item preceded by a series identifying letter or letters. These letters should not be included in the 086 field, but included in the 099 field.                Example: Label on item reads: FCD 1.6/3:#3-1  The item will also include the series number TM-3-1.  The SuDoc fields should appear as: 

  • 086  0  FCD 1.6/3:3-1

  • 099      FCD 1.6/3:TM-3-1

099

The 099 field should be a duplicate of the selected 086 field except as described above.

049

UUSH – Most Government Documents

UUSI  –  Maps

UUSK – Atlases

One of these options must be present

500

Check for any identifying numbers. In particular, check if there is a Document Shipping List number in a 500 field.  If the number is in this field, check if it matches the item in hand.

Shipping list numbers should be entered in the following format: YY-###-Format abbreviation

Note: Shipping stamps may vary. The components of a shipping list are:

• Year (either 2 digit or 4 digit)

• # of shipping sequence (3 or 4 digits)

• Format (Letter abbreviation)

• P is paper (most common)

• E is electronic

• MF is microfiche

• S is separates, meaning the item comes in more than one package and possibly in more than one physical format.

Example 1: The number stamped on the item is P 00-092. Enter it in the 500 field as 00-092-P.

Explanation: 00-092-P is the 92^nd shipping list from the year 2000. It contained paper format materials.

Example 2: The stamped number that appears on the item is P01 270. It should be entered in the 500 field as 2001-0270-P. 

Explanation: The document arrived on the 270^th shipping list from the year 2001. It contained paper format materials.

590

If the item is marked as oversize or Lockdown, enter a note (examples below). Make sure to use the appropriate location code in the item record.

• “See Government Documents OVERSIZED SHELVING AREA.”

• “Located in Secure Area. See Gov Info Office Staff for assistance.”

650, 651, 610

Try to make sure there is at least one subject heading.   It would be best that there is one that is not a government agency (ie. 610).

856

There will frequently be a URL to a government publication given in this field.   In general cataloging, we delete these when they are just descriptions or chapter headings of a work.  In government publication records these are most often links to an online form of the publication being described in the record. We will usually leave these intact.  However, check them first to make sure they actually work. If it doesn’t take you to the correct document or doesn’t work at all, delete it. Government publications are a free service so these links can be valuable access points for those who need them.

Copy No.

n/a

n/a

(as needed)

If more than one copy of this item exists, insert the copy number of the item in hand.

Item Code 1

n/a

n/a

0

No item code is needed. Default is 0

Item type

n/a

n/a

30

This indicates a government document

Location

n/a

n/a

agov (most documents)                       

agovo (oversize documents)

agloc (secured, locked down, documents)

Input the correct location only

Status

n/a

n/a

Available

Barcode

n/a

n/a

Scanned Barcode

Scan the barcode from the item

Call Number

086

blank/blank

Call # from 086 field

Copy and paste the call number from the 099 field in the bibliographic record