U.S. Government

Printing Office August 1976

Number 17 GP 3:27:17

OCLC Searching For

Monthly Catalog Entries

In June's HIGHLIGHTS, retrieval of Monthly Catalog data was intro- duced to readers. This has en- couraged many depository librarians to begin learning OCLC terminal

use. Now some are asking: "What

is the best way to call up document

entries?"

The procedures previously set forth for calling up documents by

LC card number and OCLC number

Resent no problems. Title call-up

Resents few problems. But author

call-up and the author portion of

author/title call-up have odd byways. Let's consider the author

aspect as it relates to documents

appearing in Monthly Catalog and

entered by Library Division cata- loged into the OCLC data base.

If a search is made by corporate

or conference author, the terminal

operator will run up against the

"stoplist" which applies to the au- thor area. This is simply a group of words to be passed over when oc- curring at the beginning of an entry.

One goes on to the first significant

word, then picks up everything. The

present "stoplist" at the time this

article is being written is as follows:

aan

the

ofon

Yierican

"Association

Gt. Brit. Gt. Brit. House

India

International

National

New York

To be continued on page 2

Monthly Catalog In A

Revolutionary Format

The July issue of the Monthly

Catalog is as revolutionary as 1776!

New dimensions of 10*4 " x 7%"

frame a MARC style format proceeding from the OCLC data base.

Content consists of six parts: a text and five indexes. Entries in the

text are blocked into two columns.

Headings separate the larger organizational groupings. Text is arranged

by order of SuDocs classification. Indexes include: (1) Author; (2)

Title; (3) Subject; (4) Series/Report

Number; (5) Stock Number. Pending implementation of MARC tags,

the first two catalogs will lack the

Stock Number Index. Subject and

Author appear in bold print. Type

size is 7 or 8 point. Along with better

spacing, this will make for ease in reading.

Assistant Public Printer (Superintendent of Documents)

Missing from the first few Catalogs will be the "bullet," so familiar

to a generation of documents li- brarians. But it will reappear as soon

as OCLC implements a new MARC

tag.

On the cover, in the upper right

hand corner, appears the International Standard Serial Number,

0362-6830. It has been assigned

to Monthly Catalog by the National

Serials Data Program.

During the remainder of this

Bicentennial Year, refinements of the new Monthly Catalog will continue. They will include margin bar

guides to assist index use. HIGHLIGHTS welcomes your com- ments and suggestions as we improve the Monthly Catalog in the

weeks ahead.

1
c

Questions and Answers Depository Library Council To Meet

October 21st & 22nd

A documents librarian in Binghampton, New York, writes ex- pressing concern on the change

in coupon policy reported in the

April HIGHLIGHTS. She asks:

"I am curious to know the

rationale behind such a change,

as a documents librarian and as

a taxpayer. It seems to me that

the mechanics involved in issu- ing checks rather than coupons

would be most costly and cumbersome. Perhaps you would be

kind enough to enlighten me?"

The coupon system was very

carefully studied at GPO and

found to be surprisingly cum- bersome and costly. The use of pre-paid deposit accounts with

refunds by check can supply

items to libraries even more

efficiently and at less cost to the taxpayer. Libraries which

ordinarily purchase $50 to $500 in coupons per year, should now request that such

amounts be sent to their pre- paid accounts. To establish such

an account, just send a check

for a minimum of $50 to: Superintendent of Documents

Government Printing Office

ATTENTION: Special Accounts

(SAOS)

Washington, D.C. 20402

The new account will be given an order number; a receipt and

special order forms wii! be

provided.

To be continued on page 3

The Depository Library Council

to the Public Printer (previously

called the Advisory Council), will hold a two day meeting October 21-22, 1976. The place win be: Ramada Inn—Rosslyn

1900 North Fort Myer Drive I Arlington, Virginia 22209

Anyone interested in the Depository Library program is welcome to attend. Among the items on the

agenda will be a revision of the

"Proposed Standards and Guidelines."

For additional information, contact Norman Barbee at GPO's Li- brary Division. His phone number is: (703)-557-2146.

Continued from page 1

Bureau

California

Committee

Conference

Congress

Council

Department

Dept.

Great Britain

Senate

Symposium

United Nations

U. N. U.N.

United States

U. S. U.S.

In order to search using a corporate or conference author, compare

the first word in the author's name

to the "stoplist." If the word ap- pears, omit it from the search and

compare the next word to the "stoplist." Continue comparing until the

first significant word not on the

"stoplist" is reached. Begin the

search with that significant word

and include each succeeding word

even if on the "stoplist."

Here are a couple of illustrations. United States. Energy Research and

Development Administration. To call this up, using the basic author se- quence 4, 3, 1, outlined in the previ- ous article, one types the 4 letter keys iNER, the comma the r' letter

keys RES, the comma, and the letter key A plus DISPLAY and SEND.

Another example would be: Coir

ference on Canadian-American Relations, 7th, University of Windsor.

To call this up, one types CANA,

REL, 7 plus DISPLAY and SEND.

Keep in mind that the "stoplist" applies only to author search and not

to title search. The one present ex- ception which does apply to title search consists of ignoring as first words the articles "a" "an" "the."

If applying the stoplist to a cor- porate author leaves no text for

a call-up, the "stoplist" can be

ignored and all words in the name

searched. By way of example:

United States. Congress. House.

This types in as: US, CON, H plus

DISPLAY and SEND. An important new point here is that United States

is now typed US for author, but

typed in for title just as it appears.

Again, your Editor suggests getting acquainted with a friendly OCLC

terminal operator who will have

many pointers for beginning search;

ers. HIGHLIGHTS will keep you

posted on call-up procedures as they

apply to Monthly Catalog entries.

Happy searching!

2
Returning Books

Sometimes depositories are sent items they did not request. This is the result of a margin of error from

the huge volume of material that

goes out daily to over 1,000 li- braries. Our people filling boxes do

their very best, but mistakes occur. What should depositories do

with these unwanted items? A good

rule of thumb is to note whether or not the work appears to be an ex- pensive item (a bound serial set volume, for example). Such items

are frequently in short supply, and we would appreciate their return.

If you happen to receive an un- selected work of this kind, drop us

a note describing the item and re- questing a postage free shipping

label. We will confirm if we do need

the volume and send you the label.

If you can add a slip of paper to the

book with an item number, it will also be helpful to us. Unbound, inexpensive items, can

be treated in the same manner as unselected survey items. That is: kept as samples, given away, or dis- posed of through paper recycling,

etc.

3

Continued from page 2

What is the reason for switching

the classification number for the Census Bureau back to the old C 3. numbers from

the recently established C 56.

numbers?

The Superintendent of Documents classification system is based on Government organization and should reflect reorganization when it takes place. For many years, the Census Bureau was reporting directly to, and was subordinate to, the Secretary of Commerce, and the publications were classified C 3. A

few years ago, Commerce re- organized and placed the Cen- sus Bureau under the Social

and Economic Statistics Administration, so we changed the

class to C 56. This only lasted a few years, and the department was again reorganized. Census

went back to its former position, so the class was changed back.

Had we known in advance that

this was going to happen, we

could have made an exception

and used the C 3. designation

during the interim.

North Carolina

Documents

Librarians

To Hold

Annual Meeting

October 1st

North Carolina documents li- brarians would like to extend an in- vitation to their annual meeting,

October 1, 1976. The place will be

North Carolina State University, in Raleigh. Featured will be a tour of the famous documents collection or- ganized by Mary Elizabeth Poole,

and a speaker provided by the Government Printing Office. Those able

to attend can contact: Robert F. Gaines, Head

Documents/Microforms Division

University of North Carolina

Library

Greensboro, North Carolina

27412
Special Needs

If your depository library has some special needs of a general or

specific nature, let us know. Below

are some recent requests. If you can

offer discards, write the requesting

depository a letter (sending a copy

to your regional). The library ac- cepting the material agrees to pay

any postage and packing costs that

may be necessary.

Specific needs

U.S. Code, 1970 edition, all vol- umes.

U.S. Statutes at Large, 1923-71,

vols. 43-85.

Discard & gift lists, pre-1973 items.

Ms. Patricia Sloan

Federal Documents Librarian

Nesbraska Library Commission

1420 P Street

Lincoln, Nebraska 68508

Specific needs

Statutes at Large, 1969-72, vols. 83-86.

U.S. Reports, vols. 398-407.

Tom Reynolds

Business/Documents Librarian

University of Houston Library

2302-C Red River

Victoria, Texas 77901

Specific needs

Cumulated Index Medicus, 1975,

vol. 16, sections 5, 6, 8.

U.S. Treaties & Other Agreements,

1972, vol. 23, part 2.

Ms. Louise Rurode

Government Documents

Devereaux Library

South Dakota School of Mines &

Technology

Rapid City, South Dakota 57701

Specific needs

Congressional Globe, 1833-50.

Congressional Record, vols. 1-27.

Document Catalogue, 1893-1940.

Smithsonian Institution. Annual Report. 1846-83; 1889; 1896; 1899;

1918; 1920.

Alden Rollins

Depository Librarian

Consortium Library

3211 Providence Drive

Anchorage, Alaska 99504

Specific needs

Federal Trade Commission Decisions, vols. 59-62, 64-66, 68-l(

Ms. Patricia A. Rodi

U.S. Court of Appeals

Eighth Circuit Library

1114 Market Street, Room 503

Saint Louis, Missouri 63101

Documents Librarians

Retire

Two stalwart veterans of the Depository Library System in the State

of Washington have retired this year.

They are Ms. Corinne B. Ackley of Washington State Library and Ms.

Margarete E. Chalfant of Seattle

Public Library.

May they now find ample time to

visit their many friends in depositories across the country, passing on some of the vintage wisdom gleaned

from decades among documents!

0\-OTIO/v Public Documents Highlights is | circulated bi-monthly by the Super- @ intendent of Documents, Washington, D.C. 20402, and is mailed at

first class postage rates. Public

Documents Highlights is intended

primarily for librarians of the Federal Depository Library Program.

Material proposed of circulation

may be submitted to the Editor,

Public Documents Highlights, Li- brary and Statutory Distribution

Service, Government Printing Office,

Washington, D.C. 20401. The Superintendent of Documents, however,

retains the right to accept such material, to edit it, and to assign prid, ties of circulation.

G PO 906-863

4
U.S.

Printing

Government

Office Number

August 1976

17 GP 3:27:17

Assistant (SuperintendentPublic Printer of Documents)

it

OCLC Searching For

Monthly Catalog Entries

In June's HIGHLIGHTS, retrieval of Monthly Catalog data was intro- duced to readers. This has en- couraged many depository librarians to begin learning OCLC terminal

use. Now some are asking: "What

is the best way to call up document

entries?"

The procedures previously set forth for calling up documents by

LC card number and OCLC number

Yesent no problems. Title call-up

Resents few problems. But author

call-up and the author portion of author/title call-up have odd byways. Let's consider the author

aspect as it relates to documents

appearing in Monthly Catalog and

entered by Library Division cata- loged into the OCLC data base.

If a search is made by corporate

or conference author, the terminal

operator will run up against the

"stoplist" which applies to the au- thor area. This is simply a group of

words to be passed over when oc- curring at the beginning of an entry.

One goes on to the first significant

word, then picks up everything. The

present "stoplist" at the time this

article is being written is as follows:

aan

the

ofonVierican

Association

Gt. Brit. Gt. Brit. House

India

International

National

New York

To be continued on page 2

Monthly Catalog In A

Revolutionary Format

The July issue of the Monthly

Catalog is as revolutionary as 1776!

New dimensions of lOi^" x 7%"

frame a MARC style format proceeding from the OCLC data base.

Content consists of six parts: a text and five indexes. Entries in the

text are blocked into two columns.

Headings separate the larger organizational groupings. Text is arranged

by order of SuDocs classification. Indexes include: (1) Author; (2)

Title; (3) Subject; (4) Series/Report

Number; (5) Stock Number. Pending implementation of MARC tags,

the first two catalogs will lack the

Stock Number Index. Subject and

Author appear in bold print. Type

size is 7 or 8 point. Along with better

spacing, this will make for ease in reading.

Missing from the first few Catalogs will be the "bullet," so familiar

to a generation of documents li- brarians. But it will reappear as soon

as OCLC implements a new MARC

tag.

On the cover, in the upper right

hand corner, appears the International Standard Serial Number,

0362-6830. It has been assigned

to Monthly Catalog by the National

Serials Data Program.

During the remainder of this

Bicentennial Year, refinements of the new Monthly Catalog will continue. They will include margin bar

guides to assist index use. HIGHLIGHTS welcomes your com- ments and suggestions as we improve the Monthly Catalog in the

weeks ahead.
Questions and Answers Depository Library Council To Meet

October 21st & 22nd

A documents librarian in Binghampton, New York, writes ex- pressing concern on the change

in coupon policy reported in the

April HIGHLIGHTS. She asks:

"I am curious to know the

rationale behind such a change,

as a documents librarian and as

a taxpayer. It seems to me that

the mechanics involved in issuing checks rather than coupons

would be most costly and cumbersome. Perhaps you would be

kind enough to enlighten me?"

The coupon system was very

carefully studied at GPO and

found to be surprisingly cum- bersome and costly. The use of pre-paid deposit accounts with

refunds by check can supply

items to libraries even more

efficiently and at less cost to the taxpayer. Libraries which

ordinarily purchase $50 to $500 in coupons per year, should now request that such

amounts be sent to their pre- paid accounts. To establish such

an account, just send a check

for a minimum of $50 to: Superintendent of Documents

Government Printing Office

ATTENTION: Special Accounts

(SAOS)

Washington, D.C. 20402

The new account will be given an order number; a receipt and

special order forms will be

provided.

To be continued on page 3

The Depository Library Council

to the Public Printer (previously

called the Advisory Council), will hold a two day meeting October 21-22, 1976. The place wiN be: Ramada Inn—Rosslyn

1900 North Fort Myer Drive I Arlington, Virginia 22209

Anyone interested in the Depository Library program is welcome to attend. Among the items on the

agenda will be a revision of the

"Proposed Standards and Guidelines."

For additional information, contact Norman Barbee at GPO's Li- brary Division. His phone number is: (703)-557-2146.

Continued from page 1

Bureau

California

Committee

Conference

Congress

Council

Department

Dept.

Great Britain

Senate

Symposium

United Nations

U. N. U.N.

United States

U. S. U.S.

In order to search using a corporate or conference author, compare

the first word in the author's name

to the "stoplist." If the word ap- pears, omit it from the search and

compare the next word to the "stoplist." Continue comparing until the

first significant word not on the

"stoplist" is reached. Begin the

search with that significant word

and include each succeeding word

even if on the "stoplist."

Here are a couple of illustrations. United States. Energy Research and

Development Administration. To call this up, using the basic author se- quence 4, 3, 1, outlined in the previ- ous article, one types the 4 letter keys ENER, the comma, the 3 letter

keys RES, the comma, and the letter key A plus DISPLAY and SEND. fk

Another example would be: Corf

ference on Canadian-American Relations, 7th, University of Windsor.

To call this up, one types CANA,

REL, 7 plus DISPLAY and SEND.

Keep in mind that the "stoplist" applies only to author search and not

to title search. The one present ex- ception which does apply to title search consists of ignoring as first words the articles "a" "an" "the."

If applying the stoplist to a cor- porate author leaves no text for

a call-up, the "stoplist" can be

ignored and all words in the name

searched. By way of example:

United States. Congress. House.

This types in as: US, CON, H plus

DISPLAY and SEND. An important new point here is that United States

is now typed US for author, but

typed in for title just as it appears.

Again, your Editor suggests getting acquainted with a friendly OCLC

terminal operator who will have,,

many pointers for beginning search^

ers. HIGHLIGHTS will keep you

posted on call-up procedures as they

apply to Monthly Catalog entries.

Happy searching!

9
Returning Books

Sometimes depositories are sent items they did not request. This is the result of a margin of error from

the huge volume of material that

goes out daily to over 1,000 li- braries. Our people filling boxes do

their very best, but mistakes occur. What should depositories do

with these unwanted items? A good

rule of thumb is to note whether or

not the work appears to be an ex- pensive item (a bound serial set volume, for example). Such items

are frequently in short supply, and we would appreciate their return.

If you happen to receive an un- selected work of this kind, drop us

a note describing the item and re- questing a postage free shipping

label. We will confirm if we do need

the volume and send you the label.

If you can add a slip of paper to the

book with an item number, it will also be helpful to us. Unbound, inexpensive items, can

be treated in the same manner as unselected survey items. That is: kept as samples, given away, or dis- posed of through paper recycling,

etc.

Continued from page 2

What is the reason for switching

the classification number for the Census Bureau back to the old C 3. numbers from

the recently established C 56.

numbers?

The Superintendent of Documents classification system is based on Government organization and should reflect reorganization when it takes place. For many years, the Census Bureau was reporting directly to, and was subordinate to, the Secretary of Commerce, and the publications were classified C 3. A

few years ago, Commerce re- organized and placed the Cen- sus Bureau under the Social

and Economic Statistics Administration, so we changed the

class to C 56. This only lasted a few years, and the department was again reorganized. Census

went back to its former position, so the class was changed back.

Had we known in advance that

this was going to happen, we

could have made an exception

and used the C 3. designation

during the interim.

North Carolina

Documents

Librarians

To Hold

Annual Meeting

October 1st

North Carolina documents li- brarians would like to extend an in- vitation to their annual meeting,

October 1, 1976. The place will be

North Carolina State University, in Raleigh. Featured will be a tour of the famous documents collection or- ganized by Mary Elizabeth Poole,

and a speaker provided by the Government Printing Office. Those able

to attend can contact: Robert F. Gaines, Head

Documents/Microforms Division

University of North Carolina

Library

Greensboro, North Carolina

27412
Special Needs

If your depository library has some special needs of a general or

specific nature, let us know. Below

are some recent requests. If you can

offer discards, write the requesting

depository a letter (sending a copy

to your regional). The library ac- cepting the material agrees to pay

any postage and packing costs that

may be necessary.

Specific needs

U.S. Code, 1970 edition, all vol- umes.

U.S. Statutes at Large, 1923-71,

vols. 43-85.

Discard & gift lists, pre-1973 items.

Ms. Patricia Sloan

Federal Documents Librarian

Nesbraska Library Commission

1420 P Street

Lincoln, Nebraska 68508

Specific needs

Statutes at Large, 1969-72, vols. 83-86.

U.S. Reports, vols. 398-407.

Tom Reynolds

Business/Documents Librarian

University of Houston Library

2302-C Red River

Victoria, Texas 77901

Specific needs

Cumulated Index Medicus, 1975,

vol. 16, sections 5, 6, 8.

U.S. Treaties & Other Agreements,

1972, vol.23, part 2.

Ms. Louise Rurode

Government Documents

Devereaux Library

South Dakota School of Mines &

Technology

Rapid City, South Dakota 57701

Specific needs

Congressional Globe, 1833-50.

Congressional Record, vols. 1-27.

Document Catalogue, 1893-1940.

Smithsonian Institution. Annual Report. 1846-83; 1889; 1896; 1899;

1918; 1920.

Alden Rollins

Depository Librarian

Consortium Library

3211 Providence Drive

Anchorage, Alaska 99504

Specific needs

Federal Trade Commission Decisions, vols. 59-62, 64-66, 68-7f | Ms. Patricia A. Rodi

U.S. Court of Appeals

Eighth Circuit Library

1114 Market Street, Room 503

Saint Louis, Missouri 63101

Documents Librarians

Retire

Two stalwart veterans of the Depository Library System in the State

of Washington have retired this year.

They are Ms. Corinne B. Ackley of Washington State Library and Ms.

Margarete E. Chalfant of Seattle

Public Library.

May they now find ample time to

visit their many friends in depositories across the country, passing on some of the vintage wisdom gleaned

from decades among documents!

Public Documents Highlights is circulated bi-monthly by the Superintendent of Documents, Washington, D.C. 20402, and is mailed at

first class postage rates. Public

Documents Highlights is intended

primarily for librarians of the Federal Depository Library Program.

Material proposed of circulation

may be submitted to the Editor,

Public Documents Highlights, Li- brary and Statutory Distribution

Service, Government Printing Office,

Washington, D.C. 20401. The Superintendent of Documents, however,

retains the right to accept such material, to edit it, and to assign prio' ties of circulation.

G PO 906-863