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Unit: Receiving and Documents
Date last reviewedupdated: 09/04/2018
Date of next review: September 2019
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3. Symbol documents. The majority of U.N. depository publications received are symbol documents. Many of the working documents (called "Masthead documents" by the U.N.) of the main United Nations organs are now received only in electronic form as part of the United Nations Official Document resource or ODS. Our depository continues to receive the Official Record symbol documents in paper form. Each document has printed on it a United Nations document series symbol (example: A/AC.105/703). (Some documents with covers may have the symbol printed on the title page or title page verso only.) These documents are received in boxes or smaller containers in random order. Serials are to to checkbe checked-in-shelf. Monos and symbol documents go on the documents review shelf.
3a. Sales Documents. As part of our U.N. deposit we receive a number of publications which are also sold by the United Nations Sales Office. These documents have United Nations symbols and also U.N. Sales numbers. These publications do not look like other symbol documents. They generally have colored covers and are monograph firm orders or serials, rather than meeting documents. Put monographs on the documents review shelf. Sales documents which are serials generally check in in Voyager even if they have United Nations symbols. Check for a Voyager check-in or bibliographic record. A special category of serials is Yearbooks. (Examples: Demographic Yearbook, Energy Statistics Yearbook, Statistical Yearbook, National Accounts Statistics). We often receive a depository copy of a yearbook and maintain a standing order for one or more additional copies for unit libraries. It is important to distinguish the depository copy from the standing order copy of a Yearbook and check it in on the appropriate Voyager record, because the depository copy is free to the receiving library and the standing order copies are charged to selectors' bookfunds. Rule of Thumb: Depository copies of yearbooks have paper covers and no invoice. Standing order copies often have hard covers and arrive with invoices and/or packing lists. Periodicals received on U.N. deposit may or may not have a United Nations series symbol. (Examples: Cepal Review, Industry and Environment, Monthly Bibliography, Monthly Bulletin of Statistics, United Nations Chronicle). Periodicals check in in Voyager.
4. Documents without Symbols. Interspersed with symbol documents or arriving separately, will be U.N. documents which do not have symbols. If they are serials, check them in in Voyager. If they are monographs or pamphlets, stamp them (with the depository stamp) in the upper right hand corner of the cover or title page, place them on the Documents review shelf. If they are new serials give to the documents specialist to set up for decision review.
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2. Documents with invoices come from dealers (example: World Bank, International Monetary Fund, Council of Europe) or from individual government agencies. Some of our regular dealers, such as BernanRowman & Littlefield, send books and invoices separately.
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5. Shared Invoices (Council of Europe). Council of Europe shipments, from Manhattan Publishing, mix monographs and serials, and also are shared by Olin and Law. Pay for the serials, including the Law serials, and give the monographs and invoice to the Approvals coordinator. Send Law a copy of the invoice and the book or any books for processing (we do NOT receive anything for LAW).
PREPAID ITEMS & PROCUREMENT CARD PAYMENTS
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2. Items paid with the procurement card have a procurement card order in the Procurement Card Charges folder in the Documents file. Pull this record, place in the book along with the receipt and place on Serials Checkin check-in shelf.