Shelving NLM’s Collections Purchase Order: 467-FZ-402087 Period of Performance: 9/30/04 – 9/29/05 with four option years Project Officer: Mary Kate Dugan Alternate Project Officer: Jane Kogi Preservation and Collection Management Section Public Services Division, Library Operations National Library of Medicine September 27, 2004 Statement of Work I. Introduction ………………………………………………………………….... 3 A. Background Information ....………………………………………..….. 3 B. Purpose and Objectives of this Procurement ……………………...… 4 C. Vendor Requirements ……………………………………………….. 4 D. Government Responsibilities ………………………………………… 6 II. Services to be Performed ……………….…………………….……………...... 7 A. General Requirements ……………………………………………….... 7 B. Specific Requirements ……………………………………………….... 7 Part I: Shelving, Discharging, and Shelfreading Collection Items… 1. Overview ……………………………………………................ 7 2. Discharging Items Returning to the General Collection …..….. 8 3. Shelving and Reshelving General and Reference Collection Materials ……………………………………………………… 10 4. Shelving Materials in the History of Medicine Division, B-3 Level ……………………………………………………… 17 5. Shelfreading of the General and Reference Collections ………. 18 6. General Shifting of Small Areas of the General and Reference Collections …………………………………………………… 19 7. Quality Control of Shelving ………………………………..…. 19 Part II: Collection Support Tasks ………………………………….. 20 III. Reporting Requirements and Deliverables……………………………………… 21 IV. Standards of Performance ………………………………………………………. 21 V. Appendixes A. Floor Plans ………………………………………………………………… 23 B. Voyager – Cataloging & Circulation Modules and Pre-Discharge System………………………………………………………………..….. 26 C. Guidelines for Care and Handling ………………………………………….42 E. Shelving Control Slips …………………………………………………….. 44 F. Sorting and Shelving in Call Number Order ………………………………. 47 G. Shelf Reading Control Slip ………………………………………………. 55 H. Blue Sheet …………………………………………………………………. 56 I. INTRODUCTION A. Background Information The mission of the National Library of Medicine (NLM) is to collect, preserve and disseminate biomedical information. In support of this mission the Library has assembled one of the largest collections of biomedical literature in the world and continues to collect in some forty biomedical areas and to a lesser degree in related areas. In total the Library’s collections contain approximately 7.5 million print and non-print items. The Library’s print and microform service copy collections are housed in the General Collection, the History of Medicine Division (HMD), and the Main and HMD Reading Rooms. The Library's General Collection contains serials published from 1871 to the present and monographs published from 1914 to the present, number an estimated 2.5 million bound volumes, plus thousands of unbound items, mostly individual serial pieces. For the most part, this collection is housed in closed stack areas on the B-1, B-2 and B-3 levels. The B-1 and B-3 levels are reserved for core biomedical serials, classed as "W1" in the NLM classification scheme. The B-2 level contains a variety of bibliographic materials including monographs, congresses, audiovisuals (video cassettes, slide/tapes, 16 mm films, audio cassettes, CD-ROM programs, etc.), microforms, and government documents. The first floor contains the Main Reading Room and a History of Medicine Reading Room which are open to the public. The Main Reading Room contains frequently requested bound and unbound serials, monographs and other reference materials. The HMD Reading Room contains reference materials related to the history of medicine. The History of Medicine Division (HMD) holds serials printed before 1871, monographs printed before 1914, and journal article reprints, pamphlets, dissertations and audiovisuals. These collections are housed on the B-1 and B-3 stack floors but in an area separate from the General Collection. See Appendix A for floor plans of the stacks, the B-1, B-2 and B-3 levels, indicating the locations of collection materials. NLM has an integrated library system (ILS) known as Voyager. The Contractor shall maintain the records in Voyager to accurately reflect the circulation status of items prior to be shelved. 1. Voyager There are several different modules in Voyager that perform basic library functions, such as the Cataloging and Circulation modules. The Cataloging Module contains bibliographic, holdings and item records for all serial and monograph titles in the NLM collections. The Cataloging Module also contains item records which contain the call number, shelving location, MRI (barcode) and the specific volume numbering information for each serial item. When performing certain special support tasks, the Contractor is responsible for editing and deleting item records to ensure that the item records accurately reflect the Library’s holdings information, and that the information in the item record is accurate and formatted correctly. The Circulation Module will be used by the Contractor to charge items to the Collection Management Unit (CMU), and to discharge items before they are shelved. See Appendix B for an explanation of the Voyager Cataloging and Circulation Modules. B. Purpose and Objectives of this Procurement 1. The purpose of this purchase order is to procure high quality assistance to support the following collection maintenance activities for the General and Reference Collections and the History of Medicine Division’s collection: shelve library materials pulled from the various collections, shelve all newly acquired material, shelve all newly bound journals, consistently and routinely shelf read all of the collections, shift material as necessary, and perform specific collection support tasks as assigned. It is estimated that the Contractor may shelve up to 800,000 items during a one year period. The Contractor shall be paid a unit cost for each item delivered and shelved and the unit cost should include the routine shelfreading, discharging, and minor shifting activities. It is estimated that the Contractor may spend up to 3,500-4,000 hours performing collection support tasks during a one year period. The contractor will be paid an hourly rate to perform collection support tasks. 2. All work shall be monitored by the Project Manager and coordinated with the Project Officer. The Project Manager will be required to review the quality and amount of work performed. 3. It is necessary for this support to be provided onsite in space provided by the NLM on a daily basis, between the hours of 7:00 am to 5:00 pm, Monday – Friday. 4. The work performed must be at the highest possible standard of accuracy. 5. The base period of performance shall be 12 months from September 30, 2004 to September 29, 2005, with the following four performance period options: September 30, 2005 – September 29, 2006 September 30, 2006 – September 29, 2007 September 30, 2007 – September 29, 2008 September 30, 2008 – September 29, 2009 6. The Statement of Work may be revised by the government to reflect changes in procedures, technologies, or requirements. Modifications will be issued if necessary. C. Vendor Requirements 1. The Contractor shall provide professional librarian personnel with excellent management and bibliographic skills, and technical processing personnel and services, not otherwise provided by the Government under the terms of this purchase, needed to perform the work assigned in accordance with established policies and procedures set forth in the Statement of Work. 2. The Project Manager shall perform quality control on all work performed by the contractor staff according to the following: a. Shelving – at least 25 items shelved shall be checked the following day to ensure they were correctly shelved. Items shelved incorrectly shall be shelved correctly by the Contractor at no extra cost to the Government. b. Performance of Collection Maintenance Tasks – to be determined by the Project Officer. 3. Contractor staff shall perform physical tasks such as opening and sorting boxes that will require the ability to lift up to 50 lbs. 4. Contractor staff shall maintain statistical records and reports as detailed in the Statement of Work. 5. Key Personnel and requirements are as follows: Project Technicians: Mandatory: Must have at least one year of recent experience interpreting bibliographic data elements and searching and editing bibliographic records in an online environment. Project Manager: Mandatory: Must have a Master’s degree in Library Science and at least three years of previous supervisory or project management experience in serials bibliographic projects in a library environment. Previous experience with an integrated library system, such as Voyager, is highly desirable. Contractor staff shall work hours/schedule as outlined below. Staff Time/Requirements: Project Technicians: Monday-Friday 7-8 hours per day Project Manager: Monday – Friday 8 hours per day All hours must be scheduled between 7:00 am and 5:00pm. Individual schedules for contractor staff and any subsequent schedule changes must be approved by the Project Officer. The Project Officer shall have the right to evaluate and approve all staff assigned to work on this contract. The Project Officer must be notified of any and all changes in staffing after the award of the Purchase Order, and the Project Officer must approve all staffing changes. Mandatory: Resumes must be submitted and approved prior to placement of personnel. If there is a problem with contractor staff performance, the Project Officer will consult with the Project Manager to resolve the matter. If performance does not improve, NLM reserves the right to request the contractor replace staff on the contract. Contractor staff shall not work on weekend, federal government holidays or when the government is closed. 6. Training of replacement/back-up staff is the responsibility of the Project Manager with the Project Officer as a resource person. The necessary hours for this training must be included in the daily total hours. D. Government Responsibilities 1. The Government shall provide: a. The number of workstations onsite at NLM necessary for contractor staff to discharge items from the Voyager Circulation Module and perform bibliographic data entry that will include computer equipment, printers, paper, access codes and software required for contractor tasks. b. Work area for sorting materials to be shelved and process items for binding and collection maintenance tasks. c. Office supplies necessary for assigned tasks. d. Training (maximum of 40 hours), including sessions in using Voyager and overviews of the requirements and procedures. Additional training for special tasks or significant changes in policies and/or procedures shall be provided by the Project Officer or other designated NLM personnel. 2. The NLM Project Officer is Mary Kate Dugan and the Alternate Project Officer is Jane Kogi. 3. The Project Officer will meet weekly with the Project Manager to discuss any problems, concerns, or needs concerning policies and procedures, quality assurance and performance. II. SERVICES TO BE PERFORMED A. General Requirements 1. Independently, and not as an agent of the Government, the Contractor shall furnish all necessary labor, materials, supplies, equipment, and services (except as otherwise specified herein) and perform the work set forth in the tasks outlined below in this Statement of Work. 2. The Statement of Work may be revised and/or changes by the Government to reflect changes in procedures, technologies, or new requirements. 3. The work to be performed under this statement of work is performed onsite at the National Library of Medicine and requires the Contractor to handle materials which the Library is mandated to collect and preserve. These materials are often irreplaceable. The Contractor shall follow the “Guidelines for the Care and Handling of Library Materials and for Reporting Problems in the Collection Areas” which is attached as Appendix C.APPENDIX XXX All work under this contract shall be monitored by the Project Officer whose position is defined elsewhere in this contract. B. Specific Requirements Specifically, the Contractor shall perform the following tasks: PART 1: SHELVING, DISCHARGING, AND SHELFREADING COLLECTION ITEMS 1. Overview The contractor shall shelve library materials pulled from the General Collection, HMD and Reading Room collections, shelve all newly acquired material, shelve all newly bound journals, consistently and routinely shelf read all of the collections, and shift material as necessary, usually not more than fifty (50) shelves in either direction unless special instructions are given by the NLM Project Officer. This includes shelving and shelf reading in the Main Reading Room's collection; shelving, shelf reading and shifting in the History of Medicine Division Reading Room; shelving, shelf reading and shifting in the recently published serials collection located on the B-1 level (bound and unbound serials), shelving, shelf reading and shifting in all collections on the B-2 level, including all titles received in microform formats; and shelving, shelf reading and shifting of older serials located on the B-3 level (bound and unbound serials); and shelving, shelf reading and shifting all oversize materials in the General Collection. The contractor shall also shelve all pre-1871 serials and pre-1914 monographs, including oversized monographs, on the B-3 level of HMD. All items to be shelved will be counted by the Project Officer or a designee and delivered to the Contractor on book trucks along with a control slip. The control slip will contain the number of items to be shelved, the location for shelving, the time they were counted, and the date. The Contractor shall never shelve items that are delivered without a control slip. See Appendix E for samples of control slips. As soon as items are delivered to the Contractor for shelving, and as soon as items are discharged, the Contractor shall shelve them accurately and correctly according to the following locations and time frames: * Main Reading Room – all items delivered at the end of today must be reshelved by 8:30am the next working day * General Collection, B-1 Level – all items delivered must be shelved within 4 working hours of delivery * General Collection, B-1 Level Range Ends – all items must be reshelved once each day * General Collection, B-2 and B-3 Levels – all items delivered must be shelved or reshelved within 8 working hours of delivery * HMD, B-3 Level – all items delivered must be reshelved twice weekly The Contractor shall shelve all items delivered in exact call number order. NLM has more than one call number scheme and the Contractor shall always shelve items at the correct shelf location. See Appendix F, Shelving in Call Number Order. Every range of shelving has a card holder that contains a 3” x 5” card on which is written the beginning and ending call numbers of all items shelved in that range. The card holders are located at the end of each range above eye level. The B-1 level range-ends also shall have the call numbers taped onto the ends of the stack ranges in addition to the range-end cards which contain the appropriate call number for that range and are held in the card holders at the end of each range. The B-2 and B-3 level ranges have only range-end cards and do not require that additional call numbers be taped onto the range ends. It is very important that these cards, and the taped call numbers, are always be correct. Whenever the Contractor finds items that are damaged, such as those with loose or detached pages, broken spines, or other problems, the Contractor shall not shelve them, but immediately deliver the damaged items to the Project Officer. 2. Discharging items returning to the General Collection The NLM anticipates that the Contractor shall discharge approximately 33% of all items delivered for shelving (journals, serials, monographs, audiovisuals, and microforms) from the Voyager Circulation Module or the Pre-Discharge Program each contract year. After all items are discharged, the contractor shall immediately update the item records in the Cataloging Module for every item that was set aside for review. The NLM Project Officer will provide at least two (2) hours of training, or as much as necessary, for the Project Manager to learn how to discharge items and update the item records using the Voyager Circulation and Cataloging Modules, and the Pre- Discharge File. Appendix B contains instructions for discharging items in the Voyager Circulation Module, and updating item records in the Cataloging Module. Appendix B also contains instructions for discharging items in the Pre-Discharge Program. a. Discharging items returning from the Main Reading Room to the General Collection The Voyager Circulation Module tracks the circulation of materials, and items that are charged in the Circulation Module must first be discharged before then can be reshelved. Library patrons may request collection items from the Main Reading Room. The items are pulled from the stacks, charged to the patron, and delivered to the Circulation Desk in the Main Reading Room. When the items are returned to the Circulation Desk by the patron, they are put on book trucks to be reshelved in the General Collection. These items must first be discharged to clear the patrons’ record before being reshelved, and it is extremely important that all items are discharged before being reshelved. If items are not discharged before being shelved it will result in overdue notices for the Library’s patrons. It is the Contractor’s responsibility to discharge all items being returned to the General Collection from the Main Reading Room. Items that were borrowed Friday afternoons and Saturdays must be discharged by 8:30 a.m. the first following workday, usually a Monday. During the months that NLM is open on Thursday evenings until 9:00 p.m. the contractor shall disharge all items by 8:30 a.m., and update all item records by 10:00 a.m. the following work day. There are two systems that the Contractor shall use to discharge items being returned to the collection from the Main Reading Room: 1) Pre-Discharge Program The Pre-Discharge Program shall be used by the Contractor to discharge all items being returned to the collection from the Main Reading Room during the hours of 9:00am through to 4:00 pm. The Pre-Discharge Program is available at the following website: wwwcf.nlm.nih.gov/internal/rrdisc/predischarge/index.cfm. See Appendix F for information about the Pre-Discharge Program. 2) Voyager Circulation Module The Contractor shall discharge all items returning to the collection from the Main Reading Room using the Voyager Circulation Module during the hours 7:00am to 9:00am and from 4:00pm to 5:00pm. It is extremely important that the Contractor watch the monitor very closely when discharging items in the Circulation Module using the wand to make sure that all items are truly discharged. There are three (3) workstations which access the Pre-Discharge Program and the Voyager Cataloging and Circulation Modules that are located near the beginning of the serials collection on the B-1 level, and one (1) workstation on the B-2 level near the contractor’s sorting area, which the contractor shall use to discharge items. The contractor shall enter the barcode of each item to be discharged by using a wand. If the message “Catalog Review required for ________ (barcode), _____________(title) ___________(call number)” appears on the screen, the contractor shall set the items aside for review in the Voyager Cataloging Module. Whenever the contractor cannot discharge the item, or update the item record for whatever reason, the contractor shall deliver these items to the Project Officer within two (2) hours or less after all items have been discharged and reviewed by the Contractor each working day. b. Discharging and shelving newly indexed journal issues Several times each week newly indexed IM title journal issues are brought to CMU to be physically inspected before being shelved. After CMU reviews each issue, they are delivered to the shelving contractor to be shelved. The shelving contractor shall discharge each issue from the Voyager Circulation Module (NOT the Pre-Discharge Program) prior to shelving them. These items will be delivered to the Contractor by the Project Officer or designee with a yellow control slip which indicates that all items must be discharged prior to being shelved. c. Review of item records after discharging The contractor shall review all items for which the message “Catalog Review required for _________ (barcode) __________ (title) _________ (call number)” appears on the screen when discharging items in the Pre-Discharge Program. The Contractor shall use the Voyager Cataloging Module to call up the item record for each item to be reviewed by wanding-in the barcode which appears on the back cover, usually in the upper-right hand corner, of each item. The Contractor shall update the item record for each item being reviewed. The most common reason to update the item record will be to make sure the information in the Enum, Chron, and Year fields matches the item. For example, if the record Enum field reads v.2, no. 3, but the physical item is v.2, no. 1-3, then the contractor shall change the Enum field to read v. 2, no. 1-3. The contractor shall remove the Status category “Cataloging Review” from the item record. The contractor shall check the “Copy” box at the bottom of the item record screen to make sure that the number one (1) appears in the box. 3. Shelving and reshelving General and Reference Collection materials Each working day materials to be shelved or reshelved will be delivered to the Contractor. Materials delivered to the Contractor on the book trucks will be sorted only to the extent that each will contain material for only one collection location, e.g. Main Reading Room, B-1 Stacks, B-2 Stacks, or B-3 Stacks, HMD. The NLM Project Officer, or designee, will count each item on the book truck and record this, along with other information, on a control slip. The book trucks will be placed in designated pick-up locations in each of the major collection areas, i.e., the Main Reading Room, B-1 level, B-2 level, B-3 level and HMD. The NLM Project Officer will show these pick-up points to the Project Manager on the first day of the contract period. Once designated, these pick-up locations will remain constant unless a new location is agreed upon by both the NLM Project Officer and the Contract Project Manager At 11:00 a.m. each working day the contractor shall go to the Serials Records Section located in Room B1 W-10 with an empty book truck. The Contractor shall leave the empty book truck and pick up the book truck filled with the newly received serials and bring them back to the sorting area on the B-1 level where they will be counted and delivered by an NLM staff person. These items do not need to be discharged. Once they are counted and delivered to the Contractor all items must be shelved on the B-1 within 4 (four) working hours, and within 8 (eight) working hours for the B-2 and B-3 levels. The contractor shall pick up the booktrucks at the Circulation Desk at these suggested times: 12:00 pm, 1:30 pm, 3:00 pm, 4:00, and 4:30 pm each working day. These times may vary according to the number of items that need to be returned to the General Collection, but the Contractor will need to check the Circulation Desk several times each day to pick up materials. Items being returned to the General Collection from the Reading Room will include materials from the B-1, B-2, and B-3 levels. The contractor shall take the book trucks of materials from behind the Circulation Desk in the Main Reading Room to the B-1 level and begin discharging them. The Contractor shall shelve the delivered materials in each area of the General and Reference collections described as outlined in the following Sections d. through i. except for HMD materials which shall be delivered to the Contractor for shelving only two days each week. a. Sorting of materials before shelving The Contractor shall first sort all materials on all book trucks in call number (shelf list) order and in correct shelving collection location before shelving items into the collection. See Appendix F for instructions on shelving and sorting all collection items in call number (shelf list) order. There are sorting areas on each stack floor. The NLM Project Officer will show the Project Manager where each sorting area is located on the first day of the contract period. While sorting materials, it is very important that the Contractor pay close attention to the condition of items being shelved. The Contractor shall remove items that show damage to the covers or have loose/detached pages that are falling out of the piece. The Contractor shall not shelve these items, but return them to the Project Manager who will refer them to the NLM Project Officer. If the Contractor has a question or concern about the condition of an item, then he/she shall return the item to the Contract Manager for a review with the NLM Project Officer. b. Control slips There are three (3) different control slips, one of which will always be used by the Project Officer, or designees, when delivering items to the Contractor on book trucks to be shelved or reshelved. Examples of these three different shelving control slips are in Appendix E. 1) White control slips are used for items that do not require being discharged before being shelved, and yellow control slips are used for items that do need to be discharged before being shelved. The following information is filled out by the NLM Project Officer or designee: * Date items were counted and delivered by NLM Project Officer. * Number of items on the book truck to be shelved. * Initials of NLM Project Officer (or designee) who counted the delivered items to be shelved. * Area of the collection where items are to be shelved, or type of material to be shelved, such as newly bound items. 2) Pink control slips are used for items that do not require being discharged before being shelved. The following information is filled out by the Microfilm Preparation contractor, and the items to be shelved will be brought to the B-2 level sorting area by the Microfilm Preparation contractor: * Date items were counted and delivered to the shelving contractor. * Number of items on the book truck to be shelved. * Initials of Microfilm Preparation contract manager (or designee) who counted the delivered items to be shelved. * Areas of the collection, or other holding areas, where items are to be shelved. The control slips are supplied by the NLM Project Officer. Each day all control slips shall be returned to the NLM Project Officer, showing the number of items delivered and shelved the previous work day. The Contractor shall record the number of item records updated and the number of items that could not be discharged on the yellow control slips. c. Shelf charges in plastic colored gussets The Voyager Circulation module tracks the circulation of collection materials online. However, shelf charges may continue to be used in certain circumstances. Shelf charges are forms used to denote that an item has been removed from the shelf. Gussets are colored plastic sleeves (usually green, red, white and/or yellow) with a clear window in which the shelf charges are placed. There may be shelf charges in gussets on the shelf in the place where an item is to be shelved. There will not be a shelf charge for the majority of items to be shelved. Shelf charges can be Interlibrary Loan Request forms, Cataloging forms, Microfilm Preparation forms, etc. which state that an item(s) has been removed from the shelf. Shelf charges may be found in all areas of the General and Reference collections and the HMD collection on the B-3 level. The Contractor shall always read the information on the shelf charge and, if it matches the piece that is being shelved, remove the shelf charge and gusset and return it to the supervisor who will give all pulled shelf charges in gussets to the NLM Project Officer. Shelf charges found in the HMD collection on the B-3 level should be pulled and given to the HMD Reference Librarian on duty the same day the item(s) was shelved. If the shelf charge does not match the item to be shelved, the Contractor shall let the shelf charge remain on the shelf making sure it is in the correct shelf location. After serials are microfilmed, the original items are returned to the collection. The shelf charges for items pulled for microfilming often need to be updated by the contractor to show only those items which have NOT yet been returned to the collection. The contractor shall use pencil to edit and make any changes on the shelf charge. d. Shelving materials in the Main Reading Room All Reference items to be shelved in the Main Reading Room are counted and delivered to the contractor by the NLM Project Officer or designee by the close of business each working day. The contractor shall shelve these materials by 8:30 a.m. each following working day. The Main Reading Room collection includes standard general reference works, as well as basic reference materials and textbooks; a serials collection of the latest five (5) years of approximately one hundred fifty (150) titles; abstracting and indexing titles, such as Index Medicus, Science Citation Index, Current Contents, and Excerpta Medica. All print materials in the Reading Room collection have a green tape on the spine of each item with “Reference” printed in black. Any items which belong in the Reading Room collection and which do not have the green “Reference” tape on the spine shall be returned to the NLM Project Officer. Some of the Library’s current audiovisual materials (some audiovisual programs produced in the current and two previous years) are shelved in the Main Reading Room in an area designated for audiovisuals. These items will have a piece of blue tape on the spine which reads “Ref AV”. The majority of audiovisual programs, regardless of the date of production, are shelved on the B-2 level. e. Shelving Materials on the B-1 Level from Book Trucks, General Collection Materials to be shelved on the B-1 level, and do not need to be discharged, will frequently be delivered to the Contractor on book trucks. The B-1 level contains recently published serials (1990 to the present), both bound and unbound. All serials shelved on the B-1 level have a call number that begins with W1, e.g., W1 VE809 v.2 no.1 1996. Beginning in January or February of 2005 NLM will begin to shift all journals published from 1990 through 1994 to the B-3 level. This project will take several months to complete. The contractor will be informed by the Project Officer each day about which titles have been shifted to ensure that journals published in 1990 through 1994 are shelved on the correct floor level. f. Shelving and reshelving materials from range-ends on the B-1 level, General Collection Currently another contractor retrieves collection items from the shelf to fulfill interlibrary loan requests, and places them on a special color coded shelf (usually pale green) at the ends of specified ranges of shelving located along the main aisles of the B-1 stacks. The items are removed from the special shelf to be photocopied or scanned and then placed back on the shelf to be reshelved by the contractor. The items awaiting reshelving will be placed beside a colored marker that indicates the items have been scanned and are ready to be shelved back into the collection. The Project Officer will show the Contractor how the colored markers will be placed on the first day of the contract period. The Contractor shall reshelve all items on the range-end shelves at least once each day. Materials located on the special shelf at the end of the ranges will not need to be discharged before being reshelved. g. Shelving materials on the B-2 level, General Collection Materials to be shelved on the B-2 level will be delivered to the Contractor on book trucks. The Contractor shall sort and shelve the materials according to the collection areas on the B-2 level where they are to be shelved. The B-2 level contains the following collections. See Appendix A for location of the following collections on the B-2 Level floor plan. 1) General Classed Collection Those monographs which have been cataloged according to the General Classification call number scheme are located in the General Classed Collection. Presently the largest portion of collection materials on the B-2 level is housed in the General Classed collection area. An example of a General Classification collection call number is WK 520 V346 1987. 2) Accession Number Collection In 1993 the NLM began assigning accession numbers to all newly cataloged monographs, except monographs shelved in the Main Reading Room or items that belong to a series, or books-in-part, which were originally cataloged with a General Classification call number. The majority of newly received monographs will be shelved in the Accession Number collection area. An example of an Accession Number collection call number is 2004 A-013. 3) Limited Cataloging Collection The Limited Cataloging collection consists of titles that NLM does not plan to completely catalog. An accession-type number has been assigned to these collection items, but it differs from the Accession Number mentioned above. An example of a Limited Cataloging collection call number is B63 or CC 177 4) Government Documents Collection All serial government publications that are administrative or statistical in nature receive a classification number beginning with W2, and are shelved in the Government Documents collection area. An example of a Government Documents collection call number is W2 M O2R. 5) “Z” Collection The Z collection consists mainly of bibliographies, indexes and abstracts, dissertations and congresses. All items in this collection have a call number that begins with the letter Z. An example of a Z collection call number is Z 674.3 I43. 6) Audiovisual (AV) Collection The Audiovisual Collection holds all the non-print collection items, such as video cassettes, video recordings, audio cassettes, motion pictures, film strips, and slide programs, CDROMs, and DVDs. (An example of an AV collection call number is QV 353 VC no.8. – the VC indicates that the item is in a videocassette format. Not all audiovisuals will have a classed call number because the Library is planning to assign an accession-type call number to newly cataloged audiovisual programs. The Project Officer will inform the Project Manager as soon as this plan begins. Audiovisuals classed as serials (W1's) are shelved at the beginning of the AV collection. Motion Pictures, 16 mm films, are not shelved in the Audiovisual Collection. Motion pictures are shelved in a vault located on the B-3 level, and the NLM Project Officer will show the Project Manager where these items are shelved on the first day of the contract period. h. Shelving materials on the B-3 Level, General Collection Items to be shelved on the B-3 level will be delivered to the Contractor on book trucks. All serial titles on the B-3 level have call numbers that begin with W1, e.g., W1 LA767 v.8 1976. The B-3 level has only electrically operated compact shelving for storage of the Library’s older serial titles. It is extremely important that the Contractor always immediately report to the NLM Project Officer any problem or malfunctioning of the compact shelving, giving the exact location (range number or call number area) of the problem. i. Shelving and reshelving all oversize materials, General Collection The General Collection contains oversized items which require special shelving treatment. Oversize items are those which are too large to be shelved upright in the normal bookcase shelving and must be shelved in separate areas designated for oversize volumes, except for oversize serials on the B-1 level. The Project Officer will show the contractor the location of the oversized items in the General Collection on the first day of the contract. They are located in the General Collection on the B-2 and B-3 levels. Oversize items on the B-1 level are shelved in with regular size volumes either spine down or laying flat on the next shelf. Oversize items that belong to HMD should be given to the Project Officer or the HMD Reference Librarian on duty in the HMD Reading Room to be shelved. Important Note: The number of volumes shelved flat on top of each other in the designated shelving areas for oversized volumes, or on the regular shelves on the B-1 level, shall not exceed one-half the height of the shelf. Oversize monographs and serials, except for oversize serials on the B-1 level and oversize materials in HMD, have red tape with “OVRS” printed in black on the spine or on the front cover of the volume. If a volume does not have a red tape saying OVRS and is too large to be shelved upright on the B-2 and B-3 areas of the General Collection, the item should be given to the Project Officer for relocation to the designated oversize areas on the B2 and B3 floors. Oversize items shelved on the B1 level are shelved in with all other titles regardless of size. 1) B-1 level oversize journals, General Collection All oversize journals on the B-1 level shall be shelved in ascending call number order, which means that the latest published items are always placed on the top of the stack or pile. For example the following oversize items, which lay flat with spines facing out, are in ascending call number order: W1 ME 459 v. 32, no. 4, 2004 (unbound) W1 ME 459 v. 32, no. 3, 2004 (unbound) W1 ME 459 v. 32, no. 2, 2004 (unbound) W1 ME 459 v. 32, no. 1, 2004 (unbound) W1 ME 459 v.31, 2003 (bound) Shelf 2) B-2 Level oversize monographs and serials, General Collection All oversize monographs and serials on the B-2 level shall be shelved in descending call number order. For example the following oversize items, which lay flat with spines facing out, are in descending call number order: WX 289 C459 WD 567 E76 1972 WA 764 H289 QV 600 M23 1945 HC 26 D766 1985 Shelf 3) B-3 Level oversize journals All oversize journals on the B-3 level shall be shelved in descending call number order which means that the latest published items are always placed on the bottom with earlier published items on top of the stack or pile. For example, the following oversize items, which lay flat with spines facing out, are in descending call number order: W1 S729 1913 Bd.1 W1 S729 1913 Bd.2 W1 S729 1914 Bd.1 W1 S729 1914 Bd.2 Shelf 4. Shelving materials in the History of Medicine Division, B-3 level The Contractor shall shelve all journals and monographs, including oversized monographs, on the B-3 level of the History of Medicine Division (HMD) whenever items are ready to be shelved by the Contractor which is usually twice each week, normally Tuesdays and Thursday. The Contractor shall go to the HMD Reading Room located on the first floor of the Library twice each week to get the book truck of materials to be shelved, and be escorted to the B-3 by an HMD staff member. The Contractor shall sort the materials in call number order prior to being shelved. The Contractor shall pull all shelf charges that match exactly the item being shelved and return the slips to the HMD Reference Librarian in the HMD Reading Room. Items to be shelved in HMD, B-3 level, will already have been discharged from the Voyager Circulation module by HMD staff. The Contractor shall shelve the following items in the HMD collection: a. Monographs All HMD monographs have a General Classification call number and are shelved accordingly. Not all monographs are bound. Some monographs are unbound, and some are stored in envelopes, but all have a call number. Some items will have the call number on a slip of paper protruding from the volume. The Contractor shall not remove the call number slip, and make sure that it is shelved with the slip protruding from the top of the item. If there is no visible call number on the item to be shelved, the Contractor shall return the item to the HMD Reference Librarian on duty in the HMD Reading Room. Examples of HMD monograph call numbers are following: BF BF BF BF BF F766p F783h F785m F787h F789m 1911 1895 1897 1873 1880 b. Serials (published prior to 1870) All HMD serials have a General Classification call number beginning with "W1", "W2" or "W3" but are shelved in with the monograph collection, following the General Classification call number scheme. Examples follow: W W W W W 1 1 1 2 3 AN674 AN686h B35 H44 M62 Occasionally a new acquisition to be shelved will have a narrow "pink" slip of paper protruding from the top of the volume to be shelved. The Contractor shall not remove the "pink" slip of paper from the item to be shelved, and make sure it protrudes two (2) to three (3) inches from the top of the book. 5. Shelfreading of the General and Reference Collections The Contractor shall routinely and systematically shelf read the General and Reference collections to ensure that all items in both the General and Reference collections are in perfect call number (shelf list) order. In general, the Contractor shall be responsible for ensuring that all items in the General Collection are shelved in correct shelf list order at all times. In the beginning months of the contract the Project Officer will work together with the Project Manager to devise a plan to ensure that all collection areas mentioned below are systematically and thoroughly shelf read. Each week all shelf reading control slips shall be returned to the NLM Project Officer, showing the areas of the General Collection that were shelf read the previous week. See Appendix G for an example of the shelf reading control slip. Any items found to be out of shelf list order, because they were mis-shelved by the Contractor, shall be reshelved by the Contractor at no extra cost to the government. All shelf reading problems, which the Contractor can identify as being unrelated to the terms of the contract, shall immediately be reported to the NLM Project Officer. Specifically, the Contractor shall shelf read the following areas of the General Collection: a. The Main Reading Room 1. Each working day before 8:30 a.m., before the NLM Main Reading Room opens to the public, the Contractor shall shelf read the NLM Cumulated Index Catalogs located in the Main Reading Room. 2. Each week, the Contractor shall shelf read all Reference items shelved in the Main Reading Room, including all serials and monographs. b. The B-1 Level The Contractor shall spend several hours each week shelf reading all journal titles shelved on the B-1 level and ensure that all of B-1 is completely shelf read each month. Because of the very high use of journal titles shelved on this level, it is extremely important that the Contractor maintain all items in perfect call number order and make sure that within each title all volumes, issues and years are in correct order whether they are bound or unbound. c. The B-2 Level The Contractor shall completely shelf read all the collections stored on the B-2 level, except for the Accession Number collection, during the contract period making sure that approximately one fifth (1/5) of the collections are shelf read each year of the contract. For example, in the first year of the contract, the Contract may shelfread the first half of the General Classed collection and during the second year of the contract the Contractor may shelfread the second half of the General Classed collection. The Accession Number collection must be completely shelfread every six months by the Contractor. d. The B-3 Level The Contractor shall shelf read the entire collection on the B-3 level beginning at the W1 A’s and proceed through to the W1 Z’s during the entire contract period making sure that one fifth (1/5) of the collection on the B-3 level is shelf read once each year of the contract. For example, during the first year of the contract, the Contractor may shelfread all serial titles with call numbers that begin with W1 A through the W1 F, and during the second year of the contract the Contractor all titles with call numbers beginning with W1 G through W1 K, etc. e. Microform Service Copy Collection, B-2 Level The Contractor shall completely shelf read the entire microform service copy collection once during the contract period making sure that one fifth (1/5) of the microform are shelfread each contract year. The microform collection is comprised of microfilm and microfiche that are stored in cabinets on the B-2 level. The contractor is responsible for ensuring that the microfilm and microfiche drawers accurately display the film number contents of each drawer; i.e. the beginning and ending film numbers in each microfilm drawer, and the beginning and ending microfiche number in each microfiche drawer. 6. General shifting of small areas of the General and Reference Collections Occasionally areas in the General and Reference collections will become very full, and it will be necessary for the Contractor to shift volumes to make room for new items which are constantly being added to the collections. Normally only two or three shelves of volumes will need to be shifted when this occurs, and the average occurrence is usually once a month. Rarely (perhaps twice a year) it will be necessary for the Contractor to shift up to, but usually not more than, fifty (50) shelves of material in either direction of new material being shelved or reshelved. However, if an area becomes so filled as to require shifting more than fifty (50) shelves of volumes, the Contractor Supervisor shall immediately inform the NLM Project Officer. 7. Quality Control of Shelving The Contractor must have no more than two (2) errors per one hundred (100) items shelved. The Contractor is expected to meet this quality standard for all shelved and reshelved items. The NLM Project Officer will sample completed shelving daily. Errors found by the NLM Project Officer will be reported to the Project Manager and must be corrected within four (4) working hours, in addition to the regular work load, at no additional cost to the government. The Project Manager will be responsible for monitoring and evaluating the work of the contractor staff. The Project Manager shall perform quality assurance measures to assess the quality of work of the contractor staff. The Project Manager shall report quality assurance problems and proposed resolutions to the Project Officer at the weekly meeting. PART II: COLLECTION SUPPORT TASKS Throughout the contract period, the contractor will be tasked by the Project Officer to provide additional hours to perform specific tasks related to collection maintenance. It is estimated that the Contractor may perform 3,500 – 4,000 hours on collection support tasks during a contract year period. The following are examples of collection support tasks that may be performed by the contractor, but are not all-inclusive: * Removing items from the Main Reading Room, checking the General Collection to determine if they are missing from the General Collection and if so reshelving them in the General Collection and updating the Voyager holdings and item records ; * Filing and updating titles received by NLM in loose-leaf format; * Filing titles in microfiche format; * Tracking donated materials for NLM’s PMC Scanning Project, including entering bibliographic information into a Microsoft Access database at the journal issue level, tracking receipts and preparing materials for shipment to the scanning vendor. * Targeting collection materials with security strips or labels; * Collating, reporting, and tracking donated materials for scanning; * Vacuuming and cleaning volumes in the General Collection; * Shelf reading the HMD collection; * Shifting more than fifty (50) shelves of collection materials; * Removing serial issues that duplicate bound volumes; * Removing duplicate monographs; * Retrieving collection items in need of repair or rehousing, such as items in acidic envelopes, vinyl folders, or in poor condition; * Rehousing items; * Boxing duplicate serial issues for shipment to USBE or shredding service vendor; * Conducting a simple inventory of specific collections; * Fold testing items to determine brittleness; * Measuring items for boxing; * Searching the collection for overdue items; * Editing holding records in the Voyager Cataloging Module; * Creating missing item records in Voyager Cataloging Module; * Editing or updating item records as a special project in Voyager Cataloging Module; * Moving collections. The Contractor shall receive all necessary training and specific instructions from the Project Officer whenever given a collection support task, and all questions and problems must be reported immediately to the Project Officer. The Contractor shall consistently and carefully record the amount of time each contractor staff spends on each collection support task. The Contractor shall be paid an hourly rate to perform any of the above collection support tasks. III. REPORTING REQUIREMENTS AND DELIVERABLES A. Monthly Reports Every month, except for the December, March, June and September, the Contractor shall deliver a report to the Project Officer by the 3rd working day of the following month. The report shall include the following numerical summaries and narrative information, including any and all problems encountered: * Number of items shelved during the month * Number of items measured for boxing * Number of boxed items returned from the vendor * Number of hours spent on each collection maintenance task assigned during the month, including a brief description of the tasks * Narrative information about the important “highlights” of each month and other noteworthy occurrences * Problems encountered For the months of September, December, March, and June, the contractor shall deliver the above numbers and narrative to the Project Officer by the 2nd working day of the following month. B. Invoices At the end of each month the contractor shall mail or deliver invoices to the Project Officer: National Library of Medicine Preservation and Collection Management Section Bldg. 38A, Room B1E-21 Bethesda, Maryland 20894 Attn: Mary Kate Dugan Phone: 301-435-7113 Fax: 301-480-1698 IV. STANDARDS OF PERFORMANCE The Contractor shall maintain quality control of all work performed that will assure a high standard of performance. The Project Officer or designated Library staff will inspect samples of completed work and where it is not satisfactory, the Contractor shall perform correction or rework at the Contractor’s expense. After initial training, the Contractor shall work independently with minimal guidance from the Project Officer. The Project Manager will meet weekly with the Project Officer to discuss questions and problems concerning policies and procedures, quality assurance and performance. After training from the Project Officer throughout the first month of the contract and as determined by the Project Officer, the following requirements shall be met: A. All specifications and requirements in the Statement of Work are met. B. All shelving is done accurately and within the required times. 1. All items to be discharged are done accurately and completely before being shelved. 2. All items that could not be discharged because they required “catalog review” must be given to the Project Officer before 8:30 am each day and within 30 minutes of the Contractor’s attempt to discharge them so that the Library patrons’ records are not negatively affected. C. All collection support tasks are done accurately and according to the instructions given by the Project Officer and within the specified time. D. Project Officer is kept informed of problems 1. The Contractor identifies problems with current procedures or workflow and reports them promptly. 2. The Contractor makes thoughtful, well-informed suggestions for solving workflow and procedural problems. 3. The Contractor makes every reasonable effort to resolve problems promptly so as to minimize the negative impact on NLM and NLM’s other contractors. 4. All NLM materials are handled carefully and properly according to the training provided by the Project Officer. 5. All updating of Voyager item records must be errorfree. E. The Project Officer and/or Alternate will assume responsibility for the review and acceptance of work done under this purchase order. The Project Officer and/or Alternate will review and approve the quality assurance program developed by the Project Manager prior to its implementation. F. The Project Manager shall ensure that all new contractor staff receive training on how to do all tasks outlined in the Statement of Work. All new contractor staff must receive training from the Project Officer, or from the Project Manager upon approval of the Project Officer, on care and handling of library materials before being allowed to work on the contract. APPENDIX A: Floor Plans APPENDIX B: Voyager – Cataloging and Circulation Modules, and Pre-Discharge System Voyager is NLM’s intergrated library system and the Contractor shall use the Cataloging Module to check bibliographic information for serials and monographs and the receipt of serial items Cataloging Module A. To access the Cataloging Module, login with an Operator ID and a Password. These will be supplied by the Project Officer. B. Search for a serial title – using the call number is the easiest way to get into the bibliographic record. Click on Non-Keyword and select Call Number from the pull down menu. Type in the call number in the box next to Search for: _________________, and then click on button Do Search. C. Locating the bibliographic record. The following screen will appear. Click button OK to open the bibliographic record The bibliographic record will appear. Once the bibliographic record appears, check the call number (060 field), the title (210 Field) to determine that it is the correct title for the bindable unit. The frequency information (310 field) may or may not be correct. Frequency changes in journals are not uncommon, and this information is not always kept up-to-date in the bibliographic record. For this reason, it is very important that the Contractor look for the frequency statement in the issues in hand when trying to determine the correct frequency for the bindable unit. D. To find an existing item, click on button Hierarchy on upper right hand side above the bibliographic record. When in Hierarchy click on the plus sign (+) next to General Collection, and the item records for the title will appear. The item records are not listed in order so it is necessary to scroll up and down the Hierarchy to find the appropriate item record. Highlight the appropriate item record and click the button Retrieve to open the item record. E. Item Record The Contractor shall make sure the barcode is correct for the bound volumes, and that the Enum:, Chron: and Year: fields are correct. When the barcode is updated for the bound volume, please delete the inactive barcode from the Item Record. a. Enum: For volume numbering. If volume is not complete, enter the volume and issue numbers. * use only the following captions [v. ed. no. pt. suppl. ] * v. 1, no. 1 [space after v., space after no.] * v. 1-2 [never use slash, only a hyphen; do not space before and after the hyphen] * v. 1, no. 1-4 [space after v. and no. and use a hyphen] * v. 3, no. 1-2, no. 4 [missing v. 3, no. 3] * v. 1, suppl. 1-2 [supplements only – notice supplements does not have a capital S] * v. 12, Index v.1-10 [index only – notice index always has a capital I] * v. 12 + Index [main volume and index] * v. 12 + Index + suppl. [main volume and index and supplement] * never enter page numbers b. Chron: Date of publication, includes seasons. When more than one type of date is present on the item, select the date from the following preferred dates, in this order: Date of coverage; Date of publication; Date of copyright; Date or printing. Examples: Jan. 1999 [period after single months such as Jan.] A space is always used between month and year] Jan-Feb 1999 [no period after combined months such as Jan-Feb] Jan. 5 1999 [no comma after day of the month] Jan-Mar 1999 [no period after combined months such as Jan-Mar] 1993/1994 [for volume covering June 1993 to May 1994] [For one volume published over two calendar years use a slash (/) between years. Always record all four digits of the year –1993/1994 not 1993/94. 1993-1995 [for multiple volumes published over two or more calendar years use a hyphen (-) between years and do not space. Always record all four digits of the year -- 1993-1995 not 1993-95] Abbreviations for months [use a period after the abbreviation for one month]: Jan. Apr. July Oct. Feb. May Aug. Nov. Mar. June Sept. Dec. Abbreviations for Combined Months {there are no periods after the months in combined forms]: Jan-Feb Jan-Mar Mar-Apr Apr-Jun May-Jun Jul-Sept Jul-Aug Oct-Dec Sept-Oct Nov-Dec Seasons: Winter Spring Fall/Winter Summer Fall Spring/Summer c. Year: Must have a 4-digit year. If the volume covers a combined year, only the first year is entered. If the year is not known, refer it to the Project Officer. d. Copy and Pieces – should always be 1 for each of these categories in the Item Record e. Statistical Category a. The contractor shall update the Item Statistical Category to Bound for all bound volumes returned from the bindery. On the bottom of the item record above, find the icon with the pie graph, second from the left – the Item Statistical Category. Click on the icon. Find the value you need to enter, in this case Bound. Either double click on the word “bound” or use the red arrow to put the new value in the statistical category as shown in the example below. The following chart is a “cheat sheet” to use when updating, editing, or creating Item Records to make sure that data entered into the Enum, Chron and Year fields is correct. ENUM Single Issues and Volumes v. 1, no. 1 [space after v., space after no.] v. 1, no. 1, suppl. 1 [space after v., no., suppl.] v. 1 [complete volume] Combined Issues and Volumes v. 1-2 [Never use a slash, only a hypen] v. 1, no. 1-4 [partial volume] v. 1, no. 1, pt. 2 [partial volume] v. 1, v. 3, no. 1-2, no. 4 [missing v. 2 and v. 3, no. 3] v. 1, suppl. 1-2 [supplements only] v. 12, Index v. 1-10 [Index only] v. 1 + suppl. [main volume and supplement, space between +] v. 12 + Index [main volume and index] v. 12 + Index + suppl. [main volume and index and supplement] v. 12 + Index v. 1-10 [main volume and cumulative index v. 1-10] 2nd ed. or ed. 2 (if created by Voyager Checkin); also 1st or 4th as appropriate [ Note: Do not use v. 1st, use 1 st alone or followed by the caption] v. 2 + Atlas [volume and atlas together, space between +] Volume without Captions 1999 1997-1998 [used on items that do not have any captions (e.g. v. no. pt. etc) only a year. Note: Year value will not be entered in the Chron only in the Enum and Year fields.] Series new ser. [ new series] 1st ser. [ 1st series or first series] rev. ser. [ revised series] CHRON Jan. 1999 [Period after single months.] [ A space is always used between month and year] Jan. 198? [ It is permissible to use a question mark in the date, e.g. 198? If exact date is unknown.] Jan-Feb 1999 [ no period after combined months] Jan. 5 1999 [no comma after the day of the month] Jan-Mar 1999 [no period after combined months] 1993/1994 (Two volume that spans two years) 1993-1994 (Two complete volumes published in two different years) [or one volume published over two calendar years use a slash (/) between years. Always record all four digits of the year] Months Jan. Apr. July Oct. Feb. May Aug. Nov. Mar. June Sept. Dec. [Use a period after the abbreviation for a single month] [May, June and July are not abbreviated] Combined Months and Seasons Jan-Feb Jul-Aug Jan-Mar Oct-Dec Mar-Apr Sept-Oct Apr-Jun May-Jun Nov-Dec Jul-Sept [There are no periods after the months in combined forms] Winter Spring Fall/Winter Summer Fall Spring/Summer [Autumn is not used; use Fall] Circulation Module A. To Charge a Volume or Item: 1. Login to Circulation Module 2. Click on Charge/Renew (1st icon on upper left side) 3. Select the patron barcode, such as BindingPrep, or Bindery, or CMU, and click on check mark. 4. Wand-in barcode of the volume or item and click on check mark 5. Repeat Step 4 for all volumes charged to that Patron Below is a screen showing the CMU patron barcode. This barcode will be used by the Contractor to charge items to the CMU. The following screen shows the Binding Preparation barcode. This is the patron barcode the Contractor shall use when charging items to the Contractor. B. To Discharge a Volume or Item in Voyager Circulation 1. Login into Circulation Module 2. Click on Discharge (2nd Icon from the left ) 3. Wand-in barcode on back of volume or item and click on check mark 4. Repeat Step 3 for all volumes to be discharged 5. Whenever the message “Item is marked for ‘Cataloging Review’” appears in the Item Blocks and Information screen, set the item aside and review it after all other items have been discharged. The screen below shows a barcode in the Item Barcode for the item being discharged. C. Pre-Discharge Program The Pre-Discharge Program shall be used by the Contractor to discharge all items returning to the General Collection that were charged to Library patrons during the hours of 9:00am and 4:00pm. During the hours of 7:00am to 9:00am and 4:00pm to 5:00pm the Contractor shall discharge items in the Voyager Circulation Module. The Contractor shall login to the Pre-Discharge Program through the Web at http://wwwcf.nlm.nih.gov/internal/rrdisc/predischarge/index.cfm, or use the icon for the Pre-Discharge Program located on the desktop of the computers designated for discharging items. The following screen will appear. To discharge the item, the Contractor shall wand-in the barcode located on the upper right-hand corner of the item and it will automatically be discharged. It is important that the Contractor look carefully at the screen to make sure the entire barcode appears in the box located un “Enter or Wand in the MRI.” Instructions for Review of Item Records 6. Login to Cataloging Module. 7. Wand-in the barcode number on the back of the item. 8. Make sure the item which appears matches the piece in hand. 9. Check the Perm.Loc: field to make sure it reads “General Collection.” If not, change it to “General Collection.” 10. Check the Enum: field to make sure the following information is correct * Volume = v. Example: v.50 (space after v.) * Issue number(s) = no. Example: no.1-3 (space after no., but not between 1-3) 11. Check the Chron: field to make sure the year of publication is correct. If incorrect, enter correct year. If publication spans more than one year, enter both years as 2001-2003 and not 2001-03. 12. Check the Year: field to make sure the year of publication is correct. If publication spans more than one year, enter earliest year in the Year: field. Enter as 2001 and not 01. 13. After updating the Enum:, Chron:, the Year: fields, click on the “sail boat” icon to save the changes make to the Item Record. 14. If the Item Record cannot be updated, or if there is any question about updating the item, deliver it to the Project Officer within 30 minutes of updating all items which required review. APPENDIX C: Guidelines for Care and Handling of Library Materials, and Problems that Affect the Collection Water Leaks -- Report Immediately by calling the following until one person is reached. * Preservation and Collection Management Section (PCM) 496-8124 * Office of Administrative and Analysis Management Services (OAMAS) 496-5441 * Walter Cybulski, Disaster Recovery Directory (PCM) 496-2690 * Mary Kate Dugan 435-7113; Jane Kogi 451-6537; Karen Sinkule 435-7117 Safety Issues * Never climb on stack shelves ANYWHERE * Never kick-in books on bottom shelf to use as a step to reach higher items * Careful handling and pushing booktrucks; keep loads balanced * Operation of compact shelving, B3 level – obey the signs posted on the compacts to comply with safety rules * Never climb on the compact shelves because the safety devices do not work unless a person is standing on the aisle floor NLM Rules for Handling Library Materials * Never bring food or drink into stacks * Always make sure your hands are clean whenever touching collection materials * Never use scotch tape, rubber bands, sticky post-it notes on Library materials * Items pulled in error must be returned to correct shelving location. Please do not leave items laying on nearby shelves * Except for oversize volumes, volumes should be placed on shelves in an upright position, spines facing out. No volume should ever be shelved on its fore-edge. After volumes have been retrieved or shelved, bookends should be adjusted so that the volumes are properly supported and will not lean. Volumes should not be shelved so tightly that damage to the spine results when they are retrieved from the shelf. * Oversize volumes that have red OVRS tape on the spine shall be shelved by laying the volumes down on their sides with the spine facing outward. Oversize volumes on the B-1 level shall be shelved in stacks not to exceed six inches in height, and with the latest vol/year resting on the top of the stack. Oversize volumes on the B-3 level are shelved at the beginning (before the W1 A’s) of the serials collection, and should be shelved in stacks with the earliest vol/year resting on the top of the stack. * When volumes are removed from the shelves, each item should be grasped by the middle of the spine, not pulled by the headcap (top of the spine) where they are most susceptible to damage. * Use bookends on all shelves that are not completely filled. Ask the Project Officer for any additional bookends that are required to keep library materials from falling over while on the shelf. Use bookends on book trucks that are not completely filled with volumes to prevent items from falling over or off the book trucks. The Project Officer will provide special magnetic bookends to be used to support bindable units on the book trucks before they are sent to the bindery. Damaged or Problem Collection Materials Refer to CMU * No call number * Missing pages; missing text; broken bindings o Fill out CMU Blue Form – include your name and today’s date * Items with loose pages or items in danger of losing text, immediately deliver to the Project Officer * Volumes with any evidence of dampness, mold, mildew or insects should be delivered immediately to the Project Officer Problems -- Report the following problems to the Project Officer * Bent or broken shelves anywhere in stacks * Broken compact shelves, B3 level * Broken book trucks * Lights out in stacks * Dirty or dusty shelves and work areas REMINDER: The B2 Level has electrical switches on the end of each range. Please remember to turn lights off when you exit an aisle. APPENDIX D: Shelving Control Slips A. The following control slip is used for items that do not need to be discharged before being shelved. This control slip will always be white. ________________________________________________________________________ Shelving of the General, Reference, and HMD Collections National Library of Medicine Date: THESE ITEMS DO NOT NEED TO BE DISCHARGED Circle one of the following shelving areas: Reading Room B-1 Level B-2 Level B-3 Level Newly Bound Microfilm HMD Sorted by: (Name) Time: ___________ Count: __________________________________________________________________________ B. The following control slip is used when items need to be discharged before being shelved. This control slip will always be yellow: _____________________________________________________ Shelving of the General, Reference, and HMD Collections National Library of Medicine Date:_____________________ THESE ITEMS MUST BE DISCHARGED BEFORE BEING SHELVED Circle one of the following shelving areas: B-1 Level B-2 Level B-3 Level Indexed Journals Sorted By: (Name) Discharged By: Time: Items Records updated:__________ Count: Items Referred to CMU:_________ _____________________________________________________________________________________ C. Control slip for items to be shelved after being microfilmed, and do not need to be discharged from Voyager. This control slip will always be pink. The following control slip may be modified by the Project Officer during the contract period of performance. Shelving of the General, Reference, and HMD Collections, NLM SERIALS 1871 to 1989 ____B-3 General Collection W2, W3, 1871-1989 ____B-2 General Collection ********************************************************************************************** MONOGRAPHS: 1914 to present ____B-2 General Collection Total Number Of Items _________ Initials/Date ______________ APPENDIX E: Sorting and Shelving Collection Materials by Call Number A. LOCATION OF CALL NUMBERS The call number is the shelf address for all collection items. It is either printed on a label or printed directly onto the spine of a book. If the spine of the book is too narrow for the call number label to fit, the call number will be found on the front of the book or serial, usually on the upper-left hand side. Usually a title has its own unique call number, but sometimes more than one title can have the same call number – e.g. when a title changes but the numbering of the volumes continues. No other title has that exact call number. Serials and books-in-parts have call numbers that differ only by volume or part number. Added copies of a title use the same call number. B. NLM CALL NUMBERS 1. General Classification Call Number The General Classification call numbers are comprised of a Class number and a Cutter number, and sometimes other alphanumeric codes as discussed below. All serials on the B-1 and B-3 levels have a General Classification call number which always begins with the classification number Wl. Monographs shelved in the General Classification collection area on the B-2 level will always have a General Classification call number. a. Class Number The class number assigned to a collection items is determined by the subject content of the work. Class numbers are arranged in alphabetical order. Reading the call numbers from left to right, a single letter is filed before a double letter combination. For example, H would come before HA and W before WZ. The numbers in the classification area are arranged in numerical order as whole numbers. Some classification numbers have a decimal in the number, and this follows the regular number. For example: Q QW QW QW QW QW QZ QZ 80 1 13 13.5 70 70.3 43 98 W W W W W W 1 2 3 19 19.5 20 b. Table G Number Some General Classification call numbers contain a number from Table G, specifically most items in the Government Documents collection. Table G is a system of notations that provides a geographic designation of materials under specific class numbers. There are nine major geographic regions or jurisdictions identified by a one or two letters, e.g., A (United States - Federal Government), AA1 (United States - geographic area), F (Great Britain) and G (Europe). Other Table G notations are comprised of two letters followed by one or two numbers, e.g., AM3 (Maryland), AM3.2 B2 (Baltimore), FE5 (England), and FE5.2 L6 (London). Table G numbers follow the class number and are arranged in alphabetic and then numeric order. A single letter and number(s) come before double letter combinations beginning with the same letter. All the letter-number combinations that begin with a particular letter come before the next letter in alphabetic sequence. Examples follow with Table G numbers in bold print: W2 W2 W2 W2 W2 W2 W2 W2 A3 AC8 AK3 AK4 AK4 DA5 DA7 FA1 U58n C7a D8e K6u L6t H8k L4e N6s c. Cutter Number The Cutter number is an alphanumeric code for author names. It follows the class number part of the call number and is comprised of a letter followed by a number(s). The letter usually is the same as the first letter in the author's last name. The following examples show the correct arrangement of General Classification call numbers with Cutter number portion in bold print. It is extremely important to note that the Cutter number is always arranged as a decimal and not as a whole number. Examples follow: WM WM WM WM 340 340 340 340 C685 C6855 C686 C6862 d. Work Mark The work mark is a sub arrangement that distinguishes different editions of the same title and by the same author. The work mark is usually one or two small letters, and it always immediately follows the Cutter number. Work marks are filed alphabetically. Examples follow with the work marks in bold print: WM WM 415 415 E68hb E68i 1980 1980 e. Volumes Volumes, parts, and numbers of the same title are shelved in numeric sequence. If a volume is subdivided into several parts, all the parts or numbers of the volume come before all other volumes of the set. For serials (WI's) the abbreviation, or symbol, for volume is “v.” and for number(s), or issue(s), it is “no.” and not “nos.” A glossary of other abbreviations, including foreign abbreviations, will be made available to the Project Manager by the Project Officer. These abbreviations may or may not appear on the spine, whereas the volume number and issue number almost always are printed on the spine of bound serials. Examples follow with the volumes, parts, and numbers of the call number in bold print. W1 W1 W1 W1 W1 JO24 JO24 JO24 JO24 JO24 1 1 2 2 3 1-4 5-8 1-4 6-8 1-4 1992 1992 1993 1993 1994 QD QD QD QD QD 258 258 258 258 258 M946m M946m M946m M946m M946m 1 1 2 2 2 pt.1 pt.2 pt.1 pt.2 pt.3 1983 1983 1983 1983 1983 WM WM WM WM WM 362 362 362 362 362 C835 C835 C835 C835 C835 bd.13 Bd.13 Bd.13 Bd.14 Bd.18 T.3a T.3b T.3c T.1a T.1a 1995 1995 1995 1995 1995 g. "f' and "q" Occasionally there are two small letters that appear in the call number that no longer have any meaning or significance to the shelving of books, but are very often confusing. The small "f' and "q" that appear before the Cutter number used to indicate the size of the item and were used to designate a special shelving location. Both of these letters should be ignored in the sorting and shelving of collection items. Examples follow with the "f' and "q" in bold print: WG WL WM 200 350 458 qB624p fB534c qC323 1955 1989 1991 h. Audiovisuals Audiovisuals are classed in the NLM Classification scheme just like print materials. The only difference is the inclusion of a medium designator (AC for audio recording, FC for filmstrip, KT for kit, SL for slides, MP16 for 16mm motion picture film, VC for video cassette, VCR for video recording, and CA for computer file) after the class number and before the Cutter number and date. Audiovisuals with the same class number are then arranged by the medium designator, and then by the Cutter and date. Examples follow with the medium designator in bold print. QV QV QV QV QY WB 150 350 353 353 185 205 AC FC SC VC VDR CA no.7 no. 1 no.2 no.8 no. 1 no. 1.3 1984 1971 1990 1993 1989 1987 2. Limited Cataloging Call Number A separate collection of monographs that has received "limited cataloging" is on the B-2 level. The pieces in this collection have not been classified according to the General Classification numbering scheme. Instead, they have been labeled with a simple alpha/numeric accession number. The first part of the accession' number has one or two letters, and is followed by a number of from one to four digits. All items with a Limited Cataloging call number are arranged first in alphabetical order by single letters (A through Z) followed by numbers, and then in alphabetical order by double letters (AA, BB, CC, etc) followed by numbers. At present the Limited Cataloging collection has not received any items numbered beyond KK. Very few items are added to this collection each year. Important Note: All pieces with single letters are shelved before all pieces with double letters. For example, the following rows of limited cataloging call numbers are sorted in proper call number order: A A J Q Z AA CC EE KK KK 19 123 8 130 1269 13 177 7289 55 555 3. Accession Number Collection The Accession Number call number is a shelflist scheme which includes a year identifier with an alphabetic sequence and a three-digit number" (e.g., 1993 A-001 through 1997 Z999). The shelf order for this collection is determined first by year followed by the alphanumeric scheme. Pieces with the same letter are then sorted by straight numerical order. The following are examples of Accession Number call numbers in correct call number order: 1993 1994 1999 2001 2002 2004 A-001 F-245 K-012 C-069 D-8222 J-510 4. Microforms Collection Microforms are comprised of microfilm and microfiche and are housed in special microform cabinets on the B-2 level. There are several separate collections on microfilm and microfiche, and each is filed according to a unique call numbering scheme. The front of each cabinet drawer displays the call number range for items shelved in the drawer. All microfilm items are stored in boxes on which is printed the call number (film number). The Project Officer will train the Project Manager as to the correct arrangement for each of these collections within the first week following award of contract. a. Service Copy Microfilm Collection The Service Copy Microfilm collection is located in cabinets on the B-2 level and contains both monographs and serials which have been microfilmed. All service copy microfilm are on reels and housed in boxes on which is printed the film number (call number) of the item(s) filmed. The items in this collection have not been classified according to the NLM Classification Scheme. (1) Monograph Service Copy Microfilm The first part of the monograph microfilm collection is arranged according to a two digit number followed by a hyphen and then another one or two digit number, e.g., 48-1, 48-19, 48-23, etc. In the monograph microfilm collection the hyphenated numbers always precede the unhyphenated numbered film. The second part of the monograph microfilm collection is arranged in straight numeric order, but the number may or may not be preceded by the work "Film", e.g., Film 52, 272, Film 293, 1008, Film 1056. The following examples are in correct call number arrangement for the microfilm monograph collection. Each of the following four columns of numbers represents compartments inside a cabinet drawer of microfilm. 48-1 2046 2877 6144 48-2 2050 2878 6152 75-44 2177 3587 6155 75-46 2398 3778 6188 75-81 2450 4330 6550 2042 2550 5567 6925 2045 2672 6136 7023 (2) Serial Service Copy Microfilm Serials on microfilm are always given a one to five digit call number which is always preceded by the letter "S". It is important to note that the zeroes which fall to the left of the number should always be ignored when filing (shelving) serial service copies on microfilm. The following are examples of the correct call number arrange for serials on microfilm. Each of the columns below represents one of the four compartments of the microfilm cabinet drawer, and reels are placed from back to front in the microfilm cabinet drawers. S1 S8865 S8940 S9204 S3 v.1 1865 v.1 1834 v.4 1823 S0004 S8865 S8940 S9204 S5 v.2 1866 v.2 1935 v.5 1824 S96 S8865 S8942 S9204 S02904 v.10 1874 S09020 v.6 1825 S07728 S8867 S9204 S9320 v.35 no.238-249 1925 S8868 v.1 1820 S9324 S07728 v.3 1910 S9204 S9336 v.35 no.250-255 1925 S8868 v.2 1821 S9445 S07728 v.4 1911 S9204 S9445 v.35, no.256-260 1925 S8872 v.3 1822 S9446 (a) American Medical Periodicals 1797-1900 Collection The American Medical Periodicals, 1797-1900 is a separate serials collection on microfilm which is stored in cabinets immediately following the serials microfilm collection. The call number consists of a Unit number followed by a Reel number, e.g., Unit 1 Reel 2. The following are examples of items from this collection in correct call number order: Unit 1 Unit 1 Unit 1 Unit 2 Unit 3 Reel 1 Reel 4 Reel 70 Reel 6 Reel 2 (b) The Eighteenth Century Collection Microfilm in this collection is located in the cabinets following the American Medical Periodicals, 1797-1900 collection. These reels of microfilm are arranged in "Reel" number order, e.g., Reel 4905 followed by Reel 4906. The following are examples of items from this collection in correct call number order: Reel 4903 Reel 4905 Reel 4934 Reel 4935 Items Items Items Items 1-13 1-12 1-5 1-14 (3) Microfiche Collection The NLM collects many titles on microfiche, the majority of which are government published technical reports produced by the National Technical Information Services (NTIS), the Congressional Information Service (CIS), and the Government Printing Office (SUPTDOCS/GPO). Most microfiche titles are kept in envelopes which protect them from being damaged. The Contractor is to get microfiche envelopes from the NLM Project Officer whenever they find fiche title sets without envelopes. (a) NTIS Collection The NTIS collection contains the majority of titles on microfiche. Each fiche in this collection has "NTIS" printed on the upper righthand comer on the front of each fiche. These fiche are filed by a call number, an alphanumeric code located on the upper left-hand side of each NTIS fiche, e.g., A-1314, BNL-36786-pt.1, PB82166125. NTIS fiche are filed first by the letters, and then by the numbers. Examples of correctly filed NTIS microfiche are: AD-476 472 AD-660 003 PB-273 335 AD-477 447 AD-660 010 PB-273 336 AD-487 447 AD-660 025 PB-273 337 AD-487 483 AD-660 543 PB-273 350 (b) General Classification Number Collection Many microfiche titles are assigned a General Classification call number which is printed on the front of each envelope that holds the fiche. This collection follows the NTIS collection and is filed according to the instructions under Appendix G, Section B.1. (c) Congressional Information Service (CIS) Collection Titles in the Congressional Information Service (CIS) are identified by the code "CIS" which is printed on the upper front right-hand comer of each microfiche along with the last two years of publication, e.g., 77, 79, 88) etc. All CIS fiche are filed according to call number assigned to each which is written in the upper left-hand comer of each fiche. The call number is comprised of a letter followed by numbers. All CIS fiche with the same call number are then filed in order by the year of publication, e.g., CIS 77, CIS 78, CIS 80, etc. Examples of correctly filed CIS fiche are as follow (from front to back in the cabinet drawer): S 181-40 CIS 79 S 181-31 CIS 78 H 181-69 CIS 77 H 181-67 CIS 80 H 181-67 CIS 79 H 181-67 CIS 78 H 181-37 CIS 78 H 181-36 CIS 78 H 181-13 CIS 77 (d) SUPTDOC/GPO Collection Microfiche titles in the SUPTDOC collection are identified by the alphabetic code "SUPTDOC/GPO" which appears on the front upper-right hand comer of each fiche. These fiche are arranged by a call number which is an alphanumeric sequence. They are filed first by a letter(s) followed by numbers, a decimal, slash, colon, etc., e.g., A 77.219/4:6/PT.1. When call numbers are the same the SUPTDOC fiche are then arranged by a five (5) digit number which appears on the upper right-hand side of the fiche. In the examples below of correctly filed SUPTDOC microfiche, this number appears in bold print. Y 1.4/6:97 0735 Y 1.4/6:97 00689 Y 1.4/6:97 00686 D 101.6012:1303 D 101.6012:1301 D 101.6012:1295 D 101.6012:1292 AE 2:106/3:14/p.1-59 AE 2:106/3:12/p.1-199 AE 2:106/3:11/996 A 101.17:20-2A 111.9:H-6 A 77.219/4:6/pt.1 APPENDIX F: Shelf Reading Control Slip Collection Maintenance Contractor National Library of Medicine SHELFREADING CONTROL SLIP Week of ___________________ Location ________________ Date Time Started Time Finished Range # Call # Started Call # Finished Approx No. of Errors APPENDIX G: Blue Sheet COLLECTION MANAGEMENT UNIT Preservation and Collection Management Section Damaged or Problem Materials Referral Report Title:__________________________________________________________ Date rec’d in CMU_________ Call Number:___________________________________ Volume_____________ Issue________________ Year _______________ CMU: Remember to charge item to CMU in VOYAGER (Circulation Module) ______ ****************************************************************************************VOLUME PROBLEMS TECHNICAL SERVICES PROBLEMS Fragile volume with brittle paper ___ Call number label missing from newly cataloged monograph ___ Needs to be microfilmed ___ Vol/Issue(s) are missing from NLM Collection Call number is incorrect or duplicates Please borrow from another library for NLM to copy another item in the collection Vol Issue(s) Yr ___ Pages missing or Damaged ___ Serial -- Not checked-in (send to Serial Vol ___ Issue(s) _____ Yr ______ Records) Pages ________ ___ Item not in Voyager (Send to Selection & Acquisition) ___ Pages Misnumbered or Blank -- Defective issue - Send new defective serial issues to Serial Records, Vol ___ Issue ___ Yr ___ and new defective monographs to Selection & Acquisitions. If items Pages __________________ are not current and most likely out of print, send to Borrow & Replacement Unit Order reproduction copy on Purchase Order ************************************************************************************ Item referred to: ___ Book Repair Unit (Fill out other side) Karen Sinkule for microfilming decision ___ Borrow & Replacement Unit Catalog Maintenance Unit, TSD ___ Binding Prep Contractor Selection & Acquisitions, TSD REBIND RECASE HANDBIND___ Serial Records DFA Oversew Sew-thru Fold Does NLM own duplicate issues? (Check for duplicate item records and collection for duplicate NO Charge to NLM if item was issues if published within past 3 years) Yes ___ No ___ bound within past 3 years Charge to NLM _____ ************************************************************************************ SPECIAL NOTES:_______________________________________________________________________ ___________________________________________________________________________________ Reminder: NEW BINDS require 5/16" inner margin for DFA (double-fan adhesive) and 3/4" inner margin for Oversewing. REBINDS require 3/8" inner margin for DFA and 5/8" inner margin for Oversewing. Referred by:__________________ Section: ________________________ 1 4 1 57