ADMINISTRATIVE NOTES NEWSLETTER OF THE FEDERAL DEPOSITORY LIBRARY PROGRAM Vol. 19, no. 11 GP 3.16/3-2:19/11 September 15, 1998 MICROFICHE SHIPPING LIST NUMBER ASSIGNMENT DEMYSTIFIED LPS has received several requests to clarify how microfiche shipping lists numbers and dates are assigned. The explanation below outlines the process from its origins in the LPS Micrographics Section, through to the microfiche contractors, and finally to the distribution of the lists and shipments to depository libraries. The assignment of shipping list numbers for microfiche items differs markedly from shipping list number assignment for paper, separates, and CD-ROM items. Micrographics Section Processing The Micrographics Section receives documents from the Classification Section after SuDocs classification numbers and item numbers have been assigned. Each group of documents, sorted by class, is called a job. Documents for microfiche conversion fall under different contracts, and each job contains documents for only one contract. Micrographics Technicians receive documents assigned to their respective contracts. The Technician groups a number of documents for each job depending on the maximum weekly quantity allowed under each contract. These documents are then arranged in order, first by item number and then by SuDocs class. The Technician then finds the order count assigned to the item number for each document through the Item Count Report, which determines how many depository libraries will receive each document. The Technician then determines the number of titles (documents), page count (if any), the number of microfiche necessary to film the document, the total number of copies for each job, the total number of diazos for each job, and an estimated cost for each job. This information is then input into an automated system, which produces a print order. Once the print order has been completed, the Technician notifies the vendor assigned to that particular contract that the job is ready for pickup. Shipping List Number Assignment When the vendor receives the job, he verifies that all the information and documents in the job match the print order assigned to that job. The vendor then calls the Micrographics Section to request a Shipping List Number. The vendor must request one shipping list number for all jobs issued on the same day under the same contract number. The Micrographics Clerk assigns the next available shipping list number. Shipping list numbers are assigned in consecutive order beginning with 98-0001-M (for Fiscal Year 1998). At the beginning of Fiscal Year 1999, which begins on October 1, the shipping list numbers will change to 99-0001-M and continue in consecutive order until the end of the fiscal year. There is no set of shipping list numbers assigned to a specific contractor. Shipping List Date The vendor has 20 consecutive business days (holidays and weekends excluded) in which to complete each job. The 20th day is the Ship/Delivery Due Date. The Shipping List Date and the Ship/Delivery Due Date is the same date. For any date within the workweek (Monday through Friday) that the print order is issued, the 20 day count begins on the first business day of the following week, usually Monday. Note: Contract B592-S (Bill Shipments) is the only contract in which there is a 15-day turn-around requirement, and each Ship/Delivery Due Date must be on a Friday. Vendor Processing The vendor must send a draft of each shipping list within 8 days of receipt of the print order. The Micrographics Technician has 3 days (after the 8 day period) to either request that corrections be made or to authorize and approve the shipping list for filming. The vendor then begins filming the documents. The vendor must complete and deliver the following to the Chief, Micrographics Section, by the Ship/Delivery Due Date: * Microfiche conversion of documents and agency supplied microfiche (camera copy, 2nd generation silvers, and diazos) * 25 copies of each shipping list * Master copy of each shipping list * Diskette (shipping list in electronic format) By the same Ship/Delivery Due Date, the vendor: * Distributes all shipping lists to all depositories * Distributes the material to regional and selective depository libraries Ship/Delivery Due Dates are set up on a weekly basis and vendors have distribution once a week, usually on Fridays.