NEW CLAIMS POLICY ANNOUNCED This article announces the policies which will guide the claims fulfillment operations of the Library Programs Service (LPS). These policies will apply to both the backlog of claims on hand in LPS, and to future claims. Several general principles have shaped the specific policies, as they are applied to paper, electronic, or microfiche products: - LPS will only honor claims from libraries which have selected the publication claimed. - LPS program managers have the authority to decide upon the claims eligibility of depository items, and will inform the depository library customers of these decisions. - Resources will be first allocated to satisfying the initial distribution requirements; only then will the remaining stock be used to fill claims. - At LPS' discretion, the claims copy supplied may not necessarily be in the format initially distributed. - The most effective solution to the claims issue is to make complete and accurate initial distribution. - LPS has an affirmative responsibility to keep the depository library community informed concerning developments in the claims operation. Microfiche Titles With the exception of microfiche titles on the "core list" of publications, only regional depository libraries may claim microfiche distributed by LPS. All depositories may claim "core list" microfiche titles and may continue to claim microfiche distributed by one of LPS' contractors or the Department of Energy. LPS will fill all valid microfiche claims by processing the most current first, reversing the long-standing "first- in, first-out" prioritization. This policy is effective March 1, 1993. LPS is also extending the claiming period for microfiche to 90 calendar days of the date of the shipping list. LPS will make every effort to insure that all timely claims are promptly filled. As resources permit, LPS will process and fill all of the claims for microfiche which have been received prior to March 1, 1993. Paper Titles 1. Current paper distribution Also effective March 1, 1993, depository libraries may not claim publications which were distributed in paper, unless that publication is a "core list" title. This restriction applies to both regional and selective depositories. Paper titles which are eligible to be claimed will be marked on the shipping list; libraries should not claim items unless the claims-permitted mark is present. Claims for core list titles will be checked against the Depository Distribution Information System (DDIS) in order to verify that the library has selected the item claimed. LPS is limited to ordering only 20 additional copies of a given publication (3 copies for internal processing, 17 copies for claims). Within this limit, LPS will make every effort to fill all valid claims for core list titles. Claims copies for core list titles may be obtained from a variety of sources, including the Sales Program or the publishing agency. Photocopying or conversion to microfiche may also be employed at LPS'discretion. The claiming period for core list paper titles is also being extended to 90 calendar days from the date of the shipping list. When filling valid "core list" paper claims, LPS will give particular attention to claims from regionals, and make every effort to insure that timely claims are promptly filled. Once the 90-day period for claiming from a shipping list has elapsed, LPS must rotate the claims stock, and any remaining copies are recycled. 2. Paper claims backlog LPS has on hand a substantial backlog of claims for titles for which no stock is available to fill the claim. LPS will review the paper claims on hand, and attempt to fill the claims for critical titles. CD-ROM Titles In the interest of advancing the use of electronic formats in the depository library program, LPS will give special attention to CD-ROM products. All libraries may claim CD-ROM titles within the 90-day period described above. As with other "core list" titles, the validity of claims for CD-ROM products will be verified against DDIS. Sources to obtain additional claims copies for CD-ROM titles are limited to requesting stock from the Sales Program or the publishing agency. Quality Assurance In terms of customer satisfaction and cost effectiveness the most effective strategy for claims is prevention. LPS intends to devote additional resources to ensuring that shipments leave LPS in a complete and accurate condition. When shipments are reviewed for completeness, and determined to be accurate, the shipping list in that box is stamped and initialed. No claims will be allowed for individual titles in that shipment. In addition to performing quality checks on individual library's shipments, LPS will endeavor to: - increase the accuracy of the ordering process, in order to ensure that the correct quantity is requisitioned. - more accurately determine quantity at the point of receipt, in order to take timely corrective action for publications received short. "Core List" Publications Defined In the November 18, 1992, letter to the depository library community, the Superintendent of Documents referred to a "core list" of publications which will be accorded special treatment by the Library Programs Service (LPS). The following core publications list has been defined by the Library Programs Service (LPS), using the list published in Appendix A of the "Guidelines for the Depository Library System" as a starting point. LPS also included a number of suggestions from input which was received from documents librarians. CLASS # TITLE (ITEM #) ------------------------------------------------- A 1.10: [Agriculture] Yearbook (0017) A 1.47: Agricultural Statistics (0001) AE 2.106: Federal Register* (0573-C or 0573-D) AE 2.106/2: List of Sections Affected, Code of Federal Regulation (0573-C or 0573-D) AE 2.106/3: Code of Federal Regulations* (0572 or 0572-C) AE 2.108/2: U.S. Government Manual* (0577) AE 2.109: Weekly Compilation of Presidential Documents* (0577-A) AE 2.111: Statutes at Large* (0576) AE 2.114: Public Papers of the President (0574-A) C 1.108/2: Franchise Opportunities Handbook (0231-B-04) C 3.134: Statistical Abstract of the U.S.* (0150 or 0150B) C 3.134/2: C 82/2/date County and City Data Book* (0151) C 3.134/2: H 62/970 Historical Statistics of the United States* (0151) C 3.186: Current Population Reports (0142-C) C 3.163/3: Census Catalog and Guide* (0138) C 3.223/-: Census of Population and Housing (for state of depository only)* (0159-C- ) C 13.22: Journal of Research of NIST (0246-E) C 51.9/3: Government Reports Announcements and Index (0270) C 51.9/4: Annual Index, Government Reports Announcements and Index (0270) C 59.11: Survey of Current Business (0228) C 59.18: Local Area Personal Income (0130-D-04) ED 1.109: Condition of Education (0461-A-12) ED 1.326: Digest of Education Statistics (0461-D-09) EP 1.67: EPA Journal (0431-I-66) GP 3.8: Monthly Catalog of United States Government Publications* (0557-A or 0557-B) GP 3.22/2: Subject Bibliographies* (0552-A) GP 3.22/3: Publications Reference File* (0552-B) HE 3.3: Social Security Bulletin (0523) HE 3.6/8: Social Security Handbook (0516-C-01) HE 20.4010: FDA Consumer (0475-H) HE 20.6210: Vital Statistics of the U.S. (0510) HE 20.7009: MMWR (0508-A-03) I 28.37: Minerals Yearbook (0639) J 1.14/7: Uniform Crime Reports (0722) J 29.9/6: Sourcebook of Criminal Justice Statistics (0968-H-06) JU 6.8: United States Reports* (0741) L 2.3/4: Occupational Outlook Handbook (0768-C-02) L 2.3/5: Handbook of Labor Statistics (768-C-03) L 2.6: Monthly Labor Review (0770) L 2.38/3: CPI Detailed Report (0768-F) P 1.10/8: National Zip Code Directory (0839-A-03) PR 42.9: Economic Report of the President (0848) PREX 2.8: Budget of the United States Government* (0853) PREX 2.20: Catalog of Federal Domestic Assistance* (0853-A-01) PREX 3.15: World Factbook (0856-A-07) S 9.12/2: Treaties and Other International Agreements of the U.S. (0899-A) SI 1.20/2: Handbook of North American Indians (0909-D-01) T 22.23: Internal Revenue Bulletin (0957) T 63.103/2: Treasury Bulletin (0926-A) X: Congressional Record (bound)* (0993 or 0993-A) X/a: Congressional Record (daily) (0994-B or 0994-C) Y 1.1/3: Senate Documents (0996-A or 0996-B) Y 1.1/4: Senate Treaty Documents (0996-A or 0996-B) Y 1.1/5: Senate Reports (1008-C or 1008-D) Y 1.1/6: Senate Executive Reports (1008-C or 1008-D) Y 1.1/7: House Documents (0996-A or 0996-B) Y 1.1/8: House Reports (1008-C or 1008-D) Y 1.2/5: United States Code* (0991-A or 0991-B) Y 3.T 22/2: [OTA] Reports and Publications (1070-M) Y 4.Ec 7:Ec 7 Economic Indicators (0997) Y 4.P 93/1: Congressional Directory* (0992) In addition, all CD-ROM products, all decennial census publications, and all LPS publications issued under item number 0556-C will be treated as core list titles. * Item appeared on the basic collection list in the "Guidelines" The first function which will be affected by the core list is the decision when to go back-to-press for additional stock to make up shortages for titles distributed in paper. Going back-to-press is extremely expensive, as LPS must absorb all of the set-up charges, instead of obtaining the publications at the rider rate. In order to avoid these expenses, LPS will go back-to-press only for the core list publications. However, LPS believes that using the growing ACSIS(Acquisitions, Classification, and Shipment Information System) database is improving accuracy in placing printing requisitions, thus reducing the occurrence of shortages. This decision was implemented in December, 1992. Second, claims fulfillment services for selective depositories will be limited to core list titles. LPS considers this to be an evolving list, and will continue to accept and evaluate suggestions from the depository library community for other titles to supplement the core list. These suggestions should be mailed or faxed to: CORE LIST Chief, Administrative Support Group Stop SL U.S. Government Printing Office Washington, DC 20401 FAX: 202-512-1432 Contributed by Jan Oberla, Texas A & M Univ.