UCB Libraries

 

Creating Offers Lists

Revised March 2011

Before creating a list, check the Needs and Offers Procedures to make sure you have to create a list.

List Requirements


  • Include your library, name, and contact information on each list.

  • Only one SuDocs stem per list.

  • No more than 80 titles per list.

  • Because of the requirement for listing by stem, it is acceptable to send a many short (1-10 items) lists at one time.

  • Acceptable file format:  Microsoft Word.

  • Titles must be checked against the superseded list at http://www.fdlp.gov/collections/collection-maintenance/139-superseded-list-and-guidelines prior to submission.

Where to Send Your Lists


What Happens After I Send My Lists?


  • After CU Boulder clears the lists, they are generally posted to the Needs and Offers Wiki (http://needsandoffers.pbworks.com/) with a date of expiration. CU Boulder is responsible for determining the expiration date, posting the lists, and deleting them. Lists remain on the wiki for 30 days.

  • Send any needs requests you’d like to see posted on the wiki to the attention of Leanne.Walther@colorado.edu

  • CU Boulder will send an e-mail summary to the Colorado list (cogopub-l). The summary will contain information about the SuDoc stems of the files posted to the wiki during the week.

  • Discarding libraries must retain all documents until the expiration of the offers list. CU Boulder has 1st priority for claims. Depository libraries in Colorado have 2nd priority for claims. All other libraries have 3rd priority. Discarding libraries should process requests AFTER the expiration date to comply with this prioritization.

When Can I Discard?


  • Items can be discarded after the expiration date shown on the Needs and Offers Wiki at http://needsandoffers.pbworks.com/. If materials are not posted to the wiki, follow the instructions given by CU-Boulder.

Oddball Things that Don’t Seem to Fit Anywhere Else


  • Libraries that bind serial titles may request missing issues via the cogopub-l@ lists.colorado.edu list when they are ready to bind.  Depository libraries may supply missing issues to a requesting library immediately.  This is an exception to the five-year rule for retention of tangible items.  

What Address Should I Use When Mailing Discarded Materials to the Regional?


  • Government Information Library
    University Libraries
    184 UCB
    1720 Pleasant Street
    University of Colorado at Boulder
    Boulder, Colorado  80309-0184       Courier Code: C200 

    Attention:  Leanne Walther

Creating the lists

There are several ways to create lists of titles that you wish to discard:

    • by creating lists for series,
    • by marking checklists for older hearings and publications of executive branch agencies,
    • by exporting a title-by-title list from the Prospector system for fully-cataloged materials (generally 1976 to the present and selected older materials).

What follows is a brief description of all these methods. If you have questions, please contact us (margaret.jobe@colorado.edu or leanne.walther@colorado.edu) BEFORE you get started.

Lists for Series (Print Format), All Dates

Please provide the complete title, Sudocs number, and holdings. Indicate consecutive runs with dashes. Designate breaks in consecutive runs with commas. 

Examples:

Smithsonian Miscellaneous Collection, SI 1.7, vols. 1-10, 16, 22-34


Bureau of American Ethnology Bulletins, SI 2.3, nos. 31-43, 46

Include the following contact information for your library:
Name of contact person
Name of Library
Name of Institution
Mailing address
City, ST, ZIP
Phone
E-mail address
Publications of Executive Branch Agencies, 1789-1932

CU Boulder is exploring the use of U.S. Executive Branch Documents as a checklist for this time period. If you have this title in your collection, contact us for information on how to proceed. If not, don’t despair; CU Boulder will photocopy the relevant pages for you to use. Contact us (margaret.jobe@colorado.edu or leanne.walther@colorado.edu) for details.

Cataloged Materials, 1976-Present, and Selected Older Materials Using Prospector (http://prospector.coalliance.org )

  • Arrange documents being discarded in SuDoc number order. The titles will appear on your list in the order you saved them, so you need to search the documents in SuDoc order.

  • Search the documents in Prospector by GovDoc number or title.
    • Save the record.
    • Within the full bib record, the "Save Record" button is on the top left side of the screen.
    • On a summary screen with a list of titles, you may click in the box on the left side of the screen in the "Save" column. Click on as many titles on the screen as desired, then click on "Save Marked Records" at the top or bottom of the screen.
    • If you want to save all the titles on the screen, click on "Save All On Page." Marked records will not be carried on to the next screen so you must save what you want on each screen.
  • When you have saved the desired records, click on the "Export Saved" button at the top of the screen.

  • On the next screen, you must change the format of the list. Click on the button for "Brief Display." The brief display will consist of author, title, imprint, and call number.

  • You may email the list to yourself or another staff person or save the list to your computer (local disk) by clicking the "E-mail" or "Local Disk" buttons on the right side of the screen. If you are e-mailing the list, it is possible to change the information in the Subject line. Do not e-mail your list directly from Prospector to the Regional.

  • You may also view your list by clicking on the "Screen" button on the right side under "Subject" and then clicking on "Submit". This will allow you to see that your list is in the correct format.

  • You should have a list that contains only the author, title, imprint, and SuDoc number. If you have a full record, go back a screen and select the "Brief Record" format. Some records will not have an author. Some entries may also have an LC or Dewey number. The SuDoc number will probably repeat. This is okay.

  • Once you have e-mailed your list or saved it to your computer, you will need to open the list in a word processor or text editor to add your contact information and perform any needed editing. Your list should start with the name of offering library and type of list and then give the following information:
    Name of contact person
    Name of Library
    Name of Institution
    Mailing address
    City, ST, Zip
    Phone
    E-mail address
Whom Should I Contact if I Have Questions?