State Documents Acquisition Procedures

Updated 04-10-2026

Processing State Documents

State documents arrive periodically. When received:

1. Mark off items received on shipping invoice, and place invoice in cabinet.
   • Note: Not everything on list gets received (i.e. always more on the list than in box).
2. Check items against Idaho State Docs VF or Library catalog.
3. If found in VF, give items to Kelley (temporary procedure, until we finalize processes for adding materials into Idaho State VFs).
4. If item goes into a book collection, label using green or yellow bookmarks (i.e. Idaho, Day-NW, etc.) and give to Special Collections Librarian (Kelley) for cataloguing or to send to Library catalogers.
   • Green = Idaho; Yellow = Day-NW (or other collection)
5. When returned, shelve.

Idaho Law Code Books

Spec occasionally receives updated Idaho Law books. These are located in the Idaho Book Collection.

When new books arrive and have been processed by Cataloging:

1. Replace the old copy of the volume (found in the Idaho Book Collection) with the newer edition.
2. The old copy should then be shelved in Cage 1, Row 22, Section 6.
3. New volumes may arrive with Supplements. These should be placed inside the back of the corresponding volume (based on the cope number).
   • If there is already a Supplement in the back of the volume, remove it and add the newest version.
   • There is a cut in the back endsheet into which you can insert the stiffer last page of the Supplement.
   • Place the removed Supplements in Cage 1, Row 22, Section 6.

Idaho State Library/Commission for Libraries

Spec may receive publications from the Idaho State Library/Commission for Libraries. - If a box is received, check against the Library catalog for duplicates - If there are no duplicates, insert a collection flag (green or yellow bookmark) and give to Special Collections Librarian (Kelley), who will catalog or send to Library catalogers.