Dear Depository Librarian,
I am pleased to inform you that United Nations form PS.16 ("Request
for Documents") has been converted into a WORD document (posted at: http://www.un.org/Depts/dhl/deplib/ps16(5-00).doc;
WORD98 or WORD2000 is required to access it). Kindly note that claims can
only be processed if they are recorded on a PS.16 form; other formats are
not acceptable.
E-mail claiming directly to the Distribution Section is not possible
at this time; however, depository libraries may send their claims for MATERIALS
ISSUED IN NEW YORK (see item 4) to the e-mail address of the Depository
Libraries Group (dhldl@un.org). Claims received by e-mail will be printed
out in four copies and forwarded to the Distribution Section by inter-office
mail. If you send the form directly to the Distribution Section by regular
mail, you should also submit this form in FOUR copies. Direct requests
for New York items should be sent to this address only:
Distribution Section
Room NL-314
United Nations
New York, NY 10017
To avoid duplication, please allow a reasonable amount of time to pass
before submitting a claim since the initial distribution is shipped at
the book rate and may therefore take several months to arrive.
Before submitting claims, kindly review the specific guidelines contained
in the INSTRUCTIONS FOR DEPOSITORY LIBRARIES RECEIVING UNITED NATIONS MATERIALS
(ST/LIB/13/Rev.5), which can be accessed at the following site: http://www.un.org/Depts/dhl/deplib/stlib13.htm.
The main points to be noted are:
1. Depository librarians should keep in mind the extent and language
of the deposit as well as the designation date. Only materials that fall
within these limits may be claimed, e.g., a partial depository may only
claim publications, official records and the masthead documents of the
regional commission located in its area; a library with an English deposit
may only claim English-language materials. Depository libraries may only
send claim for materials issued after their designation.
2. UN materials must be claimed by SALES NUMBER (if the item
carries a sales number). If the item does NOT have a sales number, please
use the SYMBOL. Printed indexes or UNBISnet (the webcatalog of the UN Library;
posted at: http://unbisnet.un.org/)
should be used to verify the appropriate numbers and symbols.
3. Certain items are not for deposit; kindly refer to the INSTRUCTIONS
for further details.
4. UN material must be requested from the duty station at which
it was issued. Please use printed indexes or UNBISnet
to verify the place of publication. The INSTRUCTIONS
list the addresses for all duty stations.
5. Global claims (such as, "All issues after no. 50 ...") are
not acceptable. Please refer to printed indexes or UNBISnet
in order to verify what has actually been issued.
6. Each requested item must be listed on a separate line since
the Distribution Section needs to be able to record the status of each
item.
For more information, please contact:
Depository Libraries Officer
United Nations, Room L-221 G, New York, NY 10017, USA
Telephone: +1 212 963-7444, Fax: +1 212 963-1779
E-mail: dhldl@un.org
