Depository libraries - United Nations Dag Hammarskjold Library
United Nations Dag Hammarskjöld Library

 Claiming Procedures


 Is there a form to be used for claiming?
 How soon should a missing item be claimed?
 Up to how many pages of claim can be submitted at a time?
 Are there any materials that cannot be claimed?
 How should the “Request for Documents” form be prepared?
 What tools should be used to determine missing items, document symbols and sales publication numbers?
 Where should a prepared “Request for Documents” form be sent?

  Is there a form to be used for claiming?

Yes. All claims to the United Nations must be prepared using the “Request for Documents form”. Claims prepared otherwise will be returned unprocessed.


   How soon should a missing item be claimed?

Please allow a reasonable amount of time to pass before submitting a claim since the deposit is shipped by sea at book rate and may take several months to arrive.

   Up to how many pages of claim can be submitted at a time?

Five pages are the maximum.

  Are there any materials that cannot be claimed?

Yes. The following are not included in the deposit and are therefore not claimable:

1) Publications under Sales Number Categories 0, all of III and XX;

2) Publications by the International Court of Justice (ICJ);

3) Publications by the United Nations Development Fund for Women (UNIFEM);

4) Publications by the United Nations Centre for Regional Development (UNCRD);

5) Publications by the Office of the United Nations High Commissioner for Refugees (UNHCR);

6) Publications by the United Nations Research Institute for Social Development (UNRISD);

7) Publications by the International Criminal Tribunal for Rwanda (ICTR);

8) Publications issued in only one (e.g. English) or two (e.g. French and Spanish) of the official languages, if the depository does not receive materials in those languages and no specific request has been made for such materials to be included in the deposit;

9) Material not claimed before the lapse of two years after the date of publication;

10) Documents issued under the LIMITED, RESTRICTED or PARTICIPANTS ONLY categories of distribution;

11) Publications marked "Sales only" at time of issuance;

12) Sales publications issued and distributed by a trade publisher;

13) Press releases;

14) Online, CD-ROM, and microfiche products; and

15) Documents and publications by specialized agencies of the United Nations.

  How should the “Request for Documents” form be prepared?


(View sample form in PDF format)

Please submit claims to the United Nations office where a document or publication being claimed was published. In the “Address for delivery” box on the form, enter your library’s name, address and depository mail code (e.g., DL-300, PL-12) as appearing in the mailing label used by the United Nations to send the deposit to your library.

Items should be listed in sequence within each category, one item to a line. Open entry (e.g., Demographic Yearbook 1998- ) and multiple entry (e.g., Demographic Yearbook 1998-2000) are not accepted.

For sales publications, use sales publication numbers only (e.g., 03.VI.5).

For Official Records, use official record supplement numbers only (e.g., GAOR, 57th sess., Suppl. No.3).

For masthead documents, use document symbols only (e.g., A/57/267, S/2003/5).

For items that do not bear sales publication number, official record supplement number or document symbol, use title and year/volume/issue number (e.g., Treaty Series vol. 1234).

  What tools should be used to determine missing items, document symbols and sales publication numbers?


Printed indexes, such as the United Nations Documents Index and Index to Proceedings, are good tools to determine missing items, document symbols and sales publications numbers, as well as places of publication. These tools are included in the deposit. Online resources, such as United Nations Daily Journal, UN-I-QUE and UNBISnet, are also very useful.

  Where should a prepared “Request for Documents” form be sent?


Addis Ababa:

Documents Reproduction and Distribution Unit
United Nations Economic Commission for Africa
P.O. Box 3005
Addis Ababa, Ethiopia
Fax: +251 1 514 416

Major series claimable from Addis Ababa: E/ECA/-, ST/ECA/-, Sales code II.K


Bangkok:

Documents, Reproduction and Printing Unit
Conference and Documentation Services Section
United Nations Economic and Social Commission for Asia and Pacific
United Nations Building
Rajadamnern Nok Avenue
Bangkok, 10200, Thailand
Fax: +66 2 288 3018
Major series claimable from Bangkok: E/ESCAP/-, ST/ESCAP/-, Sale code II.F


Beirut:

Conference Services, Distribution Unit
United Nations Economic and Social Commission for Western Asia
P.O. Box 11-8575
Beirut, Lebanon
Fax: +961 1 981 510/511/512

Major series claimable from Beirut: E/ESCWA/-, ST/ESCWA, Sales code II.L


Geneva:

Chief, Distribution and Sales Section
Conference Services Division
United Nations Office at Geneva
CH-1211, Geneva 10,
Switzerland
Fax: +41 22 917 0261

Major series claimable from Geneva:

E/ECE/-, ST/ECE/-, ECE periodicals, Sales publications under category II.E (UN ECE)
Monthly Bibliography (UNOG Library)
CCPR/-, CERD/-, CRC/-, E/CN.4/-, HRI/-, Sales publications under category XIV (Human Rights)
TD/-, TD/B/-, Sales publications under category II.D (Trade, Finance and Commerce)


Nairobi – United Nations Environment Programme:

Chief, Publishing Services Section
Division of Conferences
United Nations Office at Nairobi
P.O. Box 675578
Nairobi, Kenya
Fax: +254 2 62 2760

Major series claimable from UNEP: UNEP/GC/-


Nairobi – United Nations Human Settlement Programme:

Chief
Information Services Section
UN-HABITAT
P.O. Box 30030, GPO 00100
Nairobi, Kenya
Fax: +254 2 62 4060

Major series claimable from UN-HABITAT: HS/C/-


New York:

Publishing Section
Room NL-314
United Nations
New York, NY 10017, United States of America
Note: You may send your forms to dhldl@un.org


Vienna:

Officer-in-Charge
UNOV Documents Reproduction and Distribution Unit
F-355
Vienna International Centre
P.O. Box 500, A-1400
Vienna, Austria

Major series claimable from Vienna:

A/AC.82/- (UN Scientific Committee on the Effects of Atomic Radiation)
A/AC.105/- (Outer Space)
A/CN.9/-, Sales publications under category V (International Law)
E/CN.7/-, E/INCB/-, E/NL/-, Bulletin of Narcotic Drugs, Sales publications under category XI (Narcotic Drugs)


Santiago:

Distribution Unit
Printing and Distribution Section
United Nations Economic Commission for Latin America and the Caribbean
Edificio Naciones Unidas
Avenida Dag Hammarskjold S/N Vitacura
Casilla 179-D
Santiago, Chile
Fax: +562 210 2069

Major series claimable from Santiago: LC/-, Sales code II.G

 
 

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