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Finding fugitive federal government publications that are not collected in the DSP e-collection
(http://publications.gc.ca/site/eng/search/eCollection.html)
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Purpose
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To provide a systematic method  to track all executive agencies and  ensure that fugitive government documents are “uncovered” and reported to the DSP.
At the University of Toronto Libraries, students/library assistants work on “Step One" of the worksheet when the reference desk is not busy and as an added benefit, students become more familiar with government documents.

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See instructions here
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Step one: Library Staff - locating fugitive materials
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1) Click to the current year tab of Publications by Department and pick the departments you would like to work on
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2) Put your intial under column D and the date under column E
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3) Compare publications by department with the DSP e-collection site (http://publications.gc.ca/site/eng/home.html) AND
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 a. Click to the link of the department which you would like to work on
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 b. Click through the pages of the department/agency website and look for the words publication, research, paper, report, collection, resources, library (pay special attention to the publications that are not accessible online and need to be requested) OR
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 c. Using Google advanced search, limit by site (e.g. bankofcanada.ca) and file type (.pdf) and search for government publications. Customize the date range to search based on the date the site was last searched to avoid huge result list.
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4) Search the DSP e-collection site (http://publications.gc.ca/site/eng/search/advancedSearch.html) for publications found from the departmental site
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    a. If printed in the publication, catalogue number is the most reliable search function. If the publication looks like a periodical (e.g. annual report), try truncating the catalogue number to find the serial record (e.g. for Rv1-19/2012E-PDF, try Rv1-19* = Rv1-19E-PDF)
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 b. Search for the exact, full title. Note: you may need to remove leading articles like "The" and "A" from the title
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 c. Search for the title, but with puctuation and subtitles removed
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 d. Search for ISBN
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 e. Search for auther department or agency
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 f. Search for a combination of author department or agency keywords, in combination with 2-4 keywords from the title
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6) Copy and paste the publication title from the Department website in column H if publication not found from the DSP catalogue
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7) Copy and paste the url of the publication from the Department website in column I
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8) Where applicable, copy and paste the url of the publication found from the DSP e-collection (eg. older edition) in column K
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9) Record discrepancies on the Publication by Department list under column L (eg. publication not found or 2012 editon found from DSP while 2013-2014 found from departmental website)
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10) Add new rows as needed. For example, each Department may have more than one fugitive document
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Publications which are outside of the DSP mandate (please don't add them to the sheets):
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1) Proactive disclosures such as travel expenses
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2) Publications lacking Government of Canada identifying information (eg. published by provincial governments, not-for-profit organizations etc without clear indication that the federal government is a co-publisher). However, consultant reports are eligible, as long as they have a clear identification of GoC ownership (a title page statement, the Canadian flag watermark, or a Crown copyright statement, for example).
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3) HTML pages. DSP cannont catalogue HTML unless they've been given assurance from the department that the page is static. Currently DSP only catalogue HTML from guranteed static sources like Statistics Canada.
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4) News releases
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Step two: Staff from the DSP check the discrepancy and add the appropriate titles to the DSP catalogue
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Staff from the DSP will:
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1) check the discrepancy in column I
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2) update column J
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3) indicate whether or not the DSP will add to their e-collections in Column K
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4) indicate any comments in "Notes" column
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