Policy and Procedure Statement 2.1
Binding Preparation
January 2002
The Binding Preparation Unit is responsible for performing
six major functions:
A. Sorting
and preparing material for the commercial binder, with processing for
check-in and quality control upon return.
1)
Preparing
and processing for the commercial binder selected books, serials and
periodicals bound for the Main Library and the Branch Libraries. In addition,
it has the responsibility to shelve and maintain unbound serials for East and
West Stacks, create binding records for same, claim missing issues, determine
when they are ready to bind and take them to the Stacks Binding clerk for
processing.
All cataloged monographs sent to the commercial binder
will be barcoded in Binding Preparation Unit
and charged out to Binding. Upon return from the commercial binder the
material will be checked in as part of the processing. Some serials and
periodicals, for designated Library units and Branches, will also be barcoded in Binding Preparation and charged out to Binding,
and will be checked in upon return from the commercial binder.
2)
The
foil color for stamping of the spine will be in white for all materials
and all collections in the Library system.
3)
In
order to standardize binding preparation and preserve the physical integrity of
serial volumes, binding collation will be done consistent with industry
standards and in conformity with the prevailing binding contract.
4)
Types
of binding for the various Library materials, while flexible enough to
accommodate the requirements of different collections, fall into the following
general categories:
Softbound books -
journals - hardcover rebind/recase -Flex-M - music
scores - music folders -book boxes - pamphlet binding
5)
The
responsibility for the initial sorting and preparation of materials to be bound
belongs to the various collections areas. East and West Stacks materials are
the responsibility of the Stacks Binding clerk in Binding Preparation. Serials
and periodicals sent to Binding Preparation are to be arranged in bindable increments, the ssues to
be bound under one cover tied with a binding twine. Each bindable
unit is to be accompanied by a binding slip listing name of the originating
department, title, call number, volume number, issue number and/or other specific
variable information, as well as color and title code number for journals
previously bound. "Post-printed" binding slips, sent to the
departments each time one of their journals is bound, are to be reused when
sending subsequent parts to be bound.
Monographs sent to
Binding Preparation to be bound need not be accompanied by a binding slip.
However, if part of a previously bound set, the desired color code needs to be
indicated for the buckram cover.
Old and damaged books belonging to
6)
Bibliographic
spine information on bound serial volumes:
The spines of bound
serials are to indicate specific identifying information which corresponds to
the bibliographic information present on title pages or title page equivalents.
When a bibliographic volume is bound in more than one physical volume or when it
is bound incomplete, additional identifying information is needed on the spine.
The spine information will also be used as a bibliographic descriptor for the
item record in the on-line catalog.
7)
The
Binding Preparation Unit will attempt to process all material received in a
quick and efficient manner in order to prepare it, as time and quantities
permits, for the next commercial bindery pick-up. The binder has a weekly
schedule of pick-ups and deliveries. Turn-around time at the commercial bindery
is two (2) weeks.
Upon return from the
commercial binder, the material is processed, inspected, stamped, checked in on
Magic, and returned to, or picked up by, the appropriate destination.
8)
The
Binding Preparation Unit will handle only official binding belonging to the
collections and sent by the various Library units, sections and Branches.
If binding assistance
is requested by other parts of the University, they should be referred to the
Purchasing Department or to the handout maintained in Preservation.
Individual Library
staff members or other University staff wanting information concerning binding
of their personal books and periodicals may be given the name and phone number
of the local bindery, Binding Unlimited, which is willing to handle small
personal orders.
B. Sorting,
selecting and preparing material for the commercial deacidification
laboratory and check-in processing upon return.
The Binding
Preparation Unit is charged with administering the Library’s deacidification program. All newly received softbound books
as well as selected hardbound monographs and some periodicals already in the
Stacks are checked for the Ph level of the paper, and the ones that test acidic
(below a Ph of 6.0) are processed in Binding Preparation and sent to a
commercial deacidification Laboratory. New softbound
books that are not acidic are stamped with an infinity mark on the head of the
book. The ones that are deacidified commercially are
stamped with the ‘D’ for deacidification
upon return to the Library.
C. Administering
the Libraries binding and Preservation photocopy budgets.
The Libraries binding
budget is allocated to 25 separate administrative units throughout the
Main Library and Branch Libraries. In addition to binding, there is a deacidification budget and a preservation photocopying
budget, all monitored and administered through the Head of Binding
Preparation.
D. Selecting, processing and
automated labeling of new softbound books destined for the Stacks.
1)
The Binding Preparation Unit
inspects all newly cataloged softbound books and sorts, according to
established guidelines, those books that need immediate binding and those that
will go to the Stacks, unbound, following labeling.
2)
Labeling
of softbound books is done in the Binding Preparation Unit, with the aid
of an automated labeling machine connected to the Magic online catalog. The
books are bar coded prior to labeling, and security tape and date due slips are
inserted as part of the labeling process.
E. Selecting, processing and
shrink wrapping brittle material which cannot be rebound or repaired and needs
to be
maintained for the collection.
Print
material that circulated is reviewed in Binding Preparation. Those that are too
brittle to be repaired and yet need to be maintained in the collection are
earmarked for shrink wrapping. The first step in this process is to send
the material to Data Cat to have a duplicate barcode affixed to the back
cover. Then the material gets the shrink wrapping process, and is
returned to Stacks. After three shrink wrappings, the material is
set aside for Collection Review.
F. Selecting
and performing pamphlet binding of small booklets, indices and other
appropriate print material.
Books and some
indices published in single signature format and consisting of fewer than 80
pages, stapled together, are pamphlet bound on specialized equipment
in Binding Preparation. Security tape and date due slip are inserted, a
barcode is created and automated labeling is done in Binding Preparation
or the pamphlet is sent to the labeling unit as appropriate, prior to shelving.