Scope:
Contact: Lesley LooperCorrina Carter
Unit: Resource Description
Date last reviewed: 05/06 May /2020
Date of next review: 05/06 May /2021
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Font (Fnt) Problem
Font (Fnt) on ABLE title composition screen should be 1 for Pers/Serials
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The Serials Technician in the Continuing Resource Electronic Resources & Serials Acquisitions Department processes items being bound together. They use the document "Guidelines for Determining Treatment Needs for Physical Materials" sent out to all the Catalogers in February 2018 by the Head, Shelf Preparation. Items that pass the stiffness test are prepared with white strings to go to the LSC unbound. Items that have thin, paper-like covers will be prepared for the Commercial Bindery (CB). If the items are brittle, place a Conservation flag inside the piece and make a note for Boxing or check off a list for Boxing.
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These will have a dark green flag indicating: "When Returned Send to Bindery"
The process is as follows:
- The barcode will show on the Aleph LSC location, therefore if item has a fluorescent green LSC flag, it will need to be replaced with an LSC blue flag for "Return Item" to the LSC. If no LSC flag is in item, please place a blue LSC return flag inside. When in doubt, ask the Shelf Prep Coordinator (SPC) to check in Caisoft.
- Also make sure the books are in sequential order with the barcode on the last issue. Do this by checking the Aleph record. If you are not sure, please have the Serials Technician in the Continuing Resource Electronic Resources & Serials Acquisitions Department (CRAERSA) check it for you.
- Remove the wide white tied string and replace it with a pink or white string used for bindery.
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- If the item is checked out, you need to discharge it and change the IPS to BD for sent to bindery (if unable to discharge see the SPCShelf Prep Coordinator).
- Check for a call number in the item. If there isn't one written inside, print a label, check xml for editing, and place the label on the front cover.
- Check for Bindery ID number or BK number written inside the piece. If it's not there, you need to follow specified guidelines for obtaining this information. Once all pertinent information is verified, place the item on the Per/Serial truck to add to the LOT for the next Bindery shipment.
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The Process for when Accompanying material needs a pocket when sending item to CBCommercial Bindery:
If the loose material is the same size as the book, [i.e. *height and width] print a call number label and place it on the item. Then make a note to CB Commercial Bindery in the "Instructions" area on the ticket "Make pocket at back for x# loose maps" or specify the number of items and what the pocket material is.
- If the loose material is significantly smaller than the book and it is 1/8"thick or less, it should be processed the same way we do CD's CDs for placing in a pocket after the item returns.
- If the CD pocket does not fit in the book without sticking out whether bound or unbound, the book needs to be bound or rebound by CBCommercial Bindery. In addition to the *LOOSE MATERIALS--CD note, please add the following note:
Please add 3/8" more to the cover to accommodate a pocket for the CD without the *asterisk because it is instructions to CBCommercial Bindery.
You will need to do the same for loose material that is the same height, but not the same width [example: a bookmark] remember, when in doubt, please ask.
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Remember to check all margins: fore-edge, top, bottom--CB bottom–Commercial Bindery will trim all edges of the books 1/8 of an inch. We will need to inform CB Commercial Bindery not to trim [DO NOT TRIM] if the book does not have at least 1/4" to trim without cutting into the text or other info. If only a certain area is affected, just inform CB of that particular area. For example: if the text is too close to the fore-edge, then make a note "DO NOT TRIM FORE-EDGE" or if the text is very close to the bottom "DO NOT TRIM BOTTOM", etc.
Books need at least 1/4" in the gutter before CB Commercial Bindery will consider binding. If the book has less than 1/4" do not send to CBCommercial Bindery. It will get boxed.
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Call number examples that need to be returned to the Catalogers and do not add to the LOT | |
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If a Rebind item is damaged with a stain that does not penetrate down into the pages, make a note to CB Commercial Bindery for them to trim the area: top, bottom, fore-edge. Ex: Trim top if possible. Add "Already damaged" note to ABLE and Aleph.
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When a Rebind item shows "Item is ON LOAN" please take the item to the SPC Shelf Prep Coordinator to verify if the item is ready to be added to the LOT.
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- When changing out barcodes and a note pops up indicating "Item is on Loan", please give the book to the SPCShelf Prep Coordinator.
- When changing out barcodes and a note pops up indicating "Item has Hold Request", please make a snipit Snipit printout of the screen and place it in the book.
- Upon entering information in ABLE for the book with the Hold Request printout, make 2 tickets and on the 2nd ticket please write "Hold Request" with the date going out and the date returned and place the ticket in the appropriate tray in the binding shipment area.
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If a spiral binding paperback is being re-classed from Dewey to LC and the location is Perkins, the item needs to be processed for going to the bindery. You may need to ask the Serials Technician in the Continuing Resource Electronic Resources & Serials Acquisitions Department to mark the title page if it's not already marked. Also check Aleph for the ID number or BK number, etc.
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If a volume is already bound and needs to have an additional issue added, the SPC should Shelf Prep Coordinator should review it before you place it on the truck for binding.
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- Once the invoice is here for the bindery shipment, the SPC will make sure the total of items sent and returned are correct. If the numbers are not correct, s/he will communicate with The HF Group Customer Service Representative to see why there is a difference, resolve the problem, and cc: supervisor in the email.
- If all item numbers are correct, print a new "Estimated Budget Report" for the week and staple it to the Bindery Shipment Paperwork.
- If all item numbers are not correct, make the necessary changes on the original "Estimated Budget Report" for the week.
- Process with necessary math adjustment(s) to ensure the amount to be paid is accurate.
- Once the amount to be paid is accurate, write across the top "PSOUTHEAST LIB BI/41919" and stamp or write across the bottom the fund code from which it is to be paid PGLUXXXPR50X64X- 2020 or the current FY.
- Make a xeroxed copy for Shelf Prep's files and turn in the original to the Technical Collections Services Business Services' Staff for posting in Aleph and processing for payment.
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