Logistics Instructions for Binding

Scope:

Contact: Corrina Carter

Unit: Resource Description

Date last reviewed:  05/06/2020

Date of next review:  05/06/2021

Font (Fnt) on ABLE title composition screen should be 1 for Pers/Serials

Therefore, when screen has the error below,

Open

change it from whatever it is to 1, update title record and then Add item.

Open

Also the Error message - X (-204) is a problem and the ABLE record will not update the Print Color.  You need to check the font [fnt]--if it is 'H', change to 1, then edit the Print Color appropriately and everything should update.

Thin items being bound together:

The Serials Technician in the 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.

Binding volumes of a regular Monographic Set together:

Volumes of a Monographic Set that need to be bound together will be entered on a Set Continuation LOT in ABLE because it needs to be counted as a Per/Standard for the CB pricing.  These are dictionaries, encyclopedias, incomplete fascicles being bound together, and volumes of regular monographic sets being bound together.

Per/Serials Returned from the LSC for binding: (these are unbound collapsed units ready for binding)

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 Electronic Resources & Serials Acquisitions Department (ERSA) check it for you.

• Remove the wide white tied string and replace it with a pink or white string used for bindery.

Others things to do before book is ready for binding:

• 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 Shelf 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.

Old title (780 in 245 field) has bindery BK # in the holding record

• If the item has the old title, write bindery BK# inside, which is the color of cover. i.e. BK 598

New title (785 in 245 field) has bindery ID# in the holding record

• If the item has the new title, write bindery ID# inside

Old title holding record and New title holding record

The Process for when Accompanying material needs a pocket when sending item to Commercial 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 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 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 Commercial 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 Commercial 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.

Processing books with Special types of Binding and other Special issues

Remember to check all margins: fore-edge, top, bottom–Commercial Bindery will trim all edges of the books 1/8 of an inch. We will need to inform 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 Commercial Bindery will consider binding. If the book has less than 1/4" do not send to Commercial Bindery.  It will get boxed.