Scope:

Contact: Lesley Looper

Unit: Resource Description

Date last reviewed:  06 May 2020

Date of next review:  06 May 2021

Font (Fnt) Problem

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

Therefore, when screen has the error below,

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

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 Continuing Resource 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 Continuing Resource Acquisitions Department (CRA) 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 SPC).
• 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.

Title Change with Old and New titles (780 and 785)

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 CB:

• 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 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 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 CB. 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 CB.
  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--CB will trim all edges of the books 1/8 of an inch. We will need to inform CB 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 will consider binding. If the book has less than 1/4" do not send to CB.  It will get boxed.

Missing Cutters  (D8.7 2012)
Missing Date  (BM670.A8)
Perkins Call Number starting with "N" without Lilly as location (place goldenrod flag inside the book, check off what needs to be fixed, and place on the Catalogers' review shelf)

GX call number on books

If the book has a GX call number [i.e., GX24945 formerly used for gifts and is usually a rebind] it should appear as it is on the book, which means it needs to be edited in ABLE so it will print correctly on the book. There is no location needed. Currently all GX call number books go to the LSC. If it is a paperback, make sure it has a blue LSC Return Item flag inside the book because the barcode is still listed in Caiasoft. However, if it's a hardback and the barcode was changed out, it should have a green LSC New book flag inside the book. If there is no LSC flag, please give to the SPC. See the example below for how the GX call number should appear on the ABLE record for printing correctly on the spine of the book.

Pink Bind Flag and LSC Flag in the same book

When the item has a pink bind flag and an LSC flag, the LSC flag takes precedence over the pink bind flag and the book does not get bound.  It gets processed for the LSC. Therefore, it gets stamped, targeted, counted on your stats, and sent to the LSC.

Rebind item damage that needs trimming :

If a Rebind item is damaged with a stain that does not penetrate down into the pages, make a note to CB for them to trim the area: top, bottom, fore-edge. Ex: Trim top if possible. Add "Already damaged" note to ABLE and Aleph.

Also do the same if the book has chewed pages. Make a note in the Instructions area "Trim xxx if possible" and add "Already damaged" note to ABLE and Aleph.

Rebind Item has a Hold Request:

When a Rebind item shows "Item has Hold Requests", please print 2 tickets, write on the extra ticket "Hold Request" along with the date out and the date returned, and place the ticket in the appropriate tray in Shipping for when the book returns from CB. Refer to example.

Rebind Item on LOAN

When a Rebind item shows "Item is ON LOAN" please take the item to the SPC to verify if the item is ready to be added to the LOT.

Binding books with "Hold Request" and/or "On Loan":

• When changing out barcodes and a note pops up indicating "Item is on Loan", please give the book to the SPC.
• When changing out barcodes and a note pops up indicating "Item has Hold Request", please make a 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.

Title to use for Monographic Analytics books in Commercial Binding

The practice of the library is when binding an analytic title of a set or series; we are to use the set title for the analytics of the set and use the series title of the analytics of the series.

ABLE Format information for Set Continuations Process

This allows the books of a given set or series that's being classed together to not only be shelved together with the same call number, but also with the same title and most of the time the same color.

Screening Serials and Periodicals before bindery processing

• Check books for continuity in holding (variables) information
• Check books for supplements that are not mentioned in the holdings (variables) information
• Check books for missing issues: there should be an ampersand (&) in with holding (variables) information to show issues that are not there
• P-slips are only used between volumes to show missing issues when the ampersand is not being used in the holdings (variables) in the call number
• If the ampersand is being used, there will not be P-slips
• If a supplement follows the issues, there should be an OPAC note on the item screen "includes suppl." but suppl. does not have to be included in the variables
• When a volume spans across 2 or more years, the years should have a / slash, not a – dash

LC Re-Class Spiral bound paperback books process

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 Acquisitions Department to mark the title page if it's not already marked.  Also check Aleph for the ID number or BK number, etc.

Rebind books that need page(s) repaired

Use the bright pink RUSH flag provided by Conservation and write on the flag what needs to be repaired with your name and phone number.  Conservation will repair RUSH materials in a timely manner and return to you.

Issue within a binding unit that needs repair:

Send the complete unit and inform Conservation which item needs repair.

Use the bright pink RUSH flag provided by Conservation and write on the flag what needs to be repaired with your name and phone number.  Conservation will repair RUSH materials in a timely manner and return to you.

Already bound volume needing an issue inserted: (Margins Checked & notes added)

If a volume is already bound and needs to have an additional issue added, the SPC should review it before you place it on the truck for binding.

Always check the inner margins of all the issues and also check where the unbound issue is being inserted.

If the issue being inserted is in the front or back, it's ok to go ahead and prepare for binding even if it's over-sewn.

However if the issue is being inserted between other issues, you need to check the inner margin to see if there is enough margin without losing text. If there is enough inner margins, CB can bind.

Also check for over-sewn or notching: If the original book is over-sewn or notched and the book has good inner margin space, CB can bind.

Examples of notes to add in Instructions on the ticket for CB: 
Trim (Apr.2012 issue) to the size of the other issues if possible.
Bind (issue#8) in sequential order.

Narrow Inner Margins for stapled and/or loose leaf materials:

If the inner margins are too narrow for the item stapled together or with loose leaves, you will need to inform the CB about the inner margins being narrow. Their method of binding this type is called "Double-Fan Adhesive" (DFA) binding.

Make a note to the CB "Narrow inner margins, Please DFA if possible."

ABLE Information on Spine View (Cover Proof)

Binding volumes of a monographic set together:

When volumes of a monographic set are being bound as a unit, the set will be entered on a monograph Lot in ABLE. It will get added to the shipment "excel workbook sheets" on the "estimated budget report" under the monographs line that reads "standard (pers on monograph job)" because it will be counted as a Per for CB invoice pricing. 

"When Returned Send to Bindery" flag: For Periodicals that are a part of bindery that's going directly to LSC get circulated once and should be returned to Shelf Prep for binding. You need to change out the green LSC flag and replace it with a blue "Return to LSC" flag.  Then it can be added to a Per LOT in ABLE for getting the item sent to CB for binding. This is done because the barcode on the back of the binding unit is still in Caiasoft. Therefore the item gets returned to the LSC as a refile.

Music Scores with parts: Pocketbooks

Special case for Loose music pages parts and spiral bound parts

If we are asking CB to bind parts b/c they are single pgs or spiral binding, we will make a hand-written note on the ticket "Exception!" above the tuped notes in the Instructions area.  Make a note about not trimming the parts if it is needed. 

Paying Invoice Process:

• 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 Services Business Services' Staff for posting in Aleph and processing for payment.

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Loeb Classics Books for Rebinding--Cover color in ABLE will be specific to the cover of the book

Please use the color of the current cover for Cover color In ABLE. If the cover is green, use 490 as the Cover color, and if the cover is red use 182 for the Cover color in ABLE.

Equivalencies in Call Numbers for Monographs and Serials

For a call number with an equivalency included, the Serials Technician should write inside on the title page exactly what the call number should look like on the spine. The normal process for an equivalency call number is that we do not print the equal sign (=) nor anything after the equal (=) sign. If someone accidentally writes the equal sign inside the book, the default is that we always ignore the equal sign and what follows the equal sign.  The zebra printers will show an error if there is an equal sign in the record in Aleph.  When we edit xml to print call# labels, we do not include the equal sign and whatever follows.  

Re-casing paperback books by Commercial Bindery:

Normally the CB does not remove the text block covers on paperbacks. They bind the paperbacks with a hard cover retaining the text block cover on the book.

The Commercial Bindery's normal practice is to recase paperback books that are in signatures when the covers are too stiff and hard to bind with a hard cover. This means the CB will remove the hard cover and hinge on the covers, which is an extra cost for the Library.  If you have a question about stiff covers, please ask the SPC whether it needs to be removed before sending to the CB.

ABLE record is no longer valid
Do not delete a record in ABLE that has a history. If the record is no longer valid, then add a permanent note to that affect and indicate at end of note "DO NOT USE THIS RECORD".

New title books with an exposed spine: paperbacks and hard backs

Description: The spine of these books is visibly sewn together sometimes with the title printed with threads showing in the letters. This makes the book very vulnerable to easily coming apart when used. If the book you have is a paperback, send the new title books with an exposed spine to the bindery for binding.  If the book you have is a hardback, prepare these for KASEBoxing.

Old "temporary" bindings

• Issues that are bound by del-kote glue w/super cloth are considered Category

p-periodical and Class s-standard. This was called in-house temporary binding.

It is NOT a Class Custom.

However, if different issues are already bound together and need rebinding, they are considered Category p-Periodical and Class custom because the CB does not have to re-do the binding as long as the signatures are intact. All that's needed is a new cover. On the other hand, if the signatures are broken, please ask the SPC to make sure the book gets assigned the correct category.

Cardstock paper and pages

When a paperback book--spiral bound or not-- has all card stock pages, the process will be KASEBoxing instead of Commercial Binding. Change the IPS to "PB-Bindery Boxing" and place on the KASEBox shelves if the item is the proper size for Shelf Prep to process. If the item fits the size matrix for thinner items or larger items, change the IPS to "PV", place a Conservation flag in the book, and place it in the bin in Shipping for Conservation to box.

When paperback books--spiral bound or not--have card stock dividers throughout the book, it may be sent to the CB with the proper notes.  Please ask when in doubt.

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Punctuations In ABLE and other types of situations

What to take out in ABLE:

• Take out period (.), comma (,) and slash ( / ) at the end of the title
• Take out quotation marks (") if they are at the beginning and ending of the title
• If the entire title is enclosed with brackets, please remove the brackets

Example: [SEDDER\TEFILAH\YESHU'AT\YISRAEL] (delete the brackets)

• If the title has an initial Ellipses (…) or dashes (--) or any other punctuation marks preceding the title, please delete in ABLE.

What to Keep:

• Keep commas (,) dashes ( - ) within the title

• Keep parenthesis () or brackets [ ] within the title (also for Pers if in 245)

• Keep question ? marks within and at the end of the title
• If the title ends in an Ellipses (…) on book and dashes in Aleph keep the dashes in ABLE

Books with Mold

Do not send books that are damaged with mold to the Commercial Bindery.  Instead send them to Conservation for review. If the book cannot be cleaned, send it to Collection Development for replacement or withdrawal.  Shelf Prep and Conservation will not box a moldy book.  The spores could travel to other books in the stacks.

Books in rebind group with CoLibri covering:

When Books with CoLibri covers are included in the rebind group, you need to do the following:

• Check Aleph to make sure book is no longer N&N by reviewing the item screen under collection and collection code. The Collection should be "Stacks" and Collection Code should be "PK" and IPS should be "Ready to Bind"
• If this is the case, remove the CoLibri cover and add to bindery lot

Example of CoLibri covered book no longer N&N:

• However, if the collection code is still New & Noteworthy, and in fact needs rebinding, give item to the Head, Shelf Prep.

The Head of Shelf Prep will do the following:

• Make sure the item should still be N&N by checking the date in the call number.  If it has a recent date like current year [i.e. 2019; 2020, etc.] then chances are it should remain N&N (if there are more questions check with staff who would know more.)

• If the decision is that item is still N&N and needs rebinding, remove the current CoLibri cover, place N&N flag in the item and process with the current bindery shipment.

Example of New & Noteworthy item screen:

Note: The Item Process Status (IPS) should also indicate "RB-Ready to Bind".  If the IPS is different, change the IPS to "RB" in the bottom Pane of the Item screen.

Also for the Head of Shelf Prep:

• On the other hand, if the item screen is still showing N&N; a current publication date; is in good condition, and the IPS is showing "In Process", the book needs to return to the N&N shelves in Perkins. Place the item in the Perkins Rush bin in Shipping for returning to the N&N shelves at Perkins.

Example of N&N item screen book with IPS "In Process" 

Removing Title Records from the ABLE Database

Deleting a Title Record in ABLE should only be done by the SPC or the Head of Shelf Prep.  Follow these steps to delete a title record:

1. Retrieve a title record from the database.
2. Click Update > Title > Remove Title.
3. Click Yes to confirm that you want to delete the title.

A message will be displayed in the lower left corner of the screen indicating that the title has been removed.
NOTE: When a title is removed from the permanent database, its history is also removed.