Binding

Volumes Missing from the Bindery/Damaged at the Bindery

Volumes Missing from the Bindery

Volumes are discovered to be missing as a result of checking the "shipment slips” at the end of each month. The Voyager patrons for completed shipments should have no items left charged and any items still charged are considered missing.

Create a list of the missing items. For each item give the :

shipment number

date of shipment pickup

OCR number

title

location and call number

Search the stacks (or call the branch) to see if the item was checked-in but not discharged on Voyager.

For any items not found after searching, send a report (by e-mail) of the missing volumes to the bindery customer service representative. This report is cumulated and sent when ever needed.

Keep titles on the list until your records show they have been either returned or replaced.

It is the bindery’s responsibility to replace missing items. They are allowing up to 90 days for an item to show up before replacements will be made.

When the bindery is going to replace an item, they will send a notice that the item may be replaced at their cost. This will need to be kept to return to the bindery with the invoice. The library will normally order the replacement item.

When a volume has been received or replaced, remove it from the missing list.

Replacements, when received, can use the same item record as the original as long as they are bibliographically the same. A new OCR will need to be added. If the replacement is not the same, the original must be marked LOST (ask Circulation to do this) and the replacement item sent to Cataloging.

***There is a patron on Voyager named "BINDING NR" (i.e. not returned). It may be easier to discharge missing items from the shipment patron and charge them to BINDING NR, but be sure the original shipment number and shipment date are retained on the missing volume report.

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Volumes Damaged at the Bindery

It is the bindery's responsibility to replace any item that they irreparably damage. This needs to monitored to make sure the replacement is received.

Heckman would prefer that we order the piece and either have the invoice sent directly to them or when we receive the invoice, we can send it to them.

Replacements, when received, can use the same item record as the original as long as they are bibliographically the same. A new OCR will need to be added. If the replacement is not the same, the original must be withdrawn (ask Data Base Maintenance Team to do this), and the replacement sent to Cataloging to be cataloged.

If piece was returned without a replacement form contact the Customer Service Representative at the bindery.

For items damaged at bindery and returned in an unuseable form:

Have Acquisition staff order new copy

The invoice should be sent to bindery

If replacement is not available, bindery should issue credit or refund. Contact the Customer Service Representative.

Discharge item from Binding Patron.

Fill out withdrawal form for collection development.

For items damaged at bindery but returned in useable form:

Place on item record Note: "(Describe damage) at bindery".

Discharge item from Binding Patron.

Give item to bibliographer to decide if Library will replace if bindery did not.

For items destroyed at the bindery and never returned. We should have received a replacement notice from the bindery for these. If not contact Customer Representative.

Have Acquisition staff reorder and send invoice to the bindery.

If replacement is unavailable, bindery should issue credit or refund.

Fill out withdrawal form for collection development.

Discharge item from Binding Patron.