Binding

Gathering Periodicals for Binding

 

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Working with a 3 shelf wooden booktruck, a pencil, ruler, and rubberbands, proceed systematically (in call number order) through the periodical reading areas looking for titles which meet the criteria for binding.

Pick up titles from each section of shelves. Only gather titles with a white shelf label. Items with colored labels will be bound later or receive other treatment.

For items with a red dot on the shelf label, leave items on shelf. The reading room staff will send them to binding when the microfilm is received.

For items with a blue dot, look for a number in the dot. If there is no number leave one full year of this title on the shelf. If there is a number with the blue dot, leave that number of months of the title on the shelf.

The bindable-unit for each title is posted on the shelf label (e.g. BU = 1 vol.). This is a guide and may be adjusted depending on the thickness of the volume.

Do not pick up a volume unless there is at least one issue of the next volume on the shelf (i.e. Jan-Dec. 1997 should not be picked up unless at least one 1998 issue is on the shelf).

Pick up only volumes that are 1 - 2 1/2 inches thick. A volume that is less than 1 inch thick should be passed over; a volume that is greater than 2 1/2 inches may be split into smaller bindable units. EXCEPTION: If there are 3 years of the same title and the volume is still under one inch, it should be bound.

Collate the volume by putting the issues in chronological order with the oldest issue on top.

To determine whether you have all of the issues, you need to know the frequency of publication (i.e. weekly, monthly, quarterly, etc.). This may be obvious from the issues in hand, but not always. Usually the publication frequency is printed with subscription information in the front of the issue. If not available in the issue, inspect all of the issues available to determine the frequency pattern.

If one or more issue(s) is/are missing, lightly pencil in on white label of top piece the missing number.

Put duplicate issues in separate stack on truck. They can be discarded during processing.

Once a volume has been determined take these steps:

Rubberband the volume together.(one band horizontally)

Separate complete and incomplete volumes on the truck.

Continue this procedure until the truck is full or your quota is complete.

Take all of the volumes back to a computer workstation.

For complete volumes, follow the procedure entitled Processing Periodicals from the Periodicals Reading Areas
For incomplete volumes, follow the procedure entitled Initial Processing of Incomplete Volumes

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Processing Periodicals from the Periodicals Reading Areas

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For Complete volumes measuring 1 - 2 1/2 inches

Check collation, rubber banding each bindable unit together with one rubber band placed horizontally around the piece. (Bind less than one inch only if there are 3 or more years issues to be bound.)

Search the library system (by ISSN, call number or title) for the piece you are holding. Check to be certain the title and call number are an exact match. Be alert for the possibility of title changes.

Fill in the alert slip: (see attached sample).

• Fill in the title, ISSN and call number.
• Check receipt statement to be sure you have complete volumes, watching for supplements and special issues. Check both catalog holdings and serials check-in if needed.
• Use the item records to check for the bindable unit and variable form previously used. Assign variable information (volume number, year, numbers, etc.) to be printed on the spine. Bindable units may be adjusted as needed as issue sizes change. (Items printed on glossy or slick paper weight more than other paper. These may need to be smaller bindable units.) Fill in appropriate information in the correct spaces on alert slip.
  Library Policy sets these standards;
  • Most volumes will be labeled with volume and year OR if no volume is given then year and number. Add months to this only if the physical volume is part of one bibliographic volume (refer to samples C and D). Following are examples of the most frequently used spine labels for periodicals:

    SAMPLE A	SAMPLE B	SAMPLE C	SAMPLE D
    47	47	47
    1985	1985	Jan.-Apr.	1985
    	No. 1-4	1985	No. 1-4
    		Incomplete

  • Notice that there is no vol. or v. preceding the volume number; number is abbreviated No.
  • The word Incomplete is spelled out entirely and should be the last element of the variable information.

Using piggyback OCR labels, affix OCR label on the first issue of the volume in the upper right corner (taking care not to obscure any information).

Paper clip the alert slip to the first issue of the volume. When there is more than one bindable unit of any title , place the oldest on the top of the stack, working down to the newest.

In Cataloging Holdings record, add the volume to the statement in accordance with standards for noting enumeration, chronology and gaps. NOTE: The information on the binding slip will not be in the correct format--bnding does not adhere to the ANSI standard.

Delete receipt statements for all issues included in the volume(s)

Complete an alert slip, an item record and update MHLD and receipt statements on the library system for each volume on the truck.

Charge out each volume to the Periodicals Processed Patron at the end of each day and forward processed pieces to the bindery terminal.

After bindery terminal input, the alert slips and a shipment printout will be checked for accuracy by the binding staff.

Binding Ticket errors should be corrected on-line and on the printout. A new binding ticket should be printed if necessary.

Return the printout and alert slips to the booktruck with the shipment.

The binding student will charge and box the volumes. After boxing, the printout and alert slips will be filed in the outstanding shipment drawers.

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Initial Processing of Incomplete Volumes

Check the library system to determine whether or not the missing issue(s) were ever received.

Using piggyback OCR labels, affix OCR label on the first issue of the volume in the upper right corner (taking care not to obsure any information. (If the first issue is missing, staple the OCR onto the front cover of the first issue that is there. Do not staple through the barcode or OCR number - just the backgound paper.)

Create the item record for the issue. In the note field list the missing issues as Missing: v.12, no.2.

If the issues were received;

• Use the double copy alert slip instead of the single page form. On the green alert slip write "missing #______” in lower right hand corner and the OCR # in lower left hand corner.
• Fill out Purple Search Form for the reading room. Date form to show when item will no longer need to be searched for. Place in Search Form tray at microforms desk.
• Charge the item to the Incomplete Periodicals Patron.
• Send the incomplete volume to the Incomplete holding area to be placed on the Search shelves and refer to SEARCHING INCOMPLETE PERIODICALS PROCEDURE. Place the white alert slip with others in the Search File Drawer.

If the issues were not received;

• Use the double copy alert slip instead of the single page form. On the green alert slip write, "missing # _____- never received" and the OCR # on green alert slip.
• Claim the piece whenever possible.
• Check the library system for the BINDING DECISION, then follow the guide lines for the decision.
• If a replacement is needed, send replacement request to Serials staff. File white alert slip in Claim File Drawer.
• Charge the item to the Incomplete Periodicals Patron.
• Send volume to Incomplete holding area to be placed on the Claim shelves until the missing piece is recieved.