Binding

Unboxing Returned Shipments

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NOTE: During cold weather, boxes should be allowed to stand at room temperature for 24 hours before being unpacked. The adhesive in the books needs to reach room temperature to prevent pages from coming out. While the books can be unpacked and put on the shelf, it is recommended that books are not opened until they are warmed to room temperature.

Rush items should be unpacked and processed within 24 hours of the arrival of the shipment. To identify the rush shipments check the binding shipment log for any lines with a R to the left of the shipment information. As part of the rush process, include items from previous shipments. Notify the Binding supervisor of items that come in from previous shipments.

Non-Rush

• Put each shipment together on the shelf, noting the shipment number on a piece of scrap paper and taping this to the first book in the shipment placed on the shelf. Shipment numbers are on the box shipment label.
• Place the last book on its spine (or tape note "End 9-1" on last book) to indicate end of the shipment. (If there is plenty of space start next shipment on a new shelf.)
• For periodicals, shipment numbers are composed of a week number, a hyphen and another number. When possible, put volumes on shelves in shipment number order, so that all shipments from a specific date will be together followed by books from a later date.
• Notify Binding Supervisor of any boxes not found.

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CHECKING-IN MATERIALS
RETURNED FROM THE BINDERY

Retrieve the oldest shipment record form from the box, then retrieve the shipment. Always check- in rush shipments first, then periodicals, doing book shipments last.

• Check the binding quality of each volume
  • Proofread spine lettering (title, call number, volume information) by comparing it to the title and hand-written call number in the volume. Use ticket information only as a check.
  • Check for location above call numbers inside of piece, (e.g. ref, juv or branch ) and place labels below call numbers on spine. FOLIO location is typed as part of the call number. When non-circ labels are needed. place above call numbers on the spine. Place branch slip in each item. These forms are in the box with their shipment slip.
  • For periodicals, check to make sure all issues are in order.
  • Check physical condition to make sure pages are attached securely, that they are not glued together, haven't been trimmed too closely or exhibit any other defect.
  • For custom books, make sure the instructions on the binding ticket were followed and that special pockets, etc. are well constructed. Place pocket material in pocket at this time, or if needed, send to Preservation for pocket to be made.
• Pull the binding ticket out of each volume and put it with the shipment record form. For reference, branch or document periodicals, insert the branch's periodical slip in each volume.
• If there is a cassette tape (audio or video), floppy disk or anything that is sensitive to magnetic fields in the item, place a "Do Not De/Sensitize” next to the barcode on the outside.
  
• When errors are encountered.
  • Record all errors on the small shipment slip. Leave the binding ticket in the book. Note on a piece of scrap paper what needs to be done. Charge book to the error shelf and place on the error shelf for correction.
  • For Paperbacks, the bindery is accountable for the following types of errors only: stamping, trimming into text, secure gluing of pages, and "square" volumes.
  • For Paperbacks, the bindery is not at fault for severed foldouts, collation errors, pocket material or missing pockets--these types of materials should not be sent in this category and we are at fault if we send them as paperbacks.
  • For custom books the bindery is accountable for all errors, assuming we have given them the proper instructions.
• Property stamp each volume on each edge and in the upper left-hand corner of the inside front cover. Property stamp boxes in the upper left-hand corner of the front lid.
  EXCEPTION: Do not stamp anything for Special Collections.
• Use the "OCR Labelled" Stamp on the inside front cover (below the property stamp) only if the book does not have a OCR that can be put on the outside cover.
• Discharge all books.
  • If computer displays a hold message, go to the printer for the printed hold slip. Place in the book and send Hale items to Hale Circulation. Branch items with a hold will not print out a slip. The slip will print when the book is discharged again in the Branch. Send these to the owning Branch.
  • When the computer displays a branch location, be sure item has label and a flyer. Monographs and serials for Hale locations that do not use sorting will need flyers. (Ref and Sci ref, rs, univ, spec col, and doc)
  • If computer discharge message says there is more than 1 piece, check item for pocket material. If pocket material is not in the item, find in the drawer and place in pocket.
  • If the computer displays a circ review or catalog review message, give the item to the Binding Unit Head.
• Note the number of volumes received and the number of errors on the shipment record form, initial it, and put it with all accompanying slips/tickets in the basket marked "Shipments Checked In." These will be used to compile monthly statistics.
• Routing of volumes
  • Error free monographs with no location flyers (i.e. Hale Stacks books including ag doc, cmc, juv and mrrc) should be routed to Sorting.
  • Error free monographs for branches should be taken to the mailroom and placed on the appropriate shelf or be placed on the mail truck in technical services.
  • Error free monographs for locations in Hale that do not use sorting, must have flyers and should be placed on mail truck in technical services.
  • Branch periodicals should be taken to the mailroom. Mailroom staff will decide if they should be boxed in the red bins.
  • Documents should be taken directly to Government Publications.
  • Boxes (except for Special Collections) should be given to the Binding Unit Head for creation of Voyager discharge note.
  • Errors involving loose pages or foldouts are usually sent to the Preservation Specialist. Place pink Preservation flyer in piece with treatment needed marked on flyer. Take item to Preservation lab and place on truck marked "In-Coming."