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Bindery Procedures

SECTION I. Preparing items for binding
BMS
Preservation
Serial items and standing order sets
MOR (Bindery Staff)
SECTION II. Processing returned items
SECTION III. Treatment of rush books requiring binding

Section I: Preparing Items for Binding

BMS

Bindery books are cataloged the usual manner with some exceptions.
1. Although they lack barcodes, include 949s for all items of a set. Such 949s should include any volume, copy, etc. information. Only the subfield "p" (barcode) will be missing.


Examples:
949 0 UNLM
949 0 UNLO |v v.1 |g v.1-2
949 0 UNLO |v v.2
949 0 UNLS |s o
949 0 UNLM |k 2

All items will have the call number marked on the title page.

If the eventual author and/or title for the item's cover or label is not that in the bibliographic record's 1xx and 245, such as in the case of an analytic record for a set where the set author/title should appear on the cover/label rather than the individual volume title, do the following:

If the title to be used on the cover/label is in a series statement, add a post-it to the title page reading "Use Series." Since the person generating labels or bindery slips has to look at the title page in order to read the call number and call up a record with which to generate labels, this post-it should not be easily missed.

In a case where something else needs to be used as the author and/or title, you will need to add a large post-it explaining exactly what is to be done, or provide written/verbal instructions directly to whoever will be generating the labels or bindery slips. An example would be a run of successive serial items, where all the labels will be identical except that the call number labels will have individual volume numbers, and the author/title labels will need to include the series numbering.


2. Items going to the Bindery are those that are more than 1/2 inch thick and flagged by bibliographers. Bibliographic record on these cataloged items should show the 949 0 as UNLM |sb and status field in the item record should reflect the code "b". Pam bound items would require a 949 0 |sd in the the bibliographic record and code "d" in the status field of the item record. Codes "b" and "d" are useful information for patrons when displayed in the Public mode. This would indicate the whereabouts of the item. Status "b" is Bindery and status "d"
is Mending (in Preservation).

Examples:
949 0 UNLM |s b
949 0 UNLU |s d


If there are other subfields as well (such as for volumes, copies, etc.), consult your procedure sheets for the correct order.
Cataloged bindery books are then forwarded to MOR bindery unit.



Preservation

Items to be pam bound are placed on shelves marked PRESERVATION located in the KAM workroom shelving area. Preservation staff empties the shelves regularly.



Serial Items and Standing Order Sets

MOR serials staff will check items in on the INNOPAC checkin records, adding call numbers, OCLC numbers, and bindery slips as needed.

BMS staff will add item records as needed and any volume, copy number, etc. subfields as needed.

If the bindery slip has "Pam bind" checked, add code "d" to the item record status field.

Return the items to Serials after processing.



MOR (Bindery Staff)

When MOR bindery staff receives a cart of bindery books they check each item out to Bindery, using the call number on the title page of each book for access. Bindery slips will be printed for each item (same process is followed for items requiring re-binding). MOR bindery staff will notify BMS of any problems; i.e., books not found in the system and call number discrepancies.

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Section II: Processing Returned Items

When items are returned from the bindery, they are sorted into categories, as follows:

1. Monographic items sent by cataloging
2. Items which required re-binding
3. Serial items and standing order sets
If bindery errors are encountered during any stage of processing returned bindery items, see In case of bindery errors...

New Monographic and Rebound Items

MOR bindery staff will inventory returned new monographic items and rebound items and route them to BMS section.

BMS student staff will barcode all returned bindery books (except Special Collections items), property stamp them, check that the bindery has added security tapes, insert date due slips, generate labels for and mark Mylar bound items, and deliver the items to the appropriate BMS classified staff person in charge of returned bindery books.

Designated staff will check bindery cart, pull Music scores and give to music BMS staff person. Attach a post-it note advising that it is a bindery item.

Pamphlet bound items are delivered to a designated shelf across the student work area. Student assistants will barcode them if necessary and add date due slips.

BMS classified staff will call up the INNOPAC record for each returned item and add barcodes to the item records but NOT to bib records, except in cases where there is an old existing barcode (these usually are rebound or rush cataloged items) always checking that the proper item record has been found. Any |s in the 949 fields containing bindery/mending status codes will be deleted. Any bindery/status codes in the item records will be changed to a hyphen (-). Do not check in the item.

If the item is pamphlet bound, the BMS classified staff person in charge of such materials, will generate author/title call number labels using the FastCat software. Items and diskette with label files are forwarded to student assistants for processing.

NOTE: If a pamphlet-bound item has a post-it on the title page reading "Use Series", generate the author/title labels from the series statement in the record instead of the 1xx/245 as follows: When creating the labels in the FastCat software, click the "Defaults" button on the "Edit and Author/Title Label" window; in the "Defaults" window click the "Use Series Statement for Author/Title" checkbox, then "Close." Uncheck this box to resume normal author/title label generation. See the last page of the FastCat manual for more information.

NOTE: If the item has a location of Reference, or if the first 949 has a |w with the message "DOES NOT CIRCULATE" and the 949 in question has a |t 005, change the status in the |s and the status field of the item record to "o".

When a truck has been completed, send to the student work area with a note that is ready to be delivered to Circulation for check in.


Media Resources

Books accompanied by disks, CD-ROMS, and other media materials are shelved in the Main stacks, except for compact discs containing music or items purchased for the Music Library and spoken word CD for the Architecture Library. These items are housed in Media Resources.

Upon receipt from the Bindery these items are matched with the disk, treated like the rest of the returning items and labels stating location of the media materials are placed on the inside front and back covers of the item. Examples: "ACCOMPANYING DISK LOCATED IN MUSIC MEDIA" and Architecture books with disk are labeled "ACCOMPANYING DISK LOCATED IN ARCHITECTURE MEDIA".


Serial Items and Standing Order Sets

MOR serials staff will check in serial/standing order set items returned from the bindery.
BMS classified staff will barcode each item, and add the barcode to the 949 0 fields and item records. Unless the item is for Special Collections, then the item is routed to the Serials Cataloger and not barcoded. Any |s in the 949 fields containing bindery/mending status codes will be deleted. Any bindery/status codes in the item records will be changed to a hyphen (-). The items do not need to be checked in as Serials has already done this.

NOTE: If the item has a location of Reference or Special Collections, or the first 949 has a |w with the message "DOES NOT CIRCULATE" and the 949 in question has a |t 005, change the status in the |s and the status field of the item record to "o".

Route the item to the appropriate department (Reference, Media Resources, etc.), or to the student assistants for marking with appropriate instructions for routing afterwards.

Send the completed cart to Circulation via the "on the fly" cart, except any items requiring marking (such as Mylar, pamphlet bound items) should be sent to the student assistants for marking first.



In Case of Bindery Errors

The question has arisen under what circumstances do we send items back to the bindery when errors are encountered, or relabel the item in question in-house. The following guidelines are in all cases subject to the discretion of the individuals in charge of binding.

In the case of items handled by MOR serials staff, we will send an item back to the bindery if:
• The item is bound incorrectly (upside down, etc.)
• Items within a single set of covers are bound out or order.
• The title is incorrect, or an analytic title was used instead of the serial title.
• The colors are wrong.



In all other cases, corrections will be made in-house. In the case of items not handled by MOR serials staff, we will send an item back to the bindery if:
• The item is bound incorrectly (upside down, etc.).
• The title is noticeably wrong (misspelling, used alternate title instead of main title, etc.).
• The author is noticeably wrong.
• A mistake is present in the call number proper (i.e., not in location, volume or copy number); or
• A mistake is present in more than one line of the call number, including location, volume or copy number.
• Correcting the problem, whatever it is and whether or not it falls under any of the above guidelines, would result in a "mess."
Otherwise corrections will be made in-house.

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Section III. Treatment of Rush Books Requiring Binding

Because books being rush cataloged bypass the normal workflow, special provision must be made for rush books which require binding. The following procedures should be followed:

• MOR acquisitions staff refers the rush request, including the yellow bindery decision slip, to the cataloger in charge.
  
  
• The book is cataloged following normal rush cataloging procedures, except that in the bibliographic record a subfield "m" is added to the 949 field for the item containing the message, "BINDERY--RETURN TO MOR BINDERY UNIT WHEN CHECKED IN". This information will display each time the book is checked in or out for as long as the message is present in the record. The item will also be barcoded (inside front cover), unlike normal bindery books.
  
  Example:
  949 0 UNLM |p 31147004036242 |m BINDERY--RETURN TO MOR BINDERY UNIT WHEN CHECKED IN
  
  
• The item, with the rush paperwork and bindery decision slip, is placed in the Rush Book Marking Basket located by the BMS Section Student area. The printout is rush edited and exported by a classified staff employee as with other rush books. The message in the subfield m will be automatically transferred into the item record when the record is exported to the INNOPAC system.



• BMS student assistants will tape the bindery decision slip to the date due slip in the item, generate labels, and mark the item, and send it to Circulation.



• Circulation will check out the item to the patron, ignoring the bindery message which appears on checkout and requesting that the patron not lose the bindery decision slip in the book.



• When an item is checked in and a bindery message appears, the employee checking the item in will see if the bindery decision slip is still present in the book. If not, a new decision slip is prepared and the item forwarded to MOR Bindery unit.



• EXCEPTION: PAM BIND RUSH ITEMS: Rush items will be sent directly to Preservation Unit where they will be pam bound within 48 hours, or sooner if possible. Then they will be sent directly to BMS staff to be rush cataloged in the usual manner.

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