Phase Box Procedures
Bibliographic and Metadata Services (BMS) will on occasion receive
books (or other items) which have been "bound" in cases called
"Phase Boxes"--cardboard boxes folded around items which are
in too poor a condition to be placed on shelf as is, or containing loose
items which cannot be bound. After being processed by the Preservation/Conservation
Unit, each box will be returned to BMS.
Process the item as follows:
- "If the book no longer has a barcode on it (either inside
the front cover or on the back) barcode the book on the back,
using the barcode template, just the same as you would a new
book. A duplicate barcode must also be applied with the template
to the back of the phase box, as if the box were a book. You
can request that Circulation produce and apply the duplicate
barcode to the phase box (by applying a Post-It note to the
box). Branch libraries (Architecture, Music, CML) are responsible
for providing their own duplicate barcodes for phase boxes.
- If the book has a barcode anywhere on it (inside or outside),
do not apply a new barcode to the phase box. The barcodes on
the book and phase box must match.
- If the phase box only contains loose items (such as plates or
sheets), barcode only the phase box.
- Call up the bibliographic record for the item on INNOPAC.
If the old barcode is present on the Phase Box Decision Form
(and a new barcode has been applied to the book), verify that
it matches the barcode in the INNOPAC item record, then update
the item record with the new barcode. (949's in bib. records
are no longer being updated.)
- Add a message to the item record which reads PHASE BOX:
message
Examples:
MESSAGE: PHASE BOX: Fragile book
For a phase box containing only loose plates:
MESSAGE: PHASE BOX: Check for 36 loose plates
- Send books/phase boxes to BMS student assistants for labeling
and property stamping. The phase box should be property stamped.
Completed items should be sent to Circulation for check-in,
inventory and shelving
