Preservation Policies and Procedures

Library Binding Policy for the University of Virginia Library

Introduction
General Guidelines
Materials Ineligible for Library Binding
Policy
Quick Guide: Who routes what – and when?
Glossary

Introduction:

The University Library, which includes Alderman, Clemons, Brown Science and Engineering, Fiske-Kimball Fine Arts, Music, Physics, Biology-Psychology, Astronomy, Math, and Chemistry libraries as well as the Small Special Collection Library, bind approximately 11,000 items within the library’s collection annually. As preservation is primarily a collections’ maintenance responsibility, funding for binding activities is allocated by the Collections Group.

The University of Virginia Library outsources some library binding services.

To guide the activities of those who select, route, and/or prepare materials for binding, this policy clearly defines what materials are eligible for library binding, who should select and route those materials, and the binding schedule of materials per format.

The Preservation Unit does not offer binding or conservation services for Library patrons, staff, students, or the public. Printing and Copy Services offers binding of dissertations, theses, and personal items and sends these materials to the same library bindery under contract with the University Library.

General Guidelines:

Binding is a preventive option that protects susceptible materials (softbound materials in particular) from shelf and use damage. It is also a treatment option for most damaged materials published after 1950. Whenever practical, materials that need binding, rebinding, or conservation treatment will be routed to Preservation for evaluation and treatment.
Binding policy and schedules will not interfere with Express / Rush orders and will not impede patron access to materials. Patrons may recall materials from binding workflows at any time. Recalled materials in the binding workflow will be pulled until the item has been sent to the bindery in Petersburg, Virginia. There is a two week turnaround time for materials once they are shipped offsite to the bindery; rush ordering may be utilized to meet user needs as necessary and feasible.
Uncataloged materials will not be bound.
Staff with collection management responsibility (collection selectors as well as reference, reserves, and binding preparation staff) may, at their discretion, exclude any individual title from binding.

Materials ineligible for library binding:

Preservation will determine if materials routed for binding are ineligible and will work with library staff to find a treatment solution

materials published before 1950 (the textblock is usually too brittle or the bibliographic value of the binding should be preserved)
materials in poor condition that cannot withstand library binding (brittle materials; some clay-coated paper, etc.)
materials that will lose information as a result of library binding
any rare or Special Collections materials
ephemeral materials—any items that will be regularly replaced or superceded by a more current, complete, or timely version

Policy

Material Type	Location	Guidelines	Who routes for binding?	When?	Exceptions
Periodicals / serials	All	Staff with binding preparation duties will gather periodicals into the “bindable units” as described in the title’s holdings record. All periodical titles to be retained permanently will be bound. Titles not permanently retained will not be bound, including titles regularly superseded and withdrawn.	Staff with binding preparation duties	Frequency of binding is described in title’s holdings record	None
Softbound monographs	All: Thin (< ¼”) or unbound materials	All softbound materials that are: less than ¼ thick (pamphlets, thin paperbacks) or bound in temporary bindings (comb, spiral, etc.) unbound / loose leaf and are not Express / Rush materials should be routed to Preservation for pamphlet or library binding at the time of cataloging. This includes unbound or softbound theses and dissertations (including undergraduate theses). Retrospective binding: Circulation staff should monitor circulation returns for thin, unbound materials	Cataloging staff Circ staff	After cataloging Upon return from circulation	Express / Rush Gov Docs
	All: paperbacks	Softbound materials (paperbacks) will go to the shelf unbound. Circ staff will select and route paperbacks from circulation returns to Preservation for binding. Use a visible cue to select paperbacks: “After signs of use, before evidence of damage.”	Circ staff	Upon return from circulation	Gov Docs
	Reference	All softbound reference materials that are not Express / Rush should be routed to Preservation for binding at the time of cataloging. Retrospective binding: library staff should monitor reference collections to select and route high-use materials for library binding	Cataloging Collection selectors / branch staff	After cataloging Upon return from circulation	Express / Rush Any title that will be replaced by a cumulative volume or that will be superseded
	Reserves	Every effort should be made to route softbound reserves materials to Preservation for binding in the intersession before the item goes on reserve	Branch / reserves staff	Intersession period	Express / Rush
	Music Scores	TBD	Music Library staff	TBD	Express / Rush
Hardbound monographs	All - stacks	Hardbound monographs (published after 1950) should be routed to Preservation for binding when returned from circulation with obvious signs of damage	Circ staff / collection selectors	Upon return from circulation	Gov Docs Any item that will be replaced by a cumulative volume or that will be superseded
Dissertations &Theses	All	Dissertations and theses from U.Va. students should be bound by Printing and Copy Services prior to acquisition by the Library. Unbound dissertations and theses should be routed to Preservation for binding at the time of cataloging.	Cataloging	After cataloging	Express / Rush

Quick Guide: Who routes what – and when?

If you are:	Look for:	And route it to Preservation when?	Exceptions
Circ staff	materials less than ¼” thick Softbound materials—use visual cue: “After sign of use, before evidence of damage” hardbound monographs (published after 1950) with signs of damage	Upon return from circulation	Express / Rush Holds
Cataloging staff	materials less than ¼” thick (pamphlets, thin paperbacks) materials bound in temporary bindings (comb, spiral, etc.) unbound / loose leaf materials softbound reference materials media (CDs, DVDs) that accompany books uncut pages	After cataloging	Express / Rush Materials replaced by cumulative editions / superseded volumes
Binding Preparation staff	Journal titles acquired via print subscriptions	Binding frequency is described in title’s holdings record	None
Reserves staff	softbound materials on reserve	Before placed on reserve or during the intersession period	Express / Rush
Reference staff	high-use softbound materials in reference collections	Before placed in reference collection or during the intersession period	Express / Rush Materials replaced by cumulative editions / superseded volumes

Approved by the Preservation Advisory Group (Holly Robertson, Melinda Baumann, Bradley Daigle, Heidi Dodson, Warner Granade, and Mary Prendergast), December 2006

Glossary:

The Binding Unit of the George E. Smathers Library at the University of Florida maintains a “Glossary of Binding Terms” related to library binding.

Binding:: The process of securing the leaves, sections, or issues of a publication so as to keep them in proper order and to protect them; also, the finished work produced by this process
Commercial (library) binding:: Library binding refers to the hardcover binding of serials and paperback books intended for the rigors of library use. Though many publishers have started to provide "library binding" editions, many libraries elect to purchase paperbacks and have them rebound as hardcover books, resulting in longer life for the material.
Conservation:: Specific treatments undertaken on items in the library collection to prevent deterioration, provide usability, and improve the physical condition of those items, and, as far as possible, sustain their survival in their original form.
Hardbound:: A hardcover (or hardback or hardbound) is a book bound with rigid protective covers (typically of cardboard covered with cloth, heavy paper, or sometimes leather). They may have flexible sewn spines which allow the book to lie flat on a surface when opened, although most modern commercial hardcover books have glued spines.
Monograph:: A non-serial work, complete in one part or set, usually on a narrowly defined single topic. For example, a book or pamphlet (as opposed to a periodical).
Paperback:: Paperbacks include cheap mass market paperbacks, in the standard "pocketbook" format generally printed on newsprint or other low quality paper, which will discolor and disintegrate over a period of decades, and more expensive trade paperbacks in larger formats printed on better quality paper, sometimes acid-free paper.
Periodical:: A serial (journal, magazine) that is published at regular intervals, is numbered, contains separate articles, and has no pre-determined end date. Does not include newspapers or conference proceedings.
Preservation:: Policies and activities—such as proper storage, environmental control, and collection maintenance—associated with maintaining library materials either in their original form or another format. Preservation is a broader term than conservation.
Serials:: Any publication issued in successive parts, usually (though not always) at regular intervals, and intended to be continued indefinitely. Serials include: periodicals, newspapers, magazines, annuals, yearbooks, journals, memoirs, proceedings, transactions, and numbered monographic series.