Preservation Procedures Manual
- When To Bind
- Guidelines For Binding Journals
- Instructions For Updating the Holdings in Sirsi
- Using The MHLD To Record Binding Information
- Activities of the Binding Unit
The long-term usability and life-expectancy of book materials in any library collection depends a great deal on the type of binding first applied to materials and the physical treatment (rebinding) provided when the original becomes worn and broken.
When To Bind Monographs:
Unbound materials which are frequently circulated will have a relatively short shelf-life. If a modern publication (published after 1950) is becoming worn from frequent use, it should be bound as soon as possible.
When to Bind Periodicals and Serials:
- Bind titles in imminent danger of loss of text
- Bind high use titles
- Bind titles which have not been cancelled
- Bind titles which are not available online
When to Bind Pamphlet Sized Materials:
- When materials are one-quarter inch thick or less. These are bound in-house at a cost of approximately $5.00
- Bind journal issues in bindable units. Commercial binding can vary in thickness from ½ to 2 inches. Adhesive bind failure is likely to occur when the volume is over 2 inches. If thickness allows it, bind when enough issues are received to complete a set. For materials less than ¼ inch thick, in house pamphlet binding may be requested.
- Bind each title yearly, if possible. Some volumes will not be thick enough, and binding every two or three years will be the binding frequency for such titles. Other titles will be published either in several volumes or many issues per year and will require more frequent binding. Items that are in heavy demand by patrons may have to wait until a semester is over before they can be bound.
- Update all Virgo records when preparing volumes for binding. Create item records, add volume to mhld, remove current issue display, and charge all volumes to the bindery patrons (Bind for Departmentals, Bindery for Alderman) before sending them to Preservation.
- Pull issues from the current shelves after the first issue of the next volume arrives. (Group must be 1 to 2 inches thick)
- Prepare issues for binding
- Put issues in chronological/numerical order—earliest issue on top
- Obtain the pattern number and binding information from the 852 field of the MHLD
- Write the call number in pencil on a white paper label. Write the pattern number and note any special instructions on the routing slip
- Delete any lines in the 863 field that contains an issue that is being prepared for binding.
- Edit the 866 field by adding the volume that is being prepared for binding. (ex: v.1-21 1979-2000 will become v.1-22 1979-2001).
- Click on ok to save changes.
- Edit the 599 field to make sure that none of the issues being prepared are displayed. Click on the bib folder and the All volumes folder. If they are displayed, delete them. Click on ok to save changes. Click on review to check for accuracy. If issues have circulated, remove the items. (Open the Remove title wizard. Search by exact item ID. Enter the barcode in Remove item: lookup and click ok. Make sure that the removed selected copies button is highlighted for Remove item:select to remove. Enable the checkbox next to each copy that is being removed. Click on the remove button).
- Apply the double barcodes. Apply the first barcode to the lower left hand corner of the volume. Affix the second barcode to the verso of the title page.
- Create a new item for the volume that is going to be bound. Open the add volumes and call numbers wizard. Enter the title and click ok. Highlight the title. Click on the Add call number folder. Enter the correct library and click ok. Enter the call number in the call number field. After the base call number add |z delimeter and the volume number. Tab to class scheme and make sure it is LCPER. Enter the appropriate library, the type- BOUND-JRNL, and Item cat1- ADD. Type your initials and date on the Staff line. Wand in the new barcode. (This must be done last because it closes the record)
- Tie issues together using the library knot. For all Alderman volumes, charge them to the bindery patron. For Branch volumes, charge them to the bind patron.
- Record the number of volumes added on the monthly size of collections statistics form.
- The mhld record can be used to record information that staff need when they are processing periodicals for the bindery. Binding information should be recorded in the 852 field, subfield x. The |x does not display in the public view so it can be used to enter information for staff-only access. The format of the information should be easy to interpret by all staff
- 852 guidelines:
Binding information can be entered in the following order:
- Binding unit=bind 2v.
- Volume designator=use whole number
- Index information=index in last no.
- Time to bind=bind only in summer
- Examples: 852::|x bind 2v.; use whole number; bind only in summer
- 852::|x bind 1v.;pattern #002560; 5 issues per volume
- Separate each information segment with a semicolon. Be careful not to edit or Delete the |=
For Binding Treatments and Guidelines —See Chapter II Selecting the Appropriate Treatment
Binding processes all materials for the commercial binding. Its activities include:
- Charge of materials to appropriate ID patron: BIND
- Confirm title and variable information in Virgo
- Match existing patterns with previously bound materials
- Check collation of periodicals so that they are in the right sequence and are complete
- Select appropriate binding options (adhesive bind, retain sew, etc.) using knowledge of how materials are originally constructed (sewn structures vs. adhesive bindings).
- Input volume data into the bindery software program ABLE based on VIRGO or pattern information
- Print binding tickets and insert in each volume
- FTP binding shipment
- Unpack and check binding shipment upon receipt
- Stamp the inside cover of each volume with the UVA imprint
- Affix the new barcode from the verso of the title page
- Check-in (discharge) binding shipments (giving an intransit message to the departmental libraries) and distribute materials to the appropriate service points throughout the library system
- Coordinate binding schedules with the library binder