Cataloging Procedures Manual

Appendix 10: Binding and Preparation of Unbound Issues

Guidelines for Preparation of Unbound Issues for Binding
1. Bind journal issues in bindable units. Commercial binding units can vary in thickness from 1/2" to 3"; the optimum thickness falls between 1" and 2 /12". The extremes are possible when circumstances require it, but preparer should aim for optimum thickness.
2. Bind each title yearly if possible. Some volumes will not be thick enough, and binding every two (sometimes three) years will be your 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. For material less than 1/2" thick, in-house binding (Gaylord) may be requested. THE KEYS TO EFFECTIVE BINDING ARE ALWAYS COMMON SENSE, GOOD JUDGMENT AND FLEXIBILITY.
3. Current Issues Display Limit: Since only 15 Receipt statements will display to the public from the OPR, bind volumes before unbound issues reach 15 issues on the current issues shelves.
4. Update all Virgo records with a week of preparing a volumes for binding. Try to create item records, add MHLD, remove current issue display, and charge all volumes before sending them to Preservation and Heckman Bindery.
5. Use the bindery patron NOTE: to inform patrons when material will return from the bindery; staff will be able to use the shipment return date to track the material through the binding process.
Guidelines for Bindery Processing
PROCESSING CHECKLIST:
1. Pull issues from current shelves after first issue of next volumes arrives (group must be 1"-3" thick)
  (NOTE: only 15 Receipt Statements display in Public Virgo from the OPR.)
2. Prepare issues for binding
  1. Retrieve MHLD record (check for binding instructions)
  2. Put issues in order (if issues missing, follow missing/replacement issue procedures)
3. Mark location, call no. and volume information on verso of the title page in pencil (following Marking Guidelines)
  1. Create item record (Ald: attach OCR label to flyer; other locations: prepare OCR label sheet or file). Follow item record creation procedures.
  2. Add volume to MHLD record following Volume Holdings format.
  3. Update OPR following procedures.
  4. Put OCR label flyer or routing flyer in first issue.
  5. Tie issues together using library knot
4. After setting up bindery patron for the next bindery shipment with date of shipment return in the NOTE field, charge volumes to bindery on location patron ID if a circ location (Ald: Preservation charges volumes to Bindery).
5. Record number of volumes added to MHLD records on Monthly Size of Collection/Hard Copy-Volumes statistics form for Cataloging monthly report.
6. Send to Alderman Preservation Dept. - Bindery .
Guidelines for Marking Serial/Periodical Volumes
1. Write location and call number in pencil on the verso of the title page. Center call number one inch from the top of the page (or as near to this location as possible). No location above the call number indicates the volume is held in Alderman stacks. Enter item record enumeration/chronology following the marking guidelines. Note that volume holdings guidelines ("Pittsburgh rules") differ from marking and item record guidelines.
  Justifying the numbers to the left, transcribe the call number as follows:
```
                    Location
     basic          Class letters
     call           Class numbers
     number         Cutter letter/numbers
     _______        Volume designator(s)
     variable

     Examples:


          SciEngr        Ald
          TK             G
          5132.43        3
          .O7            .K5
          1990           A7
                         v. 1
                         no.1-6
                         1990
```
2. Write call numbers distinctly to avoid labelling errors.
  Make clear the difference between
  letter O and number 0
  letter I and number 1
3. Marking locations
  1. Never write call number for RareBks and Archivs on volume. Instead write location and call number on a flyer.
  2. Ald = Alderman Library
  3. Write the following marking locations above the call number on all book format material:
```
     Astro     Bio-Psy   Blandy
     Chem      Clem      Educ
     FineArts  Math      Mt-Lake
     Mu        Phys      Sel
     Doc       Micform   Per
```
  4. Class letters: Capitalize all class letters
  5. Class numbers: Enter class numbers with decimals on one line:
    Example:
    234.567
    Cutter letters and numbers: Cutters are always preceded by a decimal point:
    
    .A6
    Always enter double cutters on two lines:
    
    Write .A5B7 as
    
    .A5
    
    B7
    
    Variable volume designator information:
    
    Enter each date or volume, number, part, etc. on a separate line:
    Examples:
    
    Jan.-Mar. v.10 Bd.1 v.3-4 v.10 v.5-6 1990 no.1-6 Heft 1-2 1990-91 1990 1988/89- 1990 1989 1989/90
    
    Missing issues (place sheet indicating vol/no/date of missing issue where issue would be bound):
    If only one or two issues are missing, use comma to indicate missing issue:
    
    vol.2
    
    no.1,4
    
    1990
    
    If many issues are missing, mark as complete and indicate missing issues in MHLD and on item record.
    
    Enter Index or Suppl. on separate lines:
    Examples:
    
    Index Suppl. v.1 Suppl. Index Suppl. no.6 1965-70
    
    Entering Dates:
    Use of the slash and the dash in marking/item record guidelines:
    
    The slash is used when the volume covers parts of years:
    
    1987/88
    
    1988/89
    
    The dash is used when the volume covers entire years:
    
    1988-89
    
    1990-91
    
    Note that the date coverage over two years is written in the brief form, 1986-87 or 1989/90; in the volume holdings the complete years are written using only the slash in both cases, 1986/1987 and 1989/1990. If not sure, use the slash.
Using VIRGO MHLD to Record Binding Information
1. The MHLD record can be used to record information that locations need to process periodicals for the bindery. Record binding information in the 852 field, subfield x, i.e.,
  852: : |x Bind 1v./year; Volume designator=Bd; Bd./yr.
  the |x does not display in PUBLIC; thus, it can be used to enter information for staff-only access. The format of the information should be entered in a format most easily interpreted by the location. The following are merely guidelines to assist locations in entering binding information.
2. 852 Guidelines:
  Binding information can be entered in the following order:
  Binding unit = bind 2v.
  
  Volume designator = use whole no.
  
  Index information = index in last no.
  
  Time to bind = bind only in summer
1. OPTION A:
  852: : |x Bind 2 v.; Use whole no.; Index in last no.; Bind only in summer.
  Separate each information segment with semicolon. Wrap the information according to MHLD entry procedures.
  Enter 852 as follows:
  
  852::|xBind 2v.;use whole no.
  The information will reformat as in the example above.
  If a |z Continues note is present, consult Serials Volume Holdings Staff for assistance.
  
  OPTION B:
  852: : |x Bind 2v.
  
  |x Use whole no.
  
  |x Index in last issue
  
  |x Bind only in summer
  Enter 852 as follows:
  
  852::space through as many lines as you need, then enter without text. After you press [Enter], you will be able to type in text as if using a word processing program.

Table of Contents

Appendix 11

Cataloging Procedures Manual

Appendix 10: Binding and Preparation of Unbound Issues

Contents: