Middle Tennessee State University Repair and New Binding
Susan M. Hanson 1/1/01
All binding work at MTSU is contracted out with Mid Atlantic Bookbindery. Individual departments, which include the Library, Graduate School and the Center for Popular Music, process their own binding jobs. The Library is responsible for binding periodicals, rebinding books and for binding some government documents and other new material. This Handbook will outline procedures used in managing the binding process for repair and new materials which come to the Special Collections Assistant (other library staff members handle periodical and curriculum library binding ). It should be used in conjunction with the "LARS/Library Concise User's Guide" and "Voyager Cataloging Notes". Copies of both can be found in the Special Collections Assistant's files.
Contents
Processing Books for Binding 2
Sorting 3
Packing 5
Shipments Received from Bindery 5
Check-in 5
Invoices 5
Index 7
All binding work at MTSU is contracted out with Mid Atlantic Bookbindery. Individual departments, which include the Library, Graduate School and the Center for Popular Music, process their own binding jobs. The Library is responsible for binding periodicals, rebinding books and for binding some government documents and other new material. This Handbook will outline procedures used in managing the binding process for repair and new materials which come to the Special Collections Assistant (other library staff members handle periodical and curriculum library binding ). It should be used in conjunction with the "LARS/Library Concise User's Guide" and "Voyager Cataloging Notes". Copies of both can be found in the Special Collections Assistant's files.
Distressed books are targeted for repair usually by circulation or interlibrary loan staff, but sometimes might be pulled out via other means. These are then passed to Pauline Fraley who repairs minor problems and sends books for binding to you, the repair bindery manager. In MacBeth will send on new materials for binding. These materials are entered in the binding software, LARS, and processed for shipment to the bindery. Bindery pick-ups and deliveries are made in Collection Management. Once finished, jobs are returned by the bindery, books are brought back up to the 4th floor to be checked out of the LARS system and processed. Repaired books are then sent on to circulation for check-in and re-shelving while new materials go back to cataloging for further processing.
I Processing Books for Binding
1. Repair books coming from circulation or interlibrary loan are routed through Pauline although other staff members may bring in materials needing repair. If Pauline hasn't seen the material and the repair looks minor, check with her before re-binding. Ginny Vesper is the decision-maker regarding books to be discarded or replaced--materials falling into either of these two categories should be brought to her attention. Repair books to be re-bound will usually be collected by Pauline who will bring them to you to be entered into the system.
2. You might periodically scan main shelves for repair and binding candidates if staff /student worker time is available (the Stacks Check Sheet demonstrates how this might be done systematically to cover the whole collection.) Do a preliminary sort of books retrieved dividing them into likely binding candidates, items for in-house repair, and items to be reviewed for replacement or withdrawal. The later two categories of books go down to Pauline.
3. New materials to be bound will come from the catalogers (theses, government documents, etc.). Check with them periodically regarding materials ready for binding.
AS OF 10/18/00 WE ARE NOT ALTERING BOOK LOCATIONS BUT WE MAY IN THE NEAR FUTURE. SKIP THIS SECTION UNTIL FURTHER NOTICE.
1. Call up the Voyager record for each item. If the status indicates it is at the bindery, proceed with processing through LARS.
2. Items not checked out to the bindery will need to have their locations changed in Voyager. Follow the steps below:
a. Go to Voyager Cataloging (desktop icon-"Shortcut to Catalog"). Enter the Special Collections password [ABOEHM] and id [A1an]. (Id uses a #1, not the letter l.)
b. Select Main Cataloging
c. Retrieve item information from the database using the pull down "Record" menu. Non-keyword search options include call #, title, etc. Call # is usually easiest here. Otherwise, try the Builder where you can add words from the title or author’s name to build a search string. (To use the Builder, enter a word in the search box, select the appropriate item in the Search in pull-down menu and select And. Add more terms to complete your search string.
d. Your search will pull up a Bib record. From there use the book stack icon (on the far right side of the four book icons) to retrieve the item record. The next screen will allow you to select from different copies if we have more than one. If there are multiple copies, use your job list to check that you have the right bar code number selected. Click OK.
e. Select "bindery" in "Temp Loc" box.
f. Please note, books with locations changed to bindery will have to have these locations changed back before they go down to circulation.
1. To facilitate data entry, sort books into the following categories:
a. Hard back monographs for repair
b. Paperback monographs for repair
c. Multiple volume sets (i.e. government documents)
d. Miscellaneous sets or "other"
2. Collect together items requiring matching with pre-existing sets (i.e. items from series or multiple volume sets). When entering these items into LARS, you will try and match the color and type spacing on the pre-existing volumes.
1. General Notes on using the LARS User's Guide
The LARS guide provides some instructions for creating binding jobs, entering and sending data, and receiving finished work. Since the Special Collections Assistant does not handle Periodicals, some information in the guide is not pertinent. As of October 2000, for example, there is no permanent database for monographs. Also the type of information entered for monographs differs from that entered for periodicals. However, read through the whole guide, especially sections containing definitions of terms and functions since this information applies to monographs.
2. LARS Hints
a. CREATING A JOB - In the "New Job" box, the only information which must be entered is a job number in the "LARS Job" box. The job number is based on the date the job was created. A job begun on March 14, 2000 would be numbered "031400". If more than one job is sent at a time, also create a shipment number. The next pickup date is a convenient number to use. Be sure to change the account number to 15871.
Unless you are sending only a few items, creating a job for each type (monographs, serials, paperbacks, etc.) is recommended and will help insure proper pricing on the invoice. Do not click yes to "Automatic Binding Tickets", print tickets up in batches.
b. ENTERING TITLES - To enter titles you must be in "Add" mode. Use "tab", not "enter" to move between fields.
Title ID Automatic numbering for each title/piece entered.
Type Use M for monograph, FS for paperbacks, or T for thesis. If the bindery will be binding multiple units into one volume, you must code it as a P, for periodicals or serials. Our monographs and serials are all bound in buckram, paperbacks are bound in buckram with cover mounted. Using the correct code in the type box will direct the bindery properly. [Note: Though government documents are, strictly speaking, paperbacks, code them as periodicals if they have any volumes with multiple parts. We also don't want mounted covers on these.]
Title Style Monographs, use TA1; title, author, call number . With periodicals, use V1. (Some of the options listed in their manual don't work in our software.) For theses without a call number, use TA.
Foil Unless you are matching a series, use G for gold. This indicates the font color.
Material Refers to the color of the binding to be used. Entering "000" will tell the bindery to select a color. For hard bound books (monographs), the gold type doesn't work well with every color of buckram, so choosing your own color is a good option. Selecting a dark color for each job and rotating colors from job to job will be easier than varying colors within each job. Refer to the color swatches for color numbers. For paperbacks, don’t select a color, use 000. (The bindery uses a different binding material and we don’t have the option of color selection.)
Title In the small box you can enter a slot number (use slot gauge kept in LARS file folder) if you are matching pre-existing volumes. Leave it blank unless matching a series and the bindery will assign a number.
Title Text Use all upper case. Use "\" instead of spaces. Use two "\" for extra space. (Do not use the "/", it doesn't convey the same information in the LARS software as the "\". This will be apparent if you print binding tickets using a "/" instead of a "\".) Usually the title on the binding should reflect the Voyager record and/or the title page. Skip long sub-titles. Don't use series titles.
Author Use upper and lower case and only the last name. If the book has two authors, use both last names (Jones\and\ Smith); if more than two authors, use only primary or first author (check the call number or Voyager record). Use an editor's name if it appears on the spine and/or title page. [Keep in mind both author and title entries require some degree of judgement.]
Call Number Use upper and lower case for call number. Again, use the "\" instead of spaces -- "973.44\R33\c.2"
c. SAVING TITLES - When the entry is finished, hit save. If you want to retain the information you have just entered on the screen, which is useful when working with government documents, before hitting save, go to options and select "keep", then save the item. This will carry over information from one entry to the next. After finishing the batch of same title items, go back to options and turn off the keep function.
d. CHANGING ENTRIES - Entering the Update mode will allow changes to be made to entries. Hit the "Next" button to call up entered pieces.
e. REMEMBER - The bindery will follow whatever instructions you enter into LARS so proofreading entries for typos is essential.
E. Binding Tickets and Reports
1. Printing Tickets
a. Binding tickets (a print-out of the LARS info for each book) must be included with each item. Go to the Reports module and select, under Custom Reports, "Job Tickets Batch"
b. Enter the job number/s in the "From" and "To" boxes. You don't need to enter other info.
c. Hit print and select yes to the print preview inquiry. Before doing the final printing, proofread entries on the screen and make necessary changes by going back into the jobs module.
d. Printed tickets should then be put inside the front cover of each item.
2. Printing Reports
a. Go to the Reports module and select, under Custom Reports, "Jobs At The Bindery"
b. Enter the job number/s in the "From" and "To" Boxes.
c. Hit print and select yes to the print preview. Use the "Save As" function to transport the report to Word where changes can be made to its format. Go to My Documents in the C drive, select Word, Binding, and Job Reports and follow the pattern for naming files.
d. Once you have the report available in Word, input barcodes for each item using the scanner (simply place the cursor where you want the barcode and scan). These will help identify books in the cataloging module, especially useful when the repaired book is one of multiple copies.
e. Add any special handling instructions for specific books to the report. For example, indicate on the report which items should not be processed (see IIC below). Items to be returned to someone other than Gale should also be noted. These special handling instructions will be passed on to you by the person giving you the book/s for binding. When all information is input and correct, print the report. These reports will be used later to check in materials when they come back from the bindery and direct materials to the proper persons.
1. Bindery boxes are located in the storage room in collection management.
2. All boxes should be labeled with job number, shipment number, library contact and numbered, 1 of 4, 2 of 4, etc. (See the label format in Word Bindery files.)
3. Leave a shipment letter with the boxes(see form in Word Bindery files).
4. When the materials are picked up the driver will leave a shipping receipt for you.
1. Data is sent to the bindery via ftp. The LARS handbook, p. 27, contains instructions for closing jobs and sending them. Steps 1 and 2 will be completed through the LARS job list screen. To complete Step 3 you must go to the Start menu, select programs, Lars and then Lars ftp client.
2. If the ftp method isn't functioning, the backup method is to send using diskettes. Again, see the LARS handbook for instructions.
II Shipments Received from Bindery
1. Material shipped back from the bindery should be checked against the reports created for that job. Mark off each item individually on the report to indicate it was returned.
2. Books also should be checked in in LARS (When you send jobs to the bindery, they also get sent to the shipments software module. The bindery does not alter data we send out so when we receive data, all we are doing is retrieving our original data into the shipments module.)
From the LARS main menu:
Select Shipments
Select Receive
Click Receive using FTP
Select the shipment # you want to receive
Click OK
Exit out of that screen
Shipments screen should now show the job #/s you want to check-in (you might have to refresh first)
Select job # and select check-in
Select Returned as the status and click apply
Check-in is finished
1. The delivery person should leave an invoice/s with returned jobs. Verify that all information on an invoice is correct before marking it "Ready to Pay" and initialing or signing it. Invoices go to Terry in the library administration office.
2. Input data from invoices in Access databases (in Binding folder) and keep copy for file. Track running totals through fiscal year. Julie Hight manages this budget.
1. Before processing any books, be sure you check your report and pull out any books which are not to be processed by you.
2. Stamp spines top and bottom with "MTSU Library"
3. "Date Due" slip should be inserted in rear of each volume.
4. Add new barcodes using template for proper positioning. The template is placed in the upper left hand corner. (Ex-paperbacks with a functional barcode on the front cover don't need new barcodes.)
5. Activate new barcodes in the Voyager cataloging module.
a. Go to Voyager Cataloging using the desktop icon, "Shortcut to Catalog". Enter the Special Collections password [ABOEHM] and id [A1an]. (Id uses a #1, not the letter l.)
b. Select Main Cataloging
c. Retrieve item information from the database using the pull down "Record" menu and selecting Search. Non-keyword search options are somewhat complicated. Call # is usually easiest here. Otherwise, try the Builder where you can add words from the title or author’s name to build a search string. (To use the Builder, enter a word in the search box, select the appropriate item in the Search in pull-down menu and select And. Add more terms to complete your search string. )
d. Your search will pull up a Bib record. From there use the book stack icon (on the far right side of the four book icons) to retrieve the item record. The next screen will allow you to select from different copies if we have more than one. If there are multiple copies, use your job list to check that you have the right bar code number selected. Click OK.
e. Look for the barcode box and hit "..." button. On the next screen use the barcode reader to insert the new barcode which will then automatically become the active barcode. Delete the old inactive barcode.
6. Technical services or catalogers can answer questions about technical processing.
1. Most books go back to Gale in circulation--bring them to her desk since they must be checked in before going back to the shelves. If she isn’t in, be sure to leave a note with the books indicating they are back from the bindery and must be checked in and leave the cart with the books inside her cubicle.
2. New books go back to cataloging for further processing. These don't need to go through the steps in C above. (There probably won’t be many of these.) Check your job record list for any books with special instructions and return those to the appropriate person.
Binding tickets 4
Checking in jobs in LARS 5
Checking out books to the bindery 2
Distribution of finished books 7
Invoices 5
LARS instructions 3
Packing boxes 5
Processing bound books 6
Reports 4
Retrieving books for binding 2
Sending data to bindery 5
Sorting books for LARS entry 3