Research Guides: Binding & Preservation: Journals Binding

Bindery Company Contact Information

HF Group

1010 North Sycamore Street
North Manchester, IN 46962
(260) 982-2107 (All services)

Tammi Keefer

Customer Service Representative

HF Group, LLC - IN

800-334-3628 ext 988

Fax: 1-260-982-1130

Journals Binding General Procedures

Gathering Journals to send to HF for binding:

The first step is going into the stacks with a flatbed book truck, large rubber bands, and pencil.
I start with the A call number. Look for the boxes that hold loose issues of journals which are at the end of the bound volumes for the titles.
It is necessary to look on the shelves at each periodical title and see how that title is bound.
Most of the time journals are bound either twice a year or an entire year.
It depends on how it is published, weekly, monthly, bimonthly, quarterly, or annually.
Some titles contain two volumes per year.
t is best to look at the bound journals to determine how we will bind them.
Then we look to see if we have the issues needed to bind together.
Put a rubber band around the issues for each title and place them on the book truck.
If an issue is missing from what would normally be bound, put those issues on the truck to check for the missing issue in Sirsi Workflows after returning to the office.

Processing Journals:

Each title is stacked on the book truck to be brought downstairs for processing.
Once the journals are ready to be entered into our ABLE program, it is important to make sure all the issues are included in each stack.
If there are any issues missing from the stack, I verify in Workflows to make sure it was received and checked in.
If it has been checked in but still not in the stack, I set it aside with a sticky note showing that it was received, checked in but not on the shelf.
I keep a stack of journals on a bookshelf in my office that have received/missing issues that we check the shelves for weekly.
If the issue was never received, I check in Ebsconet to see if that issue has been claimed. If it has been claimed I set it aside to look to see where that issue may be. If it was never claimed I go ahead and claim it through Ebsconet. I leave most of those titles on a shelf here in my office.
If it is not possible to obtain an issue, the volume can be bound "as is" without the issue.

Entering Journals into the ABLE system:

Open Able Program and enter the account number: 57390001, followed by the username library and password LIBRARY
Go to Lot at the top of the screen and create a bindery lot number. The lot number represents the bindery schedule shipment date and the type of material being bound; e.g. J for journals. For the shipment date, use a two or three letter code for the month, followed by one or two digits for the day, followed by two digits for the year, followed by J for Journal. EX: MAY0419J. This code cannot be longer than 8 characters.
After you have created a lot number, you can begin to enter the information.

Journals Binding Detailed Procedures

1. Verify that information on the spine of the bound journal volume matches the information on the bindery slip that was returned with the volume and with the information inside the volume. Also, print an alphabetical list of the lot from ABLE and check off the volume from the list to ensure that all volumes that were sent have been returned, [The Indiana facility used to send packing lists that were emailed by HF Group in an email with the subject line "HF Group Invoicing." There was a separate email for each type of material (e.g., Journals, Buckram, Music). The Nebraska facility which started handling our materials as of September 13, 2021, does not provide packing slips.]

2. Match the returned volumes with the invoices that the HF Group sends by email to verify that the number of items returned matches the number of items on the invoice. Also, double check the pricing calculations on the invoices to be sure they are correct. Forward verified invoices to the Library Business Manager to pay. Notify HF Group of any discrepancies in invoices.

3. Count the number of returned bound volumes and report it on the technical services monthly statistics. This should include only bound volumes that go into the library's collection, not journals that are bound for those outside of the library like Dr. Jerry Cook's journals that are housed in the Biology Department.

4. For library journals, holding the closed bound volume, stamp along the top of the pages between the 2 covers with the "Newton Gresham Library" stamp using black ink.

5. Still holding the closed bound volume, stamp the top pages parallel to the spine with the "Serials" stamp using red ink.

6. Place the bindery slips with the alphabetical Lot list and file in filing cabinet.

7. Starting in September 2021, the library started barcoding bound volumes of journals.

8. Give the bound journals to the Technical Services' student assistants to barcode. The student assistants should check to see if the other volumes of the title have been barcoded or not. If not, the student assistant should pull the rest of the volumes for that title and barcode them as well, as time permits.

9. If the other volumes of a title have already been barcoded, after barcoding the newly bound volume, those volumes can be placed on a cart and the Stack Maintenance supervisor can be called to have a student sent to pick them up for shelving.

10. Journals are not checked out to the Bindery user in the Sirsi Circulation system, so no check-in is required for them.

ABLE

Entering info