Binding & Preservation

1. In the Sirsi Workflows Circulation module, check out buckram items to the appropriate account (BUCKRAM 1 or BUCKRAM 2).  At end of process, amend due dates to reflect bindery shipment and processing time.
2. Create a Lot in ABLE.  NOTE: All ABLE lots must be kept separate.  Music, govdocs, journals, and buckram books will each have separate lots in each shipment.
3. Enter each item into ABLE and print out shipment slip. 
4. Take two rubber bands and place them around the book.  Slip bindery shipment slip under the rubber bands and place on shelf.
5. When the lot is complete, run a report (see next tab).
6. Print out a copy and save an electronic copy for later use.
7. Using information generated in the report, go to the shelf and verify that all items on the shelf are accounted for in the report.
8. Fill out a HF Group Shipment Record (see Digicover tab).  Ensure the form used has account number 57390-001 on it (if it is 57390-000 it is for Thesis).
9. Find the words "Custom Book" (21) in the left-hand column.
10. Place the piece count (total number of items being sent) in the appropriate space.  Indicate immediately next to that how many boxes or packages (if envelopes are being used) are being sent.  In the LARS Lot Numbers column write the lot number created in ABLE: Ex.: MA0216B
11. Next fill out a shipment label (see Digicover tab).
12. Indicate product code (21), lot number (MA0216B - for example), lot total (from ABLE report sheet) and number of boxes.  Indicate box quantities in the following fashion: 1 of 5, 2 of 5, 3 of 5, etc.
13. Affix labels to each box in the upper left-hand corner of each.  If there are existing labels on other parts of the box, take a black marker and scribble over them so that it is clear that these are not current shipping labels.
14. Stack boxes no more than five high.
15. Place Shipment Record on top of the top box for the HF Group driver to retrieve.

1. In the Sirsi Workflows Circulation module, check out buckram items to the appropriate account (BUCKRAM 1 or BUCKRAM 2).  At end of process, amend due dates to reflect bindery shipment and processing time.
2. Create a Lot in ABLE.  NOTE: All ABLE lots must be kept separate.  Music, govdocs, journals, and buckram books will each have separate lots in each shipment. For music buckram use an M at the end of the lot number; e.g. MA0216M. Select the format MUSIC. It will have the default Cover color of red and default print of white but you can vary those so that not all materials are the same.  However, supplements should have the same color of the book that they accompany.
3. Enter each score into ABLE and print out shipment slip. Enter the information in ALL CAPITAL LETTERS.
   1. Open Workflows and find the title. The barcode number on the piece can be searched as the Item ID in Workflows. Look at the 245 title field in the bibliographic record. Do not include any words after the colon, if there is a colon. For accents or special characters, see the sheet that describes how to enter those. 
   2. Enter only the last name of the author. If there is no author, use the editor, composer, etc. The author is in the 100 field. Look in the 700 fields for editor, etc. and use the first one listed; or at the end of the 245 field in subfield c there may also be information about the author, editor, etc.
   3. Call number:  Look at the Call Number/Item tab. Letters and 1st number should be typed together with no space followed by a backslash. This is different from other non-music buckram which have the first group of letters separated from the first number. For example:
      1. Music buckram: M1210\.P4\M8\1984
      2. Non-music buckram: M\1210\,P4\M8\1984
      3. If the item is a supplement, the call number in Workflows will have Suppl. in subfield z. Do not type the vertical line or z as part of the call number. For example, in Workflows: ML134 .M55 B4 1956|zSuppl. In ABLE: ML134\.M55\B4\1956\SUPPL.
      4. If it is a music reference book, enter REF before the call number: e.g. REF\ML134\.M55\B4\1956\SUPPL. Check the location of the book to see if it is Reference. (Look in the Call Number/Item tab for Current Location or Home Location of LISTENREF, or the item type REF-BOOK, or Item cat1 of REFERENCE.) The Music Librarian does not add any note on the book to identify it as a reference book.
      5. If the call number has a volume number, enter the abbreviation for volume as small letter v followed by a period: v.
   4. The ABLE "Instruction" window
      1. The MUSIC format in ABLE has some default wording in the BINDERY window of the Instruction page. This applies to music scores. It should be removed for other types of music books. The default lines are:
         1. BIND IN COVERS
         2. BIND TO LAY FLAT
         3. MAKE POCKET PART FOR (in this field enter the number of parts that accompany the score; be sure to count the parts). The 300 field in the bibliographic record in Workflows will also list the number of parts: e.g. 1 score (48 pages) + 1 part (19 pages) ; |c31 cm. This can be compared to the number in hand. If there are no parts, remove this line.
         4. The Music Librarian usually attaches a sticky note to the book with instructions such as: Buckram 3 Parts. If there are other notes, such as COVER MOUNT FRONT ONLY, enter that information into the TEMPORARY window on the Instructions page.
4. Remove the sticky note, if any, from the book and place it on the bindery slip. Place any music parts on the top of score and secure with a paper clip.  Place bindery shipment slip on top of the parts and under the paper clip. Put a rubber band around the book and parts. Place on shelf.
5. When the lot is complete, run a report (see tab).
6. Print out a copy of the report and save an electronic copy for later use.
7. Using information generated in the report, go to the shelf and verify that all items on the shelf are accounted for in the report.
8. Fill out a HF Group Shipment Record.  Ensure the form used has account number 57390-001 on it (if it is 57390-000 it is for Thesis).
9. Find the words "Music Book" (25) in the left-hand column.
10. Place the piece count (total number of items being sent) in the appropriate space.  Indicate immediately next to that how many boxes or packages (if envelopes are being used) are being sent.  In the LARS Lot Numbers column write the lot number created in ABLE: Ex.: MA0216M
11. Next fill out a shipment label (see Digicover tab).
12. Indicate product code (25), lot number (MA0216M - for example), lot total (from ABLE report sheet) and number of boxes.  Indicate box quantities in the following fashion: 1 of 5, 2 of 5, 3 of 5, etc.
13. Affix labels to each box in the upper left-hand corner of each.  If there are existing labels on other parts of the box, take a black marker and scribble over them so that it is clear that these are not current shipping labels.
14. Stack boxes no more than five high.
15. Place Shipment Record on top of the top box for the HF Group driver to retrieve.

1. Dr. Jerry Cook from the Office of Research and Sponsored Programs will periodically send large shipments to be processed.
2. There is a tab in ABLE for his items.  Many of his titles have been saved in ABLE and can be retrieved by doing a title search. 
3. Go to the top left-land corner and make sure Key is marked Title:text.
4. In the box immediately to the right, enter the first two letters of the title and scroll to locate the correct title.
5. Notice that Dr. Cook's items DO NOT have call numbers.
6. If the item is in ABLE, select it, make updates to volume number and year.
7. Select Upd Title near the center of the command box.
8. Then add item to the lot, print out shipment slip, and proceed as usual (see Buckram tab for specific instructions).  NOTE:  These items very similarly follow the Buckram procedures with one notable exception: Dr. Cook's items are journals rather than buckram books, so items should be coded "11 Custom Periodical" rather than "21 Custom Book."
9. When items return from HF Group, remove slips from the inner cover of the box and save for bindery records.
10. Print out a copy of the invoice sent by HF Group. Box up the items. 
11. Inform Jackie Conrad which invoice belongs to Dr. Cook so that the library does not make payment on it.
12.  Place a copy of the invoice in an envelope and include in one of the boxes.
13. Contact Dr. Cook and let him know his shipment has arrived.  Someone from his office will pick up the boxes.

1. Open ABLE program and enter account number: 57390001, followed by passwords.
2. Go to Lot at the top of the screen and create a lot.  This typically consists of a two letter code representing the month of the shipment date, followed by the day the shipment is sent, followed by the year, followed by B for Buckram, M for Music, G for govdoc, or J or Journal.  EX: JA0216B.
3. Click on FMT near the center of the screen and choose one of the formats provided.  There are formats listed for Music, Thesis, Dissertation, Honors, and other various formats.  For books, typically choose TACBKS.
4. Enter author, title, and call number information - in ALL CAPS.  Each word should be separated by "\" so that a title will look like this: THE\THREE\LITTLE\PIGS
5. Author's names are entered last name only.
6. For listening room (Music) call number, must have each element of call number on separate line: able notation - M##\.A###\following info
7. For others - M\###\.A###\Following info
8. Use WorkFlows to determine proper title, author, and call number information.
9. At the bottom left, enter the item's barcode number.
10. Choose a cover color near the middle of the screen.
11. Next to cover color, chose a print color:  choices are white, black, and gold.
12. If there are any special instruction for the HF Group, click on the Instructions box in the lower right-hand corner and enter text.
13. When complete, go to the upper left-hand corner and select "Add Item."  This will add the item to the lot and generate the printing of a shipment slip.
14. Attach shipment slip to each item per instructions under Buckram and Music tabs.

1. When the shipments are ready to go to the bindery, you will need to run reports.
2. On the top menu bar in ABLE, select Window and then Reports.
3. This bring up a selection box.  The report type is Lot Item and Sort Criteria is Text.
4. Click next.
5. Select To Screen at the bottom of the box.
6. Close out the two open boxes, by clicking the red X at the upper right-hand corner.
7. At the top, under Select a Format, Scroll to Acrobat (PDF) file and click Export.
8. At the bottom of the screen, select save.
9. Click open.
10. Enable all features on the upper right-hand side.
11. In the upper left-hand corner, select save as, and save a copy to a designated ABLE report folder.
12. Title each report by its lot number.
13. Print out one copy of each report to be kept for bindery records.
14. Place these reports in a folder titled "Pending Shipments"

1. Shortly before the bindery shipment is delivered by HF Group, you will receive via email packlists and invoices.
2. PACKLISTS:  The packlists will arrive first, followed by the invoices.
3. The packlists will contain a list of each of the items returning from the bindery (see below).
4. Print out each of these (excluding the list for Digicover which does not contain specific title information).
5. When processing buckram, music, and govdocs, each will include a slip taped to the inside front cover of the volume. 
6. Remove the slip from each and place in a pile.
7. The match up the slips with the appropriate packlist.  Fold the packlist over the stack of slips and wrap in a rubber band.  Date the front of the bundle and place it in the file cabinet behind Hilda Murillo's desk.
8. INVOICES: The invoices will also arrive via email (see below).
9.  Print out each of the invoices. 
10. Retrieve the folder titled "Pending Shipments."  This will contain the ABLE reports for the shipment.
11. Match the invoice with the appropriate report and ensure that shipment numbers agree.
12. If we correctly billed, place a check mark at the top of the invoice and attach to the ABLE report.
13. Place these in a folder titled: "Invoices."
14. Invoices are paid by Jackie Conrad.
15. If for any reason, there is an error in an invoice or we were not correctly billed, inform Jackie Conrad.

1. Once bindery items are boxed and ready for shipment, reports must be sent to the bindery report group.
2. Music, buckram, govdocs, and journal reports are included in this email.
3. The current bindery report group consists of the following members: Buress, Teresa; Craig, Bette; Dickens, Marsha; Greenmyer, Sarah; Hall, Bruce; Hanson, Michael; Neely, Lisa; Phelps, Sammie; Shen, Lisa; Walker, Trina.
4. Attach the PDF electronic copies of the music, buckram, journal, and govdoc reports.
5. Indicate to the group when the items are due back from HF Group and when they are due on the shelf.
6. Send the email on the day that the bindery shipment is picked up by the HF Group driver.

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1. Also, each January create a Excel bindery shipment calendar and email it to all members of the bindery group.
2. HF Group will send a yearly schedule sometime in December.  Use this to create the calendar (see below).

1. There are two shipment statistics that are kept by the bindery: Shipment Statistics and Expenditure Statistics.
2. Shipment statistics are entered into a spreadsheet (see below) when shipment are sent out to HF Group.
3. Expenditure Statistics are entered into a spreadsheet (see below) when invoices are electronically received from HF Group.
4. SHIPMENT STATISTICS:  Using the ABLE reports and the WorkFlows Digi report, enter the date of shipment and number of each type of item sent in the shipment.  If no items of a type are sent, enter 0.
5. Include all shipment information, including that related to govdoc and Dr. Cook.
6. EXPENDITURE STATISTICS:  Once invoices are received from HF Group, enter dates and invoice numbers, as well as the total amount billed for each item.
7. Spreadsheets are created each fiscal year.

1. The HF Group driver will take the top forms of the Shipment Record and leave pink duplicates for bindery records.
2. Place the pink copies in the binder marked "Bindery Shipment Slips."
3. These may need to be referred to in the future.

1. When items return from HF Group, open boxes and sort items onto carts.
2. DIGICOVER:  Place a date due slip in the back of each book under the barcode.
3. Insert a tattle tape into the spine of each volume with the sticky side of the tape facing outward.
4. Check to make sure the call number is clearly printed on the volume.
5. Discharge from WorkFlows.
6. BUCKRAM: Many times, Buckram items will be returned to us without barcodes.
7. Remove the bindery slip from the front of the item to eventually be matched to packlist.
8. Go into WorkFlows.
9. Under the Items tab on the left-hand side, select change item ID.
10. Using the bindery slip, scan the barcode to bring up the item.
11. Scan a new barcode.
12. Completely erase the old barcode number from the front of the volume and insert the new number in its place.
13. Affix the new barcode to the back of the volume.
14. Place a due date sheet immediately under the barcode.
15. Insert a tattle tape in the spine with the sticky portion facing outward toward the spine.
16. Pull up the bibliographic record in WorkFlows and ensure that the title, author, and call number is correct on the spine.
17. Discharge the item from WorkFlows.
18. MUSIC: Remove bindery slip from front of item to eventually be matched with packlist.
19. Pull up bibliographic record in Workflows and check spine for error.
20. Insert tattletape in spine, with sticky portion facing outward toward spine.
21. Place date due slip in black of volume under barcode.
22. If there are parts, place tattletape in center of each and cover with clear polyester tape, similarly to inhouse process.
23. Place a part sticker in back of volume in upper right-hand corner of pocket and indicate number of parts, similarly to inhouse process.
24. Discharge from buckram account.
25. DELIVERY: Typically, music is processed and delivered first.  Place all music on a cart following processing and discharge and deliver to the music librarian Bruce Hall in the Music Listening Room on the first floor.
26. Place new digicover items on a cart and deliver to Tanya Cook in technical services for further processing.
27. Older buckram and digicover items (those sent out for repair) can be take to Stacks Maintenance and placed on carts to be reshelved.
28. CONFIRMATION:  Once all items have been discharged from WorkFlows, open each account to verify that all items have been discharged.  If any items remain, they were either not properly discharged or did not return from HF Group.  If the latter is the case, further investigation will be necessary.