FORWARDING MATERIALS TO THE COLLECTION MAINTENANCE DIVISION FOR ROUTINE PROCESSING

Please use the following procedures when forwarding library materials to the Collection Maintenance Division for:

·         Structural repairs

·         Protective boxes, shrink-packaging

·         Labeling corrections: Monographs and pamphlets

·         Labeling corrections: Serials (library-bound) handled through Bindery Preparation Division

·         Replacement / reformatting consideration (“brittle books”)

Streamer:  Please forward all materials to the Collection Maintenance Division, room 6055 Ackerman Library, accompanied by an appropriately-marked “Collection Maintenance Streamer.” 

“Rush” handling:  Note that any item sent to the Collection Maintenance Division may be designated for "rush" processing for fastest turnaround time.   Please send “rush” materials accompanied by both the Collection Maintenance Streamer and the standard yellow "rush" streamer.

Library materials awaiting Collection Maintenance review

Structural Repair includes:  

• book cover and hinge repairs
• paper repairs
• tip-in of pages
• add pockets
• trimming unopened/uncut pages
• other "miscellaneous" repairs

Recommended procedure for Oscar/Felix update:

• Update the item record's status to "r" ("at  preservation") 
• Insert a note into the "staff note" field to include: 
• “Repair MM-DD-YY” sent. With sender's initials.
• Complete and insert a Collection Maintenance Streamer.
• Forward the item via library delivery routines to the Collection Maintenance Division, 6055 Ackerman Library.

Protective Enclosures, Boxes and Shrink-packaging:

• Cardboard-type phased boxes of various styles
• shrink-wrap packaging for low-use deteriorated volumes
• magnetic media (audio-tape, videotape, computer diskette media) requiring special protection and warnings

Recommended procedure for Oscar/Felix update:

• Update the item record's status to "r" ("at preservation")
• Insert a note into the "staff note" field to include (as approriate):
• “Box  mm-dd-yy"  (month-day-year sent)  or
• “Shrink wrap  mm-dd-yy" ( month-day-year sent) With sender's initials.
• Complete and insert a Collection Maintenance Streamer
• Forward the item via library delivery routines to Collection Maintenance Division, 6055 Ackerman Library.
• Additional information is at this link: Boxes and(protective enclosures)...

Shrink-wrapped volume

Labeling Corrections:  Monographs and pamphlets:

• Books and other materials with erroneous call numbers that appear on the item's spine or cover, and the verso of the title page and the item label do not match.
• Books and other materials with missing call number labels.

Note:  Send errors in the penciled-in call number located on the verso of the title page to Labeling Unit, 6055 Ackerman Library.

Labeled volumes on truck

Recommended procedure for Oscar/Felix update:

• Update the item record's status to "r" ("at preservation")
• Insert a note into the "staff note" field to include:
• “Labeling mm-dd-yy" (month- day-year sent) With sender's initials.
• Complete and insert a Collection Maintenance Streamer
• Include an OSCAR item record printout.
• Forward the item via library delivery routines.

Labeling corrections: Library-bound Serial Volumes:

• Bound serial volumes with erroneous information stamped on the spine.

Recommended procedures

• Please send bound serial volumes with labeling errors to the Bindery Preparation Division, room 564 Ackerman Library, for processing and return.

Recommended procedure for Oscar/Felix update:

• Update the item record's status to "b" ("at bindery")
• Insert a note into the "staff note" field to include:
• “Labeling  mm-dd-yy" (month- day-year sent) With sender's initials.
• Forward the item via library delivery routines.

Temporary ("strap") binding:   

• This service is no longer offered.
   

Replacement and Reformatting:    

• Volumes with deteriorated ("brittle") paper for which repair or rebinding is not feasible.
• Volumes with extensive damage from patrons or the environment, including water damage.

Recommended procedure for Oscar/Felix update:

• Update the item record's status to "r" ("at preservation")
• Insert a note into the "staff note" field to include:
• “Search for Replacement mm-dd-yy"  (month-day-year sent) With sender's initials.
• Complete and insert a Collection Maintenance Streamer
• Forward the item via library delivery routines.

Additional information:

• Materials are placed into a shelving area pending a bibliographic search of replacement options.  Upon completion  of the search, the subject specialist is consulted to assist in determining a decision for necessary action.
• Turnaround time from receipt to replacement varies considerably depending upon the in-print replacement options available, completeness of the volume, and cost of the action. 
• “Rush" action will be initiated upon request.
• See Brittle Books Replacement Processing.

Access to Materials in Process:  

• Items held in the Collection Maintenance Division are accessible to readers and library personnel.  Such materials may be recalled on OSCAR.
• Materials may be retrieved in process by Collection Maintenance Division personnel at 292-0342.

 OSCAR records:  

• Collection Maintenance Division staff routinely update (add to or change) the Staff Note field of OSCAR to reflect specific actions being taken on individual volumes.

Questions and suggestions:  

• Questions about materials in process and suggestions may be referred to the Library Conservation Specialist (Collection Maintenance Division supervisor) at 292-0342.

USING THE COLLECTION MAINTENANCE STREAMER

CALL NUMBER  

• Enter the call number, including three-letter location code.

REPAIR

• Tick off for repairs, including tip-ins, pockets, loose covers, minor damage to spine or covers, trimming or cutting "unopened" pages, torn pages and other miscellaneous actions.
• OSCAR STATUS: "r"
• Staff Note: "Repair  MM-DD-YY (date)" With sender's initials.

LABEL CORRECTION

• Tick off for correcting labeling errors to match catalog entry.
• OSCAR STATUS: "r"
• Staff Note: "Labeling  MM-DD-YY (month-date year sent) With sender's initials.
• Include an OSCAR item record printout.)

BOX

·         Tick off for materials that require a protective box.

·         OSCAR STATUS: "r"

·         Staff Note: "Box MM-DD-YY (date)" With sender's initials.

SHRINK WRAP

·         Tick off for materials which are to be shrink-wrapped.

·         OSCAR STATUS: "r"

·         Staff Note: "Shrinkwrap  MM-DD-YY (date)" With sender's initials.

BRITTLE BOOK SEARCH

·         Tick off for titles that are brittle and that require a replacement in some format.  These items will be closely evaluated and a search will be done for suitable available replacements.  The collection manager will be contacted for a decision.

·         OSCAR STATUS: "r"

·         Staff Note: "Search for Replacement  MM-DD-YY (date)" With sender's initials.

PAMPHLET BINDING:  Pamphlets are processed in the Bindery Preparation Division

ADDITIONAL INSTRUCTIONS
Enter special or additional instructions here.

WHOM TO CONTACT
Indicate person to be contacted in case questions arise.

Collection Maintenance Division staff will enter return information.

__________

Return To Collection Maintenance

Comments and suggestions may be forwarded to the Preservation Officer

Content by Wes Boomgaarden, boomgaarden.1@osu.edu

Updated by Andrew Hang, Preservation Webmaster, January 8, 2007.

Date last revised: January 8, 2007.