Instruction Manual for Bindery Clerks


TABLE OF CONTENTS

Preface

General Guidelines

Serials

Serials: Complete volumes

Serials: Incomplete volumes

Monographs

Economy Paperbacks

Pamphlets

Labeling correction procedures

Failed Bindings (Commercial Library Bindings): Procedures

Commercial Library Binding Color Chart Codes


PREFACE

 This Manual is designed to provide basic instructions for bindery clerks involved in the important preservation work related to the selection and preparation of materials to be forwarded to the Bindery Preparation Division, Room 564 Ackerman Library, for binding at the Libraries' contract bindery.

 It is recommended that the Manual be read in its entirety before specific procedures are undertaken;  in this way one may gain a sense of the whole process, and of the relationships between the individual libraries and the activities of the centralized Bindery Preparation Division.

 The "General Guidelines" section lists Libraries policies, practices, and helpful suggestions regarding issues related to all binding.  This is followed by sections related to the typical formats of materials routinely bound by the Libraries:  serials, monographs, paperbacks, pamphlets, and theses.  Each section includes a general discussion of the type of material, its specific binding characteristics, and detailed instructions on how to prepare them for shipment to Bindery Preparation.  Also included is a section on procedures for handling labeling corrections.

 We hope that this Manual will anticipate questions you may have, and also will provide the specific instructions you need in preparing materials for an important preservation action,  library binding.

 Questions may be directed to Bindery Preparation staff via the telephone at x2-6515, via electronic mail (trejo.1@osu.edu, weber.10@osu.edu, or in person in room 564 Ackerman Library.
 
 

 Mary Lou Trejo
 Head
 Bindery Preparation Division
 564 Ackerman Library
 


GENERAL GUIDELINES



SERIALS

Definition

 In the context of library binding, a serial is defined as a series of two or more serially numbered units to be bound together, or a single unit to be bound separately, for which the binding color must be selected, and the cover stamped with information so as to match other volumes in the same set or series.
 

Binding specification

        Style:

    Sewn-through-fold page attachment:  When it is possible, all issues that are individual stapled-through-the-fold sections (e.g, Time, Newsweek, Smithsonian) are sewn through the fold by the binder for maximum openability of the bound volume, and to allow for a future rebinding if necessary.

Other page attachments:  Serial volumes are specified by the Libraries to be bound by the commercial library binder in the manner in which their openability and permanence are enhanced.  That is, double-fan adhesive binding is specified at a higher priority than oversewing and cleat lacing.

Collation:  Ohio State University Libraries binding specifications state that volumes are bound by the library binder in the collated order in which they are received by the binder.  Advertisements are not removed; order of the issues is not checked; indices are not placed in other parts of the bound volume.
 

"Complete Volume" Streamer (Green) image to be added at a later date. Please consult Bindery Preparation for these streamers.
 
 


PREPARATION OF SERIALS FOR BINDERY PREPARATION
 
 

 -- COMPLETE VOLUMES

 (please include an item record printout with each title)

OSCAR Status Update Procedure.

 Suggested Steps to Inform Users of OSCAR/Felix that an Item has been sent to Preservation (in order):


Completing the green "complete volume" streamer.

 Write in the following information, keyed to the example (opposite):
 


IF THE CALL NUMBER CHANGES, THE TITLE MUST ALWAYS BE MARKED "FIRST TIME BOUND."  IT IS NECESSARY TO SEND A PRINTOUT SHOWING THE LABELING INFORMATION (910 FIELD) ON OSCAR FOR "FIRST TIME BOUND" PIECES.

Color.  For first-time bound titles, you may choose a buckram cloth color.  Indicate here from using the choice from the Commercial Library Binding Cloth Color Chart found on the last page of this Manual.

 Call number.  Indicate the volumes full call number.  Include the title's copy number (if not c.1).  Write in "c.1" only if your location binds 2 copies of the same title and the one you're sending is c.1.

Volume/whole number  If the title is to be bound by volume number,  include that number in this space on the streamer.  If the title is to be bound by running number or whole number), include that information in this space on the streamer.  (A publication is seldom bound by both volume and whole number.)

Months/Numbers - Parts/Pages.  Include here specific information by months, numbers, parts or pages only if the volume is split.  However, never use more than one of these designations.  When there are questions, please check with Serial Cataloging.

 Year.  Include here the year of the publication.  Check the volume for years that are covered.  Assure that all years are included here.

Remarks.  Include here special information that will assist Bindery Preparation or Serial Cataloging staff when processing the title.  For example, "title varies" or "replacement."

Preparer's initials.  Include here your initials.

NOTE:   Generally, serial issues are bound in the order in which they were received by Bindery Preparation.  Please check the order of serials issues carefully prior to forwarding to Bindery Preparation.
 

Forward to Bindery Preparation with the monthly binding quota.
 

 Please consult Bindery Preparation for "Incomplete Volume" Streamer streamers.
 
 


PREPARATION OF SERIALS FOR BINDERY PREPARATION
 
 

 INCOMPLETE VOLUME

 (please include an item record printout with each title)

OSCAR Status Update Procedure.

     In OSCAR:


Completing the goldenrod "Incomplete volume" streamer.

 Library.  Library location's three-letter code.

  First time bound?  Indicate if this is the first time this title has been sent for commercial library binding.


IF THE CALL NUMBER CHANGES, THE TITLE MUST ALWAYS BE MARKED"FIRST TIME BOUND."  IT IS NECESSARY TO SEND A PRINTOUT SHOWING THE LABELING INFORMATION (910 FIELD) ON OSCAR FOR "FIRST TIME BOUND" PIECES.

Color.  For first-time bound titles, you may choose a buckram cloth color.  Indicate here from using the choice from the Commercial Library Binding Cloth Color Chart found on the last page of this Manual.

Call number.  Indicate the volumes full call number.  Include the title's copy number (if not c.1).  Write in "c.1" only if your location binds 2 copies of the same title and the one you're sending is c.1.

 Volume/whole number.  If the title is to be bound by volume number,  include that  number in this space on the streamer.  If by running number (or whole number), include that information in this space on the streamer.  (A publication is seldom bound by both volume and whole number.)

Months/Numbers - Parts/Pages.  Include here specific information by months, numbers, parts or pages only if the volume is split.  However, never use more than one of these designations.  When there are questions, please check with Serial Cataloging.

Year.  Include here the year of the publication.  Check the volume for years that are covered.  Assure that all years are included here.

 Issues missing.  Include here the specific issues lacking from this to-be- bound serial, following standard labeling guidelines for this title.  "Missing Issue" sheet:  Insert a "missing issues" sheet that is to be bound in the front of the volume.  An example and explanation of this sheet follows.

Remarks.  Include here special information that will assist Bindery Preparation or Serial Cataloging staff when processing the title.  For example, "title varies" or "replacement."

Guidelines.  Generally, Libraries practice has been to allow three (3) years before binding incomplete volumes.  However, the decision to bind incomplete serial volumes is at the collection managers' discretion.

  Preparer's initials.  Include here your initials.

NOTE:   Generally, serial issues are bound in the order in which they were received by Bindery Preparation.  Please check the order of serials issues carefully prior to forwarding to Bindery Preparation.
 
 

Forward to Bindery Preparation with the monthly binding quota
 
 





"MISSING ISSUES" SHEET



 
 
 
 
 


"Missing Issues" sheets should be included
 

   No. 3 is a 'Buyers' Guide' and not bound in, but the volume is complete."

Steps for Completing the "Missing Issues" sheet:
 

 Specific information related to missing part(s).  If it is to be labeled "V+(no.), please indicate which No. is missing, not which month.

Trim size:

 The sheet should be the same size as the serial being bound.  Rather than folding the edges when the sheet is too large, trim off the   excess paper.  If the journal is the same size as the sheet, Please do not  trim.
 
 


MONOGRAPHS

Definition
 


Binding specifications
 


 Textblocks will be rounded or flatback, depending upon the original spine shape and the technique used for leaf attachment.

 All will have wide outside joints and strong inner hinge attachment.
 
 

PREPARATION OF MONOGRAPHS FOR BINDERY PREPARATION

Call number.  Be sure that the call number of the book, including the three-letter location code, is present on the verso of the title page.

   OSCAR update.

Color.  Bindery Preparation will select a buckram cloth color for the volume, to match the previous color or to select an appropriate color.

Monographic sets: color.  If you send volumes from a monographic set, check to see if other volumes from the set have been bound previously;  if so, please indicate on the OSCAR printout the color to be matched.

 Monographic sets:  bound together.  If volumes of a monographic set are to be bound together, please be sure they are cataloged as one volume.

 Copy number.  If the volume is not "c.1" please circle the copy number on the OSCAR printout.

Publisher's covers and binders.  Please do not remove original covers or binders;  these may be title pages or cover titles of value in the binding preparation process.

   Saving original covers.  Original paperback volume covers may be saved and bound in with the volume.  Make a note on the OSCAR printout if the covers are to be retained.

   Forward to Bindery Preparation with the monthly binding quota.
 
 
 

Example of an OSCAR printout for monograph sent for binding.
 

CALL # DG737 .B6914 1983
AUTHOR Brucker, Gene A
TITLE Florence, the Golden Age, 1138-1737. Italian
TITLE Firenze, 1138-1737, l'impero del fiorino / Gene Adam Brucker ;
I38620911 Last updated: 08-05-98 Created: 05-23-94 Revision: 26
01 COPY #: 1 08 PATRON#: 0 15 RECAL DA: - - 21 INTL USE : 0
02 ICODE1: 1 09 LPATRON:1084755 16 TOT CHKOUT: 3 22 COPY USE: 0
03 ICODE2: - 10 LCHKIN:06-25-98 17 TOT RENEW: 16 23 IMESSAGE:
04 I TYPE: 0 11 # RENEWALS: 0 18 LOCATION: mais 24 OPACMSG:
05 PRICE: $0.00 12 # OVERDUE: 0 19 LOANRULE: 0 25 YTDCIRC: 1
06 OUT: - - 13 ODUE DAT: - - 20 STATUS: b 26 PYRCIRC: 0
07 DUE DATE: - - 14 IUSE3: 0
27 945 |u00000
28 945 |q00000
29 945 |r00006
30 BARCODE 32435003460912
31 STAFF NOTE br 8/5/98


ECONOMY PAPERBACKS







Definition

In the context of library binding, an economy paperback volume is defined as a monograph bound as a single unit in softcover or paperbound format.  "Economy paperbacks" meet the following physical criteria:
 

Binding specifications

      An "Economy Paperback" binding is provided for those volumes -- issued by their publishers as paperbound editions -- that do not require or should not receive the more durable "Monograph" binding.  This binding style is most appropriate to lower-use and/or thin, lightweight paperbound volumes.


 
 
 
 
 

 PREPARATION OF ECONOMY PAPERBACK BINDING FOR BINDERY PREPARATION

Call number.  Be sure that the call number of the book, including the three-letter location code, is present on the verso of the title page.

OSCAR update.

Physical limitations of "economy paperback" style:
    Other physical considerations:

"Squareness" of the book:  Economy paperback binding requires that the original volume still have a "square" textblock shape.  If the volume has become warped and misshapen by usage, the volume needs to be bound as in the "Monograph" style.

 "Glossy" paper:  Paperbacks with glossy paper may be candidates for economy style if the book is not too heavy.

 Foldouts:  Foldouts from paperback volumes are not a limitation.

Borderline cases:  If it is not possible for the paperback book to be sent as an economy paperback style, Bindery Preparation staff will forward to the bindery as a "Monograph"-style binding.

 Color.  Because there is a limited bookcloth color choice for the economy paperback style, the bindery generally randomly selects a cloth color for bound paperbacks.

  Monographic sets: color.  If you send volumes from a monographic set, it is advisable to send the entire set all together to assure that the same cloth color is used.

   Monographic sets:  bound together.  If volumes of a monographic set are to be bound together, please be sure they are cataloged as one volume.

   Forward to Bindery Preparation with the monthly binding quota.
 
 

Example of an OSCAR printout for economy paperback

CALL # F1410 .P37 1969
AUTHOR Pendle, George
TITLE A history of Latin America
IMPRINT Harmondsworth, Penguin [1969]
I28978328 Last updated: 08-06-98 Created: 05-17-94 Revision: 8
01 COPY #: 1 08 PATRON#: 0 15 RECAL DA: - - 21 INTL USE : 0
02 ICODE1: 1 09 LPATRON:1206390 16 TOT CHKOUT: 2 22 COPY USE: 0
03 ICODE2: - 10 LCHKIN:06-14-98 17 TOT RENEW: 1 23 IMESSAGE:
04 I TYPE: 0 11 # RENEWALS: 0 18 LOCATION: mais 24 OPACMSG:
05 PRICE: $0.00 12 # OVERDUE: 0 19 LOANRULE: 0 25 YTDCIRC: 2
06 OUT: - - 13 ODUE DAT: - - 20 STATUS: b 26 PYRCIRC: 0
07 DUE DATE: - - 14 IUSE3: 0
27 945 |u00001
28 945 |q00010
29 945 |r00000
30 BARCODE 32435016575102
31 STAFF NOTE ps 8/6/98
 
 
 



 
 

PAMPHLET BINDING

Definition

 In the context of library binding, a pamphlet is defined as a thin, small-format publication (generally a monograph) that is generally fewer than 50 pages, and sewn or stapled through the center fold of its single section.

Binding specifications
 


 
 
 

  PREPARATION OF PAMPHLETS FOR BINDERY PREPARATION

 Forwarding to Bindery Preparation:
  Physical limitations of pamphlets:

  Single-section, sewn/stapled through centerfold section monographs.

   Steps to Inform Users of Oscar/Felix that an Item Was Sent to Preservatio (in order):
 

Serials -- single issue (stapled or flat-back), or multiple thin issues:
 


 Steps to Inform Users of Oscar/Felix that an Item Was Sent to Preservation:
 

If a specific spine color is required to match a set, indicate color choice of   spine on the printout.


NOTE: It is not necessary to indicate a color preference for titles that have been previously bound as regular serials ("XL") because the color information exists in the bindery files.
 


"Flat-back" paperback books:  adhesive-bound, sewn multi-signature, or  unbound photocopy facsimile volumes (monographs):
 

"RUSH" pamphlet binding:
 

Forward to Bindery Preparation with the monthly binding quota.

Example of an OSCAR printout for pamphlet binding.

CALL # PA5624.E85 A57 1983
AUTHOR Meskos, Markos
TITLE Anth{229}e sto katarameno phidi / Markos Meskos
IMPRINT Ath{229}ena : Hypsilon/Vivlia, 1983
I70722237 Last updated: 07-06-98 Created: 06-03-98 Revision: 2
01 COPY #: 1 08 PATRON#: 0 15 RECAL DA: - - 21 INTL USE : 0
02 ICODE1: 1 09 LPATRON: 0 16 TOT CHKOUT: 0 22 COPY USE: 0
03 ICODE2: - 10 LCHKIN: - - 17 TOT RENEW: 0 23 IMESSAGE:
04 I TYPE: 0 11 # RENEWALS: 0 18 LOCATION: mais 24 OPACMSG:
05 PRICE: $0.00 12 # OVERDUE: 0 19 LOANRULE: 0 25 YTDCIRC: 0
06 OUT: - - 13 ODUE DAT: - - 20 STATUS: b 26 PYRCIRC: 0
07 DUE DATE: - - 14 IUSE3: 0
27 BARCODE 32435057646051
28 STAFF NOTE 7/6/98 pam



 
 

THESES (Masters and Honors)

Definition

In the context of library binding, Masters Theses are relatively homogeneous textual materials requiring a standardized library binding.  Undergraduate Honors Theses are similar in format but with significant differences in appearance after binding.
 

Binding specifications

      Masters theses are nearly always 8-1/2 x 11-inch-format paper bound in black buckram, with gold foil lettering on the spine edge only.  Honors theses are similar in format and bound in red buckram.

 Page attachment is generally double-fan adhesive.

 Special features such as pockets, fold-outs, and other additions to the text are routinely bound in with the text.
 
 



 PREPARATION OF THESES FOR BINDERY PREPARATION







   Masters and honors theses are received from the Cataloging Department for commercial binding after catalog processing.

   Bindery Preparation prepares theses for binding, ships to bindery, provides a cursory inspection upon return from the bindery, and distributes via the library delivery system to designated campus libraries.



 
 

LABELING CORRECTION PROCEDURES







 Please follow these procedures for correcting call number and titling errors:

  Labeling corrections: bound serial volumes (Send to Bindery Preparation Div.)

This includes: bound serial volumes with erroneous information stamped on the spine.
Recommended procedure: These bound serial volumes are to be forwarded to the Bindery Preparation Division, room 037 Main Library, for processing and return.
 

Steps to Inform Users of Oscar/Felix that an Item Was Sent to Preservation (in Order):
 

Labeling corrections: monographs (send to Collection Maintenance Division):

This includes: books and other materials with erroneous call numbers that appear onthe item's spine or cover.  (That is, items with incorrectly typed labels (verso of the title page and the item label do not match.books and other materials with missing call number labels

This does NOT include:
 

  Steps to Inform Users of Oscar/Felix that that an Item Was Sent to Preservation:
 

Example of an OSCAR printout for label correction.

CALL # RM1 .D8
TITLE Drugs (Basel, Switzerland)
TITLE Drugs
IMPRINT Basel ; New York : S. Karger, 1971-
I70756065 Last updated: 08-07-98 Created: 06-09-98 Revision: 4
01 COPY #: 1 08 PATRON#: 0 15 RECAL DA: - - 21 INTL USE : 0
02 ICODE1: 3 09 LPATRON: 0 16 TOT CHKOUT: 0 22 COPY USE: 0
03 ICODE2: - 10 LCHKIN: - - 17 TOT RENEW: 0 23 IMESSAGE:
04 I TYPE: 1 11 # RENEWALS: 0 18 LOCATION: bplp 24 OPACMSG:
05 PRICE: $0.00 12 # OVERDUE: 0 19 LOANRULE: 0 25 YTDCIRC: 0
06 OUT: - - 13 ODUE DAT: - - 20 STATUS: b 26 PYRCIRC: 0
07 DUE DATE: - - 14 IUSE3: 0
27 VOLUME v.48-50suppl.
28 BARCODE 32435058096090
29 YEAR 1994-1995
30 STAFF NOTE LA 08-06-98 sjw


FAILED BINDINGS (COMMERCIAL LIBRARY BINDINGS):  PROCEDURES

  Commercial library bookbindings are generally very durable and can withstand considerable heavy usage.  However, bindings do fail as the result of that heavy usage or due to imperfect page attachment during binding.  As soon as such volumes are discovered, they should be returned to Bindery Preparation for return to the bindery for a rebinding.

 These volumes are characterized by:
 


 Please follow these procedures for sending failed bindings for rebinding.

 Steps to Inform Oscar/Felix that an Item Was Sent to Preservation (in order):


 

Return to Bindery Preparation



COMMERICAL LIBRARY BINDING CLOTH COLOR CHARTS

SERIAL COLORS  NUMBER
MAROON    192
DARK RED    189
RED    182
BROWN    860
GREEN    490
DARK GREEN    494
ROYAL BLUE    588
DARK BLUE    598
GRAY    943
BLACK    990

 
 
 
BOOK COLORS  NUMBER
MAROON    192
DARK RED    189
RED    182
LIGHT TAN    798
BROWN    860
RUST    719
PURPLE    630
APPLE GREEN    478
GREEN    490
DARK GREEN    494
OLIVE GREEN    488
AQUA    538
ROYAL BLUE    588
DARK BLUE    598
LIGHT BLUE    563
GRAY    943
BLACK    990