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Binding Procedures Start to Finish

Department: Technical Services

Procedure: Binding procedures

Purpose: This procedure explains how to send items to the bindery and how to process them when they return.

Overview: There are basically 5 steps to have an item bound: 1. Request a bindery pickup. 2. Determine what needs to be bound. 3. Setup the shipment in the ABLE program. 4. Transfer shipment information to binder. 5. Process volumes upon return.
With the decrease in print periodicals, we now send items to the bindery once per fiscal year, preferably in the month of July. There is a $500 minimum charge, so make sure you are sending at least $500 worth of binding.

Required Knowledge/Skills: PC with network connection, ABLE account number, ID & password. Sierra (Serials) knowledge.

Safety Issues/Precautions:

Equipment/Supplies: PC with network connection

Procedure

Part 1: Request a bindery pickup
Step 1: Review HF Group’s Distribution schedule hanging on the bulletin board in Technical Services to find what week the truck will be in our area. Pick-ups are on Tuesday of the week.

Step 2: Go to the website "acmebinding.com/library-binding/

Step 3: Hover mouse over the tab “Forms & Resources”, and click on North Manchester, IN

Step 4: From the list click on "Request a pickup form"

Step 5: Fill out form with your name, email address, business name (Valparaiso University – CCLIR), address, account number (67745000), phone number, date of pickup, number of boxes (approximate), hours of operation (put in your weekday hours), and any comments you may have.

Step 6: Select the “Send” button. You should then receive an email confirming the pickup.

Part 2: Determine what needs to be bound

Note: Do Steps 1-2 weekly without printing the binding slips to gauge the potential amount of binding.
Step 1: Log into Sierra serials.

Step 2: Go to binding mode (from the FUNCTION drop down menu). From the “Range” drop-down box change it to “Review.” This brings up lists. Find the list named “CLR all check-in records” and click on it. Select the “Start” button. This will bring up check-in records that are ready for binding. Select the “Print pull slip” button and this will print the record of the issues that you will pull for binding. After it prints, select the “Next” button for the next record. Do this for each of the records until you reach the end of the list.

Step 3: Go to periodical stacks and pull the issues that need binding. If issues have an optical character reader barcode attached to it, remove it as it may damage the paper over time. Also remove any subscription postcards from the issues, especially in the art journals. If postcards are bound in, cut them out with an exacto knife.

Step 4: In Sierra serials, go to “To Bindery” (from the FUNCTION drop down menu). Use your pull slips and bring up the first title. This will pull up the check-in record with issues that are to go to the binder highlighted. Make sure it’s correct.
• Select the “To Bindery” button which brings up a new screen. From the drop-down box next to status, change to “Bind Prep.” Do this for each periodical.
• For monographs, go to the item record and change the status to “In repair”

Part 3: Set up the shipment in the ABLE program

Step 1: Log into the ABLE program using Internet Explorer browser (Google Chrome will not work) at http://ablein.hfgroup.com/ABLE.htm
• Account ID 67745000
• Operator ID library
• Password LIBRARY (all caps)

Step 2: Create a new lot for periodicals.
• From the menu near the top of the screen select the “Lot” button.
• In the “Lot ID” box name your lot (use the date of the pickup and P for periodical). Ex: 022216P
• Select “Enter.” A new box will appear and ask "Create lot?" Answer “Yes” and close window.

Step 3: Add periodicals to your periodical lot.
From the main screen near the top of the page, you will see the word "Key" and a drop-down box that says "Lot: Item." Change it to “Title: text.” In the Lot ID box put in your lot ID name that you made in the previous step.
• In the box next to "Title: text," type the first 2 letters from each main word in the title, ignoring articles and prepositions. Ex: Journal of Southeast Asian Studies would be JOSOASST. This will bring up the title.
• Fill in the volume and year of the title you are binding. Add the volume number to the call number.
• Select the “add item” button at the top of the screen. This will print out two binding slips on one sheet of paper. Cut it in half and put one slip in the cover of the first issue and keep the second for your records.
• Rubber band the issues to be bound in the correct order with the binding slip in the first issue and set aside for the binder.
• Do this for each title.

Step 4: Create a new lot for monographs
• Create a new lot the same as for periodicals except put an M at the end of the date. Ex: 022216M.

Step 5: Add monographs to your monograph lot
• On the main screen under the “Fmt” drop-down box click on “TAC.”
• For each monograph, type in the title, author and call number. When typing the call number, put a backslash () where you want a new line to start. Ex: PR\5322\.W38\1910.
• In the “cover” drop-down box, pick a color for the binding. Try to stay as close to the original cover color as possible.
• In the “print” drop-down box, pick the print color for the spine. Try to stay as close to original cover lettering color as possible.
• If there are any special instructions such as the item is to be re-cased, select the instructions button and type the instructions there. If you forget to do this step, you can handwrite in “re-case” on both halves of the binding slips.
• Select the “add item” button and print out the binding slips, cut in half and put one in the cover of the item and keep one for your records.
• If the item is being rebound or re-cased, remove old barcode and tape it to your binding slip. This will help when you are processing the books after they have been rebound. If there is a bookplate in the monograph, make a new one and paperclip it to your pull slip, so it can be attached after binding.

Part 4: Transfer shipment information (the lots) to the binder.

Step 1: Run binding reports. This will list all titles in your lots. You will need to do a separate report for periodicals and monographs.
• On the main screen of the ABLE program, make sure you have the correct Lot ID listed in the Lot ID box.
• Select the “Window” button near the top of the screen, this will bring down a list, go to “reports” and change the report type to “Lot Item” and Sort Criteria to “Text.” Select “Next.” Select the “To Screen” button. Close out this screen.
• In order to print, you must export. In the “select a format” drop-down box pick “Acrobat (pdf) file.” Then select “Export.” You can either save or open the file. Pick “Open” and then “Print.”

    • Step 2: Create a Shipment to transfer to the binder.
      • On the main screen go to the “Window” button near the top of the screen, from the list select “Lot Status” and find the lots you want to include in this current binding shipment.
      *•Highlight the lot/lots and press the “Create Shipment.” You will need to name the shipment (I use the date of the pickup without the P or M) and enter the number of lots in your shipment under “Cartons” then press “Ok.” You should then see the shipment you created in the “Shipment Number” drop-down list.•*Change the transfer format from ABLE to LARS. Go to the “Setup” button at the top of the screen and under transfer format change to LARS• *'Press the “Transfer to Bindery” button'This bolded portion does not need to be done at this time 5/2018• Put all titles in HF Group boxes, which are kept near the loading dock doors. Keep lots separate from each other. The monograph lot should be boxed together and then the periodical lot should be boxed together.*
      • Fill out an HF Group shipment form, which is located on the periodical work station, with name, date, phone number and fill the standard periodical line (product code 14) with piece count and the number of boxes. Do the same for monographs (custom book product code 21).
      • Fill out an HF Group sticker for each box with product code 14 (standard periodical) or 21 (monograph), lot number, lot total, number of box. Ex: If you have 3 boxes of periodicals, they would be listed as follows 1/3, 2/3, 3/3.
      Step 3: Change the Sierra status to at bindery
      • Log into Sierra and go to the “At Bindery” mode.
      • From your pull slips, type in the first title.
      • This will pull up the check-in record with issues that are at the binder highlighted (make sure it’s correct).
      • Select the “To Bindery” button which brings up a new screen. From the drop-down box next to status, change to “At Bindery.” Do this for each periodical.
      • For monographs, go to the item record and change the status to “At Bindery.”
      Part 5:''' Process the volumes upon return

Step 1: Receive and process the bound periodicals 
• Unpack the boxes from the binder. If it is extremely cold outside, let the volumes sit on the book truck until they reach room temperature.
• Log into Sierra Serials and go the “At Bindery” mode (from the FUNCTION drop down menu).
• From your pull slips, type in the first title. This will pull up the check-in record with issues that were at the binder highlighted. Make sure it’s correct.
• Select the “Check In Bound” button. This will bring up “Return From Bindery” screen.

  • Under the “To Bindery Date” heading put a check mark in the “Create Item for Bound Issues” box. (Only need to do this for the first record)
  • Under the “Bound” heading, mark the “Reduce Rage to 1 Box per Volume” radial button. (Only need to do this for the first record)
  • Select the “OK” button
    • When prompted, select the msrlci (Main,Per.Bnd.Circulating) template and make an item record for each volume.
    • Process for ASRS (stamp with “Mollering Collection – Valparaiso University” stamp, tattle-tape the volume, and add the last 5 digits of the barcode to the top of the material).
    • Add to the ASRS database. See wiki for separate procedures. (https://wiki.valpo.edu/library/index.php/Procedures_for_Adding_items_into_the_ASRS)
    • Remove and discard the binding slip that is taped in the inside cover
    • Take book truck up to Circulation

Step 2: Receive and process the bound monographs
• In Sierra serials, bring up the item record by scanning the barcode you taped to your pull slip. Insert a new barcode and change the status to available (or whatever it is supposed to be).
• Process monograph by tattle-tapping, and stamping with “Mollering Collection – Valparaiso University” stamp, if needed.
• Take books up to Circulation

KFR edited 10/2019

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