Binding Procedures Start to Finish
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 5 main parts of having an item bound: I) Determine what needs to be bound; II) Set up the shipment in the ABLE program; III) Request a bindery pickup; IV) Transfer shipment information to the binder; V) 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. FOLIO knowledge.
Safety Issues/Precautions: n/a
Equipment/Supplies: PC and printer with network connection. Bindery library patron account card.
Procedure:
Equipment/Supplies: PC and printer with network connection. Bindery library patron account card. Computer with ABLE software downloaded.
Procedure:
Part I: Determine what needs to be bound
A. Access the list of periodicals to be bound from the shared file:
S:\CCLS\TechnicalServices\Binding Information\Bindery Pattern
B. Go to periodicals stacks and pull the issues that need binding.
1. If issues have an optical character reader barcode attached to it, remove it as it may damage the paper over time.
2. Remove any subscription postcards from the issues. If postcards are bound in, carefully cut them out with an Exacto knife.
C. For monographs, check the item out to the “Bindery” account in FOLIO.
Part II: Set up the shipment in the ABLE program
A. Access the ABLE web start app on the desktop of the label processing PC.
1. Login:
2. Account ID
3. Operator ID library
4. Password
**Information can be found on S drive at CCLS>TechinicalServices>Login Information
B. Create a new lot for periodicals.
1. From the menu near the top of the screen, select “Lot”.
2. In the “Lot ID” box name your lot (use the date of the pickup and P for periodical). Ex: 022216P
3. Select “Enter.” A new box will appear and ask "Create lot?" Answer “Yes” and close the window.
C. Add periodicals to your periodical lot.
1. 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 the lot ID name you created in the previous step.
2. 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.
a. Fill in the volume and year of the title you are binding. Add the volume number to the end of the call number.
b. 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 to put one slip in the cover of the first issue. Keep the second slip for your records.
c. Rubber band the issues to be bound in the correct order with the binding slip in the first issue and set aside for packing.
d. Do this for each title.
D. Create a new lot for monographs
** Follow the same steps taken for periodicals, except place a letter M at the end of the date. Ex: 022216M.
E. Add monographs to your monograph lot
1. On the main screen, under the “Fmt” drop-down box, click on “TAC.”
2. For each monograph, type in the title (all caps), author (all caps, first name, last name) and call number.
3. When typing the call number, put a backslash ( \ ) where you want a new line to start. Ex: PR\5322\.W38\1910.
4. In the “Cover” drop-down box, choose a color for the binding. Try to stay as close to the original cover color as possible.
5. In the “print” drop-down box, choose the print color for the spine. Try to stay as close to the original cover lettering color as possible.
6. If there are any special instructions, such as the item is to be re-cased, select Instructions and type the instructions there. If you forget to do this step, you can handwrite the instructions on both halves of the binding slips.
F. Select the “dd item” and print out the binding slips, cut in half, and put one in the cover of the item, and keep one for your records.
1. If the monograph is being rebound or recased, remove the old barcode and tape it to the binding slip kept for your records. This will help with processing the books after they have been rebound.
2. 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.
G. Check monograph titles out to “Bindery.”
1. Log into FOLIO and change the Service point from “Technical Services” to “Circulation desk-2nd floor”.
2. Click “Check-out.”
3. Scan the “Bindery” patron card, kept at the periodical processing PC.
4. Scan the barcode of each monograph being sent for rebinding.
Part III: Request a bindery pickup
A. 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.
B. Go to the website http://acmebinding.com/library-binding/
C. Hover the mouse over the tab “Locations”, and click on North Manchester, IN
D. Click on Forms & Resources
E. From the list, click Request a Pickup.
F. Fill out the 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.
G. Select “Send”. -You should then receive an email confirming the pickup.
Part IV: Transfer shipment information (the lots) to the binder.
A. Run binding reports.
1. This will list all titles in your lots.
2. You will need to do a separate report for periodicals and monographs.
B. On the main screen of the ABLE program, make sure you have the correct Lot ID listed in the Lot ID box.
C. Select the “Window” button near the top of the screen
1. In the dropdown menu, go to “reports.”
2. Change the report type to “Lot Item.”
3. Sort Criteria to “Text.”
4. Select “Next.”
5. Select the “To Screen” button. Close out this screen.
D. To print, you must export.
1. In the “select a format” drop-down box, choose “Acrobat (pdf) file.”
2. Select “Export.” You can either save or open the file. Select “Open” and then “Print.”
E. Fill out an HF Group shipment form (the carbon paper forms located in the periodicals processing desk) with name, date, and phone number.
1. Fill the standard periodical line (product code 14) with piece count and the number of boxes.
2. For monographs (custom book product code 21).
F. 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.
Part V: Process the volumes upon return
A. Receive and process the bound periodicals
1. Unpack the boxes from the binder.
2. Compare the shipping slips in your records to the bound periodicals unpacked
3. If it is extremely cold outside, let the volumes sit on the book truck until they reach room temperature.
B. Log into FOLIO and go to the “Inventory” app
C. Look up the title of the periodical in “Instances.”
1. Find Holdings: On-Site Storage – These are the bound periodicals stored in the ASRS rather than the individual periodicals in the stacks.
2. Click “Add Item” and create a new item record.
3. Process for ASRS
a. Stamp with “Mollering Collection –Valparaiso University”
b. Tattle-tape the volume
c. Add the last 5 digits of the barcode to the top of the material
D. Remove and discard the binding slip that is taped in the inside cover
E. Place on the new book truck, to go up to Circulation
F. Receive and process the bound monographs
1. In FOLIO, pull up each item record by scanning the old barcodes taped to the pull slips held in your records.
2. Place a new barcode in the back of the book
3. Click the “Actions” button and choose “Edit.”
4. Replace the barcode number in the item record.
5. Make sure the status is set to “Available.”
G. Process monograph by tattle-tapping, and stamping with “Mollering Collection – Valparaiso University”, if needed.
H. Take books up to Circulation
LWC -edited 1/5/25