IMPORTANT NOTE: When closing a bindery form document, or
when exiting WPW, the application will ask if you want to save changes to the document(s).
Do not save the changes--select "No"
1) Selecting NEW in the FILE menu
2) Under GROUP, select MAIN.
The various bindery forms are listed to the right under SELECT TEMPLATE. Select the desired template by double clicking on the template name, or by highlighting the desired name and clicking on SELECT TEMPLATE
2. Economy binding.
Economy binding is used for books and scores with no sewn signatures, books having only one
signature, or scores having only one sewn signature and no parts. These books must be 2 inches or
less in thickness and 13½ inches or less in height. Choose the proper bindery form
from the templates in WPW (directions are given above in Accessing Bindery
Forms) based on the relevant criteria. Economy binding is requested using the following
instructions:
a. "Bind HPB to lie flat--double-fanned adhesive bind"--for books with no signatures. Template: HPB double fannedDo not designate a color for economy books--economy books are bound black with white lettering. If there is a cover, it will be mounted on the front, provided it is in satisfactory condition and conducive to mounting. Alternatively, the music library may request that the cover be bound into the book. This can be done by adding the instruction "in covers" to the binding instructions (i.e., "Bind HPB in covers to lie flat...")
b. "Bind HPB to lie flat--sew through the fold"--for books with one signature Template: HPB sew fold
3. Class A binding.
This style of binding is used for:
On books bound Class A, covers are normally discarded by the bindery during the binding process. However, if the cover is to remain with the book (for instance, because of valuable bibliographic information), include "bind in covers" in the bindery instructions (i.e., "Bind in covers Class A to lie flat.")
Books with call numbers beginning with M2 or M3 must have their color matched with the other books in the series. Write "MATCH COLOR" on the barcoded copy of the bindery form. The bindery processor will then use the bindery's color swatches to identify the color of the series. The Class A binding style is divided into several categories, outlined in the list below. Choose the proper bindery form from the templates in WPW (directions are given above in Accessing Bindery Forms) based on the relevant criteria.
a. Class A book or score
Template:Class A form
Add "bind in covers" to the instructions if appropriate. This can be done in two ways:
- Write in: after printing, use a caret to insert the phrase "in covers" between Bind and Class A
- Type in:
- 1) Use the mouse to select the Instructions cell (a neighboring cell may also be highlighted, this is not a problem)
- 2) In the TABLE menu, select FORMAT
- 3) At the top of the FORMAT window, select CELL, and then, in the CELL ATTRIBUTES section, click on the LOCK box until it is empty (i.e. white)
- 4) The instructions field may now be altered--add "in covers" between Bind and Class A
b. Score (or cover) and one part.
Template: Class A + 1 part
Indicate author/title and call number for both score and part. The instructions are preset to bind the score Class A. Sometimes, however, only the cover should be bound (for instance, in the case where there is no score and only a cover and parts). You must change the instructions by using one of the following options:
- Write in: after printing, cross out the word score in "Bind score Class A. . ." and write in COVER. above.
- Type in:
- 1) Use the mouse to select the Instructions cell (a neighboring cell may also be highlighted, this is not a problem)
- 2) In the TABLE menu, select FORMAT
- 3) At the top of the FORMAT window, select CELL, and then, in the CELL ATTRIBUTES section, click on the LOCK box until it is empty (i.e. white)
- 4) The instructions field may now be altered--replace score with COVER
c. Score (or cover) and 2 or more parts
Template: Multi part item
The parts are to be numbered in score order. For instance, a string quartet would be listed in the PART NAMES section in the following manner:Pt. 1 Violin IThe instructions are preset to bind the score Class A. Sometimes, however, only the cover should be bound (for instance, in the case where there is no score and only a cover and parts). See the instructions given in the above section (for a score and one part) on changing the instructions to bind the cover.
Pt. 2 Violin II
Pt. 3 Viola
Pt. 4 CelloSee also the note in the above section on fold-out parts.
4. Bind Best Way Possible To Lie Flat
Template:Blank instruction
Use this instruction for books or scores which have suffered some wear (damaged signatures, rough
page edges, etc.) and may require the special attention of bindery personnel. Type "Bind best way
possible to lie flat" in the instructions cell.
5. Portfolios
Template: Blank instruction
Some books or scores will require a portfolio, rather than a standard binding. Examples of such
items are scores with loose sheets which should not be bound, rare books, or material too brittle to
be bound. If the item to be housed in the portfolio is too valuable to be sent to the bindery, give
the dimensions of the item in the instructions cell.
6. Individual Parts
Template: Blank instruction
To bind a part that is separated from its set, use the instruction "Bind as a part in gray paper."
Give the part name in the title cell (after the title), and indicate the part number (i.e., Pt. 1)
in the call number cell.
B. PROCESSING ITEMS TO BE SENT TO THE BINDERY
1. Bindery Forms
2. Preliminary Inspection
Double-check that the instructions given on the form are consistent with the type of book.
Please note: Economy books can be no more than 13½ inches in height or 2 inches thick. Books
with more than one signature are to be bound Class A. Books without signatures are to be
bound HPB Double-fanned Adhesive bind, unless they are very thick (250+ pages). See the
instructions for Economy and Class A binding (including
exceptions to the Economy category) in the above section on binding classifications.
For items with parts, check to see that the parts have been given a property stamp. If they do
not, place a property stamp on the front (or title page) of each part, being careful not to cover
any useful information.
3. Foil/Color
4. Charging books to the bindery
5. Item codes/Item count/Shipping labels/Shipment manifest
To assist in keeping track of shipments and books, each shipment is given a "name" based on the
color and date of the shipment. Thus, if a shipment leaves the Main Library on December 31 and
has white lettering on blue covers, this shipment's name would be Dec.
31st--WHI/588. This information is for our use only and should be written at the top
of the tally sheet.
6. Sending the shipment
7. Sorting bindery forms
1. General
2. Matching books to bindery forms
Missing books: Occasionally, a book will remain at the bindery longer than
expected. This means that the form for that book will be left over after checking in the
entire shipment. This form should be moved to the "Past Shipments" notebook until the missing
book arrives (most likely with the next shipment).
3. Discharging books from the bindery
4. Charging to the bindery cart
5. Affixing barcodes and property stamps
b. Music with parts
c. Portfolios
d. Reference stamp and sticker
e. MUS DISS dissertations
Correcting Errors
1. Standard P.E.D. items
Books to be sent to the bindery can be found on the middle shelf of the bindery cart. These
items should each have two copies of a bindery form inserted in them. One of these copies has
a barcode strip affixed--this is the library copy and will remain in the library to account
for the book while it is at the bindery. The copy without a barcode label is the bindery copy
and will accompany the book to the bindery.
Bindery items are categorized into 3 main types: custom books, music
books, and economybooks. The book type must be indicated in the cell on the
right side of the bindery form.
Custom books are Class A books that are not scores, portfolios for books, and items to be bound
"best way possible." Music books are Class A scores, scores with parts, and portfolios that
will hold bound parts. Economy books and scores are items bound HPB according to the
guidelines set forth earlier in "Binding Classifications and Bindery Forms"
The person who prepared the bindery forms may have written "Match Color" on the library
copy. This
means that the book belongs in a series (often an M2 or M3 collection) and should be
bound the same color as the other books in the series (with the same call number). To determine the
color of the series, bring the color swatches to compare with the items already on the shelf.
"Foil" refers to the color of the lettering. There are three lettering colors: white, black, and
gold, abbreviated WHI, BLK, and GOL, respectively.
Materials that go to the bindery must be charged out in the online system. This alerts patrons
and staff that items have left the building. Charge to the bindery record with the bindery
circulation card (located inside the cabinet immediately below the Bindery Processing computer)
Opening the Circulation Application
Circulation--Charging to bindery
Use the Bindery Shipment Tally sheet (WPW: c:\bindery\shipping\tallysh.eet)
to record how many of each kind of book will be sent to the bindery. The current tally sheet
(as well as any blank copies) is kept in the top filing-tray (located in the bindery sorting area).
Use separate boxes for custom, music, and economy books. The codes for the three product types are
as follows:
Custom Music Economy 21 25 31
Bindery shipments leave the Main Library mail-room every third Friday--specific dates are given on
the Heckman Bindery Pick-Up Schedule, located inside the cabinet (on the door) above the
bindery-form sorting area. On the Monday or Tuesday before the shipment date:
The middle filing-tray by the bindery-form sorting area contains the library copies (barcoded) of
recently processed books. The forms for each shipment should be sorted alphabetically and placed
in one of the shipment books. Attach a small card to the shipment book spine identifying the
shipment.
C. PROCESSING ITEMS RETURNED FROM THE BINDERY
Be sure to keep shipments separated in the bindery closet. Empty boxes should be kept for
future use. When unpacking books, keep some of the packing paper for future use. Extra
packing paper should be placed in the "MIXED PAPER" recycle bin. Remove books from boxes and
sort alphabetically. Unpack the entire shipment if possible--provided there are enough empty
carts. This will allow quicker matching of bindery forms to books.
Find the shipment book for the returning shipment--this shipment would have been named for the
shipment date which immediately preceded the shipment just sent out. Find the bindery form for
each book and place in a stack.
Missing forms: If there is no form for a book, it may be a
late arrival from an earlier shipment (this is especially likely if the book is a different
color from the others in the shipment). If this is so, the missing form should be in the "Past
Shipments" book.
For instructions on accessing the circulation application, see Opening the Circulation
Application
in the Charging Books to the Bindery section above. To discharge:
Sometimes the computer will prompt you to acknowledge that a given item has multiple parts or
that an item is to be placed on a hold shelf. For those with
multiple parts, simply acknowledge (type "x") and move on to the next form. For those items
to be placed on a hold shelf, make a note on the bindery form (e.g., "HOLD SHELF"). See note below
for more details.
Note: Hold-shelf books should be processed as
soon as possible. They must be discharged again upstairs at the circulation desk so that a
receipt can be printed. The receipt will give the name of the patron who has recalled the
book. Write the last name of this patron across the top of the receipt and place on the hold
shelf (alphabetical, according to patron's last name)
After books are discharged from the bindery, they must be charged to the bindery-cart patron
card. This will allow patrons and staff to track the location of materials. Use the following
procedure:
a. Books and music (no parts)
A property stamp should be placed inside the front and back covers (upper left corner of
each). The barcode strip should be placed in the upper right corner inside the back cover.
A property stamp should be placed inside the front cover. Additionally, check that each part
has a property stamp on the first page (title page or first page of score).
A property stamp and barcode must be placed inside the portfolio. Place the
barcode in the upper right corner, and the property stamp to the left. Also, place a
SCORE/PARTS sticker immediately below the barcode, indicating the number of items of
each type. Sometimes it is necessary to type a new sticker if the contents are unusual (for
instance, if there is a cover, score and additional sheets). In this case indicate the number
of each type of item. Do not include the portfolio as an item.
Place the stamp THIS BOOK DOES NOT CIRCULATE below the barcode strip on reference books and
books with call numbers which begin "MUS DISS." A reference sticker must be attached to the
spine of reference books. Place this sticker immediately below the call number if
possible--trim if necessary. Cover the sticker with a label cover of the appropriate size.
MUS DISS dissertations are archival copies of School of Music dissertations. They do not
circulate, and should be stamped with THIS BOOK DOES NOT CIRCULATE below the barcode strip.
If items have been incorrectly labeled by the bindery, use permanent marker to cover the
incorrect information and then apply a label with the correct information.
D. P.E.D., SETS OF PARTS, AND OTHER ITEMS REQUIRING A SLIPCASE
Large sets (i.e., for full orchestra, band, or other large ensemble) consist of parts bound in gray
paper and housed in black slipcases. These parts are separated according to
instrumental sections. Each slipcase requires a separate P.E.D. bindery form. Generally, winds,
brass, and percussion can be grouped together in the same slipcase. Combine first and second
violins into one slipcase, and violas, cellos, and basses into another. However, if the parts are
very thick, or if there are too many parts, these sections should be divided to make smaller
groups to avoid slipcases which are too large and cumbersome to be handled and shelved
effectively. For instance, the horns can be grouped with the brass or winds, or the brass can be
grouped with either the winds or percussion, whichever achieves a better balance of parts.
Whenever possible, avoid placing some instruments of a section in one group and the rest in
another. If winds, brass, and percussion cannot be placed into one or two groups, divide
them into three.
Note:Full scores (i.e. for conducting) are
bound separately. Bind these scores Class A, with gold (GOL) lettering on a black cover (Swatch
number 990)
The P.E.D. form is located in WordPerfect
(c:\bindery\shipping\docs.ped\master.ped).
The upper half of this document
is formatted with three columns--enter all information in the middle column. The bottom half has
two columns for entering part names and numbers. Here's an example of a completed form
NOTE: DO NOT SAVE CHANGES to the P.E.D. form
when closing the document or leaving the application!!
Indicate foil/color on this line. P.E.D. items should be black (Swatch 990) with gold (GOL) lettering.
Under "Bind pts.____" enter the name of the first part in the group and the last part of the group.
It is also helpful to indicate (in parenthesis) the total number of parts in the group. For
instance: "Bind pts. Violin I-St.1 through Violin II-St.8 (16 parts total). . ." This will help
the bindery personnel confirm the number of items to be bound.
This section of the form is for indicating instrumental section or other information. Use the
following abbreviations for the sections:
When the orchestra librarian has indicated that the set is a performance set, give the following
information (in addition to the instrumental section information):
PERFORMANCE SET
DO NOT CIRCULATE
Parts should be listed in score-order Wind, brass, and percussion parts
are given part numbers and are numbered continuously (e.g., FLUTE-PT.1, OBOE-PT.2. .
.TROMBONE-PT.7. . .SIDE DRUM-PT.13, etc.). String parts are numbered according to stand number
(e.g., VIOLIN I-ST.1, VIOLIN I-ST.2. . .VIOLIN II-ST.8, etc.).
2. Slipcases without parts
Template:Blank instruction
Typically, this situation arises when a slipcase is needed for parts which are already bound
individually and are in the P.E.D. Indicate spine and color information--match the color to the
other slipcases, if any, for the same call number. Either send the parts (rubber banded together)
or give the dimensions of the set of parts and give one of the following directions:
a. "Make a slip case for parts. DO NOT REBIND the parts. Color slipcase as indicated. Letter and number the spine as indicated." or,
b. "Make a slip-case with the following dimensions: [give dimensions in inches--height, width, depth]. . ."
