BINDERY PROCESSING MANUAL

I. TABLE OF CONTENTS

A. Binding Classifications and Bindery Forms

  1. Accessing the bindery forms
  2. Economy
    • a. HPB double fanned
    • b. HPB sew through the fold
  3. Class A
  4. Bind best way. . .
  5. Portfolios
  6. Individual parts

B. Processing Items to Be Sent to the Bindery

  1. Bindery Forms
  2. Preliminary Inspection
  3. Foil/Color
  4. Charging books to bindery
  5. Item codes/Item count/Shipping labels/Shipment manifest
  6. Sending the shipment
  7. Sorting bindery forms

C. Processing Items Returned from the Bindery

  1. General
  2. Matching books to bindery forms
  3. Discharging books from bindery
  4. Charging books to bindery cart
  5. Affixing barcodes and property stamps
  6. Correcting errors

D. P.E.D. and Other Item Requiring a Slipcase

  1. Standard P.E.D. items
  2. Slipcases without parts
  3. Multiple copies with the same author/title/call number
  4. Individual Parts

A. BINDING CLASSIFICATIONS AND BINDERY FORMS

1. Accessing bindery forms
The bindery forms are stored as templates in WordPerfect for Windows (Version 6.1), abbreviated WPW. These can be accessed by:
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

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"

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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 13 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 fanned
b. "Bind HPB to lie flat--sew through the fold"--for books with one signature Template: HPB sew fold
Do 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...")
NOTE: Some books and scores, though they may fit in the Economy category, should be bound Class A. See the next section for a list of such exceptions

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3. Class A binding.
This style of binding is used for:

  1. Books/scores of any size with more than one sewn signature
  2. All scores with parts
  3. All books which require a specific color cover, such as those with call numbers beginning with M2 and M3
  4. Exceptions to the Economy category:
    • a) any books/scores thicker than 2 inches or taller than 13 inches (regardless of the original binding style)
    • b) scores with one sewn signature but over 100 pages
    • c) scores originally bound double-fanned adhesive bind (DFA) which would be in danger of losing pages if bound HPB (for instance, a piano-vocal score)
    • d) books originally bound DFA which have more than 250 pages, regardless of thickness

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.")

NOTE: Since the templates are configured so that the "Instructions" field cannot be easily altered, change the formatting of the instruction cell, and insert "IN COVERS" in the instruction field. See below for instructions on formatting

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.

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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:
  1. Write in: after printing, use a caret to insert the phrase "in covers" between Bind and Class A
  2. 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

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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:
  1. Write in: after printing, cross out the word score in "Bind score Class A. . ." and write in COVER. above.
  2. 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

NOTE: Sometimes parts have fold-out pages. Alert the bindery to this matter by adding the phrase "CAUTION: FOLD-OUT PARTS!" in the instructions

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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 I
Pt. 2 Violin II
Pt. 3 Viola
Pt. 4 Cello
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). See the instructions given in the above section (for a score and one part) on changing the instructions to bind the cover.

See also the note in the above section on fold-out parts.

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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.

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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.

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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.

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B. PROCESSING ITEMS TO BE SENT TO THE BINDERY

1. Bindery Forms
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.

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2. Preliminary Inspection
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"

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 13 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.

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3. Foil/Color
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.

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4. Charging books to the bindery
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)


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5. Item codes/Item count/Shipping labels/Shipment manifest
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:

CustomMusicEconomy
212531

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.

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6. Sending the shipment
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:

  1. Notify the library mail room (855-4660) of the number of boxes to be shipped
  2. Place a sign marked "TO BINDERY" on top of the stack
  3. Tape a small sign to the Music Library's outgoing mail bin reminding the Main Library mail-room personnel to pick up the boxes (e.g., "Please pick up 7 boxes downstairs to go to bindery")

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7. Sorting bindery forms
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.

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C. PROCESSING ITEMS RETURNED FROM THE BINDERY

1. General
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.

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2. Matching books to bindery forms
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.

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).

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3. Discharging books from the bindery
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)

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4. Charging to the bindery cart
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:

  1. After clearing the screen (Pause/Break key)
  2. Type lcrc to access the circulation functions
  3. Wait! This welcome screen will automatically switch to the next screen
  4. Type iu to bring up the Circulation function menu Pick 1 for circulation
  5. The next menu is the Circulation Processing Menu
  6. Choose 1 to bring up the screen to charge items
  7. Use the bindery-cart circulation card as a patron card, using the scanner-wand to enter the patron barcode and item barcodes

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5. Affixing barcodes and property stamps

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.

b. Music with parts
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).

c. Portfolios
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.

d. Reference stamp and sticker
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.

e. MUS DISS dissertations
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.

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Correcting Errors
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.

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D. P.E.D., SETS OF PARTS, AND OTHER ITEMS REQUIRING A SLIPCASE

1. Standard P.E.D. items
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)

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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]. . ."

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3. Multiple copies with the same author/title/call

This type of order should be placed for several copies of a choral score. Do not use the P.E.D. form for orders of this type. Instead, use the bindery form template: Blank instruction For directions on accessing this form, see "Binding Classifications and Bindery Forms part 1" Accessing bindery forms Depending on the design of the items, select one of the following binding directions: Be sure to indicate that the copy number is to be added to the call number of each part. It is best if a continuous sequence of copy numbers can be given, then the bindery can simply number the parts consecutively. Otherwise, if there are various ranges of numbers, write a note in the instructions that the bindery should refer to the copy number written in pencil (under the call number) on the front of each part and add that copy number (using the abbreviation c.1, c.2, c.8, etc.) to the call number.

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4. Individual parts

For instructions on binding individual instrumental parts which are not part of a set currently being sent to the bindery, see "Binding Classifications and Bindery Forms, part 6" Individual Parts

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Manual written by Kevin Medows, with editing and HTML coding by Christia Thomason