Authors: Sherry Brown, Michael Shepler
The goal of serials and monographic binding is to achieve, as an end result,
an accurately bound volume preserved for the library's collection.
- Selection and Collation
- Innopac Work: Pre-Binding Slip
- Binding Slip Production
- GLADIS Maintenance
- Routing Bindable Material to CONS/BPD
- Material Routed for Mending
- Bindery Returns
Whenever feasible, binding workflows should be organized in such a manner to
ensure that the lower level tasks (some selection/pulling of material, tying
volumes, packing lugs) are given to students, with the higher level staff reviewing
and performing the more difficult tasks (Innopac matching/examining of records,
binding slip formatting and production, enhanced GLADIS holdings). In smaller
units, this may not be practical.
Staff should schedule the gathering and processing of material for binding
so that it is a smooth operation over the course of the month.
Under optimum circumstances workflow should maintain a steady pace, allowing
units to meet monthly quotas with minimal flurries of last-minute binding.
The purpose of serials binding is to collect a number of journal issues into
a single bindable volume. Staff responsible for binding should regard the bound
end product as a final step, striving for as little a margin for error as possible.
Because of the high cost of serials binding, and the permanence of a bound volume,
staff engaged in binding should have a keen appreciation for the key role of
binding as the final step in the serials workflow.
With this in mind, it is imperative that staff receive a high level of training
in all facets of the binding process. It is also recommended that staff only
begin the binding process after gaining familiarity with the collection through
experience with day-to-day Innopac check-in over a period of time.
Advanced training is recommended because Innopac records are shared (ie. any
passworded staff can manipulate records for any collection in the system).
Monographic binding is employed for:
- paperbound items which have high use
- items which cannot be shelved in the stacks without binding (eg. unbound
- flimsy material which would be damaged by even minimal usage if shelved
- Staff should receive thorough Innopac check-in training, including extensive
(day to day) check-in experience over several months. Components of the training
should include: familiarization with patterns of publication, bibliographic
irregularities, experience with questioning and learning to resolve serials
- Thorough GLADIS Maintenance training, including: record searching, summary
holdings, volume/copy fields, etc.
- Understanding binding designations
- Understanding publication frequencies
- Knowledge of publication history (bound volumes on shelf)
- Ability to recognize title changes, binding designation changes and other
bibliographic irregularities, that require referral to catalogers
- Ability to utilize Branch Processing Manual (BPM): sections on Binding (3toc.html),
collation, binding slips, etc.
Units are assigned a monthly binding allocation which should be met each month.
OVERALL STANDARD FOR ALL TYPES OF BINDING
Under optimum conditions, units should meet, but not exceed their monthly quota.
If a unit begins to develop a pattern of failure to meet their quota (over several
months) the Unit Head should negotiate with the Conservation Department on how
to better adjust their binding needs in relation to the unit's collection size
(and/or other demands of the unit).
FUNCTION 1: SELECTION AND COLLATION
Staff must be able to correctly identify, pull and collate bindable material.
- Units should have guidelines as to the number of unbound issues left on
the shelf for patrons.
- Units should have a mechanism for systematic review of the collection for
- Units should have guidelines regarding material with missing issues (ie:
leave in the stacks, bind around, charge to a hold shelf).
- Units should have guidelines regarding the search process, replacement decisions,
and referrals to selectors.
- Units should have guidelines regarding handling of duplicates.
- Amount of material pulled should correspond to the unit's monthly quota.
For example, if the unit's quota is 100 pieces, at least 25-35 bindable items
should be pulled each week.
- Material pulled for binding should be processed expeditiously (within 2-3
days), in order to minimize the time when the material is unaccounted for
(not yet charged to GLADIS and not in the stacks).
- Material pulled should be prioritized according to whether it is rush or
regular binding, with the rush material processed immediately (within 1 day).
- Collation: Issues must be put in order, striving for zero error rate.
Collation is self-reviewed, as the Bindery no longer performs a checking function,
thus a final check should be made before material leaves the unit for binding.
FUNCTION 2: INNOPAC WORK: PRE-BINDING SLIP
Using BPM procedures (Serials manual, Binding, Formatting... (8i.html#FORMAT))
staff must correctly format the Innopac check-in record, inserting or modifying
the Bind Title and Bind Info fields for each title.
- Match/examine Innopac record with the bindable volume in hand.
- Ensure correct binding title.
- Ensure correct binding information and formats for binding slip module.
- Ensure correct binding type to accommodate individual unit's needs. (ie:
BUCK vs. LC or MYLAR)
- The buckram bind should be relegated to high-use titles, while not exceeding
the 40% buckram bind limit recommended by CONS/BPD.
- Staff must match bindable volume to correct Innopac record (ie. correct
title and location) with no error rate tolerance.
- Fields inserted/modified in the check-in records should have an average
correctness rate of 95%.
Review of each check-in record should be made by staff performing this function
before exiting the UPDATE mode in Innopac.
FUNCTION 3: BINDING SLIP PRODUCTION
- In the case of Mylar and Pamphlet (Pam) Binds, no slip is necessary. The
items(s) to be bound should have correct call numbers and routing instructions
written on the piece.
- Binding slips must be produced for each bindable item in the following categories:
- Buckram, LC Bind, Cloth
- Ensure that binding slip is produced according to BPM standards (Binding
Manual, Binding slips (3a2.html#first))
- Binding slips produced via the Innopac binding module (serial binds) should
be checked to ensure that any typed manipulations of the binding slip have
- Typed binding slips (monographs and mending) must be proofread to ensure
correct information to be input by the Bindery.
- Staff should follow unit procedures regarding collapsing and/or deleting
Innopac check-in boxes after the binding slip has been generated.
- Binding slips for each bindable item must be produced with 95% accuracy.
- After production, all binding slip information must be carefully scrutinized
by staff performing this function.
- Final review is done by Conservation Department/Binding Preparation Division
Error rate can be measured by amount of material returned, unprocessed from
CONS/BPD, due to incorrect binding slips.
FUNCTION 4: GLADIS MAINTENANCE
- Staff must be passworded on GLADIS to perform holdings edits.
- Follow BPM procedures in the Serials Holdings Manual for all holdings edit
work. (Serials Manual, Holdings, Holdings standards (8g1.html#HOLDSTAN))
- Follow BPM procedures : Volume/Copy (V/C) Standards, for creation of V/C
field(s) for each bindable item. (Serials Manual, Holdings, Holdings standards
- Follow BPM procedures for charging material to the Bindery. (BPM Appendix
3, GLADIS Branch Maintenance Manual, Procedures, Barcoding of serials (appndx3.html))
- Follow unit's policy for charging high use material BINDRUSH to the Bindery.
- For items being sent to the Bindery prior to cataloging, unit staff may
create "q" level records in GLADIS and charge items to the Bindery. (monographs
and inactive serials)
Follow procedures in the BPM - sections on Post-cataloging Processing (Serials
Manual, Post-cataloging processing, Successive entry titles, Old title (8c.html#successive
entry)) and Holdings (Serials Manual, Holdings, Holdings standards (8g1.html#HOLDSTAN))
for closing ceased, cancelled and successive entry titles after binding.
Closings should only be performed by higher level staff.
Holdings edits and V/C field(s) should have an average correctness rate of 95%.
This standard can be measured by periodic supervisorial reviews, performed immediately
after GLADIS maintenance work has been done, and/or as errors are encountered.
FUNCTION 5: ROUTING BINDABLE MATERIAL TO CONS/BPD
Material should be securely tied, by bindable item, and routed to CONS/BPD
in lugs (or, in the case of the Main Library, on trucks) provided by the Library
Each bindable item, with the exception of mylars and pam binds must contain
a corresponding binding slip and carbon. The slip should contain all necessary
information to facilitate rapid expediting of bindable material. Mylar and pam
binds should have the correct call number and routing instructions written on
Material sent to CONS/BPD should be 95% error free. Routine checks should be
performed as needed by the technical processing supervisor.
Incorrectly prepared material will be returned by CONS/BPD to the sending unit.
FUNCTION 6: MATERIAL ROUTED FOR MENDING
- Material routed for mending falls into the category of binding standards
since it often requires recasing or rebinding.
- Staff should follow the BPM in the production of manual binding slips and
GLADIS charging, when routing material to be mended.
- *nX notes should be used when needed.
The same standard should apply to mending as is applied to binding. Error rate
should be minimized by staff preparing material. Conservation will ultimately
determine the treatment of the pieces (mend, recase, rebind).
Conservation staff will review and return incorrect material.
FUNCTION 7: BINDERY RETURNS
- Follow unit's procedure for material returned from the Bindery.
- Volumes should be inspected for any Bindery errors, such as wrong casing,
incorrect spine labelling, typos, wrong bind type.
- Errors on the Bindery's part should be returned to CONS/BPD for correction
as soon as possible.
- Errors which are not correctable (ie: wrong issue bound in) should be noted
in GLADIS, either in the V/C field, or in a note field.
- Piggyback barcodes must be moved from the front, inside cover to the upper
right corner of the bound back cover.
- In GLADIS: Check the V/C for proper placement on correct record and ensure
that the V/C information is correct (that the V/C reflects the material in
the bound item). Discharge the item from the Bindery.
- Quality control: Bindery returns must be checked for errors.
- Bindery returns should be processed in a timely manner (same day or following
Bindery returns are checked for errors by unit staff.
FUNCTION 8: STATISTICS
- Units should keep accurate statistics of what they've sent each month to
- Statistics should be divided into categories by "bind type".
- Units should follow BPM procedures (Binding Manual, criteria... (3a3.html#criteria))
when determining what kinds of material can be charged to the monthly binding
quota, as opposed to items which would be considered "bound free".
- Unit's statistics should be reviewed at the end of the month by the technical
- CONS/BPD will also confirm monthly sending and "binding type" percentages.
- WYSE terminal or PC with Innopac
- Barcode reader
- TTE (GLADIS Maintenance)
- Printer capable of printing computerized binding slips (eg. NEC)
- Binding supplies: binding slips (computer and manual binding slips), string,
lugs or trucks
- Branch Processing Manual: Sections on:
- Binding (3toc.html)
- Innopac Binding Slip Production (8itoc.html)
- Post-cataloging Processing (8c.html)
- For Main Library: Innopac Binding Procedures
- GLADIS Serials Holdings Manual (8g1.html#HOLDSTAN)
- Bound Volume/Copy Standards (8g1.html#HOLDSTAN)
Units to Consult
- Conservation Department: Binding Preparation Division
- Main Library Technical Services Binding Unit
Binding committe consulted with:
- Michael Conkin
- Jeanne Fong
- Willyce Kim
- Don Lee
- Althea Marion
- Tonette Mendoza
- Gary Quien
- Alex Ray
- Linda Turitz
- Judith Walker
- Camille Wanat
- Judith Weeks
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All Rights Reserved.
Last updated 08/04/05 Contact