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"First time binding" refers to the initial binding of any serial or monograph that has never before been bound.
For bound books or other material needing repair, rebinding, protective enclosure (phase boxing) or preservation replacement (brittle material or missing pages)--route to the Conservation Treatment Division, CTD-Room 9 Doe where the appropriate treatment will be selected and where some treatments will be applied.
This section covers the processing of new pamphlets, monographs and serials routed to the Binding Preparation Division for first-time binding. Send to: BPD-Room 209 Moffitt, for processing and forwarding to UC Library Bindery.
This section describes preparing serials for first-time binding using both forms of binding slips, the manual (BS1) and computer (INNOPAC), samples of which are shown below.
For more detailed information on computer-produced binding slips, refer to the INNOPAC Binding Manual of the BPM which provides detailed instruction on how to produce binding slips using INNOPAC for active titles with INNOPAC check-in records. For help in determining binder's titles, contents information, or other spine-marking questions see the UC Standard for Spine Marking or call BPD staff, 2-8140.
title page
contents page
issues, earliest on top
supplements
index
Most serials are bound as buckram and LC, and since basic title and other information needs to be stamped on the spines at the Bindery, they require fully-prepared binding slips. The following instructions are important, and apply for all binding slips:
The following instructions are for preparing BS1—or "manual’--binding slips for serials using a typewriter. [The BS1 is a 3-part slip consisting of an original, a copy, and a "stiff-back" copy. The original and copy of the slip are necessary for BPD and must be inserted in the binding packet; the stiff copy can be kept for your records, or discarded.]:
Right side of BS1 slip for serials binding:
Left side of BS1 slip for serials binding:
"Sew Flat": material needs to lay flat when opened.
"Double spreads": dual page layouts.
"Narrow inner margins": to alert Bindery if margins are less than 3/8".
"Trim carefully": outer margin less than ¼", or presence of foldout pages.
"Refolds": loose materials that need to be refolded to size of book before binding in.
"Do not trim": there are tabs at outer page margins.
Follow the instructions as described in the INNOPAC Binding Manual. Any special instructions that do not appear as preformatted information must be manually typed on at the bottom of the slip following the binding information. Since it is an INNOPAC produced slip you do not have special instructions to circle. Following is a brief description of slip production.
First volume and cover date format on COLUMN 1
1. V.287
2. MAR 2000
3. P.315-1012
Above OK? (y/n)
Second volume and cover date format on COLUMN 1
1. V.287
2.
3.
Above OK? (y/n)
When serial titles are recataloged so that subtitles become titles in their own right, do not disbind or cut apart previously bound volumes. Volumes cut apart usually cannot be rebound without losing part of the text. If a recataloged title seems to require rebinding send it to CTD Rm.9 Doe, with a note and binding slips, inserting a colored sheet of paper where the volume should be split. Conservation staff will see if it can be rebound, and if so, will disbind properly. If the volume cannot be rebound, it will be returned to the unit with a note.
Most new monographs and some separate issues of serials will be either mylar or pamphlet bound, and since they will have no information stamped on the spines, they will not require binding slips. All pamphlet binds, and any mylars without call numbers on spines, are routed from BPD after delivery from Bindery to CAT/MARK, where they are catalogued and/or marked. Mylars with call numbers already on spines are routed directly after binding to your location. (Blue "Bind For" flags are flagged into monographs when sending to bind, to facilitate mail room routing and to indicate to BPD which unit's binding allocation to count against. Monographs are blue-flagged for binding by selectors or branch staff, and will count towards a unit's monthly binding allocation).
Although most monographs are now sent for mylar or pam bind treatment, binding slips are necessary for the relatively few that are bound as LC or buckram—i.e., those that will have information stamped on the spines. These bslips are filled in slightly differently for first-time binding than for repair or rebinding books. See Conservation Treatment Division procedures on filling out bslips. This section deals with the first-time binding of monographs only. (If mylars or pamphlets are received for binding with bslips, the bslips will be retained in the BPD shipment records for possible tracing or recall. Remember, mylars and pam binds are expedited at the Bindery with a 3-week maximum turnaround, because these volumes are usually difficult to trace or recall.)
Each monograph and serial volume to be bound requires two slips, an original and a copy. (This is true even for multiple volumes of the same title). The sending unit is responsible for accurately filling in the spine information on the right side of the binding slip.
The following instructions are important, and apply for all binding slips:
Instructions for filling out the left side of the BS1 slips for monographs is essentially the same as for serials, as described above.
Right side of BS 1 slip for monographic binding:
Dissertations, theses and professional reports are usually LC-bound, and when not requiring cataloging can be sent directly to BPD and returned directly to the library unit. For dissertations to be shelved alphabetically, the only spine information needed on the binding slip is usually the author's last name and first initial. When no other marking or cataloging is needed, indicate "Direct to [your unit]" in the Special Instructions area.
Theses to be LC-bound with only the author's last name on the spine, and going to CAT/MARK after binding, can be sent without binding slips by lightly [bracketing], in pencil, the author's last name on the title page. These volumes--as with mylars and pambinds--cannot be traced or recalled from binding, since there will be no paper record in BPD or Bindery.
Oversize maps, foldouts and other loose material need special binding instructions.
The Bindery can fold oversize loose material to the size of the book and bind it in place. Before tying and sending the volume to BPD, place the maps or foldouts in the place where you want them bound. Otherwise, they will be bound in the rear of the volume.
On the binding slip:
If loose material should not be bound in for best use (if, for example, an item needs be removed to be used) it can be placed into a pocket in the rear of the volume. Type "Pocket for loose material" in the special instructions area of the binding slip. If a pocket is not requested, the item will be bound in.
Volumes accompanied by loose material that are 3/8" or less in total thickness can be accommodated by the pamphlet pocket. (If the volume—including the loose material--is thicker than 3/8", it should be buckram or LC bound.)
Material in an unusual format that cannot or should not be bound, should be sent--or if the material is "rare" or fragile, must be hand-carried--to CTD-Doe Rm.9 with a note in the Special Instructions area of the binding slip with the suggested treatment. These materials will sometimes require a custom-sized protective enclosure appropriate to the item, such as a phase box. (CTD will call the sending unit to consult when necessary.)
Library policy usually is not to bind newspapers but instead to "receive and retain [them] in microform."
Newsprint usually becomes brittle and unusable in a few years, Also, the oversize format of most newspapers makes them costly to bind and difficult to shelve and handle, increasing their vulnerability to damage.
The Library's binding program discourages binding such materials, both to reserve scarce binding funds for other, permanently retained materials, and because microfilm is the most appropriate long-term storage format for these materials.
Materials on newsprint that will be retained unbound in paper only until they are withdrawn, or until microfilm is acquired, may be wrapped in a bundle until the permanent film is obtained. Microfilm or microfiche may be available commercially, or may be made in-house in the Library Photographic Service. Units that have newspapers or newsprint titles that cannot be purchased commercially in microform should contact the Preservation Replacement Division (2-2392) when sufficient material has accumulated to film.
Insert a RUSH flag into each volume. Orders of rush material are shipped from BPD to the Bindery twice weekly, on Tuesday and Friday mornings, and include all types of material. Items must be received by BPD before noon on Monday or Thursday for the next day's shipment.
Insert binding slips or any necessary flags into the books, leaving the top inch of the form showing above the book. (Avoid using paper clips, which may tear pages; use elastic bands cautiously, since they can damage books.)
Doe-Moffitt: use book-trucks or lugs.
Other Units: use lugs. Attach a routing slip addressed to CTD-Rm.9 Doe (for
repairs) or BPD-Rm.209 Moffitt (for new binding).
Loose, unbound material should be placed in manila envelopes for transport. Material considered "rare" should be hand-delivered to CTD Rm.9 for treatment.
Any volumes or issues to be bound together must be tied together using 24-ply string which minimizes the chance of damage. Tie material with a continuous strand both top-to-bottom and side-to-side; then tie a bow at the fore edge (the open edge, away from the spine).
If a binding slip is used, use the "same" binding slip option. (See section on Binding Slips)
For other items that need to arrive at the Catalog Dept together, you may use a rubber band, with CAUTION.
RUSH: 10 days
Mylars and Pam binds: 3 weeks
New Buckrams and LC binds: 4-6 weeks
Rebinds: 4 - 6 weeks
Map-pocket: 8-10 weeks
Turnaround time for books sent to the Bindery can sometimes vary, depending on workflow. (Preservation Department will report in CU News Technical Services Notes when binding is being delayed.) Please add a few days at each end of the above turnaround times for processing and handling.
BPD keeps paper records back for one year, and cannot trace items beyond that time. Items without binding slips cannot be traced or recalled. These items, mostly pamphlets and mylars, receive priority treatment at the Bindery and are expedited through BPD to lessen the amount of time they are not available.
There are two ways to recall or trace items:
- Title and call # of volume.
- Date (as close as possible) when volume was sent to (please note!) BPD to be bound or CTD to be repaired.
- If item was "rush" or "regular" priority.
- Type of binding, if any, requested.
- And any other relevant information (e.g., "sent for map pocket," etc.) which could help in locating the volume.
NOTE: To trace missing or delayed volumes that might be in other tech processing units, or to expand the parameters of this search: email tracemon@library.berkeley.edu for monographs or traceser@library.berkeley.edu for serials. These email tracers will reach the staff in Technical Services who trace for monographs or serials, and they will then search technical service locations other than CONS.
Books, pamphlets and documents needing repair--including inserting (tipping in) any indices and errata--or rebinding, or that are too brittle to be used without further damaging the paper, should be sent to the Conservation Treatment Division for treatment. Each volume or item sent for repair must be accompanied by a binding slip with the spine information on the right side of the slip filled in correctly: see previous instructions. Do not fill in the left side: CTD staff will inspect each item and choose the appropriate treatment.
All binding slips must contain correct spine information and routing instructions. Complete information helps us in tracing, since items may be repaired at CTD then forwarded to BPD for processing.
Rush treatment is available for repairs and rebinding. Please include a RUSH flag for items to be rushed. (Rush treatment is not available for brittle books or phase boxes.)
When books exhibiting mold, mildew, insect or rodent infestation are discovered, they should be immediately isolated from the rest of the collection. Books with bugs or animal infestations should go into plastic bags upon discovery. Please call Conservation Treatment immediately (2-8843). Also, call the Department immediately in cases of flood, leaks, or other environmental hazards to the collection.
For books or other material needing repair or rebinding, route to Conservation Treatment Division, CTD-Room 9 Doe, where the appropriate treatment (repair, rebinding, protective enclosure, preservation replacement) will be selected and some treatments will be performed.
When routing within Doe-Moffitt libraries: use book-trucks or lugs; from other units: use lugs only. A routing slip addressed to CTD-Rm.9 Doe can be attached, to help the mail room.
When mailing loose, unbound material, please place in manila envelope for safe transport.