Preparing Issues for Binding

Journal issues in need of binding are sent out to the commercial bindery only when the college is not is session, during winter and summer breaks. However, to reduce chances of issues becoming lost, issues are set aside on the “To Bind” shelf in the Serials Office as volumes become complete. Patrons have access, upon request, to these volumes awaiting binding.

Items sent to the commercial bindery are returned in four weeks.

Issues are collected for binding as Serials staff notice that a volume has become complete, or after running a program on Tripod which finds titles whose issues may be ready to be bound.

Printing Binding Pull Slips and Editing the Card

1. In Millennium Serials, choose the Binding program and select a previously prepared review file of checkin records of Haverford titles which we bind. Click Start; the system will scan the checkin cards in the review file to find issues which may need binding.
    
2. When it finds one it displays the card. You may highlight other boxes if desired. Click To Bindery to change the status of the highlighted boxes to To Bind. Click Print Pull Slip if you wish to print out a reminder of title and issues needed to be brought from the Periodicals Room.
    
3. Do not bind together issues which will total more than 2 1/2 inches thick; bind these in two parts, clearly defining each on the binding slip. If enumerative volumes need to be broken up, do not bind some issues of one volume with some issues of another. If this is a new title ask the Cataloging Department to assign a call number.
    
4. Using the user ID and password, log on to the Bindery’s ABLE system at http://ableweb.thehfgroup.com/setup.htm. Use Internet Explorer on a PC, and make sure you have Java version 5. Training Guide is at: http://www.thehfgroup.com/Downloads/able6tg.pdf. This database contains information on all the journals we send to the bindery. Create a shipment ("binding lot") and call up the record for each title, printing off 2 copies of a binding slip as follows:

   Search by title key of first 2 letters of each main word in the title (example: INFIST for International Financial Statistics). Fill in the volume and year information as you would like it to print on the bound volume. If this is a new title, decide on a style of binding, cover color, and frequency of binding, and enter the call number, including the call number location, i.e. for location “TR” enter “ART PHOTO” to tell the Bindery to print that location on the spine of the bound volume. Click Add Item and the binding slips will be printed.

    
5. Here are some confusing characters used by the Bindery in their call number display in ABLE and on their printed binding slips:
    
   \ line break
   % will print on the spine as Roman numeral I or Capital I
   = will print on the spine as Script L
   $ or ] will print on the spine as Script O (capital o)
    
6. Insert one copy of the binding slip inside the front cover of the first issue (with about one inch showing at the top), and keep the second copy in file.
    
7. When the shipment is complete, send the file to the bindery by FTP using ABLE.

Final Prep & Packing the Cartons

Before packing the issues into the Bindery’s reusable cartons for shipment:

1. Compare title, enumeration, and chronology on bindery slip with issues being bound to double check for accuracy.
    
2. Check sequencing, pagination, completeness.
    
3. Magill journals only: Tear off the covers of individual issues if they are stiff and their contents are extraneous, except for government documents. If the title page and table of contents are in the back of the last issue of the volume, tear them off and place them in the proper place to be bound in. If there is an index, place it in its proper place in the back of the last issue. (Note: Publisher may label Index as Contents: contents are lists of articles in page number order and should be bound in the front of the textblock, just behind the title page; indexes are lists of articles or subjects in alphabetical order and should be bound in the back of the textblock.) Remove subscription cards and inserts.
    
4. Deactivate all targets. Please ask Serials department for assistance if unsure how to do this.
    
5. Use elastic bands to hold issues together in proper sequence.

Fill the spaces between volumes with packing material to avoid damage to journals during shipment. Mark the outside of each carton to indicate the type of binding job (“Standard Per.” For Magill titles, “Custom Per.” for Science titles) and the total number of volumes enclosed. Affix the bindery’s address sticker, with the Library’s return address on it, onto each carton.

Bring the cartons down to the shipping/receiving area of the Library. Fill out the bindery’s packing slip for the shipment, keeping a photocopy, and tape it to a conspicuous spot on one carton for the Bindery’s driver to see; he will sign and leave a copy for the Library.