Pre-cat and Post-cat Procedures (performed by Bib/Cat staff) that affect Bindery Operations

 

Note:   NB = new bind   TC = title change   OT = old title   NT = new title

 

GENERAL COMMENT:

 

 If you send to the bindery any volumes that are part of a backrun

(regardless of whether the title is current or dead, or whether the backrun is purchased or donated), you  should add Backrun to the ExtInfo or Red Book printout, along with the selector’s name (for possible bindery invoicing purposes).

 

ONE-TIME BINDS: 

 

These generally are gift backruns for titles that are not received on a continuing basis. The bindery staff does NOT need to create a permanent LINCPlus record. It is also best if all volumes are bound at the same time after the title is fully cataloged.

Pre-cat: Follow normal pre-cat procedures. Control records are not created.

Post-cat:  Bib/Cat staff collect the loose issues, create temporary control record for checkin of bindable units (create MARC holdings and items), print out RED Book screen and double-barcode items (do NOT charge out items), add One Time Bind – Backrun and the selector’s name (for possible bindery invoicing purposes) to the Red Book printout, and place printout and items on Item not on a report but already added in WorkFlows shelf in Bindery area  [Bindery staff will charge out items.]

 

 

NEW TITLES:     new subscriptions (free, paid, comes with package/membership)

 

1.                  Periodicals

 

a.                  Pre-cat  (when 1st issue of NT is checked in by Receiving staff and then

                           given to Bib/Cat staff)

1.                  If <= 1 bindable unit’s worth of issues on hand:  update the Retention line of the ExtInfo Folder on the current Control Record as if you were binding each year; add  [LIBRARY]; NB; eval. freq  to the ‘Type of Binding’ line in the Binding Folder of the current Control Record.

2.                  If > 1 bindable unit’s worth of issues on hand:  update the Retention line of the ExtInfo Folder on the current Control Record as if you were binding each year; add  [LIBRARY]; NB; eval. freq  to the ‘Type of Binding’ line in the Binding Folder of the current Control Record;  add a note to Postcat Checklist to bind all appropriate issues when 1st issue comes back from cat; add an 852 tag |z note to current control Marc holdings record, indicating that loose issues are being temporarily held on CS Dept. shelves (until title fully cataloged.)

 

Post-cat  (when 1st issue of NT returns to Bib/Cat staff from Serials

                Cataloging)

1.                  If still <= 1 bindable unit’s worth of issues on hand:  do nothing more about bindery.

2.                  If > 1 bindable unit’s worth of issues have been received:  collect issues, print out the ExtInfo screen and add NB – Eval. Freq. to printout, and put issues and printout on the Item not on a report and not added in WorkFlows shelf in Bindery area [Bindery staff will create a bound control record, and barcode, check in, and charge out the item.]

 

 

2.            Annuals, Biennials, Triennials, Irregulars   

 

a.            Pre-cat  (when 1st issue of NT is checked in by Receiving staff and then

                           given to Bib/Cat staff)

                        1.        If only 1 volume on hand:  update the ExtInfo on the Control

                                    Record to bind each year

2.        If  2+ volumes on hand: update the ExtInfo on the Control Record

           to bind each year;  add a note to Postcat Checklist to bind all

          appropriate issues when 1st issue comes back from cat

b.                  Post-cat  (when 1st issue of NT returns to Bib/Cat staff from Serials

                Cataloging)

1.            Barcode item (do NOT charge out item), print out the ExtInfo  screen and add NB and duplicate barcodes to printout, and place items and printout on Item not on a report but already added in WorkFlows shelf in Bindery area  [Bindery staff will charge out item.]

 

 

 

TITLE CHANGES:      ongoing subscriptions (free, paid, package/membership)

 

For periodicals and annuals:  follow pre-cat and post-cat procedures

as in New Titles above.

 

For periodicals only:  since the binding frequency in most cases doesn’t change, just simply add: [LIBRARY]; NB-TC  to the ‘Type of Binding’ line in the Binding Folder of the NT current Control Record.

 

 

Post-cat Addendum for OT: 

 

Note: Perform a serials inventory on the OT before proceeding further. When inventory is complete, then…

 

a.            If the OT is complete, and the OT has already been completely bound:  Bib/Cat staff will remove the OT current MARC holdings, and delete the OT current and bound control records.

 b.            If the OT is complete, but the OT still needs to be bound:  

Bib/Cat staff will collect all loose issues, print out the current control ExtInfo screen and write Last to Bind – TC and the Bind # on printout, and put issues and printout on the Item not on a report and not added in WorkFlows shelf in Bindery area  [Bindery staff will barcode, check in, and charge out the item, remove the OT current Marc holdings, and delete the OT current and bound control records].

 c.        If the OT is not complete, due to:

1.      Issues still to be received:  Bib/Cat staff will add the following note  Title Change… Pull immediately for bindery” to the Comment field of the remaining prediction(s) of the current control, and then return all issues to RR.

2.      Issues received but missing from shelf:  Bib/Cat staff will add the following note  Title Change… Pull immediately for bindery” to the Comment field of the remaining prediction(s) of the current control, and then give all pulled issues to the Receiving staff for BIND-PREP process.

3.      Issues already in BIND-PREP status:  Bib/Cat staff will add the following note:  Title Change… Pull immediately for bindery” to the Comment field of the remaining prediction(s) of the current control.

 

[Note: When last issue eventually arrives – or decision is made to bind incomplete - and the last volume of OT is ready for binding, the Receiving staff will collect the loose issues,  print out the ExtInfo screen and write Last to Bind – TC and the Bind # on printout, and put issues and printout on the Item not on a report and not added in WorkFlows shelf in Bindery area.  Bindery staff will barcode, check in, and charge out the item, remove the OT current Marc holdings, and delete the OT current and bound control records].

                       

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last updated 7/18/05  PC/ IB/SC/YL/RM; 2/17/06 pc; 3/23/06 pc; 4/26/06 pc