Bobst Library:
Serials Binding Policy

Gathering Issues to Bind

Full-time serials staff determine binding frequency for each new title based on thickness of the issues and logical groupings of issues in each volume. The binding decision is noted in the check-in record and adhered to for subsequent bindings unless circumstances (e.g., issues become thicker) require updating the binding instructions for that title.

In the absence of an online binding module, a manual system is used to gather issues for binding. When checking in the first issue of the next bindable unit, serials receiving staff fill in a call-to-bind slip for the previous bindable unit. Serials staff gather issues from A level based on the call-to-bind slip.

When the library subscribes to and retains both the paper and the microform editions, the paper edition is not gathered for binding until the microform edition is received.

Replacing Missing/Mutilated Issues for Unbound Serials

If an issue of a volume is missing when a title is being gathered for binding, serials staff re-check the shelf two subsequent times: 1) 3-5 days later, then, 2) one week after the first follow-up. If the issue is still missing after the second follow-up, serials staff order a replacement. If a replacement issue does not arrive within two months of placing the order, the volume is bound incomplete. (See Binding Incomplete Volumes below.)

Paper copies are not replaced when the library receives both the paper and microform editions. This is true whether the paper edition is retained indefinitely or for a limited period of time.

If a replacement for a missing microform serial needs to be ordered, Microforms staff inform serials staff, who order the replacement.

Serials staff work in conjunction with Collection Services and ILL to replace pages in unbound issues which have been mutilated. When 20 pages (10 leaves) or less need to be replaced, serials staff gather all issues in a bindable unit (issues with missing pages as well as intact issues), change the online status in the serials module to "At Bindery", and forward them to the Collection Services Supervisor. Collection Services holds the issues and obtains photocopies via ILL. The replacement pages and the issues are returned to Acquisitions to be bound.

For an issue missing more than 20 pages, serials staff try to obtain a replacement issue before binding the volume.

Binding Incomplete Volumes

When a replacement issue(s) can not be obtained, the volume is bound without the missing issue(s). If the library receives only the paper edition, serials staff supply a page to the binder to insert where each missing issue would have been bound. The insert says: "This volume was bound without [missing issue enumeration and chronology]."

When a replacement for the paper edition is not ordered because the library also subscribes to the microform edition, serials staff supply to the binder an insertion page which says: "This volume was bound without [missing issue enumeration and chronology]. The library also owns this title in microformat."

Serials staff indicate "incomplete" on the bindery slip, and the binder prints "INC" on the spine to indicate the volume is incomplete.

Discarding Limited-Retention Serials

Staff in Current Periodicals discard issues for titles which are kept for a limited period of time based on retention decisions originally made by selectors. Retention decisions are noted in the Bobcat record as well as on the shelf labels in the periodicals stacks so that they are evident to both library users and staff.

When the library subscribes to both paper and microform editions, serials staff notify Microforms staff to discard the limited-retention paper edition when the microform edition is received.

Re-binds

Serials which are received in a publisher's binding or bound by the library's commercial binder and which later need to be re-bound due to deterioration of the binding are handled by the Preservation Unit. That unit determines the feasibility of re-binding using standard preservation techniques and takes appropriate action on each volume.