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Page last updated: November, 2003
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Serials Binding Procedures in
ADVANCE 6.8


A. Sending Items to the Bindery: (In Bindery)

(The status is generated from Serials Module and is under review to be changed to match Circulation Status generated from Cataloging and Preservation to “At Bindery”. Review will consider that “in Bindery” is immediate notice that item was generated from Serials module and may speed tracking.)

If TOH or needed pub pattern is not available or is incorrect, then refer piece to staff with note on volume briefly explaining problem.

  1. Search and retrieve title. “Go to” “Check in” find issues to be sent to bindery and which you now have in hand.

  2. “Go to” SERIAL COPY SET DISPLAY.
    Select “#item” of the location you are updating.

  3. In SERIAL COPY SET DETAIL select “Binding list”.

  4. With correctly collated issue in hand, select “Update” .
    Scroll to issues being bound and change flag from “N” to “Y”

  5. “File” You will be back at SERIAL COPY SET DETAIL screen.
    The status will change to ‘In Bindery’ in serials module and in OPAC.

    Do Not collapse volume by deleting issues at this point.




B. Unpacking Binding Shipment.

  1. Unpack by account number.
    (Shipments usually arrive Thursday or Friday. Call Ted Lawton x82541 or other stack supervisors and ask for book trucks.)

  2. Pull white slips from out-to-bindery box. Read the notes in the note field - These are important notes! The white slips in the box might have other information on them and/or barcodes attached.
    Do not Barcode:
    -Anything which has a location other than Bstack.
    -Any locations such as REF collections or any special collection.
    -Anything that is Analyzed or CatSep, these need only to be updated for bindery status.
  3. Check volume as instructed.
    • Verify call number, title and color
    • compilation (is the vol in order)
    • inserts for missing issues
    • verify labels match contents

  4. If correct proceed to update status online.
    (If incorrect give to a serials staff to correct and return - DO NOT LEAVE THEM LAYING AROUND)

    Place titles for CAT SEP and ANALYZED on CAT truck after processing the bindery information.




C. To change status of volumes returned from Bindery to “Bound”

  1. Pull up the title “t =” and “Retrieve”.

  2. Verify item in hand has been bound correctly:( title and enumeration, color, chronology, inserts and issues are correctly entered)

  3. “Go to” “Serial Copy Display”.

  4. Select correct “#item” within the location you are updating.

  5. In SERIAL COPY SET DETAIL select “Binding list”.

  6. With correctly collated /bound volumes in hand, select “Update”.
    Scroll to item being returned from the Bindery and change flag from “Y” to “N”

    (If you have a long list of items - once you are done updating your issues hit “space bar” this will give you your Options:)

  7. In the BINDING LIST “File”.

  8. You will then be prompted to enter a barcode for the bound issue.

    Physically Affix the Barcode to the bound volume on the top center of the back cover. Scan that barcode into the system.

    The system will ask for one barcode as you file. You, must, therefore do only ONE physical and bibliographic volume per UPDATE SESSION.

  9. You will then be back in the SERIAL COPY SET DETAIL, “File”.

  10. Then “go to” “Pieces display”.

  11. In the PIECES SUMMARY select the item number you just entered. The status is automatically set to “In Processing”

  12. In the Online Catalogue PIECES DETAIL – MULTIPART update the following items.

    #7. Circ. Code:
    BSER (Bobst non-circulating) or BMAIN (Bobst circulating)

    “Status” enter “0” to Remove current status
    File this status? Y/N “Y”
    Then enter “*” as system prompts
    “File”
    Update owning info from current info (Y/N) ? enter “Y”

    Status will now be “Available”. Exit.




D. Adding Notes (as needed)
  1. “Go to” “Pieces display”.

  2. In the PIECES SUMMARY select the “# item” you need to update.

  3. Select “# line” 10 to add notes for the public. Such as…
    Library’s copy lacks no.2,5.
    Library's copy lacks numerous issues.
    Library's copy lacks numerous pages.

  4. “File”.

  5. The following automatically appears…
    Update owning info from current info (Y/N) ? :"Y".




E. Updating Multiple Status and Holdings Codes.

(If you are only updating one item go to steps C10 - C12)

To update multiple pieces at one time you will need to exit out of the record and return to the Main Menu. From there select #3 “Circulation. The following warning will appear:

This port has not been designated as a register. Press : Enter/Return

Circulation Menu
1. Change Status
2. Mass Holdings Update
3. Return to Main Menu


# 1-permits you to update status from In Processing to Available by wanding in barcodes.
# 2-permits you to update the circulation code to BSER once barcode is updated.


STATUS


  1. To change the status select #1 change status.

    This menu will appear:

    ITEM STATUS UPDATE
    Delete/Report date: Delete/Report time:
    Enter Item STATUS code :

    Item status to add :
    Item actions to delete :

    Barcode Title
  2. In ITEM STATUS UPDATE it automatically prompts you to…

    Enter Item STATUS code: "0".
    Enter STATUS code to delete. (* = Current STATUS): "*". (Asterisk)
    Then wand in the barcodes of the items you have updated. The system will flash title as you swipe each bar code.

    Repeat the status update for titles prior to 1990 and change the status to 1100.


  3. In ITEM STATUS UPDATE it automatically prompts you to…

    Enter Item STATUS code: 1100.
    Then wand in the barcodes of the items you have updated. The system will flash title as you swipe each bar code.

  4. When you are done Enter/Return. This will take you back to the Circulation Menu


HOLDINGS/CIRCULATION


  1. To update the circulation code select #2. Mass Holdings Update.

    You will be prompted to select form the following…
    Update [O]wning, [C]urrent, or [B]oth (Q to quit) ? : Q

  2. Select "[C]urrent"

  3. Tab down to the Circulation code and change the flag to "Y" yes.

  4. "Enter/Return" and type “BSER” in all caps. Then "Enter/Return" four times.

  5. Then wand in carefully only serials needing this code, "Enter/Return". This takes you back to -- Update [O]wning, [C]urrent, or [B]oth (Q to quit) ? : Q
    It automatically prompts you to Quit - "Enter/Return".

    FOR TITLES WHICH ARE ON CIRCULATION LIST For SERIALS: Handle as noted above for barcoding, however USE THE CIRC CODE BMAIN for these.

    BSER is a “non circulating” code.
    BMAIN allows circulation.




F. Stamping items once updating is complete.

Science:
Put Coles sticker inside front cover, stamp NON-CIRCULATING in back, stamp all 3 edges with NYU LIBRARIES. Then take up the the 9th floor.

Ref1:
Bobst stamp, stamp NON-CIRCULATING in back, stamp all 3 edges with NYU LIBRARIES. Put in Ref1 bin.

Ref6:
Bobst stamp, stamp NON-CIRCULATING in back, stamp all 3 edges with NYU LIBRARIES. Put in Ref6 bin or on Ref6 truck.

TSD/Analyzed:
Bobst stamp, stamp all 3 edges with NYU LIBRARIES. Do Not stamp NON-CIRCULATING. Put in TAM bin or on CAT truck with orange flag.

All Others:
Bobst stamp, stamp NON-CIRCULATING in back, stamp all 3 edges with NYU LIBRARIES. Take truck to sorting are on the 1st floor.


New slips - one binding slip will be returned for each volume bound. File the slips in the blue boxes.

Occasionally go through the Out-to-Bindery box and look for titles that have been out too long. Check the status first to see if they have been returned. If not notify Senior Serials staff.