BINDING: AFRICAN policies and procedures
POLICY:
Because 1) the UF Africana collection focus area is different than other US Libraries and 2) African materials are, in general, difficult to acquire, Peter Malanchuk, the Africana bibliographer, prefers that materials he acquires be bound before shelving. (Please see the African Studies page for details.) No other Library (actual or virtual) on the UF campus requests or receives this level of Binding. For now, Preservation has the funds to continue at this level of service. However, this policy can and will be reviewed in light of any future fiscal limitations. Therefore, while most newly received regular Circulating Collection items would normally go into the stacks and not be bound until they need it, certain categories of African materials come to Preservation for commercial library binding immediately.
PROCEDURE: (Library West holding location only)
MO’s and PA’s: African Monographs and Pamphlets come to the Binding Unit immediately after they have been acquired into the collection and cataloged/processed by staff in RS. These materials get a piggy back barcode on the back of the title page and end up on the binding shelf on the 3rd floor of LE. Next, Conservation staff retrieve items from the 3rd floor binding shelf and forward them on to the Binding Unit. Binding staff prepares them for binding by charging them to a pseudo-patron card and then creating a LARS ticket for them. In certain instances, the call number on the piece will begin with the four capital letters "AFRI". {The "AFRI" indicates that the piece will eventually be physically placed in the Africana Library. See below for details.) Due to workflow and NOTIS issues, only materials with this stamp will have the "AFRI" printed in the call number area of the spine or the front cover of the piece. PA's will be bound in navy C cloth while MO's will be bound in assorted colors of F grade buckram.
SE’s: Serials come to the Binding Unit immediately after they have been acquired into the collection and cataloged/processed by staff in RS. These materials mentioned get a piggy back barcode on the back of the title page and end up on the binding shelf on the 3rd floor of LE. Next, Conservation staff retrieve items from the 3rd floor binding shelf and forward them on to the Binding Unit. Binding staff prepares them for binding by charging them to a pseudo-patron card and then creating a LARS ticket for them. In certain instances, the call number on the piece will begin with the four capital letters "AFRI". {The "AFRI" indicates that the piece will eventually be physically placed in the Africana Library. See below for details.) Due to workflow and NOTIS issues, only materials with this stamp will have the "AFRI" printed in the call number area of the spine or the front cover of the piece. SE's will be bound in F grade buckram. LARS patterns are established to track cover color, so that all years of the serial are bound in the same color.
PE’s: Periodicals (issued more than once a year) are NOT sent to Preservation for immediate binding. Instead, R.S. checks the loose issues in (In the NOTIS system, this occurs either with an R line in an order record OR on the holdings screen (DHLD) of a title with no order record. In Aleph, this will change.), creates a small label sticker, and are forwarded gets to LW. They are shelved, by call number, in blue boxes, in front of the 'A's in the LC call number section of the 3rd floor by Access Services staff. The pieces sit in the boxes until early December of each calendar year. At that time, the issues are gathered together and brought to Preservation for processing. All pieces of each title are bound together, even if the issues are very scattered chronologically. Yellow missing issues sheets are not inserted into the bound volumes. The enumeration and chronology section of the spine will simply and accurately list off the contents of the piece. (such as v. 4, nos. 1,3,4-7,9 1999 v.5, nos. 6,8,10-12 2000) If only one issue of a title has arrived when gathered, pamphlet binding can be an option.
c. 2’s: (Per April 9, 2003 discussion between Peter M. and Cathy M.)
- Do NOT bind copy 2’s of PE’s and SE’s. Discharge them, put them in the box on the floor by Kendra and every 2 or 3 weeks, send to him.
- DO immediately bind copy 2’s of MO’s and PA’s.
African materials with a CD: Treat African materials with CD’s just as one would with a Library West holding location, placing the CD in a jewel case, labeling it correctly (follow CD guidelines for monographs at http://web.uflib.ufl.edu/rs/catpro/CDguideline.htm and serials/periodicals at http://web.uflib.ufl.edu/sercat/cd.htm ) and then sending it over to Access Services for placement in a CD Rom security case. It will be shelved in the stacks next to the paper piece, if there is one. (per March 10, 2003 email from Peter M.)
PROCEDURE: Non Library West holding locations
Materials of all formats at these locations are bound according to the policies and procedures of that holding location.
Donald Abraham collection meeting with Phek, Naomi and Cathy on July 30th, 2003. See link for special monograph cataloging procedure for this particular collection at http://web.uflib.ufl.edu/rs/catpro/AbrahamCollection.htm
African procedure page for serials cataloging is at http://web.uflib.ufl.edu/sercat/afrappcat.htm
African procedure page for monograph/serials acquisitions
is at http://www.uflib.ufl.edu/acqlic/serials/aleph/ordering/afrappr.htm
Definition of AFRI: AFRI is
a specific holding location that Peter Malanchuk selects for certain
of his African related materials.
The AFRI holding location can and will contain Monographs (MO’s),
Pamphlets (PA’s), Periodicals (PE’s, which are issued more than
once a year), and Serials (SE’s, which are issued once a year or less
often). As of Summer 2003,
this location is an intellectual location and NOT yet a physical one. (NOTIS
location codes have been set up. Please see details at http://web.uflib.ufl.edu/alephpro/catmet/afri.htm)
As progress is made over the next 3/5 years towards having an actual
physical location for an Africana Library (AL), it was decided to begin
identifying titles for placement in the (eventual) AL.
This decision was made because we might as well start now, so that
when the selection of a physical location finally happens, a core
collection is already identified. Because
he will almost certainly not get as many linear feet of shelf space as he
has linear feet of materials, he only selects certain items for the
AFRI location.
Current methods for acquiring materials into the (eventual) AL collection:
Method for acquiring African related titles |
Notes: |
% of these materials placed in AFRI holding location** |
African Approval (Afrap)* |
Hogarth |
60-70% |
Yankee (profile) |
Many come hard bound |
75% |
LC Nairobi |
Arrive very irregularly |
75% |
G&E |
|
80% |
Firm Orders |
Clarks, Thorolds |
75% |
Collections purchased |
eg. Donald Abrahams |
60% |
* Afrap periodicals are not a regular subscription, so they do not get checked in on a NOTIS order record. Instead, individual issues received are noted on the holding screen (DHLD, F5) with a note of (unbound) on the line of unbound issues.
** from a verbal discussion between Peter Malanchuk and Cathy Mook in July of 2003
Sent out for comment and revision August 2003. Finalized and posted September 2003. Small updates in October of 2005.
