Library Binding Committee Meeting Minutes
01 March 2000
10:00 AM
Conservation Workroom

Present  : Victoria Naipavel [Chair] ; Kendra Carter ; Jan Hernberger ; Justino Llanque-Chana ; Michele Wilbanks-Fox ; Carol Whitmer ; Emily Madden

Agenda

Review of the Libraries’ first contract year with ICI/Southeast Library Bindery was generally deemed to be good by group.  Note was made of the Southeast’s determined efforts to work with Binding Committee staff to achieve desired results for commercial binding and special products, such as CD cases.  Some desire for more consistently sized spine lettering was expressed as well as greater attention on Southeast’s part to avoid incorrectly collated volumes.  Victoria mentioned that a beneficial improvement over past binderies’ practices was that Southeast sends invoices with returning shipments making it easier for Preservation staff to verify charges. 

Procedures for preparing spiral, comb and velo bound materials for binding were reviewed.  Southeast charges to remove spiral bindings, but does not charge for comb or velo binding removals.  In response to this, Victoria requested that Binding staff fully remove spiral bindings prior to shipping materials to Southeast.  Comb and velo bound materials may continue to be sent intact.

Additionally, it was mentioned that Southeast charges the Libraries $0. 55/minute to perform treatments manually.  These include such actions as “setting out” pages and hand-trimming items.  Pocket construction for loose charts and maps, as well as routine trimming of comb, spiral and velo bound holes can be requested without review by Preservation or Conservation staff.  Messages to the Bindery requesting these treatments can be added to either the Permanent or One-Time Instructions areas of bindery tickets.  Items deemed to require “setting out” pages --a treatment often used for zero-gutter margin items, will need to be reviewed by Preservation/Conservation staff prior to bindery treatment.  Emily asked what to do for non-special materials with no margin.  Victoria responded that Reprographics can archive-photocopy brittle items up to 50 pages/25 leaves.  Such items should be sent to Conservation, where, upon review, they will be routed to the Brittle Books Coordinator.  Larger items can be sent to the Brittle Books unit for microfilm consideration.  Options for untreated items can be discussed with Victoria, or John Freund.

Southeast has been finding jobs with variant numbers of items in the boxes vs. the number of pieces reported to be in those jobs by their LARS files.  To respond to this, Victoria asked members of the Binding Committee to begin counting the number of items placed in a box and recording that number somewhere on the mail label to Preservation on Bindery shipment pick-up days.  Also, she requested that we ensure that the number of items placed in boxes matches the number of pieces prepared for a job.  Please perform all job file rectifications before sending a shipment to the Bindery.

Extra-agenda Topics

Victoria announced the 9^th edition of the Library Binding Standards manual is in pre-publication status by the National Information Standards Organization (NISO).  One will be purchased by the Libraries for use by Binding Committee staff.  As well, there are no plans for a guide to the standard to be published this year.  A draft of the manual may be found online at http://sunsite.berkeley.edu/Binding/index.html

Marie Kennedy requested that Victoria ask the group for feedback regarding a preliminary proposal to standardize input of volume information to Luis Item Records.  The proposal is to require that all, or most, spine information be input to the ENUM/CHRON field of Item Records rather than to both ENUM/CHRON fields and MIDSPINE fields.  Generally, Binding Committee members were not in favor of adopting this change.  While acknowledgement was given to the possiblity of there being a functional need for a change --such as, in response to a new SUS Libraries-wide OPAC acquisition, Committee members discussed many reasons why the current standard had been developed as well as the impacts changing current practice would have on both technical and public service staff.  Some of the reasons mentioned and discussed were :

a) volume information often will not fit entirely in the ENUM/CHRON field;
b) when volume info is placed all in the ENUM/CHRON field, it is visually “busy” when it displays to either LTUF or LUUF modes of LUIS;
c) the need for initial input to ENUM/CHRON fields for the purposes of generating call number labels was understood by the Committee, as well as, was discussed in its context of communicating to staff throughout the Libraries that, items with this type of input are either being relabeled, pambound, or in a temporary unbound state prior to being collated in a commercially bound volume.  In this regard, the proposed change would increase binding preparation time and potentially affect how staff direct patrons’ accession of materials.

Future Notes

The next Binding Committee meeting was agreed to be held on Wednesday, May 3, 2000.  No Committee members present expressed a conflict with this date due to that week being Finals Week.  If you have agenda suggestions or, if schedule conflicts arise, contact Victoria Naipavel in Preservation.

 Victoria announced that she will be away from her office from June 13 - July 11, 2000.  She asked Committee members to direct all binding-related communications to Cathleen Mook during her absence.  Both she and Cathy will be away for the ALA conference from July 6-10, 2000.

Respectfully Submitted,
Emily Madden
02 March 2000

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