Library Binding Committee Meeting Minutes
May 3, 2000
9:00am-11:00 AM
Smathers Library Conference Room
Present: Victoria Naipavel [Chair]; Kendra Carter;
Jan Hernberger; Justino Llanque-Chana; Michele Wilbanks-Fox; John Seay; Carol
Whitmer; Emily Madden.
Special Guest: Naomi Young, Head, Serials Cataloging Unit, Resource Services
Agenda
Discussion of closed order records with special
guest, Naomi Young
Naomi wished to discuss a problem that has occurred
occasionally when order records are closed due to a title change, in that the
current issues receipt lines no longer display to the public.
The MARC holdings screen has not always been updated to reflect what the
actual holdings are.
This can result in confusion about what is actually owned and
can appear as if there is a gap in the holdings.
Binding staff needs to be aware of this and act accordingly.
The old title issues need to be bound as soon as possible and the MARC
screen updated. Naomi announced that the Serials Cataloging staff would let the relevant person know
at each library when Resource Services staff is changing a title (and therefore,
closing an order record) so this can be done.
Statistics
Victoria circulated a printout of Binding Production
Statistics: fiscal year 98/99 and 99/00 comparisons. Contact Victoria for
a copy if you were not present at the meeting.
New student userids
Let Victoria know if you have any students who need network userids and binding permissions updated.
She will contact the Systems Department.
The LARS userid’s have been generic in most locations and Preservation would
like to move to a specific LARS userid for each person doing binding.
Contact Victoria for assignment of LARS userids.
Office vs. preservation supplies
Office supplies like transparent tape, plastic tapes, cloth
tapes, regular glues, and post-it notes are not appropriate for use in or repair/mending
of library materials. Preservation quality
materials are formulated differently to minimize further damage. Send all items
needing repair to Conservation for treatment.
There are many instances of books damaged further by the materials
used to “repair” them.
Always remove markers (paper clips, post it notes, pieces
of paper) and turn up any turned-down corners of pages from books returned as
soon as possible. It would be
helpful to have Circulation staff aware of this necessity.
Closing jobs
Do not close LARS jobs.
This is to be done by Victoria only so she may properly ftp files to the
bindery. Other problems can also
result if the job is closed inappropriately. It was suggested that the LARS history function be used if there is a
need to access information about a title in a closed job. Detailed information on all binding is kept in an ACCESS database for use
in auditing.
Condition-based binding
We are to continue with condition based binding. Be alert about the older
green board pamphlet binding. The
boards have been proven to be acidic and to be replaced as the condition of the
item warrants.
Mutilated bound volumes--interlibrary loaning pages,
rebinding, etc
Send any volumes with pages torn out to Ken McAnlis in Conservation. He will obtain the
missing pages through Interlibrary Loan. If
the number of pages to be replaced is 5 or less, he will do the requisite
photocopying and tipping in. If the
number of pages is greater than 5, Ken will send the copies with the volume to
the owning location to be commercially re-bound.
Scott May's visit to UF
Scott May of Southeast will be visiting on Thurs., 5/11/00
at 11:00am. It will be a brief visit. His flight leaves from
Jacksonville at 4:20pm. Check over
the shipment that will be arriving on Wed. 5/10/00 for any problems that need to
be discussed with Scott. Send
questions or examples of what needs corrected to Victoria before 11:00am on
Thursday, 5/11/00.
Other Items discussed
Victoria announced that a copy of the latest (9th) edition of the Library Binding
Standard is now on order for the Libraries for
use by Binding Committee staff. This edition is now a NISO/ANSI/LBI
standard, Z39.Only
one copy is to be purchased. Anyone
wishing to use it may contact Victoria after it arrives. A proposal was made to route it to the various locations.
Victoria announced that she is still working on the online version of the Binding Manual. Check the web page frequently for updates.
Any items sent to Conservation/Preservation should always be charged to a dept. library card. This is needed for proper tracking of materials. The Conservation/Preservation units will then re-charge materials to the appropriate cards there. If an item shows as discharged at Library West on the day of the shipment, it can indicate that the item is in route to the owning location from the Binding Unit.
All call numbers are to end in slot 2 of the guide. This needs to be determined the first time a periodical or serial title is bound only. The LARS program will automatically do this for the monographs. You do not need to measure each book against the guide.
A recent shipment of hand-sewn volumes was found to be totally unacceptable. The entire shipment was returned for corrections. Victoria is awaiting the results. There may be a need to send hand-sewing items to another bindery in the ICI group, possibly the one in Louisiana. Please remember that hand sewing is quite expensive (up to $20 per book) and should be reserved for limited use. The best example would be an item on heavy coated paper with text and graphics extending across pages.
Emily Madden relayed a question from Robert Singerman about the interface requirements for LARS with whatever new LMS is selected. Victoria indicated that any new system selected is required to be Z39.50 compliant. UF did not have a Z39.50 server until Jan. 2000. When we have both a Z39.50 server and the Z-link software available, the libraries will be able to use the Z-link software from ICI to obtain monograph information for the binding slips directly from the catalog. This should eliminate the extensive re-keying that is currently necessary for binding slips. It should also significantly reduce the error rate and improve production rates. This is listed in the Binding section of the current RFP, which can be found on the FCLA web site.
Future Notes
The next Binding Committee meeting will be in August. Date and time to be arranged later. If you have agenda suggestions or, if schedule conflicts arise, contact Victoria Naipavel in Preservation.
Victoria announced that she would 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. When sending email, send it also to Victoria, as she will be checking her email remotely. Both she and Cathy will be away for the ALA conference from July 6-10, 2000, and all binding problems or questions should be emailed to Victoria, who will check her email at least once per day while at ALA.
Respectfully Submitted,
Carol Whitmer
May 4, 2000
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