GOALS OF THE PRESERVATION DEPARTMENT
Fiscal Year 1999/2000

COMMERCIAL BINDERY PREPARATIONS

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1. Standardize serial binding procedures
2. Convert from "bind after first circulation" to "condition-based binding" policy for monograph binding
3. Standardize use of binding terminology
4. Begin and evaluate CD security case test project in co-operation with Marston Science Library

That we plan to continue normal business goes without saying. But, it bears repeating that we endeavor to find more efficient ways of doing the same old thing.

Associated Library Goal:
        Continuing Business
Primary Contact:
        Victoria Naipavel (victoria@mail.uflib.ufl.edu)
Objectives:

• Standardize and streamline procedure and workflow to make most cost-effective use of binding unit staff time and increase serial binding statistics
• Investigate serial publication patterns for frequency to aid in budgeting binding

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 Associated Library Goal:
        To be listed
Primary Contact:
        Victoria Naipavel (victoria@mail.uflib.ufl.edu)
Objectives:

• Complete draft of condition-based binding procedure and policy, i.e. written policy and graphic quick-reference guide
• Receive Collection Manager approval of condition-based binding procedure and policy
• Implement policy, distribute written procedure and graphic quick-reference guides to all affected, schedule training for circulation and stack maintenance students/staff
• Measure effectiveness of condition-based binding policy by periodically evaluating condition of  materials not commercially bound in reshelving areas and stacks

• June 1999: Procedure, policy and graphic quick-reference guide completed
• August 1999
  • Binding Unit Head presented information to Collection Managers at the CM Steers meeting on August 19, and gained their approval and support for Condition Based Binding Policy
  • Binding Unit Head begins meeting with circulation staff at libraries to discuss Condition Based Binding criteria and procedures for routing materials to library binding unit or the Preservation Department.  
• Present: The following libraries are binding monographs according to Condition Based Binding guidelines: AFA, Education, LAC, Music, Judaica, Special Collections, Library West.  Marston Science Library has received graphical quick-reference guide.  The Preservation Department has seen an increase in the amount of monographs received for binding from AFA and Education Libraries.  Cursory evaluation of the AFA stacks show an improvement in the condition of the monograph collection.

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• Standardize terminology used by Binding Unit staff through Library Binding Committee workshop(s)
• Clarify and standardize terminology used by Southeast Library Bindery and Library Binding Committee so that communication between UF and SE will be more effective and explicit, resulting in a reduction of items returned by bindery unbound in need of further clarification, and a reduction of bound items returned to bindery for corrections

• July 14, 1999: Library Binding Committee discussed binding terminology at length at their regular meeting. Discussed differences in terminology between Heckman Bindery and Southeast Library Bindery. Also held hands-on workshop where each member evaluated the volume and determined proper leaf attachment method. Group discussed their findings together.
• October 6-8, 1999: Binding Unit Head travelled to Southeast Library Bindery in Greensboro, NC and discussed binding terminology with staff and department heads.  Dottie Vaughn, Check-In/Collation Department Supervisor, and Scott May, Vice President of Production, were especially helpful in clearing up binding terminology confusion between the staff of University of Florida Libraries and Southeast Library Bindery.  Several hours were spent examining various examples of leaf attachment and special instructions and discussing terminology for each.
• October 20, 1999: Library Binding Committee Meeting to discuss Binding Unit Head's tour of Southeast Library Bindery's facilities.  Leaf attachment and special instruction terminology were discussed.
• January 20, 2000: Steven Wells, Southeast Library Bindery Customer Service Representative, met with Binding Unit Head to discuss binding terminology, amongst other topics.  Several examples were displayed and discussed thoroughly, and those discussions were relayed to Binding Unit Staff at the next Library Binding Committee.
• May 2000: Scott May, Southeast Library Bindery Plant Manager expected to visit.  Tours of each library, and discussion with Library Binding Unit staff anticipated.

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• To make stand-alone electronic media (i.e. CDs and CD-Rom without accompanying books) available to patrons in the open stacks, while keeping them safe from vandalism and theft
• Gather statistics about number of stand-alone media currently at Marston Science Library and their current circulation rate
• In conjunction with Marston Science Library Staff, determine most effective circulation, shelving and evaluation policies for test project
• Order correct number of security cases
• Implement policy and train staff
• Evaluate effectiveness of test project by keeping circulation statistics, observing condition of materials shelved next to security cases and polling patrons

• July 1999: MSL and Preservation Staff met to evaluate samples of security cases
• August 1999:
  • MSL staff forwarded information about their stand-alone media to the Binding Unit Head
  • Binding Unit Head is currently creating a Microsoft Access database to track the information gathered by MSL staff
  • Kwik-Case security cases ordered by the Purchasing Department
  • Binding Unit Head met with Monograph Copy Cataloguing Unit to discuss changes that will occur in work flow once security cases arrive
• September 22, 1999: 150 Kwik-Case security cases and 150 jewel cases arrive in Preservation Department
• September 30, 1999: Meeting of MSL, Resource Services and Preservation Department staff to discuss work flow issues concerning introduction of security cases into the open stacks at MSL.  A report of this meeting, which includes procedures for cataloguing and processing these materials is now available online.
• mid-October, 1999: Preservation Department staff finished applying Tattle Tape to Kwik-Cases and required labels to jewel cases and delivered these to Resource Services and MSL.
• October 26, 1999: Project formally begun.  Resource Services should begin cataloguing CDs and CD-Rom and monographs with these items according to the guidelines established at the September 30, 1999 meeting of MSL, Resource Services, and Preservation Department staff.  MSL staff should begin updating Notis holdings of materials shelved behind the circulation desk and transferring them to the open stacks.
• December 1999: Database completed and information from CDs and CD-Rom previously catalogued and shelved behind MSL circulation desk entered.
• Present: Awaiting further information from Resource Services and MSL staff about the actual implementation of the project.

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