CHAPTER IX

Chapter 103,534 wordsPublic domain

BINDING RECORDS AND ROUTINE

Binding records must be as simple as possible, but they should

1. Instruct the binder.

2. Show what books are in the bindery and when they were sent.

3. Show how previous volumes of a set have been bound.

4. Act as a check on books when returned.

5. Show the cost of binding.

Some librarians keep a record of all books bound, called a "binding book." To the writer the need of a permanent register of books bound is not apparent. It is much easier to keep in other ways a record of books actually in the bindery and after the books have been bound and returned to the library the value of having the fact recorded in any other place than on the accession book is negligible. In the case of popular books easily replaced we may even question the necessity of recording in the accession book the fact that a book has been bound. Any other permanent record seems useless.

1. When books are sent to the bindery the binder must be told:

_a._ In what material each book is to be bound.

_b._ How each book is to be lettered.

The best way to indicate lettering, etc., has been shown in the chapter "Preparing for the bindery." The designation of material and color can frequently be done by giving a blanket order if the books are of the same character. For example, if all the books are fiction it is perfectly feasible to send a written order, stating that they are all to be bound in half brown cowhide with red cloth sides, French joints, etc. If the shipment is a miscellaneous one of periodicals, reference books, fiction and juvenile books it may be necessary to state on the binding slips how each book is to be bound.

2. For public libraries the question of keeping a record of books that are in the bindery is a simple one. The use of book cards for charging purposes is practically universal. All that is necessary is to remove the book card from the book, stamp the name or first initial of the binder's name and the date after the last charging date (Z25Ap14), and file the cards just as they are filed at the loan desk. If a book cannot be found on the shelves or in circulation, it takes but a few seconds to discover whether or not it is in the bindery. When the book is returned the card is replaced in the book. This is the easiest way of keeping this record and shows at once how many times a book circulated in the publisher's covers before it needed to be bound.

For books which have no book cards, such as reference books and periodicals, it will be necessary to write a slip which can be filed as a record with the book cards. If a binding slip must be sent to the bindery, by using carbon paper both slips can be made at the same time. The binder should be notified if books have not been returned; if unable to find them he must pay for them.

It is possible that some may think this method of keeping records unduly lax; that without a permanent record in book form many errors will creep in and that books will be lost. The answer to such a criticism is that in the Wilmington Institute Free Library it has worked for a period of ten years. During that time more than 25,000 volumes have been bound by five different binders, and the writer does not recall that a single volume has gone astray or that there have been any errors which would have been avoided if a record had been kept which required a careful invoicing of each volume sent to the bindery. When the books are shipped a statement is sent to the binder that so many volumes are in the shipment and it is his business to keep the books in this shipment together and return all at the same time. It is his responsibility, not that of the librarian.

3. Records showing how previous volumes of a set are bound should be kept as outlined under "Preparing for the bindery," page 140. The binding slip for the last volume of the periodical will show how it is bound. As an alternative to the carbon slip for periodicals it may be possible to keep a record of volumes in the bindery on the periodical checklist, if that be kept on sheets. A similar record should be kept for all books with volume numbers. For example, if volume 10 of Smith's works comes to the binding assistant a binding slip should be made out which records the material and color in which the book is to be bound, together with exact lettering used. When returned from the bindery this slip should be filed and referred to when another volume of the same work needs to be bound. Unless this is done it will be necessary to go to the shelves to see whether other volumes have been bound. If only one volume has been bound and that is in the hands of a reader it will be necessary to wait until it is returned, all of which means loss of time. No book with a volume number should be sent to the bindery without consulting the file of binding slips. If there is no record that a previous volume has been bound it may be advisable for the assistant to go to the shelves to see if there are other volumes of the same set which need binding. It is little more work to send five volumes than to send one.

4. From what has been said it can readily be seen what sort of a check is placed upon the binder. Books sent to him are charged to him as if delivered to a borrower. If he does not return them he must pay for them. Let the method be elaborate or simple, this is all that it amounts to. It behooves the librarian, therefore, to make his charging as simple as is compatible with safety.

5. Records of cost may be kept in various ways, but the essential facts which it is best to record are:

_a._ Number of volumes rebound;

_b._ Number newly bound;

_c._ Number resewed or recased;

_d._ Number repaired at the library;

_e._ Total cost.

If desired, the cost of each of the foregoing items may be kept. A large library will also need to keep a record of the binding for each branch, and possibly for each department in the main library.

In most cases it is not necessary for the binder to send a bill itemized by author and title.

It will be sufficient if he bill the books in some such way as this:

52 vols. Cowhide 8 in. @ .45 $23.40 16 vols. Buckram 10 in. @ .65 10.40 6 vols. Imperial morocco cloth 8 in. @ .50 3.00 2 vols. Morocco 8 in. @ .70 1.40 ------ $38.20

Books may more easily be checked with such a bill than with an itemized one. The information may then be drawn off on a sheet, allowing a column for each material and size, monthly and yearly statistics being easily compiled from these sheets. If it is the policy of the library to send an itemized invoice of books to be bound the binder should return the invoice with prices for each volume added.

In large libraries, such as the large college and reference libraries and public libraries with many branches, more elaborate binding records than those just outlined are necessary. College libraries, which do not as a rule have book cards, will find it necessary to make out a slip of one kind or another for charging purposes. In large library systems books should be sent directly from the branch to the binder and returned to the branch. A record should be sent to the head of the binding department at the main library, showing the number of volumes sent with the date, also the date when the books were returned to the branch. Each branch should, of course, keep records in much the same way as a single small library, but the needs of statistics require further records at the main library.

It is probable that each large library will have to work out forms suitable for its own needs, but the following are suggested as feasible.

+--------------------------------------------+ | | | | Volumes | | | | | | 1/2 Mor. |------------------------------| | | | | Lib. Buck. | | | | | | Cloth |------------------------------| | | | | 1/2 Duck | | | | | | 1/2 Pig |------------------------------| | | | | Light Brown | | | | | | Dark Brown |------------------------------| | | | | Black | | | | | | Dark Blue |------------------------------| | | | | Dark Green | | | | | | Red |==============================| | | | +--------------------------------------------+

Binding slip. Size 6x4 in.

Material and color are indicated on the left by underlining. Author, title, volume number, etc., are written in proper panels.

Size 5 × 3 in.

This slip is filled out by the branch librarian and sent to supervisor of binding, who decides who shall bind the books and sends the order to the binder.

Size 5 × 3 in.

When books are returned to the branch they are checked up with the bill. If there are no discrepancies the bill is sent to the binding supervisor.

Size 5 × 3 in.

This slip, made out at the central library upon advice from branch librarian that books have been shipped, is filed numerically. When bill is received, the information is drawn off on a monthly sheet. A similar slip can be used to keep records for each branch separately.

The weekly or monthly statistics sheets ought to give in vertical columns the number of volumes and cost of each kind of binding and repair work used by the library. They will include one-half cowhide, one-half morocco, library buckram, one-half duck, reinforcing, recasing, lettering, etc. The first column at the left will have the names of different departments and branches. The last column on the right will give the total expenditure for each department and branch, and the footings of columns will give the cost of each kind of work. If necessary this sheet can also indicate number of volumes rebound and the number of volumes newly bound.

BINDING ROUTINE

In preparing books for the bindery and keeping binding records a regular routine should be adopted which should be followed as closely as possible in order to avoid errors. Each library should adopt a routine suited to its needs, modifying when necessary the following suggestions.

Binding Routine for Small Library

1. Examine book, noticing condition, completeness, title pages, indexes, etc., and decide how book is to be bound.

2. Underline on title page the first letter of words which must be lettered on back. Pencil call number on reverse of title page.

3. If volume is a periodical or a volume in a set make out binding slip giving volume number and dates.

4. File book cards at loan desk.

5. Send books to bindery.

6. When books are returned check bill with books to see that no mistake has been made in charges.

7. Replace book cards in books.

8. File slips for periodicals.

Binding Routine for Medium-Sized Library

1. Examine books for binding noticing condition, completeness, plates, title pages, indexes, number and condition of copies, editions and various other points noted under "Preparing for the Bindery."

2. If the book is a periodical find title page and index. A special record ought to show when these are due and which periodicals do not publish them. Arrange exactly as the book is to be bound.

3. If the book is a periodical consult file showing how previous volumes have been bound and make out a binding slip with carbon copy, making such changes as are required by changes in title, date and volume number. The binding slip should be laid in the front of the book.

4. If the book is one of a set see if other volumes have been bound.

5. For books, not periodicals, indicate lettering by underlining on the title page the first letter of each word that is to go on the back.

6. Indicate color, material, volume number, call number, etc., on a binding slip which should be laid in front of the book. If the shipment is all fiction and no call number is used it will not be necessary to make out any slip of instruction. A blanket order may be made saying that all books are to be bound in a certain way.

7. When ready to send to the bindery, remove book card or carbon copy of binding slip. Leave slips containing information for the binder in the book.

8. Pack books and send to the binder, notifying him of the date of shipment and the number of volumes sent as follows:

96 vols. to be rebound. 25 vols. of periodicals. 3 vols. to be recased. 4 vols. of corrections. 2 vols. of samples. --- 130

(It sometimes happens that a volume of a set is going to a binder who did not bind the previous volumes. In such a case the second binder has no "rubbing" and a sample volume or a "rubbing" must be sent.)

9. Stamp carbon slips, and book cards after the last charging date, with the name or initial of the binder and the date sent.

10. File book cards and carbon slips alphabetically by author, or first word of title in the case of periodicals.

11. When books are returned from the bindery see that bill is correct.

12. See that books are lettered correctly, returning such as are incorrect.

13. Remove book cards from the file and place in the books.

14. Letter book pockets or book plates with call number and accession number, if this is the custom of the library.

15. Send periodicals and other books which have not been properly recorded to the order or accession department to follow regular routine for new books. Books that have been rebound may go directly to the shelves.

16. File binding slips for periodicals and destroy slips for previous volumes.

17. If it is the custom of the library to enter cost of binding in the accession book it will be necessary to put the accession number and cost on the binding slip. These slips may then be arranged numerically by accession number and the cost entered in the accession book.

Routine for Large College and Reference Libraries

The routine just given is as simple as can be made without endangering the safety of books. It is not sufficiently accurate for the large libraries, especially the college libraries which bind a large number of periodicals belonging to many departments, each department being obliged to pay for its own binding. This requires complex records in the binding department. In order to eliminate as many mistakes as possible it will be necessary to have a binding card for each periodical and for sets. (See Fig. 31)

This card has a line for the title, a place for the description of the binding, and is ruled on both sides. On the right-hand side it is ruled in three columns--price, sent, returned. The lettering may be indicated by vertical lines in the title, one for change of line in the same panel, two for change of panel.

Harper's Magazine

Color Style ==================================================== Volumes | Price | Sent | Ret'd --------------------------|-------|-------|--------- | | | | --------------------------|---|---|-------|--------- | | | | --------------------------|---|---|-------|--------- | | | | --------------------------|---|---|-------|--------- | | | | --------------------------|---|---|-------|--------- | | | | --------------------------|---|---|-------|--------- | | | | --------------------------|---|---|-------|--------- | | | | --------------------------|---|---|-------|--------- | | | | ----------------------------------------------------

FIGURE 31. Size 5 × 3 in.

When no volume of a set is at the bindery the card is left in a permanent file of bindery cards. When a volume is sent to the bindery the card is transferred to a temporary file, showing what periodicals are at the bindery.

1. Examine volumes for completeness; see that all numbers of periodicals are included and arranged in proper order. In the case of books examine quickly for missing signatures. With both books and periodicals leave page collation to the binder.

2. Make charging slip and send to the loan desk. Books for departments should be charged in the departments and not at the loan desk.

3. If a periodical, find title-page and index (if one is not published there should be a note to that effect on the binding card); and if separate, lay inside the volume.

4. If volume is part of a set examine binding records to see if other volumes have been bound. If no record is found in binding files look in catalog and order records to see if other volumes are already in the library, or have been recently bought and are not yet cataloged. If it is desirable to match exactly old sets bound elsewhere, make a "rub-off" for the binder and indicate the material and color. If the volume is one of a new set make decision in regard to style of binding and order a sample back.

5. If a periodical, get old card from "binding returned" file. In the case of new periodicals and books a card must be made, and the binder instructed to make a sample back for future use. Enter volume on card (one volume a line, unless several volumes are to be bound together).

6. Fill out binding slip (see page 154), indicating full lettering, proper spacing, style and material. Also make note on bottom of slip for such directions as "make sample back," "include all front covers," "no title page or index published," etc.

7. In the case of separate books it will be necessary to make out a card similar to the periodical binding card to be used in sending invoice of shipment to the binder.

8. Place binding slip in front of volume; tie up periodicals and lay aside with the volumes waiting to be shipped.

9. When shipment is ready to be sent, arrange cards:

_a._ By departments which are responsible for the cost of binding;

_b._ Alphabetically by author or title under departments.

10. Make typewritten list in triplicate (or more if necessary) of volumes for each department; one copy for filing, one for the binder and one to go to the order department with an estimate of the cost to serve as a charge against the proper department. If the departments against which charges must be made are many it may be simpler to list the books as they come, even if several departments are on one page, and to draw off from this the charges for the order department. Where departments are numerous and the record of each department is kept on a separate sheet there are a great number of sheets to handle, causing annoyance both in the binding department and in the bindery. Two lists may be sent to the binder so that he may add prices to one when the books are returned. This saves his time and also that of the binding assistant.

11. Stamp date on the binding card in the column marked "sent."

12. Stamp name of binder on binding card if the work is divided among different binders.

If all the work of the library goes to one binder this will not be necessary.

13. Ship the books.

14. File one copy of the list made out as noted in No. 10, send one copy to the binder, and add the estimated cost to the third list which is sent to the order department.

15. File cards in "binding sent" file.

16. When books are returned itemized bills are sent by the binder made out to each department.

17. Check books with the bills, arranging books in order of bills.

18. Take cards out of "binding sent" file in order of bills so that bills, books and cards are in the same order.

19. Compare lettering with slip to see if correct, lay aside such as are incorrect to be returned to the binder. Destroy slips.

20. See if charge is correct and enter on binding card in column marked "price." If there is a sample back, enter the cost and letters "S. B." above the line of the volume for which it is made.

21. Stamp date of bill on card in column marked "returned."

22. Stamp date of bill and cost in book on first recto after title page: "27 June 1914 Binding 75."

23. Send books to the cataloging department for cataloging, shelf-listing, etc.

24. Draw off on statistics sheet number of volumes and cost.

25. Send bills to the order department.

26. File cards for periodicals and all books with volume numbers in permanent file. Destroy cards for single books.