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.
+-----------------------------------------------+
| Blankton Public Library |
| |
| Branch Date |
| |
| Following books are ready for binding: |
| |
| ...... vols. to be bound in 1/2 morocco. |
| ...... vols. to be bound in library buckram. |
| ...... vols. to be bound in 1/2 duck. |
| ...... vols. as samples. |
| ...... vols. to be repaired. |
| ...... vols. for corrections. |
| |
| ............................ |
| Branch Librarian. |
+-----------------------------------------------+
Size 5 x 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.
+-----------------------------------------------------+
| Blankton Public Library |
| |
| Order No. 1002. ...........191 |
| |
| Messrs. .......................... |
| |
| Please send to ..................... Branch |
| for the following books: |
| |
| ...... vols. to be rebound. |
| ...... vols. samples. |
| ...... vols. to be repaired. |
| ...... vols. for corrections. |
| |
| Bind according to specifications, following |
|instructions for style on binder's slip in each book.|
| |
| Please return books with bill to the Branch. |
| |
| ............................... |
| Supervisor. |
+-----------------------------------------------------+
Size 5 x 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.
+---------------------------------------------+
| Order No. 1002. Sent........... 191 |
| |
| from ..................... Branch |
| |
| to .................................. |
| |
| ...... vols. to be rebound. |
| ...... vols. samples. |
| ...... vols. to be repaired. |
| ...... vols. for corrections. |
| |
| Returned ........... 191 Amt. $........ |
| |
| Blankton Public Library. |
+---------------------------------------------+
Size 5 x 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
--------------------------|-------|-------|---------
| | | |
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| | | |
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| | | |
--------------------------|---|---|-------|---------
| | | |
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| | | |
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| | | |
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----------------------------------------------------
FIGURE 31. Size 5 x 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.