Processing and Maintenance of Library Materials Policy

The Technical Services Division is committed to providing attractive and well maintained collections. Materials are processed to maintain the marketing appeal of the original packaging, to be easily shelved and retrieved, and to facilitate circulation. The processing of materials is designed to protect and preserve and to implement security controls over the materials.

 

TS3.1 Mending and Binding 

The Library is committed to providing attractive and well maintained collections in good physical condition. To accomplish this goal, the staff considers mending and binding options for worn or damaged materials. Processing staff evaluates material sent to the department from public services and mends or sends to the bindery as appropriate.

TS3.1.1 Mending

Mending should be undertaken when an item needs minimal repair but is otherwise in good to excellent condition. The Library is able to provide the following mending options for materials:

  • Replacement of torn or damaged plastic dust jackets;

  • Replacement of faded or missing spine labels;

  • Replacement of damaged barcodes;

  • Reinforcement of bindings by tightening hinges;

  • Repair of wrinkled or torn pages;

  • Cleaning of jackets and book covers;

  • Tipping in of a few pages;

  • Replacement of missing liner notes for audiovisual materials with a generic note;

  • Replacement of damaged packaging for audiovisual materials;

  • Combbinding for trade paperbacks for which this is the appropriate binding choice;

  • Mass market paperbacks may be glued if the entire contents have separated from the cover.

TS3.1.2 Binding

Materials that are important to the collection but seriously damaged or worn are sent to the bindery:

  • Books with many pages that have detached from the binding;

  • Books in need of major spine tightening;

  • Books in need of new board (covers);

  • Trade paperbacks.

TS3.1.3 Factors to Consider

The following factors should be considered before sending materials to be repaired or bound:

  • Is the material whole (i.e., no missing pages, illustrations)?

  • Are the pages yellowed and/or brittle?

  • Do we have other copies of the title in the collection? 

  • Is the item of significant value to the collection?

  • Is it possible to replace the item with another copy? A newer edition?

  • Is it cost effective to repair?

Generally speaking, worn mass market paperbacks are not repaired or bound and should be discarded.

Water damaged, moldy, and insect-infested material should be discarded unless the item is of such age, rarity, and value that special treatment should be considered. This type of repair work will be contracted to an outside agency.

TS3.1.4 Procedure

Damaged material is brought to the attention of selectors and/or collection development staff in the branch or department.

After determining that the best option is to either mend or bind the material, the selector/collection development specialist completely fills out a Mending/Binding form and inserts it into the material. The form includes all instructions and steps necessary as the material goes through this procedure.

The material is checked out to the Mending/Binding library card #2 1120 00134 1297.

The material is taken to Technical Services and placed on designated shelving.

Processing staff check-in the materials and evaluate according to whether the item should be repaired or sent to the bindery and then change the status to either F for mending or B for Bindery. This information will display on the OPAC.

Processing staff will return to the agency manager any materials they feel are inappropriate for either mending or binding.

 

TS3.1.5 Processing Procedures

Processing will mend and repair materials as completely as possible. They will update the processing of materials as necessary. For example, new barcodes will be placed on the outside of books and interior barcodes obliterated. Books will be cleaned or dust jackets replaced if necessary.

Materials returned from the bindery will receive new barcodes on the outside of the book and new plastic dust jackets.

Processing staff will check the material out to the owning agency for 14 days, thereby clearing the Mending or Binding status. The OPAC display will now show a due date under the status column.

Public services staff then checks in the item in order to remove it from their agency card (the OPAC display will then say “available”) and reshelves the material.

 

Approved by Library Board of Directors, February 1999

 

 

 

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