Library Technical Services > Procedures & Documentation > Database Maintenance > Physical Processing Procedure | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Physical Processing (LTS Procedure #104) Scope: This procedure summarizes the Physical Processing workflow, instructions for plating and marking, including special formats, general guidelines and special cases and exceptions. Contact: Debra Warfield Unit: Physical Processing Date last reviewed: 10/08/2007 Date of next review: October 2008 Incoming Materials From Other Departments A. Incoming Materials Hardcover From Cataloging Cataloging staff will place hardcover books to be processed on the appropriate truck in their area. The truck(s) will be delivered to Physical Processing when full. From Acquisitions Acquisitions staff will place all books to be processed on the truck marked "Hardcover" in the Physical Processing area. Physical Processing staff will monitor the truck and replace as needed. Softcover From Cataloging Cataloging staff will place softcover books to be processed on the truck marked “Softcover” in their area, with the exception of all serials, music scores and all monographs and serials for JGSM. Softcover monographs and serials for JGSM should be placed on the hardcover truck as they are not stiffened before bookmarking. Preservation & Conservation staff will pick up the softcover truck once a day. From Acquisitions Acquisitions staff will place all softcover books on the truck in the Physical Processing area marked “Softcover”, except serials, music scores and all monographs and serials for JGSM. Preservation & Conservation staff will pick up the softcover truck once a day. Serials Serials staff place materials to be processed on the truck marked “Serials” in the Physical Processing area. An adjacent truck is marked "HFL" designated for Huntington Free Library materials. Physical Processing staff will replace the truck as needed. Music Scores Music scores are not processed by Physical Processing until cataloged and sent for stiffening. Non-book formats Place non-book formats on the hardcover truck except Microfiche and Microfilm which are not processed by Physical Processing staff. See LTS Procedure #28a Microforms Processing. Rush books Rush books from Acqusitions and Cataloging staff are placed on the shelf marked “RUSH” in the Physical Processing area as soon as they are ready to be processed. Storage Acquisitions staff will bring non-fastcatted materials that have been set to storage, to the truck marked “Storage” in the Physical processing area. B. Incoming Materials from Departments other than LTS Access Services Access Services staff will bring items to Physical Processing as needed for remarking. Preservation & Conservation (Stiffening) Physical Processing staff will check daily for stiffened trucks and bring the truck to Physical Processing. Unit Libraries Books are sent to Physical Processing to be marked or remarked as needed. C. Distribution of Materials from the Physical Processing Area
Two trucks are designated for these materials, sorted by library and format:
Departmental Libraries Two trucks are designated for these materials, sorted by library. Shipping room staff pick up these trucks every afternoon and deliver the materials according to their shipping schedule. Shipping Schedule
Pink Flyer Pink flyer (Patron Requested) rush material is delivered to Access Services by Physical Processing staff after processing. Storage Physical Processing staff will sort the books to the appropriate shelves in the Catalog Department for review. D. Physical Processing of Non Book Formats DVD and CD formats DVDs and CDs should be processed according to each library's requirements. The call number should be written on the label side of one sided (one side silver and one side with label) CDs and DVDs with a permanent marker and a specially designed CD security strip applied to the disc on the label side. For two sided discs, do not write on the disc itself; the call number should be written on the inner circular area. Do not tattletape. A computer generated label is applied to the spine of the case, preferably, if not, to the upper left side of the front of the case. Sound Cassettes Sound cassette should be security stripped, stamped and labeled according to the specific requirements of each library. Each sound cassette should have a case. If not, there are plastic cases available in the cabinet in the Physical Processing area. Apply a security strip on the edge opposite the side inserted into the machine; avoid covering any printed information. Apply a plain white label over the security strip, then apply the Cornell University Library strip instead of ownership stamping. Produce two machine generated call number labels for each tape. Apply one to the case and one to the tape; avoid covering any printed information. If there are multiple tapes, each label should include enumeration specific to each tape. If the cassette is accompanying material to a book, apply a machine generated call number label to the cassette, the book and/or the case. Videocassettes Videocassette should be processed according to the specific requirements of each library. Videocassettes should be security stripped, stamped and labeled. Apply a security strip to the spine, if possible. If there is a manufacturer's label on the spine, apply the strip on the edge opposite the side inserted into the machine; avoid covering any printed information. Use a plain white label to cover the strip, then apply the Cornell University Library strip instead of stamping item. Produce two machine generated call number labels for each tape. Apply one to the case and one to the tape, in the left window, if possible. Follow the tattle tape instructions:
E. General Guidelines Call number labels are trimmed to fit on the spine, applied 1/8" - 1/4" from the bottom. If spine is narrow, label is applied to upper left corner of cover, at least 1/8 " - 1/4" from corner. When jackets are present, they are folded and inserted into the back of book. Spine labels are attached directly to the book, not the jacket. If multi-part items are contained in a box or mm case, the box/mm case is labeled with the contents (v.1-5) and each item receives a call number label. If single items are boxed, both the box and the item are labeled. Label covers are used to cover spine labels on glossy or cloth materials, on which the label does not adhere well to the surface. Two exceptions are Mann and Music Libraries. Mann prefers covers used over all spine labels on all materials and Music Library prefers none used. Looseleaf material without a binder should not be marked. Stamp only and send to the appropriate unit without a label or security strip. Looseleaf items with a binder are processed as usual. Rare materials should not be marked in any way. Send Rare material directly to RMC. Reference Labels (R stickers) are applied to reference items with the subloc REF in the call number written inside the book. Do not use R stickers on Hotel, Engineering, Math and Mann reference items. Music scores are not marked until they are returned from stiffening after cataloging by Music. Plating Process Rush books, including Reference and Yankee approvals, as a priority. Process trucks in order of receipt, working on the oldest first. Do not process Rare books, Music scores, Microfiche or Microfilm. Stamp each book Keeping in mind that some books read from "back to front", stamp the back of the title page of every book with the Cornell University Library stamp. Use the Cornell University strip instead of a stamp on videocassettes and sound cassettes. Stamp accompanying material and write the call number on the back if not completed by the cataloger. Make a pocket for accompanying material. Use one of three sizes of manila envelopes found in the supply cabinet. Measure the material against the envelope and draw an outline on the envelope. Trim the envelope with the manual paper cutter to just smaller than the material and cut a diagonal cut on the left-hand corner. Glue the envelope to the inside back cover, making sure the open side faces in. Do not make pockets for soft cover books, spiral bound, errata, advertisements, booklists or if the cover has printed information that would be obscured by the pocket. Errata Errata should be "tipped in" behind the title page. Apply a thin bead of glue to the edge of the errata page and insert it into the seam of the book behind the title page. Bookplates Bookplates that are inserted in hard cover books at the time of plating should be glued to the center of the inside front cover. Take care to avoid covering important information. To avoid covering information, apply a thin bead of glue to the top edge of the plate and apply to the upper edge of the front cover. If a soft cover book requires a plate, "tip" it in behind the title page using the same process as an errata. During typing, when bookplate funds are displayed by the label printer, plates are pulled from the cabinet or drawers and inserted into the book next to the library flyer and applied during the marking process. Bookplates paperclipped to the flyers inside the Yankee approval Mann books require a 902 field added to the bib record. For hardcover books, plates are glued at the same time the 902 field is added. For softcover books, plates are glued after stiffening. Bookplates received from Library External Relations are inserted into subject-appropriate books with a list price over $75.00 and a 902 note is added. Security strips Insert a security strip in all books except Rare books. Use double sided strips for conventional books. Remove the dark green plastic strip and slide the tape tightly into the center crease as close to the spine as possible, between two pages, approximately 10 pages from the back of the book. While keeping your place, peel the light green strip. Close the book and press firmly to be sure the tape adheres to the page. Use single sided strips in spiral bound books. Adhere the strip to the inside back cover. Use specialized strips for non-book formats. Stiffened books have security strips applied during the stiffening process. When the stiffening unit processes the books, the location flyers are folded inside the book. Unfold the flyers and stamp the book with the Cornell University Library stamp.
Congressional Hearings White / No Cover Physical Processing staff will add the Cornell University ownership stamp to Congressional hearings without a cover that are stapled, either double signature (double sheets folded over and stapled through the center) or single signature (single sheets stapled from the first sheet down through the last sheet). The Preservation Conservation staff will add the tattle tape when the book is pam bound or a cover is added. Green Paper Cover Congressional Hearings received with a cover do not go to Preservation Conservation. The cover is colored paper, usually green. Physical Processing staff will add tattle tape and the Cornell University ownership stamp. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||