Collection Management Division

George A. Smathers Libraries

Preservation Bulletin 7.3

March 19, 1993

Special Monograph Handling Requests
in Copy Holdings Note


This procedure allows collection management staff to suggest binding or reproduction at the time of order and provides technical services staff with a means of flagging items for treatment. This procedure is intended only for use with monographs and other non-serial formats (e.g., video-tapes, audio-tapes, etc.). The procedure excludes archives and serials.

The procedure below does not guarantee that actions suggested in section one (I) will be carried out. As indicated in section three (III) of the outline, funding or staffing may prohibit immediate action. Procedures outlined in section one (I) allow collection managers to set priorities.

  1. Collection Management staff note either "Bind", "Reproduce" or "Enclose" and no other treatment categories, on the Order Request Form. Acquisitions Order Processing Unit will subsequently transcribe this note into the "Copy Notes" field of the Copy Holdings Screen of the NOTIS record. If the order request is submitted via LUIS, Collection Management staff should input the appropriate treatment request (cf, below) in the "Copy Notes" field of the Copy Holdings Screen.

    1. TREATMENT REQUEST

      1. "Bind" note is used in accordance with Collection Management Manual Preservation Bulletin 7.6 and "Binding Deferment" procedures.

      2. "Reproduce" note is used in accordance with Brittle Books procedures for Collection Management review or Audio- or Video-Tape Archiving Guidelines.

      3. "Enclose" note is used in accordance with Collection Management Manual Preservation Bulletin 7.6 for protective enclosure of rare or valuable materials.

      4. Notes indicating other conservation treatment are not permitted. Conservation staff scan materials being processed for other appropriate treatment. There is no appropriate collection management interaction at the point of order. Minor conservation treatments will be undertaken automatically. Major conservation treatments will be undertaken only after consultation with the collection manager responsible for purchase.
      5. PRIORITIZATION

        1. Because funding limitations may not always allow actions suggested to be undertaken immediately, collection managers should indicate priorities consistent with their written collection management plans.

        2. Priorities shall be given as numeric values between 1 (highest priority) and 3 (lowest priority), following the treatment request name.

          • PRIORITY 1 (highest): item is in immediate need, e.g., course reserve.

          • PRIORITY 2: item will receive heavy use, e.g., popular treatise on social conditions in a warring nation, new and revolutionary theory in science.

          • PRIORITY 3 (lowest): demand for item, heavy or not, prohibits removal for treatment, e.g., reference materials.

          • OTHER MATERIALS: treatment of other materials is governed by the "Binding Deferment Plan" and similar policies for conservation and reprographics.

    2. Upon cataloging, Catalog staff record the content of the note (i.e., "bind", "reproduce" or "enclose") on the Special Processing Flag and route it with the item to Preservation Processing staff under normal procedures. The purpose of the flag is to notify Preservation staff that the selector has indicated preservation action. Priorities need not be recorded on the flag since Preservation staff will consult the record.

    3. Preservation Processing staff receive the item and route it appropriately within the Preservation Office:

      1. "Bind" items are prepared for commercial binding. If funding allows, the item is bound; otherwise, staff record the following note on the item's USMARC Holdings (i.e., MFHL) record. This allows staff to retrieve items and project binding needs. The item is then processed for shelving. Format: "035 :: (FU)rbYYMM-#", where # is the collection manager's priority rating. Example: "035 :: (FU)rb9210-1".

      2. "Reproduce" items are prepared for reproduction. If funding allows, the item is reproduced as appropriate; otherwise, staff either process the item for shelving or charge it to the appropriate patron ID and maintain it until funding becomes available. Items maintained in Preservation are those for which the risk of damage during use is most probable, e.g., paper materials with 0 DFT. In the MARC Holdings (MFHL) record of items released for shelving, the following note is recorded. Format for microfilm: "035 :: (FU)rmYYMM-#", where # is the collection manager's priority rating. Example: "035 :: (FU)rm9210-1". Format for video-tape archiving: "035 :: (FU)rvYYMM-#", where # is the collection manager's priority rating. Example: "035 :: (FU)rv9210-2". Format for audio-tape archiving: "035 :: (FU)raYYMM-#", where # is the collection manager's priority rating. Example: "035 :: (FU)ra9210-3". This allows staff to retrieve items and project reproduction needs.

      3. "Enclose" items are prepared for protective enclosure. If funding allows, the item is enclosed as appropriate; otherwise, staff either process the item for shelving or charge it to the appropriate patron ID and maintain it until funding becomes available. Items maintained in Preservation are those for which the risk of damage during use is most probable. In the MARC Holdings (MFHL) record of items released for shelving, the following note is recorded. Format: "035 :: (FU)reYYMM-#", where # is the collection manager's priority rating. Example: "035 :: (FU)re9210-2". This allows staff to retrieve items and project enclosure needs.

    Following queuing or treatment the "Bind"/"Reformat"/"Enclose" note is removed from the NOTES field of the copy holdings record. Queues shall be removed upon completion of the action designated by the queue.

    NOTE: For future reference, at such time as the 583 Preservation Actions Field is appropriately indexed in the Libraries' on-line catalog, use of the 035 will cease in favor of the 583 field.