BRITTLE BOOKS PROGRAM
OPERATIONS AND PROCEDURES MANUAL

TABLE OF CONTENTS

General Information: Brittle Books Program.

Overview of Brittle Books Program
Definition of Brittleness
Determining Appropriate Test for Brittleness
Standard "Double-Fold" Test to Determine Brittleness
Standard Flex Test for Rare/Glossy Materials to Determine Brittleness

NOTIS: Methods and Guidelines

How to Use NOTIS
General Information
General Search Techniques
NOTIS Number
Call Number
Author
Title
OCLC Number
035 Field
Barcode
Authority Records
Item Records
Volume Holdings
Order Records
Working with Copy Levels
Working with Item Records
Circulation Mode
Charging Materials
Discharging Materials
Public Mode
Returning from Unfamiliar NOTIS Partitions
Understanding NOTIS Record Information
NOTIS Record Identification
Initial Handling of Brittle Books
Factors to Identify
Selecting from Conflicting Information
Multi-volume Sets
Works Bound Together
Duplicate Records
Duplicate Copies
Various Editions/Formats
Titles already Available in Reformatted Versions
Editing NOTIS
Creating Copy Levels
Creating Item Records
Linking Item Records
Deleting Item Records

Cataloging Correction Notification
Brittle Books Circulation Useage
Choosing the Correct Patron ID for Brittle Books
Charging Brittle Volumes
Duplicate Records: Selecting and Marking for Purge
Types of Duplicate Records
Problems Associated with Duplicates

Printed Forms and Stamps Used for Brittle Books

Workflow Management Forms Used by the Brittle Books Program
Forms Used by Preservation Department Staff and Others
Brittle Books CM Review
Transfer to New Location
Need to Catalog/Retro Input
Order Replacement
Handle With Care
Red Star message
Intention to Withdraw Form
Brittle Book Worksheet
Forms Used within Preservation
Double Test Fold
Statistics Sheet
Needs Processed
Stamps Used for Brittle Books
Stamps Currently in Use
Stamps Previously Used

All Incoming Materials

General Procedures: Incoming (Non-Grant) Materials
Overall Book-Handling Reminders
Incoming (Non-Grant) Volumes
Initial Receipt of Incoming Volumes
Collection Management Review of Brittle Materials
Preparation for Collection Management Review
Shelving Brittle Books for Collection Management Review
Distribution of Collection Management Review Decisions
Incomplete Materials
Incomplete Single-volume Titles
Incomplete Multi-volume Titles
InterLibrary Loan Procedures
Readying Titles for ILL Procedures
Receiving Requested Materials from ILL

Brittle Book Filming Grants and their Special Routines

Summaries of Brittle Book Grants
NEH/RLG GCMP 2: Caribbean Basin
SOLINET/ASERL Brasiliana and Africana
NEH/RLG-GCMP4: Defoe and French Drama
SOLINET: Works Project Administration material
SOLINET: Theology Collection
Handling Materials for Grant Processing

Surrogates of Special Collections Materials

Selection of Special Collections Materials for Reformat Consideration
Handling of Special Collections Materials by Preservation or Digital Library Center Staff
Marking the Original to Show Surrogate Available
Marking the NOTIS/WEBLUIS Record to Show Surrogate Available

Searching Bibliographic Tools

Procedures for Searching Brittle Materials
Searching Books In Print (BiP)
Searching RLIN
Searching OCLC

Database Input and Updates

NOTIS
Queueing and Dequeueing
Updating MHLDs (Updating NOTIS to Reflect Filming)
RLIN
Queueing and Dequeueing
Viewing Queued RLIN Records
FILMLOG
General Information
General Inputting Rules
Fields to Input
Special Inputting Rules for Specific Files
Searching FILMLOG Databases
Updating FILMLOG from Microfilm Technical Information Logbook or Grant Technical Information Reports
Printing MTIRs from Updated Entries

Replacement Ordering and Cataloging

Ordering Replacement Titles for Brittle Materials

Removing Commercially Available Titles from the Filming Workflow
Filling Out the Paperwork for an Order
Updating the REPL Database
Shelving the REPL ORDERED Materials
Forwarding Order Requests to Acquisitions
Receipt of Orders Placed

Cataloging Replacement Microfilm

On OCLC
On NOTIS
Microfilm Records Transported to NOTIS
Microfilm Records Created on OCLC
Processing
Statistics

Cataloging University of Florida Preservation Surrogates

Cataloging Needs for Preservation Surrogates
OCLC Constant Data Record Creation
Microfilm Constant Data: Monographs
Digital Constant Data: Monographs

Preparing Targets and Generating Lists (Using FILMLOG)

Preparing Large-Print Targets
Creating Target.IBM File from FILMLOG
Set-up and Printing of Targets in MicroSoft Works
Preparing Bibliographic Record targets
Preparing Quality Control Reports
Generating a Packing List
Generating a Chronological List
Generating a Union Catalog

Shelving and Using Materials within Preservation

Materials Awaiting Bibliographic Searches
Materials Awaiting Filming
Materials Awaiting InterLibrary Loan
Patron Requests

Physical Preparation for Filming of Brittle Books

Repairing Materials to be Reformatted
Loosening Materials to be Reformatted
Noting Irregularities That Affect Filming
Removal of Circulation Materials From Brittle Books to be Microfilmed

End-Processing Materials

Reformat Currently Available
Titles Ejected From Filming Queue (UNDO's)
Final Processing Prior to Forwarding Materials to Proper Holdings Locations
Mailing Materials to Proper Holding Locations
Withdrawal Procedures
Planned Deterioration: Guidelines for Withdrawal
Materials Retained After Reformatting: Guidelines for Withdrawal
Retention of Illustrations Only
Collection Management Notification of Withdrawal Decision
Handling "Red Star" Materials

Statistics

Statistics [Reformat]
Statistics [Disposition/Searching]

Other Procedures

Preservation Photocopying
Selection Guidelines
Photocopying Procedures
End-Processing of Photocopied Materials
Copy-flo [Preparing for Binding]
Designating Copy-flo Titles
End-Processing of Copy-flo Materials
Faxing
Preparing Information for Faxing
Using the Fax
Shipping Materials via UPS
Preparation
Shipping Procedures (Mailing)
E-Mail
Uploading
Downloading
FTP Procedures

Last Revised: 1997 December 9