GOALS OF THE PRESERVATION DEPARTMENT
Fiscal Year 1998/1999

COMMERCIAL BINDERY PREPARATIONS

GOALS:

1. Let RFP for binding services.
2. Ensure timely and effective use of Binding Automation software at all Unit Libraries.
3. Continue to document Commercial Binding policies & procedures.
4. Begin to electronically transfer binding data to Commercial Bindery.
5. Begin to establish standard USPS and OPS Position Descriptions.
6. Improve Communications.

That we plan to continue normal business goes without saying. But, it bears repeating that we endeavor to find more efficient ways of doing the same old thing. Find out how we propose to develop efficiency in continuing business.

Associated Library Goal:

Continuing business.

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)
Library Binding Committee

Performance Measure:

• Successful award of binding services before previous contract expires.

Progress:

• July 1998   RFP returned from purchasing with mandate to shorten it. Work is progressing
• August 13, 1998   RFP to Purchasing Department
• September 2, 1998  RFP from Purchasing to Legal
• November, 1998  RFP out to the Binders
• late November, 1998  Pre-Bid Conference scheduled for 10am, Tuesday, December 1st, 1998
• January 12, 1999  Bid closes
• January 19, 1999 Evaluations begin
• Late January, 1999 Southeast Library Bindery, an ICI Company, is awarded bid.
• March 31, 1999First shipment from Southeast returns

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Associated Library Goal:

[To be listed]

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)

Objective:

• Train Binding Unit Staff on Binding Automation Software.
• Investigate serial and periodical publication patterns for frequency to aid in budgeting binding

Progress:

• July 21, 1998   Training Curriculum and Scheduling Discussed at Library Binding Committee Meeting
• August, 1998   Two or more training sessions scheduled and completed at LAC, Judaica, Music and AFA.
• late August, 1998   LARS used to produce 75% of binding tickets for August shipment
• September, 1998   Follow up training on LARS continues. 100% of binding tickets produced using LARS for September shipment.
• November, 1998   Education Library continues LARS training. LARS training for our newest branch binding unit, Special Collections, begins.
• February, 1999 Training Session with representatives of Southeast Library Bindery scheduled for March 3, 1999.
• March, 1999 LARS training for Education and Special Collections continues
• April, 1999 All units up and running with LARS. Continual random spot checks on quality of LARS tickets created indicates that majority of Binding Unit members produce acceptable work.

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Associated Library Goal:

Establish and maintain uniform, written procedures.

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)

Objective:

• General Updates in HTML to fix grievous errors in current Web page structure.
• Use graphics to more clearly illustrate examples of binding policies and procedures.
• Determine clearest structure for new and improved Web document
• Agree upon standard definitions for Binding terminology

Progress:

• To date.   Head of Unit is updating HTML skills.
• August 1998 Web page updates continue.
• late September, 1998 New chronological structure for Binding Manual Web Page initiated. Definitions of binding terminology incorporated into Binding Manual Web Page.
• March, 1999 Web pages updated to reflect new commercial binding vendor
• May, 1999 Web pages updated with integrations from previous paper documentation.

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Associated Library Goal:

[To be listed]

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)

Objective:

• Investigate electronic binding slip surrogate
• Clarify subaccount situation

Progress:

• July 1998   Received updated list of subaccount numbers from Commercial Bindery.
• August 26, 1998   First FTP transfer of binding data 100% successful!
• September 1998   Discussions with Commercial Binder regarding subaccount clarification continues.
• late October, 1998   The version of LARS on the UF server is upgraded to 3.0 and 22 different subaccounts are consolidated into 11.
• March 1999 All shipment information to Southeast sent via FTP

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Associated Library Goal:

[to be listed]

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)
Library Binding Committee

Objective:

• Standardize binding portion of individual position descriptions for all Binding Unit Staff Members and Binding OPS.
• Investigate establishing Performance Measures once Position descriptions are completed.
• Establish indirect reporting structure beween Binding Unit Staff members and Binding Unit Head.

Progress:

• July 22, 1998   Review previously drafted OPS Position Description.
• August 1998   Draft of Standard OPS Position Description posted at Binding OPS
• September 2, 1998  Draft of Standard USPS Position Description posted and given to Binding Unit staff members. Comments on both Standard Position Descriptions due by September 30th.
• early October, 1998   Language for standard OPS and USPS position descriptions forwarded to Head of Preservation.
• February 24, 1999 Drafts of position descriptions discussed at PSSC meeting. Opposition to adding more wording to already substantial position descriptions and indirect reporting structure encountered.
• April 28, 1999   PSSC allowed evaluative letter from Binding Unit Head to be forwarded to Unit members supervisor. Push for additional wording and indirect reporting structure dropped.

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Associated Library Goal:

[to be listed]

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)

Objective:

• between Preservation Department and Branches.
• between UF and Commercial Bindery.
• between UF and greater library community

Progress:

• July 22, 1998   Members of Binding Unit Staff were asked to subscribe to LARS-L, a listserv devted to our current Binding Automation Software.
• Ongoing  Binding Unit Listserv used to circulate policy and procedure updates
• Ongoing  Bi-monthly meetings of Library Binding Committee allow face to face discussion on various topics, such as leaf attachment methods, pricing structures and transitional issues with the new bindery. Please see the Library Binding Committee Home page for details.

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