BINDING: Using Bind/Changes to create an Item record
Please use the Bind/Changes method when most or all of the loose issues to be bound have been ‘arrived’ into the Aleph system. Using this method, all the item forms created for the loose issues during the arrival process will be ‘collapsed’ into one item form.
NOTE: When none or only a small portion of the loose issues to be bound have been 'arrived', please use the Duplicate method to create item records for newly bound materials. This was the method taught in the Bind 101 class and in the Bind 101 booklet. In this method, you will take a previously created item record, make a copy of it (using the duplicate button) and then modify it slightly to reflect the piece in hand.
- Search for the title you are binding using whatever method works best for you. However you find the title, you will need to end up in the Items Module (Green book with pink pencil) with the Item List for that title in the active (front) window. In the example below, we have searched for the title "Popular Music." (NOTIS # ACX6818 and Aleph Bib # 552289). In this example, we are binding an entire volume. When binding portions of a volume, additional information will be placed in other parts of the item record. Samples of what to put where during this situation will be forthcoming.
2.Within the Item List, search for the loose issues that are being processed. If they were arrived via a pattern, all of them should display together. In the example below, after expanding the Items List window to full size, we have located the three loose issues of v.22, published in 2003. We will be binding the entire issue into one volume.
NOTE: If the title is being received by more than one location, please be very careful that you select the loose issues from the correct sublibrary and collection.
3. Highlight one of the issues that will be included in the bound piece. For our example, please see screen shot above, where v.22 no. 1 is highlighted.
4. Click the bind/changes button, which is the 6th button from the bottom on the Item List. Another box, labeled the Item List for Binding, is created. In our example below, the loose issue that was selected in step 3 is still highlighted in the Item List for Binding box.
5. Either individually or as a group, use the black arrow in the center of the box that points towards the right to 'move' the loose issues that are being bound to the right hand panel. If you accidentally move an issue over that you are NOT binding, use the left pointing arrow to move it back to the left hand panel. In our example below, we have selected the three loose issues of 'Popular Music' that we are preparing to send to the bindery.
6. Once we click the right pointing arrow, the three issues from the left panel show up in the right panel. In the example below, the issues in question are displayed in both panels. From this screen, please click the Bind button, in the top right corner of the Item List for Binding box.
7. After clicking the Bind button, the Item Form of the first piece selected will be displayed. Remember that this is the Item Form that was created during the arrival process for the single issue. Therefore, you will need to modify this Item Form to reflect the enumeration and chronology information for the piece to be bound. Following the detailed guidelines from p.14 of your Binding 101 booklet, please update the relevant fields on Tab 1, which include Enum. Level 1, Enum. Level 2 and the description field. (Don't forget to refresh!!) You may need to change the Item Status if the circulation policy at your location for loose issues is different than that of bound volumes.
**If there is a number in the left most box on the very last line (85X type/Linking No.), please delete it. IF you do not, the bound volume will display in the summary holdings.**
8. In the example below, we have indicated the v.22 is complete by taking out the 1 in the second level chronology line and removing the no.1 and Jan. from the Description field. At the Music Library, the Item Status for both loose issues and bound volumes is 90 so no changes need to be made to that field. Remember, we are binding the entire issue here.
9. As noted in the Bind 101 class, nothing needs to be modified for binding purposes on Tab 2. For the Bind/Changes method, nothing needs to be modified on Tab 3 either. Therefore, please click on Tab 4 next. Here, the only thing that should be modified is the second level chronology, which is 01, indicating January. [Remember, this Item we are modifying was originally based on the first Item form that was selected during the Item List for Binding step?] Take out the 01 from line J, leaving the 22 in Line A and 2003 in Line I.
10. Click back to Tab 1 and add the piggyback barcode number that you are using on the piece to the barcode field at the top using your scanner or adding it by hand. Many of the barcode scanners used will include the enter step, saving the changes to the server at this time. If this is NOT how your barcode scanner works, please go ahead and click the update button.
11. Once the changes to the modified Item Form have been saved, the new item form displays in the Item List. The three loose issues have been collapsed into the one Item Form that you modified. In our example below, please note that v. 22 (2003) is listed as one piece and NOT three separate issues.
12. Next, loan the piece to the appropriate psuedo patron and update the holdings as noted in your Bind 101 booklet.
13. YEAH!!! You did it. Congratulations.
Any questions?? Please call either Cathy Mook or Robert Parker at the Preservation Department, 392-6962.