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Re: Providing Access to Issues in "Bind Prep" (5 messages) ERCELAA@ctrvax.Vanderbilt.Edu 20 Jul 2000 21:19 UTC

5 messages:


Date: Thu, 20 Jul 2000 12:42:00 -0500
From: "Rita M. Koller" <koller@HERMES.LFC.EDU>
Subject: Re: Providing Access to Issues in "Bind Prep" (Dennis Goodyear)

Dear Dennis,

Our library normally pulls all items for bindery.  If there are missing
issues, we make a list of all titles, their holdings info and issue
missing.This list is sent  to the Circulation, Reference and Interlibrary
Loan Depts.  When we get the missing issue we cross out those titles.  I
have a couple of shelves in Technical Services for our  missing issue
This way we don't lose any others and they can be accessed by staff.It has
worked for us for the last ten years.  Hope this helps.
Rita M. Koller   (847) 735-5065 (voice)
Serials/Reference Librarian (847) 735-6296 (fax)
Donnelley Library
Lake Forest College
555 N. Sheridan Road
Lake Forest, Il. 60045


Date: Thu, 20 Jul 2000 11:44:22 -0600
From: Donnice Cochenour <>
Subject: Re: Providing Access to Issues in "Bind Prep" (Dennis Goodyear)

You can contact Diane Lunde here at CSU for our procedures, but
basically, we pin in-house and put out on the bound shelves until
we get the needed issue.

Date sent:              Thu, 20 Jul 2000 12:25:33 -0500
Send reply to:          "SERIALST: Serials in Libraries Discussion Forum"              <SERIALST@LIST.UVM.EDU>
From:                   ERCELAA@ctrvax.Vanderbilt.Edu
Subject:                Providing Access to Issues in "Bind Prep" (Dennis Goodyear)
To:                     SERIALST@LIST.UVM.EDU

> Date: Thu, 20 Jul 2000 07:22:30 -0600
> From: Dennis Goodyear <dgoodyea@DU.EDU>
> Subject: Providing Access to Issues in "Bind Prep"
> We are interested in hearing what other serials/periodicals
> units are doing to manage incomplete volumes that have been pulled
> from current periodicals shelves but must wait for backordered issues to
> fill in gaps before going to the bindery.  Sometimes the backorder process
> can take several months, and we have a growing number of volumes being
> held up in what we call "Bind Prep."
> Due to lack of space, we usually don't have the option of leaving
> all of the material out on the shelf, so we have been keeping a growing
> number of volumes back in Tech Services, thus hindering patron access.
> Does anyone have any options that help keep these incomplete volumes
> available to patrons, such as using temporary binding methods?
> Where do you keep such items, with the bound periodicals or
> still with current issues?  If you do temporary binding, do you
> have policies or restrictions on what you would bind this way as
> opposed to sending it off for the full treatment?
> Any ideas on procedures that are working well for your library
> will be greatly appreciated.
> Dennis Goodyear
> Cataloging Technician, Serials
> Penrose Library, University of Denver
> (303) 871-3447
> ____________________
> "Good words do not last long unless they amount to something."
>                             --  Chief Joseph

Donnice Cochenour
Serials Librarian
Colorado State University Libraries
Ft.Collins, CO 80523-1019
Voice (970) 491-1821
Fax (970) 491-4611


Date: Thu, 20 Jul 2000 13:55:01 -0400
From: June Rutkowski <rutkowsk@FAS.HARVARD.EDU>
Subject: Re: Providing Access to Issues in "Bind Prep" (Dennis Goodyear)

Hello Dennis Goodyear,

At Widener Library we remove the incomplete binding unit from the
Periodical Room.  We order necessary replacement issues and charge the
bundle to a non-public storage area, called, appropriately enough, the
Incomplete Shelf.  Patrons wanting to see those issues will see in the
public catalog that they've been charged out to the Incomplete Shelf.

Patrons are directed to the Serial Records office, where a staff member
will fetch the issues from the Incomplete Shelf.  Patrons can hold on to
the issues for the day.  We hold their ID while they're using the issues.
Our serials do not circulate anyway, so patrons have the almost the same
access to incomplete volumes as they do to complete volumes held in our
stacks or in off-site storage.

June Rutkowski
Team Leader for Serial Records
Room 196
Widener Library
Cambridge, MA 02138  USA
(617) 495-2422
FAX 617 495-0403


Date: Thu, 20 Jul 2000 14:20:23 -0400
From: Jerri Swinehart <swinehar@OAKLAND.EDU>
Subject: Re: Providing Access to Issues in "Bind Prep" (Dennis Goodyear)

        Here at Kresge we decided to pull the incomplete vols from our
current journals room and put them in the mailroom (in some semblance of
order). A note is placed on the journal's record that reads that a
particular vol is incomplete and in the mailroom. Staff at Kresge can then
pull an issue for a patron, if it's necessary.
        Thank you.

        Jerri Swinehart
        Manager-Technical Services
        Oakland University
        Kresge Library
        Rochester, Michigan 48309-4484
        Office: (248)-370-2478
        Fax: (248)-370-2474

"Denial is a wonderful place to live but you have to watch out for the


Date: Thu, 20 Jul 2000 14:22:15 -0600
From: John Lucas <jlucas@ROWLAND.UMSMED.EDU>
Subject: Re: Providing Access to Issues in "Bind Prep" (Dennis Goodyear)

Dennis and All:

Here, if the issue does not come in, gets lost/stolen, etc. we pull the remaining issues and place them in our ' Incompletes ' area in Technical Services (right outside my office)

In order for the remaining issues of a volume to be available, we compress the items into one as we would a complete volume but list the volume, date, and issues (or if too many or multivolumes in one, we might list the missing issue)

We have in our ILS, a catagory of incompletes so when the patron sees the volume, the catagory of incomplete stares our at them.  Out of the ordinary, the patron usually goes to our reference area with the question.  When pointed out, the paton is then offered an "incomplete" form to fill out, which is sent up to Serials.  When received, either my serials check-in person or myself IMMEDIATELY pulls, copies, and walks the item down to our I.L.L.  Office.  This usually happens on the following day. It is treated like a copy that they would pull and process.

However, more and more, the patron wants it right now.  Reference calls up to us & ff we have not been hit too often with these requests, we say to send up the person.  The faculty who use the most often, when they see incompletes, the come directly to Tech Svcs.

Tech Svcs is located on the main journal stacks floor, right outside the copier area.  For those that come directly in, it is hard to say "go downstairs and fill out the form" and since they are "good people" we hand them the issue, they copy it, bring it right back and nothing more is lost.

We utilize backmed and the Med. Lib. Ass. List of duplicates to try to fill in the issues we need.  We also have a fund for going through a backfile dealer, so we are not too bad off.

Our "Incomplete" shelves start in the early 1900's and it is getting pretty big now.  Soon, I will have to go and start eliminating some of these earlier years, probably up to 1960 - 1970.  Here, Index medicus starts with its Pre-medline tapes and is searchable.  I will probably also weed some later volumes of 'peripheral titles / dead titles / foreign language titles to get some further room.  (When I find the time, HA!!)

The only exceptions of having unbound volumes in our journal stacks are for those titles we keep only for a specific number of years, then discard.

I cannot think of anything else to say.

Please forgive the spelling.  I try to type as fast as I think, but fail completely .

John Lucas

Serials Librarian
University of Mississippi Medical Center
2500 North State St
Jackson, MS 39216-4505

(PH) (601) 984-1277
(FAX)  ( 601) 984-1262