RE: Pulling issues for binding

We too lost a well-trained assistant last year. Because of a
state budget freeze, the job was frozen and the serials librarian
(me) became the binding assistant for awhile. So, I speak from first-hand
experience!

> KNOWING WHICH TITLES SHOULD BE PULLED FOR BINDING

Our automated serials check-in system (Faxon SC-10) is designed so that we
enter each title's binding frequency in a designated field. This pulling
schedule may be changed if deemed necessary by the Binding Assistant. The
system does not have any further sophisticated features; it does not
automatically alert when it's time to bind nor does it alert for a change
in a change of publishing frequency. (These would be nice features; maybe
some systems do this?)  It is the Office Manager and her student assistants'
responsibility to review the check-in record each time an issue is checked in
to determine if it's time to bind. This sounds cumbersome, but with
practice it really isn't, and they err on the side of notifying too much
instead of skipping those they are not sure of.  The check-in screens are
printed off each day and the Binding Assistant and his students use them
when pulling issues. (Approx. 4"x8") This systems usually works well as they
have the latest two years of check-in info. complete on the print out, and
can see from it if issues are claimed, etc. That way they know not to keep
looking if an issue has not arrived.

>WHAT LISTS, IF ANY, YOU USE IN THIS PROCESS AND HOW YOU GENERATE THE LIST(S)

We have three holding shelves for incomplete binding units: units waiting
for a claimed issue; units waiting for a misplaced issue (the kind that
usually show up at the end of the semester) and units that have permanently
missing issues that either never came in (failed claims), walked out of
the library, or were somehow damaged & need replacing. We use standard
back issue dealers to handle the third category. If the back issue can't
be found after about a year (depending on the title) we "Bind As Is",
placing a note inside the front cover of the bound vol. showing which issues
are missing.

These three shelves have lists generated for them that are updated every
couple of weeks. (They're updated in a wordprocessing file). The periodicals
public service staff also keep copies of the lists to help them determine
where to look in order to respond to patron requests. None of these shelves
have a big backlog; about 20 to 50 titles are held at any given time per
category. ( we have over 4,000 active subs.)

>WHAT TYPE OF LISTS YOU PROVIDE FOR YOUR PUBLIC SERVICES PERSONNEL FOR THE
>TITLES THAT HAVE BEEN PULLED

Our biggest challenge is keeping patrons satisfied during that interim
period when the binding unit is sitting on the shelf in the Serials Dept.
waiting to go to the bindery. We only have monthly turnaround, so these units
can sit for a while. We find this very frustrating and we know patrons
don't like it either. However, the public service staff are very good about
coming and checking the needed issues out and returning them promptly.

What we lack is that list of pulled units that are in process. We just
don't have the time or staff to devote to such a moving target. We know
other libraries provide this, and wish we could too. Perhaps when and if we
change serials check-in systems and/or binders (the former is going to
happen, the latter could, but might not) we will consider it. We do provide
a file with copies of the binding tickets for the public service desk once
the binding shipment is actually sent out, so they know what is actually
at the bindery.

I'd like to hear what others libraries do too. We haven't really changed
much since the new binding assistant was hired and getting ideas from
other libraries might help us.

Forgive me for the length of this message! If the person who orig. asked
these questions wants more info., contact me directly.

Eleanor Cook
Serials Librarian
Belk Library
Appalachian State University
Boone, NC 28608

cookei@appstate.bitnet