BINDING PREPARATION AND RELATED TASKS Revised 11/7/00

I. STATEMENT OF WORK

A. Background Information

The National Library of Medicine, Bethesda, Maryland, houses an
estimated 2 million bound volumes, plus thousands of unbound items,
mostly individual serial pieces in closed stack areas on B1, B2 and B3
levels of Building 38. There is also a Reading Room, open to the public
which contains frequently requested serials and monographs. Unbound
serials and selected monographs are collected and bound for preservation
purposes. Serials are bound soon after a complete unit arrives at the
Library. The issues are pulled from the stacks, collated, put in to
lots, and sent along with instructions concerning proper binding methods
to a commercial binder each week. When the bound volume returns from the
bindery, normally two weeks later, it is checked for accuracy of binding
and returned to the Library. Some titles will be identified for binding
by the NLM staff and will be sent to the Contractor directly. Material
from the History of Medicine Division, the Reading Room, the Staff
Library, and other office collections shall be bound upon request.
Reviews of the collection are periodically performed to pull units that
meet special criteria.

In 1999 NLM implemented Voyager, a new integrated library system.
Voyager has several Modules which perform basic library functions. The
Binding Preparation contractor will use the OPAC to check bibliographic
information for serials and monographs and receipts of serials. the
Cataloging Module to search bibliographic records, and the Circulation
Module to circulate items to the Bindery and the Collection Management
Unit (CMU).

B. Objectives

The Contractor shall prepare for shipment to the commercial bindery up
to 33,000 serial units, 4,000 monograph volumes, and 500 special format
items for boxing. Up to 3,500 volumes may be processed as binder's
errors. Preparation for shipment includes pulling the unbound volumes
from the shelf, updating online files to indicate what is being sent to
the bindery, completing special binding instructions as applicable and
boxing the materials for pickup by the bindery. After the binding is
completed, the Contractor shall check for proper binding, attach bar
code labels, and update online files to indicate that the volumes have
been bound. The Contractor shall also refer up to 1,000 items to the
Collection Management Unit (CMU) for pamphlet binding**.**

II\. SERVICES TO BE PERFORMED

A. General Requirements

> 1\. Independently, and not as an agent of the Government, the
> Contractor shall furnish all necessary labor, materials, supplies,
> equipment, and services (except as otherwise specified herein) and
> perform the work set forth in the tasks outlined below.
>
> 2\. The work to be performed under this statement of work is performed
> onsite at the National Library of Medicine and requires the Contractor
> to handle materials which the Library is mandated to collect and
> preserve. These are often irreplaceable. The Contractor shall follow
> the "Guidelines for the Care and Handling of Library Materials and for
> Reporting Problems in the Collection Areas" which is attached as
> Appendix 1.[Appendix XXX]{.mark} All work under this contract shall be
> monitored by the Project Officer whose position is defined elsewhere
> in this contract.

B. Specific Requirements

Specifically, the Contractor shall perform the following tasks:

TASK I: PREPARATION OF SERIALS FOR BINDING

1\. Locations of Bindable Serial Units

> a\. B-1 Level Serials
>
> The B-1 level contains recently published serial titles that each have
> a call number that begins with the general classification number W1
> followed by a cutter number. The contractor shall manually search the
> serials collection on the B-1 level, beginning at the W1 A's and
> proceeding systematically through to the end of the W1 Z's to identify
> and pull bindable units. The contractor shall search all serial titles
> on the B-1 level at least once every contract year. A list of titles
> with W1 call numbers that need frequent binding, such as weekly and
> bi-weekly publications, will be given to the contractor and should be
> checked a minimum of four times each year to pull for binding.

b.  B-2 Level Serials

> The B-2 level contains many serial titles that do not begin with a W1
> call number. At least once each year, the contractor will receive a
> list of serial titles shelved on the B2 level to pull for binding.
> NLM's open serial titles shelved on the B-2 level are located in the
> General Classed Collection, the W2 Collection (government documents),
> and the Z Collection (abstracts, bibliographies, and indexes).
>
> c\. B-3 Level Serials
>
> Serials published earlier than 1990 with W1 call numbers are located
> on the B-3 level. The contractor is not required to manually search
> the shelves on the B-3 level to identify and pull units for binding,
> but will receive units for binding from the CMU.

####### [Important Note: Index Medicus (IM) titles]{.underline}

> Approximately 2,500 currently received serials are indexed in Index
> Medicus and referred to as IM titles. Duplicate issues are received at
> NLM for many of the IM titles. The issues that are indexed have pencil
> markings around the title and author of each article in the issue. The
> Contractor will be given an updated listing of the Index Medicus
> titles each contract year. Whenever duplicate issues exist for IM
> bindable units, the Contractor shall select for binding those issues
> that do [not]{.underline} have pencil markings.

2.  Searching Bindable Serial Units -- Complete Bibliographic Units

> The Contractor shall pull the bindable unit(s) from the shelf when it
> is a complete bibliographic unit and prepare it for shipment to the
> bindery. In general, bindable units should not be less than 1.5 to 2.0
> inches thick. See specifics about thickness of binding under Section
> 11a. If there is already a bound volume on the shelf that contains the
> same issues as the bindable unit, the Contractor shall leave the
> unbound unit on the shelf.

3.  Incomplete Bindable Serial Units -- Incomplete Bibliographic Units

> Whenever a bindable unit is found to be incomplete, and no already
> bound volume for that unit is on the shelf, the Contractor shall
> always thoroughly check all unbound issues for that title and the
> titles shelved adjacent to it because the missing issue(s) may have
> been shelved out of order. Incomplete bindable units should be left on
> the shelf in shelf-list order.
>
> If the missing issue is not the most recent issue published, the
> Contractor shall record on an index card the missing issue's title,
> call number, volume and issue number, year and the date the shelf was
> first checked. Within five (5) working days, the Contractor shall
> check the files for an item record for the bindable unit. If an item
> record for a bound volume is found, the Contractor shall follow the
> steps outlined below in Section 9.
>
> If no item record for a bound volume is found, the Contractor shall
> check the OPAC to see if the missing issue was received. If the
> missing issue(s) was not received, the contractor shall note this
> information on the index card and deliver the index card to the CMU
> within five (5) working days. If the missing issue(s) was received,
> the Contractor shall check the shelf again two to three (2-3) weeks
> after the first shelf check. If the issue is still missing, the
> Contractor shall note the date of the second shelf check on the index
> card and refer the index card to the CMU within five (5) working days.
> If the missing issue(s) is found on the shelf, the Contractor shall
> pull and prepare the unit for binding.
>
> [Important Note:]{.underline} While systematically searching the B-1
> serial collection title by title for unbound issues, the Contractor
> shall look for issues that require binding for titles that are
> published more frequently than once a year and for which no issues
> have been received for more than one year. When found, the Contractor
> shall search the OPAC to determine if the title has closed. If the
> OPAC says the title is closed, and there are unbound issues published
> after the closed date, the Contractor shall pull the issues, fill out
> the index card, and deliver them to the CMU. If the OPAC says the
> title is closed, and there is a bindable unit published before the
> closed date, the Contractor shall pull them and prepare them for
> binding. If the title is open, the Contractor shall note this
> information on an index card, including the title, call number, and
> volume/issue/year of the latest issue found on the shelf, and refer it
> to the Project Officer within five (5) working days.

4\. Check for Issues to Complete Bound Volumes

While at the shelf checking for bindable units, the contractor shall
always look for loose unbound issues that complete a volume previously
bound incomplete. Volumes previously bound incomplete have gaps in the
numbering of issues or pages or have the word "INC" or "INCOMPLETE" on
the spine.

If any missing issues are located, the Contractor shall pull them, along
with the bound volume, and charge them to the CMU using the Voyager
Circulation Module and deliver the items to the CMU the same day they
are charged. If there is no item record in Voyager for either the bound
volume or the loose issue(s) missing from the bound volume, the
Contractor shall create a new item record in the Voyager Cataloging
Module, charge the items to the CMU using the Voyager Circulation
Module, and deliver them that same day to the CMU.

If a title page, table of contents, or index is found for volumes
already bound, the Contractor shall pull them along with the bound
volume, charge the bound volume to the CMU, and deliver them to the CMU
the same day they are charged.

5\. Two Copies to Bind for a Title

When two copies of a title are to be bound, whether or not for a single
location, the Contractor shall ensure that both copies are not pulled
and/or sent to the Bindery at the same time. When both a Reference and
General Collection copy of the same title, volume and issue is to be
bound, preference is given to binding a complete copy for the General
Collection first.

6\. Materials Not to Pull

> The Contractor shall not pull volumes in the A-WZ call number portion
> of the Reading Room collection. These volumes, mostly monographs, will
> be identified for binding by the Reference staff and sent to the
> Contractor through the Collection Management Unit.
>
> Volumes published before 1940 are usually not sent to a commercial
> library bindery. Volumes published after 1940 that appear to have
> brittle paper, i.e., paper that breaks easily, are not suitable for
> commercial binding. If the paper appears to be brittle, refer a copy
> of the Voyager bibliographic record to the Project Officer, noting
> that the paper appears to be brittle. Do not pull or prepare these
> volumes unless directed by the Project Officer/Alternate.

7\. Other Materials to Prepare for Binding

a.  Reading Room

> On a regular basis, at least once a month, the Contractor shall pull
> "W1", "W2", and "Z" serials from the Reading Room. If the bindable
> unit is not complete, the Contractor shall follow the instructions
> given above under "Section 3: Incomplete Bindable Serial Units."
>
> b\. Rebinds
>
> The CMU will refer volumes for rebinding to the Contractor. These
> volumes will be charged to the Contractor and delivered to the
> Contractor by the CMU. The CMU will insert a blue referral form
> indicating special instructions and whether or not NLM should be
> billed for the rebinding. A copy of the blue form is attached as
> Appendix 2. The Contractor shall create special lots for rebinding.
> Volumes in current shipments with defects caused by poor workmanship
> should be returned with error lots rather than with rebind lots. The
> Contractor will send a form letter with the lots of rebinds for
> materials bound by the current binder which are to be rebound at no
> charge. The Contractor shall give three copies of each letter to the
> Project Officer.

c\. Other Collections

> The Library has many office collections, the Reference Collection, the
> History of Medicine Division, a Staff Library, and some Library
> Offices which at times need binding services. Materials from these
> units will be sent to the Collection Management Unit, which will refer
> them to the Contractor with blue referral forms with specific
> instructions. Office and Staff Library copies will not have call
> numbers printed on the spine. Some items from administrative offices
> may require that the Contractor prepare a special binding slip with
> author and title of the piece. When these materials are bound, they
> should be returned to the CMU for distribution.

d\. Other reviews

> The Project Officer may give the Contractor special lists of call
> number ranges or types of material to review and pull for bindable
> units that may have been missed in the usual pulling routines.
> Appendix 12 contains samples of the special lists.

e\. Referral of Materials to CMU for Pamphlet Binding

> When volumes are pulled which do not meet the criteria for commercial
> binding, they should be referred and charged out to the CMU for
> disposition. Typically volumes under 75 pages in signatures (i.e.
> folded sections, see Appendix 5) or under 50 pages not in signatures
> that would usually be bound separately may be pamphlet bound by NLM
> staff. The number of pages appropriate for pamphlet binding is
> approximate and may vary---with thicker paper, fewer pages could be
> bound. The Contractor will be provided with examples. An example of
> materials that may be referred for pamphlet binding are independent
> supplements. The Contractor shall charge these items to the CMU using
> the Voyager Circulation Module and deliver them to the CMU the same
> day. The Contractor shall consult with the Project Officer whenever
> there is any question concerning whether an item should or should not
> be pamphlet bound.
>
> 8\. Charge Units to Binding Preparation Contractor
>
> Within four (4) working hours of pulling units from the shelf, the
> Contractor shall charge the pulled items to the Binding Preparation
> Contractor using the Voyager Circulation module. See Appendix 5 for
> instructions and an example of charge out screens.

9.  Check for Previously Bound Units

> The contractor shall always check the binding status in the item
> record before sending the unit to the bindery to determine whether a
> bound volume already exists. Item records shall be checked within five
> (5) days of pulling units from the shelf. If a record for a bound
> volume is found, the Contractor shall deliver the unbound unit (placed
> in shelf-list order and secured with a rubber band) to the designated
> shelf to be reshelved by the shelving contractor that same day. The
> Contractor shall note on the index card the date that the item record
> for the bound volume was found, and check the shelf again two to three
> (2-3) weeks later.
>
> If the bound volume is not found on the shelf at the second shelf
> check, the Contractor shall note on the index card that according to
> the item record the unit is bound, and date of the second shelf check,
> and refer the index card to the CMU within five (5) working days.

10\. Collation

> The Contractor shall collate the binding units. Collation for binding
> consists of examining the issues, page by page, in order to determine
> completeness and proper order of the material, to ensure that the
> title and issue numbers are correct, to identify potential binding
> problems such as narrow margins or foldouts not to be trimmed, and to
> arrange the issues, title pages, and indexes in proper sequence prior
> to binding. If missing pages are discovered during collation, the
> Contractor shall check the collection for a better copy. If no other
> copy exists, the Contractor shall fill out a blue CMU referral form
> noting the nature of the problem, charge the item(s) to the CMU using
> the Voyager Circulation Module, place a rubberband around the item(s)
> so as to not cause any damage, and deliver it to the CMU within five
> (5) working days. The CMU will try to obtain a better copy for future
> binding.

a.  Completeness

    IMPORTANT: The Contractor shall [not bind incomplete]{.underline}
    units unless specifically instructed to do so by the Project Officer
    or the CMU via blue referral forms.

    b\. Supplements

> Supplements accompany many serial titles. Since there are a variety of
> publishing patterns for supplements, only general guidelines can be
> given for their binding. Independent supplements have their own titles
> or numbering schemes separate from that of the main title. They should
> be bound separately from the main title. The Contractor shall check
> the Voyager bibliographic record to search for a note explaining how
> the supplements are handled. If a note does not appear in the
> bibliographic record, the contractor shall search for a separate
> bibliographic record for supplements with unique titles and numbering.
> Independent supplements over 75 pages can be bound alone.
>
> Dependent supplements have a numbering system that depends upon that
> of the other issues and should be bound with the corresponding volume
> and the lettering "SUPPL" noted on the spine. For instance, if an
> issue is called "Supplement to vol. 20, no. 4 1995", it would be bound
> following the issue it supplements even if it is paged separately from
> the rest of the journal.
>
> If the Contractor cannot determine whether a supplement fits these
> guidelines or if the pattern of numbering or publication has changed,
> the supplements should be referred to the Project Officer.

c\. Special Characteristics

> The Contractor shall identify special characteristics, such as
> foldouts with text or illustrations, accompanying material, or
> non-Roman alphabets that are bound "back to front". The Contractor
> shall include all special instructions and notes regarding special
> characteristics in the field that appears on the binding slip as Notes
> to the Binder.
>
> If there is accompanying material related to the volume being bound,
> the Contractor shall instruct the binder to make a pocket or holder
> for it. If there are bulky items, such as audiotapes or computer disks
> to be bound with the volume, the Contractor shall instruct the binder
> to make a plastizote holder. Three and one-half inch (3 ½") computer
> disks and CDROM disks are a standard size, and the bindery uses a die
> to make plastizote holders.
>
> When these items are a non-standard size the Contractor shall send a
> surrogate along with the binding unit so that the binder can make a
> pocket or holder the correct size. NLM will furnish surrogates.
>
> The Contractor shall keep a file of the accompanying pieces in
> separate envelopes with the call number, volume and issue written on
> the envelope. The envelopes shall be kept in Lot order in a secure
> place.

d\. Damage/Illegible Text

The Contractor shall identify damage to issues prior to sending them to
the bindery. The Contractor shall repair minor tears to pages using
document repair tape. Issues with damage that includes missing or
illegible text, whether caused by tears, staining or printing problems,
and tears in the folds of issues that will be sewn through the fold
should be noted on the blue CMU referral forms, and charged out and
delivered to the CMU within five (5) working days.

e\. Stiff Covers

> The Contractor shall identify issues with stiff covers for special
> handling. The stiff covers do not adhere well in double fan adhesive
> bindings. The Contractor shall consult with the Project Officer to
> determine which titles should have the covers be removed and replaced
> by photocopies. This decision will be recorded in the binding record
> for that title by the CMU. If it is determined that the covers need to
> be photocopied, the Contractor shall remove them from the issue and
> photocopy both front and back covers. A special photocopier is
> available for high quality reproduction. The Contractor shall assemble
> the photocopied covers along with the rest of the volume and send the
> unit to be bound.
>
> 11\. Determine Instructions for Binding

Binding instructions for each copy of a serial title that is to be bound
are recorded in the binding record. The disposition of title page, table
of contents, and index, and instructions for trimming will remain
constant unless the publisher changes the format of the journal. The
number of issues per bound volume may need to be revised if the size or
frequency of the journal changes. The Contractor shall examine the units
to be bound and determine whether the binding instructions as given on
the Binding Preparation Form slip are correct. The Contractor shall
review these fields and update the Binding record as needed. The
following are general guidelines for determining binding instructions:

> a\. Size of Bindable Unit
>
> The Contractor shall determine how many issues comprise a complete
> volume by checking the publication information in the most recent
> issue and the frequency and former frequency notes in the
> bibliographic record. If the current frequency of publication does not
> match that given in the bibliographic record, the Contractor shall
> refer only the documentation to the Project Officer within five (5)
> working days of preparing the bindable unit for shipment to the
> bindery. The documentation should consist of a screen print of the
> Voyager OPAC record listing "Recent Issues" that illustrate the new
> frequency and the Voyager bibliographic record showing the old or
> different frequency. Documentation of the frequency change may also
> consist of a photocopy of text from a serial that states the frequency
> of the journal or of title pages or covers that indicate the pattern
> of publication. The Contractor shall not refer frequency changes for
> ceased or closed titles nor for materials published more than two
> years ago.
>
> The contractor shall pull bindable units that represent complete
> bibliographic volumes whenever possible. NLM wants to bind complete
> bibliographic units whenever possible that are typically between 1.25"
> and 2.5" thick. Bindable units published on glossy clay-coated paper
> which are to be double-fan adhesive bound should be bound at least
> 1.25" to 1.5" thick. Double-fan adhesive bound units with uncoated
> paper can be up to 2.0" thick. Oversewn items can be bound up to 2.5"
> thick. Sew-thru-fold items can be bound up to 2.0" thick if there are
> at least 10 sheets per signature and the paper is strong. Signatures
> of fewer than 10 sheets of thin or weak paper, such as newsprint,
> should not be bound more than 1" thick. More discussion of binding
> methods appears in Appendix 7.
>
> If the unit is atypical in thinness or thickness, decisions about
> binding two or more volumes together, or splitting into parts, should
> be made as follows: 1) When bibliographic volumes must be divided into
> several bound volumes, the division must be made logically, keeping
> each separate part approximately equal in size and number of issues or
> parts; 2) If a single item exceeds 2 ½ inches (2 inches if the volume
> is to be double fan adhesive bound), the Contractor shall divide it
> into two parts.
>
> Whenever units are split into two or more parts, the Contractor shall
> create a title page for each additional part by inserting a photocopy
> of the title page and adding "Part 1" and "Part 2" or "Part 3" etc.,
> and write the appropriate page numbers for each separate volume to the
> spine labeling instructions.
>
> b\. Color
>
> All bound volumes for each serial title with one shelving location,
> e.g. titles shelved only in the General Collection, shall be bound
> with the same color as previously bound volumes for that title. It is
> not necessary to continue the color if the title changes.
>
> The Contractor shall determine the cloth color for new serial titles.
> The contractor shall look at the color of the titles shelved on either
> side of the new serial title, and choose a different color. For new
> serial titles with two separate shelving locations, i.e. the Main
> Reading Room and the General Collection, the Contractor shall choose
> different colors for each shelving location.

c\. Title Page, Table of Contents, and Index

> An unbound serial may have a separate title page, table of contents,
> and/or index. These sometimes are published a month or more after the
> main volume. Most of these items will be given to the Contractor from
> the CMU as they are received at NLM. The Contractor shall search for
> the accompanying serial volume or issues within one week of receipt.
> If the accompanying volume is already bound, the Contractor shall pull
> the volume, charge it to the CMU, and deliver it to the CMU that same
> day along with the title page, table of contents, and/or index to be
> inserted by NLM staff.
>
> Whenever the Contractor is at the shelf pulling serial bindable units,
> the Contractor shall also search for title pages, table of contents,
> and indexes that are on the shelf unbound. If these items accompany a
> bound volume, the contractor shall pull the bound volume and charge it
> to the CMU and deliver it to the CMU that same day.

d\. Trim

> The Binder trims the outer margins of a volume being bound to give it
> a neat appearance. Even tops and sides may also help to keep dust,
> etc. from infiltrating the pages and may prevent tears. Outer margins
> should not be trimmed when it appears that text may be lost. If any of
> the margins are narrow (less than ¼ inch) or if there are foldouts or
> flaps, the Contractor shall specify "DO NOT TRIM \-- NARROW OR UNEVEN
> MARGIN" or "DO NOT TRIM---FOLDOUTS" in the instructions to the binder.

12\. Create or Maintain Binding Records Prior to Binding Serials

> Binding records contain fields with the following data: frequency,
> binding patterns, type of leaf attachment, trim and title page/index
> data, color, special instructions, etc. The Contractor is responsible
> for the accuracy and completeness of the binding and item records. The
> Contractor shall review the binding record and item records to
> determine that all relevant data elements are present and correct, and
> that the instructions to the bindery are accurate and complete. The
> Contractor shall make all necessary changes and updates to the records
> within two weeks of pulling bindable units from the shelf.

13\. Determination of Spine Labeling

> The Contractor shall determine spine labeling instructions and update
> the record for the unit with the information to be used by the Binder.
> The rules for determining spine label data are found in Appendix 6.
> Some volumes will not fit these rules. Numbering should be done in
> such a way that it is consistent with past practice and similar
> situations. If necessary, the Contractor shall consult with the
> Project Officer to determine an appropriate way to indicate the
> labeling. The Contractor shall record such decisions in the binding
> record.

Some journal titles are too long to fit on the spine of the bound
volume. Many abbreviations based on established standards for
abbreviating terms can be found in the bibliographic record. If an
abbreviation does not exist for a serial title, the Contractor shall
look up the standard abbreviation for each significant word in the title
and add the title abbreviation to be used to the binding record. The
Library will provide access to and instructions for using a list of
internationally accepted standard abbreviations. Whenever the contractor
uses an abbreviation, it will be necessary to indicate the correct
truncation on the computer-produced binding slip.

The Contractor shall ensure that bound Index Medicus titles have "IM"
stamped on the spine.

14\. Determination of Leaf Attachment

> The Contractor shall identify and prepare separate lots based on
> method of leaf attachment. In addition, the Project Officer or CMU
> will refer to the Contractor volumes with specific instructions as to
> leaf attachment. Usually the method of leaf attachment will be
> recorded in the binding records. The Contractor shall revise the
> record if a change in publication format necessitates a change in leaf
> attachment, or indicate an exception in the binding instructions for a
> specific unit being sent to the bindery.
>
> The acceptable methods of leaf attachment and guidelines for their
> selection follow. (See also the [NISO/LBI Standard for Library
> Binding]{.underline}[^1], the [Guide to the Library Binding Institute
> Standard for Library Binding]{.underline}[^2], and Appendix 5 \--
> Methods of Library Binding.)
>
> In order of preference:
>
> a\. Sew Through the Fold
>
> The Contractor shall determine which volumes can be sewn through the
> fold. Volumes can be sewn through the fold if the text block is
> composed of signatures (i.e. folded sections, see Appendix 7 for
> illustration) and the folds of the signatures are intact. The
> Contractors shall create separate shipping lots for volumes to be sewn
> through the fold.
>
> b\. Double‑Fan Adhesive
>
> The Contractor shall select this method if the text block is not
> composed of signatures, the text block is 2 inches thick or less, and
> the paper is not extremely stiff, heavily coated, or very glossy. (The
> nature of the paper is key here. Uncoated papers that are flexible and
> that have the grain running parallel with the binding edge will almost
> always adhesive bind well.)
>
> c\. Oversew
>
> The Contractor shall select this method if the text block is not
> composed of signatures, the text block is more than 2 inches thick or
> the paper is very stiff or very glossy. There must be inner margins of
> at least 5/8 inch for rebinds and ¾ inch for new binding.
>
> d\. Recase
>
> The Contractor shall review all items selected for recase with the
> Project Officer before sending to the bindery. This binding method is
> usually selected if the covers of publisher's binding are secure, the
> original sewing is strong and intact, and the number of stitches is
> adequate for the size of the volume.

TASK II: PREPARATION OF MONOGRAPHS FOR BINDING

> 1\. Monographs Referred to Contractor by NLM Staff

Of the unbound monographs acquired by NLM those with flimsy covers,
those beginning to show wear after circulation, or those with loose
pages will be referred to the Contractor by CMU with blue referral
forms.

2\. Binding Instructions

> The library binder is usually responsible for determining method of
> leaf attachment, cloth color, and trim for monographs. The Binding
> Preparation Contractor shall specify in the binder's instructions that
> a monograph is to be recased or boxed. The Contractor shall check the
> volumes to see if special instructions are needed for spine labeling,
> such as volume numbering.

a.  Special Characteristics

> The Contractor shall identify special characteristics, such as
> foldouts with text or illustrations, accompanying material, or non
> Roman alphabets that are bound "back to front". The Contractor shall
> include all special instructions and notes regarding special
> characteristics in the field that appears on the binding slip as Notes
> to the Binder. If there is accompanying material related to the volume
> being bound, the Contractor shall instruct the binder to make a pocket
> or holder for it. If there are bulky items, such as audiotapes or
> computer disks to be bound with the volume, the Contractor shall
> instruct the binder to make a holder. When these items are a non
> standard size the Contractor shall send a surrogate along with the
> binding unit so that the binder can make a pocket or holder the
> correct size. NLM will furnish surrogates. The Contractor shall keep a
> file in a secure place of the accompanying pieces in separate
> envelopes with call number written on the envelope and in order by lot
> number.

b\. Damage/Illegible Text

> The Contractor shall identify damage to volumes prior to sending them
> to the bindery. The Contractor shall repair minor tears to pages using
> document repair tape. Missing or illegible text, whether caused by
> tears, staining or printing problems shall be noted on the blue CMU
> referral form. Volumes with damage that includes illegible text should
> be charged and referred to the Collection Management Unit.
>
> c\. Stiff Covers
>
> The Contractor shall identify volumes with stiff covers for special
> handling. The stiff covers do not adhere well in double fan adhesive
> bindings. The Contractor shall consult with the Project Officer to
> determine which volumes should have the covers removed and replaced by
> photocopies. The Contractor shall remove the covers and photocopy both
> front and back covers. A special photocopier is available for high
> quality reproduction. The Contractor shall correctly assemble the
> photocopied covers with the rest of the volume and send the unit to be
> bound.

3\. File Update

> The Contractor shall update the Binditem record with data about
> binding, such as the lot, the date sent, and any special instructions,
> such as special lettering on spine, making pockets, foldouts, errata,
> loose pages, bind back to front, do not trim, etc. prior to preparing
> shipping lists and printing instruction slips.

4.  Boxing

> The Project Officer or CMU may occasionally refer to the Contractor
> items to be boxed that are not suitable for binding. These may be
> serials or monographs with insufficient margins, or paper too stiff or
> too brittle for binding. Other types of materials may also be referred
> for boxing, such as CDROM's and Audiovisual Kits. The Contractor shall
> create binding records for these pieces with instructions about the
> box to be produced.

TASK I and TASK II - SHIPMENTS TO THE BINDERY

1\. Problems/Questions

If the title, call number, place of publication or other significant
identifying information on the title page does not exactly match the
record, the piece must not be bound without further verification from
Library staff. Prior to sending for binding, the Contractor shall
attempt to resolve bibliographic problems or determine binding patterns
by reviewing existing records for bound volumes. The Contractor may
discuss problems with the Project Officer at the regular weekly meeting,
or charge and deliver the problem item(s) to the Project Officer within
one week of being pulled from the shelf. The Contractor shall give the
Project Officer documentation of the discrepancies in call numbers,
title changes, and other bibliographic data, along with the item(s).
Documentation of discrepancies typically consists of a screen print of
the bibliographic record or the item record and a photocopy of the title
page or verso from the volume, illustrating the discrepancy.

2\. Maintain Item Records

The Contractor shall maintain accurately and completely the item records
and the binding records for each unit to be bound. As items are
processed for binding, the Contractor shall ensure that one item record
with an MRI exists for the bindable unit. The Contractor may modify an
existing item record to establish one item record for each bindable
unit, and shall delete all records that are redundant to newly
established item records. The Contractor shall maintain the item records
and the binding records for each unit to be bound by updating the year,
volume, issues to be bound, and adding other information such as the
pages, months, or supplement.

3.  Charge Units to Bindery

The Contractor shall charge each unit to the Bindery using the Voyager
Circulation Module just prior to being packed for shipment to the
binder.

4\. Assign to Lots for Shipping

The Contractor will establish the lot number to be sent and update the
records for each item in that lot. Shipments are divided into lots to
make it easier for the binder to process the incoming materials. Lots
consist of materials that will be treated in a similar manner.
Therefore, serials should be separate from monographs; new binding from
rebinds and errors; and each method of leaf attachment should be in its
own lot. Lots may contain up to 250 items, but 75 to 100 are preferred
because it is easier to track. The Contractor may negotiate this number
with the Binder. The Binder will process each lot as a unit.

5\. Quality Control

Before producing the shipping lists and bindery slips the Contractor
shall review the work to make sure that all file update and instructions
have been entered correctly. The review also shall include a check to
make sure that all units to be shipped are complete, have the correct
issues included and are in order. The Contractor may produce a
computer-generated list with all appropriate data to assist in the
review of the work. At this stage in the preparation, the Project
Officer or designate may also review the work to assure that data sent
to the binder is correct. The Contractor shall make all necessary
corrections before preparing bindery slips and shipping lists for the
binder. The Contractor shall ensure that the correct binding instruction
form is placed inside the corresponding unit for binding before items
are boxed for shipment to the bindery.

6\. Bindery Slip and Shipping List Preparation

Bindery slips and three copies of the shipping lists are produced by the
Contractor from the online records. The bindery slip is inserted in the
unit to be bound. The Contractor shall quality control this activity to
make sure that the correct instruction form is inserted into the correct
unit for binding.

The shipping list must contain the lot number, and a description of each
item to be bound, including title, call number, spine information and
special notes. The Contractor shall check off each item on the list
before shipping to ensure the completeness of the shipment. One shipping
list is sent to the Binder, one is given to the Project Officer, and the
other retained by the Contractor for check-in purposes. (See Appendix 6
for instructions on how to produce bindery slips and shipping lists).

7\. Procurement Forms

The Contractor shall prepare for each shipment a GPO 2511 form. The
Contractor shall contact the NIH Printing Office for the Print Order
numbers and notify the NLM printing representative to create a NIH
procurement form. The NLM Project Officer will make the arrangements for
the proper signatures required on these forms. Detailed instructions for
completing these forms will be provided by the Project Officer who will
notify the Contractor of changes as they arise. (See Appendix 9 for an
example of the form.)

8\. Transportation and Shipping

The Contractor is required to prepare weekly shipments to the binder and
receive weekly shipments, usually on Tuesdays, from the binder. The
Contractor shall pack the books flat in sturdy containers surrounded by
packing materials so that there is no risk of damage from materials
shifting in the boxes during transit. The shipping list that itemizes
the units being shipped in each lot must be packed in the first carton
of that lot. Boxes for shipping are provided by the Binder. The
Contractor shall write the Lot number on the outside of the box, e.g.,
"Lot 102, Box #1, or Lot 152, Box #2. The Binder shall provide
transportation---assuming all associated costs---for material shipped
between NLM and the Bindery. The Binder is required to provide weekly
deliveries, and lots are returned to NLM two weeks after shipment to the
binder.

######## TASKS I AND II -- CHECK-IN AFTER BINDING

1\. Check-In

After the volumes have been returned from the bindery, the Contractor
shall check each lot against the copy of the shipping list to make sure
that all items in the lot have been returned to the Library. The
Contractor shall immediately notify the Binder by fax within twenty-four
(24) hours of receipt of any missing items and send a copy of the faxed
letter to the Project Officer. If the items are not returned in the next
shipment from the Bindery, the Contractor shall immediately inform the
Project Officer.

2\. Quality Control of Binding

The Contractor shall examine each volume to determine that the volume
has been properly bound and that the Binder has followed the binding
instructions, including leaf attachment, correct color and lettering.
The Contractor shall follow the outline in Appendix 10 to inspect each
volume. The Contractor shall also ensure that bound IM titles have "IM"
stamped on the spine. The Project Officer will notify the Contractor
when NLM selects new IM titles. This is discussed in more detail in
Appendix 4, Determining Spine Labeling Instructions.

3\. Add Bar Code Label

The Contractor shall affix a single bar code label to the upper right
corner of the back of the bound volume and update the item record with
the new barcode number. (See Appendix 4 for updating bar code
instructions) The label should be located not more than ½ inch and not
less than 1/8 inch from the top and spine of the volume. The bar code on
any labels already on the inside of the volume or individual issues
should be marked through with ink that will not rub off.

4\. Edge Stamp All Volumes

The Contractor shall use the NLM property stamp to stamp the top edge of
all bound volumes.

5\. Label to Indicate Shelving Location

Volumes shelved in the Reading Room or the History of Medicine Division
will be identifiable from information on the bindery slip. The
Contractor shall mark Reading Room volumes by affixing a piece of green
tape with the word "REFERENCE" on it to the spine of the book above the
title. The Contractor shall mark History of Medicine volumes by affixing
a white circular sticker marked "MED HIST" to the spine near the top of
the volume. General Collection and Office copies are not marked. NLM
provides the tape and stickers.

6\. Update the Record to "Bound"

The Contractor shall update the item records for each bound unit
returned from the Bindery. The Contractor shall wand or key the MRI bar
code label into the MRI field using an OCR wand for the Voyager item
record, and manually enter the NLM barcode in the Binditem. The
Contractor shall update the statistical category in the Voyager item
record to "Bound". See Appendix 4 for instructions. If the volume is
returned unbound, the Contractor shall charge and refer the item to the
CMU with a note on the index card explaining the reason the unit was not
bound, including the date it was returned from the bindery.

7\. Special Handling

> When bound items with accompanying materials, such as CDROM and
> audiocassettes, are returned from the bindery, the Contractor shall
> update the Voyager item record by selecting the appropriate category
> from the Item Statistical Category (Pie Graph) menu, such as "Includes
> Audiocassette" or "Includes CDROM." After the volumes have been
> checked-in and the Voyager records updated, the Contractor shall pull
> the accompanying materials that have been kept on file. If surrogates
> have been used, the Contractor shall replace the surrogate with the
> original disk, audiotape or other media. The Contractor shall charge
> out and refer the bound volumes and their accompanying materials to
> CMU for rehousing and labeling.
>
> 8\. Handling of Errors and Volumes Requiring Rebinding
>
> The Contractor shall handle errors and rebinding in the following
> manner:

a\. Minor Errors

> Minor errors are to be corrected by the Binding Preparation
> Contractor. They include such things as small errors in lettering that
> can be easily touched up by removing lettering with a solvent and
> marking in the correction with a stylus. The Contractor shall correct
> volumes with minor errors and send them to be reshelved within five
> working days of receipt.

b\. Major Errors

> The Contractor shall notify the Project Officer whenever errors exceed
> more than 2% of the Lot so the Project Officer can review the volumes
> with errors. When questions arise as to whether volumes should be
> returned to the Binder, the Contractor shall consult with the Project
> Officer. The Binder must correct major errors, including poor
> workmanship. These include any out of order issues or pages, major
> errors in lettering, and poor workmanship as described in Appendix 10.
>
> After the Project Officer and the Contractor review the volumes with
> major errors, the Contractor shall return them to the Bindery in the
> next shipment. The Contractor shall create special Lots for errors
> only and request special handling or rush turnaround for these
> volumes. The Contractor shall update the record for the volume being
> returned, indicating the reason for return. The Contractor shall
> provide the Project Officer with a listing of the volumes being
> returned, including a summary of the errors by category for each lot.
> The Contractor shall send in a separate envelope the listing and
> summary of the errors along with a form letter directly to the Bindery
> manager with a copy to the Project Officer. A copy of the letter and
> the listing that summarizes the errors shall be packed with the error
> shipment.
>
> c\. Noncorrectable Errors
>
> If a volume has been so badly damaged by the bindery that it cannot be
> corrected by rebinding (e.g. overtrimming resulting in loss of text),
> the Contractor shall check in the volume as described in Task I and
> II, Section 1, pull from the shelf any duplicate issues that may be
> available for replacement and, if a complete bindable unit is
> available, send the issues to the bindery and notify the Project
> Officer by filling out an error report which describes the nature of
> the damage. If a complete bindable unit is not available as a
> replacement, the Contractor shall note this in the error report, and
> refer the damaged volume and the error report to the Project Officer.

d\. Summary Error Report

> The Contractor shall prepare a summary report of the monthly totals of
> errors. The report will indicate 1) minor errors corrected by
> preparation staff 2) errors returned to bindery and 3) noncorrectable
> errors. (See Appendix 11 for example.) The Contractor shall submit the
> error reports with the monthly report.

9.  Discharge Bound Item

The Contractor shall discharge each bound volume that passes inspection
from the bindery within three (3) working days of receipt. The
Contractor shall discharge the bound volumes just prior to being
delivered for shelving to the shelving contractor.

10\. Shelving

The Contractor shall deliver book trucks with newly bound or rebound
materials sorted in call number order to a designated place in the
pre-shelving area in the Collection Access Section. The Contractor shall
fill out a reshelving control slip indicating the date, floor, time, and
total number of items and notify the Collection Management Unit that the
batches are ready for reshelving. Volumes should be ready for reshelving
within 1 working day of check in at NLM unless there is an error to be
corrected or volumes must be returned to the bindery. The Contractor
shall return History of Medicine Division materials, staff and office
copies to the CMU within 3 working days of receipt at NLM.

11\. Hourly Tasks

The Library is in a state of transition to a new integrated library
system. At the beginning of the contract period, The new system Voyager
will not have a functioning binding module, but it is expected that data
from the binding records will be manually transferred to the new system.
During the transition, the Contractor shall perform extra file
maintenance for which hourly costs may be billed.

III\. STANDARDS OF PERFORMANCE

The Contractor shall maintain quality control that will assure a high
standard of performance. The Project Officer or designated Library staff
will inspect samples of the finished work and, where it is not
satisfactory, the Contractor shall correct or rework at the Contractor's
expense. After training from the Project Officer throughout the first
month of the contract and as determined by the Project Officer, the
following requirements shall be met:

A. A maximum error‑rate of 2% in complying with the collation and
labeling instructions.

B. All binding instructions for leaf attachment, trim, and decisions
about how many issues are bound together must indicate sound judgement
and understanding of binding.

c.  C. All updating of computer files and records must be error‑free.

D. All problem-free units pulled for binding must be prepared for
binding within (5) working days of being pulled from the shelf.

E.  Incomplete units for which there is a record for a bound volume and
    units pulled in error must be returned to the designated shelving
    area within five (5) working days of being pulled from the shelf.

F. Problems must be referred to the CMU within two (2) weeks.

G. All prepared units must be shipped to the Bindery within two (2)
weeks of being pulled from the shelf.

H. All items must be charged out in Voyager. For materials pulled by the
Contractor, the items must be charged out within four (4) hours of the
time the items were removed from the shelf. NLM staff will charge all
items they refer to the Contractor.

I. All errors in binding and poor workmanship must be detected and
resolved in a manner appropriate to the problem.

J. All volumes that pass inspection upon return from the bindery must be
discharged and returned to NLM within three (3) working days of receipt.

K. All volumes that require return to the bindery for correction of
errors must be returned in the next shipment. Within five (5) working
days of receipt of a defective volume, all records must be updated to
indicate the date and reason for return.

> **CONTENTS OF APPENDICES**

1.  Care and Handling of Collection Materials

2\. Index card to be filled out for Incomplete Units and Already Bound
Units

3\. Collection Management Unit Blue Referral Form

4.  Searching and Maintenance of Binding Records

```{=html}
<!-- -->
```
a.  Searching OPAC for recently received materials

b.  Update Bar Codes and Status to BOUND

c.  Update Item to Bound

```{=html}
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```
5.  Charging and Discharging Items in Voyager

6.  Determining Spine Labeling Instructions

7.  Methods of Library Binding

8.  Shipping List

9.  GPO form

10. Quality Control of Binding

11. Summary Error Report

12\. Special Lists

APPENDIX 1

## CARE AND HANDLING OF THE GENERAL COLLECTION

**REPORTING PROBLEMS IN COLLECTION AREAS**

All General Collection materials must always be handled with care to
avoid irreparable damage or loss of text. The following instructions
should always be followed whenever General Collection materials are
handled. Problems with collection materials and stacks areas are the
responsibility of the Collection Management Unit located in B2W24-26
(phone: 402-8774).

-   Immediately report any evidence of water leaks to the Preservation
    and Collection Management Section. (Room B1-E21, phone 496-8124; or
    call OAMS, 496-5441)**.**

-   Volumes with any evidence of dampness, mold, mildew or insects
    should be delivered immediately to the Collection Management Unit.

-   All collection materials should be handled with clean hands and used
    in a clean workspace.

-   Food or drinks are never allowed in the stacks. Never have food or
    drink placed anywhere near collection materials.

-   No metal paper clips or adhesives, such as tape or post-it notes,
    should be placed on or in any collection materials.

-   Volumes should be placed on shelves in an upright position, spines
    facing out. No volume should ever be shelved on its fore-edge. After
    volumes have been retrieved or shelved, bookends should be adjusted
    so that the volumes are properly supported and will not lean.
    Volumes should not be shelved so tightly that damage to the spine
    results when they are retrieved from the shelf.

-   Volumes that are too tall to be shelved in an upright position
    should be shelved spine down.

-   When volumes are removed from the shelves, each item should be
    grasped by the middle of the spine, not pulled by the headcap (the
    top of the spine) where they are most susceptible to damage.

-   When searching for items on any of the shelves, care must be taken
    to ensure that items that have been removed in the course of
    retrieving a requested item are replaced in the correct shelf list
    order.

-   Volumes with pages that cannot be opened because the edges are uncut
    should be referred to the Collection Management Unit.

-   Volumes should be loaded onto book trucks in an upright position,
    spines facing out. When partially loaded book trucks are moved,
    bookends should be used to keep the volumes from leaning over or
    sliding off the truck. Weight should be distributed evenly to
    prevent trucks from tipping over. Oversize volumes should be loaded
    flat. Book trucks must never be overloaded by piling volumes on top
    of the upright volumes. Double-loading single-shelf book trucks (two
    rows on one shelf) should be avoided because this can cause tipping
    and/or injury. Some book trucks are designed to be double-loaded;
    i.e. those with a middle divider on each shelf.

-   Any items which have not been microfilmed and have very brittle
    paper, loose pages, broken bindings, mildew, or other obvious
    problems should be placed on the Collection Management Unit referral
    shelves located on each stack floor.

-   Items without call numbers should be placed on the Collection
    Management Unit referral shelves located on each stack floor.

-   Step stools should always be used whenever retrieving material from
    high shelves. Library shelving should never be stepped on because
    injury could result and shelving can bend causing damage to
    collection materials.

-   Never take your feet off the floor when in the aisles of the compact
    shelving. The safety mechanisms for much of the compact shelving
    only work when feet are firmly on the floor.

-   The need to adjust shelf height, shift collection material, obtain
    additional bookends or pamphlet files, or repair broken shelves
    should be reported to the Collection Management Unit.

-   Broken book trucks or step stools should be taken to the Collection
    Management Unit for repair.

-   Problems with the compact shelving or lighting in all stack areas
    should be reported to the Collection Management Unit.

    APPENDIX 2

    Index Card to be Filled out for Incomplete Units and Already Bound
    Units that are NOS

## Binding Preparation Contractor

## Fill out this card for [Incomplete Units]{.underline} and [Already Bound Units that are Not On Shelf]{.underline}

**Serial Title:**
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
**IM Title: YES NO** (circle one)

**Call Number:**
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Bindable Unit: v. \_\_\_\_\_\_\_\_\_\_ no. \_\_\_\_\_\_\_\_\_\_ year
\_\_\_\_\_\_\_\_\_ (Date pulled: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_)**

1.  **Already Bound Volumes:**

> **\_\_\_** Item Record Exists Date Record Checked:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \_\_\_\_ Bound Volume Not on Shelf Date 2^nd^ Shelf Check:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> **2. Incomplete Units** Date 1^st^ Shelf Check:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Date OPAC Checked: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \_\_\_\_ Missing Issue Not Received Date CMU Notified:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \_\_\_\_ Missing Issue Received
>
> \_\_\_\_ Not on Shelf Date 2^nd^ Shelf Check:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_

**NOTES:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

APPENDIX 3

**Date rec=d in CMU\_\_\_\_\_\_\_\_\_**

**COLLECTION MANAGEMENT UNIT**

######### Preservation and Collection Management Section

**Damaged or Problem Materials Referral Report**

**Title:**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Call
Number:**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Volume**\_\_\_\_\_\_\_\_\_\_\_\_\_
**Issue**\_\_\_\_\_\_\_\_**\_\_\_\_\_\_\_\_** **Year**
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**CMU: Remember to charge item to CMU in VOYAGER (Circulation Module)**
\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*
**VOLUME PROBLEMS** **TECHNICAL SERVICES PROBLEMS**

Fragile volume with brittle paper \_\_\_ Call number label missing from
newly cataloged monograph.

\_\_\_ Needs to be microfilmed

\_\_\_ Vol/Issue(s) are missing from NLM Collection. Call number is
incorrect or duplicates another item in the

Please borrow from another library for NLM to copy collection.

Vol Issue(s) Yr

[\_\_]{.underline} Serial \-- Not checked-in (send to Serial Records).

\_\_\_ Pages Missing or Damaged

Vol Issue(s) Yr Item not in Locator*plus* (Send to Selection &
Acquisition).

Pages

\_\_\_ Pages Misnumbered or Blank (Defective issue - Send new defective
serial issues to Serial Records, and new defective

Vol Issue Yr monographs to Selection & Acquisitions. If items are not
current and

Pages most likely out of print, send to Borrow & Replacement Unit

Order reproduction copy on Purchase Order

\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*

**Item referred to:**

\_\_\_ Book Repair Unit (Fill out other side) Carol Unger for
microfilming decision

\_\_\_ Borrow & Replacement Unit Catalog Maintenance Unit, TSD

\_\_\_ Binding Prep Contractor Selection & Acquisitions, TSD

**REBIND** **RECASE**

**DFA Oversew Sew-thru Fold Does NLM own duplicate issues?**

*(Check collection for recent issues,and*

***NO Charge to NLM for*** *IM Duplicate collection, and CMU
duplicates)*

***items bound after 2/1/96* Charge to NLM \_\_\_\_\_ Yes \_\_\_\_\_\_
No \_\_\_\_\_\_\_\_**

\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*

**SPECIAL
NOTES:**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Reminder: NEW BINDS require 5/16\" inner margin for DFA (double-fan
adhesive) and 3/4\" inner margin for Oversewing.**

**REBINDS require 3/8\" inner margin for DFA and 5/8\" inner margin for
Oversewing.**

**Referred by:\_**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ **CMU: Charge item
in VOYAGER to referral location**

PCM/CMU s:\\psd\\pres\\collman\\damageform.wpd 5/12/00

#### APPENDIX 4

#### A. OPAC SEARCH FOR RECENTLY RECEIVED MATERIALS

#### Search for the title using the record number or call number.

1.  Select the correct title by double clicking on it.

3\. Scroll down through the record until you see the "Recent Issues".

B. UPDATE BARCODES IN ITEM RECORDS

## Log in to the Cataloging module.

## Retrieve the item by using the macro F5 and wand in the current bar code. This brings in the exact record. If there is not a barcode, search by call number or other data to retrieve the record. Use F12 to retrieve the correct item. In the Item record, the bar code number is followed by "... " Click on the dots. 

Wand or type in the new bar code number. Save. The new bar code number
becomes the "active" bar code and the old one is stored as "inactive".

C.  Update the Statistical Category to Bound

On the bottom of the item maintenance screen below, the icon with the
pie graph, second from the left is the Item Statistical Category. Click
on the icon. Find the value you need to enter, in this case Bound.
Either double click on that word or use the red arrow to put the new
value in the statistical category. The date will be the current date.
Click on OK and save the record with the boat.

####  APPENDIX 5

##### Charging and Discharging Items in Voyager

####  

To Charge Out a volume:

1.  Login to Circulation Module

2.  Click on Charge/Renew (1^st^ Icon)

3.  Wand or Type in Patron Bar Code and Click on Check Mark

4.  Wand or Type in Book Bar Code and Click on Check Mark

5.  Repeat Step 4 for all volumes charged to that Patron

To Discharge a volume:

1.  Login to Circulation Module

2.  Click on Discharge (2^nd^ Icon)

3.  Wand or Type in Book Bar Code and Click on Check Mark

4.  Repeat Step 3 for all volumes to be discharged.

APPENDIX 6

> Determining Spine Labeling Instructions

[Complete Bindable Unit]{.underline}

1\. Whole [volumes]{.underline}: Use volume number and year

2\. Partial [volumes]{.underline}: Use volume number, year, and one of
the following with preference given to information available in order
listed.

a\. Abstract numbers, if continuous e.g. 1-14,999

b\. Paging, if continuous for the entire unit e.g. 501-850

c\. Month e.g. Jan-Jun

Acceptable abbreviations:

> Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

d\. Issue number e.g., no. 1‑3

3\. More than one volume: Use volume numbers and years

4\. Proper format for year

1993/94 One volume published over two calendar years beginning in 1993
and ending in 1994

1991‑93 Multiple volumes published over two or more calendar years

[Incomplete Bindable Units]{.underline}

General rule: Be as specific as space permits in indicating the contents
of the volume.

1\. Issue(s) missing at the beginning or end of whole or partial volume:
Use the volume number, year and, as appropriate, continuous abstract
number, continuous paging, months or issues excluding missing issue(s)
with order of preference as given in paragraph 2 of Complete Bindable
Unites above.

a\. Whole volume e.g., 6 issues constitute a complete volume and Vol. 3,
Issues 2‑6 (pages 115‑672) are to be bound; Vol. 3, Issue 1 (pages
1‑114) missing

> On spine:

3

> 115‑672
>
> 1994

b\. Partial volume e.g., 12 issues constitute a complete volume and Vol.
3, Issues 1‑5 (pages 1‑599) are to be bound; Vol. 3, Issue 6 (pages
600‑672) missing

> On spine:
>
> 3
>
> 1‑599
>
> 1994

2\. Issues missing in the middle of a whole volume:

a\. If space permits, use numbers to indicate the exact issues included.
Place the word "INCOMPLETE" underneath. e.g., 6 issues constitute
complete volume and Vol. 3, Issues 1,3,4,5,6 are to be bound; Issue 2
missing

> On spine:

3

> No. 1,3‑6

1994

INCOMPLETE

b\. Otherwise, use the volume and year with the word "INCOMPLETE". e.g.,
12 Issues 1,3,5,7-12,22-24 are to be bound and Vol. 3, Issues
2,4,6,13‑21 missing

> On spine:

3

1993

INCOMPLETE

3\. Issue(s) missing in the middle of a partial volume:

a\. If space permits, use numbers to indicate the exact issues included
as in 2 Issues missing in the middle of a whole volume.

b\. Otherwise, use the volume, year, continuous pages, month, or
beginning and ending number, and the word "INCOMPLETE" underneath. e.g.,
24 issues constitute a whole volume and Vol. 3, Issues 1,3,6-8,10-12 are
to be bound; Vol. 3, Issues 2,4,5,9 missing.

> On spine: (Pages) or (Issues)

3 3

1‑578 No.1‑12

1992 1992

> INCOMPLETE INCOMPLETE

4\. Issue missing at the beginning or end and in the middle of a whole
or partial volume: Combine the above rules as shown in the following
examples:

a\. Whole volume e.g., 6 issues constitute a whole volume and Vol. 3,
Issues 2,3,4,6 are to be bound; Vol. 3, Issues 1,5 missing.

> On spine:

3

No.2‑4,6

1992

INCOMPLETE

b\. Partial volume e.g., 24 issues constitute a whole volume and Vol. 3,
Issues 1,4,7-8,10-11 are to be bound; Vol. 3, Issues 2-3,5-6,9,12
missing.

> On spine: (Pages) or (Issues)
>
> 3 3
>
> 1‑905 No.1‑11

1992 1992

INCOMPLETE INCOMPLETE

[Special issues, supplements, etc]{.underline}

Inclusion of special issues or supplements should always be noted on the
spine unless already indicated in the title.

1\. Supplement, special issue, etc. bound separately: Use "SUPPL" or
appropriate text before the numbering to describe what the part is.
e.g., Supplements 1-3 to Vol. 5 are bound together independently of Vol.
5.

> On spine:
>
> 5

SUPPL 1-3

1995

2\. Supplement, special issue, etc. bound with the unit: Use "SUPPL" or
appropriate text under the volume numbering. e.g., Vol. 5 is complete
and the Supplement to Vol. 5 is bound with the volume.

On spine:

5

1995

SUPPL INCL

[Indexes]{.underline}

Separately issued indexes bound with the journal should be noted on the
spine with the text "INDEX INCL".

### Exceptions

Some volumes will not fit these rules. Numbering should be done in such
a way that it is consistent with past practice and similar situations.
If necessary, the Contractor shall consult with the Project Officer to
determine an appropriate way to indicate the labeling. The Contractor
shall record such decisions in the binding record.

#### APPENDIX 7

#### Methods of Library Binding 

> APPENDIX 8

#### SHIPPING LIST 

#### APPENDIX 9

##### GPO FORM 2511

![](media/image1.png){width="5.972222222222222in"
height="8.433333333333334in"}

APPENDIX 10

> QUALITY CONTROL OF BINDING[^3]
>
> The Contractor shall examine each volume to determine that the volume
> has been properly bound and that the Binder has followed the binding
> instructions, including correct color and lettering.

a\. Inspection of the Unopened Volume

1\) Spine Stamping

> The spine must be stamped correctly, matching the binding slip and
> text. The lines must be properly positioned, both vertically and
> horizontally. The letters must be evenly impressed and crisp.

2\) Covering Material

> The covering material must be clean, free from dust and glue residue.
> It must be smoothly and completely adhered to both boards. If a color
> has been specified in the binding instructions, the cover must be that
> color.

3\) Joints

> The joints (the grooves on either side of the spine) must be parallel
> to the spine, and uniformly and adequately deep.

4\) Rounding and Backing

> All volumes should be rounded and backed except the following
> categories:
>
> a\) Double-fan adhesive bound

b\) Text blocks under ½ inch in thickness

c\) Text blocks sewn through the fold, but with signatures of more than
¼ inch in thickness are rounded but not backed

d\) Recased volumes

> If the volume has been rounded and backed, the spine of the text block
> must be properly shaped at both the head and tail. The boards must fit
> correctly into the spine.

5\) Squares

> The squares (the edges of the boards that extend beyond the text block
> at the head, fore edge, and tail) must be even, and an appropriate
> width (1/16 to 3/16 inch, depending on the size of the text block).

6\) Trimming

> No text or illustrative matter must be damaged or obscured by
> trimming. If the instructions stated NO TRIM, the edges will be
> uneven.

b\. Inspection of the Spine

> The Contractor shall open the volume to its approximate center, look
> down the hollow of the spine, between the covering material and text
> block. The spine lining must extend to within ½ inch of the head and
> tail of the spine. It must be smoothly and completely adhered. If the
> volume is heavy or thick, an extra paper lining must be adhered over
> the cloth one. There should be no lumpiness caused by old adhesive and
> paper.

c\. Inspection of the Boards

> The Contractor shall open both boards so that the inner surface of
> each board can be inspected.

1\) Endpapers

> The endpapers must be smoothly and completely adhered to the boards.
> They must be properly positioned so that the squares of the boards
> appear uniformly wide. The edges of the endpapers must be straight‑cut
> and smooth.

2\) Turn‑Ins

> The turn‑ins (the margins of cloth that wrap from the front of the
> boards onto the inside) must be uniform, and approximately 5/8 inch
> wide. The edges must be straight‑cut and smooth.

3\) Spine Lining

> The spine lining must extend onto each board at least 1 inch. It must
> be uniformly wide, head to tail, on each board.

d\) Inspection of the Text Block

> The Contractor shall examine the binding slip and leaf through the
> text block to determine that all instructions on the binding slip are
> followed and that an appropriate method of leaf attachment was
> selected.

1\) Endpapers

> The style of endpaper must be appropriate for the method of leaf
> attachment used. The endpapers for volumes in signatures must be sewn
> on through the fold. For text blocks that have been double‑fan
> adhesive bound, the endpaper must be tipped no more than ¼ inch onto
> the first leaf. (Ideally it should be less.) For text blocks that have
> been recased, the gutter between endpaper and first leaf must be neat
> and free from the residue of old spine lining.

2\) Text Block

> All leaves must be securely attached. Their edges must be free from
> adhesive that inhibits their opening. Leaves and issues must be in the
> correct order. For volumes that have been oversewn, sewing must not
> run into the print. The text block must be positioned in the casing
> right side up.

3\) Openability

> A well bound volume should open well and stay open. For various
> reasons, this is sometimes not an achievable goal. The paper may be
> stiff or its grain may run at right angles to the spine of the volume
> rather than parallel to it. A high percentage of all volumes should
> have good openability. If this is not the case, the Contractor and
> Project Officer, in consultation with the Binder, should review
> selection of leaf attachment methods.

APPENDIX 11

SUMMMARY ERROR REPORT

LOT NUMBER:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_TOTAL NUMBER OF
VOLUMES:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

MISSING, NOT RETURNED WITH SHIPMENT: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

VOLUMES DAMAGED:\_\_\_\_\_\_\_\_\_\_\_\_\_\_

MINOR ERROR OR CORRECTED
[\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_]{.underline}

RETURNED TO BINDERY BY CONTRACTOR

ERROR IN
LETTERING\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

LETTERING
SMEARED\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

LETTERING IMPROPERLY

POSITIONED
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

WRONG COLOR
LETTERING\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

WRONG COLOR
COVER\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

COVER CONTAINS DIRT,
GLUE\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

COVER NOT SMOOTH AND

COMPLETELY
ADHERED\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

JOINTS NOT PARALLEL OR

UNIFORM
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

WEAK
JOINTS\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

ROUNDING
UNEVEN\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

IMPROPERLY
ROUNDED\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

UNEVEN OR TOO WIDE
SQUARES\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

EXCESSIVE TRIM
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

TEXT TRIMMED
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

IMPROPERLY ADHERED

SPINE LINING
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

ENDPAPERS UNEVEN OR LUMPY
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

TURN-INS NOT UNIFORM OR

TOO
NARROW\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

UNEVEN
TRIMMING\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

SPINE LINING TOO
NARROW\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DID NOT FOLLOW INSTRUCTIONS FOR

LEAF
ATTACHMENT­­­­­­­­­­­­\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

INAPPROPRIATE
ENDSHEETS\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

LOOSE
PAGES\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

BOUND UPSIDE
DOWN\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

ISSUES OR PAGES OUT OF
ORDER\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

SEWING OR ADHESIVE IN
TEXT\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

EXCESSIVE
GLUE\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

HINGES TOO
WIDE\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

OTHER\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

TOTAL\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

APPENDIX 12

Special Lists

[^1]: ^?^ [ANSI /NISOZ39.78- Standard for Library Binding]{.underline},
    latest ed.

[^2]: ^?^ [Guide to the Library Binding Institute Standard for Library
    Binding]{.underline}, Jan Merrill-Oldham and Paul Parisi, Chicago,
    American Library Association, 1990.

[^3]: ^?^ Based on [Guide to the Library Binding Institute Standard for
    Library Binding]{.underline}. Chicago, American Library Association,
    1990.