Brittle Materials Actions, Preservation Production Group



Technical Services > Preservation Production Group > Brittle Materials, Reformatting, & Deacidification Brittle Materials Actions Return to Shelf Withdraw Box Route to Conservation Route to Commercial Bindery Refer to Rare Books Get Selector's Review Replace Replace Missing/Damaged Pages Photocopy Return to Shelf No action will be taken and item is in condition to be shelved. Discharge Pull and file paperwork Bring books to circulation for reshelving (or put in Pres. Dept. location where items to be returned to Circulation are accumulated) Withdraw The item is not needed for the collection because other copies are available in usable condition or the work is no longer of value in the collection (the latter to be determined by the appropriate selector). Complete the following portions of the salmon Withdrawal Slip: Check box for monograph or serial (ask if you don't know) Call number, author/title and location Give books to Unit Head or put in specified location Unit Head indicates whether it is a title, volume, or copy to withdraw, and signs form Discharge Pull and file paperwork Bring items to be withdrawn to Catalog Management Box The item will have a box or other enclosure made to fit it. The item’s value and level of use do not make it a high enough priority to warrant the cost of replacing or repairing it at present, or aspects of the physical item warrant keeping it in its original form. A box will protect the item somewhat from further damage, extending its useful life, and/or allowing further action to be taken in the future. Boxing is not an adequate solution for medium- or heavily-used materials. (approx. cost $10-$12) Discharge and make a screen print for each item, insert it into the book Pull and file paperwork Bring to Conservation boxing station (or ask Conservation Unit Head where they go) Route to Conservation The item will be repaired in the Conservation Unit. These will ordinarily be worn or damaged books with flexible paper. (approx. cost = staff time and supplies) Discharge Pull and file paperwork Put on sorting table in Conservation Unit with a note "from Brittle Books Unit" (or ask Conservation Unit Head where they go) Route to Commercial Bindery The item has strong flexible paper and can be commercially rebound. (approx cost $5) Discharge Pull and file paperwork Put on shelf labeled "Ethel’s shelf" in the Bindery Unit (or ask Bindery Unit Head where they go) Refer to Rare Books The item may be within the collecting scope of one of the collections in the Rare Books Department. Items will be gathered and held for review by the Curator of Rare Books. Put item on the shelf for the Rare Books curator with paperwork inserted Get Selector's Review A subject specialist’s knowledge of the item and its importance to the collection is needed in order to make an informed decision on preservation action. Place items on Bibliographer’s review shelves, using the "Selection Responsibilities List" posted nearby Replace A microfilm or paper copy (often a reprint) is available for purchase. The item is needed for the collection, the copy we have is not repairable, or the cost is prohibitive. The replacement format chosen is an appropriate one for use (e.g., ready reference works are not useful in microfilm). (avg. cost $30/vol.) Unit Head completes a Materials Request Form (MRF) and inserts it in the book with the other paperwork Make two copies of the MRF Make one copy of the BIP, OCLC or other record representing the item that is available for purchase and staple it to the original MRF Give original MRF to Unit Head (to send to Acquisitions), leave one copy in the book with the rest of our paperwork, and file the other in the back of the "Brittle Book Orders" ring binder Shelve books in call number order with other books for which replacements have been ordered Replace Missing/Damaged Pages Pages are missing, or are damaged at the inner margin to the extent that the item cannot be rebound. A complete copy is borrowed and pages that are lacking are copied. The replacement and/or damaged pages are recopied double-sided on alkaline paper. The item is rebound, incorporating replacement pages into the original. (avg. cost $10) Obtaining Replacement Pages Locate and obtain another copy of the damaged/incomplete book If another copy is held in UMCP, get it and charge it out (unless it is in McKeldin and you will copy and return it that day) If no other copies are held by UMCP, search the USM catalog for other copies. If you find one, place a hold/recall on it using the special Unit Card for Holds. Print the record showing the copy you are borrowing, note the date you placed the request, and insert it in the damaged/incomplete item. (If the item you need is part of a multi-volume work, you may not be able to specify the volume you need using the hold/recall function in Victor. In this case, complete a paper "Hold/Search Request" form and submit it at the Circulation Desk.) If the book is not in UMCP or USM, Unit Head searches OCLC to locate a copy to borrow. If one is found, complete an ILL form and date it, make copies of the form and the OCLC printout and insert them in the book, bring the ILL form to the ILL Dept. Shelve the damaged/incomplete item on the shelf marked "ILL or Hold Placed" When the copy has been obtained, photocopy the pages that need to be replaced Prepare for Shipment Check each item for completeness (including any photocopies that have been obtained to fill in gaps) by going page-by-page through the book (following the page numbers). For books with illustrations on unnumbered pages, use the list of illustrations (if there is one) to determine whether all plates are present For damaged pages, put a flag in the book at each place that damaged pages need to be photocopied by the vendor. Fold the flag in half, and insert it so that it encloses the clump of pages. Write on the flag, "copy and replace pp. #-#" For books with pages missing (for which we have gotten photocopied replacement pages) see that the photocopies are inserted in the correct place in the book Insert an instruction slip in each volume: For books with damaged pages, use the flag that says: "Photocopy damaged pages as flagged (double-sided) and then rebind original with copies." For books with missing pages, use the flag that says: "Only copy the photocopy replacement pages (double-sided) and then rebind original with copies." Fill in the information at the bottom of the instruction slip for the spine lettering. Use the bibliographic record from the online catalog to determine title, author, and call number, including branch and location, as appropriate. e.g. ESOTERIC BUDDHISM SINNETT McK BP 565 .S4 1894 When all of the books to be included in a shipment have been prepared, make a list using the Archival Photocopying sheets For each volume, write down the author, title, call number, and total number of pages to be copied or replaced Number each volume on the list At the top of the first page, write the date that the shipment is sent, and write "replacement of missing or damaged pages only" Put all of our paperwork from each book in a manila folder in the order that they are listed on the "Archival Photocopying"sheets, and put the sheets on top For books whose barcodes will be lost in rebinding, make a duplicate barcode and attach it to a non-text area on page 10 using a small post-it note Inspection of Completed Copying/Rebinding Unpack the boxes and load materials onto a book truck Find the packing list and put it in the folder of paperwork for that shipment Using the Archival Photocopying sheets, check that all items sent were returned Ispect each volume for the following (show any problems to the Unit Head) Correct spine information Completeness Copy quality Binding (all pages attached? any stuck together from excess glue?) Match up the instruction slip with our paperwork, staple it to the rest File the paperwork Discharge the books and bring them to the End Processing Unit Photocopy The item is needed for the collection but cannot be repaired, nor is a replacement available for purchase in a format appropriate for its use. Paper copy is the most appropriate format for use of the item. A replacement will be made on alkaline paper using high quality photocopy equipment, and will be bound in a sturdy commercial library binding. The original, normally disbound for copying, is usually withdrawn after the copy is made. Color illustrations can be reproduced in color if warranted, and original plates can be retained and either tipped into the copy or put in a pocket in the back. (avg. cost $80/vol.) Prepare for Shipment Check each item for completeness (including any photocopies that have been obtained to fill in gaps) by going page-by-page through the book (following the page numbers). For books with illustrations on unnumbered pages, use the list of illustrations (if there is one) to determine whether all plates are present. Pull out any incomplete books and follow procedure for obtaining replacement pages Fill out a Brittle Book Replacement Instruction Slip for each volume. Fill in the information at the bottom for the spine lettering. Use the bibliographic record from the online catalog to determine title and author (call numbers will be added later) Unit Head completes the instruction slip with any special instructions for illustrations, etc. When all of the books to be included in a shipment have been prepared, make a list, using the Archival Photocopying sheets For each volume, write down author, title, call number, and total number of pages Number each volume on the list At the top of the first page, write the date the shipment is sent Put all of our paperwork from each book in a folder in the order that they are listed on the Archival Photocopying sheets, and put the sheets on top Unit Head completes and submits a Materials Request Form to get a purchase order Inspection of Completed Photocopy Order and Routing Unpack books, load onto a truck, match copies and originals Check against file for the shipment to see that all items were returned Inspect for correct spine information completeness copy quality binding quality see that any special instructions were followed Staple instruction slip to paperwork Complete the following portions of the salmon Withdrawal Slip Check box for monograph or serial (ask if you don't know) Call number, author/title and location Unit Head indicates whether it is a title, volume, or copy to withdraw, and signs form Pull and file paperwork Discharge original volumes Bring originals and copies together to Cataloging return to top


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