Procedures for Checking Related Holdings

other volumes, when the item is a multi-volume work

other copies that are the same in content as the item in hand

other editions that are similar in content to the item in hand

Procedures

• Organize books by the library branch in which checking needs to be done.
• Collect paperwork for a batch to be checked.
• Take paperwork to the appropriate library and find books to be examined.
• For each book, note the following about its condition and use:
  • Brittleness: Examine book for brittleness by performing the two-double fold test. Mark "B" for brittle and "NB" for not brittle.
  • Pages: Examine the text block. If pages are attached, mark "A." If pages are loose, falling out, or torn, mark "NA" for not attached.
  • Binding: Examine the binding. If the text block is secure within the cover, mark "I" for intact. If the binding is damaged or the text block is not secure within the cover, mark "NI" for not intact.
  • Overall condition: Note as follows:
    • GOOD indicates the item is intact, pages are all attached, the piece is properly labeled, and fit for circulation.
    • FAIR indicates the item is in possible need of repair or the paper is brittle but the textblock is intact (no loose or breaking pages). The item may be borderline in terms of holding together.
    • POOR indicates the item is not fit for circulation (or use if it is non-circulating). The paper is brittle and pages are coming out or in danger of coming out, or the binding is not secure (the book is in more than one piece or about to be).
  • Circulation: Record the number of times the item circulated in the mose recent two years it was checked out. Record as follows:
    • If it circulated 4 times in 1994, 2 times in 1992, 7 times in 1987, and so on, write: 4 x 94, 2 x 92.
    • If it circulated in only one year, record and underline it: 2 x 74
    • If it has not circulated, write "NO CIRC"
    • If it is non-circulating, write "NON-CIRC"
    • If it is not on the shelf, write NOS and the date you looked for it.

      NOTE: For each circulation there are normally two stamps (one says "Due" and the other "Ret'd"). If the stamps are colored, the red stamp indicates the due date and the black stamp indicates the date returned.

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