University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Oct 23, 1962

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23 October 1962.    No.  278
Reporting Division Heads Meeting and Other Matters of Interest'
to the University of British Columbia Library Staff
Present:  AMS, GGT, JO'R, AL, EBM, JS, TKN, SR, EH, BSS, IB,
Prebindery Procedures
The report on prebindery procedures, first presented
at last week's meeting by Miss Dobbin, was discussed at length
by the Heads. It was noted that the troublesome matter of
ordering replacement copies for missing periodical issues was
not covered. Mr. Ranz stated that a satisfactory solution to
this problem had not as yet been found, but that he hoped it
would be shortly. A copy of the report, which will govern
prebindery routines until contrary notice, is attached.
Senate Library Committee
Mr. Ranz announced that the University Senate had
changed the structure of the Library Committee for 1962/63.
The large Committee of former years, made up of representatives
from each Faculty, is being replaced by a smaller Committee
which it is believed may be more functional. Committee members
for the current year are Dr. Ian McT. Cowan, Chairman; Dr.
Samuel Rothstein; Dr. Malcolm MacGregor; Dean Neil Perry;
Dean David Myers; Dean S. Leung; and Dr. Jim Ranz, ex officio.
Meeting of Library Contact Men
' One of the valuable functions served by the former
Senate Library Committee was that of liaison between the
various Faculties and the Library. Since the structure of
the new Committee is not based upon Faculty representation,
it is not particularly well suited for this task. Mr. Ranz
asked the reaction of the Heads to a suggestion by Dr. Rothstein
of periodic meetings of some of the Library staff with the
Library Contact Men (those individuals designated by departments
and faculties to handle their relations with the Library). The
idea was considered an excellent one, and it was decided to
approach the Contact Men shortly concerning such a meeting.
School of Librarianship Colloquium
Professor Stanley Read of the English Department
will speak on the Bible from Tyndale to the present at the
School of Librarianship Colloquium on Friday, October 26th
at 10:30 a.m.
10 - 11 -
Inter-Library Loans to British Columbia Libraries
1  °"i' "' '         "'     	
Xerox copy of periodical material will be supplied
up to $2.50 at 10 cents per exposure to British Columbia
libraries. In the case of the material amounting to more
than $2.50, the original volume will be sent at the discretion
of the subject division head most directly concerned. If the
decision is taken not to send, then the requesting library
will be queried as to whether it wishes to buy Xerox copy
at a quoted price.
Lectures on Bibliography to English 200 Students
Mr. Bell announced that, beginning Monday 22 October,
forty-eight lectures on bibliography will be given to English
200 students by Mrs. Selby, Miss Dobbin, Mrs. Hoeg, Miss
Bewer, Miss Murphy, Mr. Turner and Mr. Bell.
Staff Travel r
Between 28 October and 24 November, Miss Fraser
will visit several medical and dental libraries in the United
States and Canada. Her particular concerns will be going
through duplicate collections for materials for the new
Dental program, observing medical library buildings and facilities, and gathering staffing information.
Miss Dwyer spent several days recently in California
visiting music libraries. She reported that she acquired
much information of value for planning the new music library
facilities on our campus and that, in general, our present
plans are progressing satisfactorily.
Miss Mella Ann Marchant as Stenographer II in
Extension Library, effective October 23, 1962.
Miss Csilla Doby-Salamon as Stenographer II in
Extension Library, effective October 12, 19o2. OUTLINE OF PREBINDERY OPERATIONS
When one of the subject divisions has a quota of serials
binding to fill, its staff begin by bringing up from the Serials
Division the loose indexes for those journals which are filed on
their periodicals shelves.  (Loose indexes for current journals
will continue to be housed in the Serials Division, but will be
divided according to the division in which the unbound issues
are shelved.) Next they remove from their shelves volumes which
appear to be ready for binding. Loose indexes are matched with
these, and indexes for volumes which are not ready for binding
are returned to Serials. All volumes are checked to see that they
are complete, before being noted, together with the date, on the
serial file kept in the subject division. Then the volumes are
forwarded direct to the prebindery section of the Serials Division.
The prebindery assistant removes the instruction card
for each title from the binder instruction card file. He then
prepares a bindery slip for each volume, following the Instructions
on the card, but with due attention to changes in the publication
itself. At the same time he checks to see that each volume really
is complete, and that the left hand side of the bindery slip is
accurate and complete. Whenever a title being bound does not
require a permanent bindery instruction file card, a temporary
card is made for the 'in-bindery'file. New cards are made up
for titles being bound for the first time. When a title is ready
for the bindery, a note is made on the reverse side of the bindery
Instruction card, showing exactly what volumes have been given to
the bindery. At the end of each day, these are stamped with the
date, and filed in a separate 'in-bindery' file. Volumes which
are found to be incomplete are returned to the division in which
they originated, with a note explaining what is missing, so that
the division may search for the missing item, and if necessary
order a replacement through Serials. When a volume cannot be put
into the bindery because the same volume of another set is there
already, the volume is returned to the subject division, with a
note explaining the return, and suggesting a date after which
the volume may be resubmitted.
As soon as possible after a set of volumes comes out of
the bindery, they are checked by the prebindery staff to see that
all volumes listed on the bindery slip are accounted for, and
that the lettering on,.the spine is correct. As soon as a batch
of volumes is checked it is forwarded to the Catalogue Division.
The right hand side of the bindery slip is used to clear the
'in-bindery' file, and also to add information about type size,
etc. for titles being bound for the first time. Temporary cards
may be discarded at this point, but cards from the permanent
bindery instruction file are stamped with the date, sent to the
Catalogue Division, and refiled in the main file. -2-
Meanwhile the Catalogue Division shelves added volumes
by date of receipt; volumes which need to be catalogued and/or
classified are set aside for the serials cataloguer. Whenever
the accumulation of volumes warrants it, preference is given to
volumes published in the last three years, and earlier volumes
are attended to as soon as possible thereafter. The added volumes
assistant adds new volumes to the shelf list, notes what is to be
added to the main catalogue, and provides the markers with all
necessary information. As soon as a truck of serials is marked,
the bindery slips are removed and the volumes themselves sorted.
Stack books are taken direct to the sorting shelves on Floor 3;
others are sent to the division in which they will be shelved.
Meanwhile the bindery slips are returned to the prebindery staff.
They record the new bound volumes in the Kardex, at the same time
removing them from the 'unbound' section of the card. The bindery
slips are then sorted and sent to the division in which they originated, for it to alter Its own serials records. If other
divisions wish to see the bindery slips, they can circulate them
among themselves.
If any volume which had been sent to the bindery is
required urgently, the division which wants it telephones the
bindery preparation section. Prom their files they can tell
whether the volume is still in the bindery, or if it has been
sent to the Catalogue Division, and if so when. With this information, the Catalogue Division locates most volumes promptly.
Each unbound monogiaph catalogued leaves the Catalogue
Division accompanied by a bindery slip and a scrap card, which
is used as a location card until the volume has been returned
from the bindery. In Circulation, these scrap cards are filed
in the main location file, marked Prebind., until such time as
they are actually sent for binding. At that time the card is
marked Bindery and dated. The book and its bindery slip are
sent to the prebindery section of: the Serials Division. There
any necessary binding instructions are added, and a binder's
title is provided. Each Subject division keeps its own file of
material in its prebind or sent to bindery. Otherwise the procedure for monographs shelved in these divisions Is identical
with the above. ?
As soon as a batch of monograph volumes comes out of
the bindery, it is checked to see that all volumes or copies
listed on the bindery slip are there, and that the title on the
spine is correct. The volumes are then sent straight to the
Catalogue Division. Those requiring it (BMB, BML, College) have
their call numbers written inside the back covers by student
assistants. Gift plates are made where the bindery slip calls
for them. The markers letter, the, books, and put In whatever
plates, date due slips, and pockets are necessary. Then the
books are returned to the division which sent them to the bindery. -3-
They remove the scrap cards from their files, and send the book
to wherever it is to be shelved permanently.
Procedure for rebinds is basically similar, except that
Circulation and the subject divisions prepare their own scrap
cards and bindery slips. In addition they pencil the call number
on the last page of each book. Since extra copies or other editions are frequently added after the original bindery slip is
made out, prebindery staff must check to see that all volumes
actually going into the bindery are listed on the bindery slip.
Each bindery slip is stamped or marked Rebind. Procedure in the
Catalogue Division is the same as for paperbinds.


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