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Item Records

Statistics

Delivery

3. Enclosures

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Dust jacket covers

Items with dust jackets that are not in cases need to have a protective Mylar cover made.

1. Select the appropriate size for the dust jacket cover (small or large)
2. Remove the dust jacket from the item, and place the item to the side.
3. Place the flat dust jacket into the prefolded flap in the Mylar cover
4. Fold the top of the Mylar cover over the top of the dust jacket, making sure not to fold the dust jacket itself.
5. Remove the dust jacket, and using a teflon folder strengthen the crease on the top of the Mylar cover
6. Open the flaps of the Mylar cover, and using the metal ruler as a width guide, trim down the flaps to a 2" width
7. Place the dust jacket into the Mylar cover, and trim off any excess Mylar on either side.  There should be a 1/2-1" of Mylar on either end
8. Place the book into the covered dust jacket, and gently cover the book, one side at a time. Gently fold the front and back covers so the covered dust jacket fits snugly.

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CMI Processing

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Creating a new lot

1. On a regular basis, monitor the CMI Measuring area.  Send CMI orders on a consistent basis to avoid any backlogs.
2. Open the CMI OrderBuilder program.  Create a new boxing order and save in month-year-day-initials order (ex. 2014-06-31-AH). When prompted, start the item count at 1 (which should be the default setting)

Before measuring

• Make sure each item has an Aeon slip.  If no slip is found, create a new slip.  Make sure to include the HOLLIS ID, title, volume information, and call number.  Change the transaction status to “In Technical Services - End Processing”

To remember when measuring

• Items less than 1.3 cm thick should be placed in a prefab container, not a CMI (landscape items are an exception)

Measuring

     1.  Remove the item from the temporary envelope, and place the item in the phase box measurer.  Remove any paperwork from the item, and keep it with the temporary envelope.

     2.  Using the phase box measurer, measure the height, width, and depth of each item in mm, and enter these measurements into the new CMI OrderBuilder order. 

Remember to check each order for the following:

• -Anything less than 25 mm thick should be in a four-flap enclosure
• -Anything greater than 25 mm thick should be in a clamshell-style enclosure
• -Anything over 1,000 mm total (h + w + d) will need a two-piece box
• -E-flute is the default board type.  If the default is changed, it will remain until manually changed back
• -Books thicker than 25 mm and larger than quarto size should have the board type changed to 56 pt.  Items that seem particularly heavy should also have the 56 pt. board type, no matter what the size.

     3.  When the three measurements are made, select “Create New Box.”  After doing this twice, the program will let you know that pressing “Enter” will create a new box.

     4.  On the temporary envelope, write the boxing order number, followed by a slash and the book number (for example, for the first book you measure, write “2014-06-31-AH/1”).  This is used to match up items to boxes after the boxes are constructed.  Always write this information BEFORE returning the item to the envelope.

     5.  Continue until the lot is complete.  After you have completed the last item, click on “Exit” in the CMI OrderBuilder.  Each lot is saved in the C Drive, under C-DRIVE (C:)\Program Files\CMI. Find the completed file, and email it to the address provided at http://www.archivalboxes.com.

     6.  Return the completed lot to the "CMI Pending" area.  Identify multiple lots with flags if necessary.

Completed box orders

1. When boxes arrive, locate the correct lot on the shelf
2. Open up the box orders.  Starting with number 1, fold the boxes along the scored lines to create the CMI case.  When the box is constructed, place the item inside and make sure that it fits securely and closes easily.  Keep the routing and Aeon slip with the item and case, and save the envelope for use in the future. Discard envelopes that are torn or dirty.
3. Continue until all boxes are assembled.  Save any packing paper in the mezzanine storage closet, and recycle the shipping boxes.
4. If an invoice is included, send this to the Technical Services Librarian.
5. Place items on the “Incoming” shelves in End-Processing.

4. Labels

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