1. Introduction to Books End-Processing

1. Start with book and envelope both facing cover-side down. Slide book into envelope, keeping the spine against the edge, until the bottom edge reaches the bottom of the envelope.
2. Fold extra Tyvek neatly back on the sides and top, like a present.
3. Add barcode, HD sticker, spine label, and spine label cover (see last picture, below).
4. Measure tying tape: it should be twice the height and twice the width of the package, plus 4-6 extra inches for tying.
5. With the book/envelope package still facing down, tie the tape as shown below. Cross the tape at the back, then tie the knot at the top.

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Barcoding

• Use the barcode that corresponds to the item's collection: Houghton Library, Harvard Theatre Collection, or Woodberry Poetry Room.
• Add barcodes to item enclosures (not items themselves) according to the placement chart below.
• Add duplicate barcodes to the routing slip for each item. (Exception: boxes need both barcodes.) Keep items and slips together until they are ready for shipping.
• If the item is going to HD, add the appropriate HD sticker (HD THE or HD HOU) directly underneath the barcode.

6. Item Records and Delivery

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Item Records

HD Items

When all items being shipped have been barcoded and appropriately labeled, gather all routing slips.  Open ALEPH, and follow these steps:

1. Using the ALEPH system number, locate the item records.
2. Check to make sure that you select the appropriate item record, as there may be several item records to choose from (items should always have the “Houghton” sublibrary and “Harvard Depository” collection.)  Check to make sure that the call number matches in the record and on the routing slip, and make sure that no information included in the “Description” field was left off the outer spine label or ownership label.
3. In the lower right window, navigate to the tab titled “2. General Information (1)”.  In this window, edit the record as necessary so that:

• “Item Status” is “02”
• “Item Process Status” is “HD”

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     4.  Navigate to the tab titled “3. General Information (2)”.  In this window, edit the record as necessary so that

• “Remote Storage ID” is “HDEP”

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     5. Return to “2. General Information (1)” and scan the new barcode into the “Barcode” field.  This will update all changes to the item record.

     6. Continue to update records in this way until all routing slips have been accounted for. Retain the routing slips for at least one month before discarding.

• • If any items have AEON slips, the status must be changed to "Request Finished" before they leave the end-processing area.

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Items for On-Site Storage

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• “Item Status” is “02”
• “Item Process Status” is clear

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     5. Return to “2. General Information (1)” and scan the new barcode into the “Barcode” field.  This will update all changes to the item record.

     6. Continue to update records in this way until all routing slips have been accounted for. Retain the routing slips for at least one month before discarding.

• • If any items have AEON slips, the status must be changed to "Request Finished" before they leave the end-processing area.

     7. Scan each barcode on each item one last time to make sure that the barcode functions correctly.

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Statistics

Count the number of items being sent according to item type and collection (see chart below). The official statistics sheet for this year is available on the shared drive:

• H:\HOUGHTON\Technical Services\Accessioning & End-Processing\End Processing - Books\Statistics

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Delivery

HD items

• When counted, place items into grey bins provided by Harvard Depository.  Do not overpack bins, and use paper to pad bins securely.
• Label each bin with the appropriate slip: HH for Houghton, HT for Theatre Collection (see link below).
• Count the number of bins, and use link below to request pickup from Harvard Depository. Send HH and HT requests separately.
  
  • http://hul.harvard.edu/hd/pages/forms.html
• Bring all bins and any other items being shipped to the ground floor mail room, and stack the bins in the area near the mail boxes.  Be careful not to block other material or passageways. 

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On-site storage

• Deliver Houghton and Poetry Room items to the sub-basement.  Place items on carts designated by the Stacks Supervisor, and when possible separated into groups based on call number.
• Deliver Theatre Collection items to Pusey, level 2 (sub-basement), and notify a member of the Theatre Collection staff.

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• About Books End-Processing
• End-Processing Responsibilities
• Software used
• Call number/Classification Schemes
• Guidelines for Student Workers

  Safe Handling of Rare Materials

  2. Delivering Materials

  Delivery of Items for End-Processing

  Routing Slips

  AEON Slips

  3. Overview of Steps

  General End-Processing Procedures

  RUSH Procedures

  4. Enclosures

  Prefab Folders
  

  Dust Jacket Covers

  CMI Cases

  CMI Processing

  5. Labels

  Cheat Sheet

  Label Types

  Label-Making Process

  Checking

  6. Pasting, Wrapping, and Barcoding

  Pasting

  Wrapping

  Barcoding

  Item Records and Delivery

  Item Records

  Statistics

  Delivery

   

   

  5. Pasting, Wrapping, and Barcoding

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  Pasting

  Tools needed: Brush, scrap paper, methyl-cellulose paste, bone folder, Teflon folder, Reemay sheet, Mylar sheet, weight, brick

  All items or item enclosures should have an ownership label and bookplate pasted in.  Before pasting, examine the item.  Look for the following:

  • Decorated endsheets of books
  • Handwriting (and erased handwriting)
  • Fragile or otherwise brittle paper
  • Glossy paper used for endsheets

  A supervisor should be consulted if any of the above are on the “to be pasted” shelf.

  General pasting protocol

  Hardcover books

  1. Remove the routing slip and labels from the book.  Prop the back cover open at a 90-degree angle using the weight and a brick.
  2. Paste the back of the ownership label, holding it in place with the bone folder.  Apply paste evenly, and avoid any lumps or dry areas
  3. Carefully pick up the ownership label, and place it in the upper right corner of the back cover.
  4. Place a clean paper towel over the label, and flatten the label with the Teflon folder to remove any excess paste or air pockets.  When finished, place a sheet of Reemay over the label, and then a sheet of Mylar over the Reemay.  This will blot any additional paste and prevent any accidental sticking.
  5. Remove the weight, close the text block on the back cover, and prop the front cover open at a 90-degree angle.
  6. Paste the back of the bookplate, using the bone folder to hold it in place.  Make sure to paste all corners.  Again, apply paste evenly.
  7. Carefully pick up the bookplate, and place it in the middle of the front cover, both vertically and horizontally.  Make sure the bookplate is parallel with the edges of the book.
  8. Follow the procedure in step 4 for the bookplate.
  9. Return the routing slip to the book, and place the closed book on the drying shelf.

  Paperback books

  1. Remove the routing slip and labels from the book.  Prop the back cover open at a 90-degree angle using the weight and a brick.
  2. Using a piece of Mylar, paste one edge of the ownership label.  In general, paste the left, vertical edge for ownership labels. Paste only 2-3 mm of the edge.
  3. Carefully pick up the ownership label, and place it in the upper right corner of the back cover.
  4. Place a clean paper towel over the label, and flatten the pasted  edge of the label with the Teflon folder to remove any excess paste or air pockets.  When finished, place a sheet of Reemay over the label, and then a sheet of Mylar over the Reemay.  This will blot any additional paste and prevent any accidental sticking.
  5. Remove the weight, close the text block on the back cover, and prop the front cover open at a 90-degree angle.
  6. Using a piece of Mylar, paste the back of the right vertical edge of the bookplate.  Paste only 2-3mm of the edge.
  7. Carefully pick up the bookplate, and place it in the middle of the front cover, both vertically and horizontally.  Make sure the bookplate is parallel with the edges of the book.
  8. Follow the procedure in step 4 for the bookplate.
  9. Return the routing slip to the book, and place the closed book on the drying shelf.

  Items in enclosures

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  Glossy/rough paper

  If items have very glossy or rough endpapers, PVA can be used to provide a stronger adhesive.  It can also be used on CD and DVD cases.  Use PVA sparingly, as it is faster-drying and more difficult to remove, and do not use the same brush as the one used for methyl cellulose.  Check with a supervisor before using PVA.

  Items with bookflaps

  Paperback books with bookflaps have slightly different procedures.  Because of the likelihood of labels being caught and folded in bookflaps, bookplates and ownership labels should be pasted in the same location but the edges closest to the outer edge of the book cover should be pasted (for ownership labels, paste the right vertical edge, and for bookplates paste the left vertical edge).

  De-leaving and sorting

  Allow items to dry overnight. The morning after pasting, de-leave the reemay and Mylar from the item, and check to make sure that all items dried evenly and did not damage the item. Sort items by collection (THE, HOU, or POETRY) and destination (HD or stacks), and place on the appropriate bay.

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  Wrapping

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  • • Scheduling - General
    • Scheduling Changes
    • Lateness
    • Breaks
    • Time sheets
    • Food and Drinks
  • Safe Handling Guidelines
    • Hand Washing
    • Work Slowly and Have Enough Space
    • Pulling Materials from the Shelves
    • Opening Books
    • Other
  • Notes on Accuracy

  2. Workflow

  • Workflow overview
  • General Processing Procedures
  • RUSH Procedures

  3. Enclosures

  • Prefab cases
  • Tyvek Envelopes
  • Acid-free folders
  • Dust jacket covers
  • CMI Cases
  • Phase boxes
  • Miniature books storage containers
    • 1. Creating a new lot
    • 2. Measuring
    • 3. Completed box orders

  5. Call Numbers and Label Formatting

  • Houghton Call Numbers
  • Library of Congress
  • Size Designations
  • Volume Designations 
  • Copy Designations
  • Notes Designations

  6. Labels

  • Label Cheat Sheets
  • Label types
    • Ownership labels
  • Ownership labels in Books
    • Spine labels
    • Long Tabs
    • Short Tabs
    • Broadside/box labels
    • Bookplates
  • Label-making Process
    • General Procedures
    • Book label and spine label
    • Book Label and Long Tab
    • Book Label and Short Tab
    • Broadside/Box Labels
    • Bookplates (custom)
  • Checking

  7. Supplies

  • Physical tools
  • Adhesives
  • Drying supplies
  • Paper Supplies
  • Dust Jackets
  • Miscellaneous Supplies

  8. Bookplates

  9. Bins (Media Transfer Containers)