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About Books End-Processing (BEP)

“Books” in our Section's case is inclusive of includes all printed materials, as well as other media not processed by the Manuscript Section, such as Poetry Room audiovisual items. The majority of the unit’s responsibility is in end-processing cataloged printed materials: books, serials, broadsides, prints, etc. These collection materials are then shelved in various locations in Houghton stacks including the Houghton building itself, Pusey Library, the Woodberry Poetry Room in Lamont Library, and our off-site storage facility, the Harvard Depository (or HD) in Southborough, MA. In short, end-processing entails labeling, casing (when needed), barcoding, and delivering materials to the appropriate location for the future retrieval for users use of the library users. Accurate end-processing is essential for the discoverability , accessibility, and security of Houghton’s holdings now and in the future.

End-Processing Responsibilities

• Ensure that all items received are properly labeled, barcoded, and safely routed to the correct location in a timely manner.
• Ensure that all items that require it are properly housed.
• Change the shelving location code to HD if the item is going to be held at HD
• Notify the Technical Services Librarian Head of the Rare Book Section and/or cataloging staff of any issues that arise.
• Keep detailed statistics of items end-processed.

Software used

The unit uses a variety of software to help process materials effectively:

Alma - Alma is the Integrated library system (ILS) used Harvard Library-wide; it’s where records for materials are created and changed. The unit uses it to create new bibliographic, holdings, and item records, and to generate labels and apply barcode information.

Aeon - Aeon is the circulation management system used by Houghton that helps manage the circulation activities of our materials. All departments use it to communicate location changes of items in the library. Books End-Processing changes the location of items fully end-processed to “Request Finished” and then delivers the items for shelving.

CMI Builder - Some materials require special archival boxes to preserve and/or store them. The Custom Manufacturing Inc. company is the main vendor for these boxes and CMI Builder is the software used to prepare orders sent to the company.

(N.B.Books End-Processing will need an administrative login to install and properly use CMI OrderBuilder on a new machine. It requires submitting a ticket to HUIT to gain full rights to the CMI folder path (Windows apparently doesn’t like programs to be installed in that folder, so HUIT has to essentially force the install). Contact HUIT if you have any problems accessing the .cmi files to attach to an email for an order.)

Microsoft Word - This program is the main word processing software used by the unit and the program where all label templates are created and shared with one another. It is used in conjunction with Alma to generate labels and assorted documents.

Call number/Classification Schemes

Houghton Library has recently implemented the use of accession numbers as call numbers for all materials cataloged by the Rare Book Section. Click here for more information.

Two main classification schemes were, until this change was made, used at Houghton Library: Houghton-established classifications and Library of Congress classification. Another classification scheme you may encounter with some older Houghton materials (for example, recent transfers from Widener) is the Old Widener classification system, which is similar to but different from the Houghton scheme. Visit the Houghton class schemes page for more information.

(N.B.: In Houghton classes an asterisk (*) was once used to denote Houghton ownership. Typically, the asterisk preceded the Houghton class call number. In the case of Widener transfers retaining a Widener call number, the asterisk may appear at the end of the number. Always follow formatting found on the routing slip; if a question arises, consult the cataloger of the material.  An asterisk also used to precede the accession number on ownership labels.)

Guidelines for Student Workers

Scheduling - General

• Student work hours are between 9 and 5pm, Monday through Friday.
• Shifts should be at least 2 hours in length.
• We will set up a schedule at the beginning of the term.
• Houghton Library is closed on national holidays, even when classes are in session.

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• Dropping shifts to accommodate studying or other conflicts is permitted on occasion. Email your supervisor the Technical Services Assistant no later than 24 hours beforehand.
• If you 're too sick to workneed to call in sick, try to email your supervisor by the start of your shift.
• We will try to accommodate requests for schedule changes, but we can't guarantee extra shifts. (Ex: We usually can't schedule more than two students to work at one time.)

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• Make every effort to arrive on time. Since most shifts are short, chronic lateness can make a big difference in the unit's ability to keep up with the workload.
• If you don't show up for a shift, Robin will send an email after 20-30 minutes to make sure we are on the same page about scheduling. (Miscommunications sometimes happen, so this email in itself is not a warning.)

Breaks

• You are allowed a paid 15 minute break for every 3 hours worked.
• For shifts 6 hours or longer, you are required to take a 30 minute unpaid meal break.
• Additional shorter breaks are allowed as needed.

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• Time sheets are normally due at 5pm by 3pm on Thursdays, although they are sometimes due earlier on weeks preceding national holidays. You'll receive weekly email reminders from PeopleSoft.
• Although we will try to remind you in person when timesheets are due early, is your responsibility to remember to submit.
• The website will allow you to submit until 5pm on Friday, after which time Lewis the Technical Services Librarian will need to report the hours for you.

Food and Drinks

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• For the protection of our collections collection materials, no food or beverages (other than water) are allowed in the work area.
• Water must be kept in a preservation-approved Contigo Travel Mug and stored on a surface away from collections (ex: on the floor, on supply shelves).

Safe Handling Guidelines

(Adapted from "Care & Handling Orientation for New Staff" handouts)

Hand Washing

• Wash hands after eating, and after handling materials that will transfer dirt or grime to other materials (eg. red rot).
• Don't use hand creams while working, and avoid touching your face if you are wearing makeup.
  

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• Ensure that you have adequate space to move books and fully open enclosures. 
   

Pulling Materials

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from the Shelves

• Always use two hands.
  
• Don't grab too many items at a time. (If it all feels like too many, it's too many!)
• Have a "landing space" for what you are pulling.
• Grasp the middle of the book or the top middle of the text block (not the head cap).
• Ask for help with oversize materials, if necessary.
• Use a block to prop up items on the shelves. Have a block ready before you begin.
  

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• Take a moment to look for signs of fragility before opening.
• Never open books farther than they want to open.
• Prop books open to 90 degrees (or less, if you feel resistance) using blocks and book snakes when affixing labels.

Other

• The use of pens and white-out is not permitted. Only use pencil when working with materials.
• Keep your Contigo Travel Mug closed, sealed, and away from the work surface.
• Don't create tall stacks of books as you work. Large groups of books should be stored upright with a block.
• Never use books as a writing surface!
  
  • Don't rest routing slips, Aeon slips, or scrap paper on books when making notes.
  • Remove books from temporary CMI envelopes before writing on the envelopes.

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Notes on Accuracy

• Accuracy is one of the most important aspects of end-processing. Take your time to perform tasks properly. Quality is more important than quantity.
• If a mistake is made, create a new label, tab, book plate, or other related material.
  
• Make sure to ask any questions that arise, however small they may seem.