1. Introduction to Books End-Processing

End-Processing Responsibilities

Guidelines for Student Workers

Safe Handling of Rare Materials

2. Books End-Processing: Delivering Materials

Delivery of Items for End-Processing

Routing slips

AEON slips

3. Books End-Processing: Overview

General End-Processing Procedures

RUSH Procedures

Enclosures

Dust jacket covers

CMI Processing

Labels

Labels

Label Types

Label-Making Process

Checking

Pasting, Wrapping, and Barcoding

Pasting

Wrapping

Barcoding

Item Records and Delivery

Item Records

Statistics

Delivery

3. Enclosures

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.

CMI Processing

Many items that come to Houghton are fragile or in need of some kind of enclosure. CMI boxes provide a robust and versatile enclosure.  Items that require a CMI case need to be measured, have the case ordered, and have the case delivered and assembled before they enter the end-processing workflow.

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

Labels

Items are sorted into lots based on their end-processing needs, as follows:

• Spine label, ownership label, bookplate (items going to HD, CDs and DVDs, items in CMI boxes) Lots of 48 items are ideal
• Long tab, ownership label, bookplate (books without enclosures staying in Houghton, items in cloth cases) Lots in multiples of three are ideal
• Prefab tab, ownership label, bookplate (items in prefab enclosures staying at Houghton) Lots of 18 are ideal
• Broadside label (for broadside folders and Paige box labels) Lots of multiples of 6 are ideal for broadsides, and multiples of 3 for Paige box labels
• Box labels (for Hollinger boxes) Lots of multiples of 4 are ideal

Label types

Ownership labels

Below are some examples of ownership labels.  Given Houghton's multiple locations and classification schemes, they may look quite different from one another. However, they should all include call numbers, identify the collection, and supply an accession number or date whenever possible. 

• Size designations (f, pf) are not necessary on ownership labels. Delete manually.
• When the accession number is the same as the call number, delete the redundant information from the bottom of the label.
• Trim labels to leave a 2mm border.

Spine labels

Spine labels are placed on prefab cases, CMIs, CDs and DVDs, and items for Reading Rooms. Spine labels are printed on adhesive-backed label paper, and are covered with spine label covers. In addition to the call number, they may also contain:

• Alerts to Public Services staff, such as "LOOSE MATERIAL," "LOOSE MS MATERIAL," "USE RESTRICTED," "FRAGILE," or "MANUSCRIPT." These will be noted on the routing slip. Enter manually in capital letters.
• Descriptive information such as volume and year. Enter manually.

Tabs

Tabs are printed on cream card stock paper. They are used for unenclosed books and prefabs which are staying at Houghton. In addition to the call number, they may also contain:

• Alerts to Public Services staff, such as "LOOSE MATERIAL," "LOOSE MS MATERIAL," "USE RESTRICTED," "FRAGILE," or "MANUSCRIPT." These will be noted on the routing slip. Enter manually in capital letters.
• Descriptive information such as volume and year. Enter manually.

Long Tabs

Items staying at Houghton that are not in enclosures need long tabs, which are placed inside the back cover of the item.  Place barcodes on the back of the tab.

Long tabs are printed on card stock paper.  In the event that an item is taller than normal card stock paper, customized tabs are cut by hand from unused folders. The printer is capable of handling tabs up to 24" long.  The template may have to be adjusted to fit the customized paper.

Prefab Tabs

Items in prefab cases that are staying at Houghton will receive prefab tabs, which are pasted to the front cover of the prefab.  Place barcodes on the back of the tab.

Also use prefab tabs for books in hard slipcases. Place the tab on the top back edge of the case (relative to the front cover of the book), with the barcode facing forward.

Broadside labels

Broadside labels are used for broadside folders and most types of boxes.  Barcodes are placed on the label.  The label elements are call number and descriptive information, author, title, date of publication, accession number, donor/fund information, and holding library. Broadside labels are printed on shipping label paper. For boxes too small for broadside labels, use the "small box label" template and macro.

Label-making Process

Book label and spine label

Print these for items going to HD.  Items in CMI cases will receive spine labels regardless of their location.  Items for HRR, CDs and DVDs for Woodberry Poetry Room, and others will need spine labels, but not book labels.  Check the routing slip for details.

Macro command:  Ctrl + J

 1.  Open Aleph, and scan or type in the Aleph system number from the routing slip into the upper left corner field (“Record Bar”)

2. Check the title in the 245 field of the record to make sure it matches the item in hand.  In the lower right area of the screen, locate the tab labeled “4. HOL Records” and click on it.  Find the record that matches the information on the routing slip, click on that record, and press the “Edit” button (located in the lower right corner)

3.  In the holdings record, make sure that the accession number (541 field, subfield “e”) matches both what is written on the routing slip and on the verso of the title page of the item.  If there are any inconsistencies, alert your supervisor.  If all information is in good order, click anywhere on the holdings record and press “Ctrl + J”

4.  The macro will pull information from the records, and open two Word documents, printing out a book label and a spine label.  On each label, make sure that the call number and accession number match what is on the routing slip.  Also, check the routing slip for any additional information that may not have been captured by the macro (volume numbers, years, etc.).

Repeat these steps until the spine label page is full, and then print.

After printing, consult the “Spine Label Tracking Sheet” on the wall behind the student computer desk.  Find the next blank alphanumeric combination, and write that on the top of the spine label sheet and on each of the routing slips for that lot of items.  Make sure to cross off the alphanumeric combination after you complete this.

Things to remember:

• Book plates and spine labels must match what is printed on the routing slip.  Additional information such as volumes and years may need to be added in by hand
• Make sure that the cursor is in the correct location for the Word documents before you run the macro.  For book labels, the cursor must be in the top left corner of the label, and for the spine labels it will be in the middle left of the label
• Be careful of occasional glitches in the macro.  Occasionally, uppercase “L” will become lowercase, and the script l (“ℓ”) will appear as a string of numbers.  Copy and paste from the holdings record to recreate the script l.

Book Label and Long Tab

Print these for items staying at Houghton that are not in a CMI box or prefab case.

Macro command: Ctrl + O

1. Arrange the items that need long tabs in groups of three, based on their height.  Items that are less than 10” should be grouped together, as tabs can be printed on pre-cut paper.  For items over 10”, custom tabs will need to be cut.
2. Follow steps 1-3 for “Book label and spine label,” replacing the macro command Ctrl + O in step 3.
3. The macro will open two documents, printing out a book label and a long tab.  The book label template will open with 12 label templates, and the long tab template will have 3 tab templates.
4. After all 3 tab templates have been filled, print the page on card stock.  If the items are less than 10”, use regular card stock.  If items are over 10”, use surplus oversized card stock to cut an appropriately sized sheet (the height of the tallest item plus 1”).  Also make sure that the cut sheet is wide enough to accommodate three tabs.  The long tab template has margins that can be made narrower, but the individual tabs should keep the same width.
5. When appropriate paper has been prepared, print the long tab template, close the template (do not save), and move on to the next item.  The template will automatically open when you run the macro again.

Book Label and Prefab Tab

Print these for items in prefab cases staying at Houghton.

Macro command: Ctrl + M

1. Arrange the items that need prefab tabs in groups of eighteen.
2. Follow steps 1-3 for “Book label and spine label,” replacing the macro command Ctrl + Y in step 3.
3. The macro will open two documents, printing out a book label and a prefab tab.  The book label template will open with 12 label templates, and the long tab template will have 18 tab templates.
4. After all 18 tab templates have been filled, print the page on card stock.  Print labels on alphacellulose paper.

Broadside Label

Print these for items in broadside folders or box labels.

Macro command: Ctrl + Shift + X

Small box macro: Ctrl + Shift + Z

1. Arrange items for labeling in groups of six.  In the case of Paige boxes, arrange in groups of three
2. Follow steps 1-3 for “Book label and spine label,” replacing the macro command Ctrl + 5 in step 3.
3. One document will be opened, printing out a single broadside label. For Paige boxes, copy the broadside label and paste it into the next cell.
4. When six labels have been created, print the labels on shipping label paper (Avery 5164).  After checking, place label in top left corner of broadside folder and place barcode on label.  For Paige boxes, place labels centered on the front and side of the box.  Place a barcode on the front label, and a duplicate barcode on the inner back left corner of the box.  Cover the labels with label covers.

Bookplates

Many items will receive premade bookplates, but others will require that bookplates be custom-made.  Items should be collected until there are at least eight, and should be made in batches.

1. Search the bookplate drawers for any existing bookplates.  If one cannot be located, open up the document “Bookplate page template” located on the H drive (H:\HOUGHTON\Technical Services\Accessioning & End-Processing\End Processing - Books\Students)
2. Look in the holdings record, and find the donor information in the 541 field.  Gifts will be noted in the “c” field, and the “a” subfield will specify the source.  For gifts, use the “Gift of…” format of the “Bookplate page template,” and copy and paste the “a” subfield.  Purchases will have fund information in the “h” subfield.  Use this fund information when making the bookplate.

Reference the Donor Plates in Houghton Library database for any questions about precise wording of funds.

1. Bookplates should be centered and double-spaced.  On the template, each bookplate is centered horizontally and vertically.  When creating bookplates with longer donor information, make sure to keep text centered vertically.  Also, donor names need to be on separate lines from other information.
2. Continue until the template is filled, and print using blank “Houghton Library” bookplate paper.  In the printer, place the paper face-up, with the text reading from the upper left corner.
3. To cut the bookplates:

-Trim the borders, cutting through the outer black lines about halfway through the line

-Use the center black lines to cut the bookplates into two rows.  Use the black lines to get an exact cut.

-Cut each bookplate using the upper or lower black lines as guides.

-Trim excess upper or lower paper off using the handmarked black line on the wooden cutting board.

When all labels for an item are complete and cut out, they are to be placed in the item and the item is placed on the "To Be Checked" shelf.

Checking

Items on the "To Be Checked" shelf need a second look to ensure that no mistakes were made in the label-making process.  It is important to double-check every label with the routing slip, and make sure that no errors were made.

1. Check that the accession number in the item matches the accession number on the routing slip.  Accession numbers are usually found on the verso of the title page, but may appear in other places.  Carefully check all areas at the beginning of an item before consulting with the cataloger.
2. For items in prefab cases, make sure that the case fits well and is not too small or too thick.  Use another case size if necessary.
3. Check the call number on the routing slip, ownership label, and tab or spine label.  If the item is a prefab or CMI, place the spine label on the case at this point.
4. Check the donor information and make sure the correct fund is used.  Consult the ALEPH record and Donor Plates in Houghton Library database if there is any inconsistency between the routing slip and the bookplate
5. Place the item on the "To Be Pasted" shelf

5. Pasting, Wrapping, and Barcoding

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

Every effort should be made to apply the ownership label and bookplate to the item.  When this is not possible and the item is in an enclosure (CMI case, prefab case), the case can be labeled using the same locations (upper right back corner for ownership label, middle front center for bookplate) and procedures.

For books in cases, affix the tab to the top front edge of the case, with the call number facing forward.

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.

Wrapping

Supplies needed: Tyvek envelopes, barcodes, HD stickers, spine labels, cotton tying tape, scissors.

HD-bound books without prefabs or CMI cases need to be wrapped in Tyvek envelope before going to HD.

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.

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

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”

     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”

     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.

Items for On-Site Storage

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 clear

     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.

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

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. 

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.