1. Introduction to Books End-Processing

End-Processing Responsibilities

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

Pasting, Wrapping, and Barcoding

Pasting

Wrapping

Barcoding

Item Records and Delivery

Item Records

Statistics

Delivery

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.