SOUTHERN REGIONAL LIBRARY FACILITY
Guidelines for Physical Preparation and
Deposit of Book Material
Rev. 05/23/03
The purpose of this document is to provide guidelines for campus libraries in physically
preparing book materials for deposit in the Southern Regional Library Facility.
1.0
Storage Area Specification
The SRLF is prepared to store bound and unbound book materials. The SRLF
will shelve book material in the following size categories:
BARCODE SEQUENCE
B
A & AA
D
E & EE
C & CC
HEIGHT
WIDTH
Less than 6”
Maximum 9”
6” to 10”
Maximum 9”
10” to 13”
Maximum 9”
13” to 16”
Maximum 18”
Overall dimensions within 18” x 36”
Two barcode labels will be affixed to each volume : a vertical barcode label on
the spine or upper left hand corner of the front cover, and a horizontal barcode
label inside the book.
The book materials will be shelved double-deep at the SRLF unless they are
oversized (size categories C/CC and E/EE).
All materials must be shelf worthy for deposit at the SRLF. Volumes may be
boxed or enclosed in archival containers if necessary. See Section 5.2 for
specific instructions.
2.0
Preparations for Deposit
2.1
All volumes sent to SRLF should be reasonably clean.
2.2
Each volume should be property stamped or otherwise labeled for campus
library identification and ownership, if possible on the outside or edge. Volumes
should also be marked with the call number or local record number on the
outside of the piece.
2.21
Titles in non-Roman alphabets received from non-UCLA libraries should be
SRLF Manual, Section 5. May 23, 2003
1
accompanied by a printout of the online record (from the local system or from
OCLC). Printouts are needed because call number searches are not available
through Z39.50 connections to the campus online catalog, and because
language expertise is not available at the SRLF for most non-Roman alphabets.
2.3
Each title must be accompanied by a Building Use flag or a Non-Circ flag if
special loan periods such as building use or non-circulating are to apply (see
Section 3.0 for details). Samples of these flags are available on the SRLF
website, in the Forms and Charts section.
2.4
Whenever possible, shelve serials and monographs on separate book trucks.
They will be sorted into the appropriate size categories upon delivery at the
SRLF.
2.5
Book trucks are to be loaded from left to right. They may be double shelved if
the spines do not extend more than three inches over either edge. Books should
be loaded upright or on their spines if necessary. Sets and serial runs should be
in volume number order.
2.6
Secure the volumes on the book trucks by shelving them as snug as possible.
Use wood blocks to pack the shelves when necessary. A supply of tie-down
straps will be available on the SRLF truck to further secure the volumes during
transport.
2.61
When depositing small items such as non-book formats (microfiche, microfilm,
CDs or cassettes), the small items should be shipped in larger containers such
as cardboard boxes or large envelopes. In this way the smaller items will not fall
from book trucks during transport. Boxes or envelopes of non-book materials
can be transported along with book deposits. Please see the document
Guidelines for Deposit of Microforms for more details.
2.7
Identify each book truck by campus/unit. For example: UCI/Biomedical . Attach
this information to the ends of each book truck.
3.0
Circulation Status
3.1
Volumes that are to be designated non-circulating or building use need to be
identified upon shipment to the SRLF. Include the Building Use flag or the NonCirc flag with each title that needs special handling. Should a set or serial title
extend onto more than one book truck, the checklist should accompany that title
on each book truck.
3.11
Volumes that have not been checked as "non-circulating" or "building use" will
default to the "circulating" status. Pre-existing stamps and tape that read "noncirc" will be ignored at the SRLF.
SRLF Manual, Section 5. May 23, 2003
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3.2
Circulating and building use volumes will intershelve on Phase 1 Levels A and 1,
and on Phase 2 Level B at the SRLF. Special Collections deposits and noncirculating volumes will shelve on Phase 1 Level 2 and Phase 2 Level A. Any
exceptions should be discussed with the Operations Manager at the SRLF.
4.0
Softbound Volumes and Unbound Serials
4.1
Volumes that do not have a hard cover will be considered unbound.
4.2
Softbound volumes that can stand alone and have a stiff paper cover will shelve
as is. However, exposed brass paper fasteners or prong fasteners are not
acceptable. These items, and single sheet or extremely thin documents should
be deposited in archival envelopes. See Section 4.42 for label instructions.
4.3
Softbound monographs.
4.31
Softbound monographs that are less than 1/4" thick, with or without a stiff paper
cover, should be shelved in a container with two open sides (open top and open
back), such as a Princeton file.
4.32
These open files are to be filled to capacity with one size category per file.
These files are not to be labeled. Each volume within the file will be assigned a
separate shelving (barcode) number.
4.33
For transport to the SRLF, double shelve these files on the book trucks with
closed-sides facing out. If there is only one row on a book truck shelf, then
additional security to enclose the material (such as string) should be provided for
each file during transport.
4.4
Unbound serials.
4.41
Unbound serials that are less than 1/4" thick, with or without a stiff paper cover,
should be shelved in document boxes, Princeton-type files, or archival envelopes
or folders. Each container should be filled to capacity in issue/number order.
When document boxes, folders, or envelopes are used, retrieval will be at the
container level and not by individual issue. If Princeton-type files are used,
individual serial issues will be barcoded. For titles in non-Roman alphabets,
serial issue information including the year must be transliterated on each piece.
4.42
Document boxes, folders and envelopes containing serial issues must be labeled
with the depositing campus/branch information, title, call number (or record
number), volume numbers/dates, and circulation status (if other than circulating).
The suggested label format is:
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______________________________________________________
Depositing Campus/Branch
Call Number
Title
(or record #)
Item Description
(i.e., Issue No./Dates)
Circulation Status
(if B or N)
______________________________________________________
If long serial runs for which there are many missing issues are contained in
document boxes, folders or envelopes, the label may describe the contents with
the first issue and the last issue of the run. The condition code of "M" should be
indicated on the label as well. An example of the suggested label format is:
______________________________________________________________
UCLA/MG
07-AON-6919
Boston (Mass.) Treasury Dept. Monthly Statement of the City Treasurer.
1945-50
CND=M
______________________________________________________________
The condition code "M" will alert SRLF staff to include the statement "Issues
Missing" next to the item description in the ORION item record. In preparing
container labels, use the condition code M whenever applicable.
5.0
Damaged and Fragile Books
5.1
Damaged and fragile books must be enclosed in order to preserve the material
and maintain a dust-free environment at the Facility.
5.11
Books in any one of the following conditions are considered damaged and
fragile: the text block and covers have separated, soft covers are torn or coming
off, individual pages are falling out of the item, or leather binding is disintegrating.
5.2
The depositing library may prepare damaged or fragile volumes for storage using
any of the following enclosures:
a.
b.
c.
d.
Pam bind with a pocket
Archival box
Archival envelopes (manila envelopes and envelopes with external metal
clasps are not acceptable; envelopes should only be used for paperbound
volumes 1/4" thick or less)
Acid-free pamphlet folders
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e.
f.
Acid-free wrapper secured with acid-free string or velcro dots
Archival cut-and-fold storage boxes (perforated paper cut to fit the
volume, secured with velcro dots)
5.21
Bound volumes may also be tied with acid-free string.
5.3
The enclosure should fit the size of the volume as closely as possible in order to
prevent damage caused by shifting.
5.4
Each enclosure must be labeled with the depositing campus/branch information,
main entry, title, call number, and circulation status. The suggested label format
is:
______________________________________________________
Depositing Campus/Branch
Call Number
Main Entry
(or record #)
Title
Item Description
Circulation Status
(i.e. volume/number/date)
(if B or N)
______________________________________________________
5.5
During initial processing at the SRLF, volumes that are grossly unshelfworthy
may be returned unprocessed to the depositing library for reconsideration or
treatment.
6.0
Condition Notes for Brittle, Damaged, and Missing Issues/Pages
6.1
The ORION2 item record includes a “damaged” condition code, which can be
keyed by SRLF processing staff at the point of deposit, or anytime thereafter if
the condition of an item deteriorates and/or becomes apparent. Materials that
are brittle, or have missing pages or issues, will be identified in the item record
by keying a note in the item description fields.
6.11
The following conditions will be noted:
B:
D:
M:
P:
6.2
Brittle
Damaged
Issues Missing (see section 4.42 for details)
Pages Missing
The depositing library should flag volumes prior to deposit whenever inclusion of
the condition is requested. Use of the condition codes is optional.
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