Other questions are sure to arise, but they can be solved satisfactorily if it be remembered that the essentials are definiteness and clearness.

CHAPTER IX

BINDING RECORDS AND ROUTINE

Binding records must be as simple as possible, but they should

1. Instruct the binder.

2. Show what books are in the bindery and when they were sent.

3. Show how previous volumes of a set have been bound.

4. Act as a check on books when returned.

5. Show the cost of binding.

Some librarians keep a record of all books bound, called a "binding book." To the writer the need of a permanent register of books bound is not apparent. It is much easier to keep in other ways a record of books actually in the bindery and after the books have been bound and returned to the library the value of having the fact recorded in any other place than on the accession book is negligible. In the case of popular books easily replaced we may even question the necessity of recording in the accession book the fact that a book has been bound. Any other permanent record seems useless.

1. When books are sent to the bindery the binder must be told:

_a._ In what material each book is to be bound.

_b._ How each book is to be lettered.

The best way to indicate lettering, etc., has been shown in the chapter "Preparing for the bindery." The designation of material and color can frequently be done by giving a blanket order if the books are of the same character. For example, if all the books are fiction it is perfectly feasible to send a written order, stating that they are all to be bound in half brown cowhide with red cloth sides, French joints, etc.

If the shipment is a miscellaneous one of periodicals, reference books, fiction and juvenile books it may be necessary to state on the binding slips how each book is to be bound.

2. For public libraries the question of keeping a record of books that are in the bindery is a simple one. The use of book cards for charging purposes is practically universal. All that is necessary is to remove the book card from the book, stamp the name or first initial of the binder's name and the date after the last charging date (Z25Ap14), and file the cards just as they are filed at the loan desk. If a book cannot be found on the shelves or in circulation, it takes but a few seconds to discover whether or not it is in the bindery. When the book is returned the card is replaced in the book. This is the easiest way of keeping this record and shows at once how many times a book circulated in the publisher's covers before it needed to be bound.

For books which have no book cards, such as reference books and periodicals, it will be necessary to write a slip which can be filed as a record with the book cards. If a binding slip must be sent to the bindery, by using carbon paper both slips can be made at the same time.

The binder should be notified if books have not been returned; if unable to find them he must pay for them.

It is possible that some may think this method of keeping records unduly lax; that without a permanent record in book form many errors will creep in and that books will be lost. The answer to such a criticism is that in the Wilmington Inst.i.tute Free Library it has worked for a period of ten years. During that time more than 25,000 volumes have been bound by five different binders, and the writer does not recall that a single volume has gone astray or that there have been any errors which would have been avoided if a record had been kept which required a careful invoicing of each volume sent to the bindery. When the books are shipped a statement is sent to the binder that so many volumes are in the shipment and it is his business to keep the books in this shipment together and return all at the same time. It is his responsibility, not that of the librarian.

3. Records showing how previous volumes of a set are bound should be kept as outlined under "Preparing for the bindery," page 140. The binding slip for the last volume of the periodical will show how it is bound. As an alternative to the carbon slip for periodicals it may be possible to keep a record of volumes in the bindery on the periodical checklist, if that be kept on sheets. A similar record should be kept for all books with volume numbers. For example, if volume 10 of Smith's works comes to the binding a.s.sistant a binding slip should be made out which records the material and color in which the book is to be bound, together with exact lettering used. When returned from the bindery this slip should be filed and referred to when another volume of the same work needs to be bound. Unless this is done it will be necessary to go to the shelves to see whether other volumes have been bound. If only one volume has been bound and that is in the hands of a reader it will be necessary to wait until it is returned, all of which means loss of time.

No book with a volume number should be sent to the bindery without consulting the file of binding slips. If there is no record that a previous volume has been bound it may be advisable for the a.s.sistant to go to the shelves to see if there are other volumes of the same set which need binding. It is little more work to send five volumes than to send one.

4. From what has been said it can readily be seen what sort of a check is placed upon the binder. Books sent to him are charged to him as if delivered to a borrower. If he does not return them he must pay for them. Let the method be elaborate or simple, this is all that it amounts to. It behooves the librarian, therefore, to make his charging as simple as is compatible with safety.

5. Records of cost may be kept in various ways, but the essential facts which it is best to record are:

_a._ Number of volumes rebound;

_b._ Number newly bound;

_c._ Number resewed or recased;

_d._ Number repaired at the library;

_e._ Total cost.

If desired, the cost of each of the foregoing items may be kept. A large library will also need to keep a record of the binding for each branch, and possibly for each department in the main library.

In most cases it is not necessary for the binder to send a bill itemized by author and t.i.tle.

It will be sufficient if he bill the books in some such way as this:

52 vols. Cowhide 8 in. @ .45 $23.40 16 vols. Buckram 10 in. @ .65 10.40 6 vols. Imperial morocco cloth 8 in. @ .50 3.00 2 vols. Morocco 8 in. @ .70 1.40 ------ $38.20

Books may more easily be checked with such a bill than with an itemized one. The information may then be drawn off on a sheet, allowing a column for each material and size, monthly and yearly statistics being easily compiled from these sheets. If it is the policy of the library to send an itemized invoice of books to be bound the binder should return the invoice with prices for each volume added.

In large libraries, such as the large college and reference libraries and public libraries with many branches, more elaborate binding records than those just outlined are necessary. College libraries, which do not as a rule have book cards, will find it necessary to make out a slip of one kind or another for charging purposes. In large library systems books should be sent directly from the branch to the binder and returned to the branch. A record should be sent to the head of the binding department at the main library, showing the number of volumes sent with the date, also the date when the books were returned to the branch. Each branch should, of course, keep records in much the same way as a single small library, but the needs of statistics require further records at the main library.

It is probable that each large library will have to work out forms suitable for its own needs, but the following are suggested as feasible.

+--------------------------------------------+

Volumes

1/2 Mor.

------------------------------

Lib. Buck.

Cloth

------------------------------

1/2 Duck

1/2 Pig

------------------------------

Light Brown

Dark Brown

------------------------------

Black

Dark Blue

------------------------------

Dark Green

Red

==============================

+--------------------------------------------+

Binding slip. Size 6x4 in.

Material and color are indicated on the left by underlining. Author, t.i.tle, volume number, etc., are written in proper panels.

+-----------------------------------------------+

Blankton Public Library

Branch Date

Following books are ready for binding:

...... vols. to be bound in 1/2 morocco.

...... vols. to be bound in library buckram.

...... vols. to be bound in 1/2 duck.

...... vols. as samples.

...... vols. to be repaired.

...... vols. for corrections.

............................

Branch Librarian.

+-----------------------------------------------+

Size 5 3 in.

This slip is filled out by the branch librarian and sent to supervisor of binding, who decides who shall bind the books and sends the order to the binder.

+-----------------------------------------------------+

Blankton Public Library

Order No. 1002. ...........191

Messrs. ..........................

Please send to ..................... Branch

for the following books:

...... vols. to be rebound.

...... vols. samples.

...... vols. to be repaired.

...... vols. for corrections.

Bind according to specifications, following

instructions for style on binder's slip in each book.

Please return books with bill to the Branch.

...............................

Supervisor.

+-----------------------------------------------------+

Size 5 3 in.

When books are returned to the branch they are checked up with the bill.

If there are no discrepancies the bill is sent to the binding supervisor.

+---------------------------------------------+

Order No. 1002. Sent........... 191

from ..................... Branch

to ..................................

...... vols. to be rebound.

...... vols. samples.

...... vols. to be repaired.

...... vols. for corrections.

Returned ........... 191 Amt. $........

Blankton Public Library.

+---------------------------------------------+

Size 5 3 in.

This slip, made out at the central library upon advice from branch librarian that books have been shipped, is filed numerically. When bill is received, the information is drawn off on a monthly sheet. A similar slip can be used to keep records for each branch separately.

The weekly or monthly statistics sheets ought to give in vertical columns the number of volumes and cost of each kind of binding and repair work used by the library. They will include one-half cowhide, one-half morocco, library buckram, one-half duck, reinforcing, recasing, lettering, etc. The first column at the left will have the names of different departments and branches. The last column on the right will give the total expenditure for each department and branch, and the footings of columns will give the cost of each kind of work. If necessary this sheet can also indicate number of volumes rebound and the number of volumes newly bound.