Summary: This page describes for procedures and considerations pertaining to serial replacements and Bindery Preparation staff.

Rationale

• Binding Prep. (BP) staff makes every attempt to bind complete volumes.

• In cases where we must bind incomplete, issues will be bound in such a way that if the "missing" issue(s) ever comes to us, we'll be able to either rebind complete (only if resewing or enough inner margin allows for re-gluing) or bind the "missing" issue(s) separately, but in such a way that it can be shelved in proper order.

• Each incomplete binding is considered on a case-by-case basis.

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Unhonored claim notice procedures

• When Acquisitions becomes aware that a claimed issue which will not be replaced free by the publisher or vendor they will notify the person responsible for PRR or branch binding via e-mail.

• The binding staff person will in turn check the shelf to be sure that the claimed issue has not arrived. Once it is certain that the issue is not in the library, PRR or Branch binding staff will then ask the Acquisitions staff member responsible for ordering replacements to attempt to obtain the needed issue.

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Procedure for current volume serial replacements

1. Binding Prep (BP) or a Branch Library determines that an issue is missing and should be replaced. [See note below.]
2. BP or the Branch Library sends information to Acquisitions (currently Trudy Jodway) to initiate the replacement procedure.
3. Acquisitions searches ABO, Periodical Service Company and other sources. If the issue is available for less than $50, it is ordered using the fund code “PRRMO” for serial replacements. If the missing issue is only available by purchasing the complete volume costing less than $50, it will be ordered. When the issue/complete volume is received, it is checked in and sent to BP or the Branch Library who proceeds to bind the completed volume. [See note below]
4. If the item is not available for less than $50, Acquisitions will determine if there is online access available for the missing issue from a persistent source. If it is, BP or the Branch will be asked to bind incomplete.
5. If the item is available for more than $50 and there is no persistent electronic access, Acquisitions will ask the appropriate selector for a decision to purchase using selector funds, to bind incomplete, or to wait up to three times checked or a year, whichever is longer.
   1. If the selector wants the issue/volume at the known price, Acquisitions orders using their fund. When the issue is received, it is sent to BP or the Branch location. The completed volume will be bound.
   2. If the selector does not want the issue at the higher price, Acquisitions puts a note in the Millennium record noting the decision and notifies BP or the Branch location that the issue is not forthcoming and the volume should be bound incomplete.
   3. If the selector wants to continue searching hoping for a better price, Acquisitions continues to search, up to three times or a year, whichever is longer.
6. If the item is not found at any price within a year of the first search, or three searches, whichever is longer, Acquisitions notifies BP to bind incomplete.

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