Item record changes to damaged materials

Summary: This procedure explains what Technical Services staff do to an item record when they encounter damaged material. The instructions are specific to the item record changes about the damaged book. See Conservation's Damaged Book procedure for explanations on what sort of damage Technical Services staff should look for if sending a book to Conservation for preservation efforts, and what to do with the damaged materials.

Overview

There are two types of repair categories:

1. Repair notes for books that are either going to Conservation or that are being checked out and need to be sent to conservation when the book is returned.

2. Damage items that are not sent to Conservation because the damage will not be repaired either because the damage does not warrant repair, or there is no repair that will fix the item such as water damage or items that are fragile. The damage is noted in the material's item record to protect the next patron from responsibility for the damage and to notify Patron Services staff of the damage when checking books in and out.

Item record notes 

There are two types of damaged/repair notes in the item records:

1. Damaged and needs repair - insert one of the example notes below if the book needs to be sent to conservation for repaired after it is checked back in. It should have both an “r” (Needs Repair) IMessage and a then insert a “t” repair note. a repair note
   
   

   • Before sending the book to Conservation insert a checkin/out note that will prompt a popup message instructing Patron Services that the book needs to be sent for repair.

   • Also, Insert a Repair note: Action > Edit > Repair note. End the note with a date and initial.

   • Item record examples of repair note if going to Conservation and checking in/out notes:

     • BOOK IS DAMAGED UPON CHECKOUT, Original booklet heavily water damaged and pages stuck together.  Front of booklet photocopied and inserted as substitute (6.4.07 vkw), 2 compact discs in 1 slim case.  (.b36987013).[date.initial]

     • BOOK IS DAMAGED UPON CHECKOUT. tear in top of spine.

     • BOOK IS DAMAGED UPON CHECKOUT, COVER IS CRACKED DOWN THE FRONT OF THE BOOK. 3-27-11.PCW

     • BOOK IS DAMAGED UPON CHECKOUT.  b48754481.  The book is torn about 3/4's down the outside back spine. The back cover is still securely intact from the inside. 4/26/16.lme

     • Disc two is missing prior to patron checking out. 9/18/12.lme (see .b7791697).

2. DAMAGED pieces that will not be repaired because the damage does not warrant repair. Minor damage may include, writing inside the books or mild water damage.
   
   

   • Insert a Staff note that briefly details the damage to the piece, date and initial.

   • Damage Staff note Examples:

     • BOOK IS DAMAGED UPON CHECKOUT.Original book has mild water damage on the bottom of the book before patron checked out.[date.initial]

     • BOOK IS DAMAGED UPON CHECKOUT.Fiche note:  The beginning of microfiche is torn/damaged. 5/18/04,lle

     • BOOK IS DAMAGED UPON CHECKOUT. Water damaged before checked out on 2/24/99

     • Book damaged prior to patron checking it out, 6-8-07, #50

3. Missing or torn Pages.

   1. Insert a Staff note describing the damage or insert a Repair note if the pages are being replaced:  Missing pages(or torn pages), vol. no. year, pages XXXX. Send to Bindery/Louis.[date.initial]

   2. Insert a check-in note to send material to Conservation.

   3. Send to Louis Villafranca / (2) Binding Preparation

   4. Bindery will return the book when the pages have been tipped in, or we will insert a Staff note that pages were not able to be replaced.

   5. Damaged books coming from Remote Storage:

      • Remote storage staff will insert the Repair notes and then deliver the book to Bindery.

      • Remote staff identifies a volume with missing or cut up pages.

      • Remote staff will cancel the request to ILS, copying Lisa English on the cancellation response. 

      • Remote staff put the missing/cut up pages note in the item record (Pages xx-xx missing or cut. initials/date).

      • Remote sends the item directly to Louis Villafranca to gather the pages missing and do his setting up the pages correctly. 

      • Louis gives it to Conservation where the pages get put in (tipped in, etc.). 

      • Once repaired, Conservation will send  the item to Catman for record review before it is sent back to Remote.