Paperback Serials Moving From “To Bind" to “Add; DO Not Bind”

Summary: Processing Details: Starting April 2025 incoming unbound serials will be evaluated for a decision to bind or not to bind. The following guidelines have been established:

• Main/branch open standing orders, or firm orders come to CatMan (Lynn) from Acq. These will be updated to DO NOT BIND from any of these MSU Library locations, ex. mn Locations, mnnpr,mnper, Art, and Music, Remote, Reference, or split between Main/Art/Music and Remote.

• The holdings instructions are updated from “To bind” to “Do Not Bind.” The titles that are are retained latest in the Main Library as a temporary location (ex. mnper) will now remain in Main stacks as a permanent location. Main holdings will have an open holdings or pieces are inserted to fill in Main gaps. Remote holdings are closed with the last issue held there. Then the pieces are labeled and barcoded.

• When Main shelves are full, stacks will pull unbound issues and send them to CatMan to transfer to Remote.

• LHR’s are updated if needed. Main and Remote holdings are compiled in one LHR.

• Current Periodicals (mnnpr) or Current Journals (mnnpo) titles will not come to CatMan from the Acq. workflow. These will remain unbound unless a separate decision is made by a selector.

• New issues that have a narrow paperback spine that fit into a ¼” groove cutout in a wood block may qualify for binding. For narrow spines, Acquisitions makes the decision to bind or not based on the width and cover stability.

o If the cover is of a sturdy card stock that can withstand damage on the shelf it may remain unbound.

o Covers that are softer and less supportive will continue getting bound.

• Receiving app POL numbers are handwritten inside the back of the title page, and in most POL numbers are hyperlinked to the instance record.

• Art and Music journals will be processed differently than Main issues. See the instructions below.

FOLIO PAPERBACK SERIALS MOVING FROM “TO BIND” to “Add; DO NOT BIND”

• In separate tabs open both a FOLIO Instance session and the Receiving app

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Review FOLIO Inventory Instance Record

• Search FOLIO Instance by title.

• View the existing item records and volume numbering.

• Click to view the holdings record.

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Update the FOLIO holdings details, determine the type of order record.

• Firm orders may only need the new issue added to the closed holdings.
• Open standing orders, retain the receiving location code, either Main (or other branch) and have an open holdings.
• If holdings are split between Main and Remote
  • Close the remote holdings with the last issue held in Remote.
  • Create an open holdings for the Main location with the current issue.

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Receiving App.

• Search for the order record by the POL record number.
• Find the “Receiving note” under the “POL details” heading.
• Copy the receiving note, usually formatted as “ADD; MN; DO NOT BIND”
• The “Expected” heading has recorded the latest vol./years received.
• The “Received” heading shows gaps in the issues received. Look for Acq. unavailable note or publisher comments that items are no longer available or out of print.

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Holding Record updates

• Main/branch holding’s locations will be permanent locations.
• In the FOLIO holdings, insert an Administrative Note field,
• Paste the Receiving note, “ADD; mn; DO Not Bind” copied from the receiving app.
• For holdings locations that were previously noted Latest unbound issues only, update the holdings with the starting volume field from the latest volume information and end with a dash for open holdings.
• Add/delete the appropriate Staff notes.
  • Add/replace a staff note with the “Add; MN; DO NOT Bind” note.
  • Delete these notes:
    • Unbound issues in Main Library Stacks.
    • Curr #’s; MN
    • Copy number

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Main Item Records

• Main Item Records
• Using the generic item already established or create a new item record.
• Item location should be “Selected”
• Enter the volume field with the volume/year information.
• Main Item locations mnper or mnhgh should have circulation period of 21 days.
• Insert the barcode.
• Save item.
• Label the piece.

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10. Remote holdings

• Close holdings with the last issue held in Remote and update as appropriate for gaps.
• Delete Staff notes if there are any that can be deleted.
• Delete holdings detail notes if there are any related to recent issues in Main.
• The call number should already be in the holdings and item record.

Art and Music Library Journals

• Art and Music Libraries will continue keeping recent issues in Art and Music stacks and then send the old issues to remote. 
• Acquisitions (Beth) will receive the issues and send them to the record location. 
• Art and Music staff will send older unbound issues to Bind Prep for binding -or- to Lynn in CatMan to process the transfer to Remote Storage.
• When older issues are received by CatMan, they will update the Remote holdings to say DO NOT BIND and then barcode and label the pieces if that has not already been done. 

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