Preservation Photocopy/Brittle Books Procedures
2/2000

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A brittle or damaged book may be identified by Circulation as part of the existing library collection, or processed by the Receiving Group as an incoming order, or received as a gift, or found in the backlog. Regardless of origin, it should be sent to Ken Wilson in Bindery/Marking first.

  1. A brittle/damaged book is identified as needing some type of triage and is sent to Ken Wilson in the Bindery/Marking Group.
  2. Ken determines the condition, and if it’s beyond repair, he:
    a: Checks the book out to "Brittle Books"
    b:Sends the book to Sandra Still or Nowell Briscoe in Collection Management.
  3. Sandra/Nowell puts the book on the Brittle Book Shelf in Collection Management with a form for the selector to fill out.
  4. The selector completes the form (with decisions made regarding whether it should be Withdrawn, repaired, replaced or a preservation photocopy made) and puts the book back on the Brittle Book Shelf.
  5. Kelly Kautt pulls the book off the Brittle Book Shelf and searches OCLC to see if microfilm is available (if the selector has okayed a microfilm replacement). If microfilm will not be ordered:
  6. Kelly creates an order in Euclid for a Preservation Photocopy, puts the OCLC Printout (if available) annotated with the purchase order number, in the book and sends it to Brandy Scott in the Preservation Department.
  7. Brandy photocopies the book and sends the photocopy to the Receiving Group. (Brandy holds on to the original book until Step 10).
  8. Pat Bright in the Receiving Group receives the photocopy, changes the status to "In Process" and takes it to Ken.
  9. Ken binds the book (or sends it out to be bound) and sends the newly bound book back to Brandy.
  10. Brandy matches up the photocopy with the original book (that she held back in Step 7) and sends both copies to Barbara Bagwell in the Catalog Group.
  11. Barbara discharges the brittle copy withdraws it, and takes it to Ken. In the meantime, Barbara catalogs the photocopy.
  12. Barbara sends the newly cataloged photocopy to Ken to mark.
  13. Ken marks the book and sends it to Circulation.