Penn State University Libraries - Shrinkwrap Procedures for the Annex

1. Selector identifies current titles to be included for shrink-wrapping and determines the amount of shelf space used by each title during the most recent complete year.

2. At each annual meeting, selectors will notify the Annex Supervisor of titles that they wish to include in this process. They will also include the shelf space measurements so that the Annex Supervisor can determine how much growth space to allow for each title.

3. Titles will continue to be received in the normal manner. New issues will continue to be sent to the appropriate subject library for display.

4. When the Bindery staff or the subject library/branch library staff identifies that a bindable unit is complete, the bindable unit will be removed from the shelf and prepared for the Annex. This preparation is detailed in the steps given below. These steps will be done as part of a normal Bindery shipment.

   • Staff will bundle the loose issues forming a bindable unit and send it to the Bindery.
   • Bindery staff will generate a three-part binding slip, which includes the title, call number and variable holding information of each bindable unit. One part of the binding slip will be sent with the bindable unit as a content page; one part will be distributed to Serials Cataloging; and the third part will remain at the Bindery for further processing.
   • Bindery staff will update the itemized holdings in Workflows and input a barcode for each item.
     

5. Using information from the binding slip provided by Bindery staff, Serials Cataloging will:
   

   • Update summary holdings for the Annex.
   • Update the subject library’s summary holdings statement. The subject library’s holdings statement will be updated upon receipt of first shipment of shrink-wrapped journals. The term “Current unbound issues” will be used to describe subject library’s holdings. This terminology is unique and will identify the title’s status as a journal selected for shrink-wrapping. It will also denote that a standing order exists for that title. If the subject library retains earlier bound volumes in addition to current unbound issues, the summary holdings will be recorded as:

   UP-PAMS: Location: BDJNL-PM --- Call no.: QH345 .C437
   Summary holdings: v.10(1990)-v.19(1999) & Current unbound issues
   

   If the subject library retains only current unbound issues, the summary holdings will be recorded as:

   UP-PAMS: Location: BDJNL-PM --- Call no.: QH345 .C437
   Summary holdings: Current unbound issues

   Note: If the subscription is cancelled, the “Current unbound issues” statement will be removed upon receipt of the last issue. This action will be performed by Serials Acquisitions or Serials Cataloging staff, as circumstances warrant.
   

6. Bindery personnel will send bundled volumes to the Annex.

7. Upon receipt in the Annex, the bundles will be shrink-wrapped and placed in call number order on the appropriate shelves.

8. Once a title has filled its allotted space in the call number section, the older bundles will be removed from this area and transferred to the high-density storage area of the Annex.

1. Tie issues into bundles not to exceed two (2) inches in width.
   

2. Edit (or create) title's bibliographic record in WorkFlows:

   • Create a call number for each tied bundle. Make the home location BINDERY.  Use an autogenerated barcode in the Item ID field. **Note** Always use an autogenerated number, whether the items to be shrinkwrapped are periodical or serial.
   • For new titles only: Create MARC holdings record -- Library=UP-ANNEX; Location (852|c)=ANNEXPREP. Create a comprehensive list of what's being sent.

3. Insert two flyers in each bundle:

   • A green Preservation flyer with the "Shrinkwrap" box checked.
   • A yellow Serial Gift flyer with call number information -- the home location on the yellow flyer should be ANNEXPREP.

4. Put everything on the Serials shelf in the Bindery.

5. The Bindery prints out a BIS record for each bundle. If there is no BIS record for the title, the Bindery will create one. This print-out contains, among other things:

   • Title
   • Call number
   • Volume/issue/date information
   • A barcode

6. The WorkFlows call number for each bundle is edited at this point.

   • The barcode on the print-out replaces the autogenerated barcode.
   • The home location changes to ANNEXPREP.

7. The print-out is placed on top of the first issue of each bundle.

8. The package is shrinkwrapped and sent to the Annex.

9. Upon receipt at the Annex:

   • The home location in the call number records are changed to one that the Annex staff assigns.
     
   • For new titles only: The MARC holdings location (852|c) is changed from ANNEXPREP to one that the Annex staff assigns.
     
   • Shelving information is recorded in the WorkFlows bibliographic record in a 029 note.
   • The pieces are shelved.

These instructions detail the shrinkwrapping procedure for current periodical titles that have had their entire bound backfiles transferred to the Annex, and for which the decision has been made not to bind future issues.

1. Selector identifies current titles to be included for shrink-wrapping and determines the amount of shelf space used by each title during the most recent complete year.
   

2. At each annual meeting, selectors will notify the Annex Supervisor of titles that they wish to include in this process. They will also include the shelf space measurements so that the Annex Supervisor can determine how much growth space to allow for each title. It is not necessary to create a new list every year; after the initial list is created, the Annex only needs to be notified regarding alterations to the existing list.
   

3. Titles will continue to be received in the normal manner. New issues will continue to be sent to the appropriate subject library for display.

4. When the Bindery staff or the subject library/branch library staff identifies that a bindable unit is complete, that bindable unit will be removed from the shelf and prepared for the Annex. This preparation is detailed in the steps given below. These steps will be done as part of a normal Bindery shipment.

   • Staff will bundle the loose issues forming a bindable unit (not to exceed 2 inches in width) and send it to the Bindery.
   • Bindery staff will generate a three-part binding slip, which includes the title, call number and variable holding information of each bindable unit. One part of the binding slip will be sent with the bindable unit as a content page; one part will be distributed to Serials Cataloging; and the third part will remain at the Bindery for further processing.
   • Bindery staff will update the itemized holdings in Workflows using the home location “ANNEXPREP” and input a barcode for each item. 
   • The barcode will be affixed to the binding slip, which is then placed on top of the first issue of a bindable unit.

5. Using information from the binding slip provided by Bindery staff, Serials Cataloging will update the MARC holdings record for the Annex. 

6. The volumes will be sent to the Annex for shrink-wrapping.  At this point the home location will be changed to the home location that the Annex has assigned for this title.  After shrink-wrapping, the items will be shelved by Annex staff.