UC Binding Policy

Introduction

Library binding services represent a major investment on the part of the University toward preserving and making accessible printed library materials. The goal of library binding is to make materials available in original format for as long as needed at the lowest possible cost. This is a responsibility shared by the libraries and the binderies which will be best achieved through an ongoing collaborative effort. Because of the large scale of binding generated by the University Binderies, procedural modifications that produce even small per-volume cost reductions can result in substantial monetary savings. To this end it will be UC policy to eliminate redundant practices at both the libraries and binderies and to standardize products and procedures whenever possible to achieve economies of scale.

This document states policies governing binding at the University of California Binderies. Specific changes to implement these policies will be recommended in a subsequent document from the UC Binding Process Improvement Task Force.

UC Binding Policy Task Force, 1996

  • Charlene Baldwin (Riverside) HOPS representative
  • Rita Costello (Los Angeles) CDC representative
  • Lynn Jones (Berkeley), UCPP representative and Chair
  • David Martinelli (UC Binderies)
  • Catherine Nelson (Santa Barbara) HOTS representative
  • Louis Saiz (UC Binderies)

I. Binding Styles and Bindery Services

Bindery styles and services will be offered in response to the range of anticipated use and length of retention of library materials in order to minimize costs while meeting service needs. Libraries will choose from among these binding styles based on foreseeable use and retention of library materials.

New bindery services will be developed jointly by the UC Preservation Program (UCPP) Operations Committee and the UC Binderies. The needs of all campuses will be considered when developing and establishing standard processes and services. Standard processes and services will be available at both binderies.

II. Materials Used in Library Binding

Materials used in library binding shall be sufficiently permanent and durable to sustain anticipated use life of library materials.

III. Transport

The cost of transport of binding orders to and from the University Binderies will be borne by the campuses. Packing supplies and equipment will be selected to lower the cost of packing, while optimizing the efficiency of packing and unpacking, the safety of library materials, and the health and safety of staff.

IV. Turnaround

Turnaround times will be established to meet the need of the libraries for prompt return of work, and the need of the binderies to eliminate overtime work to the greatest extent possible in order to contain binding costs.

V. Pricing

Prices for binding products and services will be established to cover operational costs for those products and services. Base prices for standard products and services will be published annually, along with an explanation of circumstances when surcharges to the base price might be required to cover the cost of binding. The binderies will take measures to control the cost of products and services through labor contract negotiations, efficient workflows within the binderies, and bulk purchase of supplies. The libraries will take measures to provide a stable flow of work to the binderies for optimal binding efficiency and cost control.

VI. Billing

Billing documentation will be designed to ensure accountability and reduce paperwork at the libraries and the binderies, while providing the libraries with information essential to their strategic budget planning.

VII. Review and Evaluation

The UCPP Operations Committee will be responsible for review and evaluation of bindery products, services, and policies. Regular, at least annual, attendance by bindery management at a UC Preservation Program meeting will be scheduled, as well as any ad hoc communication needed.

VIII. Communication

Regular communication between libraries and binderies is essential to promote efficiency and prompt resolution of problems. Information must be exchanged on two levels: between individual binderies and client libraries, and between the UC libraries as a group and management of both binderies.

Individual libraries and binderies will undertake frequent communication to coordinate scheduling and size of binding shipments, which is essential for efficiency and cost control at the binderies.

Issues affecting all UC libraries and both binderies, such as problem solving, development of new products and services, periodic review of standards and policies, education and training of library staff about bindery products, services, and procedures will be addressed jointly, through the UCPP Operations Committee. Other means of information exchange will be explored and developed, including joint development and maintenance of a UC Binding Manual, to be mounted on the UCPP World Wide Web Home Page.

Approved by University of California Collection Development Committee

May 1, 1996


Last reviewed: March 4, 2004

Document owner: Catherine Nelson
Last updated: April 10, 2013