College and Research Libraries By MARGARET H. HUGHES Periodical Binding Schedules for Improved Reader Service 1n University and College Libraries Mrs. Hughes is assistant libr:arianJ Bir- mingham-Southern College. T HE TR E ND within recent years toward greater use of serial literature as a major tool in higher education is clearly reflected in college and university library acquisitions. It is freely acknowledged, however, that the necessity of removing this type of material from circulation for binding, during which interval serials are 11.0t available to the re~der, creates a serious service problem. It is also acknowledged that such interruptions in service ought to be minimized but that no real effort toward that end has been made. Since the im- portance of the ser,vice problem increases proportionately with the greater depend- ence upon serial literature, there is an increasing need to discover ways of making periodical literature constantly accessible. Recognition of the problem is not new. Several ad~inistrators have given it con- sideration, one of whom concluded that a bindery on the campus would provide the solution. 1 Later he devised an altogether different approach, ignoring the location of the bindery entirely. 2 More recently the report of a survey on the use and preserva- tion of periodicals touched briefly on inac- cessibility during the binding period and offered several proposals for improved 1 Ayer, Thomas P . "The Value of a University Bindery. " L ibrary J ournal 38 :5r8- 519, Sept. 19 13. 2 Ayer, Thoma s P . " A Schedule for Binding and Re - binding Magazines." L ibrary J ournal 62: 85 6-85 7, Nov . 15, 19 3 7. JULYJ 1952 serials service. 3 Since neither these nor other reports were intended as comprehen- sive studies of the problem, the writer re- cently undertook an investigation which was presented to the School of Library Service, Columbia University as an essay for the master's degree. Information bearing specifically upon interruption of reader service during the binding period was gathered from sixty- three college and university libraries. The , inquiry was conducted by means of ques- tionnaires submitted to the libraries of all institutions offering the graduate program leading to the doctorate. This selection reste.d upon the comparable quality and diversity of service programs, since graduate students, undergraduates and faculty use these libraries. The questionnaire covered the principal aspects of the problem in four sections: (I) Measures used or proposed for use in scheduling binding; ( 2) Opin- ions concerning the effect of proposed meas- ures on interruptions in serials service; ( 3) Organization of periodical and binding de- partments; and ( 4) The location of the bindery. Attention was centered upon · practices governing the flow of volumes into the bindery. The point of view was that of the _assistant servicing serials ma- terial. To set up objective criteria for evaluating data from the responding li- braries, expert opinion was solicited from nine librariaps, specialists in reference , 3 Casford, E. Lenore, "Periodicals, Their U se and Preservation," W ilson Bulletin, 13:5 9 3-596 , May 19 3 9. 223 periodicals and binding, through the medium of the same questionnaire. The investigation showed that the ma- jority ol libraries follow some plan in sending periodicals to the bindery, but few plans systematically consider reader service. Most plans are based solely on preservation of materials. Of the 63 libraries returning information, only four had conducted a formal survey of unfilled requests which tested the binding program. Seven other libraries claimed to have made informal analyses of reader service. For purposes of analysis, libraries were grouped according to their acknowledged plan in scheduling binding: ( 1) those having no plan; ( 2) those having a· plan based on _reader service; and ( 3) those whose plan most nearly met the standards set up by the experts. This latter group was identified as those libraries , practicing any four of seven scheduling measures involving attention to individual periodical titles recommended by the ex- perts, as contrasted with the recommended general measures. It was concluded, after an examination of data, that the adoption of certain measures for planning and con- trolling binding schedules could minimize interruptions in service to readers. A1 easures Used or Proposed for Use tn Scheduling Binding Sixteen possible procedures, based on reader consideration, were first submitted to experts whose opinions of the relative desirability of each measure were to serve as criteria for evaluation of current prac- tices and opinions. On the basis of a point system adopted for translating these opin- ions into numerical values, ten of the measures, marked with asterisks in the fol- lowing list, were endorsed by the experts as constituting a binding plan based on reader service. General measures *1. Prearrangement with bindery as to timing of shipments *2. Understanding with bindery as to time limit allowable for binding 3· Binding done only during school vaca- tion periods * 4· Volumes available for a considered in- terval after receipt of title page and index Measures involving consideration of specific titles *5. Calendar for binding weeklies, month- lies and quarterlies at specified inter- vals 6. Duplication of all periodical titles, with staggered binding *7. Duplication of part of titles, with staggered binding for those duplicated *8. Staggered schedule for abstracts and the periodicals abstracted *g. Division of important indexed or ab- stracted titles in subject fields with staggered binding * 10. Division of important indexed titles in general field with staggered binding *u. Titles in class use sent to bindery only upon notice from professor that they are no longer required for current class work 12. List of titles ready for b:ndery sub- mitted to heads of instructional depart- ments for release before sending to bindery * 13. Staggered schedule for similar titles with other libraries on campus 14. Staggered schedule for similar titles with libraries in same community 15. Staggered schedule for similar titles with other libraries in district 16. Bound duplicates purchased on coop- erative basis making freer duplication possible because of lowered cost The above list of measures was con- sidered to be the core of the investigation. All libraries were asked in the questionnaire, first, whether they followed any of the suggested procedures and second, whether any or all of those listed would be essential or desirable components of a plan aimed at COLLEGE AND RESEARCH LIBRARIES .. uninterrupted reader service. None of the responding libraries used or suggested for use measures not endorsed by the experts. Of the ten measures the experts had recom- mended one, "a staggered schedule for abstracts and the periodicals abstracted," was rejected by the libraries. Among all the libraries three measures commonly constitute the binding plan: "Prearrangement with bindery as to timing shipments," "A time limit for returning work" and "A staggered schedule for dupli- cated titles" in the collection so that one, copy is always available. Only the latter measure involves consideration of individual periodical titles. Those libraries acknowl- edging no organized plan use_ but one general measure, "Understanding with bindery as to time limit allowable for bind- ing." However, those groups of libraries whose plans are based on reader service use two or more gen~ral measures and from one to five of the measures necessitating consideration of individual titles. The one procedure not in use by any member of these groups was "the staggered schedule for titles duplicated in other campus li- braries." Responses from all the libraries as to whether any or all of the measures sub- mitted would be essential or desirable com- ponents of a proposed plan aimed at uninterrupted reader service illustrated the difference between practice and opinion. Although a majority of the libraries answer- ing the questionnaire employ only three of the listed measures, in their proposed plan they recommend in addition a "staggered schedule for periodicals in the general field." Those libraries with no organized plan also find this measure desirable and endorse it together with the general measure for "prearrangement of shipments to bindery.'' The group claiming a plan based on reader service uses the three general measures and also "staggers the binding schedule for any JULYJ 1952 serials received in duplicate." In proposing a superior service plan, they recommend three additional specific measures: "A stag- gered schedule within subjeet fields," "A staggered schedule within the general field" and "Cooperation with other campus li- braries by staggering identically held titles." The general measure of keeping volumes available for any interval after they are complete with title page and index would be eliminated. The libraries most nearly meeting the standards of the experts endorse the same number of measures for their proposed plan as they now use, but prefer like the previous group to make a substitution by adopting the cooperative scheme involving other campus libraries. Each group, after deliberating on the sug- gested means for improving current peri- odical service, has therefore recognized some deficiency in present planning and has added some number of measures or pointed out the need for more detailed consideration of individual periodical titles for the achieve- me.rlt1' of a binding plan giving the reader . . maximum service. Opinions Concerning the Effect of Pro- posed Measures on Interruptions in Serial Service The experts and the responding libraries also designated the probable effect on reader service of the binding plan each proposed. Five degrees of effecti~eness were suggested ranging from "uninterrupted service" to "continually interrupted service." No at- tempt was made to have the individual libraries evaluate the effectiveness of the plan already in use. Responses indicated that in no group was there a majority which believed its proposed plan could achieve un- interrupted service, although three indi- vidual libraries supported the possibility. However, all groups thought the second highest rating. "infrequently interrupted service," could result if their particular type 225 of plan was adopted. While it is not pos- sible that all types of schedules could pro- duce identical results, opinions unanimously support the likelihood of an improvement in reader service upon the adoption of a controlled periodical binding schedule. Organization of Periodical and Binding D epartments The possible influence of the many ad- ministrative factors on service interruption due to binding practices was also investi- gated. In the organization of periodical service, according to replies contained in the questionnaire, 70 per cent of the report- ing libraries issue such material through a combination of a periodical room and sub- ject reading rooms, or a reference room and subject reading rooms. Libraries hav- ing a separate serials department or one merged with documents account for the other 30 per cent. The same relative proportions obtain among libraries in the group which has no organized binding plan and in those whose plans are based on reader service: 70 per cent have subject division and 30 per cent form division. Replies therefore indicate no correlation between the administrative unit and the binding plan. Increased circulation of current journals outside the library 9uilding also appears to have no definite connection with the type of binding schedule followed. Thirty to 46 per cent of all groups allow under- graduates to borrow serials for home use. A majority of all groups grant the fac- ulty, graduate students and other libraries the same privilege. Separate binding departments were main- tained by 28 per cent of the libraries, combined with order department by 34 per cent and combined with periodical depart- ment by 38 per cent. About two-thirds of the libraries thus had binding departments attached to service units, those in direct con- tact with reader demand. These conditions are descriptive of practices among the three selected groups in about the same propor- tions, establishing an absence of any correla- tion between binding department organiza- tion and type of binding schedule followed. Regarding the administrative unit dele- gated with responsibility for binding prepa- ration, returns also show marked similarity in present practices among the several groups of libraries. The periodical depart- ment handled this function in 44 to 54 per- cent of cases; the binding department was assigned the responsibility in from ro to 36 per cent of libraries and occasionally the chief librarian's -office or the order depart- ment assumed the duty. The administra- tive unit responsible for the function, therefore, did not reflect any influence of reader demand on the program adopted. As to personnel, however, responses indi- cate a definite connection between adminis- tration and the binding schedule adopted. In the great majority of libraries, where planning is at a minimum, the binding supervisor was attached to a technical unit, devoting full time to the preparation of serials for binding, usually having only one assistant. But among those libraries most nearly meeting the standards set up by expert opinion only 8 per cent of the super- visors were attached to technical units, 53 per cent being connected with service units. They did not, therefore, devote full time to binding. In addition they had three or more assistants who handled routine binding details leaving them more free for planning and coordination of the binding program with reader service. Location of the Bindery Libraries were asked in the questionnaire whether they used a bindery located on the campus, an off-campus bindery or a com- (Continued on page 231) 226 COLLEGE AND RESEARCH LIBRARIES reports can be furnished in terms of definite control factors: ( r) Specific reports ( 2) Series or categories of reports ( 3) Contract source ( 4) Sponsoring agency ( 5) Classifi- cation ( 6) Physical areas or degrees of security clearance. Requirements for safe storage of classified documents may be found described in detail in the Executive Order on Minimum Stand- ards, referred to above, and need not be considered here. Cataloging, filing and . arrangement of classified reports ordinarily present no unique security problems and likewise are not discussed in this paper. The maintenance of adequate records and control procedures on security-classified reports is an operational problem of the greatest importance. Lax security handling involving compromise of classified informa- tion can have serious consequences. Good security can be maintained by means of simple, effective procedures, plus constant vigilance. The basic control record is a permanent accession record identifying and showing the ultimate disposition of all classified reports received and distributed. It is essential this record give evidence of internal completeness. In addition to the accession or "log" record, a 2-3-4-copy . receipt is used to show transfer of account- ability when a classified report changes hands. Receipts are usually optional for the "restricted" and "confidential" classifi- cations, but are mandatory for "secret" and "top secret." For internal circulation, some classified report libraries use the standard 3" x 5" library book card to record the temporary holder of the document. At some time or other most classified report libraries are required to take an inventory or to make a spot check of their holdings in order to determine whether any reports are missing, to assess security deficiencies, and also to evaluate the adequacy of their record controls. For the sake of brevity and simplicity it has been necessary in several instances to make statements which for complete accuracy would require much greater quali- fication and elaboration than there is time to give them. In addition, there are many problems deserving m9re attention and fuller treatment. The need to reconcile maximum dissemination with adequate se- curity control has required the development of many new procedures and the applica- tion of library principles and techniques to new and highly specialized material. Periodical Binding Schedules (Continued from page 226) bination of both. Eighty-three per cent of libraries reporting either had no campus bindery available or could not have all binding done on the campus. Those li- braries following binding schedules based on reader service, as well as those with no organized plan had access to campus facili- ties in the same proportion as the total reporting. Analysis indicated that the loca- tion of the bindery is not a factor in the formulation of binding schedules based on reader demand. Also in the opinion of the majority of libraries reporting, the location JULY, 1952 of the bindery could not of itself contribute to the effectiveness of a schedule aimed at improved reader service. Conclusion This paper suggests specific procedures for developing serials binding schedules to minimize disruption in service to readers. Ideally such scheduling should be controlled by those who have first-hand knowledge of reader demand. Adoption of these or other specific techniques can be expected to im- prove reader service generally. 231