UNIT 6 PHYSICAL PROCESSING
Structure
6.0 Learning Outcomes
6.1 Introduction
6.2 Physical Processing: Basics
6.2.1 Purpose of Physical Processing
6.2.2 Steps in Physical Processing
6.2.3 Materials Required for Physical Processing
6.3 Summary
6.4 Answers to Self Check Exercises
6.5 Keywords
6.6 References and Further Reading
6.0 LEARNING OUTCOMES
After reading this Unit, you will be able to:
explain the meaning of physical processing;
identify the various stationary items required in carrying out physical processing
work;
highlight the functions of the stationary items applied to a book; and
describe the changing situation in relation to stationary items use in libraries.
6.1 INTRODUCTION
This Unit introduces you to physical processing procedures for books. Acquisition is
the first step that library takes to make books available to users for reference and use.
After acquisition, library carries out few additional procedures before books are ‘shelf
– ready’. Some of these relate to assigning a location to the book in the stack as per its
subject matter and preparing tools that help confirm its holdings status in the library.
These routines fall under the domain of technical processing. The other routines in
physical processing entail adding spine labels, date due slips, circulation cards and
pockets, bar codes and security strips, ownership markings, protective cases and covers
and/or reinforcements.
6.2 PHYSICAL PROCESSING BASICS
6.2.1 Purpose of Physical Processing
Before books and other library items can be shelved and then circulated from the
library, they need to be physically prepared. Physical processing is mainly about getting
books ready for shelving so that they can be located, used and returned to the library
from which they originated. Each item in the library must go through physical processing.
Physical processing therefore refers to all such routines that libraries undertake to make
books ready for circulation and to take steps to prolong their shelf-life.
6.2.2 Steps in Physical Processing
In manual circulation system physical processing procedures are performed mainly by 115
Library Routines semi professional or unskilled staff. The basic steps involved in manual physical
processing are as follows:
1) Inspection
The books should be examined for any physical defects such as e.g. damaged covers,
tight binding or folded pages.
a) Easing Tight Book Binding
Certain books have a very tight binding, that is, the book will not open easily and
generally such books do not remain open to any given page for long. However, as the
book is used, gradually its binding starts becoming loose until a well-used book may lay
flat and remain open to any page in the book. Sometimes tight binding is also due to
excessive use of glue in spine. Such books should be eased before they leave physical
processing area. For easing work the book should be opened from the centre and put
on a flat platform in reverse position. The spine should be gently pressed from above.
This process should be repeated with each section of the book till the tightness is
eased.
b) Opening Uncut Pages
Traditionally, books are printed on large sheets of paper. The sheets are then folded
and bound together to form the entire book. When the sheets are folded, there will be
folds at the fore and top edges. Usually, these are trimmed before the book is bound,
but sometimes the trimming does not cut deep enough to open all the folds. Therefore,
books should be checked for uncut pages and wherever necessary these should be first
cut before books are released for circulation and use.
2) Reinforcing Paper Books
Books acquired in libraries are both hard cover type and paper cover/machine stitched
type. Paper cover type books get damaged due to their high circulation volumes and
rough handling in the libraries. Therefore, to ensure their longer shelf life soft cover type
books are to be segregated for reinforcements such as simple paperboard binding.
Some publishers take special care to provide well designed jackets to their books.
These designs often reflect the conceptual ideas in the book. It may be worthwhile to
protect such jackets by putting a cellophane sheet around them.
3) Identification
Most libraries label their materials with some form of permanent identification that gives
the name of the library and its address. Identification is done to discourage theft and to
ensure that lost library materials are returned to the library from which they originated.
As well, identification is relatively inexpensive means of publicising the library.
a) Stamping Books as Proof of Ownership
Stamp books for identification and as proof of ownership. When stamping a book, do
not cover any information that may be on the page. Ownership stamps are usually
applied in all of the following places in books:
Along the top, front or bottom edge of the book:
Stamps in these locations are easily seen and cannot be erased or torn out easily.
Title page, inside front cover, or inside back cover except spine, books are to be
stamped with black ink on ALL sides.
Stamp periodicals with red ink PERIODICAL stamp.
b) Labelling Books
116 Libraries label books for identification and ownership. The library generally contains
name of the library, library emblem or institution’s emblem. The label, (3×2.5" in size), Physical Processing
is pasted to the verso of the front cover at upper half left corner. Some libraries print
library name on the book pockets and do not use library label for the purpose. Some
labels also have one or two important library rules printed just below the library’s
name.
4) Preparation for Circulation
a) Book Cards
Book cards are a key component of manual circulation systems to identify who has
borrowed material and when the material is due for return to the library. Book cards
contain call number, author, title, accession number and copy number. The lower section
of the circulation card is used when the item is checked out in order to record borrower
information and due date. Book cards come in a wide variety of colours, paper weights
and sizes.
b) Book Pockets
Both Newark and Browne circulation systems need book cards for keeping physical
record of books issued to members. A book pocket is required to keep a book card
while the book is in the library. Book pocket is pasted on the verso of the front cover at
the lower half on the left side. Large size book card will need bigger book pocket.
Book card has ceased to be of any use in computerised circulation system and with it
has gone the need for book pocket. As noted earlier, pockets can be printed with the
library’s name and address.
Fig. 6.1: Book Card Fig. 6.2: Book Pocket
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Library Routines c) Due Date Slips
Due date slip is to provide space for recording due date of return of the loaned book.
When a book is issued a date of its return to the library is stamped on the due date slip.
The top portion of the slip has space for writing call
number and accession number of the book. The slip
is also used to print rules about late fee charges.
5) Preparation of Call Number Tags
Book Tag/ Book label/Spine label is an oval or
rectangular shape label of about 1.25" diameter. It is
pasted at the lower part of the thick spine about ¼
inch to ½ inch up from the bottom. The white of the
label can bend over the side of the spine, but the
numbers have to be totally visible on the spine. If
the spine is not wide enough for the call number, then
put the label on the lower left corner of the front of
the item. Place the label about 1 inch up from the
bottom and 1.5 inch in from the spine. Try not to
hide information that may be on the cover. Cover
the label with clear protective cellophane tape. If
the book has a jacket or dust cover over book, then
the tag/label is also pasted at the same location on
the dust cover. The tag is required to write call number
and sequence indication and is used in shelving of
books.
6.2.3 Materials Required for
Physical Processing
The following stationary and other items are required
to carry out the work of physical processing:
Cellophane paper
Library label
Library property stamp
Inkpad ( black and red)
Fig. 6.3: Due Date Slip Book Pocket (3"×2.5" size or 5"×3" size)
Book Card (2"×2.5" size or 2.5"×4.5" size)
Book tag/ Book label/Spine label (1.25" diameter)
Due Date slip/ Date Due slip of 6"x4" size.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) Explain the term physical processing.
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2) Identify the place for book pocket in computerised circulation method.
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........................................................................................................................ Physical Processing
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3) Write the routines in reinforcing paper cover books.
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6.3 SUMMARY
In this Unit you have learnt the procedures for physical processing of books. Physical
processing is about making book shelf-ready. The steps for physical processing of
books include: a) inspection, b) reinforcing paper books, c) identification, d) preparation
for circulation and e) preparation for call number tags. You have also learnt that you
require stationary and other items to carry out the work of physical processing.
6.4 ANSWERS TO SELF CHECK EXERCISES
1) Physical processing is about procedures that library undertakes to make newly
acquired books shelf-ready for circulation and use. The steps in physical processing
include: a) inspection, b) reinforcing paper books, c) identification, d) preparation
for circulation and e) preparation for call numbers.
2) In computerised circulation methods there is no need for book pocket as issue
and return transactions are duly recorded automatically by the circulation module.
3) Reinforcing paper cover books include examining each book to ascertain if it
needs binding or provision of protective cellophane covering.
6.5 KEYWORDS
Physical Processing : All such routines that libraries undertake to make
books ready for circulation and to take steps to
prolong their shelf-life.
Book Card : A key component of manual circulation systems
where they are used to identify who has
borrowed material and when the material should
be returned to the library.
Book Pocket : A component of manual circulation system where
they are used to hold book cards.
6.6 REFRENCES AND FURTHER READING
Mittal,R.L. Library Administration: Theory and Practice. 5th ed. New Delhi:
Metropolitan Book, 1983. Print.
Rach. Basic Library Procedures: Processing Library Materials. Web. 13 April 2013.
<http://livinginthelibraryworld.blogspot.in/2009/01/basic-library- procedures-
processing.html>.
Ranganathan,S.R. Library Manual for Library Authorities, Librarians and Library
Workers. 2nd ed. Bangalore: Sarda Ranganathan Endowment for Library Science, 1994.
Print.
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