Cataloging and processing ABC’s�AKA- Specs on file

March 2022

Melissa Frost, PhD

What are specs?

Specs on file (specifications on file)

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• Specs tell vendors how you want your books processed
• Helps new librarians keep continuity with organization of materials
• Prevents costly processing errors

Considerations

Districts / Multiple locations

• Should have the same specs for all schools or locations
• Helps supports Interlibrary loan
• Saves time processing materials added from closed / reconfigured sites
• Directors/administrators can send in district specs for all sites

Single libraries

• Should also plan for flexibility
• School could be reconfigured, Museum could be merged with another, etc…
• Company, medical, museum, etc.. should plan for possible sublocations.

Vendor form examples and location codes

Vendor spec examples:

Perma-Bound- https://www.perma-bound.com/library/library-processing/

SEBCO- http://sebcobooks.com/

Rosen Publishing- https://www.rosenpublishing.com/downloads

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Library location codes:

Library of congress MARC code list- https://www.loc.gov/marc/organizations/org-search.php

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Labeling

• Labels should be uniform. Unless you have RFID or lots of help, keep barcodes vertical to spine for easy inventory scanning.
• Watch how many labels you request for the spine.
• Less is better, consider inside cover for privacy
• Keep font size in mind.
• will you need a magnifying glass to read that label?
• Using a size 8 font for large print materials? Consider your population!
• Whatever you pick, set your automation system to the same

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Watch how many labels you request

Do you still need copy information on your spine label?

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Extra costs (most vendor provide free MARC with NYS contract)

Mylar jackets: protects your books. Covers both paperback and hardcover jackets

Pocket: rarely used nowadays. If helping create a classroom order, let the vendor know you may not need processing for that order or just a pocket and card.

Additional Genre or reading labels: consider putting inside front cover for privacy

Security strips: Used mostly in High schools and colleges, however, many libraries moving to RFID. RFID allows self checkout and easy inventory. Most RFID tags will work with security systems you already have, check with your security vendor

options include- RFID, 3M, Knogo, Checkpoint, FE, etc…

Spec creation process

1. Request or look up your specs on your current vendor websites. Most are listed in your account area after you sign in.
2. Look for consistency. Every vendor should have the same specs
3. Create your specs (you may have an internal and a vendor form you create)
4. Create a vendor list that includes-
1. who to contact about specs changes (usually not the sale rep)
2. Barcode ranges (while some automation systems have places to add these, still should be included for quick reference
3. Anything that is different from other vendor specs (i.e. textbooks or classroom libraries)
5. Send your specs to the vendor contact & sales rep
6. Occasional spot check specs before ordering

Q&A