StaffGuide: Serials Work Study & Hourly Employees

Discard Area (Binding)

Discard area, processing discarded items, updating the Google sheet, and discard statistics: 


Discard area:

Any items placed in the discard area in Binding will be processed as discarded items, be counted for discard statistics, and recycled. 

  • If you notice that the issue doesn't have a call number label, receipt label, and/or routing slip label, please do NOT process the issue for discard. Go ahead and recycle it.
    • For example: The New York Times Book Review (It has no labels on the issue)

Where is the discard area in Binding located?

The discard area is in the Binding/Preservation room (MULN 216 or MULN 216A).


Types of items that are placed on the discard area:

Issue with no labels: 

  • If you notice that the issue doesn't have a call number label, receipt label, and/or routing slip label, please do NOT process the issue for discard. Go ahead and recycle it. 
    • For example: The New York Times Book Review (It has no labels on the issue)

Routed journals:

  • In some cases, the library subscribes to certain titles that will only be routed to library staff and it will not circulate to library patrons and never will be added to the library collection. Instead, the routed journal will be placed in the discard area after it has completed its routing cycle. 
    • Examples: The Chronicle of Higher Education and The New York Times Book Review (See routing copy check in record).

Limited retention titles:

  • Limited retention titles are titles processed for library patron use but the library will retain current issues or latest editions. All past issues will be sent to the discard area.
    • Examples: Backpacker, The New York Times Book Review  (See PER copy check in record), The Reader's Digest, Swimming World Magazine, Transport Topics, etc.

Superseded issues from the Reference Collection:

  • When the Reference Department receives updated issues of certain Reference Collection titles, library personnel will place the superseded issues in the discard area.
    • Example: Mergent Dividend Record

Supplements to bound periodicals:

  • If you notice a supplement to a bound periodical title in the discard area, please give the supplement back to the Binding personnel to review for discard. Binding personnel will discard supplements no longer needed while prepping bound periodical titles before sending them to the bindery. These types of supplements can be a variety of items, such as posters, charts, calendars, catalogs, or advertisements.
    • How can you tell if a title is bound or not? Look for "BIND TITLE" and "BIND INFO" fields in the check in record. The bind info field will have bindery information. 
      • For example:
    • Examples of periodical titles that are bound but some of their supplements will be discarded at time of binding: Christianity Today, Science and Children, Science scope, The Science Teacher

How to process items to be discarded in Sierra:

  1. It is okay to let the discard area get very full.
  2. When ready to process, sort items according to title and place the items in numerical issue order.
  3. If you notice that the issue doesn't have a call number label, receipt label, and/or routing slip label, please do NOT process the issue for discard. Go ahead and recycle it. 
  4. Search for the journal title in Sierra and open the check-in record/card.
    • Make sure that you are supposed to be discarding these issues. Make sure this is not a bound title. 
    • Make sure to match the items in hand to the boxes in the card. If you see a discrepancy, ask your supervisor about it before proceeding.
    • If everything matches up, proceed to change the box status to "removed" and suppress the boxes. Below you will find further instructions on how to do that.
      • For updating an individual box:
        • Double click on the box you want to update.
        • Change the box status to "R REMOVED".
        • Then down at the bottom of the box you will suppress the box for "Suppress From Public Display".
        • Click OK.
      • For Updating boxes as a group :
        • Click, drag, and highlight the boxes you want to update as a group.
        • Next, press the [CTRL] button and [U] button on your keyboard.
        • Change the box status to "R REMOVED".
        • Then down at the bottom of the box you will suppress the box by clicking the little box then choosing "Suppress From Public Display".
        • Click OK.
    • Before going to the check-in record, make sure to save the card. 
    • Now, go to the check-in record and add a BIND INFO field (w) indicating which issues were discarded and include your date and initials. 
      • Example: 
  5. If it looks like the entire check in record can be deleted from Sierra, please notify your supervisor (student workers) or the Serials Processing Specialist/Serials to delete the check in record.
    1. (For student workers): Please hold off on discarding any issues until the Serials Processing Specialist can confirm and delete the check in record. She will notify you to either proceed or not proceed with recycling the issues. Below you will see an example of a check in record that can be deleted if you are going to be discarding all of 2017 and no other year is in the card. So, if you have 2017 and 2018 in the card and you are only going to discard 2017 issues, then we can't delete the entire check in record. 

Updating the Google sheet & Discard Statistics: 

  1. Student workers: Go to the Student Board in Trello. The Google sheet called "Discard table" can be found in the Trello card called "Discard table / Binding". 
    1. Or ask for the URL to the Google sheet from the Serials Processing Specialist. 
  2. In the Google sheet, please add the title you just discarded in the title column (if the title is not already listed). 
    • As you add new titles to the spreadsheet, make sure to put them in alphabetical order.
  3. Add the date (the day when you discarded the title) in the date column.
  4. Add the number of items that were discarded in the "#" column.
    • PLEASE count each item before recycling. You will count the supplements as well. 
    • Keep in mind that the discard statistics are kept on a fiscal year (YYYY/YYYY) basis. 

You can recycle the materials after the discard information is entered in Sierra or the check in record is deleted by the Serials Processing Specialist and the counting of discards is done.