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Last updated February 2004.

The In-House Processing of Paperbacks and Pamphlets

Serials Review, John Dean

The preparation of unbound material to make it fit for the library shelf has always presented problems for librarians. Most of the problems involve decision-making on binding form, documentation, and processing time; frequently the time spent agonizing over these decisions and sorting material into various categories costs more than the binding itself. As there seems to be an increase in the acquisition of paperback books by libraries, it is appropriate that some alternative processing techniques for paperbacks and pamphlets be discussed.

Libraries have had to deal with the paperback for quite some time. First appearing in 1841 in Germany through the Tauchnitz Verlag series of English and American reprints, the paperback came into its own with the first Penguin series of 1935. This fiction series was retailed in England through Woolworth's stores, and sold seven million copies in two year's, a significant portent for the future. While these early mass sellers were all reprints of other publishers' hardcover editions, the founding of Pelican by the same company in 1937 brought the publication of serious works, including many specially commissioned for the series.[1]

There has been a steady increase in numbers since that time, and a great surge over the last ten years. The mass paperback market is growing at the rate of roughly 10 per cent per year, and the proportion of trade books produced in paperback/soft cover increased from 19 per cent in 1972, to 25 per cent in 1979.[2] For the most part (Pelican excepted), paperbacks have been regarded as inexpensive republications of hardbacks, but there are indications that this might change drastically. At the Book Manufacturers Institute conference last fall (1980), Selwyn Enzer (Assistant Director for the Center for Future Research, University of Southern California) predicted "a reversal of roles played by hardbacks and paperbacks": most books will in time be first published in paperback, only "good ones" being republished in a more permanent hardback.[3]

If Enzer's predictions are correct, librarians will no longer have the choice between paperback and hardback purchase, and the proportion of paperback acquisitions will increase at a much higher rate. The element of choice does not exist for most numbered series and certain foreign publications, but when it is possible to choose, the choice is usually made on the basis of cost. According to the latest complete Bowker figures, the difference between average prices for hardbacks and paperbacks is striking: hardbacks average $18.95 (excluding books priced over $80.00); trade paperbacks, $7.05; and mass market paperbacks, $2.06.[4]

Serial librarians have long been accustomed to dealing with paperbacks through the routine handling of periodical parts, though these may be regarded more as temporary paper covers than paper "backs." One "piece" serials, such as annuals, certain proceedings and transactions, and numbered monographic series, may be regarded as genuine paperbacks, and here too the trend seems to be towards fewer hardbacks. The overall effect of these changing proportions is an apparent subsidization of acquisitions costs by the binding budget, the transfer of binding costs from publisher to library. If the paper[5] and basic construction quality of paperbacks and hardbacks are equal, this change of emphasis is not necessarly as disadvantageous as it first appears, especially if the book selection process is highly speculative.

Many of the questions raised by librarians concerning anticipated use for new materials, and demonstrated use (or lack thereof) of materials already in the collection, are identical to those pertaining to binding decisions.[6] There are clearly difficulties in making "on suspicion" binding decisions for new materials, as a decision not to bind can result in the destruction of books receiving unexpectedly high use, while the expenditure of binding funds on other new books which subsequently receive little or no use (and may even, as a result, be discarded) is wasteful.

Librarians have tried a variety of measures in attempts to come to grips with these problems, with varying degrees of success[7]. The most readily available binding methods are those offered by commercial binders, generally consisting of adhesive binding with a cased cover. Sometimes the cover is covered in cloth or cloth substitute, while some binders laminate the original cover to the case. These bindings have the advantage of strength and seeming permanence (although occasionally the new case is too heavy and inflexible causing the book rather than the cover to disintegrate), as well as a generally very low price. A recent quick sampling of commercial binders produced an average "under twelve inch" price of $2.86.

Low as this price is, however, it still seems expensive for some books of an ephemeral nature, and the average "turn-around" (i.e. time out of the library for binding) is a little under six weeks. With all the customary technical processing delays resulting from slow delivery, mail slowdowns, catalogue hold-ups, etc., it is often not feasible to create yet another delay for binding. Preparation, sorting, packing, and documentation activities associated with commercial binding can also result in high costs of staff time for a library.

Many libraries seek refuge from delays and record-keeping costs through the use of in-house processes. Some of these binding methods are sound. Many are aided by commercially available products, such as adjustable binders, pamphlet cases, and plastic covers. A few libraries maintain units producing bindings of a weird, fantastic, and often destructive nature, at usually unknown cost. Most of the problems noted above were in evidence at the Milton S. Eisenhower Library of the Johns Hopkins University prior to 1974. At that time, a procedure was established to deal with all paperbacks in-house with a method based upon the following design criteria: (a) the method must be suitable for all paperbacks without significant modification; (b) it must be low cost (i.e., under 50 cents per unit); (c) it must be reversible (i.e., capable of being easily rebound); (d) it must not require elaborate equipment, specialized skills, or extensive work space; (e) it must significantly strengthen the paper binding, permit it to stand on the shelf without support, and prevent the covers from falling off; (f ) it should be attractive, with the essential author/ title information clearly visible on the spine.

Accordingly, a simple binding, expressively termed the "stiffen," was devised, and wholesale processing began in early 1974 in a small bindery area. The stiffen is not a true binding as it merely reinforces the original publisher's paper cover and lasts as long as the publisher's primary structure. But the reinforcing elements are very carefully balanced to avoid overload to the original structure and at the same time to offer much greater strength.

After the process had been refined in the bindery area, and the results carefully monitored, a small processing unit was added to the existing plating and labeling operation in the cataloging area. This transfer placed the unit under the workflow control of cataloging and ensured that, as "stiffening" did not require a change of location, all pre-shelf processing could be accomplished on the same level and on a twenty-four hour basis. Because of the low unit cost, all paperback materials are stiffened (with the exception of periodical parts), which eliminates the need for all decision-making as well as for any specification records.

The stiffen does not have the strength of a proper binding, but in over seven years of processing more than 56,000 items in this manner, less than one half of one per cent have needed a more robust rebinding as a result of heavy use. While this tends to demonstrate overall low use more than the quality of the stiffen, it is apparent that very large cost and time savings have resulted from its use. A complete description of the process is given below. It is taken directly from the John Hopkins University Manual Guide number 1A (1979).

The "Stiffening'" of Paperback Materials

The term "stiffening" refers to the strengthening of paperback books by reinforcing the original publisher's cover at the joint and at the front and back. The primary structure of the book is unaltered by stiffening treatment which does not add significantly to the weight of the book yet appreciably lengthens its life. Stiffening is amenable to both high-production machine processing and single volume hand work. It is suitable for materials likely to be in active use for short periods of time, or materials likely to be used infrequently over long periods of time. All paperback acquisitions (except for certain rare items) may be stiffened as it is inexpensive, avoids individual decision-making, and is almost totally reversible. Should unexpected high use cause the need for rebinding in cloth, the initial low cost of stiffening is justified as only items of demonstrated high use need to be bound in the relatively expensive cloth form.

Materials

Materials presently used at the Milton S. Eisenhower Library of the Johns Hopkins University consist of: Elvace 1874, polyvinyl acetate adhesive; white-lined chip board, 30-inch by 40-inch,* .042-inch; Gane Bros. special hinge cloth. Boards are cut to six standard sizes (in centimeters), 19.5 x 13, 21 x 14, 23 x 15, 25.5 x 17, 28 x 21, 33 x 25. The hinge cloth is cut into strips 2 centimeters wide by the height of the standard board size (e.g. 19.5 x 2). Other types of materials may be used providing that they approximate those shown above m thickness. It is very important that the board does not exceed .050-inches in thickness, and the hinge cloth does not exceed the thickness of "C" grade bookcloth.

*[Please note that this material is known to be acidic and that some more permanent/durable board should be used for books of permanent research value.]

Equipment

If possible, and the volume of materials justify, both a gluing machine and an electric guillotine should be used. If only a small number of items need to be processed, a simple hand paper shear and various small hand tools are all that is necessary.

1 bone folder
1 pair scissors
1 steel ruler (preferably 18 inches long, showing both
inches and centimeters)
1 hand paper shear (preferably about 18 iuches in
width)
1 glue brush (preferably Gane's $4--2 rubberset)
1 can adhesive (a P.V.A.)
1 gluing machine, 18 inches wide, with board gluing
attachment (optional)
1 electric guillotine, at least 18 inches in cutting width
(optional)
Sheets of wax paper or rigid plastic

Method of Processing

Normally the items for stiffening will have been sorted into different sized lots according to the standard board sizes and should be processed in complete lots (i.e. each operation should be completed on every book before proceeding to the next phase). Processing falls into four basic phases.

The book cover is opened and a glued strip of hinge cloth is laid down the joint, extending onto the book itself by approximately .5 centimeters (see figure 1 below). The covers are left open to dry.
A board of the appropriate size is glued and laid with the glued side uppermost onto the front of the book approximately .5 centimeters from the joint (see figure 2 below).
Holding the board in position, the cover is closed down onto the board's glued surface, and rubbed down with the bone folder, ensuring that the outside joint is carefully creased (see figure 3 below).
After this has been repeated on the other side, the book is placed between sheets of plastic or wax paper and left under a weight along with a pile of similar size books until dry.
When all books have been processed, the tail, head and fore-edge are lightly trimmed on the electric guillotine. If no guillotine, the protruding waste edges of the boards and hinge cloth are trimmed off with the hand paper shear.
Occasionally, inside covers may carry information which needs to be saved, such as maps, biographical data, series data, etc. A simple method of preserving this information is by photocopying and tipping into the book at the same time as stiffening.

The stiffen is not suitable for single signature pamphlet-like materials, which can be processed by insertion into a pamphllet case. A useful case is that made from the same basic materials as the stiffen, and employing the same simple tools. Shown below is a reprint of the Johns Hopkins University Manual Guide number 18A (1980), describing the process in detail.[8]

Pamphlet Case

The pamphlet case is a simple folio case consisting of two boards connected by a cloth spine hinge and paper spine strip lined with a piece of stout acid-free paper. It is designed to protect single fold paperback materials not suitable for stiffening but utilizing the same basic materials and equipment.


Illustrations by Nora Ligorano

Materials

As stated in the instruction on “stiffening," adhesive
is Elvace I874; white-lined chip board, .042 inches in thickness, cut to six standard sizes; spine cloth (any stout bookcloth from a general supplier) cut to 5 cm wide by the height of the board plus 3 cm; paper spine strip of any stout paper (probably an offcut from the acid-free lining) cut to the height of the board by 2 cm; lining paper of acid-free stock (Permalife Ledger, or Promatco Art Process) cut to the size of the opened out case minus 1 cm from each dimension.

Equipment

The same equipment noted for stiffening, except that only the hand paper shear needs to be used. The electric guillotine is useful only for cutting materials for stock.

Methods of Processing

The paperback items should be sorted into size lots according to the standard board sizes, and the pamphlet cases stocked in the standard sizes. The method of pamphlet case construction falls into tln'ee basic stages.

The spine cloth is glued, and the paper spine strip is laid down its center (see figure 1).
The boards are laid onto the cloth against the paper spine strip and "turned in" at the head and tail. All surfaces are rubbed down with a bone folder, particularly at the board edges (see figure 2).
Glue the lining paper, and lay onto the inside of the case, leaving an even "square" or border around the edge. Make snre that the inside of the joint is set down (see figure 3).

It will be found that pamphlet cases can be made most economically in bulk in the various standard sizes and kept in stock.


Figure 1.	Figure 2.	Figure 3.
Illustrations by Nora Ligorano

Method of Attachment

As paperback, single-folio items need to be processed, the appropriate case can be drawn from stock and the item inserted. For inexpensive, replaceable items, metal stapling may be used to secure the item to the center of the spine. For more permanent items, attachment is probably best done by sewing with a simple three hole stitch.

The stiffen and the pamphlet case are simple procedures which, if applied sensibly, can bring an often unsatisfactory situation under consistent control.

Notes

1. Glaister's Glossary of the Book. Berkeley, University of California Press, 1979. (back)
Glaister provides a concise summary of the development of the species.
2. Trisha Gorman. "New Bookmaking Techniques Offer Hope for Economics." Publishers Weekly 218 no.23 (1980): 16. (back)
3. Publishers Weekly 219 no. 1 (1981): 40. (back)
4. Bower Annual of Library and Book Trade Information. (back)
The most recent complete figures are for 1979. THe latest edition (1981) of Bowker has an average "below $81" hardcover of $21.71 ($23.57 all inclusive), trade paperback average of $8.29, with mass market paperback average prices not yet reported.
5. "The Interim Report on Book Paper of the Committee on Production Guidelines for Book Longevity" (April 1981) seems to indicate an increasing use of groundwood in mass-market paperbacks and textbooks, and the likeihood that this will soon affect other books also. If this trend does not change, hardcovers will be basically no better than paperbacks in terms of paper quality. (back)
6. See my remarks on study and analysis of journal use in "Binding and Preparation of Periodicals." Serials Review 6 no. 3 (1980): 90. (back)
7. Margit Kraft, "An Argument for Selectivity in the Acquisition of Materials for Research Libraries." Library Quarterly 37 (1967): 284-295.
While the shortcomings of librarians in the area of book selection have been discussed at length in the literature, Margit Kraft's criticisms are sharp and wide-ranging. She is particularly critical of the wholesale acquisition of "scholarly" materials, as the "only answer to indiscriminate publishing is increasingly selective buying." (back)
8. A list of supplies and suppliers, with further comments on materials.
Board. White-lined clfipboard is available from local suppliers. Board that is more stable (but unfortunately more expensive) is: Process 20 pt. Library Board, from: Process Materials Corporation, 301 Veterans Boulevard, Rutherford, NJ 07070. Also: Barrier Board Sheets, .052 inches, from: The Hollinger Corporation, 3810 South Four Mile Run Drive, Post Office Box 6185, Arlington, VA 22206. Appropriate board is also supplied by other reputable companies.
In view of the emphemeral nature of paperbacks and the generally low quality of paper, it is questionable whether or not a permanent/durable board is necessary on a large scale.
Hinge Cloth/Linen. Any sized linen-type material will serve, providing that it is not thick and stiff. A material which is appropriate for this purpose, is "Special G hinge cloth" from: Gane Bros. and Lane Inc., 371 Route 17, Mahawah, NJ 07430.
Adhesive. There are various P.V.A. adhesives on the market, many of which are appropriate. A strong, quick-setting adhesive is: "Elvace 1874" from: DuPont Plastic Dept., Room 5146, DuPont Building, Wilmington, DE 19898. An adhesive which has a thicker, slower-drying consistency, is "Velerette," from Slomans Labs, Inc., 32-45 Hunters Point Avenue, Long Island City, NY 11101.
Lining Paper. Suitable lining paper should be fairly strong, because it functions in the inside joint of the pamphlet case. A strong and stable paper is: "Permalife Text," manufactured by the Howard Paper Company, and available through local merchants.
BookcIoth. A good quality buckram should be used. If available from a binder, offcuts can be useful providing that the grain runs parallel to the joint. A binder's merchant, such as Gane Bros. and Lane, will supply buckram in rolls. (back)