Albin O. Kuhn Library & Gallery - Staff Wiki

Procedures - Processing New Books

When books arrive from Cataloging, place them on the "NEW BOOKS TO PROCESS" shelf.  When ready to process, retrieve books from that shelf and follow these procedures:


o  We use archival ink that we acquire from the Library of Congress (which is located in Room 110 in the office supply cabinet).

o  Use the smallest of the three stamps with the circular Library logo on it.

o  Choose from one of the few beginning pages of the book, ideally after the title page and on the second page of the first chapter, but primarily a page with only print.  If there are mostly images, please see a supervisor for advice about stamping.

  • Please don't stamp artists' books.

o  Test the stamp out on a piece of scrap paper.

o  Stamp the book as close to the gutter as possible, preferably at the bottom of the right page.

o  Blot the stamp with a scrap piece of paper before you close the book to ensure the ink is dry and will not smudge the other page.

o  If the book is mostly photographs or full bleed images, please see the librarian or chief curator for guidance.

Mylarizing: Covering the dustjacket/book jacket:

o  Any book that has a book jacket requires a pH neutral Mylar cover.


  • Mylar sleeves, held in flat boxes: usually located in Room 103 in drawer #19, with the label “Book Covering Materials”.

  • Mylar roll, held in a rectangular cardboard box: usually located in Room 103, sometimes in the back right corner.

  • Scissors and bone tool: located in Room 110 in the office supply cabinet

     ex: bone tool

  • Select a piece of Mylar that is larger than the dust-jacket you are covering. 

  • If the pre-cut Mylar sleeves are too small, cut a larger one from a roll of Mylar.  (Located with the boxes of pre-cut Mylar sleeves in Room 103.) 

  • All of the Mylar comes with a pre-creased side; put this creased side closest to you and facing up.


  • Remove the dust-jacket from the book and set aside the book.

  • Set the dustjacket, with the inside facing you, on top of the Mylar.

  • Using the bone tool, gently soften the dust-jacket’s creases—this will make it the Mylarizing process easier.


  • Insert the bottom edge of the dustjacket into the pre-creased section of the Mylar.

  • Secure the dust-jacket with one hand, and fold the top section of Mylar down and over the dust-jacket.


  • Using the bone tool, crease the top fold you just made.  Careful not to crease the dust-jacket itself!  

  • Look at the sides of the width where the flaps of the book jacket are located; if the Mylar is too long on the sides, trim the excess.


  • Place the book inside its newly covered jacket: set the spine in the center of the covered dust-jacket, and carefully place the entire cover onto the book, one side at a time.


  • Completed! (Image shown depicts an old book covering. Mylar is a clear, inert plastic)

Check the UMBC Library catalog to make sure that the information is correct:
o  Go to Advanced Search.

o  Choose UMBC as the campus.

o  Do a LC call number search.

o  Ensure that the record for Special Collections matches the typed tag with the materials and the book in hand.

Check the book for any inscription, such as the author's signature

o   If it is signed by the author, check in the OPAC to make sure that there is a note in the catalog record


Shelve the book in its proper location

Albin O. Kuhn Library & Gallery . University of Maryland, Baltimore County . 1000 Hilltop Circle . Baltimore MD 21250
(410) 455-2232. Questions and comments to: Web Services Librarian