Emergency Physical Processing Procedures

These procedures can be used for single RUSH items when Standards Management and Assessment employees or student workers are not available to label an item. It IS possible to let an item go out without a spine label; the BARCODE and the item record are the most important things to have in the system so that it can be circulated.

1. Strip book if it is a non-bindery book for Cooper or Tillman.

  • For hardbound volumes, use single-sided strips.
    • Take a security strip and peel all of the backing off.
    • Attach the last ½ inch or so of the security strip to the end of the metal strip with the security strip extending out from the metal strip, like threading a needle.
    • Insert the metal strip so that the adhesive side of the security strip is against the spine (not the “book block”)
    • Pull the metal strip all the way through the spine so that the security strip is “centered” and completely inside the spine.
    • Pull out the metal strip.
    • Roll the spine of the book against a hard surface to make sure the security strip sticks to it.
  • For paperback volumes, use double-sided strips.
    • Choose a spot in either the front or the back where there is little to no text.
    • Pull the backing off on one side of the strip.
    • Place in or as near as you can in the gutter of that page.
    • Close the book, press the cover nearest the location of the strip.
    • Open the book, pull the backing off the other side of the strip.
    • Close the book, press the cover nearest the location of the strip.

2. Barcode book in upper left hand corner, and create item record in Millennium.

  • Add internal note to item record: Check phys processing
  • In item record, change Item message to c (Send catalogin)

3. Label using Brother P-Touch machine.

  • Power switch is on the left in front of the cord.
  • Press Code (in the same place as the Cntl key) and BS key (in the same place as the Backspace key) together to clear previous number, if needed.
  • You should see a message in the status window, “OK to Clear?”
  • To respond yes, press New Block key (same as Enter or Return key).
  • Type 1st line of call number after 1:
  • Press New Block key to advance to the next line of the call number. Type the rest of the call number line by line.
  • To print and cut your label:
    • Press PRINT.
  • If you get a message: Auto-Cut Off         Tape Feed: None.
    • Press New Block
    • Press Tape Cutter
  • If you get a message: Auto-Cut On          Tape Feed: None.
    • Press New Block

Note: Use BS key (in the same place as the Backspace key) to backspace and correct errors.  Use up and down arrow keys to move between typed lines.

Peel backing off label and stick on spine or front cover of item. Put in Depot bin to go to location or make other arrangements for delivery (if Records Management/Off-Site Shelving employees are making a run to Cooper, they may be able to drop an item by the Circulation Desk).

Phase box

When processing an item with a phase box, always think about the item first. If it is rare, treat it as such (the same goes for ARCH, EDU, etc.,). If the item is new and being housed in the box due to any other issue (awkward size or book cover serves as a poster, etc.,) make sure that the item has the CU Libraries stamp and a security strip. All other normal processing should be placed on the actual box.


If an item is returning from the Bindery, check to ensure that it’s still in Millenium. If relocating to OVERSIZE, make sure to check the cataloging record. If everything matches, add a PRESTAMP (in this case…OVERSIZE) above the bindery printed call number. Check the title to ensure that all pieces are represented in the record. If there is no notation, add an internal note to the item record. The note should read as follows: PIECES: # (items). (Ex. PIECES: 5 CDs)

Micro (film) fiche

All microfilm (or fiche) are made ready for processing by a library specialist in Gov Docs (Jessica Scott). Upon receipt of the item, scan the barcode and attach the label on the spine.


Audiobooks that are on standing order, are handled by the Gov Docs team library specialist (J. Scott) and all others are handled by the Collection Management Acquisitions team. Upon receipt from the library specialist, place the security tape on the first CD, as well as CLUL and check that the number of CDs match what’s in the bib record. Place the label on the spine of the item.