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Delivery Updates:

March Delivery Volume Survey Results

Thanks to all delivery participants for providing delivery statistical information during our March survey. This survey requested information on incoming bins and items. This information will be handed to the Statewide Delivery Committee Working Group on Automated Sorting. Lucie Gallagher has tabulated the data and it is available for review at: http://www.nmrls.org/delivery/2009_delivery_survey_data.pdf

The charts below show the typical trend in which March volume is higher than the preceding October. Over one year, the March sample has gone up by about one percent in terms of items shipped by libraries while the number of bins shipped increased by 3 percent. The total of bins shipped by libraries was 1,641 and the total of items shipped was 51,122 in March 2009. We were pleased to see that the numbers of incoming items and bins did not vary significantly from the number outgoing. Incoming bins totaled 1,695 and incoming items numbered 51,013.

Members also counted mis-sorted items and bins delivered to the wrong library. The total of mis-sorted items was .61 percent. The percentage of mis-delivered bins was .24 percent. This showed an improvement (especially in mis-delivered bins) since the October 2008 survey, which found that .77 percent of items were mis-sorted and .80 percent of bins were mis-delivered.

Members reported on how many presorted bins were shipped. The total was 207 or 12.61 percent of items shipped which is a very similar percentage to the percent found in the October 2008 survey-12.57 percent. This is equivalent to about 6,500 items that did not need to be labeled individually by the library or sorted at the sort site.

Statewide Delivery Committee Update (Greg Pronevitz)

The Statewide Delivery Committee has taken two important steps over the past couple of months. First, it established a "Barcode Placement Policy" to pave the way for the automation of sorting for delivery purposes. All of the regions are experiencing ongoing growth of delivery volume. This policy is aimed at reducing the workload in libraries, i.e., as more and more books are barcoded on the front cover (at top left near the spine) it will be easier for staff to process incoming and outgoing materials by eliminating the step of "finding the barcode." As the Committee moves forward to seek a centralized automated sort solution for delivery services, we anticipate that the external barcode will eliminate the need for placing a delivery label on outgoing items. We expect that these two results will save a great deal of time when we consider that there are annually 12-13 million delivery transactions and over 50 million circulation transactions statewide.

This policy, an FAQ about the policy, and other information from and about the Statewide Delivery Committee are available at: http://www.nmrls.org/msdc/

The automated, central sort working group (autosort) is investigating the establishment of a single, automated, central sort for all regions and working to develop a detailed cost/benefit analysis (including costs to networks and libraries). They will perform a review of case studies in libraries and industry that will help identify successes and pitfalls and use this research to develop a report that examines costs related to a single automated central sort. The group has established a resource wiki that is available to all, see: http://autosort.pbwiki.com/FrontPage. The sidebar includes interesting case studies from industries (Netflix and Stop & Shop) that may apply to library workflows.

A workgroup is developing standard delivery codes and labels for use in current library/delivery workflows. This working group will present recommendations for alphanumeric labeling for the state, which takes into account feedback from all interest groups, including Virtual Catalog members; and looks at the size of labels needed for delivery. This group needs to recognize that libraries need the ability to automatically print standard routing labels. The group should also investigate the need to package materials and develop a statewide standard on packaging and the elimination of the need to rubber band materials.

A third working group will aim toward reducing time, space, and workload at libraries. This group will focus on reducing the time, space, and workload required and ergonomic issues at each library while improving services to library users: automation of routine tasks, standardization of labeling and packaging procedures, forging cooperative and supportive relationships between regional delivery services and networks, and selecting appropriate tools and service providers for each task. This group will look at Lean (see What is Lean? at http://www.lean.org/WhatsLean/) and determine how these principles fit with Massachusetts libraries and delivery services. See Ergo Work Group Wiki for Updates.

Labeling and Packaging

Books: We encourage libraries to secure labels without using rubber bands! This saves on labor costs for the libraries, and reduces manual handling stress for people who label and work with the delivery bins. If the item is fragile, use your best judgment for protecting it. If you are using a thermal printer receipt, place it in the center of the book to secure it. If you are using the pre-numbered labels there is an easy way to secure it, without having to attach it on the front cover with rubber bands. Circle the library number, then fold back the slip so that the number appears at the top, and place it in the center of the book. No rubber banding is needed. They can be downloaded: http://www.nmrls.org/delivery/label.shtml.

CD's, DVD's: The most effective way to transport CD's and DVD's is in flexible, durable plastic cases, so that extra protective packaging is not necessary. If the case is not a durable type, you may place it in a protective envelope.

Several libraries have offered to experiment with sending out CD's in various types of cases, and will be reporting back their condition. One thing is certain - the more durable the case, the more protected the CD will be; and eliminating double packaging will save time and effort. We found two CD cases that are durable, and reasonably priced for libraries that are considering changing or upgrading when cases get damaged.

  1. Brodart CD Strongbox cases can be purchased directly from the MARLS Purchasing Coop, Supply List, on Page 15: http://www.wmrls.org/coop/index.html

    Brodart/84-123-001 - 1 CD Capacity - $.99 each - CD Strongbox, Unbreakable Polystyrene, Permanently Secured Hinge, Smoke Lid w/ gray Tray, 4 7/8" X 5 1/2"

  2. Showcases have Poly CD Cases that are impact resistant "unbreakable". They are on page 7 of their online catalog: http://www.showcases1.com/onlinecatalog.html

    They have pocket sleeves for artwork, a nice feature. These are their regular prices for orders of 100-239:

    Catalog # ZBCDPS1 - (1 CD) - @ $.86 ea
    Catalog # ZBCDPS2 - (2 CD) - @ $1.14 ea

Note: NMRLS has ordered samples of single and double CD cases from Showcases and we will be sending them out to each library on delivery.

For more information on labeling, packaging and bin presorting, visit: http://www.nmrls.org/delivery/instruct.shtml