“Get Connected” Courier
Expansion Project
Delivery System Procedures
Overview
The KCMLIN “Get Connected” courier delivery service provided through a contractual arrangement with 1st Choice Delivery Service is used for the delivery of library materials between the participating libraries, by shipping to and from dropsites.
The service may be used only for the shipment of library
materials, by dropsites registered as members of the
KCMLIN “Get Connected” system (or registered with KCMLIN as a forwarding site,
shipping via dropsites).
Materials that may be shipped via the courier service include:
· “returnables”, such as books, sound recordings, microforms and videos
· “non-returnables”, such as photocopies of journal articles
· communications and other documents
In these procedures “package” refers to a single courier bag, padded envelope, carton, or other shipping container containing library materials shipped via the courier service. “Shipment” refers to all the packages picked up at the dropsite and that pickup/delivery time (i.e. the outgoing shipment), or the group of packages received.
The courier service will accept packages up to 70 lbs. and 130” in length and girth. If you are sending items in a tub, the service will accept 10 gallon rubber made tubs.
Preparing items
for shipment
Items shipped via the courier service must be packaged and labeled according to the following instructions:
A. Packaging
1. Use a separate package (bag, envelope, or carton) for each dropsite.
· Zippered courier bags: fill the red “Get Connected” bag or the black "MOBIUS" bag (they are interchangeable) no more than it will hold without placing strain on the seams and/or the zipper. When filled, the bag should not be difficult to zip closed.
·
Envelopes: use padded shipping envelopes that either
seal or close with a tie or clasp closure.
·
Loose
papers: always place loose papers in
an envelope. Preferred: Ship flat envelopes in a courier bag or
padded envelope; no envelopes smaller than 8” x 11”.
2. Use
a separate delivery bag for each “Get Connected”/MOBIUS delivery site. A list of participating libraries, their
addresses and delivery schedules can be found on the “Get Connected” web
site.
Use the Get Connected labeling system for all bags found at: http://www.kcmlin.org/_temp
3. Multiple items to same dropsite. If multiple items are being shipped to a single dropsite, they should be packaged together (for example, in a courier bag, larger padded envelope, or small carton).
3. Item identification: Each item being shipped should include a copy of the interlibrary loan request or sufficient information to identify the item.
B. Labeling
1. Label each package with a “Get Connected” label.
Labels can be found at: http://www.kcmlin.org/_temp
You may want to make copies and keep them in a filing system so they are readily available for you to use.
Courier bags: Place a label in the clear window
Other packages: Affix a label to the package. When using a previously used envelope or carton, remove or cover any visible shipping addresses from previous shipments.
2. Count the number of items in bag.
· Loose papers should be enclosed in an envelope (preferably padded) and constitute one item.
· Attach a mailing label to the bag
3. Barcode the bag:
· “Get Connected” bags should have a permanent 1st Choice barcode under the clear plastic mailing window. If it is missing or damaged, attach a new barcode from your supply.
· Cover the barcode with clear sealing tape if it is not adhering well.
· Barcode other containers in the lower left of the mailing label from your supply.
4. Seal the container:
· “Get Connected” bags should be zipped completely closed.
· Cartons must be securely sealed.
Recording the
Shipment
1st Choice Pickup:
1. Pickup/delivery should be within a one hour time frame of the scheduled delivery time for your site.
2. Driver will come to the area designated in the Delivery Information Profile you provided upon enrollment. This area should be marked with the “Get Connected” Delivery sign.
3. The driver will review the Pickup Record
book, verify the number of packages in the shipment, sign the book, scan
the book, bags and containers.
Dropsite Responsibilities:
1. Shipments must be prepared in advance. Drivers cannot wait while packaging, labeling or paperwork is completed. The dropsite is responsible for having packaged all materials for shipment, completing the pickup record book and ensuring that both packages and pickup record book are at the designated pickup/delivery area prior to the standard pickup/delivery time.
2. At pickup/delivery, a dropsite representative is responsible for checking the TO address on pieces received and refusing any packages not addressed to the dropsite.
3. The dropsite is responsible for immediately reporting problems, such as missed stops, a missing package or items missing from a package. Report to KCMLIN office. sburton@kcmlin.org
4. The dropsite is responsible for informing KCMLIN if they do not need courier service for a protracted period of time (for example, due to library closure for construction, disaster, etc.)
5. For short closures (for example, one or two days): The dropsite is responsible for notifying the KCMLIN office when the library will be closed and not sending or receiving shipments.
Receiving a
Shipment:
1. Check the shipment:
·
Check the TO address, refuse any bags/containers
not addressed to your library.
Problems
1. 1st Choice should deliver/pickup every day you have a scheduled delivery. Library sites can choose between a one day per week and a five day per week delivery service. If the scheduled stop is not made, or to track a missing container, or missing item, fill out the Delivery Problem Report Form. This form is sent to 1st Choice. 1st Choice will begin to solve the problem. You will be notified of the solution.
2. Loss or Damage claim: If loss is confirmed, or damage occurs to an item, fill out the 1st Choice forms , keep a copy of any documentation for your files. Make a copy of the form and documentation and fax to KCMLIN at 816-461-0966. Send the original and documentation to 1st Choice at the address on the form.
Supplies
Bags: KCMLIN provides “Get Connected” bags. You will receive an intitial supply when signing up. If you begin running short, contact the KCMLIN office at mpuhr@kcmlin.org. We will send out a notice for other “Get Connected” sites to send bags in for redistribution. They will be delivered to you through the delivery system.
Forms and barcodes: Notify KCMLIN per the contact sheet or use the Delivery Problem Report Form. The forms and barcodes are supplied by KCMLIN.
Shipping Labels: Shipping labels can be printed from the MOBIUS labeling site http://mco.mobius.missouri.edu/ (see directions above.) KCMLIN provides a master label form to each dropsite. The dropsite is responsible for making copies to use, and distributing the master or copies to any libraries shipping materials through the dropsite. KCMLIN encourages libraries to preserve the master form and use a copy to fill in the “FROM” SECTION.