Kansas Library Express Tips for Success with KLE

Carolyn Little KLE Courier Coordinator

KLA Interlibrary Loan Roundtable Fall Meeting

October 20, 2010

Contact Information

Carolyn Little

KLE Courier Coordinator

Northeast Kansas Library System

785-838-4090

clittle@nekls.org

Use Northeast Kansas Library System KS131 address label to send items to Carolyn

Shipping Methods

Kansas Library Express nylon bag (red) NExpress nylon bag (blue) Your library’s shipping bag Lending library’s shipping bag Padded shipping envelope or box Tubs provided by Kansas Library Express

When Not to ship in KLE bags

When sending materials with other carriers including USPS or other courier companies

When materials are fragile or valuable enough to require insurance or tracking

When sending documents or items that must be delivered to an individual

Note: Return bags from other courier networks to the Northeast Kansas Library System KS131

Tub shipments

Use tubs for any large shipment (20-25 books, equipment, supplies) up to 40 pounds

Secure Henry label in address window on lid. Address windows may come off the tub.

Place address of both sending and receiving library on half-sheet of paper inside the tub.

Secure the lid with cable ties on both sides of the tub.

Packaging Care for Fragile Items

Send DVDs or CDs in padded albums, not hard plastic cases.

Cushion DVD albums and paperbacks with additional bubble wrap or cardboard sleeves inside a courier bag.

Fill bag with crushed paper to prevent shifting. Use large bags only when necessary. Excess fabric

may be caught in sorting equipment.

Care required for box shipments

Cardboard will absorb moisture. Use nylon bags to protect cardboard shipping material.

If re-using a cardboard box, remove or mark out old address information. Ship in KLE tubs when possible.

Place sending and receiving address in box. Pack with paper to prevent shifting and tape

securely.

Supply Returns and Requests

Request additional supplies from Carolyn clittle@nekls.org

Return surplus bags using Henry address label for Northeast Kansas Library System

Ship bags folded or flat to prevent damage to address window

Report damaged or excessively dirty bags to Northeast Kansas Library System

Extending bag life

If bag arrives soiled or torn, note sending library and return to Carolyn. There may be a problem on a route or in a sorting center.

Avoid use of tape. The residue makes delivery detail hard to read and must be removed.

Do not “stuff” more items into a bag than will easily fit.

Addressing Packages

Use labels from Henry Industries website, www.henryind.com[.] See tutorial on label printing at http://kslibexpress.mykansaslibrary.org/

Compare delivery code in AGent ship-to address to Henry label.

See posting from Rhonda Machlan, “Using the KLE Delivery Code” on the KLE website http://kslibexpress.mykansaslibrary.org/

Tape or glue the shipping label to an index card.

Pay Extra Attention When

Shipping to libraries with similar names– Goddard and Goodland– Pioneer Memorial and Plainville Memorial

or to cities with more than one library such as:– McPherson College and McPherson Public

Tip: To avoid mix-ups, search the Henry address file by using the delivery code. Each library’s code is unique.

Avoid Delays

Common mistakes to avoid:– Wrong address label is prepared by shipper.– Right label chosen but inserted with reverse side

of prepared card facing up.– Postal address label or outdated label is used.– Outgoing items are placed in different pick-up

area, and driver isn’t informed.

– Mis-delivered items are not reported promptly.

Reporting Delays and Errors

Report delivery errors or delays promptly.– Report mis-delivered items so error can be

corrected immediately.– Report any delay exceeding 2 hours. – If courier service is missed for any reason, notify

Carolyn by phone (785-838-4090) or email (clittle@nekls.org).

Reporting Missing Items

Check with library shipping item– Confirm item was not re-shelved. – Confirm item was shipped on Kansas Library

Express.– Allow time for a delivery error to be corrected.– Email clittle@nekls.org with the following:

Title, Author, call #, barcode, destination and date of shipment

Damaged Items

Fill out Lost or Damaged Materials Report found on Kansas Library Express website. http://kslibexpress.mykansaslibrary.org

Send report to Carolyn by courier, email (clittle@nekls.org) or fax (785-838-3989)

Damaged items may be requested by Henry management. Save all packaging and do not discard item or return it to the home library.

Lost Items Claim Process

Verify that the item was shipped to your library on Kansas Library Express.

Email clittle@nekls.org with details. Announcements of missing materials are sent by

KLE coordinator to other courier libraries. After two months, contact sending library to confirm

item has not been returned. Borrowing library applies to State Library’s Materials

Replacement Fund for reimbursement to lending library. http://www.kslib.info/statewide/mrf.html

Monthly Reporting of Courier Shipping

– Use online form to report monthly statistics on KLE website http://kslibexpress.mykansaslibrary.org/monthly-statistical-forms/

– Totals are estimated based on of number of bags and tubs you report.

– Exact number of individual items may be submitted. Do NOT count both bags AND items. This will give an inflated count of items shipped.

Website Lists and Forms

List of Courier Libraries– Includes OCLC and Delivery Codes

Courier Policy Committee Members– Advisory group representing courier libraries

New member forms– Participation Agreement– Directory Form

Bookmark and use the KLE website:

http://kslibexpress.mykansaslibrary.org