Materials Handling Best Practices
Missouri Evergreen Circulation
Materials Handling Best Practices
PREPARING MATERIAL FOR DELIVERY
*Print out receipt for borrowing library and place receipt in materials.
*Check item condition before it goes to borrowing library.
Fill out “Item Condition” report and place with itemif item is damaged.
Conditions to note: torn pages, water damage, loose pages, pages written on, broken cases (audio, DVD, etc.), pages missing, items missing from a set, and any other condition that is out of the ordinary of the item.
Do not send items if they are fragile or in very bad condition.
Do not send items in the courier that are soiled or show signs of having been
wet. Call the owning library, explain the damage, and discuss what to do with it.
If returning the item in the courier, wrap it securely in one or more ziplock bags.
*Wrap AV materials so that the case will not get broken.
Bubble wrap or padded mailing bags work well and can be reused.
Do not use excessive tape on packages.
Send only AV cases that are in good condition.
*Do not fill delivery bags so full that materials tear or get damaged in the bag.
*Do not use “zip ties” on delivery bags.
*Check to make sure that the correct mailing label is on the bag.
Ex. Sometimes the item is to be sent to a different library than the “home” library because a request has come in for the item before it has reached its home library.
*Check to make sure that the correct return address (youraddress) and the address where the item is going is correct.
*Be sure that spine labels and barcodes are secure before sending to another library.
*Be sure that only one barcode is visible. Remove or mark out invalid barcodes. If the item doesn’t belong to your library, attach a condition report form alerting the owning library that there is more than one barcode on the item.
Don’t loan items with missing pieces.
If your patron loses a disk or any other part of an item, keep the rest of the item while you attempt to recover the missing pieces.
*Put a highly visible sticker on the front of books that include a CD or DVD.
RECEIVING MATERIALS
*Check to make sure that item sent is correct for request.
*Note any condition issues with the items received before the item goes out to your patron so that you will know if your patron is responsible for any condition problems when returned.
*Some Material Conditions to Note.
Torn jacket
Torn pages
Marked pages/jacket – pencil, highlighter, pen, coffee stains, food stains
Brittle pages
Loose spine
Loose pages
Loose barcode
Missing piece for an item
No library identification
More than one scannable barcode on item
OTHER HOLDS/ BORROWING/LENDING BEST PRACTICES
*Do not use tape on materials.
Placing receipt slip in item should hold the slip in place.
*Barcode Labels - Optimal locations for barcode – either on front or back of material.
LENDING LIBRARY – HOLD REQUESTS
*Print the hold list daily and put item “in transit” by checking-in the item.
*Print hold slip.
*Multiple pieces in item – Count items before sending to make sure that all items are accountable.
*Record any condition issues.
Borrowing Item Library – Hold Requests.
*Check in item immediately and attach hold slip for pickup.
*Contact patron and check out as you would your own materials.
*When returned – check condition and note any problems not recorded when received from lending library.
*Print out return slip, slip it inside the item, and place the item in delivery bag with correct lending library address label.
MISSING/LOST/OVERDUE MATERIALS
*Lending library questions about an item – contact borrowing library’s Evergreen staff with concern.
*Borrowing library will collect fines/fees for overdue/lost/missing materials.
*Borrowing library will contact patrons concerning overdue/missing/lost materials. Lending library will not contact another library’s patrons.
* The borrowing library’s policies apply to daily overdue fines. The lending library’s policies apply to fines for lost and damaged items.
*Use patron records to indicate alerts concerning borrowing question.
Ex. Bad address, bad contact information, overdue materials
*Payments for materials will be made to borrowing library by patron and the borrowing library will make payment to the lending library. Do not send payment through the courier.
*No materials substitutions in lieu of payment for items.
*Templates available for circulation - Templates found at :
Click on Member resources and go to “Circulation Resources”.
Item Condition Report Slip
Library Billing Template
Last Updated September 20161