MLS Delivery Policies 2011 (approved 2011-02-28)
Purpose
1. Launch new statewide delivery contract and minimize transition issues
2. Enhance efficiency for library staff
3. Move toward MLS statewide standards that control costs to allow for expansion of services to enhance resource sharing in Massachusetts
General Policies
MLS Library Delivery Services are provided to support library resource sharing. It may be used to ship library materials and correspondence among MLS member libraries and the library resource sharing networks.
Effective resource sharing requires reciprocity and we encourage it.
Delivery service is provided to over 500 libraries. This service is not to be used to ship items to non-participating libraries. See list of participants at: Delivery List April 2011. Please verify that your information is correct. If you notice incorrect information, such as address, library name, days of the week your library receives delivery or you do not see your library included on the list, please provide the corrected information via this online form.
Shipments discovered in delivery service that are designated to libraries that are not included on delivery routes may be handled in one of two ways:
1. The item will be returned to the shipping library
2. MLS or the Contractor will ship the item as requested and invoice the shipping library directly for services rendered at prevailing shipping and wage rates
Communications
Participating libraries and networks will assign appropriate staff to monitor MLS and Contractor communications about delivery services and agree to:
1. Inform MLS and/or Contractor about scheduled changes and closings in a timely manner
2. Respond to MLS requests for volume and other sampling in a timely manner
Label-Less Shipping
MLS will work with networks and our Contractor to determine when a network is prepared to begin label-less shipping. Eligibility criteria include:
1. All network members adhere to MSDC (Massachusetts Statewide Delivery Committee) barcode placement policy for new items, i.e., barcodes for newly acquired items must be placed horizontally on the front, top left of the item.
2. Network shipping attains an average of 75 percent external barcoding
3. SIP2 (or mutually agreeable) network/contractor communications protocol is successfully tested
4. All items shipped without a properly placed external barcode shall be labeled. This is only for older items, prior to the March 2009 implementation of the MSDC Barcode Placement Policy or for unusual items that require special processing.
Labels
All items shipped must be clearly labeled with a standard preprinted shipping label
Virtual Catalog materials must also include a standard preprinted shipping label
Unlabeled and mislabeled items will be returned to the owning library
Packaging
Most items are shipped without packaging or rubber banding. Exceptions include magazines and which are likely to be damaged and media cases that may open during shipping. A reasonable amount of wear and tear during shipping is expected and is part of doing business.
Fragile, Rare, and Valuable Items
Do not ship fragile items that cannot withstand the wear and tear of delivery service handling. MLS and Contractor cannot take responsibility for damage during the normal course of business. Due to the inherent breakability of CD Jewel Cases, MLS and Contractor cannot take responsibility for the fragility of the cases or their contents. We suggest that libraries use more durable cases when replacing broken jewel cases.
Do not ship valuable or irreplaceable items. Replacement cost maximum is $250 per item for items damaged or lost with proof that the Contractor was responsible.
Lost and Damaged Items
Damaged Items: Damaged items claims will be submitted via the online damaged item claim form for each individual item here.
All damaged items must be forwarded to the MLS – Marlborough office. Claims will not be processed until the damaged item is received.
Damaged item claims will be processed on a monthly basis for reimbursement. Consequently, it may take up to two months for reimbursement depending on the timing of when the claim is submitted to when the check is delivered to the library. Processing may take longer due to incomplete claim forms or delays in receiving the damaged items.
Lost Items: Optima is prepared to take responsibility and will provide insurance for items that are missing when it is clearly within their area of responsibility. It is our experience that most missing items turn up because they were mis-shelved or not scanned properly.
When there is evidence that an item is missing due to the fault of the contractor, MLS will forward the claim and request payment to cover replacement costs. Such evidence will be much clearer when items are processed in the sort-to light environment.
We ask that all claims be submitted within two weeks of an item going missing. At the same time an item is claimed we ask that you perform a local search for the item, contact the library that was last in possession and other libraries that may be in possession of the item. If the item turns up, please report it to MLS. Lost item claims will be submitted via the online lost item claim form for each individual item at: [online claim form will be made available once there is a contractual statewide policy]
Due to the frequency of lost items turning up over time, lost item claims will be held onto for one calendar month. Lost item claims that have been in holding for one month will be processed on a monthly basis for reimbursement. Consequently, it may take up to three months for reimbursement from when the claim was submitted to when the check is delivered to the library.
Compliance
Libraries that are unable to meet the requirements set out here are encouraged to contact MLS to determine solutions that encourage efficient resource sharing.
Libraries that do not comply with MLS Policies are subject to delivery service restrictions.
Delivery Eligibility
For fy2011 MLS will provide status quo delivery to libraries that were served in fy2010 at similar levels.
When a library becomes more involved in resource sharing, e.g., by becoming a circulating member of a network, MLS will consider adding an additional delivery day when feasible and justified by volume increases.
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