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Orbis Cascade Alliance staff: Debi Baker

Alliance consortium office: orbiscas@uoregon.edu

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Basic Procedures

Packaging


 Colleagues appreciate having packages arrive safe and sound! ... materials protected, packages clearly labeled, not too heavy, no staples to puncture fingers. Here are the best practices to show library staff.

Shipping labels

Each dropsite prints official labels prepared for the Orbis Cascade Alliance. Full instructions and labels

"From" The From section shows the name of the sending dropsite. The name of a participating library may be added below the dropsite name.

"Attention" Use this section to write in the name of a participating library that receives materials forwarded from a dropsite. Libraries may also use this space for other handling information for the dropsite to read. This space is not used by the courier.

Pickup/Delivery Schedule

Courier is obligated to arrive at the library each day within the one-hour window (for example, between 1 and 2 PM, or 13:00-14:00). If the courier is coming at a time other than that shown on the official schedule, contact Orbis Cascade Alliance by e-mail or call the Alliance office at (541) 346-1883. We will work with the vendor to assure reliable, predictable service, and/or change the official scheduled pickup/delivery time as appropriate.

  • Library Closed? If your library dropsite will be closed on a regular working day (Monday-Friday, not a holiday) please notify Senvoy. Use the Dropsite Closure Report. Remember to review the Courier Program page showing the list of holidays observed by Senvoy prior to sending your Closure Report.

Manifests

1. Get it. The Shipping Manifest is available from this web site. "Online." From an Internet Explorer web browser, you can just fill it in directly using your keyboard, then PRINT. Or,

2. Fill it out. Fill in the number of packages being sent to each dropsite. If you use it as an Excel spreadsheet, you'll notice that the total will automatically be calculated and show up at the bottom.

3. Print two copies, one for the courier, one for yourself.  Make sure the driver signs the form and puts the time of pickup on the form that you retain.

4. Keep a copy after the form is completed (either paper or electronic). The daily manifests are used in preparing the monthly shipping statistics summary.

  • using Excel spreadsheet: you can photocopy, or select multiple copies from print from computer, or keep an electronic version.
  • manual form: photocopy.

Monthly statistics

Each month, dropsites complete a monthly statistics form. The report covers the previous month's shipping activity. Send it to the Orbis Cascade Alliance office by the 15th of the month.

Monthly statistics form: Please use the online version, which is an Excel spreadsheet. It automatically provides totals, and you can make a copy, printed or as a file to keep for your own records!

Naming Protocol:
When you save your form electronically, use this format
[institution name]_[month]_[year].xls
For example, if the Alliance completed one for June 2008, the electronically saved file name would look like this:
Alliance_June_2008.xls