Tip of the Week - Tip 7 (Packaging Recommendations)

Keywords: packing, labels, bookbands, shipping, bubble bags or envelopes

Please, follow all packaging recommendations. The packaging materials and methods have been carefully evaluated and selected to provide protection for the shipment of materials between institutions and to make it as easy as possible to get materials ready to ship. If items are not packaged correctly, they could be damaged or maybe not even arrive at their destination. The rules are simple and easy to follow. If you do not pack your own materials, you will need to review these rules with those who do (like mailroom staff).

Books

  • Band the book item
    • Please do not stamp a due date on the band as that space is used for the patron's due date at the patron's library.
    • Please do not cover the barcode with the band.
    • Removable post-it note bands can be used in place of the paper band. The correct label to use is the Avery 6464 removable label. A template for removable labels can be found here.
  • Include the paging slip
    • Please fold the paging slip in half horizontally, with writing on the outside (if possible).
    • Put the entire paging slip in the book.
  • Place it in an appropriately sized bubble envelope (there are four sizes to choose from).
    • You can place more than one book in a bubble envelope but ONLY cover to cover and NEVER spine to spine (or edge to edge).
    • Do not over pack the bubble envelope by trying stuff more books than is reasonable for one envelope to hold.
    • Do not staple or tape the bubble envelope shut.
    • Do not put a label on the bubble envelope.
    • You may reuse bubble envelope.

Media or Microform

  • Band the media or microform item
    • Use special 'post-it note' size bands.
    • Please don't stamp a due date on the band as that space is used for the patron's due date at the patron's library.
    • Please do not cover the barcode with the band.
  • Include the paging slip
    • Please fold the paging slip in half horizontally, with writing on the outside (if possible).
    • Put the entire paging slip inside the media or microform packing box.
  • Place it in the appropriate sized box (there are seven types to choose from -- LP, VHS, single CD, multiple CD, singe DVD, multiple DVD, and a large miscellaneous blue & white "pizza" box).
    • Use foam inserts when needed to keep the item from being loose in the box.
    • Do not tape shut.
    • Do not put post-it note bands on the outside of the boxes. Use a regular book band instead (if needed).
    • If the item you are shipping does not fit into any of the provided boxes, you will need to provide your own shipping box (but can still send it by Priority Dispatch).

Photocopied Articles, 'Thin' Government Documents, and Microfiche

Handling items with multiple parts

Bagging

Put bubble envelopes and boxes in a canvas bag (there are two sizes to choose from). Do not overstuff the bag. The bag should be able to be shut tightly at the top. All items that go into a single canvas bag should all go to the same place. Do not tie a knot in the bag strings.  Use the latch to make sure the bag is locked closed.  Knotting the strings only causes frustration and additional time at the other end of the delivery.

Match the Priority Dispatch label to the correct delivery location. Be extra careful that you have the right label as many locations have similar sounding names. For additional labels, access the Do-It-Yourself OhioLINK Shipping Labels website.

As you pack bags for the day's pick-up, record your outgoing bag counts as you go onto the Bag Statistics Form for that day's shipment. And at a later time, after the driver has picked up that day's shipment, use your written data from the form to complete the Online Manifest Form.

Supplies

If you are low on packaging materials, please email the PCIRC list and request supplies from you PCIRC partners first. If you do not get an answer on the PCIRC list that someone is supplying what you requested, then send email to supplies@lists.ohiolink.edu. Monitoring your supplies closely is needed in order to allow delivery of new supplies before you run low.

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