Introduction
Almost all new library materials - books, magazines, CD's, videos, microforms, etc. - are processed through the Technical Services Division in Main Library. These items arrive via U.S. Mail or another delivery service, such as UPS, in the Main Library mail room, are delivered to room 038, and there are opened and sorted, for handling by a number of different departments. Some of these materials are prepared for the location libraries in Tech Services and are then sent directly to the various locations via the 038 mail operation.
There are essentially three workflows for handling new acquisitions in room 038: 1)handling of serials, 2)handling of monographs, and 3)daily distribution by outgoing mail of these new materials to department libraries. Despite the great volume of mail received, accuracy must always be held as an essential part of these workflows.
General Procedures
1. Take the key to Room 038 from the side of the divider next to Nick's desk in Room 040. Open the door and leave the key in a visible location while you work. Do not leave the room open and unattended. If you need to leave the room, drop the key off in room 040. There is a lot of traffic in and out of this room!
2. When leaving, make sure that everything is put away, the window is closed and locked, the lights are off, and the key is returned to room 040. **Only mail room staff and students who work in this room have this responsibility; do not assume that anyone else who might be in the room when you leave will do this.
3. Large pieces of scrap paper that cannot be vacuumed should be picked up and placed in the trash. If the mail is particularly messy the carpet should be swept as best as one can with the whisk broom next to the cabinets.
4. Any problems with trash pick-up or other maintenance issues should be reported to your supervisor. Please do not approach custodians yourself. They are not library employees.
Opening Mail
1. First look at the address:
-Watch for mail that was incorrectly delivered to us, that belongs elsewhere on campus, or even at another institution (Examples often encountered: Chemical Abstracts, Ohio University).
-If it is addressed to a particular person or location (such as Michael Valinis, Jewish Studies, Japanese Studies) it goes directly to Nick unopened.
-If it is addressed to Acquisitions, Continuation, Serials, Gifts and Exchange Division, or Monographs, it is OK to open it.
-If you find nothing but invoices, book request slips or a correspondence in the envelope, please direct to staff in Room 040 (Nick).
-Do not open any package that is labeled "Approval." [An exception may be found in YBP book deliveries which are distinguished as being either: a) approval books (really approvals) or b) approval orders (really firm orders) on the shipping label.] See sample labels posted on the wall in Room 038. Some approvals are not clearly labeled on the package. See addenda, and list on wall, for a list of some approval plans received by the OSUL.
-Mail that is addressed only to the OSU Libraries should be given to Nick. (It is most likely for ILLOAN or CIRC, and should be kept in its package.)
2. If the package was delivered separately from the regular mail (ie., UPS and FedEx shipments) look for a delivery list, check the routing numbers, and initial each item on the list as you open it. (List goes to Nick or is placed on her desk.)
3. Open the envelope or package carefully with knife or scissors, so as not to damage any materials within. Be especially careful in handling obviously old/used materials. They were most likely ordered for the Rare Books Collection. They should be placed on book trucks in such a way that they are not damaged/crushed/stressed. If it seems fragile, please give it directly to Nick.
4. For serials, after removing the piece from the envelope/package, cut out the mailing label and place it inside the front cover, projecting at the top slightly. For monographs and serials with an accompanying invoice this step is not necessary. However, with boxed material it is wise not to discard the packaging until you are sure the material belongs in Tech Services.
5. Some items are to be kept in their original envelopes/packaging after opening:
-Maps
-Issues of Playboy and Hustler
-Looseleaf titles
-Thin pamphlets
-Microfiche and microfilm reels
6. Monographs (books, not hardbound serials) are to be place on a book truck, spines out. Tall books that do not fit on lower shelves should be laid on their spines. East Asian materials should go on a separate truck by themselves. Trucks should be labeled with a start date each time a new truck is started, so that they are delivered to MOD in 3 days or less.
Sorting Mail - Identification of Monographs (single orders) and Serials (subscriptions)
1. First give attention to the address. Serials and Continuations will be placed on the check-in shelves (daily shelves, hard-bound shelves or newspaper shelf). Items that are identified as Monographs are to go on the book truck (with the exception of CD's, maps and microforms, which should go to Nick).
2. Monographs (books, not hardbound serials) are to be placed on a book truck, spines out. Tall books that do not fit on lower shelves should be laid on their spines. East Asian materials should go on a separate truck by themselves. Trucks should be labeled with a start date each time a new truck is started, so that they are delivered to MOD in 3 days or less.
3. If the address is not clear enough for you to decide whether it is a serial or a book, look for the purchase order (p.o.) number on an invoice or on red and white order slips. If it starts with a 3, it is always a serial order. Both monograph (book) orders and newer serial subscription orders start with the number 4; you will need to look for other clues. If you aren't sure what it is, check with your supervisor, or with Nick Felt in Room 5839.
4. We have standing order subscriptions for all United Nations, European Union (European Community) and U.S. Government Documents. These are to be placed on the serial shelves. DO NOT OPEN packages addressed to "Documents Division." These should go upstairs to ISD.
5. If the address does not help, and no invoice or order slips are present, please refer the pieces, with the original packaging, to staff for advice.
6. All soft-bound serials are to go on the shelves in the cabinets on the south wall of the room. Prepare shelves for the current day's mail by marking the date on a piece of red tape. Hard-bound serials go on shelves in a cabinet on the west wall.
7. Newsprint, and large periodicals (magazines) should go on the bottom shelf in the hard-bound cabinet designated for these materials. They will suffer damage if placed on the regular serial shelves.
8. All CD's that come alone, microfiche, microfilm, and other non-print serials, go on the small wooden shelving unit by the door.
9. Thin pamphlets or loose-leaf editions should stay in the envelope.
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If two or more pieces come together, which are not exactly the same (i.e., which are not duplicates), the extra pieces are considered supplements. Place all together inside one of the pieces, and put on staff shelf. Or, if too wide for this approach, bind together with a rubber band. (This applies only to items placed on the serial shelves.)
10. If a serial comes with a CD, give both pieces to Nick in Room 040.
11. Catalogs should be given to Nick as well.
Sorting Mail - Monographs (Firm Orders)
1. Maps or posters should be opened, but not removed from the containers, and taken directly to Nick.
2. Monographs (books, not serials) that you see by the invoice have cost more than 300 US dollars should go to Nick. It is a good idea to check very old looking materials. Do not be concerned with serials prices.
3. Monographs that are labeled as being sent in response to a claim should be given to Nick.
Delivering Monographs
1. Monographs should be delivered to Nick in Room 040 when a book truck is full OR after it has been sitting in room 038 for a few days. Each book truck should be dated the day it is started, so as to monitor how long it has been in the room. When a truck is delivered, alert Nick so that the materials can be checked before delivery. This will help us avoid misdirecting serials to MOD.
2. Videos, cassettes, and CD's (and anything unusual) that were ordered as a firm order (not a subscription) should be given to Nick.
Sending the Outgoing Mail
1. First check with your supervisor to make sure it is OK to start preparing the outgoing mail (as a rule one must wait until after 1:00).
2. Take a look in the cabinets to see how much you will be sending out, and estimate the number of bins you will need.
3. Go down to the library mail room, and request the appropriate number of bins. Pick up locking bins for EHS (green and yellow), Fine Arts (blue), CGA (plain with gold locks), and TRI if necessary (plain with gold locks), which are stacked outside the mail room by the loading dock doors. ( If bins and lock labels wear out see Nick for replacement.)
4. Prepare mailing cards for the bins, with appropriate location label, and return address (Tech Services, Room 040, Main Library).
5. Load the pieces into the bins, checking the label on each piece to make sure that it is going to the right library. Place spines back to back in the center for smaller pieces. For Special Collections locations (CGA and TRI) it may be desirable to include bubble wrap or other fill to prevent damage to loose pieces.
6. The keys for the locking bins are located in a drawer of the wrapping table.
7. At present, bins for TRI must have a gold lock with an extra-long shank. This is the only lock they have the key for.
8. Make sure that the bins aren't loaded too full, no higher than 3 inches below the level of the lid.
9. After the bin is loaded, tape the appropriate mailing card on it at the four corners. Locking bins from EHS will have a reversible plastic-covered address card. Make sure that the correct side is turned up, and re-tape.
10. Place bins on the largest book truck available, stacking them no more than two high on the top shelf.
11. Some mail may need to be wrapped in brown paper and string if insufficient bins are available. Only location address labels are used for these packages, no cards. Stacks of serials should be no higher than 8 inches. (Ask for training if you've not used this procedure before.)
12. Musical scores should be reinforced with stiff pieces of cardboard, stashed under the wrapping table. (Please save such pieces of cardboard as you are opening boxes of books, for this purpose.)
13. Campus mail envelopes may be used for locations that do not require locking bins if only a few pieces are on hand.
14. After the mail is loaded in each appropriate bin, take it down to room 031 (by the drinking fountain). Be sure to deliver the truck of mail by 3:45 each day.
Addenda: Approvals (Monographs)
Note: Some monographs (books) are sent to the Libraries on approval. Continuations are not included in this category.
Approval plans are usually labeled as such on the boxes from these vendors:
- Aux Amateurs
- Harrassowitz
- YBP (Yankee Book Peddler)
Approvals from the following are not so clearly labeled, some may only be identified on the packing slip, some may not be identified as approvals at all:
- Hogarth (African books)
- Inal Kitabevi
- KENNYS (older books)
- Russian Press Service
- Swede Slavic
- Theodore Front Plan (music scores) - Will have a packing list; keep contents in box for ease in future sending to MUS
- Worldwide (art books) - Has a packing list on outside of box
***Bring all suspected or confirmed approval packages to Nick for evaluation.***