|
Administrative
|
Technical Services |
During its meetings the Materials Routing Task Force has examined all areas related to the mailroom. Although some changes have been proposed (and some already implemented) for the most part the mailroom seems to already be operating as efficiently as it can.
For the purposes of this report, the areas considered will be divided into three basic sections: Incoming Materials (including material delivered by messengers, monographs, serials, and miscellaneous mail), Outgoing Materials (including campus mail, all materials that have been processed by different receiving departments, and items to be returned to vendors), and Internal Considerations (recommendations and changes made that either affect the treatment of materials within the mailroom or the mailroom position itself).
This report will also include suggestions that were considered but ultimately rejected by the Task Force. If the Task Force is reconvened at a future date, this will provide documentation of questions that have already been considered. This could be particularly useful if the task force is reconvened with different members. Also, just because a suggestion has been rejected does not mean that in the future it doesn't deserve further consideration.
Section 1-Incoming Materials
1a. Currently it's the responsibility of the person in the mailroom position to sort periodicals and serials out of the regular mail and open them. Could the receivers open their own periodicals and serials?
Yes, but not recommended. The receivers unfortunately have too little time to open their own periodicals and serials. However, in times of crisis, when the mailroom person is absent, or when there is an overwhelming amount of material to be opened, the receivers have opened and even sorted out priority materials themselves. While the receivers can't make this part of their regular routine, it should be noted that the mailroom, perhaps more so than most other positions, depends on backup to prevent buildup of materials.
1b. Should all boxes be dated as they arrive in the mailroom?
Yes-this was implemented immediately.
1c. In the mailroom, regular firm orders, books ordered via GOBI (Yankee Book Peddler's automated order system), and Collection Manager (Blackwell's automated order system) are shelved in separate areas. With cross training among the receivers, could these books be shelved in the same area
Yes, but not recommended. The most important reason is that separating these item types makes it easier for receivers to find a RUSH book when necessary. Although there has been some reduction of the number of different places where books are shelved, separating certain types of material actually makes it easier to locate a requested item.
1d. Books ordered via GOBI are flagged according to their branch library when they are unpacked and shelved in the mailroom. According to the receivers, this was necessary when this system was first used by Order Services, but is no longer necessary. Could the flagging of these books be done by the receivers?
Yes. This has already been implemented and saves a great deal of time.
1e. What is the best way to treat items that are received in damaged condition, or items that are missing from their shipments?
If an item is received in damaged condition, it should be taken to any receiver immediately. If an item is listed as having been included in a shipment but is not, the invoice or packing list should also be taken to a receiver immediately. The receiver will look into the matter further, and, if necessary, contact the vendor.
1f. French, Spanish, Latin American, and Russian approval books are shelved in the mailroom, while Blackwell North America and Blackwell UK approval books are placed on trucks and taken directly to the Verification area. Could the Blackwell approvals be shelved in the mailroom?
No. The primary problem with Blackwell approvals is that we receive a large
number of them. They could be shelved in the mailroom, which would save time
and keep book trucks clear for use by the verifiers as well as other members
of Order Services, as well as providing easier access for anyone searching for
titles that have RUSH requests. Unfortunately due to a shortage of shelf space
no shelves can be reserved for Blackwell Approvals at this time.
Also, the Blackwell approvals are extremely high priority and they arrive on
a weekly basis. They have to be processed as soon as possible in preparation
for the next shipment. Also, because records for these materials are added via
an automatic tapeload, they're visible to patrons, which adds to the need for
speedy processing. The French, Spanish, Latin American, and Russian approvals
arrive irregularly, and records have to be imported by Verification. There is
also generally less demand for these materials.
1g. German approval books, like the Blackwell North America and Blackwell UK approval books, are placed on a truck and taken directly to the verifier. Could these be shelved in the mailroom?
Yes. This has been implemented.
Section 2-Outgoing Materials
2a. Unbound monographs have barcodes attached by the receivers when they process these items, even though later binding may necessitate re-barcoding. Should the receivers continue to attach barcodes to unbound items?
Yes. If a barcode is only paperclipped in a book, there's a great risk that
it might fall out in transit. Also mylar bound items have a barcode that shows
through the binding.
Some items circulate before binding; this is decided by members of the Marking
and Binding team and Circulation.
2b. Is there a need to separate unbound monographs from bound monographs to be sent to Marking?
Yes, they go to different shelves for sorting-some paperbacks go directly to Marking.
2c. Is there a need to separate unbound serials from bound serials, or from unbound monographs which are going directly to Marking?
Yes, these are handled differently by the Marking team, and should be kept separate.
2d. Books going to regular Copy Cataloging and Copy Cataloging LAIV are charged to different numbers and sent separately. Could these categories be consolidated?
No. The books are processed differently by different individuals and shelved in different areas for processing. Also, while consolidating the number of different areas a book could go would seem to make locating patron-requested materials easier, in fact some division helps by giving members of Resource Services specific places to start looking
2e. How are RUSH requests distinguished from other orders at the point of receipt?
Books that are requested by a patron or which, for other reasons, need high
priority processing, are often ordered from vendors other than the vendors we
typically use, including Amazon, Alibris, or directly from the publisher. They
are small shipments of five or fewer books, and this makes it easier for the
person in the mailroom to distinguish them. In cases when we order RUSH books
from one of our main vendors (for instance, Blackwells), the word "RUSH"
is often printed on the label.
In the past, the person in the mailroom looked up the title on Acorn and checked
the order for requestor information or other indication that it was high priority
material.
Section 3-Internal Considerations
3a. Should all boxes be dated as they arrive in the mailroom?
Yes-this was implemented immediately.
3b. There are two areas where books for member cataloging are shelved: out in the main suite, where they are divided into books that are going directly to cataloging, and books that will be shelved in the mailroom for cataloger review. Could these shelves be moved to the mailroom so there is only one place where the catalogers' books are shelved?
Yes. This has already been implemented. Receivers and verifiers now take member cataloging books directly to the mailroom. Shelves for those catalogers who get their books sent directly to them have been added.
3c. Is there a need for review shelves for some catalogers but not others?
Yes-space limitations in the GLB are a large consideration. Additionally, the catalogers with review shelves at Baker oversee subject areas that can be routed for Inventory Dispersal or LAIV processing. Reviewing these items at Baker gives them an opportunity to sort these materials before they're charged.
3d. What would be the best way to notify the catalogers with review shelves that their shelves are getting full?
It's been suggested that the catalogers take responsibility for reviewing their
books at some time during the week. Those catalogers who have review shelves
at Baker will make an effort to come over at least once a week. In the event
of a prolonged absence, they will notify someone and their books will be sent
automatically as soon as the shelf is full.
The most efficient method of notifying the catalogers when their review shelves
either are or are getting full is for the person in the mailroom to be responsible
for this notification. The review shelves are in the mailroom, and since this
has been the responsibility of previous individuals in the mailroom position,
it seems logical to continue this practice.
In addition to suggestions regarding mailroom procedures, there are two important recommendations of the Materials Routing Task Force:
The first is that there be clear, written documentation of all responsibilities, procedures, and prioritization of those responsibilities and procedures for the Baker mailroom. It should be clearly stated what responsibilities take priority over others, and what responsibilities must be fulfilled on both a daily and weekly basis. Many of the procedures exist only in "word of mouth" form, and although there is some documentation, most of it is out of date. Also, because of past difficulties in maintaining a permanent person in the mailroom, several responsibilities have been taken on by persons outside the mailroom. Some of the procedural changes recommended here have been in part attempts to return certain responsibilities to the mailroom.
The second is that the mailroom position be considered for higher reclassification.
As has been noted by all members of the Materials Routing Task Force, the Baker
mailroom is a key position. Members of Order Services, Library Technology, and
Administration all depend on the person in the mailroom. However, with reclassification
must come an acceptance of more responsibilities. Prior to September 1993, the
mailroom position was classified as a Library Assistant III. It is now a Library
Assistant II. When the mailroom position was a Library Assistant III, the person
in that position also served as a back-up for the firm order receivers. Even
when the position was reclassified as Library Assistant II, the person in the
position had many responsibilities that are no longer part of the mailroom position.
These included sorting and opening the bindery shipments for Binding and Marking,
receiving newspapers and periodicals, and sorting the books by subject area
for cataloging. It's understood that before reclassification can even be considered,
many of these responsibilities will have to once again be part of the mailroom
position.