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Home → Resource Sharing → Resource Sharing Logistics → Packing Materials for Transit Step-by-Step Guide

2.3. Packing Materials for Transit Step-by-Step Guide

Last Updated 01/11/2024


How to Package Materials for Shipment

Polk County Public Libraries have created a step-by-step guide outlining their resource sharing process. This guide is intended to provide clear instructions for libraries on how to properly package materials for shipment. Depending on a your library's workflow or designated resource sharing area, not all of the steps below may apply or be relevant to your purposes. However, it is nevertheless recommended that you follow the packing instructions as closely as you are able in an effort to protect materials from being damaged or lost during transit.

Preparations Prior to Shipping

I.  Positioning of Transit Slips

  1. Even when placed at the bottom of the item, having the branch show as well as the hub means staff do not have to pull the slip out of each item to see where it is going when it arrives at the shipping hub. This will be especially important for libraries with many branches and lots of materials going in and out. As can be seen in this picture, the slip had to be pulled out to see for which branch library it was destined.
    A transit slip is seen sticking out of the bottom of a book with the destination library hub visible.
  2. Whether at the top or the bottom, make sure transit slips show both the hub and the branch without having to open the item. This may require having the branch printed at both the top and the bottom of the slip.
    A transit slip with the destination library hub and branch visible at the top and the hub at the bottom.
  3. Whether at the top or the bottom, make sure the transit slip shows both the hub and the branch without having to open the item.
    Example materials with transit slips sticking out of the top with the destination library hub and branch visible.

II.  Shelving and Bins

  1. These are the shelving units and bins Polk uses for storing materials prior to shipment. The bins have labels on them with their respective library names. Larger libraries have two bins. Smaller libraries sometimes share a bin with another small library.
    Shelving units with bins labeled with library names.
  2. Do not put transit slips inside the plastic cover of DVDs or tape them to items unless there is no other option. Stacking items neatly in the bins ensures they are not damaged while waiting to be shipped.
    Materials including books and audiobooks stacked neatly in a bin.

III.  Box Storage

  1. Having lots of boxes in many different sizes ensures quality and keeps staff from having to use envelopes as the outer packaging. Polk gets donated boxes from patrons and from their local Meals on Wheels. Polk has also gotten them from food pantries and other local organizations in the past.
    Cardboard boxes used for shipping blocked off by a black room divider.
  2. This black room divider folds back easily when staff are working to give them access to all of the boxes.
    The black room divider has been folded back to show many cardboard boxes used for shipping.

Moving to the First Shipping Station - Staff Member Selects Boxes for Shipping

I.  Selecting a Good Box

  1. This box is pretty beat up -- heavily taped, etc. It is set aside for breaking down rather than shipping.
    An example of a cardboard box that is too damaged to be reused for shipping.
  2. Set aside boxes that are too badly damaged or taped up to use and break these down for recycling when done with shipping. Polk staff always wait until the end to break them down just in case they may be needed, but these should only be used as a last resort if there are no other options available. Polk has found themselves fortunate enough to be able to be picky with their boxes since so many are donated.
    Two damaged boxes have been placed next to a desk for breaking down later.
  3. Boxes with holes that would need to be taped up waste packing tape so this white one will be broken down with the two that are old and past their prime. Other criteria that prioritize a box for breaking down are being either too big or too small (especially too big) or being shaped oddly so that items will not fit in it easily (such as a box that is too small of a cube and therefore would only fit items if they were upright or at odd angles).
    A white cardboard box with holes on its sides has been set aside from breaking down later.
  4. When sorting items out of the bins, stacking them in different piles based on where they are going makes it easy for the person picking boxes to see what size they are going to need.
    Three individual piles of materials, each destined for a different location.
  5. Do not fill the box too full -- leave room for packing material on top. Staff can sometimes use padded envelopes with AV materials for that part.
    A padded envelope placed on top of materials in a box to provide cushioning.

II.  Properly Packing a Box

  1. This box has been well packed with enough room left to place a sheet of cardboard on top of everything. Items should not shift around when the box is moved or shaken.
    An example of a well-packed box with materials that will not shift around.
  2. Put the spines back to back so the pages do not get crushed against each other if the items slide around. Staff may put the text block facing down to protect from packing material getting crushed into it (or spine down to protect the book if necessary, but staff should then be careful of packing material). Try not to have books near the top center line of the box where it will be cut open to avoid the risk of a box cutter accidentally cutting into the books when the box is being opened (though a sheet of cardboard placed on top of the books should prevent this, as well).
    Books stacked next to each other spine-to-spine in a cardboard box.
  3. Every DVD or CD should be placed in padded envelopes or smaller boxes inside the large box.
    A staff member placing DVDs inside of a padded envelope.
  4. Basket for padded envelopes of various sizes for packing AV materials. Polk throws away envelopes that are dirty on the outside from shipping (since they will be going inside boxes against other materials) and ones that are padded with what they call "lint" instead of with the plastic bubble wrap -- these "lint" padded envelopes can prove to be very messy when they get cut or torn open.
    A black basket filled with padded envelopes of varying sizes for packing AV materials.
  5. Large and small bubble sizes of regular bubble wrap, for spaces that are too small for Polk's larger Mini Air bubble packing to fit. The small bubble sizes are especially good for wrapping AV materials if they run low on padded envelopes.
    Two rolls of bubble wrap, one with large bubbles and the other with small bubbles.
  6. Every audiovisual item goes in padding or in a box within a box. Polk prefers boxes that are "just a little too large" for the contents so there is room for packing and padding the items well.
    Various materials placed in a cardboard box with empty space left for packing materials and padding.
  7. Clean packing material should be used, not trash, not newsprint. The first person selects a box that is the correct size and begins the packing process, then the next person takes the box, finishes packing, and tapes it up.
    Various materials placed in a cardboard box this time with packing materials filling the empty space.
  8. A nicely packed box, using empty boxes to fill the too large space. Sometimes it is necessary to use a larger box because a book is thin but very wide or tall. The extra small boxes come in handy as filler.
    An example of a well-packed box with smaller cardboard boxes placed inside to fill an otherwise too large space.

Moving to the Second Shipping Station - Staff Member Finishes Packing and Taping Boxes for Shipping

I.  Finishing the Packing

  1. Polk uses an old book drop to hold packaging material. Appropriate options for packaging material include bubble wrap of various kinds and paper -- no trash, newsprint, styrofoam, or packing "peanuts."
    An old book drop container filled with various packing materials such as brown paper and bubble wrap.
  2. Polk's "bubble creating" Mini Air machine. Rolls are expensive (about $50 a roll), but this machine fills and seals them, giving staff ready-made packing material that they can tear off to the exact length they need.
    A "Mini Air" machine used for creating rolls of packing "bubbles."
  3. A wastebasket and recycling bin at each station makes it easy for staff to dispose of old labels, packing material that is no good, or other bits and pieces that need to be thrown away during the process.
    A wastebasket and recycle bin placed at the foot of a staff member's station.
  4. Place a sheet of cardboard on top to protect the contents and to also provide stability to the box's sides in case of being dropped or having something dropped on it.
    A staff member placing a sheet of cardboard on top of the materials in a cardboard box.
  5. Cardboard on top of the contents also prevents items being cut by box openers. It also adds structure to keep the box from collapsing when handled roughly. The box should not bulge when folding down the flaps.
    A staff member folding down the flaps of a cardboard box.
  6. The following image is an example of the incorrect way to tape a box. Do not leave a gap where the two flaps would meet unless there is no other option.
    An example of a cardboard box in which the folded down flaps do not meet in the middle, leaving a gap.
  7. The following image is an example of the correct way to tape a box. Do pull the flaps together so they meet before taping.
    An example of a cardboard box in which the folded down flaps do meet in the middle, leaving no gap.

II.  Correctly Taping the Box

  1. Press the flaps together and hold down tightly so the top of the box is fully flat when taped.
    A staff member begins to tape a box while holding the flaps down tightly.
  2. Make sure the tape goes far enough down the sides of the box so that it cannot pop off easily.
    A staff member indicates with a finger where on a box to begin taping.
  3. Tape should be placed on either side of the middle, as well, or otherwise make an X. Tape both the top and bottom of the box. Press the tape down so it adheres well.
    Strips of tape have been placed where the flaps meet and on each side of the seam.
  4. Make sure the box is not bulging. Rub down the tape with your hand to make sure it adheres. Polk does not use the "reusable" pouches but if you do, it is best to put them fully on the flap rather than overlapping the center line -- once they are cut, they cannot be re-used.
    An example of a reusable label pouch that has been cut open when opening the box.
  5. This small dispenser for shipping tape and Scotch tape is handy but seldom used for packing -- Polk uses the big tape guns and keeps this for small fixes.
    A black tape dispenser for both shipping tape and Scotch tape.
  6. Polk's tape drawer, with tape rolls and tape guns. They only use heavy duty packaging tape.
    A cabinet drawer containing tape rolls and tape "guns."

Moving to the Third Shipping Station - Staff Member Weighs Boxes and Makes and Applies Labels for Shipping

I.  Needed Equipment and Using the FedEx Website

  1. This heavy duty scale gives the weight to two digits after the decimal. The screen being on a cord away from the device means you can always see it even when a box is sitting on the scale.
    A blue scale for weighing packages.
  2. Polk's Rollo label printer -- prints directly onto the label and the label adheres to the box. Note that they had to buy a separate stand from Amazon to hold the free FedEx labels.
    A Rollo label printer with a stand for holding the labels.
  3. The staff member at the third station weighs the packages and makes and applies the labels. Polk is currently using the old version of FedEx. All they have to enter is the "contact name" (ship to hub) and weight of the box.
    The FedEx Ship Manager webpage on a computer monitor.
  4. When sending more than one box to the same library, you can send them as one shipment so FedEx keeps them together.
    Package and Shipment Details section of FedEx Ship Manager webpage with two packages being entered for a single shipment.

II.  Properly Applying Labels

  1. Fully black out previous barcodes. Turn the label so it is not cut through when the box is opened. This makes it easier to cover with another label the next time.
    The barcodes on an old shipping label have been completely marked through with a black marker.
  2. Place labels over previous labels whenever possible, and totally black out all previous barcodes.
    A new shipping label is being placed over an old shipping label.
  3. Place labels over previous labels whenever possible, and totally black out all previous barcodes. Try to place them so they are not cut through when opening the box.
    Placing a shipping label parallel to the seam so it is not cut when the box is opened.

III.  Carts Used and Finishing Up

  1. This regular upright dolly can be converted to a flat handtruck for the large boxes.
    A red dolly with five packed boxes on it.
  2. This extra wide library cart with flat shelves is used for smaller boxes.
    A blue, extra wide library cart with three boxes on it.
  3. The dolly, full and ready to roll to the back door where FedEx will come to pick it up.
    The red dolly now filled with boxes.
  4. The library cart is full too. They try not to use the bottom shelf, but if they have to they can put lighter boxes down there.
    The blue, extra wide library cart now filled with boxes.
  5. You can see how many boxes they went through in a day's shipping!
    Many cardboard boxes lined up against a wall.

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