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4.1. Recommendations

Best Practices of NC Cardinal Resource Sharing

1) It is best to have at least two people who understand what your library’s daily resource sharing procedures entail. You never know when your contact person will be sick for a long period of time or on vacation. This way, your backup will know how to get into your UPS account to make labels. Regardless, there must be one person who is the contact. The contact person should also be located at the library system’s hub, if at all possible.

2) Keep track of your packages arriving to their destinations by checking the UPS box, “Send E-Mail Notifications “and “Receive Confirmation of Delivery” on the first page of the shipping interface. This way, you will be sent an email of what has arrived.

3) Use the address forum within UPS to keep your contacts up to date. Also, you will need to incorporate the hub library into the receiving address field for shipping.

4) You may want to print off a list of all the library system’s branches, the hubs, and holds policies each system has which are found on The Nest via the State Library website. These are found within the Manuals tab. There are guides, how-to’s, library member listings, etc. The Nest is updated constantly.

5) Designate a single place or Library Hub for UPS for your packages to be dropped off / picked up. Library systems tend to have their own internal courier service/system.

6) Use the pull list for all of your branches for your own internal pulls.

7) Reuse any packing material that you can. Boxes work the best.

8) Even though messages or alerts may pop up once an item is checked in, make sure that you still look to see what the message or alert tells you. Check to see if all DVDs are housed in their case or any multi-media is attached to a book.

9) If there is an issue with an item that comes to your location, you can always contact the owning library’s resource sharing contact for information or help. Printing off the contact list is helpful in that sense.

10) If a damaged item or an item missing pieces is sent to your system, be mindful of all the ways you can deal with the item. You can send the material back to its owning library with a note while retargeting the hold for another library. You can place notes in your system describing the issue with the material while allowing your patron to check out the material. If something is missing (DVD has 5 discs but missing 1), you may call the owning library’s contact to see about locating the missing disc. You can also use the template in the back of this manual (on page 33, created by the Forsyth County Public Library resource sharing department and also located on the Nest) to attach notes to items. Please do not use scotch tape or masking tape on material as that can damage covers.

11) If an item appears to have gone missing during consortium-wide borrowing, you need to let the contact person of the owning library know so the copy status can be updated in the catalog. Any money that is given to replace a lost item stays in the county where it is received. It does not cross borders.

12) With payment of a damaged or lost item, the patron can pay for the item at their home location. Money doesn't cross counties/borders. Some library systems will accept a replacement copy of the item. If a patron replaces a lost or damaged item with an exact copy (same ISBN), send that new item to the library system that had the original item. Most cases, the library that receives a replacement copy allows the patron to keep the damaged copy.

13) A transit slip must be printed out by the library filling the hold and/or by the library checking-in the item for return to the owning library. The transit slip should be placed inside the item if possible. Do not tape, paper clip or otherwise attach the transit receipt to the item. Inserting the transit slip into the item with the branch destination is best.

14) The circulating library’s circulation policies will apply to the item regardless of whether the patron is local or from another Cardinal library. When thinking of Intra-NC Cardinal lending, it is important to remember that an NC Cardinal patron is a patron exactly like your local patron. Intra-NC Cardinal Lending loans are not Interlibrary Loans (ILL) – they are simply circulations like any other.

15) Holds may be placed on most items in any NC Cardinal library. If a patron presents the on-hold item for checkout before it is retrieved for the requesting hold patron, the in-house patron with item in hand receives preference; a circulation supervisor will override the hold and check out the item to the in-house patron. The requesting hold patron will remain in line for the item. Patrons whose NC Cardinal cards are “blocked” or “barred” will not be allowed to place holds until their card privileges are restored.

16) Each library system within NC Cardinal can designate specific items types to be non-holdable. These non-holdable items can be defined as 1) never holdable or 2) non-holdable for a specific length of time, for example, six months.

17) Patrons may return any borrowed item to any member library for transit back to the owning library.

18) Consolidate items into as less packages as permitted. Don’t overweight your boxes (no more than 40 pounds a box) or cram a box to the point of bursting at the seams, but be mindful of how much stuff is placed into your shipping packages. At the same time, do not send one item at a time whenever possible.

19) An easy way to track material out by your system would be to use the Transit List located in Admin section up at the top right of the Evergreen home page. Choose Local Admin, then Transit List. Choose dates that you want to look up items sent out to other systems.

20) Use the Cardinal Listserv ( nc-cardinal-announce@lists.ncmail.net. ) for any questions you have or need consensus information about resource sharing. 

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