[ILL-L] How to handle items not returned in boxes?

[Robyn Clark-Bridges]

Unfortunately, this is a frustrating & common experience for us as well.  We
kept a "bad" list for awhile & refused to loan to those on the list...it
took more time to keep the list & notify the borrower & keep doublechecking
the list than it was worth.  At this point, we pretty much just bill the
borrowing library for replacement costs for anything badly damaged & absorb
other minor damage as natural ILL wear & tear.  We are fortunate to have a
library director who is 110% committed to the value & cost of ILL.

We've written in red & pink & purple ink & in bold capitalized
letters...we've highlighted in yellow & orange & green...we've underlined
three times w/ a smiley face...we've underlined in wavy lines our request to
return an item boxed...we've put stars by our request...nothing seems to
work to consistently to catch the eye of the borrowing library of our
request to return an item boxed..

About three years ago, we gave up this fight for our videos & switched our
videos from soft cases to indestructable (recycled) 3-M cases, so
proactively solved our problem of damaged videos--it doesn't matter HOW a
borrower returns our videos now...even a simple VERY thin envelope & our
videos are safe inside this dinosaur heavy black plastic box.  We recently
started loaning out dvd's & can't find a similar hard plastic size to encase
our dvd's & face the same problem again w/ this "new" format.  Sigh.

I suppose you could institute a punative fine for those libraries who DON"T
return fragile items boxed & well-protected?  I imagine this would be
time-consuming to process & follow-up on. One library we work with requires
everything--both coming & going--to be boxed...we have a note on our wall to
remind us of this library's delivery preference...I'm sure our student
workers occasionally make a mistake even for this library.

I'm all ears for anything that consistently works elsewhere.

Peace,
Robyn (Clark-Bridges)
ILL Assc. & PM Supervisor
Library, Mount Mercy College (OCLC code/UIW)
Cedar Rapids, IA
work phone:  319-368-6465
fax number:  319-363-9060
work email:  rclark at mtmercy.edu

On Fri, Dec 4, 2009 at 12:36 PM, ILL_PSC ILL_PSC <ILL_PSC at mail.wvu.edu>wrote:

> Okay, folks, I need advice.
>
> This week I received two books back that were not shipped in boxes.
>
> We have four categories of books shipped in boxes:
> 1.  WV/Regional History/Interest (usually hard to replace)
> 2.  WWII/Holocaust collection (one of our specialties)
> 3.  Reference (when lent)
> 4.  Fragile/old (when lent)
> When I ship them out they are in a box that should survive the forward and
> return trips.
>
> Otherwise, we ship in jiffy bags. (Yes, I know people hate them, but they
> are "greener" than bubble bags.)
>
> The first book was returned in a bubble bag.
> The second book was returned in a reused manila envelope -- not even a
> padded mailer.
>
> Both books had shiny silver eye-catching labels on the book sleeves and on
> the copy of the ILL request inside the books, requesting that the books be
> returned in a box.
>
> The first one I ignored:
> 1. I was too busy to write.
> 2. It was to first time requester -- an out-of-state library. They may
> never use us again.
>
> The second one is an in-state library that has requested items before.
>
> How do you handle this situation?
> 1. Call, e-mail, mail, fax?
> 2. Cite Section 4.13 of the ILL Code for the U.S.?
> -----------
> 4.13 The requesting library should package material to prevent damage in
> shipping and should comply with any special instructions stated by the
> supplying library.
> ----------
> 3. Ignore notification and just say no next time?
>
> What?
>
> Frankly, I'm angry.
> 1.  Twice in a week is a bit much.
> 2.  Everything was clearly marked and the paperwork was returned with the
> item.
> 3.  I don't think manila envelopes are ever acceptable packaging for books.
>
> A couple of years ago someone on the list privately told me I was wrapped
> too tight, so... I want to be a "friendly" lender, but I also don't want to
> have hard-to-replace/expensive books lost or damaged in shipping. How can I
> do both?
>
> Thanks for the advice.
>
> Linda Celet Bane
> Interlibrary Loan (PWS/PWSA)
> Mary F. Shipper Library/LRC
> Potomac State College of WVU
> Keyser, WV  26726-2697
> phone: (304)788-6903
> fax: (304)788-6946
> Ariel: 157.182.165.30, PSC_Ariel at mail.wvu.edu
> E-mail: ILL_PSC at mail.wvu.edu
>
>
>
> _______________________________________________
> ILL-L mailing list
> ILL-L at webjunction.org
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>
>


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Peace,
Robyn (Clark-Bridges)
ILL Assc. & PM Supervisor
Library, Mount Mercy College (UIW)
Cedar Rapids, IA
work phone:  319-368-6465
fax number:  319-363-9060
work email:  rclark at mtmercy.edu
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