Shipping and Receiving
FOM will strive to achieve the following shipping goals:
Package and Ship
Procedures and methods of delivery are determined by S&R, keeping in mind the fragility of the item to be shipped and the cost versus speed of delivery. The goal is to keep costs to a minimum.
User will either deliver items to central mailing location in building or contact shipping and receiving staff to pick items up and deliver them to central mailing location for packing. Shipping personnel will pack item and send it out according to procedures and methods of delivery determined by FOM. Shipping personnel will be responsible for ensuring that all outgoing mail is properly packaged, addressed, and posted.
S&R staff will keep staff informed of mail costs outlining the various shipping options.
Maintain Postal Meters
The S&R staff will ensure that postage meters are properly maintained and breakdowns are quickly repaired to ensure that mail posting is not delayed. Working with the appropriate FOM-GF they will set up and manage maintenance contracts (if appropriate or desired) for each postage meter within the Libraries. Any breakdowns or routine maintenance will be handled in the building where the meter is located by a FOM member, performing the shipping functions.
The S&R staff will request postal checks for the meter in a timely fashion from Library Accounting so mail is not delayed due to lack of money in the meter.
The S&R-FOM staff are responsible for ensuring that meters meet postal requirements.
Coordinate Pickup and Delivery by External Services
S&R staff will ensure that mail is delivered to each building or delivery point in a timely fashion.
S&R staff will handle and resolve delays, incorrect mailing and other delivery problems. Billing for services will be handled within each zone or building. Mail will be delivered by external services to main shipping area within each building.
S&R staff will then sort and deliver from that point.
S&R staff will be responsible for maintaining communications with external services.
Pickup and Delivery of Intra-library Mail
S&R staff are responsible for developing and keeping a schedule for pick up and delivery. The goal is for intra library mail pick up and delivery with a 24 hour turnaround and with no damage to materials delivered. Any unusual variances in the schedule should be reported to affected units.
Any damage or problems should be reported to shipping and receiving personnel who will take steps to determine problem, rectify it, and report back to unit reporting the problem.
Sort Mail
Mail to be sorted within each geographic unit is the responsibility of that geographic unit. Sorting procedures should be reviewed annually to make sure that mail is being sorted in the most efficient manner.
Pick Up Gifts
S&R staff will contact donor to pick up gifts and will be responsible for determining most efficient method of pick up based on donor's needs. They will be responsible for picking up gifts and delivering to proper location without damage to items delivered.
Goals: Gifts will be picked up at minimum inconvenience to the donor.