Material Handling Procedures (formerly New Material Handling Procedures)

Material Handling Procedures

Updated April 16, 2018 dcf

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Library Material Location and Definitions

Material Handling Procedures for Material Coming In and Going Out of the library

  1. General
    1. The flow of material both in and out of the library needs to be controlled so the Database will properly reflect ANRL’s material. This process includes the following areas:
      1. New material that comes in as donations or in any other way.
      2. Sold surplus material or Material that is given away or donated to other organizations.
      3. Borrowed material (material that members have borrowed.)
    2. Advantages of defining procedures for material flow
      1. Librarians will know exactly what to do without any confusion.
      2. All Librarians will do things the same way.
      3. The Database will accurately reflect ANRL’s inventory.
      4. Inventories may still be necessary but not needed frequently.
  2. New Materials

    1. New materials may come from any source, usually mail, in-person donations, or electronically.
    2. A record of the kind of donation is made by the librarian on duty in the Donation Log Book. The record should have the donor’s name, address and e-mail clearly written so proper acknowledgement is possible. Mark the record "Anonymous" if necessary. In the case of large boxes, a detailed listing is not needed at this point.
    3. In the absence of an acquisitions director, the librarian on duty, or the person who sorts the mail, should direct donations in one of three ways: newsletters to the newsletter person; books, magazines, and videos to the secretary; and miscellaneous items to the president for further delegation.
    4. If, at any point in the process, anyone questions the appropriateness of an item for our collection, it shall be rerouted to the president for a decision.
    5. Newsletters
      1. All donations of hard copies of newsletters, after recording in the Donation Log Book by a librarian, shall be reviewed by the newsletter scanning chair to determine if they are needed by the library. The "new" items will be scanned and saved as searchable .PDF files properly named for inclusion in the Excel file on the process computer. The paper copies will be stored in the appropriate binder in the newsletter section of the library. The digital files will be accumulated for periodic entry into the patron computer collection.
      2. All current newsletters received by email will be named as above and saved in the current year folder on the process computer. Any newsletters downloaded from club websites will be named and sorted and current year items will be added as above. Previous year items will be saved for inclusion in the next Digital Archive update.
    6. Magazines
      1. All donations of hard copies of magazines, after recording in the Donation Log Book by a librarian, shall be placed in the magazine box to be added to the inventory. They will then be reviewed by the magazine chair.
      2. The chairman will determine if they need to be scanned and where they fit in the library. The "new" items will be scanned and saved as searchable.
      3. First and second loose copies go into the archives. Additional surplus will be added to the shelf for donation.
      4. Any digital files of magazines will be accumulated, inventoried and periodically entered into the Digital Archive.
      5. The Magazine Database will be coördinated with the secretary for updating the Library Database. Updates for the Digital Archive (currently on the patron computer) will be coördinated with the Digital Archive Chair.
    7. Books
      1. All donations of hard copies of books, after recording in the Donation Log Book by a librarian, shall be placed in the book box to be added to the inventory. They will then be reviewed by the book chair.
      2. The chairman will determine if they are new or surplus and where they fit in the library. The "new" items will be cataloged, assigned a Library of Congress number, and shelved with the non-circulating books. Two extra copies can be placed on the circulating shelf.
      3. Remaining surplus will be added to the surplus shelf for donation.
      4. Any new digital books accumulated will be inventoried and periodically entered into the Digital Archive.
      5. The Filemaker book directory will be coördinated with the Secretary for updating the Library Database. Updates for the Digital Archive (currently on the patron computer) will be coördinated with the Digital Archive chair.
    8. Video
      1. All donations of video (VHS & DVD), after recording in the Donation Log Book by a librarian, shall be placed in the book & video box to be added to the inventory.
      2. They will then be reviewed by the video chair. The chairman will determine if they are new or surplus and where they fit in the library. The "new" items will be cataloged and saved as archive.
      3. The surplus will be added to the loan shelf or the donation self.
      4. [Non-VHS, non-DVD to be added when we work it out]
      5. The Filemaker video directory will be coördinated with the Secretary for updating the Library Database. Updates for the Digital Archive (currently on the patron computer) will be coördinated with the Digital Archive chair.
    9. Who's Who
      1. In the absence of a who's who person, the president shall decide on the creation of new files.
      2. New materials should be compared with the existing file, and any duplicates discarded (unless very rare).
      3. Who's who files have already been scanned. Any new materials shall be scanned before being filed.
    10. Club Files
      1. Always be wary that more than one club may have used the same name at a different time, or in a different state.
      2. New materials should be compared with the existing file folder, and any duplicates discarded (unless very rare).
      3. It is our belief that club files have been scanned (but not necessarily processed) alphabetically through Circle G Ranch.
        1. New additions to club folders can be filed now, and scanned when the club is scanned or sorted.
        2. Traditionally, we have placed new paper materials at the front of each file, though that order will be changed for digitizing.
      4. When it is time to resume scanning club files, they should be organized in roughly chronological order, and all faced the same way up.
    11. Acknowledgement
      1. The donation Log Book will be updated by the person who acknowledged when acknowledgement is complete.
      2. The secretary will send letters and e-mails of acknowledgement.
      3. The Donation Log should have the name and date of the acknowledgement and also the kind of acknowledgement, such as verbal, letter or e-mail.
  3. Surplus Material that is sold or donated

    1. Records of sold material will be used to update our Database and then to make updated reports which will be posted on our Web site.
    2. Patrons wanting to purchase our surplus material will see accurate lists of our surplus material on our Web site.
    3. Surplus DVDs for DVDs which are not protected by Copyright will be replaced by the secretary by burning a new copy from the Master DVD.
  4. Borrowed material (material that members have borrowed)
    1. We want to keep track of borrowed material so we can get it back. As of today, this process is managed by “Book/Video Checkout Forms” and “Library Cards” and is not tracked in the Database.
    2. Results from “Feedback Forms” is tracked in the Database.