2. Orbis Cascade Alliance Courier Service Membership Program Debi Baker, Business Manager NWILL September, 2007

3. © 2007 Orbis Cascade Alliance 2  Membership Agreement with members  predictable pricing; annual payment  member participation and oversight  Alliance office support: coordination; information; vendor relations  Contract with Vendor: Service expectations  daily pickup  reliable, predictable schedule (one-hour window)  transit time: generally, within two days Membership program

4. © 2007 Orbis Cascade Alliance 3 76 drop sites serving 270+ libraries public libraries universities & colleges schools community colleges service districts or systems private, technical and government libraries

5. © 2007 Orbis Cascade Alliance 4  Alliance contracts with vendor to provide daily, scheduled service  Senvoy employs drivers and contracts with other firms to cover eastern and northern regions  Local courier: Dropsites may agree to send and receive materials for a group of nearby libraries, using the dropsite as the primary address (“forward to” or “attention”) Business relationships

6. © 2007 Orbis Cascade Alliance 5

7. 6 Dropsite A Dropsite B Dropsite C Courier program & local shuttles

8. © 2007 Orbis Cascade Alliance 7 Information on the web www.orbiscascade.org/courier/

9. © 2007 Orbis Cascade Alliance 8 www.orbiscascade.org/courier Dropsites: address, schedule

10. © 2007 Orbis Cascade Alliance 9 www.orbiscascade.org/courier List of Dropsites Dropsites libraries participating through a Dropsite

11. © 2007 Orbis Cascade Alliance 10  the package  size  sealing  multiple items  would you ship it this way?  the package  size  sealing  multiple items  would you ship it this way? Procedures: packaging

12. © 2007 Orbis Cascade Alliance 11 protect materials packing padding appropriate size protect people weight staples Packaging. If you use envelopes and boxes:

13. © 2007 Orbis Cascade Alliance 12 prevent slipping, squishing, torn pages, and worn bindings pack other shipping containers to minimize movement. pack books spine-to- spine, or spine to bottom of bag Packaging. If you use courier bags:

14. © 2007 Orbis Cascade Alliance 13 prevent broken plastic cases pack items in a bubble envelope or padded container before putting them in the bag Packaging. If you ship non-book items in courier bags:

15. © 2007 Orbis Cascade Alliance 14 design, format, and content are mutually approved by vendor and Alliance, on behalf of members. Use only label-maker created or Alliance- supplied labels design, format, and content are mutually approved by vendor and Alliance, on behalf of members. Use only label-maker created or Alliance- supplied labels Procedures: labeling

16. © 2007 Orbis Cascade Alliance 15 Labels: available on the web www.senvoy.com/orbis/

17. © 2007 Orbis Cascade Alliance 16 label samples: packages sent via USPS Alliance courier label samples: packages sent via USPS Alliance courier Labeling

18. © 2007 Orbis Cascade Alliance 17 TO a forwarding site: in “Attention” Labeling FROM a forwarding site: below “From”

19. © 2007 Orbis Cascade Alliance 18 and if you use courier bags: protect the see- through window (do not paste a self- adhesive label over the window or tape anything to the bag) Labeling

20. © 2007 Orbis Cascade Alliance 19 Purpose:  library: track shipments, other purposes  Alliance: track volume and shipping patterns “Shipping record forms”: key elements  Date  Destination(s)  Number of packages Procedures: Manifests

21. © 2007 Orbis Cascade Alliance 20 FROM (you, the sender) date sent via courier TO (dropsites only) automatic totals! # of pkgs Manifests

22. © 2007 Orbis Cascade Alliance 21  courier hasn’t shown up?  call Senvoy Operations office right away  courier hasn’t shown up?  call Senvoy Operations office right away  courier hasn’t shown up?  also notify the Alliance e-mail  other problems?  courier hasn’t shown up?  also notify the Alliance e-mail  other problems? www.orbiscascade.org/courier/prob_rept.html Procedures: reporting problems

23. © 2007 Orbis Cascade Alliance 22  documentation  damaged or missing? at what point?  checking for missing items Procedures: claims

24. © 2007 Orbis Cascade Alliance 23  courier status  have you seen my package? Member-to-member

25. © 2007 Orbis Cascade Alliance 24 dropsite news from the Alliance office Member-to-member

26. © 2007 Orbis Cascade Alliance 25 thousands of items shipped each month daily, scheduled pickup two-day delivery A big system with regional benefit

27. © 2007 Orbis Cascade Alliance 26  Web pages with extensive detail  Problem report form  New: Closure report form  emphasizing Dropsite contact role Special notes

28. © 2007 Orbis Cascade Alliance 27 Courier bags

29. © 2007 Orbis Cascade Alliance 28 Questions? www.orbiscascade.org/courier/