Dear IHLS-Champaign SHARE Members,

We’re excited to announce that the Champaign hub has officially begun using the sorting machine for processing SHARE member items!

I understand that some recipients of this email may not belong to SHARE. If that’s the case, please feel free to disregard this message. I will be sending out paper memos in the next few days, but I wanted to ensure SHARE members received this information as quickly as possible—and this is the only email list I currently have access to.

As we move into this new phase, please note the following important reminders and updates, and share this email with any relevant staff members.

• Transit Labels:
  Transit labels will continue to be used for SHARE member-to-member deliveries through December 31 as part of the ongoing barcode duplication project. When applying labels, make sure the barcode is not covered, as it must be scanned.
• Barcode Placement:
  Whenever possible, place items in tubs with the barcode facing up to help streamline the sorting process.
• Mailers:
  Items placed in padded mailers will be removed before sorting. To avoid this, please discontinue using padded mailers. If extra protection is needed, consider using a clear envelope instead.
• Rubber Bands:
  Rubber bands should not be used to secure items closed, as they interfere with machine processing. You may continue using rubber bands with handwritten labels for ILDS, CMC, SHARE Cataloging, etc.
• Tub Weight Limit:
  The tub weight limit remains 40 pounds, but we recommend keeping tubs to 35 pounds for easier handling. Do not fill tubs past the yellow fill line marked inside.
• Items in Tubs Delivered to You:
  Items may arrive less neatly stacked than before due to the machine sorting them left and right. Our sorting staff will do their best to keep tubs organized, but some variation in appearance is expected.
• AMHS Go Live Q&A Recording:
  The recording of the AMHS Go Live Q&A session held yesterday is available on our YouTube channel:
  https://www.youtube.com/watch?v=IrNNHSTvPhA
• Status Change While in Transit:
  If an item's status changes after it has left the originating library, the sorting machine will still route it based on the updated status. As a result, you may receive items with a transit label showing a different library, but once scanned into Polaris, the item’s status will confirm it is correctly at your location.
• Patron Damaged Items:
  When returning a damaged item that belongs to another library and was damaged by a patron, be sure to complete and attach the SHARE Damaged Item Form, securing it with a rubber band around the outside of the item. Do not place the form inside. This is critical because if the item is scanned by the sorting machine, it will be checked in and could be mistakenly routed to another patron instead of being returned to its owning library. The external form signals to sorters that the item must be hand-sorted, helping to prevent circulation of damaged materials.

Thank you for your cooperation and support as we continue to improve our services. If you have any questions, feel free to reach out.

Colleen Dettenmeier
Delivery & Facilities Director
cdettenmeier@illinoisheartland.org
618.474.9921 (teams)

618.484.8691 (cell)

Illinois Heartland Library System
Imagining Tomorrow, Delivering Possibilities Today!
www.illinoisheartland.org  •  618.656.3216
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