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FLARE POLICIES AND PROCEDURES: Transfer Guidelines for SUS & FCS Libraries

SUS & FCS

FLorida Academic REpository (FLARE) Transfer Guidelines

NOTE: If you are sending material as part of the Last Copy program, please got to the Last Copy Policies tab. The Transfer Guidelines DO NOT pertain to Last Copy items.  

The purpose of this document is to provide support and guidance to academic libraries participating in the FLorida Academic REpository (FLARE) initiative while they prepare library materials for transfer. Please contact us first by e-mailing FLARE@uflib.ufl.edu if you are interested in sending material, then use these guidelines to prepare collections that you want to send to FLARE.

1. Please make sure you are familiar with the FLARE Policies prior to preparing your transfer. 

2. FLARE is a single copy repository. Libraries preparing materials for transfer must check in FLARE prior to packing to ensure that duplicates are not introduced into the repository. Please check the Florida Libraries Union Catalog before deciding to ship materials to FLARE.

i. ​​​​​​​Items that have been transferred to FLARE but are not fully processed, and therefore are not yet requestable, will show up in the catalog as ‘In Process’. It is because of this that it is necessary to look at the full items list in the catalog instead of just the holdings statement. 

ii. At FLARE, we process items that are damaged into the repository but we give these items a special code so that partners can easily identify them and send replacements.  Items that are damaged will say 'Damaged - request new copy' under the Item Status in Mango. 

3. Bibliographic records created for use in the Shared Collection must conform to the Cataloging Guidelines. Please review bibliographic records for compliance with these guidelines.

i. Each item sent to FLARE must have a barcode assigned to it by the originating library. It can be on the inside or outside of the volume or loose issue. FLARE staff prefers that a barcode be placed on the back cover in the top right corner. The barcode must link to an active item record in the online public access catalog of the originating library which contains correct volume and chronology data for the volume or loose issue. That item record must be associated with holdings and bibliographic records for the title.

ii. Every item sent to the facility must have an OCLC number in the MARC 035 field of the Bibliographic record. The originating library must remove its local symbol from OCLC for titles being shipped prior to transfer of the materials to the facility. Upon complete processing of the volumes into FLARE, the FLARE OCLC symbol will be added to the titles in OCLC by FLARE staff.  

4. Add the GF IPS code to each monographic or serial item record being transferred to ILF, then contact the Florida Virtual Campus (FLVC) to have them update these item records via automated processes. Please follow FLVC’s specifications for moving items into FLARE. 

Materials pulled for FLARE and sent to FLARE

i. Pull material to be sent to FLARE.

ii. Retrieve the item for pulled material.

a. Change the Item Processing Status to GF [Going to FLARE]

iii. If all volumes for a holding are sent to FLARE, the holding will get suppressed with a FLARE tag. [This happens programmatically, DO NOT add this yourself]

a. STA $$a SUPPRESSED $$b FLARE. This will suppress the holding from Mango

iv. If some volumes for a holding are not sent to FLARE, add the following FLR field to the holding:

a. Add FLR $$a PART

b. Edit your holdings record to reflect what you are keeping

Materials pulled for FLARE, another copy already exists at FLARE, your copy is discarded

i. These records will be skipped by the centrally run batch process because the physical item is not being shipped to FLARE.

ii. Pull material to be discarded.

iii. Retrieve the item for pulled material

a. Change the Item Processing Status to FL [Sent to FLARE] (suppresses the item from Mango)

iv. If all volumes you know about for a holding exist at FLARE and will be discarded, the holding will be suppressed

a. STA $$a SUPPRESSED $$b FLARE. This will suppress the holding from Mango

v. If some volumes for a holding are to be retained, add the following FLR field to the holding:

a. Add FLR $$a PART

b. Edit your holdings record to reflect what you are keeping

For this and other information, please visit FLARE SharedBib.

5. Preparing your transfer for shipment. 

Shelf-to-shelf transfer:

i. Depending on shelving space, FLARE may be able to accommodate a shelf-to-shelf transfer. Please check with FLARE staff prior to preparing your materials to see whether or not this is an option for you.

Box transfer:

i. Serials and monographs must be boxed separately for workflows at the destination.

ii. Pack serials in volume order title by title.

iii. Pack volumes spine down in sturdy cardboard boxes. Please try to use boxes meeting the following standards:

a. Dimensions of 16” X 12” by 12” (1.33 cubic foot) or 18 by 12” by 12” (1.5 cubic foot).

b. Burst strength recommendations are 175 to 200 lbs or an Edge Crush Test (ECT) rating of 29 or 32. 

http://www.uline.com/Product/Detail/S-13306/Corrugated-Boxes-Heavy-  Duty/16-x-12-x-12-275-lb-Heavy-Duty-Corrugated-Boxe

http://www.uline.com/Product/Detail/S-15048/Corrugated-Boxes-Heavy-Duty/14-x-12-x-10-275-lb-Heavy-Duty-Corrugated-Boxes

http://www.cardboardboxes.ca/boxfaqs.php

iv. Please limit each box to a maximum weight of 65 lbs.  

v. FOR SERIALS: In bold, black ink, on both the short and again on the long side of the box, please number the boxes sequentially within the shipment. Please note that boxes will not be returned.

vi. If a freight company will be used to transfer a large amount of materials, please palletize your boxes on 48” by 42”W pallets stacked 4 layers high. A guide to palletizing by Viceroy Marketing can be found here.

vii. The pallet and boxes need to be wrapped in pallet wrap.  This YouTube video shows the proper way to wrap a pallet. Pallet wrap and wrap dispensers are available where you purchase boxes. If further information is needed regarding proper palletization techniques, please feel free to contact staff at FLARE.

6. A packing list in the form of an Excel spreadsheet should be sent electronically to FLARE staff prior to the arrival of the shipment.  Please click here to access a template of possible spreadsheet configurations. 

 

Please send material to:

Interim Library Facility

c/o FLARE

4040 NE 49th Ave

Gainesville, FL 32609

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