FLorida Academic REpository (FLARE) Transfer Guidelines
The purpose of this document is to provide support and guidance to UF libraries participating in the FLorida Academic REpository (FLARE) initiative while they prepare library materials for transfer. Please contact Tabatha Pursley, Head of Shared Collections 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 Library 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.
4. Add the GF IPS code to each monographic or serial item record being transferred to ILF to allow staff at the Florida Virtual Campus (FLVC) to 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 Process Status to FL [Sent to FLARE]
iv. Are all holdings volumes sent to FLARE?
a. If YES:
b. If NO:
5. Preparing your transfer for shipment.
i. Depending on shelving space, FLARE may be able to accommodate a shelf-to-shelf transfer.
ii. This must be approved by FLARE in advance.
Box or mail bin transfer:
i. If you are sending under 27 bins or boxes, the amount that fits on one pallet, your transfer can be sent out to FLARE via Libraries Facilities without scheduling. If you have one or more pallets to transfer, please schedule with FLARE staff.
ii. Serials and monographs must be boxed separately for workflows at the destination.
iii. Pack serials by title.
iv. Please limit each box or bin to a maximum weight of 65 lbs.
vi. If a freight company will be used to transfer a large amount of material, 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 FLARE staff.