Before shipping, carefully look at the book to consider the value and replacement costs of the item(s) being shipped. Address both safety and affordability as you consider the viability of transporting this item to another institution.
Make a detailed inspection of the items being shipped and note any damage. If damage will increase in shipment and be rendered unusable during transport, consider not sending the item and contacting the institution about the item's state of disrepair. Contact conservation to do repairs if needed.
Make sure all paperwork is completed on all sides of the institutional transfer before transferring.
Discuss what will happen and who will be responsible for any damage occurring during transport. Any paperwork should specify this responsibility.
Buffer items against potential vibrations of travel and potential mishandling. Items traveling short distances may be soft packed or wrapped in three layers: a protective surface layer (like acid-free paper), a cushioning layer (like bubble wrap), and an exterior layer. Books may be wrapped in acid free paper, then placed in a box with cushioning material. Flat paper documents may be sandwiched between archival cardboard (that is slightly larger than the documents themselves on all sides), wrapped in a cushioning layer, and then boxed.
Boxes should have instructions to handlers clearly visible such as "do not place this upside down, leave outside in the rain, or handle with heavy machinery, etc." to alleviate damage to items.
Long-distance travel requires crates. Crates consist of a protective surface layer around the item, a cushioning layer, a box to hold the item(s), and possibly padding around the box with a second stronger box. Avoid gaps in the cushioning layers or anywhere in the crate as these can cause damage during long-distance transport.
Consider using climate-controlled transportation when shipping items. If this is not viable, discuss with all parties the need to inspect items for mold or other climate-related problems that can arise during shipment.
If possible, use the library van and/or library facilities to transport these items to other institutions. If the other institution is using their vehicle, request the vehicle's A/C be on and air flow increased during transit.
Remember that using any mail carrier or third party to transport items may not guarantee appropriate environmental conditions for our collection items. Tracking and tracking slips are required when using third party transportation.
Consider environments of both the origin and destination of the shipment. Moving an item from a hot and humid climate to a cold and dry one may cause an item to crack, split, or develop mold while in transit. Acclimatization procedures should be followed before unpacking. As a rule, items should remain in their packaging a minimum of 24 hours before being unpacked.
When receiving shipments, take pictures of the packages before opening to document damage if it has occurred. Continue to take pictures as items are unwrapped as needed. A report should detail any damage that occurred BEFORE the item was received by employees.
See the Acquisition of Items section for details on how to discuss transportation with sellers and donors.
See the Access and Resource Sharing page for "Safe Packing and Shipping" for more information regarding ILL labelling requirements and shipments found here:
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