Interlibrary Loan Packaging and Wrapping Guidelines
The following are guidelines for all libraries lending and borrowing materials through Interlibrary Loan (ILL). These guidelines establish a general framework of responsibilities for both requesting and supplying libraries. They acknowledge the ultimate responsibility of the requesting library for the material, as set out in the
National Interlibrary Loan Code for the United States, 1993.
These guidelines are intended to provide advice to all institutions that deal with the packaging and wrapping of ILL materials. Packaging is defined as the outer material, which may be a box, padded envelope, etc. Wrapping is defined as an inner covering for the item such as paper or bubble wrap. This is not a list of do and do nots, nor is it intended to be a list of acceptable and unacceptable shipping materials. These are strictly guidelines for libraries to follow. It is acknowledged that individual libraries will decide which shipping materials will be used in their institutions.
1.0 General
1.1 It is the responsibility of the supplying library to specify the shipping method, as well as insurance, for returning materials.
1.2 It is the responsibility of the supplying library to specify the type of packaging required for the return of materials.
1.3 It is the responsibility of the supplying library to include sufficient information with the item to identify the request. This is also stated in section 5.3 Of the National Interlibrary Loan Code for the United States, 1993.
1.4 It is the responsibility of the requesting library to follow the shipping requirements, including insurance and preferred shipping method, as stipulated by the supplying library. If no method is specified, the requesting library's
regular form of shipment should be used.
1.5 It is the responsibility of the requesting library to follow the packaging instructions of the supplying library. If no specific instructions are indicated, then the requesting library should return the material according to its own guidelines.
1.6 It is the ultimate responsibility of the requesting library to return materials in the same condition in which they were received. The requesting library is fully responsible for the materials from the moment they leave the supplying library, until they are returned, as stated in the National Interlibrary Loan Code of the United States, 1993.
2.0 Packaging Materials
2.1 Any packaging material that is used should have the goal of getting the ILL
material from the supplying library to the requesting library, and back,
undamaged.
2.2 Any envelopes that are used to transport returnable materials should be
padded. The type of padded envelope used is the decision of individual
libraries. (Use regular, unpadded, envelopes for photocopies only.)
2.3 Packaging and wrapping materials can be reused if they are in good
condition.
2.4 On reused materials, remove or mark out old addresses, postal marks, etc. The packaging material should be addressed clearly to avoid misdirection.
2.5 Old, frayed, ripped, or decaying packaging and wrapping materials should be recycled or discarded and not reused. Use of these materials substantially increases the chances of damaged or lost ILL items.
2.6 Tape is the preferred sealing methods on all types of packages. If at all possible avoid using staples. The United States Postal Service, one of the many delivery services in use by ILL departments, prefers the use of tape rather than staples.
2.7 Use packaging material that is appropriate to the size of the material being shipped. Too small and too large packaging will not adequately protect materials during transportation. Please note that the box that contains a reel
of microfilm is not a shipping box, additional packaging should be used.
2.8 Take special care with fragile materials. These items, which are usually books, require additional protective wrapping before they are placed into the package to be shipped.
2.9 Materials that are especially susceptible to damage during transportation, for example microfiche, photographs, items with soft bindings, etc., should be packed or wrapped with rigid material to avoid damage.
2.10 Please note that there will always be special materials that require added attention when packaging and wrapping to ensure safe transportation. ILL or other shipping departments must be prepared to handle these materials as the
need arises.
2.11 All packages should be clearly addressed with both the destination and return addresses properly attached to the packaging material.
Bibliography
ACRL Rare Book and Manuscript Ad Hoc Committee on the Loan of Rare and Unique Materials. "Guidelines for the Loan of Rare and Unique Materials." C&RL; News (May 1993): 267-269.
Boucher, Virginia. Interlibrary Loan Practices Handbook. 2nd Ed. Chicago, American Library Association, 1997.
"Guidelines and Procedures for Telefacsimile and Electronic Delivery of Interlibrary Loan Requests and Materials." RQ (Winter 1990): 266-67.
"Guidelines for Packaging and Shipping Microforms." American Library Association: Association for Library Collections and Techical Services, 1989. 1 pg.
Morris, Leslie R. Interlibrary Loan Policies Directory. 5th Ed. Chicago, American Library Association, 1995.
"National Interlibrary Loan Code for the United States, 1993." Chicago, American Library Association, 1993.
Smale, Carol. National Guidelines for Document Delivery. Ottawa, Canada: National Library of Canada, 1994.
"Wrapping and Packaging Guidelines." in RLG Shared Resources Manual. 4th Ed. Mountain View, CA: Research Libraries Group, 1994. pp. 5.1–5.3.
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