Delivery Procedures

Libraries must complete the annual online LORI Resource Sharing Certification to be eligible for resource sharing activities, including statewide delivery.

Criteria to maintain eligibility:

• Follow LORI delivery procedures and best practices.
• Participate in biannual item counts in spring and fall.
• Maintain communication with OLIS about delivery services, schedule changes, issues, etc.
• Each LORI library is required to provide an email contact to ensure at least one person at the library receives LORI/delivery related communications.

Destinations:

• Only LORI Network member libraries can receive delivery service. Library types include public, school, academic, hospital, special and state institutional libraries.
• Each LORI library is assigned a 3-letter code used for delivery and other resource sharing activities. Library codes and delivery stops are available in the Delivery Schedule.
• DOD (Delivery on Demand) libraries are libraries which do not require a scheduled delivery but are eligible for one pickup/delivery per week.
• Some school and public libraries use a hub/satellite system with satellite items delivered to a hub library and distribution coordinated within the city/town. Every library has their own unique delivery code.
• If a library receives a non-LORI item from a patron, the item must be dispositioned by the receiving library. Do not send non-LORI materials to OLIS for disposition; the materials will be returned to the sending library.

What may be delivered:

• The delivery service exists to support statewide library resource sharing including interlibrary loan and reciprocal borrowing.
• Information about delivery use for non-ILL items can be found on the Delivery page.
• Do NOT send fragile items, oversized/heavy items, equipment (except Talking Books machines and OLIS Programming Kits returning to DSL), cash/checks/money orders, materials of a rare or irreplaceable nature) or non-ILL items for DOD libraries in delivery.
• The courier does not hold materials at its facility. All materials received by the courier are sorted the same day and distributed to libraries the next delivery day.

Delivery schedules:

• Delivery routes and times are determined by the vendor.
• Delivery frequency is determined by OLIS. (Each year OLIS conducts a delivery item count and uses the information reported by library staff to count the number of items/materials a library places in delivery. This volume is used to determine the number of stops a library will need. Adjustments are made as needed).
• There is no guarantee of a specific time for delivery. Nearly 175 libraries statewide receive delivery and individual routes may be impacted by weather, traffic, delivery volume, staffing or vehicle trouble. Efforts will be made to communicate significant delays with impacted libraries.
• Due to the complexity of delivery routes, the timing of delivery cannot be easily adjusted.
• Delivery is provided Monday through Friday. If libraries have shortened open hours, a secured exterior drop box may be used.
• Library delivery schedule, delivery codes and delivery holidays can be found on the Delivery page.

Delivery supplies:

OLIS provides delivery tote bins for delivery use.

• Member libraries must use bins for Delivery Service ONLY.
• Libraries can request additional bins or a pickup of excess bins using the Delivery Issues Form.
• If you have an extra 2 or 3 items and no bin to place them in, you can ask the driver if there is room in a bin in their vehicle.
• Delivery slip masters are available online.
  • RI Delivery Slip Master
  • MA Interstate Delivery Slip Master - All Regions 

Compliance:

Libraries that do not comply with Delivery Procedures are subject to Delivery Service restrictions.

Pick-up and delivery location:

Pick-up or delivery must be inside the facility at all locations unless a secure and dry alternative has been negotiated among the library, OLIS, and Optima.

Receiving items:

When your bin is delivered, it should only contain items intended for your library. Place misrouted materials with a delivery slip back into delivery. If there is no slip, please return it to the owning library. Always empty your bin before starting to refill with outgoing items. Report wet/damaged items to OLIS using the Issues Form and notify the owning library.

Labeling and packaging items:

Make sure everything put in delivery is properly labeled with a transit slip to ensure proper and efficient routing. Undeliverable items are sent to OLIS, and non-LORI items are sent back to the sending library.

• Refer to the schedule for the 3-letter code for each library.
• Place the slip firmly inside the middle of the item with the delivery code sticking out and visible. If the binding is not strong enough to hold the delivery label (especially A/V items, paperbacks and children's books), use a rubber band to secure the item.
• Verify ONLY delivery items are placed in the bin (NO hold-shelf, damaged shelf, shelving cart items, etc.).
• Fill delivery bins, but do not overfill. The bin lid should be able to fully close.
• For specific information about returning OLIS kits, please see Programming Kits & StoryWalk® Sets for Public Libraries.
• For libraries participating in Interstate (MA) Delivery for ILL, please refer to Interstate Delivery Service guidance.

Assistance and request forms:

Please use forms to communicate with OLIS regarding delivery issues. This ensures that communication reaches all necessary individuals at OLIS and enables effective tracking.

Delivery Issues Form

• Report a missed stop, incomplete pick-up, missing or damaged items, received wrong item, excess or need additional bins, library closure, change of delivery location/address or temporarily suspend delivery.
• Please report any issues promptly. The form generates an email notification to OLIS staff. Bins or materials left behind should be picked up on the same day or OLIS can request credit for a missed stop. OLIS will contact the vendor to return.
• If a damaged item is received in delivery, please follow the guidance in the Delivery Procedures FAQs. 
• Member libraries are discouraged from reporting the driver is "late." There is no guarantee of a specific time for delivery. Over 175 libraries statewide receive delivery and individual routes may be impacted by weather, traffic, delivery volume, staffing or vehicle trouble.

Delivery Schedule Update Request Form

• Request a long-term adjustment to your existing delivery schedule or resume a suspended delivery service.

Delivery on Demand Request Form

• Authorized libraries can request a special delivery (one per week).

The driver didn’t come today, should I wait for my next stop?

You should use the online Delivery Issues Form to report the missed stop. Please do not wait until days after the missed stop or until your driver has missed multiple stops before reporting this to OLIS. Please let OLIS know as soon as possible.

The driver has left some materials/bins behind.

Please notify OLIS as soon as possible by filling in the online Delivery Issues Form. The form generates an email notification to OLIS staff. Bins or materials left behind should be picked up on the same day or OLIS can request credit for a missed stop. OLIS will contact the vendor to return.

If I notify OLIS of a missed stop or incident, will the driver get into trouble?

The vendor supervisor will speak with the driver to resolve the issue. Most issues are not severe and will not cause the driver to be in any serious trouble. It will not affect your relationship with your driver.

I don’t have enough bins; will the driver take a few extra items without the bin?

If they have space. If you have 2 or 3 items and no bin to place them in, you can ask the driver if there is room in a bin in their vehicle to put them in. Notify OLIS if you need extra bins by using the Delivery Issues Form.

Where do I look to find the current schedule of stops or the 3-letter code of a library?

All information about the delivery service including stops list and codes can be found in the Delivery Schedule.

Do all libraries have delivery service?

Only libraries who are LORI Network member libraries can receive delivery service. Library types includes public, school, academic, hospital, special and state institutional libraries.

What happens if an item is miscoded, or a routing/delivery slip falls out?

Any item placed in delivery with an improper code or without a slip, will be sent directly to OLIS where the proper destination or owning library information will be determined and the item will be sent on its way.

If an item is lost, what should we do?

Check with the lending library to be sure that no one placed the item back on their shelves and that it has left their library. If the item does not arrive after 2 weeks have passed, place the information in the Delivery Issues Form. Neither OLIS nor the vendor holds materials.

If an item is damaged in the delivery by the vendor, how do we proceed?

Promptly report the incident to OLIS using the Delivery Issues Form and notify the owning library. Please do not check in the item until OLIS has collected transit information which may aid in resolving the issue. Send photographs of the damaged items to us at olis.webmaster@olis.ri.gov (please make sure the damage is visible). If the owning library feels the item is no longer suitable for circulation, submit the item title, cost and photos to OLIS for resolution. 

Who administers the LORI Delivery Service?

The LORI Delivery Service is administered by and paid for by the State of Rhode Island, Office of Library and Information Services. Each stop incurs a charge. OLIS is billed by the number of stops.