Delivery

Only certified LORI member libraries listed in the Delivery Schedule may receive delivery. Some libraries receive service through a hub or satellite arrangement. Refer to Delivery Holidays for a full list of holidays and closures when delivery is not scheduled.

To maintain eligibility, libraries must: 

• Complete the LORI Resource Sharing Certification annually
• Follow delivery procedures
• Participate in spring and fall item counts 
• Promptly report delivery issues including damaged or missing items, changes to hours, access, or schedules 
• Maintain at least one email contact for delivery communications. Submit change form as needed. 

Failure to follow delivery procedures may result in service restrictions. 

Schedules and access. OLIS and the delivery vendor determine routes, stops, and frequency and may adjust them as needed. OLIS pays per stop. Check the schedule for delivery days and three-letter library codes, and the Delivery Holidays list for holidays and vendor closures. Delivery times are not guaranteed and weather, traffic, volume, staffing and vehicle problems may affect routes. Significant delays will be communicated to library delivery contacts when possible. 

Provide a clear, safe path to an indoor delivery location. A secure exterior drop box may be used when library hours are limited. Any alternative location must be secure, dry, and agreed upon by the library, OLIS, and the delivery vendor.  

Routing and undeliverable items. The delivery vendor sorts materials the day they are received at the warehouse and distributes them on the next scheduled delivery day. The vendor does not hold materials. Items with missing or incorrect slips or codes, and other undeliverable items, are delivered to OLIS for identification and routing. Non-LORI items are returned to the sending library. If a patron returns a non-LORI item, the receiving library must arrange its disposition; do not send it to OLIS.

What may be sent 

Delivery carries library materials such as books, photocopies, flyers, DVDs, other non-print materials, and boxes of library items, subject to the restrictions below. Only ILL materials may be sent to Delivery on Demand libraries. 

Do not send: 

• Wet or contaminated materials, especially items posing a health risk. Isolate affected materials under local safety procedures and contact the owning library. 
• Fragile, oversized, heavy, rare, or irreplaceable items. 
• Cash, checks, or money orders. 
• Equipment, except Talking Books machines and OLIS Programming Kits returning to OLIS. 

Contact OLIS before sending special projects that exceed normal delivery volume. For OLIS kit returns, follow Programming Kits and StoryWalk® Sets for Public Libraries. 

Label and pack 

1. Use OLIS provided LORI bins and an official LORI delivery slip for each item. Find the destination’s three-letter code in the Delivery Schedule. For satellites, use the satellite’s code. 

2. Print slips with a receipt printer or write clearly with a marker. Do not use pencil or pen. 

3. Place the slip securely inside the middle of the item, with the code visible. Use rubber bands when the binding or case cannot hold the slip securely, including thin paperbacks or children’s books, and audiovisual materials. 

4. Place items in the outgoing bin immediately after marking them “in transit” in the catalog. Include only outgoing materials in bins. Check bins for hold shelf, damaged shelf, or shelving cart items. 

5. Pack bins to maximize bin space. Do not overfill as lids must close fully. LORI bins are for delivery use only. 

Bins going to one destination. If a bin does not require sorting (ex. a Book Club in a Bag or a bin of items for one library), securely attach a LORI delivery slip with the destination code to the top of the bin. Do not tuck slips into the bin flaps. A sturdy cardboard box may also be used but remove or cover previous shipping information. 

Bin shortages or excess. Request bins or pickup of excess bins using the Delivery Issues Form. If only two or three items lack a bin, ask whether the driver has room in a bin in the vehicle. Acceptance depends on available space. 

See Best Practices Library Delivery Photos. 

Receive and check in 

1. Confirm that bins and contents are intended for your library. Report misrouted bins or items through the Delivery Issues Form. 

2. Return misrouted items in delivery with their delivery slip. If there is no slip, route the item to the owning library. Shared catalog libraries may scan items to identify the destination. 

3. Complete check-in before shelving returned materials to ensure the in-transit status in the ILS has cleared.

4. Empty each bin completely before refilling it with outgoing items. 

Use the Delivery Issues Form promptly so the OLIS Delivery Team can track and resolve problems. Report missed stops, incomplete pickups, misrouted items, bin needs, damaged or wet materials, temporary closures, construction or access changes, and changes to hours. Informing the driver does not replace reporting to OLIS. 

Missed stop or incomplete pickup. Report the same day whenever possible; do not wait for the next stop or repeated problems. OLIS will contact the vendor, and the supervisor will address reported issues with drivers as needed. Routine reports support resolution and generally do not result in serious disciplinary action. 

Missing item. Check with the lending library to confirm the item left the library and was not accidentally reshelved. If the item has not arrived after two weeks, submit the details using the Delivery Issues Form. 

Item damaged through vendor negligence. Report promptly using the Delivery Issues Form and notify the owning library. Email photographs showing the title and damage to olis.lori@olis.ri.gov. If the owning library determines the item is no longer suitable for circulation, the owning library must submit the title, cost, and photographs to OLIS for resolution. 

OLIS assigns Delivery on Demand (DOD) service based on delivery volume and the delivery budget. DOD libraries qualify for one pickup/delivery per week. 

• Incoming interlibrary loan (ILL) items trigger delivery automatically when they reach the sorting warehouse. 
• For outgoing items, the librarian submits the Delivery on Demand Request Form to OLIS to initiate a pickup. 
• Follow all packaging, labeling, and reporting requirements. 

Only materials generated by an ILL request may be sent to a DOD library. Arrange another method for books or other materials unrelated to ILL. Sending non-ILL materials to a DOD library may result in a charge to the sending library at the current cost of the stop.

All LORI libraries must participate in spring and fall delivery item counts. Library directors or LORI Liaisons assign at least one staff member to coordinate data collection and submission, including outlets and other locations.

Fall 2026: Count Sunday, October 18, through Saturday, October 24. The reporting form opens October 25; totals are due November 10.

1. Count all outgoing items placed in delivery bins each day, including items for Massachusetts. OSL libraries count only items not checked out in Koha. OLIS captures Koha data for OSL libraries.

2. Each hub, satellite, and DOD library counts and reports its own outgoing totals.

3. Track daily totals using the Item Count Worksheet.

4. Submit totals through the Item Count Reporting Form during the reporting period, even if the total is zero.

See Resource Sharing Reports and Statistics for data reports.

OLIS and the Massachusetts Library System (MLS) provide interstate ILL delivery at no cost to eligible participating libraries. 

Use the destination state’s slip. Rhode Island uses three-letter LORI codes, which may differ from OCLC symbols. Massachusetts uses town, university, or network names rather than codes. Check the participating library lists and route information before shipping. 

Request items from Massachusetts 

• OLIS ILL Clearinghouse users follow standard Clearinghouse request procedures. 
• RI WorldShare ILL and ILLiad libraries add this Borrowing Note to each request: “Library of Rhode Island Delivery ROUTE: XXX” (replace XXX with your three-letter LORI code). 

Supply items to Massachusetts 

RI public libraries. Requests arrive by email from MLS. If filling a request, use the route and destination at the beginning of the email to select the correct MA slip. If unable to fill it, forward the request to the next supplying library. Email MLS the request status: shipped, declined, or forwarded. 

RI academic libraries. Requests usually arrive through WorldShare ILL or ILLiad. Follow internal ILL procedures and check Borrowing Notes for the route and destination; use the appropriate MA slip. 

All RI suppliers. Include a prefilled RI delivery slip so the borrower can return the item to your library. 

Return items to Massachusetts 

Return items through LORI delivery if they arrived through that service. Use the return slip supplied with the item. If none was supplied: 

1. For participating libraries other than OCD or MLN libraries, find the route in the MA Delivery Route Index, print the matching slip from the MA Delivery Slip Master, and enter the library name (yellow field in the MA Delivery Route Index) in the “To” field on the slip. 

2. If the supplying library is absent from the index, it was likely supplied through MLS by an OCD or MLN library. Use the C-MLS slip to return it to MLS. Do not add the supplying library’s name. 

Massachusetts libraries shipping to Rhode Island 

Lending to Massachusetts requesting libraries is limited to participating RI academic libraries, except Brown University, and selected public libraries. Consult Participating Rhode Island Libraries. For shipments and returns to RI, use the RI Delivery Slip Master and the correct code from the RI Delivery Schedule. 

Interstate resources 

• MA Delivery Route Index 
• MA Delivery Slip Master All Regions 
• C-MLS Delivery Slip 
• Participating Rhode Island Libraries 
• RI Delivery Slips and Delivery Schedule are available under Quick links above. 
• Best Practices Interstate Delivery Photos 

Nonprofit organizations and government agencies may request distribution of materials that enhance library services or community outreach. Materials and the services or programs they describe must be free to libraries and the intended audience. Nonprofits must be authorized to transact business in Rhode Island.

Requesters must cover packaging and labeling costs. Individual boxes must weigh no more than 25 pounds. Materials cannot be distributed to DOD libraries.

Submit a request:

Email Lori DeCesare with:

• Organization or agency name and a representative’s contact information.
• A digital copy or image of the materials, a brief description, and their intended use and audience.
• A draft notice explaining the materials’ purpose and audience, to accompany each package if approved.
• The types of libraries to receive the materials, such as public, school, academic, or hospital. Consult the Delivery Schedule for eligible destinations.

OLIS responds within 10 business days. Incomplete requests are returned with missing information identified.

Prepare approved materials:

OLIS provides a label template with three-letter public library delivery codes for the requester to print. Package and label all materials in envelopes or boxes and include the approved notice in each. Rolled items are not accepted.

Unless OLIS authorizes another arrangement, schedule and deliver materials to OLIS, 1 Capitol Hill, Providence, RI 02908. OLIS inspects and accepts approved materials and notices for distribution to libraries with regular scheduled delivery. DOD libraries are excluded.