Sage Library SystemCourier Procedures

The Sage courier service provided by Express Messenger, Orbis Cascade Courier, and USPS is used for the delivery of library materials between the participating libraries, by shipping to and from drop-sites.

The service may be used only for the shipment of library materials, by drop-sites registered as members of the Sage Library System.

I. Overview

The Sage Courier Service is to be used for the delivery of library materials between libraries in the 11 eastern-most counties of eastern Oregon who are members of the Sage Library System.

All information in this printed document is posted on the Sage Courier Service web site, which is updated periodically. Where there are differences, information on the web site supersedes this printed document.

Materials that may be shipped via the courier service include:

  • "returnables", such as books, sound recordings, and videos
  • "non-returnables", such as photocopies or journal articles
  • communications and other documents

In these procedures "package" refers to a single envelope (padded or otherwise). "Shipment" refers to all packages picked up at the drop-site.

Instructions and information regarding packaging and labeling are found in subsequent sections of this document.

II. Preparing materials for courier service shipment

Items shipped via the courier service must be packaged and labeled according to the following instructions:

A. Packaging

1. Use a separate package (envelope) for each destination site. If the site is one to which the library sends materials infrequently, check the list of participating libraries on the web to verify participation. As destination sites are added over time, additions (and any other changes) will be announced via the Sage Library System listserv and recorded on the web site.

Courier totes: are to be used to collate materials that are being shipped from/to Malheur-Baker-EOU-Pendleton sites [tote is plastic with lid to secure contents]. Non-padded envelopes may be used between these drop sites.

Padded Envelopes or boxes: should be used for items going to/from USPS drop sites to prevent damage.

Loose papers: always place loose papers in an envelope. Preferred: ship in flat envelopes no smaller than 8" x 11".

2. Multiple items to same destination: If multiple items are being shipped to single destination site, they should be packaged together (e.g. in a large envelope or box)

3. Item identification. Each item being shipped should have a Sage bookband wrapped around the front cover with the destination library filled in.

B. Labeling

Express Messenger(Baker-EOU-La Grande Public-Umatilla Morrow ESD)

  • Packages (envelopes): label each package with a Sage Library System Courier label. Standard labels can be found on the system web site.
  • Courier totes: laminated card stock label is placed in the courier tote label window. The label is reversible and will simply be turned over depending on whether it is in route to EOU or whether it is in route to the drop-site library.

USPS sites

  • To another USPS site. Using the Click-N-Ship instructions, select the drop site address, print a label, and place it on the package.
  • To a non-USPS site. Using Click-N-Ship, print a label to EOU.

III. Pickup/Delivery

A. Vendor responsibilities

1. Pickup/delivery

  • USPS sites - dependent on existing postal delivery/pickup options
  • Express sites - should occur at the designated drop site Monday, Wednesday, and Friday (except for holidays) and within a standard time frame each pickup/delivery day.
  • Oregonian distributor - pickup/delivery to/from Baker to/from Malheur on Monday, Tuesday, and Thursday.

B. Drop-site Responsibilities

1. Shipments must be prepared in advance. Drivers will not wait while packaging, labeling, or paperwork is completed. The drop-site is responsible for having packaged all materials for shipment and making sure that courier tote/packages are at the designated pickup/delivery area prior to the standard pickup/delivery time.

2. The drop-site is responsible for immediately reporting any problems, such as missed stops, a missing package, or items missing from within a package.

Report problems to:

Jeff McDonald, EOU
541-962-3735

3. Inform Sage courier personnel if your library is not able to send/receive shipments for an extended period of time.

IV. Supplies

Book bands. A master of the book band can be found on the courier's web page. If you wish to customize the band to reflect your library name, address, contact, loan policy, and fines, please contact Sage personnel for a copy of the original Microsoft Word document.

Shipping labels.Standard labels are available on the courier web site for each drop site. If you wish to customize these please contact Sage personnel for a copy of the original Microsoft Word document.