AFN (Automated Fulfillment Network)

The incoming ILDS delivery is received once a day, Monday – Friday, according to the schedule below, with an hour delivery window before and after the listed time.

1. Note the approximate time the delivery driver arrived and write the time on the ILDS Incoming Manifest Receipt. These receipts are located on the center metal shelf.

2. Make sure that all bags are addressed to us (KNX). Notify your supervisor of any bags that are not addressed to KNX.

3. Snip and remove cable ties from bags addressed to KNX.

4. Remove shipping label from the pocket on the outside of the ILDS bag

• Unzip the bag
• Verify the number of items in each bag =  the Last number of the ILDS Bag Number on the label. If not correct, cross off incorrect number & write the correct number of items received on the label
• If a bag contains only bags and no books, the number of items on the label =0.  
• Empty the contents of bag and leave bags unzipped after contents are removed. Place empty, small, unzipped bags in the bin below counter. Large bags can be stacked next to the bin. Blue A/V mailers go on top of the cabinet.
• DO NOT remove any paperwork from items.
• Repeat this process for each bag in the delivery.

5.  Sort items into four piles.

• Items borrowed from other libraries
  • Pile 1: I-Share receives: items Knox patrons have requested from other libraries through the I-Share program.
    • These items typically only have transit slips included with them. Basically, if it is an item from another library, if it is not a TIpasa receive, and if it has no special notes attached to it, it is an I-Share receive.
    • DO NOT remove any paperwork.
    • Leave these items on the counter for further processing detailed below.
  • Pile 2: Tipasa receives: items Knox patrons have requested from other libraries through Tipasa.
    • Check the Tipasa Borrowing Loan Requests spreadsheet for expected titles, pinned to the wall in the delivery processing area. Also check for the lending library on the spreadsheet and compare it to the property markings on the book. Occasionally, we may be expecting two copies of the same title from different libraries.
    • DO NOT remove any paperwork.
    • Place a check in the Check the item off the Tipasa Borrowing Loan Requests spreadsheet.
    • Place these items on shelf labeled Tipasa Borrowing Loan Receives.
• Knox books returned- marked with Knox College property stamps, Knox College barcode, and bookplates
  • Pile 3: I-Share returns: Knox items we have sent to other libraries through the I-Share program and are now being returned to us. 
    • Check due date slip for green date stamp + AFN.
    • Do not remove "Lost" or "Damaged" paperwork.  If an item contains this paperwork, place it on supervisor's desk.
    • Remove return paperwork (transit slips).
    • Place paperwork in blue recycling bin. (This paperwork can be recycled since it does not contain patron names or ID#’s.)
    • Take these books to the circulation desk and place them in the bin that says "Return Knox items here." The circulation staff will process these items.
  • Pile 4: Tipasa returns: Knox items we have sent to other libraries using Tipasa.
    • Check for Tipasa bookwrap
    • Check due date slip for due date with a nine digit request ID number after it. 
    • Place these items on shelf labeled “Tipasa - Lending Loans Returned (Knox Items)”
• Count the number of Knox items returned in piles 3 + 4 and record it on the ILDS Incoming Manifest Receipt. Paper clip this receipt to all of the ILDS shipping labels.

6. Process Pile #1: I-Share receives, following these procedures.

7. Process Pile #2: Tipasa receives, following these procedures. 

8. Process Pile #4: Tipasa returns, following these procedures.

9. Put all I-Share and Tipasa receives in order by patron's last name and rubberband items for the same patron. Place them on the Hold Shelf in order by patron's last name.

10. Create the Incoming Manifest using shipping labels and the Incoming Manifest Receipt.

• Open the template located at W:\Library\ILL\ILDS Delivery\ILDS Incoming Manifest Template.
  • Note: This template is also available on the Seymour Library shared Google Drive. It is located at Seymour Library > ILL > ILDS > ILDS Incoming Manifest Template.dotx. You must download this document and open it in Word in order to avoid changing the template.
  • Fill in the delivery date and time.
  • Scan the barcode on each shipping label – If the last number of the ILDS Bag Number was crossed off and a the correct number of items was written on the shipping label, make the necessary correction to the number of items received on your document
  • If the barcode does not scan, type the ILDS Bag Number into your document
• Highlight all of the scanned item data and convert the data into a table [Insert > Table > Convert text to Table]. The rightmost column is the number of books, and the column next to it is the number of bags
• Add a row to the bottom of the table [Right click in bottom row > Insert > Insert Rows Below]
• Calculate the “Total items in Shipment” 
  • In the empty cell under the column with the number of books (far right column), insert a formula to get the column’s sum [Table Tools > Layout > Formula>SUM(ABOVE)]
  • Subtract the number of Knox Items Returned from the total of items received. Calculate and the result and type: = # Knox Receives 
  • The result should equal the total number of Borrowing Items Received (I-Share and Tipasa).
• Calculate the “Total bags in shipment." In the empty cell under the column with the number of bags, insert a formula to get the column’s sum [Table Tools > Layout > Formula > SUM(ABOVE)].

• Print the Incoming Manifest and close without saving. The completed Incoming Manifest should look like this:

• Paperclip the shipping labels to the printed Incoming Manifest and place in the supervisor top basket.