Why IHLS Got an Automated Material Handling Machine

—and how it will help member libraries, too

Since a large majority of IHLS members use a single, connected integrated library system (Polaris, through the SHARE consortium), it makes sense for IHLS to couple the power of SHARE with the power of an automated material handling system. In fact... over 97% of items sorted by IHLS Delivery come from IHLS-SHARE members!

Using such a system to sort SHARE consortium members' materials could create significant long-term savings to the IHLS budget while improving efficiency overall. 

More specifically, IHLS is acquiring an Automated Material Handling System as a potential solution to some delivery, staffing, and funding problems we've encountered. These include:

High turnover rate among sorters • High sorting backlogs after long weekends • Sorting errors resulting in extended delivery times • High rates of worker injury and Workers' Compensation claims • Large increase in volume going through Delivery

Upcoming Events

Library Action Items

Here's what you should do right now:

1. Ensure you have outside barcodes (or RFID).
   • Utilizing this automation system will require some SHARE members to add duplicate barcodes to the outside of portions of their collections (the books and audiovisual items that circulate through IHLS Delivery). 
   • If your library’s items have barcodes on the inside, you do not need to remove them; duplicated barcodes added to the outside will suffice. Otherwise, SHARE member libraries should start placing barcodes externally on all new materials. IHLS recommends placement in the upper left of the front cover, but anywhere on the outside horizontally will suffice for sorting materials through the machine.
   • IHLS has offered multiple options for reducing or eliminating the labor and material costs of barcode duplication. The AMHS intergovernmental agreements were emailed to each SHARE library agency from September 2024 to December 2025 to assist with barcode duplication..
   • Transit labels will no longer be required at the end of the barcode duplication project. Each workstation at your library will need to change settings to turn off transit labels. More information will be provided when the duplication project is ending. See the Full Project Timeline
2. Make sure you are signed up for future communications and delivery alerts:
   • Mark any staff who are involved in the delivery process as a System Delivery Contact in the Library Directory and Learning Calendar (L2) system.
   • Make sure all stakeholders are signed up for the IHLS Member Connection newsletter.
   • Read the full update from the May 29, 2024, Board Meeting Special Recap email. Or, see the full Project Timeline.

Project Timeline

View the Project Team

Open Project Timeline

Print this timeline 2024
May 29, 2024	SHARE member libraries start placing barcodes externally on all new materials
June 2024	IHLS staff develops proposed revisions to delivery guidelines for presentation to IHLS committees and Board
June/July 2024	IHLS emails inter-governmental agreements for IHLS Barcode Duplication or Borrowing Barcode Kits to public, special, and academic libraries via DocuSign
July 2024	IHLS purchases Barcode Duplicator Kits
August 2024	IHLS emails inter-governmental agreements for IHLS Barcode Duplication or Borrowing Barcode Kits emailed to school libraries via DocuSign
Summer 2024 (After July 1)	IHLS adds group purchase/member discount details to IHLS website for libraries who wish to purchase additional barcodes, resin ribbon, or duplicator kits
Summer 2024 (After July 1)	IHLS recruits and trains contractual staff on the barcode duplication process
Summer 2024 (After July 1)	IHLS begins barcode duplication process at IHLS hubs for member libraries that have completed inter-governmental agreements
Summer 2024 (After July 1)	IHLS begins checkout of barcode duplicator kits in Polaris to member libraries that have completed inter-governmental agreements
2025  **UPDATED 5/29/2025**
April 2025	The majority of barcodes for transit should be moved externally by this time
April 2025	Installation of the first machine (Edwardsville hub)
June 2025	Installation of the second machine (Champaign hub)
TBD	Installation of the third machine (Carbondale hub)
December 31, 2025	IHLS stops requiring transit labels

 

Frequently Asked Questions

Now that the AMHS has been installed, we are commencing with the next steps on the timeline. Below you'll find answers to some frequently asked questions about the AMHS and its associated projects.

Basic FAQs

What should I do if I receive a damaged item from a patron or another library, and I do not own the item? 

Use the Damaged Item Form available on the SHARE website.

• The machine will check in all materials automatically, including damaged ones, and we do not want that to happen. 
• Secure the damaged item form around the item, covering up the barcode, and using a rubber band to keep sorters from using the machine. 
• ⚠️ Important: Do not use rubber bands on any other items for Polaris—only on damaged items that should not be machine-sorted. 

How do I pack items in a tub? 

To improve efficiency during handling and check-in on the machine, please place items in the tubs with the barcode facing upward whenever possible. In some cases, the barcode may be located inside the item — this is common in libraries that use RFID. If that’s the case, we just ask that you try to place the item so the side with the barcode faces upward. For transit labels, it’s completely fine to put the label on the back of the item — especially if that’s where the barcode is. These small adjustments really help streamline our processes on the receiving end, and we appreciate your attention to these details. 

Where do I place the transit label? 

While transit label are required, please avoid placing transit labels directly over the barcode. We need to scan the barcode when the item arrives, and having to peel off the label to do that really slows down the process. If smaller items need to place the label sideways. That’s perfectly fine — there's often just not enough space to fit both a label and keep the barcode visible the normal way.  We prefer to have the barcode visible. 

Can I use padded mailers? 

We know some libraries prefer to use padded mailers out of concern for protecting fragile items — and that’s completely understandable. If you're sending something delicate, rest assured: we do not run fragile items through the machine. They are manually handled to prevent damage. 

That said, a majority of normal items will still go through the machine, and we still ask that you avoid using padded mailers unless the barcode is clearly visible on the outside, or the item is inside a clear folder. Barcodes that are hidden inside packaging slow things down  

We suggest using clear mailers from Uline if you want to keep your pages together and allow scanning of a barcode through them.

Can I use rubber bands? 

Please don’t use rubber bands unless the item is going to or from a standalone library, if it has a handwritten label, an ILDS label, or is a cataloging item.  

Can I group multiple items together? 

When labeling items for transit, ensure that one transit label is used per item. Do not group multiple items under a single label.  

How full can I fill the tubs? 

The tubs should be filled to a maximum of 40 pounds, with a recommended weight of 35 pounds. You should not fill items beyond the max fill line stickers on the tub. 

FAQs: What Happens If...

...the item has been pulled for a hold, but the library forgot to mark it as transferred?

When the item goes through the machine, it will check it in, mark it as transferred, and send it on to the pickup library.

...the patron cancels the hold while it is being transferred?

The system will either send it home or on to the next patron. 

...the item is still checked out to a patron?

The machine will check it in, and either send it home or on to the next patron. 

...the item is in withdrawn circulation status?

The machine will not be able to check the item in or scan it to sort it.  

...the item is in missing or unavailable status?  

The machine will check in the item, and it will either send it home or on to the next patron. 

...the item is in lost status?

The machine may not be able to check in the item.

...the item is damaged, and either has an item block on it or is in Damaged circulation status?

These items should not be sent through the AMHS, but instead should have a damaged item report form with rubber bands, to alert the sorters. If it is checked in, the machine will check the item in, which will send it home or on to the next patron.