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Automated Material Handling System Purchase Was Approved! Here's What's Next.

Illinois Heartland Library System

Published : Jun. 5, 2024
Alt text:  Image of two people using an AMHS conveyor belt to sort books into bins marked "IHLS." Nearby are bins full of books. Further in the background is a person pulling books from a shelf and filling a book cart.
The following information was sent to IHLS Membership on May 29, 2024, as part of a Board Meeting Special Recap email.

The IHLS Board of Directors approved the purchase of the Automated Material Handling System using existing savings. Here is what comes next:

TO RECEIVE FUTURE AMHS COMMUNICATIONS

Make sure you are signed up for future communications and delivery alerts:


PROJECT 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

 
Late Winter/Spring 2025 1st machine is installed (Edwardsville hub)
Late Spring/Summer 2025 2nd machine is installed (Champaign hub)
Late Summer/Fall 2025 3rd Machine is installed (Carbondale hub)
Late Summer/Fall 2025 Majority of barcodes for transit should be moved externally by this time
Late Summer/Fall 2025 IHLS staff turns off delivery transit receipt paper printing functionality

 


BARCODE DUPLICATION PLAN

What IHLS Needs from Me

  • 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 will suffice for sorting materials through the machine.
  • If your library uses internal barcodes, make sure to decide on the Barcode Duplication option that you prefer (options are summarized below). An inter-governmental agreement will be necessary for either option, and it will be included in the DocuSign documents for your library's approval before any duplication can occur. We expect to send this to your library within the next month and will notify you when it's sent.
  • Make sure you are signed up for future communications and delivery alerts (see "To Receive AMHS Communications" above).

 

Determining How Much of A Library's Collection Will Need Barcode Duplication

IHLS is still working to develop a data portal where your library can easily find statistics about your collection. Once this portal is ready for launch, you will be able to see the number of your library's unique items that circulated through IHLS delivery in 2023. This number will help you identify the number of items needing barcode duplication if your library barcodes are not already on the outside of your items. Additionally, should your library elect to borrow a barcode duplicator from IHLS, this number will be used to determine the amount of supplies to be provided to your library. We hope to launch this portal for you soon.

 

Duplication Options

IHLS will help with barcode duplication in any of three ways: 

OPTION 1. IHLS Duplicates Barcodes for You (Free Supplies and Labor).
For those who need help to complete the barcode duplication at their library, we will do the duplication for you at our hubs. This will occur as those items with inside barcodes pass through an IHLS hub for delivery. Our duplicators will use a thermal transfer process with a resin ribbon so the duplicates will not fade. We will use barcodes with aggressive adhesive and polypropylene materials so that labels will not separate or tear. This means the work will not need to be repeated in the future, and label protectors will not be required.

OPTION 2. Borrow a Barcode Duplicator from IHLS (Free Supplies).
For those who prefer to duplicate their barcodes themselves, we are purchasing barcode duplicators and barcodes that SHARE member libraries may reserve and use for free. We will also provide the necessary barcode resin ribbon for libraries to use at no cost. These duplicators will use a thermal transfer process with a resin ribbon, so duplicates will not fade. We will provide barcodes with aggressive adhesive and polypropylene materials so that labels will not separate or tear. This means the work will not need to be repeated in the future, and label protectors will not be required. Libraries will have access to the duplicators for a set period of time. Additional details about borrowing duplicator kits will be determined once IHLS has acquired the duplicators.

OPTION 3. Libraries May Choose to Purchase Supplies to Do Their Own Barcode Duplicating (Discounted Supplies).
For libraries that want to purchase their own duplicator systems or additional barcodes, IHLS is working to acquire a group purchase discount. Acquiring this discount will be a part of the Request for Bid process that IHLS will go through when purchasing IHLS-owned barcode duplicators; therefore, more information should be available in June or July.
 

How to Select Your Library's Preference

Inter-governmental agreements (IGA) for IHLS Barcode Duplication or Borrowing Barcode Kits will be sent to public, special, and academic libraries via DocuSign in June or July and to school libraries in August. These agreements will be emailed to the same contacts as the SHARE Annual Agreements. We plan for libraries to be able to select their barcode duplication choice within this document. You can find additional details in our updated IHLS Member Library Barcode Duplication Options information sheet.


LEARN MORE

Please visit our AMHS Project page to learn more about the potential Automated Material Handling System and why we have decided to purchase an automated sorting machine.

We value the constructive input we have received and aim to keep you well-informed throughout this process. Should you have any questions or concerns, please do not hesitate to reach out to our Delivery & Facilities Director directly or to our membership team members during one of our weekly membership events.

Thank you for your attention and continued support.

Sincerely,
Illinois Heartland Library System Staff
https://www.illinoisheartland.org/amhs


 

Last Updated: Jun. 11, 2024 - 12:25 pm