Delivery: How It REALLY Works

Anya N. Arnold

Perspectives from an accidental courier manager

Overview Accidental, what?Importance Types of ServicesJustifying ServicesAssessment of ServiceInterest Groups

Accidental: Courier-istaIn August of 2012 , I became the

Courier Program Manager for the Orbis Cascade Alliance.◦The Alliance is a consortia comprised

of 37 members, in three states ◦We serve over 280 libraries via non

member programs such as the courier

Accidental: Courier-istaMy previous experience with a

courier was:◦People came to a library to pick up

items ◦That labels had to be a particular

way◦Other than that nothing !!!

Accidental: Courier-ista

Accidental: Courier-istaSo I did some research :

◦Learned about some turmoil ◦Learned how to do my new role!

Accidental: Courier-istaMy New Role

◦Business Agent◦Negotiator ◦Enforcer ◦Advocate

Accidental: Courier-istaMy New Role

◦Bearer of bad news◦Bearer of good news◦Trainer ◦Banker

Accidental: Courier-istaMy New Role

◦Maintain Materials◦Communication ◦Website editor

Accidental: Courier-istaGoals

◦To secure a predictable and reliable service

◦To secure a predictable and stable price

◦To ensure safety and timeliness

ImportanceIn a time of decreasing library

budgets, interlibrary loan helps ensure patrons have access to materials even if their local library can’t provide it.

The cost of sending items can often be prohibitive to all types of libraries.

ImportanceCourier services can reduce the

cost of shipping ILLs.

They can also help connect you to libraries you may not be currently using as borrowing partners.

ImportanceMany libraries see reductions in

their workflow due to the ease of packaging and sending items via a courier as opposed to traditional mailing via the United States Postal Service, UPS, FedEx, etc.

ImportanceLibraries who join a courier

service often see an increase in ILLs, as shipping becomes easier and less expensive for both the library and the patron.

Types of ServicesHosted and run by a libraryHosted and run by a consortium

• Own the vehicles• Own the bags and bins• Hires drivers directly • Creates their own policies and

procedures

Types of ServicesHosted by a library run by a vendor Hosted by a consortium run by a vendor

• Vendor might own the vehicles• Library or Consortium might own the bags and bins• Vendor might employ their own drivers• Vendor might contract out for drivers • Library or Consortium might create their own

policies and procedures or are subject to the vendors

Justifying Services

There are some simple things to consider if you are trying to determine whether your library is a good candidate for a courier service or if you are justifying your membership in a courier service.

Justifying ServicesAmount of ILLs sent yearly Average cost of shipping and

packaging Importance of delivery speedThe total cost of the service

Justifying ServicesGeneric Public Library – Example The courier service costs $5,000 for 5-

day a week delivery. Generic Public sends an average of

2500 ILLs annually.Turn-around time is not huge factor

since public library patrons can generally wait a week or more

Justifying ServicesGeneric Public Library – Example

◦Low Cost estimate of shipping via USPS $3.98 per package Includes the cost of the packing materials Reminder that this library sends 2500 ILLs

packages yearly So for USPS the cost would be annually

$9,950

Justifying ServicesGeneric Public Library – Example

◦Side by side comparison USPS annual cost: $9,950 ($3.98 x 2500) Courier annual cost: $5,000 ( 5 day flat

rate) Difference : $4,950

Justifying ServicesAcademic Library – Example The courier service costs $5,000 for 5-

day a week delivery. Academic Library sends an average of

6500 packages annually.Turn-around time is a huge factor since

these patrons cannot generally wait a week or more.

Justifying ServicesAcademic Library – Example

◦Side by side comparison USPS annual cost: $25,870 ($3.98 x

6500) Courier annual cost: $5,000 ( 5 day flat

rate) Difference : $20,870

Justifying ServicesIn the Alliance:

In the last year the courier transported over 305,000 packages!

USPS: $1,204,750.00

Justifying ServicesIn the Alliance:

In the last year the courier has shipped over 305,000 packages!

Courier: $403,464.00

Justifying ServicesIn the Alliance:

In the last year the courier has shipped over 305,000 packages!

Difference: $801,286.00

Assessment of ServiceQuestions to ask your Courier

Manager◦ Are lost & damaged items covered?◦What is the average transit time?◦Is a different packaging or labeling

system required?

Assessment of Service

Assessment of Service

Assessment of Service:

● Weight ● Volume ● Stop ● Gas ● Construction● Weather ● Etc…

Assessment of ServiceA growing trend in courier services is

connecting to outside courier networks.

◦For instance, the Trans-Amigos Express serves Texas, Arkansas, New Mexico and Oklahoma.

◦They connect to three outside courier services serving Missouri, Kansas, Iowa, and Illinois.

Assessment of ServiceThose connections add up to 650+

additional libraries that can be reached through the courier for no additional charge.

This allows for a much larger reach and more cost savings for libraries.

Assessment of ServiceThose connections can also take

a much longer time to send and receive items, as they often involve items changing hands multiple times

Assessment of ServiceThe delay may mean that these

connections are only valuable for returning items or for sending items that are not time sensitive.

Assessment of ServiceFurthermore, many agreements

between courier services do not provide for reimbursement in the case of lost or damaged items.

ALA Physical Delivery Interest Group

The Association of Specialized and Cooperative Library Agencies (ASCLA) is a division of the American Library Association.

ALA Physical Delivery Interest Group

ASCLA hosts Interest Groups, including the Physical Delivery Interest Group.

In addition to meeting bi-annually at ALA Annual and Midwinter, the Physical Delivery Interest Group has a listserv to help you stay in touch with other librarians in your field.

ALA Physical Delivery Interest Group

Learn more at:

www.ala.org/ascla

QUESTIONS?

Thank you!