One of the things I miss about working in a library is how easy it was to pick up and return materials. Since I went there five days a week, it was never a problem. Now, it is just another task on my already too-long weekend errand list. My Jetsonian dream house would contain a big vacuum tube connecting to the library similar to those at the bank drive-up teller window. When I finished reading a book, I would simply drop it in the tube for on-time and safe transport back to the library. The library would then send my next selection through the tube.
However, Fort Vancouver Regional Library District (FVRL) utilizes a more practical delivery method. They offer convenient Books by Mail service to all district residents who find it difficult to visit a branch library or bookmobile. Brenda Cameron, circulation coordinator, assured me that this service is available to everyone, although the district encourages people to pick up books. Since their service area covers more than 4,200 square miles and includes farm, open range, and national forest lands, Books by Mail is a way of life for the library and its patrons.
When Brenda started working for the library in 1987, all holds were mailed. It was not until the library automated in 1992 that patrons had the choice to pick up materials in person. In 2003, the district conducted a PR campaign to balance the percentage between mailed and picked up books. Currently, about 52% of hold requests are filled by mailing.
Occasionally, someone will question the operating expenses of running a Books by Mail program. However, independent accountants have verified that this method is actually cost-effective. Without Books by Mail, the library would have to add more inter-branch delivery vehicles and staff, and branches would need to be remodeled to accommodate the increased volume of pickups.
This service is provided free of charge, and there are no overdue fines. However, patrons are responsible for return postage, so many return materials directly to the book drops, branches, or bookmobiles. Appreciative patrons are encouraged to help defray mailing costs by donating money to the library’s “Books by Mail Fund.” A donor envelope explaining the program is included in each mailing, and the district regularly receives donations back. The library has found that for most patrons there is sufficient time to receive the book in the mail, read it, and get it back within the standard three-week loan period.
In return FVRL has a very devoted patron base. In fact, it is not uncommon for patrons who have moved out of state and found out this service is not available from their new library system, to contact the library asking if they can continue to receive books from FVRL. But of course that is not possible.
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Recently, Consulting Services worked with the library to help them streamline their Books by Mail service on SirsiDynix Unicorn. Using Unicorn API tools, this new custom report scans the current day history log and selects any items being sent to the “hold” library with an in transit reason of “hold.” The report receives the item making the hold available and automatically checks the item out to the patron. Additionally, the report prints a mailing label and summary list so the staff can quickly link the label to the item/material. The report prints any failed checkout transactions so staff can easily deal with blocked patron records. Subsequent runs of the report within the same day will not print the previously selected items.
The Fort Vancouver Regional Library District, headquartered in Vancouver, Washington, was established in 1950 as the first inter-county rural district in the state, and now serves all of Clark, Skamania, and Klickitat counties, and the city of Woodland and Yale Valley in Cowlitz County. The library serves a population of more than 400,000 residents.
For more information on how your library can incorporate Books by Mail functionality within SirsiDynix Unicorn or other Consulting Services, contact your SirsiDynix account manager or email sales@sirsi.com.
