Empire Library Delivery (ELD) improves statewide delivery, making resource sharing connections among all types of libraries affordable and streamlined. ELD provides return on investment for libraries by providing a convenient, affordable, and tailored delivery service to institutions, thereby supporting increased statewide resource sharing among ELD participants. By bundling shipments of library materials, ELD assists libraries in quickly getting items into the hands of users.

ELD is overseen by Sheryl Knab of the Western New York Library Resources Council and Kathleen Gundrum of Capital District Library Council.  They convene an advisory council of representatives from the IDS project, ConnectNY, SUNY Libraries and other representative institutions to ensure an efficient, cost-effective exchange of materials among participating libraries.

For questions regarding ELD’s day-to-day operations, please contact admin@esln.org.

Advisory Group
Advisory Group Charge
Determine the overall management of the statewide delivery service, Empire Library Delivery, including contracts, business plans, and policies and procedures.


Members

Sheryl Knab – WNYLRC / ESLN Chairperson Kathy Gundrum – CDLC
Marc Wildman – CLRC Tim Spindler – LILRC
Maria DeGaetano – ESLN Mark Sullivan – IDS
Pam Jones – ConnectNY Beth Bohstedt – Hamilton College
William Jones – SUNY Geneseo Nancy Abashian – SUNY Binghamton
Emily Wager – New York State Library Chris Keough – University at Buffalo
Tim Jackson – SUNY OLIS Tim Arnold – Jamestown Community College
Frank Russo – Monroe County Library System
Simone Yearwood – Queens College, CUNY
Practitioners Group
Practitioners Group Charge
Assess, review, and identify improvements for everyday operations of Empire Library Delivery, including labeling, packaging, statistics, and other issues that impact timely delivery across New York State.

Members

Maria DeGaetano – ESLN Kelsey Milner – SENYLRC
Alicia Marrese – St. John Fisher College Ellen Eurbanek – SUNY Buffalo
Jennifer Acker – HVCC Beth Posner – CUNY
Elise Thornley – SUNY Binghamton Glen Bogardus – SUNY Canton/Potsdam
Tara Stohr – Mid-Hudson Library System Sarah Probst – ConnectNY
Ronald Figueroa – Syracuse University Jennifer Chess – USMA
J Silvia Cho – CUNY Graduate Center

POLICIES & PROCEDURES

Policies & Procedures Manual

Up to date policies and procedures can be found in the ELD policies and procedures manual. If you have any questions, please contact admin@esln.org.

Joining ELD
ELD welcomes new participants to the delivery service. Two weeks’ notice is needed to set up a new account. New stops will always begin service on a Monday. To indicate an interest in joining ELD please use the form here.
Discontinuing ELD
Libraries wishing to discontinue ELD service may opt out at the end of any quarter with a minimum of two weeks’ notice. No refunds are available.
How to send via ELD

All participating ELD libraries are listed on the ELD Roster. Your library can ship to and receive from all the libraries on this list using the ELD program.

Place ILL items to be sent in an ELD bag and zip the bag closed. Multiple items going to one location may be placed in the same bag; however items going to different locations must be placed in separate bags. The courier will not be opening the bags and therefore will not be able to sort items within the same bag to go to different locations. Multiple bags should be placed in a blue ELD tote.

Due to the fragile nature of some AV packaging, ELD recommends that AV materials be sent inside a hard plastic container or wrapped in bubble wrap.

ELD Participants as preferred lenders/Using custom holdings
If your library participates in ELD, you may wish to create a ELD Custom Holdings Group. Custom Holdings is an OCLC ILL feature that allows you to automatically display holdings for groups of preferred lenders. ELD participants should make sure they are part of the OCLC group with the affiliation code LAND. If your library was part of the previous LAND service managed by Nylink and then NYSHEI, you are already part of that group. Participants that have joined the system after July 1, 2012 should contact OCLC to join the group.
Expected Turnaround Time
Empire State Library Network contracts with a courier service to provide ELD, with expected turnaround times of 24 to 72 hours between locations (see below). Courier service drivers are expected to arrive at the same time each day within a two-hour window. 

CCS Hub/Sort Center

ALBANY

BINGHAMTON BUFFALO NEW YORK CITY ROCHESTER SYRACUSE
ALBANY 24 HOURS 24 HOURS 48 HOURS 48 HOURS 48 HOURS 24 HOURS
BINGHAMTON 24 HOURS 24 HOURS 24 HOURS 48 HOURS 24 HOURS 24 HOURS
BUFFALO 48 HOURS 24 HOURS 24 HOURS 72 Hours 24 HOURS 24 HOURS
NEW YORK CITY 48 HOURS 48 HOURS 72 HOURS 24 HOURS 72 HOURS 48 HOURS
ROCHESTER 48 HOURS 24 HOURS 24 HOURS 72 HOURS 24 HOURS 24 HOURS
SYRACUSE 24 HOURS 24 HOURS 24 HOURS 48 HOURS 24 HOURS 24 HOURS
ABOVE TIMES DENOTE TRANSIT TIME FROM PICK UP BY CCS AT ELD SENDING LIBRARY TO DELIVERY BY CCS AT ELD RECEIVING LIBRARY.
Number of packages
There is no limit to the number of packages that can be shipped daily.
Shipping supplies

ELD will supply each participating member with an initial supply of bags and a label template. If your library’s supply of ELD bags is running low, please use the form on the ELD site to request more.

Totes will be delivered by the courier service driver from your local hub/terminal. If your library has extra totes, leave those out for the drive to return them to the hub/terminal. If your library needs totes, please inform your driver who can alert the terminal and he can bring more on the next service day.

Excess, worn or damaged bags should be sent via ELD to:

Capital District Library Council (VYD)

28 Essex Street, Albany NY 12206 

HUB -Albany ​

What to send
  • Books

  • Periodicals

  • Newspapers

  • Audio-visual materials*

    • video and audio cassettes

    • sound recordings

    • CDs

    • DVDs

  • including video and audiocassettes, sound recordings, CD’s

*Due to the fragile nature of some AV packaging, ELD recommends that AV materials be sent inside a hard plastic container or wrapped in bubble wrap.

What NOT to send
  • Office equipment

  • Personal Correspondence

  • Promotional Items

  • Rare or valuable books or periodicals

  • Items that cannot be replaced

Holidays

There is no ELD service on the following holidays:

  • New Year’s Day

  • President’s Day

  • Memorial Day

  • Independence Day

  • Labor Day

  • Veteran’s Day

  • Thanksgiving Day

  • Day after Thanksgiving

  • Christmas Day

Library closures
If your library is going to be closed on a day when you would normally receive a ELD pickup/delivery, please fill out the Report and Issue or Closure Form to let the courier know that no stop is necessary. Please provide a minimum of 48 hours advance notice.

See the holiday 2020/2021 sheet for a list of closures reported to to date. 

 

Reporting Statistics

Your library should track ELD usage. All ELD participants should count the number of bags and items sent by ELD each month, and report monthly to ELD using the form below.

June 2021 Delivery Statistics – Due by July 10th

May 2021 Delivery Statistics – Due by June 10th

April 2021 Delivery Statistics – Due by May 10th

March 2021 Delivery Statistics – Due by April 10th

February 2021 Delivery Statistics – Due by March 10th

January 2021 Delivery Statistics – Due by February 10th

Please feel free to use one of these tracking sheets to help assist in gathering statistics.

Tracking by day

Tracking by location

Reporting Issues
Please use the Report an Issue or Closure Form for all delivery issues (missed stops, missing books, etc.).
Refunds
The ESLN contract with Custom Courier Solutions stipulates that ESLN will be credited for missed stops. Participating libraries will be credited for missed stops when they are invoiced for the next fiscal year. For example, a library’s 2015-16 invoice, generated on or about July 1, 2015, would reflect a credit for all reported missed stops in the 2014-15 year.
Lost and damaged materials
 The ELD policy for lost and damaged items and claim form were revised in July 2020. For the full policy see the policies and procedures manualThe Empire State Library Network (ESLN), which maintains the Empire Library Delivery (ELD) service, accepts no liability for loss of materials shipped through ELD, with the exception of those shipping using the tracking system of damage items, as outlined below.

Lost/Missing Item Policy: An item is considered lost and eligible for reimbursement only when sent using the tracking system and 30 days have passed since being sent. Items sent without a tracking number are not eligible for reimbursement. See further details below. In order to track missing items, libraries should report items using missing resources form after 10 days.  See current list of missing items below.

     Sent with tracking: In the case when any items/bags tendered to the courier with a label created through the tracking system are not received on the 10th day following the pick-up date, a claim form should be submitted and the process in the manual should be followed.  If not located, the claim will be paid after 30 days. 

Claims will be paid based on the library replacement cost of the lost items to a maximum of $500.00 per item. If suitable documentation of an item’s library replacement cost or value is not provided, replacement cost will be $100.00 per item. A $10 processing claim will also be included. 

     Sent without tracking: If an item sent without a label with a tracking number cannot be located, regardless of the cause, libraries should follow the Interlibrary Loan Code of the United States, which states that the borrowing Library “assumes responsibility for borrowed material from the time it leaves the supplying library until it has been returned to and received by the supplying library. This includes all material shipped directly to and/or returned by the user. If damage or loss occurs, provide compensation or replacement, in accordance with the preference of the supplying library.“

Damaged Item Policy:

If an item has been damaged in transit, the supplying library is entitled to full replacement of the items at the expense of the current contracted service provider. 

Upon receipt of the damaged items, take pictures of the item damage and bag the item came in. Also take pictures of the front cover and title page for verification purposes. A claim form with the the title, tracking number if available, shipping, and owning library must be submitted within 48 hours of receipt. The full policy can be found in the policies and procedures manual.

Items tendered to the courier from a member library in transit to another member library that arrive damaged will be eligible for reimbursement. Claim will be paid based on the provided library replacement cost of the item or items damaged to a maximum of $500.00 per item. If suitable documentation of an item’s library replacement cost or value is not provided, replacement cost will be $100.00 per item. A $10 processing claim will also be included.

Below is a list of items that have been reported as missing. Please email us if any of these resources have been found, so we may update the list.

You may view and download the full Missing Resources Summary spreadsheet here.

Labeling & Tracking

Labeling
The courier requires the institution name, full address, OCLC code and hub on the label.  The format of the label is the same as if you are addressing an envelope. Place the destination in the middle of the label with a larger font and your library in smaller print in the upper left hand corner.   Please note, it is important to have a full return address on the package.  If a bag is mislabeled or somehow gets misdirected, the materials may be returned to sender. A label template is available for your use, however pre-cut 3 x 5 index cards will also fit in the windowed envelope. See below for a sample of how to properly label your bags:

 

 

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Label Maker & Tracking System

Members may also use the label maker in the tracking system to create labels with a barcode that will allow institutions to see when an item leaves and arrives at its destination. Use of this system will be required by all ELD members after July 1, 2021.

Click here for directions for using the tracking system/label maker

Click here for the username/password list

Click here to go to the tracking system/label maker

Click here to track a package with your 7 digit tracking code

CONTACT FORMS

Please use this form to report resources that have gone missing through the Empire Library Delivery system. Please wait approximately 10 business days after the resources were expected to arrive before submitting a report.

Check the Missing Resources Summary for reported resources.

FAQs

We currently have the blue LAND or NY3R bags. Can we still use them?

Yes, ELD will continue to use the blue LAND and NY3R bags, and drivers will continue to accept them with the new service. So keep using them! We have cycled in the ELD bags, but there’s no reason to get rid of the perfectly good bags we already have in circulation.

Also, ESLN has purchased delivery totes that have been provided to each participating library. Please keep these bags and totes in circulation rather than using them around your library to store items.

We have kept statistics at our library on how many books we send out each month. Do we need to report this information to ELD?
We ask that you keep track of the number of items and bags you sent each month and report them to ELD by the 10th of the following month. At the end of each month a form to report statistics will be sent via the ELD newsletter. This form is also available in the reporting statistics section of this website. 
Where do we find the city in which a library is (ex. College of Saint Rose – Albany) and where do we find the 3-letter abbreviations of the hub (ex. HUB – ALB)?
 

The cities for each participating library are listed on the roster. The hub abbreviations are:

Albany: ALB

Binghamton:  BNG

Buffalo: BUF

New York City:  NYC

Newburgh: NEW

Rochester: ROC

Syracuse: SYR

Will libraries be refunded for missed stops?
The ESLN contract with Custom Courier Solutions stipulates that ESLN will be credited for missed stops. Participating libraries will be credited for missed stops when they are invoiced for the next fiscal year. For example, a library’s 2015-16 invoice, issued on or about July 1, 2015, would reflect a credit for all reported missed stops in the 2014-15 year.

 

How are deliveries confirmed?
Our vendor, Custom Courier Solutions, requires each driver to fill out a “Proof of Delivery” sheet.  Some drivers require a staff member to sign this sheet, others simply take the name of the person receiving the delivery and annotate the sheet.  This enables us to ensure that deliveries are indeed being made.  Members should report any failed deliveries (missed stops) using the Report an Issue or Closure form so that we may follow up and credit you for that stop.