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.
For questions regarding ELD’s day-to-day operations, please contact firstname.lastname@example.org.
Determine the overall management of the statewide delivery service, Empire Library Delivery, including contracts, business plans, and policies and procedures.
|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|
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.
|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
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
Expected Turnaround Time
CCS Hub/Sort Center
|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
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
What to send
video and audio cassettes
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
Rare or valuable books or periodicals
Items that cannot be replaced
There is no ELD service on the following holidays:
New Year’s Day
Day after Thanksgiving
See the holiday 2020/2021 sheet for a list of closures reported to to date.
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.
Please feel free to use one of these tracking sheets to help assist in gathering statistics.
Lost and damaged materials
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.
Labeling & Tracking
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.
Check the Missing Resources Summary for reported resources.
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?
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:
New York City: NYC
Will libraries be refunded for missed stops?