Regional Depository FAQs

Where is the Depository?
The facility is in Franklin, Massachusetts, located just off I-495 about 20 miles south of I-90 (Mass Pike).
How do I contact the Depository?
You may contact the Depository at 508.520.4558.
Is there a possibility that additional facilities may open that will be located closer to my library?
At this time no additional facilities are under consideration.
What types of materials does the facility house?
Bound volumes, such as books and bound journals, as well as boxed microfilm, videotapes, and archival boxes. For special situations, please ask for a custom consultation.
Does NELINET provide assistance to my library in selecting appropriate materials?
Absolutely. NELINET will not only provide a "Membership" service to guide you through the most common potential pitfalls, but will also provide custom consulting services (some of which will entail special fees).
Are there types of materials that the facility will not accept?
Most general stack material can be accommodated. A library may choose to deposit rare materials, maps, and some other special format material, but there are no special housing arrangements available for these materials at this time.
What about archival, boxed, or special format materials?
Appropriately boxed archival material, videotapes, microfilm, and microfiche will be accepted. Note that in most cases where the bar code is to the box and not to specific folders within a box, it is expected that requests for retrieval for boxed material would result in return of the entire box to the library, but not for specific pieces.
Must the bar code be on the front cover of the book?
A uniform location of the bar code speeds not only initial processing, but also retrieval and reshelving of materials. By ensuring that the code is on the upper cover of the book, the books can be placed in the storage tray and quickly scanned with a bar code reader. For special needs, please contact Tim Rivard (1.800.635.4638 x1949 or rivard@nelinet.net).
How can I track materials at the facility, or that may be in transit to or from the facility?
When the materials are initially transferred to the facility, we recommend you update your circulation records to show the items as "in transit." Once received and processed at the facility, an item-level update will be sent to the library through the Meyer inventory system. If items are later retrieved and returned to the library, the inventory system will be updated to note that the item was sent to the library, and it will be updated again upon its return to the depository.
What are the options for delivery?
Electronic delivery is the preferred form of delivery whenever practical. Items can be sent to an individual's e-mail account, a fax machine, or available for a limited time at a passworded website. There are a number of options available for ground delivery, including coordination with existing library ground delivery services, custom delivery routes for libraries with large deposits, and UPS.
What is the turnaround time to retrieve materials and to send them back to the library?
If delivered electronically, the item should be available within one business day. Requests for ground delivery of single items will be retrieved in one business day, with additional time if the item is in transit via ground delivery.
Can materials be used on-site at the facility?
Yes. The library is expected to send, at least a day in advance, a list to the depository of all items to be used during the visit, and to send information about the person who is being authorized to use the materials onsite.
Can my library designate other libraries for which I will allow direct lending from the facility?
Yes. Although there is no requirement for a library to agree to provide reciprocal borrowing of materials in the facility, NELINET and Meyer will work with those libraries that wish to do so to facilitate any special arrangements.
Is the material housed in the facility insured?
Meyer takes every precaution to guarantee no loss of material due to initial processing, system control, retrieval or return of materials to the library. In the case of a loss of material while in the facility or in transit, such loss will be compensated at a the rate of $50.00 per book. Libraries may also wish to consider purchasing an additional rider through the insurance policy at their own institution.
What other fire and theft protection does the depository have?
Meyer has customized the facility to meet or exceed all local building codes. They have also ensured appropriate fire and theft protection.
Is there a digitization facility available on site?
Digitization facilities are available for the electronic transfer of materials back to the owning library. No mass digitization facilities are planned at present.
Does the facility provide preservation services?
No. Some limited preservation-related services may be made available later (such as shrink wrapping). The library should take care that any special treatment that is required (e.g., envelopes, boxing, encapsulation, deacidification, binding, treatment for mold or insects) takes place prior to sending the materials to the depository.
What preparation must the library do in advance of sending materials?
In general, after selecting the materials it wishes to send to the facility the library should ensure that all items are vacuumed, the bar codes are in the appropriate location, and the circulation records are updated to show the status as "in transit to the depository." Books should be placed in boxes appropriate for shipping.
Is it possible to purchase other services from Meyer (e.g., collection relocation or temporary storage services) through NELINET?
Yes. The full range of Meyer services are available to purchase through NELINET. These services must be custom quoted based upon the specific services required.
What are the advantages of purchasing these additional services through NELINET?
By purchasing through NELINET, you will get a discounted price. Once full members pay the one time fee to join the depository, all charges are passed through at NELINET's cost. There is no mark up on these charges. You will also be able to realize the ease of handling accounts that you experience with other NELINET purchases, and to use an established purchasing agent for your library. There are other added-value services for which Meyer ordinarily charges a fee that may be provided at no additional charge as part of the package, such as their consulting services or the custom measurement of collections. (Some limitations may apply depending upon the nature of the work and the size of the collection involved.)
Do I have to be a member of NELINET to store materials at the facility? Must I be a full member?
The Depository accepts materials from libraries, historical societies, archives, and other cultural and information organizations. The best prices are available to NELINET full members. NELINET affiliate members also receive price discounts, but affiliates may find that the one-time and annual costs for storage could offset the cost of a full membership.
What does it cost to store a book?
The prices to store materials will depend upon a number of factors, particularly the number of items to be stored and the dimensions of those materials.
Are there different storage options?
Yes, the depository offers different types of storage depending on the library's needs and budget. The library can choose to have individual materials inventoried and stored with individual item retrieval. This is the most expensive storage. The library can also opt to store inventoried materials in boxes and retrieve materials by the box. This is less expensive. Finally, the library can choose to just have materials boxed without being inventoried and sent to cold storage without climate controls. This is the least expensive option.
How do I pay for these services?
For most NELINET members, the easiest and least expensive way to pay for services will be through your deposit account. In addition, special billing and invoicing options can be developed to best serve your library.

March 2, 2007

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