We are excited to provide an update on a change to the timeline for installing the sorting machines and to provide context for this revised schedule.
After carefully reviewing our progress and current circumstances, we have decided to move up the timeline for the installation of the sorting machines. There are several factors influencing this decision:
- Faster Progress on Barcode Duplication: We’ve made more progress in the barcode duplication project than originally anticipated. Fewer IHLS members have opted to complete the duplication process at their own libraries, and many libraries have been able to complete the duplication task at their library within 1-2 months of borrowing the machines.
- Budgeting and Auditing Requirements: Our original budget planned for the purchase of the sorting machines in FY2025. However, to ensure we can expense this purchase in the current fiscal year (FY2025), we must have the machines purchased and installed by June 30, 2025, based on GASB definitions of an expense. If we miss this deadline, we will be required to budget for the machines again in FY2026, which would result in another large deficit budget.
- Optimizing Installation Timing: Given the delivery schedule and seasonal variations in service, it makes sense to install the machines during the summer months when most school libraries do not receive deliveries. During the one-and-a-half-week installation period, we plan to maintain delivery services by rearranging our sorting areas prior to machine installation to ensure we can maintain manual sorting tasks. This approach will be simpler since there won’t be many school library deliveries during this time.
- Efficiency Gains from the Machines: One key reason for moving forward with the installation is the time and effort currently required for the manual sorting process. The machines will significantly reduce manual labor and minimize errors, improving accuracy and overall operational efficiency.
AMHS Updated Timeline
Today – All SHARE member libraries should place barcodes externally on new items if they do not have RFID. Each member library should have completed an Intergovernmental Agreement (IGA), selecting an option for how the system can assist in duplicating barcodes for items that circulate outside of their library and have inside barcodes. Members should be actively involved in the barcode duplication project and should not be waiting for the machines to arrive to begin duplication.
April 2025 – Majority of barcodes for transit should be moved externally by this time
April 2025 – Edwardsville hub machine installation
May 2025 – Champaign hub machine installation
June 2025 – Carbondale hub machine installation
July 2025 – Delivery transit receipt paper printing functionality is turned off only for transit purposes. Each library has the ability to turn it back on at their level if they want to print transit labels. The ability to print holds receipts will still remain the same, and each library makes that choice individually.
As a reminder for branch-level sorting, IHLS staff will apply transit slips at the hubs for libraries that have branches. Items will arrive at your delivery drop point with labels applied.
We appreciate your understanding and cooperation as we adjust our schedule to ensure the timely implementation of this important project. If you have any questions or need further clarification, please don’t hesitate to reach out to Delivery & Facilities Director Colleen Dettenmeier.
