The following is a list of best practices intended to help facilitate the timely distribution of digital talking-book machines (DTBMs). This list was compiled from suggestions made by librarians and machine-lending agency contacts who participated in the prelaunch test of the digital talking-book system and who have generously shared their experiences. NLS hopes that machine-lending agencies will find these suggestions useful in preparing for the distribution of digital talking-book machines.
I. Have a clear DTBM distribution plan in place.
A. Have a list of patrons to whom you intend to distribute DTBMs. The list should include the general readership in addition to priority patrons (veterans and centenarians).
B. Maintain a waiting list that consists of at least twice the number of patrons as machines expected each month.
C. Determine which patrons will receive advanced (DA1) players and which will receive standard (DS1) players before shipments arrive. Some consideration might be given to E-1 users. Students, nonfiction readers, avid cookbook readers, and BARD users may be interested in DA1 models.
D. Have a plan to distribute DTBMs to patrons after the waiting lists are exhausted. Determine how to proactively distribute the DTBMs to all patrons who currently have C-1 machines.
II. Test automation system and scanning equipment using the sample DA1 and DS1 units that have been issued.
A. Verify that circulation systems can read the bar codes on the DTBMs.
B. Verify the reporting of DTBMs to BPHICS.
C. Verify that the circulation system is generating the correct CMLS transactions for the digital talking-book (DB) customers. Be sure that code files are correct and settings are in place to report to CMLS.
D. Ensure that appropriate library staff members are familiar with entering DTBMs into the library automation system.
E. Ensure that appropriate library staff members are familiar with assigning DTBMs to patrons.
F. Identify and resolve automation problems as soon as possible.
III. Patron Notification
A. Notify patrons in advance that they will receive a new digital player.
B. Have notification letters prepared so that they can be sent as soon as DTBMs are shipped to machine-lending agencies.
C. Stress the importance of retaining cassette players for use with the magazine collection and the extensive RC collection as DBs will be produced in limited quantities during the transition phase.
IV. Staffing
A. Plan ahead for staffing needed to handle the distribution of new DTBMs.
B. Consider pulling staff from other areas of the library and training them to help with the general distribution.
C. Have a plan in place to train staff in the DTBM distribution processes.
D. Consider volunteer recruitment and training (where possible).
E. Consider shipment and distribution schedules when planning vacation and leave for employees.
V. Packaging/Distribution
A. Have secured space prepared for receiving, processing, and distributing DTBMs.
B. Use a small amount of tape on the mailing-card pouch to prevent the cards from being lost.
C. Use a small amount of tape on the machine box to prevent it from opening in the mail.
VI. United States Postal Service
A. Check with local post office to ensure that ample equipment is available (mail bins, trucks, etc.) for receiving and distributing DTBMs.
Other Practices
Listed below are suggestions, and/or procedures that will be implemented by various libraries within the network. Some of these ideas may be helpful when developing and/or revising procedures.
- Enter all new equipment into circulation system and designate it "available" as soon as shipping lists of DTBMs arrive.
- Activate all patrons in system as "ready to receive digital services."
- Send notification to all patrons who requested DTBMs informing them that they will be receiving the new DTBMs shortly.
- After waiting lists are exhausted, send notification to all patrons who did not request a DTBM that digital talking-book machines will soon arrive.
- After the patrons on the waiting lists are satisfied, begin issuing DTBMs to new patrons, students, and then distribute to the general readership even if a player was not previously requested. Plan to issue players to ALL patrons (whether requested or not). Only patrons who absolutely do not want a player should be exempted from receiving a player.
- Participate in NLS conference calls to help solve problems encountered in distribution.
Many thanks to the prelaunch librarians who contributed to this list of best practices by participating in telephone interviews and conference calls, including Kim Charlson (Braille and Talking Book Library, Massachusetts), Edith Gavino (Braille Institute Library Services, California), Mike Gunde and Jane Karp (Florida Bureau of Braille and Talking Book Library Services), Mark McCluski (Andrew Heiskell Library, New York), Tracey Morsek (Iowa Regional Library), Bessie Oakes (Utah Regional Library), Ava Smith (Texas Regional Library), Richard Smith (Wolfner Library, Missouri), and Israel Taub (JBI International).
For further information contact:
MaryBeth Wise
Quality Assurance Specialist
(202) 707-0501
mwis@loc.gov