Skip to main content Link Expand (external link) Document Search Copy Copied Preservation Services Vendor Digitization Vendor Shipping Pre-Shipping Administrative Duties Batching & Creation of Digitization Project SOW Shipping Return Shipment Procedures Considerations Truck and Dock Requirements Shipping Vendor Info PAMI Manager creates an estimate of the number of items the budget will cover. Preliminary batch is generated by PAMI Manager. Preliminary batch data is provided to vendors to gauge cost estimate. Vendor provides preliminary quote. Preliminary quote is compared to budget and adjustments are made to the batch as needed to accommodate budget constraints. Batch is created / finalized by PAMI Manager Metadata inventory sheet undergoes data cleanup MPC/MPA reviews box check-out list, obtains box count and pallet count information MPC/MPA drafts tentative schedule for box migration and shipping dates MPC/MPA reviews loading dock / shipping calendar to ensure no conflicts, creates tentative calendar appointments for potential shipping dates Note: Thursdays are generally off-limits at LSC MPC/MPA inquires with shipping vendors and provides the following information: Pickup and drop-off locations Pallet count & instructions Loading dock info / requirements Recipient loading dock info / requirements Creation of Shipping SOW Draft a final Shipment SOW (convert any quotes into PDF format) Contact Procurement (2020 contacts: Joel Schlissler & Carey Weiler) MPC/MPA emails procurement staff, describing the proposed timeline, shipper info, and attaching shipment documentation: PDF: shipping vendor inquiry email PDF: shipping vendor quote PDF: finalized agreement email (statement of work) Procurement form is completed by MPC Requisition is entered into workday by MPC MPC/MPA confirms shipper arrival times week-of for pickup and drop-off MPC/MPA confirms that invoices have been paid following completion of shipment Boxes are migrated following coordination with SFP: IF SHIPPING TO MULTIPLE VENDORS: Print paper signs with the destination city tape to top of each pallet to distinguish multiple shipments to different vendors.Shippers arrive, wrap, and take pallets. Send a list of all out-going container barcodes to LSC Collection Manager. Collection Manager will update location of barcodes in SPEC. MPC/MPA contacts digitization vendor to confirm new shipping dates and pallet count. (follow above workflow for shipping procedures) Boxes are checked-in upon arrival or before migration back to SFP staff. Send a list of all incoming container barcodes to LSC Collection Manager Collection Manager will update location of barcodes in SPEC Balance LSC storage capacities with incoming and outgoing timelines for all projects Truck must be climate controlled Pallets must not be stacked or dismantled; pallets must be wrapped by shipper Delivery must take place MON-WED or FRI, between 8am-5pm (deliveries not accepted SAT/SUN or any day after 5pm) “Straight truck” required, no more than 27” off ground (dock ceiling is short) Lift gate required, ideally ~94” x 70” (“tractor trailer” or “gesticulating” lift gates are preferred to accommodate the incline of the dock floor. Dock is 29” high from the ground, and only 19.5 ft long; outside of loading dock is a steep incline - short truck required. Clancy Relocation & Logistics