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JACS Shipping Information

JACS Shipments are centrally coordinated through a sign-up sheet and calendar. The CDL Shared Print Team monitors shipping sign-ups and reviews them with the Shared Print Operations Team and Shared Print Campus Coordinators as necessary before forwarding requested services to the Service Provider (Iron Mountain, Inc.). Please see the sign-up sheet for more details.

JACS Packing Guidelines

Below are guidelines to assist campuses in preparing shipments of JACS material. Following these guidelines helps ensure the material’s safety during transport and facilitates processing at the Systemwide Library Facility’s Northern and Southern locations.

  • Clean volumes of any excess dust and dirt
  • Keep titles together, in volume number order; do not organize material by size
  • Load volumes onto machine carts
    • Place one row of volumes per shelf/side (up to six rows per machine cart), volumes upright and not inverted, spines facing out
    • Ensure that volumes do not extend past the edges of the machine cart
  • Please print off and use this template to label machine carts
    • Label includes:
      • TO: SLF-N/SLF-S JACS
      • FROM: Your Campus
      • Date:
      • Number of items:
      • Book Truck Number [e.g.’1′] of [e.g.’20’]
  • Shipping provider will secure any loosely packed machine carts with foam spacers (provided by shipping provider)
  • Shipping provider will secure loaded machine carts with plastic wrap (provided by shipping provider)
  • Improperly loaded machine carts may be rejected by the shipping provider
  • Important note for library staff: please do not assist shipping professionals in unloading empty machine carts or loading empty machine carts on or off transportation vehicles. It is part of UC’s agreement with Iron Mountain, and important for the safety of all individuals involved, that cart movement on the loading dock, loading and unloading into transportation vehicles, and movement of carts for the transportation process be completed solely by Iron Mountain staff.

Dimensions of a JACS machine cart: 

  • Overall measurements: 4 X 4 X 2 ft (23 linear feet of total usable shelf space)
  • Detailed measurements:
    • Shelf length varies: 42 3/4″ – 43″
    • Width: 11 1/2″
    • Middle Shelf Height: 15 1/2″
    • Bottom Shelf Height: 17 3/4″

Shipping Logistics

Local

  1. Empty carts will be dropped off (up to six (6) carts) on the scheduled day
  2. Filled/loaded carts will be picked up on the scheduled day for service, and filled carts will be
    returned to Iron Mountain. Necessary loading time will be defined, in advance, by specific campus
    during scheduling.
  3. The following business day, the filled/loaded carts will be delivered to receiving library. Carts will
    be emptied by the receiving UC library within 4 business days.
  4. Iron Mountain will return on the scheduled day for empty cart pickup (usually within 4 business
    days of delivery of materials)

Long Distance Transfer

  1. Empty carts will be dropped off (up to six (6) carts) on the scheduled day
  2. Filled/loaded carts will be picked up on the scheduled day for service, and filled carts will be
    returned to Iron Mountain
  3. On the designated Wednesday for transfer, carts (up to six) will be transferred between Iron
    Mountain Northern California and Iron Mountain Southern California (or vice versa).
  4. The following business day (Thursday) the filled/loaded carts will be delivered to receiving
    library. Carts will be emptied by the receiving UC library within 4 business days
  5. Iron Mountain will return on the scheduled day for empty cart pickup (usually within 4 business
    days of delivery of materials)

Communications

  • Communication will take place primarily between project coordinators from UC and Iron Mountain.
    Customer will be provided with an escalation contact list in the event that the project coordinator or Iron
    Mountain cannot be reached.
  • Final email confirmations for pick-up and drop-off should include both the campus contact and the SLF
    main contact: the pick-up and drop-off addresses should be included in the confirmation emails with the
    expectation that if an address is incorrect, that will be communicated to the main Iron Mountain contact
    and back-up contact.
  • On the morning of scheduled service the Iron Mountain program manager will contact the servicing location
    to confirm service is routed as scheduled. Iron Mountain local dispatch or assigned driver will contact the
    service contact (usually between 8-9AM) to confirm service is scheduled and provide a 3 hour planned
    service window.