August 27, 2014

SE van delayed Wed 8/27

The SE van route will be running around 1 ½ hours late today, but it will arrive!

Southeastern Area (SE)
Center Strafford
New Castle
North Hampton
Hampton Falls

Donna Gilbreth
Supervisor, Reference and Information Services Section
New Hampshire State Library
20 Park Street
Concord, NH 03301

August 25, 2014

Van Delivery News for September, 2014

The NH State Library will be CLOSED on Monday, September 1, 2014, in observance of Labor Day. There will be NO VAN DELIVERY on this date.

For a complete list of all of the holidays the State Library is closed, please visit (the van delivery instructions) and scroll down to "NO Van Service".

If for any other reason (e.g. bad weather) van service on a particular route(s) does not operate, libraries will be notified via an e-mail message and this blog. If your library does not receive van service on a particular day, please check your e-mail and this blog before calling the State Library.

Please remember to properly label each item which you are sending via the Van Delivery Service. This will help ensure these items make it to the correct destination in a timely manner.

If you need a refresher on how items should be marked for the van, please refer to the Van Delivery Service - Instructions,, and scroll down to number 3 of the guidelines, "Addressing material to be sent on the van".

To print a current van directory list arranged in alphabetical order by library, please use the PDF version which is available at

You will need Adobe Acrobat Reader to view and print this pdf file. If you do not have it installed on your machine, you may down load it for free from

Due to the ever increasing load of materials transported by the New Hampshire State Library van delivery system, our vans can reach maximum capacity before the end of a van route, especially following long weekends and holidays. Our drivers can decline to accept materials if they feel they cannot fit them safely on their van. We are also asking libraries to please be aware of volume during times when there is likely to be a problem. You should prioritize your materials to be picked up, in case some items must be left until the next van pick up. That will allow us to immediately transport the most important items as quickly as possible.

If you have any questions you may contact Donna Gilbreth at 271-2060 or Diana DeCota at 271-2206.

August 15, 2014

Requesting MARC Records from NHAIS

 The Holdings Maintenance page on NHU-PAC formerly included a form libraries could fill out to provide NHAIS Services staff with information about bibliographic materials for which no MARC record was available in NHU-PAC.

We have created a new form and the processes here at NHAIS Services that we need to process these requests for records.

The link to the new "Add Brief Records" form is

If there is not a record in NHU-PAC that accurately reflects the item you are adding to your collection, please use this form to describe the item so that a record can be added to NHU-PAC.

When completing the form please be as accurate as possible, especially when entering numbers and HSA codes. 

NOTE: This form will be UNAVAILABLE between 8:30AM and 9AM on days the NHSL is open. This is necessary so that we can harvest the requests without losing or duplicating any.
DO not enter information into the form between these hours even if you find that it is OPEN. When we get to the step in the process where the survey is closed (which will happen during this half-hour) you will be kicked out of the Survey and your info lost.

If your library is already set up to get catalog cards printed or to have MARC records emailed to you, there is a place on the form to indicate whether you want that done for the specific request.

If you are not set up to have MARC records sent to you for these materials and you would like to be, please complete the Marc Record Request Form and send it to us.

August 11, 2014

Reminders Regarding Items on Vans

A few reminders from Donna Gilbreth, Supervisor, Reference and Information Services Section,
New Hampshire State Library, about a few packaging instructions for the van service that make our life easier.

First, generally try to avoid packaging multiple books and other items together. It is easier for us to move and pack individual books, cassettes, etc. We have to pick up and resort many books each day, and find it more difficult when 2 or more books are packaged together with elastics.

Second, please remember to consult the list of libraries when labeling routing slips. We have many books coming through with routing slips incorrectly marked. There are many libraries that pick up their materials at another library that has a van drop off. The routing slip should be filled out with the name of the library on the van service at the top (the ultimate destination should be underneath). Below are the long-standing instructions from our instruction document:

1.    Drop-Off Library - If the material is being sent to a library which receives its materials at another library, enter "FOR" followed by the name of the library to which the material is being sent. For example, if material is being sent to Taylor Library, East Derry via the Derry Public Library, the routing slip should be addressed as follows:

Town: Derry
Library: Derry Public Library
For: Taylor Library, East Derry

If you are not sure which libraries receive materials via drop off at a larger library (and there are many), then I suggest you keep a copy of this list near your preparation area: The list is clear as to which libraries receive direct service and which libraries receive materials via drop off at another library.

The libraries that pick up materials at another library can probably help by making sure any pre-printed routing slips they include are properly labeled. The Rollinsford library label should say TO: Somersworth, FOR Rollinsford; and the Newfields routing slip should say TO: Stratham, FOR: Newfields. And so it goes for all the others.

August 6, 2014

No NC van Fri 8/15

Hello Librarians,
We will be unable to run the North Country van route on Friday, August 15th. The following libraries will not receive deliveries/pick-ups that day. We apologize for the inconvenience this will cause.

North Woodstock
(meet LR driver)
Center Sandwich
North Conway

Donna Gilbreth
Supervisor, Reference and Information Services Section
New Hampshire State Library
20 Park Street
Concord, NH 03301

August 1, 2014

Do you have a pile of stuff to catalog that isn't in NHU-PAC?

NHAIS Services is working on an alternative way for libraries to send us requests for MARC records that are not currently in the NHU-PAC (what was done through the “add brief records” sub-tab of Holdings Maintenance).

We think we have a workable solution figured out. What we are concerned about it that we will announce the solution to hundreds of NHAIS libraries and then discover there is a problem with it after a ton of records are submitted. To avoid this situation we would like to find a few (3-5) libraries who can submit records (that they actually need) to us via the new method (an online form) and we will run through the processing side of the plan to make sure it works as we anticipate.

The ideal library staffer to help with this:

  •  Has used the “submit brief record” form of holdings maintenance in the recent past and is familiar with what it asks and where to find that info on actual library materials
  • Is using one of the Z39.50 methods outlined on NHAIS Notes last week (or a variation you had already been using) to find records in NHU-PAC
  • Has a pile of materials (a small pile is fine) in hand for which NHU-PAC has been searched and there is no MARC record available 
  •  Is willing to send us an email list of the requests they submit through the online form so that we can double check that what was put into the form turned up in our workflow

If you are willing and able to help out with this next week (when we expect to do the testing) please email me ( by the end of the day on Monday (8/4). I will send another message to this list when I have enough volunteers for this first round of testing. (If it works, it will be the only round.)

July 31, 2014

Brief NHU-PAC outage Thu 7/31 7:45am

Thursday, July 31: The NHU-PAC will be offline starting at 7:45 a.m.  Service should be restored within 5 minutes.

July 30, 2014

Home Page for Holdings Maintenance Work Arounds

Last week David Harris put together several detailed posts explaining the work arounds available to libraries while our holdings maintenance system remains out of commission.

To make all this information easier to find we have created a "Holdings Maintenance Work Arounds" page. Links to all David's directions are there and as additional work arounds are developed they will be added to the page. You can connect to this new page via a link under "NHAIS Notes Pages" at the top of the right-hand sidebar of NHAIS Notes. You can also connect to it by clicking on the "Holdings Maintenance" tab on the NHU-PAC.

July 29, 2014

NHU-PAC Unavailable

The NHU-PAC is currently (8:37am, Tuesday) unavailable. We are working on the issue and expect to have it resolved within the hour.