Equipment: Maintenance

Equipment Maintenance in Central Library Operations (CLO Procedure #39)

Scope: This procedure explains how equipment in CLO is maintained, repaired, and serviced.

Contact:   Jim Leblanc  

Unit: Senior Management Team

Date last updated: 11/03/09

Date of next review: November 2010

Equipment  

Maintenance  

Repairs  

Service 

A.  EQUIPMENT

Equipment includes copy machines, computers, printers, telephones, and fax machines, as well as any furniture in need of repairs. Maintenance in this context means keeping the machine supplied (paper for copy machines, toner cartridges for printers) so they can operate. Repair is an action that has to be taken beyond the above maintenance so that a machine can be made functional. Service means routine maintenance to the machinery itself.

B.  MAINTENANCE

I. COPY MACHINES

• Interlibrary Services
  • Does not apply
• Mann LTS
  • Staff add paper and take care of straightforward paper jams. Request toner cartridge replacement and refer all other problems by phone to the Mann Library Administration (255-1040) or by email to the Mann Library Finance Representative.
• Olin LTS
  • The Olin LTS administrative support specialist supplies paper to individual machines in LTS. When you notice that the supply at a particular machine is low, let her know via an e-mail message.
  • The Olin LTS administrative support specialist is also responsible for replacing toner and ink cartridges. In her absence, the network administrator on duty serves as backup. These supplies are kept in a compartment below each machine and are replaced as needed. When the last cartridge at a machine has been used, the LTS administrative support specialist will replenish the stock.
• Preservation & Collection Maintenance
  • For problems, contact the Conservation Liaison or the Microforms Collection Management Assistant.

II. PRINTERS

• Interlibrary Services
  • Paper and toner cartridges are replaced by staff.  The ILS Lending Coordinator orders supplies.
• Mann LTS
  • Paper and toner cartridges are replaced by staff. Supplies of paper and toner cartridges are kept in the storage closet in the ERSM Bindery/Bookmarking area.
  • Supplies are monitored by the Mann Library Finance Representative. If supplies run out, call Mann Library Administration (255-7962) or email the Mann Library Finance Representative. Used toner cartridges are recycled (it is up to staff members to pack them for mailing).
• Olin LTS
  • The Olin LTS administrative support specialist supplies paper to individual machines in LTS. When you notice that the supply at a particular machine is low, let her know via an e-mail message.
  • The Olin LTS administrative support specialist is also responsible for replacing toner and ink cartridges. In her absence, the network administrator on duty serves as backup. These supplies are kept in a compartment below each machine and are replaced as needed. When the last cartridge at a machine has been used, the LTS administrative support specialist will replenish the stock.
• Preservation & Collection Maintenance
  • For problems, contact the Conservation Liaison or the Microforms Collection Management Assistant.

C.  REPAIRS

I. COPY MACHINES

• Interlibrary Services
  • Staff address straightforward paper jams. For more serious problems, contact the ILS net admin.
• Mann LTS
  • Staff address straightforward paper jams. Refer all other problems by phone to the Mann Library Administration (255-1040) or by email to the Mann Library Finance Representative.
• Olin LTS
  • Paper jams in departmental copiers are taken care of by the nearest staff member able to do so. Do not attempt any other repairs. If a copier is out of service, notify the Olin LTS administrative support specialist via e-mail, telling her which copier is out of service and why. She then calls the vendor and requests a service call. 
• Preservation & Collection Maintenance
  • For problems, contact the Conservation Liaison or the Microforms Collection Management Assistant.

II. COMPUTERS AND PRINTERS

• Interlibrary Services
  • Contact the ILS net admin.
• Mann LTS
  • Contact the Staff Computing Specialist in Mann ITS Operations (255-3091). If the Staff Computing Specialist is not available, contact the Mann Library Systems Administrator (255-1381).
• Olin LTS
  • Report problems with a departmental computer or printer to the departmental network administrator on duty. If the network administrator is unable to resolve a problem, he or she notifies a network technician in Desktop Services. 
• Preservation & Collection Maintenance
  • For problems, contact the Conservation Liaison or the Microforms Collection Management Assistant.

III. OTHER EQUIPMENT

• Interlibrary Services
  • Contact the ILS net admin.
• Mann LTS
  • For problems with the telephones, contact the Mann Library Systems Administrator (255-1381). For all other problems, contact the Mann Library Finance Representative (255-1040). 
• Olin LTS
  • Report breakdowns of other equipment, such as telephones, typewriters, or furniture to the Olin LTS administrative support specialist, who initiates the appropriate service call.  
• Preservation & Collection Maintenance
  • For problems, contact the Conservation Liaison or the Microforms Collection Management Assistant

D.  SERVICE

The routine mechanical servicing of equipment in CLO is performed by suppliers or staff from outside CLO on schedules determined by those suppliers or staff. CLO staff are not involved in such maintenance and maintain no service records.