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LENDING
Karen Janke
IUPUI: Indiana University-Purdue University Indianapolis
University Library (IUP)
Indianapolis, Indiana
10 Commandments of ILL?
 Thou shalt not let a
request fall off
OCLC
 Thou shalt return
multi-volume sets to
the lender all at
once
 Thou shalt not
staple jiffy bags
 Thou shalt honor the
Interlibrary Loan
Code for the United
Benjamin Franklin’s
Poor Richard’s Almanack
 Fish and ILL
Requests smell after
four days.
 Beware of the young
Doctor, the old
Barber, and the
desperate PhD
student.
 A learned ILL
practitioner is a
greater ILL
But they didn’t teach me this in Library
School….
 Best Practices in Medical Interlibrary Loan and
Electronic Document Delivery. Special issue of Journal
of Interlibrary Loan, Document Delivery & Electronic
Reserve, Vol. 17(3) 2007
 Interlibrary Loan and Document Delivery: Best Practices
for Operating and Managing Interlibrary Loan Services
in all Libraries. Special issue of Journal of Interlibrary
Loan, Document Delivery & Electronic Reserve Vol. 16,
(1/2) 2006
 Leon, Lars E., et al. Enhanced Resource Sharing
Through Group Interlibrary Loan Best Practices: A
Conceptual, Structural, and Procedural Approach. portal:
Libraries and the Academy 3(3) 2003, pp. 419-40
Lending Nuts and Bolts
 What are you going to lend?
 For how long? Is 30 days enough?
 For how much?
 How are you going to deliver it?
 Do you need a computerized system to
manage it?
 How do you check out materials in your ILS?
 How many people do you need/can you afford
in order to accomplish this?
Library-to-Library
Communications
 Policies Directory / Website
Policies Directory (try searching
“YOM”)
Lender Website Examples
 E-mail address & Phone (and in your
constant data)?
 Account checked at least once a
day?
Patron Communications
 Borrowers: How overdue is it?
 Borrowers: Don’t ask the lending library to play
the heavy – issuing invoices costs them
money!
 Borrowers: Complaints about fees for
borrowing? Please don’t give out lending
library’s name/phone number.
 Borrowers: Communicate to your patrons how
to renew.
 Lenders: Making deals/special arrangements
directly with patrons of other libraries?
Borrowers: To Rush or Not to
Rush…
 Document Supplier / British
Library
 Check lending library website or
policies directory
 Try calling or emailing lender first!
 Don’t bombard lenders with a fax
of an existing request.
You scratch my back….
 Borrower: send a thank you, and cc: their
boss!
 Borrower: offer to pay overnight FedEx or UPS
with your account number
 Lender: remember and seek them out when
you need a favor
Moving Right Along...
 Just Say “No” to Conditionals such
as…
“Sorry, non circulating!”
“Sorry, we lack this year”
“Not as Cited” now goes directly to
Unfilled
“We only have vol 1 of this 2 vol set, do
you still want it?” (and are 1st in the
string)
Lost in the Mail?
 Borrowers: If you borrow it, and it never
arrives, you’re still obligated to pay for it.
 Borrowers: Offer to replace a lost or damaged
item on behalf of the lender.
ILL Departments are not Collection
Managers!
 But it pays to make nice with them!
 Can exceptions be made?
 How many items have been lost/damaged?
 How many times has it circulated in the past?
 Could it be replaced easily?
If what you’re being asked to
lend/borrow is non-circ, why?
 Rare?
 Expensive?
 In Demand?
 Can you buy it?
Special Edition!
 Lenders: Check the
requested item
versus what’s pulled
from the stacks….
 Especially for
classic literature or
when there are
numerous editions.
 THIS EDITION
ONLY statements in
request
Citation Verification: Whose job is
it?
 Answer: Borrowing Library!
 Google is the BFF of ILL!
 Series statements? Proceedings as
monograph or serials? Reprints? Freely
accessible websites or e-journals?
 Serials with title changes (fields 780 & 785)
 Ask for help on the ILL Listserv, but give ALL
the info
$$$
 “Our IFM report from 2 years ago shows a
discrepancy and we’re now charging you $10
via an invoice.”
 Mistakes happen, but check your IFM reports
promptly.
 If the financial error is > 6-12 months or from a
different fiscal year, or can’t be solved through a
dummy request, forget it!
 Lenders: Don’t fill the request when the maxcost
is lower than your fee! Borrowers aren’t obliged to
pay.
Dissertation Abstracts
International
 Lenders: Do they really want the abstract?
 Borrowers: Do your patrons know what they
are requesting?
 Borrowers: Google Scholar for digital
repositories
Busy is Relative
 Large volume lenders: 700+ transactions PER
DAY
 Small Libraries: part-time staff, may not have
the expertise
Electronic Delivery on the
Cheap
 Fax Machines: Just Say No!
 Odyssey Standalone
 Send and/or Receive
 https://osu.illiad.oclc.org/illiad/osu/lending/odysseyfaq.html
 http://www.atlas-sys.com/products/odyssey/
 Can receive as a borrower without scanning
as a lender.
 Email PDFs
 Ariel transmissions that don’t go through?
Dear OCLC,
 Records for International Libraries who don’t
lend or have any information about how to
borrow from them are seriously annoying
 Deflect requests based on max cost, filtered by
custom holding group
Hiring
 Hire people who have worked in food service
and were good at it!
 Can you type?
Lighten Up!
 Is anyone going to die?
 Borrowers: don’t be upset if your request is
turned down.
 Most people try to do the right thing most of
the time.
 ILL Karma & The Golden Rule

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Lending Digital and International Banking.ppt

  • 1. LENDING Karen Janke IUPUI: Indiana University-Purdue University Indianapolis University Library (IUP) Indianapolis, Indiana
  • 2. 10 Commandments of ILL?  Thou shalt not let a request fall off OCLC  Thou shalt return multi-volume sets to the lender all at once  Thou shalt not staple jiffy bags  Thou shalt honor the Interlibrary Loan Code for the United
  • 3. Benjamin Franklin’s Poor Richard’s Almanack  Fish and ILL Requests smell after four days.  Beware of the young Doctor, the old Barber, and the desperate PhD student.  A learned ILL practitioner is a greater ILL
  • 4. But they didn’t teach me this in Library School….  Best Practices in Medical Interlibrary Loan and Electronic Document Delivery. Special issue of Journal of Interlibrary Loan, Document Delivery & Electronic Reserve, Vol. 17(3) 2007  Interlibrary Loan and Document Delivery: Best Practices for Operating and Managing Interlibrary Loan Services in all Libraries. Special issue of Journal of Interlibrary Loan, Document Delivery & Electronic Reserve Vol. 16, (1/2) 2006  Leon, Lars E., et al. Enhanced Resource Sharing Through Group Interlibrary Loan Best Practices: A Conceptual, Structural, and Procedural Approach. portal: Libraries and the Academy 3(3) 2003, pp. 419-40
  • 5. Lending Nuts and Bolts  What are you going to lend?  For how long? Is 30 days enough?  For how much?  How are you going to deliver it?  Do you need a computerized system to manage it?  How do you check out materials in your ILS?  How many people do you need/can you afford in order to accomplish this?
  • 6. Library-to-Library Communications  Policies Directory / Website Policies Directory (try searching “YOM”) Lender Website Examples  E-mail address & Phone (and in your constant data)?  Account checked at least once a day?
  • 7. Patron Communications  Borrowers: How overdue is it?  Borrowers: Don’t ask the lending library to play the heavy – issuing invoices costs them money!  Borrowers: Complaints about fees for borrowing? Please don’t give out lending library’s name/phone number.  Borrowers: Communicate to your patrons how to renew.  Lenders: Making deals/special arrangements directly with patrons of other libraries?
  • 8. Borrowers: To Rush or Not to Rush…  Document Supplier / British Library  Check lending library website or policies directory  Try calling or emailing lender first!  Don’t bombard lenders with a fax of an existing request.
  • 9. You scratch my back….  Borrower: send a thank you, and cc: their boss!  Borrower: offer to pay overnight FedEx or UPS with your account number  Lender: remember and seek them out when you need a favor
  • 10. Moving Right Along...  Just Say “No” to Conditionals such as… “Sorry, non circulating!” “Sorry, we lack this year” “Not as Cited” now goes directly to Unfilled “We only have vol 1 of this 2 vol set, do you still want it?” (and are 1st in the string)
  • 11. Lost in the Mail?  Borrowers: If you borrow it, and it never arrives, you’re still obligated to pay for it.  Borrowers: Offer to replace a lost or damaged item on behalf of the lender.
  • 12. ILL Departments are not Collection Managers!  But it pays to make nice with them!  Can exceptions be made?  How many items have been lost/damaged?  How many times has it circulated in the past?  Could it be replaced easily?
  • 13. If what you’re being asked to lend/borrow is non-circ, why?  Rare?  Expensive?  In Demand?  Can you buy it?
  • 14. Special Edition!  Lenders: Check the requested item versus what’s pulled from the stacks….  Especially for classic literature or when there are numerous editions.  THIS EDITION ONLY statements in request
  • 15. Citation Verification: Whose job is it?  Answer: Borrowing Library!  Google is the BFF of ILL!  Series statements? Proceedings as monograph or serials? Reprints? Freely accessible websites or e-journals?  Serials with title changes (fields 780 & 785)  Ask for help on the ILL Listserv, but give ALL the info
  • 16. $$$  “Our IFM report from 2 years ago shows a discrepancy and we’re now charging you $10 via an invoice.”  Mistakes happen, but check your IFM reports promptly.  If the financial error is > 6-12 months or from a different fiscal year, or can’t be solved through a dummy request, forget it!  Lenders: Don’t fill the request when the maxcost is lower than your fee! Borrowers aren’t obliged to pay.
  • 17. Dissertation Abstracts International  Lenders: Do they really want the abstract?  Borrowers: Do your patrons know what they are requesting?  Borrowers: Google Scholar for digital repositories
  • 18. Busy is Relative  Large volume lenders: 700+ transactions PER DAY  Small Libraries: part-time staff, may not have the expertise
  • 19. Electronic Delivery on the Cheap  Fax Machines: Just Say No!  Odyssey Standalone  Send and/or Receive  https://osu.illiad.oclc.org/illiad/osu/lending/odysseyfaq.html  http://www.atlas-sys.com/products/odyssey/  Can receive as a borrower without scanning as a lender.  Email PDFs  Ariel transmissions that don’t go through?
  • 20. Dear OCLC,  Records for International Libraries who don’t lend or have any information about how to borrow from them are seriously annoying  Deflect requests based on max cost, filtered by custom holding group
  • 21. Hiring  Hire people who have worked in food service and were good at it!  Can you type?
  • 22. Lighten Up!  Is anyone going to die?  Borrowers: don’t be upset if your request is turned down.  Most people try to do the right thing most of the time.  ILL Karma & The Golden Rule

Hinweis der Redaktion

  1. When I put this together for last year’s preconference, We are pretty pressed for time, and I wasn’t sure what format it should take. Since it would be virtually impossible for me to “teach you” how to lend on ILL in 30 minutes, I started to think about it in terms of common things people do as borrowers or as lenders that may cause problems, as well as try to get you to think about your lending activities in ways you might not have thought of, and give you a chance to ask lots of questions, since that’s how we can sometimes learn the best.
  2. There is unfortunately no such document, but if there were, I thought these might be some of the commandments.
  3. Last year we were in Philadelphia, home of Ben Franklin. So if he were writing some proverbs on ILL, these might make the list.
  4. We are somewhat short on time…so In the handout is a list of all the URLs and other info that you might need later… The classic is the Interlibrary Loan Practices Handbook, by Virginia Boucher. But it’s 12 years old. A new edition is coming out in 2010. These resources are fairly recent, so a good starting place.
  5. Answers to these questions differ for all of us…and that’s okay. But if you haven’t thought about the answers to these questions in a while…maybe it’s time to revisit them. Loan Period: 2 weeks? Why bother? Is 30 days enough? What about 45? What would you want if you were a patron? Are you creating extra work for yourself because your loan period isn’t long enough? Checkouts: The ILL management system tells us who has what book checked out. So we have some departmental accounts where we check out everything to using a faculty profile (longer checkout than what we tell the borrowing library). Don’t need to bother changing accounts, we get the overdues and recalls to the departmental account. The accounts hit the borrowing limit, then someone gave me the tip to get one account for each month. That way we know that as overdues are generated by the ILS and emailed to the departmental account, that the items are really overdue and we pay more attention. Don’t hit the borrowing limit for that account. At this point I’m going to move into discussing common things that libraries do as lenders (and as borrowers) that sometimes drive their counterparts crazy. To do this, I asked a few of my colleagues to vent.
  6. ILL 101….make it easy for other libraries to get in touch with you. How many of you have checked out your policies directory lately? Try a search on ‘YOM’ SUNY Oswego, for a good example. How many of you know for sure you have information on your website for other libraries who might want to borrow from you? How many have tried to contact another library and couldn’t easily find the info?
  7. As a lender, I could care less if the book we loaned you is a few days/weeks overdue. Come to think of it, as a borrower, I could care less if this were also the case. But I’ve noticed some borrowing libraries get really stressed about this and want us to issue them a replacement invoice right away.
  8. Rushes…the pet peeve of borrowers and lenders alike…you and the lender are basically dropping everything to fill one request outside of the normal process. But Rushes happen. When they do…. There are document suppliers who are very good at filling requests in a hurry. Our fax machine died…and we use it so little that we just use the admin office one that’s not even in our area.
  9. There are a few things that tend to slow EVERYTHING down. Conditionals: Unless you have a very unique message to transmit to the borrower or you need to ask them a question, just say NO and give the right reason. Try emailing if it’s something really odd/unique.
  10. We lost a book we borrowed from a very small public library in our state who had never had that happen to them and they didn’t know what to do…how much to charge, invoice, etc. So I asked them if they would just rather have another copy, and would a used copy be OK.
  11. AV Lending….have only lost 2 or 3 since 06/07 versus about 90 total items billed lost in that timeframe.
  12. Have had to send the books back to the lender multiple times on the SAME request.
  13. Matching your requests to the right record will really help your fill rate and turnaround time, and save the time of the lender.
  14. PsycInfo in particular includes citations from DAI, but the average student doesn’t know what that really means and thinks it’s an article instead of a 300 page dissertation. As a lender…realize that the borrowing library might be automating the process and has overlooked this request…NOW is the time for a conditional. Don’t fill the request for the abstract…that’s already in the database where the citation came from. As a borrower….if you’re using ILLiad, maybe create a special thesis borrowing queue for “articles” from this publication to prevent them from being ordered by accident. That way you can search them on Google to see if they are available for free somewhere.
  15. If you’re the small library who picks the big schools first, think again!
  16. As a borrowing library, I really really really really don’t want to receive a fax. It’s pretty much illegible and can’t be scanned. And I especially hate it when it’s from a library that we usually receive electronic docs from. Double check the IP address for the Ariel transaction, CALL the library/email them if their Ariel won’t go through.
  17. Show of hands…anyone who’s worked in fast food or as a server in a restaurant?
  18. We’re all in this together…we need each other.