ill toolbox: ways to increase efficiency and productivity in interlibrary loan
DESCRIPTION
TRANSCRIPT
Ways to Increase Efficiency and
Productivity in Interlibrary Loan
Alison Johnson, Public Services Librarian
ACL Conference - June 13-16, 2011
Copy of PowerPoint available at:
http://alisonlibraryportfolio.wordpress.com/
access-services/interlibrary-loan-toolbox/
• The Essential Tools
• The Specialized Tools
• The Power Tools
• Sharing/Questions
What is your involvement with ILL?
I work part-time to full-time with ILL and do the day-to-day procedures
I oversee ILL but don’t often do the day-to-day procedures
I do the day-to-day procedures but it only takes less than half of my time.
Are you an OCLC Resource Sharing member?
Yes, we use OCLC WorldCat Resource Sharing/FirstSearch
Yes, we use ILLiad, CLIO, or another software
No, we are not a member of OCLC’s Resource Sharing program
How many borrowing requests do you handle during a typical school year week?
Less than 50 per week
50-150 per week
More than 150 per week
Can’t live without ‘em.
The main ILL interface from OCLC, also known as First Search
FirstSearch login: http://firstsearch.oclc.org/
Documentation from OCLC: http://www.oclc.org/us/en/support/documentation/resourcesharing/default.htm
Sign up for OCLC_SHARING_L listserv: https://www3.oclc.org/app/listserv/
Based on a library’s borrowing activity
New interface and capabilities coming in Summer 2012…
Displays lender costs, item availability, and Buy-It options
Includes patron notification feature
Simplifies billing process by adding charges and receipts to monthly OCLC invoice
Replaces the need for invoicing and writing checks to other libraries for ILL charges
Documentation from OCLC:
http://www.oclc.org/resourcesharing/features/feemanagement/default.htm
No additional charge
***Only 45 out of 94 OCLC supplying ACL libraries are using IFM***
Displays critical information about other libraries’ policies and contact information.
**Be sure your library’s information is complete and up-to-date!
Policies Directory login: https://illpolicies.oclc.org/dill-ui/SignIn.do
Information: http://www.oclc.org/resourcesharing/features/policiesdirectory/default.htm
Instructions: http://www.oclc.org/support/documentation/resourcesharing/using/userguide/policiesdirectory/policiesdirectory.htm#Deflection%20Exceptions
Quick Start: http://www.oclc.org/support/documentation/resourcesharing/libpolicies/getstart/policies_ref_card.pdf
No additional charge
Create pre-filled OCLC borrowing and lending forms for various types of requests to minimize typing.
Description from OCLC:
http://www.oclc.org/resourcesharing/features/constantdata/default.htm
Tutorial: http://www5.oclc.org/downloads/tutorials/firstsearch/rs/constantdata.html
No additional charge
Consider other ways that you might be able to use special constant
data records to save time (see first link above for examples)
Allows you to set up groups of lending libraries according to your preferences (location, cost, delivery method) for easy selection during request processing.
Information from OCLC:
http://www.oclc.org/US/EN/support/documentation/resourcesharing/customholdings/default.htm
Tutorial: http://www5.oclc.org/downloads/tutorials/firstsearch/rs/customholdings.html
Provides good examples of custom holdings groups: http://toolkit.idsproject.org/doku.php?id=borrowing:customholdings
(contains some ILLiad-specific info, but helpful for everyone)
No additional charge
The right tools for the job.
Allows you to quickly turn a TIF or image file into a PDF file
Acts like printer, but saves the file as a PDF instead of printing
Download Cute PDF Writer:
http://www.cutepdf.com/Products/CutePDF/Writer.asp
Instructions: http://www.ehow.com/how_5089608_use-cutepdf-writer.html
FREE!
Automatically deflects requests for items that your library does not lend – eliminates staff involvement with these requests!
Information from OCLC:
http://www.oclc.org/resourcesharing/features/autodeflection/default.htm
Instructions from OCLC: http://www.oclc.org/support/documentation/resourcesharing/using/userguide/policiesdirectory/policiesdirectory.htm#Creating%20Deflection%20Policies
No additional charge
Scan, edit, send, and receive electronic documents
Increases speed of delivery when dealing with other Odyssey libraries
Download and Instructions: http://www.atlas-
sys.com/products/odyssey/
FAQ: https://osu.illiad.oclc.org/illiad/osu/lending/odysseyfaq.html
Free!
***Only 32% of ACL libraries use Ariel or Odyssey to send docs***
…less than half even use email…
Extreme times call for extreme measures.
Automatically selects a lending string and processes certain patron-generated requests without staff intervention.
Quick Reference from OCLC (for using with First Search):
http://www.oclc.org/support/documentation/firstsearch/managing/directill/directill.pdf
Admin Login: http://firstsearch.org/admin
Direct Request Planning Guide: http://www.oclc.org/support/documentation/resourcesharing/direct/planguide/default.htm
No additional charge (but patrons must submit request
through an external database– FirstSearch, ILLiad, etc.)
OCLC collects your electronic article holdings information and provides a link directly to the article when another library requests it.
Manages your database licensing permissions
Description and Information:
http://www.oclc.org/us/en/knowledgebase/default.htm
Presentation: http://vidego.multicastmedia.com/player.php?p=yhl10f5s
No additional charge with your OCLC Cataloging Subscription
Automates all ILL borrowing, lending, and document delivery functions.
Information from Atlas: http://www.atlas-sys.com/illiad/
Information from OCLC: http://www.oclc.org/illiad/
Subscription available through OCLC (hosted or self-hosted)
Have you visited the IDS Workflow Toolkit?
http://workflowtoolkit.wordpress.com/
Alison Johnson, Public Services Librarian
Jackson Library, Indiana Wesleyan University
http://alisonlibraryportfolio.wordpress.com/access-
services/interlibrary-loan-toolbox/