ILL Toolbox: Ways to Increase Efficiency and Productivity in Interlibrary Loan


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ILL Toolbox: Ways to Increase Efficiency and Productivity in Interlibrary Loan

  1. 1. 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: access-services/interlibrary-loan-toolbox/
  2. 2. • The Essential Tools • The Specialized Tools • The Power Tools • Sharing/Questions
  3. 3. 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
  4. 4. Can’t live without ‘em.
  5. 5.  The main ILL interface from OCLC, also known as First Search  FirstSearch login:  Documentation from OCLC:  Sign up for OCLC_SHARING_L 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
  6. 6.  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:  No additional charge ***Only 45 out of 94 OCLC supplying ACL libraries are using IFM***
  7. 7.  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:  Information:  Instructions: policiesdirectory/policiesdirectory.htm#Deflection%20Exceptions  Quick Start: rt/policies_ref_card.pdf  No additional charge
  8. 8.  Create pre-filled OCLC borrowing and lending forms for various types of requests to minimize typing.  Description from OCLC:  Tutorial:  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)
  9. 9.  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: oldings/default.htm  Tutorial:  Provides good examples of custom holdings groups: (contains some ILLiad-specific info, but helpful for everyone) No additional charge
  10. 10. The right tools for the job.
  11. 11.  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:  Instructions: FREE!
  12. 12.  Automatically deflects requests for items that your library does not lend – eliminates staff involvement with these requests!  Information from OCLC: /default.htm  Instructions from OCLC: /using/userguide/policiesdirectory/policiesdirectory.htm#Cre ating%20Deflection%20Policies  No additional charge
  13. 13.  Scan, edit, send, and receive electronic documents  Increases speed of delivery when dealing with other Odyssey libraries  Download and Instructions:  FAQ: Free! ***Only 32% of ACL libraries use Ariel or Odyssey to send docs*** …less than half even use email…
  14. 14. Extreme times call for extreme measures.
  15. 15.  Automatically selects a lending string and processes certain patron-generated requests without staff intervention.  Quick Reference from OCLC (for using with First Search): aging/directill/directill.pdf  Admin Login:  Direct Request Planning Guide: /direct/planguide/default.htm  No additional charge (but patrons must submit request through an external database– FirstSearch, ILLiad, etc.)
  16. 16.  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:  Presentation:  No additional charge with your OCLC Cataloging Subscription
  17. 17.  Automates all ILL borrowing, lending, and document delivery functions.  Information from Atlas:  Information from OCLC: Subscription available through OCLC (hosted or self-hosted)  Have you visited the IDS Workflow Toolkit?
  18. 18. Alison Johnson, Public Services Librarian Jackson Library, Indiana Wesleyan University