The Future Meets the Past: Developing Collaborative Resource Sharing Workflows for Special Collections Materials
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The Future Meets the Past: Developing Collaborative Resource Sharing Workflows for Special Collections Materials

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The Future of Resource Sharing ...

The Future of Resource Sharing
Friday, May 17
9:00 a.m. - 4:00 p.m.
Mercer University, Macon, GA
Presented by OCLC and Lyrasis

The world of archives and special collections has traditionally been what those both inside and outside the field would call “isolated.” The description, though commonly apt, is not intentional. Few archivists want anything more than increased access to, and greater use of, their collections. With this in mind, changes in resource sharing and the development of sophisticated tools and prescient systems and practices may offer far more to the archivist than meets the eye.

Toward that end, OCLC and Lyrasis are teaming to bring together resource sharing practitioners, systems and policy developers, archivists and librarians to share information, tackle questions and challenges, and initiate a broader discussion about access, dissemination, and cooperation. They will hold a FREE, one day conference May 17 at Mercer University in Macon.

Topics will include WorldShare (inheritor of Worldcat), metadata for cataloging, systems and tools, institutional repositories, statistics and copyright. Speakers from OCLC, Lyrasis, Atlas Systems, the Digital library of Georgia, among others will lead the discussion. Though initiated by the speakers, the discussion is meant to be as much of an open forum as possible.

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  • http://northwestarchivistsinc.wildapricot.org/WesternRoundup2010WESTERN ROUNDUP A Joint Conference of the Conference of Inter-Mountain Archivists, Northwest Archivists, Society of California Archivists, and Society of Rocky Mountain Archivists.SEATTLE April 28-May 1, 2010Friday, April 30 - Late Afternoon sessions 3:30-5:00 * Session 13: Enhancing Access to Archives and Special Collections through Inter-Library Loan Elizabeth Nielsen, Chair and participant, Oregon State University Christian Dupont, Atlas Systems, Inc. Geoff Wexler, Oregon Historical Society Researchers are learning more about archival and special collections materials through online finding aids, consortial databases, and WorldCat—but often the materials themselves are not available online and are housed at repositories some distance away. OCLC Research launched a “Sharing Special Collections Project” in 2009 to explore streamlining procedures and developing good practices for lending archives and special collections materials. In addition, an Association of College and Research Libraries/ Rare Books and Manuscripts Section (ACRL/RBMS) task force has been charged with reviewing, updating, and merging the ACRL guidelines for interlibrary loan of rare and unique materials and lending of special collections materials for exhibition. This panel discussion will allow for sharing of ideas, concerns, and questions among panelists and session attendees about the general concepts as well as detailed practices for loaning archives and special collections. It will also include time for discussion of possible next steps to enable or facilitate loaning of special collections and archival materials in the western states.
  • In the next few minutes, I will summarize two current initiatives focused on enhancing access to special collections and archives through inter-institutional lending and other resource-sharing practices.
  • Instead of viewing of preservation and access as competing interests when it comes to special collections and archives, we must learn to balance them. Not a new concept, but this type of reasoning is not generally applied to interlibrary loan and special collections, where the prevailing instinct is to “just say no.”Likewise, we must learning to view risk not in opposition to trust, but instead within the context of relationships that involve trust. Need to build trust, and building trust necessarily involves risk.
  • Need to examine and evaluate risks, then analyze and reduce them.
  • In the next few minutes, I will summarize two current initiatives focused on enhancing access to special collections and archives through inter-institutional lending and other resource-sharing practices.
  • RLG Shared Resources Manual, 3rd ed. (Stanford:Research LibrariesCroup, 1987), “Additional Guidelines for Access to Archives, Manuscripts, and Special Collections”8.1 INTRODUCTION These additional guidelines are intended to facilitate and standardize interlibrary loan of research materials housed in the special collections departments of member institutions. They are designed to:1. reflect the common commitment of member libraries to meet research needs as stated in the RLG Shared Resources Manual; adapt the interlibrary loan protocols set forth in Chapters 6 and 7 to the particular conditions that distinguish special collections materials from those in general collections;be sufficiently flexible to accommodate intra-institutional interlibrarv loan regulations.These guidelines are not intended to cover the loan of materials for exhibit purposes, Both this manual and the National Interlibrarv Loan Code (1980) state that some special collections materials are inappropriate for interlibrary loan because of rarity, monetary value, uniqueness, or fragility. However, other materials in special collections are not rare, expensive, unique, or fragile. Consequently, these guidelines recommend that special collections departments in all RLG libraries treat interlibrary loan requests case by case and that, in the spirit of the RLG compact, they interpret their lending policies as generously as possible. http://www.oclc.org/research/activities/sharing/default.htmBackgroundSharing the rare and unique items in library collections has long been a controversial topic. In 2002, RLG organized a forum in Washington, D.C., called Sharing the Wealth that brought together teams of special collections curators and interlibrary lending staff to discuss how best to share special collections and archival material more widely.  The focus was on lending original materials, but scan-on-demand initiatives and other provision of surrogates was also explored. This event spawned a working group that surveyed research libraries on current attitudes and practices, gathered superior examples of procedures and forms used in the lending of special collections, and developed a model policy for lending the rare and unique. In the end, the working group concluded that opinions about lending special collections was divided into two camps: those who already loaned such materials successfully, and those who were unwilling to even discuss the possibility of lending their rare and unique items.In 2009, an RLG Programs steering committee on the delivery of special collections was formed. This group revisited the idea of physically lending rare and unique materials and initially concluded that the topic was still too controversial for reasoned discussion.  However, group members reconsidered and decided that, given the many changes in the economic, technical and cultural environments since 2002, it was worth having such discussions again, in spite of the fact that the topic makes many in libraries, archives and museums distinctly uncomfortable.At the same time, a working group on sharing expertise among RLG Programs partner institutions within the SHARES resource sharing consortium proposed streamlining the process for handling external requests for special collections materials, as the volume of such requests is dramatically on the rise. The impulses of the steering committee and the working group were joined together, resulting in the creation of the Sharing Special Collections Advisory Group.The Sharing Special Collections Advisory Group is made up of special collections specialists and interlibrary lending staff, in several cases teams from the same institution.Two main tasks have been identified during preliminary discussions: streamlining work flows when handling ILL requests for rare and unique materials, and exploring how best to go about building trust between two institutions sufficient to allow the physical lending of special collections materials.The conversation about sharing special collections began with a Web seminar, "Treasures on Trucks and Others Taboos," on 28 May, 2009. The seminar featured a panel discussion with two pairs of SHARES experts and heads of special collection, one pair speaking from experience and the other just starting to consider the possibility of more widely sharing the physical items. Our work will complement the work of Jennifer Schaffner’s "policy and workflow on copying special collections materials" and the RBMS task force on revising the lending of special collections guidelines.III. Getting down to brass tacks: who's doing what, when?A. Create a glossary of terms about sharing special collections, so we know we're all talking about the same thing. Volunteers: Laura Carroll, Elizabeth Nielsen.B. Streamline work flows for handling outside requests for special collections materials. Right now these are usually treated as one-offs with a lot of special handling and conferring. Some working group members feel like we might be able to tease apart 1) the borrowing actions, 2) lending actions when the requests are fielded by ILL, and 3)lending actions when the requests are fielded by special collections. Another opinion within the group is that we need to look at the process as a whole and recommend one set of best practices. Volunteers: Scott Britton (overall), Aimee Lind (overall), Jennifer Block (borrowing), Barbara Coopey (lending).C. Explore what sort of trust needs to be in place for one institution to lend a special collections item to another, and how to go about building and documenting that trust. Volunteers: Jen Schaffner.D. When we're further along with the these, the group will also formulate a compelling argument for whoever needs to hear it (administrators, curators, donors, funders) that sharing special collections is both possible (in this tough economic climate) and beneficial (to lenders as well as borrowers).IV. Next steps: schedule calls for each of the first three tasksV. Other business: Our discussions touched upon a number of other topics: the desirability of collecting examples of current work flows, the fact that lending special collections materials may require a different pricing structure than traditional ILL; how most of our discussions so far have tended to be about published materials versus archival materials; that loaned special collections materials must be identified on the *outside* of packaging; that a long term goal would be to have smart ILL discovery systems that when appropriate know to suppress records for items that cannot be loaned or shared; and that one useful aspect of making a compelling argument for sharing special collections might be to write up a detailed assessment of where we are now.Sharing Special Collections Advisory GroupJennifer Block (Princeton) Scott Britton (University of Miami) Eleanor Brown (Cornell) Laura Carroll (Emory) Paul Constantine (University of Washington) Barbara Coopey (Pennsylvania State) Margaret Ellingson (Emory) Cristina Favretto (University of Miami) Sue Hallgren (University of Minnesota) Aimee Lind (Getty Research Institute) Elizabeth Nielsen (Oregon State) Sandra Stelts (Pennsylvania State) Shannon Supple (UC Berkeley Law)
  • RLG Shared Resources Manual, 3rd ed. (Stanford:Research LibrariesCroup, 1987), “Additional Guidelines for Access to Archives, Manuscripts, and Special Collections”8.1 INTRODUCTION These additional guidelines are intended to facilitate and standardize interlibrary loan of research materials housed in the special collections departments of member institutions. They are designed to:1. reflect the common commitment of member libraries to meet research needs as stated in the RLG Shared Resources Manual; adapt the interlibrary loan protocols set forth in Chapters 6 and 7 to the particular conditions that distinguish special collections materials from those in general collections;be sufficiently flexible to accommodate intra-institutional interlibrarv loan regulations.These guidelines are not intended to cover the loan of materials for exhibit purposes, Both this manual and the National Interlibrarv Loan Code (1980) state that some special collections materials are inappropriate for interlibrary loan because of rarity, monetary value, uniqueness, or fragility. However, other materials in special collections are not rare, expensive, unique, or fragile. Consequently, these guidelines recommend that special collections departments in all RLG libraries treat interlibrary loan requests case by case and that, in the spirit of the RLG compact, they interpret their lending policies as generously as possible. http://www.oclc.org/research/activities/sharing/default.htmBackgroundSharing the rare and unique items in library collections has long been a controversial topic. In 2002, RLG organized a forum in Washington, D.C., called Sharing the Wealth that brought together teams of special collections curators and interlibrary lending staff to discuss how best to share special collections and archival material more widely.  The focus was on lending original materials, but scan-on-demand initiatives and other provision of surrogates was also explored. This event spawned a working group that surveyed research libraries on current attitudes and practices, gathered superior examples of procedures and forms used in the lending of special collections, and developed a model policy for lending the rare and unique. In the end, the working group concluded that opinions about lending special collections was divided into two camps: those who already loaned such materials successfully, and those who were unwilling to even discuss the possibility of lending their rare and unique items.In 2009, an RLG Programs steering committee on the delivery of special collections was formed. This group revisited the idea of physically lending rare and unique materials and initially concluded that the topic was still too controversial for reasoned discussion.  However, group members reconsidered and decided that, given the many changes in the economic, technical and cultural environments since 2002, it was worth having such discussions again, in spite of the fact that the topic makes many in libraries, archives and museums distinctly uncomfortable.At the same time, a working group on sharing expertise among RLG Programs partner institutions within the SHARES resource sharing consortium proposed streamlining the process for handling external requests for special collections materials, as the volume of such requests is dramatically on the rise. The impulses of the steering committee and the working group were joined together, resulting in the creation of the Sharing Special Collections Advisory Group.The Sharing Special Collections Advisory Group is made up of special collections specialists and interlibrary lending staff, in several cases teams from the same institution.Two main tasks have been identified during preliminary discussions: streamlining work flows when handling ILL requests for rare and unique materials, and exploring how best to go about building trust between two institutions sufficient to allow the physical lending of special collections materials.The conversation about sharing special collections began with a Web seminar, "Treasures on Trucks and Others Taboos," on 28 May, 2009. The seminar featured a panel discussion with two pairs of SHARES experts and heads of special collection, one pair speaking from experience and the other just starting to consider the possibility of more widely sharing the physical items. Our work will complement the work of Jennifer Schaffner’s "policy and workflow on copying special collections materials" and the RBMS task force on revising the lending of special collections guidelines.III. Getting down to brass tacks: who's doing what, when?A. Create a glossary of terms about sharing special collections, so we know we're all talking about the same thing. Volunteers: Laura Carroll, Elizabeth Nielsen.B. Streamline work flows for handling outside requests for special collections materials. Right now these are usually treated as one-offs with a lot of special handling and conferring. Some working group members feel like we might be able to tease apart 1) the borrowing actions, 2) lending actions when the requests are fielded by ILL, and 3)lending actions when the requests are fielded by special collections. Another opinion within the group is that we need to look at the process as a whole and recommend one set of best practices. Volunteers: Scott Britton (overall), Aimee Lind (overall), Jennifer Block (borrowing), Barbara Coopey (lending).C. Explore what sort of trust needs to be in place for one institution to lend a special collections item to another, and how to go about building and documenting that trust. Volunteers: Jen Schaffner.D. When we're further along with the these, the group will also formulate a compelling argument for whoever needs to hear it (administrators, curators, donors, funders) that sharing special collections is both possible (in this tough economic climate) and beneficial (to lenders as well as borrowers).IV. Next steps: schedule calls for each of the first three tasksV. Other business: Our discussions touched upon a number of other topics: the desirability of collecting examples of current work flows, the fact that lending special collections materials may require a different pricing structure than traditional ILL; how most of our discussions so far have tended to be about published materials versus archival materials; that loaned special collections materials must be identified on the *outside* of packaging; that a long term goal would be to have smart ILL discovery systems that when appropriate know to suppress records for items that cannot be loaned or shared; and that one useful aspect of making a compelling argument for sharing special collections might be to write up a detailed assessment of where we are now.Sharing Special Collections Advisory GroupJennifer Block (Princeton) Scott Britton (University of Miami) Eleanor Brown (Cornell) Laura Carroll (Emory) Paul Constantine (University of Washington) Barbara Coopey (Pennsylvania State) Margaret Ellingson (Emory) Cristina Favretto (University of Miami) Sue Hallgren (University of Minnesota) Aimee Lind (Getty Research Institute) Elizabeth Nielsen (Oregon State) Sandra Stelts (Pennsylvania State) Shannon Supple (UC Berkeley Law)
  • RLG Shared Resources Manual, 3rd ed. (Stanford:Research LibrariesCroup, 1987), “Additional Guidelines for Access to Archives, Manuscripts, and Special Collections”8.1 INTRODUCTION These additional guidelines are intended to facilitate and standardize interlibrary loan of research materials housed in the special collections departments of member institutions. They are designed to:1. reflect the common commitment of member libraries to meet research needs as stated in the RLG Shared Resources Manual; adapt the interlibrary loan protocols set forth in Chapters 6 and 7 to the particular conditions that distinguish special collections materials from those in general collections;be sufficiently flexible to accommodate intra-institutional interlibrarv loan regulations.These guidelines are not intended to cover the loan of materials for exhibit purposes, Both this manual and the National Interlibrarv Loan Code (1980) state that some special collections materials are inappropriate for interlibrary loan because of rarity, monetary value, uniqueness, or fragility. However, other materials in special collections are not rare, expensive, unique, or fragile. Consequently, these guidelines recommend that special collections departments in all RLG libraries treat interlibrary loan requests case by case and that, in the spirit of the RLG compact, they interpret their lending policies as generously as possible. http://www.oclc.org/research/activities/sharing/default.htmBackgroundSharing the rare and unique items in library collections has long been a controversial topic. In 2002, RLG organized a forum in Washington, D.C., called Sharing the Wealth that brought together teams of special collections curators and interlibrary lending staff to discuss how best to share special collections and archival material more widely.  The focus was on lending original materials, but scan-on-demand initiatives and other provision of surrogates was also explored. This event spawned a working group that surveyed research libraries on current attitudes and practices, gathered superior examples of procedures and forms used in the lending of special collections, and developed a model policy for lending the rare and unique. In the end, the working group concluded that opinions about lending special collections was divided into two camps: those who already loaned such materials successfully, and those who were unwilling to even discuss the possibility of lending their rare and unique items.In 2009, an RLG Programs steering committee on the delivery of special collections was formed. This group revisited the idea of physically lending rare and unique materials and initially concluded that the topic was still too controversial for reasoned discussion.  However, group members reconsidered and decided that, given the many changes in the economic, technical and cultural environments since 2002, it was worth having such discussions again, in spite of the fact that the topic makes many in libraries, archives and museums distinctly uncomfortable.At the same time, a working group on sharing expertise among RLG Programs partner institutions within the SHARES resource sharing consortium proposed streamlining the process for handling external requests for special collections materials, as the volume of such requests is dramatically on the rise. The impulses of the steering committee and the working group were joined together, resulting in the creation of the Sharing Special Collections Advisory Group.The Sharing Special Collections Advisory Group is made up of special collections specialists and interlibrary lending staff, in several cases teams from the same institution.Two main tasks have been identified during preliminary discussions: streamlining work flows when handling ILL requests for rare and unique materials, and exploring how best to go about building trust between two institutions sufficient to allow the physical lending of special collections materials.The conversation about sharing special collections began with a Web seminar, "Treasures on Trucks and Others Taboos," on 28 May, 2009. The seminar featured a panel discussion with two pairs of SHARES experts and heads of special collection, one pair speaking from experience and the other just starting to consider the possibility of more widely sharing the physical items. Our work will complement the work of Jennifer Schaffner’s "policy and workflow on copying special collections materials" and the RBMS task force on revising the lending of special collections guidelines.III. Getting down to brass tacks: who's doing what, when?A. Create a glossary of terms about sharing special collections, so we know we're all talking about the same thing. Volunteers: Laura Carroll, Elizabeth Nielsen.B. Streamline work flows for handling outside requests for special collections materials. Right now these are usually treated as one-offs with a lot of special handling and conferring. Some working group members feel like we might be able to tease apart 1) the borrowing actions, 2) lending actions when the requests are fielded by ILL, and 3)lending actions when the requests are fielded by special collections. Another opinion within the group is that we need to look at the process as a whole and recommend one set of best practices. Volunteers: Scott Britton (overall), Aimee Lind (overall), Jennifer Block (borrowing), Barbara Coopey (lending).C. Explore what sort of trust needs to be in place for one institution to lend a special collections item to another, and how to go about building and documenting that trust. Volunteers: Jen Schaffner.D. When we're further along with the these, the group will also formulate a compelling argument for whoever needs to hear it (administrators, curators, donors, funders) that sharing special collections is both possible (in this tough economic climate) and beneficial (to lenders as well as borrowers).IV. Next steps: schedule calls for each of the first three tasksV. Other business: Our discussions touched upon a number of other topics: the desirability of collecting examples of current work flows, the fact that lending special collections materials may require a different pricing structure than traditional ILL; how most of our discussions so far have tended to be about published materials versus archival materials; that loaned special collections materials must be identified on the *outside* of packaging; that a long term goal would be to have smart ILL discovery systems that when appropriate know to suppress records for items that cannot be loaned or shared; and that one useful aspect of making a compelling argument for sharing special collections might be to write up a detailed assessment of where we are now.Sharing Special Collections Advisory GroupJennifer Block (Princeton) Scott Britton (University of Miami) Eleanor Brown (Cornell) Laura Carroll (Emory) Paul Constantine (University of Washington) Barbara Coopey (Pennsylvania State) Margaret Ellingson (Emory) Cristina Favretto (University of Miami) Sue Hallgren (University of Minnesota) Aimee Lind (Getty Research Institute) Elizabeth Nielsen (Oregon State) Sandra Stelts (Pennsylvania State) Shannon Supple (UC Berkeley Law)
  • In 1988, Rare Books & Manuscripts Librarianship (vol. 3, no. 2) published three papers exploring interlibrary loan and special collections with an introduction by editor Sid Huttner. The papers were presented at the 29th RBMS Preconference in New Orleans on July 7, 1988. The issue also published as an appendix RLG's "Additional Guidelines for Access to Archives, Manuscripts, and Special Collections."http://rbms.info/publications/rbml/tables_of_contents.shtmlVolume 3, Number 2Fall 1988Editor: Alice D. SchreyerSIDNEY F. HUTTNER, ed. Generous but Responsible: The Unique, the Rare and Interlibrary Loan 103THOMAS V. LANGE Alternatives to Interlibrary Loan 107H. THOMAS HICKERSON &ANNE R. KENNEY Expanding Access: Loan of Original Materials in Special Collections 113JAMES WOOLLEY Special Collections Lending: A Reader's View 121http://rbms.info/standards/index.shtmlACRL Guidelines for the Interlibrary Loan of Rare and Unique Materials. Final version, approved by ACRL at ALA Annual Meeting, Orlando, 2004; published in C&RL News 65:9, October 2004, pp. 544-547. Former draft version published in C&RL News 54:5, May 1993; Approved February 1994; draft revision published in C&RL News 65:5, May 2004. http://www.ala.org/ala/mgrps/divs/acrl/about/committees/roster.cfm?committee=acr-rbmguide2009 appointment of Guidelines for Interlibrary Loan and Borrowing and Lending Special Collections Material for Exhibition Task Force.Committee ChargeTo review, update, and revise the 2004 revised Guidelines for the Interlibrary Loan of Rare and Unique Material; and to review, update, and revise the 2005 revised Guidelines for Borrowing and Lending Special Collections Material for Exhibition, combining these two documents into a single set of guidelines for borrowing and lending rare and unique materials and special collections material.RosterHjordis D. Halvorson (Chair, 2009 - 2011)Dr. Christian Yves Dupont (Member, 2009 - 2011)Jeffrey D. Marshall (Member, 2009 - 2010)Laila Miletic-Vejzovic (Member, 2009 - 2011)Heather M. Smedberg (Member, 2009 - 2011)Shannon K. Supple (Member, 2009 - 2011)Cherry Williams (Member, 2009 - 2011)ACRL Guidelines for Borrowing and Lending Special Collections Materials for Exhibition. Approved January 2005.
  • In 1988, Rare Books & Manuscripts Librarianship (vol. 3, no. 2) published three papers exploring interlibrary loan and special collections with an introduction by editor Sid Huttner. The papers were presented at the 29th RBMS Preconference in New Orleans on July 7, 1988. The issue also published as an appendix RLG's "Additional Guidelines for Access to Archives, Manuscripts, and Special Collections."http://rbms.info/publications/rbml/tables_of_contents.shtmlVolume 3, Number 2Fall 1988Editor: Alice D. SchreyerSIDNEY F. HUTTNER, ed. Generous but Responsible: The Unique, the Rare and Interlibrary Loan 103THOMAS V. LANGE Alternatives to Interlibrary Loan 107H. THOMAS HICKERSON &ANNE R. KENNEY Expanding Access: Loan of Original Materials in Special Collections 113JAMES WOOLLEY Special Collections Lending: A Reader's View 121http://rbms.info/standards/index.shtmlACRL Guidelines for the Interlibrary Loan of Rare and Unique Materials. Final version, approved by ACRL at ALA Annual Meeting, Orlando, 2004; published in C&RL News 65:9, October 2004, pp. 544-547. Former draft version published in C&RL News 54:5, May 1993; Approved February 1994; draft revision published in C&RL News 65:5, May 2004. http://www.ala.org/ala/mgrps/divs/acrl/about/committees/roster.cfm?committee=acr-rbmguide2009 appointment of Guidelines for Interlibrary Loan and Borrowing and Lending Special Collections Material for Exhibition Task Force.Committee ChargeTo review, update, and revise the 2004 revised Guidelines for the Interlibrary Loan of Rare and Unique Material; and to review, update, and revise the 2005 revised Guidelines for Borrowing and Lending Special Collections Material for Exhibition, combining these two documents into a single set of guidelines for borrowing and lending rare and unique materials and special collections material.RosterHjordis D. Halvorson (Chair, 2009 - 2011)Dr. Christian Yves Dupont (Member, 2009 - 2011)Jeffrey D. Marshall (Member, 2009 - 2010)Laila Miletic-Vejzovic (Member, 2009 - 2011)Heather M. Smedberg (Member, 2009 - 2011)Shannon K. Supple (Member, 2009 - 2011)Cherry Williams (Member, 2009 - 2011)ACRL Guidelines for Borrowing and Lending Special Collections Materials for Exhibition. Approved January 2005.
  • https://prometheus.atlas-sys.com/display/illiad8/Rapid+Manager+ProcessingOverview of Rapid Manager ProcessingIf your institution is a member of the Rapid resource sharing service, you can use ILLiad 8 to minimize the work and processing time of your Borrowing and Lending requests.ILLiad 8 uses the ILLiad Rapid Manager to communicate directly with Rapid to locate lenders and fill requests automatically.You can configure your process to move requests through queues manually or create custom routing rules for a more unmediated workflow.If both the Borrowing and Lending institutions use ILLiad Odyssey, requests are handled automatically through Odyssey, and can be delivered to customers with no staff intervention.To use ILLiad with Rapid, simply configure the Rapid Manager as explained in Configuring the Rapid Manager.The Rapid Manager is a separate service installed on your ILLiad server, designed to download and process your Rapid requests every 10 minutes.When sending requests, Rapid automatically chooses the Lender based on Rapid load balancing protocol.Lenders using Rapid and the Rapid Manager service in ILLiad, then receive the request and fill or cancel the request through ILLiad, and the Rapid Manager automatically updates that request with Rapid.Odyssey requests can be filled by the lender as well using the information received with the Rapid request.
  • Adding special collections to the ILL process involves cooperation from the special collections units at both the lending and borrowing institution. Lenders need to determine conditions of loan; borrowers need to abide by them, including providing secure, supervised reading room.
  • Regarding #1, seeReport of the WorldCat Local Special Collections and Archives Task Force, 16 December 2008http://www.rbms.info/committees/bibliographic_standards/committee-docs/FinalReportWCLSpecCollTaskForce.pdfand:OCLC Response to the WorldCat Local Special Collections and Archives Task Force, MelaKircher, April 3, 2009, Revisedhttp://www.rbms.info/committees/bibliographic_standards/committee-docs/OCLCResponseWCLTaskForce.pdfRegarding #2, see:ILLiad, the OCLC Policies Directory, and WorldCat Registry, Tim Prather, Amigos(presented at 2010 ILLiad International Conference)https://www.atlas-sys.com/conference/2010Presentations%5CILLiad_the_OCLC_Policies_Directory_and_WorldCat_Registry.pdfThe OCLC Policies Directory contains ILL policy information for over 7,000 WorldCat Resource Sharing libraries. ILLiad provides one-click access to the Policies Directory, where you can review these lending and copying policies. You can use this information to choose your potential lenders, to update information about lenders in your ILLiad database and to publish your own policies. With the introduction of the new Policies interface in December 2009, the Policies Directory is now linked to the WorldCat Registry, a Web-based directory that defines institutional identity, services, relationships, contacts and other key data often shared with third parties. Attend this session to learn about updating your library’s data in the Policies Directory and WorldCat Registry and how it can be used to improve your lending and borrowing fill-rates in ILLiad. Regarding #3, refer to posting from OCLC/RLG SHARES manager Dennis Massie to the RLG-SHARES-L mailing list on 4/1/2010:Dear SHARES Participants, Please read at least down to the arrows for an important tidbit about lender-borrower communication difficulties. Periodically I’m asked to remind folks that it’s essential for borrowing libraries to honor any handling or packaging request made by a lending library.  If a lender asks you to return their item in a box, it is incumbent upon you as the borrower to do so.  The same obviously goes for requests that no photocopying be allowed, or no adhesive labels be placed directly on the book, or that the item be used only within the library, or even used only under supervision in a reading room.   What the lending library says goes.   Lately, a new (for me, anyway) wrinkle has emerged. In the most recent example of which I’m aware, a museum library loaned a book to an academic library and asked that the item be returned in a box.  The item was returned in a jiffy bag.  After some back and forth, it was discovered that the text placed in the Lending Notes field by the lending library, which uses WorldCat Resource Sharing, was not being displayed for the borrowing staff at the academic library, which uses ILLiad.  That’s right:  ILLiad apparently doesn’t display notes from WCRS partners.  The “return in a box” message wasn’t being seen by the borrowing library staff.  This may explain a fair number of incidents like this.   I’ve communicated with OCLC support staff and product managers about this, and they passed the word on to Atlas folks.   So it is now officially a “known problem” and will go onto the enhancements list.   In the meantime, users need to be aware of this glitch and behave accordingly.  Lenders, always include something in any paperwork or on any book band or label traveling with the book that explains handling  and packaging requirements. Borrowers, follow all handling and packaging instructions from lenders.  “I can’t control what my mailroom does” is not an acceptable response.  A special work flow needs to be in place to ensure that the lender’s instructions are followed to the letter.  Otherwise lenders are fully within their rights to refuse to lend to those who repeatedly fail to honor such instructions. OK?  Fair enough? Having written all that, I’m sure that 99.9999% of all SHARES transactions (and of all ILL transactions, for that matter) get resolved to everyone’s satisfaction, incident-free.  We’re all doing our best.  And our best is usually pretty darned good.   So be aware of this glitch in the communication chain.  And take the necessary steps as both borrower and lender to keep everything on a trusted, friendly basis.
  • Embracing ILL for special collections and archives requires change …
  • Feel free to contact me with questions.If you found this presentation helpful and you would like to reuse all or part of its, you can download it from my SlideShare site.

The Future Meets the Past: Developing Collaborative Resource Sharing Workflows for Special Collections Materials The Future Meets the Past: Developing Collaborative Resource Sharing Workflows for Special Collections Materials Presentation Transcript

  • The Future Meets the Past:Collaborative Resource SharingWorkflows for Special CollectionsMaterialsOCLC and LYRASIS Present: The Future of Resource SharingA conference held at Mercer University, Macon, GA, May 17, 2013Christian Dupont, Aeon Program DirectorAtlas Systems cdupont@atlas-sys.com
  • Christian Dupont Aeon Program Director for Atlas Systems Former special collections director at UVaand Syracuse Former ACRL Rare Books and ManuscriptsSection (RBMS) chair Member RBMS task force to reviseACRL/RBMS guidelines for interlibraryloan of special collections
  • “If one will examine the deeds of gift, contracts, and otherlegal instruments whereby great collections are placed ininstitutions, one will be interested to observe that thecollector does, all too often, regard the librarian as anenemy of books, from whom the treasures must beguarded. One would not impose the condition that „thebooks shall not be permitted to leave the building‟ were itnot for the fact that in the offing is the public-serviceexpert and his unholy passion for „interlibrary loans‟ of anykind of material.”Randolph G. Adams, “Librarians as Enemies of Books” Library Quarterly 7 (1937): 317-31.Point: Librarians as Enemies of Books
  • “I have used (as a reader) and worked (as an employee) inlibraries here and abroad. I have read a bit in library history.And I have come increasingly to feel that American specialcollections are not only a troublesome concept in theory butalso, generally speaking, worse in practice. Our theory tooeasily justifies a broad range of practices that, howeverwell-intentioned they may be, prove in execution ─ evenwhen they are not simply idiotic, as, too frequently, theyare ─ to be mean-spirited, judgmental, exclusionary,hierarchical, and otiose.”Daniel Traister, “Is There a Future for Special Collections? And Should There Be? APolemical Essay” RBM: A Journal of Rare Books, Manuscripts, and Cultural Heritage 1:1(2000): 54-76.Counterpoint: Librarians as Enemies of Users
  • Opposing and Balancing InterestsPreservation AccessTrust Risk
  • What are the risks?Where are the risks?Items not returned• not sent• lost in transitItems returned damaged• poorly packaged• mishandled in transitItems mishandled during use• not kept in secure areas• photocopied/scanned(requester)(shipper)(requester)(shipper)(requester)(requester)
  • Key Resources OCLC Research/RLG Programs:“Sharing Special Collections” ACRL/RBMS Guidelines forInterlibrary and Exhibition Loan ofSpecial Collections Materials
  • • 1967OCLC founded• 1974RLG founded• 1976U.S. Copyright Act; Section 108• 1978: IFLA ILL guidelines; Missouri network beginsintercampus lending of archival materials• 1987: “Additional Guidelines” to RLG Shared ResourcesManual (“SHARES”)• 2002: “Sharing the Wealth” forum• 2009: Sharing Special Collections Advisory Group• 2009: “Treasures on Trucks and Other Taboos” webinarSee: http://www.oclc.org/research/activities/sharing/default.htmOCLC/RLG “Sharing Special Collections”
  • Susan Snyder, Bancroft Library, University of California, Berkeley• From June 2001 through June 2002, The Bancroft Library at theUniversity of California at Berkeley participated in a pilot project totest the feasibility of interlibrary loan of special collections materialamong the nine UC campuses.• Of the 469 patron-initiated requests for Bancroft Library loansprocessed during the pilot, 330 were denied, 21 were filled asmicrofilm loans, 98 were filled as photocopies, and 20 items were sentto the borrowing institution.• Of the 20, one was damaged in transit. Most denials fell into twogroups — too dear to lend or too common to lend. In the end, it wasfelt that the program as it had been developed was not able to"guarantee the security and safe handling of Special Collectionmaterial during loans.”See: http://worldcat.org/arcviewer/1/OCC/2007/09/28/0000073852/viewer/file489.html2002 RLG Forum: “Sharing the Wealth”
  • Tom Hickerson, Cornell University• Interlibrary Loan of Rare Books, 1993-2001• Average of seventy books loaned per year.• Presently, we receive 700+ loan requests per year for rare books.Approximately 15% are filled.• Presently, we receive 600+ requests for photocopies from rarebooks. Approximately 80% are filled.• Approximately 35% of loans are to RLG member institutions• Interlibrary Loan of Archives and Manuscripts (examples)• Loan of scrapbooks containing architectural drawings for use atthe University of California, Santa Barbara.• Loan of 20 cu ft of the William Miller Papers for use at the JonesMemorial Library, a public library in Lynchburg, Virginia.See: http://worldcat.org/arcviewer/1/OCC/2007/09/28/0000073852/viewer/file489.html2002 RLG Forum: “Sharing the Wealth”
  • ACRL/RBMS Guidelines forInterlibrary and Exhibition Loan ofSpecial Collections Materials• 1979: ALA-SAA Joint Statement on Access to OriginalResearch Materials• 1987-88: RBMS Preconference, Rare Book andManuscripts Librarianship (RBML) issue• 1994: ACRL/RBMS “Guidelines for the Inter-library Loanof Rare and Unique Materials”• 2004: Guidelines revision• 2009-11: Guidelines revision; integration with exhibitionloan guidelines (2005); ACRL approval (2012)See: http://www.ala.org/acrl/standards/specialcollections
  • ACRL/RBMS Guidelines forInterlibrary and Exhibition Loan ofSpecial Collections MaterialsReferences and Resources• “Licensed to ILL: Partnering with InterLibrary Loan to Fulfill SpecialCollections Requests” ─ Julia Gardner, University of Chicagohttp://www.rbms.info/conferences/preconfdocs/2011/SeminarBGardner.pdf• “Unthinkable Horror or Emerging Best Practice? Exploring Access toSpecial Collection Materials through Interlibrary Loan” ─ William Gee,Gypsye Legge, East Carolina Universityhttp://www.ncl.ecu.edu/index.php/NCL/article/view/349• “Lifting the Curtain: Interlibrary Loan and Special Collections” ─ 2013RBMS Preconference discussion group facilitated by Sandra Stelts(Penn State University), Michael Inman (New York Public Library), andMegan Mulder and Anna Dulin Milholland (Wake Forest University)http://www.preconference.rbms.info/schedule.html#tuesday
  • Typical ILL workflow* With unmediated borrowing (e.g., Rapid), user requests are routedautomatically to the potential lender.User WorldCat User‟s ILL AccountILL Borrowing*ILL LendingUserSelect Lender*Ship/ScanILL Borrowing*
  • ILL with special collectionsUser WorldCat User‟s ILL AccountILL Borrowing*ILL LendingUserSelect Lender*Special CollectionsILL BorrowingShip/Scan/RefuseSpecial Collections
  • • Special collections location informationand local notes are not generally availablethrough WorldCat Local Holdings Record• Special collections rarely work with ILL toadd lending policies and deflection rulesto OCLC Policies Directory• Libraries lack efficient systems forcommunicating special collectionshandling instructionsTypical ILL workflow problems
  •  Change in thinking (preservation/access) Change in culture (trust/risk) Change in practice (policies/workflows)Embracing ILL for specialcollections requires change
  • Thank you!Christian DupontAeon Program DirectorAtlas Systemscdupont@atlas-sys.comhttp://independent.academia.edu/ChristianDupont/Conference-Presentationshttp://www.slideshare.net/christiandupont/