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Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

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Presented with Ellen Makaravage. Identified methods used by Interlibrary Loan, Special Collections, and Technology staff at Z. Smith Reynolds Library to increase ILL access to rare materials and special collections.

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Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

  1. 1. Preserving and Sharing: Bridging the Gap BetweenILL and Special Collections Anna Dulin and Ellen Makaravage Z. Smith Reynolds LibraryILLIAD INTERNATIONAL CONFERENCE| MARCH 23, 2012
  2. 2. Wake Forest Overview• History – 1834: Founded in Wake County, NC – 1956: Relocated to Winston-Salem, NC – Private, liberal arts institution – Rich Southern Baptist tradition http://newstudents.wfu.edu/files/2011/05/WaitChapel11.jpg
  3. 3. Wake Forest Overview• Student Population – Undergraduate – Graduate• Colleges• Degree Programs• Motto http://images.businessweek.com/ss/07/schooltours/BSWakeForestUGSS/source/5.htm
  4. 4. Z. Smith Reynolds Library http://www.flickr.com/photos/wfunews/4950721785/sizes/m/in/photostream/
  5. 5. Z. Smith Reynolds Library• People – Staff • 26 Librarians • 26 Staff • 2 P/T Staff – 200+ student assistants http://www.flickr.com/photos/zsrlibrary/5237893732/
  6. 6. Z. Smith Reynolds Library• Collection – 1.7+ million volumes – Print Journals: 4,500+ – Electronic journals: 50,000+ – Database Subscriptions: 180+ http://parents.wfu.edu/files/2011/11/zsr-offsite-storage.jpg
  7. 7. ZSR Interlibrary Loan• About Us • Statistics (2011) – Staff – Borrowing: 7,659 – Students – Lending: 9,145 – Consortia
  8. 8. ZSR Special Collections
  9. 9. ZSR Special Collections North CarolinaBaptist Historical Collection– NC Baptist Repository– Biblical Reporter– 16, 000+ items– 1,000+ biographical folders
  10. 10. ZSR Special Collections Wake Forest University Archives– WFU Presidents’ papers– Department, organi zation & committee records– WFU publications– Biographies & news files
  11. 11. ZSR Special Collections Rare Books Collection– American, Irish & British authors– 18th – 21st century– NC & regional emphasis– Book arts
  12. 12. ZSR Special Collections Manuscripts Collection– Primary source material– 500+ collections– WFU connection or relevance
  13. 13. History of Interlibrary Loan & Special Collections Communications
  14. 14. Receive/Conditional Request http://www.flickr.com/photos/nihonbunka/47716663/sizes/m/in/photostream/
  15. 15. Copy Pull Sliphttp://www.flickr.com/photos/wwworks/6305470569/sizes/m/in/photostream/
  16. 16. Deliver Request to Special Collections
  17. 17. Find Itemhttp://www.flickr.com/photos/28705377@N04/4142872268/sizes/m/in/photostream/
  18. 18. Wait to decide if item can be copied http://www.flickr.com/photos/archeon/2941655917/sizes/m/in/photostream/
  19. 19. Wait for item to be copied http://www.flickr.com/photos/rvoegtli/4647649703/sizes/m/in/photostream/
  20. 20. Deliver copyhttp://www.flickr.com/photos/jasleen_kaur/4990832696/sizes/m/in/photostream/
  21. 21. MissionsInterlibrary Loan Special Collections• Share • Preserve http://www.flickr.com/photos/icesabre/2220618699/sizes/m/in/photostream/
  22. 22. Solving the Problem
  23. 23. The First Solution
  24. 24. The Current Solution• Identified workflow problems• Established effective communication• Wanted to: – Integrate ILLiad – Incorporate private request form• Created an Addon
  25. 25. Get It!
  26. 26. Find It!
  27. 27. Import It!
  28. 28. Request It!
  29. 29. Request It!
  30. 30. Request It!
  31. 31. Send It!
  32. 32. Route It!
  33. 33. Monitor It!
  34. 34. Behind the Scenes• Addon plugin emails Special Collections & Archives• Addon plugin feeds request into LibStats and User- Initiated Scan queue• SCA staff view UIS queue – Pull material – Assess condition• Scan materials• Save materials and alert ILL staff• Retrieve and deliver
  35. 35. AssessmentPros Cons• Efficient • Don’t see our SCA• Timely feedback friends as often• Green • Need more information• Tracking from borrowing libraries• ROI for Special Collections • Cloud storage – Manual notification – Inconvenient retrieval
  36. 36. Future Solution• Discovery Tools Addon – Vufind – Finding Aids – D-Space• Communication with Special Collections – Practice active listening – Understand each process/workflow
  37. 37. Questions?• ILL or Special Collections?• Aeon?• Unique collections?• Unique challenges?• Communication challenges?• Communication procedures?

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