This document summarizes a presentation on ways to increase efficiency and productivity in interlibrary loan (ILL). It discusses essential, specialized, and power tools for ILL, including OCLC Resource Sharing and FirstSearch, ILLiad, custom holdings in OCLC, direct request in OCLC, and Knowledge Base and Article Exchange in OCLC. It provides links to information and tutorials about implementing these tools to streamline ILL work flows and processes. The presentation aims to help libraries choose the right ILL tools for their needs and maximize the use of available OCLC services.

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:
http://alisonlibraryportfolio.wordpress.com/
access-services/interlibrary-loan-toolbox/

3. • The Essential Tools
• The Specialized Tools
• The Power Tools
• Sharing/Questions

4. 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

5. Can’t live without ‘em.

6.  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

8.  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***

10.  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/getsta
rt/policies_ref_card.pdf
 No additional charge

12.  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)

14.  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/customh
oldings/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

16. The right tools for the job.

17.  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_usecutepdf-writer.html
FREE!

19.  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#Cre
ating%20Deflection%20Policies
 No additional charge

21.  Scan, edit, send, and receive electronic documents
 Increases speed of delivery when dealing with other Odyssey
libraries
 Download and Instructions: http://www.atlassys.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…

23. Extreme times call for extreme measures.

24.  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/man
aging/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.)

26.  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

28.  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/

30. Alison Johnson, Public Services Librarian
Jackson Library, Indiana Wesleyan University
alison.johnson@indwes.edu
http://alisonlibraryportfolio.wordpress.com/accessservices/interlibrary-loan-toolbox/