This presentation will benefit those looking for ways to streamline acquisition processing using ILLiad technology to gain efficiencies. The University of Arizona Libraries has implemented a strategy of using our current ILL system (ILLiad) to more effectively manage acquisitions requests. We discovered that a large number of our firm orders were originating as ILL/Video Streaming requests. Through this strategy we can more closely track the status of acquisitions orders and seamlessly unite newly acquired resources with the patrons who requested them.

1. Innovative uses
for library
technologies:
a cross functional integration of ILL and
Acquisitions

2. Principles of the University of
Arizona Libraries
• Customer Focus
• Continuous Improvement and
Learning
• Diversity
• Integrity
• Flexibility
library.arizona.edu/about/organization/principles.html

3. Background
In the Summer of 2011, two teams combine to form a new
team…
Document
Delivery
Team (ILL)
Technical
Services
Team
Delivery,
Description,
and
Acquisition
Team

4. Delivery, Description, &
Acquisition Team
Vision:
We acquire, describe, and deliver information to anyone,
anytime, anywhere.
Mission:
Delivery, Description, and Acquisitions Team promotes
learning, discovery and continuous access to information
through the acquisition of resources, their delivery, and the
management of metadata. We also provide printing and
digitizing services.

5. The work we do…
Interlibrary Loan
Cataloging &
Maintenance of
print & e-
resources
Acquisitions
Document
Delivery/Video
Streaming
Digitizing &
Metadata Services
Express Document
Center

6. DDA &
ILLiad, a resource sharing management software, is used
to track Interlibrary Loan and Document Delivery
requests…
However, we can also use it to manage other library
processes (acquisitions, video streaming, rights &
reproduction)

7. Acquisitions?
By adding customized request
queues into the borrowing
module of ILLiad, we can add
acquisitions into the information
delivery workflow and
streamline the ordering
process.

8. Patron Driven
Acquisitions Processing
Patron
submits
ILL/Video
Streaming
request
All A/V ILL requests are first vetted
by Information Resource Managers
Information Resource
Manager decides to
purchase material
Information Resource
Manager decides not to
purchase & the request is
submitted back to ILL
within 24 hours
Resource is obtained through
ILL
Requests for Streamed
Videos (class use only) are
vetted to determine if the
resource is owned by the
library or if we need to
purchase
If Library owns resource
the video is streamed and
the request is filled
If the library does not own
the resource, the request is
routed to Acquisitions
queue for purchase
Request
Routed to
Acquisitions
Queue for
processing
Requests for newly Published
Resources (not yet available
through ILL)
Resource managers
create a new acquisitions
request using an ILLiad
web form
Request Routed
to Acquisitions
Queue for
processing
Resource Managers order
item through a
centralized book vendor
(Ingram)

9. Patron Driven
Acquisitions Processing
•Resource Managers vet all A/V requests for possible purchase
though a custom queue in ILLiad
•Requests marked for purchase are routed to the ACQ Queue
•Requests are otherwise routed back to ILL within 24 hrs
A/V Materials
•If a resource is Too New it is cancelled and routed to a custom
queue for IRM processing
•IRM processors determine if they would like to purchase the
resource. If yes, the request goes to the ACQ queue
•If No, the request remains cancelled and the patron is notified
New Materials
•Requests for streamed videos are routed to the Document
Delivery Queue
•If the Library owns the resource, streaming rights are
purchased, the request is filled in Document Delivery
•If not owned, the request is routed to the ACQ queue
Video Streaming
Requests

10. Acquisitions at a Glance…
some perspective
• Approval Orders 51%
• eBook PDA Orders 22%
• Print PDA Orders 18%
• Standing Orders 6%
• Firm Orders (tracked through ILLiad) 3%
On Average, 20% of the total ILL film requests and 27% of the
total ILL audio requests are ordered for the collection every
month

11. Acquisitions Processing
If a Resource Manager decides to purchase a Media or
New (and unobtainable through ILL) resource, the user is
sent an email…
The following item will be purchased for the UA Library collection instead of borrowed through
Interlibrary Loan.
Typically the ordering process takes an average of 10-15 days.
This time may vary depending on vendor and availability.
If you want to be notified when this item arrives in the Library, please see the instructions
for setting up a Preferred Search for Notification of New Library Materials at:
http://www.library.arizona.edu/help/how/find/newmat/index.html
Title: Blood Diamond
Loan Author: Weinstein, Paula
Publisher: Distributed by Warner Home Video,
Edition:
Place: Burbank, CA :
Date of Publication: 2007

12. Acquisitions Processing
The request is then routed to the Acquisitions Request processing
queue with the selector’s initials and the appropriate fund code
Selector adds fund code
and initials in the notes
field

13. Acquisitions Processing
III record number
Selector’s Initials
Vendor
Fund Code
Est. Arrival date
OCLC Number
Invoice amount
Notes are added to the ILLiad request for future reference

14. Acquisitions Processing
Requests reside in the
Acquisitions Request Sent
queue until they are
received…
Requests can be
sorted by
transaction date
for claims

15. Acquisitions Processing
If follow up is
needed with
Resource Manager,
the request is
routed to a
‘Response Needed’
queue
Once Resource is arrives,
DDA staff mark request
and route request to the
finished queue
Requests that cannot be
purchased are routed to the
Request Cancelled queue

16. Acquisitions Processing
Resource Managers can submit Non-ILLiad originated requests using a web form

17. Acquisitions Processing
Information
submitted by the
Resource
manager will pre-
populate into
desired ILLiad
fields. Fields
marked with
asterisks are
required fields.

18. Video Streaming
Streaming Video requests by Faculty are automatically
routed to processing queues in the Document Delivery
Module…
If the video is not owned
by the library, it is routed
to the acquisitions queue
for purchase

19. Video Streaming
Once the Media item is received, it is routed back to
Document Delivery (Media Awaiting Scanning) for
processing and delivery.

20. Quality Standards &
Data!
Using ILLiad data exported to an access database, DDA
staff can implement and track quality standards around
acquisitions orders:
95% of incoming orders will be
handled within 24 hours of receipt.

21. Quality Standards & Data
Custom reports in ILLiad require a three step Process….
• Setting up the SQL Server User Account (non-hosted
sites only.)
• Setting up the ODBC Data Source Link
• Setting up Microsoft Access
https://prometheus.atlas-sys.com/display/illiad/Linking+ILLiad+with+Microsoft+Access

22. Next Steps…
• Implementing GIST (Getting It Systems Toolkit):
http://www.gistlibrary.org/illiad/#.UJBXl_XfWuI
• NGLMS (Next Generation Library Management System):
Tie in to ILLL and Acquisitions? There is currently no
direct communication between ILLiad and our OPAC
(III). This could change in the near future.

23. Questions?
For more information, please contact:
Ellen Knight
Library Information Associate, Sr.
knighte@u.library.arizona.edu
Andrew See
Library Information Associate, Sr.
seea@u.librrary.arizona.edu