Saving Time and Money in ILL - Library

Report
Holli Moseman
Interlibrary Loan Supervisor
Indiana State University
[email protected]
812-237-2566
Staffing at ISU
 2004
 5 full-time staff members
 20-35 student hrs/wk
 2010/2011
 2 full-time staff members
 50-70 student hrs/wk
Truths we had to accept
 We cannot be perfect!
 Mistakes occur
 Turnaround time may be longer
 Quality may go down
 We cannot keep detailed records
 Students can do more
 “Staff” tasks can become student tasks
 Problem forms
 ILLiad routing rules
 Deflections are useful
 Better to deflect than to age
 Delivery of an article is counted in the turnaround time
Question everything
 Make a list
Tasks
Processes
5 Things
 Custom holdings
 Reciprocal contracts
 Free groups
 Renewals and due dates
 IFM and invoice charges
Custom holdings
 Our set-up is based on cheapest & then fastest
 Books:
 Indiana
 US free lenders
 US lenders that charge

Grouped by $5 to $10
 International free
Custom holdings
 Articles
 Indiana Odyssey
 US Odyssey
 US Email
 Indiana print copies
 Freebies
 Odyssey/Email pay
 Print pay
Custom holding tricks
 Who sends via Odyssey?
 Use ILLiad – custom request search, tracking equals
‘Odyssey Document Received’
 Who sends via Email?
 Start with who is sending emails to you now
Custom holding tricks
 Who belongs to what groups?
 Look in OCLC Polices https://illpolicies.oclc.org


Search for Group Affiliation
Display Symbols
 Open the WorldCat Adminstrative Module
http://firstsearch.oclc.org/crs/servlet/org.oclc.fsadmin.
AdmBuildLogonPage?show=admin&language=en


Staff ILL Settings – Custom Holdings Groups
Copy/Paste symbols
Reciprocal contracts
 A reciprocal contract is a binding written contract
between two libraries to provide ILL services for free.
Reciprocal contracts
 Who should we offer the contract to?
 ALL AND ANY CHARGING LIBRARIES THAT CAN
LEND!
 Send them anyway you can think of:
 By email
 By fax
 By mail
 To listserves
Reciprocal contracts
 Statistics on how much we have borrowed versus how
much we have lent – do not predict future use if they
are now free.
 Example: CLO is a $18 lender, we charged $15
 Pre-contract 2008:
ISU lent 6 items at $15 , borrowed 1 at $18
 Post-contract 2010:
ISU lent 3 items, borrowed 16 at no charge
Reciprocal contracts
Create a contract that has the following:
 Library information
 What will be free
 Contract expiration
 Signatures and Dates
Reciprocal contracts
 See example
Free groups
 LVIS (Libraries Very Interested in Sharing)
http://www.cyberdriveillinois.com/departments/library/
who_we_are/OCLC/lvis.html
 SO6 GAC/UL (SIXX; Solinet free articles)
 SL#N (Solinet free loans)
 Global Sharing Group (International free sharing)
http://www.lyrasis.org/Products-and-Services/OCLC-AtA-Glance/Resource-Sharing-Groups.aspx
Renewals
 Our previous policy = 30 day due date +30 day renewal
 Avg return was 45 days
 Processing renewals in ILLiad & our ILS >1 hr/day
Renewals
 Our current policy = 60 day due date, no renewals
 Avg return is still 45 days
 Processing renewals in ILLiad <5 mins/day
Spending Time Pays Off: Checking
IFM
 Libraries mistakenly charged us
 Over $3,000 in 2009
 $368 in 2010
 Download your IFM charges: http://www.stats.oclc.org
Spending Time Pays Off: Checking
IFM
 Contact charging library and ask for a dummy request
 Charging library creates the fake request
 Charged library “fills” the request and charges the
dummy amount
 Charging library updates to receive
Questions and other ways to save
time and money
Please remember to fill out your evaluation form 

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