AN OVERLOOK AT INTERLIBRARY LOAN IN TURKEY THE

AN OVERLOOK AT INTERLIBRARY LOAN IN TURKEY: THE CASE OF SABANCI UNIVERSITY Bahadır Barut Sabancı University Information Center

INTERLIBRARY COOPERATION AND INTERLIBRARY LOAN SERVICE IN TURKEY q History q 1961 Libraries Committee q Borrowing books from domestic and foreign libraries q 1982 (YÖK) Council of Higher Education q 1983 Documentation Center was established in (YÖK) q 1985 Photocopy Request Form q 1987 Book/Photocopy Request Form

UNION CATALOGS q TO-KAT (TOplu KATalog) Union Catalog since 2007 q Created by Turkish Academic Network and Information Center (ULAKBİM) q Yordam Union Catalog q YORDAM 2001

TO-KAT UNION CATALOG

YORDAM UNION CATALOG

AUTOMATION SYSTEMS KİTS & TÜBESS KİTS (Interlibrary Loan Tracking System ) q q Anatolian University Libraries Consortium (ANKOS) ANKOS Collaboration Research Group 2006 In the 8 th meeting of ANKOS in 2008 KİTS is a multiuser, online application Put into practice by 7 member institutions in July 2008 q q q q İstanbul Technical University Sabancı University Marmara University İstanbul Commerce University Bahçeşehir University Kadir Has University İstanbul Bilgi University KİTS has now 172 members and it is an ever-developing system whose number of members is rapidly increasing

KİTS

TÜBESS (Document Supply System in Turkey ) since 2011 � Developed by (Turkish Academic Network and Information Center (ULAKBİM)) � TÜBESS Participation Agreement

TÜBESS DOCUMENT SUPPLY SYSTEM

TÜBESS

SABANCI UNIVERSITY

SABANCI UNIVERSITY 182 15 450 13 1 21 17

SABANCI UNIVERSITY INFORMATION CENTER

AIM to support Sabancı University's educational programs q q to meet the information needs of its members to cooperate with the other institutions at the national and international level q q to organize comfortable study environment

INFORMATION CENTER

INFORMATION CENTER’S VALUES q q q q q User-oriented Perfectionist service understanding High quality service and product Creative, innovative and flexible structure Open communication Proactive Integrated system Learning how to learn Cooperative and participative Respectful to the thoughts of the users and the copyrights

THE AIM OF ILL&DOCUMENT SUPPLY SYSTEM q q q q To meet Sabancı University members’ information and document needs Contribute to national and international knowledge Fulfil the requests on the information resources Meet similar requests made by other institutions Academic members, retired academic members, administrative staff, students, graduates and retired employees Innovative Millennium library automation system All ILL operations are executed by ILL module of Millennium

ILL REQUESTS The Academic members, retired academic members, administrative staff and students of Sabancı University may request information resources that are not available in the collections of Sabancı University Information Center from other institutions. q q q q ILL Request Form over the website 5 books at a time Copyright Law Incomplete bibliographic data Without any delay Second notification Extension Lost or damaged Domestic User Types /Foreign Academic and Emeritus Members 5 Graduates 5 Undergraduates and Exchange Students 3 Administrative staff 2 Alumni and Retirees 0

DOCUMENT SUPPLY REQUESTS q q q The academic, emeritus and administrative staff, students and alumni and retirees. Article, Chapter in Books and Conference Proceedings Request Form Copyright Law Notifications 3 rd , 7 th and 15 th working days Incomplete bibliographic data (3 days) User Types Domestic Foreign Academic and Emeritus Members 50 15 +5 article / 50$ Graduates 25 10 +3 article/ 25$ Undergraduates and Exchange Students 10 5 Administrative staff 2 3 Alumni and Retirees 2 3

RECEIVING REQUESTS q q q ILL Request Form ill-documentsupply@sabanciuniv. edu The requests are processed in 1 -3 working days. Domestic resources may be 2 -3 days Foreign resources, it may be 2 -3 weeks

EVALUATION OF THE REQUESTS AND SENDING � TO-KAT � YORDAM Union Catalogs � OCLC World. Cat � KİTS � OCLC World. Share

FULFILLING THE REQUESTS q Return date is attached to the front cover q Books are delivered to the Circulation Desk q Users are informed via e-mail q Owner doesn’t take the ILL book within 1 week, second notification q Returned to the supplying institution q 6 months

THE PROCEDURES FOR EXTENSION OF LOAN PERIOD q Generally 30 days q Some institutions 15 days q e-mail q Phone q 3 days before the return date q According to the rules of lending library

USER SATISFACTION SURVEY

USER SATISFACTION SURVEY q 92% of the requests were fulfilled in 2014 q Satisfaction rate 99%

USERS’ EXPECTATIONS ILL users’ expectations can be listed in three parts q Fast access to the requested resource. q Continuous feedback on the status of the requested resource. q Fulfilment of their request on extension of loan period.

THE PROBLEMS ENCOUNTERED IN ILL & DS Sending the requests by e-mail instead of webform

THE PROBLEMS ENCOUNTERED IN ILL & DS q q q q Making the requests with inadequate bibliographic data The request owners’ failure to review the collection before making a request The scarcity of specialized ILL librarians Late turnaround time by the supplying institutions High costs for supplying articles The problem of copyright for the supplied articles The users’ failure to take the supplied articles

THE PROBLEMS ENCOUNTERED IN ILL & DS q q q The long shipping time and customs problem for the books supplied from abroad High postage and shipment costs Extension of loan period of the domestic and foreign resources The low limit of books enforced by some domestic institutions The request owner’s failure to comply with the rules (delaying or damaging the books) The communication problems experienced in OCLC World. Share

THE PROBLEMS ENCOUNTERED IN ILL & DS Reliability of web discovery tools in reviews

RECOMMENDATIONS q q q q q Specific ILL librarian Use KİTS more efficiently Full knowledge about the databases and all collections Combine two automation systems KİTS and TÜBESS YÖK User satisfaction Flexible on extension of loan period and book limits Supplying period Feedback and continuous notifications International discussions websites as well as the current literature

Thank you bbarut@sabanciuniv. edu