ILL InterLibrary Loan 1 InterLibrary Loan Overview The

ILL Inter-Library Loan 1 Inter-Library Loan

Overview The ILL module is for the management of Inter-library loans received and sent by Your library. ILL applications : • Ill gui • Web opac • Web services 2 Inter-Library Loan

Outgoing and Incoming Requests ILL Outgoing requests: those which were initiated by your patrons and sent to outside suppliers. ILL Incoming requests: those which were initiated by outside institutions and received by your library. 3 Inter-Library Loan

ILL Outgoing Request Main Participants An ILL request creates: • BIB record in the USM 20 Library • ADM record in the USM 50 Library 4 An ILL request is connected to: • Patron • Supplier • Patron’s Request • Request/s to Supplier Inter-Library Loan

ILL Outgoing Request Structure ILL BIB Library (USM 20) ADM Record (USM 50) Patron Z 303, Z 305 Supplier Z 70, Z 72 Patron Request Z 40 Request to Supplier Z 41 5 Inter-Library Loan

ILL Outgoing Request Workflow • Define the patron in the Circulation Module. • Define the Supplier/s in the Admin/ILL module. • Create an ILL request (loan/photocopy) from Web/GUI. • ‘Locate’ the BIB 20 record in other databases (optional). 6 Inter-Library Loan

ILL Outgoing Request Workflow • Create request/s and send to supplier/s • Correspond with the supplier (optional) • Register item’s arrival, loan to patron and debit the patron. • Return the material from the patron, through the ILL sub-library to the supplier (for media type: Loan). 7 Inter-Library Loan

8 Inter-Library Loan

Patron’s Prerequisites Circulation Module • Make sure the patron has an ILL sub-library defined in his Global User Information (Z 303) and a valid expiry date in the Local Information (Z 305). Otherwise a loan of ILL material will not be possible. • Define the ILL Total and the ILL Active Limit parameters in the Global user information form. 9 Inter-Library Loan

Patron Definition for ILL 10 Inter-Library Loan

Patron Definition for ILL 11 Inter-Library Loan

Supplier’s Prerequisites Administration or ILL Modules Click • General supplier information (Z 70) • Account information (Z 70): currency, arrival delay, delivery delay, request delivery format, request send method, form type. • Address information (Z 72). • Define vendor’s media & copyright regulations in tab 47. lng. 12 Inter-Library Loan

ILL Supplier Information-Tab I 13 Inter-Library Loan

ILL Supplier Information-Tab II 14 Inter-Library Loan

tab 47. lng 1. 2. 3. 4. 5. Supplier code Copyright agreement needed Request blocked if copyright agreement not provided Material type description ! 1 2 3 4 5 !!!!!!!!!!-!-!-!!!!!!!!-!!!!!! UOA N N L-BOOK Book (loan) UOA Y N C-BOOK Book (photo) UOA N N L-SERIAL Serial (loan) UOA Y N C-SERIAL Serial (photo) UOA N N L-CONFERENCE Conference (loan) UOA Y N C-CONFERENCE Conference (photo) 15 Inter-Library Loan

Creating a New ILL Request • • ILL requests can be initiated by the user through WEB OPAC, or by the operator through GUI ILL. The first stage is to fill in the patron’s request form (Z 40), according to the material type: Journal / article Book / thesis Conference proceedings Report 16 Inter-Library Loan

The ILL Library Index In the designated ILL library (USM 20), you must make sure that the Update Documents daemon (UE-01) is running. This will allow searching for titles by bibliographic fields. 17 Inter-Library Loan

ILL Request - WEB OPAC 18 Inter-Library Loan

ILL Request - GUI 19 Inter-Library Loan

Sending the Patron’s Request After sending the request (from the Web or from the GUI), the requested title will get a new system number in the ILL library (USM 20). The title will also have a new ADM number in the library’s Administrative library (USM 50). 20 Inter-Library Loan

Tracking ILL Requests • Find record by ADM no. / System no. / Bibliographic information • Search in ILL Requests Index Browse by: supplier code, patron ID, title, voucher, status date. Filters parameters: ILL sub-library, request status, dates, rush requests. 21 Inter-Library Loan

Requests Index 22 Inter-Library Loan

The Patron’s Request When retrieving a request, the following three screens are displayed: • Patron Information window • Request to Supplier window • Bibliographical Information window *Note the ADM number for this request 23 Inter-Library Loan

BIB Information 24 Inter-Library Loan

BIB Information Modify the Request, Edit the BIB & ADM Records • The bibliographic record (in library USM 20) has special fields which contain information about the ILL request. ISS and 592 are ALEPH fields designated for USM 20 bibliographic records. • Push to the Catalog Module, to modify request details. • OR use the Navigation window to access BIB & ADM for modification. 25 Inter-Library Loan

BIB Information Locating the Material in Other Databases • You can try to ‘locate’ the requested material in one or more databases defined in the system. • The locate function for external databases can use the Z 39. 50 gateway • The list is defined by the system librarian in tab_locate. 26 Inter-Library Loan

Patron Information Displays information about the patron and his request/s, using tab_user_display. lng. for example: • User information • Suppliers and request status • ILL library and Pickup library • ILL limits 27 Inter-Library Loan

Patron Information 28 Inter-Library Loan

Patron Information • Add information about the patron’s request. • Correspond with the patron: asking for more information, copyright signatures, etc. • Send cancellation letter to patron and suppliers. 29 Inter-Library Loan

Request to Suppliers 30 Inter-Library Loan

Requests to Suppliers Entering Supplier & Request Details (Z 41) • ILL supplier must be selected. • Request details to be filled in: method & format of sending the request, requested media, dates, price, currencies, etc. 31 Inter-Library Loan

Request to Suppliers 32 Inter-Library Loan

Request to Suppliers • • Send request to the supplier. Three types of replies from supplier, which generate a letter to the patron: 1) Re-apply at a later date 2) More information is needed 3) Request for early recall of loaned item 33 Inter-Library Loan

Arrival from Supplier • Arrival of material is registered, and arrival notes are printed. For media-L (loan), an item is created and a loan is made through the Circulation module according to tab 37. Target Type 5 in tab 37 is designated for items received through ILL. 34 Inter-Library Loan

Arrival Form 35 Inter-Library Loan

Request to Suppliers • Registers that the material has been returned and a return letter is printed. • A request to supplier can be cancelled. • Supplier’s details can be viewed (tab_vendor_display. lng). • Correspondence with the supplier 36 Inter-Library Loan

ILL Cash Transactions • When you click , an ILL Cash Transaction is created as defined in tab 18. lng. • Note that the patron’s fee is defined in tab_ill_charge. 37 • The patron debit can be viewed through the User Information window in the Circulation module. Inter-Library Loan

Cash Transaction 38 Inter-Library Loan

tab_ill_charge 1. 2. 3. 4. 5. 6. 7. 8. 9. Borrower status Supplier status (type) Page size Media type (L or C) Fixed charge 1 (last two positions = decimal points. Fixed charge 2 (last two positions = decimal points. Fixed charge 3 (last two positions = decimal points. Start counting after page X. Fee per page (last two positions = decimal points. 1 2 3 4 5 6 7 8 9 !!-!!-!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!! 39 ## ## 01 ## ## ## L C C C L 0000002220 0000050 000001000000000000000000000000000000 001 005 0000033333 0000000010 000020 00000 Inter-Library Loan

Request to Suppliers Request Statuses • A request can have various statuses. (Statuses are defined in ILL-REQ-UPD-STATUS in pc_tab_exp_field. lng ) • Status changes according to functionality and can also be changed manually by the librarian. • Status determines available options on the Request to Supplier window. 40 Inter-Library Loan

Requests Index 41 Inter-Library Loan

ILL Request Log (Z 45) Can be viewed by clicking from the Patron Information, Requests to Suppliers and Bib. Information windows. 42 Inter-Library Loan

Log transactions (tab 46. lng) An entry is made in the log when: • • An ILL patron’s request is created. A request to supplier is created. The request’s status is changed. A voucher is allocated. A letter is sent to patron/supplier. A claim is sent. The requested item is returned to the library. • An Incoming ILL request is created. • A response to Incoming request is made. 43 • A general note is added. Inter-Library Loan

BL Format - Customer ID Select: menu bar/Options/Handle Voucher/Customer • In a request where British Library format (BL) is chosen, the customer ID (Z 43) must be entered. The Customer ID option can be also used for other suppliers. • The customer ID’s sub-library must match the Patron’s ILL sub-library. 44 Inter-Library Loan

BL Format - Keywords • Keywords can be defined in in BL-KEYWORDS in pc_tab_exp_field. lng according to the British Library’s required format. • The Keywords window is opened when you click on a BL format request. 45 Inter-Library Loan

Vouchers (Z 44) Select: menu bar/Options/Handle Vouchers • Vouchers can be defined in the supplier’s currency list as a method of payment. • When you click , the system will automatically try to allocate vouchers. 46 Inter-Library Loan

Main ILL Batch Services* • • • Print report of new requests (b-ill-01) Claim report and letters (b-ill-02) Send list of requests to a supplier (b_ill_10) Send requests to the British Library (b-ill-05) ILL request report (b-ill-07) Static status requests report (b-ill-08) * Batch services for the Outgoing part. 47 Inter-Library Loan

Outgoing Request. Aleph tables • tab_ill_index - Display of Bibliographic fields in the Outgoing request’s index. • tab_ill_request. lng - Display of Outgoing requestrelated field. • tab_return_data. lng - Display of fields in the ILL Outgoing return (of loan) screen. • tab 47. lng - Define vendor’s media & copyright regulations. 48 Inter-Library Loan

Outgoing Request. Aleph tables • tab 46. lng - ILL log transactions. • tab_user_display. lng - Display of patron information. version 500_14. 1: tab_bor_display. lng • tab_vendor_display. lng - Display of supplier information. 49 Inter-Library Loan In

ILL Incoming Requests 50 Inter-Library Loan

ILL Incoming Request Main Participants ILL Incoming request is located in: • the BIB Library (USM 01) A record is created in : • the ADM Library (USM 50) ILL Incoming request is connected to: • ILL Borrower Info. 51 Inter-Library Loan

ILL Incoming Request Structure BIB Library (USM 01) ILL Borrower. Z 303, Z 305 ADM Record (USM 50) Incoming Request Z 46 52 Inter-Library Loan

ILL Incoming Request Workflow: • Define the ILL borrower as an ALEPH borrower (Z 305). New borrower status can be added to tab 31 (Borrower Privileges). • Locate the requested item in the BIB Library (USM 01). • Create an incoming ILL request. 53 Inter-Library Loan

ILL Incoming Request • Run batch service (b-ill-50) to retrieve new incoming requests. • Process the requests. • Send the item to the requester (ILL borrower). • Return the material. 54 Inter-Library Loan

ILL Borrower 55 Inter-Library Loan

ILL Incoming Request 56 Inter-Library Loan

ILL Incoming Request 57 Inter-Library Loan

ILL Incoming Request • Entering Incoming Request Details (Z 46) Library/Borrower ID, requested media, requested pages, send method. • Processing the request In order to retrieve new incoming requests, run b_ill_50 or use the button for a single request. 58 Inter-Library Loan

ILL Incoming Request • The button on the ILL Request displays “Reply” window : 59 Inter-Library Loan

ILL Incoming Request On the Reply types you can: 1) perform a loan and print a loan slip. 2) print a photocopy slip. 3) print reject or “not available” letter. 4) place a hold request on behalf of the ILL borrower. 5) correspond with the borrower. 60 Inter-Library Loan

ILL Incoming Request • Press when loan is returned. • Press to view or update information on the ILL borrower as an ALEPH user (tab_bor_display. lng). • Press to read the list of requestrelated activities that have occurred. 61 Inter-Library Loan

ILL Incoming Request Statuses • A request can have various statuses. Statuses are defined in ILL-REQ-INSTATUS in pc_tab_exp_field. lng. • Status changes according to operations and can also be changed manually by the librarian. • Status determines available options on the Request to Supplier window. 62 Inter-Library Loan

Updating Incoming Requests Options : • Find record by Adm no. / System no. / Bibliographic information • Search in ILL incoming requests index: Browse by: Library ID, title. Filters parameters: request status, request date. 63 Inter-Library Loan

Incoming Requests Index 64 Inter-Library Loan

Incoming request-Aleph tables • tab_ill_in_index - Display of Bibliographic fields in the Incoming request’s index. • tab_ill_in_request. lng - Display of Incoming request related field. • tab_ill_in _return_data. lng - Display of fields in the ILL Incoming return (of loan) screen. • Tab 46. lng - ILL log transactions (common for 65 Incoming & Outgoing Request). Inter-Library Loan