Saving Time and Money in Interlibrary Loan Holli

Saving Time and Money in Interlibrary Loan Holli Moseman Interlibrary Loan Supervisor Indiana State University Holli. Moseman@indstate. edu 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 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 World. Cat Adminstrative Module http: //firstsearch. oclc. org/crs/servlet/org. oclc. fsadmin. Adm. Build. Logon. Page? 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 �SO 6 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-At-A -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