The 8th Interlending and Document Supply International Conference

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The 8th Interlending and Document Supply
International Conference

• ILL in the fast lane
• a Hong Kong perspective
• by
• Ruth Wong Shuk-ching Peter E. Sidorko

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Where are we?
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A night scene of Hong Kong
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The University of Hong Kong
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The University of Hong Kong Libraries - Main
Library
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Who are we?

• First university, founded in 1910
• 42 first degree and 43 Masters degree
  programmes
• 14,400 FTE government funded students
• with an extension school - SPACE with 60,000
  students each year

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Missions of the University of Hong Kong Libraries

• To provide services which are closely linked
  with the Universitys priority
• Research output --gt impacts on ILL Office

• To collaborate with other regional, national and
  international academic institutions and
  counterparts for resource sharing.
• Joined OCLC in 2001 --gt ILL requests from
  overseas increased steadily

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Interlibrary Loans and Photocopying Department

• One Main Library and Six branch libraries

• All branch libraries involved in ILL lending
  activities

• ILL and Photocopying Dept. deal with all
  borrowing activities and keep statistics

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ILL system - automated

• In-house written with FoxPro
• Borrowing, searching and tracking capabilities
• All reports and statistics --gt FoxPro functions
• Lending data stored in a separate Access database

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ILL system - request

• Highly mediated
• Re-input all data
• Requests in paper forms
• Faxes between local libraries
• Use Ariel, OCLC ILL and ARTTel for overseas
  libraries

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ILL automated system study

• 1997 - ILL module release 10 of Innopac
• 2000 - Millennium ILL module of Innopac
• Unfavorable commends
• Accounting and statistical features do not
  satisfy our needs
• No local library was using it

• As a result
• The in-house system was further developed until
  2002

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Power of cooperation - ILL system evaluation
Chaotic stage

• 8 libraries --gt 8 ILL systems (7 in-house, 1
  commercial product)
• 2001 - cross-institutional task force from CUHK,
  BUHK, HKU
• Evaluate OCLC ILLiad

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Power of cooperation - ILL system evaluation
System requirements

• User-friendliness
• Online requests, online renewal, electronic
• document delivery, notifications generation
• Search query, accounting and statistics, user
  authentication

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Power of cooperation - ILL system evaluation
Benefits

• Free trial for three and a half months
• Able to test ISO ILL
• Wider scope of discussions and understanding of
  the system

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Power of cooperation - ILL system evaluation
Achievements

• Implement OCLC ILLiad
• The fourth university - CityU joined immediately
• Cheaper price for on-site training
• TWO More universities joined in 2003

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Implementation - the challenges
New charging policy

• Cost recovery vs. quota based system

• Academic and research staff 150
• Postgraduates 125
• Final year students 25
• SPACE Academics 100
• SPACE students (local resources) 100

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New workflow
Centralization of interlibrary loan services

• Borrowing and lending requests via Web interface
• Better control on
• Turnaround time
• ILL statistics collecting
• Communications rely on emails

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New workflow
Meets the Libraries performance pledge

• Pledge
• 85 of items need to be delivered
• Local in 4 days
• Overseas in 2 weeks
• All articles are delivered electronically

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New workflow
Meets the Libraries performance pledge

• To meet the pledge
• Use macros to avoid duplicating data input
• Use LendingWeb
• Encouraged to use ISO ILL

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New workflow
Staff training

• Exposure to the new system before the official
  training
• Work buddies
• More training on computing skills
• Staff participation in logistics planning

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Driving in the fast lane
2003 What have we achieved?

• ILL requests increased 36.15
• Borrowing requests increased 65.57
• Lending requests increased 17.88
• Turnaround time shortened
• For loans 3.29 days
• For articles 9.97 days
• No extra staff has been added

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Are we in control of the fast lane? A survey

• A questionnaire on a 5-point scale to measure,
• satisfaction with ILL staff services, the new
  system and article delivery methods
• 15 questions
• Conducted in paper form and online
• 116 respondents from printed form
• 37 respondents from online
• 27 faculty members, 83 postgraduates, 6 final
  year students, 24 administrative and other staff

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Are we in control of the fast lane? Satisfaction
level

• Timely notification and helpfulness of ILL staff
• 81.66
• ILL staff try their best to get the requested
  resources
• 87.86
• ILL Offices overall performance
• 96.43

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Are we in control of the fast lane? Satisfaction
level (2)

• Round-the-clock electronic requesting is
  convenient
• 96.43
• Overall satisfaction with the new system
• 84.28
• Choice of article delivery method
• Electronic delivery 77.86
• Internal mail 11.43
• Pickup at the ILL Office 10.71

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Are we in control of the fast lane? Observations

• ILL staff are ready to answer questions - less
  satisfied
• Transparency of the system adds stress
• New to the system
• Preferred article delivery methods
• 22.14 in total do not want electronic delivery
  only
• Faculty members 33.3, Postgraduates 17, Final
  year students 16.6 and other staff 8.3

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L-platers in the fast lane. What have we
learned?

• Cooperation is a power
• Shared views, perspectives and experiences
• Solve problems together
• User authentication
• CJK display
• Printing CJK
• Import emails to lending module

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What dreamland will this fast lane lead to?

• User Initiated Document Delivery
• Software tested SFX and Webbridge
• Innopac INNreach
• January 2004

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Questions Comments

• Thank You