A New Look at Interlibrary Loan and Resource Sharing

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A New Look at Interlibrary Loan and Resource
Sharing

• Wisconsin Public Library Association
• 2006

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Interlibrary Loan Work GroupPurpose

• Develop the purpose, goals, and principles for a
  statewide interlibrary loan system that involves
  all types of libraries.
• Review the Wisconsin Interlibrary Loan
  Guidelines, 1996 and recommend changes.

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Interlibrary Loan Work GroupPurpose

• Review the structure of the Wisconsin
  interlibrary loan system and patterns for
  participation in interlibrary loan by different
  types of libraries.
• Consider the general characteristics of an
  interlibrary loan system and the automated
  functions needed to support an interlibrary loan
  management system.

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Committee composition

• All types and sizes of libraries
• Mix of front line workers and administrators
• Both WISCAT and OCLC users
• Systems that use centralized and decentralized
  approach
• Outside facilitator to run meetings

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Wisconsin Interlibrary Loan Guidelines, 2005

• General principles
• User expectations
• Lending and borrowing

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General principles

• Interlibrary loan is not a substitute for
  adequate collection development
• Any type of library may initiate an interlibrary
  loan request providing it is also willing to
  share resources
• Geographic location must not be a barrier to
  participation

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General Principles

• Public libraries are gateways to interlibrary
  loan
• Every library provides staff to help patrons
  place requests
• Cost for interlibrary loan is shared at the
  state, regional, and local levels
• Library administration considers ILL to be a
  basic service
• Libraries that participate in the union catalog
  update their holdings

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User Expectations

• Libraries provide information to users
• Convenient access points
• Reasonable effort to obtain materials
• Confidentiality
• No cost to user
• Patron-generated requests

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Lending and borrowing

• Revised provisions
• A library will only request formats that it is
  willing to lend
• Lending library places holds only when requested
• Borrowing libraries may request renewals
• Lending library acts on requests within two days

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Lending and Borrowing

• The borrowing library is responsible for material
  from the time it leaves the lending library until
  it is received back
• The lending library will determine the delivery
  method
• The borrowing library abides by the specific
  policies of lending libraries

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Limitations for requests

• Materials on best seller or high demand titles in
  all formats
• Materials which are owned, but in use at the
  borrowing library or within a shared automated
  system or consortium

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Limitations for requests

• Materials that are on order at the borrowing
  library or within a shared automated system or
  consortium
• Prepublication titles

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Limitations for requests

• Borrowing multiple copies of titles for group use
  (book discussion groups) is an exception to
  limitation of not borrowing materials that are
  owned

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Best Practices

• Possible alternatives to requesting
• Suggested additional information
• Suggestions on dealing with limitations
• Popular and too new
• Updating holdings

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Best Practices

• Suggested information to include on requests
• Reference materials
• Loose-leaf materials
• Rare books
• Current issues of periodicals
• Genealogical materials
• Archival materials on microfilm

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Best Practices

• Suggested information to include on requests
• City directories
• Genealogies and family histories
• Regimental histories
• Passenger lists
• Plat maps
• Sandborn fire insurance maps

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Other Topics

• The role of the Reference and Loan Library
• Interlibrary loan contracts (Milwaukee PL and
  WiLS)
• Statewide automated system
• Union catalog
• Virtual catalog
• Hybrid catalog (combination of union/virtual)

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Charging for Interlibrary Loan Service

• Public libraries may not charge customers for
  interlibrary loan services
• Interlibrary loan is an information service
• Member of a public library system must fill
  interlibrary loan requests from other system
  members
• Requests do not need to be forwarded to any
  library organization that charges

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Conclusions

• Interlibrary Loan Work Group was exceptional
  experience
• Shows in the end product
• Facilitator was key to success
• The Guidelines is a useful tool and a guide for
  policy
• -- Charles Clemence

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Wisconsin Interlibrary Loan and Information Access

• Future Planning for 2007

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Planning Processes2004-2005

• Meetings with groups
• Library Information Technology Advisory Committee
  (LITAC)
• Library Services and Technology Advisory
  Committee (LSTA)
• Council on Library and Network Development
  (COLAND)
• Interlibrary Loan Work Group

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Planning Process2004-2005

• Needs assessment survey and focus groups
• Development of technology scenario background
  papers
• Request for Information (RFI) for potential
  prices
• Open demonstrations by vendors
• Development of a Request for Proposal (RFP)

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Technology Scenarios

• Union catalog
• Virtual catalog
• Hybrid union virtual catalog
• Interlibrary loan management system
• Full portal functionality
• Statewide integrated library system

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RFP General Requirements

• Web-based information access and resource sharing
  services that are available to all types and
  sizes of libraries
• Production and maintenance of a statewide
  bibliographic physical union catalog created from
  available Wisconsin bibliographic records

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RFP General Requirements

• Web-based information access and resource sharing
  services that are available to all types and
  sizes of libraries
• Production and maintenance of a statewide
  bibliographic physical union catalog created from
  available Wisconsin bibliographic records

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RFP General Requirements

• Operation of a gateway for searching library
  catalogs and displaying search results (virtual
  catalog)
• A method for library staff and patrons to create
  interlibrary loan requests after conducting a
  search on either the physical union catalog or
  the virtual catalog

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General RFP Requirements

• An interlibrary loan management system to allow
  library staff to manage and track interlibrary
  loan requests
• An interlibrary loan management system that is
  able to interact and exchange data with local
  integrated library systems

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RFP General Requirements

• Provision for library staff of alternative
  methods of updating (add, change, delete)
  bibliographic records and local holdings data in
  the physical union catalog
• Provision for library staff of the capability of
  creating original library catalog records

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RFP Requirements

• Provision for library staff of method(s) for
  downloading and/or extracting bibliographic
  records and holdings from the physical union
  catalog
• Operation of a gateway for searching digitized
  information, full text databases (including
  BadgerLink databases) and web-based resources
  and services provided by commercial vendors, i.e.
  Amazon.com, Yahoo, Google, etc. (federated search
  portal)

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RFP General Requirements

• Patron authentication
• Electronic document delivery
• Training, documentation, and technical support

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Standards

• Utilize standards
• ISO allow user to send and receive requests to
  and from another interlibrary loan management
  system
• NCIP allow integration of interlibrary loan
  management system and circulation system
• Z39.50 Allow query and display results with
  different catalogs and databases

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Vendors

• Fall and Spring demonstrations
• Auto-Graphics
• OCLC
• Fretwell-Downing
• Dynix
• Innovative Interfaces, Inc.

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RFP timeline and implementation

• DATE EVENT
• April 3, 2006 Date of issue of the RFP
• April 14, 2006 Last day for submitting written
  inquires
• April 21, 2006 Vendor conference
• April 28, 2006 Mail notification to vendors of
  supplements or revisions to the RFP
• June 1, 2006 Proposals due from vendors
• July 13-18, 2006 Demonstrations by invited
  vendors or on-site visits by evaluation
  committee
• July 17, 2006 Notification of intent to award
  sent to vendors
• August, 2006 Negotiation of contract
• Sept.-Dec. 2006 Transition period if needed
• January, 2007 Contract start date

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Interlibrary Loan and Resource Sharing

• Wisconsin Public Library Association
• 2006