Interlibrary Loan Best Practices for Library Staff
Libraries are encouraged to lend as freely as possible. It is recognized that some materials cannot or will not be loaned, but the desired outcome is to have liberal interlibrary lending policies among participating libraries. The following practices are designed to assist libraries in making the best use of interlibrary loan services.
Interlibrary loan relies upon bibliographic records and accurate holdings of participating libraries.
Wisconsin's union catalog is highly used as a tool for interlibrary loan. Libraries strive to keep their holdings up-to-date. "Up-to-date" is defined as having addition, change, and delete transactions applied to the current data in Wisconsin's union catalog at intervals of no less than one year. Public library systems that maintain a shared automated system containing holdings of their member libraries are encouraged to update yearly, sending in quarterly additions.
Updating Wisconsin's union catalog is accomplished by a variety of methods. Among the choices for libraries and/or public library systems are to:
Update the Wisconsin union catalog by real-time additions, changes, and deletions;
Submit a tape load (electronic file) that replaces all of their data yearly, adding quarterly additions;
Submit diskettes or electronic file containing purchased MARC records from vendors;
Submit a replacement tape load (electronic file), then maintain by real-time additions, changes, and deletions;
Use a combination of methods to maintain up-to-date holdings.
Libraries and/or public library systems may make their Z39.50 online catalog searchable through the state's gateway instead of or in addition to maintaining holdings in Wisconsin's union catalog.
Individual libraries that have not provided updated information five years and that do not participate in interlibrary loan will be considered for removal from Wisconsin's union catalog.
A library will only borrow what it is willing to lend
The Interlibrary Loan Code for the United States, as published by the American Library Association, in its Explanatory Supplement section 2 states "It is evident that some libraries are net lenders and others are net borrowers, but the system of interlibrary loan still rests on the belief that all libraries are willing to lend if they are willing to borrow." Libraries are encouraged to treat requests for materials equally, regardless of the format desired by the borrower. Any library that borrows specific types of materials through interlibrary loan is also expected, it owns that type of materials, to lend them through interlibrary loan. If a library refuses to lend an item, the refusal is made on an item-by-item basis and not for a broad category of material. Libraries may request a media format that is not owned at their library, with the expectation that if the library purchases materials in that format they would lend it (e.g. Microfilm may never be owned by some libraries, but their patrons may request microforms through interlibrary loan).
Requesting library staff reviews requests before submitting them to determine if the item will likely circulate from any lender. Staff may not always be able to obtain what the patron wants through interlibrary loan.
Possible alternatives to requesting and lending include:
- The requesting library requests substitute editions when possible or appropriate.
- The requesting library purchases the item for its own collection instead of borrowing.
- The requesting library makes use of available electronic and virtual resources
- The patron needs to travel to another library to use the item there if possible.
- The lending library photocopies a section or an article if allowable by copyright.
Suggested additional information to include on requests by type of materials:
Reference materials:
>Reference-type materials rarely circulate. Staff explains to the patron that it is unlikely the newest edition will be loaned and asks if an older edition could be substituted. The patron specifies what information is being requested. Photocopies from a book may be used to fill a patron's request. Staff may request a photocopy of an index and/or table of contents so that patrons can determine if there is something they would like copied.
Loose-leaf materials:
Loose-leaf updated materials seldom circulate, because it is too easy for pages to be removed or lost while the item is on loan. Staff should find out from the patron if there is information that can be photocopied that will fulfill their needs.
Rare books:
Rare books are often too fragile to loan or to photocopy. The book may be available for loan in microform format, if the requesting library or patron has access to a reader or reader/printer.
Current issues of periodicals:
Current issues of periodicals are unlikely to be loaned by any library outside of one's own library system. Photocopies of tables of contents for recent issues may be available on the Internet or may be requested. The patron may request a photocopy of a single article.
Genealogical materials:
Genealogical materials seldom circulate. The patron must supply information that can be copied from the item requested. Sometimes patrons' needs are better met through avenues other than interlibrary loan. Patrons may need to do more research on their own or travel to the Wisconsin Historical Society before using interlibrary loan. Depending on the patron's needs, a local LDS Family History Center may provide another alternative for the patron to consider. LDS Family History Centers may charge fees for some services.
When requesting photocopies, the requesting library must supply the appropriate copyright compliance code.
- Non-Circulating Census Microfilm for Wisconsin - Indexes and Census Schedules
There is one circulating copy of the Wisconsin census materials at the Wisconsin Historical Society. If the circulating copies are in use, photocopies of specific information may be requested from the non-circulating copies.
The 1890 census was destroyed by fire before it could be microfilmed and does not exist at any location.
Requests for Wisconsin Federal or Wisconsin State census index or soundex information contain the type of census index (Federal or State), year, city or county, state, districts or precincts (for larger geographical areas, such as Milwaukee), name of person being searched. The soundex code need not be included.
Requests for Wisconsin Federal or Wisconsin State census contain the type of census (Federal or State), year, city or county, state, districts or precincts (for larger geographical areas, such as Milwaukee), index citation (reel and page), and name of person being searched.
- Census Microfilm for States Other Than Wisconsin - Index, Soundex, and Census Schedules
For states other than Wisconsin, the interlibrary loan clearinghouses have a chart indicating whether an index and/or census are owned at the Wisconsin Historical Society. If the census or index/soundex is not owned, there are sources of rental microforms that can be accessed directly by individuals.
The 1890 census was destroyed by fire before it could be microfilmed and does not exist at any location.
Requests for Federal census index or soundex information contain the type of census (federal), year, city or county, state, districts or precincts (for larger geographical areas), name of person being searched. The soundex code need not be included.
Requests for Federal census contain the type of census (federal), year, city or county, state, districts or precincts (for larger geographical areas), name of person being searched.
- Archival Material on Microfilm
Archival material owned at the Wisconsin Historical Society only may be used on-site. Requests include the name or topic needed so photocopies can be made. Patrons may need to travel to the Wisconsin Historical Society or an Area Research Center (ARC)
- City Directories
Requests include the city, state, name, and date.
- Genealogies and Family Histories
Items that contain any form of the words "genealogy" or "family history" in the title or subject lines of the bibliographic record cannot be borrowed through interlibrary loan. The bibliographic record will indicate if the title has an index from which something may be photocopied. Requests for photocopy of information on individuals may be submitted by giving the full names and any additional relevant information such as birth and death dates.
If the patron provides no name, a photocopy of the index may be requested. Wisconsin Library Services (WiLS) will photocopy the index itself (a maximum of 20 exposures from a microform, 100 exposures from a book). Sometimes the index is a separate title (possibly titled "Index to the..."). In that case, photocopies from the index must first be requested by providing a specific name. After receiving the index or photocopies from it and identifying the pages needed, a second request must be submitted with a photocopy note indicating the pages needed. Requests include complete bibliographic information (if known) and name being searched.
- Regimental Histories
Requests include complete bibliographic information (if known) and name being searched. Additional information such as which arm of the service as well as any other information (i.e. infantry, etc.) is helpful.
- Passenger Lists
Several of the National Archives' microfilm series of passenger lists and indexes are owned at the Wisconsin Historical Society. There may also be print indexes and lists available. For those not owned at the State Historical Society, the patron for a fee can obtain copies directly from the National Archives. There were no lists kept for Milwaukee, Chicago, and other ports on the Great Lakes.
Requests contain the port of entry, date (as close as possible, including the month), ship name and shipping line, name being searched, ship's point of origin.
- Plat Maps
Requests include the year or time period, city, township, county and state.
- Sanborn Fire Insurance Maps
Requests include the year or time period, city, township, county, and state.
Limitations to requesting materials
Requesting libraries will train patrons to use their local or shared online catalog to effectively determine if an interlibrary loan request is appropriate. If the patron finds the item in the local or shared catalog, the patron should see library staff for assistance in determining if an interlibrary loan request should be placed. To assist libraries, Reference and Loan Library staff has provided customizable training materials, which are found on the WISCAT web site (http://www.wiscat.lib.wi.us/pilottest/index.html).
The requesting library will limit mediated or unmediated requests for the following items:
- materials on bestseller lists or high demand titles in all formats (e.g., new media),
- materials which are owned, but in use at the requesting library,
- materials which are owned, but in use within the requesting library's shared automated system or consortium,
- materials which are on order at the requesting library,
- materials which are on order within the requesting library's shared automation system or consortium, and
- titles that have not yet been published but have prepublication information in verification sources.
Interlibrary loan requests in these situations are made only if special conditions or considerations apply. Borrowing multiple copies of titles for group use (e.g.: book clubs) is an exception to the general guidelines of not borrowing what the library owns.
Materials in high demand
To help determine if an item is in high demand, the following process is suggested.
The Interlibrary Loan Code for the United States Explanatory Supplement (http://www.ala.org/ala/rusa/rusaprotools/referenceguide/interlibraryloancode.htm), as published by the American Library Association, Section 2 - Purpose states in part "Interlibrary loan is intended to complement local collections and is not a substitute for good library collections intended to meet the routine needs of users."
Requesting libraries screen requests to determine if a title is too popular to request outside of their library system. Using various bestseller lists may identify popular titles across all formats. Popular titles across all formats may be identified by using various best seller lists. The following lists are accessible on the Internet and are used to aid staff in determining whether to place an interlibrary loan request.
Materials which are owned, but in use at the requesting library
Libraries purchase sufficient copies of high demand titles to meet local need. Rather than create an interlibrary loan request for a title owned, but in use at the requesting library, a hold is placed in the library's online catalog. Borrowing multiple copies of titles for group
use (e.g.: book clubs) is an exception to the general guidelines of not borrowing what the library owns.
Materials which are owned, but in use at the requesting library's shared automated system or consortium
Libraries or consortia purchase sufficient copies of high demand titles to meet local need. Rather than create an interlibrary loan request for a title in use at the requesting library's shared automated system or consortium, a hold is placed for the shared online catalog. Borrowing multiple copies of titles for group use (e.g.: book clubs) is an exception
to the general guidelines of not borrowing what the library owns.
Materials that are on order at the requesting library
Libraries order sufficient copies of high demand titles to meet local need. Rather than create an interlibrary loan request for a title on order at the requesting library, a hold is placed for the library's online catalog.
Materials that are on order at the requesting library's shared automated system or consortium
Libraries or consortia order sufficient copies of high demand titles to meet local need. Rather than create an interlibrary loan request for a title on order at the requesting library's shared automated system or consortium, a hold is placed for the on order title in the shared online catalog.
Titles that have not yet been published
Interlibrary loan requests are not created for titles that have not yet been published. Use of standard library tools, such as Title Source II, Forthcoming Books, Library Journal, School Library Journal, Books in Print, or http://www.amazon.com/gp/homepage.html/002-6055434-2953657 list the anticipated publication date for new materials.
Titles that have not yet been published may be found in databases such as WISCAT and OCLC, because they have been entered using online ordering systems. The bibliographic records are usually brief Cataloging in Publication (CIP) records. There are ways to identify such records, so that additional sources can be checked to verify the item has been published and might be available for interlibrary loan.
When verifying a title in WISCAT, if a title has an incomplete Description field (only containing "p. cm.") when viewing the WISCAT label display format and the Publication date is the current or next year, the title may not have been published yet. If viewing the MARC display format fields, the 263 (proposed publication date) and/or 300 (description) will provide this information.
On OCLC, items represented only by a Cataloging in Publication (CIP) records are identified by looking at two different fields in the MARC cataloging record:
263 field: proposed publication date still listed (deleted when item is received)
300 field: no pages or size yet specified (filled in when item is received)
Borrowing multiple copies of a title for book clubs
Borrowing multiple copies of titles for group use is an exception to the general guidelines of not borrowing what the library owns or within the requesting library's shared automated system. Libraries that are willing to lend "multiple copies kits" of titles they have purchased for book club use have submitted lists of titles. The lists were compiled and
can be found at http://www.wiscat.lib.wi.us/excel/bookclubtitles.xls. Libraries wishing to borrow these kits are encouraged to contact the owning library. If interlibrary loan is needed to fulfill group needs, one request per group member is submitted, using multiple WISCAT or OCLC records whenever possible.
Requesting and lending library responsibilities
Wisconsin complies with the Interlibrary Loan Code for the United States, as published by the American Library Association (http://www.ala.org/ala/rusa/rusaprotools/referenceguide/interlibrary.htm). Responsibilities of the Requesting Library are found is section 4.0 - 4.14. Responsibilities of the Supplying (lending) Library are found in section 5.0-5.10. Libraries familiarize themselves with the Interlibrary Loan Code for the United States. Of particular importance are:
Requesting library is responsible for borrowed materials
Wisconsin follows the Interlibrary Loan Code for the United States, as published by the American Library Association (http://www.ala.org/ala/rusa/rusaprotools/referenceguide/interlibrary.htm). Under Responsibilities of the Requesting Library, section 4.9, "The requesting library is responsible for borrowed material from the time it leaves the supplying library until it has been returned to and received by the supplying library. This includes all material shipped directly to and/or returned by the user. If damage or loss occurs, the requesting library is responsible for compensation or replacement, in accordance with the preference of the supplying library."
If the requesting library does not receive an item within two weeks of the request being updated to shipped or filled status, the staff contacts the lender. It is appropriate to ask the lender to re-ship if the item never arrived at the requesting library.
When the requesting library receives the item, staff notes any visible damage to the item before circulating the item to the patron. If damage is found, the staff contacts the lender to see if they were aware of the damage before shipping or if the damage occurred when shipped.
If the requesting library receives an overdue notice two weeks or more after staff has returned the item, staff contacts the lender to verify that the item was received back at the lending library. If not, the requesting library asks the lender to do an additional shelf check for the item. The requesting library checks with the patron to verify that the patron no longer has the item. If the item is lost, the requesting library will request a bill for replacement.
If the patron reports the item lost, the requesting library contacts the lending library to ask for a bill for replacement. If the patron returns the item damaged, the requesting library contacts the lending library to ask for a bill for repair or replacement, whichever the lender
prefers.
An invoice for lost or damaged materials may include a processing fee that covers the cost of billing, ordering and cataloging the replacement item. If the materials are found and returned after the invoice has been issued, the lender may forgive the entire invoice or they may still charge the processing fee. The lender may also choose not to give a refund at all. In that case the borrowed item becomes the property of the requesting library or the patron who paid for it. The requesting library makes payment to the lending library in a timely manner, regardless of whether the patron is responsible for the loss or damage. It is the responsibility of the requesting library to gain reimbursement from their patron.
Lending library acts on requests promptly
Libraries checks each day they are open to see if there are any interlibrary loan requests they have been asked to lend. Requests with Need By dates that fall within the current two months receive priority handling. The majority of requests to lend are acted upon within two working days. The lending request database is checked weekly to insure that all In Process requests receive replies.
Due dates allow time for reasonable use and delivery
The Interlibrary Loan Code for the United States Explanatory Supplement, as published by the American Library Association (http://www.ala.org/ala/rusa/rusaprotools/referenceguide/interlibraryloancode.htm), section 4.10 "The primary object of this section is to provide a clear definition of due date as the date the material must be checked in at the supplying library." Section 5.6 further states "this code has moved away from the concept of a loan period, to a definite date that accommodates the sending and return of material as well as sufficient time for the use of the material." If a borrowing library receives an item that is due back before its patron has had one week to use it, the library immediately requests a renewal, adding a note that the item was not received with enough time for the patron to use it before it was due to be returned to the lender.
Renewals are granted whenever possible
Libraries can make requests for renewals if the patron needs to have more time to use the borrowed materials. The Interlibrary Loan Code for the United States, as published by the American Library Association (http://www.ala.org/ala/rusa/rusaprotools/referenceguide/interlibrary.htm), section 5.8 says that lending libraries "should respond promptly to requests for renewals. If the supplying library does not respond, the requesting library may assume that a renewal has been granted extending the due date by the same length of time as the original loan."
Hold shall be placed only when specifically asked
Lending libraries only place a hold on a title for a borrowing library outside of the system if specifically asked. Requests are filled more quickly when allowed to pass from one library to the next, where it may be on the shelf. Libraries may use their discretion and place a hold if:
- The title is not owned at other libraries in the state, or
- The item is due back within 3 days.
The lender, not the borrower, will determine delivery mode for titles owned in Wisconsin
Borrowing libraries will submit requests that do not limit by delivery mode, recognizing that it will be delivered and returned according to the policy of the lending library. Lending libraries may specify how items they lend must be packaged or shipped to insure traceability and safety.
Return to ILL Guidelines Index
For questions about this information, contact Martha Berninger (608) 224-6168
Last updated on 11/26/2008 11:42:01 AM
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