Although some academic libraries have successfully lent special collections materials for decades, most still consider it a controversial, even heretical practice. This session will familiarize attendees with newly updated ACRL Guidelines for the Interlibrary Loan of Rare and Unique Materials and current best practices, including recommendations from the OCLC Research/RLG Programs "Sharing Special Collections" advisory group. Panelists will discuss model initiatives showing how special collections and interlibrary loan librarians can build trusting and collaborative relationships.

1. When Worlds Collide: Interlibrary Loan and Special Collections * ACRL National 2011

2. [placeholder for “When Worlds Collide” trailer]
watch it at:
http://www.youtube.com/watch?v=VXeT-yHNcFI

3. When Worlds
Collide:
Interlibrary Loan
and Special
CollectionsCase Studies,
Reflections and
Discussion
with moderator
Christian Dupont
Atlas Systems
ACRL 2011 National Conference
Philadelphia – April 1, 2011

4. 1951 When Worlds Collides wins Oscar for best
special effects
1961 Wisconsin Area Research Centers network
begins intercampus lending of archival materials
1988 Rare Books & Manuscripts Librarianship issue
on ILL and special collections
1994 ACRL/RBMS Guidelines for the Interlibrary Loan
of Rare and Unique Materials (original)
2004 ACRL/RBMS Guidelines for the Interlibrary Loan
of Rare and Unique Materials (first revision)

5. 2005 ACRL/RBMS Guidelines for Borrowing and
Lending Special Collections Materials for
Exhibition (original)
2009 ACRL/RBMS forms task force to revise
Guidelines for the Loan of Rare and Unique
Materials and combine them with Guidelines for
Borrowing and Lending Special Collections
Materials for Exhibition
2011 Draft guidelines published for comment:
http://rbms.info
April issue of C&RL News

6. Barbara
Coopey
& Sandy Stelts
from
Penn State
University

7. SHARES Special Collections Workflow
Group and Penn State’s Efforts to Share
Barbara Coopey
Sandy Stelts
Penn State University Libraries
ACRL 2011

8. SHARES Vision
Statement: The success
of SHARES is rooted in
collaboration among its
participants and in the
richness of their shared
collections
SHARES benefits include
access to restricted, non-
circulating, and special collections
materials that partners would not
normally lend
This includes reciprocal on-
site access
In reality libraries hesitate to supply special material, but SHARES
libraries make an effort to do so for partner libraries

9. SHARES Efforts 2002 - 2003
Sharing the Wealth Program with special
collections curators and ILL
practitioners Discussed pros/cons of lending
special material
Sharing Special Collections Working
Group
Survey on the lending of special materials
Not one library had a written policy
Few libraries had written procedures, forms, book
straps
Issues about lending: condition of material, value of
material, reputation of the borrowing institution

10. SHARES Efforts 2009 - 2010
Steering group on maximizing visibility of and access to
archives and special collections materials
Providing input to the RBMS Task Force on the ACRL/RBMS
guidelines
Sharing Expertise group - interest in workflow process of
supplying special collections material
Treasures on Trucks and other Taboos: Rethinking the
Sharing of Special Collections program
Special Delivery: New Mode of Access to Special Collections
Creation of Sharing Special Collections Advisory Group

11. Sharing Special Collections
Advisory Group
Jennifer Block, Princeton
Scott Britton, U of Miami
Eleanor Brown, Cornell
Laura Carroll, Emory
Barbara Coopey, Penn State
Margaret Ellingson, Emory
Cristine Favretto, U of Miami
Paul Constantine, U of Washington
Suzan Hallgren, U of Minnesota
Aimee Lind, Getty
Dennis Massie, OCLC
Elizabeth Nielson, Oregon State
Sandra Stelts, Penn State
Shannon Supple, UC Berkeley Law
Jen Schaffner, OCLC
Focus:
Streamlining the handling of external requests for special
collections materials
How we can establish trust between two institutions sufficient for
the physical loan of special collections

12. What we Know
Special collections
materials are
becoming more
discoverable
Access expectations are
rising
Collections are for use –
how we can share
Cost factor in sharing
Some won’t share, some
can’t share, sometimes
the only solution is on-
site access
Established Interlibrary
loan networks have
streamlined delivery
processes, fee
structures, trust
Need to increase trust -
between interlibrary
loan and special
collections in the
same institution and
between institutions

13. Questions
Does the user know it is
in special
collections?
How does the lending
institution staff
determine that the
requestor actually
needs special
material?
Should request go to
Special Collections
directly – or through
ILL?
How do we build and
establish trust?
What can be loaned –
under what
conditions?
What can be scanned
for a physical copy
or electronic
delivery?
What can be digitized
and added to the
collection for others
to use?

14. Survey Spring 2010
Sent to several listservs
88 replies
46% SHARES
Universities
Colleges
Historical societies
National libraries
Museums
Archives
Public libraries
ILL / Doc Delivery
Access Services
Reference
Library Directors
Archivists
Curators
Policy and Process
Questions

15. Does your institution have written policies or
guidelines to direct your external sharing?
Yes 36.8%
No 63.2%

16. Does your institution lend returnable items
from Special Collections to other libraries?
Yes 10.3%
Yes, but only under
certain conditions
57.4%
No 32.4%

17. Yes, but only under certain conditions (57.4%)
ILL staff "conditionalize" responses to which the borrowing
institution must agree, including restricting use of our
materials to a supervised reading room (noncirc)
Must be a service copy of microfilm from Special Collections
Special negotiations between borrower and curator
Each request is considered on a case-by-case basis
Will only loan items to SHARES libraries
If they are in good shape
For exhibition purposes only
Will only lend microfilm where we also have the negative
All special collections must be shipped via traceable courier
and use within library
Only published items. Conditions include physical condition
and scarcity of the item and any special circumstances
such as the need to compare editions

18. YES: What are the issues involved in
lending special material?
Condition of item
Rarity of item
Value of item
Identity of requester
Location of requester
Age of item

19. Why Institutions Don’t Lend
Too risky
Items needed on site
Too expensive
Lack staff resources
Not part of our mission
Because we never have
Other:
Valuable
Irreplaceable
Subject to
damage through
shipping
Non-circulating
Don’t want to
lose them

20. Nonreturnable Surrogates
48% institutions make nonreturnable surrogates of
special collections material available
Reasons why not:
• Risk of damage to material
• Lack of staff/equipment
• Reduces value
36% do so only under certain conditions:
• In public domain, no rights problems
• Condition of material
• Amount of copying required
• Item is high in-demand
81% of those who do supply, scan and send the
copy as a file

21. Which department receives the
request?
Special Collections 9.5%
Interlibrary Loan 57%
Both 33%

22. Primary Modes of Communication
Between ILL and Special Collections
Email
Face-to-face
ILLiad
Telephone
Paper forms
Other
Other:
A combination of
email, face-to-
face, and phone

23. Who makes scans or photocopies of
special collections material when
filling ILL requests?
Special Collections
45%
Other
29%
Interlibrary Loan
26%
Other:
Combination of
ILL and special
collections staff

24. Comments
Handling requests are time consuming
If we had staff, we could share more of our collection
Material is off-site many times
The stress should be on access, not lending of physical items
… digitization on demand is working for us … I hope the
trend continues
Requesting libraries should adhere to special use and
handling conditions

25. Penn State’s Efforts

26. Communication
ILL conditional reply:
“Special Collections
Material. If you cannot
locate this material
elsewhere, please try us
again” (Cornell)
Helps us to focus on
those requests that
are unique to our
collection
Sandy and/or Lee,
Request Type: Loan Request Where
Penn State Is The Only
Location On The Request
Loan Title: The Jesuit /
Loan Author: Smith, J. F. (John Frederick),
1806-1890.
Call Number: PR5453.S83J47 1832
Location: RBR Allison-Shelley
ILL Lender String: (symbols)
Request is from: (library)
Phone:
Library Email:
Unable to fill the request: Please respond
to this email.
Able to fill the request: Please respond to
this email when the item is in the
tub and ready for pick-up.
If the item is being loaned please include
loan period and use restrictions.
Thanks, Interlibrary Loan TN#

27. “This is very thin - almost like a
pamphlet so I will make a copy and put
in the bin.”
“This has been
photocopied and
has been placed in
the bin.”
“This book is available at more
than 30 other U.S. libraries.
Most allow it as a regular loan.
In the Big Ten Michigan State
and Ohio State have this title
as a regular loan. So, I’m going
to say no.”
“I will put this book in
the tub so you can scan
the pages the patron
wants on the INDUS.
There are 19 pages.
Please be careful of the
loose cover on the
spine.”
“I think our copy of this is too fragile to send out. There is another copy at the
New York Public, but it is non-circulating as well. I think you could safely make a
preservation scan on the Indus for Rare Books, and then we could lend the copy.
There is a set of loose pages near the middle of the book. I'll put it in the tub
and you can look at it and decide if you feel comfortable with scanning it.” -Lee
“I'm going to write
to the patron and
ask him if we can
look in the vols.
for the information
he wants. I'll also
tell him we only
have three of
the four vols.” -Lee
Communication: Email Replies

28. You have requested The
Blakes and Flanagans: a
Tale, Illustrative of Irish
Life in the United States by
Mrs. J. Sadlier from Penn
State University. This book
is in the Rare Books &
Manuscripts section at Penn
State. We would be willing
to lend it but want you to
be aware that it can only be
used in your Rare Books and
Manuscripts room during the
hours they are open. You
would not be able to do any
copying from it. We would be
lend it for three weeks.
With this in mind would you
still like us to send it? -
Lee
I need to read the entire
book. I can try to find in
Italy during my next trip.
Thank you for your
Oh, my goodness! You are just too good!
If you wouldn’t mind sending the copies directly to me, I’ll make
certain our patron receives them.
Thank you so much for your help – not to mention the fast service.
Thank you for
your kind
note. Under
the circum-
stances, I
think I will
hold off on
asking you to
send the
volume, and
wait for a
later date
(at which I
shall order
it again).
Therefore,
please cancel
this request.
And again,
Comments
from users

29. Trust between
ILL and Special
Collections
Carolyn and Lee
discussing what is
being supplied

30. Workflow
Lee preparing a book for ILL
Special tub used for transporting
special collections material to and
from ILL for shipping
Process instructions on tub lid

31. Workflow

32. Transport tub
between Special
Collections and ILL
Process instructions
attached to tub

33. “This can be copied on the INDUS.
Please send the copy as a loan only.
There are only four copies in the U.S.,
so we can use the INDUS copy for any
future requests. The pamphlet is in the
tub.” - Lee
Using an overhead
scanner to protect
material
(Yelena in ILL)

34. Processing Special Collections Loans
(Lending):
• Place green band on volume with ”Rare Books Room
Use Only” stamped on the band
• No jiffy bags: place in box with bubble wrap
• Insure for $1,000 unless indicated otherwise
• Place in tray in Room 504 with “Yes/No” sign turned to
“Yes” so Receiving Room staff know to pick up
• 30-day loan period unless indicated otherwise
• No renewals
• No photocopying
• “In Library Use Only”

35. Special
Collections
ILL Flowchart

36. Special Collections Reference Desk
at Penn State

37. Trust
between
libraries
Security:
Sandy unlocking
the hold room

38. Email sent to patron:
Restrictions: Special Collections Library Use Only
The item above has been received in the
Interlibrary Loan office and has been sent directly
to the Special Collections Library for your use.
Special Collections Library
104 Paterno
Monday to Thursday, 8 a.m. to 6:30 p.m.
Friday, 8 a.m. to 5 p.m.
Shelf for ILL books
from other institutions

39. Photocopy room located in the
Special Collections Reference
Room.

40. Special Collections Reading Room
at Penn State

41. References
SHARES Program
http://www.oclc.org/research/activities/shares/default.htm
Sharing Special Collections
http://www.oclc.org/research/activities/sharing/default.htm
“Sharing the Wealth” 2002 RLG Members Forum
http://worldcat.org/arcviewer/1/OCC/2007/09/28/0000073852/viewer/file489.html
“Taking Our Pulse”: The OCLC Research Survey of Special Collections
www.oclc.org/research/publications/library/2010/2010-11.pdf
“Treasures on Trucks and Others Taboos” webinar recording
http://www.oclc.org/research/activities/sharing/default.htm
“Special Delivery: New Mode of Access to Special Collections” recording
http://www.oclc.org/research/events/2010-06-09a.htm#sc
ACRL/RBMS Guidelines for Borrowing and Lending Special Collections
Materials Task Force
http://rbms.info/committees/task_force/borrowing/

42. with
Kristine
Shrauger &Lee Dotson
University of Central
Florida
Elizabeth
KonzakStanford
University

43. Worlds of Possibilities
at the
University of Central Florida
Libraries
Developing Points of
Fill Rates and Access

44. … In the year 2004 …
ILL/DDS
• New Department Head
• Increase Fill rate for Lending
• Implemented ILLiad
SC/UA
• New University Archivist
• New Goals for Department
• Providing Access
2004 ACRL/RBMS
Guidelines

45. 2004: Established SC/UA Local Guidelines
• Only libraries with
supervised reading rooms
were eligible to borrow.
• If library was within 50
miles, patron must visit
UCF
• Certain collections
ineligible for borrowing
• Shipping via UPS/FedEx.
• Designed colorful book
bands with instructions
on how to handle
materials (i.e., use under
supervision only, no
photocopying, wear with
gloves, etc.).

46. 2004 - SC/UA Review
• Email received from ILL
• Item pulled and
reviewed for lending
• Evaluation of item
condition and fragility
• Ability of item to
withstand
transportation
• OCLC and Antiquarian
bookseller searches to
assess rarity

47. Initial Policies / Procedures – ILL/DDS
• Email Special Collections within ILLiad
• No copyright restrictions = digitize
– Hand deliver from SC/UA to Digital Services
Department
• Copyright restrictions = FedEx/UPS
• Block libraries from future ILL-SC/UA requests

48. 3-year Study of ILL-SC/UA Requests
2004-2007
Items Filled Unfilled
Articles 49 33 16
Loans 254 71 183
Total 303 104 199

49. Geographic Interest
2004-2007
Florida 136
Consortium (outside of Florida) 80
Non-Consortium 76
International 11

50. Institutional Type
2004-2007
Filled Unfilled Post-1935 Pre-1935
Academic 83 113 149 47
Govt 1 3 3 1
Public 12 77 63 26
Special 8 6 13 1
104 199 228 75

51. Holdings via OCLC
2004-2007
Less than 25 holdings 139
Between 26-50 65
Between 51-100 38
Between 101-125 49
Over 126 holdings 49

52. Types of Requests submitted
2004-2007

53. Reasons for Cancellations
2004-2007
No Reading Room 57 19%
Material too Fragile 32 11%
Within 50 Miles 25 8%
Book Art Collection 19 6%
Closed for Renovations 17 6%

54. ILL Concerns from Statistics
in 2007
The FILL rate was increasing, but….
• We were not providing equal access to all
• The FILL rate could increase further if…
• Some libraries were not following UPS/FedEx
directions / or did not have UPS/FedEx ability

55. Moving to Digital Access in 2006-2008
• ILL Statistics showed
some demand
• ILL Statistics showed
SC/UA what patrons
were needing
• Statewide initiative
• Worked with New SC
department head to
expand digitization
project

56. Timing, Trust, and TIFFs
• Reaching in – ILL, Special Collections, and
Digital Services
• Reaching out – Florida Atlantic University
(2007)
• Copyright and scanning (2008-)
• Website planning & development (2008-2009)
• PRISM digital collection goes live (Fall 2009)

57. … Collaboration …

58. Hoover Institution Library & Archives

59. Hoover Institution Library & Archives
• Standard ILL procedures for circulating
collections
• http://hoohila.stanford.edu/firingline

60. Now it’s
your
turn!