Adding Document Delivery Services to an Interlibrary Loan Department
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Presented by Amy Baptist, Southeastern The ILL Department in Southeastern Louisiana University's library first began dabbling in article delivery in the fall of 2012. Initially the service was offered on a limited basis as it was reserved for students enrolled in distance-education programs (primarily through the Nursing Department). However over the last 3 years the service has grown and expanded, and now Document Delivery is available to all of our library's users. This presentation will discuss how the Document Delivery service was implemented into ILL, and how the department's policies and workflows have changed as a result. Additionally it will illustrate how ILLiad's Document Delivery module is utilized to process these article requests. Questions and discussion will be encouraged throughout the session.
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Adding Document Delivery Services to an Interlibrary Loan Department
- 1. Adding a Document Delivery Service to an Interlibrary Loan Department Amy Baptist, Southeastern Louisiana University Wednesday, October 7, 2015
- 2. Communicate Cooperate Collaborate October 7-8, 2015 Background Info … Southeastern Louisiana University Sims Memorial LibraryHammond, LA
- 3. Communicate Cooperate Collaborate October 7-8, 2015 Access Services Department Angela Dunnington became our new Head of Access Services in January 2012
- 4. Communicate Cooperate Collaborate October 7-8, 2015 Background info… Southeastern Louisiana University Hammond, LA Sims Memorial Library
- 5. Communicate Cooperate Collaborate October 7-8, 2015 Which brings us to today, and this session…
- 6. Communicate Cooperate Collaborate October 7-8, 2015 Document delivery in SLU’s ILL department Prior to 2012 No document delivery service through ILL Summer 2012 Document delivery for articles requested by Distance education students, primarily Nursing. January 2014 Document delivery service for in-house print articles, and book chapters. Available to all Southeastern faculty and graduate students (and undergrads when time permits).
- 7. Communicate Cooperate Collaborate October 7-8, 2015 SLU’s Interlibrary Loan stats for the last 3 years 2012-2013 Total Borrowing Requests Processed: 2,728 Total Document Del Requests Processed: - no data Total Lending Requests Processed: 3,872 2013-2014 Total Borrowing Requests Processed: 3,368 Total Document Del Requests Processed: 71 Total Lending Requests Processed: 3,461 2014-2015 Total Borrowing Requests Processed: 2,704 Total Document Del Requests Processed: 582 Total Lending Requests Processed: 3,386
- 8. Communicate Cooperate Collaborate October 7-8, 2015 Document delivery in SLU’s ILL department Motivations for increasing our document delivery services: In the last 3 years Lending stats have been decreasing. Document delivery increases our Department’s statistics and decreases our number of cancellations Going through the process of identifying Document Delivery titles in the Copyright Clearance queue decreases our tendency to request articles Sims owns. When this happens often enough we are at risk for paying CCC fees on materials we already have in print or electronic format. Student workers are a resource that our library still retains. Using student worker labor for copying & scanning is a service the Library can provide in these lean times.
- 9. Communicate Cooperate Collaborate October 7-8, 2015
- 10. Communicate Cooperate Collaborate October 7-8, 2015 How do we utilize ILLiad’s Document Delivery module to process requests for in-house print articles ? The following screenshots show the steps that we follow.
- 11. Communicate Cooperate Collaborate October 7-8, 2015 All SLU-user requests come in through Awaiting Copyright Clearance queue.
- 12. Communicate Cooperate Collaborate October 7-8, 2015 Before the Save CCC Info button is clicked …ideally…each article title is searched in EDS and Google Scholar to see if a PDF is available through our library databases, or if it is Open Access. EDS Google Scholar
- 13. Communicate Cooperate Collaborate October 7-8, 2015 Search the library catalog by clicking on the Z39.50 tab. Then click magnifying glass by journal title
- 14. Communicate Cooperate Collaborate October 7-8, 2015 If journal is found in catalog click on Record Detail tab to see holdings.
- 15. Communicate Cooperate Collaborate October 7-8, 2015 Check to see if requested issue is included in library holdings…
- 16. Communicate Cooperate Collaborate October 7-8, 2015 If matching issue is found return to Searching tab. Click twice on correct location …
- 17. Communicate Cooperate Collaborate October 7-8, 2015 …and the call number & location populate into the request
- 18. Communicate Cooperate Collaborate October 7-8, 2015
- 19. Communicate Cooperate Collaborate October 7-8, 2015 Now route to Document Delivery module
- 20. Communicate Cooperate Collaborate October 7-8, 2015 Request is moved out of Copyright queue. CCC button is not clicked.
- 21. Communicate Cooperate Collaborate October 7-8, 2015 Now open the Document Delivery tab.
- 22. Communicate Cooperate Collaborate October 7-8, 2015 In the request click on Printing tab and now Print Request
- 23. Communicate Cooperate Collaborate October 7-8, 2015 Form comes up as Word doc Includes customer info which gets deleted before being printed
- 24. Communicate Cooperate Collaborate October 7-8, 2015
- 25. Communicate Cooperate Collaborate October 7-8, 2015 Now route the request to the Awaiting DD Stacks Searching queue.
- 26. Communicate Cooperate Collaborate October 7-8, 2015 The next step is for student workers to page and photocopy the article.
- 27. Communicate Cooperate Collaborate October 7-8, 2015 When ready to scan the photocopy, click here
- 28. Communicate Cooperate Collaborate October 7-8, 2015 Step 1: Scanning window pops up Step 2: Place photocopy sheets in scanner Ours is a Fujitsu fi-6230 sheet-fed scanner Step 3: Now click on Scan button
- 29. Communicate Cooperate Collaborate October 7-8, 2015 Scanned pages load. Check clarity /legibility and then…
- 30. Communicate Cooperate Collaborate October 7-8, 2015 Click Odyssey button to send
- 31. Communicate Cooperate Collaborate October 7-8, 2015 Just as with articles filled through Borrowing, scanned document is uploaded to server, and patron is notified with an email.
- 32. Communicate Cooperate Collaborate October 7-8, 2015
- 33. Communicate Cooperate Collaborate October 7-8, 2015
- 34. Communicate Cooperate Collaborate October 7-8, 2015
- 35. Communicate Cooperate Collaborate October 7-8, 2015 Relevant Articles in literature Connell, R. S., & Connell, T. H. (2014). Teaching Patrons to Fish: The Educational Value of Cancelling Requests for Locally Available Materials. Journal of Interlibrary Loan, Document Delivery & Electronic Reserve, 24(5), 147-165. Schoonover, D., Siriwardena, M., & Jones, R. (2013). Library express delivery service: the evolution of a campus delivery service at Florida state university. Journal of Interlibrary Loan, Document Delivery & Electronic Reserve, 23(4-5), 201-212. Yang, Z. Y., Hahn, D., & Thornton, E. (2012). Meeting our customers’ expectations: A follow-up customer satisfaction survey after 10 years of free document delivery and interlibrary loan services at Texas A&M University Libraries. Journal of Interlibrary Loan, Document Delivery & Electronic Reserve,22(2), 95-110. Reycraft, K. (2010). Interlibrary loan requests canceled due to availability: problem or opportunity? Journal of Interlibrary Loan, Document Delivery & Electronic Reserve, 20(1), 33-42.
- 36. LOUIS Users Conference 2015 October 7-8, 2015 Amy Baptist , Interlibrary Loan/Access Services Librarian Southeastern Louisiana University Thank you for attending this session! 985-549-3957 amy.baptist@selu.edu
- 37. LOUIS Users Conference 2015 October 7-8, 2015
- 38. LOUIS Users Conference 2015 October 7-8, 2015
- 39. LOUIS Users Conference 2015 October 7-8, 2015
- 40. Communicate Cooperate Collaborate October 7-8, 2015
- 41. Communicate Cooperate Collaborate October 7-8, 2015
- 42. Communicate Cooperate Collaborate October 7-8, 2015
- 43. Communicate Cooperate Collaborate October 7-8, 2015 ILL Stats from the last 3 years 2012-2013 Total Borrowing Requests Processed:2,728 Total Document Delivery Requests Processed: - no data Total Lending Requests Processed:3,872 2013-2014 Total Borrowing Requests Processed:3,368 Total Document Delivery Requests Processed:71 Total Lending Requests Processed:3,461 2014-2015 Total Borrowing Requests Processed:2,704 Total Document Delivery Requests Processed: 582 Total Lending Requests Processed:3,386
- 44. Communicate Cooperate Collaborate October 7-8, 2015 SLU’s Interlibrary Loan stats for the last 3 years
- 45. Communicate Cooperate Collaborate October 7-8, 2015
- 46. Communicate Cooperate Collaborate October 7-8, 2015
- 47. Communicate Cooperate Collaborate October 7-8, 2015
- 48. Communicate Cooperate Collaborate October 7-8, 2015
Notas del editor
- What I’d like to do this morning is talk about our experience with starting a Document Delivery service. And hopefully find out how other libraries are doing it. Would love for this to be an informal “rap session” and encourage y’alls input and questions as I go along.
- Haven’t been able to figure out a way to get started, without rewinding a little bit and laying out some background information. “Here’s our story”…. For anyone not already familiar with Southeastern, we are a medium (ish) sized university in Hammond. Our main library is Sims Memorial.
- Our Interlibrary Loan department is a unit under the Access Services Department – which also includes Circulation, Reserves, and Media. Angela began her position as Head of Access Services in January 2012.
- As I’m sure it probably was with most of you, our University began dealing with state mandated budget cuts in 2009. When a staff member or librarian retired (or left for another job) more often than not they could not be replaced. Then in 2013 steeper cuts came, and 3 filled positions were eliminated from SLU’s library. Our library underwent a reorganization. Since 2007 I had been a Cataloging Librarian. In September 2013 I became an Access Services librarian. In Access Services I am the LOUIS System Administrator, and I coordinate Borrowing in Interlibrary Loan. Our ILL Department is currently made up of an ILL supervisor, 2 student workers, and me.
- Angela and I are relatively new to ILL. Sometimes we are figuring things out as we go along (see this service as a work in progress). So this presentation is Not meant to be describing Best Practices in Document Delivery, by all means. Would be happy for this talk to be more of a mini share session, so we can all hear what other LOUIS libraries are doing in ILL & document delivery. Meagan is here, she is the head of Interlibrary Loan at LSU and she is going to chime in on their experience with setting up a Document Delivery service. Informal!
- In Summer of 2012 (a year before the Library re-organized) the Nursing article retrieval service was moved into our ILL Dept. It had been a faxed-based service coordinated through the Nursing Library. Baton Rouge For Nursing faculty and students Under Angela’s guidance policies and workflows were changed and ILL began filling requests for print articles held in the main library or in the Baton Rouge nursing library. This service was available for faculty & students in Distance programs (primarily Nursing). They used the Borrowing module in ILLiad to process and deliver these requests, using our own OCLC symbol in place of the lending library.
- Model our ILL Dept followed previously. Our reasons for changing that model. Not easily accepted by other members of our ILL Dept
- This is where I can ask Megan about getting it started at LSU, motivating reasons, experiences with. Or just use this as a visual placeholder while I talk about stuff not on slides
- If we do not find access to a PDF, we check our library catalog to see if we own it in print.
- Search the library catalog by clicking on the Z39.50 tab. Then click on magnifying class by journal title to run the search.
- If you get a hit click on Record Detail tab to see holdings.
- Look at these fields near the bottom to see if library has the issue requested. In this example we see that we do have this issue and it is shelved in Current Serials.
- Now return to the Searching tab and click twice on correct location
- The call number and location pop into the request under Item Information.
- Now you are ready to route the request into the Document Delivery module.
- This moves the request out of the CCC queue without a usage tally being added to the journal title.
- Now go back to the Main tab screen, and click on the Document Delivery tab to open it. And open your request which is now in the Awaiting Document Delivery Processing queue.
- Now click on the Printing tab and then the Print request button
- This will open the form with all of the info the student workers need to find the journal and article. The customer info appears on the form, but we delete that before it is printed.
- Print out the form. Just like a printed Lending request, the student workers use this to page the material.
- Now route the request to the Awaiting DD Stacks Searching queue.
- The next step is for student workers to page and photocopy the article.
- When photocopy is done and ready to scan click on the Mark Found Scan Now button.
- Scanned pages load. Check clarity /legibility and then…
- Click Odyssey button to send
- Just as with articles filled through Borrowing, scanned document is uploaded to server, and patron is notified with an email. This request is now complete.
- Do y’all have any comments or questions about the procedure we use? Maybe Megan will want to give input here on any differences in LSU’s procedure…..?
- Another part of Document Delivery services is the decision to fill or cancel articles that are available electronically through the library’s electronic resources. In fall of 2014 I began filling these requests by uploading the PDFs. Up until that time the policy was to cancel them and in cancellation notice provide the patron with a link to the title in the corresponding library database. How do other libraries handle these faux borrowing requests? Had wanted to include the steps we use to deliver these thru the Doc Del module but I ran out of time
- That wraps up my description of the document delivery services our ILL Department currently provides. Is there anything someone else would like to add? Any other comments or questions? I did look at some articles on this topic.
- I didn’t end up using them in this presentation, but thought I would list them in a “for further study” way.
- Another part of Document Delivery services is the decision to fill or cancel articles that are available electronically through the library’s electronic resources. In fall of 2014 I began filling these requests. Up until that time the policy was to cancel them and in cancellation notice provide the patron with a link to the title in the corresponding library database. How do others handle these requests?
- Do y’all have any comments or questions about the procedure we use?