Interlibrary Loan Processes at DBL: Lending

Review Incoming Requests Daily

• log in the WMS, navigate to Interlibrary Loan > Lending Requests > New - Copies
• the request screen includes information about Library Holdings (with links) and Local Holdings (with information)
  • if we have access to the item online
    • if a database is linked, it should provide information about ILL permission and a direct link to the article
    • find and save article based on the information provided
  • if we have the item in the basement, find and scan and save the article (if there is a long list, group these)
  • if we don't have access to the article, respond "No" with the appropriate reason (Lacking volume/issue, not owned...)
• move to "Next Request" until all requests have been reviewed

Send Requested Items

• log in the WMS, navigate to Interlibrary Loan > Lending Requests > New - Copies
• review each request
  • if you could not find the item, respond "No - Lacking volume/issue" or other appropriate response
• if found and ready to send
• apply constant data "ARTICLES"
  • for reciprocal or free lenders
    • uncheck "Use ILL Fee Management (IFM) and set price to 0.00
  • for lenders who charge us, verify that they use IFM
    • make sure that "Use ILL Fee Management (IFM) is checked and set price to what they would charge us
• if OCLC Article Exchange is an option, choose it
  • upload the file by choosing it and "Open"
  • click on "Drop File" to complete the process
  • return to the top of the screen and answer "Yes" to "Can you supply?"
• for other articles, use the DBLILL email account to email the article as an attachment to the requested email address
  • be sure to include the copyright warning

Scan copies from physical items (paper books, journals, or scores):

• Use the staff printer/copier/scanner to scan requested pages or chapters from bound journals or physical books.
  • You can either scan to your OneDrive or to your email, whichever you prefer.
  • Scan as a .pdf file.
  • Name the file with the OCLC request number (9 digits).
• If it is a book chapter, it is a good idea to scan the title page and copyright page at the beginning of the scan.
• If it is a journal article, look to make sure that the journal title, date, and volume/issue information are visible somewhere. Usually that information is on the first page of the article, or as headers/footers on the pages. If it isn't, then scan the title page of the journal issue and make sure all that information is present.
• Also be sure that you include any notes at the end of the article or chapter.
• For books, if there are not footnotes or notes at the end of the chapter, see if there are endnotes at the end of the book for that chapter or those pages and scan those also.
• Each request must be scanned as its own file. Repeat until you have scanned from all the paper items.

Scan copies from physical items (microform):

• Use the microform reader to scan requested pages/articles from microfilm or microfiche.
  • As with paper journal articles, make sure that the bibliographic information (journal name, date, volume/issue number) is visible somewhere on the article pages, or scan the journal issue's title page to include it.
  • Make sure you include any notes at the end of the article as well.
  • Also, make sure that you have the complete article. Some journals will have ads or other things so that the article actually skips pages. You don't need to scan the ads or other items, but be careful to include all the requested article.
• Each article must be scanned as its own .pdf file.
• The scans will usually save to a folder on that computer. The easiest way to transfer them is to get one of the flash drives from the circ desk (either in the drawer with the student schedules, or still in the purple bag) and drag and drop to the flash drive.
• When you have scanned all microforms and saved to the flash drive, take the flash drive to your own desk and check each scan to make sure that the article is complete and you didn't accidentally cut off any edges or something.
• Rename each scan to be the OCLC request number (9 digits).
• When you have .pdf files for every copy request, named with the request number and checked to make sure all requested pages / the complete article is present, including all notes, you are ready to move on and complete the requests in WS-ILL.

Check returned items for damage:

• Remove the item from any packaging.
• Do a visual inspection for damage, e.g. water damage, broken spine, loose pages, broken case, etc.
• If there is visible damage, look at the paperwork (which should have been returned with the item) to see if we noted the damage before lending the item.
  • If it was noted on the paperwork, it's okay, but the damaged item should be sent to Mending (for book damage) or to Acquisitions (to replace broken cases).
  • If there was no damage noted on the paperwork when we sent the item out, but now you see some, check with the Cataloging Librarian, and / or the Library Director to determine if we need to charge the borrowing library for replacement.
  • If we need to charge the other library, do not close the request! You will have to contact the borrowing library to notify them of the problem and send an invoice for payment. The request will be closed once payment has been made.

Close the request in WS-ILL:

• Click on the Interlibrary Loan tab to open it.
• Scan the barcode from the request paperwork or search for item by title
• Click the Checked-in/Complete button to close out the request.
• You will be taken back to the home page and see the message: "Request 987654321: Status Updated to Closed".
• If the item does not check in at WMS Circulation, a warning note pops up. If this happens, open WMS Circulation and check in there.
• Re-sensitize the item (except for dvds and VHS tapes) and put it on the correct reshelving shelf.

Some tasks only need to be done occasionally, as needed:

1. Respond to renewal requests from borrowing libraries.
2. Email other libraries about items that are very long overdue.
3. Invoice other libraries for items never returned.
4. waive fines for items that have been returned

Patrons at borrowing libraries may want to use our materials for a longer time than our normal loan period allows. The borrowing library will then request renewal through WS-ILL, and the Renewal Requested subcategory of Supplied will appear in the Quick Links under Lending.

1. Click the Renewal Requested link to open the list of renewal requests.
2. Click on the request number to open the request.
3. Look at the request to find out how long they want the renewal to extend. Our renewal period is shorter than the original lending period, because the original includes shipping times.
   1. AV/multimedia items renew for an additional 2 weeks (after the original 5 weeks).
   2. Books, scores, etc. renew for an additional 4 weeks (after the original 8 weeks).
4. In a separate browser tab or window, open the WS-Circulation module and go to the Interlibrary Loan patron account (123456789).
   1. Scroll through the list of checked-out items (sort as needed to make this easier) and find the item whose renewal is being requested.
   2. Our policy is that we will only renew once, so if has already been renewed, we will deny the renewal request.
   3. If the item is eligible for renewal, go ahead and renew it in the ILL patron account.
5. Now go back to the renewal request screen.
   1. If we had already renewed the item once, click Deny Renewal.
   2. If we had not renewed already, set the new due date to either 2 weeks longer (AV) or 4 weeks longer (books) and click Accept Renewal.
   3. The third option, Recall, tells the borrowing library we want the item returned immediately. The time you might use this is if the item is already overdue past what would have been the renewal period.