Holli Moseman Interlibrary Loan Supervisor Indiana State University [email protected]

812-237-2566

Staffing at ISU



2004

 5 full-time staff members  20-35 student hrs/wk 

2010/2011

 2 full-time staff members  50-70 student hrs/wk



Truths we had to accept

We cannot be perfect!

 Mistakes occur  Turnaround time may be longer  Quality may go down  We cannot keep detailed records  Students can do more    “Staff” tasks can become student tasks Problem forms ILLiad routing rules  Deflections are useful   Better to deflect than to age Delivery of an article is counted in the turnaround time

Question everything

 Make a list  Tasks  Processes

5 Things

 Custom holdings  Reciprocal contracts  Free groups  Renewals and due dates  IFM and invoice charges

Custom holdings

 Our set-up is based on cheapest & then fastest  Books:  Indiana  US free lenders  US lenders that charge  Grouped by $5 to $10  International free

Custom holdings

 Articles  Indiana Odyssey  US Odyssey  US Email  Indiana print copies  Freebies  Odyssey/Email pay  Print pay

Custom holding tricks

 Who sends via Odyssey?  Use ILLiad – custom request search, tracking equals ‘Odyssey Document Received’  Who sends via Email?  Start with who is sending emails to you now

Custom holding tricks

 Who belongs to what groups?  Look in OCLC Polices https://illpolicies.oclc.org

  Search for Group Affiliation Display Symbols  Open the WorldCat Adminstrative Module http://firstsearch.oclc.org/crs/servlet/org.oclc.fsadmin.

AdmBuildLogonPage?show=admin&language=en   Staff ILL Settings – Custom Holdings Groups Copy/Paste symbols

Reciprocal contracts

 A reciprocal contract is a binding written contract between two libraries to provide ILL services for free.

Reciprocal contracts

 Who should we offer the contract to?



ALL AND ANY CHARGING LIBRARIES THAT CAN LEND!

 Send them anyway you can think of:  By email  By fax  By mail  To listserves

Reciprocal contracts

 Statistics on how much we have borrowed versus how much we have lent – do not predict future use if they are now free.  Example: CLO is a $18 lender, we charged $15  Pre-contract 2008: ISU lent 6 items at $15 , borrowed 1 at $18  Post-contract 2010: ISU lent 3 items, borrowed 16 at no charge

Reciprocal contracts

Create a contract that has the following:  Library information  What will be free  Contract expiration  Signatures and Dates

Reciprocal contracts

 See example

Free groups

 LVIS (Libraries Very Interested in Sharing) http://www.cyberdriveillinois.com/departments/library/ who_we_are/OCLC/lvis.html

 SO6 GAC/UL (SIXX; Solinet free articles)  SL#N (Solinet free loans)  Global Sharing Group (International free sharing) http://www.lyrasis.org/Products-and-Services/OCLC-At A-Glance/Resource-Sharing-Groups.aspx

Renewals

 Our previous policy = 30 day due date +30 day renewal  Avg return was 45 days  Processing renewals in ILLiad & our ILS >1 hr/day

Renewals

 Our current policy = 60 day due date, no renewals  Avg return is still 45 days  Processing renewals in ILLiad <5 mins/day

Spending Time Pays Off: Checking IFM

 Libraries mistakenly charged us  Over $3,000 in 2009  $368 in 2010  Download your IFM charges: http://www.stats.oclc.org

Spending Time Pays Off: Checking IFM

 Contact charging library and ask for a dummy request  Charging library creates the fake request  Charged library “fills” the request and charges the dummy amount  Charging library updates to receive

Questions and other ways to save time and money

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