Saving Time and Money in Interlibrary Loan

1. Saving Time and Money in Interlibrary Loan Holli Moseman Interlibrary Loan Supervisor Indiana State University Holli.Moseman@indstate.edu 812-237-2566

2. 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

3. 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

4. Question everything • Make a list • Tasks • Processes Why? Why? Is it vital ?

5. 5 Things • Custom holdings • Reciprocal contracts • Free groups • Renewals and due dates • IFM and invoice charges

6. 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

7. Custom holdings • Articles • Indiana Odyssey • US Odyssey • US Email • Indiana print copies • Freebies • Odyssey/Email pay • Print pay

8. 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

9. Custom holding tricks • Who belongs to what groups? • Look in OCLC Polices https://illpolicies.oclc.org • Search for Group Affiliation • Display Symbols • Open the WorldCatAdminstrative Module http://firstsearch.oclc.org/crs/servlet/org.oclc.fsadmin.AdmBuildLogonPage?show=admin&language=en • Staff ILL Settings – Custom Holdings Groups • Copy/Paste symbols

10. Reciprocal contracts • A reciprocal contract is a binding written contract between two libraries to provide ILL services for free.

11. 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

12. 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

13. Reciprocal contracts Create a contract that has the following: • Library information • What will be free • Contract expiration • Signatures and Dates

14. Reciprocal contracts • See example

15. 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

16. 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

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

18. 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

19. 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

20. Questions and other ways to save time and money Please remember to fill out your evaluation form 