Inter Library Loans Best Practice Guidelines
The aim of these recommendations,
which have been compiled by libraries in the North West and
endorsed by The Combined Regions (TCR) and the Forum for Interlending
and Information Delivery (FIL), is to set a common basic standard
covering all aspects of interlibrary loans which can be adapted
to suit working practices across the library and information
domain. We hope you find the information useful, please send
any comments and feedback to:
NWLIP@lancashire.gov.uk
Inter
Library Loans Notes for the Requester Library
Material generally excluded from the Inter Library Loans
Scheme:
New in print fiction
(less than 6 months since date of publication).
Audio visual material
(unless requested under the Bee Aware Scheme for a visually
impaired person).
Some reference materials
– current yearbooks, annuals, directories, encyclopaedias,
bibliographies.
General ILL Guidelines
for Requester Libraries
Requests made outside a fully automated system may be made via
email, fax, post, or telephone, although email is the preferred
method. Only one request per email should be submitted.
Non-Automated requests and chasers must include:
·
Bibliographical details of the requested item
·
Requester library’s full delivery address
·
Requester library’s Cost Scheme/s
·
Request number (in email subject line)
·
Requester library’s British Library account number and British Library Code
·
Chasers must be clearly identified
Institutions
should not apply to more than one location simultaneously
to avoid the supply of duplicate copies. (Rotas are of course
permitted).
Requester
libraries may expect a response, or their request to be forwarded
to the next location within 3 working days.
The requester library should obtain all relevant copyright documentation and
determine whether the material is required for personal or
commercial purpose prior to inter library loan application.
It will be assumed by the responder library that this has
already been determined and any relevant paperwork is in order.
On Receipt of Requested
Items
Address labels should be checked and if appropriate, items redirected immediately
and the transport carrier informed.
Loan periods should be observed. Where practical, do not allow borrowers
to renew an Inter Library Loan beyond the due date without
first consulting the responder library.
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Inter Library Loans
Notes for the Responder Library
Responder Libraries can:
- Refuse to lend
any item.
- Impose conditions
of use.
- Determine the
replacement cost of lost or damaged items.
When replying to requests:
- Ensure action
taken is clear.
- Unnecessary
headers, disclaimers etc. should be removed from emails
before forwarding.
- Take care to Forward or Reply
to the appropriate email address.
- If an item is
on loan do not reserve unless requested to do so. (Some
institutions apply to a series of single locations – do
not assume you are the only location, even if the request
does not include a rota.)
- Requester libraries
may expect a response, or their request to be forwarded
to the next location within 3 working days.
When supplying Items:
- Ensure due date
and request number are clearly visible.
- Include a returns
address label.
- It should be assumed by the
responder library that all relevant copyright documentation
has already been obtained.
- The responder
library may choose the method of transport used for the
supply of an item.
- The requester library
is responsible for an item until it has been received
by the responder library on its return.
Inter
Library Loans Reply Codes (Non Automated Systems)
The following reply
codes can be used in combination in order to provide information
to the requesting library.
| Response |
Code |
Responder should |
| At binders |
BIND |
Provide estimated
supply date if possible |
| Unable to reserve |
C/R |
|
| Due back |
D/B |
|
| Decline to loan |
D/L |
|
| Decline to Loan -
CD or Audio Visual Material |
D/L CD/AV |
|
| Library Use Only –
willing to loan |
LUO |
|
| Missing |
MIS or MFS |
Suggest re application
if appropriate. |
| Not available |
N/A |
Suggest re application
if appropriate |
| Not in stock |
NIS |
|
| Overdue |
O/D |
Provide due date |
| On loan |
O/L |
Provide due date.
|
| On order |
O/O |
|
| Re-Apply in... |
Re-Ap |
Provide estimated
period before reapplication |
| Reference Only– decline
to loan |
REF or R/O |
|
| Do you wish to reserve? |
RES? |
This response should
only be used if the requesting library has not stated
their preference. |
| Supplying/Sending
(in response to a chaser) |
TBS |
|
| Waiting list |
W/L |
Provide indication
of number of reservations already on waiting list
e.g. W/L 2 |
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