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Best practice guidelines

Inter Library Loans Best Practice Guidelines

These Best Practice Guidelines have been drawn up by the LNW ILL Business Unit in partnership with representatives from the public and academic library sectors. The aim of the recommendations, which have been 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 wil find the information useful. Please send feedback to: NWLIP@lcl.lancscc.gov.uk.

• Inter Library Loans Notes for the Borrowing/Requesting Library
• Inter Library Loans Notes for the Supplying/Responding Library
• Inter Library Loans Reply Codes
• Summary

Inter Library Loans Notes for the Borrowing/Requesting Library

Material generally excluded from the Inter Library Loans Scheme:

• Some reference materials – current yearbooks, annuals, directories, encyclopaedias, bibliographies, some audio visual material (unless requested under the Bee Aware Scheme for a visually impaired person).

• In print fiction – less than 6 months since date of publication

Further details regarding lending policies are available in the LNW Members’ Handbook - if in doubt, contact the holding library.

The following notes are intended as general guidelines, are particularly relevant for requests made outside a fully automated ILL system:

• Requests may be made via email, fax, post, or telephone, although many institutions prefer to receive emailed requests.

• Postal or Faxed Requests should be typed, and must be clearly legible. Ensure there is adequate space for the supplying library to add their report.

• Only one request per email or form should be submitted.

• Institutions should not apply to more than one location simultaneously in order to avoid the supply of, and charging for, duplicate copies. (Rotas are of course permitted.)

• Requesting Libraries may expect a response, or their request to be forwarded to the next location within 3 working days.

• It will be assumed by the Responding/Supplying Library that all relevant copyright documentation has already been obtained.

• 'Blanket' requests (speculative requests to email lists) should be used as a last resort. When replying to these requests, your response should be made to the Requester only, and not to the entire list.

All requests & chasers must include:

• All available bibliographical details of the requested item

• The Requesting Library’s full Delivery Address details

• The Requesting Library’s Cost Scheme/s

• Request Number (to feature in email subject line)

• Requesting Library’s BL Account Number

Chasers must be clearly identified as such.

On Receipt of Requested Items, the Borrowing/Requesting Library should:

• Check address labels and redirect items immediately if appropriate. Inform Transport Carrier if an item has been mis-delivered.

• Observe loan periods, do not allow borrowers to renew an Inter Library Loan beyond the due date without first consulting the loaning library (where practical).
  

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Inter Library Loans Notes for the Supplying/Responding Library

Supplying/Responding 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.

• 'Clean' emails by removing unnecessary headers, disclaimers etc. before forwarding.

• If the item is not immediately available, the report should be noted on the request and the request should be passed to the next location. The last location on the rota should return the request to the requesting library if the item is not available.

• Do not reserve an item 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.)

• Take care to Forward or Reply to the appropriate email address.

• Requesting Libraries may expect a response, or their request to be forwarded to the next location within 3 working days.

When supplying Items:

• It should be assumed by the Supplying/Responding Library that all relevant copyright documentation has already been obtained.

• Ensure due date is clear.

• Always include a Returns Address Label.

• The supplying library may choose the method of transport used for the supply of an item.

• For further details regarding transportation of items see the LNW Guidelines for the Transportation of Inter Library Loans at
  http://www.lnw.org.uk/bu/bestpractice.htm
  

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Inter Library Loans Reply Codes

The following reply codes can be used in combination in order to provide information to the requesting library. Be aware that responses should be limited to 10 characters to preserve formatting on some automated requests.

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Summary

• Emails should be 'cleaned' by removing unnecessary headers, disclaimers etc. before they are forwarded.

• Requesting Libraries may expect a response, or their request to be forwarded to the next location within 3 working days.

• It will be assumed by the Responding/Supplying Library that the Borrowing/Requesting Library has obtained all relevant copyright documentation.

• 'Blanket' requests (speculative requests to email lists) should be used as a last resort. When replying to these requests, your response should be made to the Requester only, and not to the entire list.

• Allow approximately 14 days before sending a Chaser. (Guideline only.)

• The Requesting Library is responsible for an item until received by the Supplying Library on its return.

• Supplying libraries may determine the replacement cost of lost or damaged items.

• Compensation claims to the DX should be made as soon as possible, however a time limit does not apply in the case of LNW members.

• If compensation has been paid for a lost item, and the item subsequently found and returned, the supplying library may offer a refund at their discretion.

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