Who we are

Contact us / Join us

Best practice
guidelines

Conferences & events

Past events

Publications

Links to other
organisations

Links, catalogues &
resources

Best practice guidelines

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
• Inter Library Loans Notes for the Responder Library
• Inter Library Loans Reply Codes (Non Automated Systems)

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.

Speculative requests made to email lists should be used as a last resort.  The email subject line should clearly indicate it is a speculative request.  Ensure any response is made to the requester only, and not to the entire list.

The requester library is responsible for an item until it has been received by the responder library on its return.

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.

Back to top

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.

Back to top