Interlibrary Resource Sharing Best Practice Guidelines

Best practice guidelines 2014

As part of the Interlibrary Resource Sharing Code (ILRS) code review the ALIA ILL Advisory Committee received many comments that did not fit into a principles based framework but were never the less very useful to document, share and maintain. These Best Practice Guidelines will change and grow as issues are identified, discussed and shared with other ILL/DD practitioners. The committee welcomes comments

Best Practice Guidelines

Together with the ILRS code these guidelines aim to provide libraries with information designed to provide quality ILL/DD services.

Guidelines for supplying and requesting libraries

Libraries using automated systems should update the request as it is actioned to ensure both supplying and requesting libraries information is current to avoid unnecessary calls to determine the current status of the request.
Keep the ILRS entry up to date

Guidelines as a requesting library

Ensure the request citation is as complete as possible and consider adding any additional information in a note.
Ensure the request complies with the library provisions in the Copyright Act and for the retention of copyright declarations for the specified archival period – currently 4 years.
Contract the supplying library to alert them to any express request sent.
Approach the supplying library as soon as possible when seeking a renewal preferably before the due date.
Consider the most efficient options for satisfying users ILL/DD requests. Options could include ILL/DD, purchase, reciprocal borrowing, and pay per view for electronic material.
Providing complete delivery details within the request such as email & postal address.
Notifying if paper copy is acceptable for requests of electronic material for example where Licence agreements only allow post or fax delivery.

Guidelines as a supplying library

Check for incoming requests.
When using automated systems, if you are able to supply a request but not immediately using the action “Will Supply” will stop the request from moving on. When you state you “will supply” there is an expectation that you will supply within the ILRS code turnaround times otherwise negotiate with the requesting library
Where the supplying library sends the incorrect material and is unable to rectify the error i.e. seek a reversal of the ILL/DD charge, a free interlibrary loan should be considered.
Supplying library should adhere to the requested service type, i.e. loan/copy and delivery methods and contact the requesting library if supplying options differ. Supplying library should ensure that items are delivered to the address given in the request.
The supplying library may refuse to supply libraries that repeatedly return material late.
The supplying library should include a copy of the publication information, i.e. the title page/verso in a request for a chapter or conference proceedings to assist the requesting library meet the moral rights of the author and correct attribution.
The supplying library should include documentation such as a copy of the original request, ill number or coverpage, with the material supplied. For loan include a notification to the requesting library if renewals are or are not available.
Where the supplying library is unable to supply the request, send a non-supply message with reasons or other relevant information as soon as possible.
Where the supplying library needs to clarify the request or supply condition, send a message as soon as possible. It is then up to the requesting libraries to respond quickly.