I-Share Best Practices: Monograph ILL Options for I-SHARE Members

Approved by the ILCSO Users’ Advisory Group on 12/12/2003. Revised October 2007.

We consider this document to be a Best Practices guide on monograph requesting that is meant to help I-SHARE members in formulating their local ILL practices.

Background

I-SHARE Member Libraries participate in a resource-sharing system that allows their library users to initiate requests for loans through a shared catalog. Users are authenticated by the system; they search for their title and submit a request. The system selects an available copy to fill that request. Requests that can’t be filled by the initially targeted library are promoted to the next library with an available copy. Library users can track requests online, may renew their loans, and may return the loans easily to I-SHARE libraries. The system offers a proven and cost effective way to share monograph collections. Library users can expect consistent service processes from all libraries. Staff at both the borrowing and lending end of the transactions serve the users with minimal processing of the items.

I-SHARE members recognize that there are other options for patron initiated ILL. The OCLC Direct Request service is the most widely used among I-Share members. This service is valuable as it encourages users to select the best record for the material needed and can forward the loan request to a select group of potential lenders as profiled by the home library. The service allows users to find materials not owned or unavailable from the shared collections of the I-SHARE member libraries.

The Problem

Confusion can occur when the I-SHARE Direct Requesting and OCLC ILL services overlap.

I-SHARE borrowing libraries, on behalf of their users, are submitting loan requests via OCLC and directing them to other I-SHARE libraries (this may be mediated or unmediated as with the Direct Request service outlined above)
Lending libraries may choose to fill the requests but by doing so, several additional steps may be required. Libraries will still need to charge the material to an institutional ID on Voyager.. Lenders must also insert a copy of the OCLC request into the item to identify it as an OCLC request.
If the OCLC request is not placed in the item, the borrowing libraries may use the volume barcodes to try to circulate the material on Voyager directly to the patron.
Processing workflow among I-Share libraries is inconsistent. Materials lent via OCLC may not be renewed or tracked on I-SHARE. Users whose home libraries use OCLC for I-SHARE member library requesting can contribute to user frustration and confusion.

The Recommendations

It is therefore recommended that I-SHARE member libraries use the requesting system on I-SHARE for the bulk of their ILL monograph borrowing. There are some exceptions to that rule however:
Multivolume sets can be difficult to request on I-SHARE
Non-book format material such as microfilm may need to be ordered via OCLC as local practices on loans vary so widely for these materials.
Non-circulating titles, local-request only volumes, or items on Reserve may require a copy request for a chapter to meet the need of a researcher in a hurry.

Best Practice Recommendations include:

I-SHARE institutions using OCLC ILL services where their local patrons will generate orders that bypass ILL staff should develop Borrowing Profiles that do not include I-SHARE members for basic book loans.
Member libraries are encouraged to provide instruction and/or web advice to their users on requesting via I-SHARE and how it differs from other interlibrary loan processes.

Updated 10/07