Saving Time and Money in Interlibrary Loan - Indiana State University

							               Holli Moseman
 Interlibrary Loan Supervisor
      Indiana State University
Holli.Moseman@indstate.edu
                  812-237-2566
Staffing at ISU
 2004
    5 full-time staff members
    20-35 student hrs/wk


 2010/2011
    2 full-time staff members
    50-70 student hrs/wk
Truths we had to accept
 We cannot be perfect!
   Mistakes occur
   Turnaround time may be longer
   Quality may go down

 We cannot keep detailed records
 Students can do more
    “Staff” tasks can become student tasks
    Problem forms
    ILLiad routing rules

 Deflections are useful
    Better to deflect than to age
    Delivery of an article is counted in the turnaround time
Question everything
  Make a list
  Tasks
  Processes
5 Things
 Custom holdings

 Reciprocal contracts

 Free groups

 Renewals and due dates

 IFM and invoice charges
Custom holdings
 Our set-up is based on cheapest & then fastest
 Books:
    Indiana
    US free lenders
    US lenders that charge
        Grouped by $5 to $10
   International free
Custom holdings
 Articles
    Indiana Odyssey
    US Odyssey
    US Email
    Indiana print copies
    Freebies
    Odyssey/Email pay
    Print pay
Custom holding tricks
 Who sends via Odyssey?
   Use ILLiad – custom request search, tracking equals
    ‘Odyssey Document Received’

 Who sends via Email?
   Start with who is sending emails to you now
Custom holding tricks
 Who belongs to what groups?
   Look in OCLC Polices https://illpolicies.oclc.org
        Search for Group Affiliation
        Display Symbols
   Open the WorldCat Adminstrative Module
    http://firstsearch.oclc.org/crs/servlet/org.oclc.fsadmin.
    AdmBuildLogonPage?show=admin&language=en
        Staff ILL Settings – Custom Holdings Groups
        Copy/Paste symbols
Reciprocal contracts
 A reciprocal contract is a binding written contract
 between two libraries to provide ILL services for free.
Reciprocal contracts
 Who should we offer the contract to?
    ALL AND ANY CHARGING LIBRARIES THAT CAN
     LEND!
 Send them anyway you can think of:
    By email
    By fax
    By mail
    To listserves
Reciprocal contracts
 Statistics on how much we have borrowed versus how
  much we have lent – do not predict future use if they
  are now free.
 Example: CLO is a $18 lender, we charged $15
   Pre-contract 2008:
  ISU lent 6 items at $15 , borrowed 1 at $18
   Post-contract 2010:
  ISU lent 3 items, borrowed 16 at no charge
Reciprocal contracts
Create a contract that has the following:
 Library information
 What will be free
 Contract expiration
 Signatures and Dates
Reciprocal contracts
  See example
Free groups
 LVIS (Libraries Very Interested in Sharing)
   http://www.cyberdriveillinois.com/departments/library/
     who_we_are/OCLC/lvis.html
 SO6 GAC/UL (SIXX; Solinet free articles)
 SL#N (Solinet free loans)
 Global Sharing Group (International free sharing)
  http://www.lyrasis.org/Products-and-Services/OCLC-At-
  A-Glance/Resource-Sharing-Groups.aspx
Renewals
 Our previous policy = 30 day due date +30 day renewal
    Avg return was 45 days
 Processing renewals in ILLiad & our ILS >1 hr/day
Renewals
 Our current policy = 60 day due date, no renewals
    Avg return is still 45 days
 Processing renewals in ILLiad <5 mins/day
Spending Time Pays Off: Checking
IFM
 Libraries mistakenly charged us
    Over $3,000 in 2009
    $368 in 2010


 Download your IFM charges: http://www.stats.oclc.org
Spending Time Pays Off: Checking
IFM
  Contact charging library and ask for a dummy request
     Charging library creates the fake request
     Charged library “fills” the request and charges the
      dummy amount
     Charging library updates to receive
Questions and other ways to save
time and money
Please remember to fill out your evaluation form 