INTRODUCTION
The provision of quality interlibrary loan service both by the system agency and by the system member libraries is an essential element in the effort of the Rolling Prairie Library System to improve library service in our thirteen county area. Although interlibrary loan has been one of the core system services from the beginning of the system in 1966, it is important to realize that through modern technology the great majority of interlibrary loan requests in our system now go directly from library to library rather than through the system interlibrary loan office. This plan therefore addresses both the direct provision of interlibrary loan service by system staff and the role of the system and its members in promoting direct library-to-library loans.
SYSTEM PROVIDED INTERLIBRARY LOAN
SCOPE
RPLS accepts requests from its member libraries for out-of-state materials in a variety of formats. Requests can be submitted as a First Search printout, by a telephone call or telefax. Requests can be for any known title in virtually any reasonable format including sound recordings and video recordings. Requests can also be for a photocopy of a periodical article.
The system interlibrary loan staff searches member library requests only against OCLC. All libraries must search their requests in-state using the RPLS DRA LLSAP, ILLINET ON LINE (IO), VIRTUAL ILLINOIS CATALOG (VIC) and FIRST SEARCH databases before sending their requests to RPLS. RPLS will continue to request items libraries cannot obtain within Illinois. Work on requests is normally initiated within one working day of receiving the request, and requests are usually filled, referred or canceled within four working days. In the event a librarian feels that response has been untimely, she is encouraged to contact the RPLS Assistant Executive Director for an explanation.
Before submitting a request a library should verify that it has fulfilled the responsibilities of a borrowing library as defined in the ILLINET Interlibrary Loan Code and also as listed in section J.3 of the Standards for Services of Illinois Multitype Library Systems. If the request is for a photocopy of an article the member library should determine that it meets copyright compliance guidelines. And again, the library should go directly to Illinois libraries. RPLS will go only to out-of-state libraries.
Photocopy requests should be sent directly to owning libraries that have been identified through the SILO database IO, or FIRST SEARCH if the owning library is in Illinois.
PROCEDURES
Libraries no longer need to fill out any type of form when sending their requests to RPLS. Libraries should print out the First Search page and put the name of their library somewhere on that page. The print out can be sent to RPLS Interlibrary Loan in one of the following ways:
1) Through RPLS internal system delivery.
2) By mail to Interlibrary Loan, Rolling Prairie Library System, 345 W. Eldorado, Decatur, Illinois, 62522.
3) By fax at any time.
4) By calling between 8:00 and 4:30, Monday through Friday. For reasons of operational efficiency librarians are urged to limit phoned requests to those that cannot meet the patron's deadline through other channels.
RPLS staff search requests daily through the following method:
1) Requests are searched against the international OCLC database for locations outside of Illinois. RPLS will not
go out-of-country.
All materials found by RPLS are sent to RPLS interlibrary loan and then forwarded to the requesting library through the system delivery. Requests for renewals of loaned materials can be sent on a written form or phoned to RPLS interlibrary loan staff. However, in most cases an item may be renewed only once.
If a requested item cannot be found or cannot be supplied. The requesting library is notified by the return of a copy of their original printout with the appropriate reason noted. The cancelled request can be resubmitted in 3 weeks as the item may have been in circulation. Do not resubmit the request if there were NO SUPPLIERS of if it was genealogy or NON-CIRCULATING.
When a borrowing library receives the requested materials it is responsible for the return of the materials on time and in good condition as described in the ILLINET Interlibrary Loan Code. Any bills for lost materials received by the system are forwarded to the member library and are their responsibility. As stated in the RPLS Procedures Manual, system staff will contact borrowing member libraries not meeting this obligation. Libraries not meeting their obligation will be considered as failing to comply with the rules of the library system.
SYSTEM PROMOTED INTERLIBRARY LOAN
In addition to its responsibility for offering a limited in-house system interlibrary loan service, RPLS also has an important role to play in the promotion of effective library to library interlibrary loan. Much of the activity in this area takes place without direct system intervention. The great majority of our member libraries now use some form of direct electronic access to other libraries such as VIC/IO, OCLC, the System LLSAP or an Internet connection. There are several ways in which the system can play a helpful part in this exciting process.
The system has a major responsibility for promoting and administering the system LLSAP. The gateway features of the LLSAP also provide access to the Internet and First Search. The database is also available for searching by other libraries through the Web. Searching libraries may also request materials if they provide reciprocal access to their own database.
Through publicity and training the system facilitates the use by our member libraries of the VIC, First Search and IO database. The system has served as a site for workshops conducted by ILSCO staff and has also provided many hours of individual training to member librarians wishing to access other resources. The system has also played an important role in the flow of information relating to various grant programs that have helped member libraries to acquire the necessary equipment for dial-access and Internet access. Finally the internal system delivery service is a vital link in the flow of materials.
The access of our member librarians to materials in the OCLC database including the First Search databases is also facilitated by the system. A major project has been the addition of the serial holdings of RPLS libraries to the SILO component of OCLC. Libraries with OCLC terminals can directly access these new resources through their terminals. For non-OCLC libraries a printed Union List has been made available that will encourage direct provision of photocopied articles. The RPLS Procedures Manual includes procedures and forms for requesting from the Union List.
Another major project has been the profiling of RPLS member libraries as OCLC full or selective users. After receipt of passwords, documentation and training; member libraries will be able to go directly for even out-of-state materials.
The system agency also has an important responsibility for the monitoring and coordination of interlibrary loan in general among our member libraries. The system has publicized and promoted the new ILLINET Interlibrary Loan Code and as required by the Code is obtaining information about member library lending policies and charges.
The system has also distributed a member library lending agreement (see Appendix A) which will facilitate interlibrary loan within the system. Finally, RPLS conducts semiannual interlibrary loan training sessions for member library staffs as required by the Standards.
All of these training and coordinating activities contribute to the growth and success of interlibrary loan within our system even as our involvement in providing a direct service somewhat decreases. Direct library-to-library transactions within our system continue to grow while the number of requests handled at system headquarters continues to decrease. These smaller numbers will not mean that the system agency has less of a role to play. It will mean that, as in many other areas, the activities of a facilitator will assume a larger share of system services.
Last update: 02/10/2005