1. Ways to Increase Efficiency and
Productivity in Interlibrary Loan
Alison Johnson, Public Services Librarian
ACL Conference - June 13-16, 2011
Copy of PowerPoint available at:
http://alisonlibraryportfolio.wordpress.com/
access-services/interlibrary-loan-toolbox/

3. • The Essential Tools
• The Specialized Tools
• The Power Tools
• Sharing/Questions

4. What is your involvement with ILL?
 I work part-time to full-time with ILL and do the day-to-day procedures
 I oversee ILL but don’t often do the day-to-day procedures
 I do the day-to-day procedures but it only takes less than half of my
time.
Are you an OCLC Resource Sharing member?
 Yes, we use OCLC WorldCat Resource Sharing/FirstSearch
 Yes, we use ILLiad, CLIO, or another software
 No, we are not a member of OCLC’s Resource Sharing program
How many borrowing requests do you handle during a typical school year
week?
 Less than 50 per week
 50-150 per week
 More than 150 per week

5. Can’t live without ‘em.

6.  The main ILL interface from OCLC, also known as First Search
 FirstSearch login: http://firstsearch.oclc.org/
 Documentation from OCLC:
http://www.oclc.org/us/en/support/documentation/resourcesharing/default.htm
 Sign up for OCLC_SHARING_L listserv:
https://www3.oclc.org/app/listserv/
 Based on a library’s borrowing activity
 New interface and capabilities coming in Summer 2012…
 Displays lender costs, item availability, and Buy-It options
 Includes patron notification feature

8.  Simplifies billing process by adding charges and receipts to
monthly OCLC invoice
 Replaces the need for invoicing and writing checks to other
libraries for ILL charges
 Documentation from OCLC:
http://www.oclc.org/resourcesharing/features/feemanagement/default.htm
 No additional charge
***Only 45 out of 94 OCLC supplying ACL libraries are using IFM***

10.  Displays critical information about other libraries’ policies and
contact information.
**Be sure your library’s information is complete and up-to-date!
 Policies Directory login: https://illpolicies.oclc.org/dill-ui/SignIn.do
 Information:
http://www.oclc.org/resourcesharing/features/policiesdirectory/default.htm
 Instructions:
http://www.oclc.org/support/documentation/resourcesharing/using/userguide/
policiesdirectory/policiesdirectory.htm#Deflection%20Exceptions
 Quick Start:
http://www.oclc.org/support/documentation/resourcesharing/libpolicies/getsta
rt/policies_ref_card.pdf
 No additional charge

12.  Create pre-filled OCLC borrowing and lending forms for various
types of requests to minimize typing.
 Description from OCLC:
http://www.oclc.org/resourcesharing/features/constantdata/default.htm
 Tutorial:
http://www5.oclc.org/downloads/tutorials/firstsearch/rs/constantdata.html
 No additional charge
 Consider other ways that you might be able to use special constant
data records to save time (see first link above for examples)

14.  Allows you to set up groups of lending libraries according to your
preferences (location, cost, delivery method) for easy selection
during request processing.
 Information from OCLC:
http://www.oclc.org/US/EN/support/documentation/resourcesharing/customh
oldings/default.htm
 Tutorial:
http://www5.oclc.org/downloads/tutorials/firstsearch/rs/customholdings.html
 Provides good examples of custom holdings groups:
http://toolkit.idsproject.org/doku.php?id=borrowing:customholdings
(contains some ILLiad-specific info, but helpful for everyone)
No additional charge

16. The right tools for the job.

17.  Allows you to quickly turn a TIF or image file into a PDF file
 Acts like printer, but saves the file as a PDF instead of printing
 Download Cute PDF Writer:
http://www.cutepdf.com/Products/CutePDF/Writer.asp
 Instructions: http://www.ehow.com/how_5089608_usecutepdf-writer.html
FREE!

19.  Automatically deflects requests for items that your library does
not lend – eliminates staff involvement with these requests!
 Information from OCLC:
http://www.oclc.org/resourcesharing/features/autodeflection
/default.htm
 Instructions from OCLC:
http://www.oclc.org/support/documentation/resourcesharing
/using/userguide/policiesdirectory/policiesdirectory.htm#Cre
ating%20Deflection%20Policies
 No additional charge

21.  Scan, edit, send, and receive electronic documents
 Increases speed of delivery when dealing with other Odyssey
libraries
 Download and Instructions: http://www.atlassys.com/products/odyssey/
 FAQ:
https://osu.illiad.oclc.org/illiad/osu/lending/odysseyfaq.html
Free!
***Only 32% of ACL libraries use Ariel or Odyssey to send docs***
…less than half even use email…

23. Extreme times call for extreme measures.

24.  Automatically selects a lending string and processes certain
patron-generated requests without staff intervention.
 Quick Reference from OCLC (for using with First Search):
http://www.oclc.org/support/documentation/firstsearch/man
aging/directill/directill.pdf
 Admin Login: http://firstsearch.org/admin
 Direct Request Planning Guide:
http://www.oclc.org/support/documentation/resourcesharing
/direct/planguide/default.htm
 No additional charge (but patrons must submit request
through an external database– FirstSearch, ILLiad, etc.)

26.  OCLC collects your electronic article holdings information and
provides a link directly to the article when another library
requests it.
 Manages your database licensing permissions
 Description and Information:
http://www.oclc.org/us/en/knowledgebase/default.htm
 Presentation:
http://vidego.multicastmedia.com/player.php?p=yhl10f5s
 No additional charge with your OCLC Cataloging Subscription

28.  Automates all ILL borrowing, lending, and document delivery
functions.
 Information from Atlas: http://www.atlas-sys.com/illiad/
 Information from OCLC: http://www.oclc.org/illiad/
Subscription available through OCLC (hosted or self-hosted)
 Have you visited the IDS Workflow Toolkit?
http://workflowtoolkit.wordpress.com/

30. Alison Johnson, Public Services Librarian
Jackson Library, Indiana Wesleyan University
alison.johnson@indwes.edu
http://alisonlibraryportfolio.wordpress.com/accessservices/interlibrary-loan-toolbox/