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Nitty, Gritty Details
Introduction
Briefly we'll talk about some of the ILL details such as postage, packaging, and tools that can be used to do ILL. This section isn't going to go into a lot of detail. If you would like some tips on Interlibrary loan, contact the ILL Interest Group 
of the Montana Library Association.
Postage
To make your job easier, familiarize yourself with the current rates for postage and keep in mind that sometimes first class or parcel may be more cost effective then the library rate. If the patron needs the item right away, consider using overnight or some other special delivery method. If you're the borrowing library and have requested special attention, offer to pay part of the costs or help out in some way. Remember you want the lending library to continue working with you.
More Mailing Considerations
Lending libraries: please make sure your items are clearly marked. Does the item have a stamp of ownership? This is absolutely necessary. If something happens to the paperwork with the item, then how will the borrowing library know who to return it to? Return mailing labels are wonderful. Remember to include some when you mail the item. That's a tip for both borrowing and lending libraries.
Packaging
We could spend hours talking about different types of packaging, but who wants to spend that long in front of a computer screen? Here are some good rules of thumb:
- Anytime you send an item, it should be well-protected. If you use a bag, make sure it is padded or that you wrap the item in bubble wrap or similar type item. If you use a box, make sure the item(s) don't rattle around. Put paper or popcorn in the box to keep the item(s) still.
- If the lending library asks you not to use jiffy bags, respect their wishes. Remember the lending library is doing you a favor. Do you get the sense that there is a common theme here?
- Don't overfill jiffy bags or for that matter boxes.
- If the lending library asks you to insure the item, comply with the request.
- Avoid using staples in the packaging. USPS and probably many of the private companies strongly discourage using staples in packaging.
Fax, Ariel and/or Email Transmission
Fax, Ariel and/or email transmission of requests is okay, if the lending library accepts these. Be sure to ask or look at the lending library's policy before sending a request using any of these methods. Although you may know what email and fax are, do you know what Ariel is? Ariel is like a fax machine on the Internet. Libraries send articles and other information over the Internet Ariel is a great tool, when patrons need articles with graphics, etc. It is typically used by academic, special, or larger public libraries.
What doesn't work using a fax machine? Items that have large dark areas or fine detailing are not appropriate for fax transmission. Typically the lending library gets to decide how the item will be sent, so if you want the item faxed to you give them your fax information. Don't make them look it up. Remember the common theme running throughout this class? The lending library is doing us a favor, so let's make it as easy as possible for them to do their job. Fax is typically used when a patron needs an item right away. Let the lending library know this by putting "RUSH" request on the fax. You may want to check with the library first as to whether or not it can process a "RUSH" request. The last little detail regarding faxes is to make sure that your fax machine meets current standards. That may sound confusing, but it simply means your machine should be in working order and able to communicate with other fax machines.
The Due Date
When setting a due date for an ILL, you have to consider mailing time. And it doesn't matter if you're the lender or borrower. It affects both sides. The lender needs to give the borrowing library and patron enough time to receive the item and use it. Some lenders do this by saying the due date is "X" weeks from receipt. Tip: For the loan period, include a week of transit time. We've considered lenders, now what about borrowers? The borrowing library should have the patron return the item a few days before the official lender due date. This gives the borrowing library time to return the item by the original due date.
Renewals
Okay everything we're about to say is based on the ideal world. We know your patrons rarely think in terms of deadlines and policies, but, hey, we have to start somewhere! First (and you won't find this surprising) renewals cause extra work for everybody. Second (and you already know this, you just need to try and explain it to your patron) lending libraries set due dates that consider your patron's needs, as well as the needs of the lending library's patrons.
Some general guidelines:
- Don't ask to renew something, if the lending library has marked it non-renewable
- Don't instruct or encourage your patron to contact the lending library directly
- If you have to ask for a renewal, include the date due, call number, and author on your request
- Try to ask for a renewal five days before the book is due back
I can't fill it!
If you can't fill a request, forward the item on to the next library or return it to the borrowing library within five working days, unless your library is the only or last location. Borrowing libraries should remember that a lending library is not obligated to forward a request on to the next library.
Damaged Items
Hopefully you'll never need to know this, but just in case. From the time the item leaves the lending library until it returns, the borrowing library is responsible for it. If it is lost or damaged, the borrowing library must replace it according to the wishes of the lending library.
Tools
So what's out there to help you do ILL?
- The new (and one of the latest tools to reach Montana) is FirstSearch ILL. This product is offered via the web and is completely electronic. After finding the item, the program tells you who has it and who will lend it (using FirstSearch ILL). You fill out a form, which is sent to the lending library. You are then notified electronically as to whether or not that library will lend the item to you. It has all kinds of bells and whistles. If you're interested in learning more about web-based ILL, look for future training sessions brought to you by OCLC and the State Library.
- The old-fashioned way is to use an ALA form or similar paper form. If you choose to do ILL this way, please make sure you use a current source. Library collections do change, so search MLNCAT to find out who has what. You can then send the form to the lending library.
- MLNCAT is primarily for searching, although it will work with both FirstSearch ILL and regular email. Using MLNCAT, you can search just Montana libraries or you can search WorldCat. WorldCat is a huge online database that gives you access to the collections of libraries around the world. Don't worry you can actually limit it to Montana, but for those hard to find items it can be a lifesaver. Once you find the item you're looking for, you can use any of the methods listed above to do an ILL.
- Give patrons the power to start the process! Kind of a scary thought, isn't it? Do you have patrons who live in the country? What about patrons who are homebound? We do all we can to serve our community, but sometimes we just can't give them the level of service they need. This may be caused by limited hours or simply the patron's inability to get to the library. How can we help these patrons? One way is to give them the power to make an ILL request. Here's how it works. The patron can log on to MLNCAT via the Internet and search all of the databases. If they find something they would like to request from another library, they click on an ILL button that appears above the citation. After filling out the information, MLNCAT sends you their request either via email or FirstSearch ILL. This option does not appear automatically. If you would like to give your patrons access to this feature, contact Michael Price at the Montana State Library.
