1.

Document delivery and inter-library loans

Importance
Compliance

General





Document delivery and inter-library loans must be integrated with the rest of the system, including:


R1


the OPAC (for users to input requests and view progress)


R2


borrower records (to control ILL privileges)


R3


circulation control (for ongoing control of inter-library loans)


R4


For requests input via the OPAC, there must be facilities for staff to authorise and process requests


R5


The system must support ISO 10160/10161 ILL protocol (current version)


R6


The system must support the current procedures and formats specified by the British Library Document Supply Centre (BLDSC)


R7


The system should support requests to other libraries


R8


A file of supplying libraries must be maintained, accessible by code and library name


R9


Format and content of notices must be library-definable


R10


It must be possible to archive completed document delivery/ILL requests and make them available for access by staff for a library-defined period



Request process





The system must:


R11


check eligibility to place requests (by borrower category) and any blocks on the user which may inhibit the request


R12


allow a limit to be imposed on the number of concurrent requests from any user (by borrower category), with an overall limit over a library-defined period of time


R13


provide varying templates for entering the request (for monographs, serials, serial articles, conferences etc)


R14


allow users entering requests via the OPAC to specify a collection point (if applicable)


R15


allow requests to be created by uploading data from external databases, e.g. BLDSC databases


R16


allow library staff to amend the bibliographic and other request details before and after transmission of request


R17


allow for checking requests against the OPAC


R18


allow for special requirements to be added to requests, e.g. loan essential, translation only


R19


allow for BLDSC transaction codes to be added to requests, e.g. RENEW, CANCEL etc.


R20


handle urgent requests, e.g. phone requests, and suppress transmission of the request concerned


R21


allow staff to access the request record in a number of ways, including:


R22


bibliographic details


R23


from the user record




The user record must display:


R24


ILL items on loan


R25


outstanding requests


R26


progress reports


R27


Requests must be displayed in chronological order with most recent first


R28


The system must support the electronic transmission of requests to BLDSC via ARTTel2/ARTEmail with an option to print or e-mail requests to other libraries if required.


R29


Error detection must be provided and it must be possible to amend and retransmit files


R30


It must be possible to change lenders for outstanding requests


R31


It must be possible to initiate action to revive a cancelled request or to re-request a wrongly-supplied item



Receipt and loan





The system must record the receipt of the following (with date of receipt automatically recorded):


R32


photocopy for retention


R33


item for loan or use in the Library


R34


It must be possible to amend the supplying library if different from the library from which the item was originally requested




The system must:


R35


record the direct delivery of photocopied documents to the end user from BLDSC (as reported by BLDSC)


R36


produce requester’s address in label format for sending out photocopies from Library


R37


record completion of items sent out from BLDSC/Library


R38


allow for ongoing control of reference and loan items (issue, renewal, recall, return, overdues, fines) via the circulation function, with specific parameters for such items, e.g. loan periods, fines, notices


R39


allow a default due date to be set for each lending library (library-defined) for loan items, and for ‘issuing’ items to be used in the Library


R40


take account of closed days when calculating return dates


R41


create a loan period that includes both a return date and an automatic extension (subject to recall) in line with BLDSC lending policy


R42


notify the requester on receipt of an item, with details of collection point, due date, renewal conditions, and whether item is for use in the Library only


R43


notify Library staff if an item has not been collected within a library-defined period of time


R44


notifications must be possible by e-mail, print, and also appear on user’s record on OPAC



Renewals





The system must:


R45


manage renewal of loans, both from other libraries, and from BLDSC who require renewals to be made on a new request number


R46


allow for the electronic transmission of the renewal request to BLDSC


R47


produce printed or e-mail notices to renew with other libraries



Reports





The system must:


R48


recognise standard BLDSC report codes and translate them to appear as text on the system


R49


allow free text reports to be input and for standard reports to be amended as necessary


R50


generate reports for requesters, lenders and library staff, which may be printed, e-mailed, and/or displayed on the OPAC (for end users)


R51


allow for a reapplication to the same supplier or a different supplier after receiving a reply from the requester



Chasers and cancellations





The system must:


R52


generate chasers according to library-defined regimes


R53


transmit chasers electronically to BLDSC


R54


generate printed or e-mail chasers for other suppliers


R55


allow for requests to be cancelled


R56


allow for logging the reason for the cancellation


R57


generate cancellation notices to the supplier and requester


R58


transmit cancellation requests electronically to BLDSC



Charges and funds



R59


It must be possible to handle charges imposed by document delivery suppliers


R60

The system must support deposit and billing accounts


R61

It must be possible to set up a number of accounting methods for one supplier


R62

The system must allow funds to be set up for document delivery/ILL


R63

Funds in ILL/document delivery should be linked to Acquisitions funds



The system must maintain and display for each fund:


R64

fund allocation


R65

expenditure


R66

commitment


R67

cash balance



Loans to other libraries



R68


The system must provide a facility for loaning to other libraries


R69


Control of loans (issue, renewal, recall, return, overdues) must use library-defined parameters.