ILL Work Group
Meeting Summary

This document summarizes the discussions and consensus across the five meetings of the interlibrary loan work group. Recommendations on the interlibrary loan purpose statement, guidelines, and best practices are summarized in the new 2005 interlibrary loan document.

1. Reflecting current practice, area interlibrary loan plans will not be required. The historical process of "clearing the area" has changed as methods for efficient interlibrary loan have developed. The decision to clear the geographic area first is not universally the ideal choice. Using a library's shared automated system or consortium remains, however, the first choice for borrowing.
   
   
2. The ability for users to place unmediated interlibrary loan requests is desirable within the scope of the following guidelines.
   
   
   As statewide and local interlibrary loan automated systems continue to develop, the protocol for direct user interlibrary loan requests will need to be refined. A key consideration is the ability to limit unmediated requests based on the state interlibrary loan guidelines and
   
   

   • patron type,
   • number of active requests,
   • local blocks on use or lost privileges,
   • non-circulating items, and
   • ownership of items by the local library and members in the shared automation system or consortia.
     
     

   The option to set limits locally was desirable.
   
   
3. Variance in how interlibrary loan works among different types of libraries is realistic and inevitable. Within the framework of the statewide interlibrary loan guidelines, each type of library will follow an optimal pattern based on the local situation.
   
   
4. Interlibrary loan practice statewide is a moving target, but currently the trend supports point to point interlibrary loan. While this trend exists, there still are advantages of clearinghouse functions, such as expertise, centralized costs, and access to multiple verification tools. As technology develops and resources are available, the statewide interlibrary loan system needs to be flexible to adapt to these changing conditions.
   
   The new automated system needs to accommodate to some degree variations in practice, but the ultimate goal is a simple, efficient, and cost effective statewide system. Among the variations are:
   
   
   • a system that allows library staff to create and send requests directly,
   • a system that allows patrons to create and send requests directly,
   • a system that requires staff placed requests to be mediated at a clearinghouse,
   • a system where a clearinghouse places requests for other libraries, and
   • a system that allows specified types of requests to be mediated by a clearinghouse.
     
     
   The goal of automated systems is to relieve staff time, so the decisions on what variations to accommodate must factor in the cost of Reference and Loan Library staff needed to manage the variations. In the same way that shared automated systems do not allow all variations, the new automated interlibrary loan system cannot accommodate every possible situation. Making accommodations to use the statewide automated interlibrary loan system is chiefly a local and regional responsibility.
   
   
5. An important goal for the new automated system is efficiency. The means that the local and statewide process needs to minimize the number of times a request and/or item is "touched." A key consideration is, "What is fastest for the user?"
   
   
6. A state-level agency is needed to support resource sharing, currently represented by Reference and Loan Library. The need is for one agency to look at the "big picture" and to help make better use of resources. The mission of the Reference and Loan Library is to engage in statewide planning, coordination, and provision of services to assure that Wisconsin residents have equitable access to the collective knowledge and information resources in the state's libraries. The key role for the Reference and Loan Library is to assure all sizes and types of libraries have access to good reference service and information. While this goal to include all is important, the challenge is to balance the need to be innovative and "cutting edge" on resource sharing.
   
   The activities carried out by RLL reflect its mission.
   
   
   • Manages statewide interlibrary loan system, including researching and recommending technology for the system
   • Administers and monitors outside contracts for interlibrary loan services
   • Mediates requests before sending them to WiLS or Milwaukee Public Library
   • Provides direct interlibrary loan for state agencies and institutions
   • Handles unanswered reference questions referred from local and regional libraries
   • Participates in "Ask Wisconsin," providing partial funding and staff for virtual reference
   • Circulates reference materials
   • Maintains unique collections and items
   • Coordinates and manages access to electronic resources, currently via BadgerLink
   • Negotiates for the statewide interlibrary loan automated system and databases
   • Provides training related to reference and interlibrary loan
   • Coordinates the policy and planning group for statewide delivery
   • Develops and maintains web site of resource sharing documents and tools to assist local libraries
   • Consults on resource sharing issues, including copyright
   • Fulfills contract with the Department of Administration for "Ask a Librarian," found on the state's website
   • Maintains a Wisconsin government documents collection
   • Engages in preservation and digitizing of state documents
   • Manages a contract with the Regional Library for the Blind
   • Manages a contract with the Cooperative Children's Book Center for consulting on children's materials and intellectual freedom issues
   • Fulfills a contract to manage the Child Care Information Center
     
     
   While a complete prioritizing exercise was not done with the list of Reference and Loan Library activities, the work group did recommend the following.
   
   
   • The Reference and Loan Library needs to be more comfortable saying no. Continued customization of the interlibrary loan process to meet all variations is an example where the Reference and Loan Library needs to consider what are reasonable accommodations.
     
     
   • The mediation of requests going to WiLS and Milwaukee Public Library may not be cost effective. The Reference and Loan Library is strongly encouraged to try to use technology (especially in the next interlibrary loan system) to handle as much of this process as possible. There was some discussion of allocating the amount of funding for WiLS and Milwaukee to each system to relieve the Reference and Loan Library mediating function with these contracts, but a conclusion was not reached.
     
     
   • With the reference materials, the work group felt strongly that the focus of that collection needs to be for unique reference sources, both print and electronic.
     
     
   • It was suggested that the Reference and Loan Library move more to a train the trainer model rather than being the sole source of training related to resource sharing. This would promote more training locally and more customized training within shared automated systems.
     
     
   • With the "Ask Wisconsin" program and other reference questions, law questions should be referred to the state law library. This would relieve the Reference and Loan Library staff and draw on other state-funded expertise to address these questions.
     
     
   • While the Reference and Loan Library is engaged in digitizing state documents, the work group felt strongly that the Reference and Loan Library should take a strong leadership role in this area.
     
     
   • The Reference and Loan Library currently does some contract work, such as managing the Child Care Information Center. This type of work was seen as a low priority by the work group, with the concern being that contracts rarely cover all costs and can dilute the energies of the staff. With all contacts, strong consideration needs to be given to how central the contract is to the mission of the Reference and Loan Library.
     
     
   • There was some discussion about separating the funding for the contracts.
     
     
   
   
   
7. The primary purpose of a union catalog (currently represented by WISCAT) is to identify materials for resource sharing. Use of the union catalog as a source of downloadable, MARC records is a lesser priority.
   
   
8. The state needs to continue its contract with WiLS to provide access to the Wisconsin Historical Society and UW-Madison collections.
   
   
9. The contract for Milwaukee Public Library is to provide access to unique materials in their collection. It is not intended to fund general interlibrary loan activity for the library. It is recommended to continue a contract for this type of access. The limited nature of this contract requires the Reference and Loan Library to check first for alternative locations and to verify that the item is really owned and available from Milwaukee Public Library. A second recommendation is for the Reference and Loan Library to study the cost/benefit of the contract in relation to the additional staff time required to mediate requests sent to Milwaukee Public Library.
   
   
10. Both contracts are important to Wisconsin residents. In times of scarce resources, however, priority in allocation of contract funds should be for WiLS.
    
    
11. In the next generation system, it is recommended that a hybrid system should be used to access holdings. This hybrid would include an up-to-date union catalog and a gateway to search existing online catalogs. There was not consensus on the nature of the union catalog, with some supporting as comprehensive as possible union catalog and others a union catalog limited to those library collections that would not be available via a gateway. Participation in a union catalog, however, should carry a commitment to keep the library's records up-to-date. Up-to-date was defined by the work group as at least once a year updating by participating libraries, adding new acquisitions and deleting holdings for withdrawn items. A best practices document on participating in the union catalog could reinforce the value of an up-to-date union catalog.
    
    A primary concern with using the virtual catalog model is the time it takes to sort through multiple records for a single item. The goal, however, is to encourage Z39.50 compatibility by local and shared automated systems so they can be searched via a gateway. The long-term goal is to increase involvement in shared automated systems to improve the effectiveness of searching in a virtual catalog.
    
    There was active discussion about the idea of one statewide consolidated catalog and circulation system. This was seen as potentially desirable, but too long-term of a solution given the technology options currently available. If movement was made in this direction, it was perceived that a more realistic long-term goal might be to use this approach for each type of library. A key concern was the loss of local decision making about a choice for a catalog/circulation system vendor.
    
    
12. All types and sizes of libraries should have the opportunity to participate in the interlibrary loan automated system as borrowers and/or lenders.
    
    
13. In addition to the discussion of the overall nature of the next generation automated interlibrary loan system, the interlibrary work group discussed possible functions for that system. These suggestions are listed below. The items were not prioritized by the group.
    
    
    • Allow the library to set local parameters on users. These limits might be based on number of requests or duplicate requests, so the system needs to report this type of information to the local library.
      
      
    • Stop local, patron initiated requests when an item is owned locally. The staff would then review the request and could override the block as needed.
      
      
    • Automatically access referral locations based on lending policies by format, shelf status, and local holdings of serials.
      
      
    • Offer an online renewal function for both staff and users. The local library needs the ability to limit renewals.
      
      
    • If the borrowing library wants to place a hold in a local shared system, it can be done, and the system automatically sends notification to both the lender and borrow if there are changes to the hold.
      
      
    • Include federated searching (one search across online catalogs).
      
      
    • Maintain the use of a blank request record or use email for subject/reference questions.
      
      
    • Include a method for direct requests to Milwaukee Public Library and WiLS that also tracks the level of activity financially.
      
      
    • The messaging process could be improved (e.g., highlighting messages).
      
      
    • Create a hyperlink to the provider directory for addresses.
      
      
    • Enlarge the list of choices for reasons for not lending an item.
      
      
    • Allow, as much as possible, local customization. Examples include branding on mailing labels and producing reports.
      
      
    • Incorporate a calendaring function that can globally make a collection unavailable, such as a school library collection in the summer.
      
      
    • Incorporate good reporting functions that can be customized to local needs.
      
      
    • The system does not need to accommodate all variations of local and library system practices. The responsibility for that accommodation is the local library or library system.
      
      
    • The local library needs to be able to track its own requests even if entered by a clearinghouse.
      
      
    • Each library has to have a paid interlibrary loan system license. Allow for a responder only process.
      
      
    • As much as possible, state-level clearinghouse functions need to be automated in the new system.
      
      
    • Include an option for the state-level clearinghouse to stop, screen, and refer requests that go to out-of-state libraries.
      
      
    • Include the option for the state-level clearinghouse to stop, screen, and refer requests on an interlibrary loan system that is different from the one the originating library used.
      
      
14. It was agreed that the members of the work group would respond to a written functions prioritizing exercise. The various function options for the next generation automated interlibrary loan system would be listed and people would rate each option as mandatory, desirable, or optional. The interlibrary loan work group would use the same ranking instrument as the one used with LITAC. The group encouraged the Reference and Loan Library to use the same exercise with other groups to allow for consolidation of opinions from various stakeholders.
    
    

September 20, 2005

For questions about this information, contact Shiela A. Pollock (608) 224-5395

Last updated on 2/25/2008 12:27:41 PM