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Inter-Library Loan Interest Group - June 8, 2006 Meeting Notes

Attendance

Veronica Cullison, Kenton County Public Library; Christine Galbaugh, Campbell County Public Library; Linda Kitrell, TriHealth Good Samaritan Hospital; Sidnie Reed, Xavier University Library, Sarah Schaff, GCLC/SWON Libraries

Notes

  • New SWON ILL Form - Working Document
    • Procedures
    • Mission Statement
  • Review of ILL Documents
  • Discussion of ILL Web Page
    • Define Mission Statement
    • Post Handbook
    • .pdf link to ILL Forms
    • Meeting times and dates
    • Bill of Lading - Form link?
    • Directory of ILL contacts
    • Links to copyright compliance and discussion of different mediums
    • Contact Information - reed@xavier.edu
  • Rotating Chairs
    • Convener - convenes group for 3 years
  • Meeting Dates
    • June 8, 2006 2:30 p.m. - 4:00 p.m.
    • Sept. 14, 2006 Roadshow! @ NKU 2:30 p.m. - 4:00 p.m.
    • Dec. 14, 2006 2:30 p.m. - 4:00 p.m. - Discuss equipment, email, workflow
    • March 8, 2007 2:30 - 4:00 p.m. - Discuss delivery and labels and plan Sept. meeting
    • June 14, 2007 2:30 - 4:00 p.m. - Plan Dec., 2007 meeting
    • Sept. 13, 2007 2:30 - 4:00 p.m.
    • Dec. 13, 2007 2:30 - 4:00 p.m.
    • March 11, 2008 2:30 - 4:00 p.m.
    • June 10, 2008 2:30 - 4:00 p.m.
    • Sept. 9, 2008 2:30 - 4:00 p.m.
    • Dec. 9, 2008 2:30 - 4:00 p.m.
  • Copyright Program?
    • Could plan a program on a month we're not meeting.
    • First part of November, 2006?
    • Part of Dec. 13th meeting?
  • September, 14, 2006 Meeting: Roadshow @ NKU
    • Erin Smith presenting on Information Broker
    • Talk about equipment and sending trends - how are we sending information to patrons and how quickly can we get articles, etc. to patrons?
      • Emailing patrons - is there a “your stuff is here” message first?
    • How does ILL work at your institution? What will disrupt your flow?
    • Use this information to plan the December meeting.
  • Need a new directory of our current members and more of a contact list for ILL (need affiliation - are they public, special, academic, or medical?)
  • Arial and Odyssey IP addresses?
  • OCLC codes if members use OCLC codes to lend?
  • Are you receptive to receiving email information from the ILLIG?
  • Statement that we may request more items, etc.
  • Statement of what we're looking at doing and meeting dates, etc.
  • Keeping Statistics?
    • Here are the libraries we've lent to, here's who we're touching, here are the materials Online form?
    • Direct Lend - how many books we're returning?
    • Monthly tally - printable .pdf they can fill out throughout the month and at the end of the month, the information can be put into database format
  • Direct Lend: We need to document the policies of each institution regarding direct lend
    • Post this information on the ILL page
  • Delivery
    • Some libraries use inter-office mailbags, some use padded bags, etc.
    • Reusable bags? SWON bags?
    • Reusable (stamped) bags save the mail sorters time
  • Discussion of collections
    • On ILL page - say "refer to Member Directory link above" to check catalog holdings
  • Resources - is there something else we need to list?
  • On ILL webpage - have a sign-up spot to join the listserv on the website
  • Discussion of Document Delivery Policies & Procedures
  • On the survey, ask if there is a default email that ILL information can go to (a group email address?) so that if the ILL staff member is on vacation, the material requests will still be received?
  • For schools that don't use OCLC ID's, would we want to create printable labels with numbers for sending materials back and forth?
    • This could tie in with a bag system as well
    • SIDNIE - will bring a sample of the OhioLINK mailing labels to the March 8, 2007 meeting
  • Discussion of copyright issues in our libraries
  • Auto-Deflection on OCLC
    • Setting up loan policies on OCLC where you can set up if an item is able to be loaned (will look at policies and see if we can supply that) - will help reduce refusals
    • If you can participate in the Union list of serials, more libraries can see your collection
  • Discussion of Groups and Paths
    • Paths are sometimes messing up - top part is groups and bottom part is alphabetized - has anyone else seen this?
    • Discussion of recreating a new file for SWON (rather than GCLC)
    • OCLC sent out an email today that something was going wrong with paths and groups
  • Post groups to subscribe to on the ILL page:
    • OCLC Resource Sharing: oclcresourcesharing@oclc.org
    • DocLINE
  • Action Items:
    • Sarah will get an ILL Interest Group webpage up and running.
    • Sarah will email the notes to everyone and post them on the new ILL webpage.
    • Sarah will work on updating the ILL directory and contact information.
    • Sarah will contact Erin Smith, Northern Kentucky University, to plan Roadshow and Information Broker presentation
    • Sarah will work on planning a copyright workshop in early November, 2006.
    • Sidnie will review the notes and bring all needed information (equipment, labels) to the next meeting.
    • Sidnie and Sarah will work on sending notes and updating ILL contacts.
  • Things to Think About:
    • Mission statement for the ILL webpage?
    • Links to list on the webpage? (Copyright? Best Practices?)
    • Forms to post on the ILL webpage? (Which ones and are they finalized?)
    • What listservs should we post on the ILL webpage?
    • What equipment do you use? (Discuss at Sept. 14, 2006 meeting.)
    • What is the ILL workflow at your library? (Discuss at Sept. 14, 2006 meeting.)