Report of the Statewide Interlibrary Loan Protocol Committee 1990/91
TABLE OF CONTENTS
Interlibrary Loan Task Force Members
Acknowledgements
Introduction
Key Definitions
Protocols-Guidelines for Participation
Responsibilities of Borrowers
Responsibilities of Lenders
Expenses
Duration of Loan
Violation of Code
Training
Appendix A-Glossary
Appendix B-Forms[PDF]
Appendix C-National Interlibrary Loan Code, 1980
Appendix D-Bibliography
Printer Friendly versions of these documents are available below.
Kathleen Menanteaux, Library of Michigan, Chairperson
Doris Asher, Sparrow Hospital Library
Leah Black, Michigan State University
Marsha Boyd, Alpena County Library
Mary Ann Chapman, Huron Valley Library System
Elaine Cline, Hope College
Suzanne Dees, Superiorland Library Cooperative
George Grimes, Eastern Michigan University
Julie Herrin, Michigan Library Consortium
Brenda Meadows, GMI
Bettina Meyer, Western Michigan University
Nancy Skowronski, Detroit Public Library
Connie Engle (MLC alternate representative)
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In January 1990, State Librarian
James W. Fry created the Statewide ILL Protocol Review Committee.
The charge for the Committee follows:
- Recommend policies for the enhancement of the
Michigan statewide database of bibliographic information.
- Postulate possible developments impacting upon statewide
resource sharing as a result of the imple-mentation of OCLC/GAC.
- Review protocols for the sharing of all categories of library
information resources among Michigan libraries and develop proposals for
their enhancement as appropriate in keeping with established
state, national and international standards.
The following document is the written realization of this charge as given to
the Committee. It should be assumed that as the statewide database, and
various regional or network databases expand and grow the 1990/91 protocol
may need revision.
I would like to thank the members of the Committee for their
dedication, support, and insight during the
creation of this document. The team spirit and sense of cooperation in the group
were always present, even though members represented multitype libraries
of various sizes, and had diverse opinions and ideas. Everyone in the
group contributed equally.
Special thanks should go to Mary
Ann Chapman and Leah Black who took on the tough assignment of bringing
our ideas together on paper when they were merely seeds. In addition, I would
like to thank Mary Beth Leland and Beth Mills from the Library of
Michigan, Technical Services Division for clerical support during the past months.
Finally, I would like to thank State Librarian James W. Fry for
his stimulation and encouragement during the writing of this document.
Kathleen Menanteaux, Chairperson
Statewide Interlibrary Loan Protocol Committee
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Background
Access to information is a fundamental right of all Michigan citizens. Since
no individual library has the resources available to meet all user
needs, interlibrary loan service is maintained. It supplements and greatly
expands local collections, removes geographic barriers and is essential to libraries of
all types and sizes. Successful interlibrary loan service depends on the ability
to identify and locate specific items. Individual libraries and networks
in Michigan have created joint union lists and automated databases
and subscribed to national automated databases to locate materials
throughout the state and elsewhere. Interlibrary loan service has grown and improved
as a result; the need for a coordinated statewide information network has
also increased.
In 1989, the Library of Michigan selected OCLC's Group Access Capability
(GAC) to establish a statewide database and to facilitate interlibrary loan service.
Federal LSCA funds will continue to be used to encourage participation in
the statewide information network. James W. Fry, State Librarian, appointed
the Statewide Interlibrary Loan Protocol Committee to review current
practices, project the effect of the database on resource sharing activities and
provide an up-to-date interlibrary loan code for Michigan libraries.
Purpose of Michigan Interlibrary
Loan Code
The purpose of the Michigan code is to:
- Support the spirit of
interlibrary cooperation among all types of libraries;
- Encourage continued development of high
quality interlibrary loan service to Michigan library users;
- Recognize the diversity of network arrangements
and methods of information access already in use in the state;
- Provide standards, guidelines and protocols for
consistent interlibrary loan practice at the state level.
Existing Interlibrary Loan Arrangements
In Michigan, interlibrary loan codes have been developed by library
groups and networks organized geographically or by mutual interest. It is not the
intent of this code to prescribe the nature of interlibrary lending under
these arrangements, but to provide a framework for cooperation at the
state level. The policies established in this document are based on
accepted national practice, and have been designed to be as liberal and easy
to apply as possible.
Scope of Lending Restrictions
Michigan interlibrary loan protocols place no restrictions on the types
of materials to be requested. Lenders may choose to loan any type of
library material. Borrowers should refer to the written policies of potential
lenders before requesting materials.
Reasons for Adopting Statewide Protocols
Adopting a common set of protocols, standards of service, and procedures
for measurement will enable Michigan libraries and networks to:
- cooperate effectively,
- share resources and expertise,
- deliver information and
materials across the state in a timely manner,
- provide consistent and orderly interlibrary loan service to
library users, and
- help ensure equitable lending
and borrowing within Michigan.
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The following definitions are
central ideas for all institutions involved in interlibrary loan activities.
Additional terms and their definitions may be found in Appendix A.
Interlibrary loan is a transaction
in which library material is made available from one library to another.
Resource sharing is a broader term.
It includes sharing materials (interlibrary loan), expertise, joint purchases,
and shared projects between libraries for mutual benefit.
Equity in resource sharing means
that each library's contribution to the statewide effort should be
proportional but not necessarily equal,
recognizing that providing needed information to the citizens of Michigan is the
ultimate, primary goal.
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The Michigan Interlibrary Loan Protocols have been designed
to facilitate lending and borrowing at the state level. They should be applied
to all Michigan information network transactions.
Interlibrary loan service is a voluntary, cooperative activity. Each library
may determine its own level of participation in regional and statewide
resource sharing networks, but libraries
accepting state or federal funds to promote
resource sharing shall be expected to lend to
other Michigan libraries.
Members of a Region of Cooperation (ROC) or other resource
sharing network should adhere to their protocols.
An existing ROC or other resource sharing network may contract with
one or more ROCs or networks to share materials and expertise.
Voluntary linking of resource networks shall form the basis of a
Michigan statewide information network.
Interlibrary loan should serve as an adjunct to, not a substitute for,
collection development.
Local and regional network resources should be exhausted first
before initiating a request through the statewide interlibrary loan network.
Libraries should attempt to borrow from the closest source holding the
item within the state. Libraries should attempt to avoid one library receiving
a disproportionately large number
of requests.
When resources within the state have been exhausted, loan requests to out
of state libraries should then conform to the provisions of the current
National Interlibrary Loan Code. ( See Appendix C for the 1980 National
Interlibrary Loan Code).
Each library will develop and present in written form if requested, its
conditions of loan and, if appropriate, its cost structure, along with its billing
and payment procedures. Libraries participating in the statewide
OCLC Group Access database will provide and maintain their policies in the
OCLC Name Address Directory (NAD).
Free interlibrary loan and reciprocal borrowing/lending agreements will
be encouraged, but the decision to set and charge a fee will remain the
prerogative of the individual lender.
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Borrowing libraries shall exhaust available local resources
before initiating interlibrary loan requests.
The Committee encourages the use of all electronic and automated
sources available to the library or group.
All available resources within a geographic region shall be searched
to fill requests of all participating librariespublic, school, academic,
and special.
For large academic or public libraries, A region may be defined as a
geographic region, a network or group, or the
entire state.
Large public or academic libraries, of course, may request items from
any other library holding the item in-state before going out-of- state.
Materials requested shall be described as completely and accurately as
possible following accepted bibliographic practice. A source of verification
shall be cited for both bibliographic data and location, if possible. For example:
- To verify specific citation components (e.g. author,
title, etc.), general or specialized indexes, abstracts,
directories, bibliographic tools or online databases should be used.
- To verify location, union
catalogs, computerized databases, OCLC and other listing services
should be used.
When items cannot be verified,
the statement "cannot verify" should be included along with
complete information as to the original source of the citation.
The borrowing library is responsible for compliance with the copyright law
(Title 17, U.S. Code) and its accompanying guidelines, and shall inform its users
of the applicable portions of the law. An indication of compliance shall
be provided with all copy requests.
Requests shall be submitted on accepted interlibrary loan forms with
the borrowing library's complete address, telephone and fax numbers
neatly printed or typed (see Appendix B for examples of forms and mailing labels).
Libraries with access to an automated request transmittal system
should consider that system the preferred means of transmitting requests at
the state level. Other means of transmitting a request to a potential lender
(ALA forms, fax transmission, telephone) should be employed if no other
avenue exists or if specific arrangements have been made for transmitting requests
in an alternate manner.
The safety of borrowed materials is the responsibility of the borrowing
library from the time the material leaves the lending library until it is received by
the lending library, just as an individual borrowing directly is responsible
for materials from the time of check-out to the date of return. The
borrowing library is responsible for packaging the material so as to ensure its return
in good condition. If damage or
loss occurs, the borrowing library must meet all costs of repairs or replacement
in accordance with preferences of the lending library.
The borrowing library and its users must comply with the conditions of
loan established by the lending library.
Interlibrary loan staff should be aware of Michigan's Library Privacy Act
(1982 PA455, MCL 397.601 et. seq.). This act prohibits the disclosure of any
library record which identifies a patron and the library materials used or requested
by the patron (see the Library of Michigan's Library Law Handbook: State Laws Relating to Michigan
Libraries,1998).
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The decision to loan is at the
discretion of the lending library. Each library
is encouraged, however, to interpret as generously as possible its own
lending policy with due consideration to the interests of its primary clientele.
A statement of interlibrary loan policy should be made available upon request.
Participants in state OCLC Group Access should publish and
maintain their policies in the OCLC Name Address Directory (NAD).
The lending library should process requests promptly. Conditions of
loan should be stated clearly and material should be packaged carefully.
The lending library should notify the borrowing library when unable to fill
a request, stating the reason for not filling the request, if possible.
If verification is disregarded, or the bibliographic data is incorrect,
the lending library may return the request unfilled without special effort
to identify the reference.
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The borrowing library should
anticipate charges by referring to established policies and authorize them on
the initial request. If no fee information is available, indicate the
maximum acceptable fee; if no fee is acceptable, indicate
free or 0$.
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The loan period, unless otherwise specified by the lending library, is
the period of time the item may remain with the borrowing library
disregarding travel time.
Interlibrary loan material should be returned promptly.
A renewal request should be sent in time to reach the lending library no
later than the due date. If the lending library does not respond, it will be
assumed that renewal, for the same period as the original loan, is granted.
All material on loan is subject to immediate recall, and the
borrowing library should comply promptly.
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Each library is responsible for maintaining the provisions of the
1990/91 Michigan Interlibrary Loan Code:
Protocols and Guidelines in good faith.
Non-compliance of the 1990/91 Code will limit borrowing potential and
will severely affect service to patrons at the violating library.
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The effective and timely training of
all personnel involved in interlibrary loan is necessary to insure the success of
the Michigan statewide information network. Library of Michigan
and Michigan Library Consortium, in cooperation with other groups,
will provide training, coordination and support of ILL personnel. Libraries
are responsible for ensuring proper training of interlibrary loan practitioners.
Topics to be included in training:
- The U.S. copyright law
- The National Interlibrary Loan Code, 1980 (See Appendix C)
- How to interpret OCLC union
list local data records
- How to fill out standard ALA interlibrary loan forms
- How to verify citations bibliographically
- How to use the OCLC Interlibrary Loan Subsystem
- The provisions of the
1990/91 Michigan Interlibrary Loan Code: Protocols and
Guidelines.
- Library Privacy Act
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Blind request - An ILL request
where the borrowing library has not determined ownership by
the lending library. Bibliographic information may have
been verified.
Copyright compliance - The
borrowing library is responsible for making certain that the request
conforms to the copyright law and the accompanying guidelines.
A lending library may choose not to process a photocopy request if
a representation is not made as to copyright conformity.
(from Interlibrary Loan Practices
Handbook, 1984.)
Fax - see Telefacsimile.
CCG - Conforms to copyright guidelines.
CCL - Conforms to copyright law.
GAC - see Group Access Capability.
Group Access Capability - (GAC) extends OCLC ILL
Subsystem access to cooperative ILL groups so that all ILL group
members can use the OCLC ILL Subsystem to interact with each other.
(extracted from: Interlibrary Loan: User
Manual, 3rd ed., 1985.
Local system - a computerized
online catalog which can, in some cases, be accessed off-site.
LM - Library of Michigan.
MLC - Michigan Library Consortium.
OCLC Online System - The telecommunications
system, computers, peripheral devices, and associated software
which make available to participants the online computer
services provided by OCLC. (from OCLC, Inc.)
Reciprocal borrowing agreements -
An arrangement by which two libraries mutually agree
to exchange library materials on interlibrary loan without
any charges to either library.
Regional outlets - These libraries
have the necessary human and bibliographic resources to
serve as the conduits for interlibrary loan traffic both within
and outside the region. These libraries have direct access
to OCLC and have the responsibility for verification
of requests. Type I regional outlets handle both their own and
other institution's ILL requests. Type 2 regional outlets handle only
their own requests. Those libraries without bibliographic
or verification sources will be expected to go to their
Regional Outlet for these services.
Region of Cooperation - ROCs were established by the Library
of Michigan for the purpose of orderly flow of information
and resources within the region. They also channel
interlibrary loan requests through a limited number of regional centers.
These centers have been provided with
bibliographic tools, such as OCLC, for verification of ILL requests.
Only Regional Outlets may direct requests outside the Region.
Telefacsimile - A means of
transmission of the text of data electronically using telephone lines.
In Michigan, both requests for material, as well as
the information itself may be sent by telefacsimile. See the forms
for telefacsimile use in Appendix B.
Verify, verification - to ascertain that
the bibliographic and citational information is correct by
using standardized sources, such as OCLC.
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Adopted by the Board of Directors
of the Reference and Adult Services Division of the American
Library Association, June 30, 1980. Reprinted with permission of the American
Library Association; copyright 1981 by the American Library
Association.
Introduction
Interlibrary loan is essential to the vitality of libraries of all types and
sizes and is a means by which a wide range of material can be made available to users.
This code is designed primarily to regulate lending relations
between research libraries and between libraries operating outside libraries
organized geographically, by mutual subject interest, or other bases will
have developed codes of their own. It is not the intent of this code to prescribe
the nature of interlibrary lending under such arrangements. (See the
Michigan Interlibrary Loan Code: Protocols
and Guidelines, 1990/91.)
The effectiveness of a national system of interlibrary lending is directly related
to the equitable distribution of costs among all the libraries involved.
Interlibrary loan is an adjunct to, not a substitute for, collection development
in individual libraries. Requests to national and research libraries
or requests beyond networks and consortia should only be made after local,
state, and regional sources have been exhausted. It is understood that
every library must maintain an appropriate balance between resource sharing
and responsibility to its primary clientele.
This national code contains guidelines for the borrowing and lending of
library material. Details of procedures to be used in implementing the code will
be found in the Interlibrary Loan Procedure
Manual published by the American Library Association.
[A revision of this manual (Chicago, 1970), originally prepared by Sarah
Katharine Thomson for use with the National Interlibrary Loan
Code, 1968, is now in process.] All libraries participating
in interlibrary loan should have copies of this publication and should follow
these recommendations. The manual also provides information on
international interlibrary loan.
The Reference and Adult Services Division, acting for the
American Library Association in its adoption of this code, recognizes that the
exchange of material between libraries is an important element in the provision
of library service and believes it to be in the public interest to encourage such
an exchange.
Definition
An interlibrary loan is a transaction in which library material, or a copy of
the material, is made available by one library to another upon request.
Purpose
The purpose of interlibrary loan as defined in this code is to obtain,
for research and serious study, library material not available through
local, state, or regional libraries.
Scope
A loan or a copy of any material may be requested from another library
in accordance with the published lending policy of that library. The
lending library will decide in each case whether a particular item can be provided.
Most libraries will not ordinarily lend the following types of materials:
- Rare or valuable material, including manuscripts;
- Bulky or fragile items that are difficult or expensive to ship;
- Material in high demand at the lending library;
- Material with local circulation restrictions;
- Unique material that would be difficult or impossible to replace.
Responsibilities of Borrowing Libraries
- Each library should provide the resources to meet the
study, instructional, informational, and normal research needs of its
primary clientele. This can be accomplished through its own collection or
through local, state, or regional cooperative resource-sharing agreements.
Material requested from another library under this code
should generally be limited to those items that do not conform to the
library's collection development policy and for which there is no
recurring demand.
- The interlibrary loan staff of each library should be familiar with,
and use, relevant interlibrary loan documents and aids. These
include this code, the Interlibrary Loan Procedure
Manual, lending policies of the major research libraries,
and standard bibliographic tools and services.
- Each library should inform its users of the purpose of interlibrary
loan and of the library's interlibrary borrowing policy.
- The borrowing library is responsible for compliance with the copyright law (Title 17, U.S. Code) and
its accompanying guidelines, and should inform its users of
the applicable portions of the law. An indication of compliance must
be provided with all copy requests.
- Requested material must be described completely and
accurately following accepted bibliographic practice as outlined in the
current Interlibrary Loan Procedure
Manual. If the item cannot be verified,
the statement "cannot verify" should be included along with
complete information as to the original source of the citation.
- The borrowing library should carefully screen all requests for
loans and reject any that do not conform to this code.
- Standard bibliographic tools, such as union catalogs, computerized
data bases, and other listing services, should be used in determining
the location of material. Care should be taken to avoid concentrating
the burden of requests on a few libraries.
- Standard interlibrary loan
formats should be used for all requests, regardless of the means
of transmission.
- The safety of borrowed material is the responsibility of the
borrowing library from the time the material leaves the lending library until it
is received by the lending library. The borrowing library is responsible
for packaging the material so as to ensure its return in good condition.
If damage or loss occurs, the borrowing library must meet all
costs of repair or replacement, in accordance with the preference of
the lending library.
- The borrowing library and its users must comply with the conditions
of loan established by the lending library. Unless specifically
forbidden by the lending library, copying by the borrowing library is
permitted provided that it is in accordance with the copyright law and no damage
to the original material will result.
- The borrowing library should encourage library users to travel
to other libraries for on-site access to material when extensive use of
a collection is required or the nature of the material requires
special handling. The borrowing library should assist the user in making
the necessary arrangements.
Responsibilities of Lending Libraries
- The decision to loan material is at the discretion of the lending library.
Each library is encouraged, however, to interpret as generously as
possible its own lending policy with due consideration to the interests of
its primary clientele.
- A statement of interlibrary loan policy and charges should be
made available upon request.
- The lending library should process requests promptly. Conditions
of loan should be stated clearly and material should be
packaged carefully. The lending library should notify the borrowing library
when unable to fill a request, stating the reason for not filling the request.
- A lending library is responsible for informing any borrowing library
of its apparent failure to follow the provisions of this code.
Expenses
- The borrowing library assumes responsibility for all costs charged
by the lending library, including transportation, insurance,
copying, and any service charges. The borrowing library should try
to anticipate charges and authorize them on the original request.
- It is recommended that nominal costs, such as postage, be
absorbed by the lending library.
- If the charges are more than nominal and not authorized by the
borrowing library, the lending library should inform the requesting library and
ask for authorization to proceed.
Duration of Loan
- The duration of loan, unless otherwise specified by the
lending library, is the period of time the item may remain with the
borrowing library disregarding the time spent
in transit.
- Interlibrary loan material should be returned promptly.
- The borrowing library should ask for renewals only in
unusual circumstances. The renewal request should be sent in time to reach
the lending library no later than the date due. If the lending library does
not respond, it will be assumed that renewal, for the same period as
the original loan, is granted.
- All material on loan is subject
to immediate recall, and the borrowing library should comply promptly.
Violation of Code
Continued disregard of any provision of this code is sufficient reason
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