January 19, 2016

OhioLINK Loans & ILLiad Duplicate Requests

Use of OhioLINK for loans prior to considering ILLiad is an issue that has been addressed in this blog on many previous occasions, in one context or another (starting with the most recent): April 20, 2015,October 23, 2014, December 8, 2009, December 18, 2008, November 19, 2008 Now let's take the opportunity to examine it from a new angle--i.e., how we deal with it from the standpoint of optimal and reasonable service value....

When processing loan requests submitted to ILLiad by KSL users, ILL staff routinely verify the availability of books (and other returnables) in the Kelvin Smith Library collections (including our satellite locations) and those of other CWRU campus library system locations, as well as in OhioLINK.

The ILLiad staff client (our "work-horse") itself is linked to the university's joint library catalog (and consequently to OhioLINK and SearchOhio), as well as to the OCLC WorldCat database. By virtue of this arrangement, ILL staff are alerted to the possible availability of requested items in our own library collections (including KSL and other campus locations) and in those of all other OhioLINK members--all during the initial holdings search process.

In such cases where we have determined that a title is ostensibly available through the OhioLINK resource (and in nearly all cases not needing to be obtained through an ILLiad transaction), ILL staff may take one of the following actions...

* Cancel the original ILLiad request if it has been determined that copies are available for request in OhioLINK, in the edition specified or alternate editions (if the indicated as acceptable by the user).
* Cancel what is essentially a "duplicate" in ILLiad, if the identical item is ascertained to have already been requested from OhioLINK, as verified in the patron's circulation account.
* At our discretion, process a loan request through traditional ILL (ILLiad) when ONLY ONE copy is available in OhioLINK, in case that copy is found to be missing and thus the request cannot roll over automatically to another consortium member library.
* At our discretion and as a case-by-case courtesy, process a loan request through traditional ILL (ILLiad) when a local (CWRU campus library-owned) copy appears to be available and blocks one's ability to submit a direct OhioLINK request (usually when another location's copy is classed as Reference or designated for Course Reserve).

Cancellation messages that we send out from ILLiad will explain our actions in fair detail, and direct you to the appropriate URL for the OhioLINK resource (often also including specifically the available copy holdings, as well as the direct link to the relevant catalog record page). All this will facilitate your access to OhioLINK online borrowing, which also invariably offers you a more flexible loan period and renewal policy than is typical of traditional interlibrary loan transactions.

If you have any questions or concerns about OhioLINK and ILLiad services, contact the KSL ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

December 10, 2015

Assorted End-of-Year Reminders

Once again, here is a short list of routine reminders for submitting your requests in ILLiad. I realize this it not exactly ending the year with at 'BANG', but then again, sometimes 'you gotta do what you gotta do'--

* Do not attempt to enter full citation strings into any single request field; please break down and enter the separate components and type them into their corresponding specific individual fields.
* When entering an OCLC accession number into its respective field, please type in only one per request form; additional prospective OCLC numbers may be specified in the 'Notes' field.
* Please use OCLC numbers with numerous (rather than few) holdings, if possible; this is preferred, for a greater probability of obtaining materials through ILL.
* Please use legitimate OCLC numbers, (i.e., that have been obtained as a result of actual OCLC WorldCat searches); other numbers (such as ISSN, ISBN, LC Call Number) are to be entered in their own corresponding request field.
* Similarly, when entering an ISSN or ISBN into its own respective field, please type in only one per request form; additional such numbers may be specified in the 'Notes' field.
* When providing ISSN's or ISBN's, please enter only legitimate, properly-formatted such numbers into their corresponding field; no other forms of citation identification number should be used in their place.
* 'Other (Misc.)' form is to be used for requesting special loans only; do not enter full citations for articles, book chapters, conference papers, etc, or for any regular loan-type for which a request for otherwise already exists.
* Last, but not least -- please avoid entering abbreviated and ambiguous titles.

Though a little off-topic, a couple more timely reminders worth putting out there...

* Return all your loans on time (KSL, OhioLINK, ILLiad), to avoid loss of ILL (and regular) borrowing privileges.
* Keep your regular library fines at $15.00 or below (or, better yet, pay them off entirely), also to avoid loss of ILL (and regular) borrowing privileges.

To keep this entry short, it is simply worth mentioning that all these points have been addressed in greater detail elsewhere throughout this blog. So, I don't think I need to provide the rationale behind any of these here or now. Thanks to all ILL users for their cooperation when using ILLiad and all KSL services.

As always, if you have any questions or concerns, please contact KSL ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

November 18, 2015

Keeping Your ILLiad User Information Current -- A Reprise

Just sending out another long-overdue reminder for everyone to be sure all the information in their ILLiad profiles is being kept up-to-date. This topic was previously addressed in my entry published on June 28, 2010, so it's time to talk a little more about it again...

A Quick Run-Through of Profile Points--

* Username - this is permanently associated with your account from the time you create it, and cannot be changed; it also can never be re-used in another account.
* Name (First, Last) - whenever you change this (e.g., due to change in marital status), we recommend you also update it in likewise your ILLiad account.
* Phone Number - we rarely contact patrons by phone, but we still recommend you keep this up-to-date, anyway.
* E-mail Address - it is very important that you keep this current (and properly formatted), and make sure it is an account where you regularly check your messages; this is our primary means of keeping in touch with our users.
* Address - it is probably a good idea to keep this updated, especially if you are enrolled as a Distance Ed Graduate student (Doctor of Management) receiving courier delivery of loans (home or business), or Faculty signed up for campus delivery (to departmental drop-off site); otherwise, ILL service does not send regular notifications by mail.
* Status - please keep this updated in accordance with your status in the university at all times.
* Department (or Major) - this should also be always kept up-to-date; more about university departments, below...

** Departments that have changed their names, recently or not-so-recently (and which you may want to update in your profile, if applicable), for example:
EARTH, ENVIRONMENTAL & PLANETARY SCIENCES -- formerly GEOLOGICAL SCIENCES
MATHEMATICS, APPLIED MATHEMATICS AND STATISTICS -- formerly MATHEMATICS (including STATISTICS)
PSYCHOLOGICAL SCIENCES -- merger of PSYCHOLOGY and COMMUNICATION SCIENCES
RELIGIOUS STUDIES -- formerly RELIGION
THEATER and DANCE -- now two separate departments

** Departments served by a campus library system other than Kelvin Smith Library for ILL purposes (and which will not appear in our own ILLiad registration list)...
-- If you no longer are affiliated with the university through the College of Arts and Sciences, the Case School of Engineering, the Weatherhead School of Management, or a central administrative department.
-- If you have transferred to a department in the Mandel School of Applied Social Sciences, the School of Law, the School of Medicine, the School of Nursing (except students), the School of Dental Medicine, or any of various interdisciplinary health science-related programs.
-- Under the two circumstances described immediately above, we ask that you discontinue using your KSL ILLiad account, and set up a new account at one of these sites for all future ILL service needs, as appropriate: MSASS Harris Library LAW Library Cleveland Health Sciences Library
-- This topic was previously discussed in my entry for August 7, 2009, and is also addressed in our FAQ Page regarding Who Can Use ILLiad?

For further explanation on keeping your ILLiad account current, please view our Customer Help Page section on Changing Your User Information.

Though it's a topic for another time (and has also been discussed elsewhere in this blog), we always recommend that you change your ILLiad password regularly, paying attention to the usual security considerations. More on this may also be found at our Customer Help Page section on Changing a Password.

If you have further questions or concerns, please feel free to contact KSL ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

October 14, 2015

We Can Clone -- and So Can You!

One of the new features of the latest version of ILLiad--which some of you may have already noticed--is that it now allows users to submit essentially identical request transactions of those previously entered on the same account, with just a single click. Please allow me to elaborate on some "best practices" suggestions on how to put this function to use...

"Cloning" is basically replicating an existing ILLiad transaction with most of the original details left intact. For example, the "Notes" field is not copied in the same way as author, title, date, etc., would normally be. Cloning also may be initiated from any request record regardless of its current status. "Re-submitting" a request is similar, but can only be done from a transaction that has been cancelled.

Now, a few words on the differences between Cloning and Re-submitting, and how they should be implemented:

Cloning creates an entirely new record with a new transaction number assigned. It should be applied when you need material that has previously been obtained for you, such as a book received but already returned or an article delivered electronically but already past its expiration. It should not be used simply to enter simultaneous duplicate requests, as these are normally cancelled by ILL staff as a matter of policy.

Re-submitting resurrects an existing cancelled record, with the original transaction number retained (and hence also the original creation date in its tracking history). We strongly recommend that you only use this process in response to a recent cancellation, in which we have advised you to provide corrections or amendments to your original citation. We prefer that you re-submit a corrected transaction that was created within the past two or three months--in case of a more "dated" cancellation, it is better simply to "clone" the request.

The above options refer to the "patron-initiated" public functionality of the ILLiad system. Of course, this is also an action that may be performed by ILL staff on behalf of our patrons. In fact, we also have the capability to "clone" a request from one user to another. We are, however, obligated to keep copyright and cost-related consideration into account, and must conscientiously monitor any unreasonable excess in the implementation of this function. We appreciate the judicious use of this convenient feature by you our users, and hope this information is helpful to your research needs.

For more detailed information regarding cloning and re-submitting ILLiad request transactions, please visit the following Customer Help Page locations:
Clone a Request
Re-submit a Request

If you have further questions or concerns regarding ILL services and the ILLiad cloning function, please contact us, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

September 25, 2015

Kelvin Smith Library is a SHARES Member

So what does this mean? Well, the SHARES Research Libraries Group is a worldwide consortium consisting of over 100 participating institutions. Membership in this group affords us preferential treatment for interlibrary loan services among our peer libraries. Researchers from our university also enjoy comparable on-site collection and service access (short of full borrowing privileges), while visiting any of these locations. This is particularly valuable to traveling scholars in facilitating their research endeavors while away from our campus.

For your convenience, below is a list of those institutions closest geographically to our university, primarily within Ohio and its surrounding states (and province). Note there are currently no SHARES members in Indiana, Kentucky, West Virginia or Wisconsin.

OHIO:

Cleveland Museum of Art, Ingalls Library
Hebrew Union College, Klau Library
Ohio State University, Health Sciences Library
Ohio State University Libraries

MICHIGAN:

University of Michigan
University of Michigan, Law Library

PENNSYLVANIA:

Bryn Mawr College, Canaday Library
Carnegie Mellon University, Hunt Library
Haverford College Library
Pennsylvania State University Libraries
Philadelphia Museum of Art
Swarthmore College, McCabe Library
Temple University, Paley Library
University of Pennsylvania, Biddle Law Library
University of Pennsylvania, Van Pelt Library

WESTERN & CENTRAL NEW YORK:

Cornell University Library
State University of New York, Binghamton, Bartle Library
Syracuse University Libraries

NORTHERN ILLINOIS:

Art Institute of Chicago, Ryerson & Burnham Libraries
Northwestern University
University of Chicago Library

SOUTHERN ONTARIO (CANADA):

University of Toronto, Ontario Institute for Studies in Education
University of Toronto, Engineering & Computer Science Library
University of Toronto, Mississauga Library

Others of Major Importance:

Library of Congress
New York Public Library

During the course of our membership in the SHARES program, we have been provided easier access to the collections of a number of specialized and international libraries. This has allowed us to obtain use of materials we previously were not permitted to borrow or have reproduced. We hope our users will also choose to take advantage of the special benefits available with on-site use at other member institution locations.

If you have any questions or concerns regarding ILL services and the SHARES library consortium, please contact us, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

August 22, 2015

Some Quick Tips for the Coming Year + Some ILL Statistics

Just a short list of recommendations on how to make the best of your interlibrary loan services as the academic year commences...

* Always be sure to avoid requesting materials when they are already available in the collections of Kelvin Smith Library, other CWRU campus library systems or OhioLINK member institutions, or in accessible electronic resources to which we subscribe.

* Submit your ILL requests well in advance of the time you need them for your research. We often can provide materials in very short order, but there are always those items that require additional time and effort to obtain.

* Pick up your loaned items as soon as possible from the KSL Service Center, to make the best use of them. ILL returnable materials always have fixed due dates, so the quicker you check them out, the longer you'll have to use them.

* Return your loans as soon as you can once you have finished using them, or submit a request for renewal just before the due date if the items are eligible for an extension.

* Retrieve your electronically delivered articles as soon as possible. You normally have only up to 30 days past the time of delivery to do this, so if you wait too long they may be gone for good.

* Please pay attention to the e-mail notifications we regularly send out to you. Overdue notices and pick-up reminders are routinely dispatched to our users, and ignoring them may result in loss of access to borrowed items, or worse yet, suspension of your ILL privileges.

Thank you all for keeping these in mind as the 2015-2016 school year begins, so we may better serve your research needs.

And now, for your curiosity and personal edification, we present...

Continue reading "Some Quick Tips for the Coming Year + Some ILL Statistics"

July 30, 2015

Using Appropriate Forms When Submitting Requests in ILLiad

Just a quick overview regarding which forms to fill out for the corresponding material types...

Articles (Non-Returnables)

* Journal Article: Journal and newspaper articles -- one cited article per request form, please.
* Book Chapter: Book chapters -- please provide chapter number if possible.
* Conference Paper: Research papers presented in the published proceedings for a conference, symposium, meeting, etc.
* Patent: Patents or patent applications.
* Standards Document: Technical, industrial, safety standards, etc.

Loans (Returnables)

* Book: Books, monographs, music scores, published proceedings, exhibition catalogues, etc. -- one edition only per request, please.
* Report: Academic department and corporate research reports, etc.
* Thesis: Thesis and dissertations -- please include reference to granting institution.
* Other (Misc. Loan): -- Special type LOANS only, such as audio-visual materials, journal volumes in print or on microfilm, mixed-media collections, etc. -- DO NOT use this form to cite articles, chapters, papers, patents, standards, or any of the loan-type materials for which appropriate forms already exist. (*See also note below.)

When you use the correct form to submit your ILLiad request, you help us deliver your required materials more quickly, by allowing ILL staff to avoid additional editing and transaction conversion. Your cooperation and consideration is greatly appreciated, as it will help to prevent unnecessary processing delays.

Questions or concerns? Please contact ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

* FYI: "Misc." is the conventional abbreviation for "Miscellaneous" (which is rarely fully spelled out), adjective -- definition: "of various types or from different sources".

Continue reading "Using Appropriate Forms When Submitting Requests in ILLiad"