February 25, 2019

KSL ILLiad Privileges by Status Type

Since I've never quite addressed the topic from this angle, I figure now is as good a time as any. I had previously spoken to the issue of registration for special user types (along with their appropriate department selections) in my entry for June 13, 2018.

That being said, below is a list of all the possible user status types currently in the KSL ILLiad system, along with the service privileges afforded to them...

* Faculty (including Emeritus Faculty) -- ILL (articles & loans), KSL scan electronic delivery (journals, books), *ILL book campus delivery (designated departments only, with individual faculty sign-up), KSL Depository scan electronic delivery

* Staff (including Visiting Scholars, during sponsorship period) -- ILL (articles & loans), KSL Depository scan electronic delivery

* Graduate (including Post-Doctoral) -- ILL (articles & loans), KSL Depository scan electronic delivery

* Undergraduate -- ILL (articles & loans), KSL Depository scan electronic delivery

* Distance Ed Graduate (DM Program at WSOM only) -- ILL (articles & loans), KSL scan electronic delivery (journals, books), *KSL & ILL book delivery to home or office address (unless campus pick-up preferred), KSL Depository scan electronic delivery

* Alumni Online Library (registered Alumni only) -- KSL scan electronic delivery (journals, books), KSL Depository scan electronic delivery

* Depository Request (all other CWRU members who use ILLiad for ILL at non-KSL libraries) -- KSL Depository scan electronic delivery (only)

*Library patrons (i.e., Faculty & Distance Ed Graduates) who are eligible for ILLiad book delivery usually also enjoy a parallel service level for direct borrowing OhioLINK & SearchOhio loans. This, however, is not managed through the ILLiad system; please contact the KSL Service Center at 216-368-3506 or smithcontact@case.edu, for further assistance.

Depository Request scanning services only apply to materials (journals, books) held in the KSL Depository collections, as indicated in our online catalog. They do not include scanning from any other KSL collection locations.

Alumni and Depository Request users may not use the KSL ILLiad system for ILL services. Alumni should use their local public, academic or corporate library systems for this purpose. Depository Request users should use their respective CWRU campus library (CHSL, Law, MSASS) or affiliate library (CIM, CIA) service points for ILL services.

Please also be aware that ILL staff routinely verify the status and good standing of Faculty, Distance Ed Graduates, and Alumni Online Library users registered in our ILLiad patron database against our internal library patron account records, as well as in the University Directory and individual department websites. All potential ILLiad registrants who customarily use CWRU library systems other than KSL for ILL services will be referred to their respective service points (except for KSL Depository scan retrieval & delivery).

In conclusion, please note that more detailed information on special user level services may be viewed in the KSL ILLiad Customer Help page. As always, we hope this brief discussion has been helpful.

If you have any questions concerning our interlibrary loan services or ILLiad system, please feel free to contact Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail us at smithill@case.edu.

January 16, 2019

The Correct Way to Request a Book Using ILLiad

This is a fairly important matter that has been hinted at here and there throughout this blog, but it is worth emphasizing in its own right...

* First of all, if we already own a circulating copy in the KSL collections (or in those of another CWRU campus library) that is not currently on loan to another user, you should not need to request it on interlibrary loan--check our online catalog first.

* If you cannot find a local copy in any of the university libraries, please check OhioLINK (and SearchOhio) for available copies that you can have retrieved directly from an academic (or public) library within the State of Ohio.

* Failing these first two prerequisites, you can then proceed to requesting the title using your ILLiad account.

* Select the "Book" form from the "New Request" section of your Main Menu during your logon session, fill in at least all of the "required" fields and submit your request.

* Music scores and complete conference proceedings should also be requested using the "Book" form--as these are normally published items, they can be cited in the same way as ordinary books.

* Alternatively, you may select "Report", "Thesis" or "Other (Misc. Loan)", if any of those forms more specifically apply to the (usually unpublished) item type you may require.

What NOT to do...

* By all means, never, ever use the "Book Chapter" form to sequentially request each and every individual chapter within a single book, or even a sizeable portion of the entire item in question--this is a gross and blatant violation of Copyright Law, even if the book happens to be fairly old.

* When using the "Book Chapter" form, please keep in mind that the rule on copying portions of many books stipulates a maximum of 15% of the total page length of the entire item; this limit should not be exceeded, even accounting for multiple request submissions from the same title.

* The "Conference Paper" form is intended specifically for research papers presented at conferences, meetings, symposia, etc., and should not be used to request entire published proceedings.

* Do not use the "Other (Misc. Loan)" form to request anything other than loans of special items (such as audio-visual media, microfilms, journal issues and volumes, etc.) or to request journal or newspaper articles (for which you should instead use the "Journal Article" form).

Well, that about covers all I wanted to say this time around. As always, hope this has been helpful.

Questions about ILLiad or interlibrary loan? Contact Kelvin Smith Library ILL staff at 216-368-3463 or 216-368-3517, or e-mail us at smithill@case.edu.

December 11, 2018

KSL Holiday Closure & ILL Services II

Once again, Case Western Reserve University (including Kelvin Smith Library and all other campus library locations) will be closed for business over the holiday break. This time around, the closure will extend from Saturday, December 22, 2018 through Tuesday, January 1, 2019. Please pardon me for essentially recycling the content of my blog entry from December 12, 2017 with necessary adjustments, for the sake of efficiency.

Again, you may wonder, how will this impact interlibrary loan services and your use of the KSL ILLiad system during this period? As before, until we resume regular library services on Wednesday, January 2, 2019 you can expect the following under these circumstances--

There will be...

* No processing of newly submitted loan or copy requests.
* No processing of renewal requests.
* No processing of electronic deliveries requiring staff mediation; those supplied by trusted senders will still be sent through automatically.
* No staff re-submission of requests for electronic deliveries where incorrect or incomplete articles have been unintentionally supplied by trusted senders.
* No manual courtesy e-mail notifications (e.g., pick-up reminders and blocked account notices); automated e-mails (overdues, electronic deliveries) will still be sent out.
* No receipt processing of pending ILL book loans and no sending of loan pickup notifications.
* No real-time check-in of returned ILL books left in the outdoor book-drop, and no suspension of automated overdue e-mail notifications -- so you may still receive notices, even though you have "physically" returned the items.
* No unblocking of accounts having loans two weeks or more past due, until items are checked in after the closure.
* No scanning and electronic delivery of articles from internal collections for special status users.
* No replies from ILL staff to e-mail or phone inquiries.

In summary, nothing can or will take place that requires ILL library staff to be present and on duty at KSL.

We will resume processing accumulated new requests and other transactions in intermediate process statuses, as well as responding to e-mail or voicemail inquiries, beginning Wednesday, January 2, 2019, in the order in which they were received and as time and available staffing permit.

To make the best of this situation, we recommend that by Friday, December 21, 2018 (well before 5:00 PM) you plan to...

* Pick up any loans still being held at the KSL Service Center, especially if the due date falls within the library closure period.
* Return any loans with a due date falling within the closure period, especially if they cannot be renewed.

...And even further in advance, please plan to...

* Submit new copy requests at least two days before the closure period, to increase the chances of receiving electronic deliveries in timely fashion; otherwise, new requests may not get processed or filled until after the closure.
* Request renewals (where eligible) for any current loans at least two days before the library closure; if this is still more than five days prior to the original due date, you may need to contact ILL staff by phone or e-mail (before December 20, 2018) to have this done manually.
* Submit new loan requests, especially if you have just returned a copy previously borrowed which cannot be renewed but will be needed again in the immediate future.

Also, remember that most of our supplier libraries are also on break during roughly the same time, and may not be processing ILL requests or shipping out items during this heavy volume period for the postal system and commercial couriers. This is especially relevant with regard to borrowing theses and dissertations from other academic libraries. They, likewise, are often non-suppliers while their affiliated granting institutions are closed between academic sessions, and are usually the sole holdings for a particular thesis or dissertation title. Therefore, processing of some thesis requests may need to be delayed even later than January 2, 2019.

If you have forgotten your ILLiad password, please use the "Forgot Password?" feature on the main logon page. ILL staff will not be available to change your password manually during the closure period.

Our best advice -- simply enjoy your time off, and wait until the new year to start using ILLiad services once again. As always, we hope this is helpful.

Here's wishing you all a safe and pleasant holiday break, and a productive return for the coming Spring 2019 Semester.

Got questions about interlibrary loan? Contact Kelvin Smith Library ILL staff at 216-368-3463 or 216-368-3517, or e-mail us at smithill@case.edu.

November 13, 2018

A Few Words About Password Complexity & Your ILLiad Account

It has been common logic for some time that security is an important issue with regard to one's internet activities, and as such it has been considered standard procedure to expect users to regularly manage passwords to their online service sites. Although a case could be made to apply this reasoning to library services (such as interlibrary loan and document delivery) as well, we have never made it a crucial point to enforce any standards when creating, changing or re-setting your ILLiad password.

We have always encouraged using secure character strings, but have never made any particular requirements mandatory. We do, however, highly recommend (on a purely voluntary basis) the following oft-repeated suggestions...

* 8 to 13 characters in length.
* Include at least one each of the following: uppercase letter, lowercase letter, numeral, non-alphanumeric character (such as "#", "$", "%", "&", "?").
* Avoid using words or names in English or any other language.

For those of you "free spirits" who still insist on using names or regular words, here are some suggestions on how to disguise or camouflage them in practice...

* A name like "Mary Jane" could instead become "m@Ry|&n3".
* Words like "violin bows" could be re-cast as ">i0LjnBo3$".

These examples actually fulfil the three guidelines above, as well. Now that I've put them out there, I recommend of course that you make up your own.

It has also been suggested that you can use "sentence" strings, of the sort which you alone might conceive (and remember more easily), such as "mycatisblue". In fact, using this character string backwards, as "eulbsitacym", might work even better if you're so inclined. An argument for this kind of thinking is put forth in the following somewhat dated article: Do Sentences Make Better Passwords? Have a look, and judge for yourself.

As for passwords you definitely shouldn't use, here are a few: "1234", "abcd", "ill" (especially not for your ILLiad account).

You may also be aware that CWRU UTech currently provides its own Password Security Page, to assist you with your own campus network account use. This also serves as a good source for further advice and recommendations on passwords in general, and certainly would be relevant for ILLiad or any other online service site which you may use. Keep in mind that the location of this page is subject to change at any time--I assume no responsibility for the stability of this link.

Please be apprised that in an upcoming version of ILLiad, you will be required to update your password upon entering your login session. At the point when this upgrade has officially been put in place, you will be directed to the "Change Password" form in your account rather than to your main page. You will then need to enter your current password as well as a new password (twice), before proceeding any further.

You will not need to be concerned about any password security requirements, but you will on the other hand not be able to re-use any previous passwords either. From then on you will be prompted in the same way to change your password periodically, after a number of days yet to be determined--most likely every 180 days.

As always, we hope this is helpful, and prepares you for what is to come in the near future.

Questions or concerns about ILL or ILLiad? Please feel free to contact the ILL staff at KSL by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

October 24, 2018

ILLiad Delivered PDF's & Your Browser

We have recently been faced with a rash of inquiries from our users regarding uncertainties about saving electronically delivered files. Since the ILLiad site is interfaced through a variety of internet applications, whose functional elements frame its pages, their idiosyncratic features are often attributed to ILLiad rather than to the browsers themselves.

In the past, I touched very briefly on this in my entry for November 20, 2012. I will now give a more detailed and up-to-date clarification, to help exonerate the ILLiad system in its role in the electronic delivery process -- specifically concerning its interaction with the most popular browsers currently in use.

When you log into your ILLiad account with the purpose of retrieving your electronic files, you click on the "Electronically Received Articles" link from your Main Menu. If you currently have any PDFs available, you would select them from the table that appears listing them by their corresponding transaction numbers.

At this point you will attempt to view a file by opening a transaction record from the table list, and then clicking on View PDF at the top of the page that is displayed.

Alternatively you may select PDF.jpg View directly from the corresponding transaction line in the table. At that point, a number of different things may happen based on the web browser you are using. It is also usually assumed that your browser is set to work in tandem with some version of the Adobe Acrobat PDF viewer. I will now consider how ILLiad interacts with each of them. The results of several viewing attempts appear below, followed by a brief discussion on how to capture and save the file.


* Internet Explorer --

pdfie1a.jpg

In this recent version of Internet Explorer, you will click on the "disk" disk.jpg icon in the bottom area of the display window. (You may first need to hover your cursor there to reveal the row of options.) The PDF will then appear in a window where the file will be named "illiad.dll.pdf" by default. We especially recommend that you rename it first before saving it into the same folder location with other files also downloaded from ILLiad, so that you avoid accidentally overwriting one with another.


pdfie1.jpg

In this recent default version of the browser, click on the "disk" disk.jpg icon that appears in the upper right corner. (You may need to click near the top of the window to reveal the toolbar first.) The PDF will appear in a window where the file will be named "untitled.pdf" by default. Here again, we recommend that you rename it first before saving it into the same folder location with other files, to avoid inadvertently overwriting any of them.


pdfie2.jpg

In this older version of the browser, again click on the "disk" disk.jpg icon in the bottom area of the display window. (You may need to hover your cursor there to reveal the options, as well.) The PDF will similarly appear in a window where the file will be named "illiad.pdf" by default. Once again, we suggest that you rename it first before saving it into the same folder with other files, to avoid unintentionally overwriting any of them.


* Microsoft Edge --

pdfme.jpg

In this successor to Internet Explorer, you will again click on the "disk" disk.jpg icon appearing in the upper right corner. (Here you may also need to click near the top of the window to reveal the toolbar.) The PDF will also appear in a window with file named "untitled.pdf" by default. Once again, we recommend renaming it before saving it to prevent accidentally overwriting other files in the same location.


* Mozilla Firefox --

pdfmf.jpg

Imagine your consternation when you are greeted with this result. Unfortunately, this browser uses its own viewer as a default, and as you can see it presents the error message "This PDF document might not be displayed correctly." in this context. (Needless to say, this is not a shortcoming on the part of ILLiad.) You can then click on the "Open With Different Viewer" button, and you will be prompted to select an application (most likely Adobe Acrobat) with which you can then properly open the file.

You can also simply opt to click directly on the "download" download.jpg icon from the upper right corner of the window, and then open and save the file without first viewing it within the ILLiad page. The PDF should open up in a window where the file will be named by the corresponding ILLiad TN, in this case "345614.pdf" -- of course there is no need to rename it before placing it into your folder location with other files.

If you wish to avoid these complications altogether, you can simply change a setting in your browser. Go to the "menu" menu.jpg icon in the upper right corner of your main window and click on it to reveal the drop-down. Select "Options" and then scroll down to "Applications". At "Portable Document Format (PDF)" go to the setting "Preview in Firefox" (under the "Actions" column) and open the drop-down. Select "Use Adobe Acrobat (default)", which you might have to find under "Use other...", click "OK" and close the tab.

From this point on every time you use ILLiad with this browser to view your electronic deliveries directly from the table (with either of the View PDF options mentioned above), the PDF will immediately display in its own window (as below) without ever having to appear inside the usual ILLiad page.

pdfae.jpg


* Google Chrome --

pdfgc.jpg

Here you will click on the "download" download.jpg icon in the upper right corner of the window. The PDF will open in a window where it will be named by the corresponding ILLiad TN, in this case "345614.pdf" -- again there will be no need to rename it before depositing it into your preferred folder location.


* Safari --

pdfsaf.jpg

In this browser, you will click on the "disk" disk.jpg icon in the bottom area of window. (Here you may also need to hover your cursor there to view the group of options.) The PDF will open in a window where it is named "illiad.pdf" by default. As before, we recommend that you rename it first when placing it into your folder location with other files, for the same obvious reason.


This should cover most of the situations you might encounter. As always, we hope this information will be helpful whenever you experience difficulties in downloading and saving your ILLiad PDFs. Additional documentation is available regarding electronic delivery through ILLiad, at our Customer Help page and in our Electronic Delivery Information page.

If you have further questions or concerns, please contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

September 24, 2018

Duplicate Accounts & Duplicate Requests

We can all agree that duplication in one form or another is not the most efficient use of available resources. This applies to interlibrary loan and other associated library services, as well. I will briefly cover the two most common situations, as they relate to your use of the ILLiad system.

Duplicate Accounts have been mentioned occasionally along with other general topics within this blog, but I will go over our basic approach to dealing with them more specifically here.

Whenever we become aware of multiple accounts created for the same user, we reserve the right to merge them into a single account. The one we determine has been used most recently for request activity is the one we will choose to retain. You will receive notification by e-mail informing you of the merger, and indicating which of your accounts (by username) is being kept active. The upside on this will be that all your request history has been consolidated and will all be accessible from that single account. Please keep in mind at the same time that any remaining deactivated accounts will be marked as "Disavowed" and will no longer be accessible for further use.

Duplicate Requests were discussed in detail specifically in my blog entry for April 21, 2011, as well as in association with various other topics periodically since then. Again, I will explain how we normally handle them.

When we observe that duplicate requests have been submitted by the same user in close succession for identical materials, we reserve the right to process only the first one placed and cancel any remaining transactions. Should we notice that additional information has been added in the citation or notes of a later request (rather than being edited into the first by the patron), we will usually try to copy it over into the earlier one before further processing it. We will normally cite the transaction number of the one request we are keeping active in the e-mail notifications sent for any others that are being cancelled. If we note that a duplicate request has been placed some time later after an earlier request, we reserve the right to cancel that one in like manner.

As always, we hope this is helpful in simplifying your use of the KSL ILLiad resource.

Got questions for Kelvin Smith Library ILL staff? Call us at 216-368-3463 or 216-368-3517, or send e-mail to smithill@case.edu.

August 20, 2018

ILL Reminders Before Classes Begin

Now that the new academic year is upon us, it's time for a brief refresher course on how and when to best make use of interlibrary loan services. Here are a few major things to consider before using ILLiad to submit any requests...

* Check local holdings of books and journals in our own online catalog.
* Locate & check out circulating items available in our own collections--in Kelvin Smith Library and at other campus library locations.
* Check the OhioLINK & SearchOhio catalogs for books (and other circulating materials) available through direct borrowing.
* Use our on-site reproduction equipment to create scans from journals, books, microfilms, etc., in our own internal collections.
* Check for articles available through our own electronic journal subscriptions.
* Check for access to electronic books listed in our online catalog.
* Explore Open Access options for freely (and legally) available journal articles and other published research documents, through any of a number of reputable sites.
* Contact your subject area Research Services Librarian for assistance with your scholarly research needs.
* Contact interlibrary loan staff for assistance with setting up a new ILLiad account, or verifying if you already have an existing account.
* If you already have an existing ILLiad account but cannot remember your password, please use the "Forgot Password?" option to reset it.
* Please avoid creating duplicate ILLiad accounts, but if you have done so let ILL staff know so you can request that they be merged for easier reckoning or your transaction history.
* Please avoid submitting duplicate request transactions for the same loan or copy, and keep in mind that you can always log into ILLiad to track your current outstanding requests.

These points have all been discussed at some length elsewhere in this blog. Please feel free to keyword search this guide for more detailed commentaries in past entries.

Have a productive Fall 2018 Semester!

Need to contact Kelvin Smith Library ILL staff? Call us at 216-368-3463 or 216-368-3517, or send e-mail to smithill@case.edu.