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.

July 25, 2018

Helpful Links Now in Your ILLiad Menu

In our eagerness to aid you with using interlibrary loan services, or to guide you toward alternate strategies that offer more expedient access to research materials, we have furnished our ILLiad workspace with several convenient directional links.

When you log into your account, you will notice the left-hand column with the header "Main Menu", which is ever-present in your main page and in all other request form and display table pages that are part of the regular ILLiad site. If you scroll down to the bottom, you will see a section of options, labelled "Resources".

Some of these links will be familiar, such as our own online catalog, OhioLINK, electronic journals and research databases. The three most recently added to the list are the following:

* Summon -- This portal is designed to explore through numerous databases accessible in our library's vast pool of resources, all in a single sweep. It is also customizable to your preferred search strategy, along various parameters. Summon is also accessible directly on the Kelvin Smith Library main website page.

* Google Scholar -- This popular search engine is particularly useful for verifying article citations, and for determining open access in conjunction with browser extensions available from Open Access Button, Unpaywall and the like. For more information on how this can work together with (or in lieu of) interlibrary loan, please see my blog entry from September 26, 2017.

* Open Access Button -- One of many recommended new applications that work with your browser to assist in locating articles legally available, free of charge. It can help to find one or more versions of an article along the publication process--sometimes even the final published edition. It can also contact authors to place a research request on your behalf, if no version of an article is yet available.

Although it is not currently included in the menu (in the interest of space constraints), we also suggest you check out the more sophisticated OASheet, from the folks at Open Access Button. This version is capable of locating possible open access versions and then sending a list of the repository links directly to your e-mail address.

Another resource of possible interest, but not currently in the ILLiad menu is the HathiTrust site, which can also be found in our list of Research Databases. This cooperative offers access to digitized versions of books, monographs and other various publications, available from numerous collections worldwide--all in one place.

Just another note--all the external links appearing in the ILLiad Main Menu "Resources" section are set to open up in a new tab or window, depending on your browser specifications.

If this has been of any help, then I've succeeded in my mission. Good luck with your research!

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

June 13, 2018

KSL Special User Registration in ILLiad -- Status & Department Selections

This month's blog entry is intended either for our regular users who are afforded special service levels, or for those who are not primary users of KSL's ILLiad system, but are allowed to register for limited services. This includes (in no particular order) alumni, KSL depository requestors, distance education graduates (WSOM), post-doctoral researchers, emeritus faculty and visiting scholars. Although this does not as a rule apply directly to current faculty, staff, graduates or undergraduates, you are welcome to read on, as well.

When you initially sign up for ILLiad privileges at our login page, you will click the "First Time Users" link and agree to our terms to reach the "New User Registration" page. There is often some uncertainty as to which selections for "Status" and "Department" which you are to make once you reach that point in the process. Without any further ado, the answers to these questions are summarily indicated below:

New ILLiad user options for "Status" and "Department or Major"--

* Alumni Users: "Alumni Online Library" & "KSL ALUMNI ONLINE LIBRARY"

* KSL Depository Request Users: "Depository Request" & "KSL DEPOSITORY REQUEST"

* WSOM Doctor of Management Students: "Distance Ed Graduate" & "DM"

* Post-Doctoral Students: "Graduate" & your academic department

* Emeritus Faculty Members: "Faculty" & your academic department

* Visiting Scholars: "Staff" & your sponsoring academic department

A few additional words of advice for certain of our special user categories, before you go on any further to set up your KSL ILLiad account...

A detailed explanation of who "special users" are is available at our Customer Help page. A list of our "regular" and "special" users eligible for ILLiad services at KSL may be found in our FAQ page. And finally, complete instructions on how to register your ILLiad account for the first time is also on the Customer Help page.

Alumni users who wish to register for special ILLiad services through KSL must sign up initially at our Alumni Services page. After you have received confirmation, you may continue with setting up an ILLiad alumni user account.

KSL Depository scan request services through our ILLiad system has been discussed here at length previously, on both November 13, 2017 and January 22, 2018. Depository scanning service is routinely available to all regular KSL ILLiad users, while ILLiad users from other campus library sites must set up a special account exclusively for that purpose.

Visiting Scholar service through ILLiad at KSL was addressed previously in this blog on September 17, 2014. Prior to registration, a sponsor from your academic department must submit a request in writing to smithcontact@case.edu, including the following information: your name, personal e-mail & phone number, local address, CWRU network ID, dates of visit, and sponsoring department (including name of sponsor, their e-mail & direct phone, and the department general phone). Remember that you will be regarded as "Staff", and that your privileges will extend only during the period of your affiliation with the university.

As always, we hope to have helped clarify this part of the registration process, as well as any possible concerns regarding the special and limited service levels we provide through ILLiad.

For general questions to Kelvin Smith Library ILL staff, please contact us by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

May 22, 2018

Faculty Authorized Users -- Regular Circulation vs. ILLiad

One of the perks of being a faculty member here at Kelvin Smith Library is that you can request to have authorized users specified on your library circulation account. This will allow them to check out KSL and OhioLINK loans on your behalf, saving you time and effort in your busy schedule. Another similar but separate benefit available to all users registered in the KSL ILLiad system is the option to specify authorized persons to sign out interlibrary loan items (not OhioLINK) on their behalf.

If you are current CWRU faculty, and wish to establish the former of these services, you will need to contact KSL Access & Delivery by sending a message to smithcontact@case.edu, providing the names of those persons you wish to allow to pick up your loans. You may also call our Service Center at 216-368-3506 for additional assistance, if needed.

If you are an eligible user of KSL's ILLiad system for interlibrary loan services -- i.e., faculty, staff and students only -- you can similarly designate authorized users also to pick up ILL returnable items for you. This topic was previously covered in my blog way back on March 4, 2009, as distinct from KSL and OhioLINK loan checkouts. Normally, you would simply edit your ILLiad profile by logging into your account and selecting 'Change User Information' from the Main Menu. You would then add their names in the 'Authorized Users' field and save the changes. NOTE: Alumni and Depository Request users do not have loan borrowing privileges through KSL's ILLiad (i.e., only copies), and this does not apply to their service levels.

If you are faculty and are currently registered with a KSL ILLiad account, we can add your authorized users there as a courtesy. If you are making a request using the above e-mail contact for your main borrowing privileges, you can include this in your message text as well. Please remember to refer to your KSL ILLiad UserName, if you intend to do so. If you prefer, our ILL staff can also make this edit to your KSL ILLiad account. Please feel free to send a message to them at smithill@case.edu.

One further word of note about ILLiad authorized users. We recommend that you add them (or request to have them added) to your account prior to submitting any new loan requests. Any returnable items already received and awaiting pick-up will not have been marked with their names, and you will need to notify ILL staff so we can manually add them onto the accompanying checkout slips.

We hope this helps to make your scholarly research endeavors a little easier.

Got questions in general for Kelvin Smith Library ILL staff? Contact us by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

April 23, 2018

International Borrowing Through Interlibrary Loan

If you've ever spent some time on the Main Floor of Kelvin Smith Library, you will have heard campus tour guides often say that "you can get anything from all over the world with ILLiad". Well, this is generally an accurate statement--as, you will see below, our record clearly demonstrates.

So, what kinds of things do we typically get from sources outside the U.S.? Well, by my first-hand estimation, these would include items of the following types:

* Foreign theses and dissertations
* Esoteric literary works in foreign languages
* Rare music scores
* Papers from conferences held outside the U.S.
* Articles from non-English scholarly journals

Granted, a lot of these kinds of materials are available from libraries located in the U.S. too, so this is not to be taken as a hard-and-fast rule. It's just that when we do have to go outside the country to obtain something, these are what they usually turn out to be. As it stands, they still comprise a significant portion of our total workload volume.

At the risk of looking a bit of a show-off, please allow me to provide some statistics on the international borrowing processed by the ILL staff of Kelvin Smith Library. Over the past 3 fiscal years, we have enlisted the services of 108 libraries and archives in 24 countries outside the United States. Consequently, we have filled a total of 453 requests for scholarly materials not available from domestic lenders--approximately 5.5% or our total fill rate. Of these countries, the top 5 suppliers (in descending order) were as follow: Germany, Canada, United Kingdom, Japan, Czech Republic.

For those interested in raw data, below is a list of all the countries whose libraries we have borrowed from, from July 2014 through June 2017. Each country is listed alphabetically, followed by the corresponding numbers for 2014-15, 2015-16 and 2016-17, then the total (in parentheses). At the bottom are the respective grand totals, as well.

Australia: 6, 5, 9 (20)
Austria: 1, 0, 0 (1)
Bulgaria: 0, 1, 0 (1)
Canada: 39, 33, 24 (96)
China: 0, 1, 1 (2)
Cyprus: 0, 0, 1 (1)
Czech Republic: 24, 0, 0 (24)
Denmark: 2, 4, 4 (10)
France: 0, 2, 1 (3)
Germany: 39, 36, 30 (105)
Hong Kong: 4, 1, 1 (6)
Hungary: 0, 0, 1 (1)
Ireland: 2, 5, 2 (9)
Israel: 0, 0, 3 (3)
Italy: 1, 0, 0 (1)
Japan: 8, 15, 10 (33)
Netherlands: 1, 3, 4 (8)
New Zealand: 4, 1, 4 (9)
Poland: 0, 1, 0 (1)
Slovenia: 0, 0, 2 (2)
South Africa: 5, 0, 1 (6)
Spain: 8, 4, 6 (18)
Taiwan: 1, 3, 2 (6)
United Kingdom: 26, 38, 23 (87)

All International: 171, 153, 129 (453)

Just a comment that the case of the Czech Republic in 2014-15 is a bit of an anomaly, while Australia and Spain have been more consistent and reliable suppliers over time. Either of these might have been more of a contender for fifth place.

Well, there you have it. Interlibrary Loan service does not have to end at the U.S. border. So if you need something not held in a domestic location, don't hesitate to request it. We will still try our best to get it for you.

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

March 20, 2018

ILLiad Notifications Gone Missing? -- Where You Might Find Them

Sometimes it happens that you may have submitted an ILLiad request a while ago, and not heard anything since. Rest assured that at some point within reason a notification regarding its status will be (or has possibly already been) sent out to you.

If you still feel you've been left wondering, please consider the following list of possible outcomes, to which your request might have arrived...

* Cancelled -- with a reason specified.
* Book (or other returnable item) has been received & you have been notified to pick up -- additional courtesy pick-up messages may have also gone out.
* Loan is due soon, overdue, very overdue, or long overdue & account has been blocked.
* Electronic article has been delivered -- will have expired if not viewed within 30 days.
* Request is still pending, and has not yet been fulfilled.

With the exception of the last of these, an attempt to contact you by e-mail would have already been made. It is entirely possible, for one reason or another, that the message never reached you. In such cases, we suggest first that you login into your ILLiad account and check the status of your current and past transactions from the various options listed under the "View" section of the "Main Menu". As they relate to the above list of outcomes, you would click respectively on these options: Cancelled Requests, Outstanding Requests, Checked Out Items, Electronically Received Articles, Outstanding Requests. A quick overview of this menu may also be found in my entry from June 23, 2011.

We recommend as well that you check the "Notifications" option in your ILLiad menu, where you may view the 20 most recent messages sent to the e-mail account specified in your profile. This topic was addressed in more detail here previously on June 3, 2009. It is also wise for you to check the "Change User Information" option (under the "Tools" section of the "Main Menu"), to be sure you have entered an e-mail account address which you check on a regular basis. I have addressed this issue in my prior entries from June 28, 2010 and November 18, 2015.

Finally, we recommend that you also check the spam folder in your personal or institutional e-mail service, to see if it might have gotten filtered there. Believe me, this has happened and is not out of the realm of possibility. We would then suggest that you adjust your settings to accept messages originating from the KSL ILLiad system (i.e., from "smithill@case.edu").

If all else fails, we recommend that you contact ILL staff to the check status of any current transactions, or for older e-mail messages no longer available in the "Notifications" list. As always, you may reach us by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.