Archives for the Month of October 2008 on Carl's ILLiad Blog

One Item per ILLiad Transaction, Please

When submitting ILL requests through your ILLiad account, we do ask that you enter one transaction for each individual item that you need. Attempting to request several items on a single form will lead to delays in processing by ILL staff, as it will require us to separate the original request into as many as correspond to the total number of items actually cited.

When you wish to request Journal Articles, Book Chapters, Conference Papers, Patents, or Standards, you must submit one request form per each reproduced item that you need. If you require a journal or newspaper article that appears in more than one part or installment, you need to cite each individual part on a separate form. If you need more than one chapter from the same book, or more than one paper from the same conference proceedings, you will likewise need to complete an individual request form for each one. Sometimes, as in these last two cases, it may be preferable simply to submit a loan request for the entire book or proceedings rather than several copy requests. Occasionally (though not without some difficulty), we are even able to borrow entire volumes of journals (in print or on microfilm), if circumstances warrant.

The same is generally true when you need to make loan-type requests (Books, Reports, Theses, etc.). If you need to borrow multiple volumes from a single loan title set or series (within reason), it is usually OK to include them on a single request. However, when an individual volume within a larger series has its own title, it is preferable to request it separately and cite it by this title rather than by that of the series. (It may also be helpful to make reference to the series title and volume number in the 'Notes' field of your ILLiad request form, though.) In cases where you specifically require more than one edition of the same book title, however, we ask that you still keep your requests for these separate.

Proper Entry of Data into Article Request Forms

Apologies if this seems a bit trivial, but it's an issue that's come up often enough that I've felt the need to comment on it -- so here goes...

When requesting journal articles, conference papers, book chapters, etc., please remember that your ILLiad request forms are specifically provided with the necessary fields for the relevant pieces of information from your citations. We recommend that you enter each of the individual data pieces from your article citations only into their corresponding fields, i.e., volume number, issue number, year, inclusive pages, and so on.

Please also note that each field is designed to accommodate only a reasonable number of characters for the piece of data specified. Therefore, we do not recommend attempting to enter an entire citation string into every field, as characters will likely be omitted through truncation. ILL staff will then need to spend additional time editing the request text (and possibly researching and verifying the citation to recover any lost information), thus delaying the entire process.

We especially recommend that you enter the year into its designated field by itself, and other parts of the date (month, quarter, etc.) into their own field. Isolating the year helps us to better deal with any potential copyright issues.

Remember that the clearer you are about presenting your citation information, the quicker we can process your article request and have needed material delivered to you.