Archives for the Month of March 2010 on Carl's ILLiad Blog

Converted ILL Requests

When providing ILL materials to our patrons, it occasionally becomes necessary for us to change the original request type submitted, i.e., from a loan into a copy or vice versa. We usually do so when it proves to be a more practical solution for supplying materials to you than in the format in which you first cited them. Below is an explanation of those circumstances where we would be likely to convert the ILL request type from one to the other.

1. Loans into Copies:
a. Theses and Dissertations - Occasionally a lender library will supply these in an electronic version, as this may be the only format they have available, or because it is simply easier for them to provide it in this manner than loaning the physical copy (which, for that matter, may be non-cirulating in their collection).
b. Reports - Again, these may be non-circulating and cannot be loaned to us. The lender may provide us with either a digitized copy, or a paper photocopy of the entire document. In the latter case, we will also scan the item and provide it to you by electronic delivery if this is practical. Otherwise (i.e., when the document consists of an excessive number of pages), we are more likely to leave it at the KSL Main Service Desk for you to pick up in person instead.
c. Rare Documents - Similarly, these are frequently classed as non-circulating at libraries holding them, and are often too fragile for them to allow to be lent out. Suppliers may choose to provide a reproduction if this does not cause damage to the item, and they may provide us with either an electronic reproduction or a paper photocopy at their discretion. We will then supply it to you through ILLiad as a downloadable PDF (or as a paper copy in those rare occasions when this might be more appropriate).

2. Copies into Loans:
a. Newspaper Articles - In cases of older newspaper articles, lenders may opt to loan the actual publication volume or issue if it is not convenient for them to search the citation fully. They are more likely to supply microfilm reels rather than print volumes, in such circumstances. We will then provide the materials to you in the form of a loan, and you may use the viewing and reproduction equipment available here in the Kelvin Smith Library.
b. Journal or Magazine Articles - When an individual article of excessive length (or an article series making up essentially an entire special journal issue) is needed, lenders may prefer to loan an entire volume or issue. Often this will comprise a complete bound volume, but occasionally involves a microfilm reel or microfiche set, depending on what format is available from their holdings.
c. Book Chapters - When long book chapters, more than one book chapter, or an indexed section including several chapters is required, it is not unusual for a lender library simply to supply the loan of the entire book. Since these items normally circulate anyway, they usually will not hesitate to take this option.
d. Conference Papers - Similarly, when you need to obtain a conference paper, a supply will instead supply the entire conference proceedings, though this is less common than with ordinary books. The common exception to this is when a question arises concerning the exact citation of the paper. Also in such cases, a proceedings may be lent in CD-ROM format rather than in hard copy, though this occurs only occasionally.
NB: As with any other loaned materials, the lender library may choose to impose either Library-Use-Only or No Renewal restrictions, or both. Of course, we would ask that you please respect any such stipulations associated with these loans.

We hope this explanation will clarify any questions you might have when you receive requested ILL materials in an unexpected format. Often there are unanticipated benefits when this occurs. For example, when you receive a reproduction of an entire item rather than a loan, you will not have to be concerned about ever having to return it to the library or receiving overdue notices. Conversely, if you are provided with a loaned piece when you expected a single article, chapter or paper, you may also gain access to other similar or related materials that also appear within that item. By occasional converting your ILL request, we are trying to work in the best interests of your research needs.