Archives for the Month of May 2011 on Carl's ILLiad Blog

Paperwork with Loaned ILL Books

Whenever you check out and use a book (or any other formats of loaned materials) borrowed through ILLiad, you will frequently encounter various forms of paperwork included, either paper-clipped inside one of the covers, banded around the front cover, inserted into a card pocket (if one is present), or tucked inside the microfilm box or microfiche envelope. These are usually the corresponding transaction workform printouts, but also may include other policy-related documents provided by lender library, return mailing labels, or other important associated materials. You may sometimes also notice that lender libraries even include notations such as 'PLEASE RETURN THIS FORM WITH LOANED ITEMS!' or 'PLEASE RETURN PAPERWORK WITH BOOK' printed on their forms, and so this expectation should already be straightforward and self-evident to our library customers (as well as to any staff handling these materials).

We therefore politely request that you do not ever remove or discard any of these items, as they are very often essential to proper completion of the loan transaction processing (for both our own ILL staff and that of the lending institution). Misplacement of these materials can result in delays in the correct updating of transaction records due to the additional searching time that will almost certainly be involved, or worse yet, in mis-routing of the loaned item requiring further search and tracking efforts by library and courier staff members (ultimately with the potential for lost status as well as replacement costs billed).

Please be aware that our ILL Department cannot and does not maintain a cumbersome, inefficient file for the temporary retention of the received paperwork associated with individual loans. Thus the most practical solution has always been to have any such documentation kept attached to, or inserted inside, the corresponding items at all times while in our department's possession or that of our patrons. As a user of our services, it is part of your agreement in enjoying ILL borrowing privileges to respect this policy to the best of your ability, keeping in mind that these loaned items are NOT the property of the Kelvin Smith Library and have been generously provided to us by considerate partner institutions graciously willing to share their materials.

An additional related concern it the issue of 'Library Use Only' slips that occasionally apply to the loan of certain types of loaned materials. For one reason or another (usually because of fragile condition or irreplaceability), the lender library will impose this restriction. This slip, when applicable, is generated by the ILL staff of Kelvin Smith Library in consequence, and included with the loaned item or items. The procedure involved here (covered at length previously in my March 25, 2009 entry, 'Library-Use-Only' Materials Borrowed through ILLiad) is, in short, as follows...

When you check out an ILL item bearing this restriction, you first sign and date the regular checkout slip. You then will also date the 'Library Use Only' slip on the 'Out' line for your first use, leave the slip with circulation staff at the desk, and then take the material to a suitable location (e.g., Freedman Center, photocopy machine) for careful and appropriate use within the confines of the KSL building. When you have completed a usage period, you will return the item to the main desk, and date the 'In' line of the slip. If you are completely finished using it, also check off the 'RETURNED' box at that time. (You have the option of returning for several future use periods if you choose--the item will be held for you on the Main Service Desk hold shelf with the slip until your next use, but will still remain checked out to you in your ILLiad account records until you indicate it is no longer needed after your final use.)

By adhering to these simple, undemanding guidelines, you ultimately can affect the level of service we provide, as treating loaned ILL materials with consideration impinges directly and indirectly upon our good relations with those partner institutions that provide us with these resources (which in turn contribute to the quality of your own research). We greatly appreciate your co-operation and courteous compliance in this minor but not insignificant respect.