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.


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