Entries in the Category "Recommendations"

Quick Refresher Course on Password Reset

We all sometimes have trouble remembering the various passwords needed for logging into the many sites in which we are registered. With ILLiad, reclaiming your password is simple, and may be done online 24 hours a day, 7 days a week. Just follow the procedure described below...

* Navigate to the Kelvin Smith Library ILLiad logon page at either of these sites: http://library.case.edu/ksl/ill/ or
http://cwru.hosts.atlas-sys.com/ILLiad/ILL/logon.html

* Click on the 'Forgot Password' link, located just below the 'Login to ILLiad' button.

* Enter your UserName into the corresponding data field, then click the 'Reset Password' button.

* Check the e-mail account associated with the patron account which you have previously created in the KSL ILLiad system database.

* You should receive a message in approximately 2 minutes, containing the URL to a temporary 'Reset Password' page.

* Click on this link ONCE only, and wait for the page to open in your browser. Be sure to perform this step as soon as possible, as the page will expire within one hour of your password reset request.

* Enter your new password in the 'New Password' and 'Re-Enter New Password' data fields, then click on the 'Change Password' button.

* Please note if you do not enter two identical character strings, you will receive an error message. Keep in mind that your password will also be case-sensitive.

* If you have successfully changed your password, you will be taken back to the original logon page.

* Enter your UserName and your new password into their respective data fields, and click on the 'Logon to ILLiad' button, to begin a new session.

CONGRATULATIONS!

For more details to help you with recovering your ILLiad password, please consult our FAQ or Customer Help pages. To have your ILLiad password reset manually with the aid of an ILL staff member (during regular business hours), or if you have further questions or concerns, please contact us at (216) 368-3463 or (216) 368-3517, or at smithill@case.edu.

Some Quick End-of-Year Reminders About ILL

As we come to the close of Fall 2014 Semester, here are some oft-repeated, albeit fairly crucial, issues to remember regarding our interlibrary loan services -- without further embellishment and in no particular order...

* Return loaned ILLiad books with all their accompanying paperwork (labels, bookbands, etc.) included.

* Return loaned ILLiad materials in multiple parts all at the same time.

* Return loaned ILLiad books borrowed through Kelvin Smith Library directly back to the Kelvin Smith Library service desk or into KSL bookdrops.

* Check for direct availability of electronic articles (in our online catalog or eJournal Portal), prior to choosing to request them via ILLiad.

* Check for direct availability of journals and books in KSL collections or other CWRU library locations (through our online catalog), prior to choosing to request them via ILLiad.

* Check for direct availability of books in OhioLINK member locations (by way of our online catalog and through the OhioLINK catalog), prior to choosing to request them via ILLiad.

* Make sure to use the appropriate ILLiad request form corresponding to your loan or copy citation type, when submitting.

* Pick up requested ILLiad books prior to their original due date, or notify ILL staff (or KSL desk staff) when they are no longer needed.

* Return loaned ILLiad books on time, or request renewals (as instructed in notifications) when eligible.

* View your electronically delivered ILLiad articles during their availability window periods, before they expire.

Thanks for keeping these in mind, as it helps to streamline and expedite the processes involved in efficiently executing interlibrary loan services, for both the ILL staff and you the customer.

OCLC Numbers, ISSN's & ISBN's When Submitting ILL Requests

These are always helpful pieces of information when included in your ILL request information, as they aid library staff in searching for potential holdings, thus expediting the overall process. However, we'd like to make note of some important issues about how you enter them into your ILLiad forms...

OCLC Accession Numbers...

These may be from 1 to 9 (or more) digits in length (e.g., '37993343') and are to be found by searching the OCLC WorldCat Database. They are often included also in the bibliographic records of most online library catalogs. You may enter them into the 'OCLC Number' field of the ILLiad request form you are using -- most copy request forms (excluding 'Patent') and all loan request forms have a location to enter this. The presence of an OCLC number is greatly appreciated, but the one you provide may not necessarily the same one we use to search available holdings for processing your request. We may prefer from among other records for the same material that indicate greater potential lenders. ILL staff may thus supersede your cited OCLC number and ultimately choose a different record.

ISSN's (International Standard Serial Number)...

These are commonly cited in article references, and appear in one of these formats: '0317-8471' or '2434-561X'. ILLiad request forms of the types 'Journal Article' and 'Conference Paper' include a field to enter this number. If correctly entered, they will aid in expediting proper copyright clearance, as well as searching serial records and library holdings.

ISBN's (International Standard Book Number)...

These are often cited in references to books, book chapters, or conference papers, and are usually 10 or 13 digits in length. The exist it formats of the following types: '978-3-16-148410-0', '0-684-84328-5' or '0-8044-2957-X' (hyphens may vary in position, or be omitted). ILLiad request forms of the types 'Book', 'Book Chapter' and 'Conference Paper' include a field for this number.

Additional Citing Tips...

When filling out your ILLiad request forms, we ask that you enter only OCLC numbers, ISSN's or ISBN's into the their corresponding data fields. Please avoid entering multiple OCLC numbers, ISSN's or ISBN's numbers into these respective fields. If you happen to have any additional such numbers, they may be specified in the 'Notes' field instead, and ILL staff may choose from among them as alternates.

Please do not enter DOI Abstract numbers (of the format such as '10.1080/0952813X.201'), UMI ProQuest AAT Dissertation/Thesis citation numbers (of the format such as '3090205' or 'NR20411') or any other types of citation numbers where OCLC numbers, ISSN's or ISBN's should be placed. These numbers may be entered into the 'Notes' field instead, to avoid any possible confusion or processing delays.

ILL Staff appreciate any information you can provide to help us better determine the availability of the materials you need. Clearly filling out your request transaction forms, as described above, will allow us to work more efficiently in helping to meet your research needs.

Any questions or concerns regarding citations in ILLiad requests may be addressed to ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

Visiting Scholars and ILL Services

Just a few words on how Visiting Scholars may access interlibrary loan services through the KSL ILLiad system...

Visiting Scholars who have been invited by one of the academic departments of the Case School of Engineering, the College of Arts and Sciences or the Weatherhead School of Management are also accorded borrowing privileges at the Kelvin Smith Library. In addition, we offer them the same regular interlibrary loan privileges provided to staff members, graduate students and undergraduates of those colleges -- however, this does not include the extended courtesy services also granted to permanent faculty.

In order to allow for regular library borrowing privileges, a representative of your sponsoring academic department must submit information to the Kelvin Smith Library Access & Delivery staff at the following address: smithcontact@case.edu. Once a viable circulation record has been created in our library patron database, you then become eligible for regular interlibrary loan privileges during the period of your appointed term.

Once you have your library privileges established through KSL, you may then go to our ILLiad site to set up your ILL account, at: http://library.case.edu/ksl/ill/. Click on the 'First Time Users' link to register -- after you view our terms of service, you will be led to the 'New User Registration for ILLiad' form. Here you will be prompted to enter all your personal information as required for interlibrary loan services. You will be asked to supply your 'CASE Account Number', which should have been assigned in your circulation account, when you received your regular library privileges; you may look it up at the following link: https://library.case.edu/loc/caseacct/. When asked to supply your status, please select 'Staff', as we do not currently have a special option for Visiting Scholars. For your department, please select the appropriate academic department from among those options available in the 'Department or Major' list.

We hope this will clear up any uncertainty regarding Visiting Scholar library privileges. If you have any further questions about the interlibrary loan services available to you, do not hesitate to contact us at (216) 368-3463 or (216) 368-3517, or at smithill@case.edu.

Things to Remember About ILLiad and ILL Services

As we begin another academic year, here are a few friendly reminders about how to best use ILLiad...

* ILLiad is primarily intended (with a few exceptions) for use in obtaining loans and non-returnable copies through interlibrary loan processing. Please avoid submitting requests when materials are already available in the Kelvin Smith Library collections, or in the collections of its branch locations or of other CWRU campus library systems.

* ILLiad is not a substitute for OhioLINK. Please check the OhioLINK (and SearchOhio) collections for items available for request through online borrowing. Please do not request loans through ILLiad when you can already borrow them through OhioLINK, and avoid submitting requests for the same item in both ILLiad and OhioLINK simultaneously.

* Please make sure to provide as complete and clear citations as possible, for the books, copies, etc., that you wish to request. It is always helpful for you to indicate ISBN, ISSN and OCLC Accession numbers, as well as the sources of your citations and any other helpful information. Most ILLiad forms include an appropriate field for these data, including a miscellaneous 'Notes' field.

* Please submit a separate ILLiad request transaction for each individual loan or copy item you require. ILL staff may ask that you re-submit any 'multiple-item' requests into their respective parts.

* Avoid submitting duplicate requests for exactly the same loan or copy item. You may always check your ILLiad account for any outstanding requests that require additional time to be filled, and you can contact ILL staff if you need further details that are not readily visible in the notes or tracking history of a specific transaction. Re-submitting another request will not in any way expedite your receipt of the material you require.

* When setting up a new ILLiad account in the KSL site, please be sure of the following: 1. You have not previously created an account in our system. 2. Your department appears in our list--otherwise, you may actually need to set up your profile with one of the other three CWRU campus library locations (Law, MSASS, Cleveland Health Sciences). 3. You can provide a current e-mail notification account that you check on a regular basis, and can keep it up-to-date.

* ILL staff reserve the right to cancel any ILLiad request at our discretion, and in accordance with any of the above-mentioned criteria.

We hope this will be helpful for your use of out ILLiad system and ILL services, as well as guiding you towards other internally accessible resources. Please also feel free to search this blog for more extensive help topics that have been previously addressed. If you have questions or concerns, please contact ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

Numbers to Remember for Interlibrary Loan Services

Here are some significant numbers to keep in mind with regard to your interlibrary loan services through Kelvin Smith Library's ILLiad system...

5 -- the number of days before the due date of a loaned ILL item at which you will receive your initial reminder notification; this indicates the window until then at which you are able to request a renewal, provided the item is eligible per the lender's policy.

5 -- the maximum number of articles within the most recent 5 years of an individual publication that we may request on ILL in a single calendar year before copyright becomes an issue; requests in excess of this will then require we assume payment of often exorbitant fees per each document, to compensate the publishers.

7 -- the number of days after which the overdue status of an ILL loan starts to become critical, at which the second of two overdue notifications will be sent out; the first of these will have already been sent out the day after the item's original due date.

10 -- the number of days within which we recommend you pick up an ILL loan after we notify you that it has been received; this is not mandatory, and we will not pull and return items that have not been picked up until they actually become overdue.

14 -- the default number of additional days indicated when you submit a renewal request for an eligible loan; this is the extension we present to the lender library, but their reply may vary according to their own specific policy or local lending circumstances.

14 -- the number of days after which the overdue status of a loan now causes your ILL privileges to become blocked; you will receive an overdue notification to this effect, and functions available in your ILLiad account will be limited until you return any and all loans this many (or more) days past due.

20 -- the number of minutes after which your ILLiad online session times out, if no keystroke activity is detected; we recommend that you refresh your session regularly by clicking on the "(Your) ILLiad Page" link at the top of the Main Menu list.

30 -- the maximum number of viewing days available for electronically delivered articles; after this period, aged document files become deleted from the server during ILLiad's next scheduled automatic clean-up session.

60 -- the maximum number of days we will hold a printed article (or other non-returnable item) supplied through interlibrary loan; as we rely almost exclusively on electronic delivery, this will apply only to special instances agreed upon by ILL staff, on a case-by-case basis and with requisite justification.

We hope this information will help guide you in your use of ILLiad and ILL services. If you have questions or concerns, please contact ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu. Detailed information about interlibrary loan services and policies that might well answer your questions can also be found at our Customer Help page.

ILL Books May Become Part of the KSL Collections

In case you weren't aware, some of the materials we borrow as "loans" for ILL requests are actually purchased for our retention, and may eventually be incorporated into the collections of the Kelvin Smith Library system.

Occasionally, we take advantage of certain services by various suppliers who provide us with "non-returnable" book purchases as an alternate form of interlibrary loan transaction. Alibris, Better World Books, and some other vendors offer an option to supply these items via the regular ILL request process. Sometimes, we are also able to obtain reproductions of theses and dissertations from the libraries of the respective granting institutions through ILL, when such titles cannot be lent and are not available for purchase from UMI ProQuest. Once in a great while, we may receive an offer to have very rare items--usually held only at individual foreign libraries--reproduced in print, CD-ROM, or other physical form.

Once we receive these, we process them in ILLiad as loan-type transactions, and will assign them an arbitrary but reasonable due date. Along with this, we will specify that they are allowed unlimited renewals (which will be documented in the "Notes" field for the request and be visible to the user).

What, you may ask, do we do with them after you're finished using them? Well, our normal procedure is to complete the request transactions in ILLiad (as there is no "return" process involved), and then submit the items to the appropriate subject area Research Services Librarian for consideration to be added to our own collections. In many cases they do actually become included, if it is determined they will be useful for the research interests of future library patrons (likely including the original requester). However, sometimes a granting institution library will specify that a reproduced thesis or dissertation may only be used once (by the requesting patron) for ILL purposes, and then must be discarded and not be added to any collections--as a condition of the original service agreement. Usually, in such a case the requester is also required to sign a declaration form, to confirm the title will only be used for scholarly purposes and assure it will be properly cited.

Well, we hope this information is helpful (or at least somewhat enlightening) to your understanding of part of the interlibrary loan service.

ILL Books No Longer Needed?

Here are some hints on what to do (and what to expect) when you no longer require the use of a book (or other returnable materials) obtained through your ILLiad account...

For books that you have not yet picked up --

* When these begin approaching their due date, we customarily send out courtesy reminder messages beginning about a week in advance. We ask that you please respond by e-mail (preferably in reply to the message received) or by phone, if they are no longer needed.

* If these are not picked up by the due date, they will be removed from the secured hold shelf at the KSL Service Center and returned to the lender library without further notice.

* This policy will apply to any such loaned items, including library-use restricted materials that are still waiting to be signed out by the user requesting them.

For LIBRARY USE ONLY items that have already been signed out, but are still being held at the KSL Service Center--

* Automatic notices indicating that the items will be due soon, or have already become overdue, will be sent out (as with any other items lent through ILL). We ask that you please also reply to the e-mail message or by phone if these are no longer needed.

* Restricted-use ILL materials still being held at the KSL Service Center will normally be removed from the secured hold shelf area once they have become overdue, regardless of whether you have signed them out already or not.

* Keep in mind that it is your responsibility to make clear to KSL Service Center staff that you either need to keep these restricted materials held for future usage periods, or that they can be returned immediately, whenever you turn them back in to the desk. We also suggest that you hand them back directly to a staff member rather than depositing them in the indoor book drop, to avoid any confusion.

Thanks for your cooperation. As always, we hope this information will be of help. Please feel free to contact ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

A Few Words About Picking up Your ILLiad Loans

Just some reminders when you come to pick up loaned materials borrowed through ILLiad...

* You will normally receive a notice by e-mail informing you that there is something being held for you to pick up at the library. The message will include the title, due date, any restrictions, and any authorized users you have named in your account at the time your requested item was received at our location. Remote enrollees of distance education programs and eligible faculty opting for campus delivery will receive a variant message, and will not need to pick-up their circulable ILL items (which also become automatically checked out in the ILLiad system).

* We recommend that you come in to sign out the material within 10 days of the date you received the notification, but we will still hold the item up until the due date assigned by the lender library. You may still have the opportunity to extend your loan period by requesting a renewal (after you have actually checked the item out).

* We prefer that you please ask attending staff at the Kelvin Smith Library Service Center Desk to retrieve your items, as they are held in a secured shelving area which is kept locked after the library's regular business hours. It is not considered self-service, unlike the open shelves that house KSL and OhioLINK items.

* You (or your authorized user) will be presented with a check-out slip, which you must sign and date, and return to the desk staff member. A valid CWRU ID card (or any valid photo ID, if an authorized user not affiliated with the university) will also be required, and the staff member will then be able to check out your material in real time through the ILLiad circulation system.

* ILLiad loans CANNOT BE CHECKED OUT through the self-serve kiosk, unlike Kelvin Smith Library loans and most OhioLINK loans. ILLiad is an external, self-contained system which is essentially independent of the library's catalog and circulation system. This is the reason you must sign them out directly at the Service Center with the assistance of desk staff, and why we discourage self-retrieval from the ILL shelf area.

* Items with a "Library Use Only" restriction must be checked out as with all ILL materials, for as long as they are to be in use. You may take them from the Service Center area for use within the Kelvin Smith Library building, but must also return them there after each individual usage period. A record of uses will be kept by our staff, and the items will be kept in the secured area during times of non-use. Upon your final instance of use, we recommend that you indicate definitively to attending staff that the materials are to be returned to the lending library. If you do not make this clear, they may remain on the shelf (still checked out on your account) until they become due, and you will begin receiving automated notices. At this point you have another opportunity to confirm that they are no longer needed, by contacting ILL staff by phone or e-mail (conveniently in reply to the sent messages).

* During periods of extreme high-volume public service, KSL Service Center desk staff may (upon rare occasions) direct you to the ILL shelving area to retrieve your own items. Please note that due to frequently varying material types and item sizes of loaned items, it may be difficult to properly locate them within this confined space -- e.g., some items are packed tightly together and may not be readily identified as to requesting patron name, some may become lost in the back of the shelves due to regular shifting, while others may be relegated to a special storage location (as with microfilm reels). This would normally be avoided through assistance from a staff member, and in any case you would still need to sign out the slips and have the items checked out at the desk.

We hope this information is helpful. Please feel free to contact ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

Memory Cues for KSL ILL Staff Contacts

What with February being the shortest month (and possibly one of the busiest), I thought I'd make this latest posting short and sweet.

To contact us by e-mail, please address your message to smithill@case.edu.

A good way to remember this is to start with...
"smith" as in Kelvin Smith Library (the main library service point of Case Western Reserve University)...
with no period, followed by...
"ill" for interlibrary loan (the most common acronym for this service in the English-speaking world),
and of course ending with...
"@case.edu".

The primary phone contact number for ILL services is...
(216) 368-2462...
which also happens to be...
(216) 368-FIND.

The secondary phone contact number for our ILL staff is...
(216) 368-3517,
but I can't think of any other good way to remember this, since it contains a '1' (which has no alphabetic telephone equivalent).

So there you have it.

Well, not exactly -- I couldn't stop there, so here are the e-mail and phone ILL contacts for the other three library systems on campus, just FYI...

Cleveland Health Sciences Library:
chsl-ill@cwru.edu
(216) 368-6420

MSASS, Harris Library:
harrisill@case.edu
(216) 368-2155

School of Law, Green Library:
ill-law@case.edu
(216) 368-8510 & (216) 368-8862

Hope this helps, so keep in touch with your respective ILL service point staff representatives, whenever you need us.

Some Timely End-of-Year Odds and Ends

Here are a few ILL-related issues that have come up recently...

* OCLC WorldCat numbers -- When providing these in your request after searching this database, please enter only one accession number in the 'OCLC Number' field, and try to suggest the record containing largest number of holdings locations. You may also indicate additional record numbers for the same materials in the 'Notes' field, if you wish.

* Picking up ILL books from Kelvin Smith Library Service Center -- Always ask attending staff to retrieve available items for you. The ILL hold shelf is not self-serve (unlike the OhioLINK book shelf), and is also kept securely locked during hours when the Service Center is not staffed.

* Theses and dissertations through ILL -- Most of these are supplied in print version, often with renewal or library use restrictions imposed by the lender library. We cannot guarantee that they can or will be supplied as a digital reproduction, even if so requested. Also, ILL cannot be expected to make purchases from UMI ProQuest in order to obtain any thesis title. If purchasing is the only remaining option, the patron must either choose to make the purchase for a personal copy directly, at UMI Dissertation Express, or suggest a purchase for the library's own collection, using the Purchase Request form.

* New Overdue Notice on ILLiad loans -- As promised in my blog entry for June 18, 2013, you will now be sent an additional automated notification whenever you have any returnable ILL items 7 days past their due date. Just another enhancement in our services to help you remember to return your loaned materials.

Thanks for keeping these tips in mind when using your interlibrary loan services.

ILLiad Help Pages May Have the Answer

Just a reminder that these pages are always available for reference, when you can't get in touch with interlibrary loan staff in person. These are also linked to our main logon page, in your session main menu list, and on the various request forms and service pages. They are indexed according to topic, for quick reference.

FAQ -- A quick overview about setting up your ILLiad account, beginning your use of the service, and some answers to other common questions.
Customer Help -- A more detailed guide on using ILLiad, addressing a large number of specific concerns and troubleshooting tips.
Electronic Delivery Information -- An introductory overview of the features of ILLiad's electronic delivery function.

As always, feel free to contact ILL staff for personal assistance, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

A Few General ILL Comments Worth Repeating

Creating new ILLiad accounts, loan issues, ILL privilege concerns...

* For your Username, you may use your Case network ID, i.e., in "abc123" format -- we recommended this when registering, for the sake of convenience. You can also use the same password string as for Single Sign-in (though not required), but you must remember that whenever you change it in the Case Network, you must change it separately during an ILLiad login session if you want it to match -- this will not occur automatically.

* Your Case Account Number is required when registering, and may be searched at the Case Account Number page. It is not the same number as your Employee ID Number, if you are Faculty, Staff, or Student Staff.

* Students who register, but have not yet declared a major, should select 'UNDECLARED' from the 'Department or Major' list, and change it later to the program in which they have enrolled once this has been determined. Do not use departments such as 'ARTS AND SCIENCES, COLLEGE OF' or 'ENGINEERING, CASE SCHOOL OF', which are intended for administrative staff only.

* Renewals of ILLiad loans may be requested at the Service Center (if the transaction is currently eligible -- i.e., not restricted, not overdue, not more than 5 days earlier than the due date, and not previously renewed). Otherwise, you will need to contact ILL staff for assistance at (216) 368-3463 or (216) 368-3517, or at: smithill@case.edu.

* Return your outstanding ILL loans as soon as you are finished using them, but no later than 14 days past the due date in order to avoid having your ILLiad privileges blocked.

* Having an excess of $15.00 in regular library fines on your circulation account will block you from logging into your ILLiad account. You will see an alert message to this effect when you attempt to enter your Username and password.

Hope this information has answered some of your questions about ILL.

ILL and the New KSL Service Center Configuration

Just some comments about how Interlibrary Loan services fit into the new Kelvin Smith Library desk and storage furniture situation, staffed by Access and Delivery team members...

* Although ILL presence is now less visible, services involved there are essentially the same as before. Be assured that our stored loan materials are now more secure than previously, as the cabinets containing them are accessed only by A&D personnel during regular hours and are kept locked while the Service Center area is not staffed.

* You will still pick up and check out your ILL books (requested via ILLiad) at the KSL Service Center area. A&D staff will retrieve them from the designated hold shelf, present you with a check-out slip to sign and date, and charge the material out in your ILLiad account through a client proxy.

* Items with a 'LIBRARY USE ONLY' restriction (indicated by the lender library) must be signed out, as with all ILL loans. 'Out' and 'In' times and dates must be recorded on the special usage log slip included with such loans. These items will be secured in the hold shelf area during any times of non-use, while they are still checked out to your ILLiad account. As stated above, A&D staff will monitor these materials during regular hours, and keep them locked in their cabinet when the Service Center is closed.

* You may still return ILL books at the KSL Service Center (to staff at the desk), at the indoor book drop, or at the outdoor book drop (preferably after regular hours). As always, we ask that you do not return any loaned audio-visual materials into either book drop, whether they have been borrowed through ILLiad, via OhioLINK, or directly from any of the KSL or CWRU collections.

* If you have any ILL items being held, but which have not yet been checked out, or any 'LIBRARY USE ONLY' loans that are checked out but are no longer needed, you may contact the A&D desk staff in person or at 216-368-3506 (or notify ILL staff, as below) to have them pulled off the shelf and marked for return.

* Renewals of ILL items, when available (i.e., no restriction, not overdue & within 5 days prior to due date, not previously renewed) may still be requested at KSL Service Center. A&D desk staff can submit these on your behalf in real time, through our client proxy. Of course, you may always log into your ILLiad account to do this remotely.

* For any and all other issues regarding loans, electronic deliveries, article citations, website login access and usage, etc., please contact the ILL staff at 216-368-3463 or 216-368-3517, or e-mail us at smithill@case.edu. During regular business hours (Mon-Fri, 8:30 AM - 5:00 PM), we are usually available for consultations in person, in the KSL 2nd Floor Staff Arc.

Some Comments on Electronic Delivery

About electronic delivery provided through ILLiad...

We receive articles through a variety of methods, but make it our job to streamline the delivery to our users into a single, uniform mechanism.

We may have reproduced documents supplied to us by any of the following:

* By electronic protocols sent directly to our server IP address
* By e-mail as an attachment (PDF, TIF)
* By e-mail with a passworded or un-passworded link
* As a print reproduction, by mail or fax

We further process these as follows:

* Articles sent directly into ILLiad may be processed automatically without staff mediation (if the supplier has a 'trusted' status), and delivered on to the user.
* Articles sent directly to ILLiad may require some staff intervention prior to delivery to the user (if the supplier has not yet been deemed as 'trusted').
* Documents supplied via URL or other online delivery method are downloaded and imported into ILLiad by ILL staff, and then processed for delivery.
* Print reproductions are scanned into usable electronic documents by ILL staff, and then imported into ILLiad for processing and delivery.
* In any of the above circumstances, with the exception of reception from a 'trusted' sender, ILL staff will also have the option to perform additional processing (cropping, rotating pages, deleting unnecessary portions, etc.), if time permits.

In order to provide uniformity of service, our sole delivery method is by PDF download, within a login session to your ILLiad account. You will be notified by e-mail with a link and instructions on accessing your electronic document, when it becomes available. For reasons of security and efficient synchronous processing, we never simply forward e-mail article delivery messages from other supplier institutions directly to our users.

If you experience problems downloading in ILLiad, you may contact ILL staff by phone, by e-mail or in-person, and we will either recover a file (if possible) and send it to you as an attachment, copy it to your USB flash drive or disc, or print it and leave it a the KSL service desk for pick up -- these, of course, will be done as case-by-case exceptions. (Unrecoverable files will need to be re-requested through a new ILL transaction, and will then require more time to be re-supplied.)

Recommendations and comments:

* Larger files may take longer to load -- please allow extra time in such cases.
* Print or save your downloaded files, for permanent retention, to avoid having to re-request them.
* After downloading, you have the option to immediately delete, or simply allow your file to expire. You can also un-delete a file, if you do so shortly after deleting it.
* When you save your files, you may have to re-name them, based on which browser you are using. For example, some may retain the ILLiad transaction number while others may assign the name 'illiad.pdf', or some other generic character string. If you are retrieving and saving a number of files, this will help to avoid one overwriting the next.

Hoping these comments will help with your use and understanding of ILLiad's electronic delivery service. You may contact Kelvin Smith Library ILL staff at (216) 368-3463 or (216) 368-3517, or e-mail us at smithill@case.edu with your questions or concerns.

Planning Your Use of ILLiad Loaned Materials

Here is my modest attempt to help our ILLiad users follow a mindful strategy for their time frame regarding loans required through interlibrary loan services...

We suggest that you submit requests for loans reasonably close in advance of when they are needed, yet still with enough leeway to accommodate any unexpected delays. We also discourage placing requests extremely far ahead in time, on the other hand. We realize this is a somewhat tricky and arbitrary recommendation, but we ask that you please consider that it is not possible for us to 'schedule' with much accuracy the time of receipt, length of loan, renewal and restriction policies, etc., due to varying factors involved in dealing with diverse lending institutions.

Here are some ballpark suggestions on thoughtfully timing the submission of your loan requests to better coincide with your research time frame. For example, if numerous copies appear to be available in known potential lender libraries (i.e., upon searching the OCLC WorldCat holdings database), say ~150 or more--and none are also available for direct online request through OhioLINK, of course--7 to 10 days are reasonable. However, if considerably fewer are available, around 50-150, 10 to 14 days may be more reasonable. If it is much less common, say 10-50, 2-4 weeks is a more likely expectation.

Items with holdings of fewer than 10 should be considered 'rare', and may require at least one month, if they are available (i.e., allowed to circulate by potential lenders and not currently in use). Very rare or old materials may be restricted, if library policies allow them to be lent at all -- often on a case-by-case basis. Theses and dissertations, which in their original form are often only held in 1 or 2 locations (i.e., of the granting institution), may require 10-14 days, if they are allowed to circulate from those collections at all. UMI and other authorized duplications in print or on microfilm might also be held at more numerous additional locations, and may be supplied in slightly less time.

In the case of some very rare item