Association of Rhode Island Health Sciences Libraries
PREFACE TO THE 2002 REVISION
The 2002 Revision of the ILL Code and Guidelines reflect significant changes in the actual ILL process. New technologies continue to advance, streamlining procedures and making information far more accessible than ever before. Trends in resource sharing are changing the face of ILL and affording end-users the ability to request needed materials in a more direct fashion, without as much library intervention. It should be noted, however, that libraries are still the guiding force behind this process. It should still be the intent of the institutions participating in this agreement to cooperate with each other in compliance with this Code and Guidelines in an effort to make it as easy and efficient as possible for our users to obtain the information they require.
PREFACE TO THE 1992 REVISION
Institutional member libraries of the Association of Rhode Island Health Sciences Librarians (ARIHSL) continue to derive substantial benefits from the Association’s resource-sharing network. Since 1988, when the last CODE and GUIDELINES were written, the combined forces of an economic recession, the reshaping of health care delivery, declining payment for medical services, and dramatic advances in information technology have resulted in some significant changes in these libraries.
Statistics do not tell the whole story. Our joint venture, the UNION LIST OF MEDICAL JOURNALS OF RHODE ISLAND (now in its 14th edition), contains the holdings of 28 libraries. This reflects the closure of one hospital’s library and the effects of a merger on another. Several libraries are staffed fewer hours per week and/or by fewer people than they were four years ago. Many libraries have significantly reduced their journal subscriptions and book purchases.
In this climate, access to the current holdings of each other’s libraries supported by "just-in-time" delivery of those materials to our patrons becomes a service of increasing importance and measurable value. Participating members in ARIHSL’s Interlibrary Loan agreement now have access to 4,762 journals within the state, representing over a half-million dollars worth of journals! The modest commitment of staff, time and money required of each library in order to participate in this venture yields a commendable return-on-investment that justifies membership.
This CODE and its accompanying GUIDELINES revise the earlier resource-sharing agreement between those Rhode Island libraries whose parent organization provides health care services, education or research. It updates some procedural aspects of the interlibrary loan process that are specific to health library setting, and is consistent with progress in current library practice.
Each library’s institutional representative is required to sign this document on an annual basis. It remains in effect from January-December of each year. By this mechanism, institutions indicate their understanding of the requirements and benefits of the CODE and its GUIDELINES, and formally states their willingness and intention to comply with said provisions.
PREFACE TO THE 1988 EDITION
The libraries represented in the membership of the Association of Rhode Island Health Sciences Librarians (ARIHSL) have enjoyed an enduring history of cooperation. During 35 years of resource-sharing, the membership has provided the primary mechanism through which health care related information is distributed. Annually through the network, 15,000-20,000 items are provided to patrons throughout Rhode Island and surrounding communities.
ARIHSL represents over 30 institutions, predominantly hospitals, but including sites of higher education and others with a vested interest in health care. Its vital publication, the UNION LIST OF MEDICAL JOURNALS IN RHODE ISLAND, now in its twelfth edition, has served as the vehicle through which local interlibrary sharing of resources is made possible.
However, to continue to provide effective interlibrary loan services in an era of multiple affiliations and increasing technological sophistication, it has become necessary to more formally state our resource-sharing agreement. This CODE and accompanying GUIDELINES have been developed in response to a charge to the ARIHSL Interlibrary Loan Committee to compose a document that addresses common areas of concern and facilitates operational aspects of the interlibrary loan process.
Each library is asked to designate a representative whose signature on this document shall indicate the library’s agreement to abide by the provisions of the CODE and its GUIDELINES.
Submitted by the
Interlibrary Loan Committee
Jo-Anne Aspri (KCM), Chair
Raynna Bowlby (BRN)
Rachel Carpenter (JPA)
Ann LeClaire (MIR)
Grace Varghese (GHB)
Linda Walton (BTH)
The sharing of resources among libraries to economically expand access to information for each patron is a venture that is mutually beneficial and should be encouraged. The ARIHSL resource-sharing network now embodies the definition set forth by the National Commission on Libraries and Information Science/Special Libraries Association Task Force: "A resource-sharing network is a formal arrangement whereby several libraries or other organizations participate in exchange of information, materials, services or all three for some functional purpose." The goal of this interlibrary loan agreement is to ensure equitable distribution of requests such that a library’s borrowing from the ARIHSL network reasonably approximates its lending to the ARIHSL network. Sharing resources via interlibrary loan serves as an adjunct to, not a substitute for, development of a library’s own collection to meet its recurring needs.
This CODE sets forth rights and obligations in interlibrary lending and borrowing between these libraries. Basic elements included embrace those outlined in the ALA’s NATIONAL INTERLIBRARY LOAN CODE (2002) http://www.ala.org/rusa/stnd_lnc.html and MODEL INTERLIBRARY LOAN CODE FOR REGIONAL, STATE, LOCAL OR OTHER SPECIAL GROUPS OF LIBRARIES (?), and reflect other relevant policies and codes such as NN/LM (National Network of Libraries of Medicine) http://nnlm.gov/scr/netwk/ddindx.htm , BHSL (Basic Health Sciences Library) Network http://library.umassmed.edu/hslnhvt/reportin.htm and LORI (Library of Rhode Island) etc. when appropriate.
(American National Standards for Library and Information Sciences and Related Publishing Practices-Library Statistics. ANSI Z39.7-1995. New York City: American National Standards Institute, 1983, (Revised – 1995), p.4.
The purpose of interlibrary loan as defined by this code is to obtain, upon request of a library user, material not available in the user’s local library.
Under the terms of this agreement, it is permissible to request, through interlibrary loan, any type of library material. The lending library has the privilege of deciding if the request shall be honored and whether the original or a copy shall be sent.
V. Responsibilities of Borrowing Libraries
VI. Responsibilities of Lending Libraries
ARIHSL institutional member libraries shall provide free interlibrary loan services to each other.
VIII. Duration of Loan
IX. Violation of Code
An effective interlibrary loan network derives its strength from members who strive to be as cooperative as possible. While every institution has a unique procedure for handling interlibrary loans, these GUIDELINES encourage uniformity in the content and placement of requests and, when followed, provide for the equitable distribution of interlibrary loan requests among the institutional members of ARIHSL.
Since the development of the first GUIDELINES, DOCLINE, including the Loansome Doc component, has emerged as the primary vehicle for the transmission of interlibrary loan requests by libraries whose parent organizations provide health care services, education, or research. Because of its affordability, (there is no direct charge to use DOCLINE) and simple procedures (outlined in the DOCLINE Manual, National Library of Medicine, March 1989 et seq.), DOCLINE has earned its place as the standard of interlibrary loan practice in this setting.
II. Verification of citations
To insure that a lending library is not burdened with receiving ILL requests for items that either do not exist – (bibliographic verification) or that it does not own – (location verification), borrowing libraries shall make a reasonable effort to confirm both of these facts. It should be noted that the entire verification process has changed significantly within the past few years. This is largely due to new versions of DOCLINE and other automated ILL systems, enhancements too many automated bibliographic databases such as SERHOLD and LOCATORPlus and the increase in use and availability of a multitude of local automated holdings lists. The results of these changes have made verification more automatic and a lot easier to accomplish. Therefore, there should be very few requests transmitted with inaccurate or incomplete information or sent to unverified locations. However, in the event that this does occur, the lending library has the right to reject such requests.
1. For monographs and audiovisual material - Unique identifying or standard numbers such as an ISBN, OCLC Accession Number or call numbers should be provided whenever possible. Sources for verification of bibliographic data include:
3. If the item requested cannot be verified, the terms "UTV" or "unable to verify" shall be noted in the request.
B. Location verification – The borrowing library should make every attempt to insure that an ILL request will be submitted to libraries which hold the requested material. Serial and monograph holdings should be made electronically available to all member libraries via serial or book union listing.
IV. Form of request
V. Transmitting interlibrary loan requests
Items transmitted via DOCLINE shall conform to policies and procedures as outlined in the DOCLINE Manual.
VI. Placement of requests(DOCLINE Routing Tables)
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Revision Draft – 10/22/02
ARIHSL ILL Committee