Resources Sharing Manual
Indiana Library Resource Sharing Manual
Table of Contents
Acknowledgements
I. Introduction
Background of This Manual
Use of This Manual
II. Interlibrary Loan
Principles
Policy
Definitions
Purpose
Scope
Responsibilities of a Requesting Library
Responsibilities of a Supplying Library
III. Reference Referral
Principles
Policy
Definition
Purpose
Scope
IV. Reciprocal Borrowing
Principles
Policy
Definition
Purpose
Scope
V. Bibliography
VI. Appendices
A. Model Local Interlibrary Loan Policy
B. Confidentiality of Library Records
C. Order information for ALA Interlibrary Loan Form
D. Brief History of Resource Sharing in Indiana
E. Overview of Resource Sharing Policies of Indiana Health Sciences Libraries
F. Purdue University Technical Information Service
Acknowledgments
Members of the Resource Sharing Manual Task Force
Liaison to Indiana State
Library Advisory Council: David Bucove, Monroe County Public Library
Academic Libraries: Larry Baerveldt, Hanover College
Judy Tribble, Indiana State University
Public Libraries: Karen Niemeyer, Thorntown Public Library
Debra Shaw, Plainfield Public Library
School Libraries: Connie Mitchell, Carmel High School
Vickie Thomas, Anderson High School
Special Libraries: Elaine Skopelja, Foundation for Hand Research and Education
INCOLSA: Ida McDowell
Ruth Tolbert
Indiana State Library: Martha Roblee
Consultant: Sara Laughlin, Sara Laughlin & Associates
1. Introduction
Use of This Manual
This manual includes principles and policies for interlibrary loan, reference referral, and reciprocal borrowing adopted by the Indiana Library and Historical Board. In addition, it contains a model interlibrary loan policy for local libraries, which are urged to adopt their own policies in these areas. The Appendices and Bibliography include other pertinent documents which make up part of the State Library's policies and are important resources for local libraries as well.
This manual is not a procedure manual. Local libraries are urged to purchase or borrow the Virginia Boucher's Interlibrary Loan Practices Handbook, and to become familiar with laws regarding copyright and confidentiality of library records.
Background of This Manual
This edition represents a complete reconsideration of the 1982/85 Indiana Library Resource Sharing Manual, in the context of escalating customer expectations, rapidly-changing technology, and dramatically increasing participation of Indiana libraries in all types of resource sharing. Much of the procedural detail present in the earlier editions has been eliminated, since other sources for good practice and staff training exist. The manual is still designed to guide borrowing and lending of materials and information among libraries, not to prescribe other interlibrary cooperation within networks or consortia, nor to regulate the purchase of materials from document suppliers.
The first edition of the Indiana Library Resource Sharing Manual was published by the Indiana State Library in 1982. It was compiled by the Interlibrary Loan Task Force of the Network Coordinating Committee of the Indiana State Library Advisory Council, which represented a broad cross-section of Indiana library professionals with an interest in resource sharing, and approved by the Indiana Library and Historical Board. It included detailed procedures, as well as policies, for interlibrary loan and reciprocal borrowing. There was a section for document delivery which was empty, since none existed at that point. In 1985, the State Library Advisory Council issued an update which added electronic sources for ILL verification, discouraged transaction fees for ILL, added more detail to statistical reporting procedures, and clarified reciprocal borrowing guidelines. Policies remained unchanged and statewide document delivery was still non-existent.
II. Interlibrary Loan
Principles
Indiana libraries are committed to purchasing most-needed materials and providing reference service for local patrons from local funds and view interlibrary loan as an adjunct to, not a substitute for, local collection development.
Indiana libraries believe that appropriate and informed use of interlibrary loan enhances service to local patrons. Libraries should exhaust local resources first, including their own collections and those of neighboring libraries where possible, before requesting items on interlibrary loan.
Indiana libraries abide by the National Interlibrary Loan Code (1993) reprinted below with Indiana additions in italics, the copyright laws of the United States, the policy on Confidentiality of Library Records adopted by ALA and related Indiana statutes (see Appendix B).
Policy
(The policy below includes the National Interlibrary Loan Code, along with specific policies adopted in Indiana, which appear in italics.)
1.0 Definitions
1.1 "Interlibrary loan" is the process by which a library requests materials from, or supplies materials to, another library.
1.1a "Materials" are specific, identified items in any format in library collections, including returnable items (e.g., books and videocassettes) and non-returnable items (e.g., photocopies and faxes).
1.1b "Requesting library" is the library that initiates an interlibrary loan request.
1.1c "Supplying library" is the library that fills an interlibrary loan request.
1.1d An "interlibrary loan intermediary" is an agency that receives interlibrary loan requests from requesting libraries and forwards them to one or more supplying libraries.
1.1e An "unmediated request" is a request placed directly by a patron to the supplying library or libraries and supplied directly to the patron and is not covered by this policy.
1.1f "CONTU Guidelines" are copyright guidelines issued by the U. S. National Commission on New Technological Uses of Copyrighted Works (1976). (See Bibliography.)
2.0 Purpose
2.1 The purpose of interlibrary loan as defined by this policy is to obtain, upon request of a library user, materials not available in the user's local library.
3.0 Scope
3.1 Interlibrary loan is a mutual relationship and libraries should be willing to supply materials as freely as they request materials.
3.2 Any materials, regardless of format, may be requested from another library. The supplying library determines whether the material can be provided.
3.2a Unmediated requests are not covered by this policy.
4.0 Responsibilities of the Requesting Library
4.0a Where there is an interlibrary loan intermediary, the intermediary may fulfill some of the responsibilities of the requesting library.
4.1 The requesting library should establish and maintain an interlibrary loan policy for its borrowers and make it available to patrons and other libraries.
4.2 The requesting library should process requests in a timely fashion.
4.2a The requesting library should use standard bibliographic techniques to provide as complete a bibliographic verification as possible of requested materials. This will enable the lending library to determine quickly and easily if it has the item requested.
4.2b The requesting library should notify the supplying library or the interlibrary loan intermediary of the "rush" status of a request and the time by which it is needed.
4.2c The requesting library should notify the supplying library or interlibrary loan intermediary if non-returnable materials (photocopies, etc. ) should be delivered directly to the library user rather than to the library.
4.3 The requesting library or interlibrary loan intermediary should identify libraries that own and might provide the requested materials. The requesting library or interlibrary loan intermediary should check the policies of potential suppliers for special instructions, restrictions, and information on charges prior to sending a request. The requesting library is responsible for all authorized charges imposed by the supplying library.
4.3a For an overview of interlibrary loan policies of Indiana health science libraries, see Appendix E.
4.4 Requests for materials for which locations cannot be identified should be sent to libraries that might provide the requested materials and be accompanied by the statement "cannot locate." The original source of the reference should be cited or a copy of the citation provided.
4.5 The requesting library should avoid sending the burden of its requests to a few libraries. Major resource libraries should be used as a last resort.
4.6 The requesting library should transmit all interlibrary loan requests in standard bibliographic format in accordance with the protocols of the electronic network or transmission system used. In the absence of an electronically generated form, the American Library Association Interlibrary Loan request form should be used. (See Appendix C for a sample form.)
4.7 The requesting library must ensure compliance with the U.S. copyright law and its accompanying guidelines. Copyright compliance must be determined for each copy request before it is transmitted, and a copyright compliance statement must be included on each copy request. Copyright files should be maintained as directed in the CONTU Guidelines. (See Bibliography.)
4.8 The requesting library is responsible for borrowed materials from the time they leave the supplying library until they have been returned and received by the supplying library. If damage or loss occurs, the requesting library is responsible for compensation or replacement, in accordance with the preference of the supplying library.
4.9 The requesting library is responsible for honoring due dates and enforcing all use restrictions specified by the supplying library.
4.10 The requesting library should request a renewal before the item is due. If the supplying library does not respond, the requesting library may assume that the renewal has been granted for the same length of time as the original loan.
4.11 The requesting library should return materials by the due date and respond immediately if the item has been recalled by the supplying library.
4.12 The requesting library should package materials to prevent damage in shipping and comply with the special instructions stated by the supplying library.
4.13 The requesting library is responsible for following the provisions of this code. Continued disregard for any provision may be reason for suspension of borrowing privileges by a supplying library.
4.13a An Indiana requesting library is responsible for collecting and reporting statistics of its ILL transactions as required for those libraries that report to the Indiana State Library. Annual statistics must include number of requests sent to other libraries or an ILL/RR center and number of items borrowed from other Indiana libraries and from out-of-state libraries.
4.13b An Indiana requesting library is responsible for keeping a record of all requests, informing the user of the status of the requests, and, when necessary, circulating the borrowed item to the user and retrieving the borrowed item from the user.
5.0 Responsibilities of the Supplying Library
5.1 The supplying library should establish and maintain an interlibrary loan policy, make it available in paper and/or electronic format, and provide it upon request.
5.2 The supplying library should process requests within the timeline established by the electronic network. Requests not transmitted electronically should be handled in a similar time frame.
5.2a Indiana supplying libraries should process requests in a timely fashion, regardless of the format in which the request was received.
5.2b Indiana supplying libraries should specify whether they will accept "rush requests" and, if so, in what format and what time frame they will handle them.
5.3 The supplying library should include a copy of the original request, or information sufficient to identify the request, with each item.
5.4 The supplying library should state any conditions and/or restrictions on use of the materials lent and specify any special return packaging or shipping requirements.
5.5 The supplying library should state the due date or duration of the loan on the request form or on the material.
5.5a Indiana supplying libraries should specify whether the due date is the "ship by" date or the date on which the material is due back at the supplying library.
5.6 The supplying library should package the items to prevent damage in shipping.
5.7 The supplying library should notify the requesting library promptly when unable to fill a request, and if possible, state the reason the request cannot be filled.
5.8 The supplying library should respond promptly to requests for renewals. If the supplying library does not respond, the borrowing library may assume that the renewal has been granted for the same length as the original loan period.
5.9 The supplying library may recall materials at any time.
5.10 The supplying library may suspend service to any requesting library which fails to comply with the provisions of this code.
5.10a Transaction fees for filling interlibrary loan requests from libraries within Indiana other than those based upon annual reference referral contracts in support of resource sharing are viewed as a factor limiting access and are therefore discouraged by the Indiana State Library and its Advisory Council. Charges for reimbursement for actual photocopy costs and postage or freight costs are not considered transaction fees. (The Indiana Standards for Public Libraries require public libraries to provide "Interlibrary loan free of charge [other than reimbursement for actual photocopy and postage or freight costs].")
5. 10b An Indiana supplying library is responsible for collecting and reporting statistics of its ILL transactions as required for those libraries that report to the Indiana State Library. Annual statistics must include number of requests received from other libraries and number of items supplied to other Indiana libraries and to out-of-state libraries.
III. Reference Referral
Principles
Indiana libraries believe that appropriate and informed use of reference referral enhances service to local patrons. Reference referral should be used when a local library has exhausted the resources in its own collection and cannot identify specific material to place an interlibrary loan request.
Policy
1.0 Definition
1.1 Reference referral is the process by which information requests that are outside the scope of interlibrary loan are handled by another library or referral agency.
2.0 Purpose
2.1 The purpose of reference referral is to enable patrons of a library to receive information on their subject, even though neither they nor their library can provide enough information to request an interlibrary loan. Once a specific material is identified, interlibrary loan policies apply.
3.0 Scope
3.1 Reference referrals are only appropriate when there is an existing agreement between the requesting library and the lending library or when it is the policy of the lending library to accept reference referrals.
3.1a INCOLSA Reference Referral Centers accept reference referrals from INCOLSA member libraries.
3.1b The Indiana State Library accepts reference referrals from all libraries.
3.1c For referrals to medical libraries, see Appendix E.
3.1d Purdue University Technical Information Service, see Appendix F.
IV. Reciprocal Borrowing
Principles
Indiana libraries recognize that each library has specific collection strengths and that allowing patrons of one library to use other libraries directly is an efficient and effective way to provide access to more information. Indiana libraries may participate in reciprocal agreements by type of library, by region, and by automated system, in addition to those required by law.
Policy
1.0 Definition
1.1 Reciprocal borrowing is the agreement between two or more libraries which allows an individual to borrow materials directly from a library other than his/her home library.
2.0 Purpose
2.1 The purpose of reciprocal borrowing as defined by this policy is to allow a patron to obtain materials directly from a library other than his/her own library, through arrangements agreed upon in advance by the reciprocating libraries.
3.0 Scope
3.1 Libraries may enter into reciprocal borrowing agreements when such agreements are mutually beneficial.
3.2 Libraries should establish, maintain, and make available upon request, policies regarding reciprocal borrowing agreements.
V. Bibliography
Boucher, Virginia. Interlibrary Loan Practices Handbook, second edition. Chicago: American Library Association, including:
"Guidelines and Procedures for Telefacsimile and Electronic Delivery of Interlibrary Loan Requests and Materials."
"International Lending: Principles and Guidelines for Procedure, (1978)-Major Revision 1987."
"Guidelines for the Loan of Rare and unique Materials."
"Guidelines for Preservation Photocopying of Replacement Pages."
"Guidelines for Packaging and Shipping Microforms."
"Guidelines for Seeking or Making a Copy of an Entire Copyrighted Work for a Library, Archives, or User."
"Guidelines: Records of Interlibrary Photocopying Requests."
U. S. Copyright Office. Copyright Law of the United States of America, contained in Title 17 of the United States Code...Revised to September 30, 1994...Circular 92. Washington, DC: U.S. Government Printing Office, 1995.
(CONTU Guidelines) U. S. House Conference Committee on Senate Bill 22, General Revision of the Copyright Law, Title 17 of the United States Code; Conference Report to Accompany Senate Bill 22, 94th Congress, 2nd session, 1976, House Report 1733.
VI. Appendix A: Model Local Interlibrary Loan Policy
(The Indiana State Library has developed this policy to serve as a model for Indiana libraries to use in developing their own policies. Libraries may want to adapt it to fit their needs or simply use the categories to develop a custom-made statement to fit their own needs. Whichever the library chooses, the library's policy body should approve the library's interlibrary loan policy.)
I. Principles
Interlibrary loan is a primary service that supports the mission of the library by providing enhanced access to library materials and information. The purpose of interlibrary loan is to obtain materials not available in the library and to provide material from the collection to other libraries.
The library affirms that interlibrary loan is an adjunct to, not a substitute for, the library's collection. In meeting patron needs, the library will exhaust local resources first, including its own collection and those of neighboring libraries where possible, before requesting items on interlibrary loan. Items in frequent or recurring demand will be considered for purchase.
The library will keep its interlibrary loan policy up to date and make it available to users and other libraries upon request.
II. Definition
Interlibrary loan is a transaction in which this library borrows materials directly from another library on behalf of a patron, or another library borrows materials from this library on behalf of its patron.
III. Conditions of Service
The library endorses the principles relating to interlibrary loan included in the Indiana Library Resource Sharing Policy, the ALA Interlibrary Loan Code, the U.S. Copyright Law and U. S. Commission on New Technological Uses of Copyrighted Works (CONTU) Guidelines, and federal and state laws governing confidentiality of records.
IV. Interlibrary Borrowing
Users: This service is offered to (classes of users):
Types of materials borrowed: Interlibrary loan is an integral element in collection development. The interlibrary loan staff will request materials not owned by the library or missing from the library's collection, or materials owned by the library that are at the bindery and are temporarily unavailable. Materials which will not be requested include items owned by the library and temporarily in use; electronic full-text information available to the library; materials on reserve in the library; ...
How to submit a request: Requests may be placed at the reference desk, over the phone, ... or on interlibrary loan forms. Requests for photocopies must include indication of compliance with the U.S. Copyright Law.
Turnaround time: Service will be provided as quickly as possible. Turnaround time varies depending upon the lending library.
Patrons will be notified via...
Conditions of use: The library will strictly observe any conditions for use of loaned materials that are imposed by a lending library.
Charges: The library will not pay borrowing charges beyond photocopy and mailing costs. If costs are expected, patrons will be consulted about their willingness to pay before materials are borrowed.
Responsibility: The library will endeavor to collect any charges for overdue materials, loss or damage from the user who received the materials. The library will be responsible for materials borrowed on behalf of its users, from the time the material leaves the lending library until it is returned there. The library agrees to pay for overdue charges, damage, or loss of materials borrowed on interlibrary loan.
Statistics: The library will maintain records of transactions in order to inform users of the status of their requests and will annually report activity as required for those libraries that report to the Indiana State Library.
V. Interlibrary Lending
Users: This service is offered to other libraries which abide by the conditions set forth in III. above.
Materials available: The library endeavors to make available the broadest range of materials for interlibrary loan, with the following exceptions:
Materials limited by licensing agreements...
Lending priorities are based on the library's consortial arrangements...
The library also reserves the right to refuse to lend other materials or to ask a borrowing library to restrict use of materials lent.
Format for requests: Requests to borrow materials from the library are accepted via: OCLC, fax, ALA form, e-mail, phone... Rush requests are accommodated as time and staffing permit.
Turnaround: The library will provide speedy turnaround on most requests, usually responding within two days.
Circulation period: The circulation period for items lent on interlibrary loan will be the same as that for regular circulation. Items are due at the borrowing library on that date and will not be considered overdue at this library for two weeks after the due date. Renewals will be granted unless the material is needed by another user of the library.
Charges: The library will not charge for lending materials, except for insurance, photocopy, fax or mailing costs, if any. The library will charge the borrowing library for materials that are overdue, damaged, or lost on interlibrary loan. The library has a special $5 charge for "rush requests."
Model Interlibrary Loan Policy Report Form
NAME AND ADDRESS OF LIBRARY FOR INTERLIBRARY LOAN SERVICE:
OCLC SYMBOL:
NUC CODE:
PHONE:
FAX:
MATERIALS LENT:
_____ Audiocassettes
_____ Microfiche
_____ Books
_____ Microfilm
_____ CDs
_____ Photocopies
_____ Dissertations
_____ Videocassettes
_____ Journals
_____ Masters' theses
_____ Other:
LOAN PERIOD:
RENEWALS: _____ Yes _____ No
IF RENEWALS ARE ALLOWED, WHAT IS THE PROCEDURE FOR REQUESTING RENEWAL:
REQUESTS ACCEPTED VIA: (Please add a * beside preferred means of request)
_____ ALA ILL form
_____ OCLC
_____ E-mail
_____ Phone
_____ Fax
_____ Other:
_____ INCOLSA
ILL CHARGES:
_____ Photocopy charge/page ($._____)
_____ Postage/shipping charge ($_____)
Appendix B: Confidentiality of Library Records
ALA Policy 52.4 (ALA Handbook of Organization, 1996-97)
The ethical responsibilities of librarians, as well as statutes in most states and the District of Columbia, protect the privacy of library users. Confidentiality extends to "information sought or received, and materials consulted, borrowed or acquired," and includes database search records, reference interviews, circulation records, interlibrary loan records, and other personally identifiable uses of library materials, facilities, or services.
The American Library Association recognizes that law enforcement agencies and officers may occasionally believe that library records contain information which may be helpful to the investigation of criminal activity. If there is a reasonable basis to believe such records are necessary to the progress of an investigation or prosecution, the American judicial system provides the mechanism for seeking release of such confidential records: the issuance of a court order, following a showing of good cause based on specific facts, by a court of competent jurisdiction.
The American Library Association strongly recommends that the responsible officers of each library, cooperative system, and consortium in the United States:
1. Formally adopt a policy which specifically recognizes its circulation records and other records identifying the names of library users with specific materials to be confidential.
2. Advise all librarians and library employees that such records shall not be made available to any agency of state, federal, or local government except pursuant to such process, order or subpoena as may be authorized under the authority of, and pursuant to, federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigatory power.
3. Resist the issuance or enforcement of any such process, order, subpoena until such time as a proper showing of good cause has been made in a court of competent jurisdiction.
Indiana Law
In Indiana, library records "which can be used to identify any library patron" are excepted from the public records law, if the governing board has adopted a policy protecting them. (IC 5-14-3-4 (16) (A)
In schools, student library records are also private, except that they may be viewed by a parent or guardian of the student, teachers or school administrators with "legitimate interests", or by students themselves. The following two-page synopsis gives relevant citations.
Notes on the Disclosure of School Library Media Center Records
Law:
Indiana law states, first [IC 5-14-3-3] that "any person may inspect the public records of any public agency," but then [IC 5-14-3-4] makes numerous exceptions to that access. One of those exceptions [IC 5-14-3-4 (3)] is records "required to be kept confidential by federal law," and another [IC 5-14-3-4 (16) (A)] is "library or archival records...which can be used to identify any library patron..."
State statute {IC 20-1-1-22.4-1] defines "educational records" as information "that is recorded by a... school; and... concerns a student who is or was enrolled in the school."
The Indiana Administrative Code [511 IAC 4-1-3 (D)] states that all records containing personal information about students shall be maintained in accord with federal law and regulation.
Federal regulation [34 CFR 99.3] defines "educational records" as "those records that are-(1) Directly related to the student; and (2) Maintained by an educational agency or institution," and states clearly [34 CFR 99.30] that a school must "obtain a signed and dated written consent... before it discloses... information from... education records." If the student is 17 or younger, consent must be obtained from a parent; if the student is 18 or older [CFR 99.5 (a)], consent can only be obtained from the student her- or himself.
Federal regulation does allow '34 CFR 99.31 (a) (1)], but does not require {34 CFR 99.31 (b)], the disclosure of records "to other school officials, including teachers, within the agency or institution" who have been determined " to have legitimate... interests without the consent outlined above. Federal regulation also allows [34 CFR 99.31 (a) (12)], but does not require, disclosure of a minor student's records to that particular student without parental consent.
Under federal regulation [34 CFR 99.10], a school "must permit a parent... to inspect and review the education records" of her or his minor child, must "comply with a request for access to records within a reasonable period of time," must "respond to reasonable requests for explanations and interpretations of the records," and "shall not destroy any... records if there is an outstanding request to inspect and review" them. Once a student has reached 18 years of age {34 CFR 99.5 (a)], all of the "rights accorded to... parents... transfer from the parents to the student."
Federal regulation [34 CFR 99.3] includes in the definition of "parent," "a natural parent, a guardian, or an individual acting as a parent in the absence of a parent or guardian." Federal regulation and state statute direct schools to "give full rights... to either parent" [34 CFR 99.4]. That is, a "school must allow a custodial parent and a noncustodial parent... the same access to their child's... records" [IC 20-10.1-22.4-2 (a)] unless the school "has been provided with evidence that there is a court order... that specifically revokes these rights" [34 CFR 99.4]. State law [IC 20-10.1-22.4-2 (b)] specifically prohibits a school from allowing "a noncustodial parent access to... records if... a court has issued an order that limits the noncustodial parent's access to the... records; and... the school has received a copy of the court order or has actual knowledge of the... order."
State statute and federal regulation allow disclosure of records to any individual or agency if such access "is ordered by a court under the rules of discovery" [IC 5-14-3-4 (a)] or "is to comply with a judicial order or lawfully issued subpoena" [34 CFR 99.31 (9) (I)].
Synopsis:
Circulation and other records in a school media center fit the state and federal definitions of education records. As such, they typically may not be disclosed outside the school in the absence of parental consent or court order.
Records of a minor child may be shared with that minor child. Records may be shared with faculty members in the building if there is some legitimate reason for doing so.
Records must be shared, on request, with the parent of a minor child, or with the student her- or himself if that student is 18 years of age or older.
Records may be disclosed in response to a judicial order.
Logically, it is never necessary to disclose records that do not exist. The proliferation of computerized circulation systems which-once materials are returned-maintain no records matching patrons and materials, may eventually make moot most questions regarding the disclosure of such records.
Sources:
Federal Register Vol. 53, No. 69, U.S. Government Printing Office, Washington, DC, 1988.
Indiana Administrative Code, Banks-Baldwin Law Printing Co., Cleveland, OH, 1991.
Indiana Code, Banks-Baldwin Law Printing Co., Cleveland, OH, 1991.
Appendix C: ALA Interlibrary Loan Form
ALA Interlibrary Loan forms are available for purchase from standard library supply catalogs.
Appendix D: Resource Sharing in Indiana
Resource sharing has long been an important part of library operations in Indiana. At first informal, mostly local, sharing, combined with hierarchical interlibrary loan, provided through the Indiana State Library, met the needs of patrons in public libraries. The librarian filled out a paper form and sent it through the mail to a single lending library. Maybe the library had been identified through a published catalog or, more often, was selected because of its size or proximity, and received a "blind search" request. A few large libraries received and supplied most of the requests. The tedious paperwork and the time and expense required to make the request were substantial barriers to be overcome for those who needed information not held in their own library.
The Indiana Telecommunications Network (TWX) began in 1965 with funding from the Library Services and Construction Act (LSCA). Its objectives were to establish and operate a library communication system, encourage interlibrary cooperation, increase the use of interlibrary loan and reference service, and decrease the transaction time in interlibrary exchanges. If a local library was unable to fill a request, it called one of 13 TWX centers in large public libraries. The library first attempted to fill the request from its own collection, and if it could not, forwarded the request via teletype to the State Library. If the State Library could not fill the request, it was forwarded, again by teletype, to other libraries. Five state university libraries, 190 public libraries, and five special libraries were affiliated with the TWX network. Although the TWX network did increase participation in interlibrary loan, problems remained. A number of small public libraries and most school and special libraries still did not participate. Because of the hierarchical patterns of referral, the time to fill requests was still lengthy and the process labor intensive. Continued reliance on large libraries as suppliers and on LSCA funding was worrisome.
By the mid-70s, Indiana had developed multi-type library networks at both the state and regional level. Area Library Services Authorities (ALSAs) took over management of many of the TWX center operations and by the early 80s, had replaced the teletype technology with OCLC. By that time too, virtually every public, school, and academic library was a member of an ALSA, and request traffic tripled. Lending still relied on a relatively small number of large libraries whose records were now available through OCLC. A myriad of lending arrangements remained, with libraries borrowing through ALSAs, through other agreements, and through OCLC, and with LSCA funds supporting ALSAs as well as providing reimbursement to Major Urban Resource Libraries and State Resource Centers (university libraries). Conversion from print to MARC records continued in larger academic and public libraries, slowly but steadily increasing the number of potential lenders.
By the 1990s, technological developments and tightened funding forced rethinking of library resource sharing on several fronts, resulting in --merger of the nine ALSAs and INCOLSA in 1995 --initiation of statewide courier service in 1997, --transformation of federal library programs from LSCA into a new Library Services and Technology Act, --OCLC and large libraries experimenting with unmediated ILL, --proliferation of sources for full-text digital information, and --rapid deployment of Internet access, which made inexpensive data transfer widely available to libraries and individuals.
With expanded access and collaboration among libraries and other information providers, library patrons have raised their expectations. In 1997, they want "one-stop shopping"-full-text information delivered with a few keystrokes to their desks.
Appendix E: Overview of Resource Sharing Policies of Indiana Health Science Libraries
Indiana Health Science Libraries
The libraries in Indiana that specialize in the health sciences are affiliated with academic institutions, hospitals, medical specialties practices, or corporations. Each of these libraries serves the mission of a parent institution and the collections and policies reflect the individual missions. With an education mission, the academic health sciences libraries generally are open to the public for in-house use of the entire collection. Hospital and corporate health sciences libraries may or may not be open to the public; librarians at these institutions may be available for assistance less than forty hours per week. It is advisable to call for specific information about use by the public and hours of operation.
Whereas hospital and corporate libraries may or may not be OCLC members, most academic health sciences libraries have their journal and book holdings in OCLC and utilize this system for interlibrary loan. Hospital libraries with holdings in OCLC may be listed as non-suppliers but a call to the holding library may have a positive result if there is an urgent need. Most health sciences libraries will process interlibrary loan requests on an ALA form if they are legible and have a complete citation. Some academic and hospital libraries charge for interlibrary loan of books and photocopies of articles. It is wise to check policies if the requester is unwilling to pay.
Many hospital libraries use the National Library of Medicine's Docline system for requesting photocopies of journal articles. Health sciences libraries are eligible to use Docline when they become members of the National Network of Libraries of Medicine (NN/LM); the Greater Midwest Regional (GMR) office at the University of Illinois at Chicago serves the ten-state Midwest region of the NN/LM. Docline is an electronic system that requires member libraries to have their journal holdings current in the Serhold database and photocopy requests are automatically routed according to those libraries selected as lending partners and the holdings data of individual libraries. Participating libraries are required to check Docline on a regular basis to receive photocopy requests. Individual health professionals using any version of Grateful Med to search Docline may use the Loansome Doc (LD) feature that automatically routes an electronic request to a Docline library that is an LD supplier.
Although some health sciences libraries use OCLC for union lists, Docline users have little need for a union list. The result is that there is no single union list for the holdings of health sciences libraries in Indiana. The Central Indiana Health Science Library Consortium does have the holdings of member libraries in OCLC and has a print edition produced annually by OCLC. This union list has holdings of the Indiana University health sciences and Indianapolis hospital libraries and is for sale through the Consortium.
Indiana University School of Medicine Ruth Lilly Medical Library (RLML)
The mission of the Ruth Lilly Medical Library on the IUPUI campus is to support medical research, education, and patient care for Indiana University School of Medicine and the Indiana Statewide Medical Education System. RLML has a collection of 1800 current print journals and 200,000 books. RLML opens to the public at 7:30 a.m. weekdays, 8 a.m. Saturdays, and 12 noon on Sunday. Closing time is 12 midnight during the academic year and 9 p.m. in the summer. Exceptions occur during holiday periods. Reference assistance is available 8 a.m. to 5 p.m. weekdays only. Online search requests are received by the Reference Department and generally are processed within a week. The fees for those requests depend on the classification of the requester and the databases searched. Call (317) 274-7185 to determine costs before making a request.
RLML photocopying costs are $.05 per page. Journals, reference books, and History of Medicine books do not circulate and are not available for interlibrary loan. Circulated books are loaned directly to Indiana University students and faculty, health professionals in Indiana, and the interlibrary loan departments of libraries. The fee for the loan of a book is $10 and the loan period is 30 days. The fee for a journal photocopy is $10 per article and is limited to 50 pages of copy. RLML bills monthly for interlibrary loans, photocopies, and online searches. RLML uses both Docline and OCLC for requesting and receiving interlibrary loan requests and is a Loansome Doc supplier. RLML processes more than 25,000 interlibrary loan requests annually and batch processes the requests on a daily basis. Rush and fax requests are an exception to this procedure and there are extra charges for the special handling. Requests on ALA forms are received by mail or fax at (317) 274-2088.
RLML is designated as the Resource Library for Indiana by the Greater Midwest Region of the National Network of Libraries of Medicine (NN/LM) and refers requests for materials it does not own to other libraries in the NN/LM or to OCLC participants. If a request is to be referred, a request for referral must be indicted. There is a $10 referral fee. The supplying library may also charge a fee.
For a fee, RLML will enter holdings into Serhold, provide onsite counseling or training for hospital libraries, or process library materials using medical subject headings and NLM classification. Contact Peggy Richwine at (317) 274-2292 for information on training or Rick Ralston at (317) 274-1409 for information on processing.
August 1997
Appendix F: Purdue University Technical Information Service
The Technical Information Service (TIS) and the Purdue University Libraries offers information services to the business community on a cost-recovery basis. TIS offers two major services: (1) document delivery (article copies and book loans) from the Purdue University Libraries collection and from a worldwide network of suppliers; and (2) research services in virtually all subject areas using commercial databases and traditional reference sources.
Rush services are available at an additional fee.
Call TIS at 765-494-9876 for more information or for a cost quote on a specific project.
