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Indiana State Library

Library > Services for Libraries > Additional LDO Resources > Resources Sharing Resources Sharing

Resource Sharing Committee

Next Meeting: Monday, June 16, 2014

Documents

Introduction

The Indiana State Library Advisory Committee (ISLAC), in conjunction with the Indiana Library and Historical Board (ILHB), has adapted the American Library Association’s Interlibrary Loan Code for use by the libraries of the State of Indiana.

As outlined in the ALA Code, “Libraries have an obligation to obtain material to meet the informational needs of users when local resources do not meet those needs. Interlibrary loan (ILL), a mechanism for obtaining material, is essential to the vitality of all libraries.” This code establishes principles that facilitate the borrowing and lending of interlibrary loan items in the State of Indiana.

Indiana libraries abide by the copyright laws of the United States, the policy on Confidentiality of Library Records adopted by ALA and related Indiana statutes (see Supplemental materials at the end of this document).

1.0 Definition

1.1 Interlibrary loan is the process by which a library requests material from, or supplies material to, another library. Materials are specific, identified items in any format in library collections, including returnable items (e.g., books and audio/visual items) and non-returnable items (e.g., copies of articles and book chapters).

2.0 Purpose

2.1 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.

3.0 Scope

3.1 This code regulates the exchange of material between libraries in the State of Indiana.

3.2 Interlibrary loan transactions with libraries outside of Indiana are governed by the ALA’s Interlibrary Loan Code for the United States. (http://www.ala.org/ala/mgrps/divs/rusa/resources/guidelines/interlibrary.cfm)

3.3 Interlibrary loan transactions with libraries outside of the United States are governed by the International Federation of Library Associations and Institutions' International Lending: Principles and Guidelines for Procedure. (http://archive.ifla.org/VI/2/p3/ildd.htm)

4.0 Responsibilities of the Requesting Library (or intermediary)

4.1 Establish, promptly update, and make available an interlibrary borrowing policy.

4.2 Ensure the confidentiality of the user.

4.3 Describe completely and accurately the requested material following accepted bibliographic practice.

4.4 Identify libraries that own the requested material and check and adhere to the policies of potential supplying libraries.

4.5 When no libraries can be identified as owning the needed material, requests may be sent to libraries believed likely to own the material, accompanied by an indication that ownership is not confirmed.

4.6 Transmit interlibrary loan requests electronically whenever possible.

4.7 For copy requests, comply with the U.S. copyright law (Title 17, U.S. Code) and its accompanying guidelines. (http://www.cni.org/docs/infopols/CONTU.html)

4.8 Assume responsibility for borrowed material from the time it leaves the supplying library until it has been returned to and received by the supplying library. This includes all material shipped directly to and/or returned by the user. If damage or loss occurs, provide compensation or replacement, in accordance with the preference of the supplying library.

4.9 Assume full responsibility for user-initiated transactions.

4.10 Honor the due date and enforce any use restrictions specified by the supplying library. The due date is defined as the date the material is due to be checked-in at the supplying library.

4.11 Request a renewal before the item is due. If the supplying library does not respond, the requesting library may assume that a renewal has been granted extending the due date by the same length of time as the original loan.

4.12 All borrowed material is subject to recall. Respond immediately if the supplying library recalls an item.

4.13 Package material to prevent damage in shipping and comply with any special instructions stated by the supplying library.

4.14 Failure to comply with the provisions of this code may be reason for suspension of service by a supplying library.

4.15 Indiana libraries are 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 and number of items borrowed from other Indiana libraries and from out-of-state libraries.

5.0 Responsibilities of the Supplying Library (or intermediary)

5.1 Establish, promptly update, and make available an interlibrary lending policy.

5.2 Consider filling all requests for material regardless of format.

5.3 Ensure the confidentiality of the user.

5.4 Process requests in a timely manner that recognizes the needs of the requesting library and/or the requirements of the electronic network or transmission system being used. If unable to fill a request, respond promptly and state the reason the request cannot be filled.

5.5 When filling requests, send sufficient information with each item to identify the request.

5.6 Indicate the due date and any restrictions on the use of the material and any special return packaging or shipping requirements. The due date is defined as the date the material is due to be checked-in at the supplying library. The library will allow a sufficient amount of time for the loan.

5.7 Ship material in a timely and efficient manner to the location specified by the requesting library. Package loaned material to prevent loss or damage in shipping. Deliver copies electronically whenever possible.

5.8 Respond promptly to requests for renewals. If no response is sent, the requesting library may assume that a renewal has been granted extending the due date by the same length of time as the original loan.

5.9 Loaned material is subject to recall at any time.

5.10 Failure to comply with the provisions of this code may lead to suspension of service to the requesting library.

5.11 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). (http://www.in.gov/library/files/Proposed_Rule_08-945.pdf)

5.12  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.

Supplemental materials and links to Indiana resources

A.    ALA Interlibrary Loan Code for the United States (rev. 2008)

http://www.ala.org/ala/mgrps/divs/rusa/resources/guidelines/interlibrary.cfm

B.    Interlibrary Loan Code for the United States Explanatory Supplement

http://www.ala.org/ala/mgrps/divs/rusa/resources/guidelines/interlibraryloancode.cfm

C.    Template for individual library ILL policies

Interlibrary Loan Policy - Template

D.    Previous Indiana Resources Sharing Manual

http://www.in.gov/library/3288.htm

E.    Indiana Share

http://www.in.gov/library/ishare.htm

F.    InfoExpress

http://infoexpress.in.gov/

G.    Evergreen Indiana

http://www.in.gov/library/evergreen.htm

H.    Public Library Access Card (PLAC)

http://www.in.gov/library/plac.htm

I.      Academic Libraries of Indiana (ALI)

http://ali.bsu.edu/

J.     Reference Referral Service (Ask a Librarian)

http://www.in.gov/library/ask.htm

Manual revision committee members:

Tina Baich – Interlibrary Loan Librarian, IUPUI University Library

Jennifer Clifton – Interlibrary Loan Specialist, Indiana State Library

Amy Harshbarger – Technical Services Librarian, Rose-Hulman Institute of Technology

Catherine Lemmer – Coordinator, INSPIRE and Evergreen Indiana, Indiana State Library

Collette Mak – Manager, University of Notre Dame Hesburgh Library Resources Access and Delivery

Jacob Speer –  Library Development Office, Indiana State Library

Edra Waterman – Director, Plainfield-Guilford Township Public Library

LDO SS 4-28-2014