When Worlds Collide: Interlibrary Loan and Special Collections * ACRL National 2011

[placeholder for “When Worlds Collide” trailer]

watch it at:http://www.youtube.com/watch?v=VXeT-yHNcFI

When Worlds Collide:

Interlibrary Loan and Special

CollectionsCase Studies,

Reflections and Discussion

with moderatorChristian Dupont

Atlas Systems

ACRL 2011 National Conference

Philadelphia – April 1, 2011

1951 When Worlds Collides wins Oscar for best special effects

1961 Wisconsin Area Research Centers network begins intercampus lending of archival materials

1988 Rare Books & Manuscripts Librarianship issue on ILL and special collections

1994 ACRL/RBMS Guidelines for the Interlibrary Loan of Rare and Unique Materials (original)

2004 ACRL/RBMS Guidelines for the Interlibrary Loan of Rare and Unique Materials (first revision)

2005 ACRL/RBMS Guidelines for Borrowing and Lending Special Collections Materials for Exhibition (original)

2009 ACRL/RBMS forms task force to revise Guidelines for the Loan of Rare and Unique Materials and combine them with Guidelines for Borrowing and Lending Special Collections Materials for Exhibition

2011 Draft guidelines published for comment:

http://rbms.info

April issue of C&RL News

Barbara Coopey

& Sandy Steltsfrom

Penn State University

PART I

SHARES Special Collections Workflow Group and Penn State’s Efforts to Share

Barbara Coopey

Sandy Stelts

Penn State University Libraries

ACRL 2011

SHARES Vision Statement: The success of SHARES is rooted in collaboration among its participants and in the richness of their shared collections

SHARES benefits include access to restricted, non-circulating, and special collections materials that partners would not normally lend

This includes reciprocal on-site access

In reality libraries hesitate to supply special material, but SHARES libraries make an effort to do so for partner libraries

SHARES Efforts 2002 - 2003

Sharing the Wealth Program with special collections curators and ILL practitioners Discussed pros/cons of lending special material

Sharing Special Collections Working Group

Survey on the lending of special materials

Not one library had a written policy

Few libraries had written procedures, forms, book straps

Issues about lending: condition of material, value of material, reputation of the borrowing institution

SHARES Efforts 2009 - 2010Steering group on maximizing visibility of and access to

archives and special collections materials

Providing input to the RBMS Task Force on the ACRL/RBMS guidelines

Sharing Expertise group - interest in workflow process of supplying special collections material

Treasures on Trucks and other Taboos: Rethinking the Sharing of Special Collections program

Special Delivery: New Mode of Access to Special Collections

Creation of Sharing Special Collections Advisory Group

Sharing Special Collections Advisory Group

Jennifer Block, Princeton

Scott Britton, U of Miami

Eleanor Brown, Cornell

Laura Carroll, Emory

Barbara Coopey, Penn State

Margaret Ellingson, Emory

Cristine Favretto, U of Miami

Paul Constantine, U of Washington

Suzan Hallgren, U of Minnesota

Aimee Lind, Getty

Dennis Massie, OCLC

Elizabeth Nielson, Oregon State

Sandra Stelts, Penn State

Shannon Supple, UC Berkeley Law

Jen Schaffner, OCLC

Focus:

Streamlining the handling of external requests for special

collections materials

How we can establish trust between two institutions sufficient for

the physical loan of special collections

What we KnowSpecial collections

materials are becoming more discoverable

Access expectations are rising

Collections are for use – how we can share

Cost factor in sharing

Some won’t share, some can’t share, sometimes the only solution is on-site access

Established Interlibrary loan networks have streamlined delivery processes, fee structures, trust

Need to increase trust - between interlibrary loan and special collections in the same institution and between institutions

Questions

Does the user know it is in special collections?

How does the lending institution staff determine that the requestor actually needs special material?

Should request go to Special Collections directly – or through ILL?

How do we build and establish trust?

What can be loaned –under what conditions?

What can be scanned for a physical copy or electronic delivery?

What can be digitized and added to the collection for others to use?

Survey Spring 2010 Sent to several listservs

88 replies

46% SHARES

Universities

Colleges

Historical societies

National libraries

Museums

Archives

Public libraries

ILL / Doc Delivery

Access Services

Reference

Library Directors

Archivists

Curators

Policy and Process Questions

Does your institution have written policies or guidelines to direct your external sharing?

Yes 36.8%No 63.2%

Does your institution lend returnable items from Special Collections to other libraries?

Yes 10.3%

Yes, but only under certain conditions 57.4% No 32.4%

Yes, but only under certain conditions (57.4%)ILL staff "conditionalize" responses to which the borrowing

institution must agree, including restricting use of our materials to a supervised reading room (noncirc)

Must be a service copy of microfilm from Special Collections

Special negotiations between borrower and curator

Each request is considered on a case-by-case basis

Will only loan items to SHARES libraries

If they are in good shape

For exhibition purposes only

Will only lend microfilm where we also have the negative

All special collections must be shipped via traceable courier and use within library

Only published items. Conditions include physical condition and scarcity of the item and any special circumstances such as the need to compare editions

YES: What are the issues involved in lending special material?

Condition of item

Rarity of item

Value of item

Identity of requester

Location of requester

Age of item

Why Institutions Don’t Lend

Too risky

Items needed on site

Too expensive

Lack staff resources

Not part of our mission

Because we never have

Other:

Valuable

Irreplaceable

Subject to

damage through

shipping

Non-circulating

Don’t want to

lose them

Nonreturnable Surrogates

48% institutions make nonreturnable surrogates of special collections material availableReasons why not:• Risk of damage to material• Lack of staff/equipment• Reduces value

36% do so only under certain conditions:• In public domain, no rights problems• Condition of material• Amount of copying required• Item is high in-demand

81% of those who do supply, scan and send the copy as a file

Which department receives the request?

Special Collections 9.5%

Interlibrary Loan 57%

Both 33%

Primary Modes of Communication Between ILL and Special Collections

Email

Face-to-face

ILLiad

Telephone

Paper forms

Other

Other:

A combination of

email, face-to-face,

and phone

Who makes scans or photocopies of special collections material when filling ILL requests?

Special Collections 45%

Other 29%

Interlibrary Loan 26%

Other:

Combination of ILL

and special

collections staff

Comments

Handling requests are time consuming

If we had staff, we could share more of our collection

Material is off-site many times

The stress should be on access, not lending of physical items … digitization on demand is working for us … I hope the trend continues

Requesting libraries should adhere to special use and handling conditions

Penn State’s Efforts

Communication

ILL conditional reply: “Special Collections Material. If you cannot locate this material elsewhere, please try us again” (Cornell)

Helps us to focus on those requests that are unique to our collection

Sandy and/or Lee,

Request Type: Loan Request Where Penn State Is The Only Location On The Request

Loan Title: The Jesuit /

Loan Author: Smith, J. F. (John Frederick), 1806-1890.

Call Number: PR5453.S83J47 1832

Location: RBR Allison-Shelley

ILL Lender String: (symbols)

Request is from: (library)

Phone:

Library Email:

Unable to fill the request: Please respond to this email.

Able to fill the request: Please respond to this email when the item is in the tub and ready for pick-up.

If the item is being loaned please include loan period and use restrictions.

Thanks, Interlibrary Loan TN#

“This is very thin - almost like a

pamphlet so I will make a copy and put

in the bin.”

“This has been

photocopied and has

been placed in the bin.”

“This book is available at more

than 30 other U.S. libraries. Most

allow it as a regular loan. In the Big

Ten Michigan State and Ohio State

have this title as a regular loan. So,

I’m going to say no.”

“I will put this book in

the tub so you can scan

the pages the patron

wants on the INDUS.

There are 19 pages.

Please be careful of the

loose cover on the

spine.”

“I think our copy of this is too fragile to send out. There is another copy at the

New York Public, but it is non-circulating as well. I think you could safely make a

preservation scan on the Indus for Rare Books, and then we could lend the copy.

There is a set of loose pages near the middle of the book. I'll put it in the tub and

you can look at it and decide if you feel comfortable with scanning it.” -Lee

“I'm going to write to

the patron and ask

him if we can look in

the vols.

for the information he

wants. I'll also tell him

we only have three of

the four vols.” -Lee

Communication: Email Replies

You have requested The Blakes and Flanagans:

a Tale, Illustrative of Irish Life in the

United States by Mrs. J. Sadlier from Penn

State University. This book is in the Rare

Books & Manuscripts section at Penn State.

We would be willing to lend it but want you

to be aware that it can only be used in your

Rare Books and Manuscripts room during the

hours they are open.  You would not be able

to do any copying from it. We would be lend

it for three weeks. With this in mind would

you still like us to send it? -Lee

I need to read the entire book. I can try to

find in Italy during my next trip.

Thank you for your attention,

C. F.

Oh, my goodness!  You are just too good! 

If you wouldn’t mind sending the copies directly to me, I’ll make certain our

patron receives them.

Thank you so much for your help – not to mention the fast service.

Thank you for your

kind note. Under the

circum-stances, I

think I will hold

off on asking you to

send the volume, and

wait for a later

date (at which I

shall order it

again).  

Therefore, please

cancel this request.

And again, thank

you.

John/Prof. of

English and

Classics

Comments

from users

Trust between ILL and Special Collections

Carolyn and Lee discussing what is being supplied

Workflow

Lee preparing a book for ILL

Special tub used for transporting special collections material to and from ILL for shipping

Process instructions on tub lid

Workflow

Transport tub between Special Collections and ILL

Process instructions attached to tub

“This can be copied on the INDUS.

Please send the copy as a loan only.

There are only four copies in the U.S.,

so we can use the INDUS copy for any

future requests. The pamphlet is in the

tub.” - Lee

Using an overhead scanner to protect material(Yelena in ILL)

Processing Special Collections Loans (Lending):

• Place green band on volume with ”Rare Books Room Use Only” stamped on the band

• No jiffy bags: place in box with bubble wrap• Insure for $1,000 unless indicated otherwise• Place in tray in Room 504 with “Yes/No” sign turned to

“Yes” so Receiving Room staff know to pick up• 30-day loan period unless indicated otherwise• No renewals• No photocopying• “In Library Use Only”

Special Collections ILL Flowchart

Special Collections Reference Desk at Penn State

Trust between libraries

Security:

Sandy unlocking the hold room

Email sent to patron:Restrictions: Special Collections Library Use Only

The item above has been received in the Interlibrary Loan office and has been sent directly to the Special Collections Library for your use.

Special Collections Library104 PaternoMonday to Thursday, 8 a.m. to 6:30 p.m. Friday, 8 a.m. to 5 p.m.

Shelf for ILL books from other institutions

Photocopy room located in the Special

Collections Reference Room.

Special Collections Reading Room at Penn State

ReferencesSHARES Programhttp://www.oclc.org/research/activities/shares/default.htm

Sharing Special Collectionshttp://www.oclc.org/research/activities/sharing/default.htm

“Sharing the Wealth” 2002 RLG Members Forumhttp://worldcat.org/arcviewer/1/OCC/2007/09/28/0000073852/viewer/file489.html

“Taking Our Pulse”: The OCLC Research Survey of Special Collectionswww.oclc.org/research/publications/library/2010/2010-11.pdf

“Treasures on Trucks and Others Taboos” webinar recordinghttp://www.oclc.org/research/activities/sharing/default.htm

“Special Delivery: New Mode of Access to Special Collections” recordinghttp://www.oclc.org/research/events/2010-06-09a.htm#sc

ACRL/RBMS Guidelines for Borrowing and Lending Special Collections Materials Task Forcehttp://rbms.info/committees/task_force/borrowing/

with

PART II

Kristine Shrauger &Lee DotsonUniversity of Central Florida

Elizabeth KonzakStanford University

Worlds of Possibilitiesat the

University of Central Florida Libraries

Developing Points ofFill Rates and Access

… In the year 2004 …

ILL/DDS

• New Department Head

• Increase Fill rate for Lending

• Implemented ILLiad

SC/UA

• New University Archivist

• New Goals for Department

• Providing Access

2004 ACRL/RBMS Guidelines

2004: Established SC/UA Local Guidelines

• Only libraries with supervised reading rooms were eligible to borrow.

• If library was within 50 miles, patron must visit UCF

• Certain collections ineligible for borrowing

• Shipping via UPS/FedEx.

• Designed colorful book bands with instructions on how to handle materials (i.e., use under supervision only, no photocopying, wear with gloves, etc.).

2004 - SC/UA Review

• Email received from ILL

• Item pulled and reviewed for lending

• Evaluation of item condition and fragility

• Ability of item to withstand transportation

• OCLC and Antiquarian bookseller searches to assess rarity

Initial Policies / Procedures – ILL/DDS

• Email Special Collections within ILLiad

• No copyright restrictions = digitize– Hand deliver from SC/UA to Digital Services

Department

• Copyright restrictions = FedEx/UPS

• Block libraries from future ILL-SC/UA requests

3-year Study of ILL-SC/UA Requests2004-2007

Items Filled Unfilled

Articles 49 33 16

Loans 254 71 183

Total 303 104 199

Geographic Interest 2004-2007

Florida 136Consortium (outside of Florida) 80Non-Consortium 76International 11

Institutional Type2004-2007

Filled Unfilled Post-1935 Pre-1935Academic 83 113 149 47

Govt 1 3 3 1Public 12 77 63 26Special 8 6 13 1

104 199 228 75

Holdings via OCLC2004-2007

Less than 25 holdings 139Between 26-50 65Between 51-100 38Between 101-125 49Over 126 holdings 49

Types of Requests submitted 2004-2007

Reasons for Cancellations2004-2007

No Reading Room 57 19%Material too Fragile 32 11%Within 50 Miles 25 8%Book Art Collection 19 6%Closed for Renovations 17 6%

ILL Concerns from Statisticsin 2007

The FILL rate was increasing, but….

• We were not providing equal access to all

• The FILL rate could increase further if…

• Some libraries were not following UPS/FedEx directions / or did not have UPS/FedEx ability

Moving to Digital Access in 2006-2008

• ILL Statistics showed some demand

• ILL Statistics showed SC/UA what patrons were needing

• Statewide initiative

• Worked with New SC department head to expand digitization project

Timing, Trust, and TIFFs• Reaching in – ILL, Special Collections, and

Digital Services

• Reaching out – Florida Atlantic University (2007)

• Copyright and scanning (2008-)

• Website planning & development (2008-2009)

• PRISM digital collection goes live (Fall 2009)

… Collaboration …

Hoover Institution Library & Archives

Hoover Institution Library & Archives

• Standard ILL procedures for circulating collections

• http://hoohila.stanford.edu/firingline

Now it’s your

turn!

PART III

WHEN

ILL &

WORK TOGETHER !!