Interlibrary Loans

1
Interlibrary Loans

• 2 kinds internal external
• Only select libraries have ILL
• Restricted to department, faculty, proximity of
  library, borrow/lend
• Some libraries will only do internal and send
  external to Widener
• Usually free of charge
• Notified by email, phone, or mailing address
• Widener is the hub for external ILL

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Interlibrary Loans

• ILL available
• Cabot - external only, science undergrads
• Yenching
• Kummel - internal only
• MCZ library depart of CMB and OEB only
• Biological Laboratories Library
• Tozzer anthropology dept or Peabody
• Chemistry dept only
• Physics- dept only

• ILL not available
• Lamont
• Hilles
• Statistics Library
• Birkhoff Mathematics Library
• Psychology

request form online
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McKay ILLs (Casey Maniscalco)
cmanisca_at_deas

• Lending
• Lends all circulating matls to Harvard, MIT, and
  Yale libraries without charge
• Also circulates to other institutions (for a
  charge)

• Borrowing
• Obtain matls for people affiliated w/ DEAS
• No limit to of requests
• 10-20 requests/day

Forms not available online (must go to Mckay to
make request)
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McKay ILL Costs/Charges

• McKay Charges for Requests FROM Other
  Institutions
• Books - 20 /request
• Photocopy - 15 /req
• McKay Pays for Requests TO other Institutions
• Books 20
• Photocopies 15-20
• Additional charges
• Additional charges over page limit (5 for addtl
  10 pgs)
• Rush Items 5

5
McKay ILLs Transport

• Fax most popular method
• acnts. for 90 of articles received
• Snail Mail
• acnts. for 10 of articles received
• All books are received via mail
• ARIEL
• convenient digital transfer program
• Started up in McKay 3 wks ago (expected to grow)
• University Library Courier
• transports books b/w MIT and Harvard
• works Tu and Th
• Note MIT uses Webdocs (faster, more efficient)

6
McKay ILLs - Timescales

• Requests to Other Institutions
• Books 5 business days 2 wks
• Articles 3-5 business days
• Requests w/in Harvard
• Books 3-5 days
• Articles 3-5 days
• Most time is spent on processing in both ends
  (looking up call numbers, filling out forms, etc).

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Widener is ILL

• All ILL done online
• www.hcl.harvard.edu -gt Widener (only if
  affiliated with FAS
• Lending tree
• Group of libraries cooperating
• Library requesting book/article puts out request,
  gets a list of 4 potential lenders
• Each lender on list in order gets 3 days to fill
  request
• If lender doesnt come through, request goes to
  the next on list

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Widener ILL continued..

• Book requests
• Average time
• Inside US 2 weeks
• Outside US possible a long time, up to years
• From inside Harvard about the same (goes through
  about 5 people) well see..
• Article requests
• About the same, maybe less if filled by the first
  lender.
• Article scanned, sent electronically to Widener
• Widener prints out a hard copy and sends to you
  through university mail trying to move to
  electronic
• Arial machine - faster
• Some libraries have it - like fax machine only
  better quality

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Widener ILL continued..

• Cost
• Borrowing library pays lending library 20
• This gives libraries incentive to lend
• Within Harvard usually no cost
• Some rough statistics
• 100-200 requests filled per day (21,000/year)
• About 53 of requests are filled
• 40-60 items borrowed per day
• Lots of books requested never picked up
• Contact
• Amy E. Boucher (boucher_at_fas.harvard.edu)

10
Countway Internal ILL

• Journal articles
• Article scanned and sent in electronic form
• Library receiving article does not have to
  deliver it in electronic form
• 24-48 hrs from receipt of request at Countway to
  delivery of article
• Unsure how long it takes person making request to
  receive article
• Most requests from Widener
• Free of charge

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Countway Internal ILL

• Books
• Lends all circulating material for 6 wks
• 1 phone renewal, unless needed for course reserve
• Countway has book ready to ship out soon after
  receiving request
• Unsure of how long it takes person making request
  to receive book
• Books picked up from Countway once every 1-2
  weeks
• Easier to go to Countway and pick up the book
• Free of charge--lending and borrowing
• Electronic delivery of articles and book excerpts
• Countway Express rapidly delivers Countway
  materials
• Fax or paper
• Harvard affiliates only
• Cost-recovery fee basis

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Countway External ILL

• External Lending
• Insitution-to-institution basis only (no
  individuals)
• Lends circulating materials within the US and
  Canada
• 11/medical network request, 18 for all others
• Provides photocopies to both domestic and foreign
  institutions
• Sends material via DOCLINE, Online Computer
  Library System (OCLC), mail, fax
• External Borrowing
• Web-based way to request books, journal articles,
  other media forms
• Electronic delivery of articles and book excerpts
• Countway users only
• Costs
• Partial cost-recovery service basis
• Costs far exceed budget 300,000 for last fiscal
  year
• 10 or 18 per book or journal request, depending
  on status of person making request
• 10 free requests for HMS students

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Physics ILL

• Inter-library Loan (60-70/yr, 20 books/yr)
• Will retrieve from Astrophysics, Countway, MIT,
  Yale
• Will not retrieve from nearby libraries (i.e.
  McKay, Cabot)
• Process Time 1/2 1 hr (request out within a
  day)
• Turnaround Time
• Books from Countway 3-10 days
• Photocopies of Article at MIT or Yale 3 days
• Books from MIT 3 days
• Others state 2-4 weeks, but normally 3-10 days
• Online Book/Journal Request
• Cost 20/item if not from Harvard or MIT
• Will buy books as well

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Physics ILL Online Access
Physics ILL Online Access
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Mission Statements

• Countway- research, education, professional
  practice of medicine, biology, public health,
  dentistry
• Cabot undergrad science resource
• Hilles promote learning and exchange of ideas,
  not merely book storage
• Lamont undergrad humanities and social science
  resource
• Physics research and education activities of
  dept
• Chemistry primary literature published in
  journals
• MCZ support research and teaching activities

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Conclusions

• ILL policies vary, services are usually slow
• McKays process can be made more efficient
• Model Physics library
• Relevancy of ILL in terms of space reduction
• Mission statements
• Determined by space availability
• Will determine space allocation and HD use
• Leaning towards archival library with emphasis on
  journals

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Future Work

• 3 plans
• Cost of plans, building restriction, space
  reduced
• 3-D CAD design
• How can we reduce the space?
• What needs to go into the depository?
• What is the best way to send books to the
  depository?
• What are the costs involved and space saved?

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Cost benefit of sending book to HD

• Total budget 1,224,000
• Breakdown
• 872,572 new matls (books, journals
  e-resources), cant be changed
• 16,000 bindery costs, wont change
• 21,000 depository costs, will increase
• 6408 other operating fees, wont change much
• 308,000 SW, 5.75 FTEs, avg. salary53565,
  will decrease(?)
• Send ½ books to depository 41,500 volumes
• Storage cost 0.50/book ?20,750
• Retrieval costs 3.84/book ?15,936 (10 of
  books)
• Total cost 36,686
• Even if we decrease FTE by one, we will save
  money!

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Future Work

• Association of Research Library
• www.arl.org
• Spec kits national references for library
  tasks, cataloging, e-journals, etc.
• American Library Journal
• Architectural guidelines