Enhancing Resource Sharing in Libraries
FROM INTRALIBRARY
TO
INTERLIBRARY LOAN
Sharing Resources to Learn,
Serve and Grow
Ronald Figueroa
Interlibrary Loan Supervisor
IDS Project Conference
August 2
nd
, 2013
I
N
T
R
O
D
U
C
T
I
O
N
Resource sharing is a vital aspect of the
environment of libraries today. We all
depend on each other to fulfill patrons’
needs and provide better services. While
the relationship among libraries makes this
possible, we should not forget that
everything must begin in-house where
cooperation between units is essential.
G
O
A
L
S
G
O
A
L
S
•
Provide an overview of the Paging/ILL
service
•
Emphasize the importance of sharing
resources. In-house cooperation.
•
Suggest best practices for similar projects
•
Share information
O
V
E
R
V
I
E
W
U
n
i
v
e
r
s
i
t
y
o
f
M
i
a
m
i
L
i
b
r
a
r
i
e
s
The libraries of the University of Miami rank among the
top research libraries in North America with a combined
collection of over 3.2 million volumes, with 74,000
current electronic and print serials.
U
n
i
v
e
r
s
i
t
y
o
f
M
i
a
m
i
A private research university with more than 15,000
students
The libraries are located on the Coral Gables, Rosenstiel, and
Medical campuses. Richter and Affiliated Libraries include:
Architecture, Business, Marine, Music, and Richter. The Law
and Medical libraries are administered independently.
O
V
E
R
V
I
E
W
FIRST APPROACH
REQUEST/HOLD OPTION
2009
F
I
R
S
T
A
P
P
R
O
A
C
H
In 2009 the Access Services Department at the
Otto G. Richter Library decided to offer patrons
the Item Request Service called “Paging.”
•
Patrons request items through the catalog
•
Window of 24 to 48 hours to find the item
•
Circulation was the unit in charge of the project.
F
I
R
S
T
A
P
P
R
O
A
C
H
F
I
R
S
T
A
P
P
R
O
A
C
H
Paging Service
C
i
r
c
u
l
a
t
i
o
n
•
System: Millennium
•
A list of items printed twice a day (AM, PM)
•
Student Assistants and Staff would do paging
F
I
R
S
T
A
P
P
R
O
A
C
H
L
i
s
t
F
o
r
m
a
t
F
I
R
S
T
A
P
P
R
O
A
C
H
I
t
e
m
F
o
u
n
d
•
Item checked in to fulfill hold
•
Email sent to patron indicating Item was ready
•
Item placed at Circulation Hold Shelf
I
t
e
m
N
o
t
F
o
u
n
d
•
Hold was cancelled
•
Status changed to “Second Search”
•
Email sent to patron indicating Item was not found and
suggested to try Interlibrary Loan
•
Item became a “trace.”
F
I
R
S
T
A
P
P
R
O
A
C
H
Document Delivery
I
n
t
e
r
l
i
b
r
a
r
y
L
o
a
n
1.
Patrons request items to Interlibrary Loan through
the ILLiad webpage. Some of those items are held
by the library or it’s branches.
•
System: ILLiad
•
ILL borrowing staff check the catalog (Z39.50) and route
request to the Doc Del Module in ILLiad
•
ILLiad slips are printed once a day
•
ILL Student Assistants search the stacks
F
I
R
S
T
A
P
P
R
O
A
C
H
D
o
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I
R
S
T
A
P
P
R
O
A
C
H
I
t
e
m
F
o
u
n
d
•
Hold is added to patron record
•
Item checked in to fulfill hold
•
Email sent to patron indicating Item was ready
•
ILLiad updated to “Request Finished in Doc Del”
•
Item placed at Circulation Hold Shelf
I
t
e
m
N
o
t
F
o
u
n
d
•
Request is routed back to the Borrowing module
•
Status changed to “Second Search”
•
Circulation procedures
•
Request fulfilled through Interlibrary Loan. Patron gets item.
F
I
R
S
T
A
P
P
R
O
A
C
H
Paging Service
F
I
R
S
T
A
P
P
R
O
A
C
H
The Issue
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a
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o
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.
Circulation
Paging
Searching a List
ILL
Document Delivery
Lending Approach
N
E
W
P
L
A
N
J
U
N
E
2
0
1
2
N
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i
b
l
e
p
a
t
r
o
n
s
.
•
3 units will participate Circulation, ILL and Stacks
Maintenance
•
Systems Millennium and ILLiad
•
ILL will lead the project
N
E
W
P
L
A
N
R
E
A
C
T
I
O
N
•
“There’s no point to add ILL to this service?
•
“Patron should know what to do. Why us?”
•
“Paging is good as it is”
•
“It’s no going to work”
•
“It’s a good idea but there’s no need to add more work to us
here at ILL”
•
“Ron, you’re crazy”
N
E
W
P
L
A
N
P
L
A
N
•
2 searches per day. ILL (AM) Circulation (PM)
•
Slips or list of items printed from Millennium
•
All students assistants from all 3 units will be trained by ILL
•
ILL Supervisor and Head Lender would keep statistics in
Excel
•
2 supervisors from Access Services were trained as back up
•
Items not found on the first search would be searched for 3
more days.
•
On the fourth day “items not found” would be routed, by Head
Lender, to ILLiad.
•
To lower ILL cost request would be sent to reciprocal libraries.
N
E
W
P
L
A
N
I
t
e
m
F
o
u
n
d
•
Hold is added to patron record
•
Item checked in to fulfill hold
•
Email sent to patron indicating Item was ready
•
Item placed at Circulation Hold Shelf
I
t
e
m
N
o
t
F
o
u
n
d
•
Request added to Borrowing for those eligible. 75% of patrons
have already an account with ILL
•
Patron receives an email indicating the request has been routed
to ILL.
•
Status changed to “Second Search” in Millennium
.
N
E
W
P
L
A
N
F
I
R
S
T
I
S
S
U
E
S
•
Stacks Maintenance was given another
project and could not participate. Only
Circulation and ILL
•
Millennium templates are very difficult to
customize
•
AM and PM shifts were having different
results during searching
N
E
W
P
L
A
N
Millennium Templates
•
Very difficult to customize.
•
IReport
•
Lists vs. Slips
•
At first most participants preferred a list over
slips but they did not like the regular list.
S
O
L
U
T
I
O
N
•
A new list format created
N
E
W
P
L
A
N
O
l
d
F
o
r
m
a
t
N
E
W
P
L
A
N
N
e
w
F
o
r
m
a
t
N
E
W
P
L
A
N
AM and PM shifts with different results
Morning Shift: 94 %
ILL students trained to search for Lending
Evening Shift : 63% Circulation Staff
S
O
L
U
T
I
O
N
:
Lending Approach
•
Make sure everybody understands Call Numbers
•
Search shelf, sorting area, book trucks
•
Have an open mind and look for clues
Results
R
E
S
U
L
T
S
•
472 ILL
•
991 non-ILL eligible: Law, Medical, Alumni, External user
•
354 found through other means
•
Total from these numbers is 1817.
•
Difference between “Not Found” 2076 – 1817 = 259
•
259 “Hiccups” in Millennium
R
E
S
U
L
T
S
Results Comparison
P
a
g
i
n
g
(
o
l
d
A
p
p
r
o
a
c
h
)
:
P
a
g
i
n
g
/
I
L
L
(
N
e
w
A
p
p
r
o
a
c
h
)
:
R
E
S
U
L
T
S
•
Better cooperation between Circulation and ILL by sharing
resources
•
Staff and Student Assistants are trained better
•
Other units of Access Services have seen the improvement of
services and want to participate (teamwork)
•
Disorganized shelves are reported sooner to Stacks
Maintenance
•
Better patron satisfaction
•
The Access Services Department provides a better and more
meaningful service
•
We share resources and knowledge with a better approach..
R
E
S
U
L
T
S
R
E
A
C
T
I
O
N
•
“It’s very kind from you to go the extra mile to help with my research”
•
“I know I can submit a request and somehow you will get it for me”
•
“This service is very reliable ”
P
a
t
r
o
n
s
S
t
a
f
f
•
“The educational value of the project is priceless ”
•
“We have better ways to search”
•
“It worked! ”
Enhancements
E
N
H
A
N
C
E
M
E
N
T
S
•
Make ILLiad talk to Millennium to
import requests
•
Customization of Millennium
templates
Best Practices
B
E
S
T
P
R
A
C
T
I
C
E
S
•
It is hard and difficult to approach change. Most likely the first
suggestions or ideas will not fly.
Don’t give up, find a way.
•
Plan ahead and be realistic.
•
Make sure all people involved are trained the same way.
•
Be Prepared! There is always something that may not go according
to plan
•
Have an open mind.
•
Know your area, tools, technology, foes
•
Back up your data (hard and electronic)
•
Have more than one plan
•
Be ready to improvise
•
The key is to share resources
•
There is still a lot to do and learn
CONCLUSION
C
O
N
C
L
U
S
I
O
N
Libraries provide services everyday to
fulfill patrons’ needs. If we start
sharing resources among our units we
guarantee more successful services.
Contact Information
Ronald Figueroa
Interlibrary Loan Supervisor
Otto G. Richter Library
University of Miami
rxfigueroa@miami.edu
Resource sharing plays a crucial role in the library environment, fostering collaboration and enabling better service provision to patrons. This presentation delves into the significance of sharing resources, in-house cooperation, and best practices. It also highlights the University of Miami Libraries' vast collection and the implementation of the Paging/ILL service at the Otto G. Richter Library in 2009.
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Presentation Transcript
FROM INTRALIBRARY TO INTERLIBRARY LOAN Sharing Resources to Learn, Serve and Grow Ronald Figueroa Interlibrary Loan Supervisor IDS Project Conference August 2nd , 2013
INTRODUCTION Resource sharing is a vital aspect of the environment of libraries today. We all depend on each other to fulfill patrons needs and provide better services. While the relationship among libraries makes this possible, we should not forget that everything must begin in-house where cooperation between units is essential.
GOALS GOALS Provide an overview of the Paging/ILL service Emphasize the importance of sharing resources. In-house cooperation. Suggest best practices for similar projects Share information
OVERVIEW University of Miami A private research university with more than 15,000 students University of Miami Libraries The libraries of the University of Miami rank among the top research libraries in North America with a combined collection of over 3.2 million volumes, with 74,000 current electronic and print serials. The libraries are located on the Coral Gables, Rosenstiel, and Medical campuses. Richter and Affiliated Libraries include: Architecture, Business, Marine, Music, and Richter. The Law and Medical libraries are administered independently.
FIRST APPROACH REQUEST/HOLD OPTION 2009
FIRST APPROACH In 2009 the Access Services Department at the Otto G. Richter Library decided to offer patrons the Item Request Service called Paging. Patrons request items through the catalog Window of 24 to 48 hours to find the item Circulation was the unit in charge of the project.
FIRST APPROACH Paging Service Circulation System: Millennium A list of items printed twice a day (AM, PM) Student Assistants and Staff would do paging
FIRST APPROACH List Format
FIRST APPROACH Item Found Item checked in to fulfill hold Email sent to patron indicating Item was ready Item placed at Circulation Hold Shelf Item Not Found Hold was cancelled Status changed to Second Search Email sent to patron indicating Item was not found and suggested to try Interlibrary Loan Item became a trace.
FIRST APPROACH Document Delivery Interlibrary Loan 1. Patrons request items to Interlibrary Loan through the ILLiad webpage. Some of those items are held by the library or it s branches. System: ILLiad ILL borrowing staff check the catalog (Z39.50) and route request to the Doc Del Module in ILLiad ILLiad slips are printed once a day ILL Student Assistants search the stacks
FIRST APPROACH Document Delivery Slip
FIRST APPROACH Item Found Hold is added to patron record Item checked in to fulfill hold Email sent to patron indicating Item was ready ILLiad updated to Request Finished in Doc Del Item placed at Circulation Hold Shelf Item Not Found Request is routed back to the Borrowing module Status changed to Second Search Circulation procedures Request fulfilled through Interlibrary Loan. Patron gets item.
FIRST APPROACH Paging Service YR Total Paged Found Missing % 2011 10360 8113 2247 78
FIRST APPROACH The Issue Two units within the same department doing basically the same procedure with different approaches and different results for the patron. Circulation ILL Paging Document Delivery Searching a List Lending Approach
NEW PLAN JUNE 2012
NEW PLAN PROPOSAL Patrons should submit the request only once. It is us working at the Library the ones in charge to route the request between units and get the item. Requests not found through the Paging Service will be routed to Interlibrary Loan for eligible patrons. 3 units will participate Circulation, ILL and Stacks Maintenance Systems Millennium and ILLiad ILL will lead the project
NEW PLAN REACTION There s no point to add ILL to this service? Patron should know what to do. Why us? Paging is good as it is It s no going to work It s a good idea but there s no need to add more work to us here at ILL Ron, you re crazy
NEW PLAN PLAN 2 searches per day. ILL (AM) Circulation (PM) Slips or list of items printed from Millennium All students assistants from all 3 units will be trained by ILL ILL Supervisor and Head Lender would keep statistics in Excel 2 supervisors from Access Services were trained as back up Items not found on the first search would be searched for 3 more days. On the fourth day items not found would be routed, by Head Lender, to ILLiad. To lower ILL cost request would be sent to reciprocal libraries.
NEW PLAN Item Found Hold is added to patron record Item checked in to fulfill hold Email sent to patron indicating Item was ready Item placed at Circulation Hold Shelf Item Not Found Request added to Borrowing for those eligible. 75% of patrons have already an account with ILL Patron receives an email indicating the request has been routed to ILL. Status changed to Second Search in Millennium .
NEW PLAN FIRST ISSUES Stacks Maintenance was given another project and could not participate. Only Circulation and ILL Millennium templates are very difficult to customize AM and PM shifts were having different results during searching
NEW PLAN Millennium Templates Very difficult to customize. IReport Lists vs. Slips At first most participants preferred a list over slips but they did not like the regular list. SOLUTION A new list format created
NEW PLAN Old Format
NEW PLAN New Format
NEW PLAN AM and PM shifts with different results Morning Shift: 94 % ILL students trained to search for Lending Evening Shift : 63% Circulation Staff SOLUTION: Lending Approach Make sure everybody understands Call Numbers Search shelf, sorting area, book trucks Have an open mind and look for clues
RESULTS Total Paged Not Found FY Found ILL % 2013 14815 12739 2076 472 86 472 ILL 991 non-ILL eligible: Law, Medical, Alumni, External user 354 found through other means Total from these numbers is 1817. Difference between Not Found 2076 1817 = 259 259 Hiccups in Millennium
RESULTS Results Comparison Paging (old Approach): YR Total Paged Found Missing % 2011 10360 8113 2247 78 Paging/ILL (New Approach): FY Total Paged Found Not Found ILL % 2013 14815 12739 2076 472 86
RESULTS Better cooperation between Circulation and ILL by sharing resources Staff and Student Assistants are trained better Other units of Access Services have seen the improvement of services and want to participate (teamwork) Disorganized shelves are reported sooner to Stacks Maintenance Better patron satisfaction The Access Services Department provides a better and more meaningful service We share resources and knowledge with a better approach..
RESULTS REACTION Patrons It s very kind from you to go the extra mile to help with my research I know I can submit a request and somehow you will get it for me This service is very reliable Staff The educational value of the project is priceless We have better ways to search It worked!
ENHANCEMENTS Make ILLiad talk to Millennium to import requests Customization of Millennium templates
BEST PRACTICES It is hard and difficult to approach change. Most likely the first suggestions or ideas will not fly. Don t give up, find a way. Plan ahead and be realistic. Make sure all people involved are trained the same way. Be Prepared! There is always something that may not go according to plan Have an open mind. Know your area, tools, technology, foes Back up your data (hard and electronic) Have more than one plan Be ready to improvise The key is to share resources There is still a lot to do and learn
CONCLUSION Libraries provide services everyday to fulfill patrons needs. If we start sharing resources among our units we guarantee more successful services.
Contact Information Ronald Figueroa Interlibrary Loan Supervisor Otto G. Richter Library University of Miami rxfigueroa@miami.edu
