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New Hampshire State Library
About Us - Publications - New Hampshire Interlibrary Loan Protocol Manual 1999 - Part II

INTERLIBRARY LOAN PROCEDURES

 

PART II
INTERLIBRARY LOAN PROCEDURES

I. GENERAL PROCEDURES

    1. The borrowing library with bibliographic locator tools (see Appendix A) should forward the request directly to a lending library.

    2. If a librarian is not able to locate an item needed by a patron, the librarian should contact the New Hampshire State Library for a location.

    3. When possible, the lending library shall provide the borrowing library with a reason why it is unable to fill a request (See Appendix B for list of response codes). Holds will not be placed automatically for ILL requests.

II. PHOTOCOPIES New Hampshire libraries participating in the New Hampshire Interlibrary Loan System will photocopy materials free of charge to other participating New Hampshire libraries. Libraries may place a copying limit of 30 pages per item. Refer to copyright guidelines when requesting photocopies (see Appendix C).

III. SELECTING A LENDING LIBRARY Certain protocols should be followed when selecting a lending library. Factors such as geographic proximity, document delivery networks, local ILL systems, as well as past performance of the lender, will influence this choice. Generally, Dartmouth College and the University of New Hampshire should be libraries of last resort. 1. The borrowing library should request the material from a library within the local area; e.g., a library within their consortium, cooperative or other formal or informal district. 2. The borrowing library should request the material from a like-type library. Thus, school libraries should make their first requests of other school libraries, public libraries from public libraries, etc. 3. Libraries should attempt to request material from smaller libraries whenever possible so as to better share the ILL load. 4. New Hampshire locations should be exhausted before requesting from out-of-state libraries.

IV. MODES OF TRANSMITTING ILL REQUESTS There are several methods for transmitting interlibrary loan requests. Electronic transmission is the preferred method. The goal of a borrowing library is to transmit a request by the fastest and most efficient means. The optimal response time for lending libraries to act on ILL requests is 2 working days. 1. Electronic mail procedures - For libraries with access to NHAIS, Galaxy ILL should be the primary method for transmitting and responding to ILL requests. 3. ALA approved interlibrary loan forms - Libraries without access to electronic mail may use these forms. A borrowing library will send the ILL form to a lending library via mail or van delivery (see Appendix G). 3. Telefacsimile (Fax) - This is an ILL option for some libraries (see Appendix G). 4. Telephone - This method should be used as a last resort, because of "rush" circumstances or a need to discuss the request with the lending library. However, telephone RENEWALS may be accepted. 5. As newer technologies such as the Internet come into wide use, libraries should continue to follow the ILL procedures outlined in this manual.

V. MODES OF TRANSMITTING ILL MATERIALS.

Libraries are encouraged to use the State Van Delivery System for the delivery of materials. Use of the Van System must be approved by designated staff members at the NH State Library. However, the method of sending (and returning) interlibrary loaned materials is up to the local library. The loaning library must notify the borrowing library in advance if there will be any charges. 1. Libraries using the Van Delivery System must comply with the rules for its use as adopted by the Commissioner of Cultural Resources or material will not be delivered. 2. Eligible libraries which are not van delivery stops are encouraged to use the service through the closest library on the van route. Such use must be approved through the State Library. 3. Use of electronic document delivery shall be at the discretion of the lending library; however, libraries are encouraged to use such methods when at all feasible.

 
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