When Worlds Collide: Interlibrary Loan and Special Collections
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The document discusses the intersection of interlibrary loan (ILL) services and special collections, emphasizing the need for collaboration and trust between institutions. It highlights various initiatives, guidelines, and challenges faced in lending special materials, such as concerns over condition and value, while providing case studies and survey results. Additionally, it explores the evolving landscape of special collections access and the importance of digitization and communication in facilitating material sharing.
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When Worlds Collide: Interlibrary Loan and Special Collections
- 1. When Worlds Collide: Interlibrary Loan and Special Collections * ACRL National 2011
- 2. [placeholder for “When Worlds Collide” trailer] watch it at: http://www.youtube.com/watch?v=VXeT-yHNcFI
- 3. When Worlds Collide: Interlibrary Loan and Special CollectionsCase Studies, Reflections and Discussion with moderator Christian Dupont Atlas Systems ACRL 2011 National Conference Philadelphia – April 1, 2011
- 4. 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)
- 5. 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
- 6. Barbara Coopey & Sandy Stelts from Penn State University
- 7. SHARES Special Collections Workflow Group and Penn State’s Efforts to Share Barbara Coopey Sandy Stelts Penn State University Libraries ACRL 2011
- 8. 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
- 9. 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
- 10. SHARES Efforts 2009 - 2010 Steering 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
- 11. 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
- 12. What we Know Special 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
- 13. 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?
- 14. 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
- 15. Does your institution have written policies or guidelines to direct your external sharing? Yes 36.8% No 63.2%
- 16. 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%
- 17. 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
- 18. 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
- 19. 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
- 20. Nonreturnable Surrogates 48% institutions make nonreturnable surrogates of special collections material available Reasons 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
- 21. Which department receives the request? Special Collections 9.5% Interlibrary Loan 57% Both 33%
- 22. 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
- 23. 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
- 24. 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
- 26. 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#
- 27. “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
- 28. 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 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, Comments from users
- 29. Trust between ILL and Special Collections Carolyn and Lee discussing what is being supplied
- 30. 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
- 31. Workflow
- 32. Transport tub between Special Collections and ILL Process instructions attached to tub
- 33. “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)
- 34. 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”
- 36. Special Collections Reference Desk at Penn State
- 38. 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 Library 104 Paterno Monday 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
- 39. Photocopy room located in the Special Collections Reference Room.
- 40. Special Collections Reading Room at Penn State
- 41. References SHARES Program http://www.oclc.org/research/activities/shares/default.htm Sharing Special Collections http://www.oclc.org/research/activities/sharing/default.htm “Sharing the Wealth” 2002 RLG Members Forum http://worldcat.org/arcviewer/1/OCC/2007/09/28/0000073852/viewer/file489.html “Taking Our Pulse”: The OCLC Research Survey of Special Collections www.oclc.org/research/publications/library/2010/2010-11.pdf “Treasures on Trucks and Others Taboos” webinar recording http://www.oclc.org/research/activities/sharing/default.htm “Special Delivery: New Mode of Access to Special Collections” recording http://www.oclc.org/research/events/2010-06-09a.htm#sc ACRL/RBMS Guidelines for Borrowing and Lending Special Collections Materials Task Force http://rbms.info/committees/task_force/borrowing/
- 42. with Kristine Shrauger &Lee Dotson University of Central Florida Elizabeth KonzakStanford University
- 43. Worlds of Possibilities at the University of Central Florida Libraries Developing Points of Fill Rates and Access
- 44. … 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
- 45. 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.).
- 46. 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
- 47. 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
- 48. 3-year Study of ILL-SC/UA Requests 2004-2007 Items Filled Unfilled Articles 49 33 16 Loans 254 71 183 Total 303 104 199
- 49. Geographic Interest 2004-2007 Florida 136 Consortium (outside of Florida) 80 Non-Consortium 76 International 11
- 50. Institutional Type 2004-2007 Filled Unfilled Post-1935 Pre-1935 Academic 83 113 149 47 Govt 1 3 3 1 Public 12 77 63 26 Special 8 6 13 1 104 199 228 75
- 51. Holdings via OCLC 2004-2007 Less than 25 holdings 139 Between 26-50 65 Between 51-100 38 Between 101-125 49 Over 126 holdings 49
- 52. Types of Requests submitted 2004-2007
- 53. Reasons for Cancellations 2004-2007 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%
- 54. ILL Concerns from Statistics in 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
- 55. 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
- 56. 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)
- 58. Hoover Institution Library & Archives
- 59. Hoover Institution Library & Archives • Standard ILL procedures for circulating collections • http://hoohila.stanford.edu/firingline
Editor's Notes
- #47: Collectable (Horror/Fantasy collection)Book Arts (high campus use collection; generally to fragile/too many pieces)Manuscripts or records collectionshow many copies available in US other copies in circulating collectionssearch to see if replacement available (worst case scenario)item/ability to withstand transportation(mold!)