You are here

Guide to best practice for Interlibrary Resource Sharing in Australia

1. Introduction

1.1 Libraries should be aware of the impact of their practices, as a requestor and supplier, on other libraries. An efficient and effective resource sharing system is dependent on the practices of libraries. Libraries should design their workflows in a manner that is the most efficient for their own library, but without adversely impacting on other libraries.

1.2 This Guide to Best Practice to Interlibrary Resource Sharing in Australia provides guidance on what libraries should do to facilitate an efficient and effective resource sharing system. The guide includes recommendations for best practice for requesting and supplying activities.

2. Requesting library

2.1 Processing Requests

2.1.1 The time taken by the requesting library to process requests is a major factor in the total supply time (the time from when the patron submits a request until the patron receives the item). By reviewing processes to minimise delays in their part of the request process, requesting libraries can improve services dramatically.

2.2 Holdings on National Bibliographic Database (NBD)

2.2.1 Use of the National Bibliographic Database (NBD) should be reciprocal. Libraries who use the NBD to identify holdings for their own requests should make a commitment to making their own holdings available and keeping them up to date.

2.3 Choosing suppliers and sending requests

2.3.1 Unless libraries indicate in the Interlibrary Resource Sharing Directory (ILRS) that they are willing to act as ‘libraries of first resort’, requesting libraries should avoid sending requests to a few libraries only. ‘Libraries of first resort’ are those libraries willing to make their collections available and receive requests for material they hold without artificial restrictions or rationing.

2.3.2 Requests should, if possible, be transmitted via the supplying library’s preferred method. This will assist the supplying library to provide an efficient and cost effective service.

2.4 Format of requests

2.4.1 Requesting libraries should verify holdings before sending requests to another library.

2.4.2 If an item cannot be verified, the statement "cannot verify" should be included, along with information about the original source of the citation.

2.4.3 Requests should include sufficient information to identify the item and, if possible, use standard bibliographic format.

2.4.4 Where applicable, the request should indicate the date after which the material is no longer required. This date should allow a reasonable time to fill the request, using the service level selected.

2.4.5 The requesting library should ensure that contact details and address information included on requests are in a useable format.

2.4.6 Some libraries have systems that permit their users to initiate requests and send them direct to supplying libraries. The requesting library should take full responsibility for these requests.

2.4.7 Information on the identity of library patrons should be kept confidential.

2.5 Copying

2.5.1 The Australian Interlibrary Resource Sharing (ILRS) Code sets a page limit of 30 pages (black and white) before additional copying costs are incurred. If the requesting library is aware that the document they are requesting is longer than this they should indicate on their request that they are prepared to pay the additional charges. This will avoid the necessity of the supplying library providing a quotation. This Guide to Best Practice to Interlibrary Resource Sharing in Australia advises supplying libraries that where the additional charge is $6.60 or less, they do not need to confirm that the additional charges are acceptable. The requesting library should be prepared to accept the additional charges unless they indicate otherwise on their request.

2.5.2 Requests for copying long or complex documents (e.g. colour copies and fragile material), or from special collections (e.g. manuscripts), should be by arrangement between the requesting and supplying libraries. Supplying libraries may charge more than the recommended charge where special copying is undertaken. The supplying library can decide how much it is prepared to copy.

2.6 Delivery

2.6.1 Libraries which require material to be delivered by courier should contact the supplying library. Courier delivery should be by arrangement between the supplying and requesting library.

2.6.2 Libraries which wish to collect material should make prior arrangements with the supplying library.

2.7 Copyright

2.7.1 It is the requesting library’s responsibility to ensure that the provisions of the Copyright Act 1968 are adhered to. To indicate compliance, for the benefit of the supplying library, the requesting library should include an appropriate statement on the request.

2.8 Conditions of use

2.8.1 The requesting library should observe any provisions on the use of the materials lent and enforce all use restrictions specified by the supplying library.

2.9 Return of material

2.9.1 Material should be packaged in a manner that will prevent damage during transit. Any special instructions on return packaging or shipping requirements specified by the supplying library should be followed.

2.9.2 Unless otherwise agreed, the delivery costs for the return of material are the responsibility of the requesting library.

2.10 Lost or damaged material

2.10.1 The requesting library is responsible for the safety of borrowed material. Where material is lost or damaged, all charges imposed by the supplying library should be paid promptly.

2.11 Renewals, recalls and overdues

2.11.1 Requests for renewals should be made before an item is due. Where possible, the request should be made sufficiently early so that, where a renewal is declined, the material may be returned by the due date.

2.11.2 Follow up action for overdue books is time consuming and costly to the supplying library. Material should be returned by the due date unless a renewal has been granted. Any financial penalties for late return should be honoured.

2.11.3 Requesting libraries should respond immediately if the supplying library recalls material.

2.12 Payment of charges

2.12.1 All charges should be paid in a manner acceptable to the supplying library.

2.12.2 Following up overdue or unpaid invoices is costly for supplying libraries. The requesting library should pay all charges promptly.

3. Supplying library

3.1 Interlibrary Resource Sharing Directory (ILRS)

3.1.1 All libraries participating in resource sharing should make their lending policy available in the ILRS directory. The policy should include details of the service levels that the library offers and information on preferred method of receiving requests. This policy should include details of all charges and the library’s preferences for how payment should be made.

3.1.2 Libraries should keep their ILRS directory entry up-to-date. The ILRS Directiry entry may be used to indicate that a library subscribes to the ILRS Code.

3.1.3 Where libraries are prepared to act as ‘libraries of first resort’ this should be included in the ILRS directory entry.

3.1.4 Libraries should indicate in the ILRS directory entry whether or not any material they supply is subject to recall.

3.2 Service levels

3.2.1 Service level turnaround times are maximum turnaround times. Requests should be processed as quickly as possible regardless of the service level requested. Libraries are encouraged to improve services and review processes so services are not offered at the lowest possible level under each service level.

3.2.2 Libraries should endeavour to minimise periods where services are interrupted or suspended.

3.2.3 Libraries should offer the same courtesy to requesting libraries as they do to their own client groups.

3.2.4 Libraries should respond promptly to queries.

3.3 Holdings on National Bibliographic Database (NBD)

3.3.1 Libraries are encouraged to contribute holdings to the ANBD. It is important to keep the holdings information up-to-date. Incorrect holdings information creates inefficiencies through requests being directed to libraries that might not hold the material.

3.3.2 Holdings information should include holdings of electronic resources with an indication of whether these are available on interlibrary loan. Libraries are encouraged to negotiate the right to supply electronic resources on interlibrary loan as part of their licence agreements.

3.4 Processing requests

3.4.1 The decision on whether to lend material is at the discretion of the supplying library. However, libraries are encouraged to consider requests for material, regardless of format.

3.4.2 Information on the identity of requesting libraries should be kept confidential.

3.4.3 Where libraries do a second check of shelves for material, this check should be done promptly and the material or negative response dispatched promptly.

3.4.4 The supplying library should, where possible, take account of need by dates on the request. It is the requesting library’s responsibility to ensure that the need by date allows sufficient time for the item to be supplied within the turnaround time for the service level selected.

3.4.5 The supplying library should notify the requesting library promptly when unable to fill a request, stating the reason the request cannot be filled. If possible, the standard negative messages in Section 4 should be used.

3.4.6 The supplying library should honour the requesting library’s stated restrictions and cost limitations of filling the request.

3.5 Copying

3.5.1 The ILRS Code sets a page limit of 30 pages (black and white) before additional copying costs are incurred. Where the total cost of copying will exceed the recommended charges by an excessive amount, the supplying library should request confirmation that the increased charged is acceptable. This is not necessary where the additional cost is less than $6.60 or the requesting library has indicated they are prepared to pay any additional charge.

3.5.2 Requests for copying long or complex documents (e.g. colour copies and fragile material) or from special collections (e.g. manuscripts) should be by arrangement between the requesting and supplying libraries. Additional charges may be made where special copying is undertaken. The supplying library can decide how much it is prepared to copy.

3.6 Conditions of use

3.6.1 The supplying library should state clearly any conditions and/or restrictions on the use of the materials lent and specify any special return packaging or shipping requirements.

3.7 Dispatch of material

3.7.1 The supplying library should include a copy of the original request, or send sufficient information with each item to identify the request.

3.7.2 The supplying library should package the item to prevent damage in shipping.

3.7.3 The supplying library should state the due date or duration of the loan on the request form or on the material.

3.7.4 Supplying libraries should be aware of the mail practices within their organisation and endeavour to arrange their processes to ensure material is dispatched as efficiently as possible.

3.7.5 Unless otherwise agreed, the cost of delivery of material is the responsibility of the supplying library.

3.8 Maintenance of records

3.8.1 The requesting library is responsible for the safety of borrowed material, and will pay for loss or damage whilst the material is away from the supplying library. However, the supplying library should maintain records that will allow tracking of the materials, and should assist the requesting library to track the material if required.

3.8.2 The supplying library should deliver materials by the most effective means available, taking into account the delivery methods selected by the requesting library.

3.9 Billing

3.9.1 The supplying library should ensure that information about billing methods and preferred payment methods is included in the ILRS directory entry. Sufficient information should be provided on invoices or with the material to allow the requesting library to process payment.

3.10 Renewals and recalls

3.10.1 The supplying library may recall material, but libraries are encouraged to avoid the need for recalls by identifying, prior to lending, material which will be in high use. The ILRS directory entry should indicate if loans are subject to recall.

3.10.2 The supplying library should respond promptly to requests for renewals.

4. Format for messages

4.1 The following standard messages should be used by supplying libraries where possible. These messages are from the ISO InterLibrary Loan Protocol Standards, and are used in Libraries Australia Document Delivery System.

In use, on loan 
In process 
Lost 
Non-circulating 
Not owned 
On order 
Volume/issue not yet available 
At bindery 
Lacking 
Not on shelf 
On reserve 
Poor condition 
Cost exceeds limit 
Charges 
Prepayment required 
Lacks copyright compliance 
Not found as cited 
Locations not found 
On hold