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Automation Reaches the Document Supply Service of the National Library

For many years the Document Supply Service at the National Library of Australia has been keen to automate the interlibrary loan and document delivery (ILL) processes. Although automation can streamline workflows and improve efficiency, the main benefit is that it allows the Library to offer a better service to users.

Following an extensive request for quotation process, the Canadian Relais Enterprise was selected in July 2005. The National Library ILL requirements listed in the RFQ are available on the National Library web site.

The advantage of the system is that it will allow the Library to process all ILL requests through the one system. It will not only handle Libraries Australia Document Delivery (LADD) requests and requests from libraries, but it will also manage the Copies Direct service.

The implementation project is currently well underway. Some of you will have already experienced the change. Libraries currently sending requests through email will have received responses from the Relais system. It has been useful to begin implementing the service with a smaller group of libraries, as it has allowed the Library to learn and modify on-the-job.

So how will the Library’s implementation of Relais impact on Document Supply Service users when the service is fully operational?

Firstly for LADD users there will be little change, apart from a change in NLA request numbers—they will begin with REG-NNNNNNNN or PAT-NNNNNNNN (N = number). The National Library will be another ISO library like so many others. Libraries will be able to request material through LADD and use the Libraries Australia payment system. Copies Direct users will also not notice any change, except that in the longer term they will be able to not only place requests for material, but also monitor progress through the supply process.

For other libraries, we expect that over time there will be new ways of interacting with the National Library of Australia. There will soon be a new web form for libraries to use for placing requests with Document Supply Service. The form will allow them to send requests to Document Supply and SUPPLY 1 easily, and to monitor progress. The advantage of using the ILL web form is that the requests will be handled more efficiently as they will go directly into the automated system. Non-members of the Libraries Australian payment scheme will be billed by extracting data from the system for monthly invoicing. The invoices will include information relating to each request for easy identification.

These changes will take some time. The Library is looking forward to working with other Australian libraries to improve the service.

More on the coming changes in the next issue.

Margarita Moreno

Document Supply