[ILL-L] Invoice advice needed

Wed Dec 17 08:49:22 EST 2008

What we do is send two reminders. What we hope our borrowers will do is
tackle any discrepancies in their records and ours when they get these
notices.  We e-mail them to the borrowers; if there's no e-mail address
we send them by mail. A month after the item's due date, the 3rd
reminder/invoice goes out.  We both e-mail and snail mail these.  ILLiad
keeps track of when we sent out all our overdue notices so we can cite
chapter and verse to anyone saying this was their first notice.  We've
had that happen and are aware that mail doesn't always get where it's
supposed to and e-mail addresses change without being updated in the
Policy Directory.  If we don't get an "Undeliverable" e-mail notice or
returned mail, we assume the notices have gone through.  But- in the
last case we dealt with- the ILL staffer was claiming that no notices
(e-mailed or mailed) had gotten through in the year and a half after the
due date.

This is what I think may have happened in Mary Walsh's case.  Someone is
new to ILL and/or looking at and cleaning up old records.  It may or may
not be associated with straightening accounts due to the library going
to a new ILL management system.  I would definitely heed Mary Kraljic's
advice and have them check their shelves for the item.  And have them
check their circulation system to see when it was "last seen".  It could
be that the book wasn't checked in properly in either their ILL
management system or in their Circ system. I know in our case we were
getting "help" when we were short-handed a few years ago and our "help"
wasn't as detail-oriented as my staffers usually are.  It's why startd
the practice of  re-checking our circ system and shelves before sending
out the 3rd notice/invoice.

Heather Campbell
Special Services ~ Interlibrary Loan and Books By Mail
Jacksonville Public Library   303 North Laura Street
Jacksonville, Florida 32202
heatherc at coj.net    904-630-2985 

________________________________

From: ill-l-bounces at webjunction.org
[mailto:ill-l-bounces at webjunction.org] On Behalf Of BRIAN MILLER
Sent: Tuesday, December 16, 2008 7:10 PM
To: Interlibrary Loan Listserv
Subject: Re: RE: [ILL-L] Invoice advice needed

It is the responsibility of the supplying library to send final bills
for service not later than six months of the supply date, final overdue
notices not later than six months of the final due date, and final bills
for replacement of lost material not later than one year of the final
due date.

----- Original Message -----
From: "Kraljic, Mary" <Mary.Kraljic at SDSTATE.EDU>
Date: Tuesday, December 16, 2008 6:51 pm
Subject: RE: [ILL-L] Invoice advice needed
To: Interlibrary Loan Listserv <ill-l at webjunction.org>

> I would probably pay the invoice, but if the price is very high, you
should consider calling the lender to make sure they have at least
checked their shelves to make sure the book is not in house.  I believe
ILL code states that the item is the responsibility of the borrower from
the time it leaves the lender until the lender checks it back in.  (so
even if you never received the book, you pay replacement fee if it is
lost in the mail). 

> Mary

> Mary Kraljic, Access Services Librarian, Briggs Library SBL2115, South
Dakota State University, Brookings, SD 57007-1098, (605) 688-4049 

> From: ill-l-bounces at webjunction.org
[mailto:ill-l-bounces at webjunction.org] On Behalf Of Mary Walsh
> Sent: Tuesday, December 16, 2008 4:55 PM
> To: Interlibrary Loan Listserv
> Subject: [ILL-L] Invoice advice needed

> Please indulge me... this is a newbie question. 

> I just received an invoice for a book that was due in 2004. I can
determine that we did borrow and return the book and that the lending
library has the due date in their catalog as being in 2004. I've been in
this job for roughly 1.5 years and plowing through old paperwork, I have
not discovered overdue notices or any communication about this item.

> Is there some kind of statute of limitations on billing, or is this
somewhat typical? And, are there guidelines/best practices for general
ILL  billing somewhere? I tried to find something in the Code, but I
couldn't find that either. Sigh... I could sure use some advice. What
would you do with a fresh 4-year-old invoice?

> Thanks much - Mary @ CLZ

> -:-:-:--:-:-:--:-:-:--:-:-:--:-:-:--:-:-:-
> Mary Walsh  ::  mwalsh at adams.edu
<javascript:main.compose('new','t=mwalsh at adams.edu')> 
> Resource Sharing Librarian
> Nielsen Library  ::  Adams State College
> Alamosa, CO 81102  ::  (719) 587-7174
> http://staff.adams.edu/~mwalsh/ <http://staff.adams.edu/%7Emwalsh/> 

> Penny_Reynolds at uttyler.edu
<javascript:main.compose('new','t=Penny_Reynolds at uttyler.edu')>  wrote: 

> Good Evening all! 

> I'm looking for the journal "Island Magazine" - Tasmania.  I believe
this is OCLC# 24524242.   I need Volume  or issue 48, 1991, pages 64-67.
The title of the article is "Naming the Unameable" by Foulcher.   We do
not have a subscription to AustLit, so I can't verify this citation.
I've not had any luck on google.   Can anyone out there steer me in the
right direction?  Please let me know what you charge. 
> Many thanks, 

> Penny 

> Penny Reynolds, Librarian
> Robt. R. Muntz Library
> Circulation & Interlibrary Services Department
> University of Texas at Tyler
> Robt. R. Muntz Library
> 3900 University Blvd
> Tyler, TX  75799
> 903-566-7396, 7342
> Fax:  903-566-7400
> Cell:  903-574-0084

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