[ILL-L] ILL Workflow, workload-leveling, cross-training

Tue Oct 7 11:16:46 EDT 2008

GRC allows renewals only on print, audio-book and music recordings. We do not allow renewals on DVDs and VHS tapes.

amy margolin
resource sharing coordinator
greene county public library
76 e market st
p.o. box 520
xenia, ohio 45385-5200
amargolin at gcpl.lib.oh.us
937-352-4000x1236
www.greenelibrary.info

From: ill-l-bounces at webjunction.org [mailto:ill-l-bounces at webjunction.org] On Behalf Of Campbell, Heather
Sent: Tuesday, October 07, 2008 9:45 AM
To: Interlibrary Loan Listserv; ILLiad-l Discussion List
Subject: RE: [ILL-L] ILL Workflow, workload-leveling, cross-training

X-posted.
Sorry, folks!
Forgot to mention.  We use Direct Request in Borrowing, Deflection in Lending, Custom Holdings, etc.  Part of the reason for the log-jam is that our customers -though they say yes to a statement that they've read our FAQ- request items the FAQ says we don't request.  Primary among these are requests for books we own and part of the process involves placing holds requests for them.

Another kinda-related question- how many libraries -especially public libraries- out there DO NOT request/allow renewals for Borrowed ILL materials?

Heather Campbell

Manager- Special Services (Interlibrary Loan and Books by Mail)

Jacksonville Public Library (JPL)

303 North Laura Street

Jacksonville, FL 32202-3505 ill at coj.net  (904) 630-2986

________________________________
From: Jenny Baker [mailto:Jenny.Baker at wlc.edu]
Sent: Tuesday, October 07, 2008 9:35 AM
To: Campbell, Heather
Subject: RE: [ILL-L] ILL Workflow, workload-leveling, cross-training

Heather,

This may or may not work in a public library setting (and I work in a very small academic library) but all of our full-time librarians are cross trained in borrowing & lending.  I notice that you mentioned borrowing specifically. There are certain items that the rest of the staff know that they can process the request for - most notably free and within the state of Wisconsin.  If there is a request for anything out of state or where a charge would be incurred that is left for me as the ILL managing librarian.  If I am gone, then the library director (since we are all really Janes of all trades here) will take care of it.  It's a rare occurrence that we would both be gone at the same time and in that case our heavy ILL users are made aware of our absence and then they tend to refrain from making any requests until we get back.  As I mentioned, not a common occurrence but it does happen once in a while.

Another thing you may want to consider using to reduce the work load on borrowing is to turn on Direct Request through OCLC.  I have it turned on and have my parameters set to be very restrictive so that there is no chance of something going through that I don't want to.  The only items that go through on Direct Request are those where there would be no charges and within the state of Wisconsin within a certain range of academic libraries.  Being a private academic institution I have my profile set to go to free private academic institutions first, then Marquette University (so they don't get hit quite so hard), then I go to free University of Wisconsin institutions throughout the state.  If the item is not found at any of those libraries then it goes into my review file.  This has greatly reduced our borrowing workflow and then the only thing we need to do is process it when it arrives.  I don't use any ILL management software but do keep a homemade Access database so I just copy and paste all of my data from WRS into the database.  Makes it pretty simple.

I hope that this helps you somewhat.  If you have any questions please feel free to e-mail me.

Jenny

Jenny Baker
Reference/Interlibrary Loan Librarian
Marvin M. Schwan Library
Wisconsin Lutheran College
e-mail:  Jenny.Baker at wlc.edu
Phone:  414-443-8822

From: ill-l-bounces at webjunction.org [mailto:ill-l-bounces at webjunction.org] On Behalf Of Campbell, Heather
Sent: Tuesday, October 07, 2008 8:20 AM
To: ILLiad-l Discussion List; Interlibrary Loan Listserv
Subject: [ILL-L] ILL Workflow, workload-leveling, cross-training

Posted to ILL and ILLiad listservs.  Please excuse the duplication.

This fiscal year, one of our performance objectives involves finding more efficient ways of processing, locating, and notifying (Lending and Borrowing) customers of eligible ILL requests.   In looking at our processes, my staff and I have found that the processes for ILL Borrowing are the most time-consuming/labor-intensive of any other process in our area.  What are your "best practices"/recommendations involving :

 *   Handling of workload during staff absences
 *   Load-leveling the tasks (so that no one staff member is overwhelmed)
 *   Handling "peak time" workloads

Thanks for your input!

Heather Campbell

Manager- Special Services (Interlibrary Loan and Books by Mail)

Jacksonville Public Library (JPL)

303 North Laura Street

Jacksonville, FL 32202-3505 ill at coj.net  (904) 630-2986

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