[ILL-L] RE: ILL-L Digest, Vol 32, Issue 16

[Campbell, Heather]

JPL does the same thing. We print a coversheet from ILLiad at the time we make the request and file it.  We pull that sheet when the book comes in and clip the lender's paperwork to that sheet.  The paperwork is pulled when the book comes back for return.  I echo the same concerns Jason did. Our customers would remove anything from the book- especially anything that says "Do not remove".  


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


-----Original Message-----
From: ill-l-bounces at webjunction.org [mailto:ill-l-bounces at webjunction.org] On Behalf Of Potapoff,Jason
Sent: Friday, October 17, 2008 12:36 PM
To: 'ill-l at webjunction.org'
Subject: [ILL-L] RE: ILL-L Digest, Vol 32, Issue 16


I file the other library's paperwork with my own paperwork.  That way, when the book is returned to me and I grab my paperwork I am grabbing all the paperwork at the same time. Then I put their paperwork back into the book to be sent back.  This way I am returning whatever paperwork the owning library sent me just in case they need any of that when they process returns. If I kept the paperwork in the book I would worry that the patron might not return the paper work, or see something they shouldn't be seeing (like a different due date since I usually give my patron a week less for the book to give me some leeway time to get the book back, processed and mailed back to its home library).  If I keep the paperwork with my paperwork then I know the paperwork is safe with me in case the patron loses the book or finds the paper work and thinks it's garbage and throws it out.


Jason Potapoff
Interlibrary Loans Technician - NAIT Libraries Department of Technology and Curriculum Innovation Room U310
11762 - 106 Street
Edmonton, Alberta Canada T5G 3H3
P 780.471.8780   F 780.491.3014 E illo at nait.ca
Ariel: 192.197.128.142
www.nait.ca

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-----Original Message-----
Date: Tue, 14 Oct 2008 14:49:34 -0700
From: "Heidi Lewis" <hlewis at sjlib.org>
Subject: [ILL-L] Going paperless and retention schedules
To: <ill-l at webjunction.org>
Message-ID: <002301c92e46$bf6670c0$eb01010a at sjlib.org>
Content-Type: text/plain; charset="us-ascii"

My library uses OCLC's Worldcat Resource Sharing to manage its interlibrary loans requests. We are considering going paperless now that OCLC is keeping all closed requests in an accessible electronic file online. I am wondering if libraries that use this system have moved to paperless and how that affects your workflow (positive or negative), if you have adjusted to having all records online, and if you find that some things just have to be printed out. And what do you do with the paperwork that arrives with the materials from the lending library - does that get filed while the item is checked out to your patron?



I also have a question about retention rates - I was under the impression that all our ILL paperwork from all closed requests needed to be saved for 5 years (we cut off the patron information for privacy) and I wonder if that duration of time is really mandatory. What is the time limit and does it apply to all requests or just to copy requests? Presently, OCLC has about two years of requests saved, but I understand that they plan to save these requests indefinitely. Once that happens, I suspect I won't be saving any paper requests, but I would like to get rid of the pile of paperwork now from the past 5 years if it's not mandatory that I keep it.



Thanks for any answers that you all can supply me with and please feel free to reply directly to me at my email.



Heidi K. Lewis

Interlibrary Loans Coordinator

San Juan Island Library (SJI)

1010 Guard Street

hlewis at sjlib.org

Friday Harbor, WA 98250


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