Working Together to Get It For Them ILL and Document Delivery at the UNT Libraries Pamela Johnston/University of North Texas March 16, 2016.

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Presentation transcript:

Working Together to Get It For Them ILL and Document Delivery at the UNT Libraries Pamela Johnston/University of North Texas March 16, 2016

UNIVERSITY OF NORTH TEXAS  37,000 + Students  4 libraries in Denton  2 Remote storage facilities in Denton  UNT at Dallas  UNT Dallas College of Law  UNT New College at Frisco (no library facility)

Stats: 2014/2015  Borrowing:  Processed 18,000+ requests  1,089 faculty ILL book deliveries  Document Delivery:  Processed 3,600+ requests  1,438 faculty UNT book deliveries  Online Holds: 22,800+

2011: ACCESS SERVICES CIRCULATION INTERLIBRARY LOAN ACCESS SERVICES

1 st Floor Willis Library ILL Circulation

Library Services Desk

Combined Service Desk Library Services Desk Circulation ILL Checkout Research Assistance Reserves Web Circ

Our Full-Time Staff  Interlibrary Loan - Borrowing  ILL Librarian  Borrowing Supervisor  Circulation Support Services (Doc Del)  Circulation Support Services Supervisor  Document Delivery Manager  Online Holds Manager

Branch Libraries  Library Specialists:  Eagle Commons Library  Discovery Park Library  Remote Storage (Library Annex)  Staff assist with Borrowing, Document Delivery, and Lending

Advantages  Reorganization: Staff dedicated to Document Delivery services  History of collaboration  Experience  Strong customer-service attitude  Location

ILLiad Collaboration: ILL and Document Delivery 2009 Remote Storage 2009 Distance Learning 2009 Faculty Article Delivery 2011 Articles for All! 2011 Faculty Book Delivery 2014 Online Holds (Sierra)

Remote Storage Requests (2009)  ILL staff route requests to Document Delivery  Awaiting Document Delivery processing  Custom sent to Remote Storage staff  routing sends request to “Awaiting Document Delivery Stacks Searching”  Remote Storage staff scan articles via ILLiad

Distance Learning Services(2009)  Unique set of ILLiad web pages based on status “Dist Learning”  Delivery locations: Home or other campus location  Notification s for new locations

Routing Rule Match String  u.Status = ‘Dist Learning’ and t.DocumentType = ‘Reserves’  Sends requests for Reserve items to “Awaiting Document Delivery Processing”

Faculty Article Delivery (2009)  Unique set of web pages based on status “Faculty”  Copy Request Form  Cited Date field: At UNT/Not UNT  “At UNT” items automatically routed to “Awaiting Document Delivery Processing”

Routing Rule Match String  u.Status = ‘Faculty’ and t.CitedDate = ‘At UNT’

Article Delivery for Everyone (2011)  Why?  Providing research support to our customers  Moving more items to Remote Storage  ILL staff route requests to Awaiting Document Delivery processing

Doc Del Item Not Found?  Doc Del Routes to Borrowing  Custom queues:  Lynne’s Requests  Pam’s Requests

Custom s for Branch Libraries + Routing  Scan article for Document Delivery  Pull book for Document Delivery  Requests Routed to “Awaiting Document Delivery Stacks Searching”  Doc Del staff use pull slips to monitor requests

Faculty Book Delivery (2011) ILL Staff Route Request to Doc Del Item Found Notification Loan Will Be Delivered Not Found? ILL

Faculty Book Delivery: ILLiad + Online Holds ILL Staff Route Request to Doc Del Doc Del Staff Place Hold Item Found Notification Loan Will Be Delivered Not Found? ILL

UNT Faculty Book Delivery  Campus mail  Conferred with Campus Mail services before implementing  Reusable mailers: Faculty can return mailers to us via Campus Mail  Delivery Time: About 24 hours  No problems with lost items

UNT Faculty Book Delivery

Online Holds - Sierra (2014)  25 holds at a time  Self-Service Hold shelf (Willis Library): 24/7  8 additional pickup locations  Items remain on hold shelf for 5 days  2,100+/month; about 7% not picked up  Item not available? ILL

Self-Service Hold Shelf

Sierra: Online Holds

ILLiad Request Fields

Catalog Request: Routing Rule  t.RequestType = ‘Article’ and t.CitedIn LIKE ‘%Catalog Request%’  Routes article requests originating from online catalog directly to Document Delivery module.

UNT Book Requested Via ILLiad Instead of Online Hold Request Routed To Doc Del Hold Placed for Doc Del Staff Item Found: Update ILLiad Request Item Routed to Pickup Location Hold notification sent to patron Not Found? ILL

Spring 2015: Doc Del Overhaul  Doc Del queues all moved to Doc Del module  Doc Del s all moved to Doc Del module and updated  New Doc Del custom s created  Routing rules reviewed and modified  Reasons for Cancellation

New Doc Del Custom s:  New custom s created for Doc Del: Cover common scenarios encountered by Doc Del staff  Request Change Notification  “…exceeds copyright restrictions for electronic delivery. It has been changed to a Loan by the Document Delivery staff and will be delivered to your preferred delivery location.”

New Doc Del Custom s  Requested Item Unavailable  “…is currently unavailable. The Document Delivery staff has routed this request to ILL Borrowing to determine if an alternate copy may be obtained.”

Doc Del Reasons for Cancellation  Available – E-Resource  Available – Library Use Only  Available – Reserve Item  Duplicate Request  We are unable to complete the request by your deadline  Other

E-books for Distance Learners  Purchasing E-books  Document Delivery staff route request to “Pam’s Requests” with a note  Ordered via Gobi  Custom Flag  Patron notified when item available

Expanded Delivery Locations  Eagle Commons Library (ECL)  Graduate Student Library Advisory Board (GSLAB) suggested the delivery location  ECL Library Specialist processes incoming/outgoing items

Expanded Delivery Locations  UNT Dallas College of Law Library  No courier service between campuses  Doc Del mails both UNT books and ILL books to Law Library  Tracking numbers recorded in ILLiad

Expanded Delivery Locations  UNT New College at Frisco  No library facility at this time  UNT books mailed to home address  No ILL books, but may be able to purchase an e-book

Frisco: Routing Rule  t.RequestType = ‘Loan’ and u.NVTGC = ‘Frisco’  Routes all Frisco loan requests to Doc Del

Troubleshooting  Webcirc Checkouts  Eagle Commons Library delivery  Doc Del Processing at branch locations

WebCirc Troubleshooting

Webcirc Troubleshooting

 Custom Over Due/Not Checked Out  “Due to a technical problem, this item may not have been checked out to you. Please review any Interlibrary Loan items you currently have and return overdue items. If you still need an overdue item for your research, you may submit a new request.”

Eagle Commons ILL Delivery Issue Coming? Going?