1. Interlibrary Loan Workshop
AMEEL - ILL
Interlibrary Loan Workshop
University of Jordan
Amman, Jordan
5-7 March 2007
Instructors
Simon Samoeil
Carol L. Jones
Noon-1:00 PM – Welcome speeches (who?). Group introductions (each individual introduce self) before going to lunch.
1:00-2:00 PM - Lunch

2. Online Access for Consolidated Information on Serials (OACIS) Leading to AMEEL
To create a freely available publicly accessible web site featuring a continuously updated union list of Middle Eastern serials
In all formats (including live web links)
From 20+ countries (ME as defined by LC)
To lay foundations for the future, delivering widest possible information access
Expanded cooperation and participation
Document delivery/ILL
Digitization and preservation
To create a Union List of Middle East serials
2:00-5:00 PM – ILL and P000rogram Background
2:00-2:45 PM – OACIS and AMEEL, AMEEL ILL (Simon; 7 slides, nos.2-8)

3. OACIS Advisory Board Bibliotheca Alexandrina, Alexandria, Egypt
Cornell University
Ohio State University
Universitaets-und Landesbibliothek of
Sachsen-Anhalt, Halle, Germany
University of Pennsylvania
University of Michigan
University of Texas
University of Washington
Yale University

4. Libraries Participating in OACIS
American University of Beirut, Lebanon
American University of Cairo, Egypt (In Progress)
Harvard University
New York Public Library
New York University
Princeton University
School of Oriental and African Studies, University of London, UK
Stanford University
Tishreen University, Latakia, Syria
University of Arizona in Tucson
University of Balamand, Lebanon
University of California – Los Angeles
University of Illinois at Urbana-Champaign
University of Jordan, Amman
University of Utah
Yale Law School

5. Arabic and Middle Eastern Electronic Library (AMEEL)
Project AMEEL is a four-year cost-sharing project funded by the Department of Education and Yale University Library.
The project will create a web-based portal and electronic library for Middle Eastern Studies.
Project AMEEL plans to be free and accessible to all patrons.

6. Goals of the project
To create an infrastructure for the integration of major Middle Eastern information databases
To digitize selected academic journals from and about the Arab world, pending the approval of copyright holders
To develop interlibrary loan networks between libraries within the Arab world on a national and regional level and between American academic libraries and their Arab counterparts

7. Partners of Project AMEEL
Bibliotheca Alexandrina (Alexandria, Egypt)
Universitaets-und-Landesbibliothek of Sachsen-Anhalt (Halle, Germany)
JSTOR (New York, USA)
Brill Academic Publishers (Leiden, The Netherlands)
Oxford University Press (Oxford, UK)
Other major American and Middle Eastern libraries

8. Challenges of the project
Gain permission of copyright holders for digitization of selected academic journals
Reach successful agreements on access to digitized content provided by important commercial publishers
Introduce Arabic OCR software and relevant skills into American academic institutions
Solve infrastructure and connectivity challenges to:
Enable the addition of new digital materials to a repository connected to other relevant databases, such as those held by JSTOR and Brill
Make it possible for scholars to search in Arabic and English across many different databases

9. ILL and Program Background
What is ILL?
ILL is the sharing of materials between libraries.
What kind of materials are shared?
Loans or Returnables – books, microforms, audio-visual materials
Non-returnables – copies (journal articles, book chapters, brief reports)
Objective: Build workshop participant relationships, provide base level of knowledge for all, provide goals and a sense of where the workshop will lead.
Interlibrary loan (ILL) is the sharing of materials between libraries to support the information and research needs of faculty, students, researchers, and scholars. The sharing moves in two directions— in (borrowing materials from other libraries for your library’s own community) and out (lending materials owned by your library to those outside the library community).
ILL is a traditional name for such sharing, but other terms have come into use in recent years. Resource sharing refers broadly to the sharing of all types of materials. Document delivery most often is used to refer to the provision of photocopied articles and the like.
Materials available through ILL include books, reports, dissertations, and other printed items; microfilm and microfiche; videos, DVDs and CDs, slides, and other audiovisual formats. Such items are loaned to the requesting library and must be returned to the lending library and are called returnables. Also available through ILL are copies of journal articles, essays, book chapters, etc. These copies are called non-returnables because they do not have to be returned to the lending library
Other names for this service
Resource sharing – includes loans and copies
Document delivery – usually copies

10. ILL Background, continued
How do libraries participate in ILL?
Library to library
Special interest consortia
Borrow Direct – 7 large research universities
State and regional networks
OhioLink – 85 institutions
International networks
OCLC - a global network with thousands of member libraries
I may call up my good colleague at the college in the next town and ask to borrow the new title that is so important for a paper being written by one of my faculty. This is library to library approach, sometimes called peer-to-peer; it is often a more informal approach to ILL.
Special interest consortia are groups of libraries with similar needs, communities, philosophies, and the like. A consortium may consist of just a few libraries or a membership of 30 or 40 or more libraries. These consortia are usually at least somewhat more formal in their organization and operation.
State and regional networks are based on geographic proximity and provide the benefits of ILL sharing within a defined area. Again, these networks are more formal in their organization and operation, often having guidelines for member libraries’ participation.
“OhioLINK is a consortium of Ohio’s college and university libraries and the State Library of Ohio. Serving more than 600,000 students, faculty, and staff at 85 institutions, OhioLINK’s membership includes 17 public universities, 23 community/technical colleges, 44 private colleges and the State Library of Ohio
OCLC is a global network with thousands of member libraries of all types—public libraries and academic libraries; regional and national libraries; school, corporate, and special libraries.
Some of these networks allow members to borrow and lend materials of all types. Others limit borrowing and lending to books only, or to copies only. Some networks accept requests for known items only, while others provide extensive research assistance to identify what the requester needs.

11. BENEFITS OF ILL
Provide access to previously unidentified or inaccessible scholarly resources
Support ever-increasing research needs of faculty and students
No library has everything
Digital technologies provide faster delivery
Yale has over 7 million items in its collections and acquires more every year
During 2006, Yale libraries borrowed 38,243 items and loaned 49,213 items
Approximately 1/3 of items loaned and borrowed were copies of journal articles

12. BENEFITS OF ILL, continued
Co-operative Collection Development
Offset scarcity of funds; increase “buying power” of each library’s budget
Provide access to materials that are difficult to purchase, e.g., out of print
Development and support of mutually beneficial relationships with other libraries
Support research needs and interests of faculty and students at institutions in the Arab world
Facilitate research and study on the Middle East, its history and culture, by Yale faculty and students
Provide technical expertise to encourage and develop interlibrary loan capabilities of libraries in the Arab world

13. BREAK

14. GROUP REPORTING
Participants will share what they are doing and/or what they hope to do in the future.
Yale’s experience – some success, but not everything works out as planned
Borrow Direct
OACIS
Others
Who’s doing what?
What would you like to do?
Yale’s experience
Borrow Direct started small (3 institutions), early system failure. However, expanded after successful pilot (7 institutions). Not all invitees agreed to join, but others were eager to do so. Continues to grow each year, very popular with students and faculty, books only service.
OACIS – Harvard turned down invitation to join this project. [Simon to speak on this.]

15. AMEEL - ILL
Develop an ILL framework for Middle East libraries to foster sharing of scholarly information
Introduce ILL concepts to Middle Eastern librarians
Consider institutional policies and workflows
Discuss how to accommodate differing needs of and constraints on libraries in the Middle East
Focus on the provision of journal articles

16. WORKSHOP GOALS
DAY 1
Build workshop participant relationships, provide a base level of knowledge for all, and communicate a sense of where the workshop will lead.
DAY 2
Participants will understand the basic elements of requesting items through ILL.
Participants will understand the basic elements of providing items through ILL.
Participants will understand basic ILL workflow.
Participants will send a sample ILL request.

17. WORKSHOP GOALS, continued
DAY 3
Participants will understand how ILL tools function and their role in the ILL workflow.
Participants will receive a sample ILL item.
Participants will understand what ILL activities can be measured and why statistics are important.
Participants will understand basic elements of ILL agreements and why such agreements are important.
Participants will discuss challenges to developing ILL at institutions in Arab countries and next steps for the AMEEL ILL project.

18. AFTER THE WORKSHOP
MARCH – Evaluation form will be completed by each participant at the end of the workshop. A summary of the initial evaluations will be reported to all participants via .
APRIL - Notes from workshop will be distributed to all participants via group . By the end of April, two institutions will be identified to partner with Yale for future AMEEL ILL development.
MAY – Workshop participants will be asked for comments and suggestions about future activities.
By DECEMBER, participants will be asked to complete a follow-up survey about their plans for developing ILL services.

19. AMEEL ILL WORKSHOP Day 2 Brief recap of main points from 1st day
Outline day 2 schedule
9:00-9:30 AM
Use Randa’s notes for recap.

20. ILL TASKS AND WORKFLOWS
9:30-10:30 AM
Objective: Ensure participants understand the elements of requesting ILL items.
The ILL process has three components. The reader/researcher is central to all other activities. The reader/researcher starts the process based on his need for information.

21. THE READER/RESEARCHER

22. THE READER/RESEARCHER
Reader/researcher needs information.
Reader identifies a relevant journal article but cannot find it in your library.
Reader starts the ILL process by submitting a request to the borrowing staff.
A known item is one for which your reader knows the title and author of the book or article needed. If it is an article, the reader also knows the journal in which the article was published. If the reader is very good, he also know the volume, date and pages of the journal on which the article appears.

23. BORROWING TASKS

24. BORROWING TASKS Review reader’s request
Confirm that item is not held locally
Verify that the citation is correct
Identify potential lenders (suppliers)
Send the request to one or more lenders
Receive the copy from the lender
Deliver the copy to local reader
Objective: Ensure participants understand the elements of requesting items via ILL.
Check your local catalog or holdings list to make sure the requested item is not in your own collection. If possible, verify that the patron has provided an accurate citation. Confirm that patron has provided personal information and indicated what delivery method is preferred.
You can identify potential lenders (also called suppliers) by searching OACIS. Searching individual libraries’ online catalogs for further details about their holdings can be useful for confirming that the needed issue is owned.
After identifying libraries that own the needed journal, you can send the request by , fax, or through a network. If using a network, you can list more than one potential lender (lender string) and the request will progress from one lender to the next until it is fulfilled or until all potential lenders have been exhausted. If you have only one lender listed, you will have to resend the request to other lenders in sequence if the first lender is unable to fill it.
The lender will send the copy via the desired delivery method, if possible. Electronic means (internet, , or fax) is fastest and most desirable, but some copies will be mailed due to the quality of the copy, the format of the article, or other related reasons.

25. BREAK
10:30-11:00 AM

26. LENDING TASKS
11:00 AM - Noon

27. LENDING TASKS Request is received at the lending library.
Lending staff confirm that they own the requested item, its shelving location, and that it is available.
The journal is retrieved from the shelf.
The needed article is photocopied and the copy is checked for completeness and legibility.
The copy is sent via the desired delivery method and the borrowing library is notified that the request has been filled.
Objective: Ensure participants understand the elements of providing ILL items.

28. BORROWING TASKS, pt.2
Borrowing staff receive the copy and review it for completeness and legibility.
The copy is sent to the reader electronically or placed on the pickup shelf in the Circulation Department.
Reader is notified via that the copy is available for pickup.

29. READER/RESEARCHER, pt.2
The reader views the copy online, and may print it out or save it on personal computer.
If the copy was provided in print, the reader picks it up at the Circulation Desk.

30. GROUP ACTIVITY Distribute copies of workflow (English version)
Divide participants into three groups and assign one section of the workflow to each group
Each group will select a recorder and a reporter
Each group will write up its section of the workflow in Arabic
Each group will present their Arabic version to the group as a whole to receive feedback, comments
Noon-12:45 PM
Writing workflow in Arabic – 15 minutes
Reporting and feedback – 10 minutes per group (30 minutes total)

31. LUNCH
12:45-2:00 PM
During lunch, Randa will confirm whether everyone has an account via the web. For those who do not, we will establish temporary accounts through Yahoo.com.

32. ILL TASKS AND WORKFLOWS
9:30-10:30 AM
Objective: Ensure participants understaznd the elements of requesting ILL items.
The ILL process has three components. The reader/researcher is central to all other activities. The reader/researcher starts the process based on his need for information.

33. WORKFLOW AND PROCESSES Review and questions
Borrowing
Unable to verify citation provided by reader
What other print or electronic resources are available locally?
What is a known item?
Unable to identify a potential lender
Sending requests
Citation information and format are important
IFLA guidelines and samples for requests via fax and
Resending an unfilled request
2:00-3:15 PM
Review simplified flowchart, adding further details and answering questions.

34. WORKFLOW AND PROCESSES, continued
Lending
Requesting clarification or corrected information
Responding no - provide the reason
Not found as cited
Not on shelf
Poor condition; cannot photocopy
Photocopying
All text legible; adjust contrast as needed
Copy all pages; no omissions
Minimize dark margins
Illustrations can present special problems
Scanning
Page by page
Complete article, using automatic document feeder (ADF)
Direct scanning can eliminate photocopying
Use copyright notice as appropriate

35. BASIC TOOLS FOR ILL Hardware Software Databases Computer workstation
Scanner
Photocopier
Fax?
Software
Odyssey
Adobe Reader
Scanner specific
Databases
OACIS
Local catalogs
Others?
Simon will present information on searching in OACIS (add 3 slides here)

36. BREAK
3:15-3:45 PM
Use this time to set up Yahoo accounts, if needed.

37. Basic Search

38. Advanced Search

39. OACIS: Basic Search in Arabic

40. TEST TRANSACTIONS Sending requests
OACIS Searching Practice
3:45-4:30 PM
Simon will provide instruction for this section.

41. TEST TRANSACTIONS, pt.2 Sending requests
Complete IFLA form for each test request
requests to Yale ILL staff

42. IFLA: Email Form Review
To:
Date:
Dear Colleague:
Are you able to supply the following journal article for one of our users?
<Journal title, year, volume, part, page number> <Article title & author> Call number/Shelfmark:
Verification source:
This would be CCG/CCL for copyright compliance.
Patron:
* We prefer to pay with: IFLA ILL Vouchers * Max cost is IFLA ILL Vouchers or US$ * Urgent request: needed before
Please send the item to:
Billing address:
Thank you.
<Your name> <Your full address> <Your > <Your fax>

43. AMEEL ILL WORKSHOP Day 3 Brief recap of main points from 2nd day
Outline day 3 schedule
9:00-9:30 AM
Again, use Randa’s notes for recap.

44. WORKFLOW AND PROCESSES, continued
Continue discussion and questions from previous afternoon.
9:30-10:30 AM

45. BREAK
10:30-10:45 AM

46. TEST TRANSACTIONS Receiving articles
Receive article
Notify reader

47. TEST TRANSACTIONS Sending articles
Demonstration
Demonstration of lending tasks -- photocopying, scanning, and sending of articles.

48. ILL STATISTICS Why are statistics important?
Administrative justification
Financial reporting
Staffing levels and allocation of staff time
What kinds of statistics are useful?
Fill rate: number and % of requests filled
Response time: amount of time to fill requests
11:30 AM – Noon
Objective: Ensure participants understand what range of numbers it is possible to measure, and why statistics may be important.

49. Yale Statistics ILL Lending ILL Borrowing Statis-tical Period FY2006
Loans req’d
Loans sent
Copies req’d
Copies sent
Total req’d
Total sent
Fill Rate
Loans rec’dd
Copies rec’d
Total rec’d
FY2006
51,099
33,702
33,361
15,511
84,460
49,213
58%
31064
25,526
15,253
12,707
46,317
38,233
83%
FY2005
43,004
29,845
28,928
14,024
71,932
43,869
61%
26073
21,430
8,986
7,367
35,059
28,797
82%
FY2004
40,382
27,403
22,758
12,160
63,140
39,563
63%
18638
16,161
7,897
6,531
26,535
22,692
86%
FY2003
37,492
22,338
27,611
15,562
65,103
37,900
14061
12,172
8,989
7,640
23,050
19,812
FY2002
31,519
17,223
27,565
15,761
59,084
32,984
56%
10617
9,354
9,347
7,732
19,964
17,086

50. GENERAL ILL POLICIES, GUIDELINES AND AGREEMENTS
Existing policies at all levels
IFLA: international guidelines for ILL policies and best practices; voluntary
ALA: national guidelines for ILL participation; voluntary, but all ILL participants are expected to support and adhere to them
OCLC: specific policies and procedures; all organizational members are required to support and adhere to them
What are the characteristics of good policies?
Balanced
Reciprocal
Objective: Ensure participants understand the basic elements of ILL agreements and why they are important.

51. GENERAL ILL POLICIES, GUIDELINES AND AGREEMENTS
Basic elements of agreements
Clearly stated or defined expectations
Financial aspects defined; fees vs. no fees
Required practices or procedures
Other useful elements of agreements
Collection profiles
Strength of collections at various libraries
Collection development decisions
Choice of best lender when sending ILL request
Copyright requirements and issues
Noon-12:45 PM
Objective: Ensure participants understand the basic elements of ILL agreements and why they are important.

52. Sample US Copyright Notice
No further reproduction or distribution of this copy is permitted by electronic transmission or any other means.
Section 108: United States [Title 17, United States Code] governs the making of photocopies or other reproductions of copyrighted materials.
Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the reproduction is not to be used for any purpose other than private study, scholarship, or research. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use,” that use may be liable for copyright infringement.
This institution reserves the right to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

53. LUNCH
12:45-2:00 PM

54. DEVELOPING AN ARAB REGIONAL PRACTICE OF ILL Group Discussion
What policies might be developed or adjusted by an Arab regional ILL group?
What are the constraints that might affect or influence the development of an Arab regional practice of ILL?
How can these constraints be overcome?
Is there an existing organization that might provide assistance to an Arab regional ILL group? AFLI?
Are you interested in further participation?
2:00-3:45 PM
Objective: Engage participants in the discussion of what comes next and what challenges may be faced by Arab institutions interested in ILL.

55. EVALUATION FORM
Evaluation of the Project AMEEL ILL workshop is very important.
Planning the next workshop and other future activities
Reporting to the Project AMEEL funding agency
3:45-4:00 PM
The evaluation form is in the booklet that was handed out to each participant.
Please complete the form now; in Arabic is fine.
Randa will collect the completed forms.
By the end of March, a summary of these evaluation will be distributed to all participants via .

56. Project AMEEL Team Ann Okerson, Principal Investigator
Elizabeth Beaudin, Project Manager; Integration Specialist
Simon Samoeil, Project Outreach Director
Jennifer Weintraub, Digitization Specialist
Kimberly Parker, Head, Electronic Collections
Carol Jones, Head, Document Delivery

57. AMEEL ILL WORKSHOP Closing Ceremonies
Distribution of certificates
Closing remarks
4:00-4:30 PM