Best Practices and Resources for Interlibrary Loan In Tennessee

Resource Sharing Tools help libraries request, lend, track, and deliver materials between institutions. These tools support everything from scanning a single article to managing borrowing, lending, and document delivery across a global library network. Some of the tools used to manage interlibrary loan include:

• WorldCat - A global online catalog of library collections, allowing users to search for materials across thousands of participating libraries. WorldCat includes both physical and digital resources, making it ideal for comprehensive research.
  • Any library or patron can use WorldCat to search for items at worldcat.org. (https://search.worldcat.org/)
  • For nonmember libraries, who do not subscribe to an official Resource Sharing Tool, most libraries will lend if an ALA form is submitted, or even just a general email request including the following info is sent: item title/author, any other important info (publication date, publisher, edition, etc), borrowing library contact info, borrowing library contact person.

• WorldShare ILL/ Tipasa – OCLC’s global resource-sharing network. (https://www.oclc.org/en/worldshare.html) (https://www.oclc.org/en/tipasa.html)
• ILLiad – An ILL management system developed by Atlas Systems designed to streamline and automate the borrowing and lending of materials between libraries. It works on conjunction with OCLC’s WorldShare ILL to manage requests, communicate with partner libraries, and deliver materials efficiently. (https://www.oclc.org/en/illiad.html)
• RapidILL – A fast interlibrary loan (ILL) system developed to expedite the sharing of journal articles and book chapters among academic libraries. Initially created by Colorado State University and later acquired by Ex Libris, RapidILL emphasizes quick, reciprocal lending, allowing libraries to fulfill requests typically within 24 hours. (https://exlibrisgroup.com/products/rapidill-interlibrary-loan/)
• Rapido – A resource sharing tool from Ex Libris. (https://exlibrisgroup.com/products/rapido-library-resource-sharing-platform/)
• Clio – An affordable web-based ILL application. (https://cliosoftware.com/)
• ShareIt – A web-based ILL system from Autographics for consortiums. This system is used for public libraries in Tennessee. (https://www.auto-graphics.com/shareit-6/)
• ISO is a global network of national standards bodies (like ANSI in the U.S.), and it creates consensus-based, market-relevant standards used worldwide. These standards help organizations ensure their products, services, and systems are reliable and compatible across borders. Many libraries use ISO to integrate resource sharing networks with their library ILS.
  • ISO stands for the International Organization for Standardization
  • There are various types of ISO protocols. The two most popular for ILL are 10160 and 10161.

Borrowing groups in the context of interlibrary loan (ILL) and resource sharing refer to organized sets of libraries that have agreed to borrow from one another under shared policies. These groups are especially useful for prioritizing requests, negotiating costs, and streamlining workflows in systems like OCLC WorldShare ILL, ILLiad, or consortial platforms. 

• Libraries could join resource sharing groups, like LVIS (Libraries Very Interested in Sharing/OCLC), TALC (TN Academic Library Collaborative), TennShare.
• Group members share resources freely or at a reduced cost.
• Members often prioritize each other by creating Custom Holdings Paths (OCLC libraries) or joining pods (RAPIDO/Rapid ILL libraries)  to achieve faster turnaround times and cheaper borrowing. 
• Shared policies (loan periods, formats, etc.) are often outlined in group agreements.

The ALA Code is a set of rules and guidelines that any library participating in resource sharing is required to adhere to. To ensure compliance with the ALA Interlibrary Loan Code for the United States (2023 Update). (https://www.ala.org/rusa/interlibrary-loan-code-united-states-explanatory-text)

Highlights from the code:

• Libraries agree to process items promptly and to ship them in a timely (affordable) manner.
• Libraries agree to protect user confidentiality in accordance with the ALA Code of Ethics. (https://www.ala.org/tools/ethics)
• Borrowing libraries agree to financial responsibility for any items until those items have arrived back at their home library safely.

Interlibrary Loan Policies are very important for each library to create and utilize. Policies need to delineate both lending and borrowing practices. 

• • Policies outline what types of materials may be borrowed.
    • Print: Most libraries will lend/borrow print materials, including books, graphic novels, manga, etc.

• Microfilm: Some libraries may lend a set number of reels of microfilm.

• AV materials: Some libraries choose to share AV materials and some do not. Usually if a library does not lend AV materials, they do not borrow them either.

• • • • The OCLC Group FILM lends AV materials free of charge. 

• Ebooks: Right now, due to licensing restrictions set by publishers, ebooks are not widely available through ILL. Some library consortia, like those in Boston (BLC) and Virginia (VIVA), have negotiated an ILL option for their more academic ebook titles, but most ebooks are not shareable through ILL.

• For OCLC members, there is a sharing group called EBOK that lends ebooks.  Rapido members can join the eBook DRM-Free International Pod to borrow/lend ebooks.

• • Policies determine lending periods for loaning libraries.
    • A lending period refers to the duration a borrower is permitted to keep library materials before returning them. In interlibrary loan contexts, this period is determined by the lending library and can vary based on the item's type, demand, and institutional policies. We recommend that academic libraries consider 16-weeks lending period and 6-8 weeks with at least one renewal for public.
    • The due date typically refers to the date that the patron needs to return the item to their home library, who will then ship the item back to the lending library.
  • Policies state what to do when there are special circumstances with loaned items.
    • Recalls: Sometimes libraries, especially academic ones, need to get a book back prior to the original due date. In that case, they will send a recall notice to the borrowing library requesting that the book be sent back ASAP. It is the borrowing library’s responsibility to facilitate that request to the best of their ability. 
      • We recognize that recalls are not common in public libraries and patrons do not always understand what they mean and do not return the book. In this case, communication with the lending library is the best tool to ensure that the lending relationship is not lost.
    • Library Use Only Materials: Sometimes libraries lend items with the caveat that they must be used by patrons in the library and are not allowed to be taken home. These items are usually rare and/or fragile, so they should be kept in safe location in the library where patrons can safely access them during library’s regular business hours. 
      • It is the borrowing libraries responsibility to ensure that these special items are given the care required – including appropriate packaging/tracking to ship them back to their home library.

• Renewals: Some libraries choose to renew their loans, others do not. It is up to borrowing library to respect the lending period given by the lending library and to communicate same to their patrons. 

• • • If renewals are requested, borrowing library should do so in a timely fashion.
• Stated policies determine financial responsibility in the event that items are damaged or lost.

Proper Packaging and Shipping practices can greatly reduce the amount of loss or damage that occurs during the shipping process.

• It is common practice to return books in the same fashion in which they arrived – i.e. if they came in a box, they get sent home in a box. If they were shipped UPS/FedEx, they are shipped home UPS/FedEx. 
• All shipping labels should be clearly written/typed and fastened securely to the package. If reusing materials, be sure all old markings are covered.

Lost or Damaged Items must be paid for or replaced in accordance with the lending library’s policies.

• The ALA Interlibrary Loan Code for the United States outlines that the requesting library is responsible for borrowed material from the time it leaves the supplying library until it has been returned to and received by the supplying library. If damage or loss occurs, the requesting library is responsible for compensation or replacement, in accordance with the preference of the shipping library.
  • This includes:
    • Items that the borrowing patron damages/loses
    • Items that are lost/damaged by the borrowing library
    • Items that are damaged in the mail
    • Items that are lost in the either the outgoing or returning mail
• The borrowing library may never see or touch an item, but if gets lost in the mail, the borrowing library is responsible for replacing that item or paying for it, including any additional processing fees the lending library charges. 
• The lending libraries are required to initiate contact regarding billing within one year of the item’s due date and billed libraries are required to make payment in a reasonable amount of time.

In Tennessee, this is true, unless the item was lost/damaged by the Expak courier and it must be reported within 60 days of the issue.

• Late driver/Driver no-show: Expak drivers get 30 minutes on either side of their delivery time as their window. So if your delivery time is 11:00 am, the driver should be to your location between 10:30 am and 11:30 am. If they are not, this needs to be reported using the Issues Form on the TennShare page.
  • If it is not reported, Expak does not know their driver did not show up and TennShare has to pay for a service it did not receive, so be sure to report any incidents with driver tardiness.
• Bags that do not belong to your library: Sometimes Expak will leave incorrect bags at your stop. If there is only one or two, you can report them using the Issues form, or you can just put them in your next outgoing batch of bags. If there are several bags, it is best to report it, so that the driver can be informed that they have delivered the wrong bags to the wrong location and either return to correct the situation or at least make sure that going forward the correct bags are delivered to the correct library.
• Missing materials: Expak should be able to deliver most bags within a week of picking them up. If they have not arrived at their location within two weeks, please report this to Expak using the issues form, so that they can be found and delivered. Please see previous our webinar for instructions on how to track missing materials.
• Lost/Damaged materials: Expak is responsible for each bag shipped up to $100 per bag. If your bag is damaged in any way, report this to Expak using the Issues Form and if the issue is within 60 days of the pickup date, Expak will either refund your library to money owed or buy replacement copies for the damaged items. Please see our previous webinar for more information on how to report this.

Scanning quality is a critical component of interlibrary loan (ILL) services, directly impacting the accessibility and usability of shared resources. High-quality scans ensure that the materials provided are legible, complete, and suitable for the research needs of patrons.

• Scanning quality is important for all libraries, but that is especially true for academic libraries that utilize scanning much more than public libraries. Check out our webinar on scanning here (at 18:19).
• The American Library Association's (ALA) Interlibrary Loan Code for the United States emphasizes the importance of providing quality service in resource sharing. While the code does not explicitly detail scanning standards, it underscores the responsibility of libraries to meet the informational needs of users when local resources are insufficient. This includes delivering materials in a format that maintains the integrity and usability of the content. 
• Moreover, the ALA Code of Ethics highlights the commitment of library professionals to uphold the highest standards of service. Ensuring high scanning quality aligns with these ethical standards by facilitating equitable access to information and supporting the research endeavors of all patrons.
• Maintaining high scanning quality in ILL services is essential for:
  • Legibility: Ensuring that text and images are clear and readable.
  • Completeness: Providing full and unaltered content without missing pages or sections.
  • Accessibility: Supporting users with varying needs, including those requiring assistive technologies.
  • Professional Integrity: Upholding the ethical standards set forth by the ALA and ensuring user satisfaction.
• OCR scanning stands for Optical Character Recognition scanning—a technology that converts scanned images of text (like from books or articles) into machine-readable, editable text. It’s a key tool in libraries, archives, and interlibrary loan services, especially for digitizing print materials and improving accessibility and searchability.
  • OCR enables screen readers and assistive technologies to read the text aloud.
  • This ensures that visually impaired users or those with reading disabilities can access ILL materials, meeting ADA and library accessibility standards.
• Document Delivery is a library service that provides users with digital or physical copies of materials—often articles or book chapters—delivered directly to them from their home library’s collection. It’s sometimes offered as part of Interlibrary Loan/Resource Sharing Office, but it can also be its own standalone service within academic libraries or a part of Circulation/Access Services.
  • Some academic libraries have a service called “Scan & Deliver” or “Campus Delivery”, which is a form of document delivery specifically for people on campus or faculty who want materials delivered to their office.
• Compliance with Copyright Law – Ensure requests adhere to U.S. copyright law, including Section 108 (https://www.copyright.gov/policy/section108/) for reproductions and Section 121 (https://www.law.cornell.edu/uscode/text/17/121#:~:text=Notwithstanding%20the%20provisions%20of%20section,form%20of%20text%20or%20notation) for accessible formats

• https://knightscholar.geneseo.edu/ipp-conference-presentations
• https://my.nicheacademy.com/tnstateacademy/course/84710?categoryId=36626