What are the responsibilities of requesting libraries participating in ILDS?

Responsibilities of requesting libraries

Ensure your customers understand:
- The likely timescales for supply and the current status of their requests.
- How they may share or store the copies that you supply by ensuring the correct copyright statement is attached.

If a request is urgent, contact the libraries which are able to supply and ask if they can meet the deadline. Select one which can.
Ensure all details of the request are correct and complete before sending requests.
Give enough information in a request for the article to be found by the supplying library. Minimum data includes:
- DOI/ISBN
- Titles (Book, Chapter, Journal, Article)
- First author
- Edition (ILLs only)

This information may be added automatically for journal articles if your ILDS management system uses DOI or PMID lookup.

Add this information to requests:
- Network and library code e.g. SWIMS-WOT
- Your library's email address
- Your postal address (ILLs only)
- Your request ID
- Request sent date

This may automatically be added to request emails by your ILDS management system

Follow the regional ILDS rota when checking for availability in PrintDOCs.
Check whether a journal is excluded under the terms of the NHS CLA Licence Plus. Articles from excluded journals may still be requested under library privilege.
Abide by the provisions of the NHS CLA Licence Plus and UK copyright law, including the number of articles which may be requested from any single issue of a journal for the same requestor.
Ensure a copyright declaration has been obtained from the requestor if the article can only be supplied under library privilege.
Send the appropriate copyright statement to the requestor with the delivery of the article.
Request fairly and spread your requests amongst libraries with available copies.

If you are using the ILL module in Koha, use the flow chart in Handling copyright for document supply.

ReprintsDesk (Article Galaxy)

If a copyright fee needs to be paid, check the price. If it is more than £50/$65, ask the requestor if they really need to be able to copy and share the article. If they do, go ahead and place the order.

Dealing with retractions

Check whether the retracted article has been corrected or updated. Inform the user of the fact that the article has been retracted and why, and whether a corrected or updated version is available. Ask them whether they wish to be supplied with a copy the retracted and/or the corrected/updated article, and supply accordingly.

Do not:

Request articles which are available open access or in your own collection, unless you cannot access it by the user's deadline.
Request articles which would need to be supplied under library privilege until a copyright declaration has been signed by the user.
Share requestor details in your requests to other libraries.
Request the same copy from multiple libraries at the same time.
Do not create a digital copy of a print article if an electronic copy can be made available by the user's deadline.
Assume an ILL will be renewed automatically. Always request and obtain a supplying library's permission to renew the item for your requestor.

Lost or damaged items

When a borrower loses or damages the item, the requesting library assumes responsibility, and follows local procedures for recovering costs from borrower.

Where appropriate, the supplying library should be contacted to establish their preference for replacement or compensation. Please avoid raising invoices (as far as possible) as there is a cost involved with this.

Other responsibilities

Maintain statistics for local and national purposes and use them to benchmark activity.