What you need to know about interlibrary loans

It’s called interlibrary loan, ILL, resource sharing, or document delivery. But, no matter what it is called, you need to know how it works. Knowing how to ‘work the system’ will get you the information that you need when it is not available in your library.

First, know what you want. Have the title, author, publisher, date of publication, volume, and page number ready. Do you need to borrow the entire work or will copies of several pages meet your needs? Most libraries respond to requests for articles by sending copies, and to requests for books by loaning the book. If you only need copies of several pages please save everyone time and expense by requesting copies. Many libraries do not circulate genealogical reference materials. Always ask for copies if copies will do. If you fail to ask for copies, your request will probably be returned: Sorry, item does not circulate!

 The best way to find or verify a citation for what you are requesting is to use FirstSearch and search the WorldCat database. It is important to verify each item in your citation. If you have an incorrect title or author, several days may be wasted before the error is detected and returned to you for correction. Next, check the catalog at your library using the correct title and author. Only if your library does not have the item you are requesting should you start an interlibrary loan or copy request. Before you go on to the next step make sure that you know what you want, have verified the citation, and have checked your library’s catalog.

 Second, locate the item. If you buy your gas at the full service island you may want to skip this step, but here is where you can save money and time with your requests for copies. At many libraries today the preferred method of fulfilling copy requests is to scan the item and e-mail a PDF file to the requester. If the request is for several pages, say less than twenty pages, often there is no charge (always remember to ask nicely). Again, here is where FirstSearch comes to the rescue. When you have the item you are looking for on the FirstSearch screen, click on ‘Libraries that hold this item.’ Peruse the list. Notice that many of the holding libraries names are links (underlined). Click on the link of a library that you think might honor your copy request. Look for the ‘Ask a Librarian’ or photocopy service and submit your request. You just eliminated all the middlemen and saved yourself time and money.

 If the do it yourself approach is not your style, you still need to peruse the list of holding libraries. If you think one of the holding libraries might just loan the item to your library then go ahead and start an interlibrary loan request.

Third, request an interlibrary loan. Again, FirstSearch makes this step easy. With the item you are requesting on the FirstSearch screen, click on the ‘ILL’ button or the ‘borrow this item from another library’ link. Fill out the form completely and click submit. By making an ILL request you are agreeing to pay all fees incurred on your behalf, subject to the maximum cost you noted on the ILL form.

With FirstSearch an interlibrary loan is just a click away. With just a few more clicks, the self service route might be quicker, cheaper, and just as satisfying. Good luck and don’t forget we are here to help if needed.