Tips for former
"AzNet Selective Users"
Ordering materials on OCLC WorldCat Resource Sharing
Displaying Holdings – Periodicals/Serials
OCLC Policies Information is Important
Ordering materials on OCLC WorldCat Resource Sharing
You now have direct ILL access to the entire country and beyond through ILL, and OCLC WorldCat Resource Sharing (First Search Staff View) has everything you need to locate materials and easily create and send your ILL workforms, without the need for “AZP referral”. The State Library will no longer have the capability through the OCLC ILL system to be the intermediary for referrals when the “migration” to OCLC WorldCat Resource Sharing is completed, on May 8, 2005 (revised date). However, you may contact us at anytime for assistance by email or telephone. For more information about the migration or how to set-up WorldCat Resource Sharing on your library’s ILL computer, see: http://www.oclc.org/ill/migration/staffview.htm In addition, select the link listed on this webpage that says “Migration Information for Current Users”.
Below are some tips to assist you in using WorldCat Resource Sharing:
As you know, when you look up an item it will indicate if your library holds it and how many other libraries have holdings. You will probably most often use WorldCat, though certain other FirstSearch databases are better for various specialized materials. Descriptions of the available databases are found by selecting “Databases” at the top of the FirstSearch screen.
Most searches are done by title or title & author. But, if you already know the OCLC number for the desired book, you may search this by entering that number in the search field and selecting “accession number” from the pull down menu at the right, and then the search button. The ISBN number, etc. may also be searched.
If only a small number of libraries (50 or less) own the desired book, display all the holdings (select “Libraries Worldwide”) and print out this list. If there are a medium or large number of libraries (hundreds), select “State Holdings” (shows just AZ) or “Regional Holdings” (includes AZ, CA, CO, MX, NM, NV, UT).
- Use Arizona libraries (if any) first for your work-form ”lender string”. Your AZNET affiliation should be indicated in the Affiliations field of the work-form, especially for the request to be filled without charge by AZN, AZS, or AZU ( Arizona’s three state universities). Please be aware that AZA (U of A Health Sciences Library) does charge all libraries.
- Then use other AMIGOS states: New Mexico, Texas, Oklahoma and Arkansas. Since not all AMIGOS libraries loan without charge, first try those that are free, such as AMIGOS Reciprocal ILL Agreement Signers. These can be viewed by entering the AMGS code in the Group Holdings display option. If unsure whether your library has signed that agreement, you may search for your library symbol on the list of signers at this website: http://www.amigos.org/interlibraryloan/lists.html
- If your library is a member of LVIS (Libraries Very Interested in Sharing), search for possible LVIS libraries. To do this, type LVIS in the group search field and click the “select” icon. If your library does not currently belong to LVIS, the agreement for membership is available at: http://www.amigos.org/interlibraryloan/lvis03-04.pdf There is no charge to join LVIS through AMIGOS. Member libraries agree to loan or copy up to 30 pages without charge for others in LVIS. There are over 2,300 public, academic, and special libraries nationwide that participate, including some AZNET members.
- Try any other locations now, but check their lending policies first to see if they lend for free by clicking on the red ? to the right of their OCLC symbol. Not all libraries have entered their policies. It is legitimate to assume if no policies are entered that they will loan at no charge. The same is true if the library is listed a “Reciprocal” in their policies entry.. Only OCLC “suppliers” may be requested from online. Non-suppliers will sometimes loan, but requests must be sent through the mail on ALA approved request forms (or some libraries may allow you to request by email). Sometimes it is necessary to consult the American Library Directory or search on the internet to find a library’s address, since many libraries (especially non-suppliers) do not list this information in the OCLC Policies Directory.
- If the item requested is only available from a charging library, and your patron is willing to pay their charges, see if the lending library only accepts IFM (ILL Fee Management) payment or if they are willing to send an invoice instead. IFM allows any charges to be electronically deducted from their OCLC account (for a nominal service charge) however; you the borrower must also use the IFM option in order to pay an IFM library. For more information on IFM billing, visit this website: http://www.amigos.org/aaoc/2004/aug04/IFM.html
- For items not available from “free” libraries, our library has chosen to have libraries invoice us. Then, after the item arrives, we ask our patron to make out a personal check (or money order) payable to the charging library (unless pre-payment is necessary). This eliminates the need for processing our patron’s check through our Accounting Section, and another check being written by our library to the charging library.
Displaying Holdings – Periodicals/Serials
To request an article from a periodical, you begin by searching for the periodical in WorldCat, not the article. Search either by title or ISSN number (for serials) or ISBN number (for books), if known.
Search results in WorldCat are ranked by number of holding libraries, so most of the time the first record in the list that matches your title search will have the most holdings. This is the record to use for your request, even if you see additional records that appear to be the same title.
Holdings displays for periodicals are somewhat different in that many of the libraries have also entered their specific holdings (e.g. volumes/years) for that title. Use this information to select lenders who own the year or volume of the article that you are requesting. Some libraries have not entered that information and you just will not know for sure if they have it or not, but you can still use them as lenders if you need to.
For newspapers, it is usually best to use the OCLC record for the “paper” record, rather than the microfilm. The reason for this is that many libraries have newspaper titles in which some are still in paper format, while other issues have been microfilmed. Yet, they often catalog all of these under the OCLC record for the “paper” format. When the record needed is found, proceed as follows:
If there are a small number of holdings, select “Libraries Worldwide”.
If there are several (or even hundreds) of holdings, try one or more of these options (depending on your library’s affiliation) and print out the results to select locations:
- a. State Holdings (AZ only) – select the “State Holdings” link
- b. AMIGOS Reciprocal Agreement Signers (type AMGS in the Group Holdings field)
- c. Libraries Very Interested in Sharing (type LVIS in the Group Holdings field)
If you decide to select AMINET locations (by typing SW@P in the Group Holdings field), please keep in mind that, though most are free, some do charge. Those that share your library’s same group affiliation will be free (up to the page limit).
Attempt to use libraries not only having the issue in which the desired article appears, but which also share your same library affiliation (for free copies). Check policies for the remaining libraries in the OCLC Policy Directory.
You can check the OCLC Policies Directory to determine if other libraries charge or not. Libraries listed as “reciprocal” have a “We charge what you charge” policy. When you try those, include a borrowing note such as: “We do not charge; please reciprocate”. You might also add a statement in your borrowing notes such as: “Please conditional if any charges” or “Please do not fill if you charge”.
It is very important to check the Policies Directory for holding libraries outside of any reciprocal groups such as AMGS. If a library has indicated in their policies that they charge, but you don’t bother to check and submit a request with a $0 in your MaxCost, they will not be happy and may even cease to fill your requests. It saves both you and them time if you check before you request.
OCLC Policies Information is Important
Please take a moment to check the OCLC online Policies Directory information listed for your library to be sure it is complete and up-to-date. It’s helpful to be sure your ILL contact person and email, phone number, etc. is listed. Also list your group affiliations too (which should be in your “constant data” that automatically shows on every new workform you create). Listing your affiliations will sometimes determine whether another affiliated library will recognize you as a reciprocal partner who is entitled to free copies and loans.
Typical affiliations are indicated in the “affiliations” field in the OCLC Policies Directory and on ILL workforms as follows:
| Show their afflication by this symbol | ||
| Libraries that are affliated with: | in Policy Directory | on OCLC Workforms |
| AZNET | AZ@N | AZNET |
| AMINET | SW@P | AMINET |
| AMIGOS RECIPROCAL AGREEMENT SIGNERS (AMGS) | AMGS | @AM (a previous way to indicate membership in AMGS) |
| LIBRARIES VERY INTERESTED IN SHARING | LVIS | LVIS |
Note: More information about Amigos and LVIS Reciprocal Agreements, plus a complete list of participating libraries, may be found at: http://www.amigos.org/interlibraryloan/lists.html
- When ordering the following, it is especially helpful to first review the lending policies of the holding libraries, since these items are not loaned by some libraries:
a. Genealogy books - If all the libraries listed show “genealogy” as non-circulating, see if your patron is looking for a specific name or surname, or perhaps ask for the entire index to be copied, if not too many pages. Try affiliated libraries that will provide you free copies
b. Government Documents – When seeking State or Federal Documents, begin your search in the Arizona State Library, Archives and Public Records online catalog at http://asla.sirsi.net/. The State Library and Archives houses the largest collection of Arizona State agency publications and is the only full regional depository for federal government publications in Arizona. There are also other Arizona libraries with smaller government document collections, known as “selective depositories” in the Federal Depository Library Program with some of their holdings on OCLC. However, many government documents are not shown on OCLC or in our online catalog. For further assistance, please contact General Information Services in the Law and Research Division at (602) 926-3870 or 1-800-228-4710 (AZ Toll Free); or send an e-mail to research@lib.az.us or a fax to 602-256-7984.
c. Current-Year books – A number of libraries don’t loan out current-year books since they want to keep them available for their walk-in patrons. However, some libraries buy multiple copies and will loan even newer books through ILL. If a library’s policy statement does not show any lending restrictions for new books, they could be included in your borrowing string, though they are less likely to be loaned through ILL, if brand new.
d. Audio Visual materials – Some libraries loan and some do not. Check the policies first and this will improve chances of the request being filled, and speed up the process too.
e. Microfilms – In WorldCat Resource Sharing, when you have displayed the holdings for a particular newspaper, some libraries usually indicate date holdings. When you select the underlined dates, you will be linked to another page with a more detailed listing for that library. Note the symbols “or” (original newspaper); “fm” (microfilm) or “fmm” (microfilm master – these do not lend). Select the “arrow back” button on the browser to return to the earlier page. Check the library’s policies to be sure they don’t show microforms as “non-circulating” and that their charges, if any, are acceptable.
f. Computer Software; Reference; Special Collections materials; Rare Books - Most libraries do not loan these materials. Again, check the OCLC Policies Directory. - If you have a “rush request” , it is suggested that you actually visit the online catalog of the closest library showing holdings for the item. Many libraries have now provided a link from the holdings display. If a library’s name is in a blue font, you can click on it and you will be taken directly into their catalog and you can check availability. Sometimes you can find a link to their online catalog on their main page in the OCLC Policies Directory. If not, you can search for that library on “Google” or another search engine.
Searching their catalog will help you to know if the book appears to be on the shelf at that library, before submitting the request. You can check their OCLC Policy Record to see if that library charges, if they are “rush supported” (able to handle rushes) and if they charge extra for “rushes” (as AZU does). In the “Contacts” section, a lending contact person and phone/email will often be listed. You might wish to contact them to expedite the request.
Speedy delivery is also important for “rush requests”. If your library has an account with Federal Express, you might ask the lending library if it can be sent by one of their delivery options which range from Priority overnight to Express Saver (third business day delivery – the least expensive). Your FedEx account number (the recipient) and the level of service desired should be listed on your ILL request, for billing purposes.
If FedEx is not an option, you might ask if the rush could be sent by UPS or First Class Mail, and if there would be any charge for this.
For rush articles, fax or ARIEL (if you have it) is a good option. Some libraries can even send the material by email. - If borrowing an item from an online supplier that charges, and their Policy Directory listing says “IFM Preferred”, some of these libraries charge extra for non-IFM requests (which they need to invoice), and some do not. This is indicated in their Policies listing in their “Loans” section. If the library simply states “IFM” as the billing method (without the word “preferred”), do not send them any requests unless you are willing to accept IFM billing and you list the cost (in IFM format) in the MAXCOST field of your work-form.
- Library holdings symbols in black letters are OCLC non-suppliers. This means that these libraries cannot receive requests online through OCLC. However, many times they will accept an ALA request (but some do charge). Most non-suppliers do not have their addresses in their Policy record, but they can be found in the American Library Directory in most cases, which is held by larger libraries.
- Copyright Compliance should always be listed in the "COPYRT COMPLIANCE" field of photocopy requests: CCG (for publication dates within the current 5 years) or CCL (for older publication dates). It is recommended that you review the CONTU Copyright Guidelines in your AZNET Manual, keeping in mind that CONTU only applies to CCG requests. Other information about copyright is available from various other sources, including the U. S. Copyright Office ( http://www.copyright.gov/ ).
- Use Library of Congress (either DLC or LCL) as a last resort. Remember that they do not loan genealogy books or AV materials. They require you to list them five times in the borrowing string and sometimes take up to a month to fill requests. Also, shipments must be returned by either Federal Express or UPS (“ground” transportation is OK for either method). Library of Congress prefers that you list their “LCCN” number somewhere on your requests. The LCCN number is usually shown on the descriptive record on FirstSearch.
Also, if you search titles on the Library of Congress online catalog at www.loc.gov you will find the LCCN number at the beginning of the records. If the item holdings indicate “no information available”, it probably means that the item has not yet been cataloged. Visit this website for more information about their ILL policies: http://www.loc.gov/rr/loan/ - For orders in which you must go to Canadian libraries to borrow, be prepared to obtain a U. S. Postal Customs Form to attach to the box or package when returning the item. The method recommended for returns is Airmail Letter Post, when possible. For heavier packages, Airmail Parcel Post is used.
U. S. Post Office mailing rates and information can be located online at www.usps.gov Go to “International Rates”, select “ Canada”, and enter the package weight in pounds and ounces. As you continue, a rate chart showing various methods will be displayed. When sending online OCLC requests to National Library of Canada (symbol: NLC or NLD – use five times), they prefer you enter the “AMICUS” number for the title requested. To locate this number, search the desired title on the AMICUS database: http://www.collectionscanada.ca/amicus/
National Library of Canada does not charge for loans or copies, but should be used as a last resort. The AMICUS database can display holdings in other Canadian libraries as well (some of which charge). It is recommended that you read their complete ILL policies at this website: http://www.collectionscanada.ca/ill/s16-204-e.html - For libraries that currently use “Custom Holdings” or desire to learn more, information and a tutorial is found at: http://www.oclc.org/support/training/firstsearch/tutorial/
Custom Holdings creation and modification is now done in the WorldCat Resource Sharing Administrative Module. Note: The LVIS list of symbols (over 2,300) is too long for one custom holdings group. However, you can create multiple lists in various ways. For example, you could begin by narrowing down the display to just the Western Region and then the BCR Region states. For the Western Region, you could do another Policies Directory Advanced Search and enter LVIS in the Group Affiliations field, and then type WESTERN in the Regional Service Groups field and select “Search”. Next, copy this list into a new Custom Holdings group and name it LVISWEST. Now, repeat this same procedure, but enter BCR in the Regional Service Groups field. Copy this into another new Custom Holdings group and name it LVISBCR. You could repeat this for other Regional Service Groups, or you may do separate lists for specific states by selecting them in the State/Region field. When you have all of the desired LVIS Custom Holdings Groups done, create a Custom Holdings Path and simply call it LVIS. Now move the various LVIS Custom Holdings Groups you created into your new LVIS Custom Holdings Path. The new LVIS path will now be shown in the pull-down menu when you are searching your Custom Holdings locations from bibliographic displays.
If you have not attended any of the training that AMIGOS offers, visit their training website: http://www.amigos.org/training/ for information about live classes and online training (available for a fee). There are also some free tutorials available online from OCLC about WorldCat Resource Sharing, Custom Holdings, etc.
Finally, feel free to contact– ILL department of the Arizona State Library, Archives and Public Records. The toll-free number is 1-800-228-4710. or AMIGOS 1-800-843-8482
E-mail comments to: mala@lib.az.us
Updated: 03/29/2006
