Library responsibilities

Details on the principles, copyright details, data protection and searching for the inter-lending and document supply (ILDS).

A look at the responsibilities of requesting and supplying libraries to each other, and their users.

Use these guidelines conjunction with any regional or local guidelines.

Responsibilities of the requesting library

When requesting a transfer, we suggest using inter-network collaboration documents (INCDocs) first. This uses digital object identifiers (DOIs) and PubMed identifier (PMIDs) where there is also a DOI.

If a request is urgent, contact the organisation which INCDocs has selected and ask if they can meet the deadline. If they cannot, do not place the request. Instead, re-request via INCDocs and select an alternative organisation. If they can, place the request.

There is no limit on the amount of times you can put the same article request through INCDocs, but if you receive 3 declines, try an alternative source.

Use PrintDOCs to check availability of print journal holdings in NHS libraries in England. Do not use regional catalogues.

Ensure all details of the request are correct and complete before submission. This includes:

• full citation details (or commonly understood abbreviations)
• first author
• first few words of the title

For books, as a minimum you must submit the:

• author
• title
• year
• edition (if applicable)

For all requests, please submit:

• your network and library code
• your e-mail address (not for INCDocs)
• your full postal address (not for INCDocs)
• your request number (if required for library management systems) (for INCDocs add your INC code here)
• the date the you are placing the request (not for INCDocs)

For data protection reasons, do not include the requester’s details.

Unless you use a shared request management system, or using INCDocs, send requests via e-mail. Include a clear indication in subject line whether it is document or loan you are requesting.

Urgent INC Scheme requests may be made by phone, but use discretion when describing requests as urgent.

If you need more than 3 requests from the same library at the same time, contact the library before applying to discuss, unless there is already an arrangement in place.

When submitting requests, we recommend against certain actions. These include the following.

• Making requests that would infringe copyright if supplied. If a declaration is required for the copy being requested, it is your responsibility to obtain this. Unless you know that the copy will be supplied under the terms of the CLA Licence, it is safest to assume that a declaration is required.
• Requesting any article that you are already able to access electronically, unless for any reason you cannot access it yourself within the required timeframe.
• Creating a digital copy of a print article if there is already an electronic copy available and accessible within the required timeframe in NHS in England (in order to comply with the CLA licence).
• Requesting multiple copies of single items.
• Assuming that book loans will be renewed.
• Applying to more than 1 library in more than 1 collaborative network on the same request (individual network protocols may vary).
• overborrow books from the same library.

Instead, we recommend the following.

• Requesting items which are included in journal bundles from your own network before approaching libraries in other networks.
• Including the correct copyright statement with the copy supplied.
• request fairly; spread your book requests amongst libraries with available copies.

Responsibilities of the supplying library

Keep your holdings data up to date and accurate. This includes Holdings Management, but also library management systems and other ILDS systems.

You must supply for INCDocs requests. You may only decline if:

• the journal is part of a token access, or pay-as-you-go collection
• inaccurate holdings indicate access when in fact you don't have access
• the CLA Check Permissions tool shows the journal is excluded from the NHS Licence for digitial copying
• the request has been declined previously

Requests should be processed as soon as possible after receipt, preferably within 24 hours, and no later than 2 working days.

If you are unable to supply within this period, let the requesting library know as soon as possible and the reason. The requesting library may cancel the request and request from another library.

If you are unable to handle ILDS for a period of time, due to library closure or short staffing, suspend your organisation from INCDOcs via the service desk.

Where post must be used, second class post is assumed. Items should be sent in secure, protective and clearly addressed packaging. Do not use staples.

Responsibilities to customers

Ensure your customers understand the proposed timescales involved and are kept informed about the status of their requests.

Ensure your customers know how they may share or store the copies that you supply by ensuring the correct copyright statement is attached.

Book renewals

Book renewals are at the discretion of the supplying library, or in accordance with regional or local inter-lending arrangements if specified in the regional or local guidelines.

Lost or damaged items

Responsibility for items

When in transit from supplying library to requesting library, supplying library assumes responsibility. When in transit from requesting library to supplying library, requesting library assumes responsibility.

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

Replacement or compensation

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.

Overdue items

Please do not charge borrowing libraries for overdue items. Items that are very overdue may be assumed lost.

Other arrangements may apply within individual networks.

Responsibilities to your network and other networks

Ensure the following information is accurate and comprehensive.

• Your book and journal holdings on your local or regional LMS and/or union catalogue.
• Your journal holdings in the EBSCO Holdings Management link resolver (where appropriate).
• Your library details on HLISD.
• Your status information where appropriate (such as closures, unstaffed periods, or special arrangements).

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

Libraries have the right of refusal and may decline to supply if a book is too heavy or too fragile to post, if it is part of a collection only available to your own registered users, or for any other reason defined locally or regionally.