ILL Folders

These are the procedures on how to file the ILL requests in the correct folders.

• We track Interlibrary Loan materials lent and borrowed by documentation notes. These notes need to be filed diligently, and are separated by blue and red note stamps. We separate these documents by the terms, “borrowing, lending, and completed w/ date.” These stamps are located near the top of these document notes.
• Filing binders associated with “borrowing, lending out, and lending completed” are located within the Interlibrary Loan work station. Each binder is marked in relation to the document notes enclosed.
1. Borrowing binder contains currently borrowed and borrowed-completed document notes.
2. Lending Out binder contains document notes of books that this library has sent to other libraries.
3. Lending Completed binder contains document notes of the returned books that we had previously lent out to other libraries.

*Note each binder holds different requests.

Lending Out:
Non-Copy LENDING requests will be filed in this binder and only move on to the LENDING COMPLETED binder after the loaned materials have been returned.

Processing:

• Make sure that the document you are about to place in this folder belongs in this folder.
• Check for a due date, and call number.
• File all document notes numerically to the Request Identifier Number, least to greatest.

Lending Complete:

• This binder holds the COMPLETED documentation notes. Most COMPLETED notes represent an Interlibrary Loan that has been lent out and now returned to us. This folder is also where you will place the Copy COMPLETED notes; these usually represent articles that have been sent to other libraries. We do not expect to see Copy Interlibrary Loans returned to us.
• This folder only has one specific rule. Organize all into “Copy” and “Loan” sections. With “Copy” being the front section.

Borrowing:
BORROWING requests will be filed in this binder. BORROWING COMPLETED notes are moved to the Returned section of this binder after the loaned materials have been returned or Copy/Articles COMPLETED.

Processing

• Make sure that the document you are about to place in this folder belongs in this folder.
1. Check for BORROWING stamp. If BORROWING COMPLETED stamp is used, file in Returned section.
2. Check for a due date, and call number.
3. File all document notes numerically to the Request Identifier Number (RIN), least to greatest
4. When filing BORROWING notes that represent items we have received and will be returning to a library, place this note in the Received section numerically to the RIN, least to greatest.
5. Received notes will have a due date and a library identification symbol circled.
6. When filing COMPLETED notes in the Returned section of this binder, organize all notes into “Copy” and “Loan” groupings. With “Copy” being the front section.