Requesting the item from the appropriate library

Once the item is located, the home library should contact the appropriate loaning library to request the book, article, etc. that is needed.  If the loaning library was found in a database that has ILL structures and guidelines, the requesting library should try to follow those procedures if at all possible.  Because there are differing levels of participation in many of these networks, a library may not always have access to all of the functions available in an online listing of holdings. 

If this is the case, the requesting library should contact the loaning library by phone or email to ask how the loaning library would like to receive ILL requests.  If the requesting library has access to the ILL policy information in the network database, the requesting library can look and see how each library prefers to be contacted for ILL purposes. 

This is an important part of the etiquette of ILL, allowing for cooperation between libraries but at the same time keeping the control of the process in the hands of those using it.  If a library prefers that requests be done through their online catalog, emailed, or faxed, that preference should be respected.  The borrowing library is asking a favor of the lending library, which means politeness and cooperation with the preferred styles of the lending library should be carefully observed.

What are the necessary elements of an ILL request?  The simple answer is: as much information about the item as you can find; the more the better.  Keep in mind that the point of creating a complete request is to save the lender’s staff time and effort in identifying and locating the item.  You are asking them a favor, so you want to make it as easy as possible for them. 

The more complicated answer is: enough detailed information to identify one specific item.  This will vary somewhat with different kinds of publications.  Here are suggestions for some common media.  Click on this link http://www.ala.org/ala/rusa/rusaprotools/referenceguide/illformprint.pdf to see where you would enter this information on the standard ILL form from the American Library Association.

Book

• Author (s) and/or editor (s)
• Title and subtitle
• Place of publication and publisher
• Publication date
• ISBN

 Magazine or journal article

• Author (s)
• Article title and subtitle
• Magazine title
• Volume and issue numbers (especially important for journals)
• Date of magazine issue
• Page numbers of the article
• ISSN

DVD or VHS tape

• Title
• Producer/Director
• Film production company
• Original date of film
• Date of DVD/VHS release
• Duration in minutes

For all of these types of materials it is helpful to add the local call number, if it is known.  This can be entered in the notes area if there is no specific place for it on the form. Notice also the space on the standard form where the borrowing library enters its address and contact information.  This tells the lender where to send an item and where to call if they have any questions about the request. 

Most library networks provide standardized forms that prompt you for this information.  If you do not participate in such a network, you can use the ALA form.

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