BCR Interlibrary Loan Code

This code is a voluntary agreement adopted by the undersigned libraries to govern interlibrary lending among libraries in the BCR Region.

Interlibrary Loan is essential to the vitality of libraries of all types and sizes and is a means by which a wider range of materials can be made available to users. In the interest of providing quality service, libraries have an obligation to obtain materials to meet the informational needs of users when local resources do not meet those needs.

Interlibrary Loan has been described as an adjunct to, not a substitute for, collection development in individual libraries. Changes in the last decade have brought increasing availability of materials in alternative formats, an abundance of verification and location information, and shift in the very nature of interlibrary cooperation. Interlibrary borrowing is an integral element of collection development for all libraries, not an ancillary option.

The effectiveness of national resource sharing system depends upon the responsible distribution of borrowing and lending. Libraries of all types and sizes should be willing to share their resources liberally so that a relatively few libraries are not overburdened. Libraries must be willing to lend if they wish to borrow.

This code is designed to regulate lending and borrowing relations between libraries. It is not the intent of this code to prescribe the nature of interlibrary cooperation within formally established networks and consortia, or to regulate the purchase of materials from document suppliers. However, this Code may be used as a model for development of state, regional, or local interlibrary loan codes.

This code provides general guidelines for the requesting and supplying of materials between libraries. Specific guidelines and procedures are found in such sources as those listed in the bibliography.

Definition

• Interlibrary loan is the process by which a library requests materials from, or supplies materials to another library.

Purpose

• The purpose of interlibrary loans as defined by this code is to obtain upon request of a library user, materials not available in the user's library.

Scope

• Interlibrary loan is a mutual relationship and libraries should be willing to supply materials as freely as they request materials.
• Any materials, regardless of format, may be requested from another library. The supplying library determines whether the material can be provided.

Responsibility of the Requesting Library

• The requesting library should establish and maintain an interlibrary loan policy for its borrowers and make it available.
• The requesting library should process requests in a timely fashion.
• The requesting library should identify libraries that own and might/may provide the requested materials. The requesting library should check the policies of potential suppliers for special instructions, restrictions, and information on charges prior to sending a request. The requesting library is responsible for all authorized charges imposed by the supplying library.
• Request for materials for which locations cannot be identified, should be sent to libraries that might provide the requested materials and be accompanied by the statement "cannot locate". The original source of the reference should be cited or a copy of the citation provided.
• The requesting library should avoid sending the burden of its requests to a few libraries. Major resource libraries should be used as a last resort.
• The requesting library should transmit all interlibrary loan requests in standard bibliographic format in accordance with the protocols of the electronic network or transmission system used. In the absence of an electronically generated form, the American Library Association Interlibrary loan request form should be used.
• The requesting library must ensure compliance with U.S. copyright law and its accompanying guidelines. Copyright compliance must be determined for each copy request before it is transmitted, and a copyright compliance statements must be included on each copy request. Copyright files should be maintained as directed in the CONTU Guidelines.(See bibliography for full citations to these documents).
• The requesting library is responsible for borrowed materials from the time they leave the supplying library until they have been returned and received by the supplying library. If damage or loss occurs, the requesting library is responsible for compensation or replacement, in accordance with the preference of the supplying library.
• The requesting library is responsible for honoring due dates and enforcing all restrictions specified by the supplying library.
• The requesting library should request a renewal before the item is due. If the supplying library does not respond, the requesting library may assume that the renewal has been granted for the same length of time as the original loan.
• The requesting library should return materials by the due date and respond immediately if the item has been recalled by the supplying library.
• The requesting library should package materials to prevent damage in shipping, and comply with special instructions stated by the supplying library.
• The requesting library is responsible for following the provisions of this code. Continued disregard for any provision may be reason for suspension of borrowing privileges by a supplying library.

Responsibilities of the Supplying Library

• The supplying library should establish and maintain an interlibrary loan policy, make it available in paper and/or electronic format, and provide it upon request.
• The supplying library should process requests within established timeline, whether, they have been determined by internal policies, consortia, or electronic networks.
• The supplying library should include a copy of the original request, or information sufficient to identify the request, with each item.
• The supplying library should state any conditions and/or restrictions on the use of materials lent and specify any special return packaging or shipping requirements.
• The supplying library should state the due date or duration of the loan on the request form or on the material.
• The supplying library should package the items to prevent damage in shipping.
• The supplying library should notify the requesting library promptly when unable to fill a request, and if possible, state the reason the request cannot be filled.
• The supplying library should respond promptly to request for renewals. If the supplying library does not respond, the borrowing-library may assume that the renewal has been granted for the same length as the original loan period.
• The supplying library may recall materials at any time.
• The supplying library may suspend services to any requesting library which fails to comply with the provisions of this code.

Procedures

Libraries that have signed the BCR agreement should indicate this by entering @/BCR on the request form in these locations:

• OCLC - Borrowing Notes
• ALA - COST AREA

BCR libraries using OCLC are also encouraged to enter the fact that they are BCR code signers in the Policies Directory and to have a copy of their lending policies online.

Use of OCLC Service
Libraries using OCLC/ILL agree to:

• Supply full bibliographic information on materials not in the database and indicate source(s) for both bibliographic and location information.
• Send requests to known locations before contacting other libraries.
• Respond to requests within the allowed time period.
• Check the message file on a regular basis.
• Complete field COPYRT COMPLIANCE when requesting photocopies.
• Observe ILL guidelines in OCLC Interlibrary Loan Service User Guide, 2nd ed.

Participants will not require information about the status of the individual for whom material is being requested.

Libraries signing this code agree to give priority to requests from other BCR libraries under the following conditions:

• The request is verified according to accepted bibliographic practice, as outlined in Boucher's Interlibrary Loan Practices Handbook, 2nd ed. (ALA, 1997). For periodical requests, this should include vol. number, pages, dates, and author and title of article; OR
• The borrowing library indicates the history of its unsuccessful efforts to verify the request and asks for the assistance of the lending library; AND
• The borrowing library identifies itself as a signer of this document.

Participating libraries agree to exchange freely union listings and catalogs of all types and lending policies.

Libraries agree to lend books and provide up to 30 pages of photocopying free.

All requests and shipments shall be conspicuously labeled "Interlibrary Loan" on the outside of the package. Inside the packaging the loaned material itself shall be clearly identified.