Guidelines

ISO 18626 Interlibrary Loan Transactions

ISO TC46/SC4/WG14 Interlibrary Loan Transactions

 

Identifier: http://illtransactions.org//guideines/

Hosted by Relais International

Last update: 1 January 2014

 

 

Guidelines and use cases –ISO 18626

New guidelines and use cases will be added based on received proposals and questions.

 

The requesting library sends a request, and then cancels it.  The supplying library is no longer able to cancel the transaction. 

 

Action

 

Requesting Library (XYZ)

Supplying Library (ABC)

1

 

Requesting library (XYZ) sends a request to supplying Library (ABC).

1a

- sends Request message

 

1b

 

- sends Confirmation message

2

Requesting library (XYZ) decides to cancel the request before hearing whether the supplying library is able to fulfill the request.

2a

- sends RequestingAgency message with

- Action = Cancel

 

2b

 

- sends Confirmation message

3

Supplying library cannot agree to cancel the request as it has already processed the item and shipped it – although the library has not yet informed the requester of this.

3a

 

- sends SupplyingAgency message with

- Reason for Message = CancelResponse

- AnswerYesNo = No

3b

- sends Confirmation message

 

 

The requesting library sends a request.  The supplying library is unable to fill the request. 

 

Action

 

Requesting Library (XYZ)

Supplying Library (ABC)

1

Requesting library (XYZ) sends a request to supplying Library (ABC)

1a

- sends Request message

 

1b

 

- sends Confirmation message

2

Supplying library (ABC) cannot supply the requested item because it is not on the shelf.

 

2a

 

- sends SupplyingAgency message with

- Reason for Message = RequestResponse

- ReasonUnfilled = NotOnShelf

- Status = Unfilled

2b

- sends Confirmation message

 

 

The supplying library cannot fill a request because the costs exceed the maximum cost specified by the requesting library.

The supplying library cannot fill a request because the costs exceed the maximum cost specified by the requesting library.  The supplying library sends a message to the requesting library with this information.  The supplying library also indicates the real costs and the date and time by which a retry request must be sent.

   

Action

 

Requesting Library (XYZ)

Supplying Library (ABC)

1

 

Requesting library (XYZ) sends a request for an article indicating the maximum they are willing to pay is $25. 

1a

- sends Request message with

 

- Header

-    RequestingAgencyRequestId = XYZ123

 

- ServiceInfo

-    RequestType = New

 

- MaximumCosts

CurrencyCode = USD

MonetaryValue = 25

 

1b

 

- sends Confirmation message

2

Supplying library (ABC) does have the requested item but it will cost $35.  The request is Unfilled. 

 

 

2a

 

- sends SupplyingAgency message with

- Reason for Message = RequestResponse

- ReasonUnfilled = CostExceedsMaxCost

- OfferedCosts

CurrencyCode = USD

MonetaryValue = 35

- RetryBefore = 2013-07-31T16:00:00-06:00

- Status = RetryPossible

2b

- sends Confirmation message

 

 

See Use Case 2.4.

The requesting library sends a retry request with a new maximum cost. 

 

Action

 

Requesting Library (XYZ)

Supplying Library (ABC)

1

 

Requesting library (XYZ) sends a retry request (for an article) referencing the request submitted in Use Case 2.3, to supplying library (ABC) indicating the maximum amount they are willing to pay is $35.  

1a

- sends Request message with

 

- Header

-    RequestingAgencyRequestId = XYZ123

 

- ServiceInfo

-    RequestType = Retry

-    RequestingAgencyPreviousRequestID = XYZ123

 

- MaximumCosts

CurrencyCode = USD

MonetaryValue = 35

 

1b

 

- sends Confirmation message

2

Supplying library (ABC) fills the request. 

 

2a

 

- sends SupplyingAgency message with:

- Reason for Message = RequestResponse

- Status = Completed

2b

- sends Confirmation message

 

3

Requesting library (XYZ) receives the requested item.

3a

- sends RequestingAgency message with:

- Action = Received

 

3b

 

- sends Confirmation message

 

Requesting library asks for a loan.  The supplying library lends the requested item.  

 

Action

 

Requesting Library (XYZ)

Supplying Library (ABC)

1

 

Requesting library (XYZ) sends a request for a loan to supplying library (ABC). 

1a

- sends Request message with

- ServiceType = Loan

 

1b

 

- sends Confirmation message

2

Supplying library (ABC) lends the item.

 

2a

 

- sends SupplyingAgency message with:

- Reason for Message = RequestResponse

- Status = OnLoan

- DueDate = 2013-12-31T23:59:59

- ItemId = barcode number

2b

- sends Confirmation message

 

3

Requesting library (XYZ) receives the item. 

3a

- sends RequestingAgency message with:

- Action = Received

 

3b

 

- sends Confirmation message

4

Requesting library (XYZ) returns the item

4a

- sends RequestingAgency message with:

- Action = ShippedReturn

 

4b

 

- sends Confirmation message

5

Supplying library (ABC) receives the item back into the collection

5a

 

- sends SupplyingAgency message with:

- Reason for Message = RequestResponse

- Status = LoanCompleted

5b

- sends Confirmation message

 

 

Requesting library asks for a loan and keeps it past the due date.  The  supplying library sends an overdue notice to the requesting library. 

 

Action

 

Requesting Library (XYZ)

Supplying Library (ABC)

1

Requesting library (XYZ) sends a request for a loan to supplying library (ABC). 

1a

- sends Request message

- ServiceType = Loan

 

1b

 

- sends Confirmation message

2

Supplying library (ABC) loans the item.

 

2a

 

- sends SupplyingAgency message with:

- Reason for Message = RequestResponse

- Status = OnLoan

- DueDate = 2013-12-31T23:59:59

- ItemId = barcode number

2b

- sends Confirmation message

 

3

Requesting library (XYZ) receives the item. 

3a

- sends RequestingAgency message with:

- Action = Received

 

3b

 

- sends Confirmation message

4

Requesting library keeps the item past the due date.  Supplying library notifies the requesting library the item is overdue. 

4a

 

- sends SupplyingAgency message with:

- Reason for Message = StatusChange

- Status = Overdue

4b

- sends Confirmation message

 

5

Requesting library returns the item.

5a

- sends RequestingAgency message with:

- Action = ShippedReturn

 

5b

 

- sends Confirmation message

6

Supplying library receives the item back into the collection. 

6a

 

- sends SupplyingAgency message with:

- Reason for Message = RequestResponse

- Status = LoanCompleted

6b

- sends Confirmation message

 

 

The requesting library asks for a loan.  The supplying library lends the item, and the requesting library then asks for a renewal of the item

 

Action

 

Requesting Library (XYZ)

Supplying Library (ABC)

1

Requesting library (XYZ) sends a request for a loan to supplying library (ABC). 

1a

- sends Request message

- ServiceType = Loan

 

1b

 

- sends Confirmation message

2

Supplying library (ABC) lends the item.

 

2a

 

- sends SupplyingAgency message with:

- Reason for Message = RequestResponse

- Status = OnLoan

- DueDate = 2013-12-31T23:59:59

- ItemId = barcode number

2b

- sends Confirmation message

 

3

Requesting library (XYZ) receives the item. 

3a

- sends RequestingAgency message with:

- Action = Received

 

3b

 

- sends Confirmation message

4

Requesting library (XYZ) asks for the loan to be renewed. 

4a

- sends RequestingAgency message with:

- Action = Renew

 

4b

 

- sends Confirmation message

5

Supplying library (ABC) agrees to the renewal.  

5a

 

- sends SupplyingAgency message with:

- Reason for Message = RenewResponse

- AnswerYesNo = Yes

- DueDate = new due date

- Status = OnLoan

5b

- sends Confirmation message

 

6

Requesting library returns the item. 

6a

- sends RequestingAgency message with:

- Action = ShippedReturn

 

6b

 

- sends Confirmation message

7

Supplying library receives the item back into the collection. 

7a

 

- sends SupplyingAgency message with:

- Reason for Message = RequestResponse

- Status = LoanCompleted

7b

- sends Confirmation message

 

 

Display of encoded information

The codes specified in this standard should not be displayed as such to the library users and personnel. Encoded protocol information should be presented as human readable strings in the language of the ILL application’s user interface.  For example if Library XYZ (using English) sends a request to Library ABC (using Danish), encoded protocol information should be presented in English in the ILL application of the Requesting library and in Danish in the ILL application of the Supplying library. 

 

Action

 

Requesting Library (XYZ)

Supplying Library (ABC)

1

Requesting library (XYZ) sends a request to supplying Library (ABC)

1a

- sends Request message with

- ServiceType = Loan

 

1b

 

- sendsConfirmationmessage

2

Supplying library (ABC) cannot supply the requested item because the item does not circulate.  In the Supplying library’s application staff selects the reason “XXX”, to explain that the requested item does not circulate

2a

 

- sends SupplyingAgency message with:

- Reason for Message = RequestResponse

- Status = NonCirculating

2b

- sendsSupplying Agency Message Confirmation

 

3

Requesting library (XYZ) receives the message and displays in the application “Item does not circulate”

 

 

Sending a request to a ‘well-known‘ Supplying library

When a request is sent to a ‘well-known‘ Supplying library, the Requesting library may use code elements and element values not included in the standard, provided that a) these elements and element values have been specified in the protocol website, or b) the partners have used some other means to specify the code elements and element values that can be used. Such private arrangements can only be recommended if it is certain that other libraries would not find such elements and element values useful.  

When sending a request to a Supplying library never contacted before, the Requesting library should use only code elements and element values from the open code lists published in the annex B of the standard. 

How to handle ISIL codes

When sending a Request, the Requesting library should include its ISIL code as the RequestingAgencyId. In addition, the Supplying library’s ISIL code should be included in the Request message as  the SupplyingAgencyId.

 

Action

 

Requesting Library (XYZ)

Supplying Library (ABC)

1

Requesting library (University of Alberta, Edmonton, Canada) sends a request to supplying Library (Monash University, Melbourne, Australia)

1a

- - sends Request message with

- SupplyingAgencyId

- AgencyIdType = ISIL

- AgencyIdValue = AU

-AgencyIdCode = VMOU

- RequestingAgencyId

- AgencyIdType = ISIL

- AgencyIdValue = CA

-AgencyIdCode = AEU

- ServiceType = Loan

 

1b

 

- sends Confirmationmessage

 

 

 

 

 

 

Contact:

Convener Leif Andresen

ISO TC46/SC4/SC14 Interlibrary Loan Transactions

info@illtransactions.org