InterLibraryLoan Transactions

Guidelines

ISO 18626 Interlibrary Loan Transactions

CILLT - Centre for Interlibrary Loan Transactions

Identifier: http://illtransactions.org/guidelinesusecases/usecases/2017/

Hosted by OCLC, Inc.

Last update: 1 August 2022

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
1		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
2		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
3		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
1		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
2		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
1		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
2		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
1		1b		- sends Confirmation message
2	Supplying library (ABC) fills the request.	2a		- sends SupplyingAgency message with: - Reason for Message = RequestResponse - Status = Completed
2	Supplying library (ABC) fills the request.	2b	- sends Confirmation message
3	Requesting library (XYZ) receives the requested item.	3a	- sends RequestingAgency message with: - Action = Received
3	Requesting library (XYZ) receives the requested item.	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
1		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
2	Supplying library (ABC) lends the item.	2b	- sends Confirmation message
3	Requesting library (XYZ) receives the item.	3a	- sends RequestingAgency message with: - Action = Received
3	Requesting library (XYZ) receives the item.	3b		- sends Confirmation message
4	Requesting library (XYZ) returns the item	4a	- sends RequestingAgency message with: - Action = ShippedReturn
4	Requesting library (XYZ) returns the item	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
5		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
1		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
2	Supplying library (ABC) loans the item.	2b	- sends Confirmation message
3	Requesting library (XYZ) receives the item.	3a	- sends RequestingAgency message with: - Action = Received
3	Requesting library (XYZ) receives the item.	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
4		4b	- sends Confirmation message
5	Requesting library returns the item.	5a	- sends RequestingAgency message with: - Action = ShippedReturn
5	Requesting library returns the item.	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
6		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
1		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
2	Supplying library (ABC) lends the item.	2b	- sends Confirmation message
3	Requesting library (XYZ) receives the item.	3a	- sends RequestingAgency message with: - Action = Received
3	Requesting library (XYZ) receives the item.	3b		- sends Confirmation message
4	Requesting library (XYZ) asks for the loan to be renewed.	4a	- sends RequestingAgency message with: - Action = Renew
4	Requesting library (XYZ) asks for the loan to be renewed.	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
5	Supplying library (ABC) agrees to the renewal.	5b	- sends Confirmation message
6	Requesting library returns the item.	6a	- sends RequestingAgency message with: - Action = ShippedReturn
6	Requesting library returns the item.	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
7		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
1		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
2		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)

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

- - sends Request message with

- SupplyingAgencyId

- AgencyIdType = ISIL

- AgencyIdValue = AU

-AgencyIdCode = VMOU

- RequestingAgencyId

- AgencyIdType = ISIL

- AgencyIdValue = CA

-AgencyIdCode = AEU

- ServiceType = Loan

- sends Confirmationmessage