Interlibrary Loan Subcommittee Notes

March 25, 2025 at 10 a.m.

Online via Zoom

 

Present: Mark Cullen, VER; Amanda Wakeman, COL; Emily Wilcox, MAD; Amanda Bosky, STO; Rachel Holcomb, MRO; Kathy Wolkoff, MAD; Renee Ziegler, ACL; Chad Dally, STP

Absent:  Nathan Rybarczyk, BAR; Natalie Kruse, MFD; Jenny Carr, MID

SCLS Staff present: Jean Anderson; Heidi Oliversen

Recorder: Jean Anderson

 

 

1.      Call to Order at 10:01 am

a.      Introduction of guests/visitors

                                                              i.      Introductions and welcome to Chad Dally, new committee member from Portage County.

b.      Changes/Additions to the Agenda

                                                              i.      None

 

2.      Approval of previous meeting minutes: October 29, 2024

a.      No corrections needed

 

3.      Action Items - none

 

4.      Discussion

a.      Madison OLL Update

                                                              i.      Added on STP for borrowing, Kathy and Emily provided training to STP staff in December, and officially started borrowing on their behalf in January. It was a smooth transition.

1.      Chad at STP reported that things are going very smoothly. Madison is very responsive and provides thoughtful responses to their inquiries.

                                                             ii.      DPI reported that December 2024 ILL numbers were back to pre-pandemic level. For SCLS, we’re not quite back to what we were in 2019. We’re close but not there yet.

                                                           iii.      Reminder that when requesting media items, staff can add the format into the notes field (example: Blu-ray vs DVD). For example, Madison has received requests using a Blu-ray record when the patron really wants the DVD.  

                                                           iv.      Reminder that items should be returned to their owning library, not Madison. Madison has received some returns of items sent to MAD instead of back to owning library.

                                                             v.      Kathy reported that she is going to Black Earth for training with new director. Kathy wants to remind libraries that she and Emily are available to provide training to your libraries, too.

1.      This prompted a short discussion of the possibility of recording an updated ILL and OLL Basics webinar. The previous one was recorded on June 18, 2021.

b.      ILS Evaluation Update

                                                              i.      Lead Workgroup took the recommendations from work groups and came up with their recommendation for the All Directors Meeting. The recommendation is to change to a new ILS system. This is still confidential as the official vote will take place at the May All Directors meeting and contracts haven’t been signed. Vendors have been notified.

                                                             ii.      The migration will be a year plus long project.

                                                           iii.      Mark Cullen (VER) asked question about Tipasa (an alternative to ILLiad).

1.      Kathy: Currently Tipasa doesn’t have the functionality that SCLS needs to bridge both WISCAT and WorldShare.

2.      Jean: Spoke with OCLC representative at WLA last fall. She confirmed that Tipasa doesn’t currently work with WISCAT (Autographics) and recommended continuing with ILLiad for the present.

3.      Kathy: attends any OCLC product update webinars to keep up with new features. Kathy would love to have the ability for patrons/library staff to submit OLL requests right from the ILS.

                                                           iv.      VER & MRO both reported using a form (paper and online) for patrons to request OLL materials.       

1.      Verona’s online form.

c.       Records Retention

                                                              i.      Amanda Bosky (STO) asked would OLL history/records be separate from law enforcement subpoena to see a patron’s checkout history?

1.      Kathy believes that yes, this would be a separate request.

                                                             ii.      Question from Chad Dally at Portage County; They maintain a separate spreadsheet/database on server. When borrowing on their own, all information was tracked in this database. With the transfer to Madison borrowing on their behalf, they continue to track transactions through SCLS – request/receive/return, etc. How long do they need to maintain these records? Do they need to continue with this now that they’re using ILLiad?

1.      Kathy and Jean answered that for copyright compliance that Portage County should maintain at least three years of records as they borrowed on their own prior to January, 2025.

                                                           iii.      Rachel at Monroe has a similar question. She inherited a spreadsheet that goes back years.

                                                           iv.      Kathy described how using the ‘notes’ field in ILLiad to track any information the library wants to keep would help in this situation. The library doesn’t have to maintain a separate tracking system and the information is maintained in ILLiad and available anytime.

                                                             v.      HJO reported that the SCLS has our own internal record retention for ILS database and related data

                                                           vi.      Mark Cullen (Verona) asked who decides how long to keep ILLiad records? 

1.      Kathy Wolkoff (Madison) gave a little history. Madison started using ILLiad in 2009 and Kathy came on in 2015. There were no processes or notes for scheduled deletion. As far as she can tell it wasn’t contemplated or thought about by her predecessor. The history can be useful for patterns or difficult requests on occasion. Kathy doesn’t have any evidence that there was a conscious decision to keep or not keep these records.

                                                         vii.      Mark Cullen suggested a best practices discussion   

1.      Jean suggested holding a “ILL/OLL Best Practices & Refresher” webinar later this summer

                                                       viii.      Records Retention notes from previous meetings:

1.      March 26, 2024

2.      October 31, 2023

5.      Plan for next meetings:  October 28, 2025

a.      ILS Migration Update

b.      Records Retention

 

6.      Adjournment at 10:55 am

 

 

For more information about the Interlibrary Loan Subcommittee, contact Jean Anderson.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

 

ILL/Notes/03-2025