Interlibrary Loan Subcommittee Agenda

March 26, 2024 at 10 a.m.

Online via Zoom


Present: Rachel Holcomb, Kathy Wolkoff, Amanda Bosky, Nathan Rybarczyk, Renee Ziegler, Amanda Wakeman, Tiffany Riley, Emily Wilcox

Recorder: Jean Anderson

SCLS staff present: Jean Anderson, Heidi Oliversen, Tracie Miller, Tim Drexler, Shannon Schultz

1.      Call to Order Time: 10:01

a.      Introduction

b.      Changes/Additions to the Agenda


2.      Approval of previous meeting minutes: October 31, 2023

a.      Kathy Wolkoff moved for approval, Renee Ziegler seconded, Passed

3.      Discussion

a.      ILL Statistics for Annual Report – Prefill option (Tracie Miller and Tim Drexler)

                                                              i.      In the 2023 Annual Report, the team finished pre-filling all the fields on the Annual Report. This included the section 3, number 2 on Interlibrary Loan. No complaints from the beta test of filling this field which was pre-fillled for those libraries that do total ILL. Question to group is do you see any issues or anything we should be aware of when pre-filling for the majority of our libraries?

                                                             ii.      The numbers are from Bibliovation using the ILL iTypes

                                                           iii.      Heidi: take the report that lists all of the loan to/borrowed from and pre-populated that in the Annual Report – ILL between systems. Generic record or what Madison does. ILL coded statistics – using the ILL item types to designate what those items are.

1.      There was some discussion of how Madison Outerlibrary Loan reports their statistics using WISCAT and OCLC which is different from the majority of SCLS libraries.

2.      We will revisit this topics at the next meeting


b.      Madison OLL Update

                                                              i.      Everything going steady at Madison OLL

                                                             ii.      Getting closer to pre-COVID statistics level

                                                           iii.      Lending/borrowing numbers are getting back into level

                                                           iv.      In OCLC, there’s a page with information on each library. Noticing some variance in what those records contain for email contacts. Some don’t have an email or are out of date. Wondering if/how to update and standardized the email address to the Madison OLL address. We all borrow under one symbol (WIM) and like the idea of having a consistent email. Test the waters here (see comments in chat)

1.      Long before Kathy, when things were set up, it was inconsistent. Things have changed and not been standardized. Kathy would like it to be more consistent.

2.      Reminder to Jean to update contact information in various places as we have many new ILL practitioners

c.       How to Handle Lost/Damaged Items Guidelines

                                                              i.      No more discussion needed

d.      Records Retention

                                                              i.      Resolved what local libraries do

                                                             ii.      We don’t have an explicit SCLS policy for how long Madison should/shouldn’t keep electronic records

                                                           iii.      Retention schedule

1.      Kathy’s conclusion is that there are several competing interests

a.      Copyright compliance – 3 years

b.      Workflow issues – have records of past tranactions to help on working with difficult requests

                                                                                                                                      i.      Borrowing history and sometimes patrons want to know what they’ve borrowed in the past

c.       Have everything back to 2009 when we started using ILLiad

2.      Madison Public Library website: retain records for one year

a.      Holdover from when records were paper and didn’t want to store them for a long period of time

3.      Big competing interest is patron privacy

a.      There is a tool/utility in ILLiad that will remove requests after a certain amount of time.

b.      Not possible to remove/anonymize patron information or customize by library

4.      Agreement on how long to keep these records

a.      Minimum of 3 years for copyright compliance

5.      Question – what are the concerns about these records

a.      Important thing to consider is that SCLS adopted the Library Records Retention schedule. Can hold it for longer than 30 days as necessary or desired.

b.      Abby Swanton at DPI is a resource for record retention

c.       This topic warrants a deeper conversation

                                                                                                                                      i.      Internal data retention schedule for Bibliovation – includes patron anonymization for some data. If patrons opt-in the patron history. Include Heidi O. in conversation, if needed.

                                                                                                                                     ii.      Add to the next meeting agenda

4.      Plan for next meetings:  October 29, 2024

a.      Annual Report pre-fill

b.      Records Retention


5.      Adjournment



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.