Interlibrary Loan Subcommittee Notes

October 31, 2023, 10 a.m.

Via Zoom



Present: Nathan Rybarczyk, BAR; Mark Cullen, VER, Kathy Wolkoff, MAD; Emily Wilcox, MAD

Recorder: Jean Anderson

SCLS staff present: Heidi Oliversen; Jean Anderson


1.      Call to order time 10:05 a.m.

a.      Introduction of guests/visitors - NA

b.      Changes/Additions to the Agenda - NA


2.      Approval of previous meeting minutes: March 28, 2023

a.      Nathan R. moved, Mark C. seconded, motion passed


3.      Discussion items

a.      Madison OLL Update

                                                              i.      Stable staff wise

                                                             ii.      Stats are close to pre-COVID levels

1.      Borrowing up a little bit

2.      Lending still a little down

                                                           iii.      Lenders due date Ė really need to respect their due date and not let patrons keep items past that date without requesting renewal or making arrangements. Reminder to libraries to reinforce this message.

1.      Mark and Nathan both have noticed this in a few patrons Ė shrugging off of these deadlines. Maybe extending the fine-free to ILL/OLL materials has made patrons more casual about due dates. Some libraries have retained fines for OLL items even if they are fine-free.

                                                           iv.      How to Handle Lost/Damaged Items: draft review

1.      Send to the committee with a deadline of November 17 for any revisions/questions.

2.      Jean and Kathy will review by December 1

                                                             v.      Goal to send to the ILL email list by December 4

b.      Review Records Retention for ILL records

                                                              i.      The question came from Mont Horeb Library about how long libraries need to retain ILL records.

1.      Library Records Retention Schedule, RDA 020, 021, and 022

2.      Kathy indicated that lending libraries have up to a year to bill borrowing libraries for lost or damaged materials. The most important piece of information to keep beyond the 30 days indicated in the Retention Schedule is proof of return of the item, i.e. a tracking number or receipt.

a.      This information could be added to the Return Report in the notes field

3.      For workflow reasons, Madison maintains ILL records for longer than 30 days. Kathy will investigate the options in ILLiad for purging older records and determine a length of time to retain records.

4.      SCLS libraries, except BAR, MFD, and STP, should follow RDA 020, 021, and 022 for their ILL records. For most records, this is a minimum of 30 days after the item is returned to the lending library.

a.      BAR, MFD, and STP borrow materials on their own and will follow their libraries record retention schedule.

c.       WISCAT Update

                                                              i.      Kathy has heard from DPI that WISCAT will not charge a fee for 2024

                                                             ii.      Madison will sign the agreement for most libraries

1.      MFD, BAR, and STP will sign an individual agreement

                                                           iii.      Nathan R. reported that BAR hasnít been able to get a lot of items through WISCAT. Itís so much easier to get things through WorldShare but he checks both options.


4.      Plan for next meeting: March 26, 2024 at 10 a.m. via Zoom

a.      How to Handle Lost/Damaged Items guidelines

b.      Records Retention

5.      Adjournment: 11:03 a.m.

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 Subcommittee/Notes/10-31-2023