Background:
When sharing our electronic holdings with Rapid ILL, we are required to include lendable statuses to ensure the items we own are permitted to lend per our vendor licenses.
Licenses may or may not mention "resource sharing" or "Interlibrary Loan". We need to know what the license allows. RapidILL distinguishes between 3 lending policies or Lendable Statuses.
A lendable status dictates to whom a certain title can be lent. The lendable statuses are:
· LocalOnly: Lendable only to local patrons. Not for ILL. Used for local holdings checks before borrowing requests are sent out.
· LendableCountry: Lendable to RapidILL libraries in your country.
· LendableInternational: Lendable to all RapidILL libraries worldwide.
Note: If there is no language about "resource sharing" or "interlibrary loan" in the license, the assumption is "LendableInternational" would be acceptable -- not limiting Interlibrary loan in any way. The Google spreadsheet contains some collections with the lending status from the NZ.
Options for investigating the RapidILL lending status:
Use online spreadsheet to determine RapidILL note for IZ licenses.
Run analysis report for collections with existing linked license terms to determine RapidILL.
Create IZ licenses with InterlibraryLoan Terms of Use from NZ and determining the lending note needed for RapidILL. Doing this option also allows for a report to be run.
First Option: Depending on where your library is on setting up license terms, there are some options available to determine the note needed for RapidILL. Libraries can use the spreadsheet created from the NZ to determine if local collections would use the same note as a similar collection from the same vendor.
For example, if your library subscribes to an Elsevier collection in the IZ, the lending note from the NZ may be the same for the IZ collection. This will still need to be determined to be true or not by the library. The spreadsheet is not stating this what the lending note actually is for the IZ but more than likely it is the same lending status.
Second option: Some libraries already have licenses with license terms set up and mapped to the corresponding collection in their IZ. Ann Roll is able to run a report for the IZ to create a list of collections (what is the report??) based on ILL loan permission and ILL note. Libraries can use this report to determine the lending status of the collection. After receiving the report, check with either ILL staff, collection development or ERM managers to approve the lending status.
Third option (longer term project): If libraries do not have licenses term set up in the IZ but want to get started adding license terms, templates can be copied from the NZ to the IZ. Libraries can use those templates to generate IZ licenses with the interlibrary loan status and lending notes supplied by the NZ license. The terms of use will be copied from the NZ to the IZ. Libraries may need to update these terms if local subscription terms are not the same, but in most cases, they are the same. The licenses need to be linked to the collection for the analysis report, mentioned in the second option, to work.
While this option does have a few more steps, it does help in the long run as future collections will need to have the RapidILL lending status in the collection and the best way to determine this status is to have the lending terms in the license.
Note: It will help to have a spreadsheet with the vendor, collection name, and lendable note ready for the next step to help keep track of which collections have been updated.
Update Electronic Collection Internal Description note with the RapidILL Lending Status:
After generating a spreadsheet with the list of collections and lending status, the Internal Description of the Electronic Collections, at the collection level, will need to be updated. There is a cloud application that is easy to add to Alma and use to update the Internal Description for a list of collections. Highly recommended if your library has existing notes in the Internal Description field of the collection. The Quick E-Collection Update app is easy to install and use.
If your library has not added any notes to the Collection-level Internal Description, there is job, Change Electronic Collection Information, in Alma that can be run on a set to add the RapidILL lending note to the Internal Description.
Use Option 1 if your library has existing notes in the Collection-level Internal Description field.
Use Option 2 if your library does not have any existing notes in the Internal Description field.
Update RapidILL Publishing Set:
Once the Internal Note has been updated, the RapidILL Publishing Sets for journals and books will need to be updated.
*Need analysis report that is run by Ann, give option to libraries to run the report. Ask Ann if she is able to help libraries who do have license terms linked to collections.