Interlibrary Loan Photocopy Procedures Manual

The MLS Resource Sharing Interlibrary Loan Photocopy Procedures Manual is now being revised. Every public library in the suburban MLS service area was provided with a print copy of the Procedures Manual in November of 2008. The November 2008 Procedures Manual is available as a pdf. If your library would like to request a print copy of the publication, please contact the MLS Resource Sharing office at 630-734-5160 or send an email to metroill@mls.lib.il.us

Requesting assistance in verifying a journal article

Any MLS member library can request assistance in verifying a journal article from MLS Resource Sharing after exhausting their local resources. MLS will make an extensive search to attempt to verify the article or journal using the MLS Bibliographic Core Collection and the Internet. There is no charge for this service.

Requesting a photocopy from another library

Previous to submitting a photocopy request to a library, a member library should check the MLS Union List of Serials for potential suppliers. In addition, libraries are required by the ILLINET Interlibrary Loan Code to check for the availability of full-text before requesting a photocopy.

After identifying potential suppliers in the MLS Union List of Serials, check the MLS Photocopy Policy Directory for contact, policy, and fee information.

Use either an ALA Interlibrary Loan request form (pdf version), ALA Interlibrary Loan request form (MS Word doc version), or a MLS Direct Copy Request form to request a photocopy from a MLS member library. The MLS Direct Copy Request form is only to be used within System.

Required elements

In addition to a complete citation, a photocopy request must indicate compliance with copyright. On any ILL request form either CCL or CCG must be checked when requesting a photocopy. What do CCL and CCG refer to? CCL refers to compliance with copyright law. CCG refers to compliance with copyright guidelines(CONTU).

Check CCL if:

• The requested article is five or more years old or
• Your library owns the journal title or
• You have reached your limit of five for CCG requests for the journal title for the year and you are paying royalties to CCC or purchasing a copy from a commercial document supplier.

Check CCG if:

• The requested article was published within the last five years and
• Your library does not own the journal title.

CCG Copyright Compliance Record Keeping

Please note, you are only allowed 5 copies within a calendar year for any specific journal title the falls under CCG compliance. Under CCG copyright compliance your patron is also limited to only one copy from a particular journal issue, if that article was published within the last five years. Anything over 5 copies must be reported to the Copyright Clearance Center or purchased commercially. Also, you must maintain records of all CCG requests filled for your patrons for a period of 3 years. The advantage of using full-text, especially the free resources provided by using the FirstSearch databases supplied by the Illinois State Library, is that you don’t need to keep track of these filled requests for copyright compliance as the royalties are paid for by the vendor.

Interlibrary Loan Codes

• Interlibrary Loan Code of the United States (ALA ILL Code, 2008)
• Interlibrary Loan Code of the United States Explanatory Supplement (May 2008)
• ILLINET Interlibrary Loan Code (PDF, 2008)
• CARLI I-Share Library Resource Sharing Code (2006)
• MLS Interlibrary Loan Code (PDF, 2004)

Links to more information on Copyright and Photocopies

• Berkeley Digital Library Sunsite
• Copyright and Fair Use Stanford University
• Guidelines and Procedures for Telefacsimile and Electronic Delivery of Interlibrary Loan Requests and Materials
• U.S. Copyright Office

Resources to assist you in verifying journal titles and locating full text articles

• Directory of Open Access Journals (DOAJ)
• Genamics JournalSeek (you can search by abbreviations to determine actual title of journal with links to publisher often allowing you to view table of contents for issues and link to abstracts or full text)

Copies of US Patents and Trademarks

The United States Patent and Trademark Office has made available online the issued patents as full-text since 1976, with full-page images since 1790.

ERIC documents – Education Resource Information Center

When you verify an article on the ERIC database in FirstSearch, the article is assigned either an ED or EJ number by ERIC. Items with ED numbers are actual ERIC documents and are either available online by ERIC or held at an ERIC depository library on fiche. Items with EJ numbers are journal articles indexed by ERIC and are available as photocopies and often as full text on the ERIC website.