Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

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ILLIAD INTERNATIONAL CONFERENCE| MARCH 23, 2012 Preserving and Sharing: Bridging the Gap Between ILL and Special Collections Anna Dulin and Ellen Makaravage Z. Smith Reynolds Library

description

Presented with Ellen Makaravage. Identified methods used by Interlibrary Loan, Special Collections, and Technology staff at Z. Smith Reynolds Library to increase ILL access to rare materials and special collections.

Transcript of Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Page 1: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

ILLIAD INTERNATIONAL CONFERENCE| MARCH 23, 2012

Preserving and Sharing:

Bridging the Gap Between

ILL and Special Collections

Anna Dulin and Ellen Makaravage

Z. Smith Reynolds Library

Page 2: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Wake Forest Overview

• History

– 1834: Founded in

Wake County, NC

– 1956: Relocated to

Winston-Salem, NC

– Private, liberal arts

institution

– Rich Southern

Baptist tradition

http://newstudents.wfu.edu/files/2011/05/WaitChapel11.jpg

Page 3: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Wake Forest Overview

• Student Population

– Undergraduate

– Graduate

• Colleges

• Degree Programs

• Motto

http://images.businessweek.com/ss/07/schooltours/BSWakeForestUGSS/source/5.htm

Page 4: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Z. Smith Reynolds Library

http://www.flickr.com/photos/wfunews/4950721785/sizes/m/in/photostream/

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Z. Smith Reynolds Library

• People

– Staff

• 26 Librarians

• 26 Staff

• 2 P/T Staff

– 200+ student

assistants

http://www.flickr.com/photos/zsrlibrary/5237893732/

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Z. Smith Reynolds Library

• Collection

– 1.7+ million

volumes

– Print Journals:

4,500+

– Electronic journals:

50,000+

– Database

Subscriptions: 180+

http://parents.wfu.edu/files/2011/11/zsr-offsite-storage.jpg

Page 7: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

ZSR Interlibrary Loan

• About Us

– Staff

– Students

– Consortia

• Statistics (2011)

– Borrowing: 7,659

– Lending: 9,145

Page 8: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

ZSR Special Collections

Page 9: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

North Carolina

Baptist Historical

Collection

– NC Baptist

Repository

– Biblical

Reporter

– 16, 000+ items

– 1,000+

biographical

folders

ZSR Special Collections

Page 10: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Wake Forest

University

Archives

ZSR Special Collections

– WFU Presidents’

papers

– Department, organi

zation & committee

records

– WFU publications

– Biographies &

news files

Page 11: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Rare Books

Collection

ZSR Special Collections

– American, Irish &

British authors

– 18th – 21st century

– NC & regional

emphasis

– Book arts

Page 12: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Manuscripts

Collection

ZSR Special Collections

– Primary source

material

– 500+ collections

– WFU connection

or relevance

Page 13: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

History of Interlibrary Loan

& Special Collections

Communications

Page 14: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Receive/Conditional Request

http://www.flickr.com/photos/nihonbunka/47716663/sizes/m/in/photostream/

Page 15: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Copy Pull Slip

http://www.flickr.com/photos/wwworks/6305470569/sizes/m/in/photostream/

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Deliver Request to Special Collections

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Find Item

http://www.flickr.com/photos/28705377@N04/4142872268/sizes/m/in/photostream/

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Wait to decide if item can be copied

http://www.flickr.com/photos/archeon/2941655917/sizes/m/in/photostream/

http://www.flickr.com/photos/archeon/2941655917/sizes/m/in/photostream/
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Wait for item to be copied

http://www.flickr.com/photos/rvoegtli/4647649703/sizes/m/in/photostream/

Page 20: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Deliver copy

http://www.flickr.com/photos/jasleen_kaur/4990832696/sizes/m/in/photostream/

http://www.flickr.com/photos/jasleen_kaur/4990832696/sizes/m/in/photostream/
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Missions

Interlibrary Loan

• Share

Special Collections

• Preserve

http://www.flickr.com/photos/icesabre/2220618699/sizes/m/in/photostream/

Page 22: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Solving the Problem

Page 23: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

The First Solution

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The Current Solution

• Identified workflow

problems

• Established

effective

communication

• Wanted to:

– Integrate ILLiad

– Incorporate private

request form

• Created an Addon

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Get It!

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Find It!

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Import It!

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Request It!

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Request It!

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Request It!

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Send It!

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Route It!

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Monitor It!

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Behind the Scenes

• Addon plugin emails Special Collections & Archives

• Addon plugin feeds request into LibStats and User-

Initiated Scan queue

• SCA staff view UIS queue

– Pull material

– Assess condition

• Scan materials

• Save materials and alert ILL staff

• Retrieve and deliver

Page 35: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Assessment

Pros

• Efficient

• Timely feedback

• Green

• Tracking

• ROI for Special

Collections

Cons

• Don’t see our SCA

friends as often

• Need more information

from borrowing

libraries

• Cloud storage

– Manual notification

– Inconvenient retrieval

Page 36: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Future Solution

• Discovery Tools Addon

– Vufind

– Finding Aids

– D-Space

• Communication with Special Collections

– Practice active listening

– Understand each process/workflow

Page 37: Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

Questions?

• ILL or Special

Collections?

• Aeon?

• Unique collections?

• Unique challenges?

• Communication

challenges?

• Communication

procedures?


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