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The 8th Interlending and Document Supply International Conference. ILL in the fast lane: a Hong Kong perspective by Ruth Wong Shuk-ching & Peter E. Sidorko. Where are we? . A night scene of Hong Kong. The University of Hong Kong. The University of Hong Kong Libraries - Main Library.

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the 8th interlending and document supply international conference

The 8th Interlending and Document Supply International Conference

ILL in the fast lane:

a Hong Kong perspective

by

Ruth Wong Shuk-ching & Peter E. Sidorko

who are we
Who are we?
  • First university, founded in 1910
    • 42 first degree and 43 Master’s degree programmes
    • 14,400 FTE government funded students
    • with an extension school - SPACE with 60,000 students each year
missions of the university of hong kong libraries
Missions of the University of Hong Kong Libraries
  • “To provide services which are closely linked with the University’s priority”
    • Research output --> impacts on ILL Office
  • “To collaborate with other regional, national and international academic institutions and counterparts for resource sharing.”
    • Joined OCLC in 2001 --> ILL requests from overseas increased steadily
interlibrary loans and photocopying department
Interlibrary Loans and Photocopying Department
  • One Main Library and Six branch libraries
  • ILL and Photocopying Dept. deal with all borrowing activities and keep statistics
  • All branch libraries involved in ILL lending activities
ill system automated
ILL system - “automated”
  • In-house written with FoxPro
    • Borrowing, searching and tracking capabilities
    • All reports and statistics --> FoxPro functions
    • Lending data stored in a separate Access database
ill system request
ILL system - request
  • Highly mediated
    • Re-input all data
    • Requests in paper forms
    • Faxes between local libraries
    • Use Ariel, OCLC ILL and ARTTel for overseas libraries
ill automated system study
ILL automated system study
  • 1997 - ILL module release 10 of Innopac
  • 2000 - Millennium ILL module of Innopac

Unfavorable commends:

    • Accounting and statistical features do not satisfy our needs
    • No local library was using it
  • As a result
    • The in-house system was further developed until 2002
power of cooperation ill system evaluation
Power of cooperation - ILL system evaluation

Chaotic stage

  • 8 libraries --> 8 ILL systems (7 in-house, 1 commercial product)
  • 2001 - cross-institutional task force from CUHK, BUHK, HKU
    • Evaluate OCLC ILLiad
power of cooperation ill system evaluation13
Power of cooperation - ILL system evaluation

System requirements

  • User-friendliness
  • Online requests, online renewal, electronic

document delivery, notifications generation

  • Search & query, accounting and statistics, user authentication
power of cooperation ill system evaluation14
Power of cooperation - ILL system evaluation

Benefits

  • Free trial for three and a half months
  • Able to test ISO ILL
  • Wider scope of discussions and understanding of the system
power of cooperation ill system evaluation15
Power of cooperation - ILL system evaluation

Achievements

  • Implement OCLC ILLiad
  • The fourth university - CityU joined immediately
  • Cheaper price for on-site training
  • TWO More universities joined in 2003
implementation the challenges
Implementation - the challenges

New charging policy

  • Cost recovery vs. quota based system
  • Academic and research staff 150
  • Postgraduates 125
  • Final year students 25
  • SPACE Academics 100
  • SPACE students (local resources) 100
new workflow
New workflow

Centralization of interlibrary loan services

  • Borrowing and lending requests via Web interface
  • Better control on
    • Turnaround time
    • ILL statistics collecting
  • Communications rely on emails
new workflow18
New workflow

Meets the Libraries’ performance pledge

Pledge:

  • 85% of items need to be delivered
    • Local: in 4 days
    • Overseas: in 2 weeks
  • All articles are delivered electronically
new workflow19
New workflow

Meets the Libraries’ performance pledge

To meet the pledge:

  • Use macros to avoid duplicating data input
  • Use LendingWeb
  • Encouraged to use ISO ILL
new workflow20
New workflow

Staff training

  • Exposure to the new system before the official training
  • Work buddies
  • More training on computing skills
  • Staff participation in logistics planning
driving in the fast lane
Driving in the fast lane

2003: What have we achieved?

  • ILL requests increased 36.15%
  • Borrowing requests increased 65.57%
  • Lending requests increased 17.88%
  • Turnaround time shortened:
    • For loans 3.29 days
    • For articles 9.97 days
  • No extra staff has been added
are we in control of the fast lane a survey
Are we in control of the fast lane? A survey:
  • A questionnaire on a 5-point scale to measure,
    • satisfaction with ILL staff & services, the new system and article delivery methods
    • 15 questions
  • Conducted in paper form and online
    • 116 respondents from printed form
    • 37 respondents from online
    • 27 faculty members, 83 postgraduates, 6 final year students, 24 administrative and other staff
are we in control of the fast lane satisfaction level
Are we in control of the fast lane? Satisfaction level:
  • Timely notification and helpfulness of ILL staff
    • 81.66%
  • ILL staff try their best to get the requested resources
    • 87.86%
  • ILL Office’s overall performance
    • 96.43%
are we in control of the fast lane satisfaction level 2
Are we in control of the fast lane? Satisfaction level (2):
  • Round-the-clock electronic requesting is convenient
    • 96.43%
  • Overall satisfaction with the new system
    • 84.28%
  • Choice of article delivery method:
    • Electronic delivery 77.86%
    • Internal mail 11.43%
    • Pickup at the ILL Office 10.71%
are we in control of the fast lane observations
Are we in control of the fast lane? Observations:
  • ILL staff are ready to answer questions - less satisfied
    • Transparency of the system adds stress
    • New to the system
  • Preferred article delivery methods
    • 22.14 % in total do not want electronic delivery only
    • Faculty members 33.3%, Postgraduates 17%, Final year students 16.6% and other staff 8.3%
l platers in the fast lane what have we learned
“L-platers” in the fast lane. What have we learned?
  • Cooperation is a power
    • Shared views, perspectives and experiences
  • Solve problems together
    • User authentication
    • CJK display
    • Printing CJK
    • Import emails to lending module
what dreamland will this fast lane lead to
What dreamland will this fast lane lead to?
  • User Initiated Document Delivery
    • Software tested: SFX and Webbridge
  • Innopac INNreach
    • January 2004