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Electronic Funds Transfer System (EFTS): A New Service for DOCLINE Libraries in the Pacific Southwest Region

Learn about the Electronic Funds Transfer System (EFTS) and how it streamlines ILL billing, reduces paperwork and check writing, and replaces coupon systems. Find out the status of EFTS in the Pacific Southwest region and how to sign up.

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Electronic Funds Transfer System (EFTS): A New Service for DOCLINE Libraries in the Pacific Southwest Region

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  1. Electronic Funds Transfer System (EFTS): A New Service for DOCLINE Librariesin the Pacific Southwest Region Julie Kwan Pacific Southwest Regional Medical Library for the Medical Library Group of Southern California & Arizona March 28, 2003

  2. What is EFTS? • EFTS is a transaction based electronic billing system for DOCLINE • EFTS was started in New England in 1996 to replace Resource Library coupon systems • Acts like a debit card system – one library submits charges to another library’s account • Developed by University of Connecticut originally for east coast libraries, now expanding nationwide

  3. EFTS Goals • Streamline ILL billing • Consolidate paperwork • Reduce invoicing • Reduce check writing and depositing • Replace coupon systems that were developed for paper requests • Facilitate cross-regional billing

  4. How is NLM supporting EFTS? • NLM has a contract with the University of Connecticut to expand EFTS nationwide • NLM will send data on its ILL charges to EFTS so that EFTS libraries will be able to pay NLM bills through EFTS • EFTS bills include more itemized information than NTIS bills • NLM will begin sending data to EFTS in July 2003 for loans from April – June 2003

  5. What’s the status of EFTS in Southern California & Arizona? • Resource Libraries: Arizona Health Sciences Library (11/02), UCLA Biomed (12/02), UCSD Biomedical Library (1/03) • Primary Access Libraries: St. Agnes Medical Center Library, City of Hope National Medical Center, West Hills Hospital & Medical Center Medical Library, King Drew Health Sciences Library, Patton State Hospital Library, UCSD Medical Center Library

  6. What’s the status of EFTS in the Pacific Southwest Region? • We’re just starting! We have 407 DOCLINE libraries – 15 are in EFTS (3.6%) • 4 of our 12 resource libraries have joined (33%) • NCNMLG and MLGSCA are building expertise!

  7. Which Resource Libraries in Region 7 have joined EFTS? • University of Nevada, Reno (10/02) • University of Arizona, AHSL (11/02) • UCLA Biomedical Library (12/02) • University of California, San Diego, (1/03) • University of California, San Francisco

  8. Look at our growth!

  9. How does EFTS work? • If you are an EFTS participant, your DOCLINE requests will say ‘epayment’ at the top • Lenders submit ILL charge data to EFTS for all ‘epayment’ requests • EFTS debits and credits appropriate accounts and takes 3% fee • EFTS distributes monthly statements with both your borrowing and lending activity

  10. How do you sign up? • Fill out: • Registration Form • Memorandum of Agreement • Set up a deposit account equal to 3 months of net ILL charges or $100, whichever is greater • Can pay be check or credit card • All forms are on the EFTS website

  11. If you charge other libraries: • Submit ILL charge data to EFTS by the 10th of the month • You can use Clio, ILLiad, QuickDoc, or the EFTS File Builder Program • Evaluate Charges in your DOCUSER record (Do you mention coupons? Do you have dollar amounts listed?) • If you are a net lender, you will get quarterly reimbursement checks

  12. What else can you do? • Talk with ILL partners about joining • Consider the EFTS File Builder Program if there is no other way to submit data file of ILL charges • Update routing tables to include EFTS libraries

  13. What about your routing table? • List libraries that do not charge (FreeShare, reciprocal) low in your table • List libraries that use EFTS low in your table • List smaller libraries before larger ones • List libraries that charge the most last • Take into account preferred delivery methods, special collections, etc. • List libraries in our region before libraries in other regions

  14. What is PSRML doing to promote EFTS? • We work with NN/LM, NLM, and EFTS personnel to facilitate implementation • Serve as a communications link • Promote awareness of EFTS through the newsletter, the listserv, and meeting with groups and consortia • Provide training support (on EFTS, not on Clio, ILLiad, QuickDoc, etc.)

  15. Status of EFTS in the NN/LM

  16. What will happen to coupons? • We believe that coupons will be used less and less over time. • “Libraries are encouraged to use electronic invoicing capabilities such as OCLC's Interlibrary Loan Fee Management (IFM) system or the Electronic Fund Transfer System used by medical libraries.” (Interlibrary Loan Code of the United States: Explanatory Supplement)

  17. What’s next? • EFTS is developing a web-based system to manage EFTS data • There will be more EFTS meetings at MLA – • EFTS staff will attend MLA • EFTS meeting during open meeting times • EFTS included in Chapter Roundtable lunch

  18. Questions? • Go to the EFTS web site at http://efts.uchc.edu/ • Contact Colleen Giblin at EFTS toll-free at 866-561-5045 • Contact Julie Kwan at PSRML toll-free at 800-338-7657 • Go to the PSRML web site at http://nnlm.gov/psr/efts.html • Ask your peers who are already using EFTS!

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