2 External System and OCLC ILL Considerations

Overview

The capabilities of your external system or Web interface determine which ILL Direct Request option you choose. You must thoroughly understand how your system or Web interface works to successfully implement ILL Direct Request.

Information in the request can be supplied by an external system or your local system. Using Direct-to-Profile processing, information can also be supplied by OCLC constant data and custom holdings. Factors to consider about information in the request include:

  • Mapping of external system data not normally accommodated by the OCLC workform
  • Order of lenders in the lender string
  • Constant data is superseded by information in your ISO request (Direct-to-Profile only)

System functions

The following checklists help you determine which ILL Direct Request option you can use. They are not intended as sets of requirements. Capabilities differ from system to system. It is unlikely that any system includes all functions.

Direct-to-Profile Processing Checklist

Function Required Desired Ideal
Allows patron-generated requests x    
Accepts ISO-10161 formatted data x    
Transmits ISO-10161 formatted data x    
Maintains patron database x    
Maintains patron identity for multiple requests     x
Prompts patron for NeedBefore date   x  
Prompts patron for amount patron will pay   x  
Prompts patron to specify loan or copy   x  
Tracks the amount patron will pay (if used in profile) x  
Responds to patron upon acceptance of request by your system   x  
Transfers bibliographic data to local workform     x
Sends a bib record # or OCLC #   x  
Provides lender strings     x
Produces detailed borrowing reports     x

Direct-to-Lender Processing Checklist

Function Required Desired Ideal
Allows patron-generated requests x    
Accepts ISO-10161 formatted data x    
Transmits ISO-10161 formatted data x    
Provides lender strings x    
Maintains patron database x    
Maintains patron identity for multiple requests     x
Prompts patron for NeedBefore date   x  
Prompts patron for amount patron will pay   x  
Prompts patron to specify loan or copy   x  
Transfers bibliographic data to local workform x    
Produces detailed borrowing reports     x

Direct-to-Review File Processing Checklist

Function Required Desired Ideal
Allows patron-generated requests x    
Accepts ISO-10161 formatted data x    
Transmits ISO-10161 formatted data x    
Maintains patron database     x
Transfer bibliographic data to local workform     x

Mapping data to the OCLC ILL request form

Your system may track more information about a patron request than is normally provided in an OCLC ILL request form. Discuss mapping data with your Systems Manager. For example, you can map additional information from your system (such as local holdings information) in the OCLC ILL field:VERIFIED:.

Order in :Lender:

A preference code in the ISO-10161 ILL-Request allows you to restrict the order of symbols in your lender string. Set this option to ordered if you do not want ILL Direct Request to change the order of lender symbols you supply. However, this has implications for building a :Lender: field.

Example:

You set preference to ordered and provide 25 potential lenders in a request. The fourth symbol in your string of 25 is not a valid OCLC lender. ILL Direct Request puts symbols 4-25 in the :LOCATIONS: field. The request is left with only 3 potential lenders.

In the example, if preference is unordered, ILL Direct Request puts the invalid symbol in :LOCATIONS: and continues to validate symbols until the :Lender: field is full.

Constant data considerations (Direct-to-Profile)

Data from the ISO-10161 ILL-Request takes precedence over data from the constant data record (for example, if the ISO-10161 ILL-Request contains :MAXCOST:, then :MAXCOST: is not applied from constant data). You must decide which data should be supplied in the ISO-10161 ILL Request and which data should be omitted so it can be supplied by a constant data record.

The following fields in an OCLC ILL request may be supplied by a constant data record if they are not furnished in the ISO-10161 ILL-Request.

:NeedBefore :AFFILIATION:
:EDITION: :PATRON:
:SHIP TO: :PDEPT:
:BILL TO: :PSTATUS:
:SHIP VIA: :PATRON ID:
:MAXCOST: :PATRON ADDR:
:COPYRT COMPLIANCE: :PATRON PHONE:
:FAX: :PATRON E-MAIL:
:E-MAIL: :PATRON FAX:
:BILLING NOTES: :PATRON NOTES:
:BORROWING NOTES:  

Detecting duplicate requests

ILL Direct Request creates a duplicate detection key for each request using the patron name, title, and article information. If ILL Direct Request finds an ILL or Review file record with the same duplicate detection key, the request is considered a potential duplicate. 

As seen in the following table, only Direct-to-Profile processing can be affected by the identification of a potential duplicate:

Direct Request Processing Handling of Potential Duplicate
Direct-to-Profile Note added to :DIRECT NOTES: field. Processing depends on the choice you make through your profile to process the request or send it to your Review File.
Direct-to-Lender
Processed as usual
Direct-to-Review Note added to :DIRECT NOTES: field. Processed as usual.

Duplicate note

In Direct-to-Profile and Direct-to-Review processing, ILL Direct Request puts the following note in the :DIRECT NOTES: field: this request may duplicate request: [ILL request or Review File numbers].

Examples:

This request may duplicate request il: 1707349.
This request may duplicate requests il: 1707351, il: 1707356.