Interlibrary Loan and Archives: The Final Frontier. Jennifer Schaffner OCLC Research Library Partnership

Transcription

1 Interlibrary Loan and Archives: The Final Frontier Jennifer Schaffner OCLC Research Library Partnership Elaine Engst Cornell University Eric Robinson Wisconsin Library Service Christian Dupont Atlas Systems Session 508 SAA Annual Meeting San Diego #saa12 August 11, :30 AM Aqua 306 AB

2 Christian Dupont Member, ACRL/RBMS Guidelines For Interlibrary and Exhibition Loan Of Special Collections Materials task force Former RBMS section chair, former ALA co-chair ALA/AAM/SAA Joint Committee on Archives, Libraries, Museums (CALM) Former director of special collections at Syracuse University, University of Virginia Since 2008, Aeon Program Director for Atlas Systems Independent researcher on 19th-century library collecting

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4 ACRL/RBMS Guidelines for Interlibrary and Exhibition Loan of Special Collections Materials Purpose To enhance access, support research, and promote awareness of their collections, special collections repositories may arrange to lend materials from their holdings to other institutions for research use or exhibition. The purpose of these guidelines is to provide a framework for the development of appropriate institutional policies and decisionmaking criteria to support the inter-institutional loan of special collections materials, to specify the respective responsibilities of borrowing and lending institutions, and to recommend procedures to ensure the security and preservation of loaned materials.

5 ACRL/RBMS Guidelines for Interlibrary and Exhibition Loan of Special Collections Materials Audience These guidelines are intended for use by libraries, archives, historical societies, and other similar repositories to encourage and facilitate the inter-institutional loan of special collections materials Although these guidelines are written primarily from the perspective of single institutions, they are also meant to serve the needs of consortial groups in developing policies and procedures for facilitating research and exhibition loans among their members. These guidelines may also provide guidance to other types of institutions, such as museums, that may engage in loan arrangements with special collections repositories.

6 ACRL/RBMS Guidelines for Interlibrary and Exhibition Loan of Special Collections Materials Context These guidelines adhere to and complement the American Library Association (ALA) Interlibrary Loan Code for the United States, the Association of College and Research Libraries (ACRL)/Society of American Archivists (SAA) Joint Statement on Access to Research Materials in Archives and Special Collections Libraries, the Code of Ethics of the American Library Association, and the ACRL Code of Ethics for Special Collections Librarians.

7 1917 ALA Committee on Coordination of College Libraries established interlibrary lending code 1961 Wisconsin network begins intercampus lending of archival materials 1967 OCLC founded 1974 RLG founded 1976 U.S. Copyright Act; Section 108 < first Star Trek episode 1978 Missouri network begins intercampus lending of archival materials 1979 ALA-SAA Joint Statement on Access to Original Research Materials

8 1987 RLG Additional Guidelines for Access to Archives, Manuscripts, and Special Collections; promotes SHARES 1988 Rare Books & Manuscripts Librarianship issue on ILL and special collections 1991 RLG introduces Ariel 1994 RUSA Interlibrary Loan Code for the United States ACRL/RBMS Guidelines for the Interlibrary Loan of Rare and Unique Materials 2004 ACRL/RBMS Guidelines for the Interlibrary Loan of Rare and Unique Materials (revision) 2005 ACRL/RBMS Guidelines for Borrowing and Lending Special Collections Materials for Exhibition 2009 ACRL/RBMS forms task force to combine interlibrary loan and exhibition guidelines OCLC Research forms Sharing Special Collections steering committee

9 ACRL/RBMS Guidelines for Interlibrary and Exhibition Loan of Special Collections Materials Material Types and Approaches The guidelines recognize the wide variety of materials that are held in special collections and that may be requested for research or exhibition loan. An effective lending program may use a tiered approach for decision-making, documentation, and implementation based on such factors as material type, rarity, value, fragility, or nature of the collection. Some may require case-by-case decision-making at the item level, while others may allow more routine decision-making at the collection level. Archival and manuscript collections and other aggregate collections may be best served with different protocols than those applied to requests for individual published materials.

10 ACRL/RBMS Guidelines for Interlibrary and Exhibition Loan of Special Collections Materials Alternatives The guidelines also recognize that often there may be other more desirable and suitable alternatives to borrowing and lending original special collections materials. Although not addressed within the scope of these guidelines, services such as scan-on-demand and digitization programs are encouraged as alternative means of providing access, especially insofar as they may safeguard the original materials more effectively and be delivered more efficiently.

11 ACRL/RBMS Guidelines for Interlibrary and Exhibition Loan of Special Collections Materials Collaboration with ILL Services If such research travel is not feasible, encourage researchers who wish to initiate a request to borrow special collections materials for consultation at their home institution to contact their institution s interlibrary loan office for advice and assistance rather than directly initiating a request with the special collections department at the owning repository. If the interlibrary loan policies and practices of the borrowing and lending institutions will permit them to collaborate in the loan of special collections materials, it is generally more efficient and cost effective for both the researcher and institutions involved.

12 We were able to borrow things we would not be able to provide to others.