ILL Forms | ILL Email | Email Options | Protocols | Subject Request | ILL Clearinghouse

ILL Forms

There are three forms, one for book citations, one for periodical citations, and one for subject request form,  regardless of format.

There is no login or password login required to get to the forms. However, to avoid unnecessary and bogus requests, please do not provide that link on a public computer and limit use of the ILL mail account to those on your staff who are authorized to do ILL requests.  Go to ILL Forms

ILL Email Account

The request made with the ILL forms is submitted to the lending library's LORI ILL email account. The email address for all LORI libraries are xxxill@lorinet.info where xxx equals your LORI code in lower case, (e.g. Jamestown Philomenian Library's ILL email address is jamill@lorinet.info, Brown's is broill@lorinet.info, and Redwood Library's is redill@lorinet.info). 

• Your ILL email account should be checked daily.  Even if you are not using it to request materials from another LORI library, you will need to check it to see if someone is requesting materials from your library and to check for updates and information regarding LORI ILL which will be sent via this email account.  

• Use this xxxill account to:
  • Let the borrowing library know that the requested item has been shipped
  • Forward the ILL request to next lending library on the list if you can't fill the request
  • Let the borrowing library know that its request had been forwarded to the next library on the list

Options for installing, forwarding, reading ILL email

• Standard Setup:  The email account is a standard POP3 Internet mail account. It can be set up like any other Lori or Internet email in a reader such as Eudora, or Outlook.  It can also be accessed in text-based mode using PINE when telneting to lori.ri.gov.   The easiest and cheapest (it's free) reader is Eudora Lite which can be downloaded from www.eudora.com.  Set the POP3 server and SMTP server to "lori.ri.gov".
  
• Who should access it and where: You can decide if all staff who process ILL will access the account or just one person.   The account can also be set up on multiple machines, just remember that when you activate "get new messages" the mail is actually being sent to the hard drive on the machine you are working on.  So if you have several ILL staff accessing the account on several machines, you need to find a way to share the info, e.g. downloading mail to your local LAN in a directory that all ILL can access.
  
• Other Options:  Every LORI library has some access to Internet mail (a requirement of LORI standards), so if setting up or having to check yet another email account, is a little overwhelming right now, here are some alternative ways to handle it:
  
  1. Forwarding the ILL email to an existing personal account:  For most libraries there will likely be little email activity in the account despite the fact that it should be checked daily.  This alternative might work best in a one-person library.
     
  2. Forwarding the ILL email to an existing library account:  Some libraries already have accounts that are used for reference staff, or web requests.  You can have the ILL email forwarded to this existing shared library account.
     
  3. Forwarding or accessing the ILL email to a web-based account: There are a number of websites that offer free email accounts -- e.g. www.yahoo.com.  The advantage of these accounts is that the mail is accessed on their server, not downloaded to your local machine, so it's easy for any ILL staff to access from any computer that has a web browser.  No additional setup is necessary.  The downside is that you will have to put up with a lot of advertising, and maybe some spamming, depending on the site.
     
   

Protocols   -- Who's on first?

When you have the citation, and know that another LORI library owns the item

Making a request from a LORI library to another LORI library requires that 
1) the citation is accurate, and the source of verifying it's accuracy is stated, (e.g. the local or remote online catalog, BIP, Reader's Guide) and
2) that the requesting library knows the item is owned by the library from which they are requesting it, whether they know this from online catalogs, bibliographies,

Requests that cannot be made through established methods from one consortium member to another (e.g. within OSL or within RILINK or within OCLC) should be made on the LORI forms to ensure that all required information is provided.

If you find multiple locations for your request, follow the preferred sequence below:

1. Within the consortium of which your library is a member
2. OSL
3. HELIN, CRIARL
4. RILINK
5. Other LORI libraries with online catalogs: RISD, Providence Athenaeum
6. Any other LORI library providing you can verify that they own the item
7. ILL Clearinghouse

Subject requests

Shared Resources at Providence is still the place to send requests when you are unable to identify any or enough citations for materials in a subject request. The form was enhanced several years ago but it is now available to fill out and submit online.

ILL Clearinghouse through FirstSearch

When you are unable to find a location in RI for the material you would like to get through ILL, you can locate the citation on FirstSearch, using the authorization listed there, and submit the form online.  It will automatically be placed in the waiting file in the ILL Clearinghouse's OCLC account.   Kelley Lima, who processes all of the Clearinghouse ILLs, will search through the OCLC database to find locations and have the material sent directly to your library.

The steps for submitting a request this way are posted in the FirstSearch and ILL area.  Please review the steps before using this method.  You may also want to print the steps out and keep them in your ILL notebook.

If you have questions regarding the Clearinghouse, you can call Kelley at 574-9308 or email her at kelleyla@olis.ri.us.