Colorado Interlibrary Loan Best Practices
Developed by the Colorado Library Advisory Board’s ILL Task Force, April 2004
Approved by the Colorado Library Advisory Board, May 2004
Interlibrary loan service is essential to the vitality of libraries of all types and
sizes. Interlibrary loan cooperation provides all libraries with the opportunity to reach
beyond their own collections to meet the information needs of their
communities. However, interlibrary loan should be an adjunct to, not a substitute for,
collection development at the local level. It is an integral element of collection
development, not an ancillary option. Providing timely and responsible information
access through interlibrary loan requires a dynamic and multi-faceted approach. In
conjunction with the Interlibrary Loan Code for the United States, the Best Practices
assists Colorado libraries in providing that service within a framework of mutual
understanding and good faith.
 Become familiar with and adhere to the Interlibrary Loan Code
for the United States
http://www.ala.org/rusa/resources/guidelines/interlibrary
 Be a responsible borrower
Requesting libraries should exhaust their own local resources before initiating
an interlibrary loan request.
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If the book is in print, consider buying it for your collection instead of
requesting it on ILL. This helps you develop a collection based on your
patrons’ needs. Your collection development policy should meet the interests
of your primary clientele.
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Purchase bestsellers. No library can supply bestsellers because their
patrons want them, too.
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If you own the item and it’s checked out, consider placing a local hold for
your own patron.
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If your copy is lost, buy a replacement.
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Check full text databases online for journal articles (e.g. EBSCO).
Verify format, citations and holdings.
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Clearly identify the specific format requested (VHS, DVD, CD, CASSETTE,
LARGE PRINT, ETC.)
Do not request electronic books.
Recommend the Colorado Library Card as an alternative to ILL.
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If a nearby library owns the book, consider asking the patron to visit the
owning institution to check out the book.
The borrowing library is ALWAYS responsible for items, including materials
lost on the courier or by the patron.
The borrowing library is responsible for copyright adherence.
 Use large libraries as a last resort
Use large libraries (e.g. University of Colorado-Boulder, Denver Public Library)
only if there are no other owners.
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If there are other owners, request from them first - spread the load around
the state.
Use the Colorado Virtual Library for statewide holdings information.
For Denver Public Library genealogy requests, use Ask A Question for
straightforward questions: http://www.denver.lib.co.us/ask/index.html. Lengthy
questions may require the patron to make an in-person visit to the library.
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Do not request genealogy materials from Denver Public Library using
ILL. DPL’s genealogy items do not circulate.
For historical newspapers from Colorado, don’t assume that large libraries
such as UC-Boulder own every historical newspaper from around the state.
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Check for the newspaper in digitized form on the Web in Colorado’s
Historic Newspaper Collection: www.coloradohistoricnewspapers.org/
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Look for the newspaper title in Prospector, Colorado Virtual Library,
OCLC, or another appropriate online catalog.
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Recommend that the patron contact the Colorado Historical Society:
http://www.coloradohistory.org/
 Use electronic methods
Use electronic methods like SWIFT and OCLC. Fax and e-mail requests
should be a last resort. Avoid phone requests if at all possible.
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Libraries using OCLC should not enter the symbol more than twice.
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Use custom holdings. This will ensure the request does not get held up
longer than necessary.
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Use the concentric circle model for requesting. Let SWIFT do
concentric circles for you by automatically selecting potential lenders
according to your profile. Or check your local catalog, then the catalogs of
libraries in your region before automatically sending the request to any large
library.
 Be a responsible lender
Do not charge other Colorado libraries for ILL if at all possible.
Attempt to supply materials as freely as your library requests materials.
All efforts should be made to receive and respond to requests daily.
Supply the format that was requested.
Honor the requesting library’s cost and use limits.
Verify copyright compliance.
Give the reason why if you answer “no” to a request.