Preserving and Sharing: Bridging the Gap Between ILL and Special Collections

ILLIAD INTERNATIONAL CONFERENCE| MARCH 23, 2012

Preserving and Sharing:

Bridging the Gap Between

ILL and Special Collections

Anna Dulin and Ellen Makaravage

Z. Smith Reynolds Library

Wake Forest Overview

• History

– 1834: Founded in

Wake County, NC

– 1956: Relocated to

Winston-Salem, NC

– Private, liberal arts

institution

– Rich Southern

Baptist tradition

http://newstudents.wfu.edu/files/2011/05/WaitChapel11.jpg

Wake Forest Overview

• Student Population

– Undergraduate

– Graduate

• Colleges

• Degree Programs

• Motto

http://images.businessweek.com/ss/07/schooltours/BSWakeForestUGSS/source/5.htm

Z. Smith Reynolds Library

http://www.flickr.com/photos/wfunews/4950721785/sizes/m/in/photostream/

Z. Smith Reynolds Library

• People

– Staff

• 26 Librarians

• 26 Staff

• 2 P/T Staff

– 200+ student

assistants

http://www.flickr.com/photos/zsrlibrary/5237893732/

Z. Smith Reynolds Library

• Collection

– 1.7+ million

volumes

– Print Journals:

4,500+

– Electronic journals:

50,000+

– Database

Subscriptions: 180+

http://parents.wfu.edu/files/2011/11/zsr-offsite-storage.jpg

ZSR Interlibrary Loan

• About Us

– Staff

– Students

– Consortia

• Statistics (2011)

– Borrowing: 7,659

– Lending: 9,145

ZSR Special Collections

North Carolina

Baptist Historical

Collection

– NC Baptist

Repository

– Biblical

Reporter

– 16, 000+ items

– 1,000+

biographical

folders

ZSR Special Collections

Wake Forest

University

Archives

ZSR Special Collections

– WFU Presidents’

papers

– Department, organi

zation & committee

records

– WFU publications

– Biographies &

news files

Rare Books

Collection

ZSR Special Collections

– American, Irish &

British authors

– 18th – 21st century

– NC & regional

emphasis

– Book arts

Manuscripts

Collection

ZSR Special Collections

– Primary source

material

– 500+ collections

– WFU connection

or relevance

History of Interlibrary Loan

& Special Collections

Communications

Receive/Conditional Request

http://www.flickr.com/photos/nihonbunka/47716663/sizes/m/in/photostream/

Copy Pull Slip

http://www.flickr.com/photos/wwworks/6305470569/sizes/m/in/photostream/

Deliver Request to Special Collections

Find Item

http://www.flickr.com/photos/28705377@N04/4142872268/sizes/m/in/photostream/

Wait to decide if item can be copied

http://www.flickr.com/photos/archeon/2941655917/sizes/m/in/photostream/

Wait for item to be copied

http://www.flickr.com/photos/rvoegtli/4647649703/sizes/m/in/photostream/

Deliver copy

http://www.flickr.com/photos/jasleen_kaur/4990832696/sizes/m/in/photostream/

Missions

Interlibrary Loan

• Share

Special Collections

• Preserve

http://www.flickr.com/photos/icesabre/2220618699/sizes/m/in/photostream/

Solving the Problem

The First Solution

The Current Solution

• Identified workflow

problems

• Established

effective

communication

• Wanted to:

– Integrate ILLiad

– Incorporate private

request form

• Created an Addon

Get It!

Find It!

Import It!

Request It!

Request It!

Request It!

Send It!

Route It!

Monitor It!

Behind the Scenes

• Addon plugin emails Special Collections & Archives

• Addon plugin feeds request into LibStats and User-

Initiated Scan queue

• SCA staff view UIS queue

– Pull material

– Assess condition

• Scan materials

• Save materials and alert ILL staff

• Retrieve and deliver

Assessment

Pros

• Efficient

• Timely feedback

• Green

• Tracking

• ROI for Special

Collections

Cons

• Don’t see our SCA

friends as often

• Need more information

from borrowing

libraries

• Cloud storage

– Manual notification

– Inconvenient retrieval

Future Solution

• Discovery Tools Addon

– Vufind

– Finding Aids

– D-Space

• Communication with Special Collections

– Practice active listening

– Understand each process/workflow

Questions?

• ILL or Special

Collections?

• Aeon?

• Unique collections?

• Unique challenges?

• Communication

challenges?

• Communication

procedures?