ILL Policy Proposal- The New Standards
Here is a listing of new standards to be put in place regarding Interlibrary Loan Policy. If we get all libraries in the state of New Jersey to follow these new standards, we would have a much easier more cost effective way of sending and receiving Interlibrary Loans.
Standard File Type Used:
The Standard File Type to be used will be the PDF format since it is the most widely used secure document type available.
Sending & Receiving Documents:
For sending and receiving, ARIEL used IP addresses. This brings about some major security issues since a port has to be open in order to send and receive documents. If a port gets blocked, the file is never received.
With new standards in place, document delivery will no longer be done through IP addresses, but through emails. Each library should create an email account reserved specifically for the sending and receiving of ILL’s.
Example: illrequest@georgian.edu
When sending out a document, a standard cover letter should be attached to the email detailing what organization or library the document is being sent from, and instructions on how to open the document. (See Example).
Senders should always request a receipt from the recipient confirming they have received the document.
Senders should limit .pdf document size to 10 Mb.
Document Storage:
Documents should be stored on a server or designated hard drive for a predetermined amount of time.
Example: 2 weeks
Software Cost:
ARIEL can cost as much as $1300 for the full version of the program. A compatible scanner can go for around $600.
Software for creating secure pdf files can be purchased for as little as $20 and is compatible with just about any scanner on the market today.
Here is a listing of pdf creation software that is available:
Note: Please check the software package that came with your scanner first before purchasing additional pdf software, as it may contain software or built in features to create pdf documents already.
Adobe Acrobat Reader Professional- http://www.adobe.com/
Easy Pdf Converter- http://www.sowedoo.com/us2/converter.htm
Image2PDF- http://www.verypdf.com/tif2pdf/tif2pdf.htm
Nitro PDF Professional- http://www.nitropdf.com/professional/compared.htm
PDF Tools- http://www.docu-track.com/home/prod_user/
The programs listed are just a few of the many pdf converters on the market today. Adobe Acrobat Reader Professional is the current standard in the market and is most recommended, however it is also one of the more costly pdf converters on the market. For document delivery, we only need to be able to create a secure pdf file, which all of these programs will do. Each piece of software comes with its own special features, some of the more expensive pieces of software will let you edit or make changes to the pdf files.
Scanner Requirements:
With ARIEL you are required to use specific scanners which can be quite pricy and sometimes unaffordable for customers since there is limited compatibility with this program.
With the new standards in place, libraries no longer have to worry about compatibility issues. Any scanner will work just as long as it can scan a good quality image into the computer.
Note: Any scanner that can scan an image in at a resolution of 300DPI will be sufficient.
If you have any questions or suggestions please contact Jeffrey C. Donnelly at donnellyj@georgian.edu or Linda Silverstein at lsilvers@monmouth.edu
Here is a listing of new standards to be put in place regarding Interlibrary Loan Policy. If we get all libraries in the state of New Jersey to follow these new standards, we would have a much easier more cost effective way of sending and receiving Interlibrary Loans.
Standard File Type Used:
The Standard File Type to be used will be the PDF format since it is the most widely used secure document type available.
Sending & Receiving Documents:
For sending and receiving, ARIEL used IP addresses. This brings about some major security issues since a port has to be open in order to send and receive documents. If a port gets blocked, the file is never received.
With new standards in place, document delivery will no longer be done through IP addresses, but through emails. Each library should create an email account reserved specifically for the sending and receiving of ILL’s.
Example: illrequest@georgian.edu
When sending out a document, a standard cover letter should be attached to the email detailing what organization or library the document is being sent from, and instructions on how to open the document. (See Example).
Senders should always request a receipt from the recipient confirming they have received the document.
Senders should limit .pdf document size to 10 Mb.
Document Storage:
Documents should be stored on a server or designated hard drive for a predetermined amount of time.
Example: 2 weeks
Software Cost:
ARIEL can cost as much as $1300 for the full version of the program. A compatible scanner can go for around $600.
Software for creating secure pdf files can be purchased for as little as $20 and is compatible with just about any scanner on the market today.
Here is a listing of pdf creation software that is available:
Note: Please check the software package that came with your scanner first before purchasing additional pdf software, as it may contain software or built in features to create pdf documents already.
Adobe Acrobat Reader Professional- http://www.adobe.com/
Easy Pdf Converter- http://www.sowedoo.com/us2/converter.htm
Image2PDF- http://www.verypdf.com/tif2pdf/tif2pdf.htm
Nitro PDF Professional- http://www.nitropdf.com/professional/compared.htm
PDF Tools- http://www.docu-track.com/home/prod_user/
The programs listed are just a few of the many pdf converters on the market today. Adobe Acrobat Reader Professional is the current standard in the market and is most recommended, however it is also one of the more costly pdf converters on the market. For document delivery, we only need to be able to create a secure pdf file, which all of these programs will do. Each piece of software comes with its own special features, some of the more expensive pieces of software will let you edit or make changes to the pdf files.
Scanner Requirements:
With ARIEL you are required to use specific scanners which can be quite pricy and sometimes unaffordable for customers since there is limited compatibility with this program.
With the new standards in place, libraries no longer have to worry about compatibility issues. Any scanner will work just as long as it can scan a good quality image into the computer.
Note: Any scanner that can scan an image in at a resolution of 300DPI will be sufficient.
If you have any questions or suggestions please contact Jeffrey C. Donnelly at donnellyj@georgian.edu or Linda Silverstein at lsilvers@monmouth.edu
Below is the example cover letter that has been mentioned in the above proposal:
PLEASE REPLY TO THIS EMAIL UPON RECEIPT.
THANK YOU!
Attached is the ILL article you have requested. The article is in Adobe Acrobat format, and you will need Adobe Acrobat Reader to access it. Depending on the size of the Acrobat file, it may take several minutes for the article to open. Please be patient. Once opened, save the file! This document will be removed from our server within two weeks.
THANK YOU!
Attached is the ILL article you have requested. The article is in Adobe Acrobat format, and you will need Adobe Acrobat Reader to access it. Depending on the size of the Acrobat file, it may take several minutes for the article to open. Please be patient. Once opened, save the file! This document will be removed from our server within two weeks.
INSTRUCTIONS FOR OBTAINING ADOBE ACROBAT:
If you are having trouble opening the document, click on the link below. It will take you straight to the free download site that has the latest version of Adobe Acrobat Reader.
Remember where you saved the file on your hard drive!
If you experience any problems with the ILL contact the
ILL Dept. at the
S. Mary Joseph Cunningham Library at Georgian Court University at
732-987-2434.
COPYRIGHT
The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials.
Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that a photocopy or reproductions is not to be “used for any purpose other than private study, scholarship or research”. If a user makes a request for, or later uses a photocopy or reproduction for purposes in excess of “fair use” that use may be liable for copyright infringement.
This institution reserves the right to refuse to accept a copying order if, in it’s judgment, fulfillment of the order would involve violation of the copyright law.
If you experience any problems with the ILL contact the
ILL Dept. at the
S. Mary Joseph Cunningham Library at Georgian Court University at
732-987-2434.
COPYRIGHT
The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials.
Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that a photocopy or reproductions is not to be “used for any purpose other than private study, scholarship or research”. If a user makes a request for, or later uses a photocopy or reproduction for purposes in excess of “fair use” that use may be liable for copyright infringement.
This institution reserves the right to refuse to accept a copying order if, in it’s judgment, fulfillment of the order would involve violation of the copyright law.
2 comments:
Step by step directions are on the way!
HOW TO FILL OUT AN ILL ARTICLE REQUEST VIA PDF
Scanning the document
1. Locate requested item in stacks
2. Open journal to pages requested
3. Open adobe acrobat professional 6.0
4. On the toolbar at the top of the window click on “create PDF”
5. New window will appear
6. Click on “from scanner”
7. New window will appear
8. Click on “scan” at bottom of the window
9. New window will appear
10. Make sure device, format & options are correct. These will vary according to each scanner.
11. Be certain that item to be scanned in proper position on the platen
12. Click “scan”
13. The page will scan then a window will appear
14. Click “next” if there are more pages to be scanned and continue scanning
15. Click “done” if finished scanning document
(When finished scanning and clicking “done” the scanned document will appear on the screen. Document
might need to be rotated so that all pages have the same justification)
1. To do this go to the toolbar at the top of the screen
2. Click on “Document”
3. Click on “Pages”
4. Click on “Rotate”
5. Choose the justification that is sought and click “ok”
6. All the pages should now have the same justification
Now the document needs to be saved
Go to the toolbar at the top of the window
1. Click on “file”
2. Click on “Save as”
3. (We suggest that each month has its own folder for easier deletion.We delete saved folders monthly, i.e.
delete May’s folder in June, Delete June’s folder in July, etc.)
4. Create folder for this month
5. Double click on the folder you just created
6. In the field “ File name” give the scanned document a name
7. Click on “save”
(We name it GCU plus the OCLC ILL # or Jersey Cat ILL # followed by the date)
ie. GCU30397656 06.07.07
Now the document needs to be emailed.
1. Open up Internet browser
2. Access email account from which document will be sent.
3. Compose new email to email address supplied to you from ILL request.
4. Cut and paste your cover letter with copyright notice and any other requirements that need to be met into
the email.
5. Attach the document by browsing for it in the drive and folder in which you saved it
6. Send the email.
7. You should receive a response from the recipient within a relatively short period of time informing you
that the article was received.
8. You have successfully, with relative ease, without wasting paper, filled an ILL request via PDF email.
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9. Remember to delete saved files weekly or monthly.
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