1. VIVA and Whole Ebook ILL:
Project origins and initial results from the first months of loaning
Laura Ramos, Resource Sharing Librarian
George Mason University (VGM)
July 14, 2017
19th Annual VIVA Interlibrary Loan Community Forum
(James Madison University; Harrisonburg, VA)

2. ILL Ebook Taskforce Members
Laura Ramos, Chair, GMU
Jacqueline Carrell, PVCC
Elizabeth Teaff, W&L
Shirley Thomas, VCU
Genya O’Gara, VIVA

3. General Recommendations
Know your ILL rights for e-resources
Encourage licensing colleagues to make ILL terms easily understandable
Encourage colleagues to add holdings to knowledge bases, such as OCLC WCKB, Serials Solutions, DOCLINE, RAPID, etc.
Find ways to connect ILL license terms to items at title level
Some titles may be available from more than one source, and each source may have different licensing terms
Know your ILL rights for e-resources. This will help identifying what can and cannot be lent.
Encourage licensing colleagues to make ILL terms easily understandable and encourage them to add holdings to knowledge bases!
Encourage your colleagues to find ways to connect the ILL license terms to items at the title level.
Some titles may be available from more than one source, and each source may have different licensing terms. When supplying the material, you want to make sure you are selecting the correct provider.

4. Borrowing Recommendations
Ebook requests create challenges for usual article/book request forms
Most requests submitted via link resolver
Requests from link resolvers have more issues with “different” format types, like Ebooks
Allow patrons to indicate if ebook is an acceptable alternate format
For manual requests, consider offering Ebook request, using a modified version of your Article request form to help eliminate issues relating to due dates, receiving and returning (filled as “copy” but requested as “returnable”)

5. Borrowing Library Recommendations
Submit Ebook requests to Lending Libraries as copy requests
Indicate CCL for Copyright compliance (CCG/CCL)
Use appropriate OCLC record (i.e.: use Ebook OCLC record if available and you are requesting the Ebook)
State if requesting an Ebook in title or notes fields and/or if an Ebook copy is acceptable

6. Borrowing Library Recommendations
Consider opting in for ILLiad Trusted Sender/OCLC unmediated ILL features for faster turn around times to patron
Look at notification templates and adjust wording to accommodate requests filled as Ebooks if appropriate
Be consistent in delivering e-resources to your patrons by using the same interface (i.e.: Odyssey or Article Exchange)

7. Evaluating Lending Requests
Some Common Scenarios:
If borrowing library uses Ebook OCLC record and indicates they want the Ebook, and the request is received as an article: FILL!
If borrowing library uses print OCLC record and indicates they want the Ebook, and the request is received as a book: CHANGE request to “article” and then FILL!
If you cannot lend: CANCEL!
For all other circumstances: CONDITIONALIZE!
It is always best to send exactly what is being requested – when possible

8. When to Conditionalize Requests
If unable to determine if Ebook is acceptable
If Ebook is requested, but only print copy is owned
If a print copy is requested, but only have e-copy
Duplicate requests

9. How to Conditionalize Ebook Requests
Indicate can/will be filled as Ebook (to allow Borrowing Library time to check with their patron to determine if Ebook format is acceptable)
Examples:

10. Filling the Request
Be aware of file size when downloading whole Ebook / combining chapters
Use software (e.g. Adobe Acrobat Pro) to combine/compress file as necessary
Actual download size may vary from provider to provider, even if the provider supplies a stated file size
E.g. T&F search result may say Ebook is 4.2 MB, but when downloaded, actual size is 5.3 MB
Compile chapters when entire book is requested
Include front matter, ToC, appendices, references, tables, etc.

11. Filling the Request
All front and back end material must be downloaded in addition to the chapters.
E.g.: Title Page, Appendix, Bibliography, etc.
Compress all files before sending.
Adobe Pro for compression and stitching of pdfs
Free: Smallpdf (

12. Product Specific Recommendations
Vendor
Full book pdf download available?
Chapter download available?
Does it need to be stitched?
Does it need to be compressed?
Brill Y N
OSO/UPSO
T&F/CRC
Wiley
Brill - All titles may be loaned
If chapter(s) being requested – send whole book instead of individual chapter(s)
OSO/UPSO- All titles may be loaned
Search queries without quotation marks were successful bringing up title results
Can only download chapter by chapter - Remember to download all front/back material, etc.
Each chapter should be saved so file name is title of chapter with numeral in front of it
Helpful when sorting the files to be merged
If using Adobe Acrobat Pro - will automatically generate bookmarks in the merged file based on the individual chapters
Example of numerals that can be utilized in front of the section title(s) to keep them in order:
i, ii, iii… for the Front Matter
1, 2, 3… for the Chapters
a, b, c… for the End Matter
T/F - All titles may be loaned - including available evidence-based titles for which we do not have perpetual access rights
If specific chapters requested, recommend just send the whole Ebook
Downloads can potentially be slower than other providers
Content can be downloaded from direct search query page.
Download includes bookmarks so the patron can easily find content.
Wiley - Only perpetual access titles may be loaned for the VIVA Wiley collection
Available evidence-based titles cannot be loaned
Clicking on the full book PDF downloads all chapters as a Zip file
Chapters will need to be extracted from the Zip file and combined/stitched together before sending
For more product specific recommendations, please see:

13. Delivery Methods MUST BE SECURE!!!!!!!!
Deliver via secure methods: Odyssey, Article Exchange, Electronic Delivery Helper, etc.
If borrower and lender are both ILLiad users, send via Odyssey whenever possible
If only borrower or lender is an ILLiad user, or if neither are, send via Article Exchange or other secure method

14. Keeping Statistics “Made Easy”
“Code” using the vendor name/abbreviation and Ebook designations in 1-2 fields you are not currently using
E.g. in ILLiad
Can use other “unused” fields in ILLiad or can use “Imprint field” in OCLC WorldShare

15. Ebooks Supplied

16. Ebook Chapters Supplied