May 4, 2017

Getting the right edition through ILL

Recently the topic of getting the wrong edition (e.g., regular print instead of large print) for an ILL request came up--again--on the NHAIS-ILL list.  Some of the problem can be blamed on human error but much of it can be attributed to the failure of our ILL program to keep up with changes in cataloging standards for MARC bibliographic records.  Some important information on newer records doesn't get displayed, either on the availability screen or the incoming request "pick slip" screen.

As noted in other recent postings here, we expect to move the NHU-PAC to a new system in the next two years--but in the meantime we have to work with what we've got.  I'll detail the known shortcomings of the ILL display in a future post but first let's consider what you can do now to get the edition you want.

First make sure you've found the correct record corresponding to the edition you're after so your request will go only to the libraries which have told us they have that edition.  The ILL program has an "Enter Advanced Searching Terms" option which allows you to combine two different types of search terms.  Many (but not all) records for large print books have the subject heading Large type books in the record so you can include that as part of your search:

That fact that the names of performers and narrators are indexed the same as authors can come in handy when trying to locate an audio or video item:
Many users will find it easier to use the searching tools found elsewhere in the NHU-PAC--just open another browser tab while you stay logged into the ILL program.  You'll find many more ways to search the same database--additional indexes; additional ways to combine search terms; limits for format, language, date, and holding location; sorting options; the option to do browse searches instead of just keyword searches; and the option to enclose a specific phrase in quotation marks.
If there's an ISBN in the record you've found, highlight and copy the number, click on the browser tab with the ILL program, and paste the ISBN into the search screen there.

Although you'll be looking at information from the same NHU-PAC record, it displays differently in the ILL program.  In this example the publisher and ISBN don't show:
After you create a request, the Request Summary page allows you to add a borrower note which can reinforce the edition you're after:
Another option is the Edit Bibliographic Information button.  This will allow you to fill in the missing information and alter other info (but the ISBN must be in 10-digit format) as you see fit.
Changes will appear in the incoming requests pick-slip display seen by lending libraries:
Here's what it would look like without the modifications mentioned above:
One might think the edition statement contained in the record would be sufficient to get the correct edition but experience shows that's not necessarily so.  In the example above, the lending library had its local call number included with its NHU-PAC holding but many libraries submit their holdings without any call number information.

Again, make sure you start by finding the record for the edition you want.  Don't just find any old edition of the title and alter the bibliographic information.  Your request won't be seen by the correct holding libraries if you do that.

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