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DOCLINE in the Greater Midwest Region

Any library in the Greater Midwest Region with significant health collections or health information needs is welcome to apply for DOCLINE access. To apply for membership with the NN/LM and for DOCLINE, fill out the membership application. If you are already a member, please contact the RML. Here are some materials that will be helpful:

Once your library is approved for DOCLINE access, the RML will assign a userid and password. You will then be ready to prepare your DOCLINE record for use. This preparation includes completing your routing table and the rest of your Institution information, plus inputting your serial holdings. Once these steps have been completed, the RML will activate your DOCLINE account and you will be ready to borrow items and receive requests from other libraries.

Routing Table Preparation

Your routing table is used by the DOCLINE system as part of automatic request routing. When you enter a request to obtain a copy of an article from another library, DOCLINE selects a library that owns the item from your routing table. The system then sends your request to that library. If that library cannot fill your request, DOCLINE sends the request to another library in your routing table that owns the item, and if necessary another one, and so on. The system uses data in DOCLINE's Serial Holdings component to determine which libraries own the item you request.

Your routing table is part of the Institution component of DOCLINE. Institution also includes a wealth of information on thousands of libraries around the world -- interlibrary loan policy information, directory information, information about services, information about Loansome Doc participation, and other data. You use the Institution search feature to learn about other libraries, and should keep your own library's Institution information up-to-date so that other libraries can obtain accurate information about you.

You design and input your own routing table and should follow the regional plan for placement of libraries in it. Strictly speaking, you must have permission from a library to place it in your routing table. Since asking each library would be an enormous job, the regional plan provides you with guidelines for inclusion of libraries in the Greater Midwest Region. Many Canadian libraries are on DOCLINE and can be entered with the same placement policies as libraries in our region.

The goal of this plan is to equalize lend/borrow ratios for libraries. Place other libraries in your routing table as suggested here:

Libraries Place in cell # or a higher cell
Library Groups first cell or first few cells
With whom you have special arrangements: first cell or first few cells
With <100 DOCLINE Serial Holding titles: 1st cell after special arrangements
With <100 DOCLINE Serial Holding titles: 2nd cell after special arrangements
With >100-200 DOCLINE Serial Holding titles: 3rd cell after special arrangements
With >200-300 DOCLINE Serial Holding titles: 4th cell after special arrangements
With >300 DOCLINE Serial Holding titles:

5th cell after special arrangements

The Directory of Health Sciences Libraries and Network Members (Greater Midwest Region and selected Canadian provinces) have the information you need to use this plan:

  • The number of SERHOLD titles for each library.
  • Information about charges

If you already have a routing table that has been in operation, there is no need to make changes to follow this plan. If a library is already in your routing table, you got permission--at least tacit--from that library at some time. This plan is most useful for adding new libraries and for libraries applying for DOCLINE access.

NLM also requires you to complete a M/A/N (Monograph-Audiovisual-Non-SERLINE) routing table as part of your DOCLINE record. Why? It enables you to send your most difficult requests (not-in-Serial Holdings journal articles, for example) to ten libraries without having to prefix or override. We recommend that you list the University of Illinois at Chicago (LIBID: ILUILL), the University of Wisconsin-Ebling (LIBID: WIUWIS), and at least one other large library (Mayo Clinic, for example, if you need nursing titles). The tenth (which you don't see) library is NLM, by default.

Serial Holdings

DOCLINE's Serial Holdings component is based on SERHOLD, a national holdings database for health and related serial titles. SERHOLD data are used for routing requests in DOCLINE and for various union lists. The proper functioning of the DOCLINE system depends on users' keeping their libraries' holdings updated. For more information, see the Fact Sheet on SERHOLD.

New libraries: after you receive approval for using the DOCLINE system, you must input your serials holdings information within 3 months. After that, you may update your serial records at any time -- and you should plan to update your records at least once a year.

It is quite important that your library's serial holdings data be kept up-to-date so that DOCLINE routes requests to you correctly. The more accurate your holdings data are, the fewer requests you'll receive for items you do not own.