Document Delivery and Interlibrary Loan Plan
The goal of the NNLM Document Delivery and Interlibrary Loan Plan (Plan) is to provide biomedical and health information efficiently and effectively to a variety of users in a shared resources environment that spans both traditional interlibrary loan (ILL) and other library mediated information services. The Plan ensures that affiliated and unaffiliated health professionals, researchers, clinicians, librarians, and the public have equal access to biomedical and health information. The principal objective of the Plan is to advance the progress of medicine and improve the public health through access to health information.
The NNLM DOCLINE Coordination Office (NDCO) is jointly responsible for carrying out this Plan with the Regional Medical Libraries (RMLs) and the National Library of Medicine (NLM). Together they foster collaboration among NNLM DOCLINE participants to improve access to health information through sharing their respective collections. The NDCO develops, implements, and evaluates a program designed to provide health professionals and the public across the country with a basic level of ILL and document delivery services to include:
- Access to books, journal articles, and audiovisuals;
- Access to online databases in the health sciences
Each RML serves as a resource library for its region to provide ILL and document delivery services, including services to unaffiliated health professionals. Unaffiliated health professionals are those that are not directly affiliated with an institution served by its own medical library. The RML identifies and negotiates formal agreements with other libraries in its region with sufficient collections to also serve as resource libraries for the NNLM.
The National Library of Medicine (NLM) develops and maintains systems to help libraries provide equal access to biomedical and health information to health professionals and the public. DOCLINE is NLM's free, automated ILL request routing system which provides efficient ILL procedures among participating libraries. Loansome Doc is the NLM ordering system that allows users who are unable to participate in interlibrary loan to order full-text copies of articles from DOCLINE libraries.
The NDCO supports NNLM members who participate in DOCLINE, in collaboration with the RMLs. The NDCO and RMLs monitor and evaluate the implementation of the Document Delivery and Interlibrary Loan Plan (this plan) to assess its effectiveness in meeting NNLM goals and to identify and resolve problems which impede the effective delivery of health information services. The NDCO provides the National Network Steering Committee (NNSC) with regular feedback and participates in review of the program.
This Plan has the following objectives:
- Provide access to biomedical and health information to affiliated and unaffiliated health professionals, researchers, clinicians, librarians, and the public.
- Provide efficient and cost effective processes for requesting and delivering materials from DOCLINE participant library collections and resources through traditional ILL and other library mediated information services through the DOCLINE system.
- Coordinate the contribution, review, and maintenance of DOCLINE serial holdings data in a manner that is timely, efficient, and accurate. Ensure accurate institution records, lending and borrowing preferences, and request data in DOCLINE.
- Facilitate and promote improvements in ILL among DOCLINE participants with the goal of robust resource sharing in the NNLM.
- Provide standardized policies for use and eligibility as well as procedures to assure appropriate consistency for all DOCLINE participants.
- Identify, foster, and test new approaches to, or methods of, resource sharing whether they use existing or new concepts and technologies for access and/or delivery.
- Provide guidance on managing and negotiating e-journal licenses to ensure comprehensive ILL and document delivery rights.
- Foster partnerships among DOCLINE participants to provide document delivery and access to collections in the event of a regional or national disaster.
The objectives are achieved through the following duties and responsibilities:
- The National Library of Medicine (NLM) responsibilities include:
- Provision of ILL services to augment regional resources;
- Development and technical support of DOCLINE, including providing user documentation for DOCLINE participants and system administration documentation for the NDCO;
- Development and technical support of systems which assist end-users in obtaining biomedical literature and health information, e.g. Loansome Doc;
- Collection and distribution of management data from DOCLINE for monitoring participant performance;
- Provision of additional NLM-defined reports to the NDCO and RMLs to assist with monitoring participation and data accuracy;
- Provision of DOCLINE statistical and serials holdings management reports to all DOCLINE participants;
- Train the NDCO in use of NLM products and services related to implementation of the Plan; and,
- Work with the NDCO, RMLs and representative libraries of the NNLM to manage the national cooperative medical serials print retention program (MedPrint) to ensure the preservation of and continued access to original print versions of a core set of literature.
- The NNLM DOCLINE Coordination Office (NDCO) responsibilities include:
- Develop and maintain expert knowledge of DOCLINE and related ILL and document delivery services from NLM, e.g., Loansome Doc;
- Support DOCLINE participants across all regions in the day-to-day use of the system via telephone, e-mail or other wide-spread communication systems;
- Encourage use of and support DOCLINE libraries in the establishment and ongoing use of Electronic Fund Transfer Service (EFTS) accounts;
- Educate DOCLINE participants through FAQs, training, blogs, newsletters, social media, and/or meetings on the effective use of DOCLINE, Loansome Doc, and other NLM products related to ILL or document delivery, including PubMed, and the NLM online public access catalog;
- Educate DOCLINE participants on ILL and document delivery issues, including copyright, open access, e-journal negotiation and licensing;
- Provide regular input to the NLM DOCLINE Team regarding DOCLINE functionality as well as issues, concerns or questions from DOCLINE participants;
- Evaluate appropriate level of participation in DOCLINE among NNLM members;
- Assist DOCLINE participants in maintaining an adequate technical environment for DOCLINE use and efficient ILL activities;
- Assist DOCLINE participants in keeping their DOCLINE institution data up to date and accurate, including monitoring library status (e.g., DOCLINE participation, library closures);
- Assist DOCLINE participants in keeping their DOCLINE serial holdings data up to date and accurate;
- Assist libraries to become DOCLINE participants or cease participation, including merging or deleting the serial holdings for closed libraries; ensuring necessary access to statics reports, and if appropriate access to literature via transition to Loansome Doc;
- Assist DOCLINE libraries participating in the national cooperative medical serials print retention program (MedPrint) to ensure the preservation of and continued access to a core set of the original print literature. Work with NLM in achieving the overall success of the program;
- Perform system administrative tasks including creating institution records for new DOCLINE participants, approving Routing Tables, maintaining Library Groups, and creating and maintaining DOCLINE participant accounts;
- Provide feedback to the NLM DOCLINE Team on proposed DOCLINE and Loansome Doc system enhancements;
- Perform beta testing of new DOCLINE releases and provide feedback to the NLM DOCLINE Team. Update training and other user materials as needed prior to production release of changes; and,
- Analyze NLM-provided DOCLINE management and library reports to assess which individual libraries are not providing expected services to their users and to other DOCLINE libraries. Provide training or support to improve library services and success of the Plan; and,
- Assess trends in ILL as well as DOCLINE use, and identify possible future needs.
- The RML host institutions responsibilities include:
- Participate in DOCLINE;
- Provide ILL to other NNLM libraries on a cost recovery basis; and,
- Provide access to biomedical and health information to unaffiliated and public users, including document delivery service on a cost recovery basis.
- All DOCLINE participants (including RML host institutions) responsibilities include:
- Develop and maintain adequate library collections and resources to respond to affiliated users' basic biomedical literature and health information needs;
- Maintain accurate serial holdings records in DOCLINE, reviewing and updating as least annually;
- Maintain current subscriptions to a minimum of 20 biomedical serials for which licensing and/or subscription allows for the provision of ILL and document delivery services;
- Maintain an accurate institution record including services provided and contact information;
- Enable Email PDF, as able, as an option for lender delivery method;
- Enable lend alert email notification as appropriate;
- Maintain routing tables that accurately reflect ILL borrowing patterns including both individual institutions and library groups;
- Do not include library groups other than FreeShare or consortia in cell 1 of routing table;
- Provide ILL lending, as able, to other DOCLINE libraries to meet the goal of providing access to biomedical and health information;
- Participate, as able, in the Electronic Fund Transfer System (EFTS); and,
- Participate, as able, in the national cooperative medical serials print retention program (MedPrint) to ensure the preservation of and continued access to a core set of the original print literature.