1
Slide 1
The New SILO Interlibrary Loan
System
Overview: Part 1
April 2017
Welcome to Part 1 of the Overview of the New SILO Interlibrary Loan System
2
Slide 2
Transition Schedule
• The name of the new SILO Interlibrary Loan
System is, "The SILO Interlibrary Loan System"
• Both the old and new SILO ILL systems will
run simultaneously until the transition is
complete.
• We will refer to the two systems as "old" and
"new"
• The new system opened to Iowa libraries on
April 1, 2017
The name of the new SILO Interlibrary Loan System is, "The SILO Interlibrary Loan System".
Both the old and new SILO ILL systems will run simultaneously until the transition is complete.
We will refer to the two systems as "old" and "new".
The new system opened to Iowa libraries on April 1, 2017.
3
Slide 3
Transition Notes…
• Library directors will be asked to make new accounts in
the system and to direct their staff to make new
accounts.
• Library staff will begin to put new interlibrary loan
requests into the new system May 1, 2017.
• The old system will continue to run simultaneously
with the new system while ILL transactions continue to
move through the system.
• Menu options on the old system will gradually
disappear as the functionality moves over to the new
system.
Library directors will be asked to make new accounts in the system and to direct their staff to
make new accounts.
Library staff will begin to put new interlibrary loan requests into the new system May 1, 2017.
The old system will continue to run simultaneously with the new system while ILL transactions
continue to move through the system.
Menu options on the old system will gradually disappear as the functionality moves over to the
new system.
For example, when the new system is open for transactions, the menu options, "Search the
Iowa Locator, (Submit Interlibrary Loan Request) will be taken down.
4
Slide 4
More Transition Notes…
• Libraries will continue to upload MARC record
files for inclusion in the Locator through the
old system until that function is active in the
new system
• The System Activity Summary Reports will
continue to be available through the old
system
• Documentation is available on the State
Library’s web site
http://www.statelibraryofiowa.org/go/new-Ill-system
Libraries will continue to upload MARC record files for inclusion in the Locator through the old
system until that function is active in the new system.
The System Activity Summary Reports will continue to be available through the old system
Documentation is available on the State Library’s web site
5
Slide 5
Accounts, Roles and Logging In
• Each user of the new system will be required
to have an account in the new system.
• Each user should create an account and use a
unique username, password and use an e-mail
account that belongs only to them.
• Each user will then be added to a group. Each
group is a specific role and each group has
specific permissions to do work in the system.
• Each user is only, ever in one group.
Each user of the new system will be required to have an account in the new system.
Each user should create an account and use a unique username, password and use an e-mail
account that belongs only to them.
Each user will then be added to a group. Each group is a specific role and each group has
specific permissions to do work in the system.
Each user is only, ever in one group.
6
Slide 6
A Shared ILL e-mail account
• User accounts should specify an email address
that is only accessed by an individual
• Some libraries maintain a shared email
account for interlibrary loan communication
• If so, one staff member should register an
individual account in the SILO ILL system but
specify the shared email address
as the address on their account
Using a shared email address
All patron accounts and most library staff accounts should specify an email address that is only
accessed by an individual. This is important for the security of the user's account and the
security of the SILO ILL system.
Remember, we will now have patron information in the SILO ILL system
Some libraries choose to maintain a shared email account for all interlibrary loan
communication. If a library uses this type of email account, one staff member should register
an individual account in the SILO ILL system but specify the shared email address as the address
on their account. The notification options specified on this account will determine the
messages sent to shared email address.
7
Slide 7
Only one
user should
use the
library’s
shared ILL
e-mail
address!
8
Slide 8
User Accounts
• User accounts will not be deleted because the
account is associated with ILL transactions. An
account can be set back to unverified, which
is the same as having an inactive status
• Each new account is automatically put in the
unverified group
User accounts will not be deleted because the account is associated with ILL transactions. An
account can be set back to unverified status, which is the same as an inactive status. For
example, when a staff person leaves the library, her account could be set to Unverified. If this
person gets a job at a different library, the library administrator at the new library could claim
that user account and set it as a staff account at that new library.
Each new account is automatically in the unverified group.
9
Slide 9
Groups & Permissions
Patron
Create a personal
account
Library Director
Approve library staff
accounts
Approve patron
Search the Locator accounts
Library Staff
State Lib Staff
Approve patron
Approve Library Director
accounts
Accounts
Use all functions of
ILL
Become another user
Edit personal
Submit ILL requests Use all functions of ILL profile
Edit personal profile
Edit personal
profile
Edit personal profile
Edit library profile
+ Unverified = not confirmed, not affiliated with any library, inactive
Permissions for the Patron group include: Create a personal account, Search the Locator, Submit
ILL requests, Edit personal profile
LRTs will watch for public library director new accounts and add these accounts to the Library
Director group. Users in this group are able to:
Approve library staff accounts, Approve patron accounts, Use all functions of ILL, Edit personal
profile, and Edit library profile.
Directors should ensure that the ILL staff create accounts in the new system and approve those
accounts, which then adds the accounts to the Library Staff group. The Library Staff group is
able to: Approve patron accounts, Use all functions of ILL, and Edit personal profile.
State Library staff users can be added to a State Library Staff group. Users in the group are able
to: Approve Library Director Accounts, "Become" another user, and Edit personal profile. The
users in this group are not able to use the ILL functions unless and until they “Become” another
user.
The "Become" feature allows State Library Staff to act on behalf of a library staff member for
technical support and troubleshooting issues.
10
Slide 10
Create your own account
1.Go to: http://ill2.silo.lib.ia.us
2.Click on Sign Up For An Account
3.Fill in all required fields. Enter your library as your home library.
4.A confirmation e-mail message is delivered to your e-mail inbox
5.Login to your e-mail
6.Locate the message from the Interlibrary Loan System
7.Click on the link in the message which will link back to the ILL
system
• 8.Login to the system with the newly created username and
password.
•
•
•
•
•
•
•
• Your account will be verified and upgraded to the Library Director
role.
http://www.statelibraryofiowa.org/go/new-Ill-system
These are the instructions on how to sign up for an account. These instructions and another
video on how to create an account are available on the State Library’s website.
http://www.statelibraryofiowa.org/go/new-Ill-system.
11
Slide 11
Account Verification
• The District Library Resource Techs (LRTs) are
watching for accounts! They will verify the library
director accounts within 24 hours.
• You will NOT get a notice that your account has
been approved.
• You WILL see the tab "My Library" across the top
of the new system when you log in.
• When you see the "My Library" menu option, Set
My Library options and Assign accounts.
The District Library Resource Techs (LRTs) are watching for accounts from the directors in their
district. They will verify the library director accounts within 24 hours. They are ever vigilant, so it
will probably be sooner than that. You will NOT get a notice that your account has been
approved. You WILL see the tab "My Library" across the top of the new system when you log in,
and your account has been verified. Only accounts verified and assigned the 'Library Director'
role will see that option. You will also see the role assigned to your user account in the upper
left corner of the system after you have logged in, like this: [Full Name - username - role] it is in
tiny text just under the blue bar at the top. When you see the "My Library" menu option, know
that your account has been verified. You may then use that menu option to Set the library’s
profile and Assign accounts for staff.
12
Slide 12
Notifications
Notifications
The
The notifications
notifications are
are e-mail
e-mail messages
messages that
that get
get
mailed
mailed to
to the
the e-mail
e-mail address
address on
on file
file about
about the
the
activity
activity on
on the
the transactions
transactions as
as they
they move
move
through
the
system.
All
notifications
through the system. All notifications are
are off
off by
by
default.
default.
After your account has been created and verified, login to the new SILO ILL system and set your
notification preferences. The notifications are e-mail messages that get mailed to the e-mail
address on file about the activity on the transactions as they move through the system. All
notifications are off by default.
NOTE: Email messages are for notification purposes only. All transactions must be responded to
within the SILO ILL website. Transactions may expire or be cancelled which may not be reflected
in email notifications. The website will always show the current status of a transaction. Do not
send materials based on an email notification. Always respond within the SILO ILL website
before shipping or returning materials.
13
Slide 13
Workflow
• This workflow shows
how transactions move
through the system.
• But first, we'll take a
look at some definitions
from the New SILO
Interlibrary Loan
Glossary of Terms.
Workflow in the new ILO Interlibrary Loan System
The workflow describes how transactions move through the system. But first, we'll take a look
at some definitions from the New SILO Interlibrary Loan Glossary of Terms.
14
Slide 14
Glossary
ILL State
Definition
BORROWER
The party which has generated an ILL-Request
LENDER
The party which has received an ILL-Request
PATRON DRAFT
A request being worked on by the patron. They have not
submitted it to the library. When the patron draft is submitted is
goes to “Staff Draft” to be worked on by library staff.
DRAFT
1. A request created by a patron.
2. A transaction that has reached the end of rota without being
filled.
3. A draft waits to be acted upon by library staff.
ILL-TRANSACTION
A single, complete instance of the whole ILL cycle, including all of
the actions and messages involved from the initial ILL-Request
until the cycle is concluded, as with the return of the requested
material.
BORROWER The library which has generated an ILL-Request
LENDER
The library which has received an ILL-Request
PATRON DRAFT
A request being worked on by the patron. They have not submitted it to
the library. The draft waits in the patron’s cart until they submit it to their home library. When
the patron draft is submitted is goes to “Draft” status to be worked on by library staff.
A transaction is in DRAFT
status when it is a new request submitted by a patron through the
system, or when a transaction that has reached the end of its Rota without being filled or, it is a
saved transaction that has not yet be sent to the first Lending library. The draft becomes a
transaction when it is submitted.
An ILL-TRANSACTION is a single, complete instance of the whole ILL cycle, including all of the
actions and messages involved from the initial ILL-Request until the cycle is concluded, as with
the return of the requested material to the lending library and the lender has marked the
transaction as complete and checked the item in.
15
Slide 15
Glossary
ILL State
Definition
PENDING
A transaction waiting to be acted upon.
SHIPPED
The item has been shipped to the Borrower
RECEIVED
The item has been received by the Borrower.
RETURNED
The item has been shipped back to the lender.
CLOSED/
COMPLETED
The lending library has received the item and checked it back.
A transaction with a PENDING status is a transaction waiting to be acted upon, either by the
Borrower or the Lender. A lender will process Pending transactions by replying Will Supply, Not
Supplying (with a reason) or with a a Condition .
The SHIPPED status indicates that the item has been shipped to the Borrower. Borrower
actions are: Mark Received. Lender actions are: Mark it Shipped not Received, or Recall the
item. The ILL system will set the status to Shipped not Received if item has not been Received by
2 days.
The RECEIVED status indicates that the item has been received by the Borrower. The Borrower
tells the system when the item has been received.
The RETURNED status indicates the item has been shipped back to the lender. The Borrower
tells the system that they have returned the item to the Lender. The ILL system will set the
status to Returned not Received if item has not been Received within 28 days
The CLOSED/ COMPLETED status indicates the lending library has received the item and
checked it back in.
16
Slide 16
Glossary
ILL State
Definition
CANCEL-PENDING
The borrower has initiated the cancellation of a transaction, but
no response has been received from the lender.
CANCELLED
The transaction has been cancelled by the lender.
CONDITIONAL
The transaction has reached a stage where the request can only
be filled if the borrower agrees to meet the specified conditions
OVERDUE
The borrower has been notified that the item is overdue
NOT RECEIVED/
OVERDUE
The lender has sent an overdue notification for an item that has
not yet been received.
RECALL
The item has been recalled by the lender
RENEW/PENDING
A request has been made for the renewal of the item.
RENEW/OVERDUE A request has been made for the renewal of an item which is
overdue.
LOST
The item has been lost
Other statuses of Transactions include:
CANCEL-PENDING
The borrower has initiated the cancellation of a transaction, but no
response has been received from the lender.
CANCELLED
The transaction has been cancelled by the lender.
CONDITIONAL The lender has placed a condition on a request. The transaction then goes back
to the borrower who decides if the condition can be met
Some examples of conditions are:
 The item must be used in the library,
 item cannot be checked out,
 there is a loan fee for this item and the borrowing library will be charged,
 the item is fragile and care must be used when handling,
 the item must be returned as instructed (special packaging or a special carrier).
The NOT RECEIVED/OVERDUE status is when the lender has sent an overdue notification for an
item that has not yet been received.
17
The RECALL status gets set when the item has been recalled by the lender. A lender may recall
an item through the system when they need the item back right away. For example maybe a
professor needs it for a class, or the lending library needs it for their own purposes.
A transaction gets the OVERDUE status when the borrower has been notified that the item is
overdue
The RENEW/PENDING status is when a request has been made for the renewal of the item. The
Lender may approve the renewal, or deny the renewal
The RENEW/OVERDUE status is when a request has been made for the renewal of an item
which is overdue.
The item is marked LOST
when the both the lender and the borrower agree that he item
has been lost. Setting this status closes the transaction
18
Slide 17
Here’s a screen shot of the home page of a library displaying the dashboard with items in many
of the states. We’ll talk more about this in Part 2 of the Overview.
19
Slide 18
This diagram shows how the transactions move through the system. At any one time, a
transaction is in one of many states, like PENDING, SHIPPED, RETURNED, etc. Sometimes the
system automatically acts on the transaction and sometimes it requires staff to act on it, in
order to move it along.
As you know, the whole process of interlibrary loan uses staff time, supplies, the library's
automation system, the SILO Interlibrary Loan system, and a delivery system. This diagram only
shows what happens inside the SILO Interlibrary loan system during a typical transaction.
Let's review the definition of transaction:
ILL-TRANSACTION
A single, complete instance of the whole ILL cycle, including all of the
actions and messages involved from the initial ILL-Request until the cycle is concluded, as with
the return of the requested material to the lender, and the lender has checked the item back in.
More than in old SILO ILL system, tracking, activity and reporting on a transaction take place
inside the new SILO ILL System. This enables library staff to tell at a glance the state and
progress on any interlibrary loan transaction.
The recalls, conditionals, renewals and over dues are now all handled by the new system.
This concludes Part 1 of the New SILO ILL Overview. Check out Part 2 of the Overview to see
how the new system looks and operates.