The IFLA Fax Guidelines - Universal Availability of Publications Core Programme

The IFLA Fax Guidelines

Introduction

The IFLA Section on Document Delivery and Interlending has believed for some time that there should be some international guidelines on the use of fax in interlending requests. Following research into the fax policies of some major libraries and national bodies, staff of the IFLA Office for International Lending produced a paper which highlighted the problems of fax requests and listed solutions to these problems. The paper went on to make recommendations concerning the elements which should be included in fax requests and included examples of the recommended layout. This paper was circulated for comments. The original paper and comments received have now been merged to produce the following guidelines.

The Guidelines

1. It is important that a request be transmitted according to the policies and procedures of the supplying library.

Where a fax number for the supplying library is not known, the requesting library should contact the supplying library by letter or telephone to find out whether fax or electronic requests are accepted and, if so, whether there are any special forms to use or particular rules to follow.

If the supplying library has a public fax number or a fax number for its interlending section, it may be assumed that the library accepts requests by fax. However, the requesting library should still find out whether the supplying library uses special fax forms or requires special procedures to be followed.

If there are special forms, the requesting library should use these and complete them as directed by the supplying library. Only one item should be requested on a form (unless the supplying library allows otherwise). Any instructions given by the supplying library must be followed.

2. If the supplying library does not have its own forms or established procedures, the requesting library may either choose to use forms (its own or IFLA forms) or send its request in free-text format.

Whichever option is chosen, the requesting library must ensure that it incorporates various elements in its request and that these are set out in a logical manner, which is easy for the supplying library to use. The order in which the elements are listed below may be used as a guide. Examples of recommended layout are given in Appendix 1. The names of the elements should be included so that it is clear exactly what is being requested thus ensuring the supply of the correct item. These names are, where applicable, taken from the International Organisation for Standardisation (ISO) standard 10161: Interlibrary Loan Protocol Specification.

3. The following elements should be included on the request form and in free-text requests:

a) Client identifier or client name. Request identification by client number or name. Some libraries may wish to include an additional request number as further identification.

b) Date-of-service. Date of the transmission of the request.

c) Requester-id. Requesting library's name and full address including fax, telephone numbers and electronic address - in case of any queries and for the supply of the item by return fax or electronic delivery.

d) Need-before-date. Date by which the item is needed, particularly if the request is urgent.

e) Call-number. Supplying library's call number and location within the supplying library, if known.

f) The full bibliographical details of the requested item:

loan: generally a monograph which is borrowed and returned

author
title
edition
place-of-publication
publisher
publication-date
series-title-number
ISBN

photocopy: generally a serial article which is copied and kept by the requesting library

title
volume-issue
publication-date of serial volume-issue
pagination
author-of-article
title-of-article
ISSN

g) Verification-reference-source. The full bibliographical details or a copy of the entry so that the supplying library can check it, if necessary.

h) Note. Any special requirements such as "microfiche required," "English edition only," or "any edition acceptable".

i) Delivery-service. The preferred method of delivery such as post, fax, or electronic transmission.

j) Copyright-compliance. For photocopy requests. A copyright declaration statement (which will vary in different countries).

k) Payment-provided. Payment authorisation or other notation.

l) Responder-address/responder-id. Supplying library's name and full address.

m) Responder-note. Space for any report from the supplying library.

IFLA Office for International Lending
May 1995

Appendix 1 Example A: Loan


Data element               Example:

Client identifier or         
client name                55-0053
Date-of-service            9 February 1995
Requester-id               National and University Library
                           "Kliment Ohridski"
                           Bull Goce Delcev No 6
                           9100 Skopje
                           Republic of Macedonia
                           Fax:            389 91 230 874
                           Telephone:      389 91 226 846
Need-before-date           Need before:    20 February 1995
Call-number                Call number unknown

Loan                       Loan:
     Author                Mangold, Peter
     Title                 National Security and International Relations
     Edition               Latest edition
     Place-of-publication  London/New York
     Publisher             Routledge
     Publication-date      1990
     ISBN                  0 4150 2295 9
Verification-reference-
        source             BIP
Note                       No additional information
Delivery-service           Post delivery only
Payment-provided           Will pay charges
Responder-address          Loan Division
                           Library of Congress
                           Washington DC 20540
                           USA

Example B: Photocopy

Data element:             Example:

Client identifier or
        client name       55-0008
Date-of-service           6 May 1995
Requester-id              Centralna tehniska knijiznica Univerze v Llubljani
                          PO Box 90/11
                          Tomsiceva 7
                          61000 LJUBLJANA
                          Fax:            38 61 214108
                          Telephone:      38 61 214072
Need-before-date          Need before:    10 May 1995
Call-number               Call number unknown
Photocopy                 Photocopy:
      Title               Journal of investigative dermatology
      Volume-issue        99 (3)
      Publication-date of
      serial volume-issue 1992
      Pagination          306-09
      Author-of-article   Wiedow O
      Title-of-article    Lesional elastase activity in psoriasis, 
                          contact dermatitis, and topic dermatitis
      ISSN                0022-202X
Verification-source-
        reference         CIM 33 1992:5157
Note            Note:     Urgent request
Delivery-service          Fax only
Copyright-compliance      I hereby request you to supply me with a copy of 
                          the item specified above.  I have not previously 
                          been supplied  with a copy of the same material by
                          you or any other library.  I will not use the copy 
                         except for research or private study and 
                         will not supply a copy of it to any other person.
Payment-provided          Will pay charges
Responder-address         Univ of Colorado Health Sciences Center
                          Denison Memorial Library A003
                          4200 East 9th Avenue
                          Denver, CO 80262
                          USA

IFLA Programme for UAP
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Wetherby
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United Kingdom

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Latest Revision: January 26, 1996