Minutes of the Mid-Winter Meeting
Document Delivery and Interlending Section

Madrid, Spain, 19-20 February 2004

Attendees

Present:
Assunta Arte, Teresa Chapa, Poul Erlandsen (Chair), Teresa Rodriguez Gonzalez, Elmelinda Lara, Lars Leon, Betty Lowery, Debra McKern, Jindriska Pospisilova, Torill Redse, Carol Smale, Penelope Street (Secretary).

Apologies:
Kim Baker, Johnny Carlsson, Kanigar Chollampe, Daniel Mattes Durrett, Hans Martin Fagerli, Uwe Rosemann

1. Introductions

Poul welcomed new committee members not at the IFLA conference in Berlin.

2. Approval of Agenda

Approval of minutes from Berlin was added as item 2a.

2a. Minutes of Standing Committee meetings in Berlin

These were approved.

3. Presentation of new trends and developments in ILL by SC members

Presentations would be split over 2 days:

Day 1. Spain, Bulgaria, Czech Republic, Denmark, Italy, Germany. Day 2. Canada, Norway, Trinidad & Tobago, UK, US.

The country reports presented will be used in the next newsletter.
One issue arising from the reports was copyright.

Action: Contact the Copyright Section to express concern over variations/complexity of ILL/Docdel situation and the European Copyright Directive: DM to talk with Winston Tapp re organising a joint program for Oslo with the Copyright Section.

4. Future of printed IFLA ILL Request Form

CS presented a document entitled "Automating the IFLA ILL Form" which outlined various options. There was recognition that some people still don't have access to the Internet. BL reported that 106 packs had been sold over the last year and 700 packs remain. This represents about 5 years supply and BL is happy to continue to sell these.

Action: BL/CS to ask IFLA HQ if they would be willing to host an electronic form. LL, BL, CS will work on the design of a form and present it at the BA conference. BL to look into the need for text format in line with the Disability Awareness Act in the UK.

It was commented that much of the information on the Section's website is out of date.
Action: CS to contact Sophie about making changes asap.

5. IFLA Principles and Guidelines for International Interlending and Document Delivery - revision?

It was agreed that the statement "or on other forms authorised by IFLA" in 4.3 and all of 4.5 be removed. 7.3 should be retained as it stands.

Action: The new sub-committee (Poul, Penny, Debra, Teresa [US]) would look at the document and send recommendations to the listserv. The IFLA Governing Board must accept any new version.

6. IFLA Model National Interlibrary Loan Code

Action: The sub-committee would look at this along with the Principles and guidelines and make recommendations.

7. IFLA Voucher Scheme

IFLA HQ has been managing this. Ideas have been suggested to improve the scheme: selling supplies to associations that are IFLA members who would then act as local agents, this would reduce bank charges and make vouchers more accessible; payment by credit card.

Action: PE to look at feasibility of putting an expiry date on the vouchers. BL to inform committee of any relevant developments at the BL. Committee to look at Paypal website to see how it could be adapted to our needs.

Possible sponsors for voucher scheme?

Action: To contact KB and ask her to prepare a report for BA conference. To look into UNESCO sponsorship of libraries in Bangladesh to receive items from Australia and to find out the criteria for UNESCO sponsorship. To look into UNESCO coupons - who are they supporting and who is using them. To thank Susan Schaepman for doing an excellent job with the vouchers. All - PE

8. Evaluation of Interlibrary Loan Response Codes

Last revised 6/12/2001. These are not well used - lack of publicity? Should they be merged with the request forms? Where possible, IFLA codes should be changed to match ISO codes and other IFLA codes that are felt to be important should be added.

Action: LL will look at how the IFLA codes can be changed to fit in with ISO response codes.

9. Guidelines for sending ILL requests by e-mail

Sara Gould reported that the Guidelines had never been approved by IFLA.

Action: The Principles and Guidelines sub-committee would look at the feasibility of merging both sets of guidelines (email and fax). If this is successful, the result will be sent to IFLA for approval. BL to speak with SG to find out why one set of guidelines was approved and the other set.

10. Revision of Section brochures

Important source of publicity. Money is available to print new brochures and there is no problem with translations. Mention of goals will be removed as this is too limiting.

Action: DM and EL will revise the text and send it to the Committee to look at. Will also check with IFLA re printing costs.

11. Evaluation of bids to host the 9th IFLA ILDS Conference

5 bids have been received: India, Russia, Estonia, Uruguay, S. Korea and the Committee must pass its recommendation onto IFLA HQ who will make a decision next month. A checklist for selection needs to be developed. The main criteria must be the level of local help available: can bidders professionally organise a conference and do they have ILL/Docdel expertise? The committee is unable to put much time into organisation and any conference organised must be on a complete cost recovery basis.

Action: BL to contact Sara Gould to see if she has a conference checklist for planning/who chooses the conference theme. Conference sub-committee to develop a conference manual and to approach Tom * (Australia) to see if they have anything to pass on to the organising committee. Recommendation of this committee that Estonia be the venue with S. Korea as reserve.

Note: Sub-committee comprises Daniel, Poul, Lars, Torill, Jindriska.

12. Revision of Graham Cornish: Model Handbook for Interlending and Copying, 1991. IFLA/UAP publications

This will now be out of date and might be a project we could get IFLA funding for. Need to establish if a revision is necessary.

Action: DM, EL and BL to look at the publication to ascertain whether it is useful and who it is aimed at. PS to put on agenda for BA conference.

13. Promotion and dissemination of guidelines for lending material to the blind and visually impaired

The committee were approached, come years ago, by the Section for Libraries to the Blind who wanted to develop guidelines for lending material.

Action: CS to contact chair of the Section to see if they are still interested in pursuing this.

14. Training workshops for ILL practitioners in developing countries

This task was previously undertaken by OAP. Problems of taking this on would be those of funding and time. DM suggested sponsorship and a mentoring program: someone from a developing country would come and work with someone in a developed one. There would inevitably be differing training needs and a varying level of training required.

Action: LL to contact KB. LL and KB will assess the situation and report back at BA conference. AA to investigate the possibility of getting EU funding for a training project.

15. Promotion of Section's "Ask an expert" service

Action: CS to forward questions to the listserv for the committee to respond. Replies to be copied to CS so that she can monitor the situation. PS to promote the service in the next newsletter.

16. Section newsletter

Electronic newsletter had been discussed in the past but it was felt that it was easier to continue to send all out by post rather than having to maintain a list of email addresses ourselves (IFLA would not be able to do this for us).

Action: $900 in our account will go to Poul's institution to reimburse them for some of the postage costs incurred in distributing the newsletter. Printed newsletter will be retained.

17. Finalise planning for Buenos Aires 2004

DMD was not present to give a report but had emailed PS to say that he had so far been unable to find speakers for the Section's program.

Action: PE to contact DMD to find out what has been done and to check what has been put on the papers submitted to IFLA re title/topic. TC, EL, TRG volunteered to assist DMD in finding speakers/planning the program.

18. Advance planning for Oslo 2005

TR is liaison officer for Division 5.

Action: PE to inform JC at BA conference that he can start developing a program/organising speakers for the Section's program which will be the interlending of electronic resources.

19. AOB

20. Adjournment

PE thanked everyone for attending and TRG for organising everything.

Penelope Street
February 2004