The Guide to SMLD Interlibrary
Loan
Any library in the Southern Maine Library
District may request books, audiovisual materials and periodical
articles from the Portland Public Library. But it doesn't end there!
If we don't have what you need, we'll search libraries nationwide to
find it using WorldCat, the OCLC catalog.
Placing Book & AV
Requests
You may request a book, movie, musical recording
or audiobook via our online
request form. Please fill out a separate form for each item being
requested (only one title/volume per form).
The most useful information for us to have when
processing your request is the title, ISBN number and author. OCLC
record numbers are helpful when your patron requires a specific
edition. The LC card number is of limited utility, but if that's all
you have, it'll do in a pinch. WorldCat does not give us the option to search by ASIN
numbers, unfortunately.
When your request is submitted, you will receive
an automated response acknowledging the request. If you do not receive
the acknowledgement, it is most likely because your email address was
entered incorrectly. Give us a call to check.
PPL materials checked out to or reserved for
your library may be monitored via your online
account. Enter your library name and your 14-digit bar code to
access your account night and day. We encourage you to use this tool
to keep track of your PPL loans.
If PPL does not own the requested material and
you request a search, we will try to locate the material via WorldCat
and have it sent directly to your library. A search might take several
weeks, so please set appropriate expectations with your patrons.
We always look for lenders within Maine first,
and we always start with free lenders. If your patron is willing to
pay a fee, please indicate their maximum cost in the comments field of
the request form.
Placing Subject Requests
Our reference librarians are pleased to provide
resources on a particular topic for you and your patrons. Please be as
specific as possible when making a subject
request.
Placing Photocopy Requests
If PPL owns the periodical your patron needs
photocopied, we will supply up to 10 pages at no cost. We charge 10
cents for each additional page.
If PPL does not own the periodical and you request a
search, your library might be billed by the supplying library. Please indicate the maximum cost your patron is
willing to pay in the maxcost field of the request
form. In this time of shrinking budgets,
few libraries are willing to
provide photocopies for free, and many are charging $15-$30 per
request regardless of article length. We recommend that you offer a maximum cost of at
least $10.00 on each request. We always start the search with local,
free lenders, but the cost will be determined by the availability of
the desired article.
It is the responsibility of the requesting
library to be aware of, and to abide by, the copyright laws.
Shipping
Mailing Costs
Mailing costs are shared by the borrower and the
lender. The lender will pay for shipping to the borrowing library. The
borrowing library pays for return postage and, when necessary,
insurance.
Labels
If you do not participate in the statewide
delivery service, please send us a supply of 3x5 mailing labels with
your library's name and address in the "ship to" section, or
a stamp imprinted with that information.
Mis-Directed Shipments
Because we have an unusual arrangement as an
ARRC, many lending libraries are easily confused by our shipping
instructions. For this reason, our member libraries frequently find
that they have received materials intended for another library. This
can be an expensive inconvenience, especially for libraries that are
not on the delivery circuit. Your colleagues appreciate your
willingness to forward the errant item to the correct destination, or
to send it back to PPL for re-routing. Please call our office if the
correct mailing address is not evident.
Managing Your
Transactions
Receiving OCLC Loans
Please notify us within 48 hours via email at smld.received@portland.lib.me.us
when you receive an OCLC ILL item. All we need is the ILL number, title and
received date -- click here for a sample email.
A note about ILL numbers: The ILL number (aka
the Request Identifier) is a unique 8-digit numeric code assigned by
OCLC to each request; it is not the same thing as the ISBN, the
bar code, the transaction number or the OCLC record number. This
number is the key to accessing the transaction in the OCLC database.
Because each lender sends slightly different
paperwork along with their loans, it can be tricky to identify the ILL
number. If you're having trouble locating
the ILL number on the item in hand, refer to the following examples:
Please note that due to OCLC system protocols,
we can not ask for a renewal or report an item as returned until you
have let us know that you have received it.
Renewals
Materials from the Portland Public library
collection are checked out for a 4 week loan period. You may renew
for a 3 week term unless other reserves exist for that title. In that
case, feel free to place a new request for the item and we'll put you
back on the waiting list for it. To manage your renewals, please log
in to your PPL account online.
Enter your library name and 14-digit bar code to access your account.
Materials borrowed from OCLC lenders may
be renewed at the discretion of the lending institution. Please email
or call us with the 8-digit ILL number. After we place your request
for renewal, most libraries respond within 1 or 2 days; please call
back to verify the status of the renewal.
Returning OCLC Loans
Please notify us within 48 hours via email at smld.returned@portland.lib.me.us
when you return an item to its OCLC lender. All we need is the ILL number,
title and return date -- click here for a
sample email. We can not update a transaction to
"returned" unless you have already notified us that it was
received.
Lost or Damaged Materials
By making an interlibrary loan request, the
borrowing library agrees to act in good faith to return loans in a
timely manner in good condition, and to accept financial
responsibility for the materials that are lost or damaged on your
watch. Lending libraries (including Portland Public Library) reserve
the right to bill your institution for materials that are damaged,
lost in the mail, or never returned.
If your patron loses or damages a Portland
Public Library book, your library will be charged a replacement fee
that includes a $10 processing fee. If your patron wishes to provide a
replacement copy of the lost book, the replacement must meet the
following criteria:
- The replacement must have the same ISBN as
the lost/damaged item.
- The replacement item must be brand new.
- The $10 processing fee must be paid.
Items borrowed via OCLC that are lost or damaged
by your patrons are subject to the billing policies of the lending
library.
Contact Us
Eileen and Jessica are available to answer
questions and solve mysteries from 8am to 4pm, Monday through Friday.
Phone: (207) 871-1700 ext 735
Email: ill@portland.lib.me.us
