Frequently Asked Questions
Revised 1/2/2008
Overview
ILDS Locations
ILDS Service
ILDS and Requesting Materials
Sending Materials via ILDS
Receiving Materials
Keeping Informed About ILDS
Troubleshooting: Label and Manifest Printing Problems
Troubleshooting: Misdirected materials
Troubleshooting: Miscellaneous “What to do if’s…”
Overview
What is ILDS?
The Illinois Library Delivery Service is a courier service that
transports library materials between participating Illinois academic
and research libraries to support interlibrary resource sharing in the
state of Illinois.
Who does ILDS serve?
As of January 2, 2008, all CARLI Governing and Associate members that confirmed their participation and delivery information by October 5, 2007, are direct ILDS service locations. To support statewide resource sharing, the 9 regional Illinois regional library systems, and Chicago Public Library are also ILDS delivery locations to provide a mechanism for the transfer of materials traveling between and among ILDS and the regional library systems’ delivery services. A complete list of ILDS locations is available at http://www.illinoisdelivers.net
What is CARLI?
CARLI is the Consortium of Academic and Research Libraries in Illinois, a consortium with 140 members. CARLI members include state universities, community colleges, private colleges and universities, professional schools, the Illinois State Library and several research libraries. CARLI membership is voluntary and is open to any Illinois institution of higher education or research library that is recognized by the Illinois Board of Higher Education and is a member of the ILLINET network. CARLI was formed in 2005 from the consolidation of three consortia: the Illinois Library Computer Systems Organization, ILCSO; the Illinois Digital Academic Library, IDAL; and the Illinois Cooperative Collection Management Program, ICCMP.
Is ILDS new?
Yes and no. The Intersystems Library Delivery Service has served Illinois for over 25 years. This service has provided connecting service between the Illinois library systems’ regional delivery services and direct service to 29 Illinois libraries. As of January 2, 2008, ILDS is the Illinois Library Delivery Service and provides direct service to 131 Illinois libraries and Illinois’ regional library systems. The acronym, ILDS, has intentionally been retained to provide continuity and to support the ongoing use of some current ILDS supplies such as branded delivery bags.
Who manages ILDS?
The new ILDS is managed by CARLI, with funding from the Illinois State Library. ILDS libraries receive communications about ILDS from CARLI and send any service questions to CARLI. A contract for the trucking of ILDS materials has been awarded to Lanter Delivery Services, a commercial delivery service with its home office in Madison, IL.
Who pays for ILDS?
Funding from the Illinois State Library covers the cost of providing one delivery location to each CARLI Governing and Associate member and to the regional library systems’ headquarters. Funding from the State Library also covers the cost of the ILDS reusable delivery bags. Libraries will need to cover the cost of the office supplies (their computer, printer, paper, and zip ties for bags) needed to support their use of ILDS.
ILDS Locations
Which libraries will be served by ILDS?
The new ILDS
serves 131 libraries and each of Illinois’ regional library system
headquarters. A complete list of ILDS locations is available at http://www.illinoisdelivers.net
Does ILDS serve Illinois’ public, school and special libraries?
Indirectly. Materials being routed between two different regional library systems to fill interlibrary resource sharing requests travel between the two regional systems on ILDS and then are transferred into the system’s delivery service to reach their final destination.
There are also a small number of CARLI libraries that are not affiliated with colleges or universities including the Illinois Math and Science Academy, the Newberry Library, and the Illinois State Library, all of which are ILDS delivery locations.
How were the ILDS delivery locations selected?
CARLI Governing and Associate member libraries were surveyed in September 2007 as to their interest in participation and their preferred delivery location(s) and contact people. Each of these libraries was offered one ILDS service location at no direct cost to the library and provided the option to request additional service locations for their institution at $3250 per year.
Are all Illinois academic libraries ILDS delivery locations?
No. Some academic libraries have not opted to join CARLI as Governing or Associate members, which is required for a library to receive direct ILDS delivery service. CARLI has three tiers of membership, Governing, Associate, and Basic. CARLI basic members, and academic libraries that are not members of CARLI at all, are not eligible for ILDS delivery service. Most of these non-ILDS libraries receive delivery from their regional library system. Check the list at http://www.illinoisdelivers.net to confirm a library’s participation in ILDS.
Is it too late to sign up for ILDS?
The list of ILDS locations to be served as of January 2, 2008 was finalized on October 5, 2007. There will be an opportunity in spring 2008 for institutions to request new or additional service as of July 1, 2008.
ILDS Service
How often are ILDS deliveries made?
Every ILDS location receives delivery and pickup service 5 days a week, Monday through Friday, except for announced holidays. The ILDS truck visits participating libraries every day—libraries do not call for pickup.
How will ILDS accommodate dates when libraries are closed?
ILDS delivery locations can inform the ILDS program coordinator at CARLI about the scheduled holidays and other planned closures on which they will not want delivery service. Emergency closures may also be reported to the ILDS program coordinator as the situation permits. Contact the CARLI ILDS program coordinator by sending email to support@carli.illinois.edu; or toll-free at 1-866-904-5843.
How long will it take for materials to travel between ILDS locations?
The new ILDS guarantees a 24-hour turnaround time on Mondays-Fridays between any two ILDS locations’ delivery docks. The overall turnaround time for an interlibrary loan transaction is typically longer than 24 hours as it takes libraries time to retrieve and process the material, and for the material to reach the patron.
What may be sent in ILDS?
ILDS is intended for sending library-owned materials between libraries to fulfill interlibrary resource sharing requests. This can include books and journals, photocopies in envelopes, recordings, maps, audio-visual materials, etc. It is also possible to redirect surplus ILDS bags or to receive additional ILDS bags through the ILDS system.
What may not be sent in ILDS?
ILDS must not be used to send correspondence including library notices (e.g., overdue notices). For CARLI’s best practice statement on mailing notices, see: http://www.carli.illinois.edu/mem-prod/I-Share/circ/bp-printnote.html
Additionally, ILDS does not carry office supplies, furniture, computer equipment, perishables, correspondence between library staff, or inter-campus mail between branches of an institution. Questions about sending oddly shaped, extremely large, or fragile materials via ILDS to fulfill interlibrary loans may be directed to the ILDS delivery program coordinator by sending email to support@carli.illinois.edu; or toll-free at 1-866-904-5843.
What daily schedule does ILDS follow?
The schedule is posted at http://www.illinoisdelivers.net/schedule.html. Please note that the delivery company, Lanter Delivery Systems, has customers in addition to Illinois libraries, so this schedule does not necessarily reflect the drivers’ travel times between any two libraries served by ILDS.
Do we receive delivery at the same time each Monday through Friday?
Yes, service is at approximately the same time, weather and traffic permitting.
Do libraries participating in the new ILDS also receive library system delivery?
In most cases, no.
As each regional library system’s service options can vary, and as there are so many variations in academic library configurations (e.g., branch campuses, etc.), libraries should direct questions about their library system’s delivery service to their library system.
CARLI Basic members and libraries that are not members of CARLI are not currently eligible for direct ILDS service. These libraries should contact their regional systems with any questions they may have about delivery. CARLI Basic members, and eligible non-member institutions interested in becoming an Associate or Governing member in order to receive ILDS service (and other CARLI services) should contact CARLI at support@carli.illinois.edu. There will be an opportunity in spring 2008 for institutions to request new or additional ILDS service as of July 1, 2008.
ILDS and Requesting Materials
No. Requesting is still done in the same ways—through online catalogs such as CARLI’s I-Share Voyager system, interlibrary loan systems, OCLC, fax, etc. Nothing has changed in how the request is placed or how the supplying library updates the status of items filling requests (e.g., how they charge/check out/route out items).
Does the new ILDS change any current loan policies, renewal policies, or other interlibrary loan and reciprocal borrowing policies?
No.
Sending Materials via ILDS
What paperwork needs to accompany each item in the delivery systems?
Every item traveling between two libraries to fill a request should have some form of paperwork with it from the interlibrary loan system in which the request was placed (OCLC, Voyager, etc.) Please continue to treat this paperwork as you always have, e.g., placing it inside the front cover of a book, etc.
If both the sending and receiving libraries are direct ILDS locations, the request paperwork is all you need to place with the item since materials traveling between any two ILDS locations are placed in a bag in which every item is going to the same final destination.
In cases where the sending and receiving libraries are not both direct ILDS locations, a routing label must accompany the item. Use the ILDS paper routing label available at http://www.illinoisdelivers.net/PaperILDSlabel.pdf. If the sending and receiving libraries are members of the same regional library system, the system may provide an alternate routing label to use for intrasystem interlibrary loan.
For a detailed overview of which labels should be used in which interlibrary loan scenarios, refer to the Illinois Library Delivery Workflow Chart at http://www.illinoisdelivers.net/ILDSWorkflowChart.pdf.
We have a supply of the old (41 location) ILDS routing slips. May we still use these?
No. To avoid confusion, please recycle or discard any old labels you may have in stock.
Tip: If the routing slip includes “Route Control Office-2” (often abbreviated Rte Cntl Ofc-2 or RCOC), you are looking at an old ILDS form that should not be used. Check with your regional library system if you have questions about the current status of any forms they have provided.
What supplies are provided by ILDS?
Reusable ILDS shipping bags are provided by CARLI. Routing label tag holders for the old canvas bags are also provided. All other supplies must be provided by the library.
Do we still use the canvas drawstring ILDS delivery bags?
Yes, those bags are still used, but they have been supplemented by new zipper-top portfolio bags.
If there are two types of ILDS bags, does it make a difference which one we use?
No. The drawstring bags are larger, so may be useful when a large number of items are going to the same location, but it is OK to use the drawstring bags for small shipments as well.
How can libraries receive a supply of ILDS bags?
An initial supply of the new zipper-top ILDS bags, and some of the current drawstring bags were distributed to each ILDS location in December, 2007. More will be distributed in January, 2008. Any time a library needs more bags (and/or bag label tags for the large bags), contact CARLI Support at support@carli.illinois.edu. Additional bags will be sent to you in the ILDS delivery system.
With so many new ILDS locations, won’t all ILDS locations need more delivery bags?
CARLI and the Illinois State Library are going to monitor the bag supply and demand and order more supplies as needed.
Can libraries that currently receive system library delivery in special bags or totes use those for ILDS?
No. You must send ILDS materials in either the old drawstring bags or the new ILDS zipper-top bags.
Does each item need to be separately bagged?
No. Items going to a common ILDS destination may be packed into the same bag as space permits.
What if an item is too large for an ILDS bag?
The drawstring bags are quite large, but items that might not fit in those, e.g., maps in tubes, should be packed safely in an appropriate container with an ILDS bag label securely attached. Contact the ILDS program coordinator, when in doubt about shipping large or oddly shaped items via ILDS. Stick-on label holders for materials that cannot be packed in bags, are available from the Illinois State Library.
What supplies does the library need to provide?
ILDS libraries are responsible for providing a computer with a web connection and web browser, a printer and a supply of plain 8.5 x 11" paper for printing labels and manifests. The library will, of course, need to allocate the staff time required to bag and label materials. The 8.5 x 11" bag labels will be printed six to a page. Libraries may wish to purchase 8.5 x 11" paper that is perforated into six 3 2/3 x 4 ½“ segments, or simply cut the labels apart with a scissors or paper cutter after printing.
Are there any special computer requirements?
CARLI has tested the web label system on both Windows and Mac computers, and on Internet Explorer and Firefox browsers. Other platforms may work, but have not been tested.
What about computer software?
You need a web browser (Internet Explorer and Firefox have been tested). You need to make sure your browser is set to support cookies, JavaScript, and that it allows pop-ups from the ILDS website. You will also need Adobe Reader (or another PDF viewer program such as Preview for Macs.)
Can labels be printed directly on small, label-sized sheets if our printer can accommodate it? What about using a receipt printer (with a continuous role of paper)?
These formats are not accommodated at this time.
How are bags labeled?
Detailed instructions and training materials on the ILDS labeling process are available in the ILDS Instructions document at http://www.illinoisdelivers.net/docs.html.
Each bag must have a unique number every time it is used, so it is important that staff follow these procedures to produce a new label for every bag in every shipment. Do not reuse old labels. Procedures for creating a label by hand in the case of a computer outage are provided also in the ILDS Instructions document.
How are the labels attached to the bags?
The zipper-top bags have a window slot in which the label will be inserted. Reusable tag holders (like luggage tags) have been purchased for the older drawstring bags and a supply of these tags was sent to each ILDS location. The printed label will be inserted into the tag holder each time the bag is used. Old tags should be removed. Remember, each bag must have a new label every time it is used.
What is a shipping manifest?
Every ILDS library’s daily outgoing shipment will be itemized on a manifest that lists the number of outgoing bags, and their destinations. Like the bag labels, the manifest will be created from the ILDS website. As the staff member enters the destinations and item counts used for the bag labels, this information is stored in the web label system. After labeling all of the bags in the days shipment, and before the delivery truck arrives, the staff member (or a supervisor, etc.) will create a manifest from the web label system. The manifest will display for their review and will list each bag packed and ready for shipping. The staff member approves or edits the manifest and prints it on 8.5 x 11" paper. Libraries will probably want to print or save a second copy of the manifest for their records. The Lanter driver will take a copy of the manifest with the shipment. The second copy of the manifest can be signed by the Lanter driver for the library’s records.
Do libraries need to indicate which specific items (titles, barcodes, etc.) were placed in each bag?
No. ILDS will not track which items were packed in which bag.
Should every item libraries send to other libraries have a permanent property label on it?
Yes, absolutely. The ownership information stamped or otherwise permanently labeled on the item should include the full name of your institution and ideally the library’s complete address. The more common your institution name, the more important it is to use the full name and address (think how many names have “Illinois” or “Lincoln” in them.) This may be the only way an item can get back to the owning library if it gets separated from its request paperwork. I-Share libraries lending materials through its Universal Borrowing (UB) component are also required to have a barcode on the item so that it can be properly routed out and in through Universal Borrowing.
Receiving Materials
Will the ILDS delivery arrive the same time every day?
They
will attempt to stick to a consistent schedule and will inform the
library or the ILDS program coordinator when unavoidable delays are
encountered.
Not exactly. The Lanter driver will have a list of materials being shipped on their truck on that date. Library staff will be able to verify the number on the driver’s list against the bags received.
Do library staff have to do anything on the ILDS website when a shipment is received?
No. There is no receiving process to complement the label and manifest producing tasks.
Have any procedures changed on filling requests?
No. Follow the steps you have been using to receive items to fill requests (using an online system to check the items in, notify patrons, etc.)
Keeping Informed about ILDS
What’s the best way to find out more about ILDS?
There is a website about ILDS at http://www.illinoisdelivers.net.
Information about ILDS will be posted there, including this FAQ. There is also an open email list for designated ILDS contacts and other people interested in the service. Information about how to subscribe to this list can be found on the website listed above.
Is ILDS training available?
Training was conducted by webcasts in December 2007. The slides from those webcasts and other documentation are available at http://www.illinoisdelivers.net/docs.html.
Troubleshooting: Label and Manifest Printing Problems
I clicked on “Print” but don’t see my label or manifest file…
You may have pop-ups blocked in your web browser. Try clicking Print again and look at the browser toolbar at the top of the screen. If you see a warning message saying pop ups are being blocked, click on that warning message and select the option to allow pop ups from the ILDS web site.
I can’t connect to the web label system and need to label my shipment…
Use a copy of the paper backup label templates provided at http://www.illinoisdelivers.net/backuplabels.pdf.
Create a unique bag number by combining the date, source 3 letter ILDS code, destination 3 letter ILDS code, bag count to this destination in this shipment, and the number of items in this bag in the spaces indicated on the backup label.
Create a manifest summarizing your shipment by using the backup manifest template provided (as a PDF) at http://www.illinoisdelivers.net/backupmanifest.pdf or (in Excel) at http://www.illinoisdelivers.net/backupmanifest.xls.
I printed my labels, but they have an error or somehow got damaged and are unusable (I’ve not yet approved my manifest)…
Just recycle/discard any erroneous or unusable labels and create new ones. Your statistics will not be impacted and, since you have not yet approved your manifest, it will be fine as well.
I approved my manifest, then realized I forgot to print labels, or the labels got damaged and are unusable…
Recycle or discard the manifest if you have printed it. Start over again creating labels and be sure to print them. Then review and approve the new manifest.
Can CARLI recreate labels for me if I forgot to print them before approving the manifest?
No, sorry.
I’ve printed labels and the manifest, then find one more bag to be shipped…
Create labels for any additional bags and print them. Review and approve the second manifest. Note that manifests are not cumulative–the second manifest does not include the bags that were already summarized in the manifest you created earlier. Staple the two manifests together and leave them with your outgoing shipment.
Troubleshooting: Misdirected materials
We received a bag that appears to be properly labeled for a different ILDS destination…
Inform CARLI’s ILDS program coordinator that you received a bag in error. Send the bag number to support@carli.illnois.edu or phone 1-866-904-5843. She will make a record of the error. Place the bag with your next day’s outgoing ILDS shipment and write “Misrouted bag (bag number)” on your manifest for the shipment. The bag will be sent on to the intended destination.
We received a bag or an item labeled for our library that we did not request…
Contact the owning library and determine with them if you should send the item on to its intended destination or return it to the owning library.
Troubleshooting: Miscellaneous “What to do if’s…”
For all of the situations listed below and any other problem situation not covered here, simply contact CARLI’s ILDS program coordinator at support@carli.illinois.edu or 1-866-904-5843.
I’m new to delivery and need to know how to get started.
We have a new ILDS contact person.
I need more bags or tags.
We are unexpectedly closed due to weather or other situations.
We are planning to be closed for a holiday break, remodeling, etc.
Our delivery office or entire library is moving.
Our institution is changing its name, merging with another, etc.
I have a complaint, compliment, or suggestion to make.
What if our library would like another delivery location, e.g., service to a remote branch campus?
There will be an opportunity in spring 2008 for new institutions or additional locations to begin receiving ILDS service as of July 1, 2008.
Statistics and Reports
This section is in development.