Frequently Asked Questions
Revised 2/1/2009
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?
ILDS serves CARLI Governing and Associate members, the 9 regional Illinois regional library systems, and Chicago Public Library in order to provide a mechanism for the transfer of materials 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 152 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 recognized by the Illinois Board of Higher Education and is a member of the ILLINET network, or a research library may join by petition.
Is ILDS new?
Yes and no. The Intersystems Library Delivery Service has served Illinois for over 25 years. This service provided connecting service between the Illinois library systems’ regional delivery services and direct service to 29 Illinois libraries. On January 2, 2008, ILDS became the Illinois Library Delivery Service. It provides direct service to 139 Illinois libraries and 12 Illinois’ regional library systems’ headquarters. 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?
ILDS is managed by CARLI, in cooperation with the Illinois State Library. ILDS libraries receive communications about ILDS from CARLI and any service questions should be sent to support@carli.illinois.edu. 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 a portion of the cost of the ILDS reusable delivery bags. Libraries will need to pay for 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?
ILDS serves 139 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, the Illinois State Library, Pritzker Military Libarary, and the Field Museum of Natural History all of which are ILDS delivery locations.
ILDS Additional Delivery Location Request Form 
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 vehicle 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 about planned closure dates when delivery service is not required. Emergency closures may also be reported to the ILDS program coordinator as the situation permits. Contact the 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.
Do we receive delivery at the same time each Monday through Friday?
Yes, service is typically performed within an hour window of the scheduled delivery time, weather and traffic permitting.
Do libraries participating in the new ILDS also receive library system delivery?
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.
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, or route 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.
What supplies are provided by ILDS?
ILDS provides reusable shipping bags, routing label tag holders for the canvas drawstring bags, and press-on sleeves used as label holders on other containers. 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.
Does it make a difference which ILDS bag we use?
No. The canvas drawstring bags are larger, so may be useful when a large number of items are going to the same location, but they can be used for small shipments as well. You may also use other containers, such as boxes, or padded mailers as long as there is an ILDS label properly affixed to the outside of the container. Press-on sleeves are available from the Illinois State Library. Tape can also be used to secure the label to the package.
For information on preparing for shipment, see the ILDS Instruction document at http://www.illinoisdelivers.net/instructions.pdf.
What are the special handling instructions for fragile materials?
Although the ILDS bags offer a measure of protection, fragile or costly items should be packaged with additional care. In the case of A/V materials, secure bubble wrap, or a flat piece of cardboard to the item with a rubber band, but use rubber bands cautiously as they can cause flexible items to bend, and leave indentations in softer materials. Padded mailers can also be used to help protect A/V materials.
When using boxes to transport materials, please use enough packaging material so that the item or items do not slide around in the box during transport. Also use enough packing tape to secure the box shut so that it does not come open in transit. An ILDS label must be affixed to the outside of the box in order for it to be transported.
If an item has been sent to you in a box or with special packaging, please use the same care when returning it to the loaning institution. Some simple packing techniques will help to ensure that all loaned materials travel safely and return home in good condition.
How can libraries receive a supply of ILDS bags?
ILDS bags and other supplies should be requested by sending an email to the ILDS-ig listserv. The listserv was established to give ILDS participants a forum to communicate with each other, while at the same time providing a mechanism for the distribution of supplies. You must subscribe to the listserv before posting a message to it. You can subscribe at http://www.illinoisdelivers.net/email-lists.html. An example of an appropriate email subject line for supplies is “ISU – Illinois State University requests 25 small bags”. After your request has been filled by someone monitoring the list, you should send an email back to the list so that your colleagues know that the request has been filled. If you are monitoring the listserv, please be generous with your colleagues if you have supplies to share.
How do I label a bag of supplies that I am sending through ILDS?
When creating an ILDS label using the online label system, you are given the option to check a box that states, “This bag contains only delivery bags.” By checking this box when sending a bag of supplies through ILDS, you are ensuring that statistics are not impacted.
For more information, see the ILDS Instruction document at http://www.illinoisdelivers.net/instructions.pdf.
How should ILDS bags be secured?
In order to prevent the bags from coming open in transport, zip ties should be used to secure both the canvas drawstring and the zipper-top bags. The use of zip ties will be a factor in any claims made for lost material.
For more information, see the ILDS Instruction document at http://www.illinoisdelivers.net/instructions.pdf.
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. Similarily, ILDS bags should not be used for intra-system delivery purposes.
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.
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, a supply of plain 8.5 x 11" paper for printing labels and manifests, and zip ties for securing the closure of drawstring and zipper-top bags. 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 scissors or a 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 or Firefox). 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 supported 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.
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?
The shipping manifest is a summary of the library’s daily outgoing shipment that lists the number of outgoing bags, and their destinations. Detailed instructions for creating manifests from the web-based label system are available in the ILDS Instructions document at http://www.illinoisdelivers.net/instructions.pdf.
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. 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?
Yes, service is typically performed within an hour window of the scheduled delivery time, weather and traffic permitting.
Is there an incoming materials manifest?
Yes, you will receive an incoming manifest with the bags you receive each day. The manifest will list each bag that you should receive for the day. In some cases, you will receive bags that are not shown on the manifest. This usually happens when a label cannot be scanned because the print is too light or when part of the label was cut off before it was placed on the bag. If you do not receive bags that are listed on the incoming manifest, please contact the ILDS program coordinator to report it. If you have any questions, please send an email to support@carli.illinois.edu.
Do library staff have to do anything on the ILDS website when a shipment is received?
No.
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?
Information about ILDS is posted at www.illinoisdelivers.net, including this FAQ. Two email lists have been established for ILDS communication, and the distribution of ILDS supplies. The ILDS email list (ilds@carli.illinois.edu) is a moderated email list that is used by CARLI to send out information pertaining to the ILDS program. The ILDS-ig email list (ilds-ig@carli.illinois.edu) is an open email list that has been established for ILDS participants to communicate with each other, as well as for the distribution of ILDS supplies. You can subscribe to either email list at http://www.illinoisdelivers.net/email-lists.html.
Is ILDS training available?
PowerPoint slides from the initial training webcasts that were offered by CARLI and other documentation are available at http://www.illinoisdelivers.net/docs.html. Training is also available upon request by sending an email to support@carli.illinois.edu.
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 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. Detailed instructions on the use of the backup labels and manifest are available in the ILDS Instruction document at http://www.illinoisdelivers.net/docs.html.
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. Remember to delete the manifest that you originally created by selecting it from the dropdown menu on the manifest page, and clicking on “Delete”. When you delete the manifest, all of the labels associated with it will also be deleted.
Can CARLI recreate labels for me if I forgot to print them before approving the manifest?
No, this is not possible.
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. Using the same bag label, 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 shipped 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.
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.
Statistics and Reports
Statistics are available on the ILDS website at http://labels.illinoisdelivers.net/statistics.php. Detailed instructions on obtaining statistics for your institution can be found at http://www.illinoisdelivers.net/ILDS_Statistics_Instructions.pdf.