Full Record Display

The Borrower Full Record Display provides complete bibliographic information for the material requested, including control (accession) number if the request was generated from an Auto-Graphics union catalog, and the origination, need by and deadline dates. It also provides access to the borrower’s and lender’s address information, special instructions, the ILL request history, and patron information.

The Full Record Display for any ILL request may be accessed using the Request Manager (see Using the Request Manager for details), Title Browse (see Browsing By Title for details) or Patron Browse (see Browsing By Patron for details), or by using Request Number Search (see Searching By Request Number for details).

NOTE: The Full Record Display may include both mandatory (system default) and optional fields. The default content and arrangement of the Full Record display is determined by the Customer SuperUser for your consortium or collective. The content and arrangement of the Full Record display for your library is determined by your Library SuperUser. Some fields may not be included in the Full Record Display for your library or consortium. Additionally, the Full Record may contain up to six “customer specified” fields specific to your library or consortium.

To view and edit the Full Record Display:

NOTE: You may modify or update any information contained in a text box on the Full Record Display by selecting and over-typing the desired information. Depending on the type of request and current Status, some fields may not be displayed or editable.

If your library has enabled the “owned by this library” feature, an Owned By This Library icon s displayed in the Awaiting Approval Status Browse List (see Using the Request Manager for details) next to all requests for which your library holds a copy of the title, and the Full Record Display for the request includes the message “Note: This item is owned by your library” at the top left side of the screen.
If the request has been selected for deletion, the notation "Request Number (####) has been scheduled for deletion" is shown at the top of the screen.
The Library Code (followed by your library’s name) for your library is shown in the Borrower field.
The current status of the request is shown in the Status (or Status Options) field.
- Depending on the current status of the request, the Status Options field provides a drop-down menu allowing you to advance the status of the request (see Borrower’s ILL Status Definitions for details), or to update lender’s status for the request (see Updating Lender’s Status for details).
- Depending on the current status of the request, the Get Permissions (Copyright Clearance Center) field will include a link to the Copyright Clearance Center for all Non-Returnable (copy) requests (see Accessing the Copyright Clearance Center for more information).
The unique system-assigned control number for the ILL request is shown in the Request Number field.
The Request Type (or Request Type Options) field indicates whether the request is to borrow (Returnable (loan)) or photocopy (Non-Returnable (copy)) the requested material.
- For requests with a current Status of Awaiting Approval, Unfilled or Retry, the Request Type field provides a drop-down menu allowing you to change the request type.
Material type and format for the requested material are shown in the Material Bibliographic Level (or Material Bibliographic Level Options) and Material Format (or Material Format Options) fields.
Bibliographic information for the requested material is shown in the Title/Journal Title, Uniform Title, Author/Creator, Publisher (Place, Name, Date), Publisher Number, Publisher Source, Edition, ISBN, Library of Congress Control Number, ISSN, Series, Volumes Needed, OCLC Number, Other Standard Identifier, Item Barcode (Borrower), Item Barcode (Lender) and Call Number and Location fields, as appropriate. A physical description of the requested item is shown in the Physical Description field.
The Verification field shows the appropriate reference number for verification of the title, and includes the name of the database from which the record was taken (this field shows the accession number assigned by Auto-Graphics for the title the request was created from a record in the union catalog).
- If desired, you may click the Verification link to view and/or print the bibliographic record from your library’s union catalog (in MARC format) for the requested material.
The Any Edition is Acceptable field indicates whether or not the request may be filled with an edition other than the edition specified.
NOTE: The Any Edition is Acceptable field is informational only. It does not affect the lender build process, or aid in determining whether or not a request should be forwarded to a specific lender.
The This Format Only field indicates whether or not the request may be filled with an item of a format other than the format specified.
The name of the current lender, and lender’s contact information, is shown in the Lender, Lender’s Email, Lender’s Fax and Lender’s Phone fields.
- The Lender’s Email field serves as a link to launch the default email client for your workstation to allow you to send an email to the current lender for the request (see Emailing the Lender for details).
  NOTE: The Lender’s Email field is not shown for requests with a status of Awaiting Approval, Cancelled, Complete, ILL Review, Passed to Local System, Retry or Unfilled.
For Non-Returnable (copy) requests only: Article information is shown in the Article Title, Article Author, Article Information (Volume, Issue, Pages) and Article Date fields. The copyright compliance is shown in the Copyright Compliance field once the request has been submitted to the lender.
If fees or other charges are associated with the request, you may enter the appropriate amount in the Charges field.
The Document URL field displays if the lender includes a link to the electronic version of the requested item or has attached digital files to the request. The field shows the currently entered Uniform Resource Locator, if any, or the message “Download Attachments” in cases where digital files are attached to the request. The Document URL serves as a link to the associated electronic resource or digital file(s). When the link is selected, the associated electronic resource displays in an additional browser tab or window (for online resources) or the Uploaded Files screen displays in an additional browser tab or window (for file attachments) (see Downloading File Attachments for details).
Date-related information for the ILL request is shown in the Request Date, Need by, Show Date, Date Shipped, Date Received, Due Date, Date Renewal Requested, Date Returned and Date Checked In fields.
- The Request Date field shows the date and time your patron or library created the ILL request.
- The Need By field shows the calendar date by which your library requires the requested material.
- The Show Date shows the calendar date on which the requested item is intended for exhibition or display.
- The Date Shipped field shows the date on which the item was shipped by the lending library.
- The Date Received field shows the date on which the item was received by your library. Depending on the status of the request, this field may include a Date Entry Calendar (see the System Basics User Guide for details), allowing you to specify the date the item was received.
- The label and date shown for the Due Date fields varies, based on the current status of the request (see Working with Due Dates for more information).
- The Date Renewal Requested field shows the date on which you requested a renewal from the lending library. Depending on the status of the request, this field may include a Date Entry Calendar (see the System Basics User Guide for details), allowing you to specify the date on which the renewal was requested.
- The Date Returned field shows the date on which the item was returned to the lending library by your library. Depending on the status of the request, this field may include a Date Entry Calendar (see the System Basics User Guide for details), allowing you to specify the date the item was returned.
- The Date Checked In field shows the date on which the item was received and checked in by the lending library.
The Max Cost text box shows the maximum price the patron or borrower is willing to pay for the material requested.
The Lender List shows the lenders to which your library has selected to submit the ILL request (only those libraries that have not yet responded are shown in the list). Lenders are listed in descending order of preference, as determined by the borrower.
- Each entry in the Lender List shows the Library Code for the lender, and may also include lender’s Days to Respond, and call number (or other identifier) for the requested material.
- If desired, you can edit the Lender List to add, update or delete libraries from the list (see Editing the ILL Lender List for details).
- Requests with a status of Awaiting Approval, Cancelled, Expired, Retry or Unfilled may include a Rebuild Lender List button. The Rebuild Lender List function allows library staff to use the existing source record to “recreate” the Lender List and automatically resubmit the ILL Request (see Rebuilding a Lender List for details).
Information related to the patron who submitted the request is shown in the Patron’s First Name, Patron’s Middle Name, Patron’s Last Name, Patron’s Library Card Number, Patron’s Library Card Number (printed barcode), Patrons Address 1, Patrons Address 2, Patrons Address 3 (City, State, Zip), Patron’s Program and Course, Patron’s Status and Year, Patrons Contact 1 and Patrons Contact 2 fields. The location from which the patron may pick up the requested item is shown in the Pickup Location Options drop-down menu (see Managing ILL Pickup Locations for details). Any notes or special instructions included by the patron are shown in the Patron’s Notes field. If charges or fees are associated with the request, the patron’s method of payment is shown in the Patron’s Payment Method field. If desired, the patron’s method of payment can be changed using the Patron’s Payment Options drop-down menu.
NOTE: Patron information is not made available to the lenders to which the ILL request is submitted.
The Ship to Name, Ship to Address 1, Ship to Address 2, Ship to Address 3 (City, State, Zip) and Ship to Country fields show the shipping address for your library, taken from your library’s Participant Record.
Shipping information is shown in the Shipped Via Options and Shipper’s Tracking Number fields. If multiple items or pages were supplied when filling the request, the appropriate amount is shown in the Number of Pieces/Pages Shipped field. If the items supplied when filling the request were insured, the appropriate amount is shown in the Insured for field.
The Return to Name, Return to Address 1, Return to Address 2, Return to Address 3 (City, State, Zip) and Return to Country fields show the shipping address for the Lender, taken from the lender’s Participant Record.
NOTE: The “return address” fields are not shown on Full Record Displays with a status of Awaiting Approval.
Notes, special instruction and/or restrictions on lending the requested item are shown in the Current Lender’s Note, Lenders’ Notes and Lending Restrictions fields.
You may also choose to:
- View History Information (see Viewing ILL Request History for details), add or edit Borrower’s Notes (see Entering Borrower’s Notes for details) and add or edit the Internal Staff Note (see Entering Internal Staff Notes for details).
- View and modify patron information (see Viewing and Editing Patron Information for details)
- You may also, in certain cases, override Lender’s status for the request (see Updating Lender’s Status for details).
- Requests with a status of Awaiting Approval, Cancelled, ILL Review, Patron Cancellation Requests, Retry or Unfilled include a For Patron: Why Request was not Filled field. If appropriate, you may enter any explanatory text for the patron indicating the reason that the request was not filled (item is owned locally, Need By date was too soon, etc.). Text entered in this field is viewable by the patron through the ILL Request Tracking feature. Text is displayed to the patron in the Status field under the heading “Note.”
  NOTE: Depending on the current status of the request, some fields may be unavailable for modification.
When all desired information has been entered or edited, click the Submit button to submit your changes to the Full Record Display.

To print the Full Record Display:

NOTE: The number of lenders included on the printed request is determined by the Number of lenders to print per request value specified in the Participant Record for your library (see Chapter 6, The Participant Record for details).

Click the Format to Print button.
- An additional browser window opens, displaying the formatted ILL request.
Use the standard procedures for your web browser to print the formatted ILL request.

To download the ALA Form:

To download the ALA Form in .pdf format, click the ALA Form button, then use the standard procedures for your web browser to download and save the file.

To exit the Full Record Display:

Click the Go Back or Close button to return to the previous browse list.

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Chapter 4

Searching By Request Number

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Chapter 4

Modifying an Existing Request