Full Record Display

The Lender’s Full Record Display provides a complete summary of the ILL request you have received as a lender. The 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; the origination, need by, and deadline dates; and provides access to the borrower’s address information, borrower’s notes, and the ILL request history. The Full Record Display is primarily read-only. You cannot make changes to any part of the Full Record Display (with the exception of the Lender Return Address and History Notes).

NOTE: If your library has enabled the optional “Modify Existing Request” functionality, Library SuperUsers or Customer SuperUsers can modify existing ILL requests with a current status of Pending (see Modifying an Existing Request on page 75 for details).

The Full Record Display for any ILL request may be accessed using Status Browse (see Using the Request Manager for details), Title Browse (see Browsing By Title 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: Depending on the type of request and current Status, some fields may not be displayed or editable.

The Library Code (followed by the library’s name) for the borrowing library is shown in the Borrower field. The email address and telephone number for the borrowing library are shown in the Borrower’s Email and Borrower’s Phone fields.
- The Borrower’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 borrower for the request (see Emailing the Borrower for details).
  NOTE: The Borrower’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.
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 Lender’s ILL Status Definitions for details), or to update borrower’s status for the request (see Updating Borrower’s Status for details).
The Reason/Condition Options menu lets you include a reason or condition along with the status change for requests with a current status of Pending, Will Supply/In Process or Pending Cancel.
The unique system-assigned control number for the ILL request is shown in the Request Number field.
The name of your library, and your library’s contact information, is shown in the Lender, Lender’s Email, Lender’s Fax and Lender’s Phone fields.
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.
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, Physical Description, ISBN, Library of Congress Control Number, ISSN, Edition, 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 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.
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 and Upload Document link are intended primarily for fulfilling requests by providing online access to the requested material or supplying copies of the material in electronic format.
- For requests with a status of Pending, or Will Supply/In Process, the Document URL field provides a text box into which a Uniform Resource Locator providing online access to the requested item in electronic format may be entered, and an Upload Document link (for Non-Returnable (copy) requests) for attaching digital files to the request (see Attaching Files to an ILL Request for more information).
  NOTE: You must include http:// in the Document URL to ensure proper operation of the link.
- For requests with a status other than Pending, or Will Supply/In Process, the Document URL field is read only, and 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).
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 Request Type field indicates whether the request is to borrow (Returnable (loan)) or photocopy (Non-Returnable (copy)) the requested material, or if the request is an “informational” request (Reference Request) (see Responding to a Reference Request for more information).
Date-related information for the ILL request is shown in the Request Date, Need By, Respond By Date, Show Date, Due Date, Date Shipped, Date Received, Date Renewal Requested, Date Returned and Date Checked In fields.
- The Request Date field shows the date and time at which the patron or borrower created the ILL request.
- The Need By text box shows the calendar date by which the borrower library requires the requested material.
- The Respond By Date field shows the current “deadline date” by which you must respond to the request before it is forwarded to the next lender.
- The Show Date shows the calendar date on which the requested item is intended for exhibition or display.
- The label and date shown for Due Date fields varies, based on the current status of the request (see Working with Due Dates for more information).
- The Date Shipped field shows the date on which the requested item was shipped (the date on which the change to Shipped status occurred).
- The Date Received field shows the date on which the requested item was received by the borrowing library (the date on which the change to Received status occurred) (see Using Specific Due Dates in Updating ILL Requests for more information).
- The Date Renewal Requested field shows the date on which the borrowing library requested a renewal.
- The Date Returned text box shows the date on which the item was returned by the borrowing library (the date on which the change to Returned status occurred) (see Using Specific Due Dates in Updating ILL Requests for more information).
- The Date Checked In field shows the date on which the requested item was checked in by the lending library (the date on which the change to Checked In status occurred) (see Using Specific Due Dates in Updating ILL Requests for more information).
The Max Cost text box shows the maximum price the patron or borrower is willing to pay for the material requested.
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 the Borrower, taken from the borrower’s Participant Record.
Shipping information may be entered in the Shipped Via Options and Shipper’s Tracking Number fields. If multiple items or pages will be supplied when filling the request, the appropriate amount may be entered in the Number of Pieces/Pages Shipped field. If the items supplied when filling the request were insured, the appropriate amount may be entered 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 return address for your library, taken from your library’s Participant Record.
Notes, special instructions and/or requests from the borrowing library, when included with the request, are shown in the Borrower’s Notes and/or Patron’s Notes fields.
NOTE: The Patron’s Notes field is available only when the Show Patron Note to Lenders option in the Participant Record for the borrowing library is set to Yes (see Maintaining Participant Records for details).
Notes, special instruction and/or restrictions on lending the requested item may be specified 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), enter or edit the Return Address (see Viewing and Modifying the Lender Return Address for details) and enter or edit the Internal Staff Note (see Entering Internal Staff Notes for details).
- You may also select to recall loaned items (see Recalling Loaned Items for details) from the Full Record Display, or, in certain cases, override Borrower’s status for the request (see Updating Borrower’s Status for details).
  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.

NOTE: If you fail to attach a file or provide a Document URL when filling a Non-Returnable (copy) request and update request status to Shipped, the advisory message “No File Attached” displays. Click the Cancel button to return to the request and attach a file or provide a Document URL as appropriate. Click the OK button to close the advisory message and update request status without attaching a file or providing a Document URL.

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.
Close the formatted ILL request.

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 5

Searching By Request Number

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Chapter 5

Modifying an Existing Request