   
The IFLA Fax Guidelines - Universal Availability of Publications Core Programme
The IFLA Fax Guidelines
Introduction
The IFLA Section on Document Delivery and Interlending has believed for some
time that there should be some international guidelines on the use of fax in
interlending requests. Following research into the fax policies of some major
libraries and national bodies, staff of the IFLA Office for International
Lending produced a paper which highlighted the problems of fax requests and
listed solutions to these problems. The paper went on to make recommendations
concerning the elements which should be included in fax requests and included
examples of the recommended layout. This paper was circulated for comments.
The original paper and comments received have now been merged to produce the
following guidelines.
The Guidelines
1. It is important that a request be transmitted according to the
policies
and procedures of the supplying library.
Where a fax number for the supplying library is not known, the
requesting library should contact the supplying library by letter or telephone
to find out whether fax or electronic requests are accepted and, if so,
whether there are any special forms to use or particular rules to follow.
If the supplying library has a public fax number or a fax number for
its interlending section, it may be assumed that the library accepts requests by
fax. However, the requesting library should still find out whether the
supplying library uses special fax forms or requires special procedures to be
followed.
If there are special forms, the requesting library should use these
and
complete them as directed by the supplying library. Only one item should be
requested on a form (unless the supplying library allows otherwise). Any
instructions given by the supplying library must be followed.
2. If the supplying library does not have its own forms or established
procedures, the requesting library may either choose to use forms (its own or
IFLA forms) or send its request in free-text format.
Whichever option is chosen, the requesting library must ensure that it
incorporates various elements in its request and that these are set out in a
logical manner, which is easy for the supplying library to use. The order in
which the elements are listed below may be used as a guide. Examples of
recommended layout are given in Appendix 1. The names of the elements should
be
included so that it is clear exactly what is being requested thus ensuring the
supply of the correct item. These names are, where applicable, taken from the
International Organisation for Standardisation (ISO) standard 10161:
Interlibrary Loan Protocol Specification.
3. The following elements should be included on the request form and in
free-text requests:
a) Client identifier or client name. Request identification by client
number or name. Some libraries may wish to include an additional request
number as further identification.
b) Date-of-service. Date of the transmission of the request.
c) Requester-id. Requesting library's name and full address including
fax, telephone numbers and electronic address - in case of any queries and for the
supply of the item by return fax or electronic delivery.
d) Need-before-date. Date by which the item is needed, particularly if
the request is urgent.
e) Call-number. Supplying library's call number and location within the
supplying library, if known.
f) The full bibliographical details of the requested item:
loan: generally a monograph which is borrowed and returned
- author
- title
- edition
- place-of-publication
- publisher
- publication-date
- series-title-number
- ISBN
photocopy: generally a serial article which is copied and kept by the
requesting library
- title
- volume-issue
- publication-date of serial volume-issue
- pagination
- author-of-article
- title-of-article
- ISSN
g) Verification-reference-source. The full bibliographical details or a
copy of the entry so that the supplying library can check it, if necessary.
h) Note. Any special requirements such as "microfiche required,"
"English
edition only," or "any edition acceptable".
i) Delivery-service. The preferred method of delivery such as post, fax,
or electronic transmission.
j) Copyright-compliance. For photocopy requests. A copyright
declaration
statement (which will vary in different countries).
k) Payment-provided. Payment authorisation or other notation.
l) Responder-address/responder-id. Supplying library's name and full
address.
m) Responder-note. Space for any report from the supplying library.
IFLA Office for International Lending
May 1995
Appendix 1
Example A: Loan
Data element Example:
Client identifier or
client name 55-0053
Date-of-service 9 February 1995
Requester-id National and University Library
"Kliment Ohridski"
Bull Goce Delcev No 6
9100 Skopje
Republic of Macedonia
Fax: 389 91 230 874
Telephone: 389 91 226 846
Need-before-date Need before: 20 February 1995
Call-number Call number unknown
Loan Loan:
Author Mangold, Peter
Title National Security and International Relations
Edition Latest edition
Place-of-publication London/New York
Publisher Routledge
Publication-date 1990
ISBN 0 4150 2295 9
Verification-reference-
source BIP
Note No additional information
Delivery-service Post delivery only
Payment-provided Will pay charges
Responder-address Loan Division
Library of Congress
Washington DC 20540
USA
Example B: Photocopy
Data element: Example:
Client identifier or
client name 55-0008
Date-of-service 6 May 1995
Requester-id Centralna tehniska knijiznica Univerze v Llubljani
PO Box 90/11
Tomsiceva 7
61000 LJUBLJANA
Fax: 38 61 214108
Telephone: 38 61 214072
Need-before-date Need before: 10 May 1995
Call-number Call number unknown
Photocopy Photocopy:
Title Journal of investigative dermatology
Volume-issue 99 (3)
Publication-date of
serial volume-issue 1992
Pagination 306-09
Author-of-article Wiedow O
Title-of-article Lesional elastase activity in psoriasis,
contact dermatitis, and topic dermatitis
ISSN 0022-202X
Verification-source-
reference CIM 33 1992:5157
Note Note: Urgent request
Delivery-service Fax only
Copyright-compliance I hereby request you to supply me with a copy of
the item specified above. I have not previously
been supplied with a copy of the same material by
you or any other library. I will not use the copy
except for research or private study and
will not supply a copy of it to any other person.
Payment-provided Will pay charges
Responder-address Univ of Colorado Health Sciences Center
Denison Memorial Library A003
4200 East 9th Avenue
Denver, CO 80262
USA
Copyright 1995 IFLA Programme for UAP
IFLA Programme for UAP
c/o British Library
Boston Spa
Wetherby
West Yorkshire LS23 7BQ
United Kingdom
Telephone +44 1937 546254
Fax +44 1937 546478
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