Authorisation Status Until the request is actually transmitted this refers to the status
of the request. Once a message has been transmitted this refers to the
status of the current ILL request message. An End User’s request can be
Un-authorised by the ILL Administrator if the request
should not go ahead. When a request is authorised and picked up by a driver
it’s Status is Processed. The
request can be submitted as "To Be Authorised" if you with to
have the system build the rota automatically, or the request can be submitted
as "for manual authorisation" if you wish to enter rota locations
manually.
See also Authorisation Statuses.
Item
Format The item format defines a material/media type combination. It also defines
the ILL request material type. In creating a request, the item format
will be completed according to the material type in the bibliographic
record.
Where there is no direct item format equivalent, additional item formats
have been added. For example, where the material
type is CHAP, the item format 'Part of a book' is selected.
Note: Records retrieved from journal article and non- bibliographic databases
may not contain a material type. VDX can be configured to recognise records
from such databases as being ARTICLES. This can be set up in the
Windows Admin Client.
Our Number The system allocated request number (read only)
Their Number The current Lender's Request number. If this
is the same as "Our Number" it will not be displayed.
Our Local Number Our local number:enter a local request number that you may wish to use
in addition to the request number allocated by VDX. You will be able to
search for requests using this number.
If you have not entered a Local Number, this field will not be displayed.
Status The current status of the request. See ILL
statuses for further information. (read-only)
Service
Type Preferences 1, and 2 e.g. loan, copy. If first choice cannot be supplied,
other choices will be used in order of preference. The default for the
item format (as set up in Windows Admin Client) will be displayed. Override
(or add additional preferences) by selecting from the pull-down boxes.
Note that for communication with the British Library, Service Types are
cumulattve and not alternatives.
Media
Type Preferences Preferences 1-2 e.g. Printed. If first choice cannot be supplied, other
choices will be used in order of preference. Leave blank if the default
media type preferences from the ILL User Location default record are required.
Override (or add additional preferences) by selecting from the pull-down
boxes.
Whereas Item Format
is derived from the bibliographic record, Media
Type specifies how the requested item should be delivered to the
patron/end user. For instance, the patron/end user may locate a Printed Journal, but actually be asking for a Photocopy or machine
readable version.
Title or Journal Title The title of the requested item. Up to 2000 chars. This is either the title of a monograph or the journal title of a serial.
Subtitle Subtitle of the requested item. Up to 2000 chars.
Author Primary author of requested item. Up to 2000 chars.
Series Title and Numbering Serial title. Up to 2000 chars.
Sponsoring Body Sponsoring body, when cataloguing items that are conference proceedings. Up to 2000 chars.
Publisher Publisher name. Up to 240 chars.
Place of publication Place of publication of the requested item. Up to 240 chars.
Date of publication Free text publication date of the requested item. Up to 240 chars.
Edition Edition statement of the requested item. Up to 240 chars.
ISBN ISBN of the requested item. Note there is no form of validation performed on the ISBN. This is to accommodate new 13 character ISBNs for example.
ISSN ISSN of the requested item. Up to 240 chars.
UPC "Universal Product Code" (akd EAN), a barcode that uniquely identifies a CD, DVD, CD-ROM etc, much as an ISBN does for books
Classmark Classification. Up to 240 chars.
Call Number The call number, taken from the rota location for the current lender.
Volume/Issue of Article Enter issue details directly. Up to 2000 chars.
Author of Chapter/Article/Paper/Part Enter author details of specific part of main work required.
Title of Chapter/Article/Paper/Part Enter title details of specific part of the main work required.
Date of Chapter/Article/Part/Paper Enter the date of publication for a specific volume / issue.
Pagination of Chapter/Article/Part/Paper If an article is requested, enter page numbers. Up to 240 chars.
Additional Nos Other details - free text, e.g. CODEN. Up to 2000 chars.
Reference Source Verification source, free text. Up to 2000 chars. Usually this is automatically populated with the name of the database where the bibliographic details were retrieved.
Item Note The item note is treated as being part of the bibliographic description
of the requested item It is displayed wherever
the request’s bibliographic details are displayed. It
is always sent as part of the Request message to all lenders in the rota.
Up to 2000 characters can be sent and it can be used to to
send important additional item information, for example 'Large Print Version'
or 'First Edition Only' or to indicate that the Visually Impaired declaration
form is completed, signed and on your files. These are notes attached
to the ILL request – both outgoing from borrower (requester) and incoming
from lenders (responders).
It is displayed on the brief request display under the heading 'notes'
and on the full display under the heading 'item note'.
If not Item Note is present with a request, the field will not be displayed.
Well
Known Control numbers This box shows the list of extracted control numbers. This
box will only be visible if it has been configured in Windows Admin to
be displayed on the Request Entry form.
A single list of control numbers is displayed - sorted alphabetically
by control-number-type. Additional 'well-known' control numbers can be
entered by choosing a control number type, entering the number and clicking
on 'Add'.
An existing control number can be edited by highlighting the number to
be edited in the control number box, Updating the control number in the
input field and clicking on 'Update'.
Note: It is only possible to enter ”well-known” number types. Local control
numbers cannot be entered as they may not be recognisable to all rota
locations.
If no wellknown control numbers are associated with this request, these
fields do not get displayed.
Private Notes These notes are private to the Borrower, and are not transmitted to anyone
Public
Notes Notes sent and received from the current or previous lenders.
Public Notes are always displayed from the "History" section
of the Request display, by clicking on the hyperlinked action.
The system can also be configured to display all public notes in a separate
"Public Notes" section of the main details display.
Patron name The name of the user placing this request. This is the name of the ILL Administrator until you validate the actual end user for whom you are creating the request. The end user name then displays here. Non-editable field. Use Patron Barcode to edit.
Patron barcode The display of this field is dependent on your organisation's local
configuration. You may either have a patron barcode and borrower category,
or you may only have a patron name.
Either way, you may also have the patron's email address.
Patron ID Internally generated number of the current requesting user. This is the ILL Administrator ID until you validate the actual end user for whom you are creating the request. The end user ID then displays here. Non-editable field. Use Patron Barcode to edit.
Patron Status The user category of the user placing this request. This is the category of the ILL Administrator until you validate the actual end user for whom you are creating the request. The end user's category then displays here. Non-editable field. Use Patron barcode to edit.
Patron email The user’s email address may default from the user record. If not it can be entered (or it can be changed). Depending on how user alerting is configured, an email address may be required here so that an alerting email can be sent to the user. See System Administrators online help for configuration of User Alerting.
Amount Willing to Pay This is the maximum cost that the Patron is prepared to spend on this request This may be more or less than the amount the Borrower is prepared to spend.
Currency Select currency of the Max Cost.
Service Type This allows for a third alternative or cumulative Service Type to be specified. e.g. loan, copy. If first choice cannot be supplied, other choices will be used in order of preference. The default for the item format (as set up in Windows Admin Client) will be displayed. Override (or add additional preferences) by selecting from the pull-down boxes.
Media Type Preferences Third media type preferenc: e.g. Printed. If
first choice cannot be supplied, other choices will be used in order of
preference. Leave blank if the default media type preferences from the
ILL User Location default record are required. Override (or add additional
preferences) by selecting from the pull-down boxes.
Whereas Item Format
is derived from the bibliographic record, Media
Type specifies how the requested item should be delivered to the
patron/end user. For instance, the patron/end user may locate a Printed Journal, but actually be asking for a Photocopy or machine
readable version.
Service Level Level of service for the request, Standard, Fast, or Express. Values will normally be defaulted from ILL User Loc Defaults based upon the number of days between the date this request is placed to the stated Need-By-Date.
Place on Hold Whether the responder may place the item on hold if it is not currently available. Value may be defaulted from ILL User Loc Defaults: request service defaults.
Max.Cost Maximum cost Borrower is prepared to pay, format 0.00. Value may be defaulted from ILL User Loc Defaults: Request service defaults.
Currency Select currency of the Max Cost.
Need by Date Click the Calendar icon to choose a date the item is required by. Format dd-mmm-yyyy. Value may be defaulted from ILL User Loc Defaults.
Expiry Type Tells the system how to calculate the Expiry
Date:
Use Need Before
with a time limit set in Need
By.
Use Calc from Expiry
Days with a number of days entered in Expiry Days.
Use No Expiry
if you do not wish to set any time limit. Value is usually defaulted from
ILL User Loc Defaults.
Expiry Days Enter the number of days this request may remain pending at a responder before it is automatically expired at that responder. This number is usually defaulted from ILL User Loc Defaults. Works in conjunction with Expiry Type: Calc from Expiry Days.
Copyright Type The broad type of copyright be applied to this request. Typically either "Fair Dealing" or "Fee Paid"
Copyright Subtype The exact copyright law being applied to this request.
Patron Copyright Type The broad class of copyright requested by the patron for this request. This may differ from the actual copyright-type being applied to this request by the library
Copyright Signed This flags whether the patron has signed the fair-dealing copyright declaration or not..
Delivery Method This displays the requested delivery method.
Send To (Patron/Requesting Delivery Addresses) The Address to which items satisifying this request should be delivered.
Requester Address Normally the client’s home address for information only. This information defaults from the client’s User record after the Request has been authorised. The data that is defaulted depends on how addresses are mapped in the Windows Admin.Client. Note however if address details are entered manually they will not be overridden.
Billing Address The client’s or Requester's address where charges should be sent to. For information only. The data that is defaulted depends on how addresses are mapped in the User Location Defaults record. Note however if address details are entered manually they will not be overridden.
Org, Dept, Bldg etc. Second line of the address generally used for the name of the facility, building, etc.
PO Box Third line of the address used for the post office box information.
Street Fourth line of the address used for the street name.
City Enter city.
Post Code Enter postal or zip code.
Fax Enter fax number split into sections.
Phone Enter telephone number split into sections.
Email Shipping email address is used for delivery of electronic documents. A billing email address is used if bills are to be sent electronically.
FTP Requester's FTP address (in the form of an FTP URL: ftp://username-password@server.address/filepath). This field is unlikely to be used in any address other than the Requesters Delivery Address.
Notes This displays the note from the defaulting address in the users record.
Pickup Location The location from which the requesting user collects the request. Use the pull down box to select a suitable location. Note local policy/configuration determines whether or not the Pickup Location acts as the Borrower (Requester) or Delivery Address and whether a pickup 'group' location can appear in the combo.
Seq The sequential place of this location in the rota.
Location The rota location representing the potential, current or past Lender.
The format of the location details is dependient upon the chosen system
configuration of your institution.
Status The suspension status of a given rota location
Lender The lending location
How this gets displayed depends on system configuration optiobns chosen
by your institution
Action An ILL action or action-indication that has been applied to this request
Status The Status of the ILL transaction after this action
Date Changed The date this action occurred
Date The date this log event happened
Description The Log Message itself
Message The ILL Message that triggered the logging event
Attached Documents A list of electronic documents that have been received from the Lender and stored in the VDX Document Store.
Attach Document This option allows the Borrowing Librarian to attach a received electronic
document to this request, if it has been received by personal email as
an attachment, for instance.
Note that documents delivered to the VDX document-receiver addresses will
be automatically attached to the appropriate requests.