Document Delivery Manual

Edition no. 4
March 2021
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Libraries Australia Document Delivery Manual with Revision Questions and Training Exercises.
A compilation publication with material from:
Learn Kinetica Document Delivery 2nd edition written by Mary Mortimer (DocMatrix Pty Ltd)
Kinetica Document Delivery 6th edition written by CAVAL Collaborative Solutions in collaboration
with Kinetica staff
Kinetica Document Delivery 7th edition extensively revised by Mary Mortimer (DocMatrix Pty
Ltd)
Libraries Australia Document Delivery 8th edition revised by Libraries Australia staff

Published by Libraries Australia at the National Library of Australia

4th Edition © 2016 National Library of Australia

This manual is copyright. Apart from any fair dealing for the purpose of private study, research,
criticism or review, as permitted under the Copyright Act, no part may be reproduced by any
process without written permission from the publisher.

Enquiries should be made to Libraries Australia

Phone: 1800 026 155
Contact us: nla.gov.au/librariesaustralia/contact-us

Last Revised March 2021

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Contents
Section 1: Introduction ................................................................................. 8
1.1 Libraries Australia Member Services ................................................................ 8
1.2 Interlibrary loan and document delivery – the basics ................................... 8
1.3 Libraries Australia and LADD ....................................................................... 11
1.4 Libraries Australia Document Delivery (LADD) ............................................ 11
1.5 Information ................................................................................................. 12
1.6 Member Support ......................................................................................... 12
1.7 Email Lists .................................................................................................... 13
1.8 Membership ................................................................................................ 15
1.9 Charges........................................................................................................ 15
1.10 LADD Payments Service ............................................................................... 15
1.11 LADD Payments Service Reports ................................................................. 15
1.12 Members of the LADD Payments Service .................................................... 16
1.13 LADD Documentation...................................................................................... 16
1.14 Training........................................................................................................ 17
1.15 Software ...................................................................................................... 17
1.16 Computer and Browser Setup ..................................................................... 18
1.17 Australian Interlibrary Resource Sharing (ILRS) Code .................................. 18
1.18 Australian Interlibrary Resource Sharing (ILRS) Directory ........................... 20
1.19 Copyright ..................................................................................................... 23
1.20 ISO Interoperability ..................................................................................... 26
1.21 Implications for LADD users......................................................................... 28
Section 2: Training...................................................................................... 29
2.1 Aims and Objectives .................................................................................... 29
2.2 LADD Training Database .............................................................................. 30
Section 3: Interlibrary Loan (ILL) Cycle ........................................................ 31
3.1 Introduction................................................................................................. 31
3.2 How LADD Works: A Copy ........................................................................... 31
3.3 How LADD Works: A Book (Loan) ................................................................ 33
3.4 Action/Action-Indication ............................................................................. 35
3.5 Actions ......................................................................................................... 39
3.6 Status ............................................................................................................... 40
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3.7 Authorisation Statuses .................................................................................... 42

Section 4: Login .......................................................................................... 43
4.1 Introduction................................................................................................. 43
4.2 Barcodes and Passwords ............................................................................. 43
4.3 Navigation ................................................................................................... 44
Section 5: Location ..................................................................................... 45
5.1 Introduction................................................................................................. 45
5.2 Location Search ............................................................................................... 45
5.3 Edit Your Own Location ............................................................................... 49
5.4 Updating Address Details ............................................................................ 49
5.5 Suspending Your Location ........................................................................... 50
5.6 Own Services: Configuring Reciprocal Arrangements ................................. 53
5.7 Delivery Address and Docstore ...................................................................... 56
Section 6: Bib Search .................................................................................. 58
6.1 Introduction................................................................................................. 58
6.2 Advanced Search ......................................................................................... 58
6.3 Standard Search .............................................................................................. 63
6.4 Search Results.............................................................................................. 66
6.5 Result Details ............................................................................................... 67
6.6 Returning to Your Search Results ................................................................ 67
6.7 Search History.............................................................................................. 68
6.8 Saving your Search Results .......................................................................... 68
6.9 Saved List ..................................................................................................... 68
6.10 Printing Records .......................................................................................... 71
6.11 Deleting Records ......................................................................................... 71
6.12 Emailing Records ......................................................................................... 72
6.13 Search Status ................................................................................................... 74
6.14 Saving Searches ........................................................................................... 74
6.15 Search Profiles ............................................................................................. 77
Section 7: Borrower : placing requests ........................................................ 79
7.1 Introduction................................................................................................. 79
7.2 Submitting a Request following a Search ...................................................... 79
7.3 Creating a Request using the ILL Request Form .......................................... 87
7.4 Saving a Request to Submit Later ................................................................ 88
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7.5 Duplicates .................................................................................................... 88

Section 8: Finding Requests ........................................................................ 90
8.1 Introduction................................................................................................. 90
8.2 ILL Request Search .......................................................................................... 90
8.3 Finding Requests: Lender ............................................................................ 92
8.4 Finding Requests: Borrower ........................................................................ 93
8.5 Results of Your Lender ILL Request Search .................................................. 93
8.6 Viewing the Full Details of a Request .......................................................... 95
8.7 Publishing Saved Searches to the Work Queue. ........................................ 100
8.8 Printing a Request ..................................................................................... 102
Section 9: Work Queues ............................................................................103
9.1 Introduction............................................................................................... 103
Section 10: Actioning requests ...................................................................106
10.1 Responding to Incoming ILL Requests ....................................................... 106
10.2 Bulk Action ................................................................................................ 107
10.3 Changing a Copy non returnable request to a Loan request (as Lender). 110
10.4 Changing a Loan request to a Copy request (as Lender) ........................... 111
10.5 Answer Will Supply .................................................................................... 112
10.6 Answer Nonsupply .................................................................................... 116
10.7 Answer Conditional ................................................................................... 119
10.8 Answer Conditional - Replying................................................................... 122
10.9 Answer Hold .............................................................................................. 124
10.10 Answer Retry ............................................................................................. 126
10.11 Cancelling a Request ................................................................................. 129
10.12 Cancel - Replying ....................................................................................... 130
10.13 Checked In ................................................................................................. 134
10.14 Damaged ................................................................................................... 135
10.15 Lost ................................................................................................................. 136
10.16 Notes – Public and Private......................................................................... 137
10.17 Overdue ..................................................................................................... 139
10.18 Recall ......................................................................................................... 141
10.19 Renew ....................................................................................................... 142
10.20 Renew Answer........................................................................................... 143
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10.21 Receiving requests supplied via DocStore ................................................... 146

10.22 Receiving an Item That Has Been Shipped ................................................ 147
10.23 Receiving an Item That Has Not Been Shipped.......................................... 149
10.24 Resubmitting Requests .............................................................................. 149
10.25 Returned.................................................................................................... 152
10.26 Shipped...................................................................................................... 153
10.27 Supplying via the DocStore ........................................................................... 156
Section 11: Finalising Requests ..................................................................160
11.1 Completion of Requests ............................................................................ 160
11.2 Archiving Requests .................................................................................... 161
Section 12: Reports ...................................................................................162
12.1 LADD Reports ............................................................................................ 162
12.2 To Run Reports .......................................................................................... 162
12.3 Reports and Archiving ............................................................................... 163
12.4 Reports available from the Reports Page .................................................. 163
12.5 Reports available from the Work Queue Page - Borrower Reports........... 167
12.6 Reports available from the Work Queue Page – Lender Reports .............. 168
Section 13: Enhanced Requesting ..............................................................170
13.1 Finding requests submitting through Enhanced Requesting ..................... 170
Section 14: Email Alerts ................................................................................173
14.1 Managing your Libraries Australia requests in LADD ................................. 173
14.2 How To Set Up Alerts................................................................................. 174
Section 15: Customisable functionality.......................................................176
15.1 Landing page ............................................................................................. 176
15.2 Due date .................................................................................................... 176
15.3 Reply date ................................................................................................. 177
15.4 WorldCat Collection Search Profile............................................................ 177
15.5 Requesting from commercial provider RightFind ...................................... 177
15.6 Rota ........................................................................................................... 178
15.7 Amazon Price Check .................................................................................. 179
15.8 Amazon Published Date Check .................................................................. 179
15.9 Bureau, Lock & Unlock............................................................................... 179
15.10 DocFetch ........................................................................................................ 180
Section 16: Troubleshooting ......................................................................181
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16.1 Troubleshooting ........................................................................................ 181

16.2 Error Messages and Work Arounds ........................................................... 186
16.3 FAQ regarding DocStore ............................................................................... 190
16.4 Still Having Trouble? .................................................................................. 191
Resources ...................................................................................................192
Appendix 1 - Training ..................................................................................193
Training Sets ........................................................................................................... 193
Training Logins ....................................................................................................... 193
Glossary......................................................................................................255
Index ..........................................................................................................268
8 | Section 1: Introduction
 Section 1: Introduction | 9

Section 1: Introduction
This Libraries Australia Document Delivery (LADD) Manual with Review Questions and
Training Exercises provides a single source of information about the use of the LADD system
and is intended for use in face-to-face training courses, online training, and to be an ongoing
point of reference for LADD users.
Relevant review questions and training exercises are provided following each section of this
manual. There is also a separate section containing more extensive training sets.
Should you have any comments or suggestions about this manual with review questions and
training exercises, please direct them to the Libraries Australia Member Services team.

1.1 Libraries Australia Member Services

Help Desk phones are staffed from 9am to 5pm AEST and AEST Monday to Friday.
Announcements about Help Desk services on public holidays will be made on
librariesaustraliadocdel-l email list.
Phone: 1800 026 155
Web: nla.gov.au/librariesaustralia/contact-us
Address: Libraries Australia
National Library of Australia
Parkes Place
Parkes ACT 2600

1.2 Interlibrary loan and document delivery – the basics

Libraries use the collections of other libraries to supply items their client’s need,
which they do not hold. They borrow the item for a short time, or they ask for a
copy to be made.
If an item is borrowed and returned (e.g., a book), this is called interlibrary loan
(ILL). If the item is reproduced, whether on paper or electronically (e.g., a journal
article), it is called document delivery (DD). In practice, these terms are used
interchangeably.
Libraries ask to borrow or obtain a copy of material which is:
• out-of-print
• of temporary interest
• urgently required
• too expensive to buy.
8 | Section 1: Introduction

In general, you should not:

• use ILL for anything your library should buy. Inexpensive, easy-to-obtain
material in a library's collecting area should be bought, not borrowed.
• ask for material that is likely to be in high use in the library you are requesting it
from. Public libraries do not lend recent fiction; academic libraries do not lend
textbooks.
Many libraries will lend most of their material, but may not lend certain categories
e.g., they may not lend reference material, short loan items, audiovisual material, or
items from special collections (e.g., rare books). It is always good practice to
familiarise yourself with other libraries' lending policies, before you ask a library to
lend an item. They may, for example, lend a high-demand item for a shorter than
usual period.
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EXERCISE 1.1

1. What is the purpose of Interlibrary Loan and Document Delivery?

2. Can an item borrowed on ILL be lent for client use or must it be used within the
requesting library? HINT: Does the lending library have a lending policy. If so, what
are the details?

3. Does your library have a lending policy? If so, what are the details?
10 | S e c t i o n 1 : I n t r o d u c t i o n

1.3 Libraries Australia and LADD

Libraries Australia is a set of services hosted by the National Library of Australia to
provide access to the Australian National Bibliographic Database (ANBD), the
national database of material held in Australian libraries, and selected international
databases.
Libraries Australia is available 24 hours a day, seven days a week.
Libraries Australia Home page: nla.gov.au/librariesaustralia/

1.4 Libraries Australia Document Delivery (LADD)

LADD is a web-based system for interlibrary lending and document delivery
between Australian libraries, managed by the National Library of Australia. LADD
also supports interlibrary lending with other ISO ILL compliant systems, for example
the New Zealand union catalogue, Te Puna. LADD provides access to the Australian
National Bibliographic Database (ANBD) and other databases, and enables users to
locate and request items from libraries and commercial document suppliers.
LADD:
• provides a World Wide Web interface for LADD users
• enables searching for items on the ANBD and other listed databases
• creates interlibrary loan requests by automatically including the bibliographic
and location data from records you have selected
• sends requests to other LADD members of your choice
• tracks the requests
• uses the LADD Payments Service to manage the financial transactions between
your organisation and the requesting/supplying library
• acts as a gateway for transactions between LADD users and organisations using
ISO ILL compliant systems
• supports the current Australian Service Level Codes that set costs and loan
conditions, and supports the standard codes for transactions outside Australia
• uses Virtual Document Exchange (VDX) software, a product of OCLC.
The LADD Service is located at:
docdel.librariesaustralia.nla.gov.au/vdx/
The LADD website is located at:
nla.gov.au/librariesaustralia/learn/about-document-delivery-and-interlibrary-
loan
12 | S e c t i o n 1 : I n t r o d u c t i o n

The website provides the latest LADD news and information, plus useful links such
as
• Libraries Australia Document Delivery Members
• Australian Interlibrary Resource Sharing Code
• National Resource Sharing Working Group
• Schedule of Training Courses
• ISO ILL Protocol

1.5 Information
Information about LADD is available through:
• online help
• documentation that can be downloaded from
nla.gov.au/librariesaustralia/learn/about-document-delivery-and-interlibrary-
loan
• the Libraries Australia website: nla.gov.au/librariesaustralia

1.6 Member Support

Libraries Australia Member Services support staff can be contacted by telephoning
the Help Desk on 1800 026 155 (Mon-Fri 9 am to 5 pm AEST) or
nla.gov.au/librariesaustralia/contact-us
You may also write to the Libraries Australia Member Services branch care of:
National Library of Australia,
Parkes Place,
Canberra ACT 2600
Suggestions for LADD can also be made by contacting the Libraries Australia
member services or by using the enquiry form at:
nla.gov.au/librariesaustralia/contact-us
 S e c t i o n 1 : I n t r o d u c t i o n | 13

1.7 Email Lists

It is strongly recommended that all Libraries Australia Document Delivery users
subscribe to librariesaustraliadocdel-l which is the email list managed by the
National Library. By subscribing to the list, you are provided with up-to-date
information and news about LADD such as tips and tricks, and system downtimes.
Subscribe to librariesaustraliadocdel-l by sending an email from your own email
address to sympa@nla.gov.au, leaving the subject line blank, and writing as the text
of the message:
subscribe librariesaustraliadocdel-l yourfirstname yourlastname
(e.g., subscribe librariesaustraliadocdel-l Jane Doe)
An archive of previous postings is also available at
listserver.nla.gov.au/wws/arc/librariesaustraliadocdel-l
14 | S e c t i o n 1 : I n t r o d u c t i o n

EXERCISE 1.2

1. Go to the Libraries Australia website and familiarise yourself with the information
provided on LADD nla.gov.au/librariesaustralia/learn/about-document-delivery-and-
interlibrary-loan.

2. Find the descriptions of librariesaustralia-l and librariesaustraliadocdel-l. Make sure

you understand the difference between the lists. Link to lists:
nla.gov.au/librariesaustralia/connect/subscribe-our-email-lists

3. Subscribe to librariesaustraliadocdel-l.
 S e c t i o n 1 : I n t r o d u c t i o n | 15

1.8 Membership
To join LADD, a library needs to:
• be a member of Libraries Australia;
• have staff who have been trained to use the LADD service.
Libraries then have access to search the ANBD and request and supply from other
members in Australia. LADD also provides access to search the Te Puna database
(New Zealand's NBD) and request and supply from members of Te Puna Interloan.
On request, LADD members can also request from the commercial supplier
RightFind, and have the transactions recorded through the LADD payments service.

1.9 Charges
Libraries pay an annual subscription to join Libraries Australia, which includes access
to the LADD service. Charges for the supply of copies and loans are not included in
the joining fee but are managed by the LADD Payments Service. Please note: access
to LADD is on the completion of training for at least one staff member in the use of
the system. For further details of charging see nla.gov.au/librariesaustralia/trove-
collaborative-services/join

1.10 LADD Payments Service

The LADD Payments Service manages the financial transactions between lending
and borrowing libraries. Membership of the Payments Service is obligatory for LADD
members.
The LADD Payments Service will:
• Email you a report of all transactions between your library and other members
of the payments scheme during the billing period
• forward at bi-monthly intervals an invoice for the total debits and an EFT
payment for the total credits accumulated during the billing period
• make a single payment to your library for all items supplied
• issue your library with a single invoice for all items requested
• email you a detailed transaction report for all items supplied and requested
borrowed during the bi-monthly billing period

1.11 LADD Payments Service Reports

The LADD Payments Service Reports are sent out prior to the finalisation of debits
and credits. This is so libraries can check the transactions and amounts and make
arrangements for adjustments to be made before final invoices and credits are sent
out. Once the final invoices and credits are sent, there is no way to reverse or adjust
any of the costs. If your library has requested to receive these reports, they should
get a report for requests made and requests supplied. If your library has not
requested to receive these reports, then please contact Libraries Australia member
support to make arrangements for your library to receive them.
16 | S e c t i o n 1 : I n t r o d u c t i o n

1.12 Members of the LADD Payments Service

All members of LADD must use the payments service. When choosing libraries to
send your request to it is possible to see whether a library is a member of LADD. If a
library is not a LADD member, their holdings will appear in grey and you will not be
able to select their location to send your request to. You may still decide to make a
request to non-LADD member libraries but you will need to create the request
outside the LADD system (e.g. by sending them an email) since they do not log in to
the LADD system to receive ILL requests.

1.13 LADD Documentation

LADD documentation can be downloaded free of charge in PDF format
nla.gov.au/librariesaustralia/learn/about-document-delivery-and-interlibrary-loan
LADD fact sheets and user guides:
Requesting and borrowing

• Borrowing items
• Enhanced Requesting
• Finding your requests
• Managing your requests
• Requesting from commercial suppliers
• Viewing serial holdings
• Workflows for LADD users
• Archiving of old LADD requests

Lending

• Configuring default costs (Own Services)

• Lending items
• Suspending your library’s location
• More about suspending your location
• Changing supply dates

Electronic documents

• Using DocStore to lend and borrow electronic documents

o DocStore flowchart as borrower
o DocStore flowchart as lender
• More about DocStore
• DocFetch

Work Queues

• Using Work Queues

• Adding saved searches to your Work Queue

Email Alerts

• About Email Alerts

 S e c t i o n 1 : I n t r o d u c t i o n | 17

Reports

• Reports at a glance
• More about Reports

Other LADD features

• Bureau and Lock

• Customising the rota
• Amazon Price and Published Date checks
• LADD Payments Service

Trans-Tasman interlending (Te Puna)

ISO ILL interoperability

• About ISO ILL interoperability with LADD

• ISO ILL locations that interoperate with LADD
• Disaster recovery for ISO ILL locations

LADD housekeeping and etiquette (PDF, 289 KB)

Release notes for Libraries Australia Document Delivery (current)

About the Australian Interlibrary Resource Sharing (ILRS) Directory

1.14 Training
LADD users are required to be trained in the use of the system. This may be by
attending a face-to-face course, run by an accredited Libraries Australia Training
Service Provider.

For Libraries Australia members who want to start using Libraries Australia
Document Delivery but are unable to attend a face-to-face course in person.

Members undertaking self-paced study:

• work through the Libraries Australia Document Delivery Manual and

exercises independently
• have access to a trainer who can answer questions
• undertake an assessment on completion of their self-paced study.

On the Libraries Australia website you can access details of Libraries Australia
Trainers and scheduled courses:
nla.gov.au/librariesaustralia/learn/attend-training-course

1.15 Software
LADD uses OCLC's Virtual Document eXchange (VDX) software. LADD combines VDX
and Web technology with the Z39.50 protocol to enable you to access a range of
bibliographic databases including Libraries Australia (Australian National
Bibliographic Data), Te Puna (New Zealand National Bibliographic Database), and
RightFind using a standard Web browser.
18 | S e c t i o n 1 : I n t r o d u c t i o n

1.16 Computer and Browser Setup

Libraries Australia Document Delivery operates most efficiently in the latest versions
of the most popular web browsers which offer improved security, performance and
presentation.

1.17 Australian Interlibrary Resource Sharing (ILRS) Code

The Australian Interlibrary Resource Sharing (ILRS) Code is a general agreement on
how ILL should be conducted within Australia and sets out levels of service and the
rights and obligations of borrowing and lending libraries. It is available at
http://www.alia.org.au/resources-and-information/interlibrary-lending/australian-
interlibrary-resource-sharing-ilrs-code
The ILRS Code covers:
• principles of requesting and supplying material
• recommended prices, including delivery
• care of material and responsibility for replacement
• levels of service.
The ILRS Code defines three levels of service (Express, Rush and Core) and
establishes charges for each. The faster an item is required, the greater the cost.
Australian Interlibrary Resource Sharing (ILRS) Code provides libraries with advice to
facilitate efficient and effective resource sharing. Libraries are expected to make ILL
requests only if they are consistent with the Code, unless other arrangements have
been made in advance. The Guide is available at
http://www.alia.org.au/resources-and-information/interlibrary-lending/australian-
interlibrary-resource-sharing-ilrs-code
 S e c t i o n 1 : I n t r o d u c t i o n | 19

Service Level Standards

Service Maximum Supplier Recommended Default Delivery

Type Turnaround Time* prices include Modes
default delivery
fees

Express 2 hours: The item or a Copy: $55.50 Copy: Electronic

negative response is delivery.
sent within two hours Loan: $70.50
Loan: Express
of receiving the
post-delivery or
request, or, if the item
courier equivalent
is to be sent by mail,
is included in the
dispatched in time for
loan fee. For
last collection same
other delivery
day or next working
method – to be
day depending on
Negotiated
when it was received.
(Requesting libraries
are encouraged to
telephone
confirmation of
electronic express
requests)

Rush 24 hours: The item or a Copy: $37.00 Copy: Electronic

negative response is delivery.
Loan: $52.00
sent within 24 hours of
Loan: Express
receiving the request
Post-delivery or
or, if the item is to be
courier equivalent
sent by mail,
included in the
dispatched in time for
loan fee.
last collection next
working day.
(Requesting libraries
are encouraged to
telephone
confirmation of
electronic express
requests)

Core 4 working days: Copy: $18.50 Copy: Electronic

Working days are delivery where
Loan: $28.50
measured in whole possible, or post.
days. (Request
Loan: post
received on Monday,
delivery included
item or a negative
in the loan fee.
response sent by the
close of business (COB)
Thursday or, if the item
is to be sent by mail,
dispatched in time for
20 | S e c t i o n 1 : I n t r o d u c t i o n

last collection on
Thursday

The supplier response time to an ILL request sent from an automated system before
automatic expiry occurs is Core turnaround time plus one working day.

Recommended Delivery Prices

Recommended prices for copies/scans are for up to 25 pages in the original item in
black and white reproduction. An additional charge of $4.40 applies for each
additional 25 pages copied/scanned. Prices should be negotiated for special
copying. For example, items that need to be retrieved from storage where costs are
incurred by the supplying library, copying / scanning of fragile material or music
scores, or for loans of multi-volume sets.

Delivery Method Recommended

Price

Electronic delivery e.g. Ariel, Docstore, other electronic no charge

delivery, e-mail attachment or web-service.

Mail $10.00

Express post or equivalent for copies $15.00

Express post or equivalent for loans up to 3kg $15.00

Express post or equivalent for loans over 3kg Negotiated

* The recommended additional charge should not apply to colour copies delivered
electronically.

1.18 Australian Interlibrary Resource Sharing (ILRS) Directory

The ILRS Directory is a directory of Australian interlibrary loan and document
delivery services and National Union Catalogue (NUC) symbols.
Entries include the name, address and contact details for the library’s document
delivery service, and list their supply policy, any special conditions, charging policy
and the service levels (Core, Rush, or Express) provided.
The ILRS Directory is available at: nla.gov.au/ilrs/
Each library decides which levels of service it will offer. Before you ask for a
particular level of service for a request, check the responding library’s ILRS Directory
entry, which details available service levels and conditions.
A NUC symbol identifies a particular library. It begins with a letter for the state or
territory, then one to five letters to identify the library. It is always uppercase. For
example,
 S e c t i o n 1 : I n t r o d u c t i o n | 21

AAWM A – Australian Capital Territory

AWM – Australian War Memorial
WUND:CH W – Western Australia
WUND:CH – University of Notre Dame: Galvin Medical Library
Should your library not have a NUC symbol, you can apply for one at
nla.gov.au/ilrs/contact

Libraries maintain the ILRS Directory by keeping their own entry up-to-date. If you
require any assistance with this, contact ILRS administration at
nla.gov.au/ilrs/contact
22 | S e c t i o n 1 : I n t r o d u c t i o n

EXERCISE 1.3

1. Search and locate the ILRS entry for a library from which you request. What is their
NUC symbol and their lending policy?

2. Using Advanced Search, find all the libraries in the Northern Territory that offer
Express service. How many are there?

3. Using map Search, find all the libraries in the Woomera area of South Australia.
Choose one and list its preferred methods of receiving requests.

4. What is your library’s NUC symbol? (Or choose one which you would like to work in)

5. Does it support the ILRS Code?

6. What levels of service are offered?

7. Are there any types of material that are not lent?

8. What methods are used to pay for ILL?

9. When was their ILRS entry last updated?

 S e c t i o n 1 : I n t r o d u c t i o n | 23

1.19 Copyright
When a library copies material, it must conform to copyright legislation. The library
that requests the copy needs to be sure that its reproduction is within the law. This
may mean that they need to obtain a copyright declaration from the client, or that
they sign one themselves.
Libraries are able to copy print material for another library if
• it is a single copy for a user of the requesting library, or for inclusion in the
collection of the requesting library (not a second copy - unless the first copy
was lost)
AND
• it is a reasonable portion of a work
OR
• if not a reasonable portion, the officer in charge of the requesting library must
be satisfied that it is not available for purchase in a reasonable time and at a
reasonable cost. The officer in charge must sign a statutory declaration to this
effect.
A reasonable portion of a work is not defined for most materials. This depends on
the type of material being copied, the reason why it is being copied, and the effect
on the market for that item. However, for print materials, it is considered to be
• 10% or one chapter (whichever is the greater) of a book of at least ten pages
• one article in a periodical issue
• two or more articles in a periodical issue where they relate to the same
research or course of study
• an act of Parliament or a court judgment.
Whether it is a reasonable portion or not, the client must sign a statutory
declaration to the effect that this copy is for their personal use or study, and that
they have not been supplied with a copy already.
Libraries may add the note ‘complies with Section 50’ to show that the relevant
declarations have been made. There are other special provisions that apply in
particular situations. Brief descriptions are provided at: nla.gov.au/copyright-in-
library-items and nla.gov.au/key-exceptions-in-the-copyright-act
The requesting library keeps all declarations.
24 | S e c t i o n 1 : I n t r o d u c t i o n

Copyright of Digital Material

Electronic source material cannot be supplied if it is commercially available - that is,
if it can be bought on its own (not as part of a larger work). Therefore, an article in
an electronic journal, or one chapter of an e-book cannot be supplied if it can be
bought at a normal price and supplied in a reasonable time.
The Digital Agenda Act allows the supplying library to make a digital copy in order to
transmit it electronically to the requesting library. For example, you can scan an
article from a print journal and email it. However, the supplying library must destroy
the copy after it has been sent. For more information on copyright you can check
here: https://alia.org.au/information-and-resources/copyright/copyright-faqs

Copyright Subtypes
The default is Section 50(1) of the Copyright Act 1968.
Copyright subtypes include:
• Aust. Copyright Act Section 50(1)
• Aust. Copyright Act Section 50(7)A – for collection, more than a reasonable
portion
• Aust. Copyright Act Section 50(7)B – for collection, previously supplied
• Aust. Copyright Act Section 51(2) – thesis
• Aust. Copyright Act Section 49
• Aust. Copyright Act Section 183 – Commonwealth
• Aust. Copyright Act S183 – State
• Aust. General Business
• Aust. Copyright Cleared
• Aust. Copyright Act S43
• UK Fair Dealing
• UK Copyright Cleared

Copyright Text
The copyright statement input by the system matches the copyright subtype
selected and will be one of the following.
The domain (AUS) and Copyright code (S50(1)) prefix are in accordance with the
Interlibrary Loan Protocol standard.
• AUS:S50(1) - This request complies with Section 50 of the Copyright Act 1968.
 S e c t i o n 1 : I n t r o d u c t i o n | 25

• AUS:S50(7)A - After reasonable investigation, I am satisfied that a copy (not

being a second-hand copy) of the work cannot be obtained within a reasonable
time at a reasonable price.
• AUS:S50(7)B - An interlibrary request for the Document has been made under
Section 50 for the purpose of inclusion in the Library’s collection. Any copy of
the Document previously supplied for inclusion in the Library’s collection has
been lost, destroyed, or damaged.
• AUS:S51(2) - Reproduction of unpublished theses & similar works for the
purposes of research or study.
• AUS:S49 - This copy is required for the purpose of research or study, will not be
used for any other purpose, and has not previously been supplied to me by an
officer of the library.
• AUS:S183(C) - Copy required for the services of the Commonwealth – Please
copy and supply as agent for Requesting Library.
• AUS:S183(S) - Copy required for the services of the State – Please copy and
supply as agent for Requesting Library.
• AUS:GB - Copy required for general business purposes under licence – Please
copy and supply as agent for Requesting Library.
• AUS:CCS - Please supply a copy of this document including copyright
clearances.
• AUS:S43 – Reproduction for purpose of judicial proceedings or professional
advice
• UK Fair Dealing – To be used for requesting with British Library when this
function becomes available
• UK Copyright Cleared – To be used for requesting with British Library when this
function becomes available
26 | S e c t i o n 1 : I n t r o d u c t i o n

1.20 ISO Interoperability

LADD supports the ISO Interlibrary Loan Protocol (ISO ILL), which enables messages
to be sent between compliant interlibrary loan systems. Transactions from remote
systems are sent via the LADD ISO Gateway to other remote systems, or to LADD
locations. Transactions are logged in LADD, and remote users are able to take
advantage of the LADD Payments Service and reports. There are four scenarios for
requesting and actioning requests:

Both Borrower and Lender create and action requests using the LADD Web
interface
• There is no change from the current situation
• Transactions are transmitted between Borrower and
Lender locations within LADD
• LADD users create and action requests via the LADD web
interface

Both Borrower and Lender create or action requests on their

own ISO ILL compliant ILL systems
• Borrower and Lender create and action requests on their own local ISO ILL
compliant servers
• Transactions are processed through the LADD Gateway and sent to the
appropriate server
• All three systems assign their own ILL
number
• The ISO ILL compliant servers A & B
have LADD Gateway email addresses
set up in their ocation records. ISO ILL
transactions are sent to this address
• The LADD system records email
addresses of the different ISO servers
in its location records and relays
transactions to these servers using the
ISO ILL Protocol
 S e c t i o n 1 : I n t r o d u c t i o n | 27

Borrower creates or actions requests on their own ISO ILL compliant system, and
sends requests to a LADD user
• Borrower creates a request on a local ISO ILL compliant server
• Transaction is sent from the remote
server to LADD Gateway
• The LADD system identifies the Lender
as a LADD user from their location
record, and automatically routes the
request to the LADD user
• The reverse occurs for Lender actions

LADD user uses the LADD Web interface to create or action the requests, and sends
requests to a location which uses its own ISO ILL compliant system
• Borrower creates a request using the LADD web interface
• LADD identifies the Lender as ISO compliant from their location record and
routes the request to the remote server email address using the ISO Protocol
• The Lender actions are transmitted to LADD via the ISO Protocol, and routed to
the Borrower location on LADD
28 | S e c t i o n 1 : I n t r o d u c t i o n

1.21 Implications for LADD users

Request Numbers
In LADD the ILL Number is known as ‘Our Number’ and the Lender’s Number is
known as ‘Their Number’. For example,

Their Number 785443

Our Number 785443
Our Number 785449

Borrower Lender

(Ku-ring-gai) (Australian War Memorial)

The Our Number assigned by the Borrower (Ku-ring-gai) is attached to the request
as the Lender’s Their Number during the entire life of the request. This number
(Their Number 785443) can be used to search for the request instead of the Our
Number.

ISO ILL Requests

The Borrower’s number is the only number assigned when a request is received
from an ISO location. For example,

Our Number 2535

Our Number 2535 Our Number 2535
(ILL No)

ISO ILL Location

LADD Gateway LADD Lender
Borrower
(Australian War
(Deakin University)
Memorial)

ISO Locations
A list of current ISO participants may be found at: nla.gov.au/librariesaustralia/iso-
ill-locations-interoperate-ladd
 S e c t i o n 2 : T r a i n i n g | 29

Section 2: Training
2.1 Aims and Objectives
The review questions and exercises which appear throughout this manual should
enable you to gain a basic understanding of the document delivery service and how
LADD operates. They will enable you to practice searching for bibliographic items;
process incoming and outgoing ILL requests; and use the information in the History
trail.
Throughout this manual, there will be boxes with short review and practice
questions, as well as relevant training information. In addition to this, there are
training sets in Appendix 1 which provide scenarios as an opportunity to apply
borrowing and lending principles to entire inter-library loan cycles using the LADD
system.
It is desirable to have a working knowledge of the Libraries Australia Search Service
– see nla.gov.au/librariesaustralia/learn/about-libraries-australia-search
On completion of the training contained in this workbook, you should be able to
• log on to LADD
• modify the information about your organisation in Locations
• find information about other locations
• search for an item in LADD
• create a request
• search for incoming and outgoing requests and notes
• use the information in the History trail to action a request
• print a request, or bulk print a number of requests using the Report option
• respond appropriately to other lenders and borrowers
• view reports
• add locations to the rota and change the order of the rota.
This training covers the content of training.gov.au competency units
CULINS402A Obtain information from external and networked sources
Please see Appendix 1 for training logins and exercises.
30 | S e c t i o n 2 : T r a i n i n g

2.2 LADD Training Database

LADD offers a training database that is used solely for training, and on which you
can practise:

http://docdel-train.librariesaustralia.nla.gov.au/
It contains a smaller number of records than the real (‘production’) database, and
therefore searches can be done more quickly, but will find fewer results.
Every week the training database is refreshed and reset to a pre-existing status. As a
result of this database maintenance, all newly created requests are removed.
Please see Appendix 1 for training logins and exercises.
 S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e | 31

Section 3: Interlibrary Loan (ILL) Cycle

3.1 Introduction
The ILL cycle covers the entire life of a request:
• from its creation by the Borrower to the return of the item to the Lender (for
loan requests)
• from its creation by the Borrower to the receipt of the copy by the Borrower
(for copy non returnable requests)
• from its creation by the Borrower to the agreement of the Lender to cancel the
request
• from its creation by the Borrower to the eventual non-supply of the item after
all locations on the rota have been tried.

3.2 How LADD Works: A Copy

A library patron requests a copy of an article in a journal that Library A does not
hold.
1. Library A uses LADD to search the ANBD and finds that Library B and Library C
hold the journal.
2. Library A sends a request to Library B (and then Library C) via LADD.
3. If Library B can supply the copy, it replies ‘Will Supply’*
OR
If Library B cannot supply the copy, it replies ‘Nonsupply’, and LADD sends the
request to Library C.
4. Library B/C makes a copy of the journal article and completes the required
copyright declaration.
5. Library B/C enters ‘Shipped’ into LADD, and sends the copy to Library A.
6. LADD charges Library A for the loan, and credits Library B/C with the payment.
7. Library A receives the copy, enters ‘Received’ in LADD, and notifies the patron.
* Many libraries do not use ‘Will Supply’, but immediately action the request as
‘Shipped’.
32 | S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e

REQUESTING LIBRARY A LADD RESPONDING LIBRARY B/C

If item is not
Library A searches the available, Library B
ANBD, adds Libraries responds
LADD sends request
B and C to the rota, ‘Nonsupply’
to Library B
and sends request

LADD sends request

to Library C
Library C retrieves
journal from shelf,
enters ‘Shipped’ in
LADD, makes copy
complying with
LADD credits Library copyright legislation,
C, debits Library A sends copy

Library A receives
copy, enters
‘Received’ in LADD,
delivers to patron
 S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e | 33

3.3 How LADD Works: A Book (Loan)

A library patron requests a book that Library A does not hold.
1. Library A uses LADD to search the ANBD, and finds that Library B and Library C
hold the book.
2. Library A sends a request to Library B (and then Library C) via LADD.
3. If Library B can supply the book, it replies ‘Will Supply’*
OR
If Library B cannot supply the book, it replies ‘Nonsupply’, and LADD sends the
request to Library C.
4. Library B/C enters ‘Shipped’ into LADD, and sends the book to Library A.
5. LADD charges Library A for the loan, and credits Library B/C with the payment.
6. Library A receives the book, enters ‘Received’ in LADD, and notifies the patron.
7. Patron returns the book to Library A, which sends the book back to Library B/C
and enters ‘Returned’ in LADD.
OR
Patron may request a renewal. Library A asks Library B/C to renew the loan.
Library B/C accepts the renewal and enters a new date due in LADD; OR Library
B/C does not allow renewal. On or before the due date, Library A returns the
book to Library B/C and enters ‘Returned’ in LADD.
8. Library B/C gets the book back and enters ‘Checked In’ in LADD.
9. Library B/C returns the book to the shelf.
* Many libraries do not use ‘Will Supply’, but immediately action the request as
‘Shipped’.
34 | S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e

REQUESTING LIBRARY A LADD RESPONDING LIBRARY B/C

Library A searches the If item is not

ANBD, adds Libraries B LADD sends request available, Library B
and C to the rota, and to Library B responds ‘Nonsupply’
sends request

LADD sends request

to Library C

Library C retrieves
book from shelf,
enters ‘Shipped’ in
LADD, sends book

LADD credits
Library C, debits
Library A

Library A receives book,

enters ‘Received’ in
LADD, delivers to patron
Patron may ask for
renewal

Library A asks for LADD sends request Library C allows

renewal if required for renewal renewal and sets new
date due; or
Library C declines
renewal
LADD notifies
Library A of
Library C’s response

Library C gets book

Library A returns book
LADD registers back, enters ‘Checked
on original or new due
‘Returned’ In’ in LADD, returns
date and enters
book to shelf
‘Returned’ in LADD
 S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e | 35

3.4 Action/Action-Indication
When following the ILL cycle, each library will see their Action in their own view. The
other library’s action appears as an Action-Indication. Actions and Action-Indications
are shown here in bold uppercase e.g., if you take the action REQUEST, the other
library sees it as REQUEST-INDICATION.

Status
The status may also be different in each view, and is shown here in uppercase e.g.,
when a request is made, the status is PENDING for the Borrower, and IN PROCESS
for the Lender.

Authorisation Status
The authorisation status may also be different in each view, and is shown here in
italics e.g., when a request is made, the authorisation status may be Processed for
the Borrower, and Unread for the Lender.
Key to the Diagram

ACTION=bold, uppercase STATUS=uppercase Authorisation

status=italics
Borrower’s view Lender’s view
REQUEST REQUEST-INDICATION
PENDING IN PROCESS
Processed Unread

SHIPPED-INDICATION SHIPPED
SHIPPED SHIPPED
Unread Processed

RECEIVED RECEIVED-INDICATION
RECEIVED SHIPPED
Processed Unread

RETURNED RETURNED-INDICATION
RETURNED SHIPPED
Processed Unread

CHECKED IN INDICATION CHECKED IN

CHECKED IN CHECKED IN
Unread Processed
36 | S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e

The History
The audit details are found at the bottom of each request details screen and show
the sequence of action and action-indications. This is called the History.
There are two views of the History details:
• the Borrower’s view shows all actions that have been performed on the
request, displaying actions from themselves as Borrower and all Lender actions.
• the Lender’s view shows only the actions that have been performed by
themselves and the Borrower . Other Lender actions do not appear.
The following basic examples are views of the History trail for some straightforward
requests in LADD.
Example 1 (Copy request, 1st location on the rota supplies)
• NKML – Borrower’s View
NKML (Ku-Ring-Gai Library) requests a copy from NHUR (Hurstville City Library).
This is NKML’s view of the History details. It shows the NUC symbol of the
Lender, NHUR, and the date, actions and change of status.

• NHUR – Lender’s View

NHUR (Hurstville City Library) supplies the copy to NKML (Ku-Ring-Gai Library).
This is NHUR’s view of the History details. It shows the NUC symbol of the
Borrower, NKML, and the date, actions and change of status.
 S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e | 37

Example 2 (Copy request, 1st location on rota non-supplies, 2nd location on the rota
supplies)
• NKML – Borrower view
NKML (Ku-ring-gai Library) creates a copy request with two locations on the
rota – NHUR (Hurstville City Library) and NHOM (Hornsby Shire Library). This
History trail is NKML’s view and shows NHUR responding with a ‘Nonsupply’,
and the request being submitted to the next location, NHOM, who supplies the
request.

• NHUR – Lender view (Nonsupply)

• NHOM – Lender view (Supplies)

Because NHUR has responded with an ‘Answer Nonsupply’, the request moves
onto NHOM. Note that NHOM as a responder can only see the actions which
relate to their location in the History trail. (I.e. they cannot see that the request
has been non-supplied by NHUR)

Example 3 (Loan request, 1st location on rota supplies)

• NKML – Borrower’s view
In this example NKML (Ku-ring-gai Library) creates a loan request which is
supplied by NHUR (Hurstville City Library). Note that the History trail continues
beyond that required for a copy request as the item is shipped by the Lender
received and returned by the Borrower and checked in by the Lender.
38 | S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e

• NHUR – Lender view

The above examples of History trails follow very typical interlibrary loan cycles. As
not all requests follow this typical cycle, there are a number of Actions, Statuses and
Authorisation Statuses which support variations in the cycle, such as conditional
lending/supplying, cancellation of requests, renewals and messaging.
To follow the History trail, you need to be familiar with the ILL cycle and the
available Actions, Statuses and Authorisation Statuses defining the progress of a
request. For a full description, see the following pages.
 S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e | 39

3.5 Actions
Borrower Actions

Add Private Note You want to add a note to the request just for
your library

Send Public Note You want to send a message to the Lender

Cancel You ask the Lender to cancel the request

Complete The transaction is finalised

Conditional Reply – No You do not accept the condition(s) the Lender has
set, and you do not want to proceed with the loan

Conditional Reply - Yes You accept the condition(s) the Lender has set,
and you want to proceed with the loan

Damaged The item has been damaged

Lost The item has been lost

Received You have received the item from the Lender

Renew You ask the Lender to renew your loan

REQUEST You send a request to a potential Lender

Returned You have returned the item to the Lender

Lender Actions

Add Private Note You want to add a note to the request just for
your library

Answer Conditional You agree to supply the item subject to a

condition you specify

Answer Hold You will be able to supply the item after a date
you specify

Answer Nonsupply You cannot supply the item

Answer Retry The request can be sent back to you if it reaches

the end of the rota without being supplied

Answer Will Supply You will supply the item, but not immediately

Cancel Reply – No You do not agree to cancelling the request, and

wish to proceed

Cancel Reply – Yes You agree to cancelling the request

40 | S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e

Change current request type You want to change a Loan request to a Copy
request

Checked In You have received the item back from the

Borrower

Complete The transaction is finalised

Damaged The item has been damaged

Overdue You remind the Borrower that their loan is

overdue

Recall You ask the Borrower to return the item before

the due date

Renew Answer-No You do not agree to renew a loan

Renew Answer-Yes You agree to renew a loan

Add Send public note You want to send a message to the Borrower

Shipped You send an item to a Borrower

3.6 Status
The status of a request changes according to the Action that has been applied. For
example, an Action of ‘Shipped’ will change the status of a request from ‘In Process’
to ‘Shipped’.

Cancel Pending The Borrower has asked to cancel the transaction,

but no response has been received from the
Lender

Cancelled The transaction has been cancelled by the Lender

Checked In The item has been checked in by the Lender

Conditional The request can only be filled if the Borrower

agrees to meet specified conditions

Idle The transaction has not started

In Process A request is being processed by the Lender ; the

item has not been shipped

Lost The item cannot be found

Not Supplied The Lender has responded to a request with the

action Answer Nonsupply; or the transaction has
expired
 S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e | 41

Overdue The Lender has notified the Borrower that the

item is overdue

Pending A request has been made and the item is

expected from the Lender; or a Public Note has
been received stating that the item will be
supplied or has been placed on hold; or the
request has been forwarded to another institution

Recall The Lender has asked for the item to be returned

before the due date

Received The item has been received from the Lender

Received Electronically The item has been received using DocStore

Renew/Pending The Borrower has asked the Lender to renew an

item, but the Lender has not yet replied

Returned The item has been shipped back to the Lender

(Borrower view only)

Shipped The item has been shipped to the Borrower (both

views) or back to the Lender (Lender view only)
42 | S e c t i o n 3 : I n t e r l i b r a r y L o a n ( I L L ) C y c l e

3.7 Authorisation Statuses

The Authorisation Status of request is used to find requests which have
automatically progressed into a certain state.
The main use of Authorisation Statuses is to be able to find certain requests which
require attention. For example, requests in the Authorisation Status of ‘Check
Manual’ have reached the end of their rota without being supplied or have had an
Answer nonsupply reason of ‘Not found as cited’. Requests in this status require
manual checking to either resubmit the request or to manually complete the
request if it is no longer required.

Status Explanation

Authorised The transaction has been picked up by the Auto-

Mediator

AutoMediated The request is processed by a person rather than by the

AuthManual Auto-Mediator

Check Error The request has not been supplied because there is an
error. The Borrower should check the details of the
request

Check Manual The request has reached the end of the rota without
being supplied. (This includes requests which have been
non supplied by reason ‘Not found as cited’)

For Manual The request is waiting to be approved by a person

Authorisation

Processed The Auto-Mediator has passed the request on

Read The request has been received by a Lender

To be Authorised The request is waiting to be picked up by the Auto-

Mediator

Un-Authorised The person responsible for approving the request has

decided not to approve it

Unread The request is waiting to be received by a Lender

 S e c t i o n 4 : L o g i n | 43

Section 4: Login
4.1 Introduction
For information about computer and browser compatibility and settings, see
Section 1.
To begin using LADD, go to docdel.librariesaustralia.nla.gov.au/vdx/

4.2 Barcodes and Passwords

Each member of LADD has at least one login (that is, a barcode and password).
Large libraries with more than one branch may have more than one login.
To log in, you
• must use uppercase
• can tab from one box to the next
• can press Enter rather than clicking on the button.

Enter your barcode Enter your password in

UPPERCASE

Click reset to enter

Click login to begin
details again

When you have successfully logged in, you are taken to the Advanced Search
screen. This is based on the premise that initial searching is the preferred workflow
for ILL officers to maximise the chances for a successful request by submitting
correct bibliographic details and a valid rota. See Section 6 ‘Bib Search’ on how to
use the Advanced Search. However, it can be configured so that users have the
option, after logging in, to be taken to the Standard Bib Search, Standard ILL
Request Search or the Work Queue screen.
44 | S e c t i o n 4 : L o g i n

Note: You can also customise the landing page you are taken to after you
login. For information about customising your login landing page please see:
Section 15.1 – Landing page

4.3 Navigation
searches the ANBD and other available databases

searches all stages of your interlibrary loans

allows you to see a summary of the current ILL workload both

as a Lender and Borrower

allows you to edit your location contact details and services

and view other locations

allows you to run reports of your ILL activity. You can print
reports using your web browser's print facility

logs you out of LADD. Log out before you close the Web
browser, so that the system can close your session

a popup screen with the LADD manual in PDF form will

appear

The navigation buttons on the left-hand side of the screen are always visible.
Help is also available from the top right-hand corner of the screen.
 S e c t i o n 5 : L o c a t i o n | 45

Section 5: Location
5.1 Introduction
Each user of LADD is registered as a Location. From Location you can
• view information about other locations, including whether a location is
suspended
• view and edit your own location details
• suspend your location from the rota. New users should check their location
details here before using LADD.
• Setup a default cost when shipping an item to a particular location

5.2 Location Search

Click on the button, and the Location Search screen is displayed.
From this screen you can search for another location by entering part or all of the
symbol or name of the library.
46 | S e c t i o n 5 : L o c a t i o n

Example: A search for NKML finds the following details:

Location codes
and descriptions

This location is
currently not
suspended

Address for
sending ILLs
 S e c t i o n 5 : L o c a t i o n | 47

You can also search for all the locations in a state or territory by entering the first
letter of the NUC symbol (A for ACT, N for NSW, Q for Queensland, S for South
Australia, T for Tasmania, V for Victoria, W for Western Australia and X for Northern
Territory).

This Location Search provides a list of libraries whose NUC symbols begin with ‘A’

Click the Details

tab for details of
this location
48 | S e c t i o n 5 : L o c a t i o n

EXERCISE 5.1

1. Open your browser.

2. Enter the URL for the LADD training database.

https://docdel-train.librariesaustralia.nla.gov.au/vdx/

3. Choose a training login from the list on page 191.

4. Log in using one of the training logins.

5. Go to the Location screen.

6. Choose edit own and review the library’s details.

7. Log out.
 S e c t i o n 5 : L o c a t i o n | 49

5.3 Edit Your Own Location

Click on the button, and the Location Search screen is displayed
To edit your own location details, click on at the top of the screen.
When you edit your details on the Location screen, remember to also update you
library’s ILRS Directory.

Enter the full name of the

library up to 40 characters*

* If the name is longer than 40 characters, abbreviate the name here and enter the
full name in the Delivery Address.
Interloan status: Payments indicates a LADD member that makes payments through
LADD

5.4 Updating Address Details

Your library should already have a Location Delivery Address entry when you go to
button, and . You should be able to edit the address directly
from this screen and click on to save the changes.

When you select from the Location screen, the New Address
screen is displayed. The only address type used in LADD is Delivery and only one
entry is permitted. Therefore, if you have an existing delivery address entry and
create a new delivery address entry, this will overwrite the existing delivery address.
50 | S e c t i o n 5 : L o c a t i o n
Specify your Ariel
and/or contact
email address in
the Addressee
field

Don’t forget to update your library’s entry in the ILRS Directory!!!

5.5 Suspending Your Location

Occasionally libraries cannot accept ILL requests and need to stop requests from
being sent and/or submitted from/to their location. To suspend your location go to
and scroll down to Local Holidays/Suspensions and select the New
Suspension icon.

All requests will automatically ‘skip over’ your location and move onto the next
organisation on the rota. Enter dates in the ‘Start Date’ and ‘End Date’ fields to let
other libraries know how long you expect to be suspended for.
 S e c t i o n 5 : L o c a t i o n | 51

Before suspending your location, remember to clear all requests as a responder (by
actioning them either Shipped or Not Supplied), otherwise these requests will
remain at your location until an expiry is reached.
When your library is ready to receive requests again remove your suspension by
returning to the Local Holidays/Suspension field and selecting the Edit/Delete
button. Then select the Delete Suspension icon.

Note: When your location is suspended, it is not recommended that your

library make requests, as this can cause messaging problems.

If a location is suspended (local holiday), the suspension will override any calculated
holidays that may occur during the suspension period. For example, if a location is
suspended from 23 December to 5 January then the Christmas, Boxing Day and New
Year’s Day holidays will not appear in that location's calculated holidays.
52 | S e c t i o n 5 : L o c a t i o n

EXERCISE 5.2

1. Log in using one of the training logins.

2. Go to the Location screen. Choose edit own and review the library’s details.

3. Suspend the library from the rota. Unsuspend the library.

4. Log out.
 S e c t i o n 5 : L o c a t i o n | 53

5.6 Own Services: Configuring Reciprocal Arrangements

The ‘Own Services’ function allows a library to configure the default cost when
shipping an item to a particular location (i.e. as Lender only). For example, if your
library has agreed to supply another library on a reciprocal basis, an ILL service can
be setup to default a $0 cost into the Ship Cost and Base Cost fields when you are
shipping to this library.

Note: Each reciprocal arrangement needs to be configured by both libraries

(Lender and Borrower) in their respective LADD system. Before setting up a
reciprocal arrangement you should consult with the other library to ensure
they also enter a reciprocal arrangement with a default cost of $0 cost for
your library in their LADD system.

Viewing the Own Services for your Location

Go to from the left side menu
Select from the options across the top of the screen
This will take you to the ‘Services’ screen. If you have existing services configured,
you will be able to view the summary for each service from this screen.

Adding a New Service

To add a new service, click on the button. The ILL Service window will
appear:

Lender The long description of your library

Borrower Select the location which requests from your library
Service Type Select ‘Copy non returnable’, ‘Loan’ or ‘Wildcard’. Wildcard
means that the ILL Service will apply to both Copy non
returnable and Loan requests.
Service Level Select the service level you wish to apply to this ILL service.
‘Core’, ‘Rush’ or ‘Express’ service level.
Cost Enter the cost you wish to have the request default to when
shipping. Note that at the time of shipping the cost can still be
reset by submitting the ‘Calculate New Cost’ function.
54 | S e c t i o n 5 : L o c a t i o n

Currency This should be left at the default Australian Dollars

Tax Rate This should be left blank
When you have completed the required fields, click and you should be
able to see the new service added on the ‘Services’ summary screen.
Viewing and Editing the Details of Services
For each service on the ‘Services’ screen, you will have the following options:
Select this option if you wish to change any of the existing Service
Details.
Select this option if you wish to remove the Service.
 S e c t i o n 5 : L o c a t i o n | 55

EXERCISE 5.3

1. Log in using one of the training logins.

2. Go to from the left side menu.

3. Select from the options across the top of the screen.

4. Click on the button. The ILL Service window will appear.

5. Select a location from the list.

6. Select ‘Copy non returnable’, ‘Loan’ or ‘Wildcard’.

7. Enter the cost you wish to have the request default to when shipping.

8. The currency field should be left at the default Australian Dollars.

9. Leave tax rate blank.

10. Click and you should be able to see the new service added on the ‘Services’
summary screen.
56 | S e c t i o n 5 : L o c a t i o n

5.7 Delivery Address and Docstore

DocStore refers to the functionality to attach, send, and receive an electronic
document when responding to a request through Libraries Australia Document
Delivery. As a borrower, if a lender has supplied your request via the LADD
DocStore, you will be able to view the document from within LADD.
For DocStore to work, you must ensure that the DocStore field in the delivery
address of the request is a valid email address for DocStore. This is so that the
electronic document can be delivered and viewed within LADD. By default the
email address is set to the LADD’s DocStore (docdellibrariesaustralia@vdxhost.com )
but can be changed to your own DocStore address if running a similar system, or
can be deleted if you will never need DocStore functionality.
Known DocStore addresses:
• LADD libraries: docdellibrariesaustralia@vdxhost.com
• EAGUL Eastern Australian Group of University Librarians):
docstore_eagul@vdxhost.com
• Library Consortium of New Zealand: gen_lconz@vdxhost.com
• State Library of TAS: gen_slt@vdxhost.com
• State Library of WA: gen_slwa@vdxhost.com
• Te Puna Libraries: gen_nlnz@vdxhost.com
• University of Auckland: gen_auckland@vdxhost.com
• University of Tasmania: utas.doc@utas.edu.au
• WAGUL (Western Australian Group of University Librarians):
docstore_wagul@mail.vdxhost.com
The delivery address which is sent with your requests will be the location delivery
address.
S e c t i o n 5 : L o c a t i o n | 57

Enter your regular

Email address
and/or ARIEL
details in the
Addressee fiel d.
58 | S e c t i o n 6 : B i b S e a r c h

Section 6: Bib Search

6.1 Introduction
To locate items held in Australian libraries, you can search the Libraries Australia
Database (Australian National Bibliographic Database) and other databases using
. Both Standard and Advanced Search options are available.
On selecting you will see several options available across the top of the
screen:

These options allow you to navigate between search functions from any search
related screen.

6.2 Advanced Search

The Advanced Search screen is the default screen on logging into LADD. It can also
be accessed by selecting the left side menu option. Advanced Search gives you a
large number of options for searching for items in the selected databases if you do
not know the exact keyword term to use in Standard Search, for example Title, ISBN,
or Record ID (Local Number). It offers searching by more than one Field (or Index)
which can return a more useful set of Search Results.

You can change the number

of Records displayed on each
page of your Search Results
 S e c t i o n 6 : B i b S e a r c h | 59

Select the
Search Profile
and Collections
you wish to
search

Selecting a Field
The available fields (or indexes) are available from a drop-down menu. You can
scroll down the drop-down list to find the index you want. You can also use the
keyboard:
1. Click on the arrow beside the Field box.
2. Enter the first letter of the index name you want—e.g., ‘i’ for ISBN.
3. If there is more than one index name starting with the same letter, type the
same letter more than once—e.g., press ‘i’ twice for ISSN.
4. Tab to the Search Term box.
5. Enter your search term.

Available Fields and Entering Search Terms

Depending on which database(s) you are searching, there will be different options
depending on the supported search attributes for each database.
The fields shown in the list below describes the use of the field and tips on how you
should enter search terms for some commonly available fields.

Title (*) Title is the default search in the first search

box.

Author (*) Surname only or with initial or forename. Omit

punctuation

Subject Heading (*) Subject terms

Publisher (*) Part or full publisher details

Any (*) Search across all keyword indexes

ISBN (*) Omit hyphens and spaces, maximum of

thirteen digits

ISSN (*) Omit hyphens and spaces, maximum of eight

digits
60 | S e c t i o n 6 : B i b S e a r c h

Code-Geographic Area MARC geographic code that represents the

geographic area

Code-Institution Search by NUC symbol for a particular

institution. NUC symbols must be in
UPPERCASE

Code-Language MARC code for languages

Date of Publication Date of publication

Local Number Bibliographic record number of the local

system

Title Series Series title information

Search Rules for Libraries Australia

• All searches are keyword searches.
• LADD is not case sensitive except when searching case-sensitive codes. NUC
symbols are always UPPERCASE.
• Any is a keyword search across all text indexes.
• Omit initial articles, such as the, an, le, die.
• Omit punctuation such as quotation marks. Commas and hyphens can be
included or omitted.
• Omit special characters such as * /
• Keywords are automatically ANDed (i.e., treated as separate search terms and
combined using the Boolean operator AND) unless other operators are
selected in Advanced Search.
• Common stopwords (and, the) are ignored.
• To search for a phrase, enclose the whole phrase in double quotation marks.
 S e c t i o n 6 : B i b S e a r c h | 61

Combining Search Terms (Operator)

Precise searching techniques focus the search and return more accurate results.
LADD lets you combine search terms using Boolean operators AND, OR and NOT.
Select and combine the various fields from the drop-down Field menu. Following
the instructions on the Advanced Search screen, select a field to search, enter a
word or words or a phrase (in quotes), and use the Operators AND, OR and NOT to
construct more complex queries.

And fruit and vegetables Both terms fruit and vegetables

Or fruit or vegetables Either term fruit or vegetables, or

both terms

Not fruit not vegetables Only fruit

Sample Searches
Example 1
To search for the title Painting Children by Benedict Rubbra in the Libraries Australia
database,
1. The first Field box defaults to Title.
2. Click in, or tab to, the Search Term box and enter “Painting Children”.
3. The Operator box defaults to and.
4. The second Field box defaults to Author.
5. Click in, or tab to, the Search Term box and enter rubbra.
6. Click on
62 | S e c t i o n 6 : B i b S e a r c h

Example 2
To search for works on climate change(s), global warming or greenhouse,
1. Change the first Field box to Subject Heading.
2. Click in, or tab to, the Search Term box and enter “climate change”.
3. Change the Operator box to or.
4. Change the second Field box to Subject Heading.
5. Click in, or tab to, the Search Term box and enter “global warming”.
6. Change the Operator box to or.
7. The third Field box defaults to Subject Heading.
8. Click in, or tab to, the Search Term box and enter greenhouse.
9. Change Records per page to 20.
10. Click on
 S e c t i o n 6 : B i b S e a r c h | 63

6.3 Standard Search

To access the Standard Search, follow the link:

• Standard search is equivalent to an Any keyword search in Advanced Search.

• Keywords are automatically ANDed (i.e., treated as separate search terms and
combined using the Boolean operator AND).
• Common stopwords (and, the, or) are ignored.
• To search for a phrase, enclose the whole phrase in double quotation marks.
Enter your search
term(s) Click here to perform the
search

Click here to see or hide the Select the search profile you
available databases in the wish to search. For more on Click here to clear the screen
selected search profile search profiles, see the and re-enter your request
section on ‘Search Profile’

Note: You can also customise the search profiles available to you for
searching. For information about customising additional search profiles please
see: Section 15.4 – WorldCat Collection Search Profile and Section 15.5
- RightFind Collection Search Profile
64 | S e c t i o n 6 : B i b S e a r c h

EXERCISE 6.1

Search the Libraries Australia training database for each of the following to locate a list of
items in the database. Display 20 records at a time. Note your search strategies. Look at
some of the records you find.
1. A work by Bernard Brown

2. A work by Esther Reed

3. An item with stress in the title

4. An item with Bible in the title

5. A work with stress as a subject heading

6. A work with Bible as a subject heading

7. A book with the ISBN 0520002377

8. A book with the ISBN 0220662398

9. A journal with the ISSN 0084-4276

10. A journal with the ISSN 0095-8530

11. An item with the Local Number 201

 S e c t i o n 6 : B i b S e a r c h | 65

12. An item with the Local Number 54451076

13. A book published by Singing Tree Press

14. A book published by the Geological Society of America

15. Works by the Defence Manufacturers Association

16. A publication of the Medical Library Association

17. Proceedings of a conference with Pacific in the title

18. Proceedings of the American Power Symposium

19. A DVD about David Attenborough's conquest of the skies

20. A sound recording of jazz music

21. A book about bridges published in 1973

22. Music by Neil Diamond published in 1981

23. A sound recording about the Aussie Digger

66 | S e c t i o n 6 : B i b S e a r c h

6.4 Search Results

On submitting your search, you will see this Waiting for details to be returned
screen:

When the search is completed the Results will be displayed:

 S e c t i o n 6 : B i b S e a r c h | 67

For each search hit you will have the options to select:

And for the search itself you will have the option to select:

6.5 Result Details

The button on the Results screen allows you to see the full bibliographic
details and holdings of that item.

6.6 Returning to Your Search Results

To return to your last hit list at any time select Results. Note that the results of your
search are valid only for the active session, i.e. If you logout, these results will no
longer be available unless you re-run the search.
68 | S e c t i o n 6 : B i b S e a r c h

6.7 Search History

You can view, edit or rerun any searches:

Click here to Click here to run the same search again. LADD
change your will update the results with any additions to
search the database

Search History only keeps your searches for the current session

6.8 Saving your Search Results

For each result from your Results hit list, you will have the option to the
record. After selecting ‘Save’ you will no longer have the option to ‘Save’ that record
again for the current session:

6.9 Saved List

The saved list is a temporary list created from the results of a search. Records from
the list can be requested, emailed and/or printed.
To access the items which you have saved, select from the options across the top of
the screen:

The results of several searches can be saved in one list, which can be manipulated
to suit your purposes.
In order to print or email records, you must first save them to your Saved list from
the Results hit list.
 S e c t i o n 6 : B i b S e a r c h | 69

From the My Saved List screen, you can

• rearrange the items in the list
• delete any records you no longer want
• email and/or print them
• place requests.
70 | S e c t i o n 6 : B i b S e a r c h

EXERCISE 6.2

Click on the history button to view your recent searches.

1. Choose one to edit. Change the search request and resubmit the search.

2. Choose another search and run it again.

 S e c t i o n 6 : B i b S e a r c h | 71

6.10 Printing Records

To print selected records:
1. Tick the items you want to print.
2. Select the print button from the options.

The Preview screen is displayed.

6.11 Deleting Records

From your saved list you can delete records, either by clicking on the
button for individual records, or to delete a number of records at one
time, you can select the check box for several records, and click the
button from the top of the screen.
72 | S e c t i o n 6 : B i b S e a r c h

6.12 Emailing Records

You can email the records in a choice of formats.
This is the Citation format:

This is the Details format.

Note: Your saved list is lost when you log out, or are timed out, of your
current session
 S e c t i o n 6 : B i b S e a r c h | 73

EXERCISE 6.3

1. Find the records of your last search. Save at least five records. (Rerun a previous
search as well if you do not have enough records.)

2. Email two records to yourself in details format.

3. Delete one record from the list.

4. Print two records in citation format.

74 | S e c t i o n 6 : B i b S e a r c h

6.13 Search Status

You can see the progress of your current search:

When the search is long, you may see intermediate results.

Records requested
so far

These are the databases The search results Total number of Records retrieved
being searched are being presented records found at this stage

6.14 Saving Searches

A saved search allows you to store search strategies and run them again at any time.
Each time you rerun a search, the results are updated to include any new records
added to the database(s) since your last search.
For example, you may have a client who wants to be kept up-to-date with the latest
available publishing on a topic, and usually requests ILLs for anything new.
 S e c t i o n 6 : B i b S e a r c h | 75

And here is the result:

Click here to
save this search

The following screen allows you to give the search a meaningful name. This could be
• a topic
• a client’s name
• a combination of these
• something else.

To return to your saved searches

From this screen you have the options to rerun, edit or delete each saved search.
76 | S e c t i o n 6 : B i b S e a r c h

EXERCISE 6.4

1. From the History screen, rerun a search. Save the search beyond your current
session.

2. Log out of LADD and log in again using the same login.

3. Find your saved search, change it slightly and run it again. Save the new search.
Delete the first search.
 S e c t i o n 6 : B i b S e a r c h | 77

6.15 Search Profiles

A user can set up different profiles for searching various combinations of databases.
You can select and deselect databases from the search screen
OR
You can set up different profiles to focus your searches.
Select from the left side menu and then:

Make changes to the

selected profile
Delete the
selected profile
Create a new
profile
78 | S e c t i o n 6 : B i b S e a r c h

Give your profile

a name

Add a description
if you want to

Tick or untick the database(s) you

want included in your profile

Click here when you have

entered your details
 S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s | 79

Section 7: Borrower : placing requests

7.1 Introduction
The organisation that places a request is known as the Borrower. The organisation
that supplies the item, or replies that they cannot supply the item, is known as the
Lender.
There are two ways of placing a request. You can:
1. Submit a request following a search
2. Create a request using the ILL Request Form

Note: There are two Amazon customisations available, the ‘Amazon Price
Check’ and ‘Amazon Published Date Check’ which check requests submitted
against Amazon website. These can be used to enable your library to decide
whether or not to purchase the item rather than requesting via inter-library
loan. For information about Amazon customisations please see: Section 15.7
– Amazon Price Check and Section 15.8 – Amazon Published Date Check

7.2 Submitting a Request following a Search

1. Search the ANBD or other selected database(s) for the item you require using

2. From the Results or the Details screen, select

3. The ILL Request screen displays. The bibliographic details should be populated
in the request
4. Complete any required fields.
5. Finalise the rota
6. Click to send the request.

Note: different fields will appear based on the Item Format and Service Type
selected.

The New Request screen is displayed stating your ILL number, which you will need
to keep track of your request.

Various sections of the full request display and the ILL Request form are foldable by
clicking on arrows at the head of each section. Once a user sets a request form
section to open or closed the setting is remembered between requests and across
different sessions.
80 | S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s

Completing the ILL Request Screen for a Journal:

10

11

12

13

Screen continued over next page

 S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s | 81

14

15

16

17

18

19

20

21

22

23

24

25
27 28 29
26
82 | S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s

1. Authorisation Status
Drop-down menu options are:
• Authorised
• To be Authorised
• Un-Authorised
• For Manual Authorisation
The default is To be Authorised. When submitting a new request, a VDX
program called the Auto-Mediator checks your request and enters a number of
defaults. The Auto-Mediator changes the Authorisation status from To be
Authorised to Authorised.
The request will have a status of Pending.
If you are not ready to send a request (e.g., it needs to be approved by a
manager), select For Manual Authorisation and your request will remain Idle.
When you are ready to submit the request, change the status to To be
Authorised and the request will be processed normally.
2. Item Format
Select Item Format from the following options:
• Article Online • Large Print Book
• Article Printed • Music CD
• Blu-ray • Music Online
• Book • OTHER
• Book on CD • Part of Book
• Braille Book • Patent
• CD-ROM • Print Journal
• Computer File • Report
• Conference • Spoken Book
Proceedings
• Thesis
• DVD-Music
• Video DVD
• Ejournal
• Video VHS
• Government
• Visual Material
Publication
Item Format is selected automatically from the bibliographic record of the item
you request. It can also be selected on the ILL Request Search Screen. Service
Type 1 defaults to Loan for a book, and Copy non returnable for a print journal.
3. Service Type 1
LADD defaults according to the Item Format Loan for a Monograph, and Copy
non returnable for a Serial. When requesting a copy of part of a monograph,
make sure you change the Service Type to Copy non returnable.
Service Type 2 can be used if you will accept a copy rather than a loan, or vice
versa.
4. Media Type
 S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s | 83

Select the media type from the following options if it is significant. This is not a
mandatory field.
• Audio DVD • Machine-Readable
• Audio File • Microform
• Audio Tape • Movie DVD
• Audio-Recording • Other
• Blu-ray • Photocopy
• CD • Photocopy Book
• CD-ROM • Printed
• Daisy ROM • Printed Journal
• Film-or-video-recording • Web Page
5. Copyright Subtype
Select the Copyright required from the following drop-down list:
• Aust. Copyright Act S183 – Commonwealth
• Aust. Copyright Act S183 – State
• Aust. Copyright Act S43
• Aust. Copyright Act S49
• Aust. Copyright Act S50(1)
• Aust. Copyright Act S50(7)A – for coll., more than a reasonable portion
• Aust. Copyright Act S50(7)B – for coll., previously supplied
• Aust. Copyright Act S51(2) - thesis
• Aust. Copyright Cleared
• Aust. General Business
• UK Copyright Cleared
• UK Fair Dealing
The default is Section 50(1) of the Copyright Act 1968.
The copyright text is not displayed until after a request has been submitted. It
is added by the Auto-Mediator to correspond with the Copyright subtype
selected and cannot be changed. See Section 1.19.3 for the text.
6. Copyright Signed
Select either:
• Not applicable
• Signature obtained
• Signature required
7. Our Local Number
Use Our Local Number to record your locally defined running number for this
request.
8. Title / Subtitle / Author
These are the title, author and sponsor (if there is one) of the book, serial or
non-book item.
9. Article Details
84 | S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s

These fields will only appear when requesting a service type of Copy Non
Returnable. These details should always be completed when submitting a copy
request. Enter the details of the author(s) and title of the chapter / article /
paper. Also complete Date of Part Published, Volume / Issue and Pages. The
more details which are provided in this section, the easier it will be for
responding libraries to supply.
10. Additional Nos
This field contains the Local Number and the Library of Congress Number.
11. Source
This shows the database in which the bibliographic record was found.
12. Item Note
A note entered by the Borrower is sent to all future Lenders as the request
moves through the rota. The Borrower sees multiple occurrences of this note
as it is routed to each Lender.
13. Well-Known Control Numbers
This field contains a list of well-known control numbers for the item. You are
able to add, edit or delete numbers from the list.
14. Holdings
Select the location/s you would like added to the rota, or click on to add all
locations to the rota. Only locations that are LADD members will display. You
cannot add libraries that are Non-LADD members to the rota.
15. Rota Details
You can add, delete and sort locations prior to sending a request.

Note: You can also request a customised rota for your account
including either a semi-automated or fully-automated rota. For
information about customising your rota please see: Section 15.6 –
Rota

16. Library Symbol and Location Name

Add one or more NUC Symbols here, separated by a comma, then select
search. The locations will appear in the Holdings Found list, ready to be added
to the rota.
17. Item Numbers and Selected Item Details
This is where you see holdings information for locations. Libraries need to be
added to the rota and when in the ‘Selected’ field, once highlighted, the
holdings information is displayed where relevant.
18. Call Number
You can edit, add and delete the call numbers once a library has been added to
the 'selected' queue.
• To edit, highlight the call number in the Item Numbers field. It will appear
in the Call Number field under the Selected Item Details area. You can now
 S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s | 85

edit the call number and then use the Update button. This will change the
call number displayed in the Item Numbers box without removing it.
• To add a call number, clear the call number in the Call Number field, add
new text then use the Add button. This will enter a new call number in the
Item Numbers box, in addition to the original call number.
• To delete, select the call number in the Item Numbers box and the use the
delete button.
19. Private Note
This is a local note seen only be they library that enters it.
20. Patron Name
This field can be used to record the name and email of the library client who
wants the item. This information cannot be seen by the lending library.
21. Service Level
This is the service level as specified in the Australian Interlibrary Resource
Sharing (ILRS) Code. This outlines the maximum turnaround time for the supply
of (or a negative response to) a request.
The levels are:
Core 4 working days
Rush 24 hours
Express 2 hours

For a more detailed explanation of the ILRS Code, refer to Section 1.17.
If no service level is chosen, LADD defaults to Core.
22. Can Hold
Drop down menu options are:
• Yes
• No
• Responder Policy
If the item is not available, the Lender can be asked to place it on hold.
23. Currency
This defaults to Australian dollars.
24. Max. Cost
This allows you to advise the Lender of the maximum you are willing to pay.
Leave this field blank unless it seems likely that the charge will be more than
the default amount. The LADD Payments Service does not use this field for
billing purposes.
Enter as a whole dollar amount or an amount with the number of cents after
the decimal point – do not include the $ sign. Reciprocal agreements can be
advised by inputting 0 or 0.00. For requests submitted to Te Puna locations,
enter the cost in NZ$.
25. Need by Date
86 | S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s

This is the date by which the item is needed (e.g., if a client needs it to write a
particular conference paper). When a request has passed its Need by Date, the
system automatically expires the request and the Lender status changes to Not
Supplied. A Request Expired-Indication is sent from the Lender to the
Borrower. The default is ninety days from the date of the request.
The format is DD MMM YYYY (e.g., 10 Sep 2010)
26. Expiry Type
The drop-down menu options are:
• Calc From Expiry Days
• Need By Date
This allows you to specify how LADD will calculate the number of days the
request will stay at each location before it moves on to the next one. The
default is Calc From Expiry Days.
27. Expiry Days
The number of days the request will stay at each location before it moves on to
the next one. The default is 5 working days, with the first day being the day
after the request has been placed.
Expiry is an automatic function of the system. It determines the number of days
the request remains at each location on the rota if the request remains unfilled.
If a request is not actioned with Answer Will Supply (with a supply date),
or with Answer Hold (with an estimated date, where this is applicable to the
Borrower’s instructions), or an Answer Conditional (with an answer date
later than today’s date), or filled (Shipped), the system identifies the request
and moves it on to the next location on the rota.
28. Delivery Method
The options are:
• Ariel via Email
• Ariel via FTP
• Courier
• Electronic Mail
• Express Post
• Facsimile (Fax)
• File Transfer Protocol (FTP)
• Postal Delivery
• WebPDF
• Will Collect from Responder
Ariel users can select either FTP or Electronic Mail.
29. Submit your request
Click on the button.

Request Successful
When you have succeeded in sending your request, this screen displays:
 S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s | 87

1. Your request was sent successfully.

2. This is your ILL number, which you will need to keep track of your request.
3. Click on Requests link or the button on the left of the screen to
search for this and other requests.
4. This is the details of the request you have submitted.
5. Click the Print button to print this screen as a record of your request.

Note: To practice creating requests following a search, refer to any of the

Borrower and Lending Exercises in Appendix 1: Training Sets

7.3 Creating a Request using the ILL Request Form

Some libraries use a blank LADD request form to request an item. When creating a
request using this form, you must ensure that you enter the necessary bibliographic
details as they are not automatically inserted.
• Go to the ILL Request Search screen (by clicking on the button on
the left side of the screen).
• Click on the create request link at the top of the screen.

Make sure you check and/or complete the following fields:

• Item Format
• Title (mandatory) - you must include a title or an error message will appear
• Service Type
• Copyright
You would then submit the request following selection of the rota.
88 | S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s

7.4 Saving a Request to Submit Later

Change the Authorisation Status to For Manual Authorisation to save a request that
is partially or fully completed but not ready to be sent.

• Click on .
• Note the ILL number assigned to the request.
• The request is saved to be actioned later.

Locating Requests with Authorisation Status ‘For Manual Authorisation’

Select from the left side menu. The easiest way to locate a request you
have saved to be actioned later is by entering the ILL number on the ILL Request
Search screen.
If you do not have the ILL number, or if you need to search for more than one saved
request, search by Authorisation Status ‘For Manual Authorisation’ and :

When you have located your request, submit the request action:

When you submit the request action, the ILL Request Action: REQUEST screen is
displayed. The Authorisation status needs to be changed to ‘Authorised’ before the
request is submitted:

7.5 Duplicates
When a Borrower accidentally creates two requests with separate Our Numbers (ILL
Number) and Their Numbers (Lender’s Number), the Borrower should contact the
Lender. The Borrower should nominate the request to proceed with; the duplicate
request should be cancelled.
 S e c t i o n 7 : B o r r o w e r : p l a c i n g r e q u e s t s | 89

When a Lender notices duplicate requests, the Lender should contact the Borrower
to determine which request will be actioned, and which request cancelled.
90 | S e c t i o n 8 : F i n d i n g R e q u e s t s

Section 8: Finding Requests

8.1 Introduction
As a Borrower, it is essential to efficient resource-sharing that all libraries monitor
the progress of requests in LADD and action them as soon as possible. Lenders can
search for all their incoming requests at once or search separately for particular
types of requests to suit the library’s workflows.
See Section 9 for locating requests via Work Queues.

8.2 ILL Request Search

Click from the left side menu to go to the ILL Request Search screen.
From this screen you can display one or several requests, and also choose to print
them. You can search for:
• Requests with a particular status
• Requests on the last action you applied to the request - e.g., Shipped
• Request with a specific ILL number (Our Number/ILL no and Their Number are
searchable in the ILL Numbers option
• All requests as Lender and Borrower
• Particular service levels
• Combinations of the above.

5
2
6
3
7

8
4

10
12
11
13

16

14

15
 S e c t i o n 8 : F i n d i n g R e q u e s t s | 91

1. Your Library’s Role

Choose from:
o Lender – Incoming Requests your library will respond to as a Lender
o Borrower – Outgoing Requests your library have made as a Borrower
o Both - This retrieves all requests for your library as a Borrowing and
Lending location.
2. Display sent messages only
This box defaults to being unticked. Tick it if you are searching for very recent
requests (which may not yet have been picked up by the Auto-Mediator and
sent). Also Tick it if you are searching for Cancelled requests.
3. Display Not Supplied requests
The search results will includes requests that have not been supplied. Defaults
to being ticked.
4. Completed Requests
Depending on which radio button is selected there are options for inclusion or
exclusion of Completed requests.
5. Status
Select search options (status fields) from the drop-down menus. You can
combine several status fields for more precise searching. Options include
Pending, In Process, Shipped, Cancelled, and Conditional (See Section 3 for a
full list and explanations)
6. Authorisation Status
Options include Authorised, To be Authorised, Processed, Check Manual, For
Manual Authorisation (See Section 3 for a full list and explanations)
7. Last action
Options include Request, Shipped, Received, Returned
(See Section 3 for a full list and explanations)
8. Service Level
Leave blank to search all Service Levels (do not choose ‘Wildcard’). See Section
1 for details of the ILRS Code and service levels.
9. Service Type 1
Options are
• Loan
• Copy non returnable
92 | S e c t i o n 8 : F i n d i n g R e q u e s t s

10. Log Message Type

Search for a particular error messages - e.g., End of rota reached
11. Format
Select a particular item format, e.g., Article Printed, Book, DVD Movie.
12. Other fields
Searching these fields is by exact match. They include Our Number (ILL No)
Their Number and Title.
13. Sort by
Sort the results using the displayed options.
The default is Our Number (ILL No).  descending - that is, the most recent
requests display first.
Sorting options can be applied before and after request searching. The list of
options are: Current Responder Location; Current Responder Name; Expiry
Date; ILL Number; Last Action Date; Local Due Date; Need Date; Requested
Title; Requester Location; Requester Name; Status Change Date.
14. Format
Select the format the results will be displayed: standard or print
15. Records per page
You can choose to display 5, 10, 15, 20, 50 or 100 records at a time.
16.
Use these to submit the form or to reset the screen.

Using Work Queues

1. From the Request Search screen: Click on the button in the left
hand pane.
Or
2. Click on Work Queue link at the top of the Requests Search screen
(for further information see Section 9)

8.3 Finding Requests: Lender

To find all requests waiting to be actioned:
• Click on  Lender
• Select In Process from the Status menu
To find requests for a particular service level - e.g., Rush:
• Click on  Lender
• Select Rush from the Service Level drop-down menu
To find Express requests to process:
• Click on  Lender
• Select In Process from the Status drop-down menu
• Select Express from the Service Level drop-down menu
 S e c t i o n 8 : F i n d i n g R e q u e s t s | 93

To find loan or copy requests:

• Click on  Lender
• Select Loan (or Copy non returnable) from the Service Type 1 drop-down menu
Combinations of the above criteria can also be used to search for requests, for
example you could search for copy rush requests which are waiting to be actioned
by selecting the status ‘In Process’, Service Level ‘Rush’ and Service Type 1 ‘Copy’.

8.4 Finding Requests: Borrower

As a Borrower you will need to monitor your outgoing requests.
Using Work Queues
From the Request Search screen:
1. Click on the Work Queues button in the left-hand pane.
2. Click on Work Queue link at the top of the Requests Search screen (for further
information see Section 9)
To find all requests waiting to be actioned:
• Click on Borrower
• Select Pending from the Status menu
To find requests for a particular service level - e.g., Rush:
• Click on Borrower
• Select Rush from the Service Level drop-down menu
To find Express requests to process:
• Click on Borrower
• Select Pending from the Status drop-down menu
• Select Express from the Service Level drop-down menu
To find loan or copy requests:
• Click on Borrower
• Select Loan (or Copy non returnable) from Service Type 1 drop-down
Combinations of the above criteria can also be used to search for requests, for
example you could search for copy rush requests which are waiting to be actioned
by selecting the status 'In Process', Service Level 'Rush' and Service Type 1 'Copy'.

8.5 Results of Your Lender ILL Request Search

If you conduct a ‘standard’ request search using the Lender Code criteria, your
Lender ILL Request Search results display as a summary on the Lender Results
screen:
94 | S e c t i o n 8 : F i n d i n g R e q u e s t s

Our Number / Their Number Borrower Symbol / Lender Symbol

↓ ↓ ↓ ↓

6208924 6208926 NKML AAWM

If you conduct a ‘standard’ request search using the Requested Title criteria, the
Lender ILL Request Search results display as a summary on the Lender Results
screen:
 S e c t i o n 8 : F i n d i n g R e q u e s t s | 95

For each request, there will be this identifying information:

• Our Number: This is the number generated by the system for you to identify
the request.
• Their Number: This is the Borrower’s ILL no. It remains throughout the
transaction, and is the best identifier for this request.
• Borrower Symbol: This is the Borrower’s NUC symbol.
• Lender Symbol: This is the Lender’s NUC symbol.
There will also be the following options for each request:
• Click here to perform an action on the request.
• Click here to view details of the request.
• Click here to Mark as Read that you have received the request.
• Click here to display the request in print format.

8.6 Viewing the Full Details of a Request

The Results list (on the previous page) displays brief descriptions of the request(s).
Click on to view the main bibliographic details and requested service type
which may help you to determine whether your library can supply the request. To
return to the Results screen, click on from the options at the top of the
screen. The ILL Request screen displays the details of the request (Borrower view):
96 | S e c t i o n 8 : F i n d i n g R e q u e s t s

10
 S e c t i o n 8 : F i n d i n g R e q u e s t s | 97

11

12

13

1. Our Number
This number is generated by the system for you to identify the request.
2. Their Number
Their Number is the Borrower’s ILL no. This number identifies the set of ILL
transactions. Use this number if you need to talk to the Borrower about this
request.
3. Item Format
This shows whether the request is for a book, part of book, article printed, etc.
4. Status
This reflects the progress of the request - e.g., Idle, In Process, Shipped
5. Authorisation Status
This is a status used by the system to indicate the status of the processing of
the request - e.g., Processed, Check Manual, For Manual Authorisation
6. Service Type
This matches Material Type: Loan for a monograph, Copy non-returnable for a
serial.
7. Item details
These are the full bibliographic details of the request.
8. Additional Service
Requester details are displayed.
98 | S e c t i o n 8 : F i n d i n g R e q u e s t s

9. Service Level
This is the level of service required by the Borrower according to the ILRS Code:
Core, Rush, or Express.
10. Expiry Date
This is the date on which the request expires at your location if you have not
responded and goes on to the next location on the rota.
11. Requested Delivery Method
This is the delivery method the Borrower has asked for.
12. Rota Details
In the Borrower’s view, the rota details show all the Lender’s locations. The
rota details do not display in the Lender’s view.
13. History
The History shows every action that has been taken by the Borrower and
Lender, with the NUC symbol (Loc) of the other party and the date and time.
From and To show the changes in the ILL status of the request after an action
has been taken. As a Lender, you will only see the History for the request as
relating to your location. As a Borrower you will see the History for the request
relating to all the responding locations.
Log Messages
This states any error messages associated with the request e.g., end of rota
reached.
Notes
Remember always to check for a note.
 S e c t i o n 8 : F i n d i n g R e q u e s t s | 99

EXERCISE 8.1

1. Find one request you have processed by entering each of the following on the
ILL Request Search screen:
(a) the ILL number

(b) the last action you performed

(c) ) the date you shipped it

(d) its status (e.g., ‘Shipped’)

(e) the title.

100 | Section 8: Finding Requests

8.7 Publishing Saved Searches to the Work Queue.

You can save your request searches to your Work Queues

How to Publish your saved searches

1. Go to the ILL Request Search screen and as borrower or lender, run a search eg
as Borrower/Core

2. Click on Save Search link at upper right-hand of page.

3. Name your search for future reference.

4. Once this has been completed you will then have the option to Publish, Run,
Edit or Delete the Saved Search.
 S e c t i o n 8 : F i n d i n g R e q u e s t s | 101

• Publish – Published Searches appear to others both as optional work-queue

items and as Published Saved Searches.
• Run – Rerun the Saved Search
• Edit – Edit a Saved Search.
• Delete – Remove a Saved Search. Removing a Saved Search that has been
published does not remove the published version.
If you have edited a search that was previously published, you may wish to publish
the updated version as a new Published Search.

Published Searches will now appear at the bottom of your Work Queue page. For an
example of these Published Saved Searches and information about Work Queues in
general, please see following: Section 9 – Work Queues

To remove a Saved Search from the Work Queue:

1. Click on the Saved Searches link at the top of the screen
2. Click on Published at upper right-hand side

3. Click on Disable link (this will remove the search from the Work Queue)

4. Click on My Searches and use Delete link if you wish to remove the search
completely.
102 | Section 8: Finding Requests

8.8 Printing a Request

You can print the request from the screen (see previous pages), or from
the Results screen, by clicking on button. The request displays in Print
format

A print dialog box also displays. Click on Print or press Enter on your keyboard to
print the request.
 S e c t i o n 9 : W o r k Q u e u e s | 103

Section 9: Work Queues

9.1 Introduction
Work Queues allow you to see a summary of the current ILL workload both as a
Borrower and Lender. The report lists the total number of requests grouped by the
request status.

Using Work Queues

Work Queues are a quick and easy method of finding requests that require actions
and getting a summary screen from where you can then perform actions on them.
Unlike reports, the results screen for a Work Queue displays the buttons applicable
to changing the status of a request or performing actions on that request.

How to access your Work Queue

1. Click on the link in the left-hand pane.
Or
2. From the Request Search screen:
• Click on the link in the left hand pane.
• Click on Work Queue link at the top of the Requests Search screen

Viewing and Processing Requests

Clicking on the number in the Count column retrieves the requests to the screen.
You can then view or perform an action on those requests. Note the Published
Saved Searches at the bottom of the Borrower Work Queue.
104 | S e c t i o n 9 : W o r k Q u e u e s

An example of a Work Queue

 S e c t i o n 9 : W o r k Q u e u e s | 105

An example of the Borrower’s Pending Work Queue

Editing the Work Queues Display

You can configure the Work Queues to select which statuses to display in the Work
Queues list. This allows ILL staff to tailor the display of the Work Queues to suit their
own workflows.
To edit the Work Queue display
• Click on the button in the left hand pane OR
• Click on the button in the left hand pane
• Select the link at the top of the screen
• Untick the statuses you do not want to display
• Save.
106 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

Section 10: Actioning requests

10.1 Responding to Incoming ILL Requests
The actions a Lender takes depend on the status of the request, and whether the
request is a loan or copy non-returnable.
When a request is first received by a Lender, its status is In Process. All requests
awaiting a response from the Lender have the authorisation status Unread.

Actioning Requests
Requests can be actioned from the Results of your ILL Request Search screen by
clicking on the button. You can also select the action from the drop-down
menu.
However, it is better practice to go first to the details screen, by clicking on the
button. From here you can see all the bibliographic and holdings details
of the request, and any additional information such as a note or specific delivery
requirements which will help you to decide which action to send when responding
to the request.
You can also view the History at the bottom of the details screen. The History details
show every action taken on the request, and each stage of the ILL cycle as the
transaction reaches it. It is particularly useful if you are not sure what has happened
to a request.
Depending on the details of the request, your library can respond in several ways:
Shipped: The item has been shipped to the Borrower.
Answer Conditional: You can supply if the requesting library agrees to a particular
condition.
Answer Nonsupply: If your library cannot supply the request
Answer Will Supply: If your library intends to supply the request
Answer Hold: If your library is unable to supply an item immediately.
Answer Retry: The request cannot be filled immediately, but the Borrower can send
the request back if it cannot be filled elsewhere.
Send Public Note: Send a note to the Borrower.
Add Private Note: Add a note for your own library staff
Complete: Completing a request will only remove it from your work queue. The
request will remain active for anyone else.
Change Current Service Level: If you can’t supply the request by the requested
service type then you can change a loan request to a copy request or a copy request
to a loan request.

Note: Libraries with multiple branch locations and accounts can also
customise their LADD account so they can view, action, allocate and lock and
unlock requests for other locations within their ‘bureau’. For information
about customising bureau functionality see: Section 15.9 – Bureau
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 107

10.2 Bulk Action

If you have several items to process, you can use Bulk Action to deal with them
together, provided that they all need the same action or authorisation status. For
example, if you search for ‘In process’ requests for your role as a Lender, you can
use the bulk action to send the ‘Answer Will Supply’ message.

If you select several items for Bulk Action (including from successive screens), and
click on at the top of the screen, LADD places the ILL numbers together
in a box.

You can choose the action and process them all together (e.g., Answer Will Supply,
or Checked In).
108 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

It is not recommended to use the bulk action for the ‘Shipped’ action, as the
shipped cost may vary from each request. If you do use the bulk action for Shipping,
ensure that the requests are of the same service level, and should have the same
shipped cost applied.

Note: the requests from locations which have an ‘Own Services’ default cost
configured, this default cost will not be applied. Once a request has been
shipped, it is not possible to change the shipped cost in LADD.

Enter any relevant information (e.g., due date, base cost) on the next screen, and
LADD will process all the requests in the same way.

Be careful that you intend the same action for all the requests, and check that the
action has been successful, by making sure all the ILL numbers appear in the Bulk
Action/ Authorisation Report.

Check that the action has been successful for all the ILL numbers you selected

ISO Locations
Avoid using bulk action when managing an ISO location request, as the bulk action
facility is not fully compatible with ISO messaging, and the request(s) may go into
error.

Not a Valid Action

Sometimes LADD gives you a message that it has not processed one or more of your
requests:
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 109

Check that your action is appropriate—e.g., you cannot return an item you have not
yet received.

Only some are processed

At other times LADD does not give you a message. It simply processes some of your
requests, and not others. You need to check the Bulk Action/Authorisation screen to
see which requests have been successfully actioned.
Three items have been selected here for Bulk Action:

However, only two of them are included in this Action screen. The third item is a
request that could not be received.
So, only the two items from the screen above have been actioned:

When you choose Bulk Action, all requests will have the same action, authorisation
status and note
110 | Section 10: Actioning requests

10.3 Changing a Copy non returnable request to a Loan request (as

Lender)
Sometimes it is necessary to change a Copy request to a Loan request e.g.
• A Copy request is received for a book but no chapter details have been added,
so the lending library needs to send out as a Loan. (Best practice for the
borrowing library when creating the request would be to change the Service
Level to Copy and enter chapter details) or
• The amount to be copied is large and the lending library would rather send as a
Loan etc
You can only change from a Copy request to a Loan request, if the two service types
exist within the request.

1. Select Change Current Service Type action from the dropdown menus. The
current Service Type changes to Loan.
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 111

2. Once you have clicked Action, the Shipped Service Type is Loan and there is a
due date attached.

3. If the two service types don't show then the Lender should reply Non Supply
and send a note advising that the requested item could be supplied in a
different format if the request cannot be filled elsewhere. At the end of the
rota the borrowing library could then change the service type and resend the
request back to the original lending library.

10.4 Changing a Loan request to a Copy request (as Lender)

Sometimes it is necessary to change a Copy request to a Loan request e.g.
• A Loan request is received for a book but only the copy of a chapter or a few
pages is required. (Best practice for the borrowing library when creating the
request would be to change the Item Format to Part of Book and enter chapter
details).
You can only change from a Loan request to a Copy request, if the two service
types exist within the request.

1. Select Change Current Service Type action from the dropdown menus. Current
Service Type changes to Copy.
112 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

2. Once you have clicked Action, the Shipped Service Type is Copy non-returnable
and there option to attach a document from the request details page.

10.5 Answer Will Supply

Answer Will Supply indicates an intention to supply but not immediately. To supply
immediately, select Shipped.
From the screen or the screen:

1. Select Answer 2. Click on Action

Will Supply
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 113

From the next screen:

1. You can enter

the date you
expect to be able
to supply the
item*. The default
Answer Date is
seven days

2. Enter a Public or
Private Note if you
wish

3. Click on
Will Supply

Note: the action Answer Will Supply overrides any expiry dates set, so the
date entered here is for the Borrower’s information only, and will not cause
the request to expire. This also means that the request is effectively held at
your location, unless you follow with the action Answer Non Supply or
Shipped.

Note: You can also customise the default Answer date. For information about
customising the default Answer date please see: Section 15.3 – Reply date
114 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

History - Answer Will Supply

Borrower’s History

Lender’s Audit Details

 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 115

EXERCISE 10.1

1. Log in to the LADD Training database.

2. Check for requests as a Lender.

3. On the Results screen, read the bottom line of each record to see what information is
provided.

4. Choose a request which has not been processed

OR
If all the requests have been processed, log out and log in again using a different
barcode and password.

5. Print out the request, or click on details to see the full request. Identify the
bibliographic details, service level, maximum cost and notes, if any. Note the Our
Number. This is your reference number as the Lender. Also note the Their Number, in
case you need to talk to the Borrower about the request.

6. Respond that you will supply the item, and give the date you will supply and a reason.

7. Submit your response.

8. Go back to the Results screen. Read the bottom line again, and note the changes to
the Authorisation and Last Action.

9. Select the same request again. Respond that you are shipping the item, and it will
cost $5. (HINT: Enter the base cost without a $ sign, and click on recalc cost.)

10. Complete all the other relevant details on the ILL Request screen, especially due date
(for a loan), and delivery method. Submit your response.
116 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

10.6 Answer Nonsupply

Requests that cannot be supplied by the Lender are actioned as Answer Nonsupply.
The system automatically sends the request to the next location on the rota.
From the screen or the screen:

1. Select Answer
Nonsupply 2. Click on Action

From the next screen:

1. Select a reason*
for nonsupply

2. Enter a Public or
Private Note if you
wish

3. Click on
Not Supplied

Note: some reasons will prevent the request from being submitted at
subsequent locations on the rota, for example: ‘not found as cited’ or ‘lacks
copyright compliance’ will enter the request into the status of ‘Check
Manual’, meaning the Borrower needs to review the request before
resubmitting.
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 117

History - Answer Nonsupply

Borrower’s History

Lender’s History
118 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

EXERCISE 10.2

1. Return to your results list by clicking on results (or search for in process requests as a
Lender

2. From your results, choose a request that has not been processed.

3. Respond that you cannot supply the item and choose a reason.

4. Add a Public Note.

5. Submit your response.

 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 119

10.7 Answer Conditional

This action is used:
• when the Lender holds the item, but they have a problem about lending it -
e.g., it must be back in the library in 3 weeks
• when there are certain conditions attached to the use of an item - e.g., it must
be used under supervision
• when the Borrower has not supplied enough information.
From the screen or the screen:

1. Select Answer 2. Click on Action

Conditional
From the next screen:

1. Select a reason*

2. Enter the date

by which you want
an answer*

3. Enter a Public or
Private Note if you
wish

4. Click on
Reply

Note: Answer Date defaults to seven days from request date. If the borrower
does not reply within this time the request expires and moves on to the next
location. You can also customise the default Answer date. For information
about customising the default Answer date please see: Section 15.3 – Reply
date
120 | Section 10: Actioning requests

History - Answer Conditional

Borrower’s History

Lender’s History
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 121

EXERCISE 10.3

1. Return to your results list by clicking on results (or search for in process requests as a
Lender)

2. From your results, choose a request that has not been processed.

3. Respond that you will supply the item on a condition.

4. Choose the condition from the drop-down list.

5. Change the Answer date.

6. Add a Public note to explain your condition.

OR
Make a Private note for your own library staff, which will not be sent to the
requesting library.

7. Submit your response.

122 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

10.8 Answer Conditional - Replying

When a Lender sends an Answer Conditional-Indication, the status of the request
changes to Conditional.
Action the request using:
• Conditional Reply-Yes - This means that you accept the conditions set by the
Lender, and you want to proceed with the request
or
• Conditional Reply-No - This means that you do not accept the Lender’s
conditions, and the request is automatically sent to the next location on the
rota.

Conditional Reply-Yes
To accept the conditions set by the Lender.
From the screen or the screen:

1. Select Conditional 2. Click on Action

Reply - Yes

From the next screen:

1. Enter a Public or
Private Note if you
wish

2. Click on Reply
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 123

10.8.1.1 History- Conditional Reply-Yes

Borrower’s History

Lender’s History

Conditional Reply-No
To decline the conditions set by the Lender.
From the screen or the screen:

1. Select Conditional 2. Click on Action

Reply - No

From the next screen:

124 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

1. Enter a Public or
Private Note if you
wish

2. Click on Reply

10.8.2.1 History - Conditional Reply-No

Borrower’s History

Lender’s History

10.9 Answer Hold

If the Lender is unable to supply an item immediately, they can choose Answer Hold.
When a Lender answers Answer Hold, the request is not sent on to another library.
As the Borrower cannot action this request, it may be better to send a Message or
an Answer Conditional asking them if they are content to wait.
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 125

From the screen or the screen:

1. Select Answer Hold 2. Click on Action

1. Enter the date

you expect the
item to be
available

2. Enter a Public or
Private Note if you
wish

3. Click on Hold

From the next screen:

History - Answer Hold

Borrower’s History

Lender’s History
126 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

10.10 Answer Retry

Answer Retry indicates to a borrowing library that the request cannot be supplied
immediately, but they can send the request back if it cannot be filled elsewhere. If
the request reaches the end of the rota and has not been supplied, it will go to
authorisation status Check Manual. The Borrower can send the request again to the
library that responded with Answer Retry.
From the screen or the screen:

1. Select Answer Retry 2. Click on Action

From the next screen:

1. You can enter

the date you
expect to be able
to supply them
item*. The default
Retry Date is seven
days.

2. Enter a Public or
Private Note if you

3. Click on Action

Note: You can also customise the default Retry date. For information about
customising the default Retry date please see: Section 15.3 – Reply date
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 127

History- Answer Retry

Borrower’s History

Lender’s History
128 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

EXERCISE 10.4

1. Return to your results list by clicking on results. (or search for in process requests as a
Lender

2. From your results, choose a request that has not been processed.

3. Suppose you hold the item, but it is on loan, and in high demand for the next month.
Consider the options outlined above and choose one.

4. Enter any extra information needed.

5. If necessary, add a Public Note.

6. Submit your response.

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10.11 Cancelling a Request

A Borrower can ask to cancel a request only if it is in Pending status. If the request
does not have a Pending status, it is too late to cancel it, and an error message will
be displayed.
Find the request and click on action. Choose the action Cancel from the drop-down
menu.

If the lending library has already located and processed the item, they will probably
not want it cancelled. If they have sent the item, they will not be able to cancel it.
They will reply Cancel Reply-No and the loan will proceed as shipped and be
charged.
If the borrowing library is willing to cancel the loan, they will reply Cancel Reply-Yes.
This will complete the ILL cycle for the request.

Note: If the lending library does not respond with a Cancel ‘Yes’ or ‘No’; and
the request expires at this location, then the request will be submitted to the
next location on the rota. You should monitor the status of requests for which
you have sent the Cancel action, as you will need to send the Cancel Action
for each location the request is submitted to until a ‘Cancel Reply-Yes’ is
received for the request.

History- Cancel
Borrower’s History Details

Lender’s History Details

Note: To practice cancelling requests, refer to the second Requesting exercise

in any of the Borrowing and Lending Exercises in Appendix 1: Training Sets
130 | Section 10: Actioning requests

10.12 Cancel - Replying

When a Borrower wants to Cancel, the status of the request changes to Cancel
Pending.
Action the request using:
• Cancel Reply-Yes - This means that you are willing to cancel the request, and not
proceed
or
• Cancel Reply-No - This means that you are not willing to cancel the request, and
wish to proceed. This is usually because you have already located the item and
made a copy of the article or prepared a loan for shipping.

Cancel Reply-Yes
From the screen or the screen:

1. Select Cancel 2. Click on Action

Reply - Yes

From the next screen:

1. Enter a Public or
Private Note if you
wish

2. Click on Reply
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 131

10.12.1.1 History - Cancel Reply-Yes

Borrower’s History

Lender’s History

Cancel Reply-No
From the screen or the screen:

1. Select Cancel 2. Click on Action

Reply - No

From the next screen:

1. Enter a Public or
Private Note if you
wish

2. Click on Reply
132 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

10.12.2.1 History - Cancel Reply-No

Borrower’s History

Lender’s History
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 133

EXERCISE 10.5

1. Return to your results list by clicking on results. (or search for in process requests as a
Lender)

2. From your results, choose a request with the status ‘Cancel Pending’. If there are no
items with ‘Cancel Pending’ in your results list, click on the requests button, and
search for incoming requests with the status ‘Cancel Pending’.

3. Accept the cancellation (Answer Cancel Reply-Yes)

OR
Let the Borrower know it is too late to cancel (Answer Cancel Reply-No).

4. Add a note for your staff only explaining that your supervisor has approved your
action. (HINT: Choose Private Note ).

5. Submit your response.

You can also practice responding to a cancel request in the second exercise of any of the
Borrowing and Lending Exercises in Appendix 1: Training Sets
134 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

10.13 Checked In
The Lenders must check in returned loans. This allows the ILL process to be
completed on LADD and then archived and shows the borrowing library that the
book has arrived back at the lending library.
From the screen or the screen:

1. Select Checked In 2. Click on Action

From the next screen:

1. The date defaults

to today’s date

2. Enter a Public or
Private Note if you
wish

3. Click on Check In

History- Checked
In Borrower’s
History
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 135

Lender’s History

10.14 Damaged
The Damaged action can be used to indicate that an item has been damaged at any
time after it has been shipped.
From the screen or the screen:

1. Select Damaged 2. Click on Action

From the next screen:

1. Enter a Public
Note to explain the
damage

2. Click on Action
136 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

History - Damaged
Borrower’s History

Lender’s History

10.15 Lost
The Lost action can be used to indicate that an item has been lost at any time after
it has been Shipped.
From the screen or the screen:

1. Select Lost 2. Click on Action

From the next screen:

1. Enter a Public
Note to explain
what happened

2. Click on Report
Lost
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 137

History – Lost
Borrower’s History

Lender’s History

10.16 Notes – Public and Private

Send Public Note
The Send Public Note action sends a message to the Borrower.
From the screen or the screen:

1. Select Send 2. Click on Action

Public Note

From the next screen:

138 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

1. Enter your
Public Note

2. Click on Send

You are also able to send a Public Note to the borrower when submitting any other
action, e.g. Answer Will Supply.
10.16.1.1 History – Public Note
Borrower’s History

Lender’s History

Add Private Note

The Add Private Note action attaches a message to the request which is seen by that
location only. For example, if the Lender actions Add Private Note, this note will be
viewed by the Lending location only and not transmitted to the Borrower.
From the screen or the screen:
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 139

1. Select Add 2. Click on Action

Private Note

From the next screen:

1. Enter your
Private Note

2. Click on Add

You are also able to add Private Note when submitting any other action, e.g. Answer
Will Supply.
10.16.2.1 History – Private Note
Borrower’s History

Lender’s History

10.17 Overdue
If a loan is overdue, the Lender may send an overdue reminder.
From the screen or the screen:
140 | Section 10: Actioning requests

1. Select Overdue 2. Click on Action

From the next screen:

1. Enter a Public
Note if you wish

2. Click on Overdue

History – Overdue
Borrower’s History
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 141

Lender’s History

10.18 Recall
Occasionally it is necessary for a Lender to recall a loan before the due date.
From the screen or the screen:

1. Select Recall 2. Click on Action

From the next screen:

1. Enter a Public
Note to explain
why you are
recalling the item

2. Click on Recall
142 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

History – Recall
Borrower’s History

Lender’s History

10.19 Renew
If a patron wants to renew a loan, you will need to find the request for the item and
send a Renew request to the Responding library.
From the screen or the screen:

1. Select Renew 2. Click on Action

 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 143

From the next screen:

1. Enter the date

you would like to
return the item

2. Enter a Public
Note if you wish

3. Click on Renew

History – Renew
Borrower’s History

Lender’s History

10.20 Renew Answer

Once a Borrower has actioned a loan request with ‘Received’, they can ask for a
renewal, and the Lender has the choice of either granting or denying this request to
renew.
144 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

Renew Answer-Yes
From the screen or the screen:

1. Select Renew 2. Click on Action

Answer - Yes

From the next screen:

1. Enter the new

due date – accept
the requested date
if possible

2. Enter a Public
Note if you wish

3. Click on Reply

10.20.1.1 History – Renew Answer - Yes

Borrower’s History
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 145

Lender’s History

Renew Answer-No
You may have to refuse to renew a loan if, for example, you have a client in urgent
need of the item.
From the screen or the screen:

1. Select Renew 2. Click on Action

Answer - No

From the next screen:

1. Enter a Public
Note if you wish

2. Click on Reply
146 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

10.20.2.1 History – Renew Answer - No

Borrower’s History

Lender’s History

10.21 Receiving requests supplied via DocStore

From your ‘Borrower Results’ view, if your Request has been supplied via the
DocStore, you should be able to see from your Borrower Results screen: a ‘File –
Delivered’, and the Last Action: ‘Received Electronically’.

To view the document, click on the button and then scroll down to the
Document Details:

Click on the ‘File – Delivered’ link under ‘Attached Documents’.

This will make another browser window popup, displaying the Document. (HINT:
ensure that you have popups enabled in your browser settings)
From this screen, it is strongly recommended that you take whatever further action
is needed to deliver the document to the end patron. Please be aware that
copyright conditions do not allow electronic documents to be saved, so we would
recommend that the document be printed immediately.
If you now select the button next to ‘File – Delivered’, you will be taken
to the ‘ILL Attachments Details view’, where you should see the View Count
increased by 1:
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 147

Select the or button to return to the ILL Request view.

Submit the ‘Received’ Action to complete the ILL cycle.
When you no longer need to view the document, select the
button to delete the file.

Note: You can also use DocStore in conjunction with DocFetch to provide
documents that are supplied via DocStore directly to your clients. For
information about DocFetch please see: Section 15.10 – DocFetch

10.22 Receiving an Item That Has Been Shipped

When a Lender performs a Shipped action, the Borrower receives a Shipped-
Indication message, and the status changes to Shipped. The Borrower performs a
Received action when they receive the item.
From the screen or the screen:

1. Select Received 2. Click on Action

148 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

From the next screen:

1. Enter a Public Note

if you wish

2. Click on Receive

Make sure the item has been Shipped before you action it Received

History- Received
Borrower’s History

Lender’s History
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 149

10.23 Receiving an Item That Has Not Been Shipped

As a Lender, it is very important that you action ‘Shipped’ when you physically send
the item because:
• If you don’t action ‘Shipped’ and the Borrower doesn’t action ‘Received’ within
the expiry time the request will move along the rota and you won’t get paid
and you could lose your item because there will be no record of your item
being sent.
• Actioning ‘Shipped’ is correct ILL etiquette.
As a Borrower, if you physically receive an item without the ‘Shipped’ action being
sent in LADD, you should contact the Lending library to ask them to action the
request as ‘Shipped’ before you submit the ‘Received’ action.

Note: Charges are generated on LADD for requests that are ‘Received’ and/or
‘Shipped’.

10.24 Resubmitting Requests

A request can be re-requested if it is:
• at the End of the Rota, or
• if the initial request experienced an error such as Patron Maximum Cost
exceeds Library Maximum Cost. These requests are in an Authorisation Status
of Check Manual and an ILL Status of Idle
You can locate such requests by either:
1. Accessing Work Queues, and in the Requester Column go to
b. Idle/Check Manual

OR

c. End of Rota
150 | Section 10: Actioning requests

2. Go to the ILL Advanced Request Search Screen and bring up Authorisation Status
of ‘Check Manual’ with a Status of either:
a. ‘Not Supplied’ (for End of Rota requests)

Note: For these requests you must have ‘Include completed requests’ ticked.

OR
b. ‘Idle’

3. You also have the option of entering the appropriate ILL number in the ILL
Advanced Request Search Screen:

Note: for requests at the End of the Rota you must have ‘Include
completed requests’ ticked.
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 151

Re-requesting
Request indicates that you wish to re-request the item that is at the End of Rota or
is in a status of Idle/Check Manual.
From the screen or the screen:

1. Select Request 2. Click on Action

You will now be taken to the ILL Request screen where you can re-request based on
the initial request being at the End of Rota or Idle/Check Manual. This is explained in
more detail below.

End of Rota
Requests that are at the End of Rota are in the status of ‘Not Supplied/Check
Manual’. When you re-request you will not be able to remove or re-request to the
non-supplying location/s from the initial request. However, you may add new
locations to the Rota that you wish to request from and the resubmitted request
will only go to those newly selected locations.
152 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

The locations that did not previously supply is now ‘greyed out’ and the request will
not go to that location.

Note: If you do have a request that is at the end of the rota (Not
Supplied/Check Manual) and you do want to send it to the previously non-
supplying location, then you will have to ‘Complete’ the request and create a
new request with that location on the Rota.

Idle/Check Manual
For requests that are ‘Idle/Check Manual’ and contain an ‘error’ such as End of rota
reached, the requester can submit the request with the original location/s on the
rota or add other locations to the Rota providing the error has been corrected.

Note: the error message/s are contained beneath the History (Audit Trail)
under the heading Log Messages:

10.25 Returned
When you have finished with the loan, (or occasionally when it is recalled), you must
Return it to the Lender.

From the screen or the screen :

1. Select Returned 2. Click on Action

 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 153

From the next screen:

1. Select how the

item is returned

2. Enter a Public
Note if you wish

3. Click on Return

History –
Returned
Borrower’s History

Lender’s History

10.26 Shipped
Shipped indicates that the item will be supplied immediately. Shipped is the default
action.
From the screen or the screen:
154 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

1. Select Shipped 2. Click on Action

154 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

From the next screen:

1. Default loan
period for loan
requests is 28 days*

Do NOT make any

changes to this field

Note: The 28 days default can be permanently reset to a different date for a
location upon application to the Libraries Australia Member Services.

If default due date is removed and no new due date entered, then the system
will pop up an error message when a user tries to submit a Shipped action.
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 155

2. If you need to adjust

the cost, this is where
you need to enter the
Base Cost and click on
‘Calculate New Cost’

3. Click on Ship

More About
Costs Shipped
Cost
LADD is configured to default to the standard shipped cost that is equivalent to the
service level of the request as outlined in the ILRS Code. The default cost is visible in
the Ship and Base Cost fields on the shipping screen. If you do not wish to change
the default cost, you do not need to click on the button
before submitting the shipped action. If you do wish to change the default cost,
simply edit the amount in the Base Cost field, click on the button,
check that the cost is changed in the Ship Cost field and then submit the shipped
action.
Reciprocal Agreement
LADD can be configured to default a shipped cost in accordance with your reciprocal
ILL agreements. This will save your library time as you will not need to manually
‘Recalculate’ the reciprocal cost. Non reciprocal requests that your library supplies
will continue to default a shipped cost according to standard costs outlined in the
ILRS Code. This service is only offered as a supplying library.
To do this, you need to configure your locations ‘Own Services’. See Section 5 for
more information on how to do this.
Once your reciprocal agreements have been configured, you will notice that the
reciprocal cost is visible in the Ship and Base Cost fields when shipping to your
reciprocal partners. You will not need to click on the button.
Simply submit the shipped action.
Add Delivery Cost
If you want to charge for delivery, the cost must be added to the ILL cost in the Base
Cost field. LADD defaults to the cost for the service level specified (core, rush, or
express), but does not add a delivery cost. You will need to click on the
button if you make a change.
Greater than the Max Cost?
LADD does not prevent Lenders from charging more than the maximum cost (Max.
Cost) the Borrower has specified. However, it is expected that if the proposed
charge exceeds the Max. Cost, the Lender will contact the Borrower before shipping
the item (e.g., by replying Answer Conditional).
156 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

Received before Shipped

You should always action a request as Shipped just before you are ready to Ariel, fax,
or post the item. Otherwise the Borrower may action the request Received, before
you have Shipped the item in LADD. This means that you as a Lender are unable to
check the final cost and change the cost if necessary.
If this happens, the transaction will still appear in LADD payments service reports
and shipped cost will be inserted in accordance with either
1. The default cost you have configured in ‘Own Services’, or
2. The service level of the request as outlined in the ILRS Code. Therefore, there is
no need for you to create a ‘dummy’ request to compensate for the absence of
the shipped action.
However if neither of these costs are what you intended to ship the request for, you
will need to contact the Libraries Australia Member Services with a request to
amend the cost.

History – Shipped
Borrower’s History

Lender’s History

10.27 Supplying via the DocStore

As a Lender, if you wish to supply the requested document via DocStore, there are a
number of steps you need to take:
1. Ensure Incoming Request fulfils DocStore delivery Pre-Requirements
The pre-requirements for DocStore requests are:
• Service Type ‘Copy Non Returnable’
• Requested Delivery Method is ‘Electronic Mail’
• Docstore delivery address field is populated with a valid DocStore email
address. (This will be ‘docdellibrariesaustralia@vdxhost.com’ unless the
request is from an ISO ILL location)
See Section 5 for known DocStore Addresses.
From your , click on the view of a request. You will then
be able to see:
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 157

Note: If the request does NOT have Service Type 1 ‘Copy non returnable’ or
Requested Delivery Method ‘Electronic Mail’ and a valid DocStore email
address in the DocStore field then the request cannot be fulfilled via
DocStore.

2. Have the Document Available as an Electronic File

Have the Document available as an Electronic File format on a local or
networked drive. Only files with the extensions, jpeg, jpg, pdf, pps, ppsx, ppt,
pptx, tiff, tif, xls, xlsx or xlw are accepted.

Note: when a tiff or tif file is attached, the system will automatically convert it
to a pdf file.
158 | S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s

3. Attach Electronic Document

To attach an electronic document to a request:
From the screen click on the button. This will take
you directly to the Document Details section of the request.
Or in the view of a request, scroll down until you come to the
Document Details section.

Click on the button and navigate your way to the saved electronic
file.
Click on the button.
You will be taken to the ILL Attachment Details Screen:

Specify your Doc Disposal Conditions but do not make any changes to any other
fields.
Click the button. This will take you back to the ILL Request view, where
you will be able to see the document listed under ‘Attached Documents’ with
the Transmission Status of ‘To Be Transmitted’. You can repeat the above steps
to attach more than one document.

4. Ship and ensure successful transmission

• From the ILL Request details Documents view, select the Shipped action
from the ‘Actions available’ and ‘Action’.
• You will be taken to the view of the ILL request, where you
should check that the details of shipping are correct and then action.
 S e c t i o n 1 0 : A c t i o n i n g r e q u e s t s | 159

• If your action has been successful you will get the

message.

• Should you go back to the ILL Details of the request after a brief time, you
will be able to see the Transmission Status of the Document as
‘Transmission OK’, and the Status of the Request in the audit trail will be
‘Shipped’.
160 | Section 11: Finalising Requests

Section 11: Finalising Requests

11.1 Completion of Requests
Requests can be either automatically or manually completed. Completed requests
are removed from the database at the time of archiving. (See below for further
information on archiving).

Automatic Completion
The request automatically applies the action of Complete when the ILL request cycle
is finished:
For requests of Service type ‘Copy non-returnable:
• Received
• Received-Indication
For requests of Service type ‘Loan’
• Checked In
• Checked In-Indication
For requests of Service type ‘Loan’ and ‘Copy non-returnable’
• Answer non supply
• Cancel Reply Yes
• Cancel Reply Yes-Indication

Manual Completion
Selecting the action Complete within the available actions of a request allows the
manual completion of a request. However, it is recommended to action complete
only at the finalisation of a request, e.g., receiving copies and checking in loans.

Manual completion of a request may be used if the request has reached the end of
its life cycle and the system has not automatically completed it. It may also be used
for requests that have reached a ‘dead end’ (no further actions are possible).
Requests with a last action of complete can still be actioned by either the Lender or
Borrower for as long as they remain in the system. These requests will become
visible again in active Request results if either library actions the request.
To search for completed requests from the ILL Request Search screen, select the last
action of ‘Complete’.
 S e c t i o n 1 1 : F i n a l i s i n g R e q u e s t s | 161

11.2 Archiving Requests

Requests are archived every 12 months. Archived requests are those in a ‘terminal’
state–i.e., Received (for copies), Checked In (for loans), and those that have not
been actioned in the previous 12 months.
Once they are archived, requests cannot be retrieved.
It is therefore important to run reports in time, so that you do not lose valuable
statistical information. If you keep a biannual record of all your ILL activity, make
sure you run the report(s) you need before the requests for those 12 months are
archived.
Avoid peak times for running reports, as they are run in real time and can affect the
performance of the system.
Notice of an upcoming archival process is sent via librariesaustraliadocdel-l email
list.
162 | S e c t i o n 1 2 : R e p o r t s

Section 12: Reports

12.1 LADD Reports
A range of reports is available to assist in managing interlibrary lending. These
reports may be used for checking incoming requests, keeping appropriate records,
organising workloads, as a means of alerting staff, or for statistical purposes.
Your library will use particular reports based on the number and type of requests
you receive and how your workflow is organised.
For most reports, you will need to enter the Start date and End date in the format
shown. If you run reports more than once a day, you can also specify the times you
want the reports to begin and end. If you do not enter dates for a report that
requires dates, it will compile all requests stored on the server (usually back to the
last archive date).

12.2 To Run Reports

Click on the button on the left side of the screen to display the ILL
Reports screen.

Choose Report:
Start Date Enter*
Enter End Date
Click Generate Report

Note: To find requests for a single day enter the date in the start date field -
there is no need to enter an end date.

To find requests for a range of dates enter both the start and end dates.
If no dates are nominated, all relevant requests will be included back to the last
archive date.
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Reports
Reports list requests in descending order of date and time, with the highest ILL
number (i.e., the most recent requests) listed first.
Reports can be run from the Reports Page but there are also reports that are run
from the Work queue pages and a few that can be run from the top of the
Borrower Request Details Page (Requests Awaiting Authorisation, Received and
Returned List) and the Lender Request Details Page (A Standard Pick/Ship list).

Book Slip Reports

A book slip report for a specific request can be generated from the Request Details
Screen. The options available in the drop down list for any specific request are
dependent on the characteristics of that particular request.
The user selects the required report from the Reports available drop down list
located at the top and bottom of the Requests Details screen. Typical reports that
might appear here could include:
• Received List - this is run from the Work Queue page – Borrower Reports and
can also be run from the top of the Borrower Request Details screen
• Returned List - this is run from the Work Queue page – Borrower Reports and
can also be run from the top of the Borrower Request Details screen
• Pick List - this is run from the Work Queue page –Lender Reports
• Shipping List - this is run from the Work Queue page –Lender Reports
• A Standard/Pick/Ship list – this is run from the ILL Reports page and can also be
run from the top of the Lender Request Details screen

To Print Reports
Print reports using your browser’s print facility.

12.3 Reports and Archiving

It is very important that reports are generated prior to the archive run, because
once requests are archived their details are no longer available. See Section 11.2 for
details on archiving of requests. Users are advised to run their reports at least once
a year and to keep them for later use when compiling longer-term annual reports
locally. Reports may be kept as printed copies, or in electronic form where they may
be further manipulated, or both.
The Standard Pick/Ship list can be used to include with a shipped item as reference
for the requesting library. Each listed item also contains an address strip at the
bottom – which can be cut off and use as an address label.

12.4 Reports available from the Reports Page

A Standard Pick/Ship List
This combined report gives brief bibliographic and shipping information enough to
be able to identify the item and retrieve it from the shelf and ship the item. The
output is in PDF format. Once a request has been printed on a Standard Pick/Ship
List, it will not be included in future Standard Pick/Ship Lists. However, it can be
found in the in the Batch Reruns reports.
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Batch Reruns
This is a menu of previously generated standard lists (Pick List, Shipping List,
Received List, Returned List, A Standard Pick/Ship List) that may be reprinted. Dates
are not required for this report.

For the Picklist, the current Request status is updated to show materials that have
already been processed and do not require retrieving for request fulfilment.
Batch numbers are unique for each type of report per location.

Bulk printing of Core Copy Requests

This retrieves all Copy requests with a service level of Core.

Bulk printing of Core Loan Requests

This retrieves all loan requests with a service level of Core.

Bulk printing of Core Loan and Copy Requests

This report can be used by libraries that receive large numbers of requests per day.
It allows incoming requests to be printed together rather than searching for and
printing requests one at a time.
This report includes:
• Core requests that have had no action since coming into the Lender’s file
• Core requests with the status of In Process and the authorisation status of
Unread. Once the request is actioned with Answer Conditional, Shipped,
Answer Will Supply or Read, the request will no longer appear in this report.

Bulk printing of all Loan and Copy Requests except Core

This retrieves all requests for service levels of Rush and Express.

Collection Management - Copy requested per title

This report provides statistics on the most frequent requests for copies from you as
Borrower. These reports include all copy requests created within the specified
dates. They show the current status, to enable the identification of the number of
filled, unfilled and incomplete requests. These reports can be run monthly or
quarterly. They must be run at least once a year, or some requests will be archived.
The report
• Counts each copy requested; the number is listed in a separate column
• selects requests by the date the request was created
• lists the requests alphabetically by title.

Collection Management - Copy supplied per title

This report provides statistics on the most frequent requests for copies to you as
Lender. It includes all copy requests that were actioned as Shipped within the
specified dates. If ‘null’ appears in the Date Shipped column, it means the request
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was Received by the Borrower without first being actioned as Shipped by the Lender
(and so the transaction will not be included in the LADD Payments Service). These
reports can be run monthly or quarterly. They must be run at least twice a year, or
some of the requests will be archived.
This report
• Counts each copy requested; the number is listed in a separate column
• Displays the total number of requests at the end of the report
• selects requests by the date the request was Shipped
• lists the requests alphabetically by title.

Collection Management - Loan requested per title

This report provides statistics on the most frequent requests for loans from you as
Borrower. These reports include all loan requests created within the specified
dates. They show the current status, to enable the identification of the number of
filled, unfilled and incomplete requests. These reports can be run monthly or
quarterly.
The report
• counts each loan requested; the number is listed in a separate column
• selects requests by the date the request was created
• lists the requests alphabetically by title.

Collection Management - Loan supplied per title

This report provides statistics on the most frequent requests for loans to you as
Lender. It includes all loan requests that were actioned as Shipped within the
specified dates. If ‘null’ appears in the Date Shipped column, it means the request
was Received by the Borrower without first being actioned as Shipped by the Lender.
These reports can be run monthly or quarterly.
This report
• counts each loan requested; the number is listed in a separate column
• displays the total number of requests at the end of the report
• selects requests by the date the request was Shipped
• lists the requests alphabetically by title.

Management Reports - Incoming requests by Requester

This report shows incoming requests received that were created within the dates
specified. The report can be run monthly or quarterly; however, it needs to be run
at least twice a year before requests are archived.
The report
• determines the number of incoming requests - that is, requests received from
other libraries in your role as Lender
• includes requests supplied, not supplied, cancelled, and requests that have
gone to error once in the Lender’s file
• excludes Idle requests
• sorts by Borrower’s institution name
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• selects on original service date - that is, the date the request was created.
Therefore it may be difficult to determine the number of incoming requests
per month accurately, because a request may have been created in a
different month from that in which it is supplied.
If the end date you specify is the same as the date the request was created, the
request must be actioned further in order to be included in this report

Management Reports - Outgoing requests by supplier

This report shows the number of requests that have been created within the dates
you specify. Each request is listed under the location that supplied the item or under
the current location if it has not been supplied. It is not as useful as the Copy
Requested per Title and Loan Requested per Title reports because it does not
differentiate between copies and loans, nor between filled and unfilled requests.

Management Reports - Requests by days of the week

This report shows the number of requests sent and received on each day of the
week. It can be used to identify the busiest days of the week. Sent shows the
number of outgoing requests created on each day of the week. Received shows the
number of incoming requests received from Borrowers by the day of the week on
which they were created.
The report
• includes requests supplied, not supplied, cancelled and which have gone to
error
• includes loans and copies
• excludes Idle requests
• sorts by day of the week, divided by requests sent (in your role as Borrower
and those received (in your role as Lender ))
• counts requests once only, corresponding with the last location on the rota to
receive the request (for those sent) or corresponding with the Borrower (for
those received)
• selects on the original service date - that is, the date the request was created;
therefore it may be difficult to accurately determine number of requests sent
or received per month.
If the end date you specify is the same as the date the request was created, the
request must be actioned further in order to be included in this report.

NLA Interloan Activity Report

This report covers both Borrower and Lender activity. It shows the total count for
requests for both borrower and lender for both service types (i.e. copy and loan)
and of these, how many requests were filled or not filled.

NLA Response and Shipped Time Statistics

This is a Statistical Lender report that shows the total number of requests for each
Service Type (Copy and Loan) and the time length that they were responded to (One
Day, Two Days, More Than Two Days) and the time length in which they were
shipped (One Day, Two Days, More Than Two Days)
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Statistics - Daily ILL Statistics

This report displays your statistics as of just after midnight from the previous day.
As Borrower:
• Requests
This counts Requests created by this location. Unauthorized Requests are
included in this count.
• Shipped Ind.
This counts Requests where the Lender has notified the Borrower that the item
has been shipped (Shipped Indicator).
• Received
This counts Requests that this location processed as Received.
As Lender
• Requests
This counts Requests sent to this location as a Lender
• Shipped
This counts Requests this location processed as Shipped regardless of the
Service Type, such as loan and copy non-returnable.
• Not Supplied
This counts Requests this location directly processed as Not Supplied. It does
not include the Requests set to this status automatically because they have
reached the expiry date.
• Expired
This counts Requests this Lender location allowed to expire by not processing
them within the number of days allowed or for requests that have exceeded
the overall expiry period in a need by date limit.

Note: A request that has gone to multiple locations only counts as 1 request
on the Borrower side, so 1 request on the Borrower side could map onto 4
Lender request records, if the request was now on the fourth location in the
rota.

Statistics - Monthly ILL Statistics

This report shows the collated monthly statistics for your library. It is updated from
the daily statistics at the end of the day. Therefore, the current day’s requests are
not included.
The statistical format is the same as the Daily ILL Statistics (See above).

12.5 Reports available from the Work Queue Page - Borrower Reports
Received List
This report lists items which the requesting location has actioned as RECEIVED. The
output is in PDF format. Once a request has been printed on a Received List, it will
not be included in future Received Lists. However, it can be found again by checking
the appropriate Received List in Batch Reruns
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Returned list
This report lists items the requesting location has actioned as RETURNED. These can
be used as return mailing labels. The output is in PDF format. Once an item has been
printed on a Returned List, it will not be included in future Returned Lists. The item
can be found in the appropriate Standard Returned List in Batch Rerun reports.

12.6 Reports available from the Work Queue Page – Lender Reports
Pick List
This report gives brief bibliographic information, enough to be able to identify the
item and retrieve it from the shelf.

Shipping list
This list can be used for shipping slips for routing materials. The output is in PDF
format. Once a request has been printed on a Shipping List, it will not be included in
future Shipping Lists. However, it can be found in the appropriate Standard
Shipping List in Batch Rerun reports.

Borrower – Unread
This report enables the tracking of outgoing requests requiring attention by the
Borrower. It saves searching across multiple ILL statuses and should be run daily.
The report includes:
• Answer Conditional-Indication
• Answer Hold-Indication
• Cancel Reply-Yes-Indication
• Cancel Reply-No-Indication
• Recall-Indication
• Overdue-Indication
• Renew Answer-Yes-Indication
• Renew Answer-No-Indication
• Lost-Indication
• Message-Indication (Public Note)
Requests are selected by the date of the last action. You do not need to enter start
and end dates.
Requests are grouped by action and within each action are sorted by NUC and sub-
sorted by ILL Number.

Lender – Unread
This report enables the tracking of incoming requests requiring attention by the
Lender. It saves doing multiple searches for different statuses and should be run
daily.
This report includes:
• Conditional Reply-Yes-Indication
• Conditional Reply-No-Indication
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• Cancel-Indication
• Renew-Indication
• Lost-Indication
• Damaged-Indication
• Message-Indication (Public Note)
It is better not to enter a start or end date for this report, but if entered they apply
to the date the request was last actioned.

Lender - Shipped – Not Received

This report is available from the Lender Reports section of the Work Queue page
and indicates the number of requests that have been shipped by the Lender, but
not yet received by the Borrower.

Lender - In Process. Status or Error Report

This report displays the details of requests that are currently being processed by you
as a Lender or have had their status changed to error.
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Section 13: Enhanced Requesting

13.1 Finding requests submitting through Enhanced Requesting
If your library has asked for the Enhanced Requesting option in the Libraries
Australia Search Service to be turned on, new outgoing ILL requests submitted via
the Libraries Australia search interface will appear in your library's LADD account as
Idle, AutoMediated:AuthManual (for requests with holdings) OR as Idle, Check
Manual (for requests without holdings). These requests require you to Action them
before they are sent out to other library locations on the rota.
For Lending libraries in LADD there will be no difference in the process for handling
incoming Libraries Australia or standard LADD requests.
To find and Authorise these requests in LADD you can either go to the ‘Borrower’
Work Queue and check requests in the ‘Idle / Check Manual’ work queue (for
requests without holdings) and the ‘Idle / Auth Manual’ work queue (for requests
with holdings).

Alternatively, you can search for Enhanced Requests via the Requests Search screen:
• Under Your Library’s Role select ‘Borrower ’.
• Under Request Status select Status of 'Idle' and Authorisation Status of
‘AutoMediated:AuthManual’ (for requests with holdings) OR ‘Check Manual’
(for requests without holdings) and click Search.
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The Results list will display.

Select for the desired request/s.

Submit the 'Request' Action.

You can now process and submit your request/s in the usual way.
If you do not wish to Authorise and submit a request created via Enhanced
Requesting action the request as Complete.
This will remove it from your list of active requests.
Once a request has been submitted both Borrowing and Lending libraries will
notice several minor differences in the display of request information:
• 'Verification Source' will appear as 'Work Source' in the Notes field.
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• 'Additional Number/s' will appear as 'Record ID' (e.g. Titles Record ID,
Authors Record ID etc) in the Notes field.
• Notes about the conditions of the request including acceptance of
Copyright conditions and Charges will also appear in the Notes field.
• Patron details will automatically appear in the Patron Name field
(Borrower view only).

Note: These differences affect the display of information only and

do not require any change in the processes for handling requests.
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Section 14: Email Alerts

14.1 Managing your Libraries Australia requests in LADD
Email alerts involve the sending of an automated email to a nominated contact
email address when a particular action is sent for a request. This will improve
workflows, e.g. for libraries who have a small volume of requests by reducing the
need to login and check for new requests, or for larger libraries who may choose to
utilise particular alerts such as the Cancel-Indication or Renew-Indication.
The email alerts that you may wish to subscribe to include:

Alerts As Borrower
• Conditional-Indication: when a Lender sends the conditional message for your
request.
• Overdue-Indication: when your request has not been returned by the due date.
• Recall-Indication: when your request has been recalled before the due date.
• Received by Email or FTP: when your request has been supplied via DocStore.
• Request (Not Supplied, Check Manual): when your request has reached the end
of the rota without being supplied.
• Request (Idle, For Manual Authorisation): when an Enhanced Request has been
submitted from Libraries Australia Search.
• Request (Idle, Check Manual): when a request is sent to a suspended location,
the patron max cost is incorrect, or the requesting locations NUC is added to
the rota.
• Renew Answer-Yes: when a request for a renewal is approved.
• Renew Answer-No: when a request for a renewal is declined.
• Not Found as Cited: when your request has been actioned Answer Non Supply
with a reason of Not Found as Cited.
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Alerts As Lender
• Request-Indication: A new request is submitted to your location. The Service
Level (ie Core, Rush or Express) for requests sent to your location is included in
the subject line (eg New Rush Request from NLA:AKIN).
• Cancel-Indication: A Cancel request is sent by the Borrower for their Request.
• Renewal-Indication: A Borrower wants to renew a loan
• Conditional Reply No-Indication: a requester sends a conditional reply no to the
conditional action you had placed on the request

As Borrower and Lender

• Message-Indication: A Note has been sent for a Request.
• Lost-Indication: A Request has been placed in the status of lost (Lost-Indication
can be actioned anytime, by either the Borrower or Lender , after an item has
been actioned shipped

14.2 How To Set Up Alerts

In order to set up your Libraries Australia Document Delivery account with the alerts
you wish to use, a form has been created here:
nla.gov.au/librariesaustralia/request-ladd-email-alerts
Please fill in the form with the details of your organisation and which alerts you
would like to receive.
You will then receive a confirmation email with details of the alerts you have
requested. When your account has been activated to receive the alerts you will
receive a further email advising you of this.
When using these Alerts in conjunction with Work Queues (see Section 9), finding
and actioning requests both as a Lender and Borrower is now a streamlined and
easy process with minimal delays in processing requests within required
timeframes.
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Example Alert
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Section 15: Customisable functionality

VDX has a number of customisable features and functions which users may wish to request to
have implemented on their LADD account.
Please contact Member Services at nla.gov.au/librariesaustralia/contact-us to request any of
the following customisable functions for your LADD account.

15.1 Landing page

Users have the option of customising the ‘Landing’ page. i.e the first screen that
appears after login. The default page after login is the ‘Advanced Bib Search’ but
users can also nominate either:

• Standard Bib Search

• Standard ILL Request Search

• Work Queue

15.2 Due date

Users have the option of customising a different Due Date from the system default
of 28 days for loan requests to suit their individual workflows.
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15.3 Reply date

Users have the option of customising a different Reply Date from the system default
of 7 days to suit their individual workflows.

The default reply date applies to request actions such as:

• Answer Conditional
• Answer Will Supply
• Answer Retry

15.4 WorldCat Collection Search Profile

Users have the option to include the WorldCat Collection Search profile as it allows
them to search the WorldCat Collection.

Please note it is searching only that is available and it is not possible to arrange
requesting or payment via the LADD Payments Service.

15.5 Requesting from commercial provider RightFind

Users have the option to place requests for materials held in the collections of the
commercial provider RightFind.

If you wish to be able to request items from RightFind via Libraries Australia
Document Delivery, you need to be registered with the same details on both
Libraries Australia Document Delivery and RightFind’s system.

The RightFind collection can be searched at

copyright.com/search.do?operation=show&page=simple.
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To place a request with RightFind complete a blank request form and add ‘idoc’
to the rota (see Section 7.3 - Creating a Request using the ILL Request Form)
Further information regarding requesting from RightFind via LADD is available on
our website at: nla.gov.au/librariesaustralia/requesting-items-rightfind-formerly-
infotrieve

15.6 Rota
The LADD system defaults to a manual Rota with libraries from your particular state
at the top of the rota and the ability to manually choose from this list.
You can also request a customised rota for your account including either a semi-
automated or fully-automated rota:
• Semi-automated rota: whereby the user selects from the list of holdings and
then submits the request for VDX to sort those selected locations into a pre-
configured order.

The pre-configured order is determined by the user and given to Libraries

Australia Member Services when they choose this option.

• Fully-automated rota: whereby the borrowing library does not need to add
anything in the rota area. VDX will select which of the listed lending libraries
with holdings are in the pre-configured rota and add them. The rota is
‘shuffled’ about so that the same lending library is not always at the top of the
list.

The pre-configured rota is determined by the user and given to Libraries

Australia member services when they choose this option.
Any libraries with holdings not in the pre-configured rota will be added at the
end of the rota. Libraries such as reciprocals can be put first.

Note: If a library has chosen a semi-automated or fully-automated rota

and does not wish to use any of their selected libraries then there is an
option to facilitate this:

The user changes the Authorisation Status of the request from ‘To be
Authorised’ to ‘For Manual Authorisation’ then adds locations to the
rota.

The user can find the request in the Idle/ Auth Manual work queue and
submit the request as usual.
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15.7 Amazon Price Check

This allows users to set a default amazon price for an item. If the requested item is
available on amazon for less than the default amount of eg $18.50 for a Core Loan
Request then a message will be generated to alert the user in the ‘log messages’
area of the request which is then placed into ‘check manual’ status enabling the
library to consider whether or not to go ahead and submit the request or purchase
the item.

15.8 Amazon Published Date Check

This allows users to set a default date published for an item. If the requested item is
available on amazon with a published date which meets the set default, a message
will be generated to alert the user in the ‘log messages’ area of the request and the
request will be placed into ‘check manual’ status. Again enabling the library to
consider whether or not to go ahead and submit the request or purchase the item.

15.9 Bureau, Lock & Unlock

Libraries with multiple branch locations are able to view, allocate and lock requests
for other locations within their ‘bureau’ (group of branch libraries). You can have
this function configured on an optional basis. Once configured, it will be available at
the end of the request screen (both the new request and existing request screens).

Another useful functionality for libraries with multiple branch locations is allowing
users to ‘lock’ a request to indicate it has been claimed or being worked on.
Requests can also be ‘unlocked’ so other users can action the request if needed.
180 | Section 15: Customisable functionality

Once a request has been locked the title displays in red.

To Lock/Unlock a request, simply tick the box next to the request and click on the
Lock/Unlock button. Alternatively to unlock a request you can simply action the
request. This will unlock the requests and submit the selected action at the same
time.

15.10 DocFetch
This is a secure, cloud-based drop box service that enables users to enter a patron
name and patron email into a request and if the request is supplied via DocStore,
the patron will receive an automatic DocFetch email notification when the item has
been delivered electronically and is available for them to access directly. The email
contains login and password details to access the electronic document online from
the DocFetch server and a copyright notice is displayed when they log into DocFetch
to access the document, requiring the patron to accept the copyright conditions.
The document will be deleted either after 5 views or 14 days after the first view.

Note: DocFetch can only be used in conjunction with DocStore. For information
about DocStore please see: Section 10.27 – Supplying via the DocStore
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Section 16: Troubleshooting

The following guide outlines some of the problems that may occur when using LADD.
Some problems may be dealt with by logging out, exiting the browser completely (closing
down Internet Explorer) and starting again.
If the following section does not solve your problem, please contact:
Libraries Australia Member Services at nla.gov.au/librariesaustralia/contact-us

16.1 Troubleshooting
Login

I can’t log in to LADD. You may have made a mistake entering your
username and password. Re-enter your
username and password, making sure they
are both in upper case. Otherwise, contact
the Libraries Australia Member Services

Display

Parts of the screen is missing Refresh your screen.

or does not display properly.
Log out and log in again.
Check the table in Section 1 for browser
compatibility.

My LADD session has timed If you do not use LADD for 60 minutes your
out. session will timeout. Log out and log in again.

The delivery address in LADD is If you need to use more than one delivery
not correct for all our ILL address, please contact Libraries Australia
requests. Member Services.
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I can’t see the History (audit The History (audit details) are at the bottom
details) on my screen. of the ILL Request screen. You need to scroll
to the bottom of the screen.

Searching

I search for items and I get 0 This could mean that your search was
hits, but I know there should entered incorrectly. Check the search and try
be some. again.
It can mean you have timed out of LADD. Log
out and log in again.
It may mean that LADD is down. Contact the
Libraries Australia Member Services.

Requests

Can I check that a particular Search the ILL Request Search screen by: ILL;
request has been created? bibliographic details (title, ISBN, ISSN); type of
request ‘Outgoing only’; date created; last
action ‘REQUEST’, status ‘Pending’; or a
combination of these. You may need to wait a
few minutes after you send the request, as
the system needs time to process the
request.

I forgot to write down the ILL You can check outgoing requests by clicking
number (Our Number) of the that button on the ILL Request Search screen.
request I sent this morning. You can add the date created, and the last
How do I find it again? action REQUEST to narrow the search.

How do I find out what has Enter the ILL number (Our Number), the title,
happened to a request I sent or any other information you have about the
about a week ago? request, in the ILL Request Search screen.
From the Results screen, select details of the
item, and scroll to the bottom of the screen
to see the history.

What is the best way to see all Go to Workqueues from the left-hand side of
the incoming requests at the screen (see Section 9 for more details)
once?

What is the best way to see On the ILL Request Search screen, select
just the new incoming Incoming only and Status=In Process and
requests at once? Authorisation=Unread.
 S e c t i o n 1 6 : T r o u b l e s h o o t i n g | 183

I just sent an article by Ariel, You will be paid according to the requested
and before I got around to service level i.e. core: $18.50, rush: $37.00 or
actioning Shipped, the express: $55.50. If you intended to supply at a
requesting library actioned it different cost, please complete the ‘Reverse
as Received. What can I do to a document delivery charge’ form.
be paid for the copy?

I just received an article by If you have not submitted the Received

Ariel, and before I actioned it action, you can wait until the responding
as Received, I noticed that it library Ships it. (You may want to ring them to
had not been Shipped. What ask if they have submitted the Shipped
should I do? action.)

I received error message This means there is no valid location in the

‘Please add a location to the rota. Click OK to proceed and add a location
Rota’ when I attempt to submit to the rota.
a request.

The ILL Action Request screen This indicates a failure of the request driver
is blank that processes the requests. The system
automatically recovers from these infrequent
failures, but you must log out, close your
browser and start again.

Why do I keep getting error You may be putting a $ sign before the cost.
messages whenever I put a Just enter the numbers; whole numbers can
price in a Cost box? be entered with or without a decimal point.
Then click on the Calculate New Cost button.

What does ‘Check Manual’ This occurs when a request has reached the
mean? end of the rota, and there are no more
locations to request from.
A request will also go to Check Manual status
if the last location on the rota was suspended
at the time the request was forwarded to it.
You can see this if the action Suspended is in
the history details at the bottom of the
screen.
In this case, click on REQUEST to add another
location to the rota.
184 | S e c t i o n 1 6 : T r o u b l e s h o o t i n g

What does ‘Validation: This error occurs when a Borrower submits a

Pagination format cannot be request for a ‘copy non-returnable’ item and
used to calculate quantity cost’ enters an incorrect page number in the
mean? article details/chapter details area in an
incorrect format, i.e. 65-unknown. This error
does not affect the further processing i.e.
shipping, of the request.

What does ‘General Error For a request to submit successfully, the

Patron Maximum Cost exceeds ‘Patron Maximum Cost’ field, if populated,
Library Maximum Cost’ mean? must contain a lesser amount than the
‘Amount Willing to Pay’ field. If the ‘Patron
Maximum Cost’ field contains a value greater
than the ‘Amount Willing to Pay’ then the
request will not process and the error ‘Patron
Maximum Cost exceeds Library Maximum
Cost’ will appear.

What does ‘PDU Element This message relates to the information in

truncated The element 'ILL- the ISBN field. Some systems that LADD
Request.item-id.ISBN' has been interoperates with have a maximum size of
truncated, Value after 13 characters for the ISBN field. The
truncation: '9780866123488 message is telling you that there was too
(pbk.);0866123482 (pbk.)' much information in the ISBN field and this
mean. information has been truncated. This error
message could also affect the ISSN field.
This message will not stop the request
progressing through the normal workflow.

Archiving

How often are requests Requests are archived every 12 months. For
archived? details, see Section 11.

Which requests are archived? Archived requests are those in a ‘terminal’

state–i.e., Received (for copies), Checked In
(for loans), and those that have not been
actioned in the previous twelve (12) months.
For more detail see Section 11.

How do I retrieve an archived Requests cannot be retrieved once they are

request? archived.

More Information

I remember a discussion on You can access the librariesaustraliadocdel-l

librariesaustraliadocdel-l some archive through a link on the Libraries Australia
time ago on how to reduce ILL Document Delivery page:
paperwork. How can I find it? nla.gov.au/librariesaustralia/connect/subscribe
-our-email-lists
 S e c t i o n 1 6 : T r o u b l e s h o o t i n g | 185

How do I check whether a Check the library’s lending policy in the

library lends its AV material? Interlibrary Loan Resource Sharing (ILRS)
Directory at nla.gov.au/ilrs/
186 | S e c t i o n 1 6 : T r o u b l e s h o o t i n g

16.2 Error Messages and Work Arounds

The following error messages which you may encounter on the LADD system are
explained with information on how to resolve the error and also on when to report
occurrences of error messages to the Libraries Australia Help Desk. These error
messages are:
1. Error – org.omg.CosNaming.NamingContextPackage.NotFound –
• IDL: omg.org/CosNaming/NamingContext/NotFound: 1.0
2. Error – com.fdgroup.corba.CorbaException – Unable to get GSA
3. Error – Timeout – The previous session has timed out or been disconnected by
the server
4. Your LADD account is no longer active. Please contact the LADD helpdesk for
assistance. 1800 026 155
5. Authentication declined: invalid username and/or password
6. HTTP Status 500 – Internal Server Error
7. Error – javax.servlet.ServletException – Update authorization status failed: ILL is
already authorized
8. ORA-00933: SQL command not properly ended

1. Error – org.omg.CosNaming.NamingContextPackage.NotFound –
IDL: omg.org/CosNaming/NamingContext/NotFound: 1.0

Description: While actioning requests within LADD the user encounters an

error indicating unable to connect to ‘IDL’ or ‘ILDRMS’.
Explanation: One of the processors responsible for the Requests functionality in
LADD has encountered a problem and needs restart. This error will occur if you
attempt to action an item, navigate, or perform a search at the exact time the
process is restarting. It should have no adverse effect on requests but, if the
user was actioning a request at the time they will need to check that the action
processed correctly. This can be checked by looking at the History details
within the request
Reportable: Only if this error is being experienced for an extended period, or if
when a user attempts to go back into a request this error appears again
Solution: Use the left-hand side menu and the top links to navigate away from
the page that is displaying the error and attempt to action the request again
2. Error – com.fdgroup.corba.CorbaException – Unable to get GSA
 S e c t i o n 1 6 : T r o u b l e s h o o t i n g | 187

Description: While performing a BibSearch within LADD the user encounters an

error indicating unable to get ‘GSA’ or ‘CGSA’
Explanation: One of the processors responsible for the BibSearch functionality
in LADD has encountered an error and needs to restart. This error will occur if
you attempt to run a BibSearch at the exact time the process is restarting.
Reportable: Only if this error is being experienced for an extended period of
time, or if when a user attempts another BibSearch this error appears again.
Solution: Use the left-hand side menu and the top links to navigate away from
the page that is displaying the error and attempt to run the BibSearch again.
3. Error – Timeout – The previous session has timed out or been disconnected by
the server

Description: You were logged into the system and when the user tried to work
on a request the system displays a ‘Timeout’ error.
Explanation: The system has timed out since the time the users started using
the system. This occurs when there is a delay between the time logged in and
the time the user completes the process they started. The default logout time
is 1 hour of inactivity. However, this ‘Timeout’ error can also occur if the user
was performing an action in any of the WebAdmin interface screens at the
exact point that one of the six web processes went down.
Reportable: Only if this error is being experienced for an extended period.
Solution: Use the left-hand side menu and select the ‘Logout’ icon, or select the
hyperlink ‘here’ within the text line ‘please click here for a new session’

4. Your LADD account is no longer active. Please contact the LADD helpdesk for
assistance. 1800 026 155

Description: After entering a barcode/password a Windows error box appears

stating the account is no longer active.
Explanation: This message indicates that the user no longer has access to LADD.
188 | S e c t i o n 1 6 : T r o u b l e s h o o t i n g

Reportable: Only if the user believes this information to be incorrect.

Solution: If this information is incorrect select the ‘ok’ button and contact
Libraries Australia member services to arrange for the account to be re-
activated. If the user does not have an active LADD account, they are to stop
their attempts to login to the system

5. Authentication declined: invalid username and/or password

Description: After entering in a barcode/password a Windows error box

appears stating ‘authentication declined’
Explanation: The processor which matches the barcode/password the user
enters into the Login screen of the LADD system is unable to authorise the
barcode/password entered by the user. If the incorrect barcode/password is
entered this error will appear. Note: barcode/password must be entered in
upper case
Reportable: Only if the user has an active LADD account and this can be
replicated
Solution: Select the ‘ok’ icon and enter the correct barcode/password into the
Login screen
 S e c t i o n 1 6 : T r o u b l e s h o o t i n g | 189

6. HTTP Status 500 – Internal Server Error

Description: While logged into the system the user encounters an ‘Internal
Server Error’
Explanation: This is a system error that can occur when the system ‘crashes.’
Several factors can contribute to this type of error.
Reportable: Yes immediately. Please cite: “Internal Server Error”
Solution: There is nothing that can be done locally. The system must be
rebooted at the server.

7. Error – javax.servlet.ServletException – Update authorization status failed: ILL

is already authorized

Description: The user may encounter this error after they have just actioned a
request.
Explanation: The user has tried to do two actions too closely together before
the first action had finished processing.
Reportable: No
Solution: Allow the system time to process an action before performing
another action. If you see this error return to the request you were working on
to determine its current status and action it again as necessary.
190 | Section 16: Troubleshooting

8. ORA-00933: SQL command not properly ended

Description: The user may encounter this error when they attempt to open the
Details view of a request.
Explanation: This error is due to the borrowing location sending a request with
a requested delivery method of 'Borrower provides additional description:
'Web PDF''. This is not an IPIG standard and as such corrupts the request. The
request is unable to be actioned any further.
Reportable: Only if the same Borrower sends many requests with this incorrect
requested delivery method
Solution: Contact the requesting location and ask that they send through a new
request with a valid requested delivery

16.3 FAQ regarding DocStore

1. As a Lender, what is the maximum file size that I can send through the
DocStore?
While there is no limit imposed on the size of electronic files transmitted
through the DocStore, we recommend a maximum file size of 4MB. This is so
that the limitation of your internet bandwidth and your Borrower’s internet
bandwidth does not adversely affect the response time of the system.
2. As a Borrower, how many times can I view a document delivered via the
DocStore?
The viewing limit for DocStore files has been set to 5 views, or 5 days after first
viewing. The document is deleted on the viewing limit being reached.
3. As a Borrower, can I ‘save’ the file to my local or networked drive?
Under copyright, you are not permitted to save electronic documents. This is
why you should print out the document on the first viewing, and then follow up
by deleting the document from the request.
4. As a Lender, I intended to ship the request using the DocStore but forgot to
attach the document to the request before submitting the Shipped action.
What should I do?
As the Shipped action has already been submitted, there is no way to reverse
the transaction. The option you could now take is to deliver the document via
alternative means, e.g. email, postal or fax. It is advisable to send the
requesting library a message advising them of this situation.

5. As a Lender, when I checked the transmission status of the request, it is still at

‘To be transmitted’, although the shipped action has been submitted. What
should I do?
This may have been caused by one or more of the DocStore request pre-
requirements not being set. To work around this, you need to delete the
attached Document(s), so that the shipped message can go through. As the
 S e c t i o n 1 6 : T r o u b l e s h o o t i n g | 191

document has not been delivered via the DocStore, you will need to deliver the
document via alternative means, e.g. email, postal or fax. It is advisable to send
the requesting library a message advising them of this situation.
6. As a Borrower, when viewing the status of documents where I requested
DocStore delivery, I cannot see any File – Delivered, although the status of the
request is ‘Shipped’. What should I do?
Confirm with the lending library that they did deliver via the DocStore. They
could have encountered an error and supplied via alternative means.
7. As a Lender, is there any way for me to supply via my ARIEL workstation for a
DocStore request?
Yes. The Document ID field must contain only VDX_[TGQ]. Please note that this
method of supply is not supported by LADD.
8. As a Borrower, I do not want to be supplied via the DocStore, instead I want to
be supplied via ARIEL. How do I indicate this on my request?
Please see these flowcharts for Steps to ensure that DocStore is not used as a
means of supply for your requests. They can be accessed from our LADD fact
sheets and user guides - nla.gov.au/librariesaustralia/learn/about-document-
delivery-and-interlibrary-loan

16.4 Still Having Trouble?

Before contacting Libraries Australia Member Services, check the:
• Release notes
• Manual
• Known issues
192 | R e s o u r c e s

Resources

Australian Libraries Gateway

www.nla.gov.au/libraries/

Interlibrary Loan Application Standards Maintenance Agency. ISO ILL Protocol Standards.
(1997) An introduction to the ISO Interlibrary Loan Application Standards
www.nlc-bnc.ca/iso/ill/standard.htm

Libraries Australia Document Delivery and Payments Service Members:

nla.gov.au/librariesaustralia/ladd-payments-service

National Resource Sharing Working Group. (2002) Australian Interlibrary Resource Sharing
(ILRS) Code. Canberra: National Library of Australia
www.nla.gov.au/initiatives/ilrscode/ilrscode.html

National Resource Sharing Working Group. (2001) Guide to best practice for Interlibrary
resource sharing in Australia – January 2001. Canberra: National Resource Sharing Working
Group

National Resource Sharing Working Group. Australian Interlibrary Resource Sharing Directory.
Canberra: National Library of Australia
www.nla.gov.au/ilrs/

National Resource Sharing Working Group. (2001) Interlibrary Loan and Document Delivery
Benchmarking Study. Canberra: National Library of Australia

Wells, Andrew. (1999) Kinetica: moving Australian library network services forward. Paper
presented at the Ninth Information online & on disc 99 Conference and Exhibition. Sydney
 A p p e n d i x 1 - T r a i n i n g | 193

Appendix 1- Training
Training Sets
The following training sets provide practice in requesting and responding.
1. There are 15 sets of exercises in the following pages.
Each set of exercises details how each participant should request items and which
titles they should expect to respond to requests.
Sets 1-14: have been setup for TWO people to work together. In this way each
person carries out the operations of one library
Set 15: has been set up for ONE person working alone. This set describes in detail
how the person can send, receive and process requests as if they were staff at two
libraries.
In SOME cases participants will need to ‘Add to Rota’ the NUC Code of the library
that the request is to be sent to and to bring that location to the top of each rota.
i. Write the Our Number (ILL number) for each request in the space provided; as
these will help you keep track of your requests.
ii. Try to work out Their Number for each request when searching for your
processed outgoing requests.
iii. Later confirm these either with your partner or when you login as the
responding library.
Follow the instructions for each question. Enough requests are provided for you to
practice different ways of handling requests.

Training Logins
These logins are for use in the Libraries Australia training database:
http://docdel-train.librariesaustralia.nla.gov.au/
The training database DocStore address is: docdellibrariesaustralia_train@vdxhost.com
They cannot be used to access the real (‘production’) database. If you have difficulty
accessing a training account, or find that the logins do not provide an appropriate set of
practice exercises, please contact the Libraries Australia Member Services on
nla.gov.au/librariesaustralia/contact/ and describe the problem.
194 | A p p e n d i x 1 - T r a i n i n g

NUC (LOCATION BARCODE PASSWORD CUSTOMISATION

SYMBOL) ACCESS

APLS* USER1 AAAA1 Amazon Price Alert**

ADFA USER2 BBBB2 Rota Option 2 -

(manual/auto sorted)***

ANU USER3 CCCC3 Rota Option 3 -

(fully auto rota)***

VDU USER4 DDDD4 Bureau

SFU USER5 EEEE5 Bureau

VLU USER6 FFFF6 Enhanced Requesting (long

form/end user)

NMQU USER7 GGGG7

VMOU USER8 HHHH8

XNTU USER9 JJJJ9

QUT USER10 KKKK10 DocFetch

ANL USER11 LLLL11

VSL* USER12 MMMM12 Lock, Enhanced Requesting

(short form/staff user)

SUA USER13 NNNN13 Lock

SUSA USER14 PPPP14

TU USER15 QQQQ15 Lock

AAAR USER16 RRRR16 Lock

*These locations have been configured to a reciprocal shipped cost of $0 when supplying to each other

** Amazon Price Alert has been configured as the item being available on Amazon.com for under $20 AU
(excluding postage)

*** Rota Option 2 (manual/auto sorted) and Rota Option 3 (fully auto rota) has been configured as follows:
Reciprocals (ACT Health Library Group; Australian Catholic University Group; Federal Court of Australia: ACT Library
& Information Services Group; Libraries ACT Group; University of Melbourne Group; University of Adelaide Group;
University of Canberra Group; University of New England Group; University of New South Wales Group; University
of Sydney Group); NSW; SA; VIC; QLD
 A p p e n d i x 1 - T r a i n i n g | 195

SET 1: Borrowing and Lending Exercises

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

APLS requesting from VLU
Login as: USER1 - Training Library:ACT Public Library Service
Password: AAAA1 - NUC Code: APLS
i. Search LADD & Request the all the following titles from La Trobe – NUC Code VLU.
ii. Ensure that you rearrange or add NUC Code: VLU to put them at the top of each rota.
iii. Just place the requests for now. You will do the associated exercise for each request
later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to Section 3 of
the LADD Manual to help you select the most appropriate LADD Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of exercises.

Request this title from VLU: Politics and power: who should rule. / edited and Our Number:
selected with introductions by Terry Hoy.
Exercise with VLU: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from VLU: Love’s labour’s lost (videorecording) Our Number:
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from VLU: Australia dams and storages [cartographic Our Number:
material]
Exercise: Supply and Receive this item (then finish cycle)
Their Number:
196 | A p p e n d i x 1 - T r a i n i n g

Request this title from VLU: Australian society : a magazine of social issues Our Number:
(Make up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from VLU: International journal of plant research (Make up Our Number:
the article, issue, date & page details)
Exercise: Conditional – Yes, then finish cycle
Their Number:

Request this title from VLU: Postman Pat and the Greendale ghost (Create Our Number:
this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 197

SET 1: Borrowing and Lending Exercises (…continued):

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: Responding to requests sent by other libraries

APLS responding to requests sent by VLU
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION
appropriate to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Further processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises

Requested Title: Jane Austen's Emma Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: Keating : a biography Our Number:

Exercise: Cancel the request
Their Number:

Requested Title: The Atlas of the New Age Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:
198 | A p p e n d i x 1 - T r a i n i n g

Requested Title: Journal of library administration Our Number:

Exercise: Finish the whole ILL cycle for this request
Their Number:

Requested Title: Design ink : the Australian journal of design news Our Number:
Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: Thomas the tank engine & friends. The troublesome Our Number:
trucks
Exercise: Use as many actions as you can to finish the cycle, include the
Their Number:
use of notes in this exercise as well
 A p p e n d i x 1 - T r a i n i n g | 199

Set 2: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Request

VLU requesting from APLS
Login as: USER6 - Training Library:La Trobe University
Password: FFFF6 - NUC Code: VLU
i. Search LADD & Request the all the following titles from ACT Public Library – NUC
Code APLS.
ii. Ensure that you rearrange or add NUC Code: APLS to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from APLS: Jane Austen's Emma Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from APLS: Keating : a biography Our Number:

Exercise: Cancel the request. (Work out whose action this is!)
Their Number:
200 | Appendix 1 - Training

Request this title from APLS: The Atlas of the New Age Our Number:
Exercise: Supply and Receive this item (then finish cycle.
Their Number:

Request this title from APLS: Journal of library administration (Make Our Number:
up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from APLS: Design ink : the Australian journal of Our Number:
design news (Make up the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from APLS: Thomas the tank engine & friends. Our Number:
Troublesome trucks (Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 201

Set 2: Borrowing and Lending Exercises (…continued):

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: Responding to requests sent by other libraries

VLU responding to requests sent by APLS
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION
appropriate to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above.
Refer to Section 3 of the LADD Manual to help you select the most appropriate
LADD Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: Politics and power: who should rule. Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: Love’s labour’s lost (videorecording) Our Number:

Exercise: Cancel the request.
Their Number:

Requested Title: Australia dams and storages [cartographic material] Our Number:
Exercise: Supply and Receive this item then finish cycle
Their Number:
202 | A p p e n d i x 1 - T r a i n i n g

Requested Title: Australian society : a magazine of social issues Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:

Requested Title: International journal of plant research Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: Postman Pat and the Greendale ghost Our Number:
Exercise: Use as many actions as you can to finish the cycle. Include
the use of notes in this exercise as well.
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 203

Set 3: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

ADFA requesting from QUT
Login as: USER2 - Training Library:Australian Defence Force Academy
Password: BBBB2 - NUC Code: ADFA
i. Search LADD & Request the following titles from Queensland Inst Technology –
NUC Code QUT
ii. Ensure that you rearrange or add NUC Code: QUT to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises

Request this title from QUT: Banksia Lady : Celia Rosser, Botanical Our Number:
Artist
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from QUT: The Cars that ate Paris (videorecording) Our Number:
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from QUT: Problems of an industrial society Our Number:
Exercise: Supply and Receive this item (then finish cycle).
Their Number:
204 | A p p e n d i x 1 - T r a i n i n g

Request this title from QUT: ARTnews (Make up the article, issue, Our Number:
date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from QUT: Journal of intercultural studies (Make up Our Number:
the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from QUT: Hamish Macbeth (videorecording) Our Number:
(Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 205

Set 3: Borrowing and Lending Exercises (…continued):

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: Responding to requests sent by other libraries

ADFA responding to requests sent by QUT
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION
appropriate to the exercise Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on PART 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: Totalitarian rule, its nature and characteristics Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: Seaport gateways of Australia Our Number:

Exercise: Cancel the request
Their Number:

Requested Title: Reflections and reminiscences Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Journal of the Polynesian Society Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
206 | A p p e n d i x 1 - T r a i n i n g

Requested Title: The American journal of sociology Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: The office [videorecording] : the complete second Our Number:
series
Exercise: Use as many actions as you can to finish the cycle. Include
Their Number:
the use of notes in this exercise as well.
 A p p e n d i x 1 - T r a i n i n g | 207

Set 4: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

QUT requesting from ADFA
Login as: USER10 - Training Library: Queensland University of
Technology
Password: KKKK10 - NUC Code: QUT
i. Search LADD & Request the following titles from Aust. Defence Force Academy –
NUC Code ADFA.
ii. Ensure that you rearrange or add NUC Code: ADFA to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to Section
3 of the LADD Manual to help you select the most appropriate LADD Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises

Request this title from ADFA: Totalitarian rule, its nature and Our Number:
characteristics
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from ADFA: Seaport gateways of Australia Our Number:
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from ADFA: Reflections and reminiscences Our Number:
Exercise: Supply and Receive this item (then finish cycle
Their Number:
208 | A p p e n d i x 1 - T r a i n i n g

Request this title from ADFA: Journal of the Polynesian Society Our Number:
(Make up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from ADFA: The American journal of sociology Our Number:
(Make up the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from ADFA: The office [videorecording] : the Our Number:
complete second series (Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 209

Set 4: Borrowing and Lending Exercises (…continued):

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: Responding to requests sent by other libraries

QUT Responding to requests sent by ADFA
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION
appropriate to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: : Banksia Lady : Celia Rosser, Botanical Artist Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: The Cars that ate Paris (videorecording) Our Number:
Exercise: Cancel the request
Their Number:

Requested Title: Problems of an industrial society Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: ARTnews Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
210 | Appendix 1 - Training

Requested Title: Journal of intercultural studies Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: Hamish Macbeth (videorecording) Our Number:

Exercise: Use as many actions as you can to finish the cycle. Include
the use of notes in this exercise as well.
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 211

Set 5: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

ANU requesting from NMQU
Login as: USER3 - Training Library: Australian National University
Password: CCCC3 - NUC Code: ANU
i. Search LADD & Request the all the following titles from Macquarie University – NUC
Code NMQU.
ii. Ensure that you rearrange or add NUC Code: NMQU to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each request
later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2, When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to Section 3
of the LADD Manual to help you select the most appropriate LADD Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from NMQU: Principles of scientific botany Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from NMQU: Australian cicadas Our Number:

Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from NMQU: Autobiography of an unknown Indian Our Number:
Exercise: Supply and Receive this item (then finish cycle
Their Number:
212 | A p p e n d i x 1 - T r a i n i n g

Request this title from NMQU: Journal of the American Oriental Our Number:
Society (Make up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from NMQU: Sarawak Museum journal (Make up Our Number:
the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from NMQU: The Goodies [videorecording] a tasty Our Number:
second helping. (Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 213

Set 5: Borrowing and Lending Exercises: (…continued):

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: Responding to requests sent by other libraries

ANU responding to requests sent by NMQU
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender process each of the requests below with the next ACTION appropriate
to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on PART 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: Eternal quest Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: Evatt the enigma Our Number:

Exercise: Cancel the request
Their Number:

Requested Title: The Filipino reaction to American rule Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Social science information studies Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
214 | A p p e n d i x 1 - T r a i n i n g

Requested Title: Pilipinas Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: The vicar of Dibley. The complete second series Our Number:
[videorecording].
Exercise: Use as many actions as you can to finish the cycle. Include
Their Number:
the use of notes in this exercise as well.
 A p p e n d i x 1 - T r a i n i n g | 215

Set 6: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

NMQU requesting from ANU
Login as: USER7 - Training Library: Macquarie University
Password: GGGG7 - NUC Code: NMQU
i. Search LADD & Request the following titles from Australian National University –
NUC Code ANU.
ii. Ensure that you rearrange or add NUC code: ANU to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2,
When you have appropriately ACTIONED all the requests in Part 2, begin work on
this section.
ii. Complete the Exercise related to each request you placed above. Refer to Section
3 of the LADD Manual to help you select the most appropriate LADD Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from ANU: Eternal quest Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from ANU: Evatt the enigma Our Number:
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from ANU: The Filipino reaction to American rule Our Number:
Exercise: Supply and Receive this item (then finish cycle
Their Number:
216 | A p p e n d i x 1 - T r a i n i n g

Request this title from ANU: Social science information studies Our Number:
(Make up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from ANU: Pilipinas Our Number:

(Make up the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from ANU: The vicar of Dibley. The complete Our Number:
second series [video]. (Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 217

Set 6: Borrowing and Lending Exercises: (…Continued):

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: responding to requests sent by other libraries

NMQU responding to requests sent by ANU
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION appropriate
to the exercise. Refer to LADD Manual Section 3 - Responder Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on PART 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: Principles of scientific botany Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: Australian cicadas Our Number:

Exercise: Cancel the request
Their Number:

Requested Title: Autobiography of an unknown Indian Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Journal of the American Oriental Society Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
218 | A p p e n d i x 1 - T r a i n i n g

Requested Title: Sarawak Museum journal Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: The Goodies [videorecording] a tasty second Our Number:

helping.
Exercise: Use as many actions as you can to finish the cycle. Include
Their Number:
the use of notes in this exercise as well.
 A p p e n d i x 1 - T r a i n i n g | 219

Set 7: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

VDU requesting from SFU
Login as: USER4 - Training Library: Deakin University
Password: DDDD4 - NUC Code: VDU
i. Search LADD & Request the following titles from Flinders University – NUC Code
SFU.
ii. Ensure that you rearrange or add NUC Code: SFU to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2, When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to Section
3 of the LADD Manual to help you select the most appropriate LADD Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from SFU: Topics in philosophical logic Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from SFU: Venomous Australian animals Our Number:
dangerous to man
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from SFU: Classroom management and discipline Our Number:
(videorecording)
Exercise: Supply and Receive this item (then finish cycle)
Their Number:
220 | Appendix 1 - Training

Request this title from SFU: Journal of clinical investigation (Make Our Number:
up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from SFU: Journal of the American Veterinary Our Number:
Medical Association (Make up the article, issue, date & page
details)
Their Number:
Exercise: Respond Conditional – Yes, then finish cycle

Request this title from SFU: The life of mammals [videorecording] Our Number:
(Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 221

Set 7: Borrowing and Lending Exercises: (…Continued):

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: responding to requests sent by other libraries

VDU responding to requests sent by SFU
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION appropriate
to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: Ships in Tasmanian waters, riverboats, ferries and Our Number:
the floating bridge
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: How babies are made Our Number:

Exercise: Cancel the request
Their Number:

Requested Title: Animal social psychology Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Journal of the Polynesian Society Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
222 | A p p e n d i x 1 - T r a i n i n g

Requested Title: Journal of linguistic research Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: Genius of junk [videorecording]. Our Number:

Exercise: Use as many actions as you can to finish the cycle. Include
the use of notes in this exercise as well.
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 223

Set 8: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

SFU requesting from VDU
Login as: USER5 - Training Library: Flinders University
Password: EEEE5 - NUC Code: SFU
i. Search LADD & Request the following titles from Deakin University – NUC Code
VDU.
ii. Ensure that you rearrange or add NUC Code: VDU to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2,
When you have appropriately ACTIONED all the requests in Part 2, begin work on
this section.
ii. Complete the Exercise related to each request you placed above. Refer to Section
3 of the LADD Manual to help you select the most appropriate LADD Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from VDU: Ships in Tasmanian waters, riverboats, Our Number:
ferries and the floating bridge
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from VDU: How babies are made Our Number:
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from VDU: Animal social psychology Our Number:
Exercise: Supply and Receive this item (then finish cycle)
Their Number:
224 | A p p e n d i x 1 - T r a i n i n g

Request this title from VDU: Journal of the Polynesian Society Our Number:
(Make up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from VDU: Journal of linguistic research (Make up Our Number:
the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from VDU: Genius of junk Our Number:

[videorecording].(Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 225

Set 8: Borrowing and Lending Exercises: (…Continued):

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: responding to requests sent by other libraries

SFU responding to requests sent by VDU
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION appropriate
to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B.
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: Topics in philosophical logic Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: For authors only, and other gloomy essays Our Number:
Exercise: Cancel the request
Their Number:

Requested Title: Classroom management and discipline Our Number:

(videorecording)
Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Journal of clinical investigation Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
226 | A p p e n d i x 1 - T r a i n i n g

Requested Title: Journal of the American Veterinary Medical Our Number:

Association
Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: The life of mammals [videorecording] Our Number:

Exercise: Use as many actions as you can to finish the cycle. Include
the use of notes in this exercise as well.
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 227

Set 9: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

XNTU requesting from SUSA
Login as: USER9 - Training Library: Northern Territory University
Password: JJJJ9 - NUC Code: XNTU
i. Search LADD & Request the following titles from University of South Australia –
NUC Code SUSA.
ii. Ensure that you rearrange or add NUC Code: SUSA to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to Section
3 of the LADD Manual to help you select the most appropriate LADD Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from SUSA: Sociology of Australian education Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from SUSA: The time is not yet ripe Our Number:
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from SUSA: Ape in a cape Our Number:

Exercise: Supply and Receive this item (then finish cycle)
Their Number:
228 | A p p e n d i x 1 - T r a i n i n g

Request this title from SUSA: Journal of Biblical Literature (Make up Our Number:
the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from SUSA: AGSO journal of Australian geology & Our Number:
geophysics (Make up the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from SUSA: Kylie Kwong [videorecording] : heart Our Number:
and soul. (Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 229

Set 9: Borrowing and Lending Exercises: (…Continued):

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: responding to requests sent by other libraries

XNTU responding to requests sent by SUSA
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION
appropriate to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above.
Refer to Section 3 of the LADD Manual to help you select the most appropriate
LADD Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: The metropolitan enigma Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: Poe's cat Our Number:

Exercise: Cancel the request
Their Number:

Requested Title: Every second child Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Journal of electrical and electronics engineering Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
230 | Appendix 1 - Training

Requested Title: Journal of solar energy engineering Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: Kath & Kim. Series 2 [videorecording]. Our Number:

Exercise: Use as many actions as you can to finish the cycle. Include
the use of notes in this exercise as well.
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 231

Set 10: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

SUSA requesting from XNTU
Login as: USER14 - Training Library: University of South Australia
Password: PPPP14 - NUC Code: SUSA
i. Search LADD & Request the following titles from Northern Territory University –
NUC Code XNTU.
ii. Ensure that you rearrange or add NUC Code: XNTU to put them at the top of
each rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to Section
3 of the LADD Manual to help you select the most appropriate LADD Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from XNTU: The metropolitan enigma Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from XNTU: Poe's cat Our Number:

Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from XNTU: Every second child Our Number:
Exercise: Supply and Receive this item (then finish cycle)
Their Number:
232 | A p p e n d i x 1 - T r a i n i n g

Request this title from XNTU: Journal of electrical and electronics Our Number:
engineering. (Make up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from XNTU: Journal of solar energy engineering Our Number:
(Make up the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from XNTU: Kath & Kim. Series 2 [videorecording]. Our Number:
(Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 233

Set 10: Borrowing and Lending Exercises: (…Continued):

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: responding to requests sent by other libraries

SUSA responding to requests sent by XNTU
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION
appropriate to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: Sociology of Australian education Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: The time is not yet ripe Our Number:

Exercise: Cancel the request
Their Number:

Requested Title: Ape in a cape Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Journal of Biblical Literature Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
234 | A p p e n d i x 1 - T r a i n i n g

Requested Title: AGSO journal of Australian geology & geophysics Our Number:
Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: Kylie Kwong [videorecording] : heart and soul. Our Number:
Exercise: Use as many actions as you can to finish the cycle. Include
the use of notes in this exercise as well.
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 235

Set 11: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

VSL requesting from SUA
Login as: USER12 - Training Library: State Library of Victoria
Password: MMMM12 - NUC Code: VSL
i. Search LADD & Request the following titles from University of Adelaide – NUC
Code SUA.
ii. Ensure that you rearrange or add NUC Code: SUA to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to Section
3of the LADD Manual to help you select the most appropriate LADD Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from SUA: The perception of people and events Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from SUA: The proof of the pudding : what Our Number:
children read
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from SUA: The moral judgement of the child Our Number:
Exercise: Supply and Receive this item (then finish cycle )
Their Number:
236 | A p p e n d i x 1 - T r a i n i n g

Request this title from SUA: Journal of the Royal Technical College Our Number:
(Make up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from SUA: Yorkshire archaeological journal (Make Our Number:
up the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from SUA: Bodyline [videorecording] : it’s just not Our Number:
cricket. (Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 237

Set 11: Borrowing and Lending Exercises: (…Continued)

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: responding to requests sent by other libraries

VSL responding to requests sent by SUA
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION
appropriate to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: Combat aircraft of the world Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: Herd book Our Number:

Exercise: Cancel the request
Their Number:

Requested Title: Child development : selected readings from Our Number:

Australasian research
Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Journal of international relations Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
238 | A p p e n d i x 1 - T r a i n i n g

Requested Title: Journal of library administration Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: Kath & Kim [videorecording] : the series, eps 1-8. Our Number:
Exercise: Use as many actions as you can to finish the cycle. Include
the use of notes in this exercise as well.
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 239

Set 12: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

SUA requesting from VSL
Login as: USER13 - Training Library: University of Adelaide
Password: NNNN13 - NUC Code: SUA
i. Search LADD & Request the following titles from State Library of Victoria – NUC
Code VSL.
ii. Ensure that you rearrange or add NUC Code: VSL to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to
Section 3of the LADD Manual to help you select the most appropriate LADD
Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from VSL: Combat aircraft of the world Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from VSL: Herd book Our Number:

Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from VSL: Child development : selected readings Our Number:
from Australasian …
Exercise: Supply and Receive this item (then finish cycle)
Their Number:
240 | Appendix 1 - Training

Request this title from VSL: Journal of international relations Our Number:
(Make up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from VSL: Journal of library administration (Make Our Number:
up the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from VSL: Kath & Kim [videorecording] : the series, Our Number:
eps 1-8. (Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 241

Set 12: Borrowing and Lending Exercises: (…Continued)

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: responding to requests sent by other libraries

SUA responding to requests sent by VSL
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION
appropriate to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: The perception of people and events Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: The proof of the pudding : what children read Our Number:
Exercise: Cancel the request
Their Number:

Requested Title: The moral judgement of the child Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Journal of the Royal Technical College Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
242 | A p p e n d i x 1 - T r a i n i n g

Requested Title: Yorkshire archaeological journal Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: Bodyline [videorecording] : it’s just not cricket. Our Number:
Exercise: Use as many actions as you can to finish the cycle. Include
the use of notes in this exercise as well.
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 243

Set 13: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

VMOU requesting from ANL
Login as: USER8 - Training Library: Monash University
Password: HHHH8 - NUC Code: VMOU
i. Search LADD & Request the following titles from National Library of Australia –
NUC Code ANL.
ii. Ensure that you rearrange or add NUC Code: ANL to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from ANL: Catch and kill : the politics of power Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from ANL: Tasmanian motor sport annual Our Number:
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from ANL: Florence : map & guide (a map) Our Number:
Exercise: Supply and Receive this item (then finish cycle
Their Number:
244 | A p p e n d i x 1 - T r a i n i n g

Request this title from ANL: Journal of economic behavior & Our Number:
organization (Make up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from ANL: American journal of sociology (Make up Our Number:
the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from ANL: Spike Milligan [videorecording].(Create Our Number:
this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 245

Set 13: Borrowing and Lending Exercises: (…Continued)

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: responding to requests sent by other libraries

VMOU responding to requests sent by ANL
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION
appropriate to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: Every Australian bird illustrated Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: Dampier and Cook Our Number:

Exercise: Cancel the request
Their Number:

Requested Title: Atlas of Australian resources Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Journal of library administration Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
246 | A p p e n d i x 1 - T r a i n i n g

Requested Title: Woman's art journal Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: The good life Series 1, episodes 1-3 Our Number:
[videorecording]
Exercise: Use as many actions as you can to finish the cycle. Include
Their Number:
the use of notes in this exercise as well.
 A p p e n d i x 1 - T r a i n i n g | 247

Set 14: Borrowing and Lending Exercises:

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

ANL requesting from VMOU
Login as: USER11 - Training Library: National Library of Australia
Password: LLLL11 - NUC Code: ANL
i. Search LADD & Request the following titles from Monash University – NUC Code
VMOU.
ii. Ensure that you rearrange or add NUC Code: VMOU to put them at the top of
each rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to
Section 3of the LADD Manual to help you select the most appropriate LADD
Actions.
iii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Request this title from VMOU: Every Australian bird illustrated Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from VMOU: Dampier and Cook Our Number:
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:

Request this title from VMOU: Atlas of Australian resources Our Number:
Exercise: Supply and Receive this item (then finish cycle)
Their Number:
248 | A p p e n d i x 1 - T r a i n i n g

Request this title from VMOU: Journal of library administration Our Number:
(Make up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from VMOU: Woman's art journal (Make up the Our Number:
article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from VMOU: The good life Series 1, episodes 1-3 Our Number:
[videorecording] (Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 249

Set 14: Borrowing and Lending Exercises: (…Continued)

Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: responding to requests sent by other libraries

ANL responding to requests sent by VMOU
i. Each of the titles listed below have been sent to your training library login as
Incoming Requests.
ii. As a Lender, process each of the requests below with the next ACTION
appropriate to the exercise. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Further Processing of Incoming Requests
i. Complete the Exercises related to each request you received above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
ii. Alternate between the role of Borrower and Lender to complete BOTH sets of
exercises.

Requested Title: Catch and kill : the politics of power Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: Tasmanian motor sport annual Our Number:

Exercise: Cancel the request
Their Number:

Requested Title: Florence : map & guide (a map) Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:

Requested Title: Journal of economic behavior & organization Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:
250 | Appendix 1 - Training

Requested Title: American journal of sociology Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: Spike Milligan [videorecording]. Our Number:

Exercise: Use as many actions as you can to finish the cycle. Include
the use of notes in this exercise as well.
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 251

Set 15: Borrowing and Lending Exercises: Use if working alone

These exercises will provide participants with a full range of hands on experience in using
LADD both as a Borrower and as a Lender. The Exercises are in two parts:
Part 1 – Borrower Exercises - these exercises give the participant experience as a Borrower to:
A: Search the ANBD for a title via the LADD interface and create a new ILL request
B: Subsequent LADD Actions required to complete an ILL cycle as a Borrower.

A: Creating Outgoing Requests

AAAR requesting from TU
Login as: USER16 - Training Library: National Archives Library
Password: RRRR16 - NUC Code: AAAR
i. Search LADD & Request the following titles from University of Tasmania – NUC
Code TU.
ii. Ensure that you rearrange or add NUC Code: TU to put them at the top of each
rota.
iii. Just place the requests for now. You will do the associated exercise for each
request later.
B: Processing Outgoing Requests
i. BEFORE starting these exercises, please begin work on Part 2. When you have
appropriately ACTIONED all the requests in Part 2, begin work on this section.
ii. Complete the Exercise related to each request you placed above. Refer to
Section 3 of the LADD Manual to help you select the most appropriate LADD
Actions.
iii. You will have to switch between logins USER15 (TU) and USER 16 (AAAR) to do
these exercises.
iv. To do Borrower ACTIONS login as USER16. To do Lender ACTIONS log in as USER
15.

Request this title from TU: The battle for the banks Our Number:
Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Request this title from TU: : Banksia Lady : Celia Rosser, Botanical Our Number:
Artist
Exercise: Cancel the request. (Work out whose action this is!)
Their Number:
252 | A p p e n d i x 1 - T r a i n i n g

Request this title from TU: Reflections and reminiscences Our Number:
Exercise: Supply and Receive this item (then finish cycle)
Their Number:

Request this title from TU: Journal of the Polynesian Society (Make Our Number:
up the article, issue, date & page details)
Exercise: Finish the whole ILL cycle for this request.
Their Number:

Request this title from TU: The American Museum journal (Make up Our Number:
the article, issue, date & page details)
Exercise: Respond Conditional – Yes, then finish cycle
Their Number:

Request this title from TU: Summer Heights High [videorecording]. Our Number:
(Create this request by using a blank form)
Exercise: Use as many actions as you can to finish the cycle
Their Number:
 A p p e n d i x 1 - T r a i n i n g | 253

Set 15: Borrowing and Lending Exercises: (…Continued)

Use if working alone
Part 2 – Lender Exercises - these exercises give the same participant experience as a Lender
to:
A: Receive incoming requests
B: Use the most appropriate LADD Actions to process these requests.

A: responding to requests sent by other libraries

TU responding to requests sent by AAAR
As a LENDER you will now begin to process the requests you created in Part 1 A.
i. Log into LADD Train as USER15/QQQQ15: University of Tasmania NUC Code: TU
ii. As a Lender, process each of the requests below with the ACTION outlined
below. Refer to LADD Manual Section 3 - Lender Actions.
iii. When you have responded to each incoming request as specified in the exercises
begin work on Part 1B
B: Alternating between the Borrower and Lender roles.
i. Now you will change roles again to be the BORROWER. Login again as
USER16/RRRR16 (AAAR). Look for the outgoing requests.
ii. Process each request with the next ACTION appropriate to the exercise. Refer to
Section 3of the LADD Manual to help you select the most appropriate LADD
Actions.
iii. Alternate between logins to finish the requests as outlined in the exercises
above.

Requested Title: The battle for the banks Our Number:

Exercise: Finish the ILL cycle with as few actions as possible
Their Number:

Requested Title: : Banksia Lady : Celia Rosser, Botanical Artist Our Number:
Exercise: Cancel the request
Their Number:

Requested Title: Reflections and reminiscences Our Number:

Exercise: Supply and Receive this item then finish cycle
Their Number:
254 | A p p e n d i x 1 - T r a i n i n g

Requested Title: Journal of the Polynesian Society Our Number:

Exercise: Finish the whole ILL cycle for this request.
Their Number:

Requested Title: The American Museum journal Our Number:

Exercise: Respond Conditional – Yes then finish cycle
Their Number:

Requested Title: Summer Heights High [videorecording]. Our Number:

Exercise: Use as many actions as you can to finish the cycle. Include
the use of notes in this exercise as well.
Their Number:
 G l o s s a r y | 255

Glossary
Action
The act of changing the status of a request – e.g., Answer Will Supply

Amazon Price Check & Amazon Published Date Check

Customisable function which checks requests submitted against Amazon website to enable
your library to decide whether to purchase the item rather than requesting via inter-library
loan.

Advanced Search
Search of database(s) using a combination of details such as author, title, ISBN/ISSN

Answer Conditional
The action of a Lender who specifies that they will only fill the request if the Borrower agrees
to certain condition(s)–e.g., the item must be returned within three weeks

Answer Hold
The action of a Lender who cannot supply the requested item immediately, but will reserve it
(place it on hold) when it becomes available

Answer Nonsupply
The action of a Lender who cannot supply the item requested

Answer Retry
The action of a Lender who cannot supply the item immediately, but may be able to supply it
later if the request reaches the end of the rota without being supplied

Answer Will Supply

The action of a Lender who intends to supply the item

Archiving
Removing completed and inactive requests so that they are no longer visible or accessible to
LADD users

Ariel®
Software which enables users to scan articles and images, and transmit the resulting image
over the Internet to other Ariel® workstations, an email address or a Web server
256 | G l o s s a r y

Audit trail - see History

Australian Interlibrary Resource Sharing Code

See ILRS Code

Australian Interlibrary Resource Sharing Directory

See ILRS Directory

Australian Libraries Gateway (ALG)

A free Web-based directory service developed and hosted by the National Library of Australia.
It provides access to information about 5,400 Australian libraries for library professionals and
the general public
http://www.nla.gov.au/libraries/

Australian National Bibliographic Database (ANBD)

The Australian national union catalogue of the holdings of participating Australian libraries
and bibliographic records from national cataloguing agencies in Britain, Canada, New Zealand,
Singapore, Vietnam and the United States; the ANBD is the main Libraries Australia database

Authorised
An indication that a request has been received from an end user and can be processed by the
request driver once the Auto-Mediator has processed the request. Until a request is
authorised, its status will remain idle

Authorisation status
The status of the system message that results from an action by a user

Auto-Mediator
The program which automatically passes a request to the next stage of the process if it meets
certain criteria

Barcode
Unique string of letters and/or numbers used to log in to LADD; used with a password

Borrower
The party that generates an ILL request and sends it to a Lender

Bureau
Customisable function for libraries with multiple branch locations which enables libraries to
view, allocate, lock and unlock requests for other locations within their ‘bureau’ (group of
branch libraries).

Cache
A collection of web page copies stored on your computer's hard disk or in its random-access
memory (RAM) or the place in the computer where they are stored. The browser
accumulates these copies as you browse the Web. When you click a link or type a URL to
fetch a particular web page for which the cache already contains a copy, the browser
 G l o s s a r y | 257

compares the cached copy to the original. If there have been no changes, the browser uses
the cached copy rather than retrieving the original, saving processing and download time

Cancel
The action of a Borrower who wishes to cancel a request

Cancel Pending
The status of a request where the Borrower has asked to cancel the transaction, but the
Lender has not replied

Cancel Reply – No
The action of a Lender who does not accept the cancellation of a request

Cancel Reply – Yes

The action of a Lender who accepts the cancellation of a request

Cancelled
The status of a transaction that the Lender has agreed to cancel

Check error
The indication that there is something wrong with a request that has been sent via ISO

Check Manual
The authorisation status of a transaction which needs manual intervention before the request
can be processed further

Checked-In
A terminal status which shows that an item has been received back by the Lender

Client
Software (such as browser software) that sends requests to and receives information from a
server, usually running on a different computer; a computer on which client software runs; in
a network, a personal computer that requests information or applications from the network
server

Close of business
5:00 pm local time or the end of the working day for the supplying library, whichever is
earlier.

Complete
An action that indicates that a library has finalised a request. It is preferable to perform the
final action(s) and not select complete

Conditional
The status of a request that can only be filled if the Borrower agrees to specific condition(s)
258 | G l o s s a r y

Conditional Reply – Yes

The action of a Borrower who accepts the conditions of the Lender

Conditional Reply – No
The action of a Borrower who does not agree to the conditions of the Lender ; the request is
automatically sent to the next location on the rota

Cooperative agreement
An arrangement between libraries to give priority to each other’s interlibrary loans; this may
include not charging the recommended ILRS prices

Copy, copy non returnable

An item requested via LADD that does not have to be returned; usually a paper or electronic
copy–e.g., a journal article, chapter of a book

Copyright
The exclusive right given by law to authors, composers or publishers to sell, reproduce or
publish a work during a stated period

Core
The ILL service level in which an item or a negative response is sent within 5 working days of
receiving the request

Customisable functions
VDX has a number of additional functions which can be used to customise an exsiting
account. These include the landing page on login; default loan Due date and the Reply Date
for the actions Answer Conditional, Answer Will Supply and Answer Retry; access to WorldCat
and RightFind search profiles; Semi-automated and Fully-automated rota; Amazon Price
Check and Amazon Published Date check; and Bureau and DocFetch functionality.

Damaged
A status that indicates that the item was received damaged by the Borrower, or was damaged
when the Lender checked in the loan

Date Created
The date the request was created

Date Shipped
The date the item was sent by the Lender to the Borrower

Default delivery mode

The type of delivery to be used when the requesting library has not specified a delivery
method

Default service
The ILL service level which applies when the supplier cannot meet the core service
turnaround time
 G l o s s a r y | 259

Digital Agenda Act

Legislation that deals with making electronic copies
http://www.alia.org.au/advocacy/copyright/digital.agenda/

DocFetch
DocFetch is a secure, cloud-based drop box service that enables users to enter a patron name
and patron email into a request and if the request is supplied via DocStore

DocStore
DocStore refers to the functionality to attach, send, and receive an electronic document
when responding to a request through Libraries Australia Document Delivery

Driver
A computer program that processes LADD transactions;

Due Date
The date by which the item should be returned to the Lender. The default due date is 28 days
but can be customised to suit individual workflows

Dummy request
An empty ILL request made to generate a payment

End user
A library user who requests interlibrary loans via their library’s LADD membership

Error
An indication that something has gone wrong with the request - e.g., an illegal action has
been attempted

Expiry Date
The date on which the request will be sent to the next location if it has not been actioned

Express
The ILL service level in which an item or a negative response is sent within 2 hours of
receiving the request

For Manual Authorisation

An indication that a request will require a person to authorise the request before it can be
processed; used for storing partially completed requests, or requests from end users that
require a library’s approval

History
The list of actions and changes in status shown at the bottom of the ILL Request Screen

Hitlist
A list of records retrieved by a search
260 | Glossary

Idle
A status that indicates that the ILL transaction has not started

ILL cycle
An entire interlibrary loan transaction from placing a request to receiving a copy, or returning
and checking in a loan

ILL no – see Our Number

ILL Protocol - see ISO ILL Protocol

ILL Request Form

The screen on which ILL requests are made. Some details are usually filled in automatically as
the result of a search; or a blank form will need to be filled in manually

ILRS Code
A code of practice for interlibrary loan/document delivery, endorsed by the Australian Library
& Information Association (ALIA), the Council of Australian State Libraries (CASL), the Council
of Australian University Librarians (CAUL) and the National Library of Australia, which outlines
agreed principles and service level standards
http://www.nla.gov.au/initiatives/ilrscode/index.html

ILRS Directory
A directory of Australian interlibrary loan and document delivery services and NUC symbols
http://www.nla.gov.au/ilrs/

In Process
A status that indicates that a request has been received and is being processed by the Lender

RightFind
A commercial Web-based, unmediated document delivery system. To request from RightFind
via LADD please contact the Libraries Australia Help Desk. www.rightfind.com

Interlibrary Loan Protocol Implementors Group (IPIG)

A subset of the Standards Working Group of the Developers/Implementors Group (DIG)
established to facilitate use of the international ILL standard (ISO 10160 & 10161) by vendors
and service providers

Interloan Status
The indication of whether a location is a LADD member.

Interoperability - See ISO ILL interoperability

IPIG Profile for the ISO ILL Protocol

A document developed and approved by the Interlibrary Loan Protocol Implementors Group
(IPIG) that records a common set of decisions, options, and values. Compliance with the IPIG
Profile will advance interoperability among systems claiming compliance, as these systems
 Glossary | 261

implement the same optional choices and are developed using the same understandings of
the international standard as documented in the IPIG Profile

ISBN
International Standard Book Number

ISO
International Organization for Standardization. Coordinator of the main networking
standards; seeks to achieve worldwide agreement on international standards to expand
trade, improve quality, increase productivity and lower prices
http://www.iso.ch/

ISO 10160 / 10161 - see ISO ILL Protocol

ISO ILL interoperability

The ability of computers to communicate with each other using the ISO ILL protocol

ISO ILL Protocol

A set of international standards, ISO 10160 / 10161, which specifies how interlibrary loan
transactions should take place between the Borrower’s interlibrary loan system and a
Lender’s interlibrary loan system

ISSN
International Standard Serial Number

Landing page
Users have the option of customising the ‘Landing’ page. i.e the first screen that appears after
they login

Librariesaustraliadocdel-l email discussion list

An email discussion list to keep LADD users up to date, and provide a forum for sharing ideas

LADD Payments Service

The service that manages the financial transactions of supplying and requesting libraries

Lender
The party that receives an ILL request sent by a Borrower

Loan
An item that can be requested but must be returned; usually a hard copy – e.g., a book,
videotape

Local Number
A unique number assigned to each record in a bibliographic database. Local number in the
training exercises refers to the unique bibliographic record number in the ANBD Training
Database.
262 | G l o s s a r y

Location
A site that requests and/or supplies material via LADD

Location code
A NUC symbol

Location symbol
A NUC symbol, or the first five characters of the NUC symbol without punctuation

Login, logon
A combination of a user’s barcode and password, used to connect to LADD

Long Description
The name of a library, up to 40 characters long

Lost
A status that indicates an item cannot be found

Mandatory fields
Fields predefined by the system that must be completed before a request is sent

Material Type
The type of publication of a requested item

MARC record
The machine readable format of a bibliographic record

Mediated search
A search performed by an end user with the authorisation or assistance of a library

Message – see Note

National Resource Sharing Working Group (NRSWG)

A group of interlending practitioners set up by the National Library of Australia, and
supported by the Council of Australian State Libraries (CASL), the Council of Australian
University Librarians (CAUL), the Australian Library and Information Association (ALIA) and
the Australian Library Collections Task Force, to ensure that a robust, reliable and cost-
effective interlending system, built on cooperation and agreed service standards and policies,
is in place to serve Australian libraries and their users

National Union Catalogue (NUC) symbol

A library’s unique identifier issued by the National Library of Australia

NCIP
NISO Circulation Interchange Protocol = Z39.83. A standard to facilitate communication
between circulation and interlibrary loan systems
 G l o s s a r y | 263

Need by Date
The date by which an item is required by the Borrower

Non-LADD library
A library which is not a member of LADD

Note
The action of sending information between a Borrower and a Lender

Not Supplied
A status that indicates that the request cannot be supplied by the Lender; or the transaction
has expired

Operating system
The platform that allows other programs to run within it – e.g., Windows XP, Macintosh X

Our Number
The number allocated to a request when it is initiated by a Borrower, or to a response by a
Lender

Overdue
A status notified by a Lender to a Borrower to remind them that the item should have been
returned

Password
A string of letters and/or numbers that authorises a user to log in to LADD; used with a
barcode

Patron Name
The name of the patron who placed the request

Payments Gateway
The program used by the National Library to process incoming LADD and ISO requests

Pending
A status that indicates that a request has been made and the item is expected from the
Lender; or a message has been received stating the item will be supplied or placed on hold; or
that the request has been forwarded to another location

Processed
An authorisation status that indicates that a request has been picked by a driver and
successfully processed

Read
An authorisation status that indicates that a Lender has looked at a request from a Borrower
264 | G l o s s a r y

Recall
A status that indicates that Lender has asked for an item to be returned before the due date

Received
A terminal status that indicates that the Lender has received the item, and the transaction is
finalised

Reciprocal borrowing
Interlibrary loan activity between libraries that do not charge each other

Recommended price
The price of an interlibrary loan proposed by the ILRS Code, GST inclusive

Renew
An action taken by a Borrower who wants to extend the loan period

Renew Answer – No
The action of a Lender who refuses to renew a loan

Renew Answer – Yes

The action of a Lender who agrees to renew a loan

Renew / Pending
A status that indicates that a request has been made to renew a loan

Reply date
The date by which a reply must be provided to the following actions: Answer Conditional;
Answer Will Supply; Answer Retry. The default is 7 days but this can be customised to suit
individual workflows

Request
The action in which a Borrower asks a Lender to lend an item

Requester – see Borrower

The party that generates an ILL request and sends it to a Lender

Requester Symbol
The Location ID of the Borrower’s institution

Responder - see Lender

Responder Symbol
The Location ID of the Lender’s institution

Returned
A status that indicates that the Borrower has shipped the item back to the Lender
 G l o s s a r y | 265

Rota
The list of Lender’s (LADD members); it can be manipulated by a Borrower according to their
own criteria.
VDX has a couple of new Rota options available to LADD users:

1) the current option of having libraries from your particular state at the top of the rota
and manually choosing from this list.
2) a semi-automated rota whereby the user selects from the list of holdings and then
submits the request for VDX to sort those selected locations into a pre-configured
order. The pre-configured order is determined by the user and given to Libraries
Australia Member Service when users choose this option.
3) a fully-automated rota whereby the borrowing library does not need to add anything
in the rota area. The rota will select which of the listed lending libraries has a holding
for the request and will send just to those libraries. The rota is ‘shuffled’ about so that
the same lending library is not always at the top of the list. Libraries such as
reciprocals can be put first.

If a library has chosen a semi-auto or fully-automated rota and does not wish to use any of
their selected libraries then there is an option to facilitate this:

The user changes the Authorisation Status of the request from To be Authorised to
For Manual Authorisation then adds locations to the rota. When the request is
submitted, the user can find the request in the Idle/ Auth Manual queue and simply
submit it from there.

Rush
The ILL service level in which an item or a negative response is sent in the afternoon of the
same day if the request is received in the morning; or on the morning of the next working
day, if the request is received in the afternoon

Server
A computer on which server software runs; a computer which shares its resources with other
computers on the network, frequently storing the main files and applications; part of the
client-server software architecture that provides a service to another computer system
(client) over a network. It receives requests from and sends information to a client that is
usually running on a different computer

Service Level
The level of service required by the Borrower according to the ILRS Code: Core, Rush or
Express

Service Type
The specification of whether the request is for a Loan or a Copy Non Returnable

Shipped
An action and a status that indicate that the Lender has sent the item to the Borrower
266 | G l o s s a r y

Short Description
The NUC symbol

Simple Search
Keyword search of database(s) using a single search term – e.g., title, author

SQL error
An error that occurs when too much information is entered into a field, usually the ISBN field

Status
The position of a request at a given point in the request cycle – e.g., In Process, Shipped

Supplier turnaround time

The time between a supplying library receiving a request to when the item is sent,
electronically or picked up by the delivery service, or when the supplying library indicates it
cannot supply the item

Suspend from the Rota

The act of withdrawing a library's participation in LADD temporarily
Terminal status
The status reached when an ILL transaction is finalised. For a Copy Non Returnable this occurs
when the Lender ships the item and the Borrower receives it. For a Loan this occurs when the
Borrower returns the item and the Lender checks the item in. Unfilled requests reach the
terminal status of Not Supplied

Their Number
A number that uniquely identifies a set of ILL transactions. This number identifies the other
party’s record of the request

Unread
A status that indicates that the request is waiting to be received by a Lender

To Be Authorised
An authorisation status that shows that a request has been entered into LADD, and is waiting
for the Auto-Mediator to pick it up and send it to the first location on the rota

Unmediated search
A search performed by an end user without the authorisation or assistance of a library

VDX
Virtual Document eXchange. The interlibrary loan management system developed by OCLC
(formerly Fretwell-Downing Informatics, formerly OCLC Pica), and used by LADD members.

Working day
Monday to Friday excluding public holidays
 G l o s s a r y | 267

WorldCat
WorldCat search profile allows you to search WorldCat via LADD. Please note it is searching
only that is available and it is not possible to arrange requesting or payment via the LADD
Payments Service. To request to search WorldCat via LADD please contact the Libraries
Australia Help Desk

Z39.50
An international standard ISO 23950, ANSI/NISO Z3950 that facilitates searching and
retrieving bibliographic data from remote databases
268 | I n d e x

Index

status of, 74
A biblographic searching. See bib search
actioning requests browser setup. See computer and browser setup
answer conditional, 120–21 bulk action. See actioning requests, bulk action
answer nonsupply, 117–18 bureau, 180
answer retry, 127–28
answer will supply, 110–15
bulk action, 108–10
C
cancel replying, 130–33 cancel. See actioning requests, cancelling a request
cancelling a request, 130
cancel reply–no. See actioning requests, cancel
checked in, 134–36
lost, 137 replying
notes, public and private, 138–40 cancel reply–yes. See actioning requests, cancel
overdue, 140–42 replying
recall, 142 cancelling a request. See actioning requests,
received, 148–49 cancelling a request
receiving requests via docstore. See docstore,
charges, 15
receiving requests supplied via
checked in. See actioning requests, checked in
renew, 143
renew answer, 144–47 computer and browser setup, 18
returned, 153–54 creating requests. See requests, creating (using ILL
shipped, 154–56 request form)
supplying via docstore. See docstore, supplying customer support, 12
requests via customisable functionality, 177
actions
as borrower (requester), 39
as lender (responder), 39 D
address details, 49
advanced search. See bibsearch, advanced damaged. See actioning requests, damaged
amazon price check, 180 docfetch, 181
amazon published date check, 180 docstore
answer conditional. See actioning requests, answer FAQ, 190–91
receiving requests supplied via, 147
conditional
supplying requests via, 157–60
answer nonsupply. See actioning requests, answer documentation. See LA doc del documentation
nonsupply due date, 177
answer retry. See actioning requests, answer retry duplicate requests. See requests, duplicates of
answer will supply. See actioning requests, answer
will supply
archiving requests. See requests, archiving of
E
Australian interlibrary resource sharing directory. edit your own location. See locations, editing of
See ILRS directory email alerts, 174–76
authorisation status, 42 email discussion list, 13
enhanced requesting, 171
B error messages and workarounds, 186

bib search
advanced, 58
F
deleting (of records, 71 finalising requests. See requests, finalising of
history of, 68
printing (of records), 71 finding requests. See requests, finding
profiles, 77
results of, 66–67 G
rules of, 60
saved, 68 glossary, 255–67
standard, 63
 I n d e x | 269

renew answer-yes. See actioning requests, renew

H
answer
history of bib search. See bib search, history of reply date, 178
reports
I archiving of, 164
LA Doc Del reports, 163
ILRS directory, 20–21 running of, 163
requests
interlibrary loan (ILL) cycle, 31–34
archiving of, 162, 185
ISO
creating (using ILL request form), 88
locations, 28 duplicates of, 90
enhanced. See enhanced requesting
L finalising of, 161
finding as borrower (requester), 94
LA doc del documentation, 16 finding as lender (responder), 93
LA doc del payments service, 15–16 printing of, 103
landing page, 177 results of search, 94
saving to submit later, 89
location search. See locations, searching for
submitting following a bib search, 79
locations viewing full details of, 96–99
arrangements, 52–54 resources, 192
editing of, 49 RightFind Collection Search, 178
own services - configuring reciprocal
rota, 179
arrangements, 52–54
searching for, 44–47
suspending of, 50 S
updating address details of, 49
lock, 180 saving requests. See requests, saving to submit later
Login, 43 software, 17
standard search. See bib search, standard
M status, 40
authorisation. See authorisation status
membership, 15 submitting requests. See requests, submitting
following a bib search
O suspending your location. See locations, suspending
of
overdue. See actioning requests, overdue
T
P
training
payments service. See LA doc del payments service database, 30
printing requests. See requests, printing of logins, 193
private note. See actioning requests, notes public sets, 193–254
troubleshooting, 177–91
and private
public note. See actioning requests, notes public
and private U
unlock, 180
R updating address details. See locations, updating
address details of
recall. See actioning requests, recall
reciprocal arrangements. See locations, own
services - configuring reciprocal arrangements W
renew. See actioning requests, renew
work queues, 104–6
renew answer-no. See actioning requests, renew
worldcat search profile, 178
answer