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Interlibrary Loans

Interlibrary Loans helps your library borrow from and lend to partner institutions while keeping requests, shipments, due dates, renewals, fees, and history together. It is a separate main menu because these transactions involve another library, while member issues and returns still use the normal circulation workflow.

Before you start​

  • Ask an administrator to grant the ILL permissions required for your role.
  • Add at least one active partner library.
  • For lending, make sure the selected collection copy is available and is not already issued, reserved, withdrawn, lost, or damaged.
  • For a borrowed item that will be issued to a member, link the member and the temporary collection copy used by your library.

Workspace sections​

  • Borrowing records requests your library sends to another library.
  • Lending records requests received from another library.
  • Shipments keeps carrier, tracking, dispatch, arrival, delay, loss, and return details.
  • Due & Renewals puts upcoming dates, overdue items, returned items awaiting shipment, and renewal decisions in one worklist.
  • Fees records borrowing, lending, shipping, handling, replacement, damage, and miscellaneous fees.
  • Partner Libraries stores institution and contact details and shows related activity.
  • History shows the timestamped action trail.
  • Settings controls availability, default periods, renewals, fees, shipment requirements, and notification events.

Use search, status, partner, date, and sorting controls to narrow long lists. Row actions are kept in the Actions menu.

Screenshot to add

Add desktop and narrow-window screenshots of the Interlibrary Loans menu and Borrowing worklist.

Do and don'ts​

Do​

  • Add communication notes whenever a partner changes a condition or date.
  • Use the shipment record for every physical dispatch and return.
  • Check the Due & Renewals worklist daily.
  • Record a payment reference when settling a fee.

Don't​

  • Do not issue an ILL item outside its linked request.
  • Do not lend an unavailable collection copy.
  • Do not mark a transaction complete while an item, shipment, renewal, or fee still needs attention.

FAQ​

Does ILL replace normal circulation?

No. ILL coordinates the library-to-library transaction. Member issue, return, and renewal actions continue through the normal circulation rules and remain linked to the ILL record.

Can I use ILL in a Local setup?

Yes. The Standalone app supports the same main ILL sections in a Local setup. Cloud setup users can also work in Libcodesk WebApp or the Standalone app.

Why is an action unavailable?

The request may be in the wrong stage, ILL may be disabled, a required partner or copy may be unavailable, or your role may not have the necessary permission.