Acquiring ILL Items via ARTEmail

If your library uses the British Library's ARTEmail document delivery system, you can acquire requested ILL items using requests using ARTEmail. For more information on this acquisition method, see Setting Up ILL Acquisition Methods.

To acquire item(s) through ARTEmail:

  1. Choose New Requests from the Function list.
  2. Highlight the request(s) that you want to acquire and select the Acquire icon. (You can also select a single request and choose the Acquire option from the Options menu in the Edit Request window.)
  3. (Optional) Enter information about expending funds for the acquisition. ILL prompts for this information if your library has the Expend Funds from Acquisitions for Interlibrary Loan feature enabled.
  4. Choose ARTEmail ILL from the drop-down list.
  5. Enter your customer code and password. Note that, once you have specified this information for a request, ILL retains it for subsequent ARTEmail requests in the current session.

ILL can be configured to automatically display your library's customer code and password. For more information about the Automatic ARTEmail Login feature, contact Innovative.

  1. Choose Next.
  2. Enter the following information:
    Voucher Number
    The ARTEmail voucher number (for example, ab00001). You must enter this value for the first ARTEmail request you acquire during a session. For the remainder of the session, ILL automatically increments the voucher number (e.g., the voucher number for the next request is ab00002). If you are acquiring multiple requests, ILL increments the voucher number for each request.
    Search Type
    Enter a search type and any special instructions for your search. For example, you might enter S need 1st edition.
Copyright Fees

If your library must be charged a copyright fee for the request, include the COPYRT code in the search instructions. To comply with BLDSC standards, ILL automatically removes the COPYRT code and inserts an RZ code between the TX code and the transaction number in the transaction line. For example:

Voucher number: er12314
Search type: PHOTO S COPYRT
System conversion: TXRZer12314 PHOTO S
  1. Choose Next. The system:
    • Combines the code "TX," the voucher number you enter, and your search instructions into a transaction line. For example, if you enter the voucher number ab00001 and the search instructions S need 1st edition, ILL creates the transaction line TXab00001 S need 1st edition.

      If you are acquiring multiple requests, ILL uses the same transaction line, except for the incremented voucher number, for each of the requests. For example, the next two requests would be TXab00002 S need 1st edition and TXab00003 S need 1st edition.
    • Displays the information that will be sent for the request. For example:

      The following will be sent:
      Txab00001 S need 1st edition
      Johnson, Ted
      Healthy Eating and Drinking
      New York, NY

      Note that, if you are acquiring multiple requests, ILL displays information for the first request only.
  2. Continue as appropriate:
    • Choose Next to use the information you entered.
    • Choose Previous if you need to alter this information.
  3. Choose a follow-up date. The follow-up date is the date on which your library should contact the supplier if the requested item has not arrived.
  4. Select Finish to complete the acquisition. The system:
    • Creates virtual records for the request(s).
    • Transfers the request(s) to the pending requests file.
    • Appends a message for each request to the ARTEmail file.
    • Displays a confirmation dialog.
  5. Choose Close to continue.
  6. Send the ARTEmail request either automatically by ending the current session, or manually by choosing Admin | Send ARTEmail Requests.
See also:
Delivering ILL Documents Acquired via ARTEmail Directly to the Patron
Acquiring ILL Requests
Possible Messages (Acquiring ILL Requests)