Delivering ILL Documents Acquired via ARTEmail Directly to the Patron

If your library uses the ARTEmail ILL acquisition method, you can request that the supplying library send nonreturnable ILL documents acquired via ARTEmail directly to the requesting patron's postal or email address. Nonreturnable ILL documents include any ILL items that are not returned by the patron and therefore are not tracked by either the patron's library or the supplying library. To enable the ARTEmail Direct Document Delivery feature, contact Innovative.

To send nonreturnable ILL items acquired via ARTEmail directly to the requester:

  1. Follow the steps to acquire or reacquire the ILL request via ARTEmail. When ILL prompts you, 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, SL). Note that to email a document to a patron, you must also enter one of the following delivery codes after the Search Type:
CodeDelivery Type
SED99*2*2-hour delivery
SED99*24*24-hour delivery
SED99Standard delivery
If your library must be charged a copyright fee for the request, include the COPYRT code in the search instructions. For example, S need 1st edition COPYRT.
Document Delivery
Select the method of delivery to the patron:
  • Deliver to Library: The ILL document(s) are delivered to your site for pickup by the patron. Use this option for any items your library is tracking for both re-request and for return.
  • Deliver to Requester's Postal Address: Nonreturnable ILL document(s) are mailed to the postal address in the requester's patron record. These items are not tracked and are not returned by the patron. (If the requester's patron record does not include a postal address, this option is unavailable.)
  • Deliver to Requester's Email Address: Nonreturnable ILL document(s) are sent electronically to the email address in the requester's patron record. These items are not tracked and are not returned by the patron. (If the requester's patron record does not include an email address, this option is unavailable.)
  1. Choose Next. ILL displays the information to be sent for the request. If you are acquiring multiple requests, ILL displays information for the first request only. For example:

    First Request Information:
    TXre34569 s
    Rhys, Myfanwy
    An Agnostic in Wales

    :DELIVER ABOVE ITEM TO:
    Arendal, Lily
    400 Central Ave
    Emeryville, CA
    94503

    On the first line of the display, ILL 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 SED99 need 1st edition, ILL creates the transaction line TXab00001 S SED99 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 SED99 need 1st edition and TXab00003 S SED99 need 1st edition.
Copyright Fees

If you included the COPYRT code in the search instructions, ILL complies with BLDSC standards by automatically removing the COPYRT code and inserting an RZ code between the TX code and the transaction number in the transaction line. For example:

Voucher number: er12314
Search type: PHOTO S SED99 COPYRT
System conversion: TXRZer12314 PHOTO S SED99
  1. Choose Previous to modify the information if necessary.
  2. Continue as appropriate:
    • If you chose to deliver the ILL items to the library, choose Next and return to the standard ARTEmail acquire or reacquire process. ILL continues the acquiring process as if you are not using the ARTEmail Direct Document Delivery feature. For more information, see Acquiring ILL Requests via ARTEmail or Reacquiring ILL Requests via ARTEmail.
    • If you chose to deliver the ILL items directly to the patron, choose Finish. The system:
      • Transfers the request(s) to the filled requests file.
      • Appends a message for each request to the ARTEmail file.
      • Displays a confirmation dialog.
  3. Choose Close to continue.
  4. Send the request to ARTEmail either automatically by ending the current session or manually by choosing Admin | Send ARTEmail Requests.

To view the ILL requests sent for direct delivery to the requesting patron, choose Filled Requests from the Function list.

See also:
Possible Messages (Delivering ARTEmail Documents to the Patron)
Acquiring ILL Requests via ARTEmail
Reacquiring ILL Requests via ARTEmail