This is more of an "academic" question:
When sending out ILLs, would it be useful for libraries to be
consistent re: including certain information in the cover e-mail? When
I send out e-mails (or at least I have told my staff to do this...hope
they're following through) - include the person's name for whom the
article is intended and the request #. In that way, when the e-mail is
received, it can be forwarded immediately. This speeds things up and
know that I appreciate it when that information is included on items I
receive. Is it time to come up with a standardized cover e-mail that we
all try to use? As I said, purely academic question and, if there is
enough feedback that indicates that this is worth pursuing, will
possibly draft a note for Medlib. Just don't want to stir the waters
unnecessarily.
Amy

Amy L. Frey, MA AHIP
Manager, Health Sciences Library & Resource Center
Hospital for Special Care
2150 Corbin Avenue
New Britain, CT 06053

Editor, National Network (HLS/MLA)
Chair, Publications Committee (HLS/MLA)

860.827.4875
860.827.4790 (fax)

Amy,
I could come through the computer to hug you!
YES, let's please standardize the cover email for ILLs.
I can't imagine how much time it would save all librarians.

Thanks and hope this becomes more than academic question.
Loralei



Loralei McGee, RHIA, CCS
Education Resource Coordinator
North Mississippi Medical Center
830 S Gloster St
Tupelo MS 38801
(662) 377-4399
(662) 377-7239 (Fax)

I heard through the librarians' grapevine that some libraries handle
this by Docline number and others use patrons' name. So we put Docline
# as the subject line and patron's name in the body of the email. That
way they have both.

My question is about separating the Docline form out from the PDF of the
journal article. I used to put them all together but the more I thought
about it, the more I realized that it is more professional to either not
include that form or scan it separately.



Karen

-----

Karen L. Roth, MBA, MLS, AHIP

Manager, Medical Library

Morton Plant Mease Health Care

P.O. Box 210/MS28

Clearwater, Florida 33757





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Perhaps this discussion could be continued on the Docline listserv? Some of those ILL people may not see the HLS-list but would have input.
I understand that some libraries use scanners to scan and automatically send the ILL document, and they might not have much flexibility in specifying what information is included in subject and body of the message.
And for what it is worth, we have found it extremely helpful to have the sending libraries include their LIBID in the message body / signature.
Dena Fracolli Hanson, MLS AHIP
Librarian, Schwarz Health Sciences Library
Cook Children's
801 Seventh Avenue
Fort Worth, Texas 76104



Spending more than 15 minutes to reel in your evidence? Get hooked on your medical librarian!
From: hls-list- [mailto:hls-list-] On Behalf Of Roth, Karen
Sent: Wednesday, October 06, 2010 10:46 AM
To: Amy Frey; hls-
Subject: Re: [Hls-list] Question re: ILLs

I heard through the librarians' grapevine that some libraries handle this by Docline number and others use patrons' name. So we put Docline # as the subject line and patron's name in the body of the email. That way they have both.
My question is about separating the Docline form out from the PDF of the journal article. I used to put them all together but the more I thought about it, the more I realized that it is more professional to either not include that form or scan it separately.

Karen
-----
Karen L. Roth, MBA, MLS, AHIP
Manager, Medical Library
Morton Plant Mease Health Care
P.O. Box 210/MS28
Clearwater, Florida 33757


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I love it when people put both the Docline # and the patron's name in the subject line.

I would like to suggest, in addition, please give your Docline code in the accompanying message.

I like to get the Docline form with the article, so if someone doesn't give their Docline code, at least the I can get it from that. I correct the code in QuickDoc, so we have an accurate record of who are are borrowing from.

Peggy

Peggy Baldwin, MLS, AHIP
PPMC Library Manager
Portland, Oregon
503-215-6075

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Put Docline # in the subject line and patron's name in the body of the
email. Best, short and saving paper.

If you decide to include Docline form, scan separately - we don't need
to send this form to our users. They don't need this information and one
page more to read and trying to figure out what this is about.


Vislava Tylman, MLS
Goldblatt Medical Library
Cleveland Clinic Florida
2950 Cleveland Clinic Blvd.
Weston, FL 33331
Phone: 954-659-5531
Fax: 954-659-5532




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This is the exact format I use in the subject line:

DOCLINE #000000000 for Patron from KYUSSR

I think it's short and to the point. Of course, as Dena points out, not all libraries can tailor their subject lines. I always have the scanner send the document to me first so I check that it worked correctly, but in high volume cases that may not be feasible.

Lisa
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Elisabeth E. Rowan, MSLS, Medical Librarian
Shriners Hospital for Children, 1900 Richmond Road
Lexington, KY 40502-1238 USA Docline: KYUSSR
vox 859.266.2101 x 1299 - fax 859.268.5636 - email
'There are two means of refuge from the misery of life--music and cats.'--Albert Schweitzer


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Has a decision been made yet?

Two cents more on this subject:

LENDING:
Our library usually puts the docline number and patron name in the subject line unless we are sending multiple documents. then we only put the word DOCLINE in the subject line and in the body we put the docline numbers and patron names of the attached documents. We no longer scan the request. It only makes the file bigger.

BORROWING:
When responding that the document has been received, we put "received, thank you" in the subject line instead of having the lender have to open the document to check the message. We do this only for Rush and Urgent requests.

If we do not receive regular dilivery documents, we will e-mail the request to re-send. That way they can just attach the document and reply to the e-mail to be sure they have the correct address.

Ingham Regional Medical Center
Lansing, MI
MIUIGH

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We don't care if we get the Docline form for filled requests, but in our perfect world, it is SO helpful to get the Docline number, Patron name and the LIBID of the lending library in the Subject line or body of the email if the Docline request form isn't included.
We need the LIBID for our record keeping and if it's not there we have to go to the status screen to see who filled it.


Jean Henderson
St. Luke's Hospital
C. Alan McAfee, MD Medical Library - MOUSLE
232 S. Woods Mill Rd.
Chesterfield, MO 63017

Phone: 314-205-6179
Fax: 314-205-6303


-----Original Message-----
From: hls-list- [mailto:hls-list-] On Behalf Of Judith Barnes
Sent: Wednesday, October 06, 2010 12:52 PM
To: hls-
Subject: [Hls-list] Re: Question re: ILLs

Has a decision been made yet?

Two cents more on this subject:

LENDING:
Our library usually puts the docline number and patron name in the subject line unless we are sending multiple documents. then we only put the word DOCLINE in the subject line and in the body we put the docline numbers and patron names of the attached documents. We no longer scan the request. It only makes the file bigger.

BORROWING:
When responding that the document has been received, we put "received, thank you" in the subject line instead of having the lender have to open the document to check the message. We do this only for Rush and Urgent requests.

If we do not receive regular dilivery documents, we will e-mail the request to re-send. That way they can just attach the document and reply to the e-mail to be sure they have the correct address.

Ingham Regional Medical Center
Lansing, MI
MIUIGH

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Perfect! If everyone used this subject line we would be happy campers in our library!

Peggy Baldwin, MLS, AHIP
PPMC Library Manager
Portland, Oregon
503-215-6075

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