Using Interlibrary Loan to Retrieve Full Text for Systematic Reviews

What is Interlibrary Loan?

Interlibrary loan is a service that allows library patrons to borrow materials from other libraries. This is a cooperative system where libraries lend materials to each other for a short period. ILL is essential when a researcher needs an item not held by their local library. The process involves a transaction between two libraries, with the lending library setting the loan period and any restrictions. ILL is often facilitated through online systems like OCLC or DOCLINE. Many libraries offer this service for free.

How Does Interlibrary Loan Work?

The ILL process generally involves the following steps:

• Identify the needed material: The researcher determines the specific article or book required for their systematic review.
• Submit a request: The researcher submits an ILL request through their local library's system, providing complete bibliographic information. This may involve filling out an online form or using a dedicated ILL software like ILLiad.
• Locate and request from other libraries: The borrowing library identifies libraries that hold the requested material and sends a request. To do this, the borrowing library searches for potential lending libraries with the desired item.
• Delivery and notification: The lending library delivers the material, often electronically for articles. The borrowing library receives the item and notifies the researcher. The lending library can deliver the item physically or electronically.
• Borrow and return: The researcher borrows the material, adhering to the lending library's terms, and returns it by the due date. Materials may be eligible for renewal once, for an additional three weeks, with the consent of the lending library. Renewal requests must be placed on or before the due date. Overdue items are not eligible for renewal.

Using Interlibrary Loan for Systematic Reviews

Systematic reviews often involve reviewing a large number of articles, many of which may not be available in a researcher's local library. ILL is particularly valuable in these cases, as systematic review projects often require access to a significant number of articles not available in a library's collection. Here's how to use ILL effectively for systematic reviews:

• Gather complete citation information: Ensure accurate and complete bibliographic details for each requested article to avoid delays.
• Use citation management tools: Utilize citation management software like Zoteroto streamline the process of managing and retrieving full-text articles.
• Check for full-text availability: Before submitting an ILL request, confirm that the article is not available through your library's existing resources.

Eligibility Criteria and Turnaround Time

Eligibility criteria for ILL may vary between libraries. Generally, faculty, students, and staff of the library are eligible to use the service. Some libraries may have restrictions on the type of material that can be requested.

Who Can Use ILL?

While most libraries offer ILL services to their patrons, some institutions, like the Library of Congress, do not lend materials directly to individuals. In these cases, individuals must request materials through their local public or academic library.

Turnaround time for ILL requests can vary depending on factors like the lending library's policies and the availability of the material.

While some articles may be delivered within a few hours or days, others can take several weeks. Requests normally leave the borrowing library within 1–2 working days. When an ILL request is sent out to potential lenders, each lender has a set amount of time to respond before thesystem moves on to the next lending library. This can be anywhere from 2-8 days, not including weekends. It's crucial to factor in this potential delay when planning your systematic review timeline.

Restrictions and Limitations

While ILL is a valuable service, it's essential to be aware of potential restrictions and limitations:

• Copyright: Copyright law restricts the number of copies that can be made for ILL purposes. The "rule of five" in the CONTU guidelines, which limits the number of articles borrowed from a specific journal, is based on an economic analysis from the 1970s and may be outdated.
• Loan periods: Lending libraries determine the loan period, and renewals may not always be possible.
• Availability: Not all materials are available through ILL. Some libraries may not lend certain items, such as rare books or materials in high demand.
• Cost: While many libraries offer ILL for free, some may charge fees, especially for materials from international libraries.

Specific Considerations for Systematic Reviews

Systematic reviews present unique challenges for using ILL. One major challenge is the single-user access limitation for ILL materials. Systematic reviews often involve multiple researchers across different institutions who need to access the same articles, which can be difficult to manage with ILL restrictions.

Tips for Efficient ILL Use

• Check your library's ILL policies: Familiarize yourself with your library's specific ILL policies, including any restrictions, fees, and turnaround times.
• Provide accurate information: When requesting articles for your systematic review, double-check that all citation details are correct and complete when submitting your request.
• Follow up on your requests: If you haven't received an update within a reasonable time, contact your library's ILL department.
• Explore alternative options: If ILL is not feasible or if the turnaround time is too long, consider alternative options like document delivery services or contacting the authors directly.
• Start early: Begin the ILL process as early as possible in the review process, as obtaining materials can take time.

Synthesizing Findings: ILL for Systematic Reviews

Interlibrary loan is a valuable tool for researchers conducting systematic reviews, enabling access to a wider range of literature and overcoming limitations of local library collections. By facilitating access to essential research articles, ILL supports comprehensive and rigorous systematic reviews. However, researchers should be mindful of potential challenges, such as copyright restrictions, varying turnaround times, and potential costs. Careful planning, early initiation of ILL requests, and clear communication with the library can help mitigate these challenges and ensure timely access to needed materials.

Conclusion

Interlibrary loan is an invaluable resource for researchers conducting systematic reviews. By understanding the process, eligibility criteria, and potential limitations, researchers can effectively utilize ILL to access the necessary full-text articles for their reviews. Remember to plan and initiate ILL requests early in the review process to ensure timely access to the required materials. The landscape of ILL is constantly evolving, particularly with ongoing discussions about updating copyright guidelines like the "rule of five" in CONTU. These changes may impact how researchers access materials for systematic reviews in the future.