Help

How to search the ILRS Directory

• Click on the Search link on any page to go to the Search form.
• To find a particular library or organisation or to find which library a particular NUC symbol belongs to use the standard Search form
• To obtain a list of libraries or organisations by type or to find libraries which offer certain services, eg libraries which deliver by Ariel and which accept ALIA vouchers, use Advanced search.
• To find libraries in certain regions, use Map search.
• To find old NUC symbols, use NUC history search.

Search form

Use this form to search for a particular library or to find which library a particular NUC symbol belongs to. Searching on National Union Catalogue (NUC) symbol is the most precise way to search but if you do not know the library’s NUC symbol, use Name search instead. You can also restrict your search by state. You may leave any of the options blank and you may change the number of matches to be displayed per page in your results.

Search on NUC symbol

National Union Catalogue (NUC) symbols uniquely identify Australian libraries and other organisations which contribute holdings to the national union catalogue (or National Bibliographic Database) via the Libraries Australia service or participate in formal interlibrary lending networks.

• Enter the symbol exactly, including colon or space if the symbol contains one.
• You may use upper or lower case.
• If you are not sure of the exact NUC symbol, use Name search instead. A NUC symbol search will usually find only one library, therefore you do not need to use any of the other search options on the form.
• If the NUC symbol you search on is obsolete, the library which used to own the NUC symbol will be displayed. If the library which used to own the NUC symbol no longer exists, you will receive a ‘not found’ message. You can use the NUC history search to look up obsolete NUC symbols.

Search on Name

• Enter words or a phrase from the name and choose keyword or phrase from the drop down box.
• ‘Keyword’ searches for names containing the word/s anywhere in the name. ‘Phrase’ searches for names containing the words in the order you entered them.
• Alternate names, former names and NUC symbols are searched in addition to the name of the library.
• Punctuation is stripped out of Name searches eg ‘attorney-general’ returns the same result as ‘attorney general’.
• Use the percentage or asterisk symbols (% or *) to truncate a search term eg Austral% finds Australia, Australian, Australia’s, Australasia etc as well as Austral.

Limit by Location

Select a state or territory, or Australia-wide or Overseas, from the drop down list to restrict the results to libraries in a particular location.

You can also use Map search to search for Australian libraries by location.

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Advanced search

• Use this form to search for libraries which meet certain criteria or which offer certain services, for example, libraries which say they: are health/medical libraries and are located in NSW ; support the ILRS Code and accept requests via Libraries Australia Document Delivery; deliver by Ariel and accept payment by ALIA vouchers.
• Only select the options that are relevant to you. Leave the other options blank or at the default.

Name

Enter words or a phrase to find libraries which contain the words or phrase in their name. Name search rules are as for the standard Search form. Leave Name blank if you wish to find ALL libraries meeting other criteria on this form.

Organisation type

Select from the drop down list to find organisations or libraries of a particular type eg Agriculture, Law.

Location

Select from the drop down list to find libraries within a certain state, territory, Australia-wide or overseas.

ILRS Code

Check the box to find libraries which say they support the Australian Interlibrary Resource Sharing Code (ILRS Code).

Members of

Select from the drop down list to find libraries which say they are members of a professional organisation, for example, ALIA. This information comes from the Australian Libraries Gateway. To search for libraries which say they accept requests via Libraries Australia Document Delivery Service, select Libraries Australia (LADD) from the drop down box headed ‘Any request method’.

Entries with link to ..

Check the relevant box to find libraries with an online request form or information about their ILL policy, service or charges on their web site.

Offering/accepting ..

Select from the relevant drop down list to find libraries or organisations which:

• offer certain levels of service : Normal, Priority, Rush, Express, as defined in the ILRS Code
• offer services to libraries, non-libraries or overseas
• accept requests by fax, phone, Libraries Australia Document Delivery etc
• deliver by Ariel, Express Post etc
• bill requesters by, for example, sending an invoice with the item
• accept payment by, for example, ALIA ILL vouchers or the Libraries Australia Payments Service.

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Map search

You can search across the whole of Australia; within a specific Australian state/territory; within regional areas within states/territories; as well as within Sydney, Melbourne, Adelaide, Perth or Brisbane metropolitan regions. Results from map searches are presented with an enlarged map of the region selected with regional boundaries shown – by clicking within these regions, you will be able to narrow your search further and retrieve the corresponding subset of libraries.

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Looking up old NUC symbols

NUC history search

Use NUC history search to find old National Union Catalogue (NUC) symbols. Enter the whole symbol or just the first few characters. All NUC symbols starting with the characters you enter will be displayed, showing whether they are current or not and which organisation they belong to or whether the NUC symbol has been withdrawn.

You can change the number of NUC entries displayed per page by selecting a number from the drop down box.

If you leave the search box blank, all NUC symbols will be retrieved.

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How ILL / document delivery service details are displayed

If your search finds more than one library or organisation, the summary results page will display, from where you can choose which one you would like to view details for. If your search finds only one library or organisation the details will display immediately.

Summary results

For a search which finds more than one library or organisation, the following details will be provided in a table for each:

• The full distinguished name of the library or organisation, followed by the name of the ILL service (if the service has a distinct name). The full distinguished name consists of the name of the organisation itself, preceded by its parent’s name, preceded by the parent's parent and so on. If the URL of a Web page for any of the above has been reported to the directory, hyperlinks will be provided from the name/s in the summary results table.
• Current NUC symbol
• Location, i.e. Australian state or territory, or Overseas.
• Red More Details button. Click on this to view the full directory details.

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Details display

Where your search finds only one matching library or organisation you will automatically get the full directory details display. The red More Details button in the Summary results also takes you to the details display. If you wish to return to the Summary results after viewing the details, use your browser’s Back button.

Libraries and organisations may update their own entries in the directory by going to the details display and clicking the Edit this Record button at the bottom of the page, or they can Contact ILRS Directory Administration) to update their entries for them.

The following information, where provided by the library or organisation, may be included in the full details display:

• The full distinguished name of the library or organisation, followed by the name of the ILL service (if any). The full distinguished name consists of the name of the organisation itself, preceded by its parent’s name, preceded by the parent's parent and so on.
• Logo of the ILL service, otherwise the logo of the library from its Australian Libraries Gateway entry.
• ALG entry icon. Click on this to go to the library’s Australian Libraries Gateway entry
• Note about service suspensions, i.e. details of ILL services which are temporarily unavailable from this library or organisation.
• Hyperlinks to the Web pages of the parent organisation, organisation or ILL service.
• Main address is the principal address of the library or organisation. Usually a street address but may be a postal address.
• Postal address, where this is different from the main address.
• Billing address, where this is different.
• Address to be used for delivery purposes.
• ILL email, ILL phone, ILL fax, DX (Document Exchange) number, Ariel address, ILANET address, ISO ILL Protocol address.
• Whether locations are added to the Australian National Bibliographic Database on Libraries Australia
• Whether the library or organisation supplies material from its collection or not. A library or organisation may indicate they are willing to supply as first resort or only wish to be used as last resort.
• Whether the Australian InterLibrary Resource Sharing Code (ILRS Code) is supported or not. Indication of support does not necessarily mean that all services in the Code are offered or are offered at the recommended rates – users should also see the Charges section.
• The methods by which requests are accepted eg Libraries Australia Document Delivery (LADD), phone, fax.
• The methods by which the library or organisation will deliver eg Ariel, Express post.
• International NUC symbols, if any
• Former names, abbreviations, acronyms, other names
• Library or organisation type
• Hours of service
• Memberships of professional organisations, as indicated in the Australian Libraries Gateway
• Types of material held and whether they are available for loan or copy.
• Standard conditions of supply, loan period and whether renewable or not.
• Copyright conditions the supplier will supply under eg Fair Dealing (Section 50 of the Copyright Act), Services to the Crown (Section 183 of the Copyright Act), Australian copyright cleared.
• Hyperlink to an ILL / document delivery policy on the supplier’s web site.
• Conditions of supply for specific material types, where these differ from Standard conditions of supply.
• Class of user the supplier is willing to supply to, i.e. Libraries, Individuals outside their own organisation and Non-Libraries, Overseas
• Charges

Where a supplying library or organisation has stated that it charges rates recommended in the ILRS Code (which replaced the ACLIS Australian Interlending Code in 2001), the recommended charges display here. These charges will be automatically updated in the event that the ILRS Code recommended charges change. These charges apply to interlending and copying charges to libraries, delivery charges and levies for higher levels of service (Priority, Rush, Express).

Where a supplier has indicated different charges from the recommended charge for any services, these will be displayed instead. The supplier is responsible for updating these.

Other information which may be displayed is conditions and charges for services to individuals and non-libraries, overseas supply, reciprocal arrangements and exemptions. There may be a hyperlink to charging information on the supplier’s web site.

• Replacement for lost or damaged items: a statement of policy or charges.
• Billing options, i.e. how the supplier will bill requesters.
• Requesters may pay by, i.e. how the supplier will accept payment.

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If your search is unsuccessful

The most common reason for an unsuccessful search is a spelling mistake or typographical error. Check what you entered and try again.

Other suggestions are:

NUC symbol search: NUC symbol searches are not case-sensitive but they do rely on an exact match, including colon or space if the NUC symbol contains one. If you do not have the correct NUC symbol, try using Name search instead. Alternatively you can NUC history search instead, where you can enter just the first one or two characters of the NUC symbol. Withdrawn NUC symbols can only be found using NUC history search.

Name search: Try using fewer words or using truncating a word (* or %) instead of using a whole word eg Austral* instead of Australian. Try alternate words – former names, abbreviations, acronyms and other names are all searched in addition to the official name.

Fewer search options: If you have used more than one search option, eg Name and Location, try only using one search option. Use the Clear button to reset the form. Don’t combine NUC symbol search with anything else.

In Advanced Search, start with only one or two search options. You can always add another search option if the result set is still too large.

If you do not find what you expect, it could be that the libraries and organisations have not provided the relevant information or have not provided it in the appropriate place, or have not updated the information. ILRS Directory administration welcomes feedback on any problems users or updaters are having with the service. Contact ILRS Directory Administration

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How to request an entry in the ILRS directory

If you would like your library or organisation to be listed in the ILRS Directory, use the New Entry form, or Contact ILRS Directory Administration

How to request a new NUC symbol

National Union Catalogue (NUC) symbols uniquely identify Australian libraries and other organisations which contribute holdings to the national union catalogue (or Australian National Bibliographic Database ) and/or Trove via the Libraries Australia service or participate in formal interlibrary lending networks. If you do not fall into one of these categories a NUC symbol is not necessary.

A NUC symbol may reflect the library's name at the time it was assigned, but will not be changed routinely to reflect changes in the organisation name. If two or more libraries merge it is preferable for the new organisation to adopt one of the existing NUC symbols. New symbols are assigned in more complex situations, such as when an organisation's collection is split between several libraries.

If you wish to apply for a new NUC symbol and you do not already have an entry in the ILRS Directory, use the New Entry form. If you do already have an entry in the ILRS Directory and you wish to apply for a change to your NUC symbol, Contact ILRS Directory Administration

The New entry form

Use this form if you would like your library organisation to be listed in the ILRS Directory or you wish to apply for a NUC symbol. If you already have a NUC symbol or an entry in the ILRS Directory, and you wish to apply for a change to your NUC symbol, Contact ILRS Directory Administration

The mandatory fields on this form are the name of your library or organisation, an address, and a supply policy, i.e. whether you are willing to supply material to other libraries or organisations. A personal name and phone number are also required so that ILRS Directory administration can contact you for further details if necessary – this name and phone number will not be published.

When you submit the form, the details will be emailed to ILRS Directory administration. We will contact you when your basic directory entry has been set up and we will supply you with a password so you can add more details to it.

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How to update your entry

To update your entry use Search to find the entry and select the "Edit this record" button at the bottom of the details display.

You will be asked to login for update, i.e. enter your password and choose one of the update forms. The update forms are:

General details, Request, delivery, billing & payment methods, Loan & copy policies, Charges, Suspensions, Change password, and Update contact person. Libraries and organisations which do not supply material from their collection only have General details, Change password and Update contact person.

When you have finished with a form, click ‘Submit these updated details’ to save the changes. You will receive confirmation that the changes have been recorded and your updated directory entry will be displayed. If you wish to continue updating, choose another form from the list and select ‘Continue’. If you have finished updating, select ‘Quit’.

Login for update

This form appears after you select ‘Edit this record’ at the bottom of the details display of your entry. Enter your password, select an update form from the drop down list and click ‘Login’. The password is case-sensitive. If you enter your password incorrectly you will get an ‘Access denied – incorrect password’ message. Use the browser’s Back button to return to the Login form and try again.

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General details

Use this form to add or update addresses, phone, fax, emails and other messaging addresses, and general details about your ILL / document delivery service.

Supply policy and Main address are mandatory – the other items are optional.

• Organisation name, URL, current and former NUC symbol/s: These can only be changed by the ILRS Directory administrator
• Service name: If your ILL / document delivery service has a name distinct from your library or organisation name, include it here.
• URL of service: If your ILL / document delivery service has its own web page you can enter the URL here and your directory entry will display a hyperlink to it.
• Supply policy: One of the four supply policies must be selected: Will not supply material from collection ; Willing to supply material from collection, Will(ing to) supply as first resort, Will only supply as last resort.
• Main address: You must have at least something in line 1, a state (or territory or ‘overseas’), and a country. Australian libraries and organisations must also have a postcode.
• Postal address: Check the box if the postal address is the same as the main address, otherwise enter the postal address.
• Billing address: Check the box if the billing address is the same as the postal address. You may indicate the person or position whom bills should be directed to in ATTN. If the billing address is different from the postal address, complete the other address boxes.
• Delivery address: You may indicate which of the above addresses should be used for delivery purposes.
• ILL phone, fax and email: Enter the numbers and email address to be used for sending requests or for communication on ILL / document delivery matters.
• DX (Document Exchange) number, Ariel address, ILANET address, ISO ILL Protocol addresses: Enter your details if your ILL / document delivery service uses these services.
• Hours of service: The hours during which ILL / document delivery requests are serviced or staff are available to answer queries about the ILL / document delivery service.
• Logo: If your ILL / document delivery service has its own logo, enter the URL here. If there is no URL here, your directory entry will display the logo from your library’s entry in the Australian Libraries Gateway.
• International NUC symbols: If your library has an international NUC symbol include it here. Contact ILRS Directory administration if you wish to add another symbol type to the list.
• Former names, abbreviations, acronyms, other names, Australian Business Number: If your organisation does not have an entry in the Australian Libraries Gateway you will be able to edit this information. If your library has an entry in the Australian Libraries Gateway, this information can only be changed there.
• Organisation type: If your library has an entry in the Australian Libraries Gateway, you may change the library type there. If your organisation does not have an entry in the Australian Libraries Gateway, organisation type can only be changed by the ILRS Directory administrator.
• Comments: Use this box to note anything for which you cannot find a place in the other update forms.

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Loan & copy policies

Use this form to add or update information about the types of material you hold, whether they are available for loan and copy, loan periods and other conditions of supply.

• URL of interlibrary lending/document supply policy: If your policy is available on your Web site, you can enter the URL here and your directory entry will include a hyperlink to it.
• Holdings, loans and copies: For each material type, check ‘Held’ if you have that material type in your collection, check ‘Will lend’ if you lend that material type and check ‘Will copy’ if you supply copies from that material type.
• Standard conditions of supply: Enter the standard conditions which apply to your loans and document supply. Data entered here will be displayed in your directory entry if you have checked a ‘Will lend’ or ‘Will copy’ box above. General exceptions may be noted here, but exceptions applying to specific material types should go under ‘Conditions of loan and supply for specific material types’.
• Standard loan period: Enter a number only, indicating the number of weeks you lend material for.
• Select a renewal policy: Indicate here whether your standard loans are renewable or non-renewable.
• Standard conditions of renewal: If there are conditions for renewal, eg ‘if not reserved’ enter them here.
• Copyright conditions: Copyright conditions under which you will supply, i.e. Fair Dealing (Section 50 of the Copyright Act), Services to the Crown (Section 183 of the Copyright Act), Australian copyright cleared or Other.
• Conditions of loan and supply for specific material types: Use this section if conditions for a specific material type differ from the conditions entered under ‘Standard conditions of supply’ above. Select a material format from the list (only material types which you indicated as ‘held’ appear in the list) and enter data as for standard conditions. Before entering conditions for another material type you must submit the form to save the details for the first material type. You can then choose this form again and continue updating it.
• Material unavailable for loan: Use this section for any other material not available for loan.
• Replacement: Enter your replacement policy and/or charges here.

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Request, delivery, billing & payment methods

Use this form to indicate:

• Request methods: How requests may be sent to your ILL / document delivery service.
• Delivery methods: How your ILL / document delivery service will deliver loans and/or copies.
• Billing methods: How your ILL /document delivery service bills requesters.
• Payment methods: What forms of payment your ILL / document delivery service accepts.

Check the box against each method supported.

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Charges

Use this form to add or change information about your charges and conditions of supply by service type (loan, copy), delivery method (fax, Express post, other), service level (Normal, Priority, Rush, Express) and by category of requester (libraries, non-libraries, overseas, reciprocal partners and exemptions).

URL of information about your charges: If your charges are published on your web site enter the URL here and your directory entry will display a hyperlink to it.

Currency in which your charges are quoted: The default is Australian dollars. Overseas organisations may choose another currency.

Australian Interlibrary Resource Sharing Code (ILRS Code) : If you check this box, your directory entry will say that you support the ILRS Code. The system will also automatically check all the ‘ILRS Code recommended rate’ boxes on the rest of this form. Once you have checked this box you may still edit the charges in the rest of the form. However if any of your charges exceed those in the Code, you should uncheck the ‘ILRS Code supported’ box.

Core charges for loans to libraries: If the ‘lend to libraries’ box is checked, either the ILRS Code recommended rate box must be checked or a charge must be entered. (If a charge is entered after the recommended rate box is checked, the system records the charge and ignores the recommended rate box). Charges must be $ followed by a number or a number only.

Core charges for copies to libraries: If the ‘supply copies to libraries’ box is checked, either the recommended rate box must be checked or a charge must be entered. (If a charge is entered after the recommended rate box is checked, the system records the charge and ignores the recommended rate box). You may enter a base charge without entering anything in the other boxes; however the form allows you to enter charges based on the ILRS Code model, i.e. a set charge for up to a specified number of pages, then an additional set charge for each additional specified number of pages. Charges must be $ followed by a number or a number only, the ‘pages’ boxes must contain a number only.

Delivery charges: Local fax and STD fax charges follow the same rules as for Core charges for copies to libraries above. Express post follows the same rules as Core charges for loans to libraries above. You may specify other delivery charges and conditions in the text box.

Higher service level charges: Priority, Rush and Express are service levels defined in the ILRS Code . Rules for completing these sections are as for Core charges for loans to libraries. You may specify any additional information about these service levels in the text boxes.

Reciprocal arrangements: Details of any reciprocal or ‘knock for knock’ arrangements may be entered here.

Charges for loans to individuals and non-libraries, Charges for copies to individuals and non-libraries: If you provide services to individuals outside your organisation and/or non-library organisations, enter any relevant information.

Overseas supply: If you provide services to overseas requesters, enter any relevant information.

Exemptions: Enter information about any groups which are charged differently eg categories of library which you do not charge (if not covered by reciprocal arrangements noted above).

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Suspensions

Use this form to indicate when any or all of your ILL / document delivery services will be unavailable for a period of time. Enter dates for ‘all services’ if no ILL / document delivery service will be available for time, for instance because the library is relocating. You can also suspend individual services, for instance if you are short staffed you could suspend just Rush and Express services. Note that for Libraries Australi (LADD), you must suspend your library in LADD itself. Indicating a LADD suspension in the ILRS Directory merely lets users of the ILRS Directory know that you have done this. (The ILRS Directory does not at present automatically update LADD.)

Your directory entry will display all suspensions you have set, whether they are current, in the future or in the past. Once services have returned to normal you should clear suspensions by selecting the ‘clear’ button to the right of the services suspended.

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Update contact person

Use this form to change the name or other details of the person responsible for your ILRS directory entry. The information on this form is only used by the ILRS Directory administration team when they need to contact you and is not displayed in your directory details.

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How to change your password

To change your password, select Edit this Record at the bottom of your details display, then on the Login for update form, enter your current password and select Change Password from the list of forms to update.

Change password form

On the Change password form, simply enter your new password in the first box, then enter it again in the second box to confirm it. The password is case-sensitive. Click on Change password to save the change.

If you have forgotten your password, Contact ILRS Directory Administration.

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If there was a problem with your update

If, instead receiving a message confirming that your changes have been recorded, the form re-appears with an error message, click on the message after reading it and you will be taken to the part of the form where you need to fix the error. If there was more than one error message, you can scroll back to the top of the form and click on the next message. Once you have fixed the problem, remember to click on ‘Submit these updated details’ again.

If you are having difficulties with the update forms or if you receive an error message that is not accompanied by the update form, please contact ILRS Directory Administration with details of what you were trying to do.

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