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The best use of NILDE Best practice Librarians

Nilde is a software that allows libraries to exchange documents requested by users in a quick and easy way. Moreover, it is a network among libraries and librarians who cooperate and make this service useful and valuable.
The cooperation is also based on good practices, that anyone should fulfil, submitting any change to the network.
These guidelines, stemming from a discussion promoted by CBN among the libraries joining the network, follow the Guidelines for Best Practice for Interlibrary Loan and Document approved by IFLA in 2006. Based on the principles of Nilde Rules and Regulation, the guidelines intend to be a functional tool for the best use of the network.

General Recommendations

1. To guarantee the proper functioning of the Network, it is essential to update catalogues and library information

2. Requests should be completed as soon as possible, and, in any case, within 3 working days.

3. In case of temporary suspension of the service, both borrowing and lending, it is recommended to announce it to the network using the proper function in the section “My Service”.

4. Libraries are committed to reciprocity. For this reason, in case of a long suspension of lending service, you should suspend also borrowing service.

5. A free of charge exchange is recommended. Possible compensations requested in case of a strong imbalance between libraries must be clearly specified in the modes of service provided by the library in Nilde, as well as the number of articles which leads to a strong imbalance: if this is not clearly stated, libraries cannot reclaim any refund.

Requesting libraries

6. Before forwarding a request, always check that the bibliographic reference is correct and complete in any field.

7. Before forwarding a request, be sure that the document is not freely available online.

8. Make sure of the real availability of the items in the catalogue: check carefully the catalogs as well as with any note.

9. In order to keep an equal standard of work among the libraries who participate in the network, it is advisable to address the request to all the libraries. For that, please check the rank and the difference between delivered and  requested articles compared to the supplying library.

10. Remember that every Nilde borrowing request form must include only one request.

11. If you notice that the forwarded request is not correct, it is necessary to cancel it immediately through the proper function

Supplying libraries

12. Before fulfilling the request, make sure that the file is fully readable.

13. After verifying that the document is not available in the library, unfulfill the request, declaring clearly the reason of the unfulfillment, using the options provided. This procedure will give the requesting library the possibility to forward easily the request to another library.

14. When you scan a document, make sure to avoid black outlines, which can make the file and its transmission heavier.

15. When the document is delivered by fax, make sure to avoid black outlines in order to prevent an unuseful wastage.

16. In case of any difficulty that can delay or prevent to supply the requested document, it is necessary to communicate it immediately to the requesting library.

17. When you send the document by mail, fax, Ariel/Prospero, archive the request only after sending the print copy or the fax.

18. Remember to supply the document in compliance with the Copyright Laws in force (Law no. 633 of the 22/4/1941 and successive amendments and supplements) or with e-journals licences.

19. If the requesting library ask for cancelling the request, use the proper function to accept the cancellation, unless you have already begun the supply process and want to complete it.