DOCLINE Manual
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DOCLINE Manual
Created on: 5/1/2016
DISCLAIMER: To obtain the latest DOCLINE information, please use the online
Help files and FAQs from within DOCLINE. Also available at URL:
DOCLINE
i
Table Of Contents
Getting Started .................................................................................... 1
Activity and Status Messages ......................................................... 3
Account information ..................................................................... 6
DOCLINE-L Email Discussion List .................................................... 7
Technical Setup .................................................................................. 11
DOCLINE: System Requirements .................................................. 11
DOCLINE: Configuring my browser ............................................... 13
Browser Settings ........................................................................ 13
Barcodes on DOCLINE and Loansome Doc Requests ....................... 14
Getting and Using Help........................................................................ 16
Ways to get assistance ............................................................... 16
Training .................................................................................... 18
Ask a question ........................................................................... 19
Report a problem ....................................................................... 19
Borrowing .......................................................................................... 20
Borrowing Overview ................................................................... 20
Completing the Routing Instructions Page ..................................... 21
Finish Now ................................................................................ 24
Routing by Physical Format ......................................................... 25
Do Not Route to: prevent requests from routing to particular lenders 26
Contacting Other Libraries ........................................................... 27
Transferring Loansome Doc requests ............................................ 29
Ordering material on behalf of another library ................................ 31
Requesting copies of PubMed material ................................................... 32
Ordering by searching PubMed ..................................................... 32
Ordering with PMID .................................................................... 34
Requesting copies of non-PubMed material ............................................ 36
Ordering materials with a Unique ID (UI) ...................................... 36
Ordering materials by searching NLM's OPAC (LocatorPlus) ............. 38
Ordering material not listed in NLM's OPAC (LocatorPlus) ................ 40
Requesting a loan ............................................................................... 41
ii
Ordering an item listed in NLM's OPAC (LocatorPlus)....................... 41
Ordering an item not listed in NLM's OPAC (LocatorPlus) ................. 43
Routing Requests ............................................................................... 44
Setting the default values used to route new requests .................... 44
Routing of serial copy requests .................................................... 46
Routing by M/A/N Map (Monographs, A/V or non-NLM serial requests)
................................................................................................ 49
Lending ............................................................................................. 50
Lending Overview ....................................................................... 50
Setting Standard Weekly ILL Schedule .......................................... 50
Receiving Requests Overview ...................................................... 52
Printing Requests ....................................................................... 53
Prevent requests from routing to my library .................................. 54
DOCLINE system actions (Time-Triggered Actions) ......................... 55
Saving Receipts as a Text File ...................................................... 57
Filling a request.................................................................................. 58
Individually filling a request ......................................................... 58
Filling requests in batch mode...................................................... 59
Rejecting a request ............................................................................. 60
Individually rejecting requests ..................................................... 60
Rejecting requests in batch mode ................................................. 61
EFTS ................................................................................................. 62
Creating an EFTS billing file ......................................................... 62
Reprocessing requests previously added to an EFTS file .................. 64
Charging for requests previously set to no charge .......................... 66
Managing Requests ............................................................................. 68
Finding a request ....................................................................... 68
Canceling a request .................................................................... 70
Viewing the routing and action history of a request ........................ 72
Finding the status of a request ..................................................... 73
Finding Loansome Doc requests as a Lender .................................. 74
Finding Loansome Doc requests transferred to DOCLINE ................. 75
Resubmitting retired unfilled requests ........................................... 76
iii
Reviewing Retired Unfilled requests .............................................. 80
Request Actions and Reasons ............................................................... 82
Routing and Removal Reasons ..................................................... 84
Rejection Reasons ...................................................................... 86
Request Reports ................................................................................. 88
ILL statistics and reports ............................................................. 88
Report 1-1A & 1-1AY: Summary DOCLINE Borrower Statistics ......... 89
Report 1-11A & 1-11AT: Summary DOCLINE Borrower Statistics
(Requested for another library) .................................................... 90
Report 1-1B & 1-1BY: Summary DOCLINE Lender Statistics ............ 91
Report 1-22A: Detailed DOCLINE Borrower Statistics (Requested for
another library).......................................................................... 93
Report 1-2A & 1-2AY: Detailed DOCLINE Borrower Statistics ........... 95
Report 1-2B & 1-2BY: Detailed DOCLINE Lender Statistics .............. 97
Report 1-7: Library Routing Table and M/A/N Map cells containing my
LIBID........................................................................................ 99
Report 1-2B & 1-2BY: Detailed DOCLINE Lender Statistics ............ 100
Report 1-8A & B: Ranked List of Serial Titles - Borrower ............... 102
Report 1-8C & D: Ranked List of Serial Titles - Lender .................. 103
Report 5-1A: Loansome Doc Detailed Lender Statistics ................. 104
Report 5-1B: Loansome Doc Summary Statistics .......................... 105
Downloading reports ................................................................. 107
Viewing and printing reports ...................................................... 108
Serial Holdings Overview ................................................................... 110
Generating Serial Holdings Reports ..................................................... 111
Serial Holdings Report Overview ................................................ 111
MARC 21 Format - Overview ...................................................... 118
MARC 21 Format - Bibliographic Data ......................................... 119
MARC 21 Format - Holdings Data ............................................... 123
NLM Serial Title Changes Report Overview................................... 130
Review Reports Overview .......................................................... 132
Downloading Serial Holdings Reports .......................................... 134
Downloading reports as ASCII file .............................................. 135
Viewing and printing Serial Holdings reports ................................ 136
iv
Holdings by Library Report ........................................................ 137
National Print Retention Titles by Library Report .......................... 140
Serial Holdings by Library Report Format Types ........................... 142
Serial Holdings Level 2 Holdings Report Overview ........................ 143
Serial Holdings Libraries that have not Updated Holdings within One Year
Report Overview ...................................................................... 145
Holdings not Updated within One Year ........................................ 146
Holdings Outside of Publication Date Report Overview .................. 148
Serial Report Field Definitions .................................................... 150
Managing Serial Holdings ................................................................... 153
Add Serial Holdings .................................................................. 153
Add an Additional Format to a holdings record ............................. 155
Modify an Existing Holdings Record ............................................ 157
Record Missing Volumes or Years ............................................... 158
Delete Existing Formats ............................................................ 159
Embargoes Overview ................................................................ 160
Add or modify manual embargo periods ...................................... 161
Modify LinkOut embargo setting for individual holdings record ....... 162
Modify 'Use LinkOut Embargo' Global Setting ............................... 163
Search Serial Holdings ...................................................................... 164
Serial Holdings Bibliographic Search Field Definitions .................... 164
Find libraries that are members of a particular library group and report
holding a specific serial title ....................................................... 165
Find libraries that provide specific Delivery Methods, Interlibrary Loan
Services, and/or have particular Membership Information and report
holding a specific serial title ....................................................... 166
Find libraries that report holding a specific serial title by library's
geographic location .................................................................. 167
Find libraries that report holding a specific serial title in a particular
holdings format ........................................................................ 168
Find libraries that report holding a specific serial title using top Filters
.............................................................................................. 169
Find libraries that report holding a specific year or volume of a serial
title ........................................................................................ 170
Find out if a particular library reports holding a specific serial title .. 171
v
How Filters are applied in Serial Holdings Search.......................... 172
Search LocatorPlus from DOCLINE Serial Holdings ........................ 175
Show All My Holdings ........................................................................ 176
Update Holdings by Format ....................................................... 177
Update Holdings by Acquisition Status ........................................ 178
Update Holdings by Alphabetic Segments .................................... 179
Update Holdings by Embargo Status ........................................... 180
Institution Search ............................................................................. 181
Finding an institution record by LIBID ......................................... 181
Finding an institution record by institution name .......................... 182
Finding an institution record by library contact name .................... 183
Finding institutions that match multiple search criteria .................. 184
Changing the institution information displayed in search results ..... 185
Changing the sort order of search results .................................... 186
Changing the number of records displayed per page ..................... 187
Modifying your search query ...................................................... 188
Adding institutions to your Routing Table from search ................... 189
Adding institutions to your M/A/N Map from search ...................... 190
Printing search results .............................................................. 191
Downloading search results ....................................................... 192
Updating your Institution ................................................................... 193
Institution Overview ................................................................. 193
Activity Summary ..................................................................... 194
Setting your library "Out of Office" ............................................. 195
Address ........................................................................................... 196
Editing your institution address.......................................... 196
Editing your addresses for document delivery ...................... 197
Editing your billing address ............................................... 198
Editing your internet addresses (URLs) ............................... 199
People / Contacts ............................................................................. 200
Adding a new contact person ............................................. 200
Editing a staff member's contact information ....................... 201
Deleting a contact person from DOCLINE ............................ 202
vi
Membership ..................................................................................... 203
Membership Overview ...................................................... 203
Managing exporting of Serial Holdings ................................ 204
Annual review of serial holdings ......................................... 205
Modifying institution IDs (OCLC, FEIN, MARC code) .............. 206
Modifying your interlibrary loan service options ................... 207
Modifying your copy service options and fees ...................... 208
Modifying your loan service options and fees ....................... 209
Modifying your library service options ................................. 211
DOCLINE Options ............................................................................. 212
Setting the default values used to route new requests .......... 212
Modifying your lending preferences .................................... 214
Delivery Methods ............................................................. 215
Managing your Serials Routing Table ................................................... 216
Routing Table Overview ............................................................ 216
Adding institutions to your Routing Table ............................ 218
Removing institutions from your Routing Table .................... 220
Moving institutions in your Routing Table ............................ 222
Viewing your Routing Table changes .................................. 224
Viewing your current Routing Table .................................... 225
Viewing which institutions have your library in their Routing Table
..................................................................................... 226
Printing your Routing Table ............................................... 227
Managing your Monographic, A/V, non-NLM serials Map (M/A/N Map)
.............................................................................................. 228
Adding institutions to your M/A/N Map ................................ 229
Removing institutions from your M/A/N Map ........................ 231
Moving institutions in your M/A/N Map ................................ 232
Modifying your default borrow delivery methods .......................... 233
Loansome Doc ................................................................................. 234
Customizing the registration process .......................................... 234
Loansome Doc Delivery Methods ................................................ 235
Modifying your Loansome Doc delivery methods .......................... 236
vii
Modifying your Loansome Doc service options .............................. 237
Modifying your Loansome Doc registration options ....................... 238
Managing Loansome Doc Patrons ............................................... 239
Finding a Loansome Doc patron ................................................. 239
Loansome Doc patron categories ................................................ 240
Changing the patron information displayed .................................. 241
Changing the number of records displayed .................................. 242
Updating a patron's account record ............................................ 243
Changing the sort order of search results .................................... 244
Changing a patron's password ................................................... 245
Blocking a patron's Loansome Doc requests ................................. 246
viii
Welcome to DOCLINE Help
Last updated: 5/1/2016
Copyright, Privacy, Accessibility
U.S. National Library of Medicine, 8600 Rockville Pike, Bethesda, MD 20894
National Institutes of Health, Health & Human Services
Getting Started
DOCLINE: General Overview
Overview
DOCLINE is the National Library of Medicine's (NLM) automated interlibrary
loan (ILL) request routing and order referral system. The system provides
efficient document delivery service by linking the holdings of member
libraries and routing the ILL requests quickly throughout the National
Network of Libraries of Medicine (NN/ LM).
Requests can be created, edited, routed, received, and filled in this system.
DOCLINE participants can also check the status of requests for which they
are either the borrowing or lending library. The online manual assists the
user through the steps needed to accomplish these functions.
DOCLINE is available 24 hours a day, seven days a week. Some DOCLINE
activities are suspended on U.S. national holidays. Scheduled maintenance is
announced to subscribers of the DOCLINE-L email discussion list.
The dates and times used by the DOCLINE System are based on Eastern
Time.
There is no charge for participating in DOCLINE. Interlibrary loan charges
vary by Institution.
1
DOCLINE Home Page
The DOCLINE HOME Page is the first page that displays after logging into
DOCLINE. The left side of the Home Page displays the institution name for
the current session and DOCLINE information or notices.
You will find the following options at the top right of the page:
Help - displays this online manual
FAQ - displays DOCLINE Frequently Asked Questions
Contact Us - opens a page of options for contacting DOCLINE
customer service, NLM interlibrary loan service, or your Regional
Medical Library (RML)
Preferences - allows you to change the password for your DOCLINE
account
Log Out - always exit DOCLINE by using this Log Out link. Then you
may close your browser window
Directly below is the DOCLINE navigation bar with the following tabs. Select
a tab to display its submenu items. Tabs and submenu items will only
display if user has rights to those functions.
Home - select to return to the DOCLINE Home Page
Requests - Borrow, Lend, Receipts, Reports, Status/Cancel,
EFTS
Serial Holdings - Update/View, Reports
Institutions - Search, Update (your LIBID)
Loansome Doc Patrons
2
Activity and Status Messages
In the "Activity and Status" area of the DOCLINE Home Page, you will find
message links for incoming DOCLINE and Loansome Doc requests for your
library, as well as notices regarding the status or action of requests still in
process. Fourteen DOCLINE message links are possible and will appear in
the order shown below. The message will only display if the condition applies
to your institution.
1. ## requests awaiting RECEIPT
Select this link to "receipt" and print new DOCLINE requests routed to your
library.
2. ## Special Handling requests awaiting RECEIPT
Select this link to "receipt" and print new DOCLINE requests routed to your
library. Special Handling requests include Rush, Urgent Patient Care, and
color copy requests.
3. ## Loansome Doc requests awaiting LD RECEIPT
Select this link to "receipt" and print new Loansome Doc requests routed to
your library.
4. ## requests will be removed overnight if not acted upon today
(## Special Handling)
Select this warning message link to view DOCLINE requests still in process at
your library. If a request is received but not acted upon within three working
days, DOCLINE automatically routes the request to another potential lender.
If a Rush or Urgent Patient Care request is received but not acted upon the
same day, DOCLINE automatically routes the request to another potential
lender.
5. Requests were removed this morning for non-action: ##, ##
The requests listed in this message were removed from your library today
for non-action and were routed to another library. You can no longer view or
update them. After one business day, this message will be removed.
6. Special Handling requests were removed this morning for nonaction: ##, ##
The Rush, Urgent, and color copy requests listed in this message were
removed from your library today for non-action and were routed to another
library. You can no longer view or update them. After one business day, this
message will be removed.
3
7. ## requests were retired unfilled (## Special Handling)
Select this link to view your requests that retired as unfilled. Be sure to
review carefully the History of the Request if you plan to resubmit it in order
to determine what changes to make to the Routing Instructions. See
Resubmitting retired unfilled requests. The Special Handling requests are
marked with a red asterisk.
8. ## Transferred Loansome Doc requests were filled for the patron
Select this link to view Loansome Doc requests which were transferred into
DOCLINE by your library, filled by a lender, and shipped to the patron.
9. ## New Loansome Doc Patrons registered with your library
Select this link to review the new patron(s). Select the "Reviewed" button on
this page to remove the message from the Home screen. See Managing
Loansome Doc Patrons for more information.
10. ## NLM Overdue Notices
Select this link to view overdue notices for materials on loan to your library
from NLM. Print the notices if needed and then select the "Acknowledge
overdue notices (after printing)" button on this page to remove the message
from the Home screen.
11. ## requests received awaiting completion (## Special Handling)
Select this link to view DOCLINE requests received by your library, but not
yet updated as filled or not filled.
12. ## Loansome Doc requests received awaiting completion (##
still pending after 3 days)
Select this link to view Loansome Doc requests received by your library, but
not yet updated as filled, not filled, or transferred.
13. ## Serial Holdings Reports Ready
Select this link to view completed Serial Holdings reports submitted by your
library.
14. Routing table is awaiting RML approval
Your Regional Medical Library (RML) must approve new or revised tables
before they become active. After your RML approves the table, your Routing
Table changes are then used by the routing algorithm, and the message will
be removed.
4
15. Out of office request is awaiting RML approval
Your Regional Medical Library (RML) must approve requests by libraries to
become temporarily inactive so that new lend requests do not route to your
library. After your RML approves the request, your DOCLINE status will
change on the dates requested, and the message will be removed.
Additional resources:
DOCLINE system actions (Time-Triggered Actions)
5
Account information
DOCLINE participants receive one user account and password when they
join. Additional user accounts may be requested if needed. Please Contact
Your RML for assistance. User accounts should be secured to prevent
unauthorized access to DOCLINE.
6
DOCLINE-L Email Discussion List
List Description
Join DOCLINE-L
List Guidelines
Posting Messages
List Commands (digest, nomail ...)
Getting Help
Regional discussion lists
List Description
DOCLINE-L is an email discussion list available from the National Library of
Medicine (NLM). DOCLINE-L is restricted to registered DOCLINE users.
The purpose of the discussion list is to provide NLM with a means of
broadcasting messages to DOCLINE users. It also provides a forum for
DOCLINE users to communicate with each other and with NLM about issues
related to DOCLINE, Serial Holdings, or document delivery. The list is
unmoderated; however, postings are limited to list subscribers. The
DOCLINE-L Archives allow users to search list postings, modify subscription
options, and post messages.
We recommend that all DOCLINE libraries also subscribe to their regional
discussion lists for important regional announcements in addition to
subscribing to NLM's DOCLINE-L (to receive messages affecting all DOCLINE
users). Many DOCLINE announcements will be sent both to regional
discussion lists and to the NLM DOCLINE-L list. If you are subscribed in both
places, you may see some messages twice.
Join DOCLINE-L
To subscribe to the DOCLINE-L discussion list, please send the following
text in the body of an email to: listserv@list.nih.gov
SUBSCRIBE DOCLINE-L your name
You will receive a confirmation message from the list management software.
Once you respond to this acknowledgement message, you will receive a
message from the DOCLINE Team welcoming you to DOCLINE-L. DOCLINE-L
provides various subscription options which are set via list commands or
through the DOCLINE-L Archives. Before posting for the first time
subscribers should review the list guidelines.
To leave the DOCLINE-L discussion list, please send the following text in the
body of an email to: listserv@list.nih.gov
SIGNOFF DOCLINE-L
To change your subscription address, go to SIGNOFF DOCLINE-L
List Guidelines
7
Please read and follow the DOCLINE-L guidelines shown below before
posting messages to the list. The guidelines establish a common
understanding of expected subscriber conduct and of list content. These
guidelines do not replace common sense, professionalism, and respect for
your fellow subscribers.
Do
Do Not
Read the DOCLINE FAQs and
Online Manual prior to posting a
question.
Post ILL requests. Use DOCLINE to
request ILL material.
Search the list archives prior to
posting a question.
Post temporary closure notices. Use the
DOCLINE Hold Request form to prevent
requests from routing to your
institution.
Identify yourself and your
Include signature attachments, as many
institution. Include your full name, email systems cannot properly view
title, email address, institution
them or will strip them.
name, and institution's LIBID in
your posting.
Be concise.
Ask if system is down. Please use
Contact DOCLINE or call 888-FINDNLM
(301-594-5983).
Use descriptive subject
lines. When replying, edit the
original subject line as necessary.
Report specific problems. Please use
the Contact DOCLINE form to document
a possible problem with DOCLINE.
Keep messages within the
scope of this list.
Post conference announcements,
advertisements, or job postings.
When replying, include only those Post messages containing defamatory,
parts of the message to which you abusive, profane, offensive language or
are replying.
illegal material.
Send personal replies to the
individual, not to the entire
list. Personal replies include
messages like "Thank You," "I
agree," "Good point."
Post materials protected by copyright
without the permission of the copyright
owner.
Remember that your fellow
subscribers are human. Be
tolerant of mistakes.
Use 'auto-reply' for list postings as
these may be distributed to all
subscribers. Use the 'nomail' feature or
set your 'auto-reply' so that list postings
8
Do Not
Do
do not receive the auto-generated
message.
Summarize responses to the
Post test messages to the list.
list. When posing a question to
the list, ask for personal responses
and then summarize answers to
the list.
Send messages in plain text
only. Some email systems cannot
properly display HTML or Rich Text
messages.
Posting Messages
To post messages to DOCLINE-L, use the address: docline-l@list.nih.gov
Subscribers may also post messages directly from the DOCLINE-L Archives.
Note: Posting to the list is restricted to subscribers of the DOCLINE-L list.
Subscription is based solely on your email address from which you
subscribed as it appears in the From: address of your sent messages.
List Commands
The following are some of the most commonly used commands for LISTSERV
subscribers. When using these commands always:
Send the command(s) in an email message addressed
to: listserv@list.nih.gov
Type the command(s) in the body of the message with no subject line.
If you are sending more than one command in the message, use one line for
each command.
Command line
SUBSCRIBE DOCLINE-L your
name
SIGNOFF DOCLINE-L
SET DOCLINE-L NOMAIL
SET DOCLINE-L MAIL
SET DOCLINE-L DIGEST
SET DOCLINE-L NODIGEST
Action
» subscribes you to the list specified
» removes you from the specified list
stops incoming mail from specified list
»
restarts mail from the list
»
subscriber receives a digest of
messages
9
SET DOCLINE-L ACK
SET DOCLINE-L NOACK
HELP
QUERY DOCLINE-L
messages are received as they are
posted
sends confirmation when you post to
» the list
cancel confirmation messages
retrieves a list of LISTSERV®
»
commands
retrieves your current subscription
»
settings
Getting Help
For questions about the DOCLINE-L list or for help
subscribing, unsubscribing, or submitting to a list , contact
the listowner at:
docline-l-request@list.nih.gov
For resources and assistance for NLM-hosted lists, go to:
Resource and Assistance
For general LISTSERV questions, contact the NIH LISTSERV
administrators at:
listmaster@list.nih.gov
For questions or problems with DOCLINE, use the Contact
DOCLINE or Contact RML feature within DOCLINE or go to
Getting and Using Help - Contact Us page
Regional discussion lists
Instructions for subscribing to your regional discussion lists can be
found at:
Region 1: RML-1
Region 2: RML-2
Region 3: RML-3
Region 4: RML-4
Region 5: RML-5
Region 6: RML-6
Region 7: RML-7
Region 8: RML-8
Region 20: RML-20 (English)
Region 20: RML-20 (French)
10
Technical Setup
DOCLINE: System Requirements
The minimum system requirements for DOCLINE are:
A stable high-speed Internet connection.
Screen resolution of 1024 x 768 or higher with small fonts is strongly
recommended (800 x 600 minimum).
Windows 7 / 8. (At this time, NLM does not support the Macintosh
platform.)
Internet Explorer 10.x, 11.x or Firefox
DOCLINE requires cookies
Firewall Settings:
- FTP (File Transfer Protocol) enabled with the ability to view
hidden sub-directories turned on (only if access to Serial Holdings
reports is needed).
- "Passive Transfer" feature of FTP enabled (only if access to Serial
Holdings reports is needed).
Cookies
When you visit any Web site, it may place a small text file, known as a
"cookie" on your computer. The cookie allows the Web site to "remember"
specific information about your visit while you are connected or when you
return to that site. The Office of Management and Budget Memo M-10-22,
Guidance for Online Use of Web Measurement and Customization
Technologies, (PDF*, 1.03MB), 6/25/10, allows Federal agencies to use
session and persistent cookies, defined below.
The cookie makes it easier for you to use the dynamic features of Web
pages. Cookies from NLM Web pages only collect information about your
browser's visit to the site; they do not collect personal information about
you. While visiting certain NLM sites, you may occasionally encounter a Web
page that automatically employs cookies to make it easier to use the
dynamic features of these Web pages.
NLM Web sites may use either single session (temporary) or multi-session
(persistent) cookies. Session cookies last only as long as your Web browser
11
is open. Once you close your browser, the cookie disappears. Persistent
cookies are stored on your computer for longer periods.
Session Cookies: We use session cookies for technical purposes such as to
enable better navigation through our site. The OMB Memo 10-22 Guidance
defines our use of session cookies as "Usage Tier 1 -- Single Session." This
tier encompasses any use of single session Web measurement and
customization technologies.
Persistent Cookies: NLM uses persistent cookies to enhance the Web
experience for our users. Persistent cookies remain on your computer
between visits to NLM until they expire. The OMB Memo 10-22 Guidance
defines our use of persistent cookies as "Usage Tier 2 -- Multi-session
without Personally Identifiable Information" (PII.) This tier encompasses any
use of multi-session Web measurement and customization technologies
when no PII is collected.
For example, DOCLINE uses persistent cookies to identify the institution
performing various system functions (borrow, lending, updating holdings,
etc.). As the user moves from page to page in DOCLINE, cookies allow
his/her own specific institution record, serial holdings, and transaction
records to be retrieved.
Further information about cookies can be found at Cookie Central.
Macintosh
At this time, NLM does not support the Macintosh (Mac) platform for
DOCLINE. Unlike other NLM systems, DOCLINE is not a public system; it is
closed to all but DOCLINE users. Given the range of variations in
environments introduced by the Mac, NLM cannot currently give adequate
time and attention to critical testing and support required to ensure proper
system performance.
If you have a Mac and have used DOCLINE successfully, there is no reason
why you cannot continue to do so. However we do not recommend the
purchase of Macs specifically for use with DOCLINE, nor can we provide the
technical support for existing Macs in the network.
12
DOCLINE: Configuring my browser
Browser Settings
NLM actively tests and supports Internet Explorer 10.x and 11.x for use with
DOCLINE. Firefox is also supported, however due to the Firefox accelerated
release schedule, we are only able to certify the version that is current at
the time of major DOCLINE releases.
Please note that each browser version (major and minor releases) may have
specific issues which NLM cannot always address. If you install a later
browser version, please be sure to maintain one of the supported
browsers in order to ensure access to DOCLINE.
Institutions accessing DOCLINE from behind a firewall should review the FAQ
about firewalls (https://www.nlm.nih.gov/services/doc_firewall.html).
Settings for DOCLINE:
Firefox
Internet Explorer 10.x
Internet Explorer 11.x
13
Barcodes on DOCLINE and Loansome Doc
Requests
DOCLINE provides a machine-readable version of the request number to
facilitate volume processing. To display and print barcode numbers, you
must have the 3 of 9 Barcode font installed in the Windows Fonts directory
of your PC.
Once the barcode font is installed, barcode numbers will automatically
display and print on DOCLINE requests.
Note: Displaying barcode numbers is optional. Without the barcode font
installed, the request number displays as:
* 4191 *
Request # 4191
To download the 3 of 9 Barcode font, please follow these instructions.
For Internet Explorer:
Right-click on the following link: Download Barcode Font
From the menu, select "Save Target As."
Your browser will open a "Save As" dialog box.
In the "Save As" dialog box, go to the Windows Fonts directory
(normally c:\windows\fonts or c:\winnt\fonts), then select Save.
The font will be saved as file name "3of9.ttf." The font name is "3 of 9
Barcode."
Depending on your operating system (O/S), you may need to perform an
additional step to install the font. Please refer to your O/S documentation for
further details.
For Firefox:
NOTE: Firefox version 32 and higher no longer displays the barcode
font. We are hopeful that a fix will be forthcoming from Mozilla in an
upcoming release of Firefox.
14
Right-click on the following link: Download Barcode Font
From the menu, select "Save Link As..."
Your browser will open a "Save As" dialog box.
In the "Save As" dialog box, go to the Windows Fonts directory
(normally c:\windows\fonts or c:\winnt\fonts), then select Save.
The font will be saved as file name "3of9.ttf." The font name is "3 of 9
Barcode."
Depending on your operating system (O/S), you may need to perform an
additional step to install the font. Please refer to your O/S documentation for
further details.
To see if your font has been installed correctly, view the Barcode Font Test
page.
15
Getting and Using Help
Ways to get assistance
This online manual contains the complete help documentation for DOCLINE.
To scroll through a table of contents for Help, click the Contents button.
When you want to search for words or phrases, click the Index button. The
online manual also includes a keyword search feature and a glossary of
terms.
Other ways to get assistance include:
DOCLINE Coordinators - The National DOCLINE Coordination Office
provides DOCLINE training and user assistance in the eight geographic
regions of the National Network of Libraries of Medicine (NN/LM). The
DOCLINE Coordinator at the National Research Council/National Science
Library (NRC/NSL) provides services for Canadian libraries.
You can send a question or comment to your DOCLINE Coordinator by using
the contact form, which can be reached via the Contact DOCLINE button at
the top of the DOCLINE screen.
Frequently Asked Questions (FAQs) - Here are the answers to the most
commonly asked questions about DOCLINE.
DOCLINE Customer Service
For assistance with DOCLINE, please contact NLM Customer Service
By Web Form:
From within DOCLINE, select "Contact Us" at the top of the page. After
the Contact DOCLINE page displays select the link appropriate to your
needs. The Contact DOCLINE form is also available outside of DOCLINE.
By Email: custserv@nlm.nih.gov
By Phone:
o Within the U.S.: (888) 346-3656; press 2
o From outside the U.S.: (301) 594-5983; press 2
Customer Service hours are:
Monday - Friday: 9:00 A.M. - 5:00 P.M., ET
NLM Customer Service Policy
16
DOCLINE-L - DOCLINE-L is an email discussion list that provides NLM the
ability to broadcast messages about DOCLINE. It also provides a forum for
DOCLINE users to communicate with each other and NLM about DOCLINE.
17
Training
DOCLINE training is available to all participants. Some training materials are
available online. Training by phone, web-conference or in-person can be
arranged with your regional DOCLINE coordinator.
United States: The Regional Medical Libraries (RMLs) provide DOCLINE
training and user assistance in the eight geographic regions of the National
Network of Libraries of Medicine (NN/LM). Send a question or comment to
your regions to your Regional Medical Library by using the Contact RML page
or call 1-410-706-4173.
Canada: NRC's National Science Library provides training services for
Canadian libraries. Send a question or comment to the NRC's National
Science Library DOCLINE coordinators by using the Contact RML page or by
calling 1-800-668-1222.
Other International Countries: International DOCLINE libraries can utilize
the online resources to learn DOCLINE. If libraries need further assistance,
please send your questions to NLM via the Contact DOCLINE web form.
18
Ask a question
Ask a Question about using DOCLINE
Send NLM a question about DOCLINE or Contact your RML.
General Comments
Send NLM a comment about DOCLINE.
Suggest a DOCLINE Enhancement
Send NLM your ideas about enhancing future versions of DOCLINE.
Report a problem
Report a Problem with DOCLINE
Notify us if you believe you have encountered a bug in DOCLINE.
Contact Interlibrary Loan (ILL)
Report a problem with ILL requests filled by NLM.
19
Borrowing
Borrowing Overview
DOCLINE provides users the ability to order copies of biomedical literature
using a variety of methods depending upon the citation information available
and the material being requested. DOCLINE also allows users to request the
loan of materials from their ILL partners.
What do you want to do?
Order using a PMID
Order using a MEDLINE UI
Order using an OLDMEDLINE UI
Order by searching PubMed
Order by NLM Unique ID
Order by ISSN
Specify Fill from physical format
Order by ISBN
Order by Journal title abbreviation
Order by OCLC number
Order by searching NLM's OPAC
Order by manually entering citation information
Complete the routing instructions page
Set Do Not Route to list
Use FINISH NOW
Contact Library
Request the loan of an item
Request the loan of material not in NLM's OPAC
20
Completing the Routing Instructions Page
The routing algorithm uses the information provided on the Routing
Instructions page to determine where requests will route. Most of the values
displayed are taken from the defaults set in your library's institution
record. Routing Instructions can be modified on a request by request basis.
Field
Options / Description
Request Information
Authorized By
Lists staff information indicating who
authorized the placing of the request.
Reason for
Ordering
Indicates the reason the borrower needs to
request the item. Provides statistical data
about the ILL needs of participating
libraries. Optional, but recommended.
Maximum cost
Indicates the maximum amount the borrower
is willing to pay for the ILL request. Cost is
not used in determining routing.
Patron Name
Lists the patron name for reference upon
delivery of item. Most lenders include a copy
of the request with the delivered material.
Optional.
Need No Later
Than
Expiration date for request. Date is checked
at every reroute. If request is at received
status when date passes, the lender can still
fill the request. If the lender rejects the
request, DOCLINE will then retire the request
as Expired. Optional.
Copyright
compliance
Guidelines - indicates that the borrower's ILL
request complies with U.S copyright law under
Section 108, including items borrowed within
the CONTU Guidelines “Suggestion of Five”.
Law - indicates that the borrower's ILL
request complies with copyright law by being
a “Fair Use” under Section 107 of the U.S. law
or your country’s equivalent of “Fair Use”,
paying royalties to copyright holder directly or
through an agent such as Copyright Clearance
Center (CCC); or requested item is not
covered by copyright.
21
Field
Options / Description
For more information, see the FAQ DOCLINE
Copyright Compliance Options.
Important: NLM cannot advise libraries on
copyright law. Please refer to your
institution's legal counsel, the United States
Copyright Office or your country's copyright
law.
Delivery and Routing
Service Type
Copy - request for reproduction of specific
article, chapter
Color Copy - request for reproduction copy in
color. Request will only route to libraries
reporting they can provide copies in color
Original - loan of journal volume,
monograph, or A/V
Fill from Physical Indicates borrower’s choice for physical format
Format
of the journal from which to fill
request. Default is “Any” physical format.
Service Level
Normal - request will be processed as part of
lender's normal ILL processes.
Rush - lender should process request the
same day
Urgent Patient Care - lender should process
and ship request immediately. Lenders should
check for new requests at least every 2 hours.
See Time-triggered Actions for rules on when
requests will reroute for each service level.
NLM Delivery
Method
Indicates delivery method to be used by NLM
(MDUNLM, MDULMF, and MDUHMD) for copy
requests. See FAQ for NLM's preferred
delivery method.
Primary Network Indicates borrower's preferred delivery
Delivery Method method of a copy request for DOCLINE
libraries (not NLM).
Alternate
Indicates borrower's acceptable alternate
Network Delivery delivery methods for a copy request for
Methods
DOCLINE libraries (not NLM). Optional.
22
Field
Options / Description
Only Route to
If checked, request will only route to
EFTS Participants institutions that are members of the Electronic
Fund Transfer System. Optional.
Route to LIBID
(Prefix)
If a valid LIBID is entered, request will route
first to this library if the library meets other
routing instructions. Holdings are not
considered. Optional. Limit of one (1) LIBID.
Routing Cells
Indicates which of the borrower's Routing
Table cells will be used during the routing of a
request. Checking of individual cells is
optional.
Resource
Libraries
Determines whether the routing algorithm will
attempt to route the request to Resource
Libraries meeting the routing instructions.
Optional.
NLM
Determines whether the routing algorithm will
route the request to NLM (MDUNLM, MDULMF,
and MDUHMD) during routing. Optional.
All other libraries Determines whether the routing algorithm will
attempt to route the request to additional
Resource Libraries, Primary Access Libraries,
and Other libraries. Optional.
Routing Exceptions
Do Not Route to
LIBIDs
Used to prevent requests from routing to
individual libraries in Library Groups in
Routing Table, Resource Libraries, or “All
Other Libraries”; or to temporarily prevent
requests from routing to lenders listed
individually in serial routing cells. Optional.
Limit of twenty (20) LIBIDs.
Additional resources:
DOCLINE system actions (Time-triggered Actions)
Routing of serial requests
Routing of monographs and non-NLM serial requests
Setting the default values used to route new requests
23
Finish Now
The FINISH NOW button allows the user to complete a Borrow request
immediately, bypassing subsequent request screens. For example, a
borrower can modify their Routing Instructions, but skip the Delivery
Address page by clicking FINISH NOW on the Routing Instructions page
after making desired changes.
For pages skipped by selecting FINISH NOW, DOCLINE will use the default
information from the Borrowing Preferences in the library's Institution record
for Borrow screens (Routing Instructions and/or Delivery Address).
Note: If default values for required fields, such as “Authorized by” and
“Maximum Cost”, have not been established in the Borrowing Preferences
section of the Institution record, the user will be required to fill out this
information before the request is placed.
Additional Resources:
Completing the Routing Instructions page
Setting the default values used to route new requests
24
Routing by Physical Format
Borrowers can choose the physical format of the journal from which they
want their requests filled. They may choose “Electronic”, “Text” or “Any” in
the Fill from Physical Format field in the "Routing and Delivery" section of
Borrow requests. The default is fill by “Any” physical format.
If the borrower selects “Electronic” or “Text”, DOCLINE will only route the
requests to lenders who report owning the specified format. “Electronic”
format matches the holdings format of ‘cr’ (electronic resource,
remote). “Text” will match the serial holdings formats beginning with ‘t’ so
Text; Text, Other, etc.).
Note: requests will automatically default to Electronic format for “Epub
ahead of print” articles if every citation on the Citation page is “Epub ahead
of print”.
Additional Resources:
Completing the routing instructions page
Routing of serial requests
Routing of monographs and non-NLM serial requests.
25
Do Not Route to: preventing requests from
routing to particular lenders
The Do Not Route To list may be used to prevent requests from routing to
individual libraries in Library Groups in a Routing Table, Resource Libraries,
or “All Other Libraries”; or to temporarily prevent requests from routing to
lenders listed individually in Routing Table cells.
Borrowers can prevent their requests from routing to a specific member of a
Library Group in their Routing Table by adding the LIBID to the Do Not
Route To list. This can be done for an individual request during the Borrow
process, or with a default list of Do Not Route To LIBIDs in the Borrowing
Preferences, Serial Routing section of the Institution record.
Note: Users wanting to permanently prevent requests from routing to
libraries listed individually in their Routing Instructions should remove the
LIBIDs from their Routing Table or M/A/N Map rather than using the Do Not
Route To feature.
Additional Resources
Routing of serial requests
Routing of monographs and non-NLM serial requests
Routing by physical format
Completing the Routing Instructions page
26
Contacting Other Libraries
There are two ways to send a message to another library from within
DOCLINE; the “Contact Library” feature in DOCLINE Requests, and the ILL
Contact links in each library's Institution record.
STEP
Action
To contact a library about a specific request:
1
Select Requests from the DOCLINE main menu.
2
Select Status/Cancel
3
Retrieve your request(s) by entering the request
number(s), patron name or email address in the
Request # or Patron box
OR
under Define Search Limits select search criteria, (e.g.,
“DOCLINE” or “Loansome Doc”, “Borrow” or “Lend”),
choose request status (e.g., “Pending”, “Filled”) and set
the date range you wish to search within. Requests are
available for 150 days from date of Final Action (filled or
rejected).
Click SEARCH.
Request data is displayed in the following columns:
Request #, Request Info, Action Date, Action and
Institution. Requests can be sorted Oldest to Newest,
Newest to oldest, by Action, Patron Name,
View
Institution, Service Level or Citation. To change
sorting, select Sorted By at the top of the page, and
make selections under View Options.
Click REFRESH.
4
Select the corresponding Contact Library link for the
desired request.
5
In the resulting Contact Library form, fill in your contact
information and the message text. The form is
automatically addressed to all ILL Contacts listed in the
recipient libraries’ Institution record and the selected
request number is inserted into the subject line.
6
Click Send.
27
STEP
Action
Note: This message is not retained within the DOCLINE System,
nor will you receive a copy of it, unless you select "Send copy to
my email address".
To email an individual at another library:
1
Select Institutions from the DOCLINE main menu.
2
Enter the LIBID, Institution Name, or Contact Name in
the designated boxes or click on the More Search Options
button to build your search.
3
Click SEARCH.
4
Click on the Institution name link for the desired library.
The library's information will display in "Interlibrary Loan"
view; this view includes ILL contact information. To view
all staff listed in DOCLINE for the library, in the View
Options area, select “Contact/People” and click
REFRESH.
5
Click on the email address shown for the desired
contact. Depending on your local email system, this will
insert the email address into a new blank email.
6
Compose your email and send.
Additional resources:
Finding an institution record by library contact name
Finding an institution record by institution name
Canceling a request
Finding the status of a request
28
Transferring Loansome Doc requests
Libraries may transfer unfilled Loansome Doc requests into DOCLINE if they
are unable to fill the request from their own collection. Library Policy will
dictate whether you transfer a specific request (e.g., patron's max cost or
copyright compliance issues), or whether you transfer any requests for a
particular Loansome Doc patron type (e.g., unaffiliated users).
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select Borrow.
3
Select Loansome Doc Transfer.
4
Select the Show All button to retrieve all pending
requests
Or
Enter a specific Loansome Doc request number, or all or
part of a patron name or email address and click Search.
Pending Loansome Doc request(s) are displayed. The
citation is shown, and if an item is available free online in
PubMed Central or through a publisher site, a "FREE" icon
and link appears.
View
If your library reports holdings for the title, a message is
displayed.
The patron's name and patron type are displayed. Patron
status is also displayed if "Not authorized".
Select "Patron" or "Library" as the Ship Request To
delivery destination. (Libraries may set a default for Ship
To in the DOCLINE Options section of their Institution
record.)
5
Note: If Ship to Patron is selected, the patron's
delivery address and delivery method are displayed. If
Ship to Library is selected, the library's default delivery
method and alternate delivery methods are displayed.
6
Click the Transfer Request link for the specific request
to initiate the transfer.
7
Review and complete the Routing Instructions page.
Click NEXT or FINISH NOW.
29
STEP
Action
Note: The max cost value is taken from the amount
specified in the patron's request.
8
Review the Delivery Address page. Update as
necessary.
9
Click FINISH.
Once the transaction is completed successfully, the
Request Confirmation page will display with the
citation, the DOCLINE request number and the library to
which the request routed.
10
If the request cannot be routed to any library per your
routing instructions and available holdings, you will be
notified on a new page. Select Return to make
necessary changes on the "Routing Instructions" screen.
11
Select Return to transfer another Loansome Doc citation
from the remaining list.
Additional Resources:
Completing the routing instructions page
Routing of serial requests
30
Ordering material on behalf of another library
The purpose of Requestor is to enable a DOCLINE library to enter requests
on behalf of another library. The requesting library must have a record in
Institutions, but they may or may not be a DOCLINE participant.
To change the name of the Requesting Library:
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select Borrow.
3
Select Requestor.
4
Click in box labeled "Requestor LIBID", highlight and
delete LIBID shown.
5
Type in LIBID of library for which request is being made.
6
Click Change.
View The inputting library will receive a message indicating the
LIBID and name of the requesting library for which they
are entering requests. If the requesting library is an
active DOCLINE participant, the ILL contact and phone
number will be displayed.
31
Requesting copies of PubMed material
Ordering by searching PubMed
Requesting articles through the PubMed interface within DOCLINE can be
easily done by following the step in the table below:
STEP
Action
1
Select Requests from DOCLINE Main Menu.
2
Select Borrow.
3
Select PubMed.
4
Perform PubMed Search(es).
5
Click checkbox to the left of each citation you want to
Order.
Select Order, then Order articles from the [Send to]
drop-down menu (skip to step 9).
OR
6
Select Clipboard from the [Send to] drop-down menu to
save citations to order.
Note: You may perform multiple searches and save
citations to Clipboard.
7
Select Clipboard items links to view saved citations.
Click checkbox to the left of each citation you want to
order. Select Order, then Order articles from the [Send
To] drop-down menu.
OR
8
Select Order, then Order articles from the [Send to]
drop-down menu to order all citations displayed on page.
Note 1: Clipboard is not cleared after ordering. Citations
are removed from Clipboard after 8 hours of inactivity in
PubMed.
32
STEP
9
Action
Note 2: To remove citations that are not wanted, click
check-boxes to the left of the citations, then select
Remove selected items.
Review "Citations" page in DOCLINE. Sort the list if
desired.
Click check-box to the left of each citation you want to
order. Click NEXT or FINISH NOW.
10
OR
Click NEXT or FINISH NOW without checking any boxes
to order all displayed.
Additional Resources:
Completing the routing instructions page
Routing of serial requests
33
Ordering with PMID
To request materials using a PubMed ID (PMID), do the following:
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select Borrow.
3
Enter up to 11 PMIDs in the Order PubMed citations
field. Separate each PMID with a comma or a space.
Click SEARCH.
4
5
Select check-boxes on "Citation" page to order specific
selections and click NEXT or FINISH NOW
OR
Click NEXT or FINISH NOW to order all documents.
Sort the list first if desired.
Review and modify the information on "Routing
Instructions" screen as necessary.
Click NEXT or FINISH NOW.
6
Edit delivery address on "Delivery Address" screen as
needed.
Click FINISH to complete your order request.
7
Note: Click PREVIOUS to return to the previous Borrow
input screen.
Once the transaction is completed successfully, the
request confirmation page will display with the
citation(s), the DOCLINE request numbers and the
library to which the request routed.
8
9
If the request cannot be routed to any library based on
your routing instructions, you will be notified on a new
page. Click Return to make necessary changes on the
"Routing and Delivery" section of the "Routing
Instructions" screen.
Click the linked request number to view an individual
request
OR
34
STEP
Action
Click FULL DISPLAY to view all of the items requested.
10
To print the request once you have displayed the items,
use your browser's print feature.
11
Click RETURN to continue ordering any remaining
citations.
Additional Resources:
Completing the routing instructions page
Routing of serial requests
35
Requesting copies of non-PubMed material
Ordering materials with a Unique ID (UI)
Requesting copies of non-PubMed material
To request materials from LocatorPlus using a unique key value, do the
following:
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select Borrow.
Under Order LocatorPlus, choose from "Select key"
drop-down box for from LocatorPlus
3
NLM Unique ID (OPAC record number)
ISSN: International Standard Serial Number
ISBN: International Standard Book Number
OCLC: OCLC record number. Must be at least 8 digits; for
example, "01641120".
Full Title/Title Abbrev: Complete monograph or serial
title / Designated NLM journal title abbreviation
Truncated Journal Title / Title Abbrev: Journal Title /
Title abbreviation search with wildcard automatically
appended at end of search term. For example, "cell" will
retrieve titles beginning with "cell", "cellular", "cellulose",
etc.)
4
Enter one (1) LocatorPlus UI.
Click SEARCH.
5
Complete citation information as completely as possible in
"Citation Input" form.
Click NEXT or FINISH NOW.
6
Review and modify the information on "Routing
Instructions" screen as necessary.
Click NEXT or FINISH NOW.
7
Edit delivery address on "Delivery Address" screen as
needed.
8
Click FINISH to complete your order request.
36
STEP
Action
Note: Click PREVIOUS to return to the previous Borrow
input screen.
Once the transaction is completed successfully, the
Request Confirmation page will display with the
citation(s), the DOCLINE request numbers and the library
to which the request routed.
9
If the request cannot be routed to any library based on
your routing instructions, you will be notified on a new
page. Click Return to make necessary changes in the
"Routing and Delivery" section of the "Routing
Instructions" screen.
10
Click the linked request number to view the request.
11
To print the request once you have displayed the item,
use your browser's print feature.
Additional Resources:
Completing the routing instructions page
Routing of serial requests
Routing of monographs and non-NLM serial requests
37
Ordering materials by searching NLM's OPAC
(LocatorPlus)
To request copies of materials by searching LocatorPlus, do the following:
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select Borrow.
3
Select LocatorPlus.
Note: You may order one (1) title at a time from
LocatorPlus.
4
Perform LocatorPlus search:
Search Tips:
Keyword Anywhere is search default. Use as many
specific words as you have from the title, author, or any
part of the record.
Select Title/Subject/Author search if you know the
exact title or author
Refer to the LocatorPlus help for further searching tips.
5
If your search retrieves more than one (1) record:
Click on the title you want.
Note: Do NOT use check-boxes to the left of the title to
make an order. Those check-boxes are for marking to
print or save a LocatorPlus record.
6
Click on DOCLINE Order (highlighted in gold bar) at the
bottom of the screen.
7
Complete the "Citation Input" screen.
8
Click NEXT or FINISH NOW.
9
Review and modify the information the "Routing
Instructions" and "Delivery Address" pages as necessary.
Click NEXT or FINISH NOW.
10
11
Click FINISH to complete your order.
Once the transaction is completed successfully, the
Request Confirmation page will display with the
citation(s), the DOCLINE request numbers and the library
to which the request routed.
38
STEP
Action
If the request could not be placed, you will be informed of
the problem with the request. Click Return to make
necessary changes on the "Routing Instructions" page.
12
Click the linked request number to view the request.
13
To print the request once you have displayed the item,
use your browser's print feature.
Additional Resources:
Completing the routing instructions page
Routing of serial requests
Routing of monographs and non-NLM serial requests
39
Ordering material not listed in NLM's OPAC
(LocatorPlus)
To request copies of materials that are not in PubMed or LocatorPlus:
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select Borrow.
3
Select Manual.
4
Fill out the bibliographic and citation fields as completely
as possible in the "Citation Input" form.
5
Select Type: Journal or Monograph.
6
Select NEXT or FINISH NOW.
Review the "Routing Instructions" screen, modifying the
M/A/N Map Routing as appropriate for this item. The
request will only route to active libraries in the M/A/N Map
that match the other routing instructions.
7
To add or replace a library entry in the M/A/N Map, enter
a valid LIBID in the desired cell. Click the question mark
to the right of the LIBID to view the library's ILL
information. To remove a library from the routing for a
particular request, delete it from the M/A/N Map.
Note: If the item is not in LocatorPlus, NLM does not own
the item. Deselect NLM.
8
Select NEXT or FINISH NOW.
9
Edit delivery address on "Delivery Address" screen as
needed.
Select Finish to complete your order request.
10
Note: Select Previous to return to the previous Borrow
input screen.
11
Select the linked request number to view the request.
12
To print the request once you have displayed the item,
use your browser's print feature.
Note: All requests ordered manually will route on your library’s M/A/N Map.
Additional resources:
Completing the routing instructions page
Routing of monographs and non-NLM serial requests
40
Requesting a loan
Ordering an item listed in NLM's OPAC
(LocatorPlus)
To request the loan of materials listed in LocatorPlus, do the following:
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select Borrow.
Under Order LocatorPlus, choose from "Select Key"
drop-down box:
3
NLM Unique ID (OPAC record number)
ISSN: International Standard Serial Number
ISBN: International Standard Book Number
OCLC: OCLC record number. Must be at least 8 digits; for
example, "01641120".
Full Title/Title Abbrev: Complete monograph or serial
title / Designated NLM journal title abbreviation
Truncated Journal Title / Title Abbrev: Journal Title /
Title abbreviation search with wildcard automatically
appended at end of search term. For example, "cell" will
retrieve titles beginning with "cell", "cellular", "cellulose",
etc.)
4
Enter one (1) LocatorPlus Unique ID.
Click Search.
5
Complete citation information as completely as possible in
"Citation Input" form.
Click NEXT.
6
Review and modify the information on "Routing
Instructions" screen as necessary, including the Service
Type ("Copy" or "Original"). Choosing "Original" changes
the NLM and Primary Network Delivery Method to "Mail",
and enables only "Pickup" as an Alternate Network
Delivery Method.
Click NEXT or FINISH NOW.
41
STEP
Action
7
Edit delivery address on "Delivery Address" screen as
needed.
8
Click FINISH to complete your request.
Note: Click PREVIOUS to return to the previous Borrow
input screen.
9
Once the transaction is completed successfully, the
Request Confirmation page will display with the
citation(s), the DOCLINE request number and the library
to which the request routed.
If the request could not be placed, a message will
display. Click Return to make necessary changes on the
"Routing Instructions" page.
10
Click the linked request number to view the request.
11
To print the request once you have displayed the item,
use your browser's print feature.
Additional Resources:
Completing the routing instructions page
Routing of serial requests
Routing of monographs and non-NLM serial requests
42
Ordering an item not listed in NLM's OPAC
(LocatorPlus)
To request the loan of materials that are not in listed LocatorPlus:
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select Borrow.
3
Select Manual.
4
Fill out the bibliographic and citation fields as completely as
possible in the "Citation Input" form.
5
Select Type: Journal or Monograph from pull-down menu.
6
Select NEXT or FINISH NOW.
Review the "Routing Instructions" screen, modifying the
M/A/N Map Routing as appropriate for this item. The request
will only route to active libraries in the M/A/N Map that match
the other routing instructions.
7
To add or replace a library entry in the M/A/N Map, enter a
valid LIBID in the desired cell. Click the question mark to the
right of the LIBID to view the library's ILL information. To
remove a library from the routing for a particular request,
delete it from the M/A/N Map.
Note: If the item is not in LocatorPlus, NLM does not own the
item. Deselect NLM.
8
Select NEXT or FINISH NOW.
9
Edit delivery address on "Delivery Address" screen as needed.
10
Select FINISH to complete your request.
NOTE: Click PREVIOUS to return to the previous Borrow
input screen.
11
Click the linked request number to view the request.
12
To print the request once you have displayed the item, use
your browser's print feature.
Note: All requests ordered manually will route on your library's M/A/N Map.
Additional resources:
Completing the routing instructions page
Routing of monographs and non-NLM serial requests
43
Routing Requests
Setting the default values used to route new
requests
To modify the default values that are displayed on the Routing Instructions
page during Borrow, do the following:
STEP
Action
1
Select Institutions from the DOCLINE main menu.
2
select Update where is your
institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Enter the default authorization for ILL material in the
Authorized by field.
5
Enter the default Maximum Cost willing to be paid for
ILL material. Enter a numeric value. If you need the
material free of cost, enter "0.00". Select "Any cost" if
your library is willing to pay any amount for ILL
material.
6
Select "Yes" or "No" for Require Patron Name when
placing requests.
Select the default method of Copyright Compliance:
Guidelines or Law.
7
Note: DOCLINE libraries are required to comply with the
copyright law in their geographic area. In the U.S., the
requesting library (borrower) is responsible for complying
with copyright law, either the U.S. Copyright Act of 1976
(CCL) or the Copyright Guidelines (CCG).
For more information, see the FAQ DOCLINE Copyright
Compliance Options.
44
STEP
Action
8
Enter the default Comments to Lenders to display on
DOCLINE Receipts.
Note: Comments should not contain information that
already displays on request receipts (e.g., library group
membership, delivery methods).
9
Select the default Service Type of your requests: Copy,
Color Copy, or Original (Loan).
10
Select the default Service Level: Normal, Rush, or
Urgent Patient Care
11
Select the default NLM Delivery Method
12
Select the default Network Delivery Method
13
Select the default Network Alternate Delivery
Method(s)
14
Select "Yes" or "No" for Only Route to EFTS
Participants.
15
Select the default Loansome Doc Ship To address. The
DOCLINE system default is Ship To Patron.
16
In the "Serial Routing" area, indicate the default routing
instructions for serials including your "Routing Cells", and
whether to route to Resource Libraries, NLM, and to
All other libraries.
17
Enter LIBIDs in Do not Route To field, if desired.
(Maximum of 20 LIBIDs).
18
In the M/A/N Map (Monographs, Audiovisuals, and NonNLM Journal Routing) indicate default lenders.
19
Click SAVE.
Additional Resources:
Completing the Routing Instructions Page
Do Not Route To
Routing Table Overview
M/A/N Map Overview
45
Routing of serial copy requests
The routing order of copy requests for serials is determined by the
information on the Routing Instructions page and the algorithm below:
1. Route to LIBID (if entered)
Holdings are checked for the entered LIBID, but will route regardless of
holdings.
The routing algorithm will only route a request to a library IF
a. the selected delivery method OR one of the alternate delivery
methods is supported by that institution AND
b. the institution is an active DOCLINE participant at the time of routing
AND
c. the institution is not in the borrower's Do Not Route to List AND
d. the institution provides the selected level of service (if above
Normal) AND
e. the institution provides color copy service (if selected) AND
f. the institution is an EFTS participant (if selected).
Note: Selecting an individual library to "Route to" should not be
necessary in most cases. If your requests are frequently not routing to
preferred lenders, review your routing table with your RML.
2. Routing Table (using cells selected)
The routing algorithm will randomly route a request to a library IF
a. the selected preferred network delivery method is supported by that
institution AND
b. that institution reports owning either the volume or year of the
title AND
c. the institution’s holdings are in the requested physical format (if
Electronic or Text selected) AND
d. the institution is an active DOCLINE participant at the time of routing
AND
e. the institution is not in the borrower’s Do Not Route to List AND
f. the institution provides the selected level of service (if above Normal)
AND
g. the institution provides color copy service (if selected) AND
h. the institution is an EFTS participant (if selected) AND
i. the institution’s holdings are not embargoed (if Electronic);
Then if less than 20 libraries selected for routing,
46
j. the institution supports one of the alternate delivery methods
selected AND
k. conditions b-i are met.
Then repeat for cell 2, cell 3, etc.
3. Resource Libraries (if Resource Libraries selected)
The routing algorithm will randomly route to a maximum of 20
Resource Libraries. A request will only route to a Resource Library IF
a. the selected preferred network delivery method is supported by that
institution AND
b. that institution reports holding either the volume or year of the title
AND
c. the institution’s holdings are in the requested physical format (if
Electronic or Text selected) AND
d. the institution is an active DOCLINE participant at the time of routing
AND
e. the institution is not in the borrower’s Do Not Route to List AND
f. the institution provides the selected level of service (if above Normal)
AND
g. the institution provides color copy service (if selected) AND
h. the institution is an EFTS participant (if selected) AND
i. the institution’s holdings are not embargoed (if Electronic) AND
j. the request did not previously route to institution;
Then if less than 20 libraries selected for routing,
k. the institution supports one of the alternate delivery methods
selected AND
l. conditions b-j are met.
4. NLM (if route to NLM selected)
NLM holdings are not checked.
Request will route to the National Library of Medicine IF
a. Route to NLM checked AND
b. NLM provides the level of service selected AND
c. NLM is an active DOCLINE participant at the time of routing.
5. All Other Libraries (if selected)
The routing algorithm will randomly route a request to a maximum of 20
libraries. The algorithm checks Primary Access Libraries, then "Other"
Libraries. A request will randomly route to a library IF
a. the selected preferred network delivery method is supported by that
institution AND
47
b. that institution reports holding either the volume or year of the title
AND
c. the institution’s holdings are in the requested physical format (if
Electronic or Text selected) AND
d. the institution is an active DOCLINE participant at the time of routing
AND
e. the institution is not in the borrower’s Do Not Route to List AND
f. the institution provides the selected level of service (if above Normal)
AND
g. the institution provides color copy service (if selected) AND
h. the institution is an EFTS participant (if selected) AND
i. the request did not previously route to the institution AND
j. the institution’s holdings are not embargoed (if Electronic);
Then if less than 20 libraries selected for routing,
k. the institution supports one of the alternate delivery methods
selected AND
l. conditions b-j are met;
Then if less than 20 Resource Libraries selected for routing,
m. Repeat steps a-k for Primary Access Libraries;
Then if less than 20 libraries selected for routing,
m. Repeat steps a-k for 1) American Hospital Association Library, 2)
American Dental Association Library, 3) National Agricultural Library;
and 4) Canada Institute for Scientific and Technical Information;
Then if less than 20 libraries selected for routing,
n. Repeat steps a-k for "Other" libraries (library level = Other).
Note: Delivery methods are not checked in the routing of an "Original"
(loan) request since these are all assumed to be "Mail" delivery.
Additional resources:
DOCLINE system actions (Time-triggered Actions)
Routing of monographs and non-NLM serial requests
Setting the default values used to route new requests
48
Routing by M/A/N Map (Monographs, A/V or
non-NLM serial requests)
Because no holdings records are available for monographs and non-NLM
serial items, requests route only to the institutions listed on your Routing
Instructions page.
The following algorithm determines the routing order:
1. LIBIDs on Routing Instructions page.
Holdings are not checked.
Request is routed sequentially by Row (1-9) to the institutions
designated IF
a. LIBID is valid AND
b. The selected preferred network delivery method OR one of the
network alternate delivery methods is supported by that institution AND
c. the institution is an active DOCLINE participant at the time of routing
AND
d. the institution provides the selected level of service (if above
Normal) AND
e. the institution provides color copy service (if selected) AND
f. the institution is an EFTS participant (if selected).
2. NLM (if selected)
NLM holdings are not checked.
Request will route to NLM IF
a. Route to NLM checked AND
b. NLM provides the level of service selected AND
c. NLM is an active DOCLINE participant at the time of routing.
Note: Delivery methods are not checked in the routing of an Original (loan)
request since these are all assumed to be “Mail” delivery.
Additional resources:
Ordering an item not listed in NLM's OPAC (LocatorPlus)
DOCLINE system actions (Time-triggered Actions)
Setting the default values used to route new requests
Routing of serial requests
49
Lending
Lending Overview
The Lend feature allows DOCLINE libraries to update the status of requests
received by their institution. Libraries can update their requests in batches
or individually. The default update method can be set in the Lending
Preferences portion of the Institution record.
The Batch Lend feature allows libraries to quickly process requests with the
same action. Possible actions are "filled as requested", "filled as indicated"
by a single delivery method, or "rejected" with a single rejection reason.
Batch Lend provides the ability to use a barcode scanner to enter the
request number. In Batch Lend, the user types, pastes or scans the request
number(s) to process the request.
The Single Lend feature allows libraries to update multiple requests
individually with different actions and reasons at the same time. The Single
Lend feature also allows libraries to update the "Type", "Service Type", and
"Delivery Method" values as appropriate for each request. In Single Lend,
the user selects the request to process from a list of outstanding
requests. Single Lend also allows the user to view and print the request
receipt.
If a Normal request has not been updated within two (2) working days of
receipt, a message is displayed on the DOCLINE Home page. Requests not
updated after three (3) working days of receipt are automatically rerouted
by DOCLINE.
If a Rush or Urgent Patient Care request is not updated the next business
day following receipt, DOCLINE automatically reroutes the request to the
next potential lender. Libraries that offer Rush or Urgent Patient Care
service should consider using the Lend Alert feature that sends an email
notification each time a new request routes to the library.
Additional resources:
DOCLINE system actions (Time-Triggered Actions)
Filling requests in batch
Individually filling a request
Prevent requests from routing to my library
50
Setting Standard Weekly ILL Schedule
Libraries can indicate the days of the week that they are normally available
to fill Lend requests by setting their Standard Weekly Schedule for ILL
service.
STEP
1
2
Action
Select Institutions from the DOCLINE main menu.
Select Update where is your
institution's LIBID
Your library's institution record is displayed.
3
Click Schedule on the institution navigation bar.
4
Check or uncheck days as appropriate
5
Click SAVE.
6
‘Closed’ days (up to a year in the future) display in the
calendar.
Additional Resources:
How does Routing work?
How do Time-Triggered Actions work?
How do I set my library temporarily inactive?
51
Receiving Requests
Receiving Requests Overview
Libraries are notified in the Activity and Status area of the DOCLINE Home page
when DOCLINE or Loansome Doc requests are awaiting receipt. "Awaiting
receipt" indicates that a Lend request has routed to your library; as determined
by the borrower's routing instructions, your holdings, your supported delivery
methods, your EFTS membership, and your supported services (supplying Color
Copy, Rush, and Urgent Patient Care requests).
Requests are "receipted" by clicking on the link in the Activity and Status
area or by navigating to the Receipt page through the DOCLINE menu Requests, then Receipt. Receipting a request indicates to the system and the
borrower that you have viewed and acknowledged the interlibrary loan request.
Service Levels
Normal: Standard ILL service. Request will reroute if not receipted in 1
business day. Receipted request will reroute if not acted upon in 3 business
days.
Rush: Same day delivery. Request will reroute if not receipted the same
business day. Receipted request will reroute if not acted upon in 1 business
day.
Urgent Patient Care: Process and ship immediately. Lenders should check
for Urgent requests at least every 2 hours. Request will reroute if not
receipted the same business day. Receipted request will reroute if not acted
upon in 1 business day.
Libraries can view a request without receipting it by navigating to
Status/Cancel. Search by DOCLINE / Lend / All. The requests that have
not been receipted will be listed under the Action column as "New," "Rerouted
TTA", or "Rerouted Online".
NLM encourages the timely receipt of requests. Doing so provides a more
accurate picture of active requests, which benefits all users of the system as
both borrowers and lenders receive accurate request status. Timely receipting
also prevents unnecessary rerouting of requests via Time-triggered Actions.
Additional Resources:
Lend alert emails
52
Time-Triggered Actions
Printing Requests
Users are notified on the main DOCLINE Home page when DOCLINE,
DOCLINE Special Handling, and Loansome Doc requests are waiting receipt.
Receipts can be printed with barcodes by downloading the barcode font.
Users can receipt requests from the Home page or from the Requests /
Receipt menu.
To receipt DOCLINE or Loansome Doc requests and print each receipt on a
single sheet of paper from the Home page or Receipt menu option, do the
following:
STEP
Action
1
Select the "## requests awaiting RECEIPT" link in the
Activity and Status area of the DOCLINE Home page;
OR
Select Requests from the DOCLINE Main Menu.
2
Select Receipt.
3
Select the desired "awaiting Receipt" link
An acknowledgment message will appear displaying the
number of requests receipted
Click OK
Note: Users can view receipts by scrolling down the page.
4
To print, click the Print Receipts button at the bottom of
the page.
5
Print dialog window opens. Click Print.
Additional Resources:
Lending Overview
Receiving Requests Overview
53
Prevent requests from routing to my library
To prevent requests from routing to your library during closures or staff
absences, use the Out of Office feature in your institution record.
On the last day prior to your library becoming inactive, please process as
many requests as possible as "Filled" or "Not Filled". At the end of the day,
receipt any new requests and process all outstanding requests as "Not Filled"
so they will immediately route on to the next potential lender.
If you have any questions or need to cancel an "out of office" request
already submitted, please contact your Regional Medical Library.
Additional resources:
How does Routing work?
54
DOCLINE system actions (Time-Triggered
Actions)
Several time-triggered actions occur automatically in DOCLINE, based on the
service level of the request (Normal, Rush, Urgent Patient Care) and length
of time an ILL request is in the system and the action that has been taken
on it.
For Normal Requests:
An ILL request must be receipted by the lending library to which it was
routed within one (1) business day.
If a request is not receipted by 12:05 AM on the day following its
routing to the lender, DOCLINE removes the request from the lender
and routes it to another potential lender.
On the second working day after an ILL request is receipted, DOCLINE
issues a reminder message to the potential lender that there is one
more day to update a request. This notification appears under Status
and Activity on the DOCLINE Home page.
If an ILL request is received but not acted upon within three (3)
working days, DOCLINE automatically routes the request to another
potential lender. On the third day, the system displays the number of
hours remaining before the request is rerouted on the Status/Cancel
page.
Note: Weekends are not counted in the calculation of days. Only
Monday - Friday (Eastern Time) count as business days, excluding the
holidays listed below.
For Rush and Urgent Patient Care Requests:
A Rush (same day delivery) or Urgent Patient Care (process and
ship immediately) request must be receipted by the lending library on
the same day the request routed to the potential lender.
If a request is not receipted on the same day it routes to the lender,
DOCLINE removes the request from the lender and routes it to another
potential lender at 12:05 AM the following morning.
On the day after a Rush or Urgent Patient Care request is receipted,
DOCLINE issues a reminder message to the potential lender that there
55
is one more day to update a request. This notification appears under
Status and Activity on the DOCLINE Home page.
If a request is received but not acted upon within one (1) business
day, DOCLINE automatically routes the request to another potential
lender.
Note: Weekends are not counted in the calculation of days. Only
Monday - Friday (Eastern Time) count as business days, excluding the
holidays listed below.
For Loansome Doc Requests:
Loansome Doc orders not updated in Lend or transferred in Borrow,
expire after forty (40) calendar days, and remain in the system an
additional forty (40) calendar days.
Schedule:
Time-Triggered Actions run between 12:05 AM - 12:15 AM (Eastern Time)
Monday through Friday, except the holidays noted below. Users should avoid
receipting and updating requests while the system is running time-triggered
actions.
Time-triggered actions do not run on the following U.S. national holidays*:
o
o
o
o
o
o
New Year's Day - January 1
Memorial Day - Last Monday in May
Independence Day - July 4
Labor Day - First Monday in September
Thanksgiving Day - Fourth Thursday in November
Christmas Day - December 25
The following U.S. federal holidays count as business days for timetriggered actions because many libraries are open:
o
o
o
o
Martin Luther King, Jr.'s, Birthday - Third Monday in January
Presidents' Day - Third Monday in February
Columbus Day - Second Monday in October
Veterans' Day - November 11
*Note: When one of these holidays falls on a non-work day (Saturday or
Sunday), the holiday is usually observed on Monday-if the holiday falls on
Sunday, or Friday-if the holiday falls on Saturday.
56
Saving Receipts as a Text File
To receipt DOCLINE or Loansome Doc requests and save the requests in a
text file from the Home page or Receipt menu option, do the following:
STEP
Action
1
Go to the DOCLINE Home page where messages for your
library are listed
OR
Select Requests from the DOCLINE Main Menu.
2
Select Receipt.
3
Select the desired "awaiting RECEIPT" link
An acknowledgment message will appear displaying the
number of requests receipted
Click OK
Note: Users can view receipts by scrolling down the page.
4
To print, click the Print Receipts button at the bottom of
the page.
5
Print dialog window opens. Click Print.
To Save:
6
Internet Explorer: Right click in receipts window, choose
Select All. Right click and select Copy. Open notepad,
right click and paste the copied receipts. In notepad,
select File, Save. Name the file and save to desired
directory on your computer or network.
Firefox: Right click in receipts window, select This Frame,
Save Frame As. In the Save dialog box, change type to
Text Files (*.txt). Name the file and save to desired
directory on your computer or network.
57
Filling a request
Individually filling a request
Single Lend allows lenders to select requests from a list of pending
requests, to process a set of requests with differing actions, delivery
methods, or Type and Service Type values.
To individually fill requests, do the following:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Lend.
On the Single tab of the Lend update window, select
"Filled" in the Action column for the corresponding
request.
3
Note: As each request number is updated with an
Action, the values in the Method/Reason, Type and
Service Type columns display the information specific to
that request. To view the request receipt, click the
request number in the Request # column.
Change the values under the Method/Reason, Type and
Service Type columns as needed for each request.
4
Note: Requests should be delivered by the borrower's
preferred or one of their network alternate delivery
methods. Be sure to update DOCLINE with the actual
delivery method for the request once it has been
completed. Before sending by a delivery method not
indicated by the borrower, please first check with the
borrower that the delivery method is acceptable.
5
Click UPDATE to process these requests.
6
The DOCLINE Requests Updated window appears
displaying the processed request number(s), with their
corresponding action and delivery method displayed.
7
To process additional requests, click Return.
Additional Resources:
Modifying your lending preferences
58
Filling requests in batch mode
Batch Lend allows lenders to quickly process a set of requests with the
same action and method or rejection reason at one time.
To fill a batch of requests, do the following:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Lend.
3
On the Batch tab of the Lend update window, enter the
request number(s) in the input box. Separate request
numbers with a space, a comma, or a carriage return
(press Enter after each request number).
If requests were filled via the borrower’s preferred
delivery method, and Service Type (copy, color copy,
original), select Filled as Requested by Borrower.
If requests were filled via one of the borrower’s alternate
delivery methods, select the appropriate delivery method
from the Filled via drop-down list.
4
Note: Requests should be delivered by the borrower's
preferred or one of their alternate delivery methods. Be
sure to update DOCLINE with the actual delivery method
for the request once it has been completed. Before
sending by a delivery method not indicated by the
borrower, please first check with the borrower that the
delivery method is acceptable.
5
Click UPDATE button to process these requests.
6
The DOCLINE Requests Updated window appears with
the request number(s) displayed in the order entered by
the user.
7
To process additional requests, click Return.
Tip: Lenders can quickly enter request numbers into the Request Numbers
input box by using a barcode reader to scan the barcode printed on the
DOCLINE receipt.
Additional Resources:
Barcodes on DOCLINE and Loansome Doc Requests
Modifying your lending preferences
59
Rejecting a request
Individually rejecting requests
Single Lend allows lenders to select requests from a list of pending
requests, to process a set of requests with differing actions, delivery
methods, or Type and Service Type values.
To individually reject requests, do the following:
STEP
Action
1
Select the Requests from the DOCLINE main menu.
2
Select Lend.
On the Single tab of the Lend update window, select
"Rejected" in the Action column.
3
Note: As each request number is updated with an Action,
the values in the Method/Reason, Type and Service
Type columns will reflect information specific to that
request. To view the request receipt, click the request
number in the Request # column.
Select the appropriate rejection reason under the
Method/Reason column for each request.
4
Note: Requests should be rejected with the code most
nearly describing the reason the Lender is unable to fill.
5
Click UPDATE to process these requests.
6
The DOCLINE Requests Updated window appears with
the processed Request number(s) with their corresponding
action and rejection reason displayed.
7
To process additional requests, click Return.
Additional Resources:
Request Actions
Rejection Reasons
Modifying your lending preferences
60
Rejecting requests in batch mode
To reject a batch of requests, do the following:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Lend.
3
On the Batch tab of the Lend update window, enter the
request number(s) in the input box. Separate request
numbers with a space, a comma, or a carriage return
(press Enter after each request number).
Select Rejected because and choose the appropriate
rejection reason for the batch of requests.
4
Note: Requests should be rejected with the code most
nearly describing the reason the Lender is unable to fill.
5
Click the UPDATE button to process these requests.
6
The DOCLINE Requests Updated window appears with
the request number(s) displayed in the order entered by
the user.
7
To process additional requests, click Return.
8
To process more requests, click Return.
Additional Resources:
Rejection Reasons
Barcodes on DOCLINE and Loansome Doc Requests
Modifying your lending preferences
61
EFTS
Creating an EFTS billing file
EFTS File Builder allows EFTS participants to create the transaction upload
file to bill borrowers for filled items. Only requests from borrowers that are
EFTS participants will display.
To create an EFTS transaction file, do the following:
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select EFTS.
Filled transactions from EFTS borrowers are
displayed. LIBID, institution name, transaction
information, request number and filled date are
displayed. Transactions are displayed grouped by LIBID
by default.
View
A maximum of 100 requests are displayed at one time
beginning with the oldest transactions. As requests are
processed, additional transactions are displayed.
Note: Transactions are only available for 150 days after
the filled date.
3
(Optional) To eliminate transactions from libraries in a
particular library group, select the desired Library
Group(s) to exclude. Select REFRESH.
(Optional) Select the desired sort of the requests.
Select REFRESH.
4
5
DOCLINE will remember your selections for future uses of
EFTS File Builder. You can change them at any time. The
updated selection will be remembered from that point
forward.
Enter charges in US Dollars for items to be included in the
billing file. DOCLINE does not store this information.
62
STEP
Action
Enter "0" if request is not to be charged. Select Skip for
now to process the request at a later date.
Note: Canadian libraries should enter charges in
Canadian Dollars only when billing other Canadian
libraries.
6
Use the keyboard Tab key to move to the next request.
7
Select Continue.
Review transaction charges. Select Back to return to
modify any charges.
8
Skipped transactions and zero charge (0) items will not be
included in the EFTS file.
(Optional) Print the confirmation page using your
browser's print functionality.
9
Select Continue.
10
Select Create EFTS File.
11
Select Save when prompted to download the file.
Accept default file name and save location, or modify to
desired name and location on your computer or network.
12
Note: If you create multiple files on the same day, you
will need to modify the default file name to avoid
overwriting the previous file. For example,
EFTS_Oct112006a.txt, and EFTS_Oct112006b.txt.
13
The saved file can be uploaded to the EFTS website to bill
the borrowers at your convenience.
14
Select REFRESH to process any remaining requests.
Additional Resources:
Charging for requests previously set to no charge
Reprocessing requests previously added to an EFTS file
63
Reprocessing requests previously added to an
EFTS file
Libraries can review requests already included in an EFTS file for
confirmation, to revise charges, or to re-generate a file if deleted or lost.
Use with caution. Requests can only be submitted to EFTS once. This
feature is intended to regenerate a file for a set of requests when a file is
lost, or multiple requests have incorrect charges. Corrections for individual
requests as well as credits should be completed directly at the EFTS website.
To reprocess requests previously added to an EFTS transaction file, do the
following:
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select EFTS.
3
Select EFTS Status "Items already added to file"
4
(Optional) Select the desired sort of the requests.
5
Select REFRESH.
Requests that were previously included in an EFTS file are
displayed. LIBID, institution name, transaction
information, request number and filled date are displayed.
View DOCLINE does not store charges information so
previously entered charges will not be displayed.
Note: Transactions are only available for 150 days after
the filled date.
6
To re-process requests, enter charges in US Dollars for
items to be included in a new billing file.
7
Select Continue.
Review transaction charges. Select Back to return to
modify any charges.
8
Skipped transactions will remain as "already added to
EFTS file". Zero charge (0) items will set as a "free" item
in DOCLINE and will not be included in the EFTS file.
64
STEP
Action
(Optional) Print the confirmation page using your
browser's print functionality.
9
Select Continue.
10
Select Create EFTS File.
11
Select Save when prompted to download the file.
Accept default file name and save location, or modify to
desired name and location on your computer or network.
12
Note: If you create multiple files on the same day, you
will need to modify the default file name to avoid
overwriting the previous file. For example,
EFTS_Oct112006a.txt, and EFTS_Oct112006b.txt.
13
The saved file can be uploaded to the EFTS website to bill
the borrowers at your convenience.
14
Select REFRESH to process any remaining requests.
Additional Resources:
Creating a EFTS billing file
Charging for requests previously set to no charge
65
Charging for requests previously set to no
charge
Libraries can review requests which they previously indicated were not to be
charged. This allows libraries to later charge for a request that was
incorrectly set to "no charge".
The "No charge (free)" search retrieves those requests that the library set
the charge to "0" through the EFTS File Builder interface.
To reprocess requests previously set to "0" charge through the EFTS File
Builder, do the following:
STEP
Action
1
Select Requests from the DOCLINE Main Menu.
2
Select EFTS.
3
Select EFTS Status "No charge (free)"
4
(Optional) Select the desired sort of the requests.
5
Select REFRESH.
Requests that were previously set to “0” charge through
EFTS File Builder are displayed. LIBID, institution name,
transaction information, request number and filled date
View are displayed.
Note: Transactions are only available for 150 days after
the filled date.
Enter charges in US Dollars for items to be included in a
new billing file.
6
Note: Canadian libraries should enter charges in
Canadian Dollars only when billing other Canadian
libraries.
7
Select Continue.
8
Review transaction charges. Select Back to return to
modify any charges.
66
STEP
Action
Skipped transactions will remain as “already added to
EFTS file”. Zero charge (0) items will set as a “free” item
in DOCLINE and will not be included in the EFTS file.
(Optional) Print the confirmation page using your
browser’s print functionality.
9
Select Continue.
10
Select Create EFTS File
11
Select Save when prompted to download the file.
Accept default file name and save location, or modify to
desired name and location on your computer or network.
12
Note: If you create multiple files on the same day, you
will need to modify the default file name to avoid
overwriting the previous file. For example,
EFTS_Oct112006a.txt, and EFTS_Oct112006b.txt.
13
The saved file can be uploaded to the EFTS website to bill
the borrowers at your convenience.
14
Select REFRESH to process any remaining requests.
Additional Resources:
Creating a EFTS billing file
Reprocessing requests previously added to an EFTS file
67
Managing Requests
Finding a request
To find DOCLINE requests:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Status/Cancel.
3
Retrieve your request(s) by entering the request
number(s), patron name or email address in the Request
# or Patron box
OR
under Define Search Limits select search criteria, (e.g.,
“DOCLINE” or “Loansome Doc”, “Borrow” or “Lend”),
choose request status (e.g., “Pending”, “Filled”) and set
the date range you wish to search within. Requests are
available for 150 days from date of Final Action (filled or
rejected).
Click SEARCH.
Request data is displayed in the following columns:
Request #, Request Info, Action Date, Action and
Institution. Requests can be sorted Oldest to Newest,
Newest to oldest, by Action, Patron Name,
View
Institution, Service Level or Citation. To change
sorting, select Sorted By at the top of the page, and
make selections under View Options.
Click REFRESH.
4
To view a request, click the request number under the
Request # column.
5
To contact the borrower or lender for a specific request,
select Contact Library. To view the lender's ILL
information, including the contact information, charges
and delivery methods, click on the LIBID next to the
lending institution name. A new window will open with the
ILL information. The whole Institution record may be
viewed by clicking the View Entire Record link at the
top left of the ILL information window. To return to
68
STEP
Action
Status/Cancel, click Close Window at the bottom of
the Institution record.
6
To view the history, click on the action text (e.g. "Not
Filled" or "Canceled") under the Action column.
7
To return to Status/Cancel after viewing the request or
the routing history, click Return.
Additional Resources:
Canceling a request
69
Canceling a request
To cancel a request, do the following:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Status/Cancel.
3
Retrieve your request(s) by entering the request number(s), patron
name or email address in the Request # or Patron box
OR
under Define Search Limits select search criteria, (e.g., “DOCLINE”
or “Loansome Doc”, “Borrow” or “Lend”), choose request status (e.g.,
“Pending”, “Filled”) and set the date range you wish to search
within. Requests are available for 150 days from date of Final Action
(filled or rejected).
Click SEARCH.
Request data is displayed in the following columns: Request #,
Request Info, Action Date, Action and Institution. Requests can
be sorted Oldest to Newest, Newest to oldest, by Action, Patron
View Name, Institution, Service Level or Citation. To change sorting,
select Sorted By at the top of the page, and make selections under
View Options.
Click REFRESH.
4
To view a request, click the request number under the Request #
column.
5
Mark request(s) to cancel by selecting checkbox(es).
Click Cancel under Actions for Selected Requests.
Note: Only pending requests are eligible for cancellation.
Requests with the following statuses can be canceled immediately.
New - new request entered by borrower, but not yet received by a
lender.
Rerouted Online - request was not filled by previous lender, and
rerouted to the next potential lender.
Rerouted TTA - rerouted because of DOCLINE time-triggered actions
after potential lender did receipt or act upon the request.
6
Requests that have been Received by an institution can only be
marked for cancellation. Since the potential lender may be in the
process of filling a Received request, DOCLINE will note that a
70
STEP
Action
cancellation is pending. The institution can update the request as
"Filled". If the request is updated as "Not Filled" by the lender, the
request is immediately canceled. Borrowers can call the lender to
notify them of the pending cancellation, but please understand if the
lender's workflow does not permit this accommodation.
Note: NLM cannot respond to requests to cancel a request that has
been received by NLM.
7
System displays cancellation status.
Click Return to view remaining requests.
71
Viewing the routing and action history of a
request
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Status/Cancel.
3
Retrieve your request(s) by entering the request number(s), patron
name or email address in the Request # or Patron box
OR
under Define Search Limits select search criteria, (e.g., “DOCLINE”
or “Loansome Doc”, “Borrow” or “Lend”), choose request status (e.g.,
“Pending”, “Filled”) and set the date range you wish to search
within. Requests are available for 150 days from date of Final Action
(filled or rejected).
Click SEARCH.
Request data is displayed in the following columns: Request #,
Request Info, Action Date, Action and Institution. Requests can
be sorted Oldest to Newest, Newest to oldest, by Action, Patron
View Name, Institution, Service Level or Citation. To change sorting,
select Sorted By at the top of the page, and make selections under
View Options.
Click REFRESH.
4
To view a request, click the request number under the Request #
column.
5
To view the history, click on the action text (e.g. "Not Filled" or
"Canceled") under the Action column.
6
To return to Status/Cancel list after viewing the request or the
routing history, click Return.
7
To contact the borrower or lender for a specific request, select
Contact Library.
Additional Resources:
Request Actions
Routing and Removal Reasons
Rejection Reasons
72
Finding the status of a request
To find the status of a specific request as a borrower or lender, do the
following:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Status/Cancel.
3
Retrieve your request(s) by entering the request number(s), patron
name or email address in the Request # or Patron box
OR
under Define Search Limits select search criteria, (e.g., “DOCLINE”
or “Loansome Doc”, “Borrow” or “Lend”), choose request status (e.g.,
“Pending”, “Filled”) and set the date range you wish to search
within. Requests are available for 150 days from date of Final Action
(filled or rejected).
Click SEARCH.
Request data is displayed in the following columns: Request #,
Request Info, Action Date, Action and Institution. Requests can
be sorted Oldest to Newest, Newest to oldest, by Action, Patron
View Name, Institution, Service Level or Citation. To change sorting,
select Sorted By at the top of the page, and make selections under
View Options.
Click REFRESH.
4
5
To view a request, click the request number under the Request #
column. To view the routing history (if borrower), click on the action
text (e.g. "Filled") under the Action column.
To return to Status/Cancel after viewing the request or the routing
history, click Return.
Additional Resources:
Request Actions
Routing and Removal Reasons
Rejection Reasons
Canceling a Request
73
Finding Loansome Doc requests as a Lender
To find Loansome Doc requests that authorized patrons have sent to your
institution, do the following:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Status/Cancel.
3
Enter request number(s), patron name or email address
in the Request # or Patron box
OR
Select "Loansome Doc" in the Define Search Limits
area. Optionally, refine your search by status of request
by selecting "Filled", "Pending", or "Retired".
Click SEARCH.
4
Request data is displayed in the following columns:
Request #, Request Info, Action Date, Action and
Institution. Requests can be sorted Oldest to Newest,
Newest to oldest, by Action, Patron Name,
Institution, Service Level or Citation. To change
sorting, select Sorted By at the top of the page, and
make selections under View Options.
Click REFRESH.
As the Loansome Doc lender, you see the last action
taken on the Loansome Doc requests you searched. The
View columns displayed are: Request #, Request Info,
Action Date, Action and Institution.
Note: Patron name is included under Request Info.
5
To view a request, click the request number under the
Request # column.
6
To return to Status/Cancel after viewing the request or
the routing history, click Return.
Additional Resources:
Transferring Loansome Doc requests
74
Finding Loansome Doc requests transferred
to DOCLINE
To find and view the status of Loansome Doc requests that have been
transferred into DOCLINE, do the following:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Status/Cancel.
3
Under Define Search Limits, select request type
"Loansome Doc" and "Transfer".
Select status: "All" (all LD requests regardless of their
status), "Filled" (LD requests filled by you only),
"Pending" (LD requests awaiting action by you), or
"Retired" (LD requests not filled by you). Set the date
range you wish to search within.
Click SEARCH.
Request data is displayed in the following columns:
Request #, Request Info, Action Date, Action and
Institution. Requests can be sorted Oldest to Newest,
Newest to oldest, by Action, Patron Name,
View
Institution, Service Level or Citation. To change
sorting, select Sorted By at the top of the page, and
make selections under View Options.
Click REFRESH.
4
To view a request, click the request number under the
Request # column.
To view the routing history, click on the action text (e.g.
"Filled") under the Action column.
5
To return to Status/Cancel after viewing the request or
the routing history, click Return.
Additional Resources:
Transferring Loansome Doc requests
75
Resubmitting retired unfilled requests
To resubmit retired unfilled requests from the DOCLINE Home page:
Action
STEP
1
Select the "requests were retired unfilled" link in the
Activity and Status area of the DOCLINE Home page.
Request data is displayed in the following columns:
Request #, Request Info, Action Date, Action and
Institution. Requests can be sorted Oldest to Newest,
Newest to oldest, by Action, Patron Name,
View Institution, Service Level, or Citation. To change
sorting, select Sorted By at the top of the page, and
make selections under View Options.
Click REFRESH.
2
To view a request, click the request number under the
Request # column.
To view the history of a request, click on the action text
(e.g. "Not Filled" or "Expired") under the Action column.
3
4
5
6
Users are strongly encouraged to review the history of a
request prior to resubmitting to help determine which
values to modify during resubmit (e.g. "Cost", "Need No
Later Than" date, etc.).
To return to the Status/Cancel screen after viewing the
request or routing history, click Return.
To resubmit a request, click on the green arrow, or the
"Resubmit Request" link corresponding to the desired
request, in the Request # column.
Note: The values displayed on the Citation Input,
Routing Instructions, and Delivery Address pages are
from the retired request.
Review the citation information of the retired request
(non-PubMed requests only). As necessary, modify the
citation on the Citation Input screen. Click NEXT.
76
Action
STEP
7
Review the Routing Instructions of the retired request.
a. If "Not Filled" (Cost), check the Maximum Cost
field.
b. If "Expired", check the Need No Later Than field.
c. If "Beyond Routing Map", check the Service Level,
Service Type, Physical Format, Only Route to
EFTS Participants limit, delivery method(s), and
routing cells selected.
Modify the Routing Instructions as necessary to widen
your pool of potential lenders to maximize the chances of
having the request filled. For example, select route to
Resource Libraries and All other Libraries, or remove
the Only Route to EFTS Participants limit.
Click NEXT.
Review the delivery address and modify as necessary.
8
9
Click FINISH.
A new DOCLINE request number is generated.
Click RETURN to go back to Status/Cancel to view the
list of remaining retired requests.
A DOCLINE request can only be resubmitted once.
A transferred Loansome Doc request becomes a DOCLINE
request. If the DOCLINE request retires, the linked
Notes Loansome Doc request is retired as well. If you choose to
resubmit the DOCLINE request, it is not linked to the
Loansome Doc request and will not generate the "Shipped
to Patron" notification upon Fill.
To resubmit retired unfilled requests from Status/Cancel:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Status/Cancel.
3
Enter the request number(s), patron name or email
address in the Request # or Patron search box
77
STEP
Action
OR
Select search criteria of “DOCLINE/Borrow/Retired" in
the Define Search Limits search area. Optionally, set
the date range you wish to search within. Requests are
available for 150 days from date of Final Action (filled or
rejected).
Click SEARCH.
Request data is displayed in the following columns:
Request #, Request Info, Action Date, Action,
Institution and Citation. Requests can be sorted
Oldest to Newest, Newest to oldest, by Action, Patron
View Name, Institution or Service Level.
To change sorting, select Sorted By at the top of the
page, and make selections under View Options.
Click REFRESH.
4
To view a request, click the request number under the
Request # column.
To view the history of a request, click on the action text
(e.g. "Not Filled" or "Expired") under the Action column.
5
6
7
8
Users are strongly encouraged to review the history of a
request prior to resubmitting to determine which values
to modify during resubmit (e.g. "Cost", "Need No Later
Than" date, etc.).
To return to the Status/Cancel screen after viewing the
request or routing history, click Return.
To resubmit a request, click on the green arrow, or the
Resubmit Request link corresponding to the desired
request, in the Request # column.
Note: The values displayed on the Citation Input,
Routing Instructions, and Delivery Address pages
are from the retired request.
Review the citation information of the retired request
(non-PubMed requests only). As necessary, modify the
citation on the Citation Input screen.
Click NEXT.
78
STEP
Action
9
Review the Routing Instructions of the retired
request.
a. If "Not Filled" (Cost), check the Maximum Cost
field.
b. If "Expired", check the Need No Later Than field.
c. If "Beyond Routing Map", check the Service
Level, Service Type, Physical Format, Only
Route to EFTS Participants limit, delivery
method(s), and routing cells selected.
Modify the Routing Instructions as necessary to widen
your pool of potential lenders to maximize the chances of
having the request filled. For example, select route to
Resource Libraries and All other Libraries, or
remove the Only Route to EFTS Participants limit.
Click NEXT.
10
Review the delivery address and modify as necessary.
Click FINISH.
A new DOCLINE request number is generated.
11
Click RETURN to go back to Status/Cancel to view the
list of remaining retired requests.
A DOCLINE request can only be resubmitted once.
A transferred Loansome Doc request becomes a
DOCLINE request. If the DOCLINE request retires, the
Notes: linked Loansome Doc request is retired as well. If you
choose to resubmit the DOCLINE request, it is not linked
to the Loansome Doc request and will not generate the
"Shipped to Patron" notification upon Fill.
Additional Resources:
Viewing the routing and action history of a request
Routing of serial requests
Routing of monographs and non-NLM serial requests
79
Reviewing Retired Unfilled requests
To remove the notification for an individual retired unfilled request:
STEP
1
Action
Select the "requests were retired unfilled" link in the
Activity and Status area of the DOCLINE Home page.
Request data is displayed in the following columns:
Request #, Request Info, Action Date, Action and
Institution. Requests can be sorted Oldest to Newest,
View Newest to oldest, by Action, Patron Name,
Institution, Service Level or Citation. To change
sorting, select Sorted By at the top of the page, and
make selections under View Options. Click REFRESH.
2
To view a request, click the request number under the
Request # column.
3
To view the history of a request, click on the action text
(e.g. "Not Filled" or "Expired") under the Action column.
To remove the individual request from the retired unfilled
notification list, select Reviewed.
4
OR
To retain requests in unreviewed status, select Return to
return to the Status/Cancel list of retired requests
To remove the notification for all retired unfilled requests:
STEP
1
Action
Select the "requests were retired unfilled" link in the
Activity and Status area of the DOCLINE Home page.
Request data is displayed in the following columns:
Request #, Request Info, Action Date, Action and
Institution. Requests can be sorted Oldest to Newest,
View Newest to oldest, by Action, Patron Name, Institution
or Service Level. To change sorting, select Sorted By at
the top of the page, and make selections under View
Options. Click REFRESH.
2
To view a request, click the request number under the
Request # column.
80
STEP
3
4
Action
To view the history of a request, click on the action text
(e.g. "Not Filled" or "Expired") under the Action column.
To remove all requests from the Retired Unfilled
notification list, click Reviewed under Actions for
Selected Requests.
Additional Resources:
Resubmitting retired unfilled requests
Viewing the routing and action history of a request
81
Request Actions and Reasons
Request Actions
Actions represent a request's current status. These system generated
messages display in the Action column of the Status/Cancel window.
Requests that originated in DOCLINE will carry DOCLINE Actions, and those
requests that originated in Loansome Doc will carry Loansome Doc Actions.
DOCLINE Action
Description
Beyond Routing Map
Request was retired when all routing
possibilities were exhausted based
upon the Routing Instructions.
Canceled
Request was canceled by borrower.
Expired
Request expired when patron's Needby-Date was exceeded.
Filled
Request was completed as filled.
New
Request was entered by borrower,
but not yet received by lender.
Not Filled
Request was completed as not filled.
The reasons Canceled, Cost,
Copyright, or Incomplete halt the
request from further routing.
Received
Request was receipted by potential
lender.
Rerouted Online
Request was not filled by a potential
lender, and then routed to next
library.
Rerouted TTA
Request was not receipted or acted
upon by potential lender, routed to
next library by Time-triggered
Actions.
Loansome Doc Action
Transferred
Description
LD request was transferred to
DOCLINE and is pending a final
action.
82
TRN/Shipped to Library LD request was transferred to
DOCLINE and is pending a final
action.
TRN/Shipped to Patron LD request was transferred to
DOCLINE, filled, and shipped to the
patron.
TRN/Expired
LD request was transferred into
DOCLINE, then expired when Need
by Date was exceeded.
TRN/Canceled
LD request was transferred into
DOCLINE, and then canceled by
transferring library.
TRN/Not Filled
LD request was transferred into
DOCLINE, not filled and stopped
routing for one of the following
reasons: Cost, Canceled, Copyright
or Not Found as Cited.
TRN/Beyond Routing
Map
LD request was transferred into
DOCLINE, but was retired when all
routing possibilities were exhausted
based upon the Routing Instructions.
Additional resources:
Routing and Removal Reasons
83
Routing and Removal Reasons
Routing Reasons are system generated during the routing process. Removal
Reasons are system generated in Time-triggered actions.
Routing Reasons
Description
Prefixed
The request was prefixed (sent directly)
to this institution by the borrowing
library.
Cells 1-9
The request routed to the institution
based upon its cell position (1-9) in the
borrower's Routing Table.
Resource
The request routed to a resource library
based on the borrower's checkbox for
Refer to Resource Libraries on the
Routing Instructions page.
NLM
Request routed to NLM based on
borrower's Routing Instructions.
Requests route to NLM when route to
NLM is selected.
All Other libraries
Based upon the Routing Instructions, the
request routed to the institution as part
of refer on after NLM. The All Other
Libraries checkbox offers the option to
have a request routinely route to an
additional 20 libraries if NLM cannot fill it
or if the borrower did not select route to
NLM.
M/A/N Map
The request routed to this lender based
on the borrower's monograph,
audiovisual, non-Serial Holdings map
(M/A/N Map) values in the Routing
Instructions.
Removal Reason
Not acted upon
Description
DOCLINE rerouted the request after 3
days because the lender did not take
action after "receipting" the request.
84
Not receipted
Lender did not receipt the request within
one business day.
Additional resources:
Rejection Reasons
85
Rejection Reasons
Rejection Reasons are chosen by a potential lender as a reason for not filling
a request.
Rejection Reason
Description
Bindery
The lender holds the item requested, but it
is currently at the bindery and unavailable
for loan or copying.
Canceled
The request was canceled by the lender at
the borrower's request.
Condition
The material is held, but the physical
condition of the volume or issue prohibits
lending or copying.
Copy limit
The number of pages requested exceeds
the copy limit imposed by this institution.
Copyright
The lender has determined that this
request is in violation of copyright
compliance. This request has retired.
Cost
The lender's minimum cost to supply the
requested item is greater than the
maximum cost authorized by the
borrower. This request has retired.
In Process
The material has been received, but is not
yet ready for use.
In Use
The lender reports the volume/issue was
in use and unavailable for loan or copy at
the time of the request.
Incomplete
The lender believes that the citation on the
request is either incomplete or incorrect.
This request has retired.
Lacking
The lender holds the title, but is missing
the requested issue or volume.
The lender's journal subscription prohibits
ILL under the conditions specific to this
License Restriction request. For example, subscription
prohibits ILL from the online journal to
libraries outside the lender's country.
86
Rejection Reason
Description
Lost
The lender declares this title or
volume/issue is lost or withdrawn from its
collection.
Non-circ
The lender holds this item, but reports that
it is not available for loan.
Not yet received
The title is owned, but lender reports
volume/issue has not yet been received.
Not on shelf
The lender holds this item, but reports that
it was not on the shelf at the time the
request was received.
On order
The item has been ordered, but has not
been received by the library.
Other
Request was rejected for a reason other
than those listed. Please check with
lender.
Title not owned
The requested title is not owned by the
lending library.
Additional resources:
Routing and Removal Reasons
87
Request Reports
ILL statistics and reports
DOCLINE provides summary and detailed borrow and lend activity reports on a
quarterly and annual basis. Monthly Activity Summary data is available to libraries
in their Institution Record.
DOCLINE also provides summary and detailed activity reports for Loansome Doc
requests on a quarterly basis.
Quarterly DOCLINE reports
Borrower:
Report 1-1A: Summary DOCLINE Borrower Statistics
Report 1-2A: Detailed DOCLINE Borrower Statistics
Report 1-11A: Summary DOCLINE Borrower Statistics (Requested for
another library)
Report 1-22A: Detailed DOCLINE Borrower Statistics (Requested for
another library)
Lender:
Report 1-1B: Summary DOCLINE Lender Statistics
Report 1-2B: Detailed DOCLINE Lender Statistics
Quarterly Loansome Doc reports
Report 5-1A: Loansome Doc Detailed Lender Statistics
Report 5-1B: Loansome Doc Summary Statistics
Annual DOCLINE
Borrower:
Report
Report
Lender:
Report
Report
Reports
1-1AY: Summary DOCLINE Borrower Statistics
1-2AY: Detailed DOCLINE Borrower Statistics
1-1BY: Summary DOCLINE Lender Statistics
1-2BY: Detailed DOCLINE Lender Statistics
Semiannual reports
Borrower:
Report 1-8A and 1-8B: Ranked List of Serial Titles Requested Borrower
Lender:
Report 1-8C and 1-8D: Ranked List of Serial Titles Requested - Lender
Available on demand
Report 1-7: Library Routing Table and M/A/N Map cells containing my
LIBID
88
Report 1-1A & 1-1AY: Summary DOCLINE
Borrower Statistics
The “Summary DOCLINE Borrower Statistics” report provides a concise count of a
library’s borrow requests that were completed during the report period.
Report Frequency: 1-1A is posted quarterly. The 1-1AY, which is the annual
cumulative report covering January through December, is posted once a year.
Statistics Reported:
#Requested: The total number of DOCLINE borrow requests. The report counts
only those transactions completed during the reporting period.
#Filled: The total number of DOCLINE borrow requests that were updated as filled
during the report period.
#Not Filled: The total number of DOCLINE borrow requests that retired unfilled
during the report period.
#Days to Process (Filled): Also known as “turnaround time”, Days to Process
reports the average time it took for the library’s borrow requests to be filled in
DOCLINE. The number is shown in one-hundredths of a day based upon calendar
days. The turnaround time is shown for journals, monographs and also the
average for all requests. If the abbreviation “N/A” appears in the “Days to
Process” section it indicates that no requests fell into that category during the
quarter.
#Days to Process (Not Filled): Also known as “turnaround time”, Days to Process
reports the average time it took for the library’s borrow requests to be retired
unfilled in DOCLINE. The number is shown in one-hundredths of a day based upon
calendar days. The turnaround time is shown for journals, monographs and also
the average for all requests. If the abbreviation “N/A” appears in the “Days to
Process” section it indicates that no requests fell into that category during the
quarter.
Report Availability: Users have access to the four (4) most recent quarterly
reports, and two (2) annual reports. When a new report is generated it will replace
the oldest of the listed reports.
Note: If your library placed borrow requests on behalf of other libraries, they are
shown in the 1-11A quarterly report produced for each of the other libraries. The
1-11AT report shows the combined totals from all the 1-11A reports.
Additional Resources:
Viewing and printing reports
Downloading reports
89
Report 1-11A & 1-11AT: Summary DOCLINE
Borrower Statistics (Requested for another
library)
The “Summary DOCLINE Borrower Statistics” 1-11A report provides a concise
count of borrow requests placed for other libraries that were completed during the
report period. A 1-11A report is generated for each library for which requests were
placed. The 1-11AT report provides a total count of borrow requests placed on
behalf of all other libraries.
Report Frequency:
1-11A and 1-11AT are posted quarterly.
Statistics Reported:
#Requested: The total number of DOCLINE borrow requests.
#Filled: The total number of DOCLINE borrow requests updated as filled during the
report period.
#Not Filled: The total number of DOCLINE borrow requests that were retired
unfilled during the report period.
#Days to Process (Filled): Also known as “turnaround time”, Days to Process
reports the average time it took for the library’s borrow requests to be filled in
DOCLINE. The number is shown in one-hundredths of a day based upon calendar
days. The turnaround time is shown for journals, monographs and also the
average for all requests. If the abbreviation “N/A” appears in the “Days to
Process” section it indicates that no requests fell into that category during the
quarter.
#Days to Process (Not Filled): Also known as “turnaround time”, Days to Process
reports the average time it took for the library’s borrow requests to be retired
unfilled in DOCLINE. The number is shown in one-hundredths of a day based upon
calendar days. The turnaround time is shown for journals, monographs and also
the average for all requests. If the abbreviation “N/A” appears in the “Days to
Process” section it indicates that no requests fell into that category during the
quarter.
Report Availability:
Users have access to the four (4) most recent quarterly reports. When a new
report is generated it will replace the oldest of the listed reports.
Additional Resources:
Viewing and printing reports
Downloading reports
90
Report 1-1B & 1-1BY: Summary DOCLINE Lender
Statistics
The “Summary DOCLINE Lender Statistics” report provides a concise count of
requests which routed to the library that were completed during the report period.
Report Frequency: The 1-1B is posted quarterly. The 1-1BY, which is the annual
cumulative report covering January through December, is posted once a year.
Statistics Reported:
#Removed for Non-Receipt: The number of DOCLINE requests that were
automatically routed away from the lender by Time-Triggered Actions because the
library did not receipt the item within the time period specified for a normal, rush,
or urgent patient care request. These requests are not included in the “Not Filled”
count.
#Received: The total number of DOCLINE lend requests receipted by the library
during the report period.
#Filled: The total number of DOCLINE requests the library filled during the
report period broken down by journals and monographs.
%Filled: The percentage of receipted DOCLINE requests that the library filled
during the report period.
#Not Filled: The total number of DOCLINE requests the library did not fill
during the report period, including those rejected by the lender and those
removed by Time-Triggered Actions for Non-Action.
%Not Filled: The percentage of receipted DOCLINE requests that the library
did not fill during the report period.
#Rejected: The total number of DOCLINE requests the library rejected
during the report period. These requests are reflected in the “Not Filled”
count.
%Rejected: The percentage of DOCLINE requests the library rejected
during the report period.
#Removed for Non-Action: The number of DOCLINE requests that were
automatically routed away from the lender by Time-Triggered Actions
because the library did not update a received request within the time
period specified for a normal, rush, or urgent patient care request. These
requests are reflected in the “Not Filled” count.
%Removed for Non-Action: The percentage of DOCLINE requests that
were automatically routed away from the lender by Time-Triggered
Actions.
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#Days to Process (Filled): Also known as “turnaround time”, Days to Process
reports the average time it took for the library to update lend requests as filled in
DOCLINE. The number is shown in one-hundredths of a day based upon calendar
days. The turnaround time is shown for journals, monographs and also the
average for all requests. If the abbreviation “N/A” appears in the “Days to
Process” section it indicates that no requests fell into that category during the
quarter.
#Days to Process (Not Filled): Also known as “turnaround time”, Days to Process
reports the average time it took for the library to update lend requests as not filled
in DOCLINE or to be routed away for non-action by the lender. The number is
shown in one-hundredths of a day based upon calendar days. The turnaround time
is shown for journals, monographs and also the average for all requests. If the
abbreviation “N/A” appears in the “Days to Process” section it indicates that no
requests fell into that category during the quarter.
Note: There may be a discrepancy where the sum of Filled and Not Filled journal
requests does not match the total Received journal requests. This may occur when
a journal request is completed as a monograph request, or the reverse.
Report Availability: Users have access to the four (4) most recent quarterly
reports, and two (2) annual reports. When a new report is generated it will replace
the oldest of the listed reports.
Additional Resources:
Viewing and printing reports
Downloading reports
92
Report 1-22A: Detailed DOCLINE Borrower
Statistics (Requested for another library)
The “Detailed DOCLINE Borrower Statistics” report provides a count of borrow
requests placed for other libraries that were completed during the report
period. The report shows the lenders to which the requests routed, whether or not
they were filled and the turnaround time for each lender. A 1-22A report is
generated for each library requests were placed for.
Report Frequency: The 1-22A is posted quarterly.
Statistics Reported:
#Received: The total number of requests that were receipted by the lender during
the report period.
#Filled: The total number of DOCLINE requests the lender filled during the report
period broken down by request type.
% Filled: The percentage of DOCLINE requests of those received that the lender
filled during the report period broken down by journals and monographs.
#Not Filled: The total number of DOCLINE requests the lender rejected during the
report period broken down by journals and monographs.
% Not Filled: The percentage of DOCLINE requests of those received that the
lender rejected during the report period broken down by journals and
monographs.
#Days to Process (Filled): Also known as “turnaround time”, Days to Process
reports the average time it took for the library’s borrow requests to be filled in
DOCLINE. The number is shown in one-hundredths of a day based upon calendar
days. The turnaround time is shown for journals, monographs and also the
average for all requests. If the abbreviation “N/A” appears in the “Days to
Process” section it indicates that no requests fell into that category during the
quarter.
#Days to Process (Not Filled): Also known as “turnaround time”, Days to Process
reports the average time it took for the library’s borrow requests to be retired
unfilled in DOCLINE. The number is shown in one-hundredths of a day based upon
calendar days. The turnaround time is shown for journals, monographs and also
the average for all requests. If the abbreviation “N/A” appears in the “Days to
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Process” section it indicates that no requests fell into that category during the
quarter.
Note: A single request can route to multiple lenders before completion so the
“Received” and “Not Filled” totals on the detailed report will not always match the
totals on the Summary DOCLINE Borrower Statistics Report (Report 1-1A).
For example, request number 43211234 may be routed to MDUBIX, where it
is updated as not filled; it is then rerouted to MDUXXC, where it is also
updated as not filled, and finally rerouted to VAUBIJ where it is filled. This
request would be represented on this report three times, each time
associated with the LIBID of a potential lender (MDUBIX, MDUXXC) as well
as with the LIBID of the actual lender (VAUBIJ).
Report Availability: Users have access to the four (4) most recent quarterly
reports. When a new report is generated it will replace the oldest of the listed
reports.
Additional Resources:
Viewing and printing reports
Downloading reports
94
Report 1-2A & 1-2AY: Detailed DOCLINE
Borrower Statistics
The “Detailed DOCLINE Borrower Statistics” report provides a count of a
library’s borrow requests that were completed during the report period. The
report shows the lenders to which the requests routed, whether or not they
were filled and the turnaround time for each lender.
Report Frequency: The 1-2A is posted quarterly. The 1-2AY, which is the
annual cumulative report covering January through December, is posted
once a year.
Statistics Reported:
#Received: The total number of requests that were receipted by the lender
during the report period.
#Filled: The total number of DOCLINE requests the lender filled during the
report period broken down by journals and monographs.
% Filled: The percentage of DOCLINE requests of those received the lender
filled during the report period broken down by journals and monographs.
#Not Filled: The total number of DOCLINE requests the lender rejected
during the report period broken down by journals and monographs.
% Not Filled: The percentage of DOCLINE requests of those received the
lender rejected during the report period broken down by journals and
monographs.
#Days to Process (Filled): Also known as “turnaround time”, Days to
Process reports the average time it took for the library’s borrow requests to
be filled in DOCLINE. The number is shown in one-hundredths of a day
based upon calendar days. The turnaround time is shown for journals,
monographs and also the average for all requests. If the abbreviation “N/A”
appears in the “Days to Process” section it indicates that no requests fell into
that category during the quarter.
#Days to Process (Not Filled): Also known as “turnaround time”, Days to
Process reports the average time it took for the library’s borrow requests to
be retired unfilled in DOCLINE. The number is shown in one-hundredths of a
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day based upon calendar days. The turnaround time is shown for journals,
monographs and also the average for all requests. If the abbreviation “N/A”
appears in the “Days to Process” section it indicates that no requests fell into
that category during the quarter.
Note: A single request can route to multiple lenders before completion so
the “Received” and “Not Filled” totals on the detailed report will not always
match the totals on the Summary DOCLINE Borrower Statistics Report
(Report 1-1A).
For example, request number 43211234 may be routed to MDUBIX,
where it is updated as not filled; it is then rerouted to MDUXXC, where
it is also updated as not filled, and finally rerouted to VAUBIJ where it
is filled. This request would be represented on this report three times,
each time associated with the LIBID of a potential lender (MDUBIX,
MDUXXC) as well as with the LIBID of the actual lender (VAUBIJ).
Report Availability:
Users have access to the four (4) most recent quarterly reports, and two (2)
annual reports. When a new report is generated it will replace the oldest of
the listed reports.
Additional Resources:
Viewing and printing reports
Downloading reports
96
Report 1-2B & 1-2BY: Detailed DOCLINE
Lender Statistics
The “Detailed DOCLINE Lender Statistics” report provides a count of
requests routed to the library from individual borrowers. The report shows
the borrowers from which requests originated, whether or not they were
filled and the library’s turnaround time for processing requests received from
each borrower.
Report Frequency: The 1-2B is posted quarterly. The 1-2BY, which is the
annual cumulative report covering January through December, is posted
once a year.
Statistics Reported:
#Received: The total number of lend requests receipted by the library during
the report period, broken down by borrower and subtotaled by state.
#Filled: The total number of DOCLINE requests the library filled during the
report period broken down by journals and monographs.
% Filled: The percentage of DOCLINE requests of those received that the
library filled during the report period broken down by journals and
monographs.
#Not Filled: The total number of DOCLINE requests the library rejected and
those removed by Time-Triggered Actions for Non-Action during the report
period broken down by journals and monographs.
% Not Filled: The percentage of DOCLINE requests not filled by the library
during the report period broken down by journals and monographs.
#Days to Process (Filled): Also known as “turnaround time”, Days to
Process reports the average time it took for the library to update lend
requests as filled in DOCLINE. The number is shown in one-hundredths of a
day based upon calendar days. The turnaround time is shown for journals,
monographs and also the average for all requests. If the abbreviation “N/A”
appears in the “Days to Process” section it indicates that no requests fell into
that category during the quarter.
#Days to Process (Not Filled): Also known as “turnaround time”, Days to
Process reports the average time it took for the library to update lend
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requests as not filled in DOCLINE or for request to be routed away for nonaction by the lender. The number is shown in one-hundredths of a day
based upon calendar days. The turnaround time is shown for journals,
monographs and also the average for all requests. If the abbreviation “N/A”
appears in the “Days to Process” section it indicates that no requests fell into
that category during the quarter.
Report Availability: Users have access to the four (4) most recent
quarterly reports, and two (2) annual reports. When a new report is
generated it will replace the oldest of the listed reports.
Additional Resources:
Viewing and printing reports
Downloading reports
98
Report 1-7: Library Routing Table and M/A/N
Map cells containing my LIBID
This report provides information about other DOCLINE libraries that have
placed your library, or a library group to which your library belongs, in their
routing tables.
Report Frequency: Available on demand.
Statistics Reported:
The total number and identifying information for each library that includes
your library in their routing tables.
The serial routing table is displayed first, followed by the M/A/N Map
(Monograph/Audiovisual/Non-NLM Serial) routing table.
The report is organized by cell numbers. Library Groups are listed first,
alphabetically at the beginning of each cell. The number of group members
putting the Library Group in that cell is shown. Individual libraries including
your library in their routing table are then displayed alphabetically by LIBID.
If there are any concerns about libraries that have included your library in
their routing table, please inform those libraries directly, or contact your
Regional Medical Library.
Additional resources:
Viewing and printing reports
Downloading reports
99
Report 1-2B & 1-2BY: Detailed DOCLINE
Lender Statistics
The “Detailed DOCLINE Lender Statistics” report provides a count of
requests routed to the library from individual borrowers. The report shows
the borrowers from which requests originated, whether or not they were
filled and the library’s turnaround time for processing requests received from
each borrower.
Report Frequency: The 1-2B is posted quarterly. The 1-2BY, which is the
annual cumulative report covering January through December, is posted
once a year.
Statistics Reported:
#Received: The total number of lend requests receipted by the library during
the report period, broken down by borrower and subtotaled by state.
#Filled: The total number of DOCLINE requests the library filled during the
report period broken down by journals and monographs.
% Filled: The percentage of DOCLINE requests of those received that the
library filled during the report period broken down by journals and
monographs.
#Not Filled: The total number of DOCLINE requests the library rejected and
those removed by Time-Triggered Actions for Non-Action during the report
period broken down by journals and monographs.
% Not Filled: The percentage of DOCLINE requests not filled by the library
during the report period broken down by journals and monographs.
#Days to Process (Filled): Also known as “turnaround time”, Days to
Process reports the average time it took for the library to update lend
requests as filled in DOCLINE. The number is shown in one-hundredths of a
day based upon calendar days. The turnaround time is shown for journals,
monographs and also the average for all requests. If the abbreviation “N/A”
appears in the “Days to Process” section it indicates that no requests fell into
that category during the quarter.
#Days to Process (Not Filled): Also known as “turnaround time”, Days to
Process reports the average time it took for the library to update lend
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requests as not filled in DOCLINE or for request to be routed away for nonaction by the lender. The number is shown in one-hundredths of a day
based upon calendar days. The turnaround time is shown for journals,
monographs and also the average for all requests. If the abbreviation “N/A”
appears in the “Days to Process” section it indicates that no requests fell into
that category during the quarter.
Report Availability: Users have access to the four (4) most recent
quarterly reports, and two (2) annual reports. When a new report is
generated it will replace the oldest of the listed reports.
Additional Resources:
Viewing and printing reports
Downloading reports
101
Report 1-8A & B: Ranked List of Serial Titles Borrower
The “Ranked List of Serial Titles – Borrower” report provides a count of the
number of times each title has been requested by the library during the
report period. This report counts only requests received by lenders for
material from serials that are in LocatorPlus and have an NLM Unique
Identifier. Cancelled requests are not included in the counts.
Report Frequency: Two cumulative reports posted annually. The 1-8A
annual cumulative report covers July through June. The second annual
cumulative report, 1-8B, covers the calendar year, January through
December.
Statistics Reported:
Total Requested: The number of borrow requests per title completed during
the report period.
Number Filled: The number of requests that were filled during the report
year. Excludes filled requests which were initiated in the prior year.
Pub Year / # Requested per Year: The number in parentheses indicates the
number of requests for articles from that year of publication.
Report Availability: Users have access to the two (2) most recent annual
reports. When a new report is generated it will replace the oldest of the
listed reports.
Additional Resources:
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Downloading reports
102
Report 1-8C & D: Ranked List of Serial Titles Lender
The “Ranked List of Serial Titles – Lender” report provides counts of the
titles that borrowers have requested from the library during the report
period. Requests that were requests removed by Time-Triggered Actions for
non-receipt are not included.
Report Frequency: Two cumulative reports posted annually. The 1-8C
annual cumulative report covers July through June. The second annual
cumulative report, 1-8D, covers the calendar year, January through
December.
Statistics Reported:
This report counts only requests for material from serials that are in
LocatorPlus and have an NLM Unique Identifier. Cancelled requests and nonreceipted requests are not included.
Total Requested: The number of requests per title requested from the lender
during the report period.
Total Filled:. The number of requests that were filled during the report
year. Excludes filled requests which were initiated in the prior year.
Pub Year /(# Filled per Year): The number of requests filled broken down by
publication year. The number in parentheses indicates the number of
requests filled from that year of publication. If the value is (0), then at least
one request was made for the publication year, but no requests were filled.
Report Availability:Users have access to the two (2) most recent annual
reports. When a new report is generated it will replace the oldest of the
listed reports.
Additional Resources:
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Downloading reports
103
Report 5-1A: Loansome Doc Detailed Lender
Statistics
The “Detailed Loansome Doc Lender Statistics” report provides a count of
the Loansome Doc requests completed during the report period. The report
shows the number of requests from each Loansome Doc user, the number of
requests filled, not filled, and transferred by the library.
Report Frequency: The 5-1A is posted quarterly.
Statistics Reported:
LD Patron (Email): Loansome Doc users who submitted requests are listed
alphabetically, sorted by last name with the patron’s email address displayed in
parentheses.
Received: The total number of Loansome Doc requests for each Loansome
Doc patron that were receipted by the library during the report period.
Filled: The total number of Loansome Doc requests that the library filled during
the report period, broken down by delivery method: Email (includes ILLiad and
Odyssey), Fax, Mail, Pickup, or post to Web. The “Total” column displays the total
number of filled requests.
Not Filled Total: The number of Loansome Doc requests that the library did not fill
during the report period, including those that were converted into ILL transactions
by transferring into DOCLINE.
Transfer: The subset of the “Not Filled Total” number of Loansome Doc requests
that were converted to ILL transactions by transferring into DOCLINE.
Report Availability: Users have access to the four (4) most recent quarterly
reports. When a new report is generated it will replace the oldest of the listed
reports.
Additional Resources:
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Downloading reports
104
Report 5-1B: Loansome Doc Summary
Statistics
The Loansome Doc Summary Statistics report provides a summary of all
the Loansome Doc (LD) requests that routed to the library during the
quarter.
Report Frequency: The 5-1B is posted quarterly.
Statistics Reported:
#Not Received: The total number of Loansome Doc requests the library did
not receipt before they expired (due to ‘need by date’ or after 30 days of
non-receipt) during the report period.
#Received: The total number of Loansome Doc requests receipted by the
library during the report period.
#Filled: The total number of Loansome Doc requests the library filled
during the report period.
#Not Filled: The total number of receipted Loansome Doc requests the
library rejected during the report period.
#Transferred: The number of Loansome Doc requests that were
transferred into DOCLINE to be routed to other lenders as ILL requests.
#Transferred Filled: The number of Loansome Doc requests that
were transferred into DOCLINE and that were filled by other
lenders.
#Transferred Not Filled: The number of Loansome Doc requests
that were transferred into DOCLINE and were not filled by other
lenders.
#Removed for Non-Action: The number of Loansome Doc requests that
were automatically expired by Time-Triggered Actions because the
library did not update a received request within the time period
specified for a Loansome Doc request. These requests are reflected in
the “Not Filled” count.
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#Days to Process (Filled): Also known as “turnaround time”, Days to Process
reports the average time it took for the library to update Loansome Doc
requests as filled in DOCLINE. The number is shown in one-hundredths of a
day based upon calendar days. The turnaround time is the average for all
filled requests. If the abbreviation “N/A” appears in the “Days to Process”
section it indicates that no requests fell into that category during the
quarter.
#Days to Process (Not Filled): Also known as “turnaround time”, Days to
Process reports the average time it took for the library to update Loansome
Doc requests as not filled in DOCLINE or for them to expire due non-action
by the lender. The number is shown in one-hundredths of a day based upon
calendar days. The turnaround time is the average for all requests not filled
by the library. If the abbreviation “N/A” appears in the “Days to Process”
section it indicates that no requests fell into that category during the
quarter.
Note: "N/A" indicates that no requests fell into this category.
Report Availability: Users have access to the four (4) most recent
quarterly reports. When a new report is generated it will replace the oldest
of the listed reports.
Additional Resources:
Viewing and printing reports
Downloading reports
106
Downloading reports
Downloading Reports to Excel
Downloading with Internet Explorer (IE):
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Reports.
3
Select the report to download.
4
While viewing the report, go to the Edit menu at the top of your IE
browser window and choose Select All.
5
Go back to the Edit menu and choose Copy.
(Note: If the menu bar is not displayed by default, right click in the
body of the report and choose Select All. Next right click on the
report and select Copy.)
6
Open Excel and open a new workbook.
7
Make sure your cursor is in cell A1.
8
From the Edit menu, in Excel, choose Paste.
9
To save as a new file, go to the File menu and choose Save As...
10
Add or modify formatting as desired for local needs.
Downloading with Firefox:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Reports.
3
Select the report to download.
4
While viewing the report, go to the Edit menu at the top of your
Firefox browser window and choose Select All.
5
Go back to the Edit menu and choose Copy.
6
Open Excel and open a new workbook.
7
Make sure your cursor is in cell A1.
8
From the Edit menu, in Excel, choose Paste.
9
To save as a new file, go to the File menu and choose Save As...
10
Add or modify formatting as desired for local needs.
Additional Resources:
Viewing and printing reports
107
Viewing and printing reports
Viewing Reports
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Reports.
3
To view a report, click on the report number link.
Printing Reports
Printing with Internet Explorer (IE):
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Reports.
3
Select the report to print.
4
From the File menu at the top of the IE browser window,
choose Page Setup...
(Note: If the menu bar is not displayed by default, from
the gear icon in the top right, select Print, then Page
Setup to change the page orientation and to print the
report.)
5
Change the Orientation of the page to Landscape. Click
OK.
(Note: The location of this setting will depend upon your
printer & printer driver.)
6
From the File menu, choose Print...
7
Choose the printer you wish to print to and click the Print
button.
Printing with Firefox:
STEP
Action
1
Select Requests from the DOCLINE main menu.
2
Select Reports.
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STEP
Action
3
Select the report to print.
4
From the File menu at the top of the Firefox browser
window, choose Page Setup...
5
On the 'Format & Options' tab, change the Orientation of
the page to 'Landscape'. Click OK.
6
From the File menu, choose Print...
7
Choose the printer you wish to print to and click the OK
button.
Additional Resources:
Downloading reports
109
Serial Holdings Overview
DOCLINE Serial Holdings contains the holdings data for participating medical
libraries across the United States and Canada. DOCLINE provides users with
the ability to add, update, and delete holdings for serials held by their own
library, as well as to search and view holdings for specific serials owned by
other libraries.
As DOCLINE is an interlibrary loan system, holdings reported within
DOCLINE are only for serials from which libraries can provide interlibrary
loan service. Electronic serials, including those available free online, should
not be reported in DOCLINE unless the library has a specific license to
provide interlibrary loan service from the title.
Accurate Serial Holdings records are the key to efficient DOCLINE routing.
DOCLINE uses the holdings data to determine which libraries report owning
the requested materials. Once holdings are determined, DOCLINE then uses
the potential lender’s service profile and the requestor’s borrowing
preferences to determine which lending libraries to route the request to.
Serial Records contain the following bibliographic information:
a. Journal Title
b. NLM Unique ID
c. ISSN
d. Publisher
e. Place of Publication
f. Publication Dates
g. Frequency
h. Continuation Notes (if available)
Individual Holdings records consist of:
a. Physical Format
b. Acquisition Status
c. Retention Policy
d. Holdings Owned
e. Completeness
f. Embargo indication (if electronic)
g. MedPrint Commitment indication (if print)
What do you want to do?
Add Serial Holdings
Delete Holdings
Find Serial Holdings
Generate Serial Holdings Reports
Modify Holdings
Show All My Holdings
110
Generating Serial Holdings Reports
Serial Holdings Report Overview
Individual Library Reports (Holdings by Library, Holdings Not
Updated within One Year, Holdings Outside of Publication Date,
Level 2 Holdings, National Print Retention Titles, NLM Serial Title
Changes)
Each user with rights to Serial Holdings Reports will have
the ability to run each of the individual library reports.
These reports will be current as of the time that they are
run.
When the user clicks CREATE REPORT, the following
happens:
a. The report is placed into a queue. Reports are
generated every hour and are run in the order they
are submitted.
b. When the report is ready, the user will see a Serial
Holdings Report Ready message in the Activity and
Status area of the Home page. Once the report has
been viewed, the message will disappear from the
DOCLINE message area.
Each report is deleted from the system one week after it has
been created even if the report has not been viewed.
Report fields with more than 255 characters will be
truncated to 255 characters. If, for instance, the title is 260
characters, only the first 255 will be included in the report.
Sort Order: Individual Library Reports that have completed
will display first under the header Completed
Reports. The reports are sorted by title.
Report
Name
Description
Holdings
A report of all holdings for a single library. A user
by Library can produce this report for any library for which
he/she has been granted rights. The data is sorted
by title. The user can choose the fields to display in
the report as well as the format of the report. The
fields that can be selected consist of: Acquisition
Status, City, Commitment Level, Completeness,
Continuation Notes, Date Added/Modified, Embargo,
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Report
Name
Description
Encoding Level, Frequency, Holdings, ISSN, NLM
Unique ID, OCLC Number, Physical Format, Place of
Publication, Publication Date, Publisher, Retention
Policy, Title, and Title Abbreviation. The formats
consist of HTML, CSV (Comma delimited; to import
into Excel, Access, etc.) and - MARC 21 (to import
into a library system that uses MARC 21 format). To
see more information about this report, look at
Holdings by Library.
Holdings
not
Updated
within One
Year
A report that lists libraries that have not updated
their holdings within one year. A minimum of once
a year, libraries should update their serial holdings
as necessary. If holdings are accurate, the library
should update the Holdings Last Reviewed date in
the Serial Holdings section of the Membership page
of the Institution record.
When a holdings record is updated, the Update
Date field is updated in the Serials Holdings section
of the Membership page of the Institution record.
There are two types of updating: Online and Batch.
The dates associated with both of these types are
checked; the Holdings Last Reviewed field is also
checked. If the last time a holdings record was
updated, either by batch or online, was more than
one year prior to the date the report was run AND
the Holdings Last Reviewed field is blank or more
than one year prior to the date the report was run,
information about this library will appear on the
report.
A user can produce this report for any single
library, library group, and/or state/province for
which he/she has been granted rights. When
running the report for a library group or
state/province, the data is sorted by LIBID. The
fields displayed are: Library Name, City,
State/Province, LIBID, Number of Level 3 Holdings,
Number of Level 2 Holdings, Last Online Update
Date, Last Online Updated by, Last Batch Update
Date, Last Batch Updated by, and Date Last
Reviewed. Any fields that have no data (other than
112
Report
Name
Description
the Date Last Reviewed on) will not display. To see
more information about this report, look at
Holdings Not Updated within One Year.
Holdings
A report that lists holdings that fall outside of the
Outside of publication date range listed in the bibliographic
Publication record that is located in LocatorPlus. In MARC, the
Date
beginning date is taken from the 008 field 7th
through 10th positions and the ending date is taken
from the 008 11th through 14th positions (Note: In
MARC, the positions for the 008 start at 0). For
example, if the bibliographic record said that the
serial was published from 1980 to 1995 and the
library reported holdings for 1963 to 1990 that
holdings record would appear on this report.
A user can produce this report for any single library,
library group, and/or state/province for which
he/she has been granted rights. When running the
report for a library group or state/province, the data
is sorted by LIBID and then by Title. The fields
displayed are: Library Name, City, State/Province,
LIBID, Title, NLM Unique ID, Publisher, Place of
Publication, Publication Date, Frequency,
Continuation Notes, Holdings, Retention Policy, and
Acquisition Status. Any fields that have no data will
not display. To see more information about this
report, look at Holdings Outside of Publication Date.
Level 2
Holdings
A report that lists holdings that are at level 2
according to ANSI/NISO Z39.71-1999 standard.
These holdings do not list specific retention policy
or volume or year holdings information. Since both
DOCLINE and DOCLINE users cannot tell what is
held, it is important to add holdings information to
these records as soon as possible. Level 2 holdings
are created when a title changes, the publication
dates of the new title contain "u" for unknown, the
library is currently receiving the old title, AND the
library reports permanently retained holdings on
the old title. For more information on title changes
and how they affect holdings within Serial Holdings
see the FAQ What happens to my holdings when a
title changes?
113
Report
Name
Description
A user can produce this report for any single
library, library group, and/or state/province for
which he/she has been granted rights. When
running the report for a library group or
state/province, the data is sorted by LIBID and
then by Title. The fields displayed are: Library
Name, City, State/Province, LIBID, Title, NLM
Unique ID, ISSN, Publisher, Place of Publication,
Publication Date, Frequency, Continuation Notes,
Retention Policy, and Acquisition Status. Any fields
that have no data will not display. To see more
information about this report, look at Level 2
Holdings.
National
A report of print holdings for titles which library has
Print
committed to retain for the National Print Retention
Retention Program (MedPrint).
Titles
A user can produce this report for any library for
which they have been granted rights. The report is
sorted by title. The user can choose the fields to
display in the report and also the output format of
the report, HTML or CSV (comma delimited for
import into a program like Excel). The fields that
can be selected include: Acquisition Status,
Completeness, Continuation Notes, Date
Added/Modified, Encoding Level, Frequency,
Holdings, ISSN, NLM Unique ID, OCLC Number,
Physical Format, Place of Publication, Publication
Date, Publisher, Retention Policy, Title, and Title
Abbreviation.
To see more information about this report, look at
National Print Retention Titles by Library.
NLM Serial A report that identifies new holdings records
Title
created by NLM due to a title change that have not
Changes
been updated by the library. The user can choose to
find records in the last 1 month, 3 months, or 6
months. Each evening a program runs that
identifies title changes for that day. Based upon
beginning publication date, ending publication date,
114
Report
Name
Description
and holdings within Serial Holdings, new holdings
records are created for the new title. It is up to
each library to close holdings for the old titles and
verify the holdings for the new titles. For more
information on title changes and how they affect
holdings within Serial Holdings see the FAQ What
happens to my holdings when a title changes?
A user can produce this report for any single library,
library group, and/or state/province for which
he/she has been granted rights. When running the
report for a library group or state/province, the
data is sorted by Title and then by LIBID. The fields
displayed are: Library Name, City, State/Province,
LIBID, Title, NLM Unique ID, Publisher, Place of
Publication, Publication Date, Frequency,
Continuation Notes, Holdings, Retention Policy, and
Acquisition Status. Any fields that have no data will
not display. To see more information about this
report, look at NLM Serial Title Changes.
Union List Products (Holdings by Library Group and Holdings by
State/Province):
Report Name
Description
Holdings by
A report of holdings for a library group that
Library Group has been established in DOCLINE. Library
Groups must have a minimum of eleven
members that are DOCLINE libraries. A user
can view the holdings for library groups to
which his/her library group belongs. Serial
Holdings Coordinators, who have rights to
update holdings for libraries other than their
own, can view holdings for all appropriate
library groups.
Union Lists are viewable from the DOCLINE
menu, Serials Holdings tab, Reports
option. Under the Completed Reports header,
Holdings by Library Group Union Lists for
groups that the user is authorized to view will
display alphabetically by title following any user
115
Report Name
Description
generated individual reports and any error
reports. Reports are in both HTML and CSV
(comma delimited; to import into Excel, Access,
etc.) format.
The data is sorted by Title and then by
Institutions Document Delivery State/Province,
Document Delivery City, and Document
Delivery Institution Name. If the reporting
institution has not updated its Institutions
record to reflect upper and lower case, the city
will display in CAPITAL letters and you may see
repeats of the city name; we strongly suggest
that each library appropriately update their
Institutions record. The fields displayed are:
Library Group Name (in report header for
standard format reports), Date Union List Last
Updated (in report header for standard format
reports), Title, NLM Unique ID, ISSN, Publisher,
Place of Publication, Publication Date,
Frequency, Continuation Notes, State/Province,
City, Institution Name, and Holdings. Any fields
that have no data will not display. For
additional information, see Union List Field
Definitions.
NLM updates union lists products quarterly.
Library Group union lists are updated the
weekend following the first Friday in January,
April, July, and October. For additional
information, see the FAQ on the Availability of
Union List Products. If a new library group is
created after the union list has run for the
quarter, the listing will not be added until the
following quarter. If a change is needed to
library group membership or a new library
group needs to be created, contact your
Regional DOCLINE Coordinator (a listing of
Coordinators is located at the end of the
SERHOLD Fact Sheet).
Holdings by
A report of holdings for a U.S. state, U.S.
State/Province territory, or Canadian province. A user can view
the holdings for their library's state or province.
116
Report Name
Description
Serial Holdings Coordinators, who have rights
to update holdings for libraries other than their
own, can view holdings for all appropriate
states/provinces.
Union Lists are viewable from the DOCLINE
menu, Serial Holdings tab, Reports
Option. Under the Completed Reports header,
Holdings by State/Province that the user is
authorized to view will display alphabetically by
title following any user generated individual
reports, error reports, and Holdings by Library
Group union lists. Reports are in both HTML
and CSV (comma delimited; to import into
Excel, Access, etc.) format.
The data is sorted by Title and then by
Document Delivery City, and Document
Delivery Institution Name. The fields displayed
are: State/Province (in report header for HTML
reports), Date Union List Last Updated (in
report header for HTML reports), Title, NLM
Unique ID, ISSN, Publisher, Place of
Publication, Publication Date, Frequency,
Continuation Notes, City, Institution Name, and
Holdings. Any fields that have no data will not
display. For additional information, see Union
List Field Definitions.
NLM updates union lists products quarterly.
State/Province union lists are updated the
weekend following the first Friday in February,
May, August, and November. For additional
information, see the FAQ on the Availability of
Union List Products.
Additional resources:
Show All My Holdings
117
MARC 21 Format - Overview
MARC 21 Format:
The MARC 21 formats are widely used standards for the representation and
exchange of data in machine-readable form. The data output from DOCLINE
in MARC 21 format is holdings data with some bibliographic data originally
from NLM's online public access catalog, LocatorPlus. Data output in MARC
21 format can be used by libraries that have the ability to import such data
into a system that reads MARC 21 format.
Data Output:
For a Single Library: Sort based upon the Bibliographic Sort Serial
Name. The holdings record appears first followed by the bibliographic
record.
Special Characters:
Blank: ASCII character 20(hex)
Field Terminator (FT): ASCII control character 1E(hex) is used to terminate
the Directory and each variable field within a record.
Record Terminator (RT): ASCII control character 1D(hex) is used to
terminate a record. It follows the field terminator of the last data field.
Fill Character: Hex "7C" - designated at | in the Holdings Data and the
Bibliographic Data.
Additional resources:
MARC 21 Format - Holdings Data
MARC 21 Format - Bibliographic Data
118
MARC 21 Format - Bibliographic Data
Bibliographic Data:
Field Name
Indicator IndicatorSubMARC
Position
Tag
field
1
2
Value
Logical Record
Length
Leader
00-04
Count of length of entire
bibliographic record including
record terminator
Record Status
Leader
05
n for all records
Type of record
Leader
06
a
Bibliographic
level
Leader
07
s
Type of control
Leader
08
blank
Character Coding
Leader
Scheme
09
blank
Indicator Count
Leader
10
2
Subfield code
count
Leader
11
2
Base address of
data
Leader
12-16
Length of leader plus length of
directory including the field
terminator at the end of the
directory
Encoding level
Leader
17
z
Descriptive
cataloging form
Leader
18
u
Linked record
requirement
Leader
19
blank
Length of the
length-of-field
position
Leader
20
4
Length of the
startingcharacterposition portion
Leader
21
5
Length of the
implementation- Leader
defined portion
22
0
Undefined
Leader
23
0
Tag
Directory 00-02
Field Length
Directory 03-06
Note: Right justified with unused
portions containing zeroes. Field
terminator character is included in
the length.
119
Field Name
Indicator IndicatorSubMARC
Position
Tag
field
1
2
Value
Starting
Character
Position
Directory 07-11
Note: Right justified with unused
portions containing zeroes. The
Directory follows the Leader and
repeats for each field. Directory
is terminated with a field
terminator.
Control Number
001
NLM Unique ID
Control Number
Identifier
003
DNLM
Date and Time of
005
Latest
Transaction
Date entered on
file
008
ILS Updated Timestamp in
yyyymmddhhmmss.f format
00-05
ILS Created Timestamp in
yymmdd format
c = currently published
Type of
date/Publication 008
status
06
d = ceased publication
Date 1
008
07-10
Publication First Year
Date 2
008
11-14
Publication End Year
use the value 9999.
Place of
publication,
production, or
execution
008
15-17
Place of Publication Code
Frequency
008
18
Publication Frequency Code
Regularity
008
19
|
ISSN Center
008
20
|
Type of serial
008
21
|
Form of original
item
008
22
|
Form of original
item
008
23
|
Nature of entire
work
008
24
|
Nature of
contents
008
25-27
|||
Government
publication
008
28
|
If Publication End Year is blank,
value is c. If Publication End Year
is not blank, value is d.
If blank,
120
Field Name
Indicator IndicatorSubMARC
Position
Tag
field
1
2
Value
Conference
publication
008
29
|
Undefined
008
30-32
|||
Original alphabet
008
or script of title
33
|
Successive/latest
008
entry
34
|
Language
008
35-37
|||
Modified Record
008
38
|
Cataloging
source
008
30
blank
ISSN
022
OCLC Number
Other NLM
Unique IDs
Title
Place of
Publication
035
035
245 or
130
260
0
a
ISSN
Note: Repeatable field with a
separate 022 for each ISSN.
a
OCLC ID
Note: Data is preceded by the
text (OCoLC). Repeatable field
with a separate 035 for each
OCLC Number.
Example: (OCoLC)012345678
a
Seq
Note: Data is preceded by the
text (DNLM) and followed by the
text (s).
Example: (DNLM)S30545600(s)
Number of
non-filing a
characters
Serial Name
Note: The title that appears in
Serial Holdings is created from
various fields in the MARC record
-- If a Uniform Title (130) is
present without a subfield l (the
letter "l"), the title is the
130. Otherwise, the title comes
from the 245 subfield a, b, c, h,
n, and p followed by a space
followed by the subfields of the
Corporate Name (110) or
Conference Name (111), if they
exist.
a
Publisher Location
Note: The Place of Publication is
taken from the Current Place of
Publication (269 subfield a) if
present; otherwise, it is taken
from the Place of Publication (260
subfield a)
121
Indicator IndicatorSubMARC
Position
Tag
field
1
2
Field Name
Publisher
260
b
Continuation
Notes
780/785
Value
Publisher
Note: The Publisher is taken from
the Current Publisher (269
subfield b) if present; otherwise,
it is taken from the Publisher (260
subfield b).
Continuation Notes (See 780/785
specs below)
780-785 Instructions:
If Note starts
First
with:Field is: Indicator
Value is:
Continues:
Second
Indicator
Value is:
780
0
0
Continues in part: 780
0
1
Supersedes:
780
0
2
Supersedes in
part:
780
0
3
Absorbed:
780
0
5
Absorbed in part: 780
0
6
Separated from:
780
0
7
Continued by:
785
0
0
Continued in part 785
by:
0
1
Superseded by:
785
0
2
Superseded in
part by:
785
0
3
Absorbed by:
785
0
4
Absorbed in part
by:
785
0
5
Changed back to: 785
0
8
Additional Resources:
MARC 21 Format - Overview
MARC 21 Format - Holdings Data
122
MARC 21 Format - Holdings Data
Holdings Data:
Field Name
MARC
Tag
Position
Indicator 1
Indicator
Subfield
2
Value
Logical Record
Length
Leader
00-04
Count of length of
entire holdings
record including
record terminator
Record Status
Leader
05
n for all records
Type of record
Leader
06
y
Undefined
Leader
07
blank
Undefined
Leader
08
blank
Character
Leader
Coding Scheme
09
blank
Indicator Count Leader
10
2
Subfield code
count
Leader
11
2
Base address of Leader
data
12-16
Length of leader plus
length of directory
including the field
terminator at the
end of the directory
Encoding Level
Leader
17
Encoding_Level
Item
information in
record
Leader
18
n
Undefined
Character
Position
Leader
19
blank
Length of the
length-of-field
position
Leader
20
4
123
Field Name
MARC
Tag
Position
Indicator 1
Indicator
Subfield
2
Value
Length of the
Leader
startingcharacterposition portion
21
5
Length of the
Leader
implementationdefined portion
22
0
Undefined
Leader
23
0
Tag
Directory 00-02
Field Length
Directory 03-06
Note: Right justified
with unused portions
containing
zeroes. Field
terminator character
is included in the
length.
Starting
Character
Position
Directory 07-11
Note: Right justified
with unused portions
containing
zeroes. The
Directory follows the
Leader. Directory is
terminated with a
field terminator.
Control Number 004
for Related
Bibliographic
NLM_Unique_ID
Record
Date and Time
of Latest
Transaction
005
Last_Update_Date
in
yyyymmddhhmmss.f
format
Date entered on 008
file
00-05
Date_Entered in
yymmdd format
Receipt or
acquisition
status
06
Acquisition
Valid Serial Holdings
values:
0 -- Unknown
4 -- Currently
received
5 -- Not currently
received
008
124
Field Name
Method of
acquisition
MARC
Tag
008
Position
Indicator 1
Indicator
Subfield
2
Value
07
u
Intent to cancel 008
date
08-11
blank
General
008
retention policy
12
Retention_Policy
6 -- Retained for a
limited period
8 -- Permanently
retained
Specific
008
retention policy
13-15
If
Retention_Policy
is 6, then convert as
follows:
position 13 =
Spec_Reten_Policy
(1 for latest)
position 14 =
Spec_Reten_Year if
9 or less; blank
if 10 or more (place
data in the 852 $z in
this case)
position 15 =
Spec_Reten_Unit
unit type (y,m, or e)
852 $z =
Spec_Reten_Year is
10 or more.
Policy type: 1 -latest
Number of Units:
1-9 [If no. of units
retained exceeds 9,
give no. in 852 $x
(nonpublic note) or
$z (public note)]
Unit type:
y - - year(s)
m - - month(s)
e - - edition(s)
125
Field Name
Completeness
MARC
Tag
008
Position
Indicator 1
Indicator
Subfield
2
Value
16
Completeness
0 -- Other [limited
retention; or, no
estimate of
completeness]
1 -- Complete [95%
or more]
2 -- Incomplete [5094%]
3 -- Scattered
holdings
Number of
008
copies reported
17-19
001
Lending Policy
008
20
u
Reproduction
policy
008
21
u
Language
008
22-24
eng
Separate or
008
composite copy
report
25
0
Date of report
26-31
Last_Update_Date
in yymmdd format
008
Textual value of
Physical Format
126
Field Name
Location
Holding
institution or
library
MARC
Tag
852
Nonpublic note
Position
Indicator 1
[blank] -- No
info provided
Indicator
Subfield
2
[blank] -- a
No info
x
Value
LIBID
Commitment Level
Z -- No special
commitment to retain
title
N -- Will hold title for
national commitment
Spec_Reten_Year
when value is 10 or
more and
Retention_Policy
is 6.
Public note
Captions and
853
pattern for basic
volumes
z
Compressibility Caption
8
and
evaluation
expandability 3 -0 -- Cannot
Unverified,
compress or
may not
expand
have all
levels
present
a
i
Link no. -- for
sequencing of piece
holdings; changes in
caption and pattern
may require new link
numbers. Combined
with a sequence
number in 86X
fields. 1
If volumes
present: v.
If years
present: (year)
See 853/863
Instructions below.
127
863
Encoding_Level Form of
holdings
0 -Field encoding
Compressed
level
[i.e.,
expressed as a
range]
8
2 -- Holdings
Level 2
3 -- Holdings
Level 3
a
i
Link & sequence number
[1.1, 1.2, 1.3, etc.; link
number may be higher
number if units being
coded are not the first
published in the title]
Each Holdings.Hold_ID
will get a separate
sequence number.
First level of enumeration
[matches caption in 853
$a]
Begin_Volume (if exists)
– (if End_Volume for
that Holdings record is
not blank OR the
Acquisition is 4 and this is
the highest volume)
End_Volume (if exists
and Begin_Volume and
End_Volume are not
identical)
First level of chronology
[matches chronology in
853 $i]
Begin_Year (if exists)
/ followed by
Cross_Begin_Year (only if
exists; do not use / if no
Cross_Begin_Year)
- (if End_Year for that
Holdings record is not
blank OR the Acquisition
is 4 and this is the
highest year)
End_Year (if exists and
End_Year and Begin_Year
are not identical – unless
there is a corresponding
End Volume and End Year
must be included to
balance holdings)
/ followed by
Cross_End_Year (only if
exists; do not use /if no
Cross_End_Year)
See 853/863 Instructions
below.
128
853/863 Instructions:
If General Retention Policy (008 position 12) is 6, do not create an
853/863. If Encoding Level (Leader position 17) is 2, do not create an
853/863. Otherwise, the holdings will have to be analyzed to determine if
volume and/or year information is present.
$8 is a linking field which maps to the appropriate caption (853) and also
orders the data from oldest to newest. It is possible to have more than 10
863s; in that case, the linking numbers could go to two decimals ($8 1.10,
$8 1.11, $8 1.12, etc.).
Each separate Holdings ID will be placed in a separate 863. Volumes are
placed in $a and years are placed in $i.
Additional Resources:
MARC 21 Format - Overview
MARC 21 Format - Bibliographic Data
129
NLM Serial Title Changes Report Overview
This report identifies new serial holdings records that were created by NLM
title changes and that have not been updated by the library. The user can
choose to find records in the last 1 month, 3 months, or 6 months. Each
evening a program runs that identifies title changes for that day. Based upon
beginning publication date, ending publication date, and holdings within
serial holdings, new holdings records are created for the new title. It is up to
each library to close holdings for the old titles and verify the holdings for the
new titles. For more information on title changes and how they affect
holdings within Serial Holdings, see the Serial Holdings FAQ: What happens
to my holdings when a title changes?
A user can produce this report for any library for which he/she has rights to
run the report (these rights are established by your DOCLINE Coordinator),
a library group to which he/she belongs, or for his/her own state or
province. For Serial Holdings Coordinators who have rights to more than one
state/province, multiple states or provinces will display. Multiple Libraries,
Library Groups and/or State/Provinces cannot be selected. Regional
DOCLINE Coordinators can produce this report for their region.
The report is sorted by LIBID and then by Title. The fields displayed are:
Library Name, City, State/Province, LIBID, Title, NLM Unique ID, Publisher,
Place of Publication, Publication Date, Frequency, Continuation Notes,
Holdings, Retention Policy, and Acquisition Status. Any fields that have no
data will not display.
Procedure for creating a NLM Serial Title Changes Report:
STEP
ACTION
1
Select Serial Holdings from the DOCLINE main
menu.
2
Select Reports.
3
Click the NLM Serial Title Changes hyperlink in the
left sidebar.
Click on the appropriate radio button for LIBID,
Library Group, Region, or State/Province.
4
Note: The selection that displays is based upon the
libraries for which the user has report and/or update
rights and the library groups and state/province(s) to
which those libraries belong. Region will only appear
for Regional DOCLINE Coordinators.
130
STEP
ACTION
LIBID (report rights for only one library): proceed to
step 6.
5
LIBID (report rights for more than one
library): Input LIBID.
Library Group, State/Province, or Region: Click on
the appropriate radio button for the report you want
to run.
Click Create Report.
6
Note: If you have a long list of report selections,
you may have to scroll to see the Create Report
button.
When the user clicks Create Report, the following happens:
a. The report is placed into a queue. Reports are generated every hour
and are run in the order they are submitted.
b. These reports will be current as of the time that they are run.
c. When the report is ready, the user will see a Serial Holdings Report
Ready message in the DOCLINE message area. Once the report has
been viewed, the message is removed from the DOCLINE message
area.
d. Each report will be deleted from the DOCLINE system one week after
creation even if the report has not been viewed.
e. Reports are accessible ONLY to the user that submits them (e.g., if I
submit a report when I am logged in with USERID XXX61, I must log
in as USERID XXX61 in order to retrieve the report).
f. If a second report of the same type (ex. NLM Serial Title Changes) for
the same library is requested by the same user, the first report will be
replaced by the second report.
g. Report fields with more than 255 characters will be truncated to 255
characters. If, for instance, the title is 260 characters, only the first
255 will be included in the report.
131
Review Reports Overview
The Review Reports screen appears when the user clicks on the Review
Reports button that is listed on the left side of the screen under the Create
Reports button. This screen displays all pending and completed reports that
have been submitted by the user as well as reports that are system
generated (such as SERHOLD to OCLC error reports for libraries that
participate in SERHOLD to OCLC and errors are identified) and union list
products. To view the report, click on the Report Name hyperlink.
Definitions
Field
Definition
Action
The Cancel button will display if the
report is pending.
“Running” will display if the pending
report is running.
The Delete button will display for
completed individual reports or error
reports.
“Generated Quarterly” will display for
union lists and reports that are
generated by DOCLINE
quarterly. Listed reports will be
replaced by the latest reports quarterly.
Completion Date
Date the report was created.
Estimated Completion
The date and time the report is
estimated to begin running for Pending
Reports. The actual completion time
will depend on how many other reports
have been requested at the same time.
Expiration Date
Date Report will be removed by the
system.
Number of Records
Number of records in the report.
Report Name
The name of the report.
Time Requested
The date and time the report was
requested by the user for Pending
Reports.
132
Buttons
Button
Button Definition
Cancel
Cancels the creation of the pending
report.
Delete
Deletes the completed report.
Additional Resources:
Downloading reports as ASCII file
Downloading Serial Holdings reports
Viewing and printing Serial Holdings reports
133
Downloading Serial Holdings Reports
To save a Serial Holdings report to a word processing program such as
Word, do the following:
STEP
Action
1
Select Serial Holdings from the DOCLINE main menu.
2
Select Reports.
3
Click Review Reports in the left sidebar.
4
Click on the appropriate Report Name hyperlink.
5
After the report displays, right click on the report.
6
Select the Select All option.
7
Right click.
8
Select the Copy option.
9
Open a word processing package (e.g., Word,
WordPerfect).
10
Use the word processing package features to paste the
data and then to format and print the data.
Additional Resources:
Downloading reports as ASCII file
Viewing and printing Serial Holdings reports
134
Downloading reports as ASCII file
This option is only available for the Holdings by Library Report if the CSV
format is selected when submitting the report.
Downloading using Internet Explorer (IE):
STEP
Action
1
Select Serial Holdings from the DOCLINE main menu.
2
Select Reports.
3
Click Review Reports in the left sidebar.
4
Under Completed Reports in the main window, right click
on the appropriate Report Name hyperlink.
5
Select Save Target As.
6
Type a file name. Example: MDUGHI.txt
7
Select Text document from the 'Save As Type' dropdown list.
8
Select Save.
9
From the Download Complete Message box, click on the
Close button.
Downloading using Firefox:
STEP
Action
1
Select Serial Holdings from the DOCLINE main menu.
2
Select Reports.
3
Click Review Reports in the left sidebar.
4
Under Completed Reports in the main window, right click
on the appropriate Report Name hyperlink.
5
Select Save Link As.
6
Type a file name. Example: MDUGHI.txt
7
Select Save.
8
Close the Download Message box.
Additional Resources:
Downloading Serial Holdings reports
Viewing and printing Serial Holdings reports
135
Viewing and printing Serial Holdings reports
Viewing Reports
STEP
Action
1
Select Serial Holdings from the DOCLINE main menu.
2
Select Reports.
3
Click Review Reports in the left sidebar.
4
Under Completed Reports in the main window, click on the
appropriate Report Name hyperlink.
Printing Reports
Printing with Internet Explorer (IE):
STEP
Action
1
Select Serial Holdings from the DOCLINE main menu.
2
Select Reports.
3
Click Review Reports in the left sidebar.
4
Under Completed Reports in the main window, click on the
appropriate Report Name hyperlink.
5
After the report displays, use your browser to print the
report.
Printing with Firefox:
STEP
Action
1
Select Serial Holdings from the DOCLINE main menu.
2
Select Reports.
3
Click Review Reports in the left sidebar.
4
Under Completed Reports in the main window, click on the
appropriate Report Name hyperlink.
5
After the report displays, use your browser to print the
report.
Additional Resources:
Show All My Holdings
Downloading reports as ASCII file
Downloading Serial Holdings reports
136
Holdings by Library Report
This report lists the holdings for an individual library. The report can be
created in HTML, CSV (comma delimited; to import into Excel, Access, etc.),
and MARC 21 format. For the HTML and CSV format types, the user can
accept the fields that are selected by default, and/or select additional fields
to display in the report. The report is sorted by serial title.
To submit a Holdings by Library report, do the following:
STEP
1
Action
Select Serial Holdings from the DOCLINE main menu.
Select Reports.
2
3
Note: If you do not have rights to create reports within
Serial Holdings, you will not have the Serial Holdings
Reports menu option.
Click the Holdings by Library hyperlink in the left
sidebar.
Select the desired Report Format Type.
4
5
HTML is the default format which displays the report
within DOCLINE for viewing and printing.
CSV generates the report in comma delimited file format
which can be used for importing into applications like
Excel or Access. The Field Delimiter is a comma (,) and
the Text Delimiter is double quotes (“). The first row
consists of field names.
MARC 21 generates the report into a file defined by
MARC 21 standard. The file can be imported into your
library system.
Select Report Fields: The data elements Holdings, NLM
Unique ID, and Title are selected by default. Select or
remove report fields as desired by clicking on the
checkbox in front of the desired fields.
Note: If selected format type is MARC 21, all of the
fields are included in the report.
6
Click Create Report.
137
Notes:
a. Once the user clicks Create Report, the report is placed into a
queue. Reports are generated every hour and are run in the order
they are submitted.
b. The data in these reports is current as of the time that they are run.
c. When the report is ready, the user will see a Serial Holdings Report
Ready message in the DOCLINE home page message area. Once the
report has been viewed, the message is removed from the DOCLINE
message area.
d. Each report will be deleted from the DOCLINE system one week
after creation even if the report has not been viewed.
e. Reports are accessible only to the user that submits them (e.g., if I
submit a report when I am logged in with USERID XXX61, I must
log in as USERID XXX61 in order to retrieve the report).
f. If a second report of Holdings by Library) for the same library is
requested by the same user, the first report will be replaced by the
second report.
g. For delimited format, report fields with more than 255 characters
will be truncated to 255 characters. If, for instance, the title is 260
characters, only the first 255 will be included in the report.
The bibliographic and holdings information is sorted by Title. The
bibliographic and holdings fields display in the following order:
Bibliographic
Title
Title Abbreviation
NLM Unique ID
OCLC ID
ISSN
Publisher
Place of Publication
Publication Date
Frequency
Continuation Notes
Holdings
Holdings
Embargo
Retention Policy
Acquisition Status
Physical Format
Completeness
Commitment
138
Date Added/Modified
Encoding Level
Additional resources:
Serial Report Field Definitions
MARC 21 Format - Holdings Data
MARC 21 Format - Bibliographic Data
139
National Print Retention Titles by Library
Report
This report lists the print holdings for titles that the library has committed to
retain for the National Print Retention Program, MedPrint.
To generate a National Print Retention Titles by Library report, do the
following:
STEP
1
Action
Select Serial Holdings from the DOCLINE main menu.
Select Reports.
2
3
Note: If you do not have rights to create reports within
Serial Holdings. Contact your Regional Medical Library for
access to reports.
Click the National Print Retention Titles hyperlink in
the left sidebar.
Select the desired Report Format Type.
4
5
HTML is the default format which displays the report
within DOCLINE for viewing and printing.
CSV generates the report in comma delimited file format
which can be used for importing into applications like
Excel or Access. The Field Delimiter is a comma (,) and
the Text Delimiter is double quotes (“). The first row of
the file consists of field names.
Select Report Fields: The default data elements are:
Completeness, Holdings, NLM Unique ID, Publication Date
and Title. Select additional data elements as desired by
clicking on the checkbox in front of the report fields.
This report will be sorted by title.
6
Click CREATE REPORT.
Notes:
a. Once the user clicks Create Report, the report is placed into a
queue. Reports are generated every hour and are run in the order
they are submitted.
140
b. The data in these reports is current as of the time that they are run.
c. When the report is ready, the user will see a Serial Holdings Report
Ready message in the DOCLINE home page message area. Once the
report has been viewed, the message is removed from the DOCLINE
message area.
d. Each report will be deleted from the DOCLINE system one week
after creation even if the report has not been viewed.
e. Reports are accessible only to the user that submits them.
f. If a second report of the same type (e.g., Holdings by Library) for
the same library is requested by the same user, the first report will
be replaced by the second report.
g. For delimited format, report fields with more than 255 characters
will be truncated to 255 characters. If, for instance, the title is 260
characters, only the first 255 will be included in the report.
Additional resources:
Serial Report Field Definitions
141
Serial Holdings by Library Report Format
Types
Report Format Type
Report Format
Option
Definition
HTML
A viewable/printable format that lists the
selected field names followed by the data.
CSV
Data in a format that can be saved and then
imported into other software programs such as
Microsoft Excel or Access.
MARC 21
Data in a format that can be saved and then
imported into a library system that uses MARC
21 format.
142
Serial Holdings Level 2 Holdings Report
Overview
This report lists the holdings that are at Encoding Level 2 according to the
ANSI/NISO Z39.71-1999 standard. These holdings do not list volume or year
holdings information. Since neither DOCLINE users nor the DOCLINE routing
algorithm can tell what is held, it is important to add holdings information to
these records as soon as possible.
A user can produce a Level 2 holdings report for any library for which he/she
has rights to update holdings, a library group to which he/she belongs, or for
his/her own state or province. For Serial Holdings Coordinators who have
rights to more than one state/province, multiple states or provinces will
display. Only one library, library group, and/or state/province can be
selected for the report. Regional DOCLINE Coordinators can produce this
report for their region.
The report is sorted by LIBID and then by Title. The fields displayed are:
Library Name, City, State/Province, LIBID, Title, NLM Unique ID, ISSN,
Publisher, Place of Publication, Publication Date, Frequency, Continuation
Notes, Retention Policy, and Acquisition Status. Any fields that have no data
will not display.
Procedures for creating a Level 2 Holdings Report:
STEP
1
Action
Select Serial Holdings the DOCLINE main menu.
Select Reports.
2
NOTE: If you do not have rights to create reports within
Serial Holdings, you will not have the Serial Holdings
Reports menu option.
3
Click the Level 2 Holdings hyperlink in the left sidebar
under the Create Reports header.
4
Click on the appropriate radio button for LIBID, Library
Group, Region (only Regional Serial Holdings
Coordinators will have this option), or State/Province.
143
STEP
Action
LIBID (report rights for only one library): proceed to
step 6.
5
LIBID (report rights for more than one library): Input
LIBID.
Library Group, State/Province, or Region: Click on the
appropriate radio button for the report you want to run.
6
Click Create Report.
When the user clicks Create Report, the following happens:
1. The report is placed into a queue. Reports are generated
every hour and are run in the order they are submitted.
2. These reports will be current as of the time that they are run.
3. When the report is ready, the user will see a Serial Holdings
Report Ready message in the DOCLINE message area. Once
the report has been viewed, the message is removed from
the DOCLINE message area.
4. Each report will be deleted from the DOCLINE system one
week after creation even if the report has not been viewed.
5. Reports are accessible only to the user that creates them
(e.g., if I create a report when I am logged in with USERID
XXX61, I must log in as USERID XXX61 in order to retrieve
the report).
6. If a second report of the same type (ex. Level 2 Holdings) for
the same library is requested by the same user, the first
report will be replaced by the second report.
7. Report fields with more than 255 characters will be truncated
to 255 characters. If, for instance, the title is 260 characters,
only the first 255 will be included in the report.
144
Serial Holdings Libraries that have not
Updated Holdings within One Year Report
Overview
This report lists libraries that have not updated any of their holdings in the
last year. At least once a year, libraries should update their library holdings,
as necessary. If the holdings do not need to be updated, the library should
review the library holdings and update the Holdings Last Reviewed field in
the Serial Holdings section under Membership in the Institution record. When
a holdings record is updated, the Update Date is changed in the Serial
Holdings Update History field automatically. There are two types of
updating: Online and Batch. The dates associated with both of these types
are checked and the Holdings Last Reviewed field is also checked. In order
to be listed on the report, the following must occur:
1. Holdings Last Reviewed field for the library is blank or more than one
year prior to the date of the report; AND,
2. Last time any holdings record for the library was updated online is
blank or more than one year prior to the date of the report; AND,
3. Last time any holdings record for the library was updated via batch is
blank or more than one year prior to the date of the report.
A user can produce this report for any library for which he/she has rights to
run the report (these reports are established by your DOCLINE Coordinator),
a library group to which they belong, or for their own state or province. For
Serial Holdings Coordinators who have rights to more than one
state/province, multiple states or provinces will display. Only one library,
library group, and/or state/province can be selected for the report. Regional
DOCLINE Coordinators can produce this report for their region.
The report is sorted by LIBID. The fields displayed are: Library Name, City,
State/Province, LIBID, Number of Level 3 Holdings, Number of Level 2
Holdings, Last Online Update Date, Last Online Updated by, Last Batch
Update Date, Last Batch Updated by, and Date Last Reviewed on. Any fields
that have no data (other than the Date Last Reviewed on) will not display.
145
Holdings not Updated within One Year
Procedure for creating a Holdings not Updated within One Year Report:
STEP
Action
1
Select the Serial Holdings option from the DOCLINE
main menu.
2
Select Reports
3
Click on the Holdings not Updated within One Year
hyperlink in the left sidebar under the Create Reports
header.
Click on the appropriate radio button for LIBID, Library
Group, Region, or State/Province.
4
Note: The selection that displays is based upon the
libraries for which the user has report and/or update
rights and the library groups and state/province(s) to
which those libraries belong. Region will only appear for
Regional DOCLINE Coordinators.
LIBID (report rights for only one library): proceed to
step 6.
5
LIBID (report rights for more than one library): Input
LIBID.
Library Group, State/Province, or Region: Click on the
appropriate radio button for the report you want to run.
Click Create Report.
6
Note: If you have a long list of selections, you may have
to scroll to see the Create Report button.
When the user clicks Create Report, the following happens:
a. The report is placed into a queue. Reports are generated every hour
and are run in the order they are submitted.
b. These reports will be current as of the time that they are run.
146
c. When the report is ready, the user will see a Serial Holdings Report
Ready message in the DOCLINE message area. Once the report has
been viewed, the message is removed from the DOCLINE message
area.
d. Each report will be deleted from the DOCLINE system one week after
creation even if the report has not been viewed.
e. Reports are accessible only to the user that submits them (e.g., if I
create a report when I am logged in with USERID XXX61, I must log in
as USERID XXX61 in order to retrieve the report).
f. If a second report of the same type (e.g. Holdings not Updated within
One Year) for the same library is requested by the same user, the first
report will be replaced by the second report.
g. Report fields with more than 255 characters will be truncated to 255
characters. If, for instance, the title is 260 characters, only the first
255 will be included in the report.
147
Holdings Outside of Publication Date Report
Overview
This report lists holdings that fall outside of the publication date range listed
in the bibliographic record that is located in LocatorPlus. In MARC, the
beginning date is the 008 at the 7th through 10th positions and the ending
date is the 008 at the 11th through 14th positions (Note: In MARC, the
positions for the 008 start at 0). For example, if the bibliographic record said
that the serial was published from 1980 to 1995 and the library reported
holdings for 1963 to 1990, that holding would appear on this report.
A user can produce this report for any library for which he/she has rights to
run the report a library group to which he/she belongs, or for his/her own
state or province. Rights to run serial holdings reports are managed by the
Regional Medical Libraries. For Serial Holdings Coordinators who have rights
to more than one state/province, multiple states or provinces will display.
Multiple libraries, Library Groups, and/or State/Provinces cannot be selected.
Regional DOCLINE Coordinators can produce this report for their region.
The report is sorted by LIBID and then by Title. The fields displayed are:
Library Name, City, State/Province, LIBID, Title, NLM Unique ID, Publisher,
Place of Publication, Publication Date, Frequency, Continuation Notes,
Holdings, Retention Policy, and Acquisition Status. Any fields that have no
data will not display.
Procedure for submitting a Holdings Outside of Publication Date:
Action
STEP
1
Select the Serial Holdings option on the DOCLINE menu.
Select Reports.
2
Note: If you do not have rights to create reports within
Serial Holdings, you will not have the Serial Holdings
Reports menu option.
3
Click on the Holdings Outside of Publication Date
hyperlink in the left sidebar.
4
Select the appropriate Search Type to generate report for
your LIBID, Library Group, or State/Province.
148
Action
STEP
If selecting LIBID, proceed to step 6.
5
6
If selecting Library Group or State/Province, select the
desired library group or your library’s state/province.
Click Create Report.
When the user clicks Create Report, the following happens:
a. The report is placed into a queue. Reports are generated every hour
and are run in the order they are submitted.
b. When the report is ready, the user will see a Serial Holdings Report
Ready message in the DOCLINE message area. Once the report has
been viewed, the message is removed from the DOCLINE message
area.
c. Each report will be deleted from the DOCLINE system one week after
creation even if the report has not been viewed.
d. These reports will be current as of the time that they are run.
e. Reports are accessible ONLY to the user that submits them (e.g., if I
create a report when I am logged in with USERID XXX61, I must log in
as USERID XXX61 in order to retrieve the report).
f. If a second report of the same type (ex. Holdings Outside of
Publication Date) for the same library is requested by the same user,
the first report will be replaced by the second report.
g. Report fields with more than 255 characters will be truncated to 255
characters. If, for instance, the title is 260 characters, only the first
255 will be included in the report.
149
Serial Report Field Definitions
Field
Definition
Acquisition Status The current receipt status of the title (e.g.,
Currently Receiving, No Longer Acquiring)
City
The city is taken from the Document
Delivery City field in the Address section of
the Institution record.
Commitment
Indicates whether library will keep print
holdings of title for the MedPrint national
print retention program.
Completeness
General guidance as to the extent of the
institution's holdings. The value used is
based on the institution's own estimation of
its holdings at the time of recording.
Indicates the portion of the serial’s
published run that is held by the library.
Continuation Notes Notes about preceding or succeeding titles.
Embargo
Embargo indication, data source, number
of months if manually entered.
Frequency
The Current Publication Frequency (taken
from the 310 of the MARC record) is the
most recent frequency identified by NLM or
the frequency that was listed on the piece
when the journal was initially cataloged.
Holdings
The volumes and/or years held by the
library or the number of months, years, or
editions that are held if the library reports
holdings for a limited time period.
ISSN
International Standard Serial Number
(taken from MARC field 022 subfield a in
LocatorPlus)
LIBID
The LIBID is a six character code that
consists of the two-letter state or Canadian
province abbreviation, a U for U.S. or a C
for Canada, and three alphabetic
characters.
Library Name
The library name is taken from the
Document Delivery Institution field in the
Address section of the Institution record.
150
Field
Definition
This is a required field. It will appear in all
Holdings by Library reports.
NLM Unique ID
The NLM Unique Identifier for the serial
title (taken from 035 subfield 9 MARC field
in LocatorPlus). This is a required field. It
will appear in all Holdings by Library
reports.
Place of
Publication
The most recent place of publication
identified by NLM or the place of
publication that was listed on the piece
when the journal was initially cataloged.
From MARC field in LocatorPlus:
Place of Publication: The place of
publication that appears in Serial Holdings
is created from various fields in the MARC
record:
If the most recent place of
publication identified by NLM
(269 subfield a) is present, the
place of publication is the 269
subfield a.
Otherwise, the place of
publication comes from the place
of publication listed on the piece
when the journal was initially
cataloged (260 subfield a).
Publication Date
The beginning publication date, a hyphen,
and, if present, the ending publication
date. The letter u in the date indicates that
the date is unknown.
Ex. 19uu-197u (beginning date
is sometime in the 19th century;
ending date is sometime during
the 1970s)
From MARC field in LocatorPlus:
The beginning date is the 008
field at the 7th through 10th
positions. The ending date is the
008 field at the 11th through 14th
positions.
Note: In MARC, the positions for
the 008 field start at 0.
151
Field
Definition
Publisher
The most recent publisher identified by
NLM or the publisher that was listed on the
piece when the journal was initially
cataloged.
From MARC field in LocatorPlus:
Publisher: The publisher that appears in
Serial Holdings is created from various
fields in the MARC record:
If the most recent Publisher
identified by NLM (269 subfield b)
is present, the publisher is the 269
subfield b.
Otherwise, the publisher comes
from the publisher listed on the
piece when the journal was initially
cataloged (260 subfield b).
Retention Policy
The library's policy for keeping the title
(e.g., permanently retain or retain for a
limited period).
State/Province
The U.S. State or Canadian Province is
taken from the Document Delivery
State/Province field in the Address section
of the Institution record.
Title
The serial title. This is a required field. It
will appear in all Holdings by Library
reports.
From MARC field in LocatorPlus:
The title that appears in Serial Holdings is
created from various fields in the MARC
record:
If a Uniform Title (130) is
present without a subfield l (the
letter "l"), the title is the 130.
Otherwise, the title comes from
the 245 subfield a, b, c, h, n,
and p followed by a space and
then by the subfields of the
Corporate Name (110) or
Conference Name (111), if they
exist.
152
Managing Serial Holdings
Add Serial Holdings
Action
STEP
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, enter a search term into one
of the four Bibliographic Search fields.
3
On the Update/View Search page, under Filters, make sure
the checkbox for My Library is selected.
4
Click SEARCH.
5
If more than one serial title is displayed, select the appropriate
bibliographic title.
6
On the Holdings view page, click Add.
7
Select the appropriate physical Format.
8
Select whether the title is Currently Received.
9
Choose Retention Policy.
10
Supply appropriate detailed holdings information for retention
choice. If holdings are Permanently Retained, enter Begin Vol.
and/or Begin Year. If Limited Period Only, indicate the number
and unit (Months, Years, or Editions) of holdings retained, e.g.,
Latest 5 Years.
11
Select Completeness Level.
12
If Format (step 7) is “Electronic”, update Embargo data as
appropriate.
For libraries that report the title in LinkOut, the system will
default to using LinkOut embargo information. Libraries can elect
to manually enter an embargo period instead of using LinkOut by
setting Use LinkOut Embargo to 'No' and entering the number
of months in the Embargo Period field.
Libraries can manually input an embargo period in number of
months (0-99) for titles not in LinkOut.
13
Indicate participation in National Print Retention program.
14
Click SAVE.
153
Additional resources:
Recording missing volumes or years (gaps)
Routing of serial requests
View Serial Holdings Search Field Definitions
How are Filters applied in Serials Search
154
Add an Additional Format to a holdings record
STEP
Action
1
Select Serial Holdings from the DOCLINE Main
Menu.
2
On the Update/View Search page, enter a search
term into one of the four Bibliographic Search fields.
3
Under Filters, make sure the checkbox for My
Library is selected.
4
Click SEARCH.
5
If more than one serial title is displayed, select the
appropriate bibliographic title.
6
On the Holdings record page, click Add Format.
7
Select appropriate physical Format.
8
Select whether the title is Currently Received.
9
Choose Retention Policy.
10
Supply appropriate detailed holdings information for
Retention choice (must include Begin Vol. and/or
Year). Note: For Permanently Retained, gaps are
indicated by separate ranges (rows).
11
Select Completeness Level.
12
If Format (step 7) is “Electronic”, update Embargo
data as appropriate.
For libraries that report the title in LinkOut, the system
will default to using LinkOut embargo information.
Libraries can elect to manually enter an embargo period
instead of using LinkOut by setting Use LinkOut
Embargo to 'No' and entering the number of months in
the Embargo Period field.
Libraries can manually input an embargo period in
number of months (0-99) for titles not in LinkOut.
13
Indicate participation in National Print Retention
program.
14
Click SAVE.
155
Additional resources:
Recording missing volumes or years (gaps)
Routing of serial requests
View Serial Holdings Search Field Definitions
How are Filters applied in Serials Search
156
Modify an Existing Holdings Record
The Serial Holdings Record Edit interface appears when a user clicks on the
Edit button from the Record Display screen.
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, enter a search
term into one of the four Bibliographic Search fields.
3
Under Filters, make sure the checkbox for My
Library is selected.
4
Click SEARCH.
5
If more than one serial title is displayed
select the appropriate bibliographic title.
6
Click Edit.
7
Make desired changes.
8
Click SAVE.
Additional resources:
Routing of serial requests
Show All My Holdings
View Serial Holdings Search Field Definitions
How are Filters applied in Serials Search
157
Record Missing Volumes or Years
Missing volumes or years in holdings (gaps) can only be
reported in permanently retained holdings. For limited
retention holdings, libraries can indicate missing volumes in the
Completeness field, but this information is not used by the
routing algorithm.
To report a gap in permanently retained holdings:
STEP
Action
1
Select Serial Holdings from the DOCLINE Main
Menu.
2
On the Update/View Search page, enter a
search term into one of the four Bibliographic
Search fields.
3
Under Filters, make sure the checkbox for My
Library is selected.
4
Click SEARCH.
5
If more than one serial title is displayed
select the appropriate bibliographic title.
6
Click Edit.
7
Input Begin Volume and/or Begin Year data
and End Vol. and/or End Year for the initial set
of holdings.
8
Click Add New Range.
9
Input Begin Vol. and/or Begin Year data for
holdings after the gap.
10
Repeat steps 6 through 9 as often as necessary
to record your holdings.
11
Click SAVE.
Additional resources:
Routing of serial requests
Show All My Holdings
View Serial Holdings Search Field Definitions
How are Filters applied in Serials Search
158
Delete Existing Formats
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, enter a search
term into one of the four Bibliographic Search fields.
3
Under Filters, make sure the checkbox for My
Library is selected.
4
Click Search.
5
If more than one serial title is displayed
select the appropriate bibliographic title.
6
Choose format to be deleted, click Edit.
7
Click DELETE FORMAT. Delete confirmation dialog
box appears.
8
Click OK to continue deletion.
9
Repeat steps 6-8 for each physical format to be
deleted.
Additional resources:
Modify an Existing Holdings Record
Routing of serial requests
View Serial Holdings Search Field Definitions
How are Filters applied in Serials Search
159
Embargoes Overview
Libraries that report electronic format holdings can utilize ILL embargoes to
prevent requests for embargoed content from routing to them.
An embargo period between 0 and 99 months can be manually input in each
holdings record.
For LinkOut libraries, DOCLINE uses LinkOut data to determine article
availability during routing of a request to a lender. The holding library must
participate in LinkOut via Submission Utility or LinkOut Local, and register
their DOCLINE LIBID in their LinkOut account so data can be shared between
DOCLINE and LinkOut.
DOCLINE defaults to using LinkOut embargoes if the LinkOut Name
abbreviation is present in the library’s DOCLINE Institution record. Libraries
can choose to manually enter embargo periods for individual serial titles
rather than use the LinkOut embargoes if the LinkOut embargo period is
different than the publisher specified ILL embargo period.
Libraries can choose to use DOCLINE embargo information instead of
LinkOut for all titles by modifying the “Use LinkOut Embargoes” setting in
their Institution record. This is a global setting for all DOCLINE holdings for
titles the library reports in LinkOut. If set to Yes, then DOCLINE will check
LinkOut for availability of the article during routing. If set to No, then
routing will use the embargo information (if present) in the title’s DOCLINE
holdings record.
The LinkOut holdings data (revised, new, or dropped titles) used to
determine, display, and route on embargoes is refreshed on the first
weekend of each month.
What do you want to do?
Change ‘Use LinkOut Embargoes’ default setting for all records
Modify or add manual embargoes in individual holdings records
Modify LinkOut Embargo use in individual holdings records
Find Serial Holdings
Generate Serial Holdings Reports
Show All My Holdings
160
Add or modify manual embargo periods for
individual holdings records
Libraries can enter the number of months that ILL is prohibited by the
publisher for an electronic journal by entering the embargo period in an
individual holdings record.
STEP
Action
1
Select Serial Holdings from the DOCLINE Main
Menu.
2
On the Update/View Search page, enter a search
term into one of the four Bibliographic Search fields.
3
Under Filters, make sure the checkbox for My
Library is selected.
4
Click SEARCH.
5
If more than one serial title is displayed
select the appropriate bibliographic title.
6
Click Edit.
7
Input or modify the number of months embargoed
(0-99).
8
Click SAVE.
Additional resources:
Routing of serial requests
Modify Use LinkOut Embargo Setting for an individual holdings record
Show All My Holdings
Update Holdings by Embargo Status
View Serial Holdings Search Field Definitions
161
Modify LinkOut embargo setting for individual
holdings record
Libraries can turn off 'Use LinkOut Embargo' for individual titles if the ILL
embargo differs from the LinkOut embargo.
STEP
Action
1
Select Serial Holdings from the DOCLINE Main
Menu.
2
On the Update/View Search page, enter a search
term into one of the four Bibliographic Search fields.
3
Under Filters, make sure the checkbox for My
Library is selected.
4
Click SEARCH.
5
If more than one serial title is displayed
select the appropriate bibliographic title.
6
Click Edit.
7
Set 'Use LinkOut Embargo' to Yes to have DOCLINE
check LinkOut for availability during routing. Set to
No to have DOCLINE use the embargo information (if
present) in the title’s DOCLINE holdings record.
8
Click SAVE.
Additional resources:
Modify Use LinkOut Embargo Global Setting
Routing of serial requests
Show All My Holdings
View Serial Holdings Search Field Definitions
162
Modify 'Use LinkOut Embargo' Global Setting
Libraries can modify the 'Use LinkOut Embargo' global setting which will
affect all electronic format journals reported by the library in LinkOut.
Set ‘Use LinkOut Embargoes’ to Yes for all records:
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click Membership on the Institution Navigation bar
4
Click Serial Holdings on the Institution Navigation bar
OR
Scroll down to the "Serial Holdings" area
5
Set 'Use LinkOut for Embargo Period' to Yes.
6
Click Save.
Set ‘Use LinkOut Embargoes’ to NO for all records:
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click Membership on the Institution Navigation bar
4
Click Serial Holdings on the Institution Navigation bar
OR
Scroll down to the "Serial Holdings" area
5
Set 'Use LinkOut for Embargo Period' to Yes.
6
Click Save.
Additional Resources
Modify or add manual embargoes in individual holdings records
Modify LinkOut Embargo use in individual holdings records
Update holdings by embargo status
163
Search Serial Holdings
Serial Holdings Bibliographic Search Field
Definitions
Field
Journal Title/Title
Abbreviation
NLM Unique ID
ISSN
OCLC Number
Option/Description
The title and statement of
responsibility area of the
bibliographic description of
a work or the title as abbreviated
for indexing or identification.
The unique identifying number
attached to each record in the
National Library of
Medicine online catalog,
LocatorPlus.
The International Standard Serial
Number is a unique eight-digit
number used to identify
a print and/or electronic periodical
publication.
The unique identifying number
attached to all records in the OCLC
(Online Computer
Library Center) cataloging and
interlibrary loan database
164
Find libraries that are members of a
particular library group and report holding a
specific serial title
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, enter a search term
into one of the four Bibliographic Search fields.
3
Click on the Additional Filters link.
4
On the Filters page, click the Library Group link or
scroll down to the list of library groups.
5
Select the desired Library Group(s).
6
Click on the Back to Top link.
7
Click ADD TO SEARCH.
8
On the Update/View Search page, click SEARCH.
Additional resources:
Routing of serial requests
Find Libraries that report holding a specific serial title using top filters
View Serial Holdings Search Field Definitions
How are Filters applied in Serials Search
165
Find libraries that provide specific Delivery
Methods, Interlibrary Loan Services, and/or
have particular Membership Information and
report holding a specific serial title
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, enter a search term
into one of the four Bibliographic Search fields.
3
Click on the Additional Filters link.
4
On the additional Filters page in the “Delivery Options
and Services” section, select the desired Delivery
Method(s), Membership Information, and/or Interlibrary
Loan Service(s).
5
Click Add to Search.
6
On the Update/View Search page, click SEARCH.
Tip: Use the Reset Bib button to clear all bibliographic information from
previous search.
Additional resources:
Routing of serial requests
Searching LocatorPlus from DOCLINE Serial Holdings
Serial Holdings Report Overview
Find libraries that report holding a specific serial title using top Filters
View Serial Holdings Search Field Definitions
How are Filters applied in Serials Search
166
Find libraries that report holding a specific
serial title by library's geographic location
To find libraries in a particular U.S. State, Canadian Province, or Region
(other than your own) that report holding a specific serial title, do the
following:
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
Select Update/View.
3
Click on the Additional Filters link.
4
On the Filters page, click the Location link.
5
Select the desired states, provinces, and/or regions.
Note: To search multiple states, provinces, or regions,
including your own, select them all on the Additional
Filters list instead of filters on Update/View Search
page.
6
Click on the Back to Top link.
7
Click Add to Search.
8
On the Update/View Search page, click SEARCH.
Additional resources:
Routing of serial requests
View Serial Holdings Search Field Definitions
How are Filters applied in Serials Search
167
Find libraries that report holding a specific
serial title in a particular holdings format
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, enter a search term
into one of the four Bibliographic Search fields.
3
Click on the Additional Filters link.
4
On the Additional Filters page, click the Holdings Format
link.
5
Select the desired Holdings Format(s): "Electronic
Journal", "Microform", "Text", and/or "Other".
6
Click on the Back to Top link.
7
Click ADD TO SEARCH.
8
On the Update/View Search page, click SEARCH.
Tip: Use the Reset Filters button to clear all previously selected search
limits.
Additional resources:
Routing of serial requests
Find libraries that report holding a specific serial title using top Filter
View Serials Holdings Search Field Definitions
How are Filters applied in Serials Search
168
Find libraries that report holding a specific
serial title using top Filters
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, enter a search term
into one of the four Bibliographic Search fields.
3
Select any of the Filters checkboxes to limit the search
results, or input desired volume or year owned.
4
Click SEARCH.
Additional resources:
Routing of serial requests
View Serial Holdings Search Field Definitions
How are Filters applied in Serials Search
169
Find libraries that report holding a specific
year or volume of a serial title
Users can limit their searches with filters. The most commonly used filters
are included on the Update/View Search page.
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, enter a search term
into one of the four Bibliographic Search fields.
3
In the Filters area, input desired volume(s) and/or
year(s) in the appropriate field. This will limit the search
results to libraries that hold the serial title and also report
holding that volume and/or year.
4
Under Filters, make sure the checkbox for My Library is
not selected.
5
Click SEARCH.
Tip: If you enter both volume and year criteria, the search is performed as
an "AND" search. For example, entering vol. 1 year 1990 means the title is
searched for libraries that report owning vol. 1 AND year 1990.
Additional resources:
Routing of serial requests
Find libraries that report holding a specific serial title using top Filters
View Serial Holdings Search Field Definitions
How are Filters applied in Serials search
170
Find out if a particular library reports holding
a specific serial title
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, enter a search term
into one of the four Bibliographic Search fields.
3
In the Filters area, input the LIBID(s) in the Owning
LIBID(s) field. This narrows the search to the LIBIDs
entered.
LIBIDs can be separated by either a comma or a
space. Use Institutions search to find a LIBID if you do
not know it.
4
On the Update/View Search page, click SEARCH.
Additional resources:
Add Serial Holdings
Routing of serial requests
Search LocatorPlus from DOCLINE Serial Holdings
View Serial holdings Search Field Definitions
How are Filters applied in Serials Search
171
How Filters are applied in Serial Holdings
Search
When searching by title using a term that does not identify a unique title,
the initial Title results screen displays a list of serials which match the
bibliographic information input. Filters are applied only after a single serial
is chosen. If searching by ISSN, NLM UI or title words that retrieve a unique
bibliographic title, the search returns that individual bibliographic record and
the holdings matching the selected filters.
The Filters on the Serial Holdings Update/View Search page are "AND’d"
together in searches, with the exception of the My Library filter which is
always "OR’d" with all other filters. The search page filters are also "AND’d"
when combined in a search with Additional Filters.
For example:
If your library groups are FreeShare and AMEDD and you would like to see
any holdings from FreeShare, AMEDD, or AMHL, you would NOT select My
Library Groups on the Update/View Search page; instead, you would select
FreeShare, AMEDD, and AMHL from the Library Group section of the Serial
Holdings Filters page.
If your state is Maryland and you would like to see any holdings from
Maryland or Virginia, you would NOT select My State on the Update/View
Search page; instead, you would select Maryland and Virginia from the
Location section of the Additional Filters page.
If you select My Library Groups from the search page filters and
“Maryland” from the Additional Filters page, then the search returns only
libraries in Maryland that are in your library groups that report owning the
title.
Top Filters
Boolean Search Information
Year(s) Owned
"OR'd" with My Library and LIBID(s)
"AND'd" with all other filter/grouped
filters.
Volume(s) Owned
"OR'd" with My Library and LIBID(s)
"AND'd" with all other filter/grouped
filters.
172
Top Filters
Boolean Search Information
LIBID(s)
"OR'd" with all other filter/grouped
filters.
My Library
"OR'd" with all other Search Filters.
My Library Groups
"OR'd" with My Library and LIBID(s)
My Region
"AND'd" with all other filter/grouped
filters.
My Routing Table
Not My Routing Table
My State/Province
Filters on "Serial Holdings Additional Filters Search" page:
Additional Filters
Boolean Search Information
Delivery Methods
(Ariel, Email PDF,
Odyssey, etc.)
Each Delivery Method filter is
"OR'd" with all other Delivery Method
Filters and then
"OR'd" with My Library and LIBID(s)
"AND'd" with all other filter/grouped
filters.
Membership
Information
(DOCLINE participant,
Open Library,
Resource Library)
Each specific Membership Information
filter is:
"OR'd" with My Library and LIBID(s)
"AND'd" with all other filter/grouped
filters.
Interlibrary Loan
(EFTS participant,
Rush, Urgent Patient
Care, Color)
Each specific Interlibrary Loan filter is:
"OR'd" with My Library and LIBID(s)
"AND'd" with all other filter/grouped
filters.
Format
Each Format filter is
"OR'd" with all other holdings Format
Filters and then
"OR'd" with My Library and LIBID(s)
"AND'd" with all other filter/grouped
filters.
"OR'd" with My Library and
Acquisition Status
LIBID(s)"AND'd" with all other
(Currently received,
not currently received) filter/grouped filters.
173
Additional Filters
Boolean Search Information
License Restriction
Each License Restriction filter is
"OR'd" with all other holdings License
Restriction Filters and then
"OR'd" with My Library and LIBID(s)
"AND'd" with all other filter/grouped
filters.
Commitment
"OR'd" with My Library and
LIBID(s)"AND'd" with all other
filter/grouped filters.
State/Province
Each selected State/Province Location
filter is
"OR'd" with all other State/Province
filters, then
"OR'd" with My Library and LIBID(s)
"AND'd" with all other filter/grouped
filters.
Note: If you use the State/Province
Location Filter, do NOT use "My
State/Province" since that will be "AND'd"
with the State/Province filters.
Region
Each selected Region Location filter is
"OR'd" with other Region filters and then
"OR'd" with My Library and LIBID(s)
"AND'd" with all other filter/grouped
filters.
Note: If you use the Region Location
Filter, do NOT use "My Region" since
that will be "AND'd" with the Region
filters.
Library Group
Each selected Library Group filter is
"OR'd" with other Library Group filters
and then
"OR'd" with My Library and LIBID(s)
"AND'd" with all other filter/grouped
filters.
Note: If you use the Library Group
Filter, do NOT use "My Library Group"
since that will be "AND'd" with the
Library Group filters.
174
Search LocatorPlus from DOCLINE Serial
Holdings
If titles cannot be retrieved using DOCLINE Serial Holdings Search,
LocatorPlus offers additional bibliographic searching options and may return
better search results.
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, click LocatorPlus.
4
Search LocatorPlus for the appropriate title.
5
Once the single bibliographic title has been found, and
is displayed in detailed view, click Return to
DOCLINE.
View
Bibliographic information has been added to the
Bibliographic search section of the Update/View
Search page
6
Add filters, if desired.
7
Click SEARCH.
Additional resources:
Find libraries that report holding a specific title using top Filters
Routing of serial requests
How are Filters applied in Serials Search
175
Show All My Holdings
Show All My Holdings
The Show All My Holdings button allows libraries to easily display and
maintain Serial Holding Records. By limiting retrieval to certain formats,
acquisition status, or serial titles starting with particular letters of the
alphabet, users can review subsets of records to edit. The Show All My
Holdings button is active only for users who have Serial Holdings update
rights.
Show ALL My Holdings, with no search limits
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, under Filters, make
sure the checkbox for My Library is selected.
3
Click Show All My Holdings.
4
All holdings are displayed showing Titles, ISSN, and Pub
Dates, as well as format and volumes/years held.
Additional resources:
Update Holdings by Acquisition Status
Update Holdings in Alphabetic Segments
How are Filters applied in Serials search
176
Update Holdings by Format
STEP
Action
1
Select Serial Holdings from the DOCLINE Main
Menu.
2
Optional: On the Update/View Search page, enter a
search term to further limit results.
3
Under Filters, make sure the checkbox for My
Library is selected.
4
Click Additional Filters.
5
Click Holdings link.
6
Select desired format.
7
Click Add to Search.
8
On the Update/View Search page, click Show All
My Holdings.
Additional resources:
Update Holdings Selected by Acquisition Status
Update Holdings in Selected Alphabetic Segments
How are Filters applied in Serials search
177
Update Holdings by Acquisition Status
STEP
Action
1
Select Serial Holdings from the DOCLINE Main
Menu.
2
Optional: On the Update/View Search page, enter a
search term to further limit results.
3
Under Filters, make sure the checkbox for My
Library is selected.
4
Click Additional Filters.
5
Click Holdings link.
6
Select desired Acquisition Status.
7
Click Add to Search.
8
On the Update/View Search page, click Show All
My Holdings.
Additional resources:
Update Holdings by Acquisition Status
Update Holdings in Selected Alphabetic Segments
How are Filters applied in Serials Search
178
Update Holdings by Alphabetic Segments
STEP
Action
1
Select Serial Holdings from the DOCLINE Main Menu.
2
On the Update/View Search page, enter a letter or
letters into the Journal Title/Title Abbreviation field.
3
Under Filters, make sure the checkbox for My
Library is selected.
4
On the Update/View Search page, click Show All
My Holdings.
Additional resources:
Update Holdings by Format
Update Holdings by Acquisition Status
How are Filters applied in Serials Search
179
Update Holdings by Embargo Status
STEP
Action
1
Select Serial Holdings from the DOCLINE Main
Menu.
2
Optional: On the Update/View Search page, enter a
search term to further limit results.
3
Under Filters, make sure the checkbox for My
Library is selected.
4
Click Additional Filters.
5
Click Holdings link.
Under License Restriction, select desired Embargo
status. Choices are:
Embargoed (Manual Entry) - If checked, limits
search results to titles with embargo periods (1-99
months) entered by library.
6
Embargoed (LinkOut) - If checked, limits search
results to titles with embargoes drawn from LinkOut
holdings.
No Embargo - If checked, limits search results to
titles with no embargo of any kind, including those
with manually entered value of 0 months.
7
Click Add to Search.
8
On the Update/View Search page, click Show All
My Holdings.
Additional resources:
Update Holdings Selected by Format
Update Holdings Selected by Acquisition Status
How are Filters applied in Serials Search
180
Institution Search
Finding an institution record by LIBID
STEP
Action
1
On the DOCLINE navigation bar, select Institutions.
2
In the LIBID input box, enter a complete or partial LIBID
(e.g. 'VAUBIJ' or 'BIJ').
3
Press Enter or click Search.
View
A list of institutions matching your search criteria is
displayed sorted by LIBID.
Tip: To retrieve multiple institution records simultaneously, enter complete
LIBIDs followed by a space or a comma.
Example: VAUBIJ, MDUHQR, NCUHZY
Additional resources:
Changing the sort order of search results
Changing the information displayed for institutions
Changing the number of records displayed per page
Find a set of libraries matching search criteria
181
Finding an institution record by institution
name
STEP
Action
1
On the DOCLINE navigation bar, select Institutions.
2
In the Institution Name input box, enter keywords from
the institution name.
3
Press Enter or click Search.
View
A list of institutions matching your search criteria is
displayed sorted by institution name.
Tips:
The institution and library name fields for all address entries
(institution, document delivery, and billing) are searched.
To perform a truncation search, enter an asterisk (*) at the
beginning or end of a word. To perform a phrase search, enter
the search terms within double quotation marks.
Example:
V* AFFAIR*
*FIELD
"MEMORIAL LIBRARY"
Additional resources:
Changing the sort order of search results
Changing the information displayed for institutions
Changing the number of records displayed per page
Find a set of libraries matching search criteria
182
Finding an institution record by library
contact name
STEP
Action
1
On the DOCLINE navigation bar, select Institutions.
2
In the "Contact Name" input box, enter one or more
words from the person's name.
3
Press Enter or click Search.
View
A list of institutions matching your search criteria is
displayed sorted by institution name.
Tips:
To perform a truncation search, enter an asterisk (*) at the
beginning or end of a word.
Example:
MICH*
*STEIN
Contact names are stored as first name, middle name, last name
in the database. Phrase searching should be limited to search
only one part of the name, e.g. search "Mary Beth", not "Jane
Smith".
Additional resources:
Changing the sort order of search results
Changing the information displayed for institutions
Changing the number of records displayed per page
Find a set of libraries matching search criteria
183
Finding institutions that match multiple
search criteria
STEP
Action
1
On the DOCLINE navigation bar, select Institutions.
2
Select More Search Options.
3
(Optional) To query a specific field in the institution
record:
(a) Select the desired Search Field to query
(b) Select or enter search term (e.g. Contains, Equal
to, Begins with, etc.)
Note: Depending upon the Search Field selected,
you will select from a drop-down list (e.g. Library
Group or State/Province) or type in a value (e.g. City
or OCLC code).
(c) Click Add to Search.
4
(Optional) To search additional fields, select a Boolean
operator (and, or, not) and press Add Another
Line. Repeat Step 3.
5
(Optional) To limit your search results
a. Press any of the buttons in the Filters box
(Delivery Methods, Membership Information, or
Services)
b. Select the search limits to apply to the search
c. Click Add to Search.
6
Click Search.
Additional resources:
Changing the sort order of search results
Changing the information displayed for institutions
Changing the number of records displayed per page
Find a set of libraries matching search criteria
184
Changing the institution information
displayed in search results
STEP
Action
1
On the Search Results page, click on the View link in
the search criteria display area.
View
The Search Results page is repositioned to display the
View Options area.
2
Select one of the five categories of information to display
from the View drop-down list.
Address: Displays institution, document delivery,
and billing address
Contact/People: Displays all of the institution’s
staff contact information
Institution List: Displays a list of the institutions
with name, city, and state/province
Interlibrary Loan: Displays details of the institution’s
ILL services and costs
Services: Displays a summary of the institution’s
offered ILL, Loansome Doc, and other services
recorded in their institution record
3
Click Refresh.
185
Changing the sort order of search results
STEP
Action
1
On the Search Results page, click on the View link in
the search criteria display area.
View
The Search Results page is repositioned to display the
View Options area.
2
Select the data element for sorting the display from the
Sort drop-down list.
3
Click Refresh.
186
Changing the number of records displayed
per page
STEP
Action
1
On the Search Results page, click on the View link in
the search criteria display area.
View
The Search Results page is repositioned to display the
View Options area.
Select the number of institutions to display from the
Results per page drop-down list.
2
Note: The options listed in the number of records list
are linked to the View selected.
Views that contain large amounts of data allow a fewer
number of records to be displayed.
3
Click Refresh.
Additional resources
Changing the institution information displayed in search results
Changing the sort order of search results
187
Modifying your search query
STEP
Action
1
On the Search Results page, click Edit This Search in
the search criteria display area.
View
Your current search query is displayed on the Edit your
search page.
2
You can modify your search query by:
Selecting a different Search Field and / or modifying
the search term
Adding additional criteria by pressing Add Another
Line
Removing criteria by clicking delete to remove an
entry.
3
To modify your search filters, click Edit Filters
Select or de-select any criteria to modify your search
filters.
Click Add to Search.
4
Click Search.
188
Adding institutions to your Routing Table
from search
STEP
Action
1
On the Search Results page, select the institutions to be
added to your Routing Table by clicking in the check box
next to the institution name
2
Scroll to the bottom of the page to the Actions for
Selected Institutions area
Press Add to Routing Table
A confirmation page displays indicating the institutions
about to be added to the Routing Table Workspace and
any which could not be added and why. For example,
non-DOCLINE libraries cannot be added to a Routing
View
Table.
The Workspace is a holding area from which libraries can
manage their Routing Table.
3
Click Add and Proceed to Routing Table to add the
listed institutions to your Workspace and proceed to your
Routing Table for updating.
OR
Click Add and Return to Results to add the listed
institutions to your Workspace and return to your search
results. You can continue searching and adding more
institutions to the Workspace or proceed to other
tasks. You can access your Routing Table at any time by
selecting Institutions, then Update from the
DOCLINE navigation bar. The Workspace is retained even
if you log out of DOCLINE.
OR
Click Cancel to abandon the action.
189
Adding institutions to your M/A/N Map from
search
STEP
1
2
Action
On the Search Results page, select the institutions to be
added to your Routing Table by clicking in the check box
next to the institution name.
Scroll to the bottom of the page to the Actions for
Selected Institutions area.
Click Add to M/A/N Map.
A confirmation page displays indicating the institutions
about to be added to the Routing Table Workspace and
any which could not be added and why. For example,
non-DOCLINE libraries cannot be added to a Routing
View
Table.
The Workspace is a holding area from which libraries can
manage their Routing Table.
3
Click Add and Proceed to M/A/N Map to add the listed
institutions to your Workspace and proceed to your M/A/N
Map for updating.
OR
Click Add and Return to Results to add the listed
institutions to your Workspace and return to your search
results. You can continue searching and adding more
institutions to the Workspace. You can edit your M/A/N
Map at any time by selecting Institutions, then Update
from the DOCLINE navigation bar. The
Workspace is retained even if you log out of DOCLINE.
OR
Click Cancel to abandon adding institutions to your
Routing Table.
Additional Resources:
Managing your Routing Table
190
Printing search results
STEP
Action
1
On the Search Results page, select the institutions to be
printed by clicking in the check box next to the institution
name
OR
Select all institutions on the page by clicking the check
box in the header bar next to the label "LIBID" -orclicking Select All at the bottom of the page.
2
Scroll to the bottom of the page to the Actions for
Selected Institutions area.
Click Print.
A new window opens with the selected institutions
View displayed in the View format of the Search Results page.
3
On the Print dialog window, Click Print.
4
Click Close window to close the secondary window.
Additional resources:
Changing the institution information displayed in search results
191
Downloading search results
STEP
Action
1
On the Search Results page, select the institutions to be
downloaded by clicking in the check box next to the
institution name
OR
select all institutions on the page by clicking the check
box in the header bar next to the label "LIBID" -orclicking Select All at the bottom of the page.
2
Scroll to the bottom of the page to the Actions for
Selected Institutions area.
Click Download.
3
On the Download Search Results window, select one of
the three information views to download:
Institution List
Address
Contact / People
4
On the File Download dialog window, select "Save this file
to disk" and Click OK.
5
Choose the location where the file will be saved.
6
Name the file or accept the default name.
7
Click Save.
8
Open the file in Excel and format as desired.
192
Updating your Institution
Institution Overview
The DOCLINE institution record contains all of the information for libraries in
DOCLINE; from location and contact information to borrowing defaults,
borrowing and lending statistics, services and settings. Keeping your
institution record up-to-date provides accurate information for other
DOCLINE libraries and increases efficiency in borrowing and lending.
The information includes directory information for the institution and library
staff; interlibrary loan services and levels of service provided; delivery
methods provided; charges and fee information; DOCLINE and NN/LM
membership data; and DOCLINE specific information including borrow
request default values and lend preferences.
Certain elements of the Institution record are visible to other DOCLINE
libraries including address information, ILL fees and services information,
lending fulfillment statistics, library group membership and contacts.
Each institution in DOCLINE is assigned a unique library identifier referred to
as the LIBID. The LIBID consists of six alphabetic characters. For U.S. and
Canadian institutions, it begins with a two-letter US MARC Geographical
Code (U.S. State or Canadian Province code), followed by a U for U.S. or a C
for Canada and ends with three unique alphabetic characters. The LIBID for
other countries consists of the first two letters of the Universal Postal Union
(UPU) code, followed by the letter X and then three unique alphabetic
characters. Once a LIBID has been assigned to a library, it cannot be
changed.
193
Activity Summary
The Activity Summary page allows users to easily view summary statistics
and performance data for the previous calendar month’s completed Borrow
and Lend requests. Only requests completed (filled or retired) within the
month are included in the summary.
The Activity Summary data is refreshed on the first of every month. The
prior month’s summary is not retained; however libraries using Activity
Summary data for monthly statistics reporting can easily copy and paste the
data into a spreadsheet for future reference.
The summary table includes the following:
BORROW
Requested
The number of items requested by the library, and the total
number of requests entered into the DOCLINE system.
Filled
The number of the library's Borrow requests filled, the
percentage filled, requests filled for library, and total number
of requests filled in DOCLINE.
LEND
Routed to
Lender
The number of requests routed to the library to be filled.
Removed for The number of requests removed by Time-Triggered Actions
non-receipt because they were not receipted by library within allotted
time.
Received
The number of requests receipted by the library.
Removed for The number of received requests routed away by Timenon-action
Triggered Actions because they were not updated by the
library as ‘filled’ or ‘rejected’ within allotted time.
Days to
Process
(Filled)
“Turnaround time”, the average time it took for the library to
update lend requests as filled in DOCLINE. The number is
shown in one-hundredths of a day based upon calendar
days.
Additional Resources:
What is the schedule for the DOCLINE Requests Statistics?
What ILL statistics and reports are available in DOCLINE?
How do Time-Triggered Actions work?
194
Setting your library "Out of Office"
To modify your DOCLINE status to “Temporarily Inactive” so that requests
will not route to your library, do the following:
STEP
1
2
Action
Select Institutions from the DOCLINE main menu.
Select Update where is your
institution's LIBID
View Your library's institution record is displayed.
3
Click Out of Office on the institution navigation bar
Enter the beginning date when requests should not route
to your library. (format must be MM-DD-YYYY)
4
Note: When possible, please submit the Out of Office
request in advance of closure.
Enter the date when requests should resume routing to
your library.
5
Libraries can only have one range of out of office dates
active at any one time.
Click REQUEST APPROVAL.
6
This notifies your RML to review your Out of Office
request. The message "Out of Office request is awaiting
RML approval" will appear in the "Activity and Status"
area of the Home page.
Note: Out of Office do not take effect until your RML
approves them. Once approval has occurred, the
message on your Home page will be removed.
Additional Resources:
• How does Routing work?
• How do Time-Triggered Actions work?
195
Address
Editing your institution address
STEP
Action
1
On the DOCLINE navigation bar, select Institutions.
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View your library's institution record is displayed. The
Address page is displayed.
3
Click in the Institution Address field you wish to edit
and make the desired changes.
4
5
Tab to the next field, or click to any field you wish to edit.
Click Save.
Note: The institution address is used for directory listings (e.g. MedlinePlus
Consumer Health Libraries, NN/LM Member database). The institution
address should reflect the address of the library, not the ILL department
delivery address.
196
Editing your addresses for document delivery
STEP
Action
1
Select Institutions from the DOCLINE main menu.
2
Select Update where is your
institution's LIBID
View
3
4
5
The Address page of your library's Institution record is
displayed.
Click in the Document Delivery Address field you wish
to edit and make the desired changes.
Tab to the next field, or click to any field you wish to edit.
Click Save.
Note: The document delivery address is the "Ship to:" in DOCLINE that
appears on request receipts. The document delivery address should reflect
the address where articles and books should be sent via mail, email, web,
fax, Ariel or Odyssey.
197
Editing your billing address
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View your library's institution record is displayed.
The Address page is displayed.
3
Click in the Billing Address field you wish to edit and
make the desired changes.
4
5
Tab to the next field, or click to any field you wish to edit.
Click Save
Note:
The billing address is the "Bill to:" in DOCLINE which appears on
request receipts. The billing address should reflect the address where
invoices for materials provided by lenders should be mailed.
198
Editing your internet addresses (URLs)
STEP
Action
1
On the DOCLINE navigation bar, select Institutions.
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View your library's institution record is displayed. The
Address page is displayed.
3
Click in the Internet Address field you wish to edit and
make the desired changes.
Note: URLs must be entered starting with http://
4
Tab to the next field, or click to any field you wish to edit.
5
Click Save.
199
People / Contacts
Adding a new contact person
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed.
3
Click People on the Institution Navigation bar
4
Click Add People
View The Add New Contact Person page is displayed
5
Enter the person's contact information. Fields marked by
an asterisk are required.
Select which role(s) the person performs by checking the
corresponding Contact Type.
6
Note: DOCLINE uses the email address of all People
designated "ILL" for Contact Library emails.
7
Click Save.
200
Editing a staff member's contact information
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed.
3
Click People on the Institution Navigation bar
4
Click the Edit link next to the contact to be modified
View The contact person's record is displayed
5
Modify the person's contact information. Fields marked
by an asterisk are required.
Modify which role(s) the person performs by checking the
corresponding Contact Type.
6
Note: DOCLINE uses the email address of all People
designated "ILL" for Contact Library emails.
7
Click Save.
201
Deleting a contact person from DOCLINE
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed.
3
Click People on the Institution Navigation bar
4
Click the Edit link next to the contact to be modified
View The contact person's record is displayed
5
Click Delete Person
6
On the "Delete Confirmation" page, click Yes
OR
Click Cancel to abandon the action.
202
Membership
Membership Overview
The Membership page includes the data elements that describe an
institution's NN/LM membership information, Library Groups, and current
DOCLINE status, including Serial Holdings statistics and settings.
Many of the Membership page fields can only be edited by the DOCLINE
coordinator at your Regional Medical Library or by NLM. To request a
change to any of the "read-only" elements, use the Contact Us link at the
top of the DOCLINE screen, and then choose "Contact your RML".
203
Managing exporting of Serial Holdings
To authorize NLM to export your DOCLINE serial holdings data to OCLC, do
the following:
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click Membership on the Institution Navigation bar
4
Click Serial Holdings on the Institution Navigation bar
OR
Scroll down to the "Serial Holdings" area
5
Select "Send Holdings to OCLC"
Authorization Update list box
6
Verify your OCLC Symbol.
Note: A single unique OCLC symbol is required when
Send Holdings to OCLC is selected.
7
Click Save.
in the Batch
Additional resources:
Download serial holdings in MARC 21 format
204
Annual review of serial holdings
DOCLINE participants are required to maintain accurate serial
holdings. Libraries can update individual holdings records in DOCLINE,
import their holdings from OCLC, or indicate the accuracy of their holdings
through an annual review.
To indicate that an institution has reviewed their serial holdings and that
they are accurate, do the following:
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click Membership on the Institution Navigation bar
4
Click Serial Holdings on the Institution Navigation bar
OR
Scroll down to the "Serial Holdings" area
5
Enter the date on which your institution completed
reviewing their serial holdings
6
Click Save
205
Modifying institution IDs (OCLC, FEIN, MARC
code)
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click Membership on the Institution Navigation bar
4
Click Organization ID on the Institution Navigation bar
OR
Scroll down to the "Organization ID" area
5
Click in the "Organization ID" field you wish to edit and
make the desired changes.
6
Modify comments explaining IDs.
7
Click Save.
206
Modifying your interlibrary loan service options
STEP
Action
1
On the DOCLINE navigation bar, select Institutions.
2
On the DOCLINE sub navigation bar, select Update where
is your institution's LIBID.
View Your library's institution record is displayed.
3
4
Click Services & Fees on the Institution Navigation bar. Review and
modify the ILL services values by clicking the appropriate radio
button.
Participates in EFTS: indicates whether library participates in the
Electronic Fund Transfer System which allows lenders to submit
charges electronically and automatically collect fees from other
participating libraries. For information on EFTS, see our FAQs or
Contact Your RML.
Note: To begin or end EFTS participation, contact EFTS staff directly
at (860) 679-4500.
5
Provides Color Copies: indicates whether your institution can
provide color reproductions of articles requested via the delivery
methods you offer.
Fills Rush Requests and Fills Urgent Patient Care Requests:
indicates what level of expedited service your institution can provide
borrowers over and above 'normal'. Rush requests must be processed
the same day, while Urgent requests should be processed
immediately.
6
Note: Libraries must be sufficiently staffed on a daily basis if
choosing to offer Rush or Urgent Patient Care service. Lenders
providing Urgent Patient Care service should check for new requests
at least every 2 hours and should consider using the Lend Alert
feature that sends an email notification each time a new request
routes to the library.
7
Service Comments should briefly describe institution ILL services,
hours, and key information. Enter comments about your institution's
ILL services.
8
Click Save.
Additional Resources:
Lend alert emails
207
Modifying your copy service options and fees
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed.
3
Click Services & Fees on the Institution Navigation bar
4
Click Copy Services and Fees on the Institution
Navigation bar
OR
Scroll down to the "Copy Services and Fees" area
The library groups your library is a member of will display
with their associated charges and comments. Questions
View
or changes about library groups should be directed to your
RML.
5
Modify your base fee charge for reciprocal ILL partners
and enter any explanatory comments.
6
Modify your base fee charge for other ILL borrowers and
enter any explanatory comments.
7
Add any surcharges your library adds to its base fee for
specific services or conditions. Select the surcharge type
from the pull down list and press Add Surcharge. Enter
the surcharge amount and explanatory comments.
For example "2 hour service, Mon-Fri 8am - 3pm EST"
8
Indicate whether your library provides copy service to
international libraries by selecting the Yes or No radio
button. If you select Yes, indicate to which countries you
provide service. If you choose Selected Countries, click
Add/Delete Countries.
Select the countries served in the Countries popup window
and click Save.
9
Click Save on the Services & Fees screen.
208
Modifying your loan service options and fees
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID.
View Your library's institution record is displayed.
3
Click Services & Fees on the Institution Navigation bar.
4
Click Loan Services and Fees on the Institution
Navigation bar
OR
Scroll down to the "Loan Services and Fees" area
For Audio/Visual, Books, and Journals, indicate whether
or not your library will loan these material types by
selecting either Yes or No.
5
6
7
If Yes, indicate whether your library will renew
loans for these material types.
If Yes to Loans, indicate your library's base fee and
loan period.
If Yes to Renewals, indicate your library's renewal
period.
For Audio/Visual, Books, and Journals, enter any
comments explaining services and/or fees.
Note: Libraries are encouraged to include their service
standards in the "Service Comments" field under ILL
Services. For example, "same day service for requests
received by 9 am ET", or "1 day turn around." This will
assist libraries to select institutions to include in their
routing tables.
Add any surcharges your library adds to its base fee for
specific services or conditions. Select the surcharge type
from the pull down list and click Add Surcharge. Enter
the surcharge amount and explanatory comments.
For example "2 hour service, Mon-Fri 8 am – 3 pm EST"
8
Indicate whether your library provides loan service to
international libraries by selecting the Yes or No radio
button. If you select Yes, indicate to which countries you
209
STEP
Action
provide service. If you choose Selected Countries, click
Add/Delete Countries.
Select the countries served in the Countries popup
window and click Save.
9
Click Save on the "Services & Fees" screen.
210
Modifying your library service options
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed.
3
Click Services & Fees on the Institution Navigation bar
4
Click Other Services on the Institution Navigation bar
OR
Scroll down to the "Other Services" area
5
Indicate whether your library provides the listed services
for each of the user populations (Checked = Yes)
6
Indicate whether your library charges for each listed
service for each of the user populations by selecting the
box under Charges (Checked = Yes)
7
Enter comments about your institution’s library services.
8
Click Save.
211
DOCLINE Options
Setting the default values used to route new
requests
To modify the default values that are displayed on the Routing Instructions
page during Borrow, do the following:
STEP
Action
1
Select Institutions from the DOCLINE main menu.
2
select Update where is your
institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Enter the default authorization for ILL material in the
Authorized by field.
5
Enter the default Maximum Cost willing to be paid for
ILL material. Enter a numeric value. If you need the
material free of cost, enter "0.00". Select "Any cost" if
your library is willing to pay any amount for ILL
material.
6
Select "Yes" or "No" for Require Patron Name when
placing requests.
Select the default method of Copyright Compliance:
Guidelines or Law.
7
Note: DOCLINE libraries are required to comply with the
copyright law in their geographic area. In the U.S., the
requesting library (borrower) is responsible for complying
with copyright law, either the U.S. Copyright Act of 1976
(CCL) or the Copyright Guidelines (CCG).
For more information, see the FAQ DOCLINE Copyright
Compliance Options.
212
STEP
Action
8
Enter the default Comments to Lenders to display on
DOCLINE Receipts.
Note: Comments should not contain information that
already displays on request receipts (e.g., library group
membership, delivery methods).
9
Select the default Service Type of your requests: Copy,
Color Copy, or Original (Loan).
10
Select the default Service Level: Normal, Rush, or
Urgent Patient Care
11
Select the default NLM Delivery Method
12
Select the default Network Delivery Method
13
Select the default Network Alternate Delivery
Method(s)
14
Select "Yes" or "No" for Only Route to EFTS
Participants.
15
In the "Serial Routing" area, indicate the default routing
instructions for serials including your "Routing Cells", and
whether to route to Resource Libraries, NLM, and to
All other libraries.
16
Enter LIBIDs in Do not Route To field, if desired.
(Maximum of 20 LIBIDs).
17
In the M/A/N Map (Monographs, Audiovisuals, and NonNLM Journal Routing) indicate default lenders.
18
Click SAVE.
Additional Resources:
Completing the Routing Instructions Page
Do Not Route To
Routing Table Overview
M/A/N Map Overview
213
Modifying your lending preferences
STEP
Action
1
Select Institutions from the DOCLINE main menu.
2
Select Update where is your
institution's LIBID
Your library's institution record is displayed.
3
Click DOCLINE Options on the institution navigation bar.
4
Click Lending Preferences on the institution navigation
bar
OR
Scroll down to the "Lending Preferences" area.
Indicate by which delivery methods your library can send
ILL copy request material.
5
NOTE: The delivery method values are checked by
DOCLINE when routing copy requests. The routing
algorithm does not check delivery methods when routing
"original" (or "loan") requests since mail delivery is
assumed.
6
For each request type, indicate whether your library
wants to receive an email message for each request
routed to your library.
7
Enter email address to which new request email
notifications should be sent.
8
Select the Lend update method that you want to use by
choosing Batch or Single.
9
Click SAVE.
Additional Resources:
How Does Routing Work?
Delivery Methods
Editing your addresses for document delivery
214
Delivery Methods
Ariel: Ariel is a document transmission system that delivers files to your
institution via the Internet. These files can then be printed, emailed or
posted to the Web for your patrons. In order to receive documents by Ariel,
your institution needs to purchase and install Ariel software.
Email (PDF): Document sent as an email attachment. PDF (Portable
Document Format) is a file format that preserves the formatting of the
original document. PDF documents can be viewed with Adobe Acrobat
Reader, available free from Adobe.
Email (TIFF): Document sent as an email attachment. The multi-page TIFF
(Tagged Image Format File) requires a TIFF viewer. See FAQ on viewing
articles. Note: File size for TIFF images tend to be large.
Fax: Document sent via fax to number listed in the institution record.
Mail: Document mailed to the institution postal address indicated on
request.
Odyssey: Document sent via Odyssey transmission protocol. In order to
receive documents by Odyssey, your institution needs to download and
install Odyssey software.
Pick up: Document held for patron pick up at location specified by library.
Patrons check with ordering library for holding period and pick up location.
Web (PDF): Patron will receive an email message containing a hyperlink to
the requested document. PDF (Portable Document Format) is a file format
that preserves the formatting of the original document. PDF documents can
be viewed with Adobe Acrobat Reader, available free from Adobe.
Note: Recommended for users who have a slow connection or size
limitations on their email system.
Web (TIFF): Patron will receive an email message containing a hyperlink to
the requested document. Documents can be viewed and printed from the
referenced hyperlink. The multi-page TIFF (Tagged Image Format File)
requires a TIFF viewer. See FAQ on viewing articles. Note: Recommended
for users who have a slow connection or size limitations on their email
system.
Additional Resources:
Routing of serial requests
Routing of monographs and non-NLM serial requests
Modifying your delivery methods
215
Managing your Serials Routing Table
Routing Table Overview
The Routing Table is the grouped list of institutions to which your serial
requests will route, if the library meets the other routing instructions for a
request (holdings, delivery method, service level, EFTS, and color copy).
Individual libraries and Library Groups to which the library belongs can be
added to a Routing Table. The institutions and Library Groups listed are a
library's primary lending partners.
The Routing Table is comprised of nine (9) cells, each of which can contain
up to twenty (20) libraries or Library Groups (a Library Group takes up one
position in a cell). The order of routing is sequential from Cell 1 through Cell
9. All libraries within a cell are evaluated for routing a request before the
routing algorithm moves to the next cell of libraries. Individual libraries and
libraries in a Library Group within the same cell are treated equally by the
routing algorithm in terms of the ordering of routing. Routing within a cell is
random to provide a degree of load balancing. Since routing within a cell is
random, institutions are displayed in alphabetical order in the Routing Table.
There is no "position" within a cell which determines routing order.
The Workspace is a holding area for institutions being added or moved as
libraries work on modifying their Routing Table over a period of time.
DOCLINE populates the Workspace with any Library Group to which the
library belongs. The Workspace is automatically updated with any library
group membership changes.
The National DOCLINE coordinator can provide valuable guidance for
structuring your Routing Table. For more information on how to best
organize your Routing Tables, contact the DOCLINE Coordinator at 410-7064173 in the US or at 1-800-668-1222 in Canada.
Typically, libraries structure their Routing Table so that preferred low cost
lenders are in lower numbered cells, followed by preferred lenders with
higher costs. Preferred lenders could be based upon good service and/or
low cost, or part of a library group or reciprocal agreement. Some libraries
also include regional preferences in their Routing Table organization libraries in their state or region in lower numbered cells, followed by other
libraries in higher numbered cells. Libraries can also establish east and west
coast cells if they regularly order rush requests and want DOCLINE to first
attempt to route to a particular geographic region. These geographic cells
could be selected and deselected as needed.
216
Additional Resources
How does routing work?
Contact Your RML
217
Adding institutions to your Routing Table
Libraries can add individual institutions or Library Groups that they are
members of to their Routing Table. To add libraries or a Library Group:
STEP
Action
1
On the DOCLINE navigation bar, select Institutions.
2
On the DOCLINE sub navigation bar, select Update.
where is your institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Click the Edit Routing Table link on the Institution
Navigation bar
OR
Press Edit Routing Table in the "Serial Routing" area of
the DOCLINE Options page
Your "Proposed" Routing Table and its associated
Workspace displays.
The Proposed tab allows you to edit your Routing Table
and consists of your Routing Table currently used by
DOCLINE for routing plus any changes you have made
(additions, deletions, moves). The Workspace contains
any libraries which you have added from Institution
View Search, added via "Add to Workspace", or previously
moved from the current Routing Table. The Workspace
also contains any Library Groups to which your library
belongs that are not currently in your Routing Table.
Note: If there are pending saved changes, then the
“Compare” tab will display with the reminder message
“Click REQUEST APPROVAL to notify your RML to activate
these proposed changes”.
(Optional) In the "Add to Workspace" area, enter a valid
LIBID and press Add. The institution is added to the
Workspace.
5
Note: You cannot add a Library Group to the Workspace.
DOCLINE automatically adds and deletes Library Groups
from your Workspace as your RML updates your
membership in a Library Group.
218
STEP
Action
In the "Proposed Routing Table", click on the numbered
tab corresponding to the cell to which you want to add an
institution or Library Group.
In the Workspace, select the institution(s) or Library
Group to add to that cell by checking the box next to the
institution name
6
Press the left pointing arrow pointing from the Workspace
to the Routing Table
OR
In the Workspace, select the institution(s) or Library
Group to add by checking the box next to the institution
name.
In the Workspace, select "Move to Cell #" from the list
box and press Go.
Note: Due to the random selection of libraries during
routing, NLM recommends placing a Library Group in a
cell by itself, or only with individual libraries that should
be treated equally by the routing algorithm.
7
To add more institutions or another Library Group, repeat
Steps 5-6.
8
Click SAVE. The message “Click REQUEST APPROVAL to
notify your RML to activate these proposed changes”
displays.
9
Click REQUEST APPROVAL once all changes have been
made. This notifies your RML to review your Routing
Table changes. The message "Routing table is awaiting
RML approval" will appear in the "Activity and Status"
area of the Home page, as well as on each tab of your
routing table.
Note: Routing Table changes do not take effect until your
RML approves them. Once approval has occurred, the
message on your Home page will be removed.
Additional Resources
Adding institutions to your Routing Table from search
Routing of serial requests
Contact Your RML
219
Removing institutions from your Routing
Table
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Click the Edit Routing Table link on the Institution
Navigation bar
OR
Click Edit Routing Table in the "Serial Routing" area of
the DOCLINE Options page
Your "Proposed" Routing Table and its associated
Workspace displays.
The Proposed tab allows you to edit your Routing Table
and consists of your Routing Table currently used by
DOCLINE for routing plus any changes you have made
(additions, deletions, moves). The Workspace contains
any libraries which you have added from Institution
View Search, added via "Add to Workspace", or previously
moved from the current Routing Table. The Workspace
also contains any Library Groups to which your library
belongs that are not currently in your Routing Table.
Note: If there are pending saved changes, then the
“Compare” tab will display with the reminder message
“Click REQUEST APPROVAL to notify your RML to activate
these proposed changes”.
5
In the "Proposed Routing Table", click on the cell number
which contains the institution(s) or Library Group to be
removed.
6
Select the institution(s) or Library Group to be deleted by
clicking the checkbox next to the institution or Library
Group name.
220
STEP
Action
Press the right pointing arrow to move the institution or
Library Group to the Workspace for later use
OR
Click Delete.
7
Note: Library Groups cannot be deleted by a
library. DOCLINE automatically deletes a Library Group
from your Routing Table or Workspace as your RML
updates your Library Group membership.
8
To remove additional libraries, repeat Step 5-7
9
Click SAVE.
The message “Click REQUEST APPROVAL to notify your
RML to activate these proposed changes” displays.
10
Click Request Approval once all changes have been
made. This notifies your RML to review your Routing
Table changes. The message "Routing table is awaiting
RML approval" will appear in the "Activity and Status"
area of the Home page, as well as on each tab of your
routing table.
Note: Routing Table changes do not take effect until your
RML approves them. Once approval has occurred, the
message on your Home page will be removed.
Additional Resources
Routing of serial requests
Contact Your RML
221
Moving institutions in your Routing Table
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Click the Edit Routing Table link on the Institution
Navigation bar
OR
Click Edit Routing Table in the "Serial Routing": area of
the DOCLINE Options page
Your "Proposed" Routing Table and its associated
Workspace displays.
The Proposed tab allows you to edit your Routing Table
and consists of your Routing Table currently used by
DOCLINE for routing plus any changes you have made
(additions, deletions, moves). The Workspace contains
any libraries which you have added from Institution
View Search, added via "Add to Workspace", or previously
moved from the current Routing Table. The Workspace
also contains any Library Groups to which your library
belongs that are not currently in your Routing Table.
Note: If there are pending saved changes, then the
“Compare” tab will display with the reminder message
“Click REQUEST APPROVAL to notify your RML to activate
these proposed changes”.
5
In the "Proposed Routing Table", click on the cell number
which contains the institution(s) or Library Group to be
moved.
6
Select the institution(s) or Library Group to be moved by
clicking the checkbox next to the institution name.
7
In the "Proposed Routing Table", select "Move to Cell #"
from the list box and press Go
8
To move additional libraries or another Library Group ,
repeat Step 5-7
222
STEP
9
10
Action
Click SAVE.
The message “Click REQUEST APPROVAL to notify your
RML to activate these proposed changes” displays.
Click Request Approval once all changes have been
made. This notifies your RML to review your Routing
Table changes. The message "Routing table is awaiting
RML approval" will appear in the "Activity and Status"
area of the Home page, as well as on each tab of your
routing table.
Note: Routing Table changes do not take effect until your
RML approves them. Once approval has occurred, the
message on your Home page will be removed.
Tip: Institutions can be moved into the Workspace for later use. Just as
with the Routing Table, remember to Save when adding, deleting, or moving
libraries into or out of the Workspace before leaving the Update Routing
Table page.
Additional Resources
Adding institutions to your Routing Table from search
Routing of serial requests
Contact Your RML
223
Viewing your Routing Table changes
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation
bar
4
Click the Edit Routing Table link on the Institution
Navigation bar
OR
Click Edit Routing Table in the "Serial Routing" area of
the DOCLINE Options page
The “Compare” tab displays with the message “Click
REQUEST APPROVAL to notify your RML to activate these
proposed changes.” The Compare tab displays the
View
difference between your Routing Table currently in use
by DOCLINE for routing and your "Proposed Routing
Table" which contains your changes.
5
Click Request Approval once all changes have been
made. This notifies your RML to review your Routing
Table changes. The message "Routing table is awaiting
RML approval" will appear in the "Activity and Status"
area of the Home page, as well as on each tab of your
routing table.
Note: Routing Table changes do not take effect until
your RML approves them. Once approval has occurred,
the message on your Home page will be removed.
Additional Resources
Routing of serial requests
Printing your Routing Table
Contact Your RML
224
Viewing your current Routing Table
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution’s LIBID
View Your library’s institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Click the Edit Routing Table link on the Institution
Navigation bar
OR
Click Edit Routing Table in the "Serial Routing" area of
the DOCLINE Options page
Your "Proposed Routing Table" displays. The Proposed
tab allows you to edit your Routing Table and consists of
your Routing Table currently in use by DOCLINE for
routing (Routing Table Overview) plus any changes
you've made (additions, deletes, moves). The Workspace
View contains any libraries which you've added from Institution
Search, added via Add to Workspace on this page, or
previously moved from the current Routing Table. The
Workspace also contains any Library Groups to which your
library belongs that are not currently in your Routing
Table.
5
View
Click on the Current tab
The Current tab displays the Routing Table currently in
use by DOCLINE for routing.
Tip: To find a specific library in your displayed Routing Table, use your
browser's Find on this page functionality to search for the LIBID or library
name.
Additional Resources
Routing of serial requests
Printing your Routing Table
225
Viewing which institutions have your library
in their Routing Table
STEP
Action
1
On the DOCLINE navigation bar, select Requests
2
On the DOCLINE sub navigation bar, select Reports
View Your library's list of available reports is displayed.
3
Click on the 1-7 Report link:
Library Routing Table and M/A/N Map cells containing my
LIBID
226
Printing your Routing Table
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Click the Edit Routing Table link on the Institution
Navigation bar
OR
Click Edit Routing Table in the "Serial Routing" area of
the DOCLINE Options page
Click on the tab you wish to print
Proposed tab - shows your Routing Table currently in
use by DOCLINE for routing plus any changes you
have made (additions, deletions, moves). This tab
displays by default.
Current tab - shows the approved Routing Table
currently in use by DOCLINE
Compare tab - shows a list of the differences
between your current Routing Table and your
"Proposed" Routing Table
5
6
View
Click on the Print All Cells link.
The information about your Routing Table is displayed in
a new window
7
Print via your browser's printing function (File, Print).
8
Close the Print window.
227
Managing your Monographic, A/V, non-NLM
serials Map (M/A/N Map)
M/A/N Map Overview
The M/A/N Map is an ordered list of institutions to which your monographic,
audio/visual, and journal titles not in NLM's OPAC requests will route. The
institutions listed are generally your primary lending partners. The M/A/N
Map is comprised of nine (9) rows. The order of routing is sequential from
Row 1 through Row 9.
The Workspace is a holding area for institutions being added or moved as
libraries work on modifying their M/A/N Map over a period of time.
Strategies for setting up an M/A/N Map vary from region to region. Your
DOCLINE coordinator can provide valuable guidance for managing your
M/A/N Map.
Additional Resources:
How does routing work?
Contact Your RML
228
Adding institutions to your M/A/N Map
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Click the Edit M/A/N Map link on the Institution
Navigation bar
OR
Click Edit M/A/N Map in the "Monographs, Audiovisuals,
and Non-NLM Journal Routing" area of the DOCLINE
Options page
The M/A/N Map and its associated Workspace
displays. The Workspace contains any libraries which
View you've added from Institution Search, added via "Add to
Workspace" on this page, or previously moved from the
M/A/N Map.
5
(Optional) In the "Add to Workspace" area, enter a valid
LIBID and press Add. The institution is added to the
Workspace.
In the Workspace, select the library or libraries to add to
the M/A/N Map by checking the box next to the institution
name
6
Press the arrow pointing from the Workspace to the
M/A/N Map
The institutions are added to the bottom of the ordered
list in order by LIBID
OR
In the Workspace, select one (1) library to add by
checking the box next to the institution name
In the Workspace, select "Move to Row #" from the list
box and click Go
The institution is inserted at that row
position. Institutions are automatically reordered,
moving each institution down one row.
229
STEP
Action
7
To add more institutions, repeat Step 6.
8
Click Save.
Additional Resources:
Adding institutions to your M/A/N Map from search
230
Removing institutions from your M/A/N Map
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Click the Edit M/A/N Map link on the Institution
Navigation bar
OR
Click Edit M/A/N Map in the "Monographs, Audiovisuals,
and Non-NLM Journal Routing" area of the DOCLINE
Options page.
The M/A/N Map and its associated Workspace
displays. The Workspace contains any libraries which
View you've added from Institution Search, added via Add to
Workspace on this page, or previously moved from the
M/A/N Map
5
In the M/A/N Map, select the library or libraries to delete
from the M/A/N Map by checking the box next to the
institution name
6
Press the right pointing arrow to move the institution to
the Workspace for later use
OR
Click Delete
Institutions are automatically reordered, moving each
library up.
7
To move additional institutions, repeat Steps 5-6.
8
Click Save.
231
Moving institutions in your M/A/N Map
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Click the Edit M/A/N Map link on the Institution
Navigation bar
OR
Click Edit M/A/N Map in the "Monographs, Audiovisuals,
and Non-NLM Journal Routing" area of the DOCLINE
Options page.
The M/A/N Map and its associated Workspace
displays. The Workspace contains any libraries which
View you've added from Institution Search, added via Add to
Workspace on this page, or previously moved from the
M/A/N Map
5
In the M/A/N Map, select a library to move within the
M/A/N Map by checking the box next to the institution
name
6
Select "Move to Row #" from the list box and press Go
Institutions are automatically reordered, moving the
other institutions in the list up or down.
7
To move additional institutions, repeat Steps 5-6.
8
Click Save.
232
Modifying your default borrow delivery
methods
Action
STEP
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed
3
Click DOCLINE Options on the Institution Navigation bar
4
Click Borrowing Preferences on the Institution
Navigation bar.
5
Make selection for NLM Delivery Method, Network
Delivery Method, and Network Alternate Delivery
Method (more than one alternate may be selected).
Note: The delivery method values are used by the
DOCLINE routing algorithm when routing copy requests.
6
Ensure you have entered a delivery address for each
delivery method, in the Document Delivery Address
section of the Institution Record.
7
Click Save.
233
Loansome Doc
Customizing the registration process
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed.
3
Click Loansome Doc on the Institution Navigation bar
4
Click Registration on the Institution Navigation bar
OR
Scroll down to the Registration area
5
Indicate whether you want to prompt users to enter an
authorization code during registration by checking Yes or
No.
A message will also display notifying patron to contact
library prior to registration.
6
Enter authorization code that must be entered by patrons
during Loansome Doc registration. Patron must enter
matching code in order to successfully register with your
library.
Note: Authorization code may be changed as often as
necessary to ensure code is not passed along by patron
to other users.
7
Indicate whether you want to prompt for a library defined
data element (identifier) during registration, e.g.,
employee ID number by checking Yes or No.
8
Enter the label for the identifier field. The label will
display to patrons during registration. Limit 25
characters. IMPORTANT: Libraries cannot ask users for
private or secure information, e.g., social security
number, credit card number
9
Enter the instructions for the identifier field which display
to the user during registration. Limit 160 characters.
10
Click Save.
234
Loansome Doc Delivery Methods
The following delivery methods are available in Loansome Doc.
Email (PDF): Document sent as an email attachment. PDF (Portable
Document Format) is a file format that preserves the formatting of the
original document. PDF documents can be viewed with Adobe Acrobat
Reader, available free from Adobe.
Email (TIFF): Document sent as an email attachment. The multi-page TIFF
(Tagged Image Format File) requires a TIFF viewer. See FAQ on viewing
articles.
Note: File size for TIFF images tend to be large.
Fax: Document sent via fax to number listed in the institution record.
Mail: Document mailed to the institution postal address indicated on
request.
Pick up: Document held for patron pick up at location specified by library.
Patrons should check with ordering library for holding period and pick up
location.
Web (PDF): Patron will receive an email message containing a hyperlink to
the requested document. PDF (Portable Document Format) is a file format
that preserves the formatting of the original document. PDF documents can
be viewed with Adobe Acrobat Reader, available free from Adobe.
Note: Recommended for users who have a slow connection or size
limitations on their email system.
Web (TIFF): Patron will receive an email message containing a hyperlink to
the requested document. Documents can be viewed and printed from the
referenced hyperlink. The multi-page TIFF (Tagged Image Format File)
requires a TIFF viewer. See FAQ on viewing articles.
Note: Recommended for users who have a slow connection or size
limitations on their email system.
Additional Resources:
Modifying your Loansome Doc delivery methods
235
Modifying your Loansome Doc delivery
methods
STEP
Action
1
On the DOCLINE navigation bar, select Institutions
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID
View Your library's institution record is displayed.
3
Click Loansome Doc on the Institution Navigation bar
4
Click Delivery Methods on the Institution Navigation bar
OR
Scroll down to the "Delivery Methods" area
5
In the "Send by" area, indicate by which delivery
methods your library can send document delivery
material
6
Click Save.
Additional resources:
Loansome Doc Delivery Methods
Modifying your Loansome Doc registration options
Modifying your Loansome Doc service options
236
Modifying your Loansome Doc service options
STEP
Action
1
On the DOCLINE navigation bar, select Institutions.
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID.
View Your library's institution record is displayed.
3
Click Loansome Doc on the Institution Navigation bar.
4
Click Loansome Doc Services on the Institution
Navigation bar
OR
Scroll down to the "Loansome Doc Services" area.
5
Indicate whether your library is a Loansome Doc provider
by checking Yes or No.
6
Indicate to which user populations your library provides
Loansome Doc service by checking the box under
Provides (Checked = Yes).
7
Indicate whether your library charges for Loansome Doc
service for each of the user populations by checking the
box under Charges (Checked = Yes).
8
Enter comments about your institution's Loansome Doc
services.
9
Indicate whether your library provides loan service to
international libraries by selecting the Yes or No radio
button. If you select Yes, indicate whether your library
charges for Loansome Doc services. Also, indicate to
which countries you provide service. If you choose
Selected Countries, click Add/Delete Countries.
Select the countries served in the Countries popup
window and click Save.
10
Click Save on the "Loansome Doc Services" screen.
Additional Resources:
Modifying your Loansome Doc delivery methods
Modifying your Loansome Doc registration options
237
Modifying your Loansome Doc registration
options
STEP
Action
1
On the DOCLINE navigation bar, select Institutions.
2
On the DOCLINE sub navigation bar, select Update
where is your institution's LIBID.
View Your library's institution record is displayed.
3
Click Loansome Doc on the Institution Navigation bar.
4
Click Loansome Doc Registration on the Institution
Navigation bar
OR
Scroll down to the "Loansome Doc Registration" area.
5
Indicate whether your library Requires an Authorization
Code for patron registration by checking Yes or No.
If Yes is selected enter the Authorization Code in the
space provided.
6
Indicate whether your library requires a library-defined
identification from the user during registration by
checking Yes or No.
If Yes is selected enter the Label for the identification
field in the space provided and enter the Instructions to
User for the identification field in the text box.
7
Click Save on the Loansome Doc Options screen.
Additional Resources:
Modifying your Loansome Doc service options
Modifying your Loansome Doc delivery methods
238
Managing Loansome Doc Patrons
Finding a Loansome Doc patron
STEP
Action
1
On the DOCLINE navigation bar, select Loansome Doc
Patrons.
2
To query a specific field in the patron record:
a. Select the desired "Search in" field to query
b. Select search term (e.g. Contains, Equal to, Begins
with, etc.)
Note: Depending upon the "Search in" field selected,
you will select from a drop-down list (e.g. Country
Group or State/Province) or type in a value (e.g. Name
or email).
3
(Optional) To search additional fields, select a Boolean
operator (and, or, not) and repeat Step 2.
4
(Optional) To limit your search results
a. Select a value from the Only if box (Affiliated,
Unaffiliated, or Authorized).
5
Click Search.
Additional Resources:
Changing the patron information displayed
Changing the sort order of search results
Changing the number of records displayed
239
Loansome Doc patron categories
Affiliated Patron: A patron who has an affiliation with the library or
organization that is providing Loansome Doc service, for example, hospital
staff, physicians with hospital privileges.
Unaffiliated Health Professional: A patron who is a health professional,
but does not have an affiliation with the library or organization that is
providing Loansome Doc service.
Public: A patron who is a member of the general public. The patron is not
affiliated with the institution and is not a health professional.
Patrons self-identify their patron category during registration, but the library
has the ability to modify the patron category. The patron category display
on the Loansome Doc Receipt as: "Affiliated", "Unaffiliated", or "Public".
Authorized Patron: Indicates that the patron is approved for Loansome
Doc services at the specific institution. Each library has the ability to
designate whether or not individual Loansome Doc users are authorized to
route their requests to their institution. The default value at registration
is authorized. If a library no longer wants to serve a patron, they should
contact that person by telephone, email or in writing. Select the authorized
box on the Loansome Doc Patron screen to remove the check mark.
Unauthorized users will not be able to make Loansome Doc requests to your
library.
240
Changing the patron information displayed
STEP
Action
1
On the DOCLINE navigation bar, select Loansome Doc
Patrons.
2
Enter search criteria.
3
Select one the three categories of information to display
from the "Display results as" drop-down list.
Contact Information: Displays patron name, phone
number, fax number, and email address
Patron Address: Displays patron's address
Patron List: Displays a list of the patrons with name,
email address, patron category and indication whether
they are authorized.
4
Click Search.
Additional resources:
Finding a Loansome Doc patron
Changing the sort order of search results
Changing the number of records displayed
241
Changing the number of records displayed
STEP
Action
1
On the DOCLINE navigation bar, select Loansome Doc
Patrons
2
Enter search criteria
3
Select one of the numbers from the "Records per page"
drop-down list to control how many patron records display
on the search results page.
4
Click Search.
242
Updating a patron's account record
STEP
Action
1
On the DOCLINE navigation bar, select Loansome Doc
Patrons.
2
Enter search criteria.
3
Click Search.
View The patron search results are displayed.
4
Select a record by clicking on the patron name.
View The patron record is displayed.
5
Edit information as desired. Asterisked (*) fields are
required.
6
Click Update.
Addition Resources:
Finding a Loansome Doc Patron
Changing the sort order of search results
Changing the number of records displayed
243
Changing the sort order of search results
STEP
Action
1
On the DOCLINE navigation bar, select Loansome Doc
Patrons.
2
Enter search criteria.
3
Select one of the patron fields from the "Sort order" dropdown list.
4
Click Search.
Additional Resources:
Finding a Loansome Doc patron
Changing the patron information displayed
Changing the number of records displayed
244
Changing a patron's password
For privacy reasons, Loansome Doc patron passwords are never displayed in
the interface and are not accessible to libraries or to NLM. Patrons can
reset their password themselves, but libraries can also reset a patron's
password. To change a patron's password, do the following:
STEP
Action
1
On the DOCLINE navigation bar, select Loansome Doc
Patrons
2
Enter search criteria
3
Click Search
View The patron search results are displayed
4
Select a record by clicking on the patron name
View The patron record is displayed
5
Verify the patron's email address
6
Click Reset Password
The new password is emailed to the email address in the
record.
Additional Resources:
Finding a Loansome Doc patron
Changing the sort order of search results
Changing the number of records displayed
245
Blocking a patron's Loansome Doc requests
To prevent a patron from sending requests to your library, do the following:
STEP
Action
1
On the DOCLINE navigation bar, select Loansome Doc
Patrons
2
Enter search criteria
3
Click Search
View The patron search results are displayed
4
Select a record by clicking on the patron name
View The patron record is displayed
5
6
Click the "Authorized Patron" box to clear the checkmark
To remove a patron from your list of patrons, check the
box: Remove patron from my library's list of
patrons.
Note: You will no longer have access to this patron's user
account
7
Click Update
Additional Resources:
Finding a Loansome Doc patron
Changing the sort order of search results
Changing the number of records displayed
246
Source Exif Data:
File Type : PDF File Type Extension : pdf MIME Type : application/pdf PDF Version : 1.6 Linearized : Yes Author : DOCLINE Team Create Date : 2016:06:27 11:57:06-04:00 Modify Date : 2016:06:27 12:05:27-04:00 Language : en-US Tagged PDF : Yes XMP Toolkit : Adobe XMP Core 5.4-c005 78.147326, 2012/08/23-13:03:03 Format : application/pdf Creator : DOCLINE Team Title : DOCLINE Manual Creator Tool : Microsoft® Word 2013 Metadata Date : 2016:06:27 12:05:27-04:00 Producer : Microsoft® Word 2013 Document ID : uuid:4c21baee-6fe4-4af4-a08d-daf88d127f00 Instance ID : uuid:503899cf-f7b3-4683-8bd0-1c8276fa1296 Page Count : 255EXIF Metadata provided by EXIF.tools