You Submit Interlibrary Loan Requests Via Computer; Why Not Pay For Them That Way?
By Ralph D. Arcari, Ph.D., Library Director
Edward Donnald, M.L.S., EFTS Project Coordinator
Colleen Giblin, EFTS Program Coordinator
University of Connecticut Health Center Library
Welcome to the Electronic Fund Transfer System or more commonly referred to as EFTS. If you're not a member, then we invite you to take a closer look and see how EFTS can benefit your library. If you are a member, there are some exciting new changes to be looking for this year.
EFTS, its popularity and its use, is expanding across the country. The University of Connecticut Health Center in Farmington, CT, is home to one of the largest electronic billing systems used by members of the NN/LM. Established in 1996 by the New England Regional Medical Library, the system now has over 700 participants from 39 states and the District of Columbia. Within the last 6 months, there has been a 14% increase in growth as more libraries are choosing to participate.
The concept is simple; the lending library submits a file to the system administrator detailing which loans it wishes to bill for. The file contains the basic information outlined in a DOCLINE request, in addition to the amount it is billing for that loan. The files are processed--the system credits the lending library account, less a 3% surcharge and debits the borrowing library account. A detailed monthly statement shows each library exactly what it collected, what it paid for and which was other library in each transaction, in addition to request number and citation data. While third party front-end software, such as QuickDOC, Clio and ILLiad, make quick work of creating a data file, they are not needed in order to participate in EFTS.
2002 saw a number of highlights in EFTS:
- In May of 2002, the National Library of Medicine announced its support of EFTS as a national initiative, as well as its own anticipated participation in 2003.
- A 3-year contract was signed between EFTS and NLM in the fall of 2002.
- The NN/LM DOCLINE Coordinators were involved in a review of the new EFTS website and NLM assisted in implementing many of the suggestions. (Take a moment to glance over the website at http://efts.uchc.edu. The revised pages should debut by March of 2003.)
- The EFTS-L listserv was created. (Both current and interested parties should subscribe. Announcements of new members are routinely posted, as well as developments in the EFTS office.) The listserv is open to comment by those who are using EFTS and inquires by those who are thinking of using EFTS. Please feel free to make comments/inquiries as needed to assist in your decision-making process. As always, your general comments are also welcome. To sign on, go to http://library.uchc.edu/efts/listserv.html
- EFTS was given the ability to make note in the DOCUSER record, as well as the library group EFTS, as new libraries establish participation. Libraries can now use this information to assist with routing table decisions
2003 is also beginning with a bang!!
- The RFP to have EFTS upgraded to a web-based product was approved by NLM in January and sent out in early February. We are very excited about the potential for our participants. With this upgrade you will see many improvements:
- Secure online accounts
- The ability to view account information in real time
- Access statements from your PC whenever you choose
- Improved decision-making tools are also anticipated among the changes. A vendor should be selected by the spring with development to commence shortly thereafter.
- The EFTS office has been running test files submitted by the NLM. Look for announcements from NLM, as they move forward with preparation for migration to EFTS for their DOCLINE billing.
- Invitations to nominate members for the EFTS Advisory Committee were sent out in February 2003. This group will assist with insuring that regional perspectives will be represented.
On a final note, if you are planning on attending MLA in San Diego this year, take an opportunity to look us up. We will be holding an informal meeting, available at the NLM exhibit booth and will have a Chapter Sharing Roundtable. We look forward to seeing you in San Diego!
If you are a current participant, please review the EFTS Policies and Procedures available on the website, if you haven't done so recently. Also, make it a point to join EFTS-L, in order to stay current with ongoing developments. If your library is considering, or is planning to join EFTS, take a look at the FAQ's on the website. Our office is fully staffed and we look forward working with you and answering your questions. As always, you can give us a call toll free at 1-866-561-5045, drop us an e-mail at efts@uchc.edu or visit the website at http://efts.uchc.edu. We look forward to hearing from you!
The EFTS Staff,
Ralph, Colleen & Ed
[Editor's Note: NLM announced on February 27, 2003, that "NLM will begin sending the quarterly billing transactions for April-June 2003 to EFTS in July 2003. In order for NLM to send billing transactions to EFTS, your library's DOCUSER record must indicate that you participate in EFTS.
"NLM will continue to offer billing to its customers through the National Technical Information Service (NTIS). Billing transactions will be sent to either NTIS or EFTS depending on information in each library's DOCUSER record on the day that NLM creates its billing transactions. If a library's DOCUSER record has 'Participates in EFTS' marked YES, then the library's billing transactions will be sent to EFTS. If a library's DOCUSER record has 'Participates in EFTS' marked NO, then the library's billing transactions will be sent to NTIS. Once NLM prepares its billing files, it cannot be changed. Therefore, it's important that your library's DOCUSER record has the correct information regarding participation in EFTS. We encourage all DOCLINE participants to review their DOCUSER record to ensure that NLM will send your billing information to the correct organization.
"The EFTS fields cannot be edited by Network Libraries. The EFTS fields can only be updated by your RML or the EFTS office. To review your DOCUSER record, select DOCUSER from the DOCLINE main menu, and then select Update. Click on the Interlibrary Loan Tab. Under the "Select ILL Information Category" drop-down menu, select ILL Services. Use the Contact RML link on the ILL Services page in DOCUSER to notify your regional DOCLINE coordinator of any changes that you wish to make or contact the EFTS office at 1-866-561-5045."]