Re: [Videolib] lending video and film

Jerry Notaro (
Fri, 08 Apr 2005 10:32:28 -0500

A problem we have with ILL of videos is that faculty do not realize that ILL
does not mean individual booking and specific time delivery. They want us to
monitor them to make sure they arrive for their classroom showings and that
puts an undo burden on staff time.


> Michael:
> The problem (while not for some institutions) is copyright, usage, and
> demand, just to name a few. I would very much like to lend outside of the City
> University of New York but I have to weigh this factor on the title(s) being
> requested as my particular media center is a high use unit not only on my
> campus but throughout the "University" which comprises of 19 campuses
> scattered in each of the five boroughs of New York City. What most of us also
> have to consider is the time it will take the item to get back to us as well
> as the institution making the request. Do I differentiate between "public,
> special, academic"? The question about damaged, stolen and or lost, from my
> perspective will always be a part of any media center's problem. No media
> library will ever be immune to this so placing the blame or hesitancy to loan
> to public libraries will not solve this matter. Quite frankly, several years
> ago I loaned one of my titles to one such library out in the mid-west
> somewhere.!
> The item was returned with no incident. Of course there were some of my
> colleagues within my "university" who frowned upon this but in the interest of
> promoting media librarianship, and a national but communal relationship, I
> acquiesed. This subject, has to a degree, been the bane of all of us but then
> again how do you deter lost items, theft, copying, etc.? Some institutions
> have been fortunate enough to have a good collection development in place that
> allows for a more conducive ILL policy. In other situations, it is case by
> case. A recent request from PSU had to be turned down because the title when I
> checked it, was one that is used extensively in several history classes
> throughout this semester. Speed and timeliness is another issue. How fast the
> item is sent, and how fast the item can be returned is another aspect to this
> scenario. If there was in place, a method of getting items to and from one
> campus ILL unit, be it UCLA or BU, (outside of FedEx, Express Mail or an!
> y other way without impacting on budgets) this discussion would probab
> ly be moot. Do college ILL units purposely allow losses to happen? I think
> not. The rules of engagement are simple: you lose it; you pay for it. How fast
> can you get the item to us is another aspect if this should happen. Are there
> budget packets for such an incident. And if not-here is where the stink hits
> the fan so to speak. This should prove to be a lively discussion as I think
> most of us have had to deal with this in one form or another. Personally, in
> my eleven years as a media librarian my losses have not come from ILL but from
> faculty here on my campus. We are a non-circulating unit of the library but we
> are open seven days a week.
> LaRoi Lawton
> Assistant Professor/Director
> The Gerald S. Lieblich Learning Resources Center
> Library & Learning Resources Department
> Bronx Community College
> University Ave. & W 181 Street
> Bronx, NY 10453
> 718-289-5348
> 718-289-6471(fax)
> -----Original Message-----
> From:
> []On Behalf Of Brewer,
> Michael
> Sent: Thursday, April 07, 2005 11:20 AM
> To:
> Subject: RE: [Videolib] lending video and film
> All,
> I think it is critical that we figure out how to better allow for the
> borrowing of media from other institutions. I think most places that don't
> allow borrowing do so because they don't trust that the media will return
> undamaged.
> Film is being used more and more in courses and in scholarship across
> disciplines. Films also often go out of print very quickly and are
> damaged/lost/stolen at an exponentially higher rate than other media (at least
> in our library). In this new access over ownership environment, film scholars
> (and those that use film) end up getting the short end of the stick: because
> we (I am speaking of our institution and others like it) focus on access and
> put less money into purchasing materials as we did in the past, if we were not
> lucky enough to purchase all the films that our faculty would need in the
> future at the time of their release (and that is never possible with the funds
> we are given) and even if none of those films were stolen, lost or damaged,
> our faculty do not have the same access to items (films) we don't own through
> ILL as our print oriented faculty have.
> It seems that, were clear stipulations on use (or levels of use) defined for
> media loaned through ILL (perhaps some would loan only if the film were to be
> used in a class or would remain in the library, or even, forgive me public
> libraries, would only be loaned to academic libraries, etc.). Perhaps such
> gradations of use already exist. I don't know. Because ILL is a separate unit
> in our library, I have very little to do with what goes on there. I have,
> however, spoken with them about the issue of getting copies of videos that we
> owned but were lost, stolen or damaged and are not available for sale from
> other libraries (so we could make a legal copy) and was told that ILL
> departments often can make special loan agreements on a case by case basis for
> things like this (to borrow an out of print video from a library that usually
> doesn't loan videos in order to make a legal copy in house).
> Does VRT make recommendations to national ILL groups? How much control do
> other media librarians have over whether or not their collections are loaned
> out through ILL? If you have had control over this and have not allowed your
> collection to be loaned out, why not? What are the issues/impediments? Are
> there horror stories of what has happened when titles were loaned out, even
> with strict limitations on their use?
> Thanks,
> mb
> Michael Brewer
> Slavic Studies, German Studies & Media Arts Librarian
> University of Arizona Library A210
> 1510 E. University
> P.O. Box 210055
> Tucson, AZ 85721
> Voice: 520.307.2771
> Fax: 520.621.9733
> -----Original Message-----
> From:
> [] On Behalf Of Bergman, Barbara J
> Sent: Wednesday, April 06, 2005 4:11 PM
> To:
> Subject: RE: [Videolib] lending video and film
> Most of you have heard my pro-ILL soapbox speech before but...
> We starting lending 3 years ago. It's been a very positive experience.
> As we all know, video collections are expensive. No library can possibly own
> every video any more than it can have afford every book.
> We lend videos with minimal restrictions. (The one unbreakable restriction is
> that it doesn't go out if there's an upcoming booking.)
> We follow a reciprocal borrowing/lending policy in that we only borrow
> material types that they will lend and vice versa. This is fairly common for
> ILL (especially when it comes to charging a fee for lending). In translation:
> We only lend videos to requesting libraries who allow us access to their
> videos in exchange.
> The first year, we compiled a list of all titles loaned and borrowed -- it was
> a fascinating mix of educational titles and feature films. We've consistently
> borrowed twice as many videos as we've lent each semester.
> ---------
> Re: older formats. We will lend 16mm films on a case-by-case basis. Most of
> the time when ILL staff replies with "Did you know this is a 16mm film?" the
> response is "never mind I thought it was a videotape..."
> -------------
> For policy, the VRT and ACRL have published guidelines that suggest video ILL 
> practices:
> Guidelines for Media Resources in Academic Libraries (1999)
> 5.1 Media resources should be accessible through resource sharing, in
> accordance with the ALA Video Round Table Guidelines for the Interlibrary Loan
> of Audiovisual Formats.
> Commentary: Many libraries treat media collections as special collections and
> prohibit their interlibrary loan. However, library users benefit when media
> collections are included in resource-sharing programs. No library can meet all
> of its users' needs for media resources, but libraries are reluctant to lend
> to our users if we do not lend to their users. The guidelines recognize that
> some materials may be excluded, but in general, there is no reason to exclude
> entire formats from interlibrary lending.
> VRT Guidelines for the Interlibrary Loan of Audiovisual Formats
> (1997)
> ------------
> Barb Bergman
> Media Services Librarian
> Minnesota State University-Mankato
> (507) 389-5945
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