Interlibrary Lending Policy

Version: 2.0
Last Amendment: 5 May 2015
Approved by: Executive
Policy owner/sponsor: Executive Director, Library and Information Services
Policy Contact Officer: Coordinator, Family History and Australasian Teams, Information & Access
Policy No: PD/46 TRIM File No: 52885
Date approved: 05/05/2015
Next review: 05/05/2018

1. Summary

The State Library of New South Wales is the major reference and research library for the people of New South Wales and has a dual responsibility: the Library serves as a library of record documenting the history of New South Wales; the Library supports client use, particularly public libraries in NSW.

In supporting client use and meeting information needs, the State Library is committed to the principles of resource sharing and cooperates with other libraries in New South Wales, across Australia and overseas in interlibrary lending and document supply.

2. Definitions

2.1.  Interlibrary loans – a service where one library obtains a work for a client by borrowing from another library.
2.2. Document delivery – a service where one library obtains a copy of part of a work for a client by requesting it from another library.
2.3. Bulk loans – a selection of multicultural and alternative format material lent to NSW public libraries.

3. Exclusions

Items on loan to cultural institutions for exhibitions are not covered by this policy. Please see PDF iconGuidelines & Conditions for External Exhibition Loans.

Loans of collection items to staff are covered by the PDF iconStaff Loans Policy.

4. Policy statement

This policy governs the lending of items (library material) from the State Library’s collections to other libraries, that is, interlibrary loans.

The State Library does not lend directly to individuals. Individuals may request loans from the State Library’s collections through a library of which they are a member, such as their public library.

Some State Library collections and formats are not available for loan, including all items in the Mitchell Library and Dixson Library collections. These collections represent the published history of Australia, with particular emphasis on New South Wales, and are restricted to onsite use to preserve them for current and future generations.

For more detail on the collections and formats not available for loan see 4.1 Conditions of the Policy. (For material not available for loan, copies may be requested by public libraries through the document delivery service, subject to copyright restrictions).

The State Library follows the policies and guidelines in the Australian Interlibrary Resource Sharing (ILRS) Code in the administration of this policy. For public libraries in New South Wales, core requests for loans are supplied free of charge.

4.1 Conditions of the policy

Who can borrow interlibrary loans
  • NSW public libraries on behalf of their members.
  • All other libraries including corporate, academic, public and special libraries on behalf of their members 
Who can borrow - bulk loans
  • NSW public libraries on behalf of their members. 
Available for loan
  • Books published after 1960 from the State Reference Library collection.
  • Individual items from alternative format material collections (talking books and large print) to all libraries.
  • Audiovisual materials including 16 mm, video, DVD to NSW public libraries only.
  • Bulk loans of alternative format material (e.g. talking books and large print books) to NSW public libraries only.
  • Bulk loans of multicultural community language material to NSW public libraries only. 
Loan conditions
  • NSW public libraries may allow their members to take loaned items home, except for 16mm films.
  • NSW public libraries must have appropriate viewing equipment on site in order to borrow 16mm films.
  • All other borrowing libraries must ensure all items loaned from the State Library are used within their library. 
Period of loan
  • The standard loan period for all libraries is eight (8) weeks with no renewal.
  • The loan period for bulk loans is three (3) months.
Loan fees
  • The State Library applies the standard fees and charges as outlined in the Australian ILRS Code 2013.
  • Library materials are loaned to NSW public libraries free of charge and it is expected that no charges will be passed on to the public for access to these items. 
Overdue and non-return of loans
  • A courtesy reminder notice is sent 7 days prior to the due date.
  • A first overdue notice is sent to the borrowing library two (2) weeks after the due date if the borrowed item has not been returned to the State Library.
  • A second and final notice is sent four (4) weeks after the due date.
  • If an item is not returned to the State Library following the 2nd notice the State Library will issue an invoice for the replacement cost as outlined below.
  • The borrowing library is required to notify the State Library as soon as possible if an item on loan has been lost or damaged. 
Replacement costs

The borrowing library will be charged a standard replacement cost for a lost or damaged item:

  • Monograph material $120.00 + GST, per title
  • Films including videos, DVDs $120.00 + GST, per title
  • Multicultural or alternative format materials $45.00 + GST, per title 
Not available for loan through the Interlibrary Lending Policy
  • Mitchell and Dixson Library collections
  • Special Collections including original material and rare books, legal deposit items, reference collection items, microfilms and microfiche.
  • Serials including journals, newspapers, annual reports, loose leaf publications and yearbooks.
  • Library material that is considered vulnerable for preservation or security reasons will not be available for loan.
  • Library material in high demand by onsite clients will not be available for loan.

The State Library reserves the right to vary the exceptions to this policy.

5. Legislative and Policy Framework

Most relevant legislation

  • Copyright Act 1968
  • Library Act 1939
  • Library Regulation 2010
  • State Records Act 1998

Related and/or most relevant State Library and government policies

  • Australian ILRS Code 2013 - Outgoing Loans Policy
  • Preservation Policy - Staff Loans Policy

6. Responsibilities

The Executive Director, Library and Information Services and Dixson Librarian, and the Executive Director, Public Libraries and Engagement are responsible for

The Executive Committee is responsible for:

  • ensuring the policy is communicated to managers, supervisors and coordinators
  • ensuring that the policy is reviewed every three years.

The Manager, Information & Access and Manager, Public Library Services are responsible for:

  • implementing the policy and related procedures
  • managing processes relevant to this policy
  • ensuring the policy is communicated effectively to managers, supervisors and coordinators

Information & Access and Public Library Services Coordinators and supervisors are responsible for:

  • ensuring there is ongoing and effective communication with staff about processes relevant to this policy.
  • the provision of an interlibrary loan and document supply service in line with the conditions of this policy.

State Library staff are responsible for:

  • understanding and complying with this policy.

7. Records management

Interlibrary lending records will be maintained in accordance with the Library’s Records Management Policy.

8. Procedures

Interlibrary Lending and Document Supply Procedures (Information & Access)

9. Approval

This policy was approved by NSW State Librarian & CE/Executive on 05/05/2015

10. Implementation

This policy is implemented on 01 July 2015.

11. History

This policy replaces Lending Policy 2009.

12. Prepared by:

Coordinator, Family History and Australasian Teams, Information & Access
April 2015

13. Document History and Version Control

Version Date approved Approved by Brief description
1.0 July 2009 State Librarian Lending Policy
2.0 05 May 2015 State Librarian & Executive Name changed to Interlibrary Lending Policy and updated