Hi
A lot will depend on what information is on your declaration forms -
assuming that they
are still paper-based!
For instance, some libraries enter only a transaction request number
ie: GG2345
as the item details, along with user name and signature, on their
declaration form. This
would then require the ILL transaction data to be kept for the same
period of time as the
declaration form, since it is the transaction data that provides the
bibliographic detail
for request number GG2345.
If your Declaration forms are completed with bibliographic details and
also the requestor's
name and signature then, in my opinion, the decision as to how long to
keep archived transaction
data is yours to make according to whatever local computing or
administrative rules apply - often
the current year plus the immediately preceding one.
Another factor in this might also be your need to generate year-on-year
comparative statistics
Regards
Graham
Graham Titley
Document Delivery and Copyright Librarian
University of Plymouth
Drake Circus
Plymouth
PL4 8AA
Tel: 01752 233776 or 232303
Email: [log in to unmask]
-----Original Message-----
From: For interlibrary-loan and document supply services.
[mailto:[log in to unmask]] On Behalf Of Document Delivery Service
University of Durham
Sent: 06 December 2006 16:22
To: [log in to unmask]
Subject: archiving ILL data
Dear All,
Does anyone know off the top of their heads just how long we
need to
archive ILL transaction data? I'm not sure if it is 2-3 years, or 6-7
years like the copyright declaration forms. Can anyone help?
Yours,
Judith Walton,
Document Delivery Service,
Durham University Library
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