Controlled Digital Lending Workflows at the TCC Library : Document Delivery of CDL Materials

After patrons discover an item in the Catalog, they can:

1) then email the Access Services Office for the link to CDL material and we will begin the process of sending them a link with a due date (see "Patron & ILL Institution View of CDL" tab). 

OR 

2) If patrons place an ILL for the material, and the material if flagged as held (as already happens with our materials when our patrons request them via ILL), we can manually begin this process/suggest this resource to them of our own initiative. 

WORKFLOWS FOR SUPPLYING: 

1. Open patron email or Doc Deliv request.
2. Verify that item they need is CDL material and we have copy. 
3. If through Tipasa, tell patron we have CDL version and are supplying that way, but if they prefer the physical copy, to please let us know (so that we can interrupt this flow). Be sure that the material can physically circulate as well, (ie not reference or reserves material, etc.). Otherwise, we may need to override when we check it out to the dummy account. 
4. Place a hold in the ILL "dummy" patron account for the material, to take it out of circulation.
5. Find the file for the title in the Access Services Office site under "Documents" side tab – this is our AS Office SharePoint site (not to be confused with our "Team and Work Group Landing Pages"  folder). 
6. THESE NEXT STEPS ARE VERY IMPORTANT AND HAVE LEGAL IMPLICATIONS. This process adds DRM to the version of the link we share out. 
7. Select the share icon on the CDL title needed:  
8. Select the text in the popup to edit 
9. Make sure these settings are selected, making sure that the "Expires" date is the due date that would match when a physical circulation version would be due back to the library: 
10. These settings insure: 1) no downloading (so no copies are being made) 2) the link expires and is original to the user 3) allows for external sharing 
11. Copy the link:
12. Test the link in a private browser (will look something like this, with limited ribbon features):  
13. Email the patron (through Outlook or through Tipasa) the link, let them know when the link expires. If they need it for longer, they can ask us for it again (tell them to ask for it again) if no one else has needed it. We will send new links with new expiration dates that would match any renewal. (Go by date when you renew in the dummy account).
14. Once material arrives to your campus (per the hold), check out to the ILL "dummy" patron account, place on CDL shelf in AS Office so that it will not be in use/circulation. This is how we will track if a scan is also in use under CDL. As of March 2023, the CDL shelf is located here in the AS Office with this labeling: 
15. Renew book in ILL "dummy" account if they need it for longer. Supply a new link or extend expiration date if they do as well. 

It will be important to pay attention to the materials checked out on the ILL "dummy" patron account and emails from circulation going to the ill email. Once material is overdue, that means the companion link for it has expired. If the patron did not request the material for longer (see left side box on this page), then the physical copy can be checked in.

Checking in the material will make it known the material is available for use again (either in print or as CDL). 

Renew book in ILL "dummy" account if they need it for longer. Supply a new link (we cannot extend expiration date as of 4/5/23, only shorten). 

To shorten a due date (if it defaulted for too long) (and this might be where we can one day extend if TCC SP policy ever changes):

Select the share icon (referenced on the left) and select the link icon in the popup: 

Select the ellipses (...) to edit the link that is shared out (will be the green one with the globe icon, not the blue one):

Update the expiration: