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

We will get in a Lending Request  in our Lending Queue in Tiapasa. 

1. Open the lending request
2. Verify, as is typical of any lending request, that the material really is available using this link, but go into the result (clicking the title in Discovery) and also scroll down to the location information (see second screenshot): 
3. There will be a note if a CDL title is available there. (There are so few to start out with in this process, you will likely be able to tell by title if there is one, however). 
4. Make a note (maybe on a post-it note or on Teams if you are about to leave for vacation, etc.) of the request number and title. This will help you keep track of their response in the next step: 
5. Condition the request in Tipasa by saying we have a CDL title available. If they want it, we can supply it via a link. They can either delete/cancel their patron's the request to handle off-site or let this go through. 
6. Text to paste in "Conditional - OTHER" (Last option in drop down): "We have a Controlled Digital Lending (CDL) ebook version with DRM and an expiring link. If you would like us to supply that, please say Yes or cancel this request and email us at InterLibraryLoan@tulsacc.edu to handle off site. Will email the link."
7. We might also experiment with supplying the link automatically (with workflow below) and just making the link expire (pushing back expiration as seen in right column of this page) if they say NO. Would need to reword the conditional maybe and make use of notes in the request.
8. Tag request with CDL tag. Add notes if necessary. 
9. Place a hold in the ILL "dummy" patron account for the material, to take it out of circulation while we await their response. Be sure that the physical material can 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. 
10. If they reply NO, see the start of the highlighted and underlined number below.
11. If they reply YES: 
12. 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). 
13. THESE NEXT STEPS ARE VERY IMPORTANT AND HAVE LEGAL IMPLICATIONS. This process adds DRM to the version of the link we share out. 
14. Select the share icon on the CDL title needed:  
15. Select the text in the popup to edit 
16. 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 according to our Policy Directory settings (: 
17. 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 
18. Copy the link:
19. Test the link in a private browser (will look something like this, with limited ribbon features):  
20. Email the library (through Outlook NOT Tipasa in this case) 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 the material (CDL or physical). We will send new links with new expiration dates that would match any renewal. (Go by date when you renew in the dummy account). 
21. Template email (send from Outlook):

    Hi,

    We have said yes to the request 220004320 so that it won’t continue on down the supplier request chain and so we can track it. Here is the link for the Controlled Digital Lending (CDL) version of this title:

    [Link]

    It will expire on [Date, see date generated when you supply it in request if you don't want to count]. It cannot be downloaded or retained. If needed for longer, we can extend the expiration for this link or a new link will be supplied upon a renewal request. If you did not cancel the original request for this, then, when the link expires, your library may need to mark the request as "Returned" so that we can close it out. You may also need to mark the request as “Received” after getting this email. Thank you!

    Please let us know if your patron has issues accessing the link.

    OVY

    Tulsa Community College

    Notice: This material is protected under copyright. The copyright law of the United States (title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use,” that user may be liable for copyright infringement. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

22. Amanda might add a new template to Tipasa for sending the above out through the system, but she would like to wait until the workflows are fleshed out. 
23. (!) Set a calendar reminder to extend the due date in SharePoint on the link supplied if it can't extend to the same day that Tipasa generated.
24. 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 continue to 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: 
25. 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. 
26. If they respond NO to the conditional: You will not get an alert if they responded no. It will only show up on a report after the monthly data is collected under the Reasons For No report (I think that's the one). If they haven't said Yes in a day or 2 to conditions, you can assume they said no: Delete hold on the dummy ILL account or check in book from CDL shelf if it has already arrived (or if you pulled it already, such as if it was a NE item). Essentially, reverse the workflow. See also the box to the right called. "ILL Lending - Renewals or Ceasing CDL after No Response to Conditionals" if you have already made a link. 

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 borrowing institution 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 on our SharePoint site link as of 4/5/23, only shorten). 

To shorten a due date (if it defaulted for too long, if the library response NO to conditions) (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: 

If you have updated the expiration on a link (through renewals), but the link is no longer needed. You can delete a shared link (select the three dots next to the title > Manage Access):