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Multiple Copies for Book Clubs

The State Library maintains bibliographic records in the Locator for multiple copy book sets, or kits, owned by Iowa libraries. Iowa libraries and their book clubs depend on borrowing and loaning these kits for book club use. Libraries' willingness to share these kits with each other provide a wide range of titles that enhance and enrich book discussion groups across the state.

Multiple Copies Instructions

Instructions on using the multiple copy feature in the Locator are below. Click each section to expand.

Searching for multiple copy book sets

Search the Public Locator 

  1. This option is best for Book Club Members
  2. Go to https://locator.silo.lib.ia.us/cgi-bin/search.cgi
  3. Use the drop down menu for Has multiple copies and select Yes
  4. Set the Sort by listing by selecting Copyright Date, Popularity or Relevance Ranking
  5. To return a browse listing, click the Search button
  6. To search for a specific item, enter search terms and use the drop down menus to search by selected criteria, -> click the search button

Search the Locator through SILO ILL System

  1. This option is best for library staff
  2. Go to https://ill2.silo.lib.ia.us/
  3. Login to your account
  4. Click Search Locator from the menu bar
  5. Use the drop down menu for Has multiple copies and select Yes
  6. Set the Sort by listing by selecting Copyright Date, Popularity or Relevance Ranking
  7. To return a browse listing, click the Search button
  8. To search for a specific item, enter search terms and use the drop down menus to search by selected criteria, -> click the search button

Borrowing and lending multiple copy book sets

Direct library-to-library contact
This method is best for requesting book club copies far in advance, or to schedule shipments throughout the whole year.

  1. Search the Locator and check the holdings on a bibliographic record with multiple copies holdings
  2. Use the Iowa Library Directory to find contact information for a library
  3. Contact the library directly to make arrangements to borrow the book set

Loaning multiple copy book sets

  1. Direct library-to-library contact
  2. Respond to borrowing libraries' direct requests as you do now
  3. Use the ILL Transaction Tally to record the number of copies sent

Using the SILO ILL System

Borrower:
This method is best used for just in time delivery as it will follow the same process of a regular single-item transaction.

  1. Search for items following the instructions above
  2. Review the item, then click on the Request this Item button
  3. Review the request. Note the bright green box at the top "Multiple Copy Request Transaction"
  4. Review the Need by date and adjust if necessary
  5. Use the Borrower's Notes to give information to the Lender 
  6. These notes show up in large red type that is hard for the lender to miss. For example, "Only need 10 copies", or, "for Book Club use in September"
  7. Select the number of copies needed from the drop down list (this is a required field)
  8. Review the Lender string.
  9. Note that the Lender string follows the same ILL protocols as a regular ILL transaction.
  10. The lender string lists the library and the number of copies in the book kit
  11. Delete all but one library lender by clicking the Delete checkbox.
  12. Use the drop down list to choose a different lender
  13. Note, the lenders will NOT disappear from the request form, but will be deleted from the transaction
  14. Click on the Request This Item button
  15. Note the green information box at the top of the confirmation page

Lender:
For purposes of Interlibrary Loan Reimbursement, this method counts as only 1 transaction regardless of how many copies are loaned

  1. Go to https://ill2.silo.lib.ia.us/
  2. Login to your account
  3. Click on Home from the menu bar
  4. Under Lender Queues click on New Requests
  5. A Multiple Copy Request will be marked with "Yes" in the Transaction List
  6. Click on the Transaction number link to open the transaction
  7. Note the Need by Date
  8. Read any Borrower Notes
  9. If you decide to loan, extend the Due Date if necessary
  10. Select the shipping method from the drop down list
  11. Select the number of copies that you will be sending from the drop down list
  12. Click Will Supply

Now the transaction will follow the usual path through the SILO ILL system

  1. Borrowing Library: check the Shipped List
  2. Borrowing Library: mark as Received
  3. Borrowing Library: mark as Returned, or Ask to Renew
  4. Lending Library: mark as Received; transaction is closed

Adding holdings to multiple copies bibliographic records

  1. Go to https://ill2.silo.lib.ia.us/
  2. Login to your account
  3. Click Search Locator from the menu bar
  4. Use the drop down menu for Has multiple copies and select Yes
  5. Enter search terms
  6. Click the Search button
  7. Click on the listing with the multiple copies icon
  8. Click on the Add/Update Holding button
  9. Fill out the form entering a Local Call Number, selecting the number of copies from the drop down list and add any Notes, such as, additional formats or media included with the kit
  10. Click the Add/Update Holding button
  11. The holding will be updated during regular SILO file process in the night

Deleting holdings from multiple copies bibliographic records

  1. Go to https://ill2.silo.lib.ia.us/
  2. Login to your account
  3. Click Search Locator from the menu bar
  4. Use the drop down menu for Has multiple copies and select Yes
  5. Enter search terms
  6. Click the Search button
  7. Click on the listing with the multiple copies icon
  8. Click on the Delete Holding button

Requesting a New Multiple Copy Record

  1. Always search for the record in the Locator, first, before requesting a new record
  2. If you do not find a Multiple Copy Bibliographic record in the Locator, you may request it to be added
  3. Go to https://ill2.silo.lib.ia.us/
  4. Login to your account
  5. Click My Library from the Menu Bar
  6. Click Request New Multiple Copy Record
  7. Complete the form with as much information as you have
  8. Click Submit
  9. The new record will soon be added to the Locator with your holdings attached