Definition & Meaning of the ILDS Manifest Form
An ILDS Manifest Form is a crucial shipping document utilized by libraries in Illinois for interlibrary loans. It serves as a detailed record of materials, such as books and audiovisual items, being shipped between institutions via the Illinois Library Delivery Service (ILDS). This form captures essential information, including the sender and recipient details, shipment specifics, and verification signatures, thus acting as a backup to the online system used for resource sharing.
The ILDS Manifest Form is designed to ensure that all transactions between libraries are documented accurately, providing a clear paper trail that can be referenced if needed. This is particularly important in cases where the online system may be unavailable, ensuring that libraries can still track and verify the transfer of materials efficiently.
How to Use the ILDS Manifest Form
Using the ILDS Manifest Form involves several steps to ensure accurate completion and effective tracking of library materials. First, libraries must prepare the form by gathering all necessary information regarding the shipment. This includes identifying the sender and recipient libraries, as well as detailing the items being shipped.
Once the form is filled out, it should be printed and included with the shipment. Both the sending and receiving library staff must sign the form to confirm the transfer of materials. This signature process is essential for maintaining accountability and ensuring that both parties acknowledge the transaction.
How to Obtain the ILDS Manifest Form
The ILDS Manifest Form can typically be obtained directly from the Illinois Library Delivery Service or through participating libraries. Many libraries provide access to the form on their websites, allowing staff to download and print it as needed. Additionally, libraries may have physical copies available at their locations for convenience.
In some cases, libraries may also offer templates or samples of the ILDS Manifest Form, which can be useful for staff who are new to the process or need a reference for proper completion.
How to Fill Out the ILDS Manifest Form
Filling out the ILDS Manifest Form requires careful attention to detail. Start by entering the sender's library name and address at the top of the form. Next, input the recipient's library information in the designated section. This ensures that both parties are clearly identified.
Following this, list the items being shipped. Each item should include a description, such as the title, author, and format (e.g., book, DVD). It is also important to include the total number of items and any unique identifiers, such as an ILDS Bag Number, which helps in tracking the shipment.
Finally, both the sending and receiving library staff must sign the form to validate the transaction. This step is critical for maintaining a reliable record of the shipment.
Key Elements of the ILDS Manifest Form
The ILDS Manifest Form contains several key elements that are essential for its function. These include:
- Sender Information: The name and address of the library sending the materials.
- Recipient Information: The name and address of the library receiving the materials.
- Shipment Details: The date of shipment, the unique ILDS Bag Number, and the total number of items being sent.
- Signatures: Required signatures from both the sending and receiving library staff, confirming the transaction.
Each of these elements plays a vital role in ensuring that the shipment is tracked accurately and that both libraries are held accountable for the materials exchanged.
Who Typically Uses the ILDS Manifest Form
The ILDS Manifest Form is primarily used by libraries participating in the Illinois Library Delivery Service. This includes public libraries, academic institutions, and special libraries that engage in interlibrary loan transactions. Staff members responsible for managing these loans, such as librarians and library technicians, are the primary users of the form.
Additionally, the form may be utilized by library volunteers or interns who assist with the shipping and receiving of materials, ensuring that they are familiar with the documentation process involved in interlibrary loans.
Legal Use of the ILDS Manifest Form
The ILDS Manifest Form serves a legal purpose by providing a documented record of the transfer of library materials. This documentation can be crucial in cases of disputes regarding lost or damaged items. The signatures on the form act as a legal acknowledgment of the transaction, holding both libraries accountable for the materials exchanged.
It is important for libraries to retain copies of the completed forms for their records, as they may be required to produce this documentation in the event of an audit or investigation related to resource sharing practices.
Examples of Using the ILDS Manifest Form
One common scenario for using the ILDS Manifest Form occurs when a public library loans a collection of books to a nearby academic library for a specific research project. The sending library would fill out the form, detailing the titles and authors of the books, and include the necessary signatures before shipping the materials.
Another example is when a special library sends audiovisual materials to a public library for a community event. The ILDS Manifest Form would be used to document the shipment, ensuring that both libraries have a record of the transaction, which is especially important if the materials are not returned on time.
In both cases, the form acts as a safeguard, ensuring that the libraries involved have a mutual understanding of the materials being shared and the responsibilities associated with them.
