United States National Library of Medicine National Institutes of Health

FAQ
DOCLINE -- Reviewing DOCLINE Institution Record


Question: What should I review on my DOCLINE Institution Record?
Answer:

Accurate information in your DOCLINE institution record is essential for the efficient use of DOCLINE. Data elements are used on receipts for lenders, in routing as the borrower and as the lender. The institution record is also your entry in the NN/LM membership database, the MedlinePlus Consumer Health Libraries listing, and is used by the RMLs and member libraries for service referrals.

Please review and update your entire institution record annually and whenever staff or policies change to ensure your data is accurate. Below are some key things to consider when reviewing your institution record.

To update your institution record in DOCLINE, do the following:

  1. From the DOCLINE main menu, select Institutions

  2. Select Update (LIBID)

  3. The Address page displays. Navigation to the other parts of the institution record is on the left hand side.

Address

The Institution Address is the directory address for your library in the NN/LM membership database, as well as the MedlinePlus Consumer Health Libraries listing. It should reflect your formal institution name and official address. The phone number is the main contact number for your library.

The Document Delivery Address is the Ship to: address printed on receipts and should reflect your ILL delivery and contact address. The phone number is the main contact number for your library’s ILL section.

The Billing Address is the Bill to: address printed on receipts and is used by lenders to send your institution invoices and billing correspondence.

The Internet Address fields contain the virtual addresses for your institution and are used by other DOCLINE participants and within NN/LM membership directory to locate information about your institution.

If you have made any changes, click SAVE to update your record before moving to another page of your institution record.

People

The People page should list staff members associated with document delivery or network functions, or any key staff that you want searchable in the DOCLINE and NN/LM membership database.

Membership

The Membership page describes your NN/LM membership information and information regarding your participation and current status in DOCLINE.

If you have made any changes, click SAVE to update your record before moving to another page of your institution record.

Services & Fees

The Services & Fees page describes your institution’s ILL services and charges, and your general library services.

The ILL Services area lists your services specific to DOCLINE.

The Copy Services and Fees section describes your charges for ILL of copy requests.

The Loan Services and Fees section describes your services and charges for ILL of loan or "original" requests of audio/visual material, books, and journals.

The Other Services section describes your basic library services and is used for referrals for service from the general public and health professionals.

Authorizes listing in MedlinePlus Consumer Health Libraries Directory indicates whether you want your library listed in MedlinePlus as providing consumer health services to the public. Libraries that list themselves in MedlinePlus should expect increased traffic to their listed web site and should expect to respond to consumer health inquiries in person and by telephone. Note: The MedlinePlus listing is updated once a week, Monday at midnight.

If you have made any changes, click SAVE to update your record before moving to another page of your institution record.

DOCLINE Options

The DOCLINE Options page contains many of the values used in the routing of requests to you as a lender, and from you as a borrower.

The Borrowing Preferences are the default values displayed on the Routing Instructions page during Borrow. They can be modified for individual requests during Borrow. A library's routing instruction choices for borrowing are critical for the effective and efficient use of DOCLINE routing.

The Serial Routing section controls how DOCLINE routes your borrow requests. These are the default values and can be modified during Borrow for each request. The default values should reflect your normal routing preference. Route Beyond NLM is a powerful resource that instructs the routing algorithm to evaluate every library in DOCLINE to determine if a request can route to that library based upon holdings and routing instructions. See http://www.nlm.nih.gov/services/doc_new_routing.html for detailed information about routing.

The Delivery Methods for Copy Services section indicates your document delivery addresses and the delivery methods you can use to deliver documents.

The Send by section should reflect how your institution is able to deliver copy requests. DOCLINE uses the Send by delivery methods during the routing of requests. DOCLINE matches the lender's delivery methods against the borrower's network and alternate delivery methods during the routing of requests.

If you have made any changes, click SAVE to update your record before moving to a new page, including the Routing Table and M/A/N Map pages.

Routing Table

The Serials Routing Table contains your preferred lenders organized in a hierarchical arrangement. Routing tables are generally structured with consortium partners in lower numbered cells, then with preferred resource or larger hospital libraries in higher numbers cells. Libraries can choose to put individual libraries and/or their library groups in their Routing Table.

Your Regional Medical Library is invaluable in assisting libraries to build efficient Routing Tables. See DOCLINE's online help for details on managing your Routing Table.

Click SAVE to update your record before leaving your Routing Table.

Once you have completed updating your Routing Table, click REQUEST APPROVAL to notify your RML review your changes. Only after the RML approves your new Routing Table, will it take effect.

M/A/N Map

The M/A/N Map is a nine-cell routing table used for routing monographs, audiovisuals, and non-NLM journals lacking an NLM Unique ID. Because no holdings records are available for these items, requests do not route automatically. They route according to the institutions entered in your library's M/A/N Map. Your M/A/N Map should contain preferred lenders for these types of materials – generally larger academic libraries likely to have a broad collection. Depending upon your needs, you may choose to enter libraries with collections complementary to yours and to other libraries in your M/A/N Map.

Click SAVE to update your record before leaving your M/A/N Map.

Loansome Doc

The Loansome Doc page allows libraries to indicate for users registering for Loansome Doc what document delivery services the library provides, and to customize the registration process for users registering with them.

The Delivery Method section should reflect how your institution is able to delivery Loansome Doc copy requests. The values selected here will display as the only available delivery options to your patrons.

The Registration section allows libraries to customize the registration process. Requiring the authorization code forces the patron to enter the library defined value during registration to help ensure that the user has contacted the library prior to registration. The registration section also allows libraries to prompt for a library defined data element during registration such as an institution ID number. Note: Do not prompt users for private or secure data such as credit card numbers or social security number as DOCLINE is not designed to store this type of secure data.

Need Assistance?

For assistance with your institution record or any part of DOCLINE, you may contact your Regional Medical Library at 1-800-338-7657 in the United States or 1-800-668-1222 in Canada. Within DOCLINE, select Contact Us from the top menu and click "Contact Your RML" from the Contact DOCLINE page. You can also click "Contact Your RML" from the DOCLINE system page.

Trouble seeing the screenshots? If the screenshots appear fuzzy to you, your browser may be configured to automatically resize the image to fit your browser window. If you have a large monitor, you can maximize the window to see the image full size. Firefox users should see their cursor turn into a zoom tool which they can click on the image to allow them to see the image full size. Internet Explorer users should place their cursor in the bottom right hand corner of the DOCLINE image. A square orange button should appear - click on the button to see the image full size.


Related Questions:
How do I list my library on the MedlinePlus Consumer Health Libraries page?
Is there a way to display the full library record all at once?
How can I establish defaults for my borrow requests?
How does routing work?

Return to the list of DOCLINE FAQs | Return to the list of NLM FAQs
http://www.nlm.nih.gov/services/doc_review_inst_record.html

Last reviewed: 01 October 2008
Last updated: 01 October 2008
First published: 21 August 2007
Metadata| Permanence level: Permanence Not Guaranteed