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G2S Project Code: 2020-NM-85355
State: New Mexico
Fiscal Year: 2020
Grantee
New Mexico State Library

Project Director
Director Name: Lori Thornton
Director Phone: 505-476-9717
Director Email: Lori.Thornton@state.nm.us
General Information
Title: Atlas System / ILLiad
State Project Code: 601272
Start Date: 10/01/2020
End Date: 09/30/2021
Abstract: The New Mexico State Library provided interlibrary loan services to 8 prison libraries, 38 small and/or rural libraries, 4 small academic libraries, 6 special libraries, and 19 tribal libraries throughout the state that are unable to afford or staff an OCLC interlibrary loan service at their library.  There are 87 active library accounts, however, but participation was down due to the Covid-19 pandemic during which many libraries were closed or did not provide interlibrary loan service due to lack of staff.  The purpose of the Atlas System/ILLiad project is to provide professional level interlibrary resource sharing capability to small and rural libraries throughout New Mexico and to improve the functionality of the current ILLiad system used by the New Mexico State Library so that the state can meet its member obligations and national resource sharing requirements.



State Goal: Literacy and Information Access
Budget Information
LSTA
MATCH-State
MATCH-Other
Total
$24,652.76
$0.00
$0.00
$24,652.76
Intent(s)
Improve users’ ability to obtain and/or use information resources.
Other
Activities
Activity Details
Title: Atlas Systems ILLiad Solutions
Narrative: LSTA grant funds were used to purchase the Atlas Systems Access Services Concierge ILLiad Solutions package in order to analyze the current configuration of the New Mexico State Library ILLiad system; correct any configuration issues found during analysis; offer advice on necessary process improvements; and provide system training to State Library interlibrary loan staff. This year due to the situation created by the Covid-19 pandemic, we had to concentrate on service continuation rather than service improvements as described in the project outcomes section of this report.
Intent: Improve users’ ability to obtain and/or use information resources.

Activity: Instruction
Mode: Other
Format: Virtual
Other: remote system analysis and assistance throughout the year


Quantity


Partner Information
Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No


Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No


Beneficiaries
Is the activity directed at the library workforce: Yes
For a targeted group or for the general population: General


Locale
Is the activity state-wide: No
Specific Locations: Yes
Name: New Mexico State Library
Address: 1209 Camino Carlos Rey
City: Santa Fe
State: NM
Zip: 87507
Activity Details
Title: Articles Plus
Narrative: In January of 2020 at the recommendation of our Atlas Systems consultant and after further research, we began the Articles Plus service utilizing Reprints Desk as our document delivery/articles on demand service for New Mexico in order to quickly acquire resources for which payment is required and we are pleased to report that the service continues to be a success.  Articles Plus is an articles on demand service which provides the latest research available and delivers the articles requested quickly, cost effectively, and is copyright compliant.  Of the 162 total articles ordered via Reprints Desk, 146 were obtained in under an hour.  The articles were ordered from 109 unique journals; the cost of subscribing to that many journal titles would be completely cost prohibitive for the State Library. Whenever possible, in order to conserve the limited funds available to us for purchasing articles, we obtain articles from free open access sources and 422 articles were obtained for zero cost.  The OCLC IFM service was utilized minimally (15 times) to acquire articles while we continue to test the viability of this method of acquiring articles on demand.  It is expected that IFM usage will increase in the next year to obtain rare, hard to find research materials from academic libraries which are more likely to charge a fee for interlibrary loan.
Intent: Improve users’ ability to obtain and/or use information resources.

Activity: Content
Mode: Acquisition
Format: Combined physical & digital


Quantity
Number of hardware acquired: 0
Number of software acquired: 0
Number of licensed databases acquired: 0
Number of print materials (books & government documents) acquired: 599
Number of electronic materials acquired: 0
Number of audio/visual units (audio discs, talking books, other recordings) acquired: 0


Partner Information
Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No


Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No


Beneficiaries
Is the activity directed at the library workforce: No
For a targeted group or for the general population: General


Locale
Is the activity state-wide: Yes
Specific Locations: No
Library Types
Public Libraries: 93
Academic Libraries: 4
SLAA: 0
Consortia: 0
Special Libraries: 6
School Libraries: 0
Other: 64
Activity Details
Title: ILLiad
Narrative: The OCLC ILLiad platform is used to provide interlibrary borrowing and lending services to small and/or rural libraries throughout the state that are unable to afford or staff an OCLC interlibrary loan service at their library and was purchased using LSTA grant funds.  The State Library was closed to the public from October 2020 through July 2021; however, the New Mexico service for libraries continued despite the COVID-19 situation which forced many libraries across the country to close and reopen causing national disruption to interlibrary borrowing and lending.  We are pleased to report that the State Library was able to continue service to the libraries of New Mexico without interruption.  Due to the national disruption caused by lending libraries re-opening and re-closing, not to mention mail service issues, we have not yet returned to normal service levels, averaging 259 transactions per month, down 250 from the pre-Covid years.  Additionally, interlibrary loan libraries nation wide are struggling with numerous overdue/lost books which has also disrupted lending and borrowing as accounts are blocked until the matter is resolved.
Intent: Improve users’ ability to obtain and/or use information resources.

Activity: Content
Mode: Lending
Format: Combined physical & digital


Quantity
Total number of items circulated: 0
Average number of items circulated / month: 0
Total number of ILL transactions: 3,103
Average number of ILL transactions / month: 259


Partner Information
Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No


Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No


Beneficiaries
Is the activity directed at the library workforce: Yes
For a targeted group or for the general population: General


Locale
Is the activity state-wide: Yes
Specific Locations: No
Library Types
Public Libraries: 93
Academic Libraries: 7
SLAA: 0
Consortia: 0
Special Libraries: 11
School Libraries: 0
Other: 13
Question 1: I am satisfied that the resource is meeting library needs.
Strongly Agree: 0
Agree: 0
Neither Agree nor Disagree: 0
Disagree: 0
Strongly Disagree: 0
Non-Response: 0
Question 2: Applying the resource will help improve library services to the public.
Strongly Agree: 0
Agree: 0
Neither Agree nor Disagree: 0
Disagree: 0
Strongly Disagree: 0
Non-Response: 0
Project Outcomes
Project Outcomes
List any important outcomes or findings not previously reported:
The State Library provides interlibrary loan services to libraries throughout the state that are unable to afford or staff an OCLC interlibrary loan service at their library. With the addition of a dedicated staff member and constant oversight, the unique interlibrary loan system used in New Mexico is much improved which has resulted in statewide quality service improvements. With the assistance of the Atlas Systems analyst and consultant in activity 1, the State Library was able to continue borrowing, lending, and document delivery workflows remotely and implement the OCLC IFM billing system in ILLiad. Stable remote ILLiad access for the staff who kept the service operating while teleworking from home from October 2020 through July 2021 was the primary focus. The implementation of a document delivery/articles on demand service, described in activity 2, has greatly improved our ability to provide patrons with the materials needed quickly, cost effectively, and the service is copyright compliant. There is still more work to be done in the coming year in order for the State Library to continue to improve the functionality of the statewide system as well as the document delivery/articles on demand service, both of which have and will continue to improve interlibrary loan service for New Mexicans. Note: State General Funded Salaries (partial) for Librarians overseeing Atlas Illiad project $29,437.00. Also, partial salary for librarians working on our reference desk $18,241.25 for Maintenance of Effort amount of 47,678.25.
Please briefly describe the importance of these outcomes and findings for future program planning:
The Atlas System Concierge Service analyst and consultant found that the third party statewide interlibrary loan system used in New Mexico is unique and thus presents challenges. Working with the Atlas Systems staff and the interlibrary borrowing libraries throughout the state, the State Library has been able to rectify most of the state system issues that were preventing New Mexico from meeting national service standards; and with a staff person dedicated to interlibrary resource sharing, we have made good progress toward providing consistently good interlibrary resource sharing service to all New Mexicans. We expanded the program by adding a document delivery/articles on demand service in January of 2020. We will focus on maintaining and improving this additional service in the future.
Explain one or two of the most significant lessons learned for others wanting to adopt any facets of this project:
Statewide interlibrary resource sharing systems require the oversight of a dedicated, full-time, professional staff member who maintains the system, transitions procedures and processes as required by technological changes, is informed about national requirements as well as system changes, and who keeps the libraries around the state which depend upon the system both informed and trained.
Do you anticipate continuing this project after the current reporting period ends:
Yes
Do you anticipate any change in level of effort in managing this project:
No
Explain:

Do you anticipate changing the types of activities and objectives addressed by the project:
No
Explain:

Was an evaluation conducted for this project:
Yes
Was a final written evaluation report produced:
No
Can the final written evaluation report be shared publicly on the IMLS website:
No
Was the evaluation conducted by project staff (either SLAA or local library) or by a third-party evaluator:
Third-Party
What data collection tools were used for any report outcomes and outputs:
Administrative Records
Direct Observation
Interviews
Participant Observation
Other: Atlas analysis
Did you collect any media for the data:
What types of methods were used to analyze collected data:
Statistical Methods
Qualitative Methods
Other: system analysis
How were participants (or items) selected:
Other: system analysis
What type of research design did you use to compare the value for any reported output or outcome:
Pre-post comparison for a reported output or outcome: transaction and usage statistical analysis, library feedback
Exemplary: No
Exemplary Narrative
Project Tags: ILLiad, ILLiad, ILLiad