QuickDOC for Windows 2.1.1

One of the most resource-intensive functions of health sciences libraries is the handling of interlibrary loans (ILL). Along with the efforts required to identify items are the efforts expended locating lending sources; sending, tracking, receiving, and processing requests; recording costs and billing or recording payments; and generating periodic reports documenting all this activity. Daly has created software to help librarians manage these many interlibrary loan functions.

QuickDOC is an ILL-management system designed to interface with DOCLINE, the National Library of Medicine's (NLM's) ILL system. QuickDOC runs on Windows and has two components: the QDPortal Program and the QuickDOC Program. These components copy ILL requests and store them in a database on the local workstation. QuickDOC tracks all ILL requests and automatically updates DOCLINE statuses. It also stores borrowing and lending library addresses, patron and department information, and patron and library billing records.

QuickDOC does not replace DOCLINE; rather, it provides a companion system to facilitate certain aspects of ILL processing not handled in DOCLINE. The QDPortal program saves DOCLINE transactions (borrow, lend, and Loansome Doc) automatically for importing into the QuickDOC program. The QuickDOC program includes a database for maintaining records, searching, editing, preparing electronic funds transfer systems (EFTS) files, statistics reports, and billing functions. The billing function invoices libraries and local patrons or departments and tracks payments to them. QuickDOC stores data in a Microsoft Access 2000–compatible database.

QuickDOC's strength lies in its easy-to-search database and the associated well-developed billing functions. With all of the data on a request stored in QuickDOC's tables, generating bills is simple and quick. One simply searches for the request using one of six search methods, marks the request as filled, and sets a charge amount. Tracking payments is also easy. QuickDOC contains a feature for creating EFTS files. A library can enter nonstandard requests, such as OCLC or fax requests, into QuickDOC and can generate reports and bills for those.

Daly created QuickDOC more than ten years ago to handle the ILL transactions of his busy hospital library. QuickDOC's appeal is still highest for hospital libraries where ILL transactions can consume resources and where only one or two staff members are charged with managing ILL traffic. QuickDOC is designed for installation on a single personal computer, although it can operate on multiple workstations on a library network with the main database file on a shared network drive.

While some libraries have experienced minor installation glitches, the reviewers have installed QuickDOC for use with DOCLINE 1.5 without problems. Often, installation troubles are caused by a combination of hospital Internet security systems, software interaction anomalies, hardware changes, and librarians' lack of knowledge. If this sounds too technical, do not worry. Daly and fellow QuickDOC users are very helpful, quickly answering questions posted on the QuickDOC email list. The email list is the preferred first step for technical support, along with the searchable list archive. Daly will telephone library staff to work through any unresolved problems. The user manual, available on the Web, is very thorough and contains helpful information for systems staff. Daly is well liked for his personable service and support.

Three main sections of the QuickDOC Program need to be configured to use QuickDOC: the library's setup page, the file of patrons, and the file of libraries. The library setup page is used to access DOCLINE and includes the default DOCLINE routing information:

• default number of days before a request is considered “not needed after,” which triggers an automatic DOCLINE response;

• information in the comment field of the DOCLINE request (i.e., electronic delivery formats, rush deadline, special email address);

• default library charge profile and a file of default charges used to indicate what lending libraries usually charge (e.g., $9, $5, free); and

• standard billing information such as cost center name, “make checks payable to” name, and fax, telephone, or email contacts for billing inquiries.

QuickDOC uses these setup defaults to complete sections of a standard request.

The patron database file is created as requests are entered in QuickDOC. Library staff members can search and edit patron records to include department locations, associated cost centers, billing or mailing addresses, prefixes, suffixes, and library-assigned user categories. This information is used to generate bills and statistics reports.

In a similar manner, a library database file is created. The basic information about the lending library is retrieved from DOCLINE requests. The processing library then uses the LIBID to search DOCUSER for contact information and ILL costs and information, which are entered into the QuickDOC library database:

• updating any standard charges associated with the lending or borrowing library,

• entering networks or groups (e.g., FreeShare), and

• updating contacts and addresses.

As with the patron database file, this information is used to generate bills and reports. The more complete the library records are, the more thorough the QuickDOC reports and billing information can be.

Of course, QuickDOC tracks all the journals used in both borrowing and lending, down to the number of pages of the articles requested. The journals list must be edited to eliminate title variations and misspellings. These data are searchable by dates, so reports of journal usage can be almost instantly generated. A copyright report including number of pages is also available. For busy libraries, this is a real timesaver in meeting copyright-compliance payment responsibilities.

For those who have Loansome Doc patrons, QuickDOC tracks that system, too. If patron records are set up appropriately, QuickDOC will automatically track costs and charges for Loansome Doc requests. A separate report of Loansome Doc requests filled from local collections is also available. Transferring Loansome Doc requests to DOCLINE is easy, and requests are automatically tracked in the regular ILL statistics.

QuickDOC has extensive reporting capabilities. Summary reports are available for essential tallies, and more detailed reports can be generated when specifics are required. Reports are selected from pull-down menus, and on-screen previews are available prior to printing. Trial invoices can be generated, allowing comparison of report numbers and totals to invoice numbers and totals. QuickDOC data can also be exported for use in programs such as Microsoft Access.

QuickDOC has one primary weakness: it is not compliant with International Organization for Standardization (ISO) ILL protocol and thus cannot be used with OCLC. When DOCLINE releases an ISO ILL–compliant system, QuickDOC will be updated to use this method to communicate with DOCLINE. This change will also allow libraries to use QuickDOC to track requests in OCLC and other ISO ILL–compliant systems. The goal is to have these features available sometime in late 2003. The QDPortal Program will remain as an alternate method of data entry that will allow a careful move to full implementation of ISO 10161-10162.