Clio 3.5

Clio is an interlibrary loan (ILL)–management system used by more than 800 institutions worldwide. Clio offers two packages, Clio and ClioAdvanced (formerly, ClioEDeliver and ClioWeb). Clio can be used for lending, borrowing, billing, statistics, and copyright management. ClioAdvanced also offers a patron Web interface and facilitates desktop delivery of articles via Ariel. Clio is compatible with both OCLC and DOCLINE and has a DOCLINE electronic funds transfer system (EFTS) module. With the recent release of Clio 3.5, both the lending and borrowing components can be linked to an online public access catalog (OPAC) to allow easy checking of library holdings.

Clio's interface with OCLC, which uses the ILL Micro Enhancer (ILLME) access software, is very streamlined and efficient. Both borrowing and lending transactions can be downloaded into the Clio database using a minimal two or three steps. The interface with DOCLINE is more tedious. The borrowing function requires several steps to upload requests into DOCLINE. Using Web forms (locally designed or as part of ClioAdvanced), libraries can import patron and citation information. Clio can also import Ovid Document Ordering requests. Libraries without these services must enter requests manually. After entering citations, staff members refer to the Review Details screen where requests are checked for accuracy, copyright and routing to DOCLINE, OCLC, or ALA form. After this step, the Create DOCLINE Borrowing Requests screen is used to upload requests to DOCLINE for processing. Then, six additional keystrokes are required to download the request number and other information from DOCLINE to ClioRequest. The lending function requires three separate sessions in DOCLINE, one to obtain receipts, another to update filled requests, and another to update rejected requests. Downloading more than 100 DOCLINE lending requests at a time has caused significant problems for some libraries, but this problem is reportedly fixed in Clio 3.5.

Loansome Doc requests present another multistep process. These requests are initially downloaded into the Clio lending database. If the library cannot fill the requests, they must be updated as unfilled in the lending database and then transferred in DOCLINE. They must then be separately downloaded into the Clio borrowing database.

Clio tracks the status of all ILL transactions. Borrowing requests can be retrieved via request number, title, author, lender, status, due date, patron, article title, and submission method. Lending requests can be retrieved via request number, borrower, title, author, date requested, date last updated, and shipped date. Clio includes library and patron databases. The library database is automatically built from ILL request data. The patron database takes time to maintain manually. For a fee, Clio Software will build the patron database from library registration or circulation databases.

A large variety of reports and statistics is available in Clio. The borrowing module runs reports on items received or unfilled, method received for copies and loans, copyright status report, copyright-compliance report, patron status report, borrowing requests by department, and others. The lending module offers reports on items filled or rejected, method by which copies or loans are filled, reasons for rejection, financial summary, lending turnaround time, branch library statistics, and others. Reports can also be limited by time periods and by groups of libraries. Specialized queries and reports can be designed and run using Microsoft Access.

Clio also has a billing module that can be used to track fees and payments for both patrons and libraries. Billing methods include account statements or individual invoices. Libraries can revise the Clio invoice to meet their standards. The Clio billing module can be used to bill additional library services and it tracks tax and tax-free accounts. The billing module is linked to the borrowing and lending interfaces. Clio has a DOCLINE EFTS module that is accurate and easy to use. However, the EFTS module cannot upload requests that did not originate in DOCLINE. Thus, if a library wants to use EFTS to bill for OCLC or ALA requests, the requests must be exported and uploaded separately (this feature will be added soon).

Using ClioAdvanced (formerly ClioEDeliver and ClioWeb) with Ariel allows patrons to request items, check request status, request renewals, and view articles on the Web. The library can choose any or all of these functions and customize its site. Desktop delivery via ClioAdvanced is a patron pleaser.

ClioAdvanced monitors incoming Ariel files and automatically delivers them to patrons via a Web server. ClioAdvanced is unable to handle a large volume of incoming Ariel borrowing requests at a time, causing some staff time-management problems, but this problem has been resolved. Less of a problem but more a nuisance is that the number of scans made by the sending library determines the page count in Clio, requiring ILL staff to make adjustments for accurate copyright tracking.

Clio runs on Windows and requires Microsoft Access 2000. The OCLC ILLME 2.0 is required to use OCLC ILL functions. Clio is fairly easy to install on a single computer, but technical support is recommended for a multiple-computer Clio installation. ClioAdvanced requires technical support and a Web server with Macromedia Cold Fusion. The ClioAdvanced patron interface uses cookies.

Clio has an extensive help system. Frequently asked questions, manuals, and upgrades are accessible through a subscriber-only Website. Contacts and product demonstrations are also available on the Web. Clio also supports The Clio List, which is the main vehicle for system announcements. Technical support for operational problems is available, as well as onsite installation.

The reviewers understand that the Clio developers are currently testing a single-click transfer method to more efficiently expedite DOCLINE borrowing and lending. They will also add a built-in connection to the OCLC Web interface.

Clio states, “all too often software products expand into as complex a management problem as the original process.” Clio has not turned itself into a complexity nightmare. Long-time users know that technical support has always been quick to make changes, correct software problems, and accommodate users. Clio eliminates the need for multiple systems for billing, statistics, copyright, and articles to the desktop. Clio can meet the needs of either a hospital or an academic medical center library.