Check the ILL-NIC public folder throughout the day for articles attached to emails from lending institutions. Set up a separate folder on your personal drive titled “Titanfile” to save these articles in. Save the articles in PDF format to your TitanFile folder. Save documents with the title of the article as the file name, abbreviated if it is excessively long.
Copy the Illume request number from the original email or cover letter. Search for it in the public email folder ILL-CV. You will use the information from the email when uploading the article to TitanFile. You may find it convenient to split your screen between outlook and your web browser (hold down the windows key then press left or right arrow key) to make copying and pasting the information easier.
Use the following template for emailing patrons when a Titanfile link has been sent to their NIC email.
From: ill@nic.bc.ca
Subject: Re: ILL Request#
Hello ,
The article you requested through Interlibrary Loans will be sent to your NIC student email address.
Due to NIC’s Privacy Policy we are unable to send ILL’s to personal email accounts.
Please reply to this email or contact your campus Library if you need further assistance.
Thank you,
Log into TitanFile:
Website: https://app.titanfile.com/login/
Username: ill@nic.bc.ca
Password: 2Titanfile
Click on the “New Channel” button
Click “Create” Enter a channel name (it does not matter what the name is)
The channel will be titled “Access your article " " 004894”, with a TitanFile generated number. Click “Access your article” to edit channel name
Erase the number from the name, and copy and paste the first few words from the article’s name between the quotation marks, then click “save”
Click “Add Person” and fill it out with the student’s name and student NIC email address. Leave the organization field blank. If there are 2 email addresses in the original request email, create a second contact by following the steps above for the second email address (you cannot have 2 email addresses in one contact).
Click “Attach files”, select the article from your TitanFile folder, and Click “open”.
Click Send
Once the file has been sent, log into the ILLume account for the appropriate campus (see ILLume Login ).
Click on Staff Dashboard > Request Manager > Shipped
Use the ILLume number from the request email to search for the article, then changed “Shipped” to “Received” and click “Submit”
Move the Post Reply with the original request info from the campus folder to the “ILL-Archive” folder
Return to the original email in the ILL-NIC folder containing the PDF from the lending institution. Click on “Post Reply” and paste the ILLume request number in the subject field, then click “Post”. Delete the original email.
A notification from TitanFile will be emailed to the ILL-NIC public folder once the article has been accessed by the student. Log into TitanFile and in the Notifications tab on top, click on the relevant notice (shows request numbers and student names) and then change status to “archive” by clicking on the archive button (looks like a small suitcase). Once this turns green, the record has been archived and you can click on the up arrow to collapse the channel. Repeat for each article accessed.
If after a period of time, eg 3 weeks, the article hasn’t been accessed, you can archive the channel.