ILL policies for libraries
For preservation reasons, we only loan materials on microfilm. Out-of-state libraries may only borrow Kansas newspapers and manuscript collections. Kansas libraries may request any of our collections on microfilm, though there are a few collections that cannot be loaned. In addition, the following policies are in place for all loans from the collections at the Kansas Historical Society.
The Kansas Historical Society bases its interlibrary loan policies on the guidelines established by the American Library Association's Interlibrary Loan Code for the United States
and the Kansas Best Practices for Interlibrary Loan. Borrowing libraries are referred to these resources for additional information.
Borrowing Library Responsibilites
Both the Interlibrary Loan Code for the United States and the Kansas Interlibrary Loan Code stipulate that the borrowing libraries are responsible for the safe use and return of ILL items.
Borrowing libraries should submit requests on an ALA interlibrary loan form:
Interlibrary Loan form, printable PDF file or Interlibrary Loan form, editable MS Word file
by mail or fax. Kansas libraries may also use the KICNET system. We do not accept requests via OCLC or the internet.
Borrowing libraries should provide accurate citations to the items requested, including microfilm reel numbers. Whenever possible, KSHS staff will make an effort to determine the reel requested, but may not be able to if inadequate information is provided. These requests will be returned to the borrower for additional information. See examples of commonly requested items later in this document for guidance on citations.
Renewals
No renewals.
Lending Time
3 weeks
Quantity Limits
2 reels per patron
8 reels per library
Response Time To A Request
Under normal circumstances, ILL requests will be processed and shipped by KSHS staff within 2-3 working days after receipt of the request.
Packing & Shipping For Returns
No jiffy bags or padded envelopes.
Please pack film securely in a box to avoid damage during shipping.
Lost, Missing, Damaged Film
Both the Interlibrary Loan Code for the United States (ILCUS) and the Kansas Interlibrary Loan Code (KILC) stipulate that the borrowing libraries are responsible for the safety of ILL items, beginning at the time of shipment from the lending library and until it is safely returned to the lending library. In accordance with the ILCUS, if damage or loss occurs, the borrowing library "is responsible for compensation or replacement, in accordance with the preference of the lending library" (KSHS).
Kansas Libraries: The Materials Replacement Fund reimburses libraries for lost items which have been loaned from a Kansas library to a Kansas library.
Overdues
1st notice - sent approximately 2 weeks past due date
Final notice - sent approximately 2 weeks after 1st notice. Item is declared lost, borrowing library is assessed a replacement fee, and borrowing privileges for that library are suspended.
If a lost item is returned before the order for replacement film is made by KSHS, then the replacement order will be cancelled and there will be no charges assessed against the borrowing library. However, once a replacement has been ordered by KSHS, the replacement process has begun and the borrowing library still must pay the replacement costs, even if they subsequently find the lost item and return it. KSHS cannot provide refunds once the replacement process has begun.
Requests For Photocopies
We regret that we are unable to provide photocopies from original, non-microfilm materials as part of interlibrary loan. All photocopies from non-microfilm items are made by staff, even when patrons visit our facility. This severely limits our ability to provide this service via interlibrary loan. Copies from non-microfilm items are routinely provided as a part of our reference services. See our reference policy for additional information.
Because of the nature of our rare and fragile collections, KSHS only loans materials which are available on microfilm. For fastest service, please provide specific KSHS microfilm reel number with your request and a brief, yet specific title.
Frequently Requested Items:
Many reel numbers necessary for requesting items on interlibrary loan are available at our website.
*If You Or Your Patron Are In Doubt About The Microfilm Reel Number To Request, Please Call Our Reference Staff At: 785-272-8681, ext. 117, during the hours we are open, or or e-mail us at: reference@kshs.org
For Census Records:
Provide year, county, township or city, and reel number.
Reel numbers can be obtained at:
Kansas census records on microfilm
Example, Complete Citation:
1885 Kansas State Census, Leavenworth Co. (city of Leavenworth, First Ward), reel K-71
This provides us with all of the information necessary to correctly identify the appropriate reel.
The following examples provide insufficient information to send the correct roll of film.
1885 Kansas State Census
This request covers nearly 150 reels.
1885 Kansas State Census for Leavenworth
Arrangement is by county, then subdivided by city or township. Larger cities are divided by wards. This example could refer to the city or county of Leavenworth. The city of Leavenworth spans 3 reels; the entire county is on 4 reels. A city by itself is usually insufficient - it should be accompanied by both the county, and in the case of large cities, the ward.
K-71
We re-use reel numbers from year to year with our censuses. Thus, K-71 could be the 1885 Kansas Census for part of Leavenworth Co.; it could be the 1895 Kansas Census for part of Kingman County and Kiowa County; or several other similarly numbered reels.
For Newspapers:
Provide title of newspaper, place of publication, specific date or month and year of interest, reel number.
Reel numbers can be found at:
Newspapers on microfilm database
Example, Complete Citation:
Valley Falls Vindicator, Valley Falls, June 19, 1925, reel V55
This provides us with all of the information necessary to correctly identify the appropriate reel.
The following examples provide insufficient information to send the correct roll of film.
Valley Vindicator
This publication may have run for many years.
Valley Falls newspaper 1925
There may be several Valley Falls newspapers in 1925.
Obituary for John T. Roberts, June 19, 1925, Valley Falls
For requests of a specific newspaper article, when the exact date (month/day/year) and place is known, please refer your patron to our reference staff for information about our research services.
For Local Records:
Provide county, office or type of record, date, volume (if applicable), and reel number.
For general availability of county records, and for some reel numbers, please visit this section of our website:
Local Government Records on Microfilm
*Please note: Currently our website provides only a span of reel numbers for a particular type of record. We are in the process of upgrading our site to include individual reel numbers for our county records. In the interim, please contact our reference staff at: 785-272-8681 ext. 116 or 117, or email us at: reference@kshs.org to determine specific reel numbers.
Example, Complete Citation:
Jackson Co. Wills, 1858, reel AR5014
This provides us with all of the information necessary to correctly identify the appropriate reel.
The following examples provide insufficient information to send the correct roll of film.
Jackson Co. Wills - John G. Smith
No reel number, date, volume, or probate packet number (if applicable) provided.
AR5014 - Wills
County not provided.
Jackson Co. Probate Records AR5006-AR5013
This request is for 7 reels.
Contact Information
Interlibrary Loan Assistance
Policies for libraries (this document): /library/libill.htm
Policies and guidelines for researchers: /library/illpoli.htm
Email: ill@kshs.org
Phone: (785) 272-8681, ext. 323
Fax: (785) 272-8682 addressed to "Interlibrary Loan"
Mailing address:
Kansas Historical Society
Interlibrary Loan
P.O. Box 3585
Topeka, Kansas
66601
