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Borrower Data

Use this screen to configure Borrower constant data.

Use the Borrower Data screen to configure Borrower constant data. Constant data is stored information that your staff can use to ensure consistency when they initiate or respond to requests. Constant data automatically transfers repetitive data to workforms and requests. A default constant data record is created for any institution that does not have one.

Use automation to apply constant data in borrowing requests. For more information, refer to Automated Request Manager.

 Note:  If you would like your default constant data record to be automatically applied to each request, turn on the Persistence Setting. When the Persistence Setting is turned On in the OCLC Service Configuration > WorldShare ILL > Interlibrary Loan Options module, the DEFAULT constant data record overrides other Constant Data applications including through automation. If using automations to apply constant data, turn off the Persistence Setting. See Interlibrary Loan Options for more information.   

Constant data records for Borrowers

Constant data records can be created to fit any routine borrowing situation. Examples of situations where constant data records can be useful for borrowers are listed in the table below.



You regularly borrow photocopies as well as material that must be returned.

Create one constant data record for loans and another for copies.

You request some photocopies be faxed to you, but that must be electronically returned. Create one constant data record for faxcopy requests and another indicating you would like to receive documents via Article Exchange under Electronic Delivery.

A patron requests multiple items.

Create a temporary constant data record to transfer data specific to that patron into each of the workforms.

You handle all ILL transactions at your main library but want lenders to ship materials directly to branches when appropriate.

Create constant data records with different Shipping and Contact Info for each branch.

Some faculty members are regular ILL customers.

Create a constant data record for each high-volume customer.

You have established policies for the amount you will pay for each type of ILL material.

Create a constant data record for each type of material with its appropriate Maximum Cost.

You have established policies for using ILL Fee Management.

Create constant data records with IFM values in Maximum Cost.

You regularly request multiple copies of the same item for book clubs.

Create a constant data record that contains a Borrowing Note indicating that the request is for a book club.

Configure Borrower Constant Data

To add a constant data record:

  1. Click Create New CD record.
  2. Fill in the fields. See Borrowing fields and Patron fields for details.
  3. Click Save as New.

To copy a constant data record:

  1. From the Constant Data Record list, select the constant data record you want to copy.
  2. Edit the Constant Data Record Name.
  3. Make any additional edits to the record, if needed.
  4. Click Save as New.

To edit a constant data record:

  1. From the Constant Data Record list, select the constant data record you want to edit.
  2. Edit the record.
  3. Click Save.

To delete a constant data record:

  1. From the Constant Data Record list, select the constant data record you want to delete.
  2. At the bottom of the screen, click Delete Record.
  3. On the confirmation window, click OK.

Borrowing Library Information fields

Note: Required fields are marked with an asterisk (*).

Field Description
*Constant Data Record Name The name of this record (20-character limit, with no special characters).
Description A brief description of this record.
Need Before Date by which you want to receive the item. To assign a period of up to 99 days, type +DD for the system to calculate a date that is 1-99 calendar days from today's date. 

 Note: The default Constant Data record requires a Need Before date and is set to +30 by default.

Request Type
  • Loan - Only requests for loans will match.
  • Copy - Only requests for nonreturnable copies will match.

 Note: If you have turned on the Persistence Setting, do not specify a Request Type in your default Borrower Constant Data.  If a Request Type is present in the default constant data record, the persistence setting will overwrite the Request Type as it was initially submitted with the value specified in the default constant data. For example, if you see that your Request Type changes from a Loan to a Copy, you may have specified Copy as the Request Type in your default Browser Constant data.

Editions Preferred edition.
Shipping and Contact Info Complete mailing address and contact information.
Bill to Billing address. Click Copy From Shipping Info. to use the same information from the Shipping and Contact Info fields. Otherwise, provide new information.
Ship Via Preferred method of shipment.
Electronic Delivery

Choose your preferred method of electronic delivery:

  • Arie (FTP): FTP delivery via Ariel.
  • Article Exchange: Delivery via OCLC Article Exchange.
  • Electronic: Delivery via email.
  • ILLiad Odyssey: Delivery via ILLiad Odyssey software.

 Note: Electronic Delivery is defined in the OCLC Policies Directory. Log in to the Policies Directory to make changes.

ILL Fee Management (IFM)

Select the ILL Fee Management (IFM) check box to turn IFM on.

 Note: If the Maximum Cost is set to 0.00, do not select ILL Fee Management (IFM). 

For more information on IFM, see Interlibrary Loan Fee Management (IFM).

Maximum Cost
  • Maximum amount that you will pay for the item. Type the amount you will pay, and check the IFM check box to apply IFM.
     Note: This reflects the total cost, not the cost per page.
  • If you will not pay, leave the check box empty and type 0.00 in the box.
    • If you do not provide a value, you are responsible for whatever the Lender charges. If both the IFM and Maximum Cost boxes are empty, the Lender is able to specify a Maximum Cost amount when the request is returned to you. You automatically agree to pay the specified amount when you update the request.
  • If your library uses a different currency from USD, OCLC recommends creating two sets of constant data records, one with the Maximum Cost in your local currency and one with the Maximum Cost in USD. When you have the two sets of constant data records set up, when creating or responding to requests, you can select the respective record based on the currency you want to use. Refer to Configure IFM for more information.

Copyright Compliance

Indicates your compliance for copy requests.  Depending on your country, valid codes include:

Regio Copyright Compliance
Verenigde Staten
  • CCG Conforms to CONTU Guidelines
  • CCL Conforms to U.S. Copyright law
  • Australian Copyright Cleared
  • Australian License
  • S183 - Commonwealth
  • S183 - State
  • S200AB - Special case
  • S43 - Judicial Proceedings
  • S50 - for S49 client
  • S50(7) - for collection, previously supplied
  • S50(7A) - for collection, more than a reasonable portion
  • S50(7B) - for collection electronic
  • S50 - for collection
  • S50 - for parliamentarian
  • Fair Dealing
  • Canadian Copyright Act 2012
New Zealand
  • NZ Copyright Requirements
  • According to Spanish Copyright Law
  • License Acquired
  • None
United Kingdom
  • UK Copyright Cleared
  • UK Fair Dealing


Copyright Signature

Libraries in Australia, New Zealand, Spain, and the United Kingdom can track patron acceptance of local copyright terms.  Copyright Signature indicates whether or not the patron has acknowledged the copyright terms.  Options include:

  • Not applicable
  • Signature Required
  • Signature Obtained

See Copyright Clearance for more information.

 Note: Libraries outside of Australia, New Zealand, Spain and the United Kingdom will not see the Copyright Signature field.


Enter the symbols, names, or acronyms of your reciprocal, local, or OCLC's Profiled Groups to display to lenders. 


Billing Notes Additional billing information, if needed.
Borrowing Notes Type here any additional information needed to clarify the request.

Patron fields

Field Description
Patron Name

The patron's name.

  • For best results, use the format: last name, first name, middle name or initial.
  • If necessary, add descriptive text to differentiate patrons with similar names.
  • Do not enter patron identification numbers in this field. Use ID instead.

Butterworth, Ada Esther
Smith, Bob, CompSci Dept.

Patron ID

A number used for patron identification.


Patron Department

The patron's department. Be consistent in the use of department names

Department of Chemistry


The patron's status.


E-mail The patron's email address.
Address The patron's address.

Any relevant information about the patron.

Maximum Cost $5.00
Can pickup from East Branch on Tuesdays

Watch a video

Create constant data

Run time: 8:37

This video shows how to create, edit and maintain constant data records in OCLC Service Configuration for accuracy and efficiency in ILL borrowing and lending.