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Article Exchange workflow

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Find information about the lender process, borrower process, and patron process using Article Exchange in Tipasa.

Access Article Exchange within the Tipasa interface or directly at the Article Exchange portal.

Article Exchange workflow

The following workflow describes how to use Article Exchange to supply an item. The process works as follows:

  1. A borrowing institution sends a Copy request to a lending institution.
  2. The lending institution staff checks to determine if they can supply the article. 
  3. If the lending institution has the document, they save it to the appropriate location on their workstation, network drive, etc., as determined by the library's policy, in one of the Supported File Types. 
  4. The lending institution staff person logs into Tipasa with their custom Web address, authorization and password.

 Note: WorldShare ILL and Tipasa libraries are able to use Article Exchange to send and receive electronic documents with libraries using ILLiad. ILLiad libraries: See Sending and Receiving Electronic Documents Between Different Resource Sharing Systems.

Lender process

Once logged in, the Lender should:

  1. In the request, click OCLC Article Exchange under the URL type field.
  2. Select the OCR Language.
    • Refer to OCR Language for more information.
    • If the language is not included in the bibliographic record, the default will be English.
  3. Click Choose file.
  4. Locate the article file on your computer.
  5. Click Upload file.
  6. The URL field is updated with the URL and the Password field is updated with the password.
  7. Click Email notification to send the requested article directly via email.
  8. Save the request in Tipasa.
  9. Apply the appropriate Constant Data record for an article/copy request, being mindful of any reciprocal agreements you might have.
  10. Make certain the request type is set to Copy.
  11. Update the request status to Shipped. 

 Note: If your scanner has an "Article Exchange" option, do not use that function; doing so will circumvent the Tipasa article exchange process.

Scannx and BSCAN integration

If you are using a Scannx or BSCAN scanner, you can automatically update the lending or document delivery request with the Article Exchange URL and password after scanning the document.

  1. Configure your Scannx or BSCAN device for Tipasa and Article Exchange integration.
    • Please see Scannx or BSCAN documentation for additional assistance.
  2. From your scanner:
    • If using Scannx, select the Tipasa or Article Exchange option.
    • If using BSCAN, select Tipasa or Article Exchange from the Delivery Method drop-down list.
  1. Scan the document and enter the Request ID.
    • The Request ID in Tipasa is connected with the ID uploaded via the scanner.
  2. The URL and password for the document appear automatically in Tipasa.
  3. (Optional) In the Advanced Workflow section of the Service Configuration, configure the option to automatically move requests fulfilled using an Article-Exchange connected scanner to Shipped status.  Similarly, configure the option to automatically complete document delivery requests when documents are fulfilled using an Article-Exchange connected scanner.
  4. Click Yes to respond yes to the request.

Borrower process

 Notes: 

  • Configure an email to be sent when a borrowing request has been filled using Article Exchange. See Article Exchange Email Notification.
  • If your library's policies and the copyright policies within your country are not reflected by the default view and access timeframes for copy documents, use the Article Exchange Retention Settings to customize the number of views allowed and the number of days after the first view that a user can access a document through Article Exchange.
  • Use the Copyright Compliance Declaration setting to direct users to an Article Exchange page where they will acknowledge that they have read the copyright compliance statement prior to processing their document.

Once logged in, the Borrower should:

  1. On the left navigation, click Borrowing Requests > AE Alert.
  2. On the AE Alert screen, click the request ID or Title to display the request.
  3. The request appears, and the AE Alert information appears to the right under the Request Details accordion.
  4. (Optional) Click Preview to preview the item. Previewing the document does not count against the number of times the document can be viewed.
  5. Mark the item as Received.  If you have enabled the Article available in Article Exchange notification, the patron will receive a message alerting them that the item is available in their My Account.

 Note: If item was provided by a proven sender, the request will automatically be updated to Received, the status updated to Closed, and the patron will receive a notification automatically.

Provide an article via email

A borrower can also use Article Exchange to provide an article they received from the lender via email.

  1. Locate and open the item in the In Transit queue.
  2. Click OCLC Article Exchange under the URL field.
  3. Click Select file.
  4. Locate the article file on your computer.
  5. Click Upload file. The URL field is updated with the URL and the Password field is updated with the password.
  6. Click Save.
  7. (Optional) Click Preview to preview the item. Previewing the document does not count against the number of times the document can be viewed.
  8. Within Tipasa, click Mark as Received. If you have enabled the Article available in Article Exchange notification, the patron will receive a message alerting them that the item is available in their My Account. The request is closed.

OCR Language

Article Exchange automatically applies Optical Character Recognition (OCR) via Tesseract when PDFs are uploaded.  OCR converts images of text into machine-readable and editable digital text by recognizing and extracting characters and words, making the content searchable, editable, and easier to use. 

 Note: OCR only works with PDFs.

If the document has already been through OCR, WorldShare ILL will not repeat the process.

Only one language is supported for OCR. If the PDF has multiple languages, we will only OCR the language selected in the request via the OCR Language setting.

If the language is included in the bibliographic record, the request will automatically apply this language to the OCR Language setting. If no language is specified in the bibliographic record, it defaults to English.

 Note: If you select a different language in the OCR Language field from what is included in the bibliographic record, the request will revert to the language in the bibliographic record when you submit the request. 

Article Exchange supports OCR conversion for over 150 languages and scripts. 

Supported languages

afr=Afrikaans

amh=Amharic

ara=Arabic

asm=Assamese

aze=Azerbaijani

aze_cyrl=Azerbaijani - Cyrilic

bel=Belarusian

ben=Bengali

bod=Tibetan

bos=Bosnian

bre=Breton

bul=Bulgarian

cat=Catalan; Valencian

ceb=Cebuano

ces=Czech

chi_sim=Chinese - Simplified

chi_tra=Chinese - Traditional

chr=Cherokee

cos=Corsican

cym=Welsh

dan=Danish

deu=German

deu_latf=German (Fraktur Latin)

dzo=Dzongkha

ell=Greek, Modern (1453-)

eng=English

enm=English, Middle (1100-1500)

epo=Esperanto

est=Estonian

eus=Basque

fao=Faroese

fas=Persian

fil=Filipino; Tagalog

fin=Finnish

fra=French

frm=French, Middle (ca.1400-1600)

fry=Western Frisian

gla=Scottish Gaelic

gle=Irish

glg=Galician

grc=Greek, Ancient (to 1453)

guj=Gujarati

hat=Haitian; Haitian Creole

heb=Hebrew

hin=Hindi

hrv=Croatian

hun=Hungarian

hye=Armenian

iku=Inuktitut

ind=Indonesian

isl=Icelandic

ita=Italian

ita_old=Italian - Old

jav=Javanese

jpn=Japanese

kan=Kannada

kat=Georgian

kat_old=Georgian - Old

kaz=Kazakh

khm=Central Khmer

kir=Kirghiz; Kyrgyz

kmr=Kurmanji (Kurdish - Latin Script)

kor=Korean

kor_vert=Korean (vertical)

lao=Lao

lat=Latin

lav=Latvian

lit=Lithuanian

ltz=Luxembourgish

mal=Malayalam

mar=Marathi

mkd=Macedonian

mlt=Maltese

mon=Mongolian

mri=Maori

msa=Malay

mya=Burmese

nep=Nepali

nld=Dutch; Flemish

nor=Norwegian

oci=Occitan (post 1500)

ori=Oriya

pan=Panjabi; Punjabi

pol=Polish

por=Portuguese

pus=Pushto; Pashto

que=Quechua

ron=Romanian; Moldavian; Moldovan

rus=Russian

san=Sanskrit

sin=Sinhala; Sinhalese

slk=Slovak

slv=Slovenian

snd=Sindhi

spa=Spanish; Castilian

spa_old=Spanish; Castilian - Old

sqi=Albanian

srp=Serbian

srp_latn=Serbian - Latin

sun=Sundanese

swa=Swahili

swe=Swedish

syr=Syriac

tam=Tamil

tat=Tatar

tel=Telugu

tgk=Tajik

tha=Thai

tir=Tigrinya

ton=Tonga

tur=Turkish

uig=Uighur; Uyghur

ukr=Ukrainian

urd=Urdu

uzb=Uzbek

uzb_cyrl=Uzbek - Cyrilic

vie=Vietnamese

yid=Yiddish

yor=Yoruba

zho=Chinese

Patron Process

Patrons have two options for receiving a requested article:

  1. The patron can sign in to My Account, using their case sensitive password, to access the article.
  2. Via email link:
    1. Open the email, which includes a tinyURL and password for the article.
    2. Click the URL to see the article online. The OCLC Article Exchange screen appears, asking for the password.
    3. Type the password in the field provided.
    4. Click Get my file. A File Download window opens.
    5. If the library has enabled the Copyright Compliance Declaration setting in OCLC Service Configuration, library users will be directed to an Article Exchange page to acknowledge that they have read the copyright compliance statement.
      • Click Proceed to acknowledge the copyright compliance statement. The document will then be processed.
    6. Choose to either Open or Save the document.

Watch a video

OCLC Article Exchange

Run time: 5:51

This video provides an overview on what Article Exchange  (including OCR functionality) is and demonstrates use of Article Exchange in filling copy requests as a Lender and receiving those copies as a Borrower and emailing the AE details to the patron.

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