If a Kansas library lends an item through ILL, and if that item is lost or not returned, Statewide Resource Sharing will reimburse the lending library for the actual cost of replacing the lost item. To request reimbursement for a lost item, submit an MRF form to the address listed on the form. Feel free to photocopy the form as needed.

How to use the MRF

Interlibrary loan codes stipulate that borrowing libraries are responsible for the safety of ILL items. So borrowing libraries are responsible for submitting MRF claims. If an item you borrow via ILL from another Kansas library is overdue, here are the steps to follow:

1. Contact the lending library to let them know you're trying to retrieve the lost item. Be sure to keep the lending library informed throughout the process.

2. As you try to recover the missing item, follow the steps outlined on the claims form. Give it your best shot. Most of the time, these steps will work.

3. Use your library's policy to determine when the item is considered lost. If your efforts to retrieve the item are unsuccessful and you have written off the item as lost, submit the claim form. Please include the lending library's Federal Employer Identification Number so we can send them a check.

Remember, before submitting a claim, do your best to get the item back. And to sustain your library's good standing as a responsible ILL participant, keep the lender informed throughout the process.

The MRF is good insurance

Chances are, you'll never need to use the Materials Replacement Fund. But just in case, keep this document and the MRF form in an accessible location. Then you'll be ready to respond if you ever need to replace an item lost through ILL.