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--- minutes_4_december_2024_nsw_document_delivery [2025/01/13 21:47] – alaidlaw
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 Downloadable copy of minutes {{ :minutes_december_2024_resource_sharing_group.docx |here}}
-. Welcome and introductions\\
+**1. Welcome and introductions**\\
-. Apologies - Sharon Downie, Liverpool; Aurora L’Aimable, Bayside; Alice Wong Riley, Woollahra; Murray Boothman, Strathfield, Huong Tran Lane Cove\\
+**2. Apologies** - Sharon Downie, Liverpool; Aurora L’Aimable, Bayside; Alice Wong Riley, Woollahra; Murray Boothman, Strathfield, Huong Tran Lane Cove\\
-. Confirmation of {{https://wiki.libraries.nsw.gov.au/doku.php?id=minutes_6_may_2024_nsw_document_delivery|May 2024 minutes}}- Aurora, Bayside ; Anne, City of Sydney\\
+**3. Confirmation of Minutes {{https://wiki.libraries.nsw.gov.au/doku.php?id=minutes_5_august_2024_-_online_nsw_document_delivery | August 2024 }}**- Kris (Sutherland) ; Dianne (Hornsby)\\
 **4. Actions arising from previous meeting**\\
-. __Van labels__: Templates have been added to Doku Wiki under [[https://wiki.libraries.nsw.gov.au/doku.php?id=metropolitan_ill_van_delivery|Metropolitan Van Delivery]] **Action**: Add table with council names/locations still in progress.\\
+. __Metro Van Issues__: discussion with Cameron Morley (SLNSW)\\
-__Home Library borrowers ILL fees__: **Completed** Results of survey around what Libraries are currently charging for ILL requests is available in the DokuWiki under [[https://wiki.libraries.nsw.gov.au/doku.php?id=faqs_and_guidelines|FAQs and Guidelines]]\\
+- SLNSW aware of ongoing Metro Vann issues
+- Shelley and Anne met with Cameron and Genevieve to discuss state of current contract and what could be done to improve service. Issues raised were:\\
+. Lack of set Van schedule. Driver arrives at any time, sometimes missing opening hours and allocated days altogether\\
+. Potential movement back to split run, North/South etc., as this has worked in past
+Lack of notification of driver absence from Australia Post – leads to staff awaiting a delivery that isn’t coming.\\
-**5. Multicultural Services report** - {{ :multicultural_services_report-2024-08.pdf |Report available here}}\\
+- Holding Australia Post accountable has proved difficult as SLNSW does need the information in real time but is receiving it a week or so later. Even when information does come through quickly getting a response from Australia Post has also proved difficult\\
+- Proposal to review of current situation and look at alternate service delivery. Draft survey to be circulated from Cameron to get an idea of what works for the 29 Metro Libraries and how best to manage the run.
+Review\\
+  * Is courier the best option? Australia Post Driver currently fitting in other work as well as Van run
+  * CFO Phil also included to see if SLNSW could take on a casual driver themselves. Financially would this be more beneficial? Currently sitting at $2,000 a day for 12 month contract
+  * Previously Aust Post driver was inducted at SLNSW but now seems to be subcontracted by Aust Post and not seen much at SLNSW.
+  * Geography – Are there locations that should be on the same day?
+  * Look at previous maps from other runs. Noted that North and South Run did work well and that there was a relief person was also available for sick calls
-**6. Trove Collaborative Services Updates**\\
+__Data collection__
+  * Think about how would the Van run work best for you - How many days a week. What times work for you? Is extra access to building needed?
+  * If possible start collecting some sample data on how many items are sent and received at your Library via Van run.
+  * How many items are sent/received by post vs Van?\\
+- Richmond Tweed example – send to the SLNSW and then SLNSW send out which works for regional\\
+//Question:// We were assuming that the problem was area too big for one person? Noted that driver may also be fitting in other jobs so not solely on Metro Van run. This could explain some of the late runs and shouldn’t be happening.\\
+//Suggestion//:  work into any new tenders that smoking around the books not allowed.
+**Actions**: Cameron to complete survey Draft to send out Thurs – Monday to see if everything is covered then formalized in the New Year.\\
+**Action**: Metro Libraries to think about what they need out of the Van delivery and potentially have a sample of incoming and outgoing items to aid SLNSW in their decisions.\\
+**5. Multicultural Services report** - {{ :multicultural_services_report-2024-12.pdf |Multicultural Services Report Dec 2024}}\\
-  * **7 May 2024** - The National Library announced it will be collaborating with CAVAL and Index Data to develop a national service tailored to Australia’s unique environment using the ReShare platform. This outcome is the result of an extensive engagement and research strategy with Trove Partners and a robust tender process to select an innovative solution. Media release [[https://www.nla.gov.au/news-and-media/media-releases/2024/national-library-australia-set-evolve-national-resource-sharing|here]]\\
+Multicultural bulk loan service closure for the 2024 holidays (email 4 December 2024)\\
-  * **15 May 2024** - ReShare Webinar held by Trove Collaborative Services. Recording available [[https://tcslearning.learnbook.com.au/pluginfile.php/84/course/section/621/TCS%20Town%20Hall%20webinar%2016%20May%202024.mp4?time=1719188300573|here]]. You may need to sign-up for your own login to[[https://trove.nla.gov.au/partners/partner-learning-hub|Partner Learning Hub]].  \\
+  * The Multicultural bulk loan service will be suspended from 18th Dec 2024 to 1st Jan 2025 for the holiday season.
-  * **16 July 2024** - Extra Webinar held with Julia Hickie as a forum to ask questions about the forthcoming changes.\\
+  * Tuesday, 10th Dec 2024 is the closing date for last orders that we will fulfil in 2024. Any orders received after 10th Dec 2024 will be fulfilled in 2025.
+  * We will send out orders until Tuesday, 17th Dec 2024.
+  * Libraries can still return your loans to the State Library during our shut down period.\\
+- Automatic Overdue reminders will be activate in the New Year. Will be sent from library@sl.nsw.gov.au
+  * 9 months max for bulk loans ONLY if there is enough in stock
+  * Email renewals preferred over online renewal by individual libraries
+  * Email team for more accurate lost, loans, overdues lists while new system is settling in.\\
-**Overview**\\
+__New log-in procedure for SLNSW__
-VDX replacement will be ReShare provided through Caval and Index Data. This Opensource software that will give continued access to core services in resource sharing, including:
+This is only relevant to libraries that have existing log in accounts for the SLNSW catalogue to check the status of your inter-library and bulk loans. Action: If unsure of your Libraries login check- in with Joanna in 2025.\\
-  * Integrated searching to locate items in the Australian National Database (ANDB) to fulfill ILL and DD copy reqeusts.\\
-  * Choice between digital and physical formats, based on patron needs.\\
+//Q: What is the current cost of lost bulk loan items?// A:  $49.50 inclusive of GST - Some Libraries require a PO for invoice – please let Joanna know if you need PO when reporting a lost item\\
-  * A reconciliation gateway for centralised invoicing and payments in Australian currency.\\
-__New features__\\
-  * A reciprocal service model with no transaction-based fees, to keep costs down.
-  * The ability to set preferred Partners, including by region or library sector.
-  * Automated load balancing, removing the need to create manual lists of suppliers.
-  * A platform for future innovation and improved functionality.
-**Timeline**\\
-To allow for transition VDX has been extended until June 2025 to allow for any open requests to be worked through before new system takes over.
-A full High level engagement and release plan released by Trove is available {{:resource_sharing_futures_timeline.pdf |here}}
-**Tiers of membership**\\
+//Q: Can a Library add a new login? E.g. Can both collections and ILL have separate logins?//\\
-The new model runs on three tiers of membership.\\
+A: Yes.  Two email addresses – must be unique email addresses
-  - Basic (public pays): In development. Works on idea library will have access to digitise content. Needs to be built as not a lot of locations outside Unis will have access to this equipment. Basic tier will come into play in 25/26 \\
+Note: 2025  ETA on new logins as system is working out problems.\\
-  - Medium: Peer to peer reciprocal: Replaces reciprocal agreements on LADD. Open to any library who lends collections. Included in Trove membership fee.\\
-  - Premium: Pay for peer. Additional cost to be a part of this tier. Allows for locations who wish to charge for access to collection. Extra fee to access the invoice options - not yet specified what this will be.\\
-__Note__: In the engagement plan nomination dates to be involved in the new system are November 2024 - January 2025.\\
-The Trove [[https://trove.nla.gov.au/partners/partner-services/manage/resource-sharing/resource-sharing-faqs|Resource Sharing FAQs page]] is a great source of information and questions posed by you colleagues as we work through the phases of the project.
+**6. Trove Collaborative Services Updates**\\
-**Trove Resource Sharing Technical Working Group**\\
+- Email sent Monday 2nd December to library managers to sign up to new platform by Friday 13th December. **Action**: If you haven’t seen this form check in with your Managers as the form would have gone to the main contact on the Trove Collaborative Services Contract (In NSPL’s case this was Collections Team Leader)\\
-Callout for a new Trove Resource Sharing Technical Working Group was made in July. This group, when assembled, will support the rollout of the new national resource sharing system and decommission of the previous long-standing system. The Working Group is an advisory body and aims to ensure the national resource sharing system is developed and delivered in consultation with end users.\\
-//Q: Did anyone nominated to be involved?//
-- Georges River ; Tamworth ; Cumberland ; City of Sydney\\
-**Q: Will the invoices be sent as they are now?** separate Invoices sent to the allocated email address Bi-monthly.\\
+- Trove Webinar held on Thurs 28/11 covering where changeover is at. Recording will be available through Trove Partners Learning Hub.\\
-The focus of the new membership tiers is reciprocal so that there will be less invoicing involved. Unsure if the new gateway will have in terms of invoicing capabilities but a question we can ask at the working group meetings should we be chosen.** Action**: escalate to NLA working group  when possible.\\
+- LADD VDX will run in tandem with ReShare from Mid-April with LADD VDX closing completely end of June 2025. Action: Potential freeze on new requests from Mid-May but will confirm with project team at NLA.\\
+- Next steps: Next Resource Sharing Working Group will meeting on Dec 12 2024. At the moment this should be around training but will update when we know more.\\
+- //Q: What packages are other libraries on?// A: NSPL is on Traditional currently bit of a price jump to Traditional plus\\
+- //Q: Hawkesbury – Is there a way to request reserve?// A: unsure at this time. Workflow seems to be you search Libraries Australia –> comes up with a request –> Button to submit request that will open form in ReShare--> ReShare will auto allocate rota based on Tiers and availability.\\
+**Action**: Check-in on option to reserve or edit form before sending out to locations in ReShare.\\
+- //Can you chose charging from end of the Rota?// A: To have access to charging locations you will need to be in the Pay for Peer tier. This is the ReShare equivalent of the current charging locations. No indication currently of what locations will be where – estimated release in 2025.\\
+Note: There is no limit to how many networks you can join but locations need to be in the same tiers as you to supply and lend. Has been discussed that once reciprocal options exhausted you will get a notification, like end of rota, before moving to the Pay for Peer.\\
-**Q** Statistics from Trove: The statistics received by Inner West from Trove about ILL usage did not match up with what they had locally. NSPL logged in to confirm that they were looking at the content contribution page and ANDB searches for the data.\\
+- //Q: Can you offer to scan Index page of non -loanable item?// A: There should be a separation of Document Delivery and ILL within ReShare.  Action: Shelley to ask in next RSWG meeting.\\
-This is a new system for many but the ANDB searches do impact the tier level that Trove will charge Libraries for the coming FY2024/25. NSPL has a workaround where they search for items in Trove instead of Libraries Australia and find the Record ID for LADD that way to stop the search counting towards a total. **Action:** Anne to send Inner West the Trove instructions she has been working with.\\
+- Holdings Problem – Georges Rivers still showing deleted items after removal from LMS – **Action**: check in with OAIPMH as there may be issues with the sync between Libraries Australia holdings and the local LMS.
 **9. ILL Van**\\
+- Holiday van schedule: Make sure to send closure dates to Genevieve ASAP.\\
-__Update:__ Metro Van Slip. Has been circulating in delivery, please use templates in the DokuWiki and adapt to your own logos.\\
+//Q: How have the new Metro Van labels been going, have many locations been using the new template?// A: Going well, yes certainly a big uptake to new format and hopefully less items going to wrong places.\\
+- Inner West did receive Blacktown’s box in error but whole tub so labels wouldn’t have helped\\
-New delivery scheduled for 2024/25 with approximate timing for delivery to be requested from SLNSW. **Action**: Shelley to email.\\
-__Issues__\\
-- Missed delivery at Strathfield Tuesday 30 July. Items arrived on Wednesday when they aren't due for a delivery\\
-- Bayside has also been noticing some issues:\\
-  * Driver usually arrives between 1 and 5pm, Noted different driver recently who arrived at 5:30pm.\\
-  * Receieved some returned in error items that weren't for Bayside.\\
-  * Items that have been shipped to them taking a month to arrive. Note: on time delay advised this can sometimes be due to alighment between lending locations sourcing and sending the item and then how this matches with the wider Metro van delivery schedule.\\
-- Burwood: Previously driver had been given swipe card access as they would arrive before library opens. Route must have changed as they now arrive between 11:30-1:30pm and have given card back.\\
-- Hawkesbury: Also missed a whole day with delivery arriving at end of the day instead of start.\\
-**Action**: Advised by Jody to keep reporting issues as consistency is what we are paying for and to let her know if not resolved so it can be escalated.
 **10. The Wiki**\\
-- Name change to Resource Sharing Working Group to align with other interstate colleagues and to cover all the services we provide. Please update your links to: https://wiki.libraries.nsw.gov.au/doku.php?id=resource_sharing_working_group\\
-- Any volunteers for upkeep? Updating content is becoming even more relevant as we continue ReShare rollout? Can think and let Anne or Shelley know.\\
-- Request for link to Victorian Libraries catalogue. **Completed** link available at [[https://wiki.libraries.nsw.gov.au/doku.php?id=online_catalogues|Online Catalogues]]page - Victorian Libraries\\
 **11. Libraries Australia/LADD issues**\\
-- Deleting holdings: Mentioned at previous meetings and continues to be an ongoing issue. Previously using separate cataloguing login has worked but now noone can access. Has led to many requests for items that are no longer available at Georges River.\\
-Cumberland advised they had had a similar issue post amalgamation and had to retire some NUC codes to get it working again. Had been working for Georges River more recently than that.\\
-**Action**: Move to The Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH) is a possible solution for Georges River management if not already on. Daily harvesting of holdings with this system reduces need to manual delete and stops needless requests coming through. Trove recording on how OAI-PMH works is available [[https://youtu.be/pbv85PVSE34|here]]\\
-- Blacktown was also having issues with logging into Libraries Australia/LADD. Action: advised to try on public PCs and see if it works there as it could be a firewall issue on the PC being used. If so check with local IT as a first point of call.\\
+**ALIA: ILL and classified material**: Back in September ALIA received a notification that an ILL request was made for a classified publication. While the request was caught before being supplied it has prompted ALIA to reach out and make sure we are all checking our own ILL processes in terms of content classification and restricted items.
+While Library collections are largely exempt from classification we all need to be aware of the current legislation around classification categories and how they apply to the InterLibrary loans service. (Copy of email in attached minutes)\\
-- New charging locations: Canterbury Bankstown has noticed that some QLD requests are bouncing back. This was news to other locations though some Victorian locations do seem to be charging since their new courier system was implemented in 2023.\\
+Current titles with a Category 1 Restricted rating\\
-- Query around Campaspe Regional Library (Echuca) – they have confirmed they are **reciprocal**  - if a public library has been charged from them please let them know so they can update their settings. This is done through the Location --> Own Services section of LADD.\\
+- American Psycho by Bret Easton Ellis\\
-Some locations who, according to the [[https://www.nla.gov.au/ilrs/ILRS|ILRS]], are charging include;
+- The Boys (graphic novel) by Garth Ennis (Volumes 1,3,5)\\
-  * Darebin Libraries (VPRE)\\
+Next steps:\\
-  * Stonnington Library and Information Service (VSILS)\\
+- Check in with your collections team. Back in 2023 our Collections TL ran a discussion in the collections WG to see what libraries were doing in terms of classification.\\
+- Look at your own local processes. Do you hold Category 1 or 2 items? Are they flagged in your catalogue? What processes are in place to catch any requests that may come through before the item is sent?\\
-- __Victoria Libraries catalogue:__ Dokou Wiki under  Online catalogues – Victora: https://wiki.libraries.nsw.gov.au/doku.php?id=online_catalogues\\
+- A section has been added to the [[https://wiki.libraries.nsw.gov.au/doku.php?id=resource_sharing_service_updates |Doku Wiki]] highlighting Resource Sharing and Classifications with links ratings information. Such as the  [[https://www.legislation.gov.au/Series/F2005L01284 | National Classification Scheme]].\\
+- SLNSW –  adds Category 1 restricted item sticker ; catalogue note on classification. Can be sent via ILL but requesting library needs to make sure it doesn’t go to anyone under 18 –
+e.g. Ukrainian American Psycho\\
 **12. Suggested topics for discussion**\\
-- ILL Statistics: Dianne Jenkins – PL stats\\
+- Ania: Due dates on items. Please pay attention to the due date on items being sent out e.g. 23rd December no time to send back to the lending Library.\\
-- What do other libraries do In terms of leave cover and ILL?: Anne Laidlaw\\
+Noted in discussion that due dates are varied between Councils and States with some ILL officers unable to override the due dates set by Library managers and/or LMS at time of loan. As always please reach out to local library and ask for extension if needed\\
-  * Northern Beaches: There's a second person here who can do LADD if I'm away for less than a week, if it's longer we suspend it though\\
-  * Woollahra: There are 2 other people that can do ILLs here - I go away, they split the tasks, one does incoming, the other does outgoing. My supervisor also keeps an eye out on renewal requests. Training guidelines\\
-  * Burwood: long term holiday suspend\\
-  * Stanton: long term suspend\\
-  * Albury: Albury suspends if the leave is significant and there is no other team members to take it on. I have two team members who are trained in LADD and they can back me up if I am leave and they have the capacity\\
-  * Hawkesbury: Depending on how much leave I’m taking I might suspend LADD but either way my manager also has access to the email account and will monitor that. Otherwise I’ve got a pretty solid procedure written so there’s a back up if I had to take sudden leave\\
-  * Blacktown: At Blacktown, if I'm away there is another person who can monitor ILLs but not for an extended time. I tend to suspend if it is more that 2 weeks\\
-  * Canterbury Bankstown: substantial manual available for staff to step in.\\
 . Next meeting\\
- Wednesday 4th December 2024, 2-5pm at New South Wales State Library\\
+  * Monday 3rd February 2025, 2-5pm (Hybrid meeting; both in person at the NSW State Library and online)\\
+  * Monday 5 May 2025 2-5pm (Online) Monday 4th August 2025, 2-5pm (Online)\\
+  * Monday 1st December 2025, 2-5pm (Hybrid meeting; both in person at the NSW State Library and online)\\