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**NSW PUBLIC LIBRARIES RESOURCE SHARING WORKING GROUP**

===Minutes===

**Date: Monday 5th August 2024**\\
Venue: Online via Zoom\\
Time: 2pm\\
Chairperson: Shelley Petchell, Cumberland \\
Secretary: Anne Laidlaw, City of Sydney

**Agenda**\\ 

Downloadable copy of minutes {{ :minutes_august_2024_resource_sharing_wg_meeting.doc |here}} 

1. Welcome and introductions\\

2. Apologies - Kristin Ovidi: Sutherland; Ania Milczarczyk: Campbelltown \\ 

3. 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\\ 

**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.\\

__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]]\\
   

**5. Multicultural Services report** - {{ :multicultural_services_report-2024-08.pdf |Report available here}}\\

**6. Trove Collaborative Services Updates**\\

  * **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]]\\
  * **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]].  \\ 
  * **16 July 2024** - Extra Webinar held with Julia Hickie as a forum to ask questions about the forthcoming changes.\\ 
 
**Overview**\\
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:
  * 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.\\
  * 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**\\
The new model runs on three tiers of membership.\\ 
  - 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 \\
  - 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. 

**Trove Resource Sharing Technical Working Group**\\
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.\\
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.\\ 

**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.\\
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.\\  

**9. ILL Van**\\

__Update:__ Metro Van Slip. Has been circulating in delivery, please use templates in the DokuWiki and adapt to your own logos.\\

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.\\ 

- 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.\\
- 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.\\
Some locations who, according to the [[https://www.nla.gov.au/ilrs/ILRS|ILRS]], are charging include;
  * Darebin Libraries (VPRE)\\
  * Stonnington Library and Information Service (VSILS)\\

- __Victoria Libraries catalogue:__ Dokou Wiki under  Online catalogues – Victora: https://wiki.libraries.nsw.gov.au/doku.php?id=online_catalogues\\
   
       
**12. Suggested topics for discussion**\\
- ILL Statistics: Dianne Jenkins – PL stats\\
- What do other libraries do In terms of leave cover and ILL?: Anne Laidlaw\\
  * 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.\\
    
13. Next meeting\\
 Wednesday 4th December 2024, 2-5pm at New South Wales State Library\\