NSW PUBLIC LIBRARIES DOCUMENT DELIVERY WORKING GROUP MEETING MINUTES
Date: Monday 4th December 2023
Venue: SLNSW, Macquarie Room
Time: 2pm-5pm
Chairperson: Shelley Petchell, Cumberland
Secretary: Anne Laidlaw, City of Sydney

Downloadable minutes to be added here

Agenda

1. Welcome and introductions
I acknowledge the Gadigal of the Eora Nation, the traditional custodians of our local area and we acknowledge their continued connection to Country. I would like to pay respect to Elders both past and present and extend that respect to all Aboriginal and Torres Strait Islander people who are present.

2. Apologies
Sharon Downie, Liverpool; Ken Cullen, Inner West; Ann Santangelo, Camden; Janice Noble, Berrigan Shire; Jody Roads and Alice Wong Riley, Woollahra; Deanne Kennedy, Central Coast.

3. Confirmation of August 2023 minutes Kris, Sutherland ; Anne, City of Sydney

4. Actions arising from previous meeting

Charging for Inter library loans: Survey on ILL charges sent out with RSVP to the December meeting. 34 responses were collected. Prices ranged from free up to $9.00 Berrigan Shire ; $7.50 Georges River and Ku-ring-Gai with majority sitting around $5.00.
o Liverpool – no charge unless Uni
o Sutherland – no fees if junior items and on Metro Van run
o Cumberland – outside of LGA charges but within LGA and HLS free if reciprocal. Cumberland also currently doesn’t charge Universities but this only came in 3 years ago with potential amendments in the works

o Query regarding charges for home library borrowers? General consensus is only if sourced from Universities then fee passed on. Action: Survey to be resent 2024 with added column for HLS ILL fees if any

Responses from initial survey on ILL charges can be viewed here

NLA digital first approach – Completed: Summary added to Resource Sharing updates on DokuWiki advising limitations on physical loans from NLA going forward.

6. Multicultural Services report – report also available here

Specific title requests through bulk loans – In 2021 trial of allowing specific titles to be requested in bulk loans instead of ILL to save money began. Results of this trial have been unsuccessful and not sustainable for bulk loans team. Therefore going forward this will now not be an option – Libraries can still try including specific authors in their requests just not titles and please use correct spelling for authors to help the team.

Library catalogue – the expectation is that ILL staff do go to the SLNSW catalogue to see If the item is in fact held before requesting. New catalogue layout, however, is not very user friendly for multicultural bulk loans.

• Data not transferring direct from LMS into online catalogue – inaccurate information and lots more click to see holding and no advance search results.
• Joanna encourages to go to old catalogue view and look for ILL bulk loans there
• Results will immediately show if it is there or not
• No date on when new catalogue will be improved for print items – pushing for improvements.
• Wiki – Information on how to search and read results
  

SLNSW purchased Vox books – children’s picture books with inbuilt player. Bi-lingual options available

• Useful for kids and adults learning the language and storytimes for
• Available in bulk loans – 13 languages as a trial – limiting to 2 Vox books per order. E.g. order of 10 Gerrnan Junior = 8 normal item and 2 Vox.
• Can charge if you want but not expected and same 3 month loan period as bulk loans boxes.
• Can choose vox books in multicultural bulk loan form AND also ILL – chargers will not be sent. Full charge good for 150 plays
• Red or green light to show if charged or not
  

End of year – email sent out on Friday 17th November that Bulk loans service will be closed from Monday 18th December until Monday 1st January. Back on the 2nd January 2024.

Any orders placed after Friday 15th December will be fulfilled in the New year – WILL still accept returns within this period.

Diane (Hornsby) –has there been a policy change for lending SLNSW items out at requesting library. Hornsby has been getting noted in the LADD Form coming up as “to be used in Library only”.
Annie mentioned that she had checked previously for Georges River and was told that it was an admin error.

Response from SLNSW Doc Del team 1. Libraries received ILL loans from us with accompanying paperwork with “In library use only” (ie. their patrons cannot take the items home). Answer: In use in library only stamped paperwork is most likely a staff error on State Library's part. Response to public libraries would be to please where possible communicate to us when this error occurs (email to dds@sl.nsw.gov.au) so we can identify the training gap or further investigate.

2. Alternative to LADD if requesting from State Library Answer: If LADD is not working, NSW Public Libraries could email their requests to dds@sl.nsw.gov.au. (This is an option in any case not just when LADD is down, as not all public libraries use LADD)

7. Trove Collaborative Services Updates

Announcement of LADD replacement pushed out to early 2024 with LADD now due for retirement end of 2024. Public release – then merge across – training and troubleshooting. As further information comes through we will pass it on

Question: Is there a plan B for if crossover doesn’t happen.

• Each Library should look into alternatives that will help their own service. E.g. Emails are good for some but others can get over 100 requests a week.
• Spreadsheets have worked well for Libraries in the past and currently to track their requests.
• Chek your LMS – The Aurora LMS is currently looking at rolling out an updated ILL module for Libraries to use in the interim. Action: Anne advised all Aurora users to check in with their IT team or managers before next Aurora user group meeting on 13th December, Anne to send any Work sheets and Guides for new system through to Stanton, Lane Cove, Bayside, Hawkesbury. Completed.
  

8. ILL Van

Holiday van schedule? Once response received from Genevieve will pass on to Wiki and elist. Action: Jo has checked with Genevieve on new van run and it will be released once a few last libraries have been confirmed. Confirmed – email sent to Metro Van run recipients on 7th December and added to Wiki 12th December

Aurora (Bayside) – Tues delivery – times still up in the air. Used to arrive at 2pm-2:30pm not closer to 4pm. With book club titles – expecting 15 items and get 3 – could vary with pick-ups and drop offs from other councils. Timing varies – Ryde Wednesday

Fujing (Ku-Ring-Gai) – Strong smoke smell noted in ILL tub after delivery. Also noted by Stanton and Bayside. Action: Shelley/Anne have emailed Genevieve re: smoking in Van, advised local ILL staff to also email as it happens to keep a log for Aus Post performance review

Anne (City of Sydney) – awaiting two items from Richmond Tweed that were shipped on 27th October. Had been sent to SLNSW but not with Doc Del team and not at City of Sydney. Please keep an eye out. SLNSW response - Missing book and DVD from regional library to City of Sydney. Not sure if they ever arrived at the State Library

9. The Wiki

• National Library digital first approach information updated
  
• Will upload spreadsheet with charges as soon as HLS information added.
  
• Add in recording of NLA Town Hall on Thursday 30th November. Recording available here
  

10. Libraries Australia/LADD issues

Lower charges on LADD - Annie Mentioned that she had some items come through from University of Sydney at an old fee of $16.50 and not current charge of $32.40.

Suggested Annie try to look at Own services section of LADD to see if the default amount for USYD has been set lower. Instructions can be found on page 53 of LADD manual

Mentioned in discussion Waverley doesn’t charge UNSW and vice versa. This is a historical agreement and relies on both locations agreeing to the reciprocal agreement

UTS items coming up as zero charge – Fujing mentioned that UTS requested items from Ku-ring-gai was showing no charges. Action: Fujing to check in with UTS to see what charges are being set and also check the Own services section of LADD as mentioned above

LADD NUC codes - LADD was acting strange – When you select NUC from left hand side and it has numbers it was more up to date but if it is blank then older holdings and may not be up to date. AS we go into 2024 more strange things may keep happening in LADD

11. Suggested topics for discussion

• Ken Cullen, Inner West: any update on Trove (as in Trove funding?)
  
• Parekh Chandra, Burwood: Cannot move down the list when adding on LADD. Answer: Aurora suggested going to List of NUC codes, highlighting and then move down. Action: Check back in with Parekh for clarification.
  

12.General business

ILL elist – Aurora having trouble accessing the elist and misses out on some of the invites. As some Libraries can drop off Jo will check if Bayside address currently on elist and add of not.
If problems keep occurring also ask local IT if the emails are being blocked by the server on their end.
Action Completed: Jo added Bayside general email to elist and sent confirmation to Aurora 4/12/2023. Shelley to also forward current information on to email address in the interim until issue resolved.

TROVE maintenance: Planned maintenance on all TROVE systems set for Sat 9th 6pm – 12pm Sun 10th December 2023. Just an FYI in case systems don’t come up as they should Sunday/Monday.

13. Next meetings

2024

• Monday 5th February 2024 – AGM – SLNSW, 2-5pm
• Monday 6th May 2024 – SLNSW, 2-5pm
• Monday 5th August 2024 – Online, 2-5pm
• Monday 2nd December 2024 – SLNSW, 2-5pm