NSW PUBLIC LIBRARIES DOCUMENT DELIVERY SUB-COMMITTEE
MEETING MINUTES

Date: Monday 5th August 2019
Venue: Macquarie Room, State Library of New South Wales
Time: 2.00pm-3.50pm

Chairperson: Murray Boothman, Strathfield
Secretary: Kristin Ovidi, Sutherland

1. Welcome and introductions

2. Apologies:

• Ania Milczarczyk, Campbelltown
• Anne Laidlaw, City of Sydney
• Deborah Malcolm, Stanton
• Felicity Naess, Blue Mountains
• Parekh Chandra, Burwood
• Sue Hamling, Central Coast
• Susie Lowy, Randwick
• Tiana Rapley, Hawkesbury
  

3. Confirmation of minutes dated 6th May 2019
Annie Persijn, Georges River
Diane Parkin, Hornsby

4. Actions arising from previous meeting
Correction to the minutes from the previous meeting held 6th May 2019.
Under section 7, ILL Van, it should read:
Bayside Libraries – address items to Bayside (not Rockdale or Botany Bay).
Georges River Libraries – address items to Georges River (not Kogarah or Hurstville).

5. State Library of NSW report
NIL

6. Multicultural Services report
NIL

7. ILL Van

• Universities - The question was raised whether the van drops off/picks up from any of the university libraries that it once did. It was explained by Teresita, Waverley, that this practice changed when Waverley stopped managing the van run - the courier no longer visits any university.
  

• Timetable of van run - Some of the metro libraries are noticing that the van has been arriving at different times – this is due the relocation of the ILL van run base to Rosehill eg Kogarah and Sutherland are having deliveries much earlier in the day, whereas Hornsby is receiving them later.
  

• Items returned in error – There seems to be an increase in items being returned to the wrong library with the expectation from customers that they will be forwarded to the correct one. Libraries deal with returned in error items in a variety of ways – some libraries send them back straight away, others after a month and others hang onto the items and if they are not claimed get discarded. It can be difficult knowing what the right thing to do is particularly when a customer begins treating the van run as their personal courier service.
  

8. The Wiki

The Document Delivery Sub-Committee NSW Public Libraries group has a link under the State Library of NSW’s Wiki page https://www.sl.nsw.gov.au/public-library-services/wikis-and-blogs This link is named Inter library loans for NSW public libraries and it will take you to the old ILL Wiki. It is a considerable job to update the old Wiki to the new one so at this stage things have remained as they are while Murray, Strathfield, awaits a response to his enquiry about the new Wiki.

9. Libraries Australia/LADD issues

• Occasionally, there is a problem retrieving a title when searching for it via LADD. A tip was suggested – search for the title and select ‘Complete’.
  

• If a record has been left idle for over 6 months in LADD, it may have been cleaned out and removed.
  

• Is it possible to arrange a replacement charge for a lost/damaged item in LADD or do we have to arrange it in the usual way ie print/email invoice to the library for lost/damaged item, then they arrange payment to be made? LADD has an option for damage/lost items but this is only used for statistical purposes so it is best to resort to the usual way of arranging payment by sending an invoice to the library.
  

10. Suggested topics for discussion

• Updating your catalogue holdings in LADD – Murray, Strathfield, has carried out a search on the Libraries Australia website but is unable to locate any information in the LADD manual. Strathfield has deleted and added many items from their collection due to their new LMS. Diane, Hornsby, responded that you need to contact Libraries Australia to update your library’s holdings but it is a slow process as you are placed in queue. FYI JBO uploads records for Hornsby but only because they purchase from them.
  

• Civica Spydus labels use – Burwood, Inner West, Canada Bay and Strathfield all use Civica Sypdus. Murray, Strathfield, is enquiring about the checking out of ILLs to customers using their new LMS. With Spydus 10, some libraries check the Request module, assign the item to themselves then add the ILL wrapper. Other libraries manage the issue with the use of a thin and thick client.
  

• Hard2 find list – some libraries are receiving a bounced email when sending emails via the Hard2find elist. NSL is in charge of the Hard2find list and Murray will follow this issue up with them. It was pointed out that you have to subscribe to the list to be able to send emails from it.
  

• New NUC code for Georges River (NHUR) likely in the future – All items are still processed at Kogarah Library for the record.
  

11. Amalgamation updates
The question was raised whether there were any NSW public libraries which are not accepting ILL requests via email? No one is aware of any libraries that have a problem with email requests.

In the future, while the old Swift Library Consortium won’t be reinstated, Strathfield and Burwood’s catalogues will be linked. The Inner West libraries will also be part of this set-up making searching across these libraries easier.

12. General business

• Searching for languages not listed in the Community Languages Collection Directory – If you are requiring a language that is not listed in the directory, eg Tibetan, Abby Dawson has mentioned in the past that we can forward a request to her and that when she has received enough interest in that particular language, she will consider the purchasing of items.
  

• The State Library’s Unaipon Room area is being reconfigured so we are unsure whether we will continue to hold our future DD meetings there.
  

• Happy news from Rukhshana Hossain, Mosman – this meeting will be the last Rukhshana will be attending for a while as she will be going on maternity leave soon. A contractor will be stepping into her role while she is away. Congratulations and all the best Rukhshana!
  

• Christmas meeting – there have been no takers to host the Christmas meeting on Monday 2nd December. As we are allotted the use of the State Library rooms for only 3 meetings per year, we will have to check what other options are open to us.
  

13. Next meeting - Monday 2nd December 2019. Venue – TBA.

Attendees:

• Annette Maksum, Blacktown
• Annie Persijn, Georges River
• Diane Parkin, Hornsby
• Fujing Zhao, Kuringgai
• Huong Tran, Lane Cove
• John Hogan, City of Canada Bay
• Kristin Ovidi, Sutherland
• Mark Ross, Ryde
• Mayer Wu, Canterbury Bankstown
• Murray Boothman, Strathfield
• Rukhshana Hossain, Mosman Library
• Sharon Downie, Liverpool Library
• Shelley Petchell, Cumberland
• Teresita Quinones, Waverley
• Vicky Hodgson, Canterbury Bankstown