NSW PUBLIC LIBRARIES DOCUMENT DELIVERY WORKING GROUP MEETING MINUTES
Date: Monday 5th February 2024
Venue: SLNSW, Macquarie Room & Online via Zoom
Time: 2pm-5pm
Chairperson: Shelley Petchell, Cumberland
Secretary: Anne Laidlaw, City of Sydney

Downloadable minutes here

Agenda

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.

1. Announcement of Chair and Secretary roles
Shelley and Anne will continue in their roles for 2024

2. Apologies
Christine Bendit: Blacktown Library; Joanna Goh, State Library; Deborah Malcolm, Stanton Library; Sharon Downie, Liverpool Library; Huong Tran, Lane Cove Library; Annie Persijn, Georges River; Georgia Matthews, Hawkesbury Library Service; Ann Santangelo, Camden Library; Ita Hanssens, Central Northern; Kalyani: Ku-ring-gai Library (Online) ; Alexandra Chandler: Campbelltown City Library ; Kieran O’Donoghue: Lake Macquarie Libraries (Online) ; Ania Milczarczyk: Campbelltown City Library (Online) ; Carole Read: Canterbury-Bankstown Libraries (Online); Linda Albertson: Bega Valley Shire Library (Online)

3. Confirmation of December 2023 Minutes - Alice (Woollahra); Kris (Sutherland) ; Maria (SLNSW)

4.Actions arising from previous meeting

ILL charges: Surveyasking who charges for ILL and if this includes HLS sent on 5th Feb to ill elist. Please complete when you can and results will be shared.

Smoke smell in metro van: email sent to Genevieve who contacted AusPost with feedback. No further reply yet received from AusPost.Action: Pass on Genevieve’s email to Fujing. Completed 5/2

In House use only on ILLs: Libraries received ILL loans from us with accompanying paperwork with “In library use only” (ie. their patrons cannot take the items home). These are normal books: In use in library only stamped paperwork is most likely a staff error on State Library's part. Action: 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. Further Action: Add contact information for SLNSW ILL team to DokuWiki. Completed - email added to Resources page

Missing items: Missing book and DVD from regional library to City of Sydney. Not sure if they ever arrived at the State Library – Resolved: have concluded their adventure and made it back to NRTW.

Is there an alternative to LADD if requesting from State Library: 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).

December Meeting: Results of RSVP form were 23 for move to Wednesday and 13 to keep Monday. If anyone didn’t vote online please put a Thumbs up or Yes in the chat to move Dec meeting to Wednesday 4th December so we can secure a room. This will be the final decision as we can’t keep two room bookings pending.Action: Moving December to Wednesday. To confirm with Joanna Goh on her return from leave and confirm room. Will attempt a hybrid meeting again to allow more attendees.

5. State Library of NSW report – Maria
SLNSW website upgrade in progress: Currently on drupal 7 updating to drupal 10. Current features will remain but website will look different approximately in a months’ time

Question: Will this affect bulk loans? Answer: Check your links to existing pages are working but shouldn’t affect anything else

6. Multicultural Services report

Multicultural Services Information updated on Wikis: Both Multicultural working group and Document Delivery working group have had information updated. This includes:
How to fill in the bulk loans form
Searching for items in SLNSW catalogue

German junior shortage continues. There will be delays in supplying these items. Please return any overdue items that you may have.

7.Trove Collaborative Services Updates
No updates at this time, except they are still deciding on their pick. They have a final short list who they are re-meeting with.
The system will have to be built from scratch but should still be available by the end of 2024 when LADD retires.
Website to check for updates via NLA is: https://trove.nla.gov.au/partners/partner-services/manage/resource-sharing

8.ILL Van

Items going to alternate locations
- Monica from Stanton mentioned they are getting Northern Beaches items by mistake.
- City of Sydney items for Strathfield and Fairfield went to Willoughby. Items for Randwick, Warringah and Parramatta sent to Inner West.

Ku-ring-gai getting deliveries late in the day largely after 5pm. If Items not arriving on the right day –please let Shelley, Anne or Genevieve know. Note: Email sent from Genevieve about tub labels listing different delivery days. Please check your tubs and update to most current listing. E.g. City of Sydney is now Monday, Tuesday, Thursday and not Monday, Tuesday, Thursday, Friday.

9. The Wiki
Business as usual for the Wiki. Some content is in need of updating, e.g. catalogues, if you notice anything that is out of date for your location please flag with Anne or Shelley so we can get it fixed.

10. Libraries Australia/LADD issues

Trove unavailable: Trove and associated systems will be unavailable from 8am 10th Feb to midday 11th February. https://trove.nla.gov.au/partners/partner-support

LADD Rota: Trouble choosing locations in rota – scroll option now unavailable. Advice is that you can still add multiple locations you just have to select one at a time and scroll using up and down arrows on keyboard.

Ania (Georges River) – can no longer delete or edit holdings from LADD. No other locations have reported issues. Jody from Woollahra suggested trying to move onto data harvesting as this updates automatically and assists with clearing items. Note: must still be deleted in your own local catalogue.

11. Suggested Topics for discussion

Monica Camilleri: Northern Beaches:Information about when LADD is closing and what libraries are planning to do regarding ILLs. No further information forthcoming at this time (see point 7)

12. General business

• IFLA webinar 27th February: Title - “Relationships, Not Just Technologies: Why Connections Matter for Global Resource Sharing” - Register link available here and on the Wiki. 11:30pm our time
  

• Murray – Thinking of creating a spreadsheet of who uses what and contact details for reciprocal borrowers and services. If anyone has any existing documentation please send through to Murray.
  

• Unordered List ItemWelcome Jody to ILL working Group – Jody is the Library Manager at Woollahra and worked with Thomas to look at benchmarking for Interlibrary loans – realised there was a disconnect between ILL staff and managers and to be of assistance for group that needs to be escalated send through to Jody. Reach out if you need support
  

• Lake Macquarie – Are they still operating ILLs? Kristin Sutherland got a response that they are no longer operating ILLs. Action: Followed up by Kris and Lake Macquarie is definitely processing ILLs again
  

• Ponnary – Interested in updated schedule for the Metro Van run. Updated schedule available on DokuWiki and linked here
  

13. Next meetings

2024

Monday 6th May 2024, 2:30-5pm – at New South Wales State Library and Online. Delayed start proposed.
Monday 5th August 2024, 2-5pm – Online
Wednesday 4th December 2024, 2-5pm – at New South Wales State Library