NSW PUBLIC LIBRARIES DOCUMENT DELIVERY SUB-COMMITTEE
Meeting Minutes

Date: Monday 6th May 2019
Venue: Unaipon Room, State Library of New South Wales
Time: 2.00pm-3.30pm

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

1. Welcome and introductions

2. Apologies:
Ania Milczarczyk, Campbelltown Brenda Finney, Singleton Dianne Jenkins, Newcastle Sally Lee, Willoughby Tiana Rapley, Hawkesbury

3. Confirmation of minutes dated 4 th February 2019
Anne Laidlaw, Sydney City
Annie Persijn, Georges River

4. Actions arising from previous meeting

Van run – Our couriers now have a new base at Rosehill (Parramatta area). This move is only temporary as the base will be relocated to another place at Rosehill in the future. The run sequence has not been finalised so there may be some changes to the delivery route.

The Wiki – It has been decided to keep the ILL Wiki as it is for now and to add a link from the new site if it happens in the future.

5. State Library of NSW report
The State Library’s tips for searching their catalogue. When searching for a book, the best approach is to use the drop-down menu and limit your results using the Books, journals and maps option. While hits retrieved will contain formats other than books, the journal content included in this search only covers 50-60% of total journal holdings.

6. Multicultural Services report

• Staffing updates - Oriana Acevedo is still working in her role as a Multicultural Consultant. Abby Dawson has moved to another position for a few months and Michael Lester will be replacing her during this time as the Acting Bulk Loans Coordinator.
  

• Returning more than one bulk loan in the same box - It’s fine to return different loans in the one box provided they can be distinguished from each other eg. if you’re returning dribs and drabs from a Spanish loan, bundle them up so they are easy to recognise so they will be processed separately from the Finnish loan being returned.
  

• How do the various public libraries collect and return bulk loans? – This question was raised as it seems that different libraries have their own arrangements. Some staff are having to collect and return bulk loans to the post office themselves while other councils have an internal courier that takes care of this transporting. If you find that you need your bulk loans to include special instructions on the box eg. ‘Must be delivered after 9am’ please let arrange this with the Bulk Loans team at the State Library.
  

7. ILL Van

Relocation of van base - As mentioned previously, the ILL van has relocated its base to Rosehill so it may take a little longer to receive our deliveries as the couriers are now driving with the traffic instead of travelling against it as they used to.

Addressing sent/returned items to:
Northern Beaches – Rouska receives items sent to her addressed to a variety of locations. At times, items haven’t been sent/returned correctly due to the variations. Please address everything to NORTHERN BEACHES – don’t send items to Warringah, Mona Vale or Manly (which are now part of the same library service). The confusion is understandable as LADD still shows NMAN as the NUC code. FYI, the van actually picks up/drops off at the Warringah Mall library.

Bayside Libraries – address items to BAYSIDE (not Rockdale or Botany Bay).

Georges River – address items to Georges River (not Hurstville or Kogarah).

Inner West Libraries – address items to LEICHHARDT (not Ashfield or Marrickville).

Canterbury Bankstown Library Service – please send to CANTERBURY.

8. The Wiki
The various public library working groups have their Wikis on the new website https://www.sl.nsw.gov.au/public-library-services/wikis-and-blogs.
If we go ahead with the new ILL Wiki, the content will be the same just linked to the current one. With this new setup, we are able to read the minutes from other groups if we want to. If you are interested in receiving training for the new ILL Wiki, please contact Ellen Forsyth.
Teresita (Waverley), editor of the current Wiki, confirms that there should be no problem with linking it to the proposed one.

9. Libraries Australia/LADD issues

• New NUC codes - Some libraries have been assigned new NUC codes and the old ones have been deleted. This mainly applies to the amalgamated libraries:
  
  1. Canterbury Bankstown was NCML now NBANK
     
  2. Warringah, Mona Vale (Northern Beaches) was NWAR now NMAN
     
  3. Ashfield, Leichhardt and Marrickville (Inner West) had separate NUCs now NLML
     

• Updating your library’s holdings in LADD – Has anyone done this? You need to prepare your files send them to Libraries Australia and they will notify you when the records can be uploaded.
  

10. Suggested topics for discussion

Hard2find – Dianne from Newcastle asked if there’s an equivalent of Hard2find for Victoria or Queensland libraries? It appears that there isn’t for Victoria but you can search holdings for their public libraries through Viclink where holdings are updated automatically on a weekly basis. The Swift consortium is also operational in Victoria and works in the same way as it did in NSW so you can carry out a single search across a range of catalogues.

11. Amalgamation updates

• Inner West (Ashfield, Leichhardt and Marrickville)
  

Has 8 locations but ILLs operates out of Leichhardt. Implementation of their new LMS halted their ILL service but as of 1/5/19 they are sending and receiving requests again. Their ILL service is now divided: the Collections team processes requests from their Inner West customers, contacts are Lynette and Karen. The Operations team deal with requests from other libraries. The restructure has not been completed but some positions have been sorted for the present – Eun Ah and Anna Mullen are the ILL contacts operating out of Leichhardt. When staffing positions have been finalised the ILL duties will continue to be split between the two teams – there will no longer be an ILL team but instead duties will be approached as assigned tasks.

Current ILL email address is ill.leichhardt@innerwest.nsw.gov.au

Inner West’s new LMS is Civica.

Please address all items for the van run to LEICHHARDT.

Holdings for all the Inner West libraries are still separate on Libraries Australia.

• Strathfield and Burwood are joining the Inner West consortia (using Civica) so will share the one catalogue eg. on Strathfield’s catalogue you can see holdings and place reserves on items from Burwood’s collection but they are still separate councils.
  

• Randwick stack – nothing can be borrowed from Randwick’s stack for the next two months but requesting items from their regular collection is fine.
  

12. General business

• How do libraries deal with borrowing items from the State Library and National Library due to their high replacement fees for lost/damaged items? Each library manages this differently eg Canada Bay only permits each customer to have only one request from the State Library at any given time. Sutherland inserts a slip into the item informing customer of lost/damage fees and also records a note of this when processing the ILL in case the item is lost so they can confirm that the customer was aware of the lending condition. Some libraries have a list of customers with a bad history and are cautious about borrowing from these libraries.
  

• ILRS Code review – Many managers are filling out the survey as well as their ILL officers.
  

• State Library is reducing the use of bubble wrap to protect their books in the van run due to environmental reasons. If you receive an item wrapped in bubble wrap, then return it the same way. If you receive items in envelopes, then follow this lead as well.
  

• AGM – The positions of Chair and Secretary were opened for nominations. Murray Boothman, Strathfield volunteered to continue in his role as Chair and Kristin Ovidi, Sutherland nominated herself as Secretary.
  

• Christmas meeting – venue to be decided but will be held on Monday 2 nd December.
  

13. Next meeting - 5th August at 2pm at the State Library, Unaipon Room.

Attendees:

• Murray Boothman, Strathfield
• Anne Laidlaw, City of Sydney
• Deb Malcolm, Stanton
• Teresita Quinones, Waverley
• Rouska Wong, Northern Beaches
• Parekh Chandra, Burwood
• Kristin Ovidi, Sutherland
• Fujing Zhao, Kuringgai
• Annette Maksum, Blacktown
• Anna Mullen, Inner West
• Annie Persijn, Georges River
• Diane Parkin, Hornsby
• Andrew Gee, Wollongong
• Rukhshana Hossain, Mosman Library
• Mark Ross, Ryde
• John Hogan, City of Canada Bay
• Mayer Wu, Canterbury
• Maria Wiemers, SLNSW
• Susie Lowy, Randwick
• Sharon Downie, Liverpool Library