NSW PUBLIC LIBRARIES DOCUMENT DELIVERY WORKING GROUP MEETING MINUTES
Date: Monday 7th August 2023
Venue: Online via Zoom
Time: 2pm
Chairperson: Shelley Petchell, Cumberland
Secretary: Anne Laidlaw, City of Sydney

Downloadable Minutes here

Agenda

1. Welcome and introductions

I acknowledge that I am hosting/recording this meeting from the lands of the Dharug People and pay respect to their elders past, present and future. I also acknowledge the Traditional Custodians of the various lands on which you all work today and the Aboriginal and Torres Strait Islander people participating in this meeting.

2. Apologies
Brenda Finney: Singleton Libraries (retired); Huong Tran: Lane Cove Libraries

3. Confirmation ofMay 2023 minutes - Confirmed

4. Actions arising from previous meeting

• SLNSW catalogue demo by Andrew Frost - queries raised about what collections are allowed to be borrowed on ILL as some Libraries have been knocked back for items they thought were ok. Andrew has sent through a link to the SLNSW ILL policy which outlines what can and can’t be borrowed. This is also available via Doku Wiki – Resources – SLSNW Resources.

• ILL Van survey – survey sent to managers in March asking for feedback on the ILL Van. Anne has been unable to get a progress report on this at the moment. Completed – Joanna informed group that SLNSW is aware review needed and will cc ILL staff in any future surveys on this matter.

5. State Library of NSW report - NIL

6. Multicultural Services report - Joanna's full updates available here

• 2022/23 Collection Size: 69,000 items in 43 different languages. The collection includes books and some audiobooks plus an English as a Second Language (ESL) collection.

• Circulation: 2022/23 saw the highest demand for Multicultural Bulk Loans over a 5-year period with a total of 75,135 items circulated.

• New flyers: new flyers available to promote bulk loans service. Order yours today through online form [https://plsnsw.wufoo.com/forms/multicultural-promotional-material/|here]

• Mailing lists: Please email pls@sl.nsw.gov.au to be added to these mailing lists;
  
  • Hard2Findfor NSW public library staff to use for finding items which are not listed on Libraries Australia. To be a member of this list your library must be willing to search for each title which is posted to this list.
    
  • MCBULKLOANSfor NSW public library staff who work directly with multicultural and alternate format bulk loans.
    

• English Large Print and Audiobooks Long Term Loans: The collection consists of 8,354 large print books and 6,086 audiobooks for adults. We do not have any large print or audiobooks for children. There is a mix of CD and MP3 CD material for audiobooks.
  
  • Priority given to regional NSW public libraries with small opening budgets.
    
  • Stocktake of collection to be undertaken in September/October 2023
    
• Contact Joanna to hear more at mc.bulk.loans@sl.nsw.gov.au
  

7. Trove Collaborative Services Updates

• Latest TCS Town Hall Webinar was held on Thursday 29th June. Recording available here

• Request for expression of Interest (REOI) – LADD replacement: In part two of the process (limited tender) running until mid-August. Estimated chosen applicant to be revealed October 2023 and transition to new platform in 2024.
  

8. ILL Van

• New schedule for 2023/24 ILL Van now released. Emailed by Genevieve to ILL contacts on Mon 31/7. Update by Joanna – New version downloadable from Doku Wiki here
  

• While initially estimating a price increase for the service as a lot of Libraries dropped some days the cost came in lower at $2,000 exc. GST per day. Confirmed drops include, Cumberland, City of Sydney, Canada Bay.
  
• Any changes to days on 2023/24 Van run will begin this week Monday 7th August. Please report any issues or surprise deliveries to Samantha and Genevieve
  

• Question: Why are we using Australia Post instead of van driver who just does the pick-up/drop-off through SLNSW. Action: Joanna to ask Samantha and Cameron Morley if an updated explanation. Completed: Response emailed to Metro Libraries Friday 11th August.
  

• Van delivery times – Any ongoing issues?
  
• John, Canada Bay: used to arrive at 8am, now closer to midday
  
• Sutherland: Very late, sometimes not until 5pm or later
  
• Inner West: 12pm or later. One day a week would be better in the morning.
  
• Ku-ring-gai & Woollahra : Late in the day
  
• Settled at: Canterbury Bankstown, Hawkesbury, Waverley
  

• Question: Is there a set order to the drop off locations. Does the Aust post driver decide on the day? Etc. Action: Joanna to check-in on this also. Going forward Joanna will ask for the Ill contact at metro libraries to be cc’d in any correspondence about changes in the Van run that gets sent to managers so that everyone has access to the information. Completed: Joanna emailed response to Metro Libraries Friday 11th August.
  

• Responses to all Metro Van Run questions available here

9. The Wiki

• Some access issues for Sutherland and SLNSW this morning. Action: Anne to check settings and see if all ok.
• Update to NKML catalogue link needed. Completed and ongoing checks to recommence.
• Wiki link to be resent with minutes

10. Libraries Australia/LADD issues

11. Suggested topics for discussion

• National Library of Australia – Digital first approach
  • Recently discovered by Deborah at Stanton that NLA is no longer lending physical items as they once did and opting for digital scanning ether direct to borrower or via library. Problem arises as catalogue listings don’t always have chapter information so don’t know what to request.
    
  • Especially problematic when they are only one of a couple of holdings where no one lends.

Action: Anne to create/update wiki with this information. New section added in Doku Wiki under Resource Sharing Updates.

12. General Business

• Anne: How do you train new branch staff on ILL? Quick guides, videos.
  • Canada Bay: Requests go to Collections Librarian first and if they decide not to buy it then comes through to ILLs. If on leave generally suspend until return. Has noticed becoming a net lender with requests from own borrowers down but lending to other libraries on the increase.
    
  • Central Coast: back-up trained to cover leave, sit down walk through steps. Instructions also available.
    
  • Sutherland: ILL section on Council's intranet with ILL and bulk loans Q&As.
    
  • Waverley: mostly someone filling in
  • Woollahra: Detailed instructions and guidelines for ILL and Community Languages left by Patra. Collections team also process ILLs so always someone looking at it.
    
  • SLNSW: Group of rotating Library Technicians and Assistants cover the role. LT’s respond to incoming requests. LA’s source from stack, pack and send. Also process any copy requests. Communication is managed via Teams Group, chat groups so everyone has access to the email chains.
    
  • Inner West: Three collections officers rotate tasks. This includes ILL, cataloguing , magazines so there is always a back-up. All branch staff know how to place a request
    
  • Canterbury Bankstown: detailed guidelines on ILL. Collections team process requests.
    

• Annie: How much do Libraries charge their borrowers? Action: Anne and Shelley to create a quick survey and results will be shared
  

• Maria: bulk loan query, is there a limit to number of boxes per borrower? No limit just hoping all is being read and that anything no longer needed is returned as soon as possible for redistribution.
  

13. Next meeting
* Monday 4th December 2023, 2-5pm at the NSW State Library.

Note: Day to be confirmed. As last years Christmas meeting was well received we will send a survey around to gauge interest in another move to Wednesday 6th December instead.