NSW public library wiki

NSW PUBLIC LIBRARIES DOCUMENT DELIVERY WORKING GROUP MEETING MINUTES
Date: Monday 1st May 2023
Venue: Macquarie Room, SLNSW
Time: 2pm
Chairperson: Anne Laidlaw, City of Sydney

Downloadable minutes 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

Shelley, Cumberland; Huong, Lane Cove; Thavary, Fairfield; Brenda, Singleton; Sharon, Liverpool; Teresita, Waverley; Deanne, Central Coast ; Maria Wiemers, SLNSW ; John Hogan, Canada Bay ; Georgia Matthews, Hawkesbury ; Teresita, Waverley

4. Confirmation of February 2023 minutes - Kris, Sutherland and Diane, Hornsby

5. Actions arising from previous meeting

ILL Van run update
There’s a lack of knowledge regarding the scheduled days. An updated schedule was sent to Shelley and will be up on the wiki shortly. We are waiting on information on the order of the route and its stops.

Update on Benchmarking survey Thomas MacRae from sutherland provided feedback on the ILL Benchmarking survey that was completed in August 2022. PDF of the presentation is available here
Some quick stats:

55% of library services in NSW responded to the survey (52% Metro, 48% regional)
Confirmed large negative impact that losing LADD will have on staff ability to efficiently and effectively undertake ILL duties in addition to other tasks they are required to complete (79% negative impact).
80% of Libraries said they use LADD to manage their ILLs ; 87% use an LMS that includes a LADD module, with 70% using their ILL module to manage their ILL process.
Libraries Australia used by both Ladd and Non-LADD Libraries to check holdings and prioritize rotas of supply. While not always accurate in its listings it is hopeful that further implementation of automatic harvesting of holding records will help resolve this issue.

Recommendations from survey are:

While positive announcements have come from NLA on future of TCS it is still important for the Library network to advocate for efficient access to the distributed national collection. As such the following recommendations arise from the findings in this report. NSWPLA and member councils continue to advocate for TCS to review the cost of TCS subscriptions for public libraries so that all libraries can continue to remain partners.
NSWPLA express interest in being part of the consultation on any new system that will replace LADD.
That Libraries recognise the importance of ILLs as a way of supplementing their own collections and retain TCS partner status
That Libraries work with TCS to arrange regular, automatic harvesting of collection data so that holdings are accurate and ILL processes are efficient.

6. State Library of NSW report

New SLNSW catalogue changes demonstrated by Andrew Frost. These changes go live week of 8th May 2023. The catalogue is an inhouse system and has been developed by staff so if you have any feedback or notice any bugs, please report via the feedback option.
Interesting to note regarding the call numbers for items, around 2012/2013 Dewey numbers were replaced by running numbers.

7. Multicultural Services report

Abby’s last meeting – we say a sad goodbye to Abby and a warm welcome to Joanna Goh who will be returning to us as the bulk loan service coordinator.
New Tibetan collection will be officially launched at Dee Why Library in June. The advertising material for the Multicultural Collection has been updated and will be distributed to all libraries. Digital signage and posters that libraries can use to advertise their collections are currently being updated.
Mixed box bulk loans for display are available for borrowing. Just use the bulk loans request form as usual and in the dropdown menu for the language options, you’ll find Mixed Language Box for Display. You can inform the SLNSW of which languages you would like, you can choose 10, 20 or 30 adult or junior items for the usual 3 or 6 months. Tailor the request to suit your library.
Low stock of: Junior - Arabic, Hungarian and German but purchasing more. Currently sourcing a new supplier for Junior Arabic titles. ; Adult – Persian titles
Ukrainian collection – new order of 1-2 hundred items
Slovak collection to also be purchased in the future
How are items tracked when out to Libraries? When items arrive at Libraries and go on shelf its up to them how it is managed in terms of tagging and tracking.
Missing items: Should any items go missing get in touch with multicultural support team before charging the borrower to make sure the item is indeed lost and hasn’t found its way back to SLNSW.

8. Trove Collaborative Services Updates

Updates on TCS Resource sharing - Request for expressions of Interest (REOI) was delayed and released to market 6th April and closing 8th May. This will delay further information on potential LADD replacements but information will be passed on as it comes to hand.

Trove funding update - pledge for more funding in budget to be officially announced in May 2023, Govt to “… provide $33m over the next 4 years to maintain Trove, with $9.2m plus indexation per annum ongoing after that” Trove’s future has been secured.

9. ILL Van

Issues continue with ILL Van with irregular and missed deliveries. Some examples included,

Ku-Ring-Gai reported have still been receiving wrong items and also delivery not arriving util 4:30pm.
Burwood also reported significant changes in delivery times – sometimes 6:30/7am and left at main door other times not until 2-3pm. Staff can’t be guaranteed to be around all the time for collection.
Sutherland delivery didn’t arrive until 5:45pm.

Communication when delivery is not going to arrive also a problem. This could also be that SLNSW is not getting that information from Australia Post.

Feedback is being take seriously with Cameron Morley sent a survey on ILL courier service sent to Library managers end of March asking for information on Van troubles. Had closed on 14th April but no further information has trickled down. Action: Anne to see if she can get some further information.

Some possible points to consider:

Is one person on the whole run too much? Used to be split into two runs under TOLL couriers.
Wrong deliveries – is how we are labelling the libraries causing a problem? Does Aust Post have a preferred naming convention or label format they would prefer we use?

10. The Wiki

11. Libraries Australia/LADD issues

Confirmed: Victorian Libraries reinstating services April/May with new courier trial. There are some changes to the way ILLs will be run within Vic Public Libraries, but shouldn’t have much of an effect on our sharing interstate, may just take a little longer.
Canada Bay harvesting - our harvest program is adding new items to LA but it is not deleting removed items. This has been going on for some time. No remedy date yet.

12. Suggested topics for discussion

Are late fees on ILLs the same as your own Library items? (Fujing) – largely yes, where Libraries do charge overdue fines these also apply to any ILL items.Where Libraries don’t have overdue fines at all, such as City of Sydney and Sutherland, borrower account gets blocked for access to Library services.
ILL Module on Spydus (Parekh) - discussion on how to use the ILL module in Spydus. Inner West has a procedure for the module that will be passed onto Parekh. Diane also offered to send some information across on how Hornsby uses the module.

13. General business

13. Next meeting
2023
Monday 7th August 2023, 2-5pm – Online
Monday 4th December 2023, 2-5pm