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NSW PUBLIC LIBRARIES DOCUMENT DELIVERY WORKING GROUP MEETING MINUTES
Date: Monday 4th December 2023
Venue: SLNSW, Macquarie Room
Time: 2pm-5pm
Chairperson: Shelley Petchell, Cumberland
Secretary: Anne Laidlaw, City of Sydney
Downloadable minutes to be added 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
Sharon Downie, Liverpool; Ken Cullen, Inner West; Ann Santangelo, Camden; Janice Noble, Berrigan Shire; Jody Roads and Alice Wong Riley, Woollahra; Deanne Kennedy, Central Coast.
3. Confirmation of August 2023 minutes Kris, Sutherland ; Anne, City of Sydney
4. Actions arising from previous meeting
Charging for Inter library loans: Survey on ILL charges sent out with RSVP to the December meeting. 34 responses were collected. Prices ranged from free up to $9.00 Berrigan Shire ; $7.50 Georges River and Ku-ring-Gai with majority sitting around $5.00.
o Liverpool – no charge unless Uni
o Sutherland – no fees if junior items and on Metro Van run
o Cumberland – outside of LGA charges but within LGA and HLS free if reciprocal. Cumberland also currently doesn’t charge Universities but this only came in 3 years ago with potential amendments in the works
o Query regarding charges for home library borrowers? General consensus is only if sourced from Universities then fee passed on. Action: Survey to be resent with added column for HLS ILL fees if any
Responses from initial survey on ILL charges can be viewed here
NLA digital first approach – Completed: Summary added to Resource Sharing updates on DokuWiki advising limitations on physical loans from NLA going forward.
6. Multicultural Services report – report also available here
Specific title requests through bulk loans – In 2021 trial of allowing specific titles to be requested in bulk loans instead of ILL to save money began. Results of this trial have been unsuccessful and not sustainable for bulk loans team. Therefore going forward this will now not be an option – Libraries can still try including specific authors in their requests just not titles and please use correct spelling for authors to help the team.
Library catalogue – the expectation is that ILL staff do go to the SLNSW catalogue to see If the item is in fact held before requesting. New catalogue layout, however, is not very user friendly for multicultural bulk loans.
- Data not transferring direct from LMS into online catalogue – inaccurate information and lots more click to see holding and no advance search results.
- Joanna encourages to go to old catalogue view and look for ILL bulk loans there
- Results will immediately show if it is there or not
- No date on when new catalogue will be improved for print items – pushing for improvements.
- Wiki – Information on how to search and read results
SLNSW purchased Vox books – children’s picture books with inbuilt player. Bi-lingual options available
- Useful for kids and adults learning the language and storytimes for
- Available in bulk loans – 13 languages as a trial – limiting to 2 Vox books per order. E.g. order of 10 Gerrnan Junior = 8 normal item and 2 Vox.
- Can charge if you want but not expected and same 3 month loan period as bulk loans boxes.
- Can choose vox books in multicultural bulk loan form AND also ILL – chargers will not be sent. Full charge good for 150 plays
- Red or green light to show if charged or not
End of year – email sent out on Friday 17th November that Bulk loans service will be closed from Monday 18th December until Monday 1st January. Back on the 2nd January 2024.
Any orders placed after Friday 15th December will be fulfilled in the New year – WILL still accept returns within this period.
Diane (Hornsby) –has there been a policy change for lending SLNSW items out at requesting library. Hornsby has been getting noted in the LADD Form coming up as “to be used in Library only”.
Annie mentioned that she had checked previously for Georges River and was told that it was an admin error.
Response from SLNSW Doc Del team
1. Libraries received ILL loans from us with accompanying paperwork with “In library use only” (ie. their patrons cannot take the items home).
Answer: In use in library only stamped paperwork is most likely a staff error on State Library's part. Response to public libraries would be to please 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.
2. Alternative to LADD if requesting from State Library
Answer: 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)
7. Trove Collaborative Services Updates
Announcement of LADD replacement pushed out to early 2024 with LADD now due for retirement end of 2024. Public release – then merge across – training and troubleshooting. As further information comes through we will pass it on
Question: Is there a plan B for if crossover doesn’t happen.
- Each Library should look into alternatives that will help their own service. E.g. Emails are good for some but others can get over 100 requests a week.
- Spreadsheets have worked well for Libraries in the past and currently to track their requests.
- Chek your LMS – The Aurora LMS is currently looking at rolling out an updated ILL module for Libraries to use in the interim. Action: Anne advised all Aurora users to check in with their IT team or managers before next Aurora user group meeting on 13th December, Anne to send any Work sheets and Guides for new system through to Stanton, Lane Cove, Bayside, Hawkesbury. Completed.
8. ILL Van
Holiday van schedule? Once response received from Genevieve will pass on to Wiki and elist. Action: Jo has checked with Genevieve on new van run and it will be released once a few last libraries have been confirmed. Confirmed – email sent to Metro Van run recipients on 7th December and added to Wiki 12th December