Minutes NSW Public Libraries Document Delivery Meeting
4th February 2019 – 2PM State Library, Unaipon Room
1. Exhibition tour - Prior to meeting Anna Corkhill, Curator, Research & Discovery Branch conducted a curator talk of the Memories on Glass and the UNESCO six exhibitions.
2. Welcome and introductions
3. Apologies:
Deborah Malcolm: Stanton; Murray Boothman, Strathfield
4. Confirmation of 3 December 2018 minutes:
Teresita Quinones: Waverley; Diane Parkin: Hornsby
5. Actions arising from previous meeting:
SA Libraries – Maria Wiemers, State Library
- Tony May, Manager, Customer Contact, State Library of South Australia was contacted concerning if there has been changes to interlibrary loan policy sent by SA Public Libraries to NSW Public Libraries plus reciprocal arrangements.
Question: Has there been a change in the way SA public libraries are requesting book or copies? The group mentioned that previously requests came from the SA State Library for loan or copy requests made by SA public libraries. The group mentioned that requests are now coming directly from SA public libraries.
Reply: There has been no change. Public Libraries still send requests to the State library of SA for State Library of SA material. SA Public Libraries go directly to an interstate library if they need a loan or copy item.
Question. Is it possible for NSW public libraries to set up reciprocal borrowing arrangements with SA public Libraries.
Reply: Yes. Requests can be submitted to the SA Public Library concerned, the individual NSW libraries can contact a SA public library to arrange a reciprocal loans / copies with that Library.
6. State Library of NSW report:
We have been refining the report function in Alma and I have a list of overdue interlibrary loans, please check and let me know if your library still has the book.
7. Multicultural Services report
Returning different languages in the one box:
It’s ok to return different languages in the one box but could you place a rubber band around the books so they are easy to recognise and process.
RFID
- If your library uses RFID technology, could you please not attach these tags directly on to State Library multicultural items as they interfere with other libraries’ RFID tags on temporary cards.
- The State Library provides pockets in the front cover of the books for your use, please attach your tags or barcodes to the temporary card in the pocket. If you find items without pockets, please return them with a note insert so we can attach one.
- The RFID can be wiped or destroyed by nicking the RFID tag or return the item with a note to say that there is an RFID tag in the book.
Picture books not received in bulk loans:
Abby will talk to the team processing the bulk loans, it may be that there were no picture books available in the requested language.
Let Abby know if your if you don’t receive the picture books you requested.
Email address for notification:
SLNSW is using Australia Post for the delivery of parcels, you will receive a tracking number by email. Do you want a specific email address for the organisation or for the person receiving the interlibrary loans? If your current email address is working then no change is necessary but if you want to change your email address let Abby know.
Boxes being left outside the library after hours:
The group was asked if boxes of books have been left outside the Library if the Library is Closed – most of the group stated that if the library was closed the boxes were returned to the Post Office and collected from the Post Office.
Change to van runs
The Van’s location for sorting the interlibrary loans has moved from Banksmeadow. Abby emailed the supervisor for the Van and was told that some of the runs make change as the Van is leaving from a different location. Many councils have given key cards to the drivers so they can deliver the items after hours, Ryde library for example changed the time of their delivery to the end of the run. Abbie will find out about the delivery changes and let the group know.
Not able to see Holds on SLNSW My Library Card:
Action: Maria to follow-up about who places the holds if an item is in use and how do libraries check their holds.
The query concerning not being able to see “holds” was followed up with Document Deliver staff - all library holds are placed under a State Library Document Deliver Library Card and a list is generated to keep track of the holds. Because the holds are all together under the Document Supply card, libraries will not see their hold requests.
Follow up action Maria will provide feedback to our Manager concerning the holds process and let her know it is a problem for public libraries.
8. ILL Van
The Holiday Van Runs – libraries were asked to notify the State Library when their Library would be closed over Christmas / New Year. Sutherland Library received deliveries on the days when staff were not available to process the delivered.
9. The Wiki
Update - Ellen Forsyth (Public Libraries and Engagement, SLNSW) introduced and demonstrated the wikipedia platform: https://www.sl.nsw.gov.au/public-library-services/services#information-for-working-groups
Key points:
- Group currently uses google groups to add meeting agendas and minutes, information of interest to the group. The wiki is an opportunity for the group to add the same information to the wiki instead of the google groups or a link from the wiki to the google groups site.
- Individual signons for editing content, changes can be tracked if necessary.
- Daily backup
- Ellen explained the process of training three members of the NSW Reference & Information Services Group - one day training which can be onsite or can be done remotely using BlueJeans video conferencing and screen sharing software.
- Group concentrated on loading Meeting Agendas and Meetings as a start, can embed slides, videos and photographs. Presentations and other items could go into the Resources section.
- Improves visibility for the working group
Action: Group asked to discuss and consider if adding a link to the existing Google Groups would be useful or adding content directly to the wiki. Group to discuss at next meeting.
10. Libraries Australia/LADD issues: No issues reported
11. Suggested topics for discussion: Nil
12. Amalgamation updates:
Inner West consortia – Marrickville/ Ashfield/Leichhardt new Library Management System, Burwood and Canada Bay will join. Same LMS, not sure if all on the one catalogue (Like SWIFT)
Suspension on interlibrary loans to 28 February
13. General business
AGM and position of Chair and Secretary will be held over until 6 May as Murray is on leave.
14. Next meeting: 6th May at 2pm at the State Library, Unaipon Room
Meeting schedule 2019
Meeting are in the Unaipon Room, Level 1, SLNSW
Monday 6 May 2019
Monday 5 August 2019
Christmas TBC