PUBLIC LIBRARIES VICTORIA NETWORK (PLVN)
RESOURCE SHARING SUB-COMMITTEE
Minutes of meeting 27 November 2009
At Wyndham Library Service, Heaths Road Library, Werribee
10 am – 4 pm
ATTENDEES
VWYNAnnette Harrison
VFPLDorothy Miedecke, Jenny Brosnan
VBAYMarie Camera
VHEIDeanne Jones
VGEEGabrielle Jones
VBORDianne Peak
VMONCathy Fitzgerald
VPENGayle Aitken
VSLISMargaret Tuohey
VMVLLeonie Grant
VHOBSue O’Donnell
VMLTStuart Colhoun
VBALLRussell Zanker
OCLCBryce Albiston
APOLOGIES
Chelle Keogh VWMR, Michael Graf VPPLS, Cathy Quinn VMIL, Anne Anderson VFRK, Wendy O’Hara (Campaspie), Roz (Corangamite), Erin (Moreland), Patricia ( Casey-Cardinia), Kerryn (Hume) , Tracey (Swan Hil0
Welcome to all particularly Bryce, who will attend meetings as support to LLV.
Previous Minutes.
Marie moved that previous minutes be accepted. Deanne seconded.
Business arising from previous minutes.
Tertiary courses and library students’ knowledge of ILL and use of LLV. Deanne to contact Box Hill TAFE, and Annette to contact Footscray TAFE.
Deanne - Dept of PCD reply that there is no funding for extra bags or padded bags.
Issues
- PLVN subcommittees. Deanne - There are 3 subcommitees groups. We are included in ‘Community Access to Information & Resources’. Our suggested new name “Resource Sharing Special Interest Group” to be confirmed. Deanne is our liason between PLVN and us. Marie to contact Vicnet re name when confirmed.
Terms of reference for our group. Basis is - working within the guidelines and standards of the ILRS Code, including technical support, in conjunction with the state government initiative of LLV. Annette will draft document and email ILLOs to report back to her. Deanne to take to PLVN subcommittees meeting in February.
- Possibility of future meetings venue at MAV building in city. Deanne to contact Elisabeth Jackson to check, and also provide her with our meeting dates (as below).
- Calendar of meetings 2010.
# PLVN dates.*ILL subcommittee dates. * meetings will report to following # meetings -
#Mon 22 Feb
*Fri 19 Mar, 10 am – 4 pm.
#Mon 31 May
*Fri 16 Jul, 10 am – 4 pm.
#Mon 30 Aug
*Fri 15 Oct, 10 am – 4 pm
- DX bags. Deanne – funding for extra bags is in the pipeline. DPCD is employing a consultant who will report early next year (2010) on the use of DX and delivery of LLV. Meanwhile contact DX directly (Ian Jarvie, Government Account Manager). An additional membership is required. There are extra costs.
- Book straps. Deanne – no funding from DPCD at present, perhaps something for the consultant’s inquiry. Deanne provided the following details for Preview Plastics.
Ph: 08 83374222
Fax: 08 83374244
- LLV. Bryce.
VCAU, VHOB, VWMR, VCML are moving towards using LLV.
Searching LA through LLV. PLVN maintains account licences to search LA. If individual libraries have problems send details of account to OCLC so they can configure for your library. (Bryce confirmed later during the meeting that we all have licenced accounts to search Libraries Australia).
Testing for the upgrade is going well.
Populating Rotas with reciprocal agreement public libraries. Not all possible interstate locations appearing on Rotas. Deanne to contact NSW & Qld ILL groups, and Annette the ACT, confirming which libraries agree to reciprocal arrangements. Lists to go to OCLC (Bryce) for configuration.
Avoiding Checked In Action. Bryce suggested that at Returned Indication items could be Auto Completed, for both Borrower and Lender side of the Work Queue. This would have to be applied system-wide, so all LLV libraries would have to agree. Bryce will set up in test system for us to check workflow.
Interaction between requests made on local Library Management Systems and VDX. Compatibility issues to be solved near end 2010.
‘Format’ in the bibliographic /MARC record originally chosen for a request determines Type of request, e.g. Service Type, Media Type, Delivery method, Copyright Type etc. affecting other details and cycle of request.
Bryce to bring highlights of functionality of LLV to each meeting.
WA Reciprocals
Deanne – contact with the State Lib. Of WA indicates that they are keen to make reciprocal arrangements- still working out the logistics.
Discussion about necessity or otherwise for a formal document regarding reciprocal agreements.
Member reports
RFID tagging – VHEI, VBAY, VGEE, VBOR, VHOB, VMLT (Caroline Springs branch only at present)
RFID tagging of ILL items – VGEE, VHEI. VBAY is not tagging ILLs.
All ILL departments are busy.
“Returned in error” items remains a perennial problem for all.
VHEI – Resource Sharing Strategic Framework document, a 2 year plan for VHEI is nearly finished (VPPLS is doing a similar plan). Online tutorials for use of LLV now available for public and staff. VHEI website useability is being tested for strategIc placement of databases, LLV etc. For more information on the above initiatives, Deanne happy to answer.
Most ILLs are collected.
VGEE – Ease of use of website is being tested. Reviewing ILLs processes and training.
VMON – Training a .5 Library officer. Only permanent Librarians check LLV Idle queue, passing on ILLs to Cathy & part-time Library Officer.
VPEN – ILLs and general requests are registered separately, so only ILLS go through LLV.
VSLIS – Now has a trained back-up ILLO.
VMVL – ILLs increasing. Leonie’s special Tip from personal experience : “Train your non-dominant hand now to use mouse in order to prevent injury”! Referring to the education of Library students, could OCLC offer an introduction to LLV?
VHOB – 2 staff members have been trained as back-up for ILLO. ILL processes have been streamlined with good results..
VMLT – Several technical Services staff have been trained in LLV, Stuart dealing with problem requests. The issue of broken CD / DVD cases has reduced, possibly due to padded / bubble wrap protection. Billing issues with TOLL / DX - have agreed to a means of assessing costs for items & boxes outside the bag.
VFPL – becoming paperless as far as possible. ILLs has regular backup.
VBALL – Auto Responding in LLV working very well. VBALL in process of complete review of library organization.
VWYN – New Point Cook branch going ‘great guns’, increases of library use and ILLs across the whole library service, extra staff would help. Victoria University work placement students are enthused by LLV.
Other business
Suggestions for special funding requests to go to PLVN subcommittee “Community Access to Information & Resources”
–subsidised accommodation costs for regional ILLOs to travel to the city meetings (often have to stay overnight before a meeting).
–Skills updating & training, e.g. train the trainer course.
Topics & speakers for meetings in 2010
-time management in ILLS
-Elisabeth Jackson from MAV
Next meeting
Friday 19 March, 10 am – 4 pm
Venue –MAV building, Collins Street, Melbourne
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