National Resource Sharing Working Group Final Forum
Minutes
30 July 2004
National Library of Australia, Council Room
Present:
Toby Burrows (University of Western Australia), Christine Cother (University of South Australia), Judy Czuchnowski (GRATISnet), Margaret Gauld (University of Queensland), Shannon Azzaro (Monash University), Gil Darby (University of New South Wales), Moyra McAllister (Blake Dawson Waldron), Julie Rae (Central Highlands Library), Sally Anne Leigh (CSIRO), Theresa Lake (State Library of NSW), Sherrey Quinn (Libraries Alive), Sharon Howells (University of Newcastle), Grazyna Tydda (State Library of NSW), Helena Zobec (Canberra Institute of Technology), Roxanne Missingham (National Library of Australia), Margarita Moreno (National Library of Australia), Sharyn O’Donnell (National Library of Australia), Anne Xu (National Library of Australia)(Minutes)
Apologies:
Liz Curach (University of Western Sydney)
Summary
The final forum of the National Resource Sharing Working Group and Policy Committee (NRSWG) was held in the National Library of Australia (NLA) on 30 July 2004. In addition to the members of the NRSWG and NRSPC, representing university, law, health, special, National and State libraries; ALIA and GratisNet, there were also representatives for the first time from public libraries and the TAFE sector.
Welcome and Introduction
Toby Burrows chaired the forum. He welcomed the members’ participation and thanked the members of NRSWG, many of whom have been in the group since it first met six years ago.
Background Report
Roxanne Missingham reported on the achievements in Australian resource sharing over the past decade. The main achievements are:
- inconsistent practices in interlending have reduced, leading to improvements in the efficiency of resource sharing in Australia;
- interlending has become performance oriented and has improved over the years;
- the launch of Interlibrary Resource Sharing (ILRS) Code, a significant milestone;
- the Interlibrary Loan Benchmarking Study, a great success with 96 libraries participating. The training courses developed as a result of the survey were run successfully across the country;
- establishing NRSWG and NRWPC, which have engaged the library community in discussions; and
- successfully organising the Forum, Field Day and the IFLA Interlending conference.
Roxanne also summarised some of the issues facing the library community and the potential impact of the Free Trade Agreement, and mentioned the areas in which some more work needs to be done, such as an Interlending manual (Ausloan Manual) and x500 directory. Roxanne concluded her report by raising some questions: what does interlending mean to end users? Should we look at how to use the National Bibliographic Database (NBD) more efficiently from the point of end users? Should we run more separate conferences? How do we want to structure discussions? What do we need to do to move forward?
The participants then shared their views regarding the changing needs of their users and the changing environment in which the libraries are operating. The discussion raised a wide range of issues and provided a framework for the “Perspectives” discussion in the afternoon.
Specific Papers & Topics
Toby Burrows reported on the scope, results and recommendations of the Australian Research Libraries Collection Analysis Project (ARLCAP) study. The study compared and analysed the holdings of the major Australian academic research libraries and the National Library of Australia which relate to South-East Asia, South Asia, southern and eastern Africa and the Indian Ocean islands. The results were analysed by date, uniqueness and overlaps. Four sets of recommendations were made on four different approaches. The detailed paper is available online at http://www.library.uwa.edu.au/__data/assets/pdf_file/3741/arlcap_final_report.pdf.
Sandra Henderson from the National Library talked about the Australian Library Collection Task Force (ALCTF) and the results of its studies on end user perspectives. The ALCTF was established in 1999 and had its last meeting in 2003. A summary of the initiatives and activities undertaken by ALCTF is on the NLA web site at www.nla.gov.au/initiatives/alctf. A number of studies were conducted by the Task Force. The studies indicated that university libraries are the major contributors to NBD. One survey was conducted on uncatalogued collections to report on which collections were not in NBD. The “Looking for Books” report found that researchers experienced difficulties in accessing materials in their field and were unhappy with the speed of ILL. Another survey based on focus groups found that some young researchers were not use library very much and mainly accessed online journals and databases.
Roxanne Missingham and Margarita Moreno reported on the results of the recent surveys on the National Library’s Document Supply and Copies Direct services. The end user experience of the services is positive. End users identified reporting on the status of requests and improvements in e-delivery as the areas of improvement. In terms of Document Supply Services to Libraries, three issues, speed of services, better knowledge of Copyright and the quality of copies were identified. A summary of the surveys is available on the NLA website (http://www.nla.gov.au/initiatives/nrswg/usersurvey.html).
Perspectives
The afternoon session began with participants giving an overview of the issues from their library sector perspective. Some issues and concerns are shared across sectors while others relate to specific sectors.
Summary of discussions
Collections
While some concerns were raised as to how the collections resulting from library closures and discard materials are managed nation wide, it was agreed that processes need to be set up to ensure the closed library collections are well managed and “last copies” are not discarded.
The issues on building Australian collections and formulating national collections policy raised in ARCLAP study were discussed. In order to examine the cost and benefit of building library collections verses borrowing/purchasing from overseas libraries through interlibrary loan and document delivery (ILL/DD), more information on Australian library collections building and the collections of overseas libraries needs to be collected. Each sector agreed to comment on the report from their perspective.
Access to uncatalogued library collections is an issue not just for those whose collections are not completely catalogued but also in terms of resource discovery.
Collection security such as overdue and lost books, remains an issue - chasing fines is a problem for many libraries, especially university libraries. In many cases the conferring of a student degree is dependent on the return of material borrowed or paying the fines. The issue of who pays, whether the library or user, is a local policy issue. The National Library’s high fine for lost books, which reflects the true cost of replacing a lost book, has been effective in reducing the number of lost books and at present does not appear to have impacted on the number of loans.
National standards and guidelines
E-resources. National standards in e-delivery is needed to cover the issues such as file sizes, format, cost and copyright while e-resources are in rise and free electronic research resources in E-prints, open archives and institutional repositories are emerging. Access to e-resources for document delivery has two major issues: licences need to include a clause allowing document delivery and catalogues need to record the title’s availability for interlibrary loan/document delivery. A collective approach to the negotiation of licensing agreement could be more effective for libraries. The clauses for licences to allow ILL/DD are available, however in many organisations, Interlibrary Loan departments do not have access to the discussions on the purchase of e-resources or influence on how holdings are recorded in catalogue records.
ILRS Code. There is a need to simplify the service levels in ILRS Code and improve the speed of delivery. Many libraries are finding the Code is not adequate, there are too many levels of service, particularly as users predominately want simple choices and fast turnaround time. Special libraries for example in the area of Law, are finding turnaround time is more important than cost. Services such as CISTI are been used by many Australian libraries, mainly because of their fast turnaround time.
Billing. There are a number of payment methods supported by libraries and huge inconsistencies in invoicing for requests and for overdue/lost book fees. KDD payment is seen as the easiest, most cost effective option for libraries to use. Standards or guidelines for invoicing, particularly to define the level of documentation required to support payment and the frequency of producing invoices, were identified as major issues. The discussion was wide ranging and acknowledged the management of payments is a complex area. The discussion included the GST, in terms of gratis interlibrary loans, and the usefulness of vouchers. Many organisations do not have access to organisational credit cards for payments.
Quality assurance. The quality of scanned copies has become an issue and a national standard for copy qualities may be necessary not just in terms of the paper print but also the electronic environment, for example minimising black borders. Online delivery is desirable and therefore should be encouraged.
International monograph lending. A national or international standard for international interlibrary lending was suggested, and the meeting agreed to recommend libraries use the IFLA standards for this purpose.
Copyright. Impact of the Free Trade Agreement on the sector is a concern and clear and simpler information online will be helpful. This issue has also discussed under training.
National union catalogue/system infrastructure
NBD. The coverage of NBD needs to be improved, especially the coverage of the collections held by special and corporate libraries. There are gaps in the NBD for example many publications by government organisations have not been added. Lack of resources and the potential volume increases in ILL/DD are the major concerns for some libraries to contribute to NBD. Promotion of the NBD will help libraries to be fully aware of its comprehensiveness. Quality of holdings needs to be maintained, which depends on individual library to provide accurate holding records and maintain the accuracy.
KDD. The KDD payment system has proved to be simple for libraries. If it is capable of producing more frequent bills to assist with their local processes, it could be useful for some libraries. It was also recognised that there are still some usability issues need to be addressed although all acknowledged that improvements have been delivered.
Information on resource discovery services. Better information on union catalogues and resource discovery tools will be helpful for libraries possibly a new version of the Ausloan manual.
Payment system. In addition to discussing the benefits of using systems like the KDD payment system the meeting raised questions such as whether ILL/DD need to be charged, whether extra charges should apply if payment method is other than KDD payment system or credit card, and whether an electronic voucher system is possible.
Tools and training
Manuals online. The need to assist ILL department with the ever changing complexity of document delivery highlighted the need for a revision of the Ausloan manual. The manual needs to be in not only print but also electronic format to provide libraries with better access and would be easier to maintain.
National performance indicators/performance measurement tools. Most organisations are under increased pressure to measure their performance. Data on libraries ILL activity is not uniformly available and while the benchmarking exercise was seen as an excellent process, simpler tools are needed. Developing National Performance Indicators that provide simpler methodology for libraries to benchmark themselves was suggested. Sector based indicators will be developed by CAUL as pilot.
Staff training. Automation, e-collections and the internet have all increased the complexity of ILL/DD activities. All expressed concerns with the development and maintenance of staff expertise, the issue of staff training and building knowledge of ILL practices are important for libraries. While management is facing the issue of a lack of skilled staff and opportunities for staff, there is also an issue of balancing training and multi-skilling. To develop national curriculum for interlending such as TAFE sector has already done, was suggested.
ILL Models
Different ILL models were discussed. While there have been successful models and projects in providing new services such as the National Library’s Copies Direct and the “borrow direct” style Information Australia trial, the information on those models and projects should be shared. Several other organisations are planning similar trials and all agreed to report.
Communication and Cooperation
Continue improvement in communication among libraries is essential for sharing information on impact of virtual reference projects, digital and printed repositories, and library structures for ILL and organisational issues and increasing the awareness of broader issues or initiatives.
The library community has not yet achieved full cooperation. Although there has been significant improvement since ILRS Code was introduced, inconsistency of services in some areas remains an issue, for example some libraries do not lend or lend promptly to others outside their group, the priority for some university libraries is to obtain copies for users rather than to supply to other libraries, some libraries are going backwards by putting up restrictions for ILL/DD such as limiting requesting method and there are still some libraries do not see themselves are part of national resource sharing network.
Research
Trends. Overall the trend in interlibrary loans traffic is mixed, but many reported a decline in the number of requests generated while others reported an increase in volume. Although the number of on-site users is decreasing, the number of online users is increasing. More resources devoted to the desktop and changes to research funding (commercial viability and/or collaborative projects are more likely to receive funding) may be contributing factors to the decline in some libraries. Interlibrary loan/document delivery are often for more difficult-to-find materials in those libraries. Studies seem to show that direct requesting and borrowing can lead to increasing numbers of requests - such as the Borrow Direct in the US and the NLA’s Copies Direct service.
User expectations. All sectors experienced increasingly higher user expectations for speed and desk-top delivery of resources and user demand for e-products, such as full text articles and e-books, has increased. Users want to have simple, easy-to-use interfaces for requesting, and are able to track their requests. Self service is more important for students than for some academic staff. Seamless services are desirable, (and some libraries are looking at amalgamating circulation and interlibrary loans.) Access to library staff is important for users, especially those in research libraries. They value the skills of library staff, particularly the ability to source difficult to find materials.
Automation. While automation of ILL/DD process is a high priority, libraries have found that it is expensive and requires huge commitment to implement. As a result of automation the libraries that have implemented ILL system have experienced changes in their organisational structure and workflows.
Mediated service vs. unmediated service. While many libraries prefer mediated service, some libraries expect to move towards unmediated service.
Resource Sharing Round Table. It was suggested and agreed that a Resource
Sharing Round Table annual meeting should be held to bring together the different
sectors to discuss issues and continuously make improvement in resource sharing.
Where to from here?
The issues discussed in the previous section were summarised and a set of recommendations agreed with responsibility for each action assigned to a particular sector or individual. Progress on these actions and identifying further issues will be discussed at a future meeting in 2005.
Issue |
Scope/actions |
Responsibility |
Dates/Deliverables/Discussion |
Collection Issues |
|||
Discarding material and closed library collections |
Processes for ensuring material, particularly “last copies” are retained in Australian libraries |
NLA/ALIA |
Ensure information is made available on joining discard lists; encourage distribution of information through these lists– possibly also via ALG or other Website |
ARCLAP study and models |
Response to Study |
NLA |
NLA will draft response from the interlending perspective to distribute to members for comment -concern expressed about maintaining Australian/Overseas collections -borrowing from libraries in this area is difficult |
Information on Australian Library collection building vs international publications |
Obtain information produced for the Monograph round table and consider requirements |
NLA |
Locate and distribute information on study |
Standards/guidelines |
|||
Electronic collection/datasets licences |
Commitment to including to seek and provide ILL from e-sets Information on expression of ILL availability to use in contracts |
CAUL CASL ALIA – Procurement advisory group |
Sector based approach with each sector promoting importance of ILL from e-resources |
ILRS Code |
Simplify service levels Improve speed of service Issue of minimum loan periods for loans |
ALIA –interlending group |
Revise code – many libraries report code too complex for end users |
Billing |
Set standard for bills Set standard for bills for lost books |
ALIA guidelines |
Ausloan manual |
Scanned Copies |
National Standard for quality Encourage increase delivery online |
ALIA guidelines – |
Ausloan manual Feedback to libraries |
International monograph lending |
National Standard |
IFLA standard |
This should be covered by the IFLA standards on International ILL Also a local library decision. |
Copyright |
Need for clearer simpler information online Free Trade Agreement impact |
ALIA –in plain English |
Promote ALIA – FAQ pages and training Ausloan manual Ensure relevant information is provided when any change occurs to Australian legislation. |
National union catalogue/system infrastructure |
|||
NBD coverage |
Improve coverage of libraries Ensure holdings statements are up to date and accurate Encourage coverage of items in e-collections Encourage ILL availability information in records |
NLA CAUL CASL |
Promotion of services To raise issues with members |
KDD |
Frequency of bills (ability for more frequent bills (monthly) Address some of the usability issues |
NLA |
KDD consider impact of monthly billing Continue to develop the service |
Information on resource discovery services |
Better information on union catalogues and resource discovery services |
ALIA |
Ausloan manual |
Payment system |
Future developments – vouchers to possible electronic service Do we need to charge? |
ALIA |
Issues to be investigated |
Tools and training |
|||
Manuals online |
Ausloan new Edition |
ALIA |
Ausloan – seen as an online ILL portal linking to resources rather than a manual |
National performance indicators/performance measurement tools |
Develop national performance indicators Develop sector based indicators (CAUL) as pilot |
CAUL/ALIA |
Develop a flexible benchmarking tools based on existing documentation to suit the different library types |
Skills training |
Library technician TAFE course – ensure relevant coverage CDP – ongoing training |
ALIA |
Need to define training requirements |
Models |
|||
Integrating and improving “get” |
Sharing information on projects such as Copies Direct |
NLA ALIA |
List projects on ALG and REAP |
Information on consortia models/projects (borrow direct) |
Means of sharing information on results of projects in this area |
ALIA |
Share information – write and present at conferences REAP possible information |
Communications/marketing |
|||
Informing communicate of results of NRSWG and NRSPC and issues raised at this forum |
Members to discuss impact |
NLA – Roxanne, Toby and Margarita |
Link from ALG Articles in library news and Gateways |
Share information on impact of virtual reference projects |
ALIA |
Encourage listings in REAP |
|
Share information on impact of digital and print repositories |
ALIA |
Encourage listings in REAP |
|
Share information on library structures for ILL and organisational issues |
Christine Cother to undertake study |
||
Research |
|||
Research into factors driving demand for ILL (end users) |
NLA, ALIA and CAUL |
Consider options for project |
|
Automation |
Tracking ILL automation developments |
ALIA - Conference |
Could include information in the Ausloan manual/point from website. |
GST |
ALIA |
Ongoing communication on impacts and future lobbying |
|
CAL agreements |
Sectors |
To be addressed through each sector? |
|
Resource Sharing Round Table (annual) |
To bring together the different sectors to discuss resource sharing |
NLA- organise |
Review progress on actions Identify new issues for discussion. |
