National Library of Australia


How to update your library or cultural institution's details

  1. Find your entry on the Gateway
  2. Login to update
  3. Forgotten or lost passwords
  4. Confirm the details are correct

Online update forms

  1. General Information*
  2. Related Organisation*
  3. Collection Details
  4. Subject Collecting information
  5. Online services
  6. Z39.50 access
  7. Contact details for ALG updating
  8. Change password

How to update your library or cultural institution's details

ALG Administration encourages all libraries and cultural institutions to ensure that the information about their organisation on the Gateway is accurate and up-to-date. It should only take minutes to check and update the information about your organisation.

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Find your entry on the Gateway

  The first step in updating your Gateway entry is to find out what information is currently held in the database.

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Login to update

  1. Click on the button     at the top of the entry on the Gateway.

This takes you to a login screen for online update. You should then:

  1. Enter your ALG password in the text box
  2. Select one of the 8 radio buttons next to the form you wish to edit. For example to edit opening times select
    Collection Details
  3. Click on the button   
    (Make sure not to click the heading link next to the radio button eg. ‘General Information’ - this will take you to the help page for the General Information form)

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Forgotten, lost or want to change your password?

Contact ALG Administration requesting your ALG password and ALG Administration can tell you what the password is and/or reset it for you. For security reasons we will not give forgotten or lost passwords over the phone.

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Confirm your details are correct.

If you find in the library display that the information is current and there is no need to update the information:

  1. Click on the button    at the top of the page.
  2. You will be asked for the password. Copy and paste the password for your libary or cultural institution, provided by ALG administration, then click     button
  3. The updated date will be shown and a message, "Your library details have been marked as correct' will appear on the screen. This will confirm that the details are correct.

If you are unsure of your password or would like any further assistance, please contact ALG Administration

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Online update forms

Because the Australian Libraries Gateway aims to provide users with a wide range of information about your library or cultural institution, collections and services, information is gathered through online update forms. This should make it easier for you to update information about your organisation as you won't necessarily want to change all your details at any one time.

From the summary details of your search:

  1. Select the red link to view the full directory details for your library.
  2. Please check the details. If they are correct click on the button   
  3. If any of the details need updating, click on the button     at the top of your entry in the ALG. This takes you to a login screen for online update. You should then:
    • Enter your ALG password in the text box
    • Select one of the 8 radio buttons next to the form you wish to edit. For example to edit opening times select
      Collection Details
    • Click on the button   
      (Make sure not to click the heading link next to the radio button eg. ‘General Information’ - this will take you to the help page for the General Information form)

It is mandatory to enter two of the forms to check the details, update if necessary and click on the button     button

These are the:
General information      and
Related organisations   
forms. This is necessary to ensure that the general details of the library or cultural institution have been checked and confirmed as correct. This will also timestamp the entry with today's date. We would encourage all libraries and cultural institutions to complete any updates as soon as possible. This helps to keep the directory listings in ALG accurate and recent, therefore providing useful information for those wanting to contact your organisation.

Before updating your first online form, please enter your password. The online forms provided are:

  1. General Information*
  2. Related Organisations*
  3. Collection Details
  4. Subject Collecting information
  5. Online services
  6. Z39.50 access
  7. Contact details for ALG updating
  8. Change password
    * Update of the General Information and Related Organisation pages is mandatory

If you cannot use the online forms, you can print your entry, note any changes required and send it to ALG Administration. We will then update the entry on your behalf. If you have any questions telephone 1800 026 155 - we are happy to provide assistance.

Update Tips

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1.  General Information

 The 'General information' update form gathers basic directory information about your library or cultural institution

Update Tips

Terms

Explanation of the term

Example

Library’s Official name

Provide a more unique name than just a “Library”

Madison Campus Library

URL of the Library

Include the Library’s full internet address

http://www.ga.gov.au/library/

National Union Catalogue (NUC)

NUCs are unique library identifiers for organisations which contribute information to the Australian National Bibliographic Database (ANBD) and/or to Trove. Not all libraries and cultural institutions have one.

Contact the InterLibrary Resource Sharing Directory (ILRS), to apply for a new NUC for your library.

Contact ALG Administration to correct information/add a NUC within ALG.

NB* Users of Libraries Australia are able to link directly from holdings information to your ALG entry via NUC symbol.

ANL is the NUC for the National Library of Australia.

Acronyms and abbreviations

Include any acronyms and abbreviated names used for your Library or Parent organisation/s. Please separate each term with a space and a semicolon.

ANL ; NLA

Former names

Include any other names which a user may choose to search on to find your library or cultural institution.

Please separate each term with a space and a semicolon.

Wodonga Institute of TAFE ; Latrobe

Other names

Include any other names which a user may choose to search on to find your library or cultural institution.

Please separate each term with a space and a semicolon.

Queensland State Library ; James Hardie Library of Australian Fine Arts ; James Hardie Library ; Hardie Library ; John Oxley Library ; John Oxley Library of Queensland History

Logo

If your library or Parent organisation has a logo on the internet and you would like to have it displayed within your ALG record, include the URL here.

State Library of Queensland Logo - This is the URL provided by State Library of Queensland (in this field) for thier ALG directory listing.

Short Name

A very short name that can be used for display purposes, which is recognisable to a member of your library or cultural institution.

May be displayed in Trove. Read more about short names here

Limited to 20 characters.

State Lib QLD

Library Type

Click on the box that appropriately describes the type of your library or cultural institution

To update click on the button   

All school libraries have the Library Type of: School (K-12)

Street Address

Provide your street address and if you have a map on the internet showing your location, insert the full URL of your location map.

Consider using services such as the Wheris Street Atlas, if you do not have a map on your own website.

Also provide the street address in the relevant fields.

http://www.slq.qld.gov.au/about/visit

Mailing address

If your address is same as the street address provided, select the box next to it. Alternatively you can provide a separate mailing address.

Contact ALG Administration to add another country to this list.

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Telephone, facsimile, email and DX numbers:

General Telephone numbers

Provide a general contact telephone number .

Please include the area code for dialling in the form

02 6123 4567

Mobile telephone number

If you would like to provide a mobile telephone number, enter it into this field.

-

Toll-free telephone number

If your organisation has a toll-free number you can provide it.

-

Telephone typewriter number (TTY)

If your organisation has a TTY number, you could provide it

  008 026 372

General Facsimile number

Provide a facsimile number and please include the area code for dialling in the form

02 6123 4567

General email address

Provide the general email address for your organisation. Please do not enter a URL to your reference service here. This can be entered on the 'Online Services' page.

musaust@nla.gov.au

Document exchange (DX) number

Provide a DX number if applicable

-

Australian Business Number

If you wish to provide the ABN No.

28346858075

Further contact details

Provide additional contact details  for the organisation

 

To update, click on the button     

General email address of the organisation OR

Email address of the manager

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2.  RELATED ORGANISATIONS

The 'Related organisations' update form is used to show the relationships between your library or cultural institution and other libraries and organisations. Libraries and cultural institutions often have relationships with other libraries and cultural institutions. Some of these relationships are set up the ALG Directory Administration team when you request an ALG entry. Others can be set up and maintained using this form.

Definitions :

Parent Organisation - May be a main library or cultural institution or may be a non-library organisation, or the names of the organisations by which your library or cultural institution is jointly administered.

Terms

Explanation of the term

Example

Administrative relationships

A library or cultural institution may be a part of another organisation which may or may not be a library or cultural institution- Parent Organisation. These are set up by the ALG Directory Administration team when a request is made to an ALG entry.

Institutions which have the same parent organisation as yours will automatically be listed under Branch/Related libraries in your entry.

To change/add an administrative relationship you will need to Contact ALG Administration

Parent Organisation: Riverina Institute of TAFE

Branch/ related libraries: Griffith Campus Library ; Tumut Campus Library

Memberships

Many libraries and cultural institutions are members of professional consortia, networks and associations. This section of the form allows you to specify which professional associations, networks or consortia you belong to.

To add a membership, select an organisation in the left hand box and click on the button     to add it to the right hand box.

To remove a membership, select an organisation in the right hand box and click on the button  

When the right hand box displays the correct organisations, click on the button   at the bottom of the form to save the changes.

Click on the button    to clear any changes you may have made.

If you need to add another organisation to the list provided, please Contact ALG Administration

Your memberships :

AGLIN

ALIES

ANDS

Link to your library or cultural institution “Friends”

You may also use this form to include a link to your institution's friends organisation

Provide the URL of your institution’s “friends” organisation if they have a web presence

http://www.bodley.ox.ac.uk/friends

When you're finished click on the button   to update.

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3. COLLECTION DETAILS

The 'Collection details' update form gathers information about how users can use and access your collections. These details can be especially useful for users preparing to visit your library or cultural institution as for those who wish to access your catalogue remotely.

Terms

Explanation of the term

Example

Catalogue access - Provide details about how users can access your catalogue

URL of your Web Catalogue

If you offer web access to your catalogue, provide the URL  

http://catalogue.nla.gov.au/

URL of your Telnet Catalogue

Login to your Telnet Catalogue

If you offer telnet access, please provide the URL address.

Provide any login instructions which can include login and password details

telnet://phoenix.ntu.edu.au

No login required or

Login : libnetti
Password : libnetti

Dial-up catalogue -instructions on how to connect

URL

Include details on how users can connect to the dial-up catalogue

If you offer dial-up catalogue, please provide the URL address.

 

No login required

URL of your ‘FAQ’ or ‘read me’ page - information about using your catalogue

If you offer access to your Frequently Answered Questions (FAQ) or “Read me” files on how to use the catalogue, provide the URL

http://www.acbdef.gov.au/webcat/guide.cfm

Other  access aids/tools/guides/finding aids

Please describe any other tools, guides or other finding aids to the collection which may be available

Card catalogue, local online system, microfiche

Library System in use

Please provide the name of the automated library system in use. This information can be useful to patrons planning to visit your library or cultural institution and/or using your catalogue remotely.

Dynix, InMagic or Unicorn

Classification Scheme in use

Provide the Classification scheme/s that is used within your library

Dewey Decimal Classification, Moys (Law), Universal Decimal Classification

Library opening hours

Provide your opening hours

AND/OR

If your library or cultural institution has a web page detailing opening hours, provide the URL of the webpage detailing opening hours.

9.00 am – 5.30 p.m

AND/OR

http://www.cdu.edu.au/library/openingh.html

Public Access

Select the type of 'Public Access' that best suits your institution.

Open to Public

Any conditions of access

Please indicate any conditions which apply for access to your institution. Use free text field

AND/OR

link an URL of the webpage which include such details.

Access by appointment only or Access for Members only.

Other comments

You may wish to include details of some facilities or services offered, contact names, recent changes etc. These comments will be searchable within the Gateway’s Advanced Search option and will be displayed at the end of your library’s entry.

The Charles Darwin University library is a joint use / VET library.

When you're finished click on the button   to update.

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4.  SUBJECT COLLECTING INFORMATION

 This form allows Australian libraries and cultural institutions to:

The 'Advanced search' option allows users to search comments assigned to each of the ALG subjects by an ALG member. There are 24 broad subjects which are then sub-divided into approximately 250 subjects. Libraries or cultural institutions interested in using a third layer of specific subjects to describe their collection should Contact ALG Administration with details.

 

Terms

Explanation of the term

Example

Select a subject

Users of the Gateway may 'Search collections by subject' when ALG members have done a collection assessment. Appropriately the Library collection level will change in the next drop down menu.

Agriculture

Define your Library’s collecting level

Users of the Gateway may 'Search collections by subject' when libraries have done a collection assessment and assign subject collecting levels to their ALG entries.

Depending on the selection made in ‘Select a subject’, you can define the subject one level further.

To add or modify a collecting level (please read the definitions for the ALG collecting levels, first)

To define your library's collecting level choose from the drop down list that includes: No details provided; Nothing in this category; Minimal; Basic; Advanced Basic; Study - Basic; Study - Intermediate; Study - Advanced and Research. This collecting level will then display next to the selected subject.

Horticulture and Gardening [Basic]

Comments

You can provide supplementary comments about your collection for each subject in the space provided. These will be searchable through the ‘Advanced Search’ option.

A United Nations depository library.

Collection Highlights

Provide details to highlight  additional information about your collection, (limit of 500 characters). These will be searchable through the ‘Advanced search’ option.

Strong collections which only make up a portion of a subject; chronological or geographic strengths; specialised collections; holdings of unique materials; or relative strengths in Australiana.

Or

You could use this field to indicate geographic or chronological exclusions from the collection, or gaps in acquisitions over a particular period by the Library.

When you're finished click on the button   to update.

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5.  ONLINE SERVICES

ALG includes useful resources for librarians and information professionals preparing a collection development policy as well as a place for you to include details of your digitisation projects. 'Online services' update form gathers information for users about your remote as well as local online facilities and services (if applicable). Links to online editions of policy documents can be provided.

 Update Tip

Terms

Explanation of the term

Example

Online image collection

If you have an online image collection, please provide the URL for it.

http://www.nla.gov.au/catalogue/pictures/

Policy documents

Annual Reports

If you provide details of Annual reports online, provide the link for it.

http://www.nla.gov.au/policy/annual.html

Digitisation policy

If you provide details of any digitisation policy, please provide the URL link to it.

http://www.nla.gov.au/policy/digitisation.html

Digitisation projects

If you provide details of any digitisation projects, please provide the URL link to it.

http://www.nla.gov.au/digital/program.html

ILL/Document supply policy

If you participate in the ILL or Document supply and the details are available online, you could provide a URL link to it.

http://www.nla.gov.au/dss

URL of Preservation policy

If you provide details about your preservation policy online, you can provide an URL for it.

http://www.nla.gov.au/policy/prespol.html

URL of Strategic Plan

If you provide details of the Strategic plan online, provide the link for it.

http://www.nla.gov.au/library/directions.html

Online services provided

URL of your online exhibitions

Provide a URL of the web page that details online exhibitions or displays that you would wish to promote.

http://www.nla.gov.au/exhibitions/online.html

URL of reference enquiry services

If you provide an online reference enquiry service, provide the URL link to it.

http://www.nla.gov.au/infoserv/rf_form.html

You can also use this form to indicate your contribution to and/or involvement with other online directory services - the national Interlibrary Resource Sharing (ILRS) Directory, Trove, Australian National Data Service (ANDS), Directory of Z39.50 Targets in Australia, the Australian National Bibliographic Database (ANBD) (via the Libraries Australia service - including the percentage of your holdings (maximum value of 100%) and/or number of bibliographic records on the NBD), or the Australian Bureau of Statistic (ABS) Library Extension Program(LEP).

When you're finished click on the button   to update.

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6.  Z39.50 ACCESS

The Z39.50 access update form gathers details required to log in to your online catalogue. It is useful for library and cultural institution visitors to be able to check the availability of collection items prior to visiting.  

Terms

Explanation of the term

Example

Contact Information

Provide details of your catalogue manager for your institution. These details are listed in the Directory of Z39.50 Targets in Australia for other users to access.  

Given name

Provide the given name of the catalogue manager.

John

Family name

Provide the family name of the catalogue manager.

Smith

Position

Provide the title of the catalogue manager.

Librarian – Cataloguing

Phone

Provide a phone number for other users to contact your institution regarding Z39.50 access. It may or may not be the phone number of the catalogue manager.

Please include the area code for dialling in the form

02 6123 4567

Fax

Provide the facsimile number for other users to contact your institution regarding Z39.50 access.

Please include the area code for dialling in the form

02 6123 4567

Email

Provide the email address for other users to contact your institution regarding Z39.50 access. It may or may not be the email address of the catalogue manager.

John.smith@abcde.gov.au

Name/s of catalogue

Provide the name of the catalogue that other users might want to connect to

NLA

Database name/s on the server

Provide the database name/s on the server, this is the server's name not the name of the library management system. Voyager

Internet address of server

Please provide the host name and the port of the server.

Host

Provide the host address (domain name) of the catalogue other users might want to connect

catalogue.nla.gov.au

Port

Provide the port of the catalogue other users might want to connect

7098

Hours of availability

Provide the hours of availability that the catalogue could be accessed via Z39.50

24 hrs

Z39.50 services supported

Provide which of the services are supported by your Z39.50 access. You can select which are applicable.

Explain, Initialization, Present, Search.

Record Syntax supported

Provide the record syntax supported by your Z39.50 access

OPAC, USMARC, SUTRS

Searches allowed (Bib-1 attributes)

Provide the details of the search type, use attributes etc. supported by your system.

You could add more attributes to the table by clicking on ‘Add more attributes to table’.

Title, Author, ISBN

Any further information

You could provide any further information that you would like other users to know, that have not been covered.

Click on the button     to update.

Initialization Service: No userid or password is required.

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7. CONTACT DETAILS FOR ALG UPDATING

These details are recorded for administrative purposes only (ie for when ALG Administration needs to contact you) and is particularly important for large institutions. Your personal details will not be displayed to the public on the Gateway and we really appreciate you keeping this information up-to-date, especially when there are staff changes.   Please help us to help you!  

Terms

Explanation of the term

Example

Family name

Provide the family name of the person to be contacted for ALG administrative purposes, if needed

Smith

Given name

Provide the given name of the person to be contacted for ALG administrative purposes, if needed

John

Job Title

Provide the title of the person to be contacted for ALG administrative purposes, if needed

Librarian

Email address

Provide the email address of the person to be contacted for ALG administrative purposes, if needed.

It may or may not be the email address of the librarian in charge

John.smith@abcde.gov.au

Telephone number

Provide ALG administration team with the phone number of a contact person.

Please remember to include the area code for dialling

02 6123 4567

Other notes/comments

This can include details which would be helpful for ALG administration. You can record other useful information as required.

Click on the button    to update.

Name/Contact details responsible for a particular update form or

Contact person available for contact on Mondays and Tuesdays only.

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8. CHANGE PASSWORD

For security, you may want to change your ALG password. These will be displayed as asterisk (*) and hence would be asked to re-enter the new password to avoid mistyping.   

Update Tip  

Terms

Explanation of the term

Enter new password

Enter a new password for your organisation

Re enter your password

Re enter your password 

Click on the button    and you will receive a message "Your password has been changed".

Only if you have made a mistake in re-entering your password will you be asked to enter the fields again.

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Last modified: January 23 2013.