Libraries Australia/ Kinetica - National Library of Australia

Libraries Australia Advisory Committee paper LAAC/2012/2/02

A N N UA L R EPO RT 2011/2012

LAAC/2012/2/02 Page 1

Librarie s Austra lia Annua l Report 201 1/12

Overview ....................................................................................................................... 3 Key Statistics for 2011/2012 ........................................................................................ 3 The Libraries Australia Advisory Committee.....................................................................3 Membership ................................................................................................................... 4 Libraries Australia Services Availability .................................................................. 5 Libraries Australia Search........................................................................................... 5 Databases provided through Libraries Australia ..................................................... 6 Libraries Australia Document Delivery ..................................................................... 7 Libraries Australia Cataloguing Service.................................................................... 8 Summary of Growth of the Australian National Bibliographic Database ............ 9 Improving the Quality of the Australian National Bibliographic Database ...... 10 Improving the Coverage of the Australian National Bibliographic Database .... 11 Record Sets and Products .......................................................................................... 12 Outreach ...................................................................................................................... 13 Training Courses......................................................................................................... 15 Appendix A: Membership of the Libraries Australia Advisory Committee .......... 16 Appendix B: State User Group Convenors ... ........................................................... 17

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OVERVIEW Important achievements during 2011/2012 were: o a survey of current and expected workflows requiring support by the national bibliographic utility; o an environmental scan and recommendations made to address future trends; o the commencement of a project to redevelop the search module; and o preparations for the introduction of CBS v6.0 and Resource Description and Access (RDA). KEY STATISTICS FOR 2 011/2012

Key statistics Holdings:

49.88m (last year 47.13m)1

Bibliographic records:

22.98m (last year 21.5m)

Authority records:

1.8m including 7,450 new

Linked eresources:

2.12m (last year 1.43m)

Duplicate records merged:

498,701

Searches:

15.6m searches (last year 14.97m)

Document delivery:

287,000 items requested (last year 296,000) 2

THE LIBRARIES AUSTRA LIA ADVISORY COMMITT EE During 2011/12, the Libraries Australia Advisory Committee (LAAC) was chaired by Ms Anne Horn. Its most important item of business for the year was the review commissioned by the National Library of the current and future practices of Libraries Australia, which was subsequently used to inform the redevelopment of the search module. The review collated information from numerous sources: a survey of service practitioners, interviews with library Chief Executive Officers, and observations of workflows in four libraries in addition to discussions with support staff.

1 2

The 50 millionth holding was contributed on Monday 30 July 2012 by RMIT University. For further information, refer to the Statistical table in this set of LAAC papers.

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The survey resulted in more than 500 detailed responses, confirming trends including less resource spent on managing print collections, changes to acquisition processes which reflect the licensing rather than ownership of digital resources, growth in several areas of third party service provision including cataloguing and the increasing separation of practices across different sectors. In November 2011, the LAAC farewelled Mr Chris Taylor who had participated with unparalleled enthusiasm for nine years on the Libraries Australia Advisory Committee and its predecessor the Kinetica Advisory Committee. The Committee also recorded its gratitude to elected member Noelle Nelson and state library representative Ms Monika Szunjeko for their support and considered advice. The full list of serving LAAC members is at Appendix A. MEMBERSHIP The total Libraries Australia memberships at 30 June 2012 are 1,295, compared to 1,301 at the same time last year. Libraries Australia processed 33 new members (68 last year) and 34 cancellations (31 last year) in 2011/12. New members were from the following sectors: o Ten special libraries 30.3% (last year 29.4%) o

Four public libraries 12.1% including one from South Australia, two from Western Australia, and one from Queensland (last year 25%)

o

13 education libraries 39.4 % including nine School Libraries and four Other Higher Education agencies (last year 14.7%)

o

Four individuals 12.1% (last year 23.5%)

o

One vendor 3.0% (last year 7.4%)

o

One overseas school 3.0%

The reasons given for cancellation were: o Closure of library: budget cuts (1), unpaid invoices (3), libraries closed (7) – [32.4%, last year 28.2%] LAAC/2012/2/02 Page 4


o o

No longer required access (16), using Trove (4), completion of project (1) – [61.7%, last year 74.2%] Mergers (2) [5.8%, last year 12.9%].

LIBRARIES AUSTRALIA SERVICES AVAILABILITY Libraries Australia services were available to members for 99.3% of business hours, slightly below target due to hardware failures. To overcome search database performance issues, the IT support services group created a second copy of the search database. The external copy was made available to all members, while the internal copy was made available for use by National Library staff including for the creation of products. This separation, and the removal of a number of little used indexes, resulted in a marked improvement in performance overall and allowed staff to continue working on global holdings refreshes which significantly improve the level of currency of records on Libraries Australia. LIBRARIES AUSTRALIA SEARCH

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DATABASES PROVIDED T HROUGH LIBRARIES AUS TRALIA The Australian National Bibliographic Database (ANBD) was almost single-handedly responsible for the growth in searching. Individual database usage was as follows: Database

2009/10

2010/11

2011/12

11,823,134

12,332,554

12,941,113

96,250

82,632

78,126

490,250

522,240

492,640

1,409,800

1,680,945

1,785,438

5,328

2,457

Replaced by Trove

British Library Catalogue

66,967

88,391

74,849

Chinese Uni of Hong Kong

10,985

12,474

14,820

123,545

38,224

7,970

CURL

10,736

9,080

7,488

Hong Kong University of Science & Technology

10,255

12,433

14,205

3,442

4,250

3,525

128,555

166,842

144,657

3,446

2,845

2,736

12,194

15,916

10,241

2,154

2,186

1,453

68

48

13

ANBD SILAS (Singapore) Te Puna (New Zealand) WorldCat Australian Research Online

CISTI/Infotrieve

Informit e-Library Library of Congress Picture Australia University of Hong Kong APAIS (Titles Index) APAFT (Full Text) ANBD Free TOTAL

1,334,204 15,531,517

Replaced by Trove 14,973,517

15,675,373

Searching of WorldCat via Libraries Australia increased by 6.2% from the previous year. The number of clickthroughs from WorldCat to Libraries Australia increased by 16.6% to 188,430. WorldCat continues to be the primary mechanism for the global syndication of Libraries Australia bibliographic records.

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LIBRARIES AUSTRALIA DOCUMENT DELIVERY Libraries Australia Document Delivery (LADD) is a web-based service supporting interlibrary lending and document delivery (ILL) between Australian libraries. It uses the Online Computer Library Centre’s (OCLC) Virtual Document eXchange (VDX) software. VDX supports interconnection with other ILL systems using the International Organization for Standardization Open Systems Interconnection - Interlibrary Loan Application Protocol (ISO ILL). The LADD software was upgraded to VDX version 4.1.4 in December 2011. The upgrade included a number of minor changes to help improve workflows and the functionality needed to support requesting from the British Library Document Supply Centre. LADD is provided as part of the Libraries Australia subscription at no extra charge. There are currently 776 libraries using LADD, an increase of 40 libraries in the past 12 months. Of these, 674 use the LADD web interface and 102 use ISO ILL compliant systems to interoperate with the LADD service. Document supply is declining globally. This decline can be attributed mainly to the widespread use of the internet, and the availability of online journals and e-resources. ILL activity in Australia increased from the 1960s until the 1990s, when declines were reported across library sectors. However, with the exception of 2002/03 and 2004/05, LADD activity grew steadily with increases in the decade to 2009/10 averaging 4% per year. In 2010/2011 LADD supported 295,840 ILL requests, a decrease of 8% (25,160 requests) compared with 2009/2010. In 2011/12 there was a slight drop with LADD managing 287,308 requests, a decrease of 3%. Both copy and loan requests decreased. Factors that helped to maintain usage of LADD include: o o o

growth in the number of libraries using the service, wider exposure of ANBD holdings through ingest into OCLC’s WorldCat, and wider exposure of library resources through the Trove service.

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Since 2006 there has been a significant increase in the number of libraries implementing ISO systems to interoperate with LADD. ISO ILL libraries include the National, State and Territory libraries, university and Victorian public libraries, as well as special libraries in the Queensland Health Consortium. The ISO ILL systems used are OCLC’s VDX, Relais International’s Relais or Ex Libris’ Aleph, plus CSCM for Infotrieve. Thorough testing between LADD and each ISO ILL library is needed to make sure everything is functioning properly before a library can go live with LADD. A significant amount of testing is also done to support libraries that are changing or upgrading their ISO systems, or moving to a new server. During the year, work continued on a locations and suspensions script which will automatically update ISO ILL library systems. Testing of interoperability to support requesting from the British Library Document Supply Centre continued, as did negotiations to implement a new agreement. LIBRARIES AUSTRALIA CATALOGUING SERVICE Preparations for the change from AACR2 to Resource Description and Access (RDA) as the standard for description of catalogue records continued in the Cataloguing and Record Import Services. This entailed specifying, testing and implementing changes to the CBS configuration to support RDA records, along with specifying changes to the LA Search database, to allow users to search and display for records with RDA data elements. Libraries Australia aims to fully support RDA by the end of 2012 or early 2013. Testing and preparation for the implementation of a major upgrade of the Cataloguing Service to the CBS 6.0 software are well advanced. The major features of CBS 6.0 are: o

Approximately 200 bug fixes and minor enhancements

o

Improvements to the transliteration functionality

o

Support for implementation of 856$x in WebCat (Searchable resource flag for Trove); this flag can be included in records for documents such as a finding aids to flag that Trove should index the full resource

o

Improvements to match/merge of personal name authority records

o

Capacity to support transmission of records from OCLC WorldCat to Libraries Australia via SRU Update

o

Capacity for the transmission of bibliographic record updates to WorldCat

o

Enhanced WorldCat synchronisation consistency checks.

The amount of manual record reviewing has been significantly reduced by finding alternative ways of dealing with potential duplicate records that cannot be resolved by the CBS matching software. Fine tuning of matching and merging algorithms has helped reduce the number of records sent for review while ANBD staff have developed automated scripts to further reduce reviewing. In particular staff stopped reviewing the tentative matches generated by global holdings refresh loads. This has allowed staff to spend more time on other higher value database maintenance activities.

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An important new option for contributing records to the ANBD was tested and implemented. This was the integration of the Open Archives Initiative’s harvester with the Record Import Service (RIS) which allows ANBD holdings to be automatically updated by regular harvests of data from library management systems. The development of RIS for authority records continued with changes to system configuration to improve matching of authority records. Four libraries now contribute authority records to the ANBD using the service. In the coming year existing authorities on Libraries Australia will be enhanced with extra data, including gender, nationality, and life dates taken from the Virtual International Authority File (VIAF).

SUMMARY OF GROWTH BIBLIOGRAP HIC DATABA SE o

OF

THE

AUSTRALIAN

NATIO NAL

The number of record processed (in add, edit, delete functions): Bibliographic

2009/10

2010/11

2011/12

972,987

962,276

1,147,715

67,867

51,860

55,337

6,066,659

6,005,112

10,396,573

359,347

471,716

631,225

Web Input

1,019,997

902,250

958,633

Record Import Service

3,951,284

4,607,741

9,030,895

Cataloguing Client (WinIBW) Web Input Record Import Service Holdings Cataloguing Client (WinIBW)

o

Overall database size reached:

Bibliographic records Authority records Holdings

2009/10

2010/11

2011/12

20,305,574

21,536,687

22,978,671

1,786,997

1,789,683

1,806,122

47,175,190

47,133,364

49,881,054

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IMPROVING THE QUALIT Y BIBLIOGRAP HIC DATABA SE

OF

THE

AUSTRALIAN

NATIONAL

Quality improvements included: o Enrichment of bibliographic records with Table of Contents (TOC) data has increased after the signing and implementation of an agreement with YBP’s MaRC Enrichment service. This new service is in addition to the Library Congress TOC data that is regularly harvested and inserted into ANBD records; o The CBS duplicate detection and resolution (DDR) software removed 498,701 duplicate records from the National Bibliographic Database. Global holdings updates were performed for 98 libraries resulting in the updating, transfer or deletion of over one million holdings. Major holdings refreshes were performed for the following libraries resulting in the deletion and reloading of over 3.8 million holdings: o Alice Springs Public Library o Australian Nuclear Science and Technology Organisation o Australian Trade College Library (North Brisbane) o Catholic Institute of Sydney - Veech Library o Central Queensland University o Charles Darwin University o Charles Sturt University o CSIRO: Crace Library o Deakin University o Goulburn Mulwaree Library o Griffith University o Manly Library o Museum Victoria Library o National Film and Sound Archive o NSW Police Force Library & Information Services o NT Department of Natural Resources, Environment, The Arts and Sport NRETAS and DPI Library o Parliament of New South Wales - Parliamentary Library o Polytechnic West - Midland Campus Library o QLD Department of Communities Library o QLD Department of Environment and Resource Management o Queensland Department of the Premier and Cabinet o Shelford Girls' Grammar School o State Library of Queensland o State Library of Western Australia o Swinburne University of Technology o University of Ballarat o University of New South Wales o Upper Lachlan Shire Library Service o Victoria University o Victorian Government Library Service - Department of Premier and Cabinet o Woollahra Library and Information Service, and the o Yass Valley Library Service. LAAC/2012/2/02 Page 10


IMPROVING THE COVERAGE OF T HE AUSTRALIAN NATIONAL BIBLIOGRAP HIC DATABASE

During the year over two million new bibliographic records were added to the ANBD (a 100% increase over 2010/11), over 8 million holdings added or updated (a 50% increase over 2010/11), and 2.7 million holdings deleted (a 100% increase over 2010/11). More than 10 million bibliographic and/or holdings records were processed through RIS. Libraries Australia staff reviewed 87,392 potential duplicate RIS records (last year 185,670). 3 The number of ANBD records containing non-Roman scripts increased to 1,283,708 (last year 1,204,633).4 Authority records With Chinese scripts With Japanese scripts With Korean scripts With other scripts Bibliographic records Arabic Chinese Cyrillic Devanagari Greek Hebrew Japanese Korean Tamil Thai

2009/10 3,979 107 62 150

2010/11 3,981 108 62 229

2011/12 3,984 113 62 515

60,199 526,671 22,499

72,649 556,076 34,134 133 839 35,081 372,797 121,868 2,141 4,535

84,147 589,805 45,090 254 1,429 39,357 383,339 127,918 2,269 5,426

300 31,773 362,620 113,783 1,940 3,702

3

New statistics including the date of last update of holdings for each contributing library were published at www.nla.gov.au/librariesaustralia/about/statistics/anbd-holdings-data/. 4 Other records describing resources in non-English languages may be created in Roman script. LAAC/2012/2/02 Page 11


RECORD SETS AND PRODUCTS Electronic Collection record sets Libraries Australia currently offers bibliographic record sets for 13 Australian electronic resource collections. Seventeen libraries receive regular e-collection products. Record Export Service and customised products Nine libraries joined the Record Export Service (RES) during the year. There are 295 libraries actively using RES. A total of 728,646 records were downloaded via RES during the year. There were 1,236 product runs (last year 1,499). The total number of records provided was 19,289,987 (last year 60,208,578). This significant decrease is due in part to the supply of update rather than full refresh files to the Australian Government publications web site. The Recent Australian Publications (RAP) and GovRAP services continue to be well used. Views including downloads

2009/10

2010/11

2011/12

73,065

73,646

64,860

33,744

133,423*

54,492

* This increase resulted from robotic activity.

OUTREACH The Libraries Australia Annual Forum 2011 The Annual Forum was held at the National Wine Centre in Adelaide on 27 October 2011. There were 165 attendees, compared to 227 in 2010. The Forum was promoted via the regular channels – messages to the Libraries Australia and Libraries Australia Document Delivery mailing lists, at state and territory User Group Meetings and on the Libraries Australia website. Other groups such as the Australian Government Libraries Information Network (AGLIN) also promoted the event. In total, 104 evaluations were collected from attendees. This equates to a 63% return rate from the total number of attendees, a 20% increase from 43% in 2010. Over 93% of respondents to the evaluation rated the Forum overall as Above Average or Excellent. LAAC/2012/2/02 Page 12


No respondents gave a Below Average or Poor rating in response to this question. Responses recording the overall meeting as Average were down 3% on 2010 figures. The keynote speakers were Caroline Brazier, Director of Scholarship and Collections at the British Library; Jenny McDonald, Manager Customer Engagement, from the National Library of New Zealand; and Geoff Strempel, Associate Director of Public Libraries Services in South Australia.

L to r: Jenny McDonald, Geoff Strempel and Caroline Brazier Attendance at conferences Libraries Australia staff managed the National Library’s trade stand at the VALA Conference in Melbourne on 6 - 8 February 2012, and Carol Hamilton gave a presentation on ways to identify duplicates and how the Libraries Australia team manages their removal.5 The Library’s Resource Sharing services will no longer be represented by trade stands at future professional conferences. However, promotional brochures remain available on request for distribution. State and Territory User Group meetings Libraries Australia representation at state and territory hosted user group meetings was as follows: Group Australian Capital Territory South Australia Tasmania Victoria Western Australia 5

Date Libraries Australia staff present 30 May 2012 Marie-Louise Ayres 2 May 2012 Marie-Louise Ayres 29 March 2012 Rob Walls 10 August 2011 Rob Walls 21 September 2011 Rob Walls & Nikki Darby

The presentation is available at www.nla.gov.au/librariesaustralia/de-duping-the-anbd/.

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Online communications A newsletter was issued quarterly.6 The Libraries Australia email lists remain the most used mechanism for outreach. There were 1,558 subscribers registered to use the Libraries Australia discussion list (a decrease of 40 from the previous year) and 807 subscribers registered to use the Libraries Australia Document Delivery discussion list (an increase of 27 over the previous year). Help Desk The Help Desk received 7,898 enquiries in 2011/12 (last year 8,906).

Enquiry method

2010/11

2011/12

Email

0.20%

0.95%

Mail

0.68%

0.10%

Phone

23.20%

19.61%

Webpage

75.92%

79.33%

Fax

0.01%

There were 811 reports of duplicate records (last year 562). Other enquiry types were:

6

An archive is maintained at www.nla.gov.au/librariesaustralia/news-events/newsletter/.

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TRAINING COURSES An Expression of Interest was issued for a panel of Training Services Providers able to deliver courses nationally. Twelve interested parties responded, increasing the number of trainers available by four. The panel will take effect in October 2012. Number of courses Course Search Cataloguing Client Document Delivery DocDel online LADD Refresher Total

2009/10 6 3 27 6 2 44

2010/11 5 4 21 2 3 35

2011/12 4 4 18 3 1 30

Number of participants 2009/10 37 6 142 38 15 238

2010/11 49 23 111 2 13 198

2011/12 19 15 126 3 2 165

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APPENDIX A: MEMBERSHIP OF THE LIBRARIES AUSTRALIA ADVISORY COMMITTEE

Chair Ms Anne Horn, Deakin University Members Ms. Liz Burke, Murdoch University Dr Alex Byrne, CEO and State Librarian, State Library of New South Wales Mr Ben O’Carroll, Queensland Department of Premier & Cabinet Mr Peter Conlon, Manager, Library and Cultural Services, Queanbeyan City Council Ms Pamela Gatenby, National Library of Australia Ms Ann Ritchie, Editor Australian Library Journal Ms Rosa Serratore, National Meteorological Library Mr Geoff Strempel, Public Library Services (South Australia) Mr Andrew Wells, University Librarian, University of New South Wales and Australian representative, OCLC Regional Council Asia Pacific

Observers, National Library of Australia Ms Anne-Marie Schwirtlich, Director-General Resource Sharing Division Dr Marie-Louise Ayres, Assistant Director-General Ms Debbie Campbell, Director Collaborative Services Mr Rob Walls, Director Database Services

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APPENDIX B: STATE US ER GROUP CONVENORS Australian Capital Territory 2011/12

Convenor: Mrs Kathleen Cobcroft, University of Canberra Library Email: [email protected]

New South Wales 2011/12

Convenor: Mr Robert Deininger, State Library of New South Wales Email: [email protected]

Northern Territory 2011

Convenor: Ms Marilyn Hawthorne, Northern Territory Library Email: [email protected]

Queensland 2011/12

Convenor: Ms Margery Barnes, State Library of Queensland Email: [email protected]

South Australia 2011/12

Convenor: Ms Alison Bogdanowicz Email: [email protected]

Tasmania 2011/12

Convenor: Ms Amanda Steen, University of Tasmania Library Email: [email protected]

Victoria 2011/12

Convenor: Mr Richard McCart, RMIT University Library Email: [email protected]

Western Australia 2011

Convenor: Ms Gaye Sweeney, W.A. Department of Corrective Services Email: [email protected]

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