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In This Issue This month you will hear from Laurel Paton, the Libraries Australia Customer Services Manager as she smashes some common myths about Libraries Australia. You can learn Laurel Paton’s Top 10 myths about Libraries Australia

about plans to load 13 million authority records from the Virtual International Authority File

New Cataloguing Tips web pages

about changes to the Cataloguing Tips webpages and new ways to expose your collections.

New member of the LAAC – Rosa Serratore Adding records for lists to the NBD

(VIAF) into the Trove People and Organisations zone. Cataloguers will be interested to read And everyone can mark the date of the 2011 Libraries Australia User Forum into their diaries. Finally you can join the Libraries Australia Advisory Committee in welcoming Ms Rosa Serratore as a new member of the of LAAC.

LAUREL PATON’S TOP 10 MYTHS ABOUT LIBRARIES AUSTRALIA

2011 Libraries Australia User Forum Virtual International Authority File What we are reading

ISSN 1837-8145, 12

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Over the last two years, through attendances at conferences, user group meetings and Libraries Australia Roadshow presentations, I have met and talked with many of our subscribers. These are some of the myths about Libraries Australia services that I’ve heard on my travels. 1. I don’t encourage anyone to do much searching because my library gets charged for every search we do. A charge per search doesn’t apply to the majority of subscribers. This myth is likely to have originated from the historical ABN and Kinetica subscription models. The only exception is libraries which use the pay-per-search option because it is more economical for them to do so, or for vendors providing services to libraries. Unless your library falls into either of these categories, your annual subscription fee entitles you to unlimited searching. 2. I’m not a cataloguer or a manager so I can’t go to Libraries Australia user group meetings. Libraries Australia user group meetings present all staff of subscribing libraries with the opportunity to network with colleagues within their local areas. You are welcome to attend any meeting regardless of the current position you hold within your organisation. User group meetings are held at regular intervals around Australia. We encourage everyone

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to attend their local user group meeting. Meetings provide a forum in which to discuss workflows, Libraries Australia services and issues affecting the wider library community. 3. My library doesn’t put its holdings on to Libraries Australia because we don’t want to get interlibrary loan requests.

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It is important that an item’s existence and where it is held is recorded, especially for rare or unique materials. The value of knowing an item exists and where is it held should never be underestimated. Libraries may include statements of restriction in the holdings statement. The ANBD policy has been to list holdings even when items are not available for ILL. Even if document delivery is not permitted, the input of bibliographic records in Libraries Australia still provides many benefits for resource sharing and resource management. 4. We don’t use Enhanced Requesting because it’s too dangerous to let all our users make interlibrary loan requests. That will cost us way too much money.

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Interlibrary loan requests created via enhanced requesting are still able to be mediated by library staff before being sent to other libraries. You always remain in control of your ILL requests. Enhanced Requesting allows users to submit ILL requests directly from LA Search. Generally it has been adopted by smaller libraries that do not experience high volumes of ILL requests. With Enhanced Requesting activated on your Libraries Australia account, end users or staff of your library can request loans and/or copies of items via the At Other Libraries tab in LA Search. There are two electronic forms. The long form is for our end users and the short form is for use by your staff. In either case, bibliographic details of the item are automatically entered into the form. Enhanced Requesting is turned off by default. If you would like to have it activated please contact the Libraries Australia Help Desk and tell us which of the two forms you would like to use. 5. If we want to download and use the Libraries Australia Cataloguing Client, it costs us extra. If you are a Libraries Australia subscriber the cost to download and use the Cataloguing Client is included in your subscription. The Libraries Australia Cataloguing Client is an application based on Microsoft Windows Technology. It is in installed locally on your computer and allows you to catalogue directly onto the ANBD. Using the Client, you can add, edit and delete bibliographic records, holdings, and authority records. You can import records and create records in non-Roman scripts. Although it is best that you use the Client if you are familiar with cataloguing processes and MARC format, there is a novice mode to help those with less cataloguing experience. It is also recommended that staff who will be using the Client attend a formal training course. 6. If I can see the records in my local catalogue then they will be visible in Trove too. Libraries Australia does not automatically capture your catalogue and display it. We rely on libraries to ensure that their local catalogues and Libraries Australia are synchronised. If holdings in your local catalogue are not updated on Libraries Australia they will not appear in Trove. Trove is based in part on the ANBD (Australian National Bibliographic Database). The contributions made by member libraries to Libraries Australia are being recognized internationally through Trove. There are often discrepancies in holdings between items that are appearing in the ANBD and items that are appearing in subscribers’ local catalogues. This issue isn’t a new one. Whether or not a library contributes all or part of their collection to Libraries Australia is not some that we enforce, but we do encourage. Often libraries do not list their holdings on Libraries Australia simply because they don’t want to lend items or don’t want to have to deal with inter-library loan requests. With the advent of Trove, Australian libraries’ collections are being exposed to a global audience. It’s important that your library’s


National Library of Australia - Libraries Australia collection is discoverable. 7. Only Libraries Australia Trainers can use the Training Database. The training databases are a handy learning tool that you or your organisation can use at any time. There are two training databases available solely for training and practice purposes; Libraries Australia Search training database and Libraries Australia Document Delivery training database. These two databases contain a subset of their ‘real’ production versions and therefore searches can be done more quickly, but with fewer results. We regularly perform maintenance on these databases so you will need to check the maintenance schedule for the availability of the training databases. Their schedule is available on the Libraries Australia website here: http://www.nla.gov.au/librariesaustralia/maintenance.html. You can use any of the training accounts for the purposes of training – they aren’t ‘real’ accounts and you can use them whenever you want. Please the respect the needs of others learning the system by remembering to log off when you are finished. 8. We get a discount on our subscription for all the holdings that we add to Libraries Australia. There are no discounts applied to subscriptions. This myth is directly related to myth number one, regarding cost per search. This is misinformation is likely to have originated from the ABN and Kinetica subscription models. Charges for core Libraries Australia services were moved to new subscription models in July 2007. Since then, each library sector has its own model. We recognize that libraries and their users now gain value from Libraries Australia in new ways which can’t be measured simply by transaction-based charges. 9. I want to update all my holdings in Libraries Australia but I don’t like the idea of how much work that will be for me so I don’t bother. Often Libraries Australia can provide advice and guidance to help you to achieve changes or updates efficiently and easily. Libraries Australia encourages all libraries to ensure their holdings are kept up to date on the Australian National Bibliographic Database (ANBD), and to regularly update their holdings. This is important for resource sharing and also ensures the efficiency of your ILL services. Where regular updates have not been possible, or if a library has to undertake a major weeding or collection relocation, Libraries Australia provides the Global Holdings Update Service for the updating and deletion of holdings for your institution. Global Holdings Update should be used when: you are weeding your collection your library amalgamates with another library or branch a number of items in your collection move to a different location (physical or shelf location) a common text string needs to be changed e.g. location prefix items in your collection have been transferred to another library a NUC symbol you are using it to be cancelled. We encourage subscribers who are considering using the Global Holdings Update to contact the Libraries Australia Help Desk via our online enquiry form in the first instance, so we can discuss the details of the global change you require 10. I am pretty busy. I don’t waste time searching the database before I add a new record. It doesn’t hurt.


National Library of Australia - Libraries Australia It’s much cheaper to copy than create, and you will save time by doing so. The ANBD is the main source for Australian libraries copy cataloguing with up to a 98% hit rate. No matter how busy you are there is no excuse for potentially creating duplicate records on the ANBD. The discovery of duplicate records, often more than two for the same bibliographic item, is the cause of immense frustration for acquisition officers, cataloguers and reference staff alike. In a major effort to improve the quality of the ANBD, Libraries Australia began running the duplicate detection software across the ANBD in September 2008. During 2009/2010, this program has been run regularly during the year. This has resulted in the removal of over 580,000 duplicate records. These runs will provide another benefit from Libraries Australia’s contribution to WorldCat by leveraging off WorldCat’s record matching algorithms. We hope this article has been helpful and has busted some of the myths held about Libraries Australia. Please remember that if you have any questions about Libraries Australia services, help and assistance is available by contacting the Libraries Australia Help Desk via our online enquiry form or by phone on 1800 026 155.

NEW CATALOGUING TIPS WEB PAGES

We are pleased to announce that the Libraries Australia Cataloguing Tips webpage has been revised. This webpage now contains tips when cataloguing in Libraries Australia on topics such as authority records, MARC tags, searching, templates and special characters. The Cataloguing Tips webpage is available here http://www.nla.gov.au/librariesaustralia/cataloguing/tips.html.

NEW MEMBER OF THE LAAC – ROSA SERRATORE

The Libraries Australia Advisory Committee welcomes Ms Rosa Serratore, Chief Librarian of the National Meteorological Library at the Bureau of Meteorology. Rosa is a government libraries representative, and fills the vacancy left by Ms Karen Hansen. Rosa brings her expertise on the ALIES Board (Australasian Libraries In the Emergency Sector) and the AGLIN Executive Committee (Australian Government Libraries Information network) to the LAAC. In late 2010, Karen took on a new role at FAHCSIA. The Committee warmly expressed its thanks to Karen for her contribution in representing special libraries, in particular in a project which is exploring the ways in which Libraries Australia can better support them.

ADDING RECORDS FOR LISTS TO THE NBD


National Library of Australia - Libraries Australia Libraries Australia members can now take advantage of Trove’s powerful search features to better expose uncatalogued material which has a collection listing, transcript or finding aid available on your website. For more information see Getting finding aids, lists, and other documents listed in Trove.

2011 LIBRARIES AUSTRALIA USER FORUM

As reported in Issue 9, the 2010 Libraries Australia Forum was a great success with attendees hearing from keynote speakers Constance Malpas from OCLC on the future of collecting, and from Katie Birch, also from OCLC, on trends in document delivey and interlibrary loan. In addition attendees enjoyed hearing from a range of other speakers and benefited from the opportunity to discuss the nuts and bolts of library work in the parallel sessions. It is now time to mark Thursday 27 October 2011 in your calendars for the 2011 Libraries Australia Forum which will be held at the National Wine Centre in Adelaide. The 2011 ACOC seminar Layers upon layers : delving into discovery will be held at the same venue on the following day.

VIRTUAL INTERNATIONAL AUTHORITY FILE

The Australian Research Data Commons (ARDC) Party Infrastructure Project will soon ingest over 13 million authority records from the Virtual International Authority File (VIAF) into the Trove People and Organisations zone. This will improve the richness of the zone and allow Trove users to discover resources by and about people and organisations both in Australian collections and internationally. The VIAF data will also allow us to provide links to Worldcat Identities and, for prominent individuals, to Wikipedia. Much of the value of the Party Infrastructure for the research sector is its ability to resolve identifiers for people and organisations across various services and institutions. The VIAF data will help achieve this it will in future be used to disseminate International Standard Name Identifiers (ISNIs) and other researcher identifiers. These records and identifiers will be able to be obtained from Trove and the NLA’s public SRU and OAI-PMH services.


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WHAT WE ARE READING

Lorcan Dempsey. Managing down collections … 2011 Rick Lugg. Sample & Hold: Rick Lugg’s blog 2011 Europeana’s Strategic Plan 2011-2015 2011

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