The thesis collection is being packed and will be moved to the Library Warehouse.
The collection is being reorganised so that in the future it will be shelved alphabetically by year. The first shift packed up to 1936 last night and there will be another shift on Saturday. Once packed the theses will not be available for request until mid-late November. Space still needs to be made in the Library Warehouse for the Thesis collection. I will advise E-serivces on Monday of the year that the Saturday team have packed up to and they will then put a block on the request a hold option. The print copies for the later print copies are still in the special collections room and are requestable until packed.
Any queries please get in touch. Joan Simpson

The Standard Operature Procedure with Withdrawals and Disposal of items has now been combined. The new sop is called the Withdrawal and Relegation SOP. It is still in draft format. Please have a look at the SOP and if you have any feedback please email me directly.

The SOP is to provide guidelines to the decision making process regarding the location of library resources.
The Liaison Librarian provides the expertise regarding whether the resource is in scope or not.

The rewrite of this sop is well overdue and many of us would have benefited from it being complete some months ago.

I look forward to receiving any feedback by Thursday 1 November.

Withdrawal and Relegation SOP

Joan Simpson

Hawkins will have staff carrying out investigations of building joints in the Library warehouse between 15-23 October.

They have prepared a scope of work. They have asked that the bench at the front where the hampers are left is kept clear and there is also a shelf on the side wall by the back exit that will need to be packed up for the duration of their work. They will be working along the wall which is opposite MB and there is one area on the back wall by the exit door that they need to check. It will depend on what they find whether they will actaully be in the warehouse for the full week.

The backlog of shelving in the warehouse was cleared on Friday. I will arrange for the required area from the side wall to be packed up on Friday afternoon 12 October.

Hawkins have decided that it is safe for staff to access the warehouse while they are working. Please use your common sense though. Stay out of their way and do not go into areas of shelving if they have cordoned it off.

I can arrange for Hawkins to collect items on our behalf if it is unsafe for staff to access an area – so please just get in touch with me.

Joan Simpson

Through your feedback we have been made aware that a number of links to E-books through Springer-Link are no longer working. Springer-Link have recently upgraded their platform and the links have dropped. We purchase the links via 360 serial solutions therefore we have to wait until serial solutions fix the links. This is not a good situation and our E-services team are making contact with both Serials solutiosn and Springer-Link to get the problems fixed.

In the meantime please assist customers to complete their access the their required E-book. The link provided takes them to the springer-Link page and they then need to search for the specific title.

I will advise when the working links have been restored. Regards Joan

Law Basement Following the withdrawal of items from the Law Basement staff have been shuffling books in order to create clear blocks of space so that Central items can be transferred. It was decided that it did not warrant shuffling every book in the basement in order to keep items in sequence. The bay ends will be labelled and a Basement map will be created to indicate where collections have been moved to.

Library Warehouse Tim O’Sullivan is supervising staff in the Library Warehouse. Again we are aiming to create one large block of shelving so that items from the Central Library can be cleared. The area of shelving is being achieved by packing up items which are not currently on our database. They will be brought over to Dovedale DA3 and a decision to catalogue or discard will be made in conjunction with the Liaison Librarian team. The location of the annual reports in the warehouse are also being moved to be spread through the collection in to gaps in the shelving (still in the warehouse). This is not an ideal solution but it is a good option for now. The final decision regarding weeding of the annual reports will be made by the end of the year and a new space for the annual reports which are being kept will be created. The other work that is happening in the warehouse is that the 185mm shelving is being replaced with the 225 mm ones. The wider shelves will help improve the stability of the stack. We will also aim to have only 6 shelves instead of 7 per bay in any new areas that are to be shelved.

The physical and mental energy required to move stock from one location to another is huge and every effort is being made to keep the location records correct and not inconvenience staff or library users. If you have any concerns then please get in touch.

Horizon Records Serials As serials have been weeded or sent to CONZUL the records in the catalogue have been edited to reflect this. However, we are not able to edit the records in Horizon yet. UC Finance are requesting depreciation details for all items which have been withdrawn or moved to CONZUL and at this time decisions have not been made regarding how to record the data. When the data for the depreciation has been collated the LSS team will be able update the serial records. When you are working with library users please refer to the data in the catalogue. Any queries please get in touch. If the catalogue indicates ‘item for deletion’ – it means it has been removed from the shelf already.

Joan Simpson
Resource Discovery Team Leader

On Friday 17 August in the Shilling Club Carolyn Robertson will be presented with a LIANZA Fellowship award prior to the start of the LIANZA AGM. How about coming along to congratulate Carolyn.

The social function is starting around 5.30 pm, in the lower area of the Shilling Club. Drinks are at your own cost. LIANZA is providing some food but you are also able to order any food you like from the menu.

The AGM will commence once the presentation to Carolyn has been completed (around 6.30 pm) You are all welcome to stay for the brief AGM. Obviously if you are not a LIANZA member then you cannot vote at the AGM. When the AGM is finished the area will be returned to the Shillilng Club for other customers to also enjoy as well as any library colleagues who have stayed on.

If you are a LIANZA member please stay on to make the quorum required for the AGM.

Joan Simpson

UC has a number of different library collections held by Crown at Hornby. The original collection was packed in 2009 when 47,364 items were packed (carton barcodes all started with 311200200). It was mainly items which had an electronic equivalent at the time and there were some monographs added in order to gain the space required at that time on Level 2 of the Central Library. Over the past 3 years 375 items have been retrieved from Crown on behalf of borrowers. It was always intended to reassess this original intake before the three year term of contract was up. It is likely that any monograph borrowed from this collection will now be returned to the open shelves.

This work assessing the entire orignal intake is being carried out now by Library Support Services staff. The team tried working down at the Crown warehouse at Hornby but the conditions were unpleasant. Collection Services have now been allocated DA3 in which to bring back cartons from Crown and process them.

Each item is being assessed and the decision is made to
a) Withdraw
b) Pack for Conzul
c) Return it to the open collection
d) Send it back to Crown under a new carton (charge) code

At Crown we processed most of the collection in the A-DT range. Back at DA3 so far we have processed P, PA, PN and QE. Just arrived today are G, GA, GB and GF.

The contents of the cartons are very mixed as the contents were repacked following Sept 2010 earthquake and subsequent water damage at the Crown warehouse. So although we have noted the ranges we have asked for, we have also got a mixture of other items just waiting to be processed in DA3. We are processing the records as quickly as possible for items which are being withdrawn or packed for CONZUL. Some items especially the monographs will take some time to process.

What this means is that if you are looking for an item from Crown and it indicates it has been permed out during July onwards – then the item is likely to be in DA3. Julie Beaulieu is working full time on processing the items so please email Julie if a borrower requires a title. All efforts will be made to find the item and if it is to remain in the collection it will be processed asap.

The priority over the next 4 weeks is to create sufficient space in the Law Basement and Library warehouse in order to move stock from levels 3 and 4 of the Central Library. So there will be a slowing down of work in DA3 until level 3 at Central is cleared.

If you have any queries please email both Joan Simpson and Julie Beaulieu

Joan Simpson

LIANZA Conference sponsorship
The committee has agreed to support 3 Aoraki LIANZA members to attend this year’s conference in Palmerston North. We will pay the registration and up to $500 towards travel and or accommodation. Receipts will need to be provided when claiming for travel and accommodation.
Preference will be given to members who have not been to a LIANZA conference before but all members interested in attending the conference should apply.

In your application you should include:
1. Contact details – name, phone and email
2. How long have you been a member of LIANZA and what has your involvement with LIANZA been to date.
3. Note the expected benefits to yourself and others from attending the event
4. Note how you will share your experience with others.
5. Details of other sponsorship applied for to attend this event.
6. Details of past successful applications of money from the Aoraki committee
7. Other information which you consider the committee should be made aware of.

Please send the above information to the committee secretary Leonie Miller via email leonie.miller@ccc.govt.nz by 1 pm on Thursday 9 August.

Remember to RSVP for the AGM by 9 August.

Joan Simpson

I am pleased to annnounce that Julie Beaulieu has been appointed as the third fixed term Information Resource Assistant with the Library Support Services team.
Julie is currently employed by HealthCareNZ as a resource Co-ordinator. She described this role as contributing to the leadership, mentoring and support of HealthCareNZ Support Workers in the community and for the quality of service provision through efficient and effective rostering practice. Julie also has 6 yrs work experience with City Libraries and was one of the team who helped to establish the Upper Riccarton Library.
Julie’s main role will be to assist with the reduction of the collection held at the Crown warehouse and lodge the required items to the CONZULstore.
Julie commences work with the team on Monday 30 July.
Joan Simpson

I am hoping that you will all be able to assist me in collating a list of outstanding cataloguing or reclassification work which is in your work areas.

I have attached a link to word document. I have entered some cataloguing work that I know about. Is there any other parts of collections which requires cataloguing or reclassifcation by Library Support Services staff.

I will follow up at a later date if more details are needed.

Cataloguing or Reclassifcation Work

Please add details to this document by 8 August. Thank you.
Joan Simpson