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The University of Auckland Library | Te Tumu Herenga

Report of the University Librarian

For the Year 2007

1. Overview: Janet Copsey The year did not start well. On the first day back after the Christmas closure the Special Collections Librarian discovered that there had been a major break-in to the General Library which had resulted in the loss of the Oxford Lectern Bible, a recently installed Goldie painting, and a framed set of Colin McCahon manuscript poems. The Special Collections Librarian and the Associate University Librarian (Faculty Services) worked closely with the Police and by year’s end the stolen items had all been returned; sadly the Bible was quite damaged and needed extensive conservation treatment. Unfortunately security and behavioural problems continued to be a theme throughout 2007 in the libraries and the information commons facilities. A security guard was employed to be on duty for much of the extended day in the General Library and also to patrol the Kate Edger Information Commons later in the evening; this helped reduce the number of more serious incidents. Security phones were installed on each floor of the General Library and additional security cameras are planned for installation in 2008. On a more positive note the Library’s Voyager tutorial, Te Punga, was awarded second prize in the annual LIANZA 3M awards and the Engineering Library won first prize in the Education Division of the NZ Institute of Architects Resene Awards for Architecture. Four Library staff won General Staff Excellence awards – Rachel Chidlow, the Short Loan Collection Manager, won the “Excellence in Leadership” category, and Leonie Hayes, Yin Yin Latt and Vanessa Newton-Wade, from the Digital Services ResearchSpace team, won the “Excellence in Innovation” category. The Library conducted the LibQual+® survey mid-year. The main points that emerged were that undergraduate students perceived that there was less than the desired minimum of space for group learning and study, while postgraduate students perceived that there was less than the desired minimum quiet space for individual work. One thread that was particularly positive was the support for the subject librarian service. Another positive aspect was the number of appreciative comments about access to e-resources and the amount of resources available; these comments were often from students and staff who had worked or studied in other institutions. There continued to be strong institutional commitment to investment in the Library’s collection. Another milestone was reached with over 60% of the collection allocation being spent on electronic journal subscriptions, e-books and back-file sets of digitised materials, primarily journals. Total loans decreased from 1,178,772 in 2006 to 1,137,662 in 2007 but this was not unexpected with the ongoing annual decreases in the purchase of printed material. Not unsurprisingly there were significant increases in the use of web resources, including a 128% increase in the number of views/downloads from the Electronic Course Materials collection - 826,094 in 2007 compared to 362,697 in 2006. This was

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partly attributable to the 31.5% increase in requests for material to be digitised for access via the service but still represented a significant rise in use of the materials by students. The increase in use of the Electronic Course Materials is also likely to be partly attributable to a pilot project which the Library ran throughout 2007 whereby subject librarians migrated 24 LEARN course resource pages into the Cecil Learning Management System in order to trial new ways of presenting course-specific library materials to students within the context of their academic courses. Feedback from students, academic staff and library staff indicated that locating library material within the Cecil environment was very well received; the Library intends to increase accessibility to Library materials within Cecil in 2008. The number of Library website sessions, including LEARN, increased from 5,052,893 in 2006 to 5,783,910 in 2007. New RSS services, providing electronic notification to staff and students, were launched for new books, new e-journals and new databases at the start of the year; RSS feeds from the ResearchSpace institutional repository and the new Library blogs were initiated later in the year. 2007 was an outstanding year for progress with in-house digital content initiatives. The most visible initiative was the development of a new set of pages - New Zealand & Pacific Digital – which were linked from the front page of LEARN with the goal of providing improved access, both locally and internationally, to the Library’s local digital collections. The new gateway was officially launched by Professor Dame Anne Salmond in July at an event attended by members of the Library and Information Advisory Commission, the National Librarian, members of the Polynesian Society and University staff. Another major initiative was the progress made with the establishment of the DSpace institutional repository - http://researchspace.auckland.ac.nz - a project that was made possible through funding from a Tertiary Education Commission eCDF grant for which the University of Auckland Library was the lead partner in association with the Canterbury and Victoria University Libraries. By year end over 575 PhD theses were freely accessible via Google and other search engines, as well as via the National Library’s new Kiwi Research Information Service gateway – http://www.nzresearch.org.nz, which had been developed in consultation with the university libraries. A further 1000+ PhD theses were digitised and awaiting access consent decisions. Members of the Digital Services team, together with the team members in the IT Directorate, did an outstanding job in replacing the previous Endeavor Inc suite of software programs with the equivalent Ex Libris offerings as three separate projects throughout the year. Despite the size of the project, owing to the thousands of electronic resource vendors involved, the LEARN link software was able to be replaced relatively seamlessly and the SFX Open URL Resolver software was installed in the first quarter of the year. The associated MetaLib federated searching tool replaced the EnCompass software in the third quarter of the year and will go live with various subject collections early in 2008. Mid-year the new DigiTool software was installed and proved immediately useful as a suitable software environment for the pilot project to develop an enterprise media repository. The year ended on a positive note with the University’s approval to invest in the new PRIMO software from Ex Libris and with a grant from colleagues in PRDLA (Pacific Rim Digital Libraries Association) which will allow the Library to continue the project to digitise the older volumes of The Journal of the Polynesian Society. Implementation of the PRIMO software later in 2008 will allow the Library to improve access via one interface to the Library’s increasingly fragmented print, electronic, audio and video resources in a Web 2.0 environment.

http://researchspace.auckland.ac.nz/http://www.nzresearch.org.nz/

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The services provided through the Information Commons facilities continued to have a high profile internationally with two overseas universities bringing teams to visit to learn more about The University of Auckland approach to service provision as part of their own planning for similar services. The Assistant University Librarian (Information Commons & Learning Services) was also invited by the Victoria Association of TAFE Libraries and the Hong Kong University of Science and Technology to speak at Learning Commons’ conferences in April and December respectively.

A new Library Strategic Plan was developed for the period 2008 – 2012, together with a 2008 Annual Plan which was informed by both the Library’s Strategic Plan and the overall University Strategic Plan.

Four long-standing staff members retired during 2007 - Mag Furlong from the Cataloguing team, Gail Keefe, the Fine Arts Librarian, Nicole Jackson, a Subject Librarian in the Fine Arts Library and Jenny Hart, who had been for many years the manager of the Short Loan Collection and more recently the Indexing Librarian. The Library also lost a respected colleague, Shelley Taylor, Library Manager - Arts Information Services after a long illness. 2. Finance: Lynn Talaic The 2007 collections expenditure was $16,795,519; commitments are not included which is a change from previous practice. $2,346,679 was spent from the operational budget on leased electronic resources, with the remaining funds being spent on print and electronic items that were capitalised. There was a capital budget of $1,401,138 for software, computers, printers, microtext machines and other equipment; $760,000 was for replacements of PCs which had reached the end of their three year lease. Expenditure on people costs was close to allocated budget. Operational costs were below budget, reflecting savings in utilities and actual costs of leases. Collection expenditure was managed according to fixed-rate foreign exchange figures throughout the year which caused some challenges for the Library as Voyager Financials and Peoplesoft Financials reported different expenditure. Revenue decreased by $132,589 compared to 2006, with the decreases coming from interloan and document delivery, fines and photocopying; Bindery income also decreased slightly against 2006 figures - $258,477 in 2007 versus $264,090 in 2006. The Library also received revenue from contracts with Auckland District Health Board, AUT, UniServices and other University departments, and from Associate Members, as well as grants, donations and interest on trust funds. 3. Collections Overview of expenditure 77% of the collection funds were committed to print and electronic serials, databases and e-books on subscription and 23% of the funds committed to monograph purchases; this compared with 67% of the funds being allocated to serials and 33% on monographs in 2006. This change reflected the increasing availability of e-book collections on subscription which meant the total number of monographs acquired actually increased. 61% of the collections budget, as compared to 54% in 2006, was spent on electronic materials as opposed to print, microform, etc. with 98% of that expenditure being allocated to electronic serials, databases and e-book collections, and 2% to e-books purchased individually.

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Notable print and microfilm items added to the collection included: Chaucer, Geoffrey. The Canterbury tales : the new Ellesmere Chaucer facsimile (of Huntington Library MS EL 26 C 9). Tokyo : Yushodo Co. ; San Marino, Calif. : Huntington Library Press, 1995.

China through Western eyes… Part 8, Diaries, notebooks and writings of Rewi Alley (1897-1988) from the National Library of New Zealand [microfilm]. Marlborough : Adam Matthew, 2004. Dalrymple, Alexander. An historical collection of the several voyages and discoveries in the south Pacific Ocean… London, : Printed for the author; and sold by J. Nourse ... ; T. Payne ... ; and P. Elmsley ..., MDCCLXX-MDCCLXXI [1770-1771]

Delano, Amasa. A narrative of voyages and travels in the northern and southern hemispheres : comprising three voyages round the world together with a voyage of survey and discovery, in the Pacific Ocean and Oriental Islands. Boston : Printed by E.G. House for the author, 1817. Foreign Office files for China, 1949-1976 [microfilm] :(Public Record Office class FO 371 and FCO 21). Marlborough : Adam Matthew, 2000-2001. MacGillivray, John. Narrative of the voyage of H.M.S. Rattlesnake, commanded by the late Captain Owen Stanley, R.N., F.R.S. &c. during the years 1846-50. London : T. & W. Boone, 1852. Voyage de découvertes de l'Astrolabe : éxecuté par ordre du Roi pendant les années 1826-1827-1828-1829 sous le commandement de M.J. Dumont d'Urville. Botanique / par MM. A. Lesson, et A. Richard. Paris : J. Tastu, 1832-1834. New manuscript collections acquired included: Liava’a, Christine. Clipping book re Tonga Civil Servant's Strike, August - September 2005. 2005. Shakespeare, William. A selection of Shakespeare's sonnets read in Maori by Merimeri Penfold and in English by Mac Jackson, Michael Neill, and Jan Kemp [sound recording]. 2006. Media Aware. Further records. 1990s. Douglas, Gwen. Reminiscences of Sir William Jordan [oral history transcript]. 2004. Vowles, Jack. Records relating to the New Labour Party. 1988-1991. University of Auckland. Dept. of External Relations. Public Relations Division. Photographs. 1876-1998, bulk 1970-1998. Clay, Marie M. Papers. 1970s-ca 2006. E-Books 2007 saw significant growth in the Library’s e-book collections and this trend is expected to continue in the coming years. Following protracted negotiations with the publisher, the Library accepted an offer from Springer Verlag covering all its English language monographs that were in publication in 2007. The package included a substantial number of 2005-2006 imprints as well as all Springer’s Lecture Note series

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and many electronic reference works. At the end of the year Voyager held records for 9,957 e-books on the SpringerLINK platform. A consortium offer for 2008 was also accepted, and access to an additional 3,340 titles will become available on publication next year. The SpringerLINK e-book collection included works on a wide range of subjects, with an emphasis on computer science, mathematics and statistics, physics, bioscience and medicine, and business and economics. Towards the end of the year a similar arrangement was negotiated with Elsevier, providing for a package of over 7,000 e-books on the ScienceDirect platform, with around 500 new titles expected in 2008. Access was enabled in December, and bibliographic records and links will be loaded into Voyager early in 2008. The Elsevier book list is almost entirely scientific and technical, with particular focus on engineering, computer science, biochemistry, the earth sciences, genetics and neuroscience. The deal with Elsevier also included an update to the Referex collection of engineering books on the Ei Village platform. This comprises an additional 1,228 works published in the period 2000-2007, some of which are also available on ScienceDirect. MARC records for the Referex set are expected early 2008. Other important e-book collections acquired in 2007 include over 700 works published by the Royal Society of Chemistry, and the SIAM Reference Collection, comprising around 300 books published by the Society of Industrial and Applied Mathematics. New online reference sources made available to users in 2007 included Bibliographic Index Plus, a cumulative bibliography of bibliographies, and Book Review Digest Retrospective, providing review excerpts and summaries of around 300,000 books published 1905-1982. Important individual online reference works included Comprehensive Glycoscience, the Encyclopedia of Mathematical Physics, and Comprehensive Organometallic Chemistry III, all on the ScienceDirect platform. Other significant online resources acquired in 2007 include Defining Gender 1450-1910, a collection of original documents relating to gender studies, published by Adam Matthew; Orlando’s biographical information on British women writers; the ITER Gateway collection of scholarly databases for medieval and renaissance studies; the online version of the Historical Statistics of the United States, from Cambridge University Press, which included over 37,000 data series and Mass Observation Online which provides reports, surveys, diaries, photographs, and other material from the Mass Observation Organisation for the period 1937-1972, together with interpretative essays. E-Journals The Library continued to strengthen its electronic journal collection throughout the year, building on progress made in the period 2002-2006. At the end of December there were 30,694 individual e-journal holdings linked from Voyager, of which 2,596 (8.4%) were added during the year. The current Blackwell Publishing journal collection was catalogued and linked in the early months of the year, providing online access to most titles available via the Synergy platform. Acceptance mid-year of a consortium offer from Sage provided access to most journals on that publisher’s platform. Together the Blackwell and Sage contracts substantially strengthened the Library’s social science holdings, providing current access to 560 titles not subscribed to in 2006. Online access to a complete set of Kluwer Law International titles replaced individual print subscriptions in 2007, and at the end of the year individual subscriptions to the University of Chicago Press (UCP) and World Scientific journals were dropped, to be replaced by online packages that will provide 10 new titles from UCP and 85 from World Scientific. The full-text version of the International Index to Music Periodicals was enhanced with the addition of International Index to Performing Arts (IIPA Full-Text) covering theatre,

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dance, film, the arts and entertainment industry. IIMP and IIPA can be cross-searched and together index over 600 periodicals and provide full-text articles from more than 200 titles. The Library was fortunate in being able to continue strengthening its electronic back-files during 2007, building on the significant investment made during 2006. The most significant single collection acquired was the complete journal back-file from Blackwell Publishing. Available on the Synergy platform, when complete, the collection will offer back coverage of over 480 journals across a wide range of subjects. At the end of the year 57% of the data had been released and catalogued. The remainder of the collection will be linked from Voyager as it becomes available during 2008-2009. Journal content on Wiley InterScience was enhanced through the purchase of eleven back-file collections mid-year through the Library’s strategic funding initiative. Comprising over 100 titles in business & management, civil engineering, communication technology, and earth and environmental sciences, it builds on the 24 Wiley back-file collections purchased in 2003-2006. Towards the end of the year eleven supplementary back-file collections were purchased from Elsevier as well. In general these cover journals that transferred to Elsevier from other publishers after the original back-file collection was developed. The Library subscribed to JSTOR’s latest module, Arts & Science V, which focuses on philosophy, history, classical studies, religion, art history, language and literature, and will comprise around 120 titles when fully released in 2009. Similarly, Periodical Archive Online (PAO) was updated with the purchase of module VI, supplementing modules I-V acquired in previous years. When completed early 2008 PAO VI will provide a back-file of 75 social science and humanities titles. Users currently have access to all JSTOR and PAO content. British Periodicals (BP) II was purchased from ProQuest, supplementing BP I, acquired last year. Together they will provide fully searchable facsimile editions of around 500 periodicals published in the United Kingdom from the seventeenth to the early twentieth century. The subject focus of BP II is literature, music, art, theatre, archaeology, and architecture. The first segment of BP II was released late 2007 and will be catalogued and linked from Voyager early in 2008. Other purchases include the Economist Historical Archive, a searchable database published by Gale Cengage Learning containing all issues of the Economist from its inception in 1843 through 2003, and 19th Century British Library Newspapers, also from Gale. The latter is a searchable online database, comprising 48 newspapers, selected by a British Library editorial board to represent nineteenth century Britain. The Library was also able to take advantage of pre-publication offers on journal back-issue packages scheduled for release in 2008, from Emerald, Lippincott Williams & Wilkins, Sage, and Taylor & Francis among others. Development of local digital collections In addition to the purchased materials, the Library continued to focus on the development of unique digital collections that would enhance the teaching, learning and research environment at the University of Auckland as well as provide open-access electronic publications for use by the wider national and international community. Key initiatives included: The Journal of the Polynesian Society - The University Library has permission from the Polynesian Society to digitize the first hundred years of its Journal. Sixty-five volumes until 1992 remain to be digitized and this will continue in 2008; at year end 35 volumes from 1892 to 1925 were available online.

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Early New Zealand Books - Steady progress continued in 2007 with a total of 78 volumes accessible online, compared to 54 volumes at the end of 2006. Substantial additional work was done on creating PDF copies of chapters of earlier books and reconfiguring the browse list to present the books in chronological order. Cuthbert Photograph Collection - A discrete collection of 73 photographs of Fanning Island were imported to the DigiTool production server together with metadata from the Special Collections DBTextWorks database. There are no further photographs for this collection which is now freely available on the web. INZART- Two existing Fine Arts databases, the New Zealand Art Journals Index and New Zealand Art Press Cuttings Index, were amalgamated to form INZART, one index with a total of around 80,000 records. New data entry, search and display screens were produced and a project initiated to bring the indexing up-to-date with a view to launching the new index early in 2008. New Zealand Literature File - This popular resource about New Zealand authors, presently or previously taught by the University’s English Department, was converted from static HTML files to a SQL database as a summer project over 2007/2008 with client interfaces scheduled to be completed in early 2008. NZ Electronic Poetry Centre (nzepc) website – Enhancement continued in 2007 in collaboration with the English Department and AUP. Two issues of nzepc's Ka Mate Ka Ora: A New Zealand Journal of Poetry and Poetics were published. Other significant content added included the launch of Fiona Farrell’s author page, the Great NZ Digi-Poem competition, Tapa Notebooks by Laurie Duggan and Selina Tusitala Marsh and Pasifika video collections for Albert Wendt, Sia Figiel and Tusiata Avia. Web sessions rose from 409,624 in 2006 to 610,051 in 2007 with a significant number of these “hits” coming from overseas sites. OFFStats & NZStats – Two separate resources for statistics information were previously available on LEARN as static HTML web files. The decision was made to convert these into one SQL database designed to manage and update data on both information resources. Over 4,000 web links were de-duplicated and migrated from the web pages. The final outcome will be two websites with their own URLs which will be relaunched in early 2008.

ResearchSpace – The University’s open access institutional repository for digital theses and research outputs had 1,688 theses deposited as of 10 January 2008, compared with 262 items at the end of 2006. Thirty percent of the collection was fully accessible via the web as a result of authors’ consents.

4. Donations: Linzi Edwards

Donors continued to make a significant contribution to the development of the collections and the Library is grateful to all of them, both institutional and private. Major donors to the University Library in 2007 were Maartje Abbenhuis, Frank Blackwell, Raymond Danowski, Pat Northey, Mike Taggart and the Estate of Martin Webb, as well as three law firms, Bell Gully, Cairns Slane and Russell McVeagh. A list of donors is included in Section 15 of this report.

5. Accommodation: John Hayward 2007 was the quietest year for some time with regards to accommodation projects. The start of the year saw the completion of the modifications to the Audio Visual Library that were the result of the building of the new stairs from Commerce C Building to the new Owen G. Glenn Building. These were necessary to facilitate pedestrian

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flows. The end result was slightly less floor area and a chance to rationalise layouts and cabling. The refurbishment of the Music library which was started at the end of 2006 continued into the New Year. The Library was painted, lighting was upgraded, and areas of carpet replaced. The installation of sun filter blinds and an upgrade of signage completed the project. The opportunity was taken to improve conditions in the Listening Room with changes to built-in furniture. Additional shelving was installed in the reference and serials areas. A new Lending Desk and an associated Enquiries Desk were installed on level G of the General Library in time for Semester I. The Lending Desk incorporated a system which allowed the height of the individual work areas to be adjusted so that they could meet the ergonomic requirements of a wide variety of staff. Provision was made for the future installation of self-check units. As a result of an increase in security-related incidents, phones were installed on each level of the General Library. These phones connect directly to the Lending Desk with a default to Security. Staff can now respond more quickly if an incident is reported. The installation of security cameras on each level is being investigated. Business and Economics Information Services staff were delighted to be able to set up the Business Information Centre in the newly completed Owen G. Glenn Building which houses the Business School. The Centre provides a quiet ResearchSpace for Business School staff and postgraduate students. Services are provided during normal business hours and include support and advice in using a wide range of financial and other business databases. A small selection of current business magazines, journals and newspapers are available for browsing. The Centre also holds New Zealand company annual reports. The new space is very attractive with comfortable chairs and study spaces and expansive views towards the harbour. The annual capacity survey highlighted the increasing pressure on shelving capacity. Many libraries have little space remaining for collection growth with the collections requiring constant review. Additional shelving was installed in the Music, Architecture and Fine Arts Libraries in order to ease overcrowding. The Library continued to survey levels of occupancy within libraries and five surveys were completed during the year. Although these can only provide snapshots of usage they do show that pressure on seating has eased since the opening of the Kate Edger Information Commons and the extended Engineering Library. There was no further progress on plans for the proposed new libraries for Law and Tamaki but workshops and preliminary meetings with architects were held about future developments for the Philson Medical & Health Sciences Library. 6. Human Resources and Staff Development, Puna Tangata

Whakahiki Pūkenga: Carol Catley

Human Resources In 2007 additional responsibility for HR matters was delegated to the University Librarian. As a result, the Library HR Manager and HR Administrative Assistant have undertaken responsibility for HR tasks that were previously performed by the Central HR team. These included managing all aspects of the recruitment for Library staff including offers of employment and variations to employment. This has had a significant impact on the HR Administrative Assistant position and the operations of the Library’s central administration team. With the implementation of the University’s HR management system HR Connect+, which is expected to go live later in 2008, it is

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clear that there will be more HR tasks and responsibilities devolved to the Library and this is likely to have further staffing implications. The Library HR Manager and HR Administrative Assistant have been included in regular HR Team meetings. This assisted in keeping the Library informed about HR process, procedures and other changes and in the development of closer relationships with the central HR team. In accordance with University HR policy, the Library reassessed how some staff (such as shelvers, shelf readers and desk assistants) could continue to be employed in part-time positions and an increased number of staff were offered fixed-term or permanent part-time contracts. Staff Development

The Library Staff Development Advisory Group was formed during 2007 and started meeting in May. The terms of reference required the group to promote and encourage professional and personal development of Library Staff. The first task that the group undertook was a thorough analysis of job descriptions throughout the Library to identify knowledge, skills and attributes that staff require. The skills and attributes were then divided into eight main areas forming a staff development matrix. After consultation with senior Library management and the Faculty Services, Access Services and Digital Services teams, work commenced on identifying and prioritising staff training needs to implement a new training programme for delivery in 2008.

The Library Staff Development Advisory Group also formed a project group to review how the Library inducted and provided orientation for new staff. Recommendations for a new orientation process were made to senior Library management mid-year and introduced late in 2007. The new programme includes an introductory seminar together with tours of the General Library, focusing on Asian Languages, the Map Collection and Special Collections, as well as a tour of the Kate Edger Information Commons. In addition, information provided to new staff about the Library was updated and revamped. Each new staff member now receives a personalised folder, with information about working in the Library, together with a welcoming letter from the University Librarian.

As a result of staff changes in the Information Commons group in 2007, it was agreed that the Library’s Learning Services team would take greater responsibility for the professional development and training of Library staff in close collaboration with the Library Staff Development Advisory Group and the Library senior management team. A series of information literacy and IT literacy training programmes were organised for Library staff in 2007. The team offered 29 sessions and 361 Library staff members attended these sessions; the figures include multiple attendances by staff. Programmes included “Teaching skills training for new library course presenters” and “E-skills”, which was attended by over 130 staff who rated the course highly. As well as attending IT and Information Skills workshops and seminars organised by the Library’s Learning Services team 50 staff took advantage of the University’s IT Literacy programme attending 96 courses; this was almost double the number who attended in 2006. During 2007 there was a limited range of staff development programmes offered by the central University HR team, but staff did take advantage of some specific courses such as time management and effective business writing. They also attended First Aid courses and six staff members either gained a First Aid certificate or completed a refresher course. In November 2007 three staff members attended a two day pilot programme “Introduction to Managing People”. Library staff also continued to participate in leadership programmes offered by the University.

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Staff continued to attend a wide range of conferences and seminars both in New Zealand and overseas, with fourteen staff members attending the annual LIANZA Conference in Rotorua. The Library funded travel and participation for one staff member to attend the Aurora Institute, a leadership programme for young librarians, held each February in Australia. The Library continued to actively support Maori and Pacific Island staff who wished to enter the library profession by offering two scholarships to complete the MLIS offered through Victoria University of Wellington. One Maori scholarship holder successfully completed his study at the end of 2007 and another is part way through his studies. Unfortunately the Library has yet to receive an application from a Pasifika staff member. After a chance conversation with the Recreation Centre Manager, the Library and the Recreation Centre worked together to plan and deliver a fitness programme for Library staff. It also included two seminars for staff on good nutrition, health and wellness. The programme was so successful that two more eight-week programmes were arranged and it became a model for other areas of the University. The annual half-day Library Perspectives seminar for library staff was held again in February with over 100 attendees from around the Library system. Regular Library Update forums were also continued and staff reported back on conferences that they had attended, projects that they were working on and in some cases passed on information regarding technical and communication developments in library related areas. All sessions were very well attended. 7. Contracts and other external relationships A new contract for service, rather than a strategic partnership, was implemented over the course of the year in association with senior executives from Auckland District Health Board (ADHB). Changes included moving ADHB employees from a separate system to the Library’s Associate Membership scheme, and the delivery of ADHB-purchased databases via two systems, one for desktop access in ADHB premises and one for access external to ADHB premises, both of which required use of a University-assigned NetID. Over 1100 ADHB employees signed up for Associate Membership during the year.

Access and exchange agreements were renewed with the libraries of AUT, HortResearch Ltd, Landcare (at Tamaki), the Auckland Museum, the Auckland Regional Council (ARC) and the Auckland City Gallery.

Students and staff teaching on the University@Manukau Programme continued to have access to the collections of the University Library electronically, in person, or via a courier service which delivered books and documents to the Manukau Institute of Technology (MIT) Library. The Theology Library Committee, comprising the librarians from the institutional partners in the Theological Library Consortium, and academic staff who contribute to the degree programme, continued to meet regularly. There continued to be contractual agreements for specially tailored library services with the International Office for externally taught foundation studies programmes, with Uniservices, the Center for Continuing Education and the Faculty of Education for various contract education groups as well as with the Leadership Institute within the Business School. The University Librarian was appointed to the Library and Information Advisory Commission (LIAC) in late 2006 for a three year period and participated in three meetings over the course of the year, including hosting a two-day meeting at the University of Auckland at the end of July. The Library and Information Advisory

mailto:University@Manukau

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Commission is an advisory body on the role of library and information services in New Zealand which reports directly to the Minister responsible for the National Library. The University Librarian also became Chair of CONZUL, the Council of New Zealand University Librarians, for the January 2007 – December 2008 period. The first meeting for the year was held in late March at The University of Auckland and was followed by a full-day Collection Practices Forum with at least two representatives from each university and a senior representative from the National Library of NZ. A formal contract has been developed between the universities and the National Library for the development of a shared approach to collection retention, initially of printed bibliographic indexes that are also held in electronic format, although work has begun on considering options for print journals where university libraries also hold the electronic version. CONZUL appointed the Associate University Librarian (Faculty Services) to be their representative on the Council for the Humanities. The Associate University Librarian (Access Services) continued as the editor of the NZ University Library Statistics, the CONZUL representative on the CAUL Statistics Focus Group and as the tertiary representative on the Joint Standing Committee on Interloan which is managed through the National Library. The University Librarian continued as one of the three CONZUL representatives on the Te Puna Strategic Advisory Committee (TPSAC) which oversees the collaborative union catalogue for New Zealand. The University Librarian as Chair of CONZUL was funded to represent CONZUL at the twice-yearly meetings of the Council of Australian University Librarians (CAUL). The first meeting, which the University Librarian attended, was held in Melbourne after EDUCAUSE Australasia in early May 2007. The second meeting was held in Adelaide in September but the University Librarian was unable to attend. The University Librarian as Chair of CONZUL, together with members of the Ira institutional repositories project which was funded by TEC and led by the University of Auckland Library, developed and organised a second Institutional Repositories forum for all NZ universities and selected polytechnics who had developed institutional repositories or had initiatives underway; several staff from the National Library also attended, including the Chief Executive. The seminar was a considerable success with over 80 librarians, IT specialists, institutional repository coordinators and research office staff being able to share knowledge and ideas. The first DSpace user group meeting was held the following day with representatives from all the universities present. The University Library, along with the other university libraries, was a partner with National Library in the development of a new Kiwi Research Information Service (KRIS) – www.nzresearch.org.nz. This service provides a gateway to open-access research documents produced at universities, polytechnics and other research institutions throughout New Zealand. It harvests metadata from specified websites including metadata from the University of Auckland Library’s ResearchSpace repository. The University of Auckland repository is also harvested by a number of other search engines with most of the access to the repository coming via Google. CONZUL successfully lobbied for a governance board to be set up to oversee the new KRIS service, and this is now chaired by one of the CONZUL members. Late in 2007 the New Zealand Law Society invited the University Librarian as an independent library professional to join their newly-formed Libraries Board, the purpose of which is to oversee the development of a whole-of-country library service to all Society members where previously services had only been provided by the larger district law societies. The University Library is well represented on the National Digital Forum (NDF) Board with the Library’s Digital Services Manager serving as Chair and the Assistant

http://www.nzresearch.org.nz/

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University Librarian (IT) also a member. The NDF is a coalition of museums, archives, art galleries, libraries and government departments working together to enhance electronic access to New Zealand’s culture and heritage. The Board has actively been working on aligning its activities with the New Zealand Digital Strategy, particularly the content strand.

Representatives from the University Library attended quarterly meetings of the Auckland Heritage Libraries and Archivists Group (AHLAG), which has a focus on shared issues around preservation, storage, disaster preparedness and cooperative initiatives. The University of Auckland Library hosted the spring meeting which included a visit by the Minister for Archives and the National Library. The Special Collections Librarian represented the University Library on the Archives and Records Association of New Zealand (ARANZ) Conference Committee for the July 2007 conference which was held at the University of Auckland City Campus during the inter-semester break. The University Librarian and Assistant University Librarian (IT) attended the annual PRDLA (Pacific Rim Digital Library Alliance) Conference, at the University of California Berkeley in October, and gave a presentation on the Oceania Digital Library project. The three partner university libraries, The University of Auckland, University of Hawaii and University of California, San Diego, were successful in obtaining US$50,000 from PRDLA to be split among the libraries for a pilot site with sample digitised materials. These funds will allow the University Library to digitise further volumes of the Journal of the Polynesian Society in 2008. The University Librarian agreed to become a member of the PRDLA Steering Group for the next two years as PRDLA has asked the University Library to host the 2009 meeting in Auckland. Both the University Librarian and the Associate University Librarian (Faculty Services) represented the University of Auckland Library on the 2008 IATUL (International Association of Technological University Libraries) Conference Planning Committee; the Conference will be held at AUT in April 2008. The Associate University Librarian (Faculty Services), together with the AUT and Massey University Librarians, attended the 2007 IATUL Conference in Stockholm in June to promote the Conference in Auckland. Other international profile raising activities included the Assistant University Librarian (Information Commons & Learning Services) being invited by the Victoria Association of TAFE Libraries and the Hong Kong University of Science and Technology to speak at Learning Common conferences in April and December respectively about the University of Auckland Library’s Information Commons model and associated services. There was again a number of international visitors wanting to learn more about the design and delivery of Information Commons services, including the University of Hong Kong and Exeter University, both of whom had facilities on the drawing board. The Science Information Services Manager was elected President of the Australasian Chapter of the Special Libraries Association (SLA), which is based in the USA. This involved two trips to the States to represent the Chapter, one of which was funded by the Association. The second trip was to the SLA Conference at which the Science Information Services Manager presented on the University of Auckland Library service.

In April, while on leave in China, the Learning Services Manager was invited by the China Library Association, the Chinese Academy of Sciences, Fudan University, Shanghai Jaio Tong University and Tsinghua University to present seminars on information literacy and the University of Auckland Library services. These presentations were very well received and invitations were consequently extended to the University Librarian to visit a number of universities in 2008 to speak about client services at the University of Auckland Library. The Chinese Resources Librarian was

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also invited to speak at a Digital Library Conference in Guilin in August on metadata interoperability.

Other participations in international research library conferences and networks, many of them externally-funded, included a presentation at a conference in Croatia on the implementation and use of Voyager which was combined with some consulting work for the National Library of Croatia; a presentation at the International Voyager User Group in Chicago on the University of Auckland’s methodologies for extracting bibliographic, holding and authority information from within Voyager to create customisable reports for library staff for collection analysis purposes; a presentation at the International Indigenous Librarians Conference in Brisbane, Australia which was followed with a fully-funded invitation to provide “whanau” support for the incoming American Library Association President, Loriene Roy, the first American Indian Librarian to be appointed to that role.

In addition, the Interlibrary Services Manager, together with a technical specialist from the National Library, was the author of a paper "ISO and I reap: lessons learnt from Antipodean implementations of the ISO-ILL protocol" published in the international journal Interlending & Document Supply in 2006 which was subsequently awarded a Highly Commended Award in 2007 from the publishers Emerald as one of the best papers of the year published in that subject.

8. Library Committee

The Library Committee met four times during the year, chaired by Deputy Vice Chancellor (Academic) Professor Raewyn Dalziel. Members of the Committee were Professor Bruce Baguley/Professor A Gunn, Dr A Calder, Dr V Carpenter, Ms J Copsey, Dr M Gunder, Ms S Klinger (AUSA), Professor R Le Heron, Assoc Professor V Kecman, Professor J Morrow, Professor D Petrie, Dr R Poskitt, Ms H Renwick, Professor D Russell, Dr E Schoeman, Mrs E Tollan, Assoc Professor L Tyler, Ms J Wild, Ms C Wilson. 9. Access Services: Chris Wilson Closer integration of centrally-based team members with other parts of the library system continued in 2007 with the contribution of cataloguing expertise to various projects in Fine Arts, Special Collections, Asian Languages, FTVMS (Film, TV and Media Studies), Digital Services and elsewhere. External requesting services for Auckland District Health Board (ADHB) were successfully transferred from the Philson Medical and Health Sciences Library to the centrally-based Interlibrary Loans & Document Delivery, and the integration of Enquiry Services into the General Library’s Lending team was completed. Other achievements included the implementation of end-user requesting in the VDX Interlibrary Loan Requesting Service, improvements in the client interface to Voyager through the use of NetAccount rather than the previous ID card barcode, reorganisation of workflows in Acquisitions and Cataloguing to accommodate the new partnership with OCLC and Te Puna, and the introduction of permanent security staff in the General Library. A Service Level Agreement between the IT Directorate (ITS) and the University Library, together with an Operational Level Agreement between ITS and the Library’s Digital Services team was completed by year end. The Library Collection Development Policy was updated and minor changes made to the Library Membership Policy. The Associate University Librarian (Access Services) also contributed as a member of the HR Connect+ Reference Group and to University working groups on student communications using electronic mail; a protocol for security access to university premises; and an extensive revision of the University publication Guide to Theses and Dissertations.

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9.1 Acquisitions, Te Tari Rauemi Hou: Linzi Edwards The CONZULAC consortium for book purchasing, which the University of Auckland Library joined in late 2006, resulted in an improved discount from major US and UK vendors. The average book price of items purchased decreased 2% to $104.11 in 2007. The budget allocated for primarily print monographs was down by 13% on the previous year and consequently 36,385 items were purchased in 2007 compared to 41,099 in 2006. However these figures do not include the Springer and Elsevier e-book collections which were purchased from Serials funds as the collections will require ongoing funding. If these titles are included the number of monographs purchased in 2007 exceeds the 2006 figure. Not unsurprisingly the selection and purchase of individual e-book titles fell 18%. Expenditure on the procurement card increased 65% over 2006 and proved to be an effective way of managing certain types of purchases. Order-to-receipt times continued to decrease; this was largely due to the improved stock information available at time of ordering and increases in efficiency from vendors. Average days from order to receipt were 43 compared to 50 in 2006. Unfilled orders over three years old were evaluated and those not able to be sourced from second-hand dealers were cancelled. Separate Short Loan funds for Arts, Business and Science were discontinued in 2007; books are now bought from the appropriate subject fund. Science monographic standing orders were reviewed and many were cancelled. The medical approval plan was suspended due to monograph budget restrictions but will be reviewed again for 2008. A separate Women’s Studies fund was discontinued early 2007 and the Russian fund was discontinued at the end of 2007. Visits were received from a number of international vendors including YBP, Blackwell’s Book Services, Coutt’s Information Services, DA Information Services, Adam Matthew and Brockhaus. 9.2 Cataloguing, Te Tari Whakarārangi Matatiki: Ksenija

Obradovic

• 41,232 items were received for cataloguing – 8.92% less than in 2006 (45,269).

• 47,013 items were accessioned – 12.63% less than in 2006 (53,813). This figure does not include e-books.

• 49,556 items were processed – 15.66% less than last year (58,762). • 5,184 serial volumes were processed – 23.22% less than in 2006 (6,752) • The turnaround time remained three weeks from the date of receipt. • 1,528 items were sent for binding – 37.56% less than in 2006 (2,447). • 1882 exam papers were catalogued – compared to 1804 in 2006.

When reviewing the cataloguing figures it is important to note that the majority of e-book catalogue records are received with the books and the figures above are primarily for print monographs, although they do include 1,500 e-books which were catalogued in-house. A further 12,821 e-book catalogue records were received directly from vendors, making the total e-book holdings in the catalogue 295,506 at year end. The major supplier of e-book records in 2007 was Springer Verlag and there was extensive contact with them as the initial quality of the records was not at the level expected. The partnership between OCLC, the world's largest library cooperative, and the National Library of New Zealand brought some important changes. On July 1st 2007, all libraries in New Zealand became Governing Members of OCLC. As a result all the University of Auckland Library holdings reported to Te Puna became visible to Web

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searchers worldwide via the OCLC WorldCat.org service, and through search engines such as Google and Yahoo. At the same time, the University of Auckland Library changed its priority bibliographic utility from Te Puna to OCLC and this is reflected in the proportion of bibliographic records obtained from these sources: From Te Puna – 59.15% (73.90% in 2006) From OCLC – 35.34% (18.98% in 2006) Original on Te Puna – 4.05% (6.43% in 2006) Original on OCLC – 1.45% (0.69% in 2006) According to the data for 2007 supplied by the National Library, 33,237 holdings were added to Te Puna directly (34,956 in 2006) and 20,087 through OCLC (8,918 in 2006). A further 1,430 holdings were added by the Architecture Library (1,463 in 2006) making a total of 55,111 holdings added to Te Puna in total as compared to 45,337 in 2006. 5.5% of material reported to Te Puna, or 3,033 records, were original cataloguing records, compared to 7.12%, or 2,916 records, in 2006. 2,234 original records were added directly to Te Puna and 799 through OCLC. A new practice, integrated into regular cataloguing workflows in 2007, was the creation of metadata for digital theses. Cataloguers now create both MARC records on Voyager, and Dublin Core records on ResearchSpace. Since September 2007, they have created 105 records for e-theses on ResearchSpace. In March 2007, a copy of the whole Voyager database was sent to the Marc of Quality company in the U.S. for analysis. This examination confirmed that the quality of the database was very high. Some cleaning remains necessary, but it has been decided to do it as a part of the joint OSMOSIS project with National Library in 2008. The Marc of Quality company provided a free copy of the Invalid Coding Error Log, which was used to fix coding. Broken URL links were corrected on a regular basis. Enriching bibliographic data (e.g. adding Tables of Contents, additional subject headings for Epsom, Audio Visual and Fine Arts material) is now part of cataloguers’ regular duties. Cataloger’s Toolkit for Voyager, MARC Report and MARC Global programmes again proved very useful, particularly for quality controlling new records received from e-book vendors, but also for facilitating many authority control and bibliographic maintenance tasks on Voyager. Conversion of the Manuscripts and Archives (MSS&A) records from InMagic to Voyager was completed. In 2007, 615 records were loaded onto Voyager, which brings the total to 739 bibliographic records. New fields were created for acquisition data that needs to be hidden from public view. Work on integrating the Department of Film, Television and Media Studies audio visual collection with the Audio Visual Library’s collection started in August 2007. By the end of the year, 1264 commercial videos and DVDs had been catalogued. The remaining 1500 commercial items should be completed by May 2008. After this first part of the project is finished, work will commence on converting InMagic records for off-air recordings. Cataloguing of rare books donated to the Law Library began in May 2007. By the end of the year 578 volumes had been added to the Voyager database. The rest will be completed in the first half of 2008. Cataloguers participated in the creation of INZART, the new Fine Arts index formed by merging the New Zealand Art Journal Index and the New Zealand Art Press Cuttings Index. They advised on the record structure and mapped the INZART fields to Dublin Core. They also provided sources for the Places and Iwi/Hapū Names fields, created

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validation lists for the Publication Titles and for the Names and Subject headings, did the batch modifications of existing records, wrote a manual for indexing, and helped design the new record input screen. The Cataloguing team continued to provide on-going help to staff doing the cataloguing paper as a part of their library and information studies degrees. Cataloguers also attended workshops, seminars and conferences as a part of their own professional development. Some workshops were also organised in-house. The Cataloguing Manager, Ksenija Obradovic, with help from Anne Newnham, coordinated several CatSIG activities in Auckland: a Maori subject headings seminar in March, a CatSIG professional development seminar in July and a TMQ workshop on cataloguing video material in September. All seminars and workshops had a high attendance and were well received. One of the senior cataloguers, Maja Batinica, was invited with travel costs fully paid, to talk about the University of Auckland Library’s experience with the Voyager library management system at the 9th Special and University Libraries Conference held in May in Opatia, Croatia. 9.3 Serials, Te Tari Hautaka: Neil Heinz The Library continued to strengthen its electronic journal collection, and during the year over 2,500 new e-journal holdings were linked from Voyager, bringing the total number of e-journal links in the catalogue to 30,694 at the end of December. Particularly notable was the adoption of large journal packages from Blackwell, Sage, and Kluwer International. These replaced most of the individual subscriptions from these publishers and provided online access to 590 new titles. Comparable arrangements were made with the University of Chicago Press and World Scientific for 2008, and by the end of the year the Library maintained electronic journal packages from 27 major commercial and institutional publishers, comprising over 10,000 journals. This primary journal collection is supplemented by individual print and electronic subscriptions, leased aggregate products from Ebsco, ProQuest, Gale, and other providers, and independent archive collections such as JSTOR, Periodicals Archives Online, and Hein Online. Most publishers have undertaken retrospective digitisation projects in recent years, and several substantial back-files collections were acquired in 2007. The most significant was a complete journal archive from Blackwell Publishing, now owned by Wiley. Available at present on the Synergy platform, the collection will comprise over 480 journals (an estimated 6.5 million pages) when fully released. Over half the content was catalogued by the end of the year, and the remainder will be linked from Voyager as it becomes available during 2008-2009. Back-file collections were also purchased from Elsevier, Wiley, Emerald, Sage, Taylor & Francis, Lippincott Williams & Wilkins, JSTOR, and ProQuest (Periodicals Archive Online). A system-wide review of individual subscriptions (outside of publisher packages) was undertaken mid-year. As a result of the review 54 subscriptions were cancelled. Half of the cancelled subscriptions were print copies that now had electronic equivalents; the remaining publications were identified as no longer required for teaching or research. A National Distributed Storage System contract for NZ research libraries was developed in collaboration with all NZ University Libraries and the National Library with the initial focus being on storing a single copy of selected printed bibliographic indexes in selected locations across the country.

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9.4 Bindery, Te Tari Herenga Pukapuka: Clinton Goodwin Substantial external revenue meant that binding costs for the University Library continued to remain very reasonable. The University of Waikato, Auckland City Council, and AUT were the largest external clients. The periodical binding total (4,848) was slightly over the quota requirement (4,800) but the books and quarter binding were under the quota (by approx 300 and 200 respectively). This reduction in output can be attributed to reduced staff numbers during the year owing to long service leave and the health problems of one staff member. Binding for the University of Waikato increased from 1,191 volumes in 2006 to 1,221 in 2007 but other external bindery work was slightly reduced (3,907 in 2007 compared to 4,225 in 2006) except for theses binding (including temporary bindings) which increased once again from 3,379 in 2006 to 3,662 in 2007. External binding charges will be increased slightly in 2008 with the exception of charges to students for binding of their theses. 9.5 Lending Services, Te Ratonga Tuku: Elizabeth McKenzie

The global statistics reveal that lending transactions (includes all home loans, renewals and short loans) declined by 5.66% with 65,886 fewer transactions in 2007. Self check charges remained stable with a small increase of 0.39% with 177,288 loans in 2007 compared with 176,596 in 2006. A larger increase was expected following the introduction of self check in the Engineering Library in late 2006, however, the self check issues at the Sylvia Ashton-Warner Library were down by 34.43% due to problems with their self check equipment. The General Library lending desk transactions (which included home loans, desk copy, and renewals) continued to decline with 5.79% fewer transactions. These statistics indicate the continuing trend of patrons to obtain their information requirements from electronic sources.

Recalls/holds both at lending desks and via Voyager also declined by 4.75% with the number of recalls via Voyager declining significantly. During the year work continued to improve Voyager functionality. The Voyager login page was revised to enable external authentication using NetAccount. This change was very helpful to patrons as they no longer needed to re-input their barcode when making requests.

The University Library currently provides services to approximately fifty different categories of patron groups who require varying levels of service. There continue to be groups who require the intervention of the Lending & Enquiry Services Manager to facilitate their appropriate library services e.g staff members on semester-only contracts wanting their library access extended during the semester break period. In 2007, there was a significant increase in the number of Centre for Continuing Education (CCE) students (815 compared with 414 in 2006) and tutors (61 CCE tutors compared with 27 in 2006). These increases reflect the additional 800+ CCE student enrolments and 13 additional CCE courses offered in 2007. Despite this rise in CCE patrons the number of items issued did not increase dramatically. In addition to the standard CCE students, the Library provided NetAccount access to 44 CCE Study Abroad students, and limited borrowing and NetAccount access to a further 20 of these students who were a new group for 2007. Three changes were carried out to the Library Patron Download programme in 2007. First, the download programme was altered to activate the borrowing privileges for the

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new CCE Study Abroad student group. Secondly, a review was carried out with a view to formalising the library services delivered to students enrolled in a course provided extramurally or by distance. To enable Library staff to identify on Voyager those students enrolled in these courses the PeopleSoft library panels containing enrolment information were augmented so that campus details could be downloaded together with the ‘Distance’ designation where appropriate. Thirdly, the Library Patron Download programme was adjusted to provide improved information relating to students with library debt over $20.

The major personal data issue for 2007 was the announcement by the Vice Chancellor endorsing the use of email using the NetID@ec.auckland.ac.nz email address as a formal communication channel for students from mid-2008. This policy change is welcomed by the Library as email is the most efficient and timely way of communicating with students. The Lending & Enquiry Services Manager, together with the Associate University Librarian (Access), were members of the Steering Group set up to establish definitions, policies, procedures and guidelines, and to make recommendations on the administrative and technical changes that would be required to support this change. The Library highlighted the need to increase email storage capacity as multi-paged attachments are frequently emailed to students as part of its service to patrons.

There was little change in the number of overall Library Associate memberships, excluding Auckland District Health Board (ADHB) memberships, with 1,149 compared to 1,100 in 2006. There were 13,399 loans by Library Associate members (excluding ADHB staff) spread across all libraries but most of these occurred in the General Library. This compares with 9,784 in 2006. In 2007 there was a 27.8% increase in borrowing by fee-paying members in 2007 with 4,755 loans, compared with 3,720 loans in 2006.

9.6 Interlibrary Loans, Document Delivery and Inter-Campus Library Delivery Service (ICLDS), Te Tari Tono Matatiki: Jillian Irwin

The major achievement in 2007 was the finalisation of the end-user requesting process. The VDX Interlibrary Loan Requesting Service was launched at the end of 2006 to run in tandem with the pre-existing web interlibrary loan request form. The web form was taken down in March 2007 and all requests, other than a small number on paper forms, are now submitted on the new system. 8,182 requests were placed by end users in 2007 with a further 2,819 requests entered into VDX by Library staff; an additional 1,744 requests were dispatched by other means. It is expected that the number of requests placed by Library staff will reduce further in 2008. Measures have been put in place to encourage all patrons to move to the VDX system which has many benefits for them, in particular, improved turnaround time and the ability to check the progress of their requests online. A number of refinements have been made to the end-user interface to improve intuitive use of the system, a link has been established from Voyager, and all documentation has been updated. The successful introduction of end-user requesting also resulted in a major change of focus for the department, requiring a rethink of all existing workflows and procedures. Data input has now been minimized and incorrect citations reduced. Two new suppliers, Infotrieve Document Supply and CISTI (Canadian Institute for Scientific and Technical Research), were added to VDX during the year enabling even more requests to be processed through the one system. In a trade-off between supplier charges, and staff time, priority is now given to suppliers who can be accessed via the VDX system. A corresponding adjustment has been made to the charging policy

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for users and all requests, which can be sourced via VDX, are now supplied free of charge. A number of New Zealand libraries still remain outside the national electronic interlibrary loan and associated billing systems and their requests cannot be processed on the Library’s VDX system. After consultation with other New Zealand university libraries it was decided to increase charges for libraries which persist with manual transactions. In March the department took over processing requests for Auckland District Health Board (ADHB) staff. These requests had previously been handled in the Philson Library. The staff member responsible for the work at Philson transferred to the department to continue to manage the operation. End-user access for these patrons is planned for 2008. The load of holdings to OCLC, in July, as part of the new OCLC-Te Puna agreement, resulted in a substantial increase in OCLC Resource Sharing requests, a welcome addition to the Library income. Items for OCLC libraries accounted for nearly half of all overseas requests supplied in 2007 and can be expected to increase further in 2008. Despite a reduction in all New Zealand requesting and supplying categories the Library remains a heavy net lender overall supplying 9,437 more items than it received. Most University of Auckland libraries supplied fewer items to their New Zealand counterparts; overall loans were down by 14.42%% and copies by 10.33%. Loans received from other New Zealand libraries decreased by 5.67% and copies by 22.52%. Fewer copies were also received from overseas, down by 17.78%, but loans increased by 52.85%. International supply also had substantial increases with loans up by 98.63% and copies by 102.52%. While a number of University of Auckland theses are now available on open access there is still some demand for copies. 65 thesis copies were made for New Zealand libraries and a further 64 were sent overseas. Requests placed by staff and graduate students increased in 2007 (+12.05% and +4.96 respectively) but slightly fewer requests were received from undergraduates (-4.97%). 2007 was a year of consolidation rather than change for the ICLDS (Inter-Campus Library Delivery Service) service. Staff continued to liaise and work together to improve the Inter-Campus Delivery system and resolve any new issues that occurred including procedures for coping with periods of Voyager outage. Meetings were held for the ICLDS staff from all libraries during the year at which issues were discussed and training was given. The most significant change to the system in 2007 was the implementation of the Access database designed by Digital Services which allowed the ICLDS staff to print requests out in a more useful format than that provided by Voyager itself. ICLDS requests by users increased substantially in 2007 (+12.8%). Some of this increase was probably due to the more user-friendly process with the replacement of barcode authentication with a NetAccount login. 10. Information Technology: Brian Flaherty

2007 was significant in the three key areas of Library IT – hardware, software and staff. The Systems team successfully implemented a project to replace 240 staff PCs with minimal disruption to work routines. Library IT staff worked with the University IT Directorate to ensure that LEARN, Voyager and other IT services were unaffected during the migration of servers to the new University data centre. The acquisition of Endeavor by Ex Libris provided the opportunity to improve the Library’s Open URL

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resolver software and to pilot Digital Asset Management and Federated Search applications. At year end the Library was successful in gaining University commitment to the purchase of Primo, “the next generation library system interface” from Ex Libris. The ever–increasing number of digital projects undertaken by Digital Services added a growing complexity to the Library’s digital architecture with a new Institutional Repository and multiple digital collections of images, journals and multimedia. The Web 2.0 and related Library 2.0 trends in user-focused web design and development were an opportunity to consider social software and user generated content. Several successful Library blogs were initiated and Primo, when implemented later in 2008, will provide the opportunity for tagging and comments as well as integrated searching. The new position of Digital Services Manager was filled by former LIANZA president John Garraway; three other new staff were added to Digital Services over the course of the year. 10.1 Digital Services, Te Ratonga Kōtuitui Mōhiotanga: John

Garraway Voyager and Ex Libris The sale of Endeavor and its subsequent merger with Ex Libris in late 2006 meant significant changes to customer products and support for the University of Auckland Library in 2007. The final Voyager EndUser conference was held in Chicago during April. It was attended by the Voyager Systems Administrator and Digital Administrator, who did a poster session, as well as the Electronic Resources Coordinator. The conference marked the formal dissolution of the Endeavor EndUser Group. The University of Auckland Library is now a member of the International Group of Ex Libris Users (IGeLU), the meetings of which will be held annually. Voyager remains at the heart of the University Library’s integrated library system. In August Ex Libris confirmed neither Voyager nor their alternative offering, Aleph, would be discontinued or replaced by a merged ILS product in the medium term. Major releases for Voyager are scheduled for 2008 (7.0) and 2009 (8.0). Enhancements in these upgrades will address bugs in Voyager 6.0 and subsequent minor releases which have required workarounds or service patches during 2007. Early in the second semester in 2007 LDAP authentication was introduced, enabling patrons to use their NetAccount login for all of Voyager’s non-search facilities. The popularity of Voyager Bookbag (57,250) and Saved Searches (5,270) continued to grow. In November Voyager was upgraded from version 6.2 to 6.5; this was followed by an upgrade of Oracle, the Voyager database application, from 9.0 to 10.0 in December. This upgrade has ensured that the Voyager database will be compatible with Ex Libris’s new discovery and delivery product Primo, which the Library purchased at year end. Ex Libris’ SFX Open URL Resolver was successfully implemented in the first semester by the Electronic Resources Coordinator supported by the Digital Administrator. This was the third open URL resolver installed in twelve months, as the University Library was a pilot site for migrating from Endeavor’s LinkfinderPlus to its proposed replacement TDNet Discover product. A pilot project using DigiTool, Ex Libris digital asset management product, ran in the second semester on a development server. The Digital Initiatives Librarian, supported by the Voyager Systems Administrator, tested DigiTool’s functionality with the Cuthbert Photograph collection prior to the installation of a production version in December. This software was also trialled as the environment for an enterprise wide media repository, using Vice-Chancellor’s Development Funding gained in 2006. Four simultaneous pilot projects, coordinated by the Assistant University Librarian (IT) and

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the Digital Initiatives Librarian in partnership with academic departments and service divisions, were in development by the end of 2007. These projects included the transfer of about 5000 Anthropology Photographic Archive records from Inmagic into DigiTool, the digitisation of approximately 600 sound and video files, press cuttings, photos, slides, pamphlets and programmes from the 1976 South Pacific Arts Festival in Rotorua from the Archive of Maori and Pacific Music, a selection of photographs from Communications and Marketing, and a selection of UniSat satellite images. Another pilot project commenced in September to implement Ex Libris MetaLib. This product enables federated search functionality across electronic databases resources. The pilot’s focus is on providing metasearching across related subject /discipline based sets of databases. By December the Digital Administrator and Electronic Resources Librarian had activated and tested the University Library’s databases in MetaLib, and assigned database connectors to subject categories. This pilot is scheduled for completion by beginning of Semester I 2008. Although DigiTool and MetaLib can operate as independent digital products, a full implementation of Ex Libris integrated architecture, including Primo, is planned in 2008. Primo is a new Ex Libris product designed as a discovery and delivery layer over existing database management systems for print and electronic publications, (Voyager), electronic (SFX and MetaLib), and digital (DigiTool) resources. Primo utilises Web 2.0 features, such as faceted browsing to enhance the user’s search experience. The new product was demonstrated by Ex Libris to University Library and ITS staff in July. During October the Assistant University Librarian (IT) visited Vanderbilt University in Nashville, one of the Primo development partners with Ex Libris. A business case prepared by the University Librarian and Assistant University Librarian (IT) to purchase Primo was approved in December. DSpace and Digital Theses After trialling the Digital Commons software in 2006 DSpace was selected as the preferred repository software option for the University of Auckland from 2007. The Digital Commons software was decommissioned and data migrated to DSpace early in 2007. In total three sets of the DSpace application were installed during 2007 including a development, a production and an innovative Disaster Recovery version, which utilized high redundancy to provide a 24/7 back-up and replication of ResearchSpace. The Digital Access Librarian was project manager for the Tertiary Education Commission (TEC) funded collaboration, Institutional Repositories Aotearoa (Ira), between The University of Auckland, Victoria University of Wellington, and the University of Canterbury libraries. DSpace repository software was installed and upgraded at Victoria and Canterbury by Auckland’s Programmer / Developer who also provided training and technical documentation to the other partners. The Ira project website (http://www.ira.auckland.ac.nz) was developed and maintained by the Library Web Manager. Ira partners played a significant role in the organization of CONZUL’s second national seminar on Institutional Repositories held in Christchurch in May. The Ira project formally concluded in the third quarter having achieved its deliverables and also contributed to the development of consistent metadata guidelines for harvesting New Zealand content as part of the NZ Research Online Project which was also funded by TEC. The focus of the University of Auckland project was provision of digital access to PhD theses and a major retrospective digitisation project was required to populate the repository. Substantial process mapping was done to ensure integration of workflows between different library departments, consistency of bibliographic and holdings information on ResearchSpace and Voyager, and tracking location and status of physical items at any time. Seeking retrospective permission from authors to publish their theses in the open collection commenced with assistance from the University’s

http://www.ira.auckland.ac.nz/

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Alumni Office. Self-submission processes for future theses deposit were developed including integration of access and copyright policies into consent forms, licenses, and declaration forms. The Digital Access Librarian and Digital Services Administrator have promoted ResearchSpace through presentations and demonstrations to Graduate Board of Studies, Doctoral forums, ITS, Faculty Library Committees, Library Updates and Perspectives. The year’s successes were capped with a General Staff Excellence award for Innovation awarded collectively to the ResearchSpace team. Other initiatives The University of Auckland’s EZProxy software was upgraded and an EZproxy server to enable ADHB clients to access medical and health information off-site was implemented by the Electronic Resources Coordinator. The Voyager Systems Administrator created generic Oracle code for staff at the IT Directorate to use with products requiring authenticated access to support single sign-on. There were several server-related enhancements and development initiatives during 2007 to enhance the LEARN gateway, together with continued development of SQL interfaces for LEARN and selected Library websites. The consolidation of the Urchin web statistics profiles resulted in improved management and the opportunity for the provision of more comprehensive statistical reports. Reorganization of media file storage on the Media Streaming Server, including the ability to stream or download via http hosted media files and the development of scripts to interact with windows media content embedded in web pages, have facilitated richer interactive sites. The Tiny URL service has been implemented for LEARN resulting in more meaningful and user friendly URLs. Development continued during 2007 of Library RSS feeds. This included the consuming of feeds by LEARN web sites (as a means of distributing news content from disparate sources), feed customisation (new books and upcoming library courses), and the availability of several new feeds (upcoming library courses, new suggestions). A pilot Blog project was also undertaken which involved delivering subject and resource centre news from a Blog platform, rather than standard HTML or PDF news documents. The pilot Blogs enjoyed significant user traffic, suggesting potential as an effective channel for both delivery of news and information and facilitating feedback. The presentation of content on the Library intranet was reorganised to reflect the University Library’s structure in the fourth quarter. A new homepage was designed and changes, including updating of content, reworking of layout and relinking of associated documents, were made to connecting pages by the Library Web Editor. Major enhancements made to the Course Bookings database included a new administration web interface and a ‘My Bookings’ page providing staff with an improved overview of teaching sessions and some personalisation functionality. The 13% growth in overall bookings probably arose because the School of Graduate Studies became the second external department to use the Bookings database. Work is now under way to migrate the database from its current MS Access platform to SQL Server. Digital Services Staff were active participants in the delivery of the Information Skills programme provided by Learning Services including courses on IC Facilities, IT Access & Support, Google and Google Scholar. The Digital Access Librarian also contributed to the delivery of the Doctoral Skills programme provided by Learning Services and CAD by including the procedures for online submission of digital theses. The Library Web Manager has been an active member in two project teams: one redeveloping the LEARN Training and Help pages using the Information Literacy framework, and another developing a self-directed Participation in Web 2.0 course for library staff.

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Digital Services Staff were well represented at national and international conferences and seminars in 2007. These included Voyager EndUser (April), EDUCAUSE (April / May), CONZUL Institutional Repositories (May), LIANZA (September), and National Digital Forum (November). Staff who attended shared their experiences with other University Library through written reports and presentations at Library Updates and Library Perspectives. 10.2 Systems, Te Tari Pūnaha Rorohiko: Peter Cebalo As part of the three yearly replacement-cycles, more than 240 PCs were replaced in 2007 by Systems staff. More than 100 PC motherboards were also replaced in existing PCs as preventative maintenance due to a component fault. Additional staff PCs and public PCs have also been installed in the new Business Information Centre in the recently completed OGGB building. With the opening of the new University data centre in June, all Library servers hosted at the Symonds Street facility were moved to the new data centre. All these servers have now been upgraded to 1 Gbit network connections. Other servers hosted in the Library computer room have also been upgraded to 1 Gbit. An additional Ezproxy server has also been installed this year to allow off-site access by ADHB staff to Library medical databases. Additional servers for the new Library Blog site and a test server for Microsoft Sharepoint have also been installed. As part of an evolving disaster recovery plan and the need for more backup capacity, Systems have installed a high speed tape library. The new backup system provides backups in addition to the University TSM system and allows a greater volume of data to be processed after hours. Other hardware updates this year include 85 barcode scanners for staff PCs, dual monitors on Serials, Interloans and cataloguing staff PCs, RFID equipment in the Sylvia Ashton-Warner library and Davis Law Library and five replacement laptops. Systems software upgrades included new Voyager client software and hosted database updates. Replacement of the existing antivirus software on all staff and public PCs was started in December 2007. The new software will also include spy ware detection. A significant amount of software rollout work has been completed using SMS server, the focus being on simplified desktop deployment and automation. Systems staff attended to approximately the same number of Solve-it helpdesk calls in 2007 as in 2006. 11. Faculty Services: Helen Renwick The Faculty Services Team comprises the Library Managers of the eight Faculty teams plus the Managers of the Māori & Pasifika and Tamaki teams. Some subject librarians participated in the project to trial the integration of course resource pages more closely with Cecil. The outcome was a decision that course pages, with the agreement of the course coordinator, would be either created inside Cecil or linked from Cecil to the relevant page on LEARN. Subject librarians taught in the doctoral skills programme, in addition to providing generic classes in Library skills and more specific course-related tutorials. Interest in Web 2.0 technologies resulted in a very successful trial of blogs for promoting Library matters.

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A more strategic management of print collections became imperative as most libraries are full and space at Off-Campus Storage (OCS) is very limited. A working group was formed to address the problem which is particularly evident in the General Library where books often have to be laid on the floor. Subject librarians took part in an exercise to review the collection of low-use serials at OCS. Fragmented holdings and ephemera that did not meet the collection development policy were identified for withdrawal. Faculty Services agreed that rare and valuable material should be transferred from the divisional libraries and open shelves to Special Collections in the General Library. Most Faculty Library Committees met regularly and ResearchSpace, the institutional repository, was promoted through them with demonstrations given by staff from Digital Services. Referen©ite, the bibliographic style site for the University, was promoted by subject librarians who also collated information on the numerous styles that are in use. A review of the Library’s “frequently asked questions” pages was initiated and an unusual number of requests for filming within the libraries, particularly the General Library, prompted a reconsideration of current practices. 11.1 General Library – Te Herenga Mātauranga Whānui Lending and Enquiry Services: Carol Jarman The integration of the Enquiries service into the Lending Department streamlined both services in terms of staffing in the evenings and weekends. The trend seen in previous years for use of the print collections to decline continued in most respects. The exception to this pattern was online renewals which increased by 3.22%. The availability of theses in ReseachSpace probably accounts for a 16% decrease in General Library desk loans of print copies. Twenty percent fewer reserve cards for items in the General Library were submitted in 2007. There was concern about theft from students who were studying in the General Library and about some other disturbing behaviour. To address the issues of security and safety, phones were installed on each floor with a direct line to Lending & Enquiry Services and in August a private security company was contracted to attend the General Library, their brief being to monitor the entrance and to regularly patrol the Library. These measures, which were not implemented until later in the year, meant that the number of reported incidents continued to rise in 2007. Book Returns and Shelving: Doug Lahikainen 2007 was another fairly stable year. Responsibility for shelving in the Asian Languages collection became a part of the Lending Services shelving operation. A working group was established to provide a more coordinated approach to managing the print collections as shelf space was under pressure on all floors. A number of stock movement projects were undertaken during the year. The British Parliamentary Papers were moved temporarily to Level 2 and were later sent to OCS. A shelving extension was erected in the 600s area, the 800-829 section (American & English literature) was compressed and the national literatures were moved to the end of that section. In the New Year the 700s were scheduled to be moved down to Level

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2 and Asian Languages will then occupy all of Level 3. The end of the year also witnessed the commencement of another shelf cleaning project. Enquiry Services: Radha Ramachandra At the beginning of 2007 the Enquiry Desk, which is staffed by 47 staff drawn from the various departments in the General Library and Information Commons, was successfully relocated to the Ground Floor. This change improved the visibility of the service to patrons as they enter the Library and also led to improved liaison between the Lending and Enquiry Desks. Following the integration of the two desk operations, in