11.1 A single collection
11.2 Location of collection
11.3 Collections in storage
11.4 Floating and rotating collections
11.5 Lending versus not for loan
11.6 Loan periods and restrictions on number of items
11.7 Copyright
11.8 Maori intellectual property
11.9 Catalogue access Guidelines in greater detail are described in the Collection Access and Delivery Manual. These guidelines contribute to the delivery of Auckland City’s Customer Access Strategy: Customers can get what they want, when and where they want it and receive a consistent level of quality. 11.1 A single collection The current collection of ACK/TPK represents a single collection distributed across a network of physical service delivery points with technology providing customers with access to and retrieval of lending materials regardless of their location.  Back to top
11.2 Location of collectionResources are located at particular libraries in response to customer profiles and levels of demand. The collections of community libraries are responsive to the local community served and differ depending on the profile of that local community. Where appropriate, resources are rotated or floated between libraries to maximize use. Customers can return items ACL/TPK items to any ACL/TPK library regardless of where they borrowed the item. Back to top 11.3 Collections in storageSome resources are stored in closed areas with staff access only, primarily in the basements of the Central City Library. They may be stored there because of space limitations in open shelf areas, because they are less frequently used, because they are rare or fragile, because they are at risk of theft, loss or vandalism, or because they are part of a long sequence, for instance serials. For some audio-visual resources the packaging may be displayed openly but the contents held in closed storage. Special Collections are stored in closed areas with greater security, environmental control and monitoring. All collections in storage are retrieved by staff for in-library use or borrowing by customers. Back to top 11.4 Floating and rotating collectionsFloating and rotating collections are collection management systems that maximise the use of materials across all sites enhancing the single collection concept. A floating collection is one where items returned to a different location from where they were borrowed stay at the new location. Selected collections are floated to meet customer demand for a greater choice of materials, if they meet certain criteria stated in the Floating Collections manual, including being of wide general interest and sufficient size. A rotating collection is one where items are grouped by staff and periodically moved to a new site. These prevent small collections from being “read out”. Back to top 11.5 Lending versus not for loanCommunity libraries will predominantly provide lending collections and the Central City Library will have predominantly lending items in its current use collections. Any item that is not available for loan must meet at least one of the following criteria: - the content is designed to be quick reference
- it is part of a specialist research collection such as the directory or statistics collection
- it is a condition of the donation/depository agreement
- it is rare or fragile
- it is part of a heritage collection
- it was published or produced more than 80 years ago
- it is expensive and at risk of theft
- the format prevents it from being usefully loaned (e.g. large multi-volume sets that need all parts of the set)
Serials have different criteria because they are continuous publications, and may change loan status depending on the currency of the volume. These loan criteria are found in the individual collection management policies. Items of current topical very high demand are sometimes also made not for loan, such as books on the Olympic games when these are happening, or the road code or Beatles songbook, which are in constant demand by customers. On some occasions ACL/TPK may permit customers to borrow not for loan materials for a short time. Such situations may include library photocopiers out of order, court cases where the original is needed, or when special reproduction methods such as laser, digital, colour or outsize copy are needed. Special conditions apply, and customers are required to sign a form agreeing to comply with Copyright legislation. Back to top 11.6 Loan periods and restrictions on number of itemsResources in different formats and collections will have different loan periods and restrictions on the number of items able to be borrowed at one time, and on reserves allowed at one time. These regulations, and those covering periods for renewals, are outlined in the ACL/TPK Customer Service Manual. xx Back to top 11.7 CopyrightMost material held in ACL/TPK is covered by copyright. This includes all formats including print, sound recordings and film. Customers are responsible for complying with the requirements of the copyright legislation. Photocopying and printing Copies of copyright restrictions are displayed near the photocopiers. Photocopying of multiple copies or complete works is generally not permitted. Printing from the Internet is subject to the same restrictions, and relates to what use is made of the copy: for example, whether it is for research or private study, and whether any financial gain is made from its use. Printing of electronic resources is usually subject to license or contractual agreements. Most standards may not be copied.
ACL/TPK retains the right to refuse to allow photocopying or scanning of rare or fragile items. Photocopying of some heritage resources such as manuscript materials is by staff only and must be requested on the appropriate form. Provision of a copy does not imply copyright or privacy clearance. Photographic copies Photographic prints of reference material held by ACL/TPK are organized by library staff. ACL/TPK has the right to refuse to allow copying. A reprographics order form must be completed, explaining the final use intended for the print and customers must agree to abide by the Copyright requirements. ACL/TPK does not supply negatives so that unauthorized reproduction of images is controlled.
Further reproduction of the item through publication or display requires additional permission and charges.
Customers who wish to photograph collection items inside the library, or take photographs in an ACL/TPK library, must have signed permission from an ACL/TPK customer services manager. Guidelines The Copyright Act of 1994 has several sections that apply to the work of public libraries, as do the Copyright Amendment Act 1997, Copyright (Removal of Prohibition on Parallel Importing) Amendment Act 1998, and Copyright Amendment Act 1999, Copyright (Parallel Importation of Films and Onus of Proof) Amendment Act 2003.
The publication The Copyright Act 1994 : Guidelines For Librarians. xxi is a clear guide to the role of libraries in upholding the Act. Back to top 11.8 Maori intellectual propertyACL/TPK recognizes that guardianship of some of the collection must recognize Maori cultural and intellectual property rights, and follows the guidelines outlined in He Awe Mapara, xxii which are summarized below. ACL/TPK must employ excellent communication processes which are skillfully facilitated in order to be successful and ensure consensus and integrity when confronted with issues of Maori Cultural and Intellectual property rights. Te Mana Whakairo Hinengaro - Maori Cultural and Intellectual Property Rights
“…to collaborate the aspirations of the Library with Maori to create policy which upholds cultural integrity.”
They key for ACL\TPK in working with Maori intellectual or cultural property is the surrounding processes rather than attempting to define what is important to Maori. The communication, consultation and policy creation processes in He Awe Mapara are vital to a successful response in terms of appropriately maintaining and developing collections of significant Maori materials.
Back to top 11.9 Catalogue accessInformation about all of ACL/TPK’s print and audio-visual collections is made accessible through the on-line catalogue and through indexes on the website. Holdings information identifies material available, where it is located, and whether it is for lending or in-library use. In addition, most holdings of ACL/TPK are recorded on the New Zealand National Bibliographic Database (Te Puna) published by the National Library of New Zealand. Digital collections are described and accessed through the SEEK interface and the website. ACL/TPK has sizable backlogs of uncatalogued monographs acquired as gifts. Significant areas are choral sets and 19th Century Maori printed materials. This material is being added gradually into the catalogue. The level of cataloguing description and the classification used are described in the Resource Description Manual.
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