Forum for Interlending and Information Delivery

Minutes of the Executive Committee Meeting (14 th January 2015)

Attendees: Sandra DeRoy(SDR), Natalie Guest(NG), Karen Payne(KP), Lesley Butler(LB), Kate Ebdon(KE), Marjory Lobban(ML), Su Fagg(SF), Joanne Docherty(JD), Gillian Wilson(GW)

Apologies: Julie Clement, Tracey Jackson, Claudia Howard

Agenda Item Discussion/Decision Action 1 Minutes of previous meeting Minutes were accepted as a correct record 2 FIL at Boston Spa 2.1 Post Mortem SDR reported that she had looked over the feedback forms and they were generally very positive however some people felt that some sessions were a bit rushed but this was down to travel issues/train delays in the morning that meant the sessions were late starting and some had to be cut short/condensed in order to finish on time. Some people felt that they would have liked the last session on Copyright to SDR be longer and it was agreed that a follow up session at this year’s conference might be a good idea. SDR will collate and circulate the reviews and comments to the group. NG reported that the presentations and notes from the workshop were now available on the website 3 Interlend 2015 3.1 Update on Venue GW confirmed that the venue can accommodate the larger number of delegates. The accommodation deposit for 60 rooms has been paid and the hotel is holding a further 10 rooms until mid-May without further deposit. SDR suggested that we leave the booking as it stands and decide in mid-May if the other rooms are required as we should have a better idea of numbers by that point. KE confirmed that we have 3 rooms booked on 29th (Derby, Chester and Lancaster) but only 2 rooms (Derby and Chester) on 30th. Tours on day 1 will be 3.30 – 4pm and 2-3pm on day 2. There will be 2 tour groups at each time. These times are flexible and can be amended to suit the programme. SF asked if the same talk would be repeated to during the tour times for the alternate group and KE agreed that the BL update talk would suit this purpose. KE also suggested that we include a talk on the EThOS service. SF asked if we would be offering a special rate for Speakers attending. This was agreed to be discussed later in the meeting with regard to covering costs. SF also asked about a sponsors display area and KE and GW both confirmed that the area on the outer landing next to the rooms we have booked would be available for this purpose as well as space in the breakout room if necessary.

3.2 Theme The conference title was decided as “Interlend 2015: At the Crossroads?” and the hashtag for the Conference should be #interlend15

3.3 Potential Speakers SF confirmed that Ned Potter would be the Keynote speaker on day 1 and his theme will probably be Social Media. As he would be travelling from York he wouldn’t arrive until around 10.30 which would be good timing for checking/registration. Mike McGrath would be the Keynote KE speaker on day 2 and his theme will probably be about Digital v Resource Sharing. His talk would be scheduled for 9.30am, directly after the AGM. KE offered to contact Chris Morrison about a potential session.

3.4 Speaker Rates SF used the Lilac conference rates as an example and it was discussed whether we should offer something similar. It was agreed that we could offer speakers travel expenses and one night hotel accommodation with a nominal fee to pay if they wish to stay for the full conference. GW asked if we should offer a special rate for Sponsors and SF confirmed what was included in their Sponsor package. There was some confusion as to the wording of the packages and it was agreed that this information should be reworded along with the Speaker information for the next conference (2016)

3.5 Sponsors/Freebies NG reported there had been no response from suppliers after the User Group meeting. Capita have signed up for the Bronze sponsorship package. OCLC have made enquiries as to what is LB included in each package but have not confirmed anything – LB will follow up with them about this. GW will give LB another contact to GW try. Other possible sponsors are Innovative/BL/CILIP/DX Transport. SF reported that Taylor and Francis may be interested in the Silver package but will have to follow this up to determine what they would expect with regards to journal article submission. NG suggested it would be good for FIL’s profile to have something published in their journal. It was also suggested that the sponsorship agreement be reviewed to ensure everyone was aware of their responsibilities. It was agreed that any freebies would be gratefully accepted, ideally 75-100 items. NG offered to try and obtain some items from a few NG sources and KP suggested she may be able to provide some items.

3.6 Webpage GW suggested that info on the webpage would be a good way to market both the Conference and also Sponsorship opportunities. GW has already been contacted by potential sponsors and felt it would be SF & NG good to be able to direct them to a central point. SF will send NG relevant information to be put on the webpage.

3.7 Timescales/Key Milestones It was agreed that the ‘save the date’ email and ‘call for papers’ should be sent out asap. There was discussion as to whether 2 separate emails should be sent out but it was agreed to send one message covering both, with a deadline of the end of February for interested speakers. SF reported that we would need a draft programme by the time we open the bookings as people often ask about the content of the Conference when deciding about booking. It was agreed that the bookings should open mid-March with the Early Bird bookings closing mid-April and regular bookings closing mid-May/Early June. KE confirmed that the hotel needed to know definite numbers 14 days before the conference (mid-June) and we could reduce the numbers of reserved rooms by 10% 28 days before without any additional charge. NG reported she would review previous emails that had been sent NG out, rework them and send them to the group for review. NG also asked about sponsored delegates and it was agreed that this should also be advertised as early as possible. The Early Bird rate would be offered to any unsuccessful candidates even if this comes after the cut-off date for Early Bird bookings. The cost of individual places was discussed as FIL did not break even last year and it was suggested that the price per person be increased to try and cover costs for this year. JD commented that the cost of membership has now increased by £25 and therefore by increasing the Early Bird and regular price by a similar amount would hopefully be less offputting than seeing a £50 rise in the cost of a conference SDR place. It was therefore suggested that the Early Bird rate be increased to £245, the normal full conference rate to £295/£325 and the day delegate rate to £95/£125. It was also suggested that the speaker rate be £95 to attend the full conference. SDR will forward these suggestions to JC to ensure that most of the conference costs will be covered by these increases SF asked about a delegates pack and it was agreed that we would see what freebies we were able to obtain. SDR also commented that there were still a number of FIL the Frogs available to give to speakers. NG asked if she could have any updates to the webpages as soon as possible as she would be going on maternity leave and ML offered to take over the web page updates when required. A basic conference programme was discussed : Day 1 – 10am start with registration and drinks, 1pm lunch, 3pm break, 7.30pm drinks, 8pm dinner Day 2 – 9am start with AGM, 10.45 break, 1pm lunch, 3.15 break, round up/close around 4.30pm 4 Interlend 2016 4.1 Conference Sub-Committee It was agreed to decide on this at a later date.

4.2 Update on Venue SDR reported that the Oxford Colleges were not available until July. She is waiting on a reply regarding other alternative locations in the NG area. NG reported that most Reading sites were outwith the town centre and may not be suitable. She has placed an enquiry with University of Reading to get a quote however we should be aware that this will be University/student accommodation. Norwich locations are also outwith the town centre and there is also a lack of accommodation sites. SDR reported she had looked at locations in the Portsmouth area but she is aware that it is quite far for people to travel and there may be transport issues and difficulty in arranging LB & SDR visits. LB and SDR offered to visit Oxford sites and asked about a checklist for venues. This should be available on GoogleDocs but if not, SDR will check with Chris Beavers and will ask JC for an idea of average costings. Dates for the conference were suggested as either 20/21st June or 27/28th June 2016.

5 Benchmarking Survey We have not received an update on this but SF will contact Chris SF Beavers 6 Google Analytics NG has been using this to evaluate the stats for the FIL website. It shows that we have a number of visitors from the US. NG will assess NG some more and circulate stats to the group for information. 7 IFLA Nothing new to report. It was agreed that we should advertise for a KE sponsored delegate and ensure there is a contract explaining what is expected. KE will check if BL still have an IFLA rep. 8 FIL Journal CH was not in attendance but she forwarded the information she had previously sent on to SDR as follows: Chris emailed me the journal format etc. today, 13th Jan, (he said name and shame him, but it took me a couple of weeks to email him, so I'm adding me to the name and shame!). I have had 3 articles and Emily's copyright info. However, it's still looking a little short. I'm going to try and write an article from one of my blog posts. If anybody wishes to write an article, please feel free to send me a copy! Perhaps people could graft and titivate from the blog? I also have a recollection that you wanted new committee members to introduce themselves. Should we put a couple of biographies in this journal and a couple in the next, or would the committee prefer to have them in the same edition? 9 Treasurer’s Report – appendix 1 JC was not in attendance and JD will contact her for the report JD 10 Membership Report ML reported that we have 166 members, 161 Institutional and 5 personal. There have been a few cancellations but no new members. 11 Web Officer’s Report NG will update the web pages/forms to show the new prices and will remove some older posts and do some general housekeeping on the site. ML offered to take over any web updates if required during the start of NGs maternity leave. 12 CONARLS Report – appendix 2 GW reported that Lancashire libraries will be open again to receive requests in a few weeks after their move. GW will be leaving Lancashire libraries group and therefore will be a vacancy for CONARLS observer on the FIL committee. KE confirmed that the new CONARLS Chair was Jo Cox and that she would be able to get feedback/reports from Jo meantime. GW mentioned that CONARLS was good for advertising events as it meant we reached a wider audience. Web analytics for CONARLS show that information on thesis and international requesting were most popular. 13 BL Report – appendix 3 KE reported that BL were currently testing their new user interface which is more mobile friendly and is looking for feedback once it has been released. BL now have direct access to various publishers websites which means they are now able to provide many articles that have been on waiting lists for some time. Supplying from these sites means articles are provided at a lower cost. HESS is working with CLA to improve this service. There is a pilot scheme running until the end of January. KE reported that BL are considering capping renewals and asked if other libraries had limits. Most locations allow up to 5 renewals or 6 month loan period before asking for books to be returned. BL may allow renewals up to 1 year before asking for items to be returned. A pilot for the replacement for FileOpen is currently underway and BL are hoping to roll this out very soon. KE also mentioned being part of the Knowledge Quarter, Talking statues, Magna Carta exhibition and grants for children’s audio guides for exhibits – more details in the attached report. 14 Any Other Business FIL@BL – KE confirmed that they have stopped offering 2 events each year and only offer one event in November which alternates between BLDSC and BL London. It was agreed that we would discuss the promotion of this event at the next meeting. 15 Dates of next meetings (inc Telecon) The date of the next meeting will be Wed 15th April 2015. SDR will SDR arrange a Telecon before then. Appendix 1 Appendix 2

Conarls Report FIL Committee Meeting

15 January 2015

Gill Wilson will be leaving Lancashire Library Service in July 2015. Although it is planned there will be a NWLIP role within the Library Service, and Lancashire remains committed to providing the North West Libraries Interlending Partnership, details are yet to be decided and the post of Libraries Special Collections Manager will be made redundant.

Gill's role of Conarls Working Group Chair has been taken on by Joanne Cox (British Library Key Relationship Manager) with the full support of the Conalrs Group. In addition, the role of FIL Representative on the Conarls Working Group and Conarls representative on the FIL Committee will become vacant when Gill leaves the library service. It is convenient but not essential that these roles are taken by the same person, and if anyone on the FIL Committee would like more information about the Group or future meetings please contact Gill.

The Conarls work plan for 2015 will aim to strengthen links and partnership working with music colleagues and music specialists. The International Association of Music Libraries and Documentation Centres (IAML) already has links with the Conarls Group, and is also looking to engage more with the ILL community and it is hoped to progress this work further. In addition, as the DX is the transport provider of choice for many public libraries, it had been planned that Douglas Ismaili-Field (DX National Account Manager) would attend the Conarls May 2015 meeting. This is now on hold until a replacement is appointed following Douglas' recent departure from the DX.

Continuing the trend from the previous six months, the Conarls web pages relating to theses and international requesting have attracted the most 'hits' and it was felt these topics could potentially be used to provide the basis of a future event in partnership between FIL and one of the Conarls regional contacts.

The Conarls Group awaits details of Interlend 2015 and will be very happy to publicise the conference to their contacts.

Gillian Wilson Special Collections Manager January 2015 [email protected] Appendix 3 FIL Executive Committee Meeting

Wednesday 14th January 2015

Document Supply

Beta Launch of New BLDSS User Interface (UI)

The new BLDSS HTML User Interface is due for ‘Beta launch’ during the next few weeks. The new interface will offer a much more up-to-date look and feel for all users of the online service, and access from a much wider set of mobile devices, both Apple and Android. It will be easier and quicker to order through our service with this interface. We would appreciate comments on the new interface to help us further improve your experience.

More Electronic Content Now Available

In August 2013 we introduced a new pricing model which substantially reduced the price of items provided from our electronic collections, allowing customers to receive better value.

In the past year, we have increased the range and amount of content we can supply from digital sources under agreement with publishers. From October, we introduced a new system which enables us to source more material from digital collections. We now supply over 30% of all items ordered from digital collections, and this will continue to grow over the next few months.

We have recently signed agreements with the American Institute of Physics and the Journal of Bone and Joint Surgery, so you can now order from their entire catalogue of electronic content through BLDSS.

Improved access to electronic content also means that we are able to reduce the number of requests which were previously held on waiting lists, leading to a faster service. Higher Education Scanning Service (HESS)

The British Library’s HE Scanning Service (HESS), under agreement with the Copyright Licensing Agency (CLA), permits the British Library to provide scanned copies to Higher Education Institutions (HEIs) for use on their Virtual Learning Environments (VLEs) or Reading Lists. We remind customers that they are entitled to receive documents without encryption as part of this service. If you would like further details, please contact Customer Services.

We are currently working with the CLA to review how we can improve the service and are running a short pilot with four universities. The pilot enables them to receive high-quality scans, including Optical Character Recognition (OCR), from the British Library for HESS. The result will be an understanding of the ease of use of the workflows, the speed of delivery, the quality of scans and OCR and the range of material available. We will then assess the pilot and work with CLA, system suppliers and customers on next steps.

Customer Service Excellence

We are delighted to announce that our team has been accredited with the Customer Service Excellence® award. It recognises our customer service skills and the professionalism of our staff.

Customer Service Excellence® is a UK government-backed industry standard that assesses whether services are efficient, effective, excellent, equitable and empowering – with the users always and everywhere at the heart of service provision.

BL Wide

Knowledge Quarter launched at the British Library

The new Knowledge Quarter (KQ), a newly-formed partnership of 35 large and small research, science, cultural and media organisations located in the Kings Cross, Euston and Bloomsbury areas, including the Wellcome Trust, UCL, the British Library, University of the Arts, the British Museum, Guardian News and Media and a cluster of research universities was launched on 4 December at the British Library in London. The members, will work together to share their information, ideas, research and innovation. The aim of the Knowledge Quarter is to make the outstanding facilities, collections and expertise of its members understood, available and used as widely as possible for the benefit of researchers, creative people, students and the local community.

The objectives of the Knowledge Quarter are:

 To facilitate knowledge exchange and identify opportunities to collaborate and achieve efficiencies between members;  To identify and support local environment and infrastructure projects with Camden Council, the GLA and TfL;  To raise awareness of the value of the Knowledge Quarter and its resources with stakeholders;  To support the local community by improving access to its resources and collections.

As well as established organisations, the Knowledge Quarter includes The Francis Crick Institute, now under construction, which will be a leading global centre for medical research, and Google, which is to build its new UK headquarters in King’s Cross.

Clustered around King’s Cross, the Euston Road and Bloomsbury is an incredible range of knowledge resources and expertise, ranging from the world’s earliest books and manuscripts to the latest fashion and creative designs and cutting-edge medical research.

Together, members of the Knowledge Quarter employ over 30,000 people, turn over more than £2bn, work with 3,500 volunteers, and serve more than 8m visitors annually.

The Knowledge Quarter is governed by a Board of nine organisations: the British Library, the British Museum, Camden Council, the Wellcome Trust, Art Fund, Guardian News and Media, the Royal College of GPs, UCL and the University of the Arts. The other partner organisations make up a Steering Group that manages the Knowledge Quarter’s activities

British Library selected as location for Alan Turing Institute Headquarters

The British Library has been selected by the Engineering and Physical Sciences Research Council (EPSRC) as the location for the headquarters of the £42 million pioneering Alan Turing Institute for Data Science. The world-class research institute, dedicated to British computer pioneer and WW2 Enigma code-breaker Alan Turing, will work with universities across the country to focus on new ways of collecting, organising and analysing large sets of data – commonly known as big data.

Simon Callow gives a voice to Shakespeare at the British Library as part of Talking Statues We’re used to seeing him performing on the stage but now Simon Callow lends his voice to the Library’s statue of William Shakespeare for Talking Statues, the public art project which has animated statues across London and Manchester.

Simon Callow has animated one of three winning monologues for Give A Statue a Voice, the public writing competition, sponsored by Audible.co.uk. Other competition statues were ‘The Leaping Hare’ in London and ‘T-Rex’ in Manchester Museum.

Since the project launched in August over 30,000 people have received calls from statues across London and Manchester. Talking Statues is the creation of Sing London, the non- profit arts organisation whose projects aim to lift the public’s spirit. Previous projects include filling London with street pianos and Ping!, the public ping pong project that has placed over 1000 ping pong tables across England.

Exhibitions and Events

Magna Carta: Law, Liberty, Legacy – 13 March – 1 September 2015

To mark the 800th anniversary of the granting of Magna Carta, the British Library is holding a once-in-a lifetime exhibition that explores the history and resonance of this globally- recognised document.

The British Library has received a grant from the Magna Carta 800 th Anniversary Committee to produce a children’s audio guide to be used in the exhibition.

Designed for younger visitors aged 7-11 year olds, the guide will focus on 10-15 key objects from the exhibition. The audio will draw on professional actors to bring the story of the exhibits to life, encouraging children to interact with the content by asking questions and re- imagining scenes from history.

The children's audio guide will complement a range of other resources designed to offer young people an engaging introduction to Magna Carta and the stories that surround it, including a schools programme and a new website to launch next year. Visitors under 16 will be offered free entry to the exhibition and free use of the audio guide which will be offered alongside a separate one for adult visitors.

The exhibition will be at the heart of a wider Magna Carta programme at the Library with a series of public events, a conference, a learning programme, and an online legacy for Magna Carta in 2015 and beyond.

Kate Ebdon 08/10/14