Overview

Libraries Victoria is a division of Public Libraries Victoria Inc that, under a Memorandum Of Understanding with the Municipal Authority of Victoria (MAV), has the responsibility for:

  • The management of the administration of the ILMS contract including system administration and shared collections
  • To lead future PLV innovation projects and auspice relevant shared service opportunities that are inclusive of all Victorian public libraries.

Together, we look for innovative ways to meet community needs, now and into the future. We are committed to continuing this approach and collaboratively expanding the range of services available in all Victorian libraries.

Current State

Libraries Victoria is a steadily growing consortium with 24 Victorian library services who are already using the shared Integrated Library Management System (ILMS) or are in the process of implementing the system.

Membership provides libraries with a stable, secure, industry-leading management system, as well as access to a suite of related products and services including access to a group catalogue.

Libraries have the option to join the consortium which offers a choice of different service options. The flexibility of our approach meets the varying needs of our members and provides savings to all libraries through the purchasing power of the wider group.

Governance Structure

The MAV has an overarching Standing Offer Deed with SirsiDynix. All libraries joining Libraries Victoria require two individual agreements:

  • A Master IT Supply Agreement with SirsiDynix (who provides the ILMS), and
  • A Libraries Victoria Shared Services Agreement with Public Libraries Victoria
    (who provides the global settings configurations and is responsible for the
    business management of the consortium)

The following committees provide governance oversight, reporting mechanisms and procedure and processes for system monitoring and development for Libraries Victoria:

  • MAV / PLV ILMS Advisory Committee
  • PLV Executive Subcommittee
  • Shared Services Advisory Committees:
    • Contract Administration Advisory Group
    • Shared Services Administration Advisory Group
    • Shared Resources Advisory Group
    • Shared Service Development Advisory Group
  • Libraries Victoria ILMS User Group
    Consisting of representatives from member libraries as well as Lead Shared Services and System Administrator. The purpose of the User Group is to review new releases, consider changes to setting or configurations, explore product offerings and determine training requirements.

Each advisory committee and user group is supported by individual terms of reference that covers a range of issues including their purpose and scope.

Information will flow between the advisory committees and user group to ensure clear and ongoing communication.

Services

Libraries Victoria provides member libraries with a single Integrated Library Management System (ILMS) and shared bibliographic database. Participating libraries may choose from three levels of membership, depending on the resources they wish to offer their community and the level of system support and customisation they require.

The three membership options are outlined below:

1. Contract Administration (mandatory)

Libraries Victoria provides contract and system administration on behalf of consortium members, enabling individual libraries to benefit from the purchasing power of the wider group. This option includes the business management of the service and the configuration of global system settings to meet the shared needs of member libraries.

2. System Administration (optional)

Libraries who subscribe to this package gain access to the local helpdesk managed by Libraries Victoria. This provides subscribing libraries with the support needed to fulfil everyday service requests as well as the ability to customise elements of the system to meet their individual policy needs.
Libraries who do not subscribe to this service will need to access system support directly from by SirsiDynix via the Libraries Victoria Online Support Desk. Any work completed will attract additional service fees, issued by Libraries Victoria.

3. Shared Resources (optional add-on to System Administration)

This service enables participating libraries to share resources via One Library Card.
This allows patrons to walk into any subscribing Victorian public library and access resources, including the loan and return of items held by the library as well as use of the intra-loan system (where items are sent between libraries).
This service is only available as an add-on to the System Administration package.

A fourth option, Shared Development, is still being established.

Shared Catalogue and a list of the Libraries Victoria members

Libraries Victoria members share a group catalogue to discover resources. This site also provides a list of the participating libraries in Libraries Victoria.

Joining Libraries Victoria

For libraries interested in joining Libraries Victoria or to receive more information please contact the Libraries Victoria team by completing the form.

Support

Libraries Victoria provides first level support for all member libraries.
Members who subscribe to the System Administration level have access to the local Support Desk to log service requests. Support is provided for all aspects of the shared ILMS and related products, including system configuration and policy implementation, discovery products and services, reporting and statistics, staff clients, connectivity and third-party integration.

Libraries who do not subscribe to the System Administration package will be referred on to SirsiDynix support. Any support requests actioned for non-subscribed libraries will attract additional service fees, issued by Libraries Victoria.