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From: 9(2)(a)
Sent: Tuesday, 23 May 2023 3:15 pm
To: 9(2)(a)
Subject: RE: Additional status report item for Te Haumi
Importance: High
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9(2)(a)
I’m needing to urgently check the fol owing details for the Te Haumi IA SR updates:
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• 9(2)(g)(i)
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3.
[Remainder of email out of scope for this request]
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9(2)(a)
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45 Pipitea Street, Wellington | www.dia.govt.nz
From: 9(2)(a)
Sent: Tuesday, 23 May 2023 11:27 AM
To: 9(2)(a)
Subject: FW: Additional status report item for Te Haumi
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Subject: A recurring feedback theme
From: Mark Crookston
To: NLLT
Cc: Jessica Moran, 9(2)(a)
, Helen Heath
Date: 26 May 2023
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Kia ora,
Just going through the formal feedback received for the removal and disposal policy and
there’s a strong recuring theme. It’s expressed in many ways – sometimes through confusion
or genuine surprise, sometimes through anger or frustration, and sometimes much more
articulately by our colleagues…… for example:
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This process has highlighted the need for the National Library to be clear in communicating
its purpose and activities to the wider library sector in Aotearoa. In observing the discussion
around this draft policy - and the disposal of the OPC items - there does seem to be some
misunderstanding about the National Library’s role in collecting and retaining
collections. We see a need to raise the level of professional engagement with this
conversation in the sector. We would suppor
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t some deliberate and regular engagement –
perhaps annually – with other large/significant collecting institutions, to ensure we are
communicating with each other about our policy and plans around our collections/content.
The National Library could usefully take a lead on this.
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This was from a group of Auckland Libraries managers who provided a joint submission. But
it’s probably the main theme I’m getting out of the feedback (I’m about 75% through).
I like this:
deliberate and regular engagement as relating to collections. I’ve just got a slot
on the LIANZA programme for a talanoa session on nationally coordinated removal of
collections - I’m thinking newspaper duplication as a starting point, but it’l be a good
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starting point for a good conversation about respective col ection purposes.
M
Mark Crookston
Director, Content Services
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National Library of New Zealand Te Puna Mātauranga o Aotearoa
The Department of Internal Affairs Te Tari Taiwhenua
www.natlib.govt.nz
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Nāku noa, nā,
Dr Helen Heath (she/her)
Principal Advisor Stakeholder Engagement, Office of the National Librarian
National Library of New Zealand Te Puna Mātauranga o Aotearoa
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70 Molesworth Street | Wellington
9(2)(a)
www.natlib.govt.nz | Twitter | Facebook
The National Library of New Zealand is part of the Department of Internal Affairs
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Te Puna Mātauranga o Aotearoa National Library is developing a new policy for removing
and disposing of collection items. This will sit alongside other important policies that guide
our collection management activities.
Public engagement for the draft version of this Removal and Disposal Policy ran from 3 April
2023 to 12 May 2023 and has now closed.
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National Library held 8 group discussions with approximately 100 public stakeholders
including researchers, authors, publishers, and the library sector. Presentations were also
given to advisory bodies – LIAC, Guardians Kaitiaki of the Alexander Turnbull Library, and
Komiti Māori.
We are pleased to have received constructive feedback via 27 written submissions, mostly
from sector organisations and interest groups. This feedback is a useful tool to ensure the
final policy is wel thought-out and robust.
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We are now collating and analysing feedback. We will first share this feedback with our
advisory group and discuss what changes should be made to the policy.
Our next update to you will provide a summary of the feedback received and will outline our
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next steps.
Thank you for your interest in the mahi of the National Library and to those who took time
to provide feedback. For more information visit: https://natl
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and-policy/removal-and-disposal-policy
Nāku noa, nā,
Dr Helen Heath (she/her)
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Principal Advisor Stakeholder Engagement, Office of the National Librarian
National Library of New Zealand Te Puna Mātauranga o Aotearoa
70 Molesworth Street | Wellington
9(2)(a)
| www.natlib.govt.nz | Twitter | Facebook
The National Library of New Zealand is part of the Department of Internal Affairs
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Subject: RE: LIANZA Telenoa session
From: Rachel Esson
To: Mark Crookston
Cc: Helen Heath
Date: 31 May 2023
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Thanks Mark that looks great – perfect opportunity to present this mahi and identify some
future directions for collaboration. Well done �
Ngā mihi nui UNDER
Rachel
Rachel Esson
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From: Mark Crookston 9(2)(a)
Sent: Wednesday, 31 May 2023 4:04 pm
To: Rachel Esson 9(2)(a)
Cc: Helen Heath 9(2)(a)
Subject: LIANZA Talanoa session
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Kia ora Rachel,
This is my proposed talanoa session at LIANZA this year.
Title: Removing and disposing of col ections – a opportunity to share and col aborate
Abstract: Feedback on the National Library’s recent draft removal and disposal policy
outlined several issues and opportunities for libraries with col ection management issues.
This talanoa will share some insights from that public feedback process, invite sharing of
experiences and lessons from other disposal processes from libraries, discuss opportunities
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for any areas for collaboration on future disposal initiatives, and drill down into a potential
specific collection area – copies of some newspaper titles (physical, microfilm and digital).
I’m currently working with 9(2)(a)
to jointly lead this with
me – they were the two who were both keen on doing more together.
Please let me know if you have any feedback.
Ngā mihi
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Mark
Mark Crookston
Director, Content Services
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National Library of New Zealand Te Puna Mātauranga o Aotearoa
The Department of Internal Affairs Te Tari Taiwhenua
www.natlib.govt.nz
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Subject: Removal and disposal Policy – timing of decision briefing for Min IA
From: Helen Jamison
To: Mark Crookston
Date: 19 June 2023
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Hi Mark
Sorry I know you aren’t feeling well.
Just checking in on likely date that briefing for decision wil be going to Min IA. We need to
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have this going into the Forward Briefings Table in the Status Report. The Minister wil need
to have completed their part by mid-July as well.
Helen
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Helen Jamison | Director Office of the National Librarian
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RE: Some notes for CONZUL
From: Rachel Esson
To: Mark Crookston
Date: 19 June 2023
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Thanks Mark – it went wel . Good positive feedback for you on the process you ran for the
Removal and disposals policy work.
We’ve agreed to meet every 6 months.
Area of interest for further disc
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Out of scope
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Hope the sinuses start to feel better soon.
Ngā mihi nui
Rachel
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Rachel Esson
From: Mark Crookston 9(2)(a)
Sent: Monday, 19 June 2023 10:04 am
To: Rachel Esson <9(2)(a)
Subject: some notes for CONZUL.
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Strategy and Policy:
1. Removal and Disposal Policy:
a. Mark says big thank you to University Sector who provided good attendance
at engagement sessions and provided very thoughtful written feedback.
b. Main themes of feedback and current proposed response:
i. Inconsistent understanding of the purpose of the National Library and
its different col ections – research collections and general collections.
1. Response – wide, regular engagement and communication
with stakeholder and in public, including the role of librarians
to dispose/weed.
ii. Scope – concern / questioning the role of ATL col ections in scope
given the in-perpetfuity requirements off the legislation.
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1. Response – advisory groups and NLLT will consider removing
ATL from scope as fitting them in scope for the very unique
circumstances of removal is tricky.
iii. Very strong wil ingness to engage and participate. Both from sector
and interest groups. Several principles outline a transparent and
participatory process and this was very well received.
1. Response – we’re in the right track, and we might institute an
UNDER annual (or regular) removal and disposal plane with small
components of the general col ections and areas we have
significant copies (e.g. newspapers).
iv. Library Sector very interested in policy and process we will put in place
and showed interest in potential y joining up on some disposal
initiatives.
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c. Next Steps:
i. Complete write up and recommendations for NLLT and External
Advisory Group (which 9(2)(a) attends
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ii. Complete draft and approve
iii. Publish summary of feedback and response
iv. Look at OPC in light of disposal components of policy.
d. Note: Mark leading a conversation on removal at LIANZA conference with an
intention to discuss potential for joining up on addressing removal or
newspapers where significant copies exist across physical, microfilm, digital.
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9(2)(a)
interested in helping me prepare this session –
9(2)(a)
2. Collection Policy: Refresh underway with intention to engage in sector discussions on
areas or priority / gap / overlap in next couple of months.
4.
3. Related to collections policy: NLNZ Regulations – Some initial work with DIA Policy to
scope out different ways to create exemptions for physical legal deposit and enabling
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a greater ability to choose digital first, where appropriate
Out of scope
Out of scope
Many apologies for not being able to attend
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Mark Crookston
Director, Content Services
National Library of New Zealand Te Puna Mātauranga o Aotearoa
The Department of Internal Affairs Te Tari Taiwhenua
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From: 9(2)(a)
Sent: Tuesday, 20 June 2023 11:02 am
To: Mark Crookston 9(2)(a)
Cc: Rachel Esson 9(2)(a)
Subject: Paper on Removal and Disposal policy for LIAC
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Kia ora Mark,
I hope you’re feeling better. As you know, you were going to provide a paper for the LIAC
meeting on the 30th [you weren’t expected to attend]. The papers are due to go out on
Friday of this week [23 June], However, I realise that you’ve been unwel and may not have
drafted the paper. So, as an FYI, here is what has been drafted (by Helen H) for the LIAC
report from Rachel [not yet approved by her]:
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The public engagement on the new removal and disposal policy for National Library’s research
and general collections took place in April and May. This included eight group discussions with
100 stakeholders, including publishers, authors, researchers, and the library sector. Komiti
Māori and the Guardians Kaitiaki of the Alexander Turnbull Library have also been briefed on
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the policy.
The Library received 27 written submissions, mostly from sector organisations and interest
groups. The team is now analysing feedback and submissio
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decisions are made in line with collections management best practice, consider the options
for disposal (including items from the Overseas Published Collections) and follow a
transparent process.
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If you are able to draft the paper this week, I wil put it in with the papers as discussed. I can,
if you would like, send the paper under separate cover early next week, or note at the
meeting that the paper will follow.
Let me know which option you prefer and we’l go from there
Ngā mihi
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9(2)(a)
National Library of New Zealand Te Puna Mātauranga o Aotearoa
www.natlib.govt.nz
FYI Subject: Feedback document for LIAC
From: 9(2)(a)
To: Mark Crookston
Date: 22 June 2023
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Kia ora Mark,
I’ve adjusted your document slightly and created an ‘internal document’ watermark for it, so
there should be no confusion about that. I’l add it into the papers as discussed.
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Ngā mihi
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9(2)(a)
National Library of New Zealand Te Puna Mātauranga o Aotearoa
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Subject: Re: [CLEAN] R&D policy suggested changes 11 July 2023
From: 9(2)(a)
To: Mark Crookston, 9(2)(a)
Date: 12 July 2023
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Hi Mark,
Thanks for this. We can make updates tomorrow and provide a version for you to take to the
advisory group. UNDER
When you say you want something for the advisory group with clear areas highlighted for
change, would you be ok with a clean copy of the updated policy with a cover one-pager
giving an overview of the changes? I think a fully marked up copy might be less useful to
engage with. If you had something else in mind, do let us know.
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Do we also need to book a time with you to discuss next steps on implementation or do you
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want to get the advisory group looking at the updated policy first? Also - just to confirm is
this the external group you're talking about (rather than the SMEs?).
Thanks
9(2)(a)
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On Wed, Jul 12, 2023 at 3:26 PM Mark Crookston 9(2)(a)
wrote: ACT
9(2)(a)
Comments and suggestions attached. Quite minor really and good to see how the policy
stood up the feedback.
Can you please provide a copy that I can take to the advisory group – so something with
clear highlighted areas for change? Does that work?
Thanks, Mark
Subject: Updated policy and one-pager
From: 9(2)(a)
To: Mark Crookston
CC: 9(2)(a)
Date: 13 July 2023
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Kia ora Mark
As discussed, we have now made updates to the policy to reflect your comments and written
an overview aimed at the advisory group to explain these changes. We wrote this to be read
alongside the wider summary of submissions.
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Two copies are attached:
• a clean version of the policy with the one-pager on the front page
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• a version of the same updated policy with some comments still marked up to explain
our thinking to you.
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In particular, with the scope of the policy, we think that it is worth explicitly noting that both
ATL and the other research col ections are out of scope (even though ATL is the big one). We
have also pushed back on your updates to the wording of the research collections
description a bit – we have put our thinking in the comments and are happy to discuss.
Happy to chat or make further updates as needed.
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9(2)(a)
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Subject: Final wrap-up email for removal and disposal contract
To: Mark Crookston
9(2)(a)
Date: 15 September 2023
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Kia ora Mark
This email is to do a final check in with you as today is the final formal day of our contract for the
removal and disposal policy.
We want to specifical y check:
• whether you have copies of the documents you need from us, in particular anything you
require to retain for PRA purposes
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• if there is anything else you need from us as we formal y end this piece of work.
We look forward to seeing the policy when it is released and hope the process for starting to
implement it goes well! I also note we have now been paid for the final invoice for this work.
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9(2)(a)
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Subject: Re: definition of col ections
From: 9(2)(a)
To: Mark Crookston
Date: 18 October 2023
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Thanks Mark, that’s great.
And for adding to the Scope section:
• the regular removal of incomplete items or items from the Print Disabilities and
Music Hire collections
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From: Mark Crookston 9(2)(a)
Sent: Wednesday, October 18, 2023 3:18 PM
To: 9(2)(a)
Jessica Moran 9(2)(a)
Subject: RE: definition of collections
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Thanks both,
Fol ow my link in the removal policy below for the updated definition.
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From: 9(2)(a)
Sent: Wednesday, October 18, 2023 1:52 PM
To: Mark Crookston <9(2)(a)
; Jessica Moran
9(2)(a)
Subject: RE: definition of collections
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Below is what we currently have, and I think it is too wordy
for R&D, and note that Lewis is stil reviewing and possibly
changing what is being said about the Schools col ection.
I think that what I have highlighted below would be sufficient for the General Col ections
definition.
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The General Col ections of published items have 3 main purposes:
1.
to supplement and further the work of other libraries in New Zealand by collecting
and managing a range of items the Library is best placed to hold on behalf of the
system as a whole. These items are made available to people around the country
and international y through the library interloan system;
2.
to support New Zealanders researching their family history and genealogy; and
3.
to support the specialised services, Print Disabilities and Music Hire.
The general col ections are not mandated, or primarily intended, to be kept in perpetuity
and decisions about removing items will be made in line with the Library’s Removal and
Disposal Policy. There are, however, a limited number of special research collections which
the Library has committed to preserving and facilitating access to in the long term. These are
currently the Dorothy Neale White col ection, Susan Price col ection, Whole of Domain
harvests of the New Zealand Web (2003–present) and selected digitised newspapers and
periodicals.
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If you wanted something shorter I would suggest:
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The National Library’s General Collections
supplement and further the work of other libraries
in New Zealand by collecting and managing a range of published items the Library is best
placed to hold on behalf of the system as a whole. These physical and digital items are made
available to people in the Library’s Reading Room and around the country through the
library interloan system.
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Please remove this statement as we real y, real y don’t do that and don’t have the
resources (col ections budget or staff to do this) to support current and known research needs by collecting and managing a
reference collection in a range of formats that is made available to people online and
through the Library’s Wellington reading rooms.
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Current text from the draft Col ections Strategy
The Col ections The National Library has three collections.
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The Alexander Turnbul Library collections are
the National Library’s core research
col ections. These col ections are acquired with the intention they wil be kept permanently
by the Library and are highly selective in nature. Section 11(2) of the National Library Act
states that “the Crown must continue to own the col ections of the Alexander Turnbull
Library in perpetuity”. These collections are developed and maintained for their value as
Aotearoa New Zealand’s documentary heritage and taonga. New material is added to
support current and emerging discovery, research, learning and use, particularly in the areas
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of New Zealand and the Pacific and rare books.[1] This col ection is developed through
purchase, donation, and commission and spans across rare books, archives and manuscripts,
New Zealand and Pacific books and periodicals, to visual material, oral history and music.
The Turnbull Library collection also includes one copy of physical format titles received
under legal deposit and selective digital material collected under legal deposit.
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The General Col ections of published items have 3 main purposes:
4.
to supplement and further the work of other libraries in New Zealand by collecting
and managing a range of items the Library is best placed to hold on behalf of the
system as a whole. These items are made available to people around the country
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and international y through the library interloan system;
5.
to support New Zealanders researching their family history and genealogy; and
6.
to support the specialised services, Print Disabilities and Music Hire.
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The general collections are increasingly focused on New Zealand and Pacific Island resources,
supplemented with international publications that support the purposes outlined above and
a small number to support research and interpretation of the New Zealand and Pacific Island
resources. The majority of items in the general collections are provided to the Library by
publishers through the legal deposit mechanism, and include printed books, music, maps,
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journals and newspapers, physical format audio-visual materials and the Whole of Domain
harvests of the New Zealand web. A selected range of printed, digital and digitised material
is purchased by, or donated to, the Library.
The general col ections are not mandated, or primarily intended, to be kept in perpetuity
and decisions about removing items will be made in line with the Library’s Removal and
Disposal Policy. There are, however, a limited number of special research collections which
the Library has committed to preserving and facilitating access to in the long term. These are
currently the Dorothy Neale White col ection, Susan Price col ection, Whole of Domain
harvests of the New Zealand Web (2003–present) and selected digitised newspapers and ACT
periodicals.
Further information about the general collections, including the focus areas for collecting, is
found in the Col ecting Plans.
[1] Section 12(b) of Te Puna Mātauranga o Aotearoa Act 2003
The Schools Collection supports the development of ākonga as engaged readers by growing
reading cultures and communities. It strengthens teaching and learning by providing access
to mātauranga knowledge, ideas, and stories.
This is a steady state col ection with the objective of adding and removing an equal number
of items each year
. The Services to Schools Collection provides resources for registered New
Zealand primary, composite, secondary schools, kura kaupapa Māori and home educators.
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Resources are also provided to support young people through identified programmes and
partnerships, diverse learning needs, and to align with emerging educational priorities.
From: Mark Crookston 9(2)(a)
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Sent: Wednesday, October 18, 2023 1:22 PM
To: 9(2)(a)
Jessica Moran 9(2)(a)
Subject: definition of col ections
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Hi both,
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Where did you end up with the definition of col ections?
Here is the final draft of the
General Collections Removal Policy (renamed):
Internal document link not accessible externally
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Note the col ections definitions. It very wordy for general col ections but I’m kind of ok with
that given the focus of the policy.
In fact, the intro sections are very wordy themselves. It funny looking at it again with 3 ACT
months space.
It’s going to NLLT next week for approval.
M
Mark Crookston
Director, Content Services
National Library of New Zealand Te Puna Mātauranga o Aotearoa
The Department of Internal Affairs Te Tari Taiwhenua
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www.natlib.govt.nz
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Subject: Re: Commissioning of Hot Topics for 22/23 Annual Review – removal and disposal
policy
From: 9(2)(a)
To: Mark Crookston
Cc: Helen Jamison, Helen Heath
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Date: 26 October 2023
Just a general list at this stage – text will be requested once topics are confirmed. Thanks for
letting me know of the name change – I’ll go in and change it now.
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Thanks,
9(2)(a)
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From: Mark Crookston 9(2)(a)
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Sent: Thursday, October 26, 2023 2:20 PM
To: 9(2)(a)
Cc: Helen Jamison 9(2)(a)
Helen Heath 9(2)(a)
Subject: RE: Commissioning of Hot Topics for 22/23 annual review - Removal and Disposal
Policy
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Thanks.
Do you need a few sentences or is a just a list of topics at the moment? If it’s just a list, then
the policy has changed names. I think we should cal it: General Collection Removal Policy
and Implementation.
Thanks,
ACT
Mark
From: 9(2)(a)
Sent: Thursday, October 26, 2023 2:17 PM
To: Mark Crookston 9(2)(a)
Cc: Helen Jamison 9(2)(a)
Helen Heath <9(2)(a)
Subject: Commissioning of Hot Topics for 22/23 annual review - Removal and Disposal Policy
Kia ora Mark,
We’ve been asked by the ODCE to provide possible Hot Topics for the Annual Review
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process by 30 October 2023 [and will provide the information to Rachel for her review prior
to that] – given that the OPC/Disposal Policy was a topic previously – we have added in the
Removal and Disposal Policy – the document for our branch is:
Out of scope
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We’ll keep you informed of any requests for further information in this area.
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The annual review hearing is normally held in February, Out of scope
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Ngā mihi
9(2)(a)
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National Library of New Zealand Te Puna Mātauranga o Aotearoa
www.natlib.govt.nz
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I won’t be there at Conference that day, but my colleague 9(2)(a)
As usual, we’d ideal y clone and attend many of the concurrent
sessions simultaneously…. But can prioritise yours if you’d appreciate a 9(2)(a) “chip in”
at any point?
I’l be there on the Tuesday, so wil look out for you then. Wil be nice to catch up in-person,
if we get the chance.
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Ngā mihi nui,
9(2)(a)
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Subject: General Collections Removal Policy
From: 9(2)(a)
To: Mark Crookston
Date: 1 November 2023
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Kia ora Mark,
I am back working on operational processes for removal from the General Collections and
reading through the policy noticed a discrepancy in statements about the General
Collections.
In section 1 it says:
This policy applies to the National Library’s general collections, which are developed to meet
current and known research needs and to supplement and further the work of other libraries
in New Zealand.
And in section 6 it says:
The General Collections supplement and further the work of other libraries in New Zealand
by collecting and managing a range of published items the Library is best placed to hold on
behalf of the library system as a whole. These physical and digital items are made available
to people in the Library’s Reading Room and around the country through the library
interloan system.
My problem is with the yel ow highlighted statement as this is too wide.
After the email exchange you had with me and Jess on 18 October you clearly removed the
words from the definition section about supporting current and known research needs, but
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the statement in section 1 does not match with what we are saying in the draft Content
Strategy or what we are resourced (both financial y and people-wise) to do.
I see from Parongo that you took the Policy to NLLT last week, but I just wanted to check
whether we could stil get this removed (preferred option), or at least changed to “are
developed in response to current and known research needs”, which could al ow us to take
only a reactive approach to such development of the General Col ections, effectively running
an demand-driven acquisition approach, buying in response to specific requests.
Happy to discuss next week when you are back.
ACT
9(2)(a)
