OVERVIEW

Rotorua Library will undergo a major system upgrade between 8pm Wednesday 15 May through to 8am Friday 17 May.

Changes are being made to the system (SirsiDynix) that Rotorua Library uses for our library catalogue, customer records and a variety of other library services. Library membership details are currently held in data centres located in Christchurch and Auckland. During the system upgrade, this data will be moved to data centres in Melbourne and Adelaide.

Rotorua Library is a member of a New Zealand-wide consortium of public libraries called Kōtui, which is managed by the National Library of New Zealand. All 40 local councils in the Kōtui consortium are undertaking this system upgrade.

The National Library, as part of the Department of Internal Affairs (DIA), followed the expected project protocols to ensure that all systems and vendors involved were compliant with DIA security requirements.

The National Library then shared all project documentation with Rotorua Library. Based on this information our management team agreed to this infrastructure change, as did all other members (40 local councils) of the Kōtui consortium.

WHY ARE WE MAKING THIS CHANGE?

The reason for this change is so that we can continue to offer modern library services and to maintain robust security of library and customer information. In the constantly evolving world of technology services, it’s important that our library management systems are future-proofed. In addition to continuing to provide a secure service to our customers, making these changes now also means that our systems will be able to benefit from future enhancements.

HOW WILL THIS CHANGE AFFECT ME?

From 8pm Wednesday 15 May through to 8am Friday 17 May, access to your library account and the library’s electronic resources will be unavailable.

Following this upgrade, the look and feel of some services may alter slightly, but there will be no significant change in the user experience.

The main thing for you to be aware of is that from 16 May, your library membership information will now be stored in secure data centres used by our vendor (SirsiDynix Ltd) which are based in Australia.

WHAT INFORMATION IS HELD IN MY CUSTOMER RECORD

The information you provided when you joined the library is stored in your library customer record, including your name, your date of birth, your contact email address, and your home address.

HOW LONG IS MY DATA KEPT?

Our library has a policy to remove customer data if the library card is not used for a period of 5 years.

If you would like your data to be removed from our systems sooner, please get in touch with us to request this.

(Note that if there are any outstanding charges owing such as rental and lost book charges on the account, these will need to be paid before the account can be fully closed. You will also need to return any items you have currently issued)

I DON’T WANT MY MEMBERSHIP DATA GOING TO AUSTRALIA. WHAT ARE MY OPTIONS?

The new data centre meets ISO international standards for security and reliability. Library information held there will be accessed via an encrypted virtual private network, and will not be exposed to the public internet. We are confident that library information including membership data will remain secure. We hope this provides reassurance for our customers.

If you do not wish for your own data to be part of this move, you may choose to cancel your library membership no later than Sunday 12 May. We are not able to make any exceptions to library membership information being moved to the Australia-based data centre. Note that while borrowing is not possible without membership, there are many in-library services that will remain available.

THE AUSTRALIAN DATA CENTRES BEING USED ARE:

• Equinix
  • Equinix facility ME 2, Port Melbourne
• YourDC
  • DC1 Edinburgh Parks, Adelaide

Australia has similar data protection laws and safeguards to New Zealand. Both countries adhere to the Organisation for Economic Co-operation and Development Guidelines Governing the Protection of Privacy and Transborder Flows of Personal Data- “the OECD Guidelines”.

The storage of your personal information will continue to comply with the Privacy Information Principles set out in the Privacy Act 2020.

THE LIBRARY MANAGEMENT SYSTEM VENDOR IS:

SirsiDynix
www.sirsidynix.com

I STILL HAVE A QUESTION, WHO CAN I GET IN TOUCH WITH?

Feel free to give us a call on (07) 348 4177 if you have any further questions, or send us an email library@rotorualc.nz