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 Find a Library |  About ALG | Contact ALG Administration |
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ALG Administration encourages all libraries and cultural institutions to ensure that the information about their organisation on the Gateway is accurate and up-to-date. It should only take minutes to check and update the information about your organisation.
Find your entry on the Gateway
The first step in updating your Gateway entry is to find out what information is currently held in the database.
- Search the Gateway for your library or cultural institution through the 'Find a Library' option.
- From the summary details of your search, select the red
link to view the full directory details for your library or cultural institution.
- Click on the button at the top of your entry to login and update your directory listing or
- Click on the button if you think that there is no editing necessary and exit.
Login to update
- Click on the button at the top of the entry on the Gateway.
This takes you to a login screen for online update. You should then:
- Enter your ALG password in the text box
- Select one of the 8 radio buttons next to the form you wish to edit. For example to edit opening times select
- Click on the button
(Make sure not to click the heading link next to the radio button eg. ‘General Information’ - this will take you to the help page for the General Information form)
Forgotten, lost or want to change your password?
Contact ALG Administration requesting your ALG password and ALG Administration can tell you what the password is and/or reset it for you. For security reasons we will not give forgotten or lost passwords over the phone.
Confirm your details are correct.
If you find in the library display that the information is current and there is no need to update the information:
- Click on the button at the top of the page.
- You will be asked for the password. Copy and paste the password for your libary or cultural institution, provided by ALG administration, then click button
- The updated date will be shown and a message, "Your library details have been marked as correct' will appear on the screen. This will confirm that the details are correct.
If you are unsure of your password or would like any further assistance, please contact ALG Administration
Because the Australian Libraries Gateway aims to provide users with a wide range of information about your library or cultural institution, collections and services, information is gathered through online update forms. This should make it easier for you to update information about your organisation as you won't necessarily want to change all your details at any one time.
From the summary details of your search:
- Select the red
- Please check the details. If they are correct click on the button
- If any of the details need updating, click on the button at the top of your entry in the ALG. This takes you to a login screen for online update. You should then:
- Enter your ALG password in the text box
- Select one of the 8 radio buttons next to the form you wish to edit. For example to edit opening times select
- Click on the button
(Make sure not to click the heading link next to the radio button eg. ‘General Information’ - this will take you to the help page for the General Information form)It is mandatory to enter two of the forms to check the details, update if necessary and click on the button button
These are the:
General information and
Related organisations
forms. This is necessary to ensure that the general details of the library or cultural institution have been checked and confirmed as correct. This will also timestamp the entry with today's date. We would encourage all libraries and cultural institutions to complete any updates as soon as possible. This helps to keep the directory listings in ALG accurate and recent, therefore providing useful information for those wanting to contact your organisation.Before updating your first online form, please enter your password. The online forms provided are:
- General Information*
- Related Organisations*
- Collection Details
- Subject Collecting information
- Online services
- Z39.50 access
- Contact details for ALG updating
- Change password
* Update of the General Information and Related Organisation pages is mandatoryIf you cannot use the online forms, you can print your entry, note any changes required and send it to ALG Administration. We will then update the entry on your behalf. If you have any questions telephone 1800 026 155 - we are happy to provide assistance.
Update Tips
1. General Information
The 'General information' update form gathers basic directory information about your library or cultural institution
Update Tips
- Street address information is mandatory. If no postal address is provided, the system will copy the street address details across.
- If you need your listed parent organisation/s official name/s changed and/or the would like to add/change the URL for your listed parent organisation/s, contact ALG Administration.
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Terms |
Explanation of the term |
Example |
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Provide a more unique name than just a “Library” |
Madison Campus Library |
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Include the Library’s full internet address |
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NUCs are unique library identifiers for organisations which contribute information to the Australian National Bibliographic Database (ANBD) and/or to Trove. Not all libraries and cultural institutions have one. Contact the InterLibrary Resource Sharing Directory (ILRS), to apply for a new NUC for your library. Contact ALG Administration to correct information/add a NUC within ALG. NB* Users of Libraries Australia are able to link directly from holdings information to your ALG entry via NUC symbol. |
ANL is the NUC for the National Library of Australia. |
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Include any acronyms and abbreviated names used for your Library or Parent organisation/s. Please separate each term with a space and a semicolon. |
ANL ; NLA |
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Include any other names which a user may choose to search on to find your library or cultural institution. Please separate each term with a space and a semicolon. |
Wodonga Institute of TAFE ; Latrobe |
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Include any other names which a user may choose to search on to find your library or cultural institution. Please separate each term with a space and a semicolon. |
Queensland State Library ; James Hardie Library of Australian Fine Arts ; James Hardie Library ; Hardie Library ; John Oxley Library ; John Oxley Library of Queensland History |
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If your library or Parent organisation has a logo on the internet and you would like to have it displayed within your ALG record, include the URL here. |
State Library of Queensland Logo - This is the URL provided by State Library of Queensland (in this field) for thier ALG directory listing. |
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Short Name |
A very short name that can be used for display purposes, which is recognisable to a member of your library or cultural institution. May be displayed in Trove. Read more about short names here Limited to 20 characters. |
State Lib QLD |
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Click on the box that appropriately describes the type of your library or cultural institution To update click on the button |
All school libraries have the Library Type of: School (K-12) |
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Provide your street address and if you have a map on the internet showing your location, insert the full URL of your location map. Consider using services such as the Wheris Street Atlas, if you do not have a map on your own website. Also provide the street address in the relevant fields. |
http://www.slq.qld.gov.au/about/visit |
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If your address is same as the street address provided, select the box next to it. Alternatively you can provide a separate mailing address. Contact ALG Administration to add another country to this list. |
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| Telephone, facsimile, email and DX numbers: | ||
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General Telephone numbers |
Provide a general contact telephone number . Please include the area code for dialling in the form |
02 6123 4567 |
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Mobile telephone number |
If you would like to provide a mobile telephone number, enter it into this field. |
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Toll-free telephone number |
If your organisation has a toll-free number you can provide it. |
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Telephone typewriter number (TTY) |
If your organisation has a TTY number, you could provide it |
008 026 372 |
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General Facsimile number |
Provide a facsimile number and please include the area code for dialling in the form |
02 6123 4567 |
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General email address |
Provide the general email address for your organisation. Please do not enter a URL to your reference service here. This can be entered on the 'Online Services' page. |
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Document exchange (DX) number |
Provide a DX number if applicable |
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Australian Business Number |
If you wish to provide the ABN No. |
28346858075 |
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Further contact details |
Provide additional contact details for the organisation
To update, click on the button |
General email address of the organisation OR Email address of the manager |
The 'Related organisations' update form is used to show the relationships between your library or cultural institution and other libraries and organisations. Libraries and cultural institutions often have relationships with other libraries and cultural institutions. Some of these relationships are set up the ALG Directory Administration team when you request an ALG entry. Others can be set up and maintained using this form.
Definitions :
Parent Organisation - May be a main library or cultural institution or may be a non-library organisation, or the names of the organisations by which your library or cultural institution is jointly administered.
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Terms |
Explanation of the term |
Example |
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A library or cultural institution may be a part of another organisation which may or may not be a library or cultural institution- Parent Organisation. These are set up by the ALG Directory Administration team when a request is made to an ALG entry. Institutions which have the same parent organisation as yours will automatically be listed under Branch/Related libraries in your entry. To change/add an administrative relationship you will need to Contact ALG Administration |
Parent Organisation: Riverina Institute of TAFE Branch/ related libraries: Griffith Campus Library ; Tumut Campus Library |
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Many libraries and cultural institutions are members of professional consortia, networks and associations. This section of the form allows you to specify which professional associations, networks or consortia you belong to. To add a membership, select an organisation in the left hand box and click on the button to add it to the right hand box. To remove a membership, select an organisation in the right hand box and click on the button When the right hand box displays the correct organisations, click on the button at the bottom of the form to save the changes. Click on the button to clear any changes you may have made. If you need to add another organisation to the list provided, please Contact ALG Administration |
Your memberships : AGLIN ALIES ANDS |
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You may also use this form to include a link to your institution's friends organisation Provide the URL of your institution’s “friends” organisation if they have a web presence |
http://www.bodley.ox.ac.uk/friends |
When you're finished click on the button to update.
The 'Collection details' update form gathers information about how users can use and access your collections. These details can be especially useful for users preparing to visit your library or cultural institution as for those who wish to access your catalogue remotely.
When you're finished click on the button to update.
4. SUBJECT COLLECTING INFORMATION
This form allows Australian libraries and cultural institutions to:
The 'Advanced search' option allows users to search comments assigned to each of the ALG subjects by an ALG member. There are 24 broad subjects which are then sub-divided into approximately 250 subjects. Libraries or cultural institutions interested in using a third layer of specific subjects to describe their collection should Contact ALG Administration with details.
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Terms |
Explanation of the term |
Example |
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Users of the Gateway may 'Search collections by subject' when ALG members have done a collection assessment. Appropriately the Library collection level will change in the next drop down menu. |
Agriculture |
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Users of the Gateway may 'Search collections by subject' when libraries have done a collection assessment and assign subject collecting levels to their ALG entries. Depending on the selection made in ‘Select a subject’, you can define the subject one level further. To add or modify a collecting level (please read the definitions for the ALG collecting levels, first) To define your library's collecting level choose from the drop down list that includes: No details provided; Nothing in this category; Minimal; Basic; Advanced Basic; Study - Basic; Study - Intermediate; Study - Advanced and Research. This collecting level will then display next to the selected subject. |
Horticulture and Gardening [Basic] |
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You can provide supplementary comments about your collection for each subject in the space provided. These will be searchable through the ‘Advanced Search’ option. |
A United Nations depository library. |
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Provide details to highlight additional information about your collection, (limit of 500 characters). These will be searchable through the ‘Advanced search’ option. |
Strong collections which only make up a portion of a subject; chronological or geographic strengths; specialised collections; holdings of unique materials; or relative strengths in Australiana. Or You could use this field to indicate geographic or chronological exclusions from the collection, or gaps in acquisitions over a particular period by the Library. |
When you're finished click on the button to update.
ALG includes useful resources for librarians and information professionals preparing a collection development policy as well as a place for you to include details of your digitisation projects. 'Online services' update form gathers information for users about your remote as well as local online facilities and services (if applicable). Links to online editions of policy documents can be provided.
Update Tip
- <Control> C Allows you to copy a highlighted piece of text within the windows environment.
<Control> V allows you to paste the text you have just copied - this means you can copy an URL from your Web browser and paste easily into this update form without worrying about re-typing errors.
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Terms |
Explanation of the term |
Example |
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Online image collection |
If you have an online image collection, please provide the URL for it. |
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| Policy documents | ||
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Annual Reports |
If you provide details of Annual reports online, provide the link for it. |
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Digitisation policy |
If you provide details of any digitisation policy, please provide the URL link to it. |
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Digitisation projects |
If you provide details of any digitisation projects, please provide the URL link to it. |
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ILL/Document supply policy |
If you participate in the ILL or Document supply and the details are available online, you could provide a URL link to it. |
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URL of Preservation policy |
If you provide details about your preservation policy online, you can provide an URL for it. |
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URL of Strategic Plan |
If you provide details of the Strategic plan online, provide the link for it. |
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| Online services provided | ||
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URL of your online exhibitions |
Provide a URL of the web page that details online exhibitions or displays that you would wish to promote. |
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URL of reference enquiry services |
If you provide an online reference enquiry service, provide the URL link to it. |
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You can also use this form to indicate your contribution to and/or involvement with other online directory services - the national Interlibrary Resource Sharing (ILRS) Directory, Trove, Australian National Data Service (ANDS), Directory of Z39.50 Targets in Australia, the Australian National Bibliographic Database (ANBD) (via the Libraries Australia service - including the percentage of your holdings (maximum value of 100%) and/or number of bibliographic records on the NBD), or the Australian Bureau of Statistic (ABS) Library Extension Program(LEP). |
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When you're finished click on the button to update.
6. Z39.50 ACCESS
The Z39.50 access update form gathers details required to log in to your online catalogue. It is useful for library and cultural institution visitors to be able to check the availability of collection items prior to visiting.
7. CONTACT DETAILS FOR ALG UPDATING
These details are recorded for administrative purposes only (ie for when ALG Administration needs to contact you) and is particularly important for large institutions. Your personal details will not be displayed to the public on the Gateway and we really appreciate you keeping this information up-to-date, especially when there are staff changes. Please help us to help you!
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Terms |
Explanation of the term |
Example |
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Provide the family name of the person to be contacted for ALG administrative purposes, if needed |
Smith |
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Provide the given name of the person to be contacted for ALG administrative purposes, if needed |
John |
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Provide the title of the person to be contacted for ALG administrative purposes, if needed |
Librarian |
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Provide the email address of the person to be contacted for ALG administrative purposes, if needed. It may or may not be the email address of the librarian in charge |
John.smith@abcde.gov.au |
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Provide ALG administration team with the phone number of a contact person. Please remember to include the area code for dialling |
02 6123 4567 |
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This can include details which would be helpful for ALG administration. You can record other useful information as required. Click on the button to update. |
Name/Contact details responsible for a particular update form or Contact person available for contact on Mondays and Tuesdays only. |
8. CHANGE PASSWORD
For security, you may want to change your ALG password. These will be displayed as asterisk (*) and hence would be asked to re-enter the new password to avoid mistyping.
Update Tip
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Terms |
Explanation of the term |
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Enter a new password for your organisation |
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Re enter your password Click on the button and you will receive a message "Your password has been changed". Only if you have made a mistake in re-entering your password will you be asked to enter the fields again. |
Last modified: June 21 2021.
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