Kōtui Server Migration Information & FAQs

We are making changes to the system that Ōtorohanga District Library uses for our library catalogue, customer records and a variety of other library services. Currently your library membership details are held in data centres located in Christchurch and Auckland. From 17 May 2024, this data will be moved to data centres in Melbourne and Adelaide. Our reasons for making this change and what this change means for you can be found in the article below.

Added 3 weeks ago

OVERVIEW

This means that library services will be extremely limited for 24 hours while the data is being transitioned. While we will be open on Thursday 16 May 2024, we will be unable to provide many of our usual services, including searching our catalogue for items and all of our library apps.

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 and fast-moving world of technology services, it’s really important that our library management systems are future-proofed. It is more cost effective and secure to move our data to Melbourne/Adelaide.

HOW WILL THIS CHANGE AFFECT ME?

From 8pm on Wednesday 15 May through to 8am on Friday 17 May, access to your library account and the library’s electronic resources will be unavailable, while these changes are being made.

We will not be able to process returns during this period, but we have already extended loans so they will not fall due during this time.

From 17 May onwards, while the look and feel of some services may alter slightly, there will be no significant change in the user experience.

The main thing for you to be aware of is that from 17 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.

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 Friday 10 May. Note that while borrowing is not possible without membership, there are many in-library services that will remain available.

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 2 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 fees owing on the account, these will need to be paid before the account can be fully closed.)

WHAT WAS THE PROCESS FOR MAKING THIS DECISION?

Otorohanga District 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.

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 Ōtorohanga District 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.

THE AUSTRALIAN DATA CENTRES BEING USED ARE: