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Lecture 2b: Acquisition Methods
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Lecture 2b: Acquisition Methods


Collection Development portion of course offered in Nov-Dec 2005 at Temasek Polytechnic, Singapore

Collection Development portion of course offered in Nov-Dec 2005 at Temasek Polytechnic, Singapore

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  • 1. Lecture 2b: ACQ Methods Development and Management of Collections
  • 2. Acquisition Methods
    • Objective: To understand the basic methods libraries use to acquire informational materials
    • Coverage:
    • Firm Orders
    • Standing Orders
    • Approval Plans
    • Blanket Orders
    • Subscriptions
    • Leases
    • Gifts
    • Exchanges
  • 3. 1. Firm orders
    • One-time order
    • Can be used to purchase a monograph, a single serial issue with a distinctive title & dealing with a special topic
    • Used for replacements & back-file orders
      • Replacement orders are for
        • Missing materials that the library once owned
        • Publisher insists that claimed item has been sent & refused to send another copy free of charge
      • Back-file orders are for
        • Volumes that the library has never owned but now wants
        • To fill-in gaps in its holdings
  • 4. 1. Firm orders (cont’d)
    • Pros
      • Easy to monitor
    • Cons
      • Large volume
      • Repetitive work
        • In series titles
  • 5. 2. Standing order
    • Library makes an agreement with a publisher/supplier to supply each succeeding issue of a title (multi-volume work, periodical or annual publication, etc.) once it is published
    • Useful for distinctive series that are published or updated regularly
    • Specifications/restrictions apply
  • 6. 2. Standing order
    • Pros
      • Savings in staff time - as compared to processing firm orders
      • Speed in delivery
      • Library will get the needed publication
    • Cons
      • Duplication of efforts as these titles may also be available through firm order
      • Need close monitoring to ensure that titles are sent on time
  • 7. 3. Approval plan
    • Acquisitions staff instructs supplier to provide 1 copy of each new title in a given subject area
    • Library is then allowed a certain amount of time to examine the material & select those that it will purchase
    • Unwanted items can be returned to the supplier
    • Acquisitions staff will provide the supplier with a profile that will include all specifications & restrictions
  • 8. 3. Approval plan
    • Pros
      • Faster receipt of publications
      • Meet changing patron needs
      • Satisfy more sophisticated customers
      • Build up collections for curriculum new to the selection staff
      • Evaluation & selection of books are more accurate with books in hand
    • Cons
      • Libraries highly dependent on supplier
      • Suppliers lack of trained professionals to choose books for its customers
      • Tendency to over-select
      • Profile has to be updated regularly
  • 9. 4. Blanket order
    • An order for all titles produced by a specific producer/publsher
    • Minimal specifications/restrictions
    • Titles are not returnable
  • 10. 4. Blanket order
    • Pros
      • Minimal profiling
        • Price & level of complexity only
      • Saves time
      • Publishers are specified
      • No selection forms to process
      • Good discounts
    • Cons
      • Must accept all new titles from the publisher
      • Difficult to estimate the expenditure of materials
  • 11. 5. Subscriptions
    • Payment is for issues to be published over a certain period of time, i.e. the subscription period
    • Remain in force until it is cancelled by the library or lapsed because of non-renewal
    • Terminated if the publication ceased
    • Renewal & payment must be made in time so that the subscription is not cancelled
    • Some publishers offer incentives for longer subscription periods
  • 12. 5. Subscriptions
    • Pros
      • Materials get delivered
      • As payment is committed on a year-to-year basis, subscription can be stopped quite easily at the end of the subscription period
    • Cons
      • Need to monitor closely the renewal dates to avoid lapse in the publication
  • 13. 6. Leases
    • Attractive alternative to buying books especially for public libraries
    • Libraries lease several copies & returns once demand has lessened
    • Sometimes keeping 1 copy as the permanent collection
    • Usually for titles that are likely to be in demand but for a short period of time
  • 14. 6. Leases
    • Pros
      • Meet public demand for popular titles in a timely manner
    • Cons
      • More costly
        • Higher price per book & costs in administering the plans
  • 15. 7. Gifts
    • No payment involved
    • Correspondence is an important element
    • Solicited & unsolicited donations
    • Libraries must have a policy to guide them on the scope & conditions for acceptance
  • 16. 7. Gifts
    • Pros
      • Libraries may receive valuable items that are not for sale
    • Cons
      • Time-consuming & costly in terms of administration & staff time
      • Involve lengthy & delicate negotiation with donor
  • 17. 7. Gifts
    • Dealing with unwanted gifts
      • List the unwanted items
      • Send the list to exchange units in other libraries, 1 st -come-1 st -served
      • Arrange with an out-of-print dealer to take the items for exchange of a line of credit
      • Book sale
      • Selling to secondhand-book dealers
      • Arrange for recycling
      • Annual give-away
  • 18. 8. Exchanges
    • A method of building & maintaining a high quality collection
    • An arrangement whereby an organisation exchanges its publications for those of another organisation
    • The exchange is based on an agreed profile when these organisations sign the agreement
    • Libraries must identify a suitable partner, decide on the titles to be exchanged & balance the value of exchange
    • Item-for-item or in terms of cost of item
    • Types of exchanges
  • 19. 8. Exchanges
    • Pros
      • Obtain difficult-to-find & sometimes commercially unavailable materials
    • Cons
      • Difficult to administer especially when claiming for complimentary items not received
      • Time-consuming
        • Staff has to review the agreement on a regular basis to ensure that all parties are keeping to their side of the agreement & that the relationship is worth maintaining
      • Costly as prices of materials & shipping costs are increasing continuously
      • Involves staff time in correspondence & maintaining of records