Your SlideShare is downloading. ×
0
Lecture 3a: Basic Records and Files
Lecture 3a: Basic Records and Files
Lecture 3a: Basic Records and Files
Lecture 3a: Basic Records and Files
Lecture 3a: Basic Records and Files
Lecture 3a: Basic Records and Files
Lecture 3a: Basic Records and Files
Lecture 3a: Basic Records and Files
Lecture 3a: Basic Records and Files
Lecture 3a: Basic Records and Files
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

Lecture 3a: Basic Records and Files

709

Published on

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

Published in: Technology, Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
709
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
27
Comments
0
Likes
0
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide

Transcript

  • 1. Lecture 3a: Basic Records and Files Development and Management of Collections
  • 2. Basic Records and Files <ul><li>Objective: To be able to identify, define, and describe the various records and files essential to ACQ work </li></ul><ul><li>Coverage: </li></ul><ul><li>Vendor Records/Vendor File </li></ul><ul><li>Order Requests/Order File </li></ul><ul><li>Purchase Orders/Purchase Order File </li></ul><ul><li>Financial Records/Fund Accounting File </li></ul><ul><li>Correspondences/Correspondence File </li></ul><ul><li>Serials/Standing Order Check-in Records </li></ul><ul><li>Volume Holdings </li></ul><ul><li>Invoices </li></ul>
  • 3. 1. Vendor Records/Vendor File <ul><li>Functions/Purposes </li></ul><ul><ul><li>Record of approved vendors that can be used </li></ul></ul><ul><li>Content/Format </li></ul><ul><ul><li>Vendor name </li></ul></ul><ul><ul><li>Contact information </li></ul></ul><ul><ul><ul><li>Customer service </li></ul></ul></ul><ul><ul><ul><li>Orders and claims </li></ul></ul></ul><ul><ul><ul><li>Invoicing and payment </li></ul></ul></ul><ul><ul><li>Terms and conditions of supplies </li></ul></ul><ul><ul><ul><li>Discounts </li></ul></ul></ul><ul><ul><ul><li>Claim schedule </li></ul></ul></ul><ul><ul><ul><li>Currency </li></ul></ul></ul><ul><ul><li>Special services </li></ul></ul>
  • 4. 2. Order Requests/Order File <ul><li>Functions/Purposes </li></ul><ul><ul><li>Record of requests to purchase </li></ul></ul><ul><li>Content/Format </li></ul><ul><ul><li>Requestor </li></ul></ul><ul><ul><li>Bibliographic details </li></ul></ul><ul><ul><li>Reason for request </li></ul></ul><ul><ul><li>Fund codes </li></ul></ul><ul><ul><li>Sources of information/supply </li></ul></ul><ul><ul><li>Approval of request </li></ul></ul>
  • 5. 3. Purchase Orders/Purchase Order File <ul><li>Functions/Purposes </li></ul><ul><ul><li>Record of orders placed </li></ul></ul><ul><li>Content/Format </li></ul><ul><ul><li>Vendor </li></ul></ul><ul><ul><li>Bibliographic details </li></ul></ul><ul><ul><li>Quantity and price </li></ul></ul><ul><ul><li>Delivery and special instructions </li></ul></ul>
  • 6. 4. Financial Records/Fund Accounting File <ul><li>Functions/Purposes </li></ul><ul><ul><li>Funds available </li></ul></ul><ul><ul><li>Record of fund transactions </li></ul></ul><ul><li>Content/Format </li></ul><ul><ul><li>Fund structure and allocation </li></ul></ul><ul><ul><li>Types of transactions (encumbrances, disencumbrances, expenditure, credit, etc.) </li></ul></ul><ul><ul><li>Audit trail </li></ul></ul><ul><ul><li>Currencies </li></ul></ul>
  • 7. 5. Correspondences/ Correspondence File <ul><li>Functions/Purposes </li></ul><ul><ul><li>Record of correspondences with vendors on titles of interests and/or orders </li></ul></ul><ul><li>Content/Format </li></ul><ul><ul><li>Letters, faxes and/or emails </li></ul></ul>
  • 8. 6. Serials/Standing Order Check-in Records <ul><li>Functions/Purposes </li></ul><ul><ul><li>Record of serial subscriptions and standing orders </li></ul></ul><ul><ul><li>Record of issues received </li></ul></ul><ul><li>Content/Format </li></ul><ul><ul><li>Subscriptions/standing orders </li></ul></ul><ul><ul><ul><li>Similar to Purchase orders </li></ul></ul></ul><ul><ul><ul><li>Subscription period </li></ul></ul></ul><ul><ul><li>Check-in records </li></ul></ul><ul><ul><ul><li>Frequency and prediction of issues </li></ul></ul></ul><ul><ul><ul><li>Date of receipt, details of issue received </li></ul></ul></ul>
  • 9. 7. Volume Holdings <ul><li>Functions/Purposes </li></ul><ul><ul><li>Record of items received </li></ul></ul><ul><li>Content/Format </li></ul><ul><ul><li>Receipt information </li></ul></ul><ul><ul><li>Accession no. </li></ul></ul><ul><ul><li>Specific information on items received </li></ul></ul>
  • 10. 8. Invoices <ul><li>Functions/Purposes </li></ul><ul><ul><li>Record of payments made </li></ul></ul><ul><li>Content/Format </li></ul><ul><ul><li>Vendor and invoice no. </li></ul></ul><ul><ul><li>Details of items paid for </li></ul></ul><ul><ul><li>Unit price, quantity and total price </li></ul></ul><ul><ul><li>Discounts and GST </li></ul></ul><ul><ul><li>Credit memo – reason for credit </li></ul></ul>

×