Lecture 2b: Acquisition Methods


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

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  • Lecture 2b: Acquisition Methods

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