Lecture 4a: Basic Functions/Activities/ Procedures


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

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  • Lecture 4a: Basic Functions/Activities/ Procedures

    1. 1. Lecture 4a: Basic Functions/Activities/Procedures I Development and Management of Collections
    2. 2. Basic Functions/Activities/ Procedures I <ul><li>Objective: To identify and define the basic functions of ACQ services and describe generally how they are carried out </li></ul><ul><li>Coverage: </li></ul><ul><li>Receiving Order Requests </li></ul><ul><li>Searching Order Requests </li></ul><ul><li>Verifying Order Requests </li></ul><ul><li>Selecting Vendors/Routing Orders </li></ul><ul><li>Preparing and Dispatching Orders </li></ul><ul><li>Encumbering Funds </li></ul>
    3. 3. Receive requests Verification Select method of supply e.g. Order plans Select sources of supply i.e. Vendors vs Others Create & send PO Update records, i.e. Finance, order records Receive materials Check materials, i.e. Invoices, Physical condition, Claims & returns Update records Process Payments Accessioning To cataloguing section
    4. 4. 1. Receiving Order Requests <ul><li>Who can submit an order request? </li></ul><ul><ul><li>Acquisitions staff </li></ul></ul><ul><ul><li>Library staff </li></ul></ul><ul><ul><li>Staff in organisation </li></ul></ul><ul><li>How are requests submitted? </li></ul><ul><ul><li>Order/request forms </li></ul></ul><ul><ul><ul><li>Electronic </li></ul></ul></ul><ul><ul><ul><li>Print </li></ul></ul></ul><ul><ul><li>On approval </li></ul></ul><ul><ul><ul><li>In library </li></ul></ul></ul><ul><ul><ul><li>In bookstore </li></ul></ul></ul>
    5. 5. 2. Searching Order Requests <ul><li>Always check against the library catalogue </li></ul><ul><ul><li>Currently in collection? </li></ul></ul><ul><ul><li>Duplicates? Replacement? Addition? </li></ul></ul><ul><li>Making the right decision </li></ul><ul><ul><li>About limited resources </li></ul></ul><ul><ul><li>That the title is really needed </li></ul></ul><ul><ul><li>That unnecessary & wasteful duplication is avoided </li></ul></ul><ul><li>Saving time & resources, especially for similar titles in the future </li></ul>
    6. 6. 3. Verifying Order Requests <ul><li>Verifying the correctness & completeness of bibliographic information </li></ul><ul><ul><li>Existence of a title </li></ul></ul><ul><ul><li>Current availability </li></ul></ul><ul><ul><li>Cost of title </li></ul></ul><ul><li>Verification tools: </li></ul><ul><ul><li>Bibliographic utilities </li></ul></ul><ul><ul><li>Publisher catalogues/websites </li></ul></ul><ul><ul><li>Library reviews </li></ul></ul><ul><ul><li>BIP/GBIP </li></ul></ul><ul><ul><li>ULRICH </li></ul></ul><ul><ul><li>etc. </li></ul></ul>
    7. 7. 4. Selecting Vendors/Routing Orders <ul><li>Quotations needed </li></ul><ul><ul><li>Private organisation’s policy for acquisitions </li></ul></ul><ul><ul><ul><li>3 quotes </li></ul></ul></ul><ul><li>No quotations </li></ul><ul><ul><li>Government bodies </li></ul></ul><ul><ul><ul><li>According to the instruction manuals </li></ul></ul></ul><ul><ul><ul><li>Waiver of competition </li></ul></ul></ul><ul><ul><li>Prices based on list price, but charges may vary based on discounts given </li></ul></ul><ul><ul><li>Services provided </li></ul></ul>
    8. 8. 5. Preparing and Dispatching Orders <ul><li>Essential information </li></ul><ul><ul><li>Bibliographic Details </li></ul></ul><ul><ul><li>Order Details </li></ul></ul><ul><ul><li>Vendor Details </li></ul></ul><ul><ul><li>Currency Details </li></ul></ul><ul><ul><li>Other Details </li></ul></ul><ul><li>The Purchase Order </li></ul><ul><li>Order Transmission </li></ul>
    9. 9. Essential information: Bibliographic Details <ul><li>Author </li></ul><ul><li>Title (Compulsory) </li></ul><ul><li>Date </li></ul><ul><li>Publisher </li></ul><ul><li>Edition, Price (latest) & ISBN </li></ul><ul><li>Series, volume no. </li></ul><ul><li>Etc. </li></ul>
    10. 10. Essential information: Order Details <ul><li>Order number </li></ul><ul><ul><li>Specific order status </li></ul></ul><ul><li>PO number </li></ul><ul><ul><li>Entire order status </li></ul></ul><ul><li>Number of copies required </li></ul><ul><li>Date ordered </li></ul><ul><li>Expiration date of order </li></ul><ul><li>Special instructions </li></ul>
    11. 11. Essential information: Vendor Details <ul><li>Abbreviation/acronym/name </li></ul><ul><li>Address </li></ul><ul><li>Contact person, telephone, fax, email, mobile </li></ul><ul><li>Currency used </li></ul><ul><li>Services needed </li></ul><ul><ul><li>Physical processing </li></ul></ul><ul><li>Requests for reports, statistics </li></ul>
    12. 12. Essential information: Currency Details <ul><li>Exchange rates </li></ul><ul><li>Library rate </li></ul><ul><ul><li>Fixed </li></ul></ul><ul><ul><li>Determined by NLB, universities & polytechnic libraries </li></ul></ul><ul><ul><li>More than existing exchange rates </li></ul></ul><ul><ul><ul><li>More expensive for libraries </li></ul></ul></ul><ul><ul><ul><li>Better for suppliers/vendors </li></ul></ul></ul>
    13. 13. Essential information: Other Details <ul><li>These details are required by libraries for administrative/record purpose </li></ul><ul><ul><li>Record number </li></ul></ul><ul><ul><li>Duplicate or new order? </li></ul></ul><ul><ul><li>Funds account </li></ul></ul><ul><ul><li>Details of requesters </li></ul></ul><ul><ul><li>Routing instructions </li></ul></ul><ul><ul><li>Reservation information </li></ul></ul><ul><ul><li>Location of receiving library </li></ul></ul>
    14. 14. The Purchase Order <ul><li>Official order form from library to vendor </li></ul><ul><li>Used for faster & more accurate order fulfillment </li></ul><ul><li>Importance to libraries? </li></ul><ul><ul><li>Record of approving authority </li></ul></ul><ul><ul><li>For auditing purpose </li></ul></ul><ul><ul><li>A legal binding contract </li></ul></ul><ul><li>Importance to vendor? </li></ul><ul><ul><li>Confirmation of order </li></ul></ul><ul><ul><li>Record of order </li></ul></ul><ul><ul><ul><li>For tracing & checking </li></ul></ul></ul><ul><ul><li>A legal binding contract </li></ul></ul>
    15. 15. Information on a PO <ul><li>PO number </li></ul><ul><li>Vendor details </li></ul><ul><li>Bibliographic details </li></ul><ul><li>Order details </li></ul><ul><li>Cost details </li></ul><ul><li>Delivery details </li></ul>
    16. 16. Example of an order slip Author: Req: Coll.:R/L/RS Title: Req Dept: ISBN: Date: Imprint: Ed: No of copies: Vendor code: Unit price: Receipt no of copies: PO date: Receipt date: PO no: Receipt price: Inv no: Fund/vote: _______________________________________________ Branch distribution: Approved by: _________ Processed by: _____________
    17. 17. Order Transmission <ul><li>By Post </li></ul><ul><li>By Hand </li></ul><ul><li>By Courier </li></ul><ul><li>By Electronic Means </li></ul><ul><ul><li>Via phone/fax </li></ul></ul><ul><ul><li>Via computers </li></ul></ul>
    18. 18. 6. Encumbering Funds <ul><li>Decide what fund to charge the purchase to </li></ul><ul><li>If more than 1 fund is used, decide on the distribution of the cost of purchase </li></ul><ul><li>The cost will be encumbered against each fund accordingly </li></ul>