The document discusses the acquisitions process in libraries. It involves acquiring materials after they have been selected, typically through purchases, gifts, or exchanges. The acquisitions process includes request processing, bibliographic verification, ordering, and receiving ordered items. It aims to quickly acquire materials while maintaining accuracy. The document outlines the various methods used in acquisitions like firm orders, standing orders, approval plans, and blanket orders. It also discusses selecting dealers and suppliers, common acquisition records, and challenges in the field.

1. Acquisitions
From assigned topic: Selection and
Acquisitions of Multimedia Sources of
Information
Presenter:
Michelle Ann Manalo

2. Acquisitions
It is the process of acquiring materials for the library
collection after they were selected. It is accomplished either
through purchases, gifts, or exchange programs. Its primary
concern is the ordering, claiming, and receipt of materials for
the library . (UP LLE review notes, 2015)
The process of securing materials for the library collection,
whether by purchase, as gifts, or through exchange programs
(Evans, 2000).

3. Acquisitions
Librarian
skills needed: knowledge of the book
and other media; knowledge of the
publishing trade; familiar with the basic
cataloging practices and policies;
managerial skills and business
competence
https://paarl.wikispaces.com/file/view/ACQUISITIONS+OF+LIBRARY+MATERIALS.ppt

4. Goals of the Acquisitions
Department
1. To acquire material as quickly as possible
2. To maintain a high level of accuracy in all work
procedures
3. To keep work processes simple, to achieve the
lowest possible unit cost
4. To develop close, friendly working relationships
with other library units and with vendors
https://paarl.wikispaces.com/file/view/ACQUISITIONS+OF+LIBRARY+MATERIALS.ppt

5. ACQUISITION
PROCESS

6. The acquisition process is
accomplished by three major
steps:
1. Request processing
2. Pre-ordering/bibliographic
verification
3. Ordering
(UP LLE review notes, 2015)

7. Request processing
o Receiving requests for materials
o Organizing of incoming request
o Checking for request details accuracy
(UP LLE review notes, 2015)

8. Pre-ordering/bibliographic
verification
Two elements:
oVerification - establishing the existence of a
particular item
oSearching - establishing whether the library needs
to order the item
(UP LLE review notes, 2015)

9. Some problems in bibliographic
searching includes …
oIncomplete and/or incorrect information
oVariations in spelling of author’s name
oChoice of main entry
oData supplied in the request
(UP LLE review notes, 2015)

10. Ordering
othe process of giving
instructions to dealers of library
materials to bring or supply the
selected library materials
needed for the collection
(UP LLE review notes, 2015)

11. Means of Ordering
oFirm order
oStanding order
oApproval plan
oBlanket order
(UP LLE review notes, 2015)

12. Firm order
orefers to library materials ordering of
specifically requested materials. These
include books, DVDs and videos, music
scores, and any monographic material in any
other medium.
(UP LLE review notes, 2015)

13. Standing order
Standing orders are items that come
without creating a purchase order.
Usually, these are books that are
part of a series.
(UP LLE review notes, 2015)

14. Approval plan
olibrary receives regular shipments of new
titles selected by a dealer, based on a
profile of library collection interests, with
the right to return what it decides not to
buy.
(Nardini, 2003)

15. Blanket order
oan agreement between a library
and an agent or publisher to
purchase all of a certain set of
publications
(Nardini, 2003)

16. Order placement &
receiving
oAfter selecting a vendor, a staff
member assigns an order number
and decides which fund to use for
payment
(UP LLE review notes, 2015)

17. Steps on order placement &
receiving
- vendor selection
- preparation of Purchase Order (PO)
- assigning order numbers for control and tracking
- submission of orders through mail, fax or e-mail
- order receipt and verification
- claims and follow-ups
- receipt of ordered items
- checking deliveries against Purchase Order and packing
slip/list
- checking physical condition of delivered materials
- property marking by stamping or embossing
- approving invoices for payment
https://paarl.wikispaces.com/file/view/ACQUISITIONS+OF+LIBRARY+MATERIALS.ppt

18. owrong entries/data in the invoice
owrong send of edition
oitems ordered but not received
oitems not ordered but shipped
otoo many or not enough copies sent
oImperfect copies received
Some common
problems:
(UP LLE review notes, 2015)

19. Records and Files in the
Acquisition Department
outstanding order file
standing order file
desiderata or want file
claims file
requisitions and vouchers file
invoices
letter orders/purchase orders
serials check-in file
oaccession record
odealer’s payment card
ofinancial reports
oshort reports
ostatements of account
ocredit memos
ogifts/exchanges partners file
odelivery receipts for on-approval
titles
(UP LLE review notes, 2015)

20. Methods of Acquisition

21. oPurchase and subscription
oGifts and exchanges
oDeposits
Methods of Acquisition
https://paarl.wikispaces.com/file/view/ACQUISITIONS+OF+LIBRARY+MATERIALS.ppt

22. Understanding Invoices
oAn invoice is a written record sent to the
library by the publisher or vendor about
library materials provided and the amount
charged for them.
(UP LLE review notes, 2015)

23. Abbreviations used in
invoices:
BO – back order
CWO – cash required with order
NEP or NE – new edition, pending
NOP – not our publication
NR – non-refundable (no returns allowed)
NYP – not yet published
OC – order cancelled
OP – out of print
OPP – out of print at present
OS – out of stock
OSC – out of stock, cancelled
OSI – out of stock, indefinitely
TOP – temporarily out of print
TOS – temporarily out of stock
XR – non-refundable (UP LLE review notes, 2015)

24. Selecting dealers
and suppliers

25. Dealers and suppliers of library materials may
be classified as any of the following:
wholesalers or jobbers
retailers (local bookstores, local dealers,
book clubs, foreign vendors)
publishers
out-of-print, antiquarian, and rare book
dealers
(UP LLE review notes, 2015)

26. Basic considerations in selecting
dealers and suppliers:
oservice (representatives, contact
numbers, websites, etc.)
oquality of service
ospeed of fulfillment
odiscounts and pricing
ofinancial viability of the company
oability to work with the library’s
automation system
ospecial services available
(UP LLE review notes, 2015)

28. oDe-selection (weeding) is the removal of
items in the library active collection for the
purpose of either discarding or sending to
storage
Principles of De-selection
(UP LLE review notes, 2015)

29. Materials in the library are de-selected in
consideration of the following criteria:
oappearance and general condition
osuspended editions
oduplication of titles
oinappropriateness, obsolescence, or incorrectness of
information sources
oobsolescence of technology
odilapidation
osub-standard materials
(UP LLE review notes, 2015)

30. Evaluating the library collection

31. Evaluation methods and techniques
Collection centered
ochecking lists, bibliographies, and catalogs
oseeking expert opinion
oobtaining comparative use statistics
oreviewing collection standards
Use centered
ocirculation studies
ouser opinion studies
oanalysis of inter-library loan statistics
oin-house use studies
odetermining shelf availability
osimulated use studies
odocument delivery test (UP LLE review notes, 2015)

32. Instruments for evaluating
library collections
oClapp-Jordan formula – quantitative method
oConspectus – comprehensive survey
(UP LLE review notes, 2015)

33. Cooperative collection development
and resource sharing
oA mechanism which provides for two or more libraries
enter an agreement that each one will have certain areas
of “primary collecting responsibility” and the exchange of
such materials with one another with no charges
oCoordinated acquisitions whereby two or more libraries
agree to buy certain materials, and/or share the associated
costs and one or more members houses the material
oJoint acquisitions whereby the members place a joint
order for a product or service and each member receives
the product service
https://paarl.wikispaces.com/file/view/ACQUISITIONS+OF+LIBRARY+MATERIALS.ppt

34. Benefits of Cooperative collection
development
oIncreased potential for improving access
oGreater possibility of stretching limited
resources
oSharing that can result to greater staff
oCooperative efforts create improvements
in the working relationships among
cooperative libraries
https://paarl.wikispaces.com/file/view/ACQUISITIONS+OF+LIBRARY+MATERIALS.ppt

36. "The booksellers
want us to buy
what they have in
their stock and at
times older editions
at new prices"
There is a need
to explore the
basic issues in
the acquisition
of books
through
purchase in the
emerging
paradigm
Issues of Book Acquisition in
University Libraries: A Case Study of
Pakistan

38. Recommendations
certain practical and
realistic steps be taken by
the government to
promote local
book production
as well as to improve
the import
procedure for a
smooth flow of acquisitions
This money must not be
spent in simply buying what
is available in the local
market but what is
needed.
Chief or acquisition librarians
should be trusted to
devise a strategy for buying
books online.

39. References:
Acquisition of library materials. (2014). Retrieved June 20, 2016
fromhttps://paarl.wikispaces.com/file/view/ACQUISITIONS+OF+LIBRARY+MATER
IALS.ppt
Ameen, K. (2008). Issues of book acquisition in university libraries: a cases study
of Pakistan. Retrieved June 23, 2016 from
http://www.webpages.uidaho.edu/~mbolin/ameen.htm
Johnson, P. (2014). Fundamentals of collection development and management, 3rd ed.
Chicago: ALA.
Nardini, R. F. (2003). Approval plans, 133-137.
UP LLE review notes, 2015.

40. THANKS!