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

1. Lecture 4b: Basic Functions/Activities/Procedures II Development and Management of Collections

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

5. The Receipt Process Arrival of boxes, packages, parcels, envelopes Unpacking & matching against DO, packing list for correctness, qty & condition okay? sign DO Retrieve order records Checking & ticking against Invoice & PO Arrangement by vendors, cartons, POs, subjects, dates onto trolleys, shelves, tables Problem solving with Vendors incomplete/incorrect shipment, title, billing, duplicates

7. The Checking Process Check physical condition Tick & record in order slips for qty received, “ filled” Move order slips to fulfilled boxes & change status Record date & qty received Claims & returns qty not received, faulty Tally invoices against DO & PO Check with vendors wrong billing

9. Financial Record Update Actual amount spent Un-commit funds? exchange rate differences discounts, price changes Monthly balance statements Annual reconciliation of records Filing The Updating Process Order Record Update Catalogue record update Qty received & pending Revise order information price & qty

10. The Payment Process Confirm invoices against DO & PO Approve invoices for payments adjustments, returns? credit from vendors? Forward approved invoices to Finance for cheques/vouchers

12. The Accessioning Process Running numbers assigned to individual copies of titles manual record of title, author & imprint automated record -- barcodes Capture date accessioned Property marking

14. Physical Processing Send materials for circulation, shelving -- all titles Cataloguing of new titles & Print & attach labels Spine strengthening Jacketing Security Devices Special processing flags (rush orders)

19. Cancellations Attach copy of original order to cancellation notice Ensure exact match between cancelled & ordered titles (esp. those in vendor’s record) Update order information & reflect reasons for cancellation in system

24. The Serials Workflow Check details of price & bibliography Check financial records Determine method of supply Vendor/Agent Directly Send subscription order Prepare serials record Update finance & order records Receive mails

25. The Serials Workflow Check-in Processing Gather issues for binding Prepare binding notice/ slips Update records Send to bindery New? Renewal? Missing? Claims Routing Display Cancel?