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Procurement and management of periodical resources

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Collection of Periodicals is very important for any academic library. Management of periodicals in academic libraries is one of the complex processes. Library professionals are facing so many issues with periodicals like space, staff, finance, subscription of related subject, circulation etc.

Kerala Library Association-Kottayam Region and Mahatma Gandhi University Library are jointly organising a talk and interactive session on Management of Print and E-journals in Academic Libraries at the Seminar Hall of Mahatma Gandhi University Library at 10:30 AM on 27 June 2018.

The following topics covered in the session:

Issues in the print and e-journals acquisition
Financial management
Selection tools for periodicals
How to deal with suppliers and agents
Recording system for periodicals
Archival of back volumes
Furniture and equipment for periodical section
Preparation of current periodicals list
Document delivery services from periodical section

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Procurement and management of periodical resources

  1. 1. Procurement and Management of Periodical Resources Unnikrishnan S Deputy Librarian Mahatma Gandhi University Library 27 June 2018 Kerala Library Association-Kottayam Region and Mahatma Gandhi University Library
  2. 2. 1. Why a Class on Periodicals Management? ● Book is a single entity whereas periodicals are continuous publications in different periods of frequencies. ● Different types of periodicals, in different formats. ● Periodicity of publication of all periodicals is not similar. They vary from daily to Annual. ● Advance payment is required.
  3. 3. Why a Class on Periodicals Management? ... ● Approval of the journals and databases to be subscribed by the Book Purchase Committe (BPC). ● Payments in foreign currency also, which is a complicated procedure. ● Risk factors in periodicals subscription. ● For accounting purposes, the Advance amount received has to be regularised with necessary documents. ● No Library automation software is fully fit to control all the work of Periodicals subscription
  4. 4. 2. Resources covered under periodicals publication 1. Newspapers 2. Popular magazines 3. Print journals (Including print + online) 4. Electronic Journals – No individual journal purchase but in packages 5. Databases - ● Bibliographic Databases with partial full text availability ● Full-text databases ● Theses databases ● Legal databases ● Statistical databases 6. OJAs
  5. 5. 3. Selection of Journals/Databases and its approval (procedure followed in MGU) 3.1 Getting recommendation 3.2 Consolidation 3.3 Book Purchase Committee 3.3.1 Getting approval from BPC 3.3.2 Allocating Funds 4. Proposal for getting the fund released
  6. 6. 5. Mode of Purchase: 1. Direct Subscription: Journals and Databases 2. Through Agents (Indirect Purchase): Newspapers and Popular Magazines 5.1 Merits and Demerits of both modes.
  7. 7. 6. Subscription 6.1 Important points to be remembered while processing the invoice. ● Make sure before payment, that the journals for which payments are going to be done are covered under the BPC approved copy. ● If rates are given for P; P+O; O versions separately make sure which version to subscribe. ● Prepare the bank forms for payment with utmost care as mistake it it may make unnecessary problems.
  8. 8. 6. Subscription… ● If rates are given in different currency for example USD and GBP, better to opt for the more economical ● Insist for exchange in Bank rate ● Individual journals are not purchased alone, but only as Full Text Databases.
  9. 9. 6.2 Selection of Currency for payment 6.2.1 Documents required for Payments in foreign currency. a. For payments up to USD 500.00: Application + Declaration cum undertaking (Form 2). b. For payments above USD 500.00: Declaration cum undertaking + A2 Form + a copy of the proforma Invoice
  10. 10. 6.2.1.1 Mode of payment: The payments can be done either taking FDD or wire transfer
  11. 11. 6.2.2 Documents required for Payments in Indian currency. Pay-in-slip duly filled in and signed by the University Librarian or concerned person operating the Bank Account 6.2.2.1 Mode of payment: The payments can be done either taking Draft or NEFT/RTGS
  12. 12. 6.3 Monitoring the receipt of our payment at the publishers’ end Both Indian and Foreign Drafts are sent through Registered Post. So the same can be tracked through India Posts. Publishers can be contacted through email also. Getting a formal receipt of payment from the publishers’ side is advisable as it is mandatory for regularisation work. Balance amount of Advance if any, is refunded to the University by debiting the amount to University Current account
  13. 13. 6.4 Monitoring and recording the Journals/ Databases received from the publisher. Print Journals Continuous and careful monitoring and recording of the loose issues of journals sent by the publisher is very essential, so as to ensure the receipt of all issues of journals subscribed. Recording of the receipt of journals is still done in Kardex. Missing issues: Reminders are sent periodically. Online Journals/ Databases
  14. 14. 7. Regularisation of the Advance Payment Regularisation of the provisional payment drawn is done with the support of the following documents ● Reconciliation Statement ● Copy of the U O sanctioning the advance payment ● SBT pay-in-slip counterfoil to show refund of unspent balance amount of provisional advance to MGU Fund. ● Party advice received (Statement) from SBT (Kottayam Main Branch) showing details of DD taken in foreign currency
  15. 15. 7. Regularisation of the Advance Payment... ● Journal-wise statement of subscription to journals made in foreign currency ● Journal-wise statement of subscription to Journals made in Indian Currency ● Invoice and Receipts/Certificates of foreign journals (Payment made in foreign currency ● Invoice and Receipts/Certificates of journals to which payment is made in Indian currency
  16. 16. 8. Arrangement of Loose issues of journals
  17. 17. 9. Journal Archives Publication: The holdings list of journals available with our library is published as “Journal Archives”. The latest one covers journals from 1990-2014 The soft copy of the same is available in the Library’s website www.library.mgu.ac.in. The major aim of this publication is providing Document Delivery Service.
  18. 18. 10. Arrangement of soft copy files.
  19. 19. 11. Important Registers maintained at the Periodicals Section ● Newspaper Register ● Popular Magazines Register ● Journals (P; P+O; Electronic Journals) ● Accounts Register ● Outward Register
  20. 20. 12. Important Files maintained at the Section ● Subscription/Payment towards Newspapers and Popular Magazines ● Getting Advance payment and repayment of accrued interest ● Subscription to Databases ● Subscription to Foreign Journals ● Subscription to Indian Journals ● Missing/Reminders ● Regularisation ● Book Purchase Committee ● Getting Recommendation from HoDs ● Inward File
  21. 21. 13. Services All services based on Journals are provided from this section. In addition to this Document Delivery Service is also provided on request. ● Assistance to users to get the right article at the right time either as soft or hard copy. ● Assistance to Research Scholars in literature search on demand. ● Assistance in preparing list of journals published in a subjects. ● Assistance to colleges to build up journals collection.
  22. 22. 13.1 Extension Services: Section has created two databases so as to help the users in locating and collecting literature. Journal Article Index: It is a database of articles published in those journals subscribed in the library but which does not have any access through Internet. Kerala Studies: It includes different types of information sources such as books, parts of books, Ph.D theses, journal articles, reports, working papers, government orders and all other documents related to Kerala but having some academic value.
  23. 23. Thank You.. Feel free to ask questions..

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