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ACQUISITION Powered By Docstoc

• The process of selecting, ordering and
  receiving materials for library or archival
  collections by purchase, exchange or gift,
  which may include budgeting and
  negotiation with outside agencies, such as
  publishers, dealers, and vendors to obtain
  resources to meet the needs of the
  institutions in the most economical manner.
• Activities related to obtain library materials by
  purchased, exchange or gift are:

  1.   Pre-order bibliographic searching
  2.   Ordering
  3.   Receiving materials
  4.   Processing invoices
  5.   Maintenance of the necessary records related
       to acquisition.

• The process of identifying the strengths and
  weaknesses of a library materials collection
  in term of patron needs and community
  resources and attempting to correct existing
  – Requires constant examination and evaluation
    of the resources and constant study of both
    patrons needs and changes in the community to
    be served.
• Should have a statement of responsibilities that
  includes the function for which it is responsible
  and explain its relationships with other
• Each position in acquisition should be described in
  writing, defining the job so that all will know what
  to aspect from the person occupying it, and assists
  in easing communication with others working in
  other department.
• Job instruction that gives details on how a job is to
  be done goes in depth beyond the position
       Functions of Acquisition Dept.

1. Provide and maintain up-to-date order tools appropriate to
   the needs of the library, including publisher’s catalogs,
   and trade bibliographies.

2. Selecting books and library materials for purchase.

3. Maintaining lists of books and other library materials on
   order and in process in a manner that will permit all staff
   members to use them with ease.

3. Performing pre-order bibliographic searching to prevent
   unwanted duplication.
       Functions of Acquisition Dept.
5. Selecting dealers or other sources for the purchase of

6. Determining that items received correspond to items
   ordered and in appropriate condition.

7. Approving invoices for payment and forward them to the
   appropriate department for payment.

8. Placing ownership marks and accession or other marking
   on library materials as required by library procedures.
       Functions of Acquisition Dept.
9. Forwarding materials for cataloging.

10. Entering subscription orders, receiving and recording
    periodicals, etc.

11. Claiming unfilled orders.

12.Received/provide gifts and establishing exchange
   agreements, maintaining appropriate records, sending
   exchange shipments to exchange partners.
                                    Flow of Acquisition
   Received Request
   Order Verification

Bibliographic Preparation        Order preparation

                             Placement Order To Vendor

                                  Received Items

                            Processing of Received Items

                              Send invoice to Account

                             Claiming and cancellation

                            Forward Items to Cataloguing
                 Flow of Acquisition Process
          FLOW                                      TASKS
Received Request            Received order from users (Pls. refer to appendixes)

Order Verification          Check the availability through library list, library
                            holding, OPAC etc.

Bibliographic preparation   Find details of items through publisher’s catalog,
                            trade and special bibliographies, Z.39 etc.

Order Preparation           Fill in details in Order forms/cards

Placement Order To Vendor   Supply the order to the vendor
                            (The order form/card ,cover letter and agreement.)

                            Copies of the orders are file to await receipt of the
                 Flow of Acquisition Process

           FLOW                                       TASKS
Received Items                  Check items and Delivery Order /Invoice
                                Approved Delivery Order /Invoice
                                (Pls. refer appendixes.)

Processing of Received Items    Accession the items, ownership stamp
                                (Pls. refer appendixes)

Send invoice to Account Dept.   Prepare documents, sign by authority librarian ,
                                make copies and filed.

Claiming and cancellation       Claim unfilled items or make cancellation.

Forward Items to Cataloguing    Items are ready to be sent to Cataloging Dept.
            Bibliographic Preparation
Is a process of finding the details information of the items such as:

1.    Title
2.    Author/Translator
3.    Name of Publication
4.    Place of Publication
5.    Years of Publication
6.    Edition
7.    Volume
8.    Price
9.    Format
11.   Etc
       Details information in Order Form
1.    Title
2.    Author/Translator
3.    Place of Publication
4.    Name of Publication
5.    Years of Publication
6.    Edition
7.    Volume
8.    Quantity
9.    Price
10.   Account Fund
11.   Name of the person recommending the items
12.   Name of the vendor
13.   Date of ordering
14.   Signature by the Librarian/Authority Person.
         Reason for Claiming and Cancelling
     - Acquisition Dept usually is required to follow up on orders which have not been
       filled after an appropriate period.
     – The vendors may be needed to clarify certain situations regarding to the orders.
     – Claiming can be done based on certain factors such as:

         1.          Received materials without bill.
         2.          Received bill without the materials.
         3.          Incorrect title
         4.          Incorrect edition
         5.          Incorrect format
         6.          Incorrect copies
         7.          Incorrect volume
         8.          Poor condition
         9.          Incorrect price
         10.         Incorrect current exchange
         11.         Unwanted items, etc.

-   For some reason, the library may wish to cancel an order. This should be done as soon
    as possible, and telephone cancellation should be followed by a written directive.

1. The library is frequently a sending agency as well as a receiving one.

2. Books are returned to dealers because of errors, not wanted item or because of
   imperfections or mutilation.

3. Shipping room should be equip with standard equipment such as:

        1.          Rope rolls
        2.          Adhesive paper
        3.          Wrapping paper
        4.          Paper cutter
        5.          Wire cutter
        6.          Etc.
Wire Cutter   Paper Cutter
  Methods of Obtaining Library Collection

1. Purchasing
2. Gift and Exchange
3. Donation
                 Selection & Policy

• Process of deciding which materials to acquire.

• A statement of policy is needed not only because it
  publicly expresses the relationship of collection
  development to the objectives of the organization but also
  because of the need for practical guidance in justifying the
  selections made for the library.

• Selection will be better if it is backed by a policy statement
  and guidance that are based upon library objectives and the
  needs of its users.
                Selection Practices
• Few libraries have adequate funds to buy all the materials,
  librarian needs to decide which materials are to received
  the highest priority.
• Policies are developed to reduce these problems.
• Policies and programs usually include:
   1. Who has the authority to select materials
   2. Who has the responsibility for selecting materials
   3. A statement of the library goals and objectives
   4. The criteria to be used in selecting materials
   5. Review sources to be used in selecting materials
   6. Guidelines for allocation of available fund
             Selection Practices

• In academic libraries, selection usually involves
  many people.

• Selection is a cooperative venture of the library
  staff   and      faculty through    departmental

• Faculty members are the experts in their subject
  fields and can make better selection than
              Selection Practices

• On the other hand, librarian are better able to see
  the overall collection needs of the library and its

• In public libraries selection is done almost by the
  staff members usually the professional staff.
      Selection Responsibility
No    Type of         Selection Responsibility
 .    library
1. Public Library   Librarian, users

2. School and      Library Committee (Pls. refer
   academic        to next slide)
3. Special Library Librarian, users
              Library Committee
Consist of:
   1.         Director of the organization
   2.         Librarian
   3.         Treasurer
   4.         Member of the faculty (Library
              Liaison Person)
   5.         Teachers.
       Methods of Selection
1. Book Fair
2. Books On Approval – Collection of books
   are allocated in the library to be selected by
   their users.
3. Books Warehouse/Showroom
4. Catalogue Publishers (Pls. refer
5. Newspapers
6. Magazines
7. Etc.
              Aids of Selection
Divided into 2 groups:

Printed Materials       Catalogue’s Publisher, Newspaper,
                        Magazines, Brochures,
                        Advertisements etc.
                        (Pls. refer to appendixes)

Non Printed Materials   Online Catalog Publishers, Online
                        Advertisement , Online magazines
             Methods of Ordering
No      Method                              Descriptions
1.   Normal order    Orders are given to jobbers

2.   Direct order    Orders are given directly to the publishers.

3.   Standing Order Orders are given to the vendors/supplier and the libraries
                    will received successive titles in an ongoing series until
                    the standing order is cancelled or the series ends.

4.   Blanket /Open   Orders are given to the usual vendors/suppliers to provide
     Order           for example the whole output of specialist supplier.

      Jobbers is an intermediary agent such as vendor or supplier.

• Definition
  – Vendor is the wholesaler through whom library
    materials are purchased.
  – It encompasses terms such as supplier, book
    dealer, jobber, and subscription agent.
                Selecting Vendor
Keep the following factors in mind:

1.   Services – a representative, websites, etc.
2.   Quality of service – ease of handling problems.
3.   Speed of fulfillment – including accuracy.
4.   Discount/pricing
5.   Vendor’s financial viability
6.   Special services available – free or at cost
7.   Acquisition assistant – such as searching and verification.
          Why Use a Vendor?
– Vendors purchase quantities of books from various
  publishers, then sell the copies to bookstores and libraries.
  Because the buy in volumes, they receive a substantial
  discount from publishers.

– Vendors are used under normal circumstances because they
  usually give a bigger discount, provide more personal
  services, and provide extra services such as cataloguing and
         Why Use a Vendor?
– Under certain circumstances, direct orders must be placed
  with publishers. This happened when materials are
  available only through direct order or when a rush order is
  Type of Materials and Their Sources

• Books
    – Range from incunabula to the most recently published domestic and
• Serials
    – Represent important resources of libraries, particularly research libraries,
      and a great deal of acre usually taken in their selection, acquisition and
• Documents
    – Many libraries have received documents of all kinds which are not
      suitable to the purpose or needs of the users.
• Dissertations
• Newspapers
    – Subscriptions to newspapers are usually direct, but arrangement can be
      made for dealers to handle them like other serials.
  Type of Materials and Their Sources

• Maps
• AV Materials
• Photographic Materials
  – eg. Filmstrips, microprint, motion pictures,
• etc.
              Acquisition Dept.:
• In colleges and universities, budgeting by formula
  has been used, the best-known and most-used
  formulas are:

  1. Percentage of total institution expenditures
  2. Number of volumes per student enrolled
  3. Amount spent per student.
             Acquisition Dept.:
• University library prepare a budget aimed at the
  university educative goals.

• Special library prepare a budget based upon the
  company’s research goals.

• Public library prepare a budget based upon
  community and users needs (knowledge and
  information needs).
    Subscription to Non book Materials

• Different from print and media:
   – Need to use some type of equipment.
   – Less bibliographic control or access to a number of
     media formats.
   – Media format may be more expensive
   – Format often quickly change or suspended by some
     newer format.
      • Cassettes to videos to CDs to DVDs to …
   – Copyright concerns about how library may use the
   Subscription to Non book Materials

• Media formats:
  – Sound recordings (CDs; audio books)
  – Flat pictures (photographs; illustrations; posters;
    original artwork)
  – Maps (including globes)
  – Microforms
  – Kits (mixed-media packages)
  – Printed music (performance and study scores)
  – Slides
  – Video formats
               Issues in Acquisition

1. Use of materials
   – Formal or recreational?
   – Primary audience (adults, children or all ages)
   – To be circulate or in-house use?
      • If in-house, for individual or to groups?
   – Will the library be a member of a resource sharing
      • Will the item become part of the shared material?
            Issues in Acquisition

2. Content
   – Content suitable for audience?
      • Preview process doubles the order work.

3.Technical issues
   – Items received without any defect.
            Issues in Acquisition

4. Format issues
    – It the format the best one?
    – Is it the least expensive?
    – If damage occurs, can it be repaired?
    – What are the equipment requirements to use the
            Gifts and Deposits

• Libraries are not possible to purchase all
• Through gift and exchange some of these
  items may be obtained.
• Other titles are sometimes available only
  through request for free copies through an
  exchange relationship.
                         Gifts Policies

1. Should prevent the acceptance of a gift which bears little
   or no relation to the book collections of the library or the
   purpose of a library.
2. Factors which arise in the acceptance of a give include:
   –   Nature of the give collection
   –   Restrictions placed upon the gifts in its handling
   –   Effects the technical services of the library
   –   The physical accommodations
   –   The use of the materials
3. Cost of maintaining a gift is always a factor that should be
   given attention by the librarian.
             Depositories Collections

1. Government Deposits
   – National Depository Centre – established under the Deposit of
     Library Material Act 1986. Fully responsible for building of a
     National Collection of publication receive under the act and the
     Preservation of Books Act 1966.

   – Enforced since 15 April 1987 with the following objectives:
       1. Provide for the conservation and use of library material published in
       2. Create standard bibliographic record of library material published in
       3. Maintain statistical records of library materials published in Malaysia
                 Depository Collections
2. Responsibility of Publisher
   – Under Act 331, publishers are required to deposit all library
     material published in the country to the National Depository
     Centre. Section 4(1) stipulates that 5 copies of printed materials are
     required to be deposited within 1 month of its publication for
     books and 1 week for serials. Section 4(2) stipulates that 2 copies
     of non-printed materials are required to be deposited within 1 year
     of its publication.

3. Repositories
   – The materials received under the act are placed at:
       •   1 copy for preservation as part of National Collection in close stack
       •   1 copy for reference as part of the Malaysiana Collection
       •   1 copy for inter-library loan under the Document Delivery System
       •   2 copies for back-up at two external repositories as precaution
           Duplicates and Exchanges
• Duplicates
   – Most libraries purchase multiple copies of some titles, some also
     through gifts, duplicates. Duplicates copies can be a complex one,
     and its solution depends on the unusual conditions of particular
   – Decision to keep must depends on storage space, expenses because
     any of unused copies which have been cataloged and shelves may
     be uneconomical use of stack or storage space.
   – Decision to discard copies should look at demand or changes in
     collection policy and turned over the give and exchange division.
   – These duplicates becomes one of the major resources for the
     exchange programs of individual libraries.
           Duplicates and Exchanges
• Exchanges
  – Operations that specifically involves exchange division
     •   Devising methods of obtaining materials
     •   Establishing a sound basis for exchange relationships
     •   Selecting the institutions with whom exchanges are carried on
     •   Transacting exchanges with domestic and foreign agencies
     •   Information agencies of exchange available
     •   Soliciting exchanges
     •   Maintaining the statistics and records of exchanges
  – In Malaysia exchange is not been practice widely
    (because of types of libraries and responsibilities).
              Acquisition Dept.:
               Related Dept.
• Cataloging Department
  – They share records and bibliographic tools,
    transfer information to prevent duplication of
    effort; process books and other library materials
    as quickly as possible at the least possible cost.
• Circulation Department
  – In the preservation of the collection through
    binding and rebinding, and in replacing lost,
    damaged, and worn out materials.

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