Acquiring Materials Chapter 13
Acquisition process Research item information Select source Order See figure 13.1 pg. 226
Distribution systems Best source Intermediaries between publisher and buyer –Wholesalers –Distributors –Jobbers Library media specialist can “shop around”
Acquisition Policies Single Source Policy: One jobber or vendor for most materials (e.g. Howard Co. Schools) Open–ended Policy: Choose anyone (usually multiple vendors) that meets the collection development policy (e.g. AACPS) ????? Private schools
Typical Sources used by AACPS Jobbers: Follett, Mackin, Baker & Taylor Publishers – including ‘Recommended Sources list Sales Reps for multiple publishers (Pettis, D. Taylor, Demos) Book stores, conferences, Amazon. Com, etc. & some previews Equipment/supplies: Office Depot contract, Highsmith, Demco, bid list (Minerva), retail, Internet
Jobbers See advantages/disadvantages on pg. 228 Selection –Offer discount? –Backorder/return handling –Service representative? –Efficient order filling? –Superior selection tools (e.g. user friendly web site with multiple review sources)
Guidelines for software See list on pg Not as applicable to AACPS in the past 5 years or more. Software goes through the computer test bed. Must be Oked for county-wide use on AACPS computers.
Preorder process Check current holdings Verify correct author, ISBN, etc. Check availability* through bibliographic tool (Books in Print, etc.), print catalogs (publisher), or online book supplier (Follett, etc.) See table 13.1 for examples by format *Almost everything is available online at a price.
Orders Firm order – specific titles ordered Standing order – annual publications and irregular updated versions Approval plan (preview)– item sent by vendor for approval or returned Blanket order (combination of firm and preview) – send all Newberry Award winners
Receiving Check title against packing list and order Check for any damage or missing parts Verify correct editions or copyright dates AACPS – send paperwork* including check-off list back to media accounting – vendor then paid *Keep copies for your records
Processing If disk provided by supplier: –verify each item matches electronic record –Verify each item successfully uploaded into database Stamp, sticker (label), add additional electronic cataloging info, book covers, wings and corners, plastic on paperbacks, security labels, etc.
Record Keeping Alphabetical binder Electronic tracking (i.e. Excel spreadsheet or Access Database) Track backorders, credits, returns, etc. AACPS – 3080, 3090 categories – Open orders & closed orders – 4 file folders will do it
Conclusions Acquisition activities = time consuming Organizational, math, and business skills needed Errors can be costly Good record keeping minimizes errors from The Collection Program in Schools, by Van Orden and Bishop, 3 rd edition, 2001.
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