ACQUISITION OF LIBRARY MATERIALS

ACQUISITIONS the means by which additions are made to the library (Wulfekoetter, 1961) the means by which additions are made to the library (Wulfekoetter, 1961) The process of securing materials for the library collection, whether by purchase, as gifts, or through exchange programs (Evans, 2000). The process of securing materials for the library collection, whether by purchase, as gifts, or through exchange programs (Evans, 2000). Primarily concerned with the ordering, claiming and receipt of materials for the library (Gorman, 1998). Primarily concerned with the ordering, claiming and receipt of materials for the library (Gorman, 1998). tasks include obtaining materials by purchase, gift or exchange; paying for or acknowledging receipt; and maintaining appropriate records tasks include obtaining materials by purchase, gift or exchange; paying for or acknowledging receipt; and maintaining appropriate records

Definitions (and order of operations) Selection: “systematic process of choosing materials relevant to a library or information center.” (Chapter 4) Selection: “systematic process of choosing materials relevant to a library or information center.” (Chapter 4) Acquisition: “the nuts and bolts [specific activities] of procuring items and paying the publishing companies that produce the items.” (p. 115) Acquisition: “the nuts and bolts [specific activities] of procuring items and paying the publishing companies that produce the items.” (p. 115)

To know: Difference between selection and acquisition. Difference between selection and acquisition. Things to consider when selecting an item for the collection. Things to consider when selecting an item for the collection. Typical acquisition steps. Typical acquisition steps.

Selection Resources Book Reviews Book Reviews –Problems: time delay; number of books reviewed; small press not well represented. Best Of and Recommended Lists Best Of and Recommended Lists Subject Lists/Bibliographies Subject Lists/Bibliographies Publisher Sources (catalogs) Publisher Sources (catalogs) Online Bookstores Online Bookstores Books in Print – To verify bibliographic information. Books in Print – To verify bibliographic information. Patron requests Patron requests

Acquisitions Collect Orders – online or on cards Collect Orders – online or on cards –librarians, public requests, faculty/teacher requests Verify bibliographic information. Verify bibliographic information. Choose how to place the order Choose how to place the order –Through publisher? Through jobber? At a bookstore? Urgency and cost often drive the choice. Place the order. Place the order. –Sometimes a purchase order is required.

Acquisitions, cont. Receive and verify order (“check in”). All items shipped? Status of back orders? All in good quality? Receive and verify order (“check in”). All items shipped? Status of back orders? All in good quality? Return items as necessary. Return items as necessary. Make payment. Make payment. Once received, items go through the library’s cataloging and processing procedures. Once received, items go through the library’s cataloging and processing procedures.

Defintions Jobber: A wholesaler; buys from publishers at a discount and sells to libraries and booksellers at a discount. (examples: Baker & Taylor, Midwest, Brodart) (p.116) Jobber: A wholesaler; buys from publishers at a discount and sells to libraries and booksellers at a discount. (examples: Baker & Taylor, Midwest, Brodart) (p.116) Encumbered funds - A bookkeeping term; when materials are ordered, the expected purchase price is set aside (encumbered) to ensure that funds will be available to pay for the item when it is received. Encumbered funds - A bookkeeping term; when materials are ordered, the expected purchase price is set aside (encumbered) to ensure that funds will be available to pay for the item when it is received.

Acquisition plans Approval Order Plan : A jobber automatically sends all materials that match predetermined criteria. Items can be purchased or returned. Approval Order Plan : A jobber automatically sends all materials that match predetermined criteria. Items can be purchased or returned. Lease plan: Libraries (especially public) lease several copies of a popular book from a jobber for a short time. Lease plan: Libraries (especially public) lease several copies of a popular book from a jobber for a short time. Standing Order: An arrangement with a publisher where libraries continue to receive an item until the order is canceled. It is most often used for materials that are regularly published or updated, e.g. almanacs, yearbooks, series. Standing Order: An arrangement with a publisher where libraries continue to receive an item until the order is canceled. It is most often used for materials that are regularly published or updated, e.g. almanacs, yearbooks, series.

Acquisition of Periodicals Broader category “serials” includes: periodicals, annuals, government documents, conference proceedings Broader category “serials” includes: periodicals, annuals, government documents, conference proceedings Types of periodicals: Types of periodicals: –popular magazines –Specialized magazines –newspapers (local, state, national, international), –trade periodicals, –Journals: scholarly/peer reviewed/academic

Periodicals Check-in by issue (daily, weekly, monthly, quarterly) Check-in by issue (daily, weekly, monthly, quarterly) –manual and/or online Policies and issues: Policies and issues: –retention/weeding, –shelving, –microform, –circulation policies, –online subscriptions, –indexing

Initialisms to Know ISBN - International Standard Book Number; for books. (ISBN-13) ISBN - International Standard Book Number; for books. (ISBN-13) ISSN - International Standard Serials Number; for periodicals. ISSN - International Standard Serials Number; for periodicals. NYP - Not yet published (also: forthcoming) NYP - Not yet published (also: forthcoming) OP - Out of print OP - Out of print OS - Out of stock OS - Out of stock OSI - Out of stock indefinitely OSI - Out of stock indefinitely BO - Back ordered BO - Back ordered

The place of Acquisitions in the Library Structure essentially a service unit for the public services and must treat public services departments and staff as customers to be satisfied essentially a service unit for the public services and must treat public services departments and staff as customers to be satisfied works with the circulation department in the preservation of the collection through binding and rebinding and replacing lost, or damaged, and worn-out materials works with the circulation department in the preservation of the collection through binding and rebinding and replacing lost, or damaged, and worn-out materials must work closely with the cataloging department in materials processing in the quickest and most economical way possible must work closely with the cataloging department in materials processing in the quickest and most economical way possible

The 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 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

Four goals of the acquisitions department Four goals of the acquisitions department To acquire material as quickly as possible To acquire material as quickly as possible To maintain a high level of accuracy in all work procedures To maintain a high level of accuracy in all work procedures To keep work processes simple, to achieve the lowest possible unit cost To keep work processes simple, to achieve the lowest possible unit cost To develop close, friendly working relationships with other library units and with vendors To develop close, friendly working relationships with other library units and with vendors

Detailed Functions of the Acquisitions Department Provide and maintain an up to date selection and order tools appropriate to the needs of the library to include publishers’ catalogs, trade bibliographies, etc. etc. Provide and maintain an up to date selection and order tools appropriate to the needs of the library to include publishers’ catalogs, trade bibliographies, etc. etc. maintain files of materials on order/in process in such a manner that will permit all staff members to use them with ease maintain files of materials on order/in process in such a manner that will permit all staff members to use them with ease Perform pre-order bibliographic searching to avoid duplication, obtain sufficient information to permit order to be placed, and to establish the main entry that probably will be used when the material is catalogued Perform pre-order bibliographic searching to avoid duplication, obtain sufficient information to permit order to be placed, and to establish the main entry that probably will be used when the material is catalogued select dealers or other sources for the purchase of materials, preparing and mailing orders, making provisions for the provision for the preparation of cataloging copy select dealers or other sources for the purchase of materials, preparing and mailing orders, making provisions for the provision for the preparation of cataloging copy receiving, unpacking, sorting and checking in books receiving, unpacking, sorting and checking in books

Detailed Functions of the Acquisitions Department approving invoices for payment; maintaining payment records approving invoices for payment; maintaining payment records mechanical preparation of books such as entering marks of identification and pasting book pockets/bar code labels, date due slips mechanical preparation of books such as entering marks of identification and pasting book pockets/bar code labels, date due slips forwarding materials for cataloging forwarding materials for cataloging entering subscription orders, receiving and recording periodical entering subscription orders, receiving and recording periodical Making follow-ups and claims for unfilled orders Making follow-ups and claims for unfilled orders Informing requestors of the availability of materials or status of orders; preparation of New Acquisitions List Informing requestors of the availability of materials or status of orders; preparation of New Acquisitions List Searching for out-of-print materials Searching for out-of-print materials Materials selection Materials selection soliciting gifts and establishing exchange agreements; maintaining appropriate records; receiving materials; sending exchange shipments to exchange partners soliciting gifts and establishing exchange agreements; maintaining appropriate records; receiving materials; sending exchange shipments to exchange partners

Acquisitions Process Request processing Request processing Preorder work/bibliographic verification Preorder work/bibliographic verification Ordering Ordering

Request processing Receiving requests for materials Receiving requests for materials Organizing incoming requests Organizing incoming requests Checking for request details accuracy Checking for request details accuracy

Preorder work / Bibliographic verification Establishing the existence if an item, which includes determining the exact name of the author, title, publisher, date of publication, price, and where it may be acquired. Establishing the existence if an item, which includes determining the exact name of the author, title, publisher, date of publication, price, and where it may be acquired. Determining whether the library wants of needs a copy (i.e. replacement for lost or damaged item, additional copy or duplicate copy) Determining whether the library wants of needs a copy (i.e. replacement for lost or damaged item, additional copy or duplicate copy)

Some problems in Bibliographic Searching Incomplete and/or incorrect information Incomplete and/or incorrect information Variations in spelling of author’s name Variations in spelling of author’s name Choice of main entry Choice of main entry Data supplied in the request Data supplied in the request

Ordering Firm Order Firm Order Standing order Standing order Approval plan Approval plan Blanket order Blanket order

Acquisition plans Approval Order Plan : A jobber automatically sends all materials that match predetermined criteria. Items can be purchased or returned. Approval Order Plan : A jobber automatically sends all materials that match predetermined criteria. Items can be purchased or returned. Lease plan: Libraries (especially public) lease several copies of a popular book from a jobber for a short time. Lease plan: Libraries (especially public) lease several copies of a popular book from a jobber for a short time. Standing Order: An arrangement with a publisher where libraries continue to receive an item until the order is canceled. It is most often used for materials that are regularly published or updated, e.g. almanacs, yearbooks, series. Standing Order: An arrangement with a publisher where libraries continue to receive an item until the order is canceled. It is most often used for materials that are regularly published or updated, e.g. almanacs, yearbooks, series.

Ordering workflow Before placing an order, the staff must decide on: which acquisition method to use, what vendor to use and where to get the money Before placing an order, the staff must decide on: which acquisition method to use, what vendor to use and where to get the money Order placement and receiving : - vendor selection Order placement and receiving : - vendor selection - Preparation of Purchase Order (PO) - assigning order numbers for control and tracking - submission of orders through mail, fax or - 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

Some common problems in the receipt of materials ordered wrong entries/data in the invoice wrong entries/data in the invoice wrong edition sent wrong edition sent items ordered but not received items ordered but not received Items not ordered but shipped Items not ordered but shipped Too may or not enough copies Too may or not enough copies Imperfect copies received Imperfect copies received

Forms, records and files Outstanding Order File Outstanding Order File Standing Order File Standing Order File Desiderata or Want file Desiderata or Want file Claims File Claims File Requisitions, Vouchers File Requisitions, Vouchers File Invoices file Invoices file Letter orders/Purchase Orders Letter orders/Purchase Orders Serials Check-in File Serials Check-in File Accession Record Accession Record Dealers’ Payment Card Dealers’ Payment Card Financial Reports Financial Reports Short Reports Short Reports Statement of Account Statement of Account Credit Memos Credit Memos Gifts/Exchanges Partners File Gifts/Exchanges Partners File Delivery Receipts for On Approval titles Delivery Receipts for On Approval titles

Methods of Acquisition Purchase and subscription Purchase and subscription Gifts and exchanges Gifts and exchanges Deposits Deposits

Jobbers and vendors Jobber – a wholesaler who stocks many copies of various kinds of books which he supplies to certain retail outlets and to libraries (Wulfekoetter, 1961) Jobber – a wholesaler who stocks many copies of various kinds of books which he supplies to certain retail outlets and to libraries (Wulfekoetter, 1961) can give customers both the short discounts and the trade discounts can give customers both the short discounts and the trade discounts

Concerns when making decisions on which vendor to choose service (reliable agent, toll-free numbers, websites, etc.) service (reliable agent, toll-free numbers, websites, etc.) quality of service – ask for references and check ability to handle conflicts and problems quality of service – ask for references and check ability to handle conflicts and problems speed fulfillment and accuracy speed fulfillment and accuracy discounts and pricing discounts and pricing company’s financial viability company’s financial viability ability to work with the library’s automation system ability to work with the library’s automation system special services available special services available special service offered special service offered

Cooperative collection development and resource sharing A 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 A 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 Coordinated 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 Coordinated 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 Joint acquisitions whereby the members place a joint order for a product or service and each member receives the product service Joint acquisitions whereby the members place a joint order for a product or service and each member receives the product service

Benefits of Cooperative collection development Increased potential for improving access Increased potential for improving access Greater possibility of stretching limited resources Greater possibility of stretching limited resources Sharing that can result to greater staff specialization with one person being able to concentrate on one or two activities rather than five or six with specialization resulting to better performance Sharing that can result to greater staff specialization with one person being able to concentrate on one or two activities rather than five or six with specialization resulting to better performance Promoting and advertising the cooperative’s presence in the library program may reduce the number if places a client will need to go for service Promoting and advertising the cooperative’s presence in the library program may reduce the number if places a client will need to go for service Though not thoroughly obvious, cooperative efforts create improvements in the working relationships among cooperative libraries Though not thoroughly obvious, cooperative efforts create improvements in the working relationships among cooperative libraries