The Paper Chase

How One Library Tackled the Chaos of Media Acquisitions

RMAD Development Reserves and Media Access Database Began as a system for reserves ordering (RAD) Created in-house using Microsoft Access Reserves is a distinct collection Spikes in ordering due to time of year Lots and lots of orders go through every year

Media Acquisitions Smooth sailing for reserves ordering Why couldn’t we do it for media since orders came willy nilly? Met with acquisitions, media and cataloging to work out the details Added benefit was getting all parties together for common understanding of workflow Added Notes Field to the RMAD database Process worked as well as for reserves

Before RMAD, media ordering was madness of another kind.

The Acquisitions Specialist be like…

Problems that needed addressing RAD streamlined Acq process for reserves by: Eliminating redundant requests Consolidating orders in one place Improving order-tracking capabilities Why not Media? Similar issues: Several order lists per month, hundreds of titles long Lists often lacked crucial information Easy to duplicate or lose orders Difficult to track orders throughout workflow Paper…. SO. MUCH. PAPER.

So Much Paper This is the stack of paper the Media specialist printed from WorldCat – he needed to save for reference

How RMAD addressed them One-stop shop for all stages of media workflow for thousands of titles per year: Consolidated orders in one place Made workflow more transparent across departments Notes fields made interdepartmental communication easier Improved reporting and archiving capabilities—easy access to order history spanning lifetime of database Automated redundant and time-consuming busywork: no more hand-writing PO #s, notes, etc. on printouts All but eliminated paper use

Who is involved? Media Librarian Acquisitions Data Management Specialist (Chris) Questions back to Media Librarian Acquisitions Librarian Questions back to Chris Acquisitions Specialist Visual Media Coordinator Brings back to Acq librarian to return if needed Media Services Specialist Cataloger

How it works: Requestor enters order information into an electronic form:

Request is routed to the ‘For Purchase’ queue. Each queue represents a step in the workflow, which we outlined in collaboration with our Media Services and Cataloging colleagues. We wanted to improve the experience for everyone, not just Acq, which meant gathering input from all the “stakeholders” in the project.

We use the Notes field in the request form to link directly to the listing on the vendor’s web site, eliminating the need to print the page. (This also ensures that we are purchasing the exact item requested.) We no longer need to print the OCLC record either—instead, we just import the record and provide the catalogers and media specialists with the number.

We also use the Notes field to communicate between departments when questions arise:

…or for clarification when films are similarly titled

….Or when there’s a defective product or vendor error, and the order needs to be resubmitted:

The database also has useful reporting capabilities.

The Results Less Paper Relatively easy to track DVD in the library Less confusion Faster order turnaround Streamlined Workflows RMAD is departments without borders – crossed silos Used as a tool to do the work across all processes, A to Z Happier librarians

Thank You! Questions? Stacey Marien – Acquisitions Librarian, American University, Chris Hagan, Acquisitions Data Management Specialist American University,