1. Serials Acquisitions Workflow East Central University Dana Belcher, Asst Library Director Ashley Romans, Cataloging/Government Documents Librarian SIGALO - May 9, 2008

2. Ordering Periodicals Begins in June with annual EBSCO & Proquest renewals – Prices entered in Access w/10% increase – Use statistics entered in Access Three year price/use spreadsheet given to liaison librarians in August – Have to wait for all budget numbers to be released – Review of retentions – Prepare suggestions for faculty review

4. Ordering Periodicals, Contd Faculty review begins when they return in late August, about a 1.5 week window before renewal is due We require all periodical additions and/or deletions be submitted at this time – exceptions are made Standard forms are used for all additions, deletions, and changes

7. Ordering Serials Proformas for existing serials and Eserials are requested mid-spring (i.e., Gale reference materials, etc.) Review of print serials migrating to electronic mid-spring Electronic resource bids are gathered in January – try to have all renewals start in July – Budget requests due early February

9. Encumbering Funds Once the budget is released, and Once the renewals are gone over with a fine tooth comb, and Once the Eresources, serials, and Eserials have been decided on, then – Funds are encumbered for all titles expected throughout the FY – Invoices received are paid

11. Receipt/Invoices All titles are coded by fund and vendor – For larger invoices, lists are run with order record numbers, fund, title, price, and notes – Makes it easy for me to quickly run through a 112 page invoice, enter prices, and see any notes or other information listed – Acquisitions assistant enters the invoice into the system and posts Smaller invoices are entered by acquisitions librarian

12. Processing of Periodicals Items checked in by periodicals assistant and processed by student help Claims done by periodicals assistant New titles are sent to periodicals librarian – Sent to cataloging (new title form comes into play) for transfer of records into ILS – All other processing done by periodicals librarian Data added to Access Checkin record/card created in ILS Shelf labels and rolodex card created Send to periodicals staff for checkin and filing

13. Processing Serials Serials - received by acquisitions assistant/ processed by cataloging Eserials – invoices received by acquisitions assistant – Acquisitions librarian requests new records loaded by cataloging – URLs and other processing done by acquisitions librarian

14. Processing Databases Invoices processed by acquisitions librarian New records loaded by cataloging URLs and other processing done by acquisitions librarian Webpages updated by acquisitions librarian

15. Bindery Prepared by periodicals assistant – Pulling – Updating ILS – Shipping Return – Added volumes processed by cataloging – ILS holdings updated by periodicals assistant Checkin card Holdings statements

16. Local Holdings Maintenance Presently done by periodicals librarian In the process of training periodicals assistant All current subscriptions are up-to-date Retrospective records should be up-to-date by end of FY09 All need to make this a part of their weekly schedule!!!

17. Statistics Weve started something new this year – All stats are kept in the ILS – Use suppressed bib records – One for each format (never knew there were so many!!!) – Attached 12 monthly order records to each bib – Volume field is updated monthly Certain records owned by acquisitions, periodicals, and cataloging Cataloging librarian can run statistics spreadsheet at his/her convenience

21. Overview Takes a village to provide access to anything All departments need to have clear, concise standards, formats, etc. Communication is the key If it was easy, anyone could do it – thats why were librarians!