Acquisition And Public Service (part 1)

Rizal Technological University Library and Center for Continuing Education

Na tio nal Semin arWo rkshop o n Managin g a Min iLib rary and Re adin g Ce nter i n t he 2 1 st November 14, 2008 Ce ntu ry Training Hall A, 4th Floor, ITC Building, Rizal Technological University, City of Mandaluyong

ACQUISITION AND PUBLIC SERVICE By Dr. Angelina P. Resurreccion

Director of Libraries, Rizal Technological University Lecturer : Baliuag University, RTU, UE, PUP Rizal Technological University Library and Center for Continuing Education

National Seminar-Workshop on Managing a Mini-Library and Reading Center in the 21st Century November 14, 2008 Training Hall, 4th Flr, ITC Bldg, Rizal Technological University, City of Mandaluyong

Topics Outline 

Acquisition – Meaning – Acquisition of library resources – Acquisition Process  Pre-ordering  Ordering  Checking

the budget  Sending Purchase Order  Accounting  Receiving  Mechanical Processing  Approving the invoice for payment



Public Service – – – – – – –

Library Services Technical Services Reader/Public Services Library Facilities and Services Differences of catalogs Library Units Reading Centers



Acquisition means -

The process of acquiring library resources through – Purchase

Gifts

or deposits

exchange

ACQU ISIT ION OF L IB RARY RES OU RCES  Books

– print on paper – microform – audio tape – CD-ROM – web-based interface

Acquisition of library resources  e-books  e-journals 

available in formats like: – – – – – –

Adobe PDF Microsoft reader E-reader Mobipocket reader Open eBook OpenReader

e- reader

mobipocket reader

OpenReader

Acquisition Process : Purchase 1. Pre-Ordering Bibliographic Searching 2. Ordering 3.Checking the Budget 4. Sending Purchase Order to vendor 5. Accounting 6. Receiving 7. Mechanical Processing 8. Approving the invoice for payment

Pre-Order ing 

Examples : Book

Bibliographic Searching-   means the verification Sutton,R. (2000) of information in the Chemistry for the original order request Life Sciences. Taylor & Francis. (Gorman, 1998).  Journal Article  to be accurate in the Tura, D. (2004) information to be Antioxidant relayed to the vendors activity of propolis of various . geographic origins. Food Chemistry, 84(3), p. 329-339

Selection Tools 

Books (Foreign) – – – – – – – – – – – –

Books in Print (BIP) National Union Catalog (NUC) Bibliofile BIP Review + (Books in Print with review plus) MARC (Machine Readable Cataloging in LC format) Follet Library Resources on CD ROM (Titlewave) Wiley General Catalog Wiley General Catalog on CD-ROM Bookbank BNB on CD Rom (British National Library) GPO Catalog (Gov’t Publications Office) Cumulative Book Index on CD ROM

Selection Tools continuation . .





– Electronic resources  Electronic-commerce  http://www.amazon.com  Ambassador Book Services  Barnes and Noble  McIntyre and Moore  Labyrinth Books  URLs or websites of think tanks, organizations, government agencies, publishers (Gale, H.W. Wilson) Rettig on Reference. H.W. Wilson: http:// www.hwwilson.com/retintro.html Amazom.com

Selection Tools continuation . .  

Local selection catalogs: List of price quotations of bookstores/book dealers – – – –



National Book Store Goodwill Book Store G. Miranda & Sons Other bookstores

Library jobbers/publishers/distributors – – – – – – –

International Book Shop Better World International International Book Center CD Books International Bejan Books International Busy Books Others

Selection Tools continuation . .



Serials : – – – – – – – – –

Ulrich International Periodicals Directory Ulrich plus (CD ROM) The Serials Directory (based on EBSCO database and the LC CONSER file. Also available in CD-ROM. Serials in the British Library Boston Spa Serials Current British Journals Magazine for Libraries Journal Citation Reports Serials Agents Database :  Blackwells  Swets

(Data Swets)  Dawson  Ebsco (Ebsconet)  Faxon

Bibliographic searching Procedure continuation . Library Files :

– Card Catalog or On-LinePublic Access Catalog (OPAC) – On-Order File (acquisition file of bibliographic items from the time they are ordered until received – Procurement of Books Program – (bibliographic list of books by college recommended for purchase by the Book Committee



In-Process-File (File of bibliographic items still for technical processing

Acquisition Process :Purchase 2. Ordering byCanvassing. 

An informal bidding wherein books are subjected to canvassing of price quotations from different bookstores, book jobber/agents and publishers . Price quotations could also be verified by telephone or by fax, E-Mail, or through E-Commerce services .



To determine the vendors of all types of materials who will give both the largest discount and the best service

Acquisition Process :Purchase 3. Checking the Budget Determining the funds available for the purchase of the library materials eliminates encumbrances or overdrawn of funds.

4. Sending Purchase Order to vendor

Acquis ition Proces s :P ur chase 5. Accounting Procedure

– To maintain accurate and current balances for all budgeted funds – To keep authorized personnel informed of the status of funds

6. Receiving Procedure Determine that the materials received are as ordered  Route materials as quickly as possible to the cataloging process  Close orders 

Acqui si ti on Process :Purchase – Unpacking of shipments. Look for the packing slips and invoice, check the correctness of orders.

Accessioning Procedure 1. Collating determine whether it is complete or there is imperfection in the materials such as inverted printing, no print, lack pages. Return to the book supplier/s for replacement or books not included in the purchase .

Propert y mar kin g P ro cedure 

Stamp mark of ownership -

1. On top of the book leaves, at the sides and at the bottom 2. In front, on the upper corner of the inside cover of the book 3. At the back cover on the upper corner inside cover of the book 4. Copyright page and Secret pages

Accessioning Procedure

2.

Check the searched bibliographic item prepared in process slip against the book

Accessioning Procedure continuation .

3. Provide accession numbers consecutively in the accession record

..

Accessioning Procedure continuation. . .

. 4.

Enter each bibliographic item to the ACCESSION RECORD.

5.

Assign the accession number to the book.

Entries consist of accession Number, date received author, title, Edition, volumes, pages, cost, publisher, year and remarks

Accessioning Procedure 6.

Copy the corresponding accession number assigned to the book and place it to the upper corner of the inside front cover and inside back cover of the book.

Accessioning Procedure continuation . . .

7. Place the accession number to the secret pages.

How To Maint ain S ecr et Page 

Choose one number (Any number will do but be consistent)



On the page of the chosen number, stamp the marks of ownership and the accession number

Example : Chosen # 16 Total Pages : 250 Secret pages can be 3 page 16 page 116 page 216

ACQUISITION : GIFTS

 Gifts

are a welcome addition to any library as long as they are given with “no strings attached”.

ACQUISITION : GIFTS Guidelines in Accepting Gifts. 

1. Gifts of books and other materials are accepted but without commitments as to final disposition and with the understanding that they are not necessarily to be added to the collection.



2. The same criteria will b used for the selection of all other materials in evaluating gift materials.

Guidelines in Accepting Gifts Continuation

..

 3.

There should be a policy for receiving gifts in order to prevent unsolicited items put in the library as a passive depository for cast-off books, magazines, pamphlets, and the like.

 4.

Some donors are generous for income tax deductions. The librarian may at least indicate the value of item without committing the library by referring the donor to a standard list of books such as BIP, CBI, LC, etc..

Acqui siti on :Exchange Materi als 

Exchange of Materials or PublicationsThe current practice in educational institution is to exchange publications whether it is research journal or any material with other institutions

of

Acqui siti on :Exchange Material s

of

Purposes :  1. It is difficult to obtain materials to purchase or unavailable by any other means. This is particularly true of some foreign government documents, periodicals, and so on that are sent to libraries only on an exchange basis.

Exchange Mater ials : Purpos es  2.

The exchange system offers a way for the library to get rid of unwanted duplicates and gifts.

 3.

Exchange promotes good will among libraries, especially at the international level.