Acquisition and Public Service (Part 1)

8/14/2019 Acquisition and Public Service (Part 1)

1/31

Rizal Technological UniversityRizal Technological UniversityLibrary and Center for Continuing EducationLibrary and Center for Continuing Education

Na tio nal Semin ar-a t io nal Semin ar-Wo rkshop o no rkshop o n

Managin g a Min i-anagin g a Min i-Lib rary and Re adin gib rary and Re adin g

Ce nter i n t he 2 1e nter i n t he 2 1stt

CenturyenturyNovember 14, 2008November 14, 2008Training Hall A, 4th Floor, ITC Building,Training Hall A, 4th Floor, ITC Building,

Rizal Technological University, City of MandaluyongRizal Technological University, City of Mandaluyong

8/14/2019 Acquisition and Public Service (Part 1)

2/31

ACQUISITION AND PUBLICACQUISITION AND PUBLICSERVICESERVICE

ByByDr. Angelina P. ResurreccionDr. Angelina P. Resurreccion

Director of Libraries, Rizal Technological UniversityDirector of Libraries, Rizal Technological UniversityLecturer : Baliuag University, RTU, UE, PUPLecturer : Baliuag University, RTU, UE, PUP

Rizal Technological University Library andRizal Technological University Library andCenter for Continuing EducationCenter for Continuing Education

National Seminar-Workshop onNational Seminar-Workshop onManaging a Mini-Library andManaging a Mini-Library andReading Center in the 21stReading Center in the 21st

CenturyCenturyNovember 14, 2008November 14, 2008

Training Hall, 4Training Hall, 4 thth Flr, ITC Bldg, RizalFlr, ITC Bldg, RizalTechnological University, City of MandaluyongTechnological University, City of Mandaluyong

8/14/2019 Acquisition and Public Service (Part 1)

3/31

Topics OutlineTopics OutlineAcquisitionAcquisition MeaningMeaning Acquisition of libraryAcquisition of library

resourcesresources Acquisition ProcessAcquisition Process

Pre-orderingPre-orderingOrderingOrderingChecking the budgetChecking the budgetSending Purchase Order Sending Purchase Order AccountingAccountingReceivingReceivingMechanical ProcessingMechanical ProcessingApproving the invoice for Approving the invoice for paymentpayment

Public ServicePublic Service Library ServicesLibrary Services Technical ServicesTechnical Services Reader/PublicReader/Public

ServicesServices Library Facilities andLibrary Facilities and

ServicesServices Differences of Differences of

catalogscatalogs

Library UnitsLibrary Units Reading CentersReading Centers

8/14/2019 Acquisition and Public Service (Part 1)

4/31

Acquisition meansAcquisition means --The process of acquiringThe process of acquiringlibrary resources throughlibrary resources through

PurchasePurchase

Gifts or Gifts or depositsdeposits

exchangeexchange

8/14/2019 Acquisition and Public Service (Part 1)

5/31

ACQU ISIT ION OF L IB RARYCQU ISIT ION OF L IB RARYRESOURCESESOURCES

BooksBooks print onprint on

paperpaper microformmicroform audio tapeaudio tape CD-ROMCD-ROM web-basedweb-based

interfaceinterface

8/14/2019 Acquisition and Public Service (Part 1)

6/31

8/14/2019 Acquisition and Public Service (Part 1)

7/31

Acquisition Process : PurchaseAcquisition Process : Purchase

1.1.

Pre-OrderingPre-Ordering

BibliographicBibliographic SearchingSearching2. Ordering2. Ordering

3.Checking the Budget3.Checking the Budget4. Sending Purchase Order to vendor 4. Sending Purchase Order to vendor

5. Accounting5. Accounting

6. Receiving6. Receiving7. Mechanical Processing7. Mechanical Processing

8. Approving the invoice for payment8. Approving the invoice for payment

8/14/2019 Acquisition and Public Service (Part 1)

8/31

8/14/2019 Acquisition and Public Service (Part 1)

9/31

Selection ToolsSelection ToolsBooks (Foreign)Books (Foreign) Books in Print (BIP)Books in Print (BIP) National Union Catalog (NUC)National Union Catalog (NUC) BibliofileBibliofile BIP Review + (Books in Print with review plus)BIP Review + (Books in Print with review plus) MARC (Machine Readable Cataloging in LC format)MARC (Machine Readable Cataloging in LC format) Follet Library Resources on CD ROM (Titlewave)Follet Library Resources on CD ROM (Titlewave) Wiley General CatalogWiley General Catalog Wiley General Catalog on CD-ROMWiley General Catalog on CD-ROM BookbankBookbank BNB on CD Rom (British National Library)BNB on CD Rom (British National Library) GPO Catalog (Govt Publications Office)GPO Catalog (Govt Publications Office) Cumulative Book Index on CD ROMCumulative Book Index on CD ROM

8/14/2019 Acquisition and Public Service (Part 1)

10/31

Selection Tools continuation . .Selection Tools continuation . . Electronic resourcesElectronic resources

Electronic-commerceElectronic-commercehttp://www.amazon.comhttp://www.amazon.comAmbassador Book ServicesAmbassador Book Services

Barnes and NobleBarnes and NobleMcIntyre and MooreMcIntyre and MooreLabyrinth BooksLabyrinth BooksURLs or websites of think tanks, organizations,URLs or websites of think tanks, organizations,

government agencies, publishers (Gale, H.W.government agencies, publishers (Gale, H.W.Wilson)Wilson)

Rettig on Reference. H.W. Wilson:Rettig on Reference. H.W. Wilson: http://http://www.hwwilson.com/retintro.htmlwww.hwwilson.com/retintro.html

Amazom.comAmazom.com

8/14/2019 Acquisition and Public Service (Part 1)

11/31

Selection Tools continuation . .Selection Tools continuation . .

Local selection catalogs:Local selection catalogs:List of price quotations of bookstores/bookList of price quotations of bookstores/bookdealersdealers National Book StoreNational Book Store Goodwill Book StoreGoodwill Book Store G. Miranda & SonsG. Miranda & Sons Other bookstoresOther bookstoresLibrary jobbers/publishers/distributorsLibrary jobbers/publishers/distributors International Book ShopInternational Book Shop

Better World InternationalBetter World International International Book Center International Book Center CD Books InternationalCD Books International Bejan Books InternationalBejan Books International

Busy BooksBusy Books OthersOthers

8/14/2019 Acquisition and Public Service (Part 1)

12/31

Selection Tools continuation . .Selection Tools continuation . .Serials :Serials : Ulrich International Periodicals DirectoryUlrich International Periodicals Directory Ulrich plus (CD ROM)Ulrich plus (CD ROM) The Serials Directory (based on EBSCOThe Serials Directory (based on EBSCO

database and the LC CONSER file. Alsodatabase and the LC CONSER file. Alsoavailable in CD-ROM.available in CD-ROM.

Serials in the British LibrarySerials in the British Library Boston Spa SerialsBoston Spa Serials Current British JournalsCurrent British Journals Magazine for LibrariesMagazine for Libraries Journal Citation ReportsJournal Citation Reports Serials Agents Database :Serials Agents Database :

BlackwellsBlackwellsSwets (Data Swets)Swets (Data Swets)DawsonDawsonEbsco (Ebsconet)Ebsco (Ebsconet)FaxonFaxon

8/14/2019 Acquisition and Public Service (Part 1)

13/31

Bibliographic searching Procedure continuation .Bibliographic searching Procedure continuation .

Library Files :Library Files :

Card Catalog or On-Line-Card Catalog or On-Line-Public Access CatalogPublic Access Catalog(OPAC)(OPAC)

On-Order File (acquisitionOn-Order File (acquisitionfile of bibliographic itemsfile of bibliographic items

from the time they arefrom the time they areordered until receivedordered until received

Procurement of BooksProcurement of BooksProgram (bibliographicProgram (bibliographiclist of books by collegelist of books by collegerecommended for recommended for purchase by the Bookpurchase by the BookCommitteeCommittee

In-Process-File (FileIn-Process-File (Fileof bibliographic itemsof bibliographic items

still for technicalstill for technicalprocessingprocessing

8/14/2019 Acquisition and Public Service (Part 1)

14/31

Acquisition Process :PurchaseAcquisition Process :Purchase2. Ordering by-2. Ordering by-

CanvassingCanvassing ..An informalAn informal bidding bidding wherein books arewherein books aresubjected to canvassing of price quotationssubjected to canvassing of price quotationsfrom different bookstores, book jobber/agentsfrom different bookstores, book jobber/agentsand publishers . Price quotations could also beand publishers . Price quotations could also beverified by telephone or by fax, E-Mail, overified by telephone or by fax, E-Mail, or through E-Commerce services .through E-Commerce services .

To determine the vendors of all types oTo determine the vendors of all types of materials who will give both the largest discountmaterials who will give both the largest discountand the best serviceand the best service

8/14/2019 Acquisition and Public Service (Part 1)

15/31

8/14/2019 Acquisition and Public Service (Part 1)

16/31

Acquis ition Proces scquis ition Proces s:P ur chaseP ur chase

5. Accounting Procedure5. Accounting Procedure To maintain accurate and current balances for To maintain accurate and current balances for all budgeted fundsall budgeted funds

To keep authorized personnel informed of theTo keep authorized personnel informed of the

status of fundsstatus of funds

6. Receiving Procedure6. Receiving Procedure Determine that the materials received are asDetermine that the materials received are as

orderedorderedRoute materials as quickly as possible to theRoute materials as quickly as possible to thecataloging processcataloging processClose ordersClose orders

8/14/2019 Acquisition and Public Service (Part 1)

17/31

Unpacking of Unpacking of shipments.shipments.Look for theLook for thepacking slipspacking slips

and invoice,and invoice,check thecheck the

correctness of correctness of orders.orders.

Acqui si ti on Processcqui si ti on Process:PurchasePurchase

8/14/2019 Acquisition and Public Service (Part 1)

18/31

Accessioning ProcedureAccessioning Procedure

1. Collating1. Collating determine whether it isdetermine whether it iscomplete or there iscomplete or there isimperfection in theimperfection in thematerials such asmaterials such asinverted printing, noinverted printing, noprint, lack pages.print, lack pages.

Return to the bookReturn to the booksupplier/s for supplier/s for replacement or booksreplacement or booksnot included in thenot included in thepurchase .purchase .

8/14/2019 Acquisition and Public Service (Part 1)

19/31

Propert y mar kin g P ro cedureropert y mar kin g P ro cedure

Stamp mark of Stamp mark of ownershipownership --

1.1. On top of the bookOn top of the book

leaves, at the sides andleaves, at the sides andat the bottomat the bottom2. In front, on the uppe2. In front, on the upper

corner of the inside covecorner of the inside cover

of the bookof the book3. At the back cover on the3. At the back cover on theupper corner inside coveupper corner inside cover of the bookof the book

4. Copyright page and4. Copyright page andSecret pagesSecret pages

8/14/2019 Acquisition and Public Service (Part 1)

20/31

Accessioning ProcedureAccessioning Procedure

2. Check the2. Check thesearchedsearchedbibliographicbibliographicitem prepared initem prepared inprocess slipprocess slipagainst the bookagainst the book

8/14/2019 Acquisition and Public Service (Part 1)

21/31

Accessioning Procedure continuation .Accessioning Procedure continuation . .. ..

3. Provide3. Provideaccessionaccession

numbersnumbersconsecutivelyconsecutivelyin thein the

accessionaccessionrecordrecord

8/14/2019 Acquisition and Public Service (Part 1)

22/31

Accessioning Procedure continuation.Accessioning Procedure continuation. .. ....

4. Enter each4. Enter eachbibliographic itembibliographic item

to the ACCESSIONto the ACCESSIONRECORDRECORD ..

5. Assign the5. Assign the

accession number accession number to the book.to the book.

Entries consist of accessionNumber, date received author,title, Edition, volumes, pages,

cost, publisher, year andremarks

8/14/2019 Acquisition and Public Service (Part 1)

23/31

Accessioning ProcedureAccessioning Procedure

6. Copy the6. Copy thecorrespondingcorrespondingaccession number accession number

assigned to theassigned to thebook and place itbook and place itto the upper to the upper corner of thecorner of the

inside front cover inside front cover and inside backand inside backcover of the book.cover of the book.

8/14/2019 Acquisition and Public Service (Part 1)

24/31

Accessioning Procedure continuationAccessioning Procedure continuation . .. . ..

7. Place the7. Place theaccessionaccessionnumber to thenumber to thesecret pages.secret pages.

8/14/2019 Acquisition and Public Service (Part 1)

25/31

How To Maint ain S ecr etow To Maint ain S ecr etPageage

Choose one number Choose one number (Any number will do(Any number will do

but be consistent)but be consistent)

On the page of theOn the page of thechosen number,chosen number,

stamp the marks of stamp the marks of ownership and theownership and theaccession number accession number

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

page 16page 116

page 216

8/14/2019 Acquisition and Public Service (Part 1)

26/31

ACQUISITION : GIFTSACQUISITION : GIFTS

Gifts are a welcomeGifts are a welcomeaddition to any libraryaddition to any libraryas long as they areas long as they aregiven with no stringsgiven with no stringsattachedattached ..

8/14/2019 Acquisition and Public Service (Part 1)

27/31

ACQUISITION : GIFTSACQUISITION : GIFTS

Guidelines in Accepting GiftsGuidelines in Accepting Gifts .. 11 . Gifts of books and other materials. Gifts of books and other materialsare accepted but without commitmentsare accepted but without commitments

as to final disposition and withas to final disposition and withthe understanding that they are notthe understanding that they are not

necessarily to be added to the collection.necessarily to be added to the collection.

2. The same criteria will b used for the2. The same criteria will b used for theselection of all other materials in evaluatingselection of all other materials in evaluatinggift materialsgift materials ..

8/14/2019 Acquisition and Public Service (Part 1)

28/31

Guidelines in Accepting Gifts ContinuationGuidelines in Accepting Gifts Continuation . .. .

3. There should be a policy for receiving gifts3. There should be a policy for receiving giftsin order to prevent unsolicited items put in thein order to prevent unsolicited items put in thelibrary as a passive depository for cast-of library as a passive depository for cast-of books, magazines, pamphlets, and the like.books, magazines, pamphlets, and the like.

4.4. Some donors are generous for income taxSome donors are generous for income tax

deductions. The librarian may at least indicatedeductions. The librarian may at least indicatethe value of item without committing the librarythe value of item without committing the libraryby referring the donor to a standard list oby referring the donor to a standard list obooks such as BIP, CBI, LC, etcbooks such as BIP, CBI, LC, etc ....

8/14/2019 Acquisition and Public Service (Part 1)

29/31

Acqui siti on :Exchange ofcqui siti on :Exchange ofMateri alsateri a ls

Exchange of MaterialsExchange of Materialsor Publications-or Publications-The current practice inThe current practice in

educational institutioneducational institutionis to exchangeis to exchangepublications whether itpublications whether itis research journal or is research journal or any material with other any material with other institutionsinstitutions

8/14/2019 Acquisition and Public Service (Part 1)

30/31

Acqui siti on :Exchange ofcqui siti on :Exchange ofMaterial saterial s

PurposesPurposes ::11 .. It is difficult to obtain materials toIt is difficult to obtain materials to

purchase or unavailable by any othepurchase or unavailable by any other means. This is particularly true omeans. This is particularly true of some foreign governmentsome foreign government

documents, periodicals, and so ondocuments, periodicals, and so onthat are sent to libraries only on anthat are sent to libraries only on anexchange basis.exchange basis.

Exchange Mater ials :xchange Mater ials :

8/14/2019 Acquisition and Public Service (Part 1)

31/31

Exchange Mater ials :xchange Mater ials :Purpos esurpos es

2. The exchange system offers a2. The exchange system offers away for the library to get rid of way for the library to get rid of

unwanted duplicates and gifts.unwanted duplicates and gifts.

3. Exchange promotes good will3. Exchange promotes good willamong libraries, especially at theamong libraries, especially at theinternational level.international level.