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Rizal Technological University

Library and Center for Continuing Education

Na tio nal Semin ar-


Wo rkshop o n
Managin g a Min i-
Lib rary and Re adin g
Ce nter i n t he 2 1 st
Ce ntu
November ry
14, 2008

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  Public Service
– Meaning – Library Services
– Acquisition of library – Technical Services
resources – Reader/Public
– Acquisition Process Services
 Pre-ordering
– Library Facilities and
 Ordering
Services
 Checking the budget
 Sending Purchase Order
– Differences of
 Accounting
catalogs
 Receiving – Library Units
 Mechanical Processing – Reading Centers
 Approving the invoice for
payment
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 e- reader mobipocket
– Microsoft reader reader
– E-reader
– Mobipocket reader
– Open eBook
– OpenReader
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 :
Bibliographic Searching-  Book
 means the verification
Sutton,R. (2000)
of information in the Chemistry for the
original order request Life Sciences.
(Gorman, 1998). Taylor & Francis.
 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-Line-
Public 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 by-
Canvassing.
 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. . .
.
Entries consist of accession
4. Enter each Number, date received author,
bibliographic item title, Edition, volumes, pages,
to the ACCESSION cost, publisher, year and
remarks
RECORD.

5. Assign the
accession number
to the book.
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
Example : Chosen # 16
Total Pages : 250
 Choose one number Secret pages can be 3
(Any number will do page 16
page 116
but be consistent) page 216

 On the page of the


chosen number,
stamp the marks of
ownership and the
accession number
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 of
Materi als
 Exchange of Materials
or Publications-
The current practice in
educational institution
is to exchange
publications whether it
is research journal or
any material with other
institutions
Acqui siti on :Exchange of
Material s

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.