Serials Acquisitions Workflow

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Serials Acquisitions Workflow

• East Central University
• Dana Belcher, Asst Library Director
• Ashley Romans, Cataloging/Government Documents
  Librarian
• SIGALO - May 9, 2008

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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!!!

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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

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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!