UNIT 7 AUTOMATION OF ACQUISITION -

Structure

Objectives

Introduction

Fu~lctions of Automated Acquisitiolz Control Systc~n 7.2.1 Master Files

7.2.2 Transaction Files

Accluisition 7.3.1 SuggestionISelection

7.3.2 Committee Decisions

7.3.3 Ordering/Remindels/Receipts

7.3.4 Payment

Management Inforination System (MIS) 7.4.1 Managelnellt of the Budget

7.4.2 Expenditure Analysis

7.4.3 Other Reports

7.4.4 Services

Software 7.5.1 Independent Software

7.5.2 Integrated Library Management Software

7.5.3 Evaluatioll of Software

Implementation of Automated Acquisition Systems 7.6.1 Training the Staff and Educating Users

7.6.2 Perfortnance Evaluation

7.6.3 System Requirements

Summary

Answers to Self Check Exercises

Key Words

References and Fmtl~er Reading

7.0 OBJECTIVES

111 the high technology era when information is available in various forms and geographically apart, the role of acquisition librarian becomes very significant specially in developing countries where library budget is reducing and cost of resources are increasing year after year. His business skill and relationship with vendors can make him successful in his jod

I . After reading this Unit, you will be able to know:

collection development process;

acquisition in network environment/sharing of resources; ,

functions of Automated Acquisition Systems;

I ~ u t o m a t e d Housekeeping e various library software packages used for acquisition; Operations I

ta search and order incoming selections using libra~y online acquisitions system, $ cominunicating with vendors and library staff and performing mailrtenailce

as needed; and

e record online receipt and payment of materials, update acquisitions and all related online records, pl~ysically preparing material arid co~nmu~licating with vendors and library staff as needed.

7.1 INTRODUCTION

Library's acquisitions department is responsible for purchasing books and other documents and serials for the library's collections T l ~ e acquisitions module sllould be appropriate for use with all types of material under a wide variety of procurement plans, such as firm orders, approval plans, gifts, exchanges, periodical subscriptions, memberships, or standing orders. Serial and monographic acquisitions may be integrated wit11 circulation, cataloguing and the online priblic access catalogue (OPAC). The bibliographic records established during the early stages of the acquisitions process and updated at various processing stages eveiliually become the catalogue record.

The acquisitions depslrtilleld ofthe library includes the monograph section, wl~ich is responsible for purcbasillg and receiving new books, goverxmient documents, music scores, videos, CD-ROMs, elecironic resources, videos, governnlent documents and other non-book malerials for the library, and the serials section, which is responsible for serialslperiodicals receplioa, check-in and sllelviag, microl'osins, book repair, and binding. Overall responsibilities of acquisition department are: I * ColIectio~l Development Aspects

Collection Developmeni Policies v

e Community Needs Assessment

e Selection of Library Resources

Acquisitions 1 Collection Development Aspects / ' 1:

Collectioil development implies that the library resources need to be developed , keeping in view the req~~iremeilts of the users vis a vis budgetay aspects. Over ' j the years, the media in whic11 the information are available have changed. It is j not only the print materials but also other types of the soLwces (electronic journals, ' I

full-text web services etc.), application of networked databases from remote p and local servers are become part and parcel of library collection. The issues of 1: infiastn~cture, license, copyright and control, provide new challenges for selection I '

and budgetary processes. f' 1

1 * Collection Development Policies I

1 I It is important to identify important elements of the collection develapment

policy for your libray. The purpose of the policy is to provide a clear framework /i 01

for decision-making to ensure the orderly, plaruled and responsive n1anag&lleilt and provision of infor~nation resourccs to meet the needs of the library's users and the organization.

The librarian visualized both the importance of the print collections and the need to move beyond these traditional activities to talce advantage of information tec1lllologies and access opportullities to inlprove the effectiveness of resource provision by the libraiy.

The policy suggested here are over and above the existing procurement policy of your library. This policy is designed lceepiilg in view the inlpact of Internet resources and co-operative library netwolks. It will assist in:

Selection of resources (print, elcctrol~ic, reillote access),

Decisioils regarding ow~lership O F sesources or right to acceis the resources on payment.

Location of nlaterial withill the existing library i~etwork.

Equivalelzce - the electronic version nlust be at least eq~zivalent in terms of content and quality of image when coillpared to the print version.

Price - the subscriptioll costs of the electro~lic version should not exceed those of the print version. It is acknowledged that tlzere may be additional costs such as site license and platform fees that may need to be accornl~lodated above the subscriptioa costs.

Corniinunity Needs Assessment

Several lnetllods for deternilzing the information needs of your clientele inay be developed. 11 is advisable to include oiie representative of various departments arid cliei~ielc in Book Sclection Committee. This coln~lzittee is involved ill all purchases of the library materials.

0 Selection of Library Resources

The policy should include practical aspects related to selecting print and electronic library resources for your library by preseilting all overview of i11c selection process (basis for selection) and specific sections 011 selectiail of books, audiovisual materials, periodicals, electro~~ic resources, and Internet resources.

7.2 FLTNCTIONS OF AUTOMATED ACQUISITION CONTROL SYSTEM

An automated acquisition control system is generally referred to as book ordering system and in this system all steps iilvolved in inaizual acquisitioi~ process are automated. Beside this, other services are also offered and reports are genprated out of the data entered once. It begins with the arsival of a request to ptirchslse (indent) from a member (indei~ter) or request for puxcl~ase from a vendar (documents on approval), and finally pmchase and merger of tlie records with OPAC.

In automated acquisition control, we input bibliographic inlormation about st

documellt in phases.

Automation

Automated Housekeeping P]lase -I Details from indent received Operations

Phase - I1 Details while ordering. 1

Phase - I11 (while) Cataloguing when the document actually received.

Phase -- IV The catalogue card is printed and record is added in OPAC.

Before the system starts ft~nctioning is1 a library the following master files and transaction files are created and validated. However, it depends on the software package being uscd ill the library. In this material example from Suchika 2.0 library integrated soltware package is used. The procedures mentioned in this material are followed ill all the software packages inore or less same way.

7.2.1 Master Files

Normally there are nuilzber of inaster files, which are uscd in automated acquisition. Tliese files contain the data about vendor, donor, department1 orgal~ization, ~nembers, book selection colnnlittee names, budget, reasons1 remarks, cusrency, subject and letters, It is important that all files sl~ould be prepared and validated before starting using a module.

Vend or : It lnay cwi~tain details of the vendors who supply documeilts in the library. The database c o ~ l t a i ~ ~ vendor code, name, phone, fax, e-mail address, address

Donor : Each library may receive same item on gratis every year. It may contain Donor code, name, phone, fax, e-mail postal address, address

* Members : This may contain the details of library inen~bersJusers such as Meinber code, name, phone, fax, e-mail address, postal address, member institutes, category, validity date up to, status and enrolment date.

@ DepartmentlOrganisation : It nlay contain details of the institutes/ departnlent for wl~om the library is procuring inaterials such as, code, name, phoi~e, fax, e-mail address, address.

Book Selectioil Committee (BSC) Names : It sl~ould con tail^ BSC members nanzes and their details such as positions, section, lab no., etc.

@ Budget : It contains budget details of the iastituteJdepartment for whom the library is procuring materials. Year, DeptIOrg, Budget head, allocatioii are inputted and saved. It nlay be repetitive for as many departments and as 111a1y budget heads.

@ ReasonsJReniarlts : It should contain various reasons for which the document is rejected by BSC.

@ Currency : It contains conversioi~ rates for various currencies used in price files at the time of illdellis are input and illvoice receipt, The details are curreilcy, 13aine of currency, coilversioil rate, last updated on. It is advisable that this master is updated before use,

@ Subject : I11 this master, subject, its class numbers are entered and saved, They are used while preparing and printing accession list.

0 Letters : This master file stores pre-designed contents of various letters used in acquisition module. Each letter may consist of various fields such- as:

1 e Letter number

I 0 Letter title

@ Contents

o Signatory

@ Copy to

e Enclos~lre heading

Ellclosure contents

1 The following letters are generally used for the purpose:

1 @ Intimation of approved indents

@ Sanction

' Supply orders

( 0 Intimation of document receipt

1 Supply 'order for standing instruction

1 Contingent bill

I 0 Gratis acknowledgement letter

1 Intimation to vendor

( Cancel supply order

1 7.2.2 Transaction Files.

All the transactions, e.g. selection (indent, document on approval), approvals, supply orders and their cancellation, document receipt, and cataloguii~g are conducted and saved in acquisitioll file and various transaction files. The following transactions are done in day to day operation of automated a~quisitio~i system.

@ Docume~lts on Approval I Indent Approvals I a Supply orders

Advanced invoice

@ Cancel supply orders --.

Document receipts

*- $1 supply orders

a SI Document Receipts

0 Gratis receipts

Automated Housekeeping Self Check Exercise Operations

1) What are the phases of input of bibliographic information in automated acquisition c011trQl?

Note: i) Write your answers in the space given below.

ii) Check your answers with the answers given at the end of this Unit.

7.3 ACQUISITION

The following main steps are involved in autoniated acquisition system.

* Pre-Order Search

* Locating

a Requisitions from users /clients

* Approval from Acquisition Selection Committee

* Checking duplicates in the library

* Selecting a vendor

Placing Order

* Receipt of library materials, i i

@ Payment

* Management . ofthe budget, and

Cataloguing of various types of materials on receipt, !I

Services I Locating-Interface with Acquisition Aids I Tlie librarians in developed countries constantly look out for the documents,

El which tliey feel, are required in their library. They scan vendor's catalogues, 1 i surl ~nternet' for various acquisition aiddtools, acquisition websites, journals, i

acquisition bibliographies, commercial databases, etc. for locating the materials. 1 El

They prepare prospective list of documents from the above sources, MARC I/ tapes, Books-in-Print, the National Union Catalogue, Library of Congress database, etc. Such lists are put up to BSC for approval.

@ Requisitions from users /clients (Indents)

The library acquisitioilprocess begins with the arrival of a request from a member (indentor) to purchase (indent) or rcquest for purchase fi-om a vendor (documents on approval). All such requests are collected: verified and approval is obtained from the competent authority.

The following inforol.lllation should be incorporated on the requisition: name of department, departmental account code, delivery instruction and - most importantly - full bibliographic details (author, title, publisl~er, year of publication, ISBN or ISSN, edition - in case particular edition is required, price).

All such requests received in the library are entered in the system with following details:

Indent Input sheet 2002-2003

BSC No July 2002 Acqilisitiorz No Member

011 Account of Bccllget Head

Subject Copies ~lc i ren cy

Conversion Rate List Price INR Price

Besides above information, bibliographic details like ISBN, title, edition, author, place of publication, publisher, country, content of multi-part document, volume (if multi volume) are also entered into system using other worksheet. If the doculllent is available in online catalogue their bibliogmphic information is not entered but copied from o~lline catalogue. The itlfor~natiorl is saved in Acquisition file according to BSC No. An indent number is allotted by system. This indeirt number is used for editing and deleting the record.

The indents may be collated accordiilg to BSC No, and a list is prepared either subject wise or department wise for the approval of competent authority

On Approvals

Input all the information about the books, which are received from vendors on approval. The procedure to input the details is same as in the case of indents above. However in place of ine~rlber, the vendor name is given.

The information is collated according to BSC No and a list is prepared either subject wise or departmint wise for the approval of competent authority

* Checking Duplicates in the library

TI-.. 1s need for selected items to be checked in pre-order, on-order, in process, and catalogued items.

The request could be of add-on copy or latest edition of the already existing book. Such requests are handled separately.

Automation

Automated Housekeeping I) List for Book Selection Committee (BSC) Oper a t' I O ~ S

Once all indents, books on approval and librarian list are received in the library they are entered into system as inentioned above. The data is stored in Acquisition file as per B SC number.

A report should print details of acquisition number, a~ithor/title/publisher, year, and price. T11is report is grouped by subject which will provide a consolidated list of all document (either froin indenter or from books on approval ). The sum- total on each subject as well grand totaI of all docu~nents is included in this report.

The list is Il~e submitted to book selection committee/Director for approval if required.

7.3.2 Committee Decisions

.Approval from Book Selection Committee "

After the list is printed, received, and verified, it is placed before the colnpeteilt authority for approval. The approval autl~ority inay be a collectioll development specialist, a librarian with responsibility for a particuix collection ill an academic iustit~~tion, a faculty ineinber or a committee callcd Book Selection Coinlnittee.

The comi~littee scans the list/requests in right perspective vis-a-vis availability of budget and accord the approval/recornmendation for purchase. ~ i ~ e ~ may not approve all the requests. Some requests they may keep in pending due to pa~~city of budget or ally otller reason.

The Iilforlnation illeiltioned below are norinally entered:

BSC number

* Input acquisition No or title or a~~thor

approvedlnot approved status

velldor name

* No. of copies

Delivery period

* Reasoil for not approval

Once these infornlation are entered and saved then it may be used for generating various reports such as:

Recommended Indents

~on~recomn~ended indents

Pending indents

Vendor wise indents

* Jndentor wise indents

* Intimation to indentors

* Supply order

* Intimation to vendors

I

I

The indentor is informed about the approval/non-approval of his indent after the Automation of Acquisition

decision of authority. I 4 1,

Selecting Vendor 1

The selection of vendor for a particular type of docuinent is very time consuming and tedious job. There can be 111any vendors for similar type of documents. Performance of vendor in last few years should be taken as important criteria in selecting vendor. It is also preferred that vendor is local and call be contacted by telephone or in person in nlsh cases. '

@ Ordering

After the assignment of vei~dor, supply orders are generated. A single supply order is prepared for all the documel~ts being ordered to veiidos. The supply order is generated for a given BSC and for a given veridor. The systein supplies the last supply order number. Eaclz supply order is assigned a unique supply order number during a fii~a~icial year. Supply ord~h.number retrieves the records of doc~~ments ordered in it.

Example: Generate Supply Ordcr

SelectBSCno. Select vendor

0 Systenz supply order no. Enter supply order date

@ Click generate Print supply ordcr

* Document Receipts

Once t11e ddocuinellts are received with invoice, these are taken on charge and bills me forwarded for payment. A supply order may be for multiple documents and there lnay be multiple receipts against a supply order.

BSC No Vendor List , Supply order List

CRV No CRV D ~ t e Advance Invoice \ ,

Ntmiber Date Total Bill Anount

List Price Currency Con. Rate Copies Price Discoulzt

Subject Accession Accessioi~ Date Accept

Example of Docummi Receipt details

@ Cancel Supply Order

In casethe vendor fails to supply the documents within a stipulated time for any reason, you may cancel the complete supply-&der or part of it. To do this, there should be a provision for this in the soAware.

Automated Housekeeping @ Standing Instruction (SI) Supply Order I Operations I

This option may be integrated to place standing supply order which is procured by the library as and when these are published. An acquisition number is assigned to each title ordered as in the case of indents.

Example: -

Example : To Generate SI Supply Order

Q Select BSC no. Q Select vendor Q Select department o Select budget head

System supply order no. Enter supply order date Title of document

e Print the supply order

@ SI Document Receipts

Once the documents have been received with invoice, these are taken on charge and bills are forwarded for payment. In case any advance payment was made with SI supply order, the same may also be entered and adjusted against final payment. A SI supply order may be for multiple documents and there may be multiple receipts against a supply order.

The details are entered as in the case of document receipt,

@ Gratis Receipts *

Once the documents have been received from donors, these are taken on charge and sent for technical ~rocessing. An acknowledgement about the receipt of document may be printed and sent to donors. The bibliographical infonnation of document may also be entered along with information of donors.

7.3.4 Payment

Wlzen a vendor's invoice is received, it must be reviewed to determine that the iten1 actually was received and tliat tlle amount billed corresponds to the amount encumbered. After the invoice is verified it is normally sent along with an accolnpanying voucher to a separate office in order to prepare cheque for payment of the mate)ial. The library must maintain a record of the payment, it has authorized and constantly update its ledgers and account balance.

In an automated systems, there may be options to generate three reports i.e sanction, contingent bill (C-Bill) and Certified Receipt Voucher (CRV). After the document is taken on charge and the invoice/bill received with documents are processed for payment. These reports are generated for each bill received f?om a vendor against the supply order.

0 Cataloguing of Documents on Receipt

A Sample worltsheet for cataloguing of documents on receipt is given below:

'P.1t ] pat21 PMSI !I_

Tgpeo(Map~lal

Document N u m b .

Puihor! I

I [ ILad Name IFtiraNsrne I T~lle loate 1Rok ,*I / T c ~ w e d I

I I Fig. 1 : Worksheet .fur Cataloguing of Document I

1 I Self Check Exercise

1 2) What are the procedures for generating Standing Instruction Supply Order? I 1 Note: i) Write your answers in the space given below. I ii) Clleck your answers wit11 the answers given at the elid of this Unit.

! 7.4 MANAGEMENT INFORMTION SYSTEM (MIS)

MIS reports help management in taking quick and effective decisions. Baseclop these reports ~nailagemexit decides the thrust area ofpsers cornmuizity. The system should be able lo produce a report of current commitmeilts and expenditures by fimd and type of material. Your library inay purge inaciive order data at regular intervals to an offline hista~y file. Your library can prepare a wide variety of management informatioll reports as needed.

7.4.1 Management of the Budget

The Head of Library allocates the budget received in library under various heads, Such as,

Automation of Acquisition

Automated Housekeeping Serials/Jourllals Operntions

0 Books and Monographs

CD-ROMs data bases

e Online Journals

0 Binding

Miscellaneous

After each purclzase the budget master file should he updated under each head. Minor adjustment within head is always possible. The budget master file may contain the data in following categories:

@ Allocated

e Expenditure

C ollllnit~ne~lt

Balance

If your library is central purcllase agency for other departments then various reports can be generated out of above data to monitor the expenditure under different heads.

7.4.2 Expenditure Analysis

Two types of reports: (1) Vendor-wise and (2) Department-wise are normally generated giving details of expendit~lse giving amount allocated, already paid, colllniitiliellt and balance are generated. Vendor-wise reposts are generated for a selcct financial year and for selected vendor. Similady departnleiit-wise reports may also be generated for a select financial year and for selected deparlment.

I

7.4.3 Other Reports i

i Other reports which are normally generated from Automated Acquisitio~l Control ; may be as follows:

i

Documents on approval

@ ~ecolnmende'd iildents/Non recommended indents

Pending indents

Vendor wise indents

0 Indentor wise indents ,

@ Receipt

Acquired documents

Vendor list

Veildor wise orders

@ Accession register

Catalogue cards

@ List of additions

7.4.4 Services

Most of the libraries are bringing out current awarerless services, accessioll list or new arrivals. Tlicse lists are asranged on subject categories.

@ List of Additions

After cataloguing, n list of new acldiilioi~s is generated Ibr circulatiolz ai~long nlernbers of the library to ~lialce thcm aware about the I-ecent acquisitiuns.

e Copy Record to BPAC

Once the docume~its are received in the library and taken on charge, they are sent for technical processing. When cataloguilig is done certain reports are generated and the docuilleilt is sent for display and circulation counter.

Most of the nccluisitioil software packages keep the accluisilion record separately in acquisitio~l file and they inay be required to be incrged in OPACtOnlinc CataIogueIOnline Register fur future use. Only those records are merged which have cotnpletc bibliographical inhrmatiun.

Self Cllctcllc Exercise

3) Wlzat arc tbe reports gei~cl.iilcd in autotikalcd ;~cq~lisition control?

Natc: i) Write your ansn-crs in thc space givcn bclo\j.

ii) Cllcck your answers wit11 [he ;lnswers given at the end of this Unit.

7.5.1 Independent Software

Acqujsitioil is the entire process of obtainil~g materials after their selection, selection of vendors, placement of orders, issuing of reminder notices to vendors

A~ltomntion of Acquisition ' I I 'I

l

and finally processiilg the materials and bills when received it1 the library. As soon as the material is received, it is p&kYssed for accession, classification and cataloguing. The software should have followillg i'ealul-es:

Automrtcd Housekeeping Maintain the master files

Input indents received from lneinbers

Input docuillents received on approval from vendors

Input Book Selection Colnlnittee (BSC) decisioil and assigned vendors (approval)

Callcellation

Receiving

Input illvoice details of documents receipts

Accessioning

Cataloguing

Cornprehellsive and flexible

Fully integrated

consult the catalog~ie direclly from the acquisitions illodule using a search fosin.

@ qi~iclcly and easily order new copies of books.

e New titles are saved in the catalogue, together wit11 their order status.

0 Suppleilzel~tary files, such those for suppliers, cost centres and letters, are shared wit11 other modules, saving time and storage space.

Basic Functions

Orders are recorded in an orders file.

Print Letters @ h~corporales a liuillber of letters, which can be printed out autollzatically.

0 Requester notified autoinatically when the order comes in.

e Letters for autoinatically cancelliizg and claiming orders.

0 Letters sent automatically by e-mail. I

o Mail merge files into MS Word

Acquisitio~ls module supports foreign currencies.

Suppliers Nanles and addresses.

Body texts of letters.

@ Default values delivery time, discount and currency.

@ Default values can always be changed if necessary.

Budgetary Control a Define cost centres in the acquisitions module.

@ Ordering, Membersl-rips, Blanltet Orders. and Approval Plans

@ Display copy holdings

9 PrepareJGenerate supply orders

Cancel supply orders

@ Vendor Selection

e ' One-time (firm) orders

Mail to vendor/publisl~er

@ Added copy orders

e RUSH Orders

Use of acquisitioi~ tools 011 the Web

@ Ordering added copies of a monograph.

@ Manuals Invoice processing

6 Vendor codes

Claiming

Orderiilg

Bibliographic maintenance

@ Output/Reports/letters

9 IndentsJRequisition

Documents on approval

Recon~mended indentsAVon recolnmellded illdents

Pending indents

* Vendor wise indents

e Indentor wise indents

Supply orders

Receipt

9 CRVIVouchers

0 Invoice for payments

0 Acquired documents

a Department wise budget

Vendor list +

Vendor wise orders

0 Accession register

9 Catalogue cards

Expenditure analysis

e List of additions

Automation of Acquisition I L

Automated Housekeeping Operations

I

I

Fig. 2 : Example of Main Menu of an Acquisitiol~ Control Software Package Suchilca 2.0

7.5.2 Integrated Library Management Software

An integrated software aulolnates all aspects of initial ordering of items, indexing, enquiries, circulation, serials (periodicals) control and financial administration. It should provide wide range of predefined management reports and enables the easy generation of adhoc reports. As a modular system, following the initial package installation, additional functions may be installed as and when recluired. The nlodules include:

* Cataloguing

Mo~lograph Acquisitions

Serials Control (Periodicals)

0 Circulalion Control

Short Loans and Reserve Collection

Interlibrary Loans

OPAC (On-line Public Access)

* Self-Service Facility

Community Infornlation

Docuinent Storage and Deliveiy

* International Fonnat

Web Products/Services

Some of the common features are:

@ Powerlid hctionality in all system modules

Systein is totally modular in design

Completely integrated

Data is only entered once and immediately updates all relevant files and becomes available system-wide

Real-time, interactive system, which always provides current status of Acquisition

infomatioil 0 Basic system design allows for izzultiple collectioils andlor branches

Sharing a coininon bibliographic,database or having autonomous databases @ Interface with world wide web

@ Browser products and document trsu~smission capabilities

Some of the examples of integrated sofhvare paclcages are:

a) Inter~iatioiial

CAIRS: CAlRS Infor~natioil Systems

@ Librarian : E~~sotech Coi~sltants Ltd.

b) Indian

Sr. NO. Soft~vare

Suchika (DESIDOC, Delhi)

Granthalaya (INSDOC, Delhi)

sorx (NFLIBNET)

SANJAY @TISSAT/DESlDOC)

DET,SYS (DGLNET, Dell~i)

DELMS (DESIDOC, DELI-II)

LIBMAN (Kasbah Systems Software, Madras)

8. LIBSYS (Info - Telc Consultant Pvt Ltd.,) i 2

OASIS (Softlink India , New Dellli) 9. I

7.53 Evaluation o f Software

Sofiwcu-e should be selected considering performance of other internationally available software packages: Some of the parameters for evaluation are:

Meeting the specificatioi~s

Response time,

Accuracy of output,

Reliability, etc.

A record of all ei-rors of software sllould be maintaiiied along with the measures taken to remedy them.

Self Check Exercise 4r j '

4) What are the features of Integrated Libriry Management Software? 1; #

Note: i) Write your answers in the space given below. 1 ii) Check your answers with the answers given at the end of this Unit. /I

1:

Automated Housekeeping Operations

IMPLEMENTATION OF AUTOMATED ACOUISITION SYSTEMS

The implernentalio~~ of a systein in your library requires dedicated team and the support of head of organization. Beca~lse it ,requires coordination of many activities. Broadly it requires planning, [raining in use of software and database creation. These may be grouped into the ibllowiiig broad areas:

Overall Planning : This is essentially a inailagerial functioi~ which calls for planning, coiztrolliilg and scheduling .

o System Platform : The Library has required Hardware, Operating system and support software

Database Creation : This will be a izlajor activity of tlze system. An input worksheet is designed to gather the data. It should be ensured that the data entered into the system is correct, no duplication is allowed, format of the data is to be imported fro111 external sources, it shoulcl be done as per the MARC/CCF fonzlat. ~ Staff Training : One of [he lcey elenlents is the successfi~l implementation of any systeiii in people. Since the automated system will have an impact an not oilly to the people who clesign, operate, and maintain the system, but also to those who utilise the outpi~t generated by the system, one oflhe primary objective should be to train the staff and educate the users.

0 Implementation Plan :'0~1t of the three types of changeover procedure, any one lnay be accepted when iizstalli~zg a new system.

Immediate Changeover Approach I t

In this approach ~llailual systeliz is terminated on a given date and replaced 1 I by the automated system, Precaution is to be talcell tliat user services are not 1,

affected as there is no back-up system. 1~ Parallel System Approach 1~

k In this approach up to a certain time both manual as well as computerized systelzz are niade to run parallel. Once the comnputerized system is provided to be successf~~l, the manual systein abandoned. This is a better way of changeover than the earlier ones as it has some advantages like back-up system. User services are not disrupted. But the main disadvantage is tlze cost involved in operati" 4 both systems,

Gradual Changeover Approach Automation of Acquisition

Here the process is phased. The system is divided into several phases. Computerization is done according to tlze phases. Afier one phase the system is tested the manual part of that phase is dropped and the 2nd phase is talcen up. This gives staff as well as users time to adjust and to learn.

7.6.1 Training the Staff and Educating Users

Training is imparted to all level of users of the new system. The llrind of training for these three level will be different from each other. Training tlze managenzent of the library will be more a matter of generating interest and good will for the system, rather than giving detailed instruction in the n~eclzanism of the operation. End users of the system of the library are to be educated about the new system and its implications. Since they are tlze ones who would be accessing the database, make several searches on the database, they should be trained about the various search techniques and other related things.

7.6.2 Performance Evaluation

It is final phase of system analysis and design. Once the inlplelnentation of the system is over, you have to monitor and evaluate the system periodically. Through this process you would be able to identify areas where objective are not being met, what is the cause and how it catbe achieved, to identify areas which slzould be given priority for future development, to measure the effectiveness of the system as far as hardware and software are concerned, and finally to justifj the expenditure.

7.6.3 System Requirements

It is advisable that a colnnziltee of expert be appointed by head of library to suggest the the following components for design and developnlent of integrated library software package.

The conlponents are:

@ Hardware

e Operating system/Platfornz

e Suppost software

Skilled manpower.

SUMMARY

Many libraries had experience with a~ltonlated systenzs lilce automated circulation control, cataloguing, serials syste& and catalogue production Despite these promising beginnings, automated acquisitions system failed to attract the widespread library and vendor interest given to the autoination of circulation control, cataloguing, and reference service. Since last few years, the interest in automated acquisitiolls has increased steadily, especially aizlgilg libraries and vendors which have previously implemented auto~~lated circulation control or cataloguing systems. Tllis interest was further motivated by illcreased libraly awareness of certain problems and limitations inl~erent in manual acquisitions system. Internet has also came in the aid of librarians.

I Aululnrted Housekeeping Accl~i~itiglls finits reprc::ent a large and important component of the typical Iibraly I Operations budget, for ~xlfiich li blilry rlcin~ iriatrttior t is accountable for propcr sps~zdi~~g. Periodic

reports ol'fiuld stati[s c m atc1-t subject bibliographer and libnty administrators to

7.8 A74,TSN'EItS TO SELF CHECK EXERCISES ---

I) I11 auton?ated aic~~:isitioi~ co:~trol, we input biblirigriiphic infor~nation about a ctr;cmne~-it in phascs:

Phase -1 Details l imn inde1;t received

Fl~ase - IT Details while ordering.

Pliasi* - 111 (\vl~ile) Catc~lvguing vvI>en the tlocumcnt. actually received.

Phase - TV The catalogue card is printed and record is added in OPAC.

2) Thl: fbllo\vingproccdur-rs arc fc,llow~.d for generc'itiny Sfa~ldhlg Ir1struc tion Supply Oder:

a Selcet BSC no.

6 Sdect vendor

@ Select depmtnirr~t

@ Sclecl budget head

s System supply order no.

IP IZrltcr stlpply order date

Il'tlc of iloc~u~~cnt

r Print the supply order

3) The ibllowing reports inay be genel.ated from automated acquisitio~~ control:

Ili~leiitblK~q~~isitions

Docutnenls on approval

Recon~nle~lded indents1Non recommended indents

Pending indents

0 Vendor wise indents

Indentor wise indents

@ Receipt

; Acquired documents

Vendor list

Vendor wise orders

0 Accession register

0 Catalogue cards

List of additions.

4) Some of the common features of Integrated Library Management Software are:

@ Powerful functio~lality in all system modules.

@ System is totally modular in design.

@ Completely integr&+d.

Data is o~aly entered once and iln~nediately ~~pdates all re lev an^ files and ber:omes available system-wide.

s Real-tinle, interactive system. which always provides current status i n fb r~~~a t ion.

* h s i c system design sllo~vs for ill~lltiple collections andlor branches.

* Sl~aring a cotnmun bibliographic database or having autorlomous databases.

@ Interface wit11 world wide web.

9 Browser products and docu~uent trans~nission capabilities.

Allsratctd Pond : Allocated f~111ds (preceded by a blue triangle) are subordinate to su~~imary funds.

Currency

Electronic Data Interchange (EDI)

Invoice

: A type of code used on labels to be read by a scanner used to identi t j l library items.

: The predefined currency set up in the currency mai~~tenancc activity using the Inter~latiollal Standard Organjzation (ISO) codes allows you to choose what currency you want to use for purchase order or invoice processing.

: it is a mealls of cornnlunicating with your vendor electronically.

: An illvoice handles expenditures. An invoice will expend the exact a~llount charged for an item and remove that amount from commitinents.

Ledger : A ledger (preceded by a red square) coiltains a hierarchy of' fi i~lcls within the same fiscal year.

Purchase Order : Any order, rcquest, deilzand for library material regardless of mode of acquisition. For ordered items, the purchase order llandles the coillmitlneilt of Fl~funds that are carll~arlced and set aside to pay for an item once it is received.

Vendor : Any supplier of library ~naterial regardless of illode of acquisition (i.e., exchange, gift, purchase, copyright, transfer, etc,).

Vendor Accounts : A display of defined accounts for a vendor used for different types of orders which may have discounts associated with them. A vendor account is required if you want a

Automation Acquisition

Automated Housekeeping Operations

Vendor Code

default order type or a default discount percentage associated with a particular vendor.

: Identifies which vendor you are using for your purchase order or which vendor is providing an invoice line item.

7.10 REFERENCES AND FURTHER READING

ACQNE'II Acquisitioils Librarians Electronic Network. Boone, N.C.: Eleanor Cook, Vol. 1, no, 1 (1990). (To subscribe, send the following e-mail message to: Iistserv@listserv.appstate.edu: sub acqizet-1 [first name last name].)

ACQWEB. Edited by Anna Belle Leiserson. URL: http://wwvv. library. vanderbilt. edz1/Iaw/acqs/acqs. html Website for acquisitions and collection development infolmation.

ALA, Guide to Performance Evaluation ofLibrary Materials Endors. Acquisitiol~s Guidelines, no. 5. (1988) Chicago: ALA.20p. (ISBN 0838933 696).

The Acquisitions Librarian. Semiannual. New York: Haworth, 1989- (ISSN 08963576).

Against the Grain. Quarterly. Charleston, S. C.: Katina Strauch, 1989- (ISSN 10432094).

Barker; Joseph W. (1990). Gifts and Exchanges. In Technical Services Today and Tomorrow. Englewood, Colo.: Libraries Unlimited, pp. 23-37.

Bazirj ian, Rosann, (ed,)(1995). The Acquisitions Librarian. 13/ 14.

Bryant, Bonita (1 984). Automating Acquisitions: The Planning Process. Library Resources and Technical Services 28,285-98.

COLLD V-L,. Library Collection Development Listserv. Los Angeles: University of Southern California, 1991. (To subscribe, send the following e-mail message to: listserv@usc.edu: subscribe colldv-1 [first name last name].)

I

Library Acquisitions: Practice and Theory. Quarterly. New Yosk: Pergamon, '

1977- (ISSN 03646408).

McLaren, Mary (1 990). Full Acquisitions Systems. Library Acquisitions: Practice and Theory. 14,247-50,

Newsletter on Serials Pricing Issues. Chapel Hill, N.C.: ALA PublisherNendor, Library Relations Committee, Subcommittee on Serials Pricing Issues, no. 1 37 (1989-91); new ser., no. 1 (1991). (Issued by Marcia Tuttle. To subscribe, send the following e-mail message to: listserv@gibbs.oit.unc.edu: subscribe prices [first name last name] .)

Ray, Ron L,(1993). The Dis-Integrating Library System: Effects of New Technologies in Acquisitions. Library Acquisitions: Practice and Theory 17, 127-36. I