Acquiring MaterialsAcquiring Materials

Chapter 13Chapter 13

Acquisition processAcquisition process

Research item informationResearch item information Select sourceSelect source OrderOrder See figure 13.1 pg. 226See figure 13.1 pg. 226

Distribution systemsDistribution systems

Best sourceBest source Intermediaries between publisher Intermediaries between publisher

and buyerand buyer– WholesalersWholesalers– DistributorsDistributors– JobbersJobbers

Library media specialist can “shop Library media specialist can “shop around”around”

Acquisition PoliciesAcquisition Policies

Single Source Policy: One jobber or Single Source Policy: One jobber or vendor for most materials (e.g. vendor for most materials (e.g. Howard Co. Schools)Howard Co. Schools)

Open–ended Policy: Choose anyone Open–ended Policy: Choose anyone (usually multiple vendors) that meets (usually multiple vendors) that meets the collection development policy the collection development policy (e.g. AACPS)(e.g. AACPS)

????? Private schools????? Private schools

Typical Sources used by Typical Sources used by AACPSAACPS

Jobbers: Follett, Mackin, Baker & TaylorJobbers: Follett, Mackin, Baker & Taylor Publishers – including ‘Recommended Sources Publishers – including ‘Recommended Sources

listlist Sales Reps for multiple publishers (Pettis, D. Sales Reps for multiple publishers (Pettis, D.

Taylor, Demos) Taylor, Demos) Book stores, conferences, Amazon. Com, etc. Book stores, conferences, Amazon. Com, etc.

& some previews& some previews Equipment/supplies: Office Depot contract, Equipment/supplies: Office Depot contract,

Highsmith, Demco, bid list (Minerva), retail, Highsmith, Demco, bid list (Minerva), retail, InternetInternet

JobbersJobbers

See advantages/disadvantages on pg. See advantages/disadvantages on pg. 228228

SelectionSelection– Offer discount?Offer discount?– Backorder/return handlingBackorder/return handling– Service representative?Service representative?– Efficient order filling?Efficient order filling?– Superior selection tools (e.g. user friendly Superior selection tools (e.g. user friendly

web site with multiple review sources)web site with multiple review sources)

Guidelines for softwareGuidelines for software

See list on pg. 230-231.See list on pg. 230-231. Not as applicable to AACPS in the Not as applicable to AACPS in the

past 5 years or more.past 5 years or more. Software goes through the computer Software goes through the computer

test bed.test bed. Must be Oked for county-wide use on Must be Oked for county-wide use on

AACPS computers.AACPS computers.

Preorder processPreorder process

Check current holdingsCheck current holdings Verify correct author, ISBN, etc.Verify correct author, ISBN, etc. Check availability* through Check availability* through

bibliographic tool bibliographic tool (Books in Print, etc.), (Books in Print, etc.), print catalogs (publisher), print catalogs (publisher), or online or online book supplier (book supplier (Follett, etc.Follett, etc.))

See table 13.1 for examples by formatSee table 13.1 for examples by format

*Almost everything is available online at a price.

OrdersOrders

Firm order – specific titles orderedFirm order – specific titles ordered Standing order – annual publications Standing order – annual publications

and irregular updated versionsand irregular updated versions Approval plan Approval plan (preview)(preview)– item sent – item sent

by vendor for approval or returnedby vendor for approval or returned Blanket order Blanket order (combination of firm (combination of firm

and preview) and preview) – send all Newberry – send all Newberry Award winnersAward winners

ReceivingReceiving Check title against packing list and Check title against packing list and

orderorder Check for any damage or missing Check for any damage or missing

partsparts Verify correct editions or copyright Verify correct editions or copyright

datesdates AACPS – send paperwork* including AACPS – send paperwork* including

check-off list back to media check-off list back to media accounting – vendor then paid accounting – vendor then paid

*Keep copies for your records

ProcessingProcessing If disk provided by supplier:If disk provided by supplier:

– verify each item matches electronic verify each item matches electronic recordrecord

– Verify each item successfully uploaded Verify each item successfully uploaded into databaseinto database

Stamp, sticker (label), add additional Stamp, sticker (label), add additional electronic cataloging info, book electronic cataloging info, book covers, wings and corners, plastic on covers, wings and corners, plastic on paperbacks, security labels, etc.paperbacks, security labels, etc.

Record KeepingRecord Keeping

Alphabetical binderAlphabetical binder Electronic tracking (i.e. Excel Electronic tracking (i.e. Excel

spreadsheet or Access Database)spreadsheet or Access Database) Track backorders, credits, returns, Track backorders, credits, returns,

etc.etc. AACPS – 3080, 3090 categories – AACPS – 3080, 3090 categories –

Open orders & closed orders – 4 file Open orders & closed orders – 4 file folders will do itfolders will do it

ConclusionsConclusions

Acquisition activities = time consumingAcquisition activities = time consuming Organizational, math, and business skills Organizational, math, and business skills

neededneeded Errors can be costlyErrors can be costly Good record keeping minimizes errorsGood record keeping minimizes errors

from The Collection Program in Schools, by from The Collection Program in Schools, by Van Orden and Bishop, 3Van Orden and Bishop, 3rdrd edition, 2001. edition, 2001.

The endThe end