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ACQUISITION DEPARTMENT ACTIVITIES AND COLLECTION MANAGEMENT. Kate-Riin Kont. Tallinn University of Technology Library. Performs the following objectives: * as a research library – to assure accessibility to scientific information; as a university library – to support high quality education;
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ACQUISITION DEPARTMENT ACTIVITIES AND COLLECTION MANAGEMENT Kate-Riin Kont
Tallinn University of Technology Library • Performs the following objectives: • * as a research library – to assure accessibility to scientific information; • as a university library – to support high quality education; • as a library offering public services – to stimulate science and development activities, to contribute to the educational level of the population and to the general growth of education, and to increase to state’s potential for ongoing scientific discovery and development.
State Financing for University Libraries The legislative regulation of research library activities in Estonia began in2001, when the research library and its tasks were defined in the amendmentsof the Arrangement Act of Science and DevelopmentActivity. At the sametime, legislation was enacted that required the Ministryof Education andResearch to finance the acquisition of scientific information through theirbudget.
State Financing for University Libraries The funds are divided between libraries’ according tothe formula : • the university’s research capacity; • the university’s individual financial contribution to buy documents; • the number of students; • the number of library users; • the general amount of books.
The Library’s Books Assets • Consist of: • the documents that have been purchased, using the sums appropriated for acquisition in the library’s budget, and that have been presented as gifts or donated to the library. • the documents that have been acquired for presenting as gifts and for publication exchange, advertising publications, online databases, and electronic journals are neither treated nor registered as books assets. • Documents are registered for the purposes of determining the size of the collection, preparing the library’s annual report, contributing to official statistics, and lending.
Activities of the Department 1. Purchasing / ordering books, journals, and other documents in the Estonian language and in foreign languages. Teaching staff (lecturers, assiociate professors, professors) and researchers of the university place orders directly, or via referent librarians. Ordering foreign documents from suppliers is predominantly electronical (online ordering, placing orders via e-mail). Ordering documents published in Estonia takes place directly through publishers or wholesalers. All ordered documents are registered in the Access database.
Activities of the Department 2.1. Processing the received documents. The transfer is registered in the database, a slip of paper with the orderer’s name on it is placed between the sheets of the book, and the price is written on the inside of the back cover. The received invoice is registered in the invoice database, provided with a booking stamp, signed by the Director, and transferred to the accountancy department.
Activities of the Department 2.2. Processing the received documents. The book is then placed on the shelf of new literature exposition that is regularly held in the room of the acquisition department for the library’s staff once a week. In course of this exposition a selection is made to which collection the book should be included.
Activities of the Department 2.3. Processing the received documents. Gifts and donations are registered in the accounting documents with an estimated value, which might turn out to be necessary in the case where the user has misplaced the borrowed document and it should be replaced or compensated. The cost of legal deposit copies is registered to be a zero Euro – these copies are not lent out and are subject to be preserved forever.
Activities of the Department 3.1. Processing the documents. After the exposition the title page and page No 17 of the document are stamped, adding also the accession number and, in the case of several copies of the document in the collection, the call number in writing. A barcoding label is glued to the back cover. The bar code enables electronic lending, checking the status of the document in the electronic catalogue, and revising the collections of documents placed on the shelves. Single copies and annual volumes of journals and newspapers are not provided with the bar code.
Activities of the Department • 3.2. Processing the documents. • short bibliographicrecord (that will be later complemented in the Cataloguing Department) – the author, title, ISBN, edition, place of publication, publisher, publishing year, number of pages. • item record, which provides the way of acquisition of the book (purchase, donation, legal deposit, or book exchange), price, location, accession number, call number, bar code, and supplements.
Activities of the Department • 4. Legal deposit. • The TUT Library gets one copy of legal deposit of all Estonian publications. However, library would be assigned a so-called shared copy, i.e., the allocated legal deposit copy would be shared according to subject profiles, among: • the Library of the Estonian Academy of Music and Theatre, • the Library of the Estonian Academy of Arts, • the Library of Estonian University of Life Sciences, • the Estonian Children’s Literature Centre, and • the Estonian Theatre and Music Museum.
Activities of the Department 5.International exchange of publications with technological science centers and university libraries around the world. In 2011 TUT Library had 108 partners from 22 different countries. Most of our partners are from Finland (47) and from Germany (18). International library exhange has a long tradition in our library – most our partners has been cooperating with us since the 1970s.
Activities of the Department 6. Conducting the public procurement tendering process for purchasing journals and databases in cooperation with the University’s Public Procurement Office. On May 1, 2007 a new Public Procurement Act entered into force. It requires that libraries (as well as other entities) go through public procurement procedures, something they were not obliged to do previously. As a result, the process of subscribing to journals has become protracted and, from the libraries’ perspective, pointlessly time-consuming and demanding of paperwork.
Collection Management Acquisition specialities: natural and exact sciences, mechanical engineering, machinery and instrument engineering, materials science, transport engineering, logistics, geotechnology, mining engineering, powerengineering, electrical engineering, chemical engineering, biotechnology and biomedicine, food processing, environmental engineering, civil engineering, systems engineering and information technology, different branches of industry (wood, textiles etc), public administration, economics and business administration.
Collection Management * Basic collection. Collection of Estonian Documents: Estonian-language books, published since 1941 – ; Legal Deposit Collection: legal deposit copies since the enforcement of Legal Deposit Copy Act; Collection of Documents in Foreign Languages: books in any foreign language since in 1941; Old Books Collection: books, published up to 1940 (included), no matter in what language; Manuscripts Collection: manuscript research papers; Map Collection: cartographic documents; Pamphlet Collection: subject folders that contain posters, announcements, advertising publications, booklets that introduce various institutions of higher education, etc. * Textbook collection.
