Serials Acquisitions Workflow

1. Serials Acquisitions Workflow East Central University Dana Belcher, Asst Library Director Ashley Romans, Cataloging/Government Documents Librarian SIGALO - May 9, 2008

2. 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

4. Ordering Periodicals, Cont’d • 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

7. 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

9. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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!!!

17. Statistics • We’ve 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

21. 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 – that’s why we’re librarians!