Acquisitions Basics and Beyond

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Acquisitions Basics and Beyond

• Dawn Waller
• and
• Paul Rittelmeyer
• Charleston Conference
• November 5, 2008

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Topics

• Mission
• Organization
• Tools
• Relationships
• Monographs
• Serials
• Electronic Resources
• Licensing
• Challenges
• Future

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Acquisitions Department
Mission Statement

• The Acquisitions Team acquires materials from
  around the world to support the educational and
  research mission of the University of Virginia.

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Collection Development Organization
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Acquisitions Department
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Acquisitions Department
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Staff Management

• Communication
• Opportunity
• Teamwork
• Have Fun
• Trust

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Tools

• SirsiDynix
• Gobi 3
• Serials Solutions
• EbscoNet
• Acquimation
• Vendor Online Resources

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External Relationships

• Establish Relationships
• Communicate Needs
• Give Feedback
• Understand Roles

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Internal Relationships

• Other Library Departments
• Procurement (Financial) Services
• General Counsels Office

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Approval Plans

• YBP
• Lindsay Croft
• Coutts
• Karno
• Harrassowitz
• Casalini
• Erasmus
• Library of Congress
• University Bookstore

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Role of Acquisitions

• Work with Subject Specialists and Vendor Reps
• Acquisitions Involvement Includes
• setting up delivery schedules
• determining any overlap of materials
• vendor records
• shelf preparation
• training on online resources
• processing workflow
• monitor expenditures
• assessment of vendor

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Approval Plan Workflow
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Regular Orders

• Purchase Express
• Firm
• NYT/WP
• DVDs/Media

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Miscellaneous

• Claiming
• Reports
• Cancellations/Returns
• Clean Up

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Serials

• Subscriptions
• Standing Orders
• Memberships
• Support

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Standing Orders

• Everything in a Monographic Series
• Different from an Approval Plan
• Place the Order and Wait

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Memberships and Support

• Memberships often include journals
• Support includes
• ILL fees
• Searches (Dialog, LexisNexis)
• Marcive
• Keyboarding

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Subscriptions

• Journals
• Print
• Print Online
• Online Only
• Databases
• Other Electronic Resources

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Sources for Subscriptions

• Local Subscriptions
• Cost sharing
• Statewide Consortia
• Ad hoc Consortia
• Regional Consortia

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Big Deals

• All involve online access only.
• Most include a deep discounted price (DDP) for
  print.
• Print costs are still IN ADDITION to online cost
  (and are billed separately).
• Access to all journals on specific platform but
  all have exceptions.
• Perpetual access models vary and this drives the
  need to maintain lists of subscribed titles.

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Tools

• ERMS (Serials Solutions)
• Lib-ejournals
• EbscoNet
• Publisher Websites
• Staff

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Strategies

• Communicate
• Define Roles
• RESPOND

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Electronic Resources

• Databases
• EBooks
• Music
• Video
• Data Sets

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Workflow

• Selector contacts Acquisitions Department with
  this Information
• Resource
• Cost
• Licensing requirements
• Fund Code
• Review License
• May require negotiation
• May not be necessary
• May not be required

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Notes on Licensing

• Get the license as early as possible (even during
  a trial)
• Helpful to have other expertise available
  (General Counsels Office or Colleague)
• If practical get license signed even if there is
  some doubt about subscribing

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Workflows continued

• Local procedure for signature
• Place Order
• Enter into ILS
• Notify other departments via lib-ejournals
• Notify selector after access is established

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Challenges

• The move to Online (for all types of materials)
• Volume of resources available online
• Marketing resources
• Leveraging resources
• Change

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Future

• E-Books
• E-everything else
• Collaborative Strategies
• Data Sets
• Print on Demand
• Space

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• TOPICS/QUESTIONS
• Titles that have different publishers (why must
  we export a new record instead of attach new?)
• Is it worth it to pay a company to do some of the
  heavy lifting in collection development for you,
  or is that money better spent elsewhere?