Subject: Acquisition Department Annual Report
1991
To: Jennifer Younger, Assistant Director for Technical Services
William J. Studer, Director of Libraries
From: Carol P. Hawks, Head, Acquisition Dept.
Date: March 7, 1992
1991 was a year of much challenge, but also considerable achievement for the Acquisition Department. Despite ongoing position vacancies and eventual loss of one position permanently, virtually every core priority remained current for the entire year. This achievement is directly attributable to the quality and dedication of the staff in the Acquisition Department. In addition, their acceptance and hard work in reassignments was a key factor in our success in keeping core activities such as ordering, receiving, serials check-in, problem resolution, and invoicing up to date.
The full funding of the Library Materials Budget Index at 12.6% resulted in a substantial increase in monograph funds for the 1992 fiscal year. This increased workflow in monograph and serial unit orders has been absorbed throughout the department.
Two library interns, Debbie Hollis and Jose Ruiz, began their rotations through the library in the Acquisition Department in fall 1991. Although having two interns made for a different experience than previously, the department was able to build on its experience with Leta Hendricks two years earlier to provide a broad overview of the acquisitions process.
1. Implementation of Control/Storage Numbers on LCS
The programming for implementation of control/storage numbers for maintaining the cataloging backlog on LCS was completed and implemented in July 1991. The new process takes information coded in the INNOVACQ acquisitions record and generates a intelligent number on LCS for material not yet cataloged. Although this control storage number does not have benefits for the Acquisition Department, it has enabled the Cataloging Department to sort the cataloging backlog and generate statistics more easily.
2. Approval Plan Changes
A number of approval plan changes were made in 1991. Specifically, the demise of Les Livres Etrangers, our Soviet dealer, resulted in a move to Kubon and Sagner, during a time of much upheaval in the Soviet Union. This change has proven effective and is functioning well. Late in 1991, the British approval plan was moved from Blackwell's to the domestic Baker & Taylor plan. In addition, new approval plans for LCGA and LAT were planned for implementation in January 1992.
3. Priority Claiming
A new service called "priority claiming" was implemented in the Monograph and Continuation Acquisitions Divisions in 1991. Specifically, this process focuses prompt claim attention on specific categories of orders such as rushes or on specific titles such as problem titles or titles of great interest to particular faculty members. In the Continuation Acquisition Division, collection managers were allowed to designate a certain percentage of their continuation orders as priority titles. As a result, these 611 titles are reviewed monthly to catch any potential problems before they accelerate.
4. Quality Control for Serials Check-in
Weekly quality control spot checking for serials check-in began in Sept. 1991. Each check-in staff member's work was reviewed once every fourth week. Review was done on varying days of the week and at varying times. Kathy Kramer examined all aspects of serials check-in for a 3-hour period including recording information in INNOVACQ, marking/labelling pieces and preparing special handling forms, streamers and flows. Kathy's notes and observations were reviewed with the staff member shortly after the work is completed. This new process enabled us to establish a baseline of production quality for the division and each individual. The process has been useful for reinforcing good work habits, correcting misinformation, and discussing infrequently used procedures. The serials check-in staff have been closely involved with the development of this quality control approach and results indicate that the check-in process as a whole is sound and of high quality. As a result of continuing staff vacancies, this review will be scaled back in 1992, but will continue on a less frequent basis.
5. Invoice Tape Loading
After an unsuccessful attempt in 1988, the Accounting Division again approached the project of testing and loading invoice information via tape load. A smaller Blackwell tape of British subscriptions was successfully loaded and will become an annual project. Our efforts to load the Faxon tape were generally successful. However, due to problems with the manner in which the service charges are distributed on the tape, tape loading cannot be continued with Faxon until their programming is changed. We do not expect Faxon to make those changes in the near future. However, in 1992, we expect to load the Swets annual invoice by tape as well.
6. Label Printing for Continuation Pieces
A major accomplishment in 1991 was the implementation of label printing for serials at point of check-in. After extensive experimentation, testing, and consultation with collection managers, daily label printing began in March 1991. By June 1991, all check-in staff members were producing labels. Custom labels include OSUL ownership information, location and call number data for each piece. This process has been well-integrated into the check-in workflow resulting in little or no delay in receipt of materials.
7. Increased Security for Material in the Receiving Division
Due to continuing security problems in the Receiving Division and as a result of recommendation made by the Materials Transit and Processing Security Group, additional measures were taken to secure materials while they reside in the Receiving Division. Specifically, cabinets were ordered to replace open shelves for the storage of incoming and outgoing continuation pieces. The cabinets are kept locked both during the day and at night. In addition, a locking rolling bin was acquired to house and transport Special Collections materials from the Acquisition and Cataloging Departments to Rare Books.
8. OCLC Table of Contents Project
In 1991, the Libraries entered into an agreement with OCLC to supply table of contents information from over 3,900 periodicals to be used in an online database. Coding of INNOVACQ records by OCLC staff was completed in Spring 1991. Photocopying by OCLC personnel began in May 1991. Routing this material to be photocopied after check-in was absorbed by the serials check-in staff. Between 100- 200 pieces were identified each day for photocopying. Although this project was discontinued by OCLC in January 1992, the Libraries will receive some free use of the database as a result of this involvement.
9. Location Controlled Gifts
As an outgrowth of a recommendation of the Serials Processing Working Group, the Acquisition and Cataloging Departments implemented a new procedure to process location controlled gifts. This new process opens a workflow which allows collection managers to add gift subscriptions received in the locations to the INNOVACQ and LCS databases and to the backlog of serials to be cataloged. This is an activity that has been requested by collection managers for some time.
10. CD-ROM Processing and Licensing
CD-ROM processing and licensing proved to be a considerable undertaking and challenge for the Continuation Acquisitions Division. Specifically, a workflow was designed to receive and process the actual CD-ROM and the varied miscellaneous pieces received with each shipment such as templates and return envelopes. In addition, Trisha Davis handled all the negotiation of licenses for the network versions of these titles and the subsequent approval of those licenses with the University's Legal and Contracts Office. This is an ongoing process which absorbs much high-level attention and time.
11. Electronic Journals
The Acquisition Department moved into another arena of acquiring non-traditional information sources specifically electronic journals. Betty Sawyers worked closely with Academic Computing to design the menu and process for the OASIS system which would house these issues. She then spent considerable time working with Sheryl Williams, Trisha Davis and me to move the order and receipt process to the workflow in the Acquisition Department. Sheryl has specific responsibility for placing the subscriptions for these titles, receiving them via e-mail on a regular basis, editing them, and transferring them to the OASIS menu on Magnus. This activity moved into full force in late 1991. 1992 will see a refinement of the process and evaluation of the time and effort involved.
12. Exchange Program Review and Analysis
After a visit to two exchange operations at Indiana University and University of Michigan and continuing position freezes, the Acquisition Department made a recommendation to review the exchange program with the intention of downsizing it. Much of 1991 was spent in preparing for this evaluation. Various projects throughout the year were accomplished to organize and analyze the existing exchange titles. Actual review and disposition of the titles will began in early 1992. Progress will be slow, but we are pleased to be making a concerted effort to resolve the status of this program.
The accomplishments of the Acquisition Department in 1991 are extensive. Individual division annual reports reveal scores of improvements, elimination of backlogs, and improvements in services. The twelve items above are simply the most striking highlights of a very successful year. Not enough can be said about the quality and commitment of the Acquisition Department staff who continue to provide outstanding service and improve their performance often despite difficult budget realities.
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