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The Acquisitions Department faced its usual share of challenges, primarily as the result of the uncertain and difficult budgetary situation, but we made remarkable strides in several areas. The short list below merely highlights a few of the year's notable achievements. Increased Bibliographic Access to Electronic Resources Exponentially The Library purchased Serials Solutions, which resulted in an increase in the bibliographic access to electronic journals from ca. 6,000 to approximately 35,310 titles (with some duplicates) because it added titles available through aggregator databases. Our Electronic Resources Unit played a major role in implementing this very significant added service for our patrons.Increased Use of Electronic Capabilities through INNOPAC Dramatically We dramatically increased our use of the electronic capabilities available via INNOPAC with several of our major vendors, including electronic ordering (with Ingram), electronic invoices for firm orders (with Aux Amateurs, Casalini, Harrassowitz), electronic invoices for standing orders (with YBP) and interfaces with vendor databases (Gobi Editions 2 and OttoEditions). These electronic capabilities are especially helpful to the Accounting Department because they can process the invoices in batch rather than title by title.Expanded Use of Approval Interface We employed an expanded the use of the approval interface to incorporate two new British approval plans for the social sciences and humanities. This practice allowed for significant timesavings by eliminating searching and keying of records and follow-up for problem resolution.Searched All Retrospective Gifts Collections We searched and processed our entire retrospective gifts collections backlog, some of which had been here ten years. It was also a year in which the receipt of materials was quite high (ca. 15,000 versus 9,000 the previous year) and in which the number of books sent to Cataloging (ca. 7,000) was higher than usual. Gifts remain an important resource for our collections, especially in tight budget times.Prepared Web-based Documentation of Policies and Procedures We made significant progress on documentation throughout the department but particularly in the Order Section where a staff member is creating a hyper-linked document that encompasses all of the section's policies and procedures.Decided to transfer ca. 1,600 Serial Titles to other Subscription Vendors We decided, based upon poor service and the lack of adequate responsiveness to our complaints from a major subscription vendor, to switch that business to other vendors. We invested much time and thought into the services required and analysis of the quotes received from the two vendors and have just awarded the business. We anticipate that these changes will result in much better service for our users and negotiated for an advantageous service charge. Coincident with better service for print subscriptions is the expectation of better service for the online publisher packages. These will benefit from the transfer projectby being consolidated by publisher, a situation that then allows vendors to efficiently manage the print holdings on which the online access and pricing are based.Reviewed Vendors' Integrated Library Systems We were involved in the review and analysis of the four ILS vendor's products in preparation for migration to a new ILS. We look forward to the opportunities to streamline and reduce redundant work with an integrated system. II. ACCOMPLISHMENTS PRODUCTION Met our yearly encumbrance and expenditure goals through the hard work and dedication of the full-time staff, two Carolina Academic Library Associates, two Temporary Research Assistants, and the student assistants Received and processed invoices for ca. $6.6 millionfor purchases from all sources of funding Received and processed 141,145 pieces of printed material from all methods of print acquisition: firm orders, approvals, blanket orders, standing orders, gifts, subscriptions, and gifts and exchange Added access to 30,303 e-journals (with some duplicates) on the E-Journals Web Page and 88 e-resources on the EID Web Page PROJECTS Transferred 400 standing orders from Swets Blackwell to Harrassowitz to improve service for our users Keyed 400 records for rights permissions for the Undergraduate Library E-Reserves. Assisted Accounting with identification of 80 inactive vendors from a list of 1,200 so those vendors could be purged from the vendor file, thus giving us the capacity to add new vendor codes as needed (purging to be done by Accounting in FY 03-04) Searched (including OCLC printouts) and processed 25% of the Bier Collection, a special purchase of 750 items for the Art Library Provided data for selectors to review all subscriptions (print and electronic) and standing orders for possible cancellation; fortunately, the cancellations were voluntary and we ultimately cancelled only slightly over 200 serial titles as a result of the serial review project Drafted a proposal to use student assistants to do check-in; proposal under consideration now Created a list of current serial subscriptions for Head of Serials Cataloging to code catalog records as active serials NEW SERVICES Ironed out logistics for approval interface via INNOPAC for German Belles Lettres Plan Established protocols to allow E-ordering through OttoEditions (database of Harrassowitz, our major German vendor); trained staff members to do online selection and to export and process records; documented procedures; placed 479 orders Established electronic invoice interface for firm orders with Casalini (major Italian vendor); tested process; and trained Accounting staff in how to manage new function Established electronic invoice interface for firm orders with Aux Amateurs; still in testing phase Established method of sending electronic notifications of firm order cancellations to selectors, thus providing more complete information (i.e., the entire INNOPAC record with claiming and vendor report history) in a timelier manner; received very positive feedback from selectors regarding this service MANAGEMENT Experienced turnover in six of twenty SPA positions (30%); covered for vacant positions, recruited and trained four new SPA staff members (two positions were vacant at year's end) Successfully incorporated the use of two Carolina Academic Library Associates into the department's work, while providing enrichment opportunities for their pre-professional development Effectively used two Temporary Research Assistants to meet goals in the Order and Serials Sections Collaborated within the department to meet highest departmental priorities through the loan or ongoing use of staff from other sections as workloads permitted
Assisted other areas within the department and worked on delayed projects because of the erratic workload in the monographic sections, due to the budgetary uncertainty and reduction in funds for books OUTREACH Classes Taught
Eliminated the filing (and retrieval) of order packs for firm order material obtained through major vendors who provide slips in the books (ca. 20,000 slips annually) which resulted in more timely receipt of materials Developed a method of notifying selectors when firm orders have been cancelled via email rather than through the return of each individual purchase request card Began using electronic versions of Request to Cancel and Request to Close Forms to send to Accounting rather than the paper forms; resulted in timelier and more accurate notification Stopped putting authorization notes in order records for FTP invoices from YBP
FIRM ORDERING Established a blanket order with LC Office in Cairo to obtain material from Egypt, Lebanon, and the West Bank Began using GE2 (Gobi Editions 2), the new and much more sophisticated interface from YBP and L&H for approval plans, firm order selection, and standing order searching and communications; new interface is much more powerful and easier to use Began placing orders through OttoEditions, Harrassowitz's firm order database, using a process similar to that for GE2 Evaluated services of two French vendors: Aux Amateurs and Touzot and selected Touzot as the new vendor beginning in September 2003 because of their wider coverage of titles (thus eliminating the use of Livres du Mois by Biblio Central and the Searching and Order Sections, a savings for all due to the difficulty in using the citations from this journal) Used the purchasing card to purchase 646 volumes; enabled us to quickly acquire a wide variety of materials including serial issues, rush requests for monographs, AV material, letter signed by Thomas Wolfe, etc. from a large number of sources (including online auction houses) Use of the purchase card for use with foreign vendors/sources was permitted, which broadened its use Dealt with the rush firm order requests in a very timely and effective manner, despite continuing problems with lack of adequate information from the selectors, especially with regard to the research orders Effectively used the purchasing card to make purchases of out of print material; however, the success of identifying these coupled with the time-consuming nature is now a workload concern Continued to work with the Preservation Librarian and the Facilities Manager on the problems and issues associated with the book plate production process (both for firm orders and gifts-in-kind); hope to identify and acquire self-adhesive labels to avoid the issues of trimming and gluing Reviewed, clarified and updated a significant number of internal procedures such as cancellations, Hogarth BO (revised system), Firm Order Mail Opening Reviewed and resolved a large number of order record problems, thus leading to closure of these records Consolidated and reorganized the routing shelves for all material sent from the department, resulting in a clearer organization for the Mail Room staff and others who take the material from these shelves Identified 1,587 duplicate requests through searching, saving the Library $64,664 in unwanted purchases Prepared and transmitted a FAQ for Firm Orders to the Selectors APPROVAL PLANS Negotiated and profiled two new British approval plans: one for the humanities and one for the social sciences, with Lindsay and Howes in January 2003; set up the electronic interface to maximize efficiency of the operation Began seamless adoption of GE2 as interface for approval plans with YBP and L&H in April In June, dropped the Music Scores Approval Plan with Theodor Front due to budgetary constraints Encumbered state funds for small approval plans to provide tighter budget control Humanities Bibliographer switched from slips to online ordering of British Approval Plan material allowing for more efficient use of approval processing Unable to purchase all Priority 1 titles from selection slips for LEAP-SS and LEAP-WE due to the budget constraints Received and processed approximately 26,500 items through the approval plans OUT OF PRINT Completed a large replacement project of 300 titles for Biblio Central Noted a significant trend in the identification of OP titles by selectors via use of the Web; able to obtain many more titles this way; the actual process of acquiring the material (which often involves setting up accounts and use of the purchasing card is very labor-intensive) is more complicated than identification but results in a higher percentage of success than in the past GIFTS-IN-KIND Completely eliminated retrospective gift collections through intensive searching Revised "Donors Gift-in-Kind" Memo Completed "Gifts Policy and Procedure Guidelines" and presented them to the departmental librarians Added 7,394 books to the collection, including a number of paperback added copies Received several large gifts especially near the near the end of the year; received assistance from staff throughout the department to deal with the sometimes overwhelming volume Processed 2002 textbook adoptions in a timely and efficient way; they have already been cataloged and are ready to be shelved in time for the start of the fall semester Received ca. 10,000 items of the possible 2004 textbook adoptions SUBSCRIPTIONS Conducted a major serials vendor review and consolidation / transfer project
Placed over 60 subscriptions and backfile requests for Southern American titles (e.g., small literary magazines) LEASING ACCESS TO ELECTRONIC RESOURCES Added Dekker; the Academic Press, Harcourt Medical and Cell Press collections now with ScienceDirect; the ACS archive; and the IOP archive to our large online collections Added Project Euclid, a new cooperative venture between SPARC and the Cornell University Library, the Declassified Documents Reference System (DDRS), and Siku Quanshu, the digitized full text collection of classical Chinese literature Now provide access (as of 6/30/03) to 35,310 e-journals (with some duplicates) and 493 Electronic Indexes and Databases on the web pages (constantly growing!) Developed a new Electronic Journals Interface that incorporated titles from aggregated databases previously not available through the OPAC or EJ Pages Completed documentation for electronic licensing procedures Continued to work very closely with other campus libraries, TRLN, and ULAC to leverage buying power for leased resources GIFTS AND EXCHANGES SUBSCRIPTIONS Began placing gift subscriptions again after a hiatus due to staffing shortages STANDING ORDERS Resolved a number of backlogged problems, claimed more non-receipts. and updated more documentation than had been possible in previous years Responded to a survey regarding the quality of YBP's services Transferred over 400 standing orders to more responsive vendor IV. NEW INITIATIVES FOR 2003-2004 SERVICE ENHANCEMENTS Provide more coherent and organized communication to selectors regarding acquisitions policies, procedures, deadlines, and staffing situations
Incorporate e-selection, ordering and maintenance of e-books into the department's workflows, keeping in mind the hybrid nature of the resources (somewhat like a monograph and somewhat like a serial) MORE EFFECTIVE USE OF TECHNOLOGY Learn to use some modules of the Millennium version of INNOPAC effectively and efficiently Serve on appropriate Campus-Wide ILS Task Groups as requested Prepare an INNOPAC "Data Dictionary" to use in the migration to a new integrated system (includes fields, codes, their meaning, when and how used, and how important) Clean up as much data in INNOPAC as possible in preparation for migration
Establish electronic ordering for firm orders with Bennett (our Australian vendor), and Iberbooks (a Latin American Vendor), and other vendors as capabilities identified Develop a method for producing bookplates that uses a laser printer and self-adhesive book plates to streamline this process by having Acquisitions staff add the plates before they leave the department Encourage and train the Humanities Bibliographer to begin online selection with GE2 Encourage and train other selectors, as appropriate, to begin online selection with GE2 or Otto Editions Explore the possibility of establishing a similar vendor-assisted online selection and ordering process with Casalini, time permitting VENDOR RELATIONS (TO IMPROVE SERVICE) Complete approximately 1,600 subscription transfers to either EBSCO or Harrassowitz, based upon the decisions regarding the division of the subscriptions Coordinate establishment of new blanket orders and implement associated new procedures as requested
Evaluate IMS subscription control and consider possible consolidation of all subscriptions with one vendor. Evaluate feasibility and desirability of checking in IMS material centrally Transfer South Asian journals to LC New Delhi and Pakistan Offices to achieve significant cost savings Develop policies regarding the number of times to search for OP materials because of the large increase in volume and the significant time investment these one-by-one online transactions require Work with YBP and Harrassowitz to identify overlapping publishers and titles and seek to eliminate the duplicate production of slips for the same titles, thus reducing handling for the Western European Bibliographer and the Searching and Order Section staff members because of duplicate requests/orders Investigate transferring current online orders now renewed directly with publishers to a subscription agent in order to realize discounts from early payment options and relief for staff workload by moving invoicing for online renewals to vendors MANAGEMENT ISSUES Review workloads throughout department and seek ways to balance them more evenly within and across sections Continue to refine the Carolina Academic Library Associates' assignments to provide a pre-professional experience while meeting the department's needs; re-balance assignments among full-time staff and student assistants to cover the duties previously performed by the CALA in the Serial Acquisitions Section Participate actively in a field experience with a SILS student in the Monographic Sections; goal is to review workflows for firm orders and generate ideas for improvement Review and rewrite job descriptions at the Library Assistant level; confer with Deputy University Librarian and Director of Personnel regarding how to proceed in terms of possible reclassification reviews; aware that the chances of upgrades are small and that there is no guarantee of funding even if a position is upgraded Move quickly to redistribute workload when vacancies arise, and move as quickly as the budget situation allows to fill newly vacant positions DOCUMENTATION OF POLICIES AND PROCEDURES Complete and distribute the following:
As we face a new year, the Monographic Sections are heavily involved in a large number of special projects because of the lower volume of requests due to the budgetary uncertainty. The Serials Section is also involved in a major project to transfer approximately. 1,600 titles from the subscription vendor no longer used to one of two remaining vendors. The Searching Section has been especially gracious in its willingness to assist in other areas, having helped the Order and Serials Section as well as the Gifts Unit. It is this kind of team spirit that we will need as we make preparations to migrate to an integrated library system. Current work plans and job descriptions cannot adequately convey the new skills and possible assignments that will come to us in the next two-three years. The staff, however, is excited about the opportunity to make positive changes that will eliminate duplicate work and will enhance the value of the work we already do. VI. THANKS This Department, like all others in the Academic Affairs Library System, works very closely with many staff in other departments to achieve our goals. I would like to acknowledge the excellent work of the Acquisitions staff as well as that of our colleagues in our successes for the year. I also would like to thank the following staff members for their contributions of ideas, information, and editorial work on this report: Cyndie Cowan, Betty Meehan-Black, Selden Durgom Lamoureux, and Nick Vincelli. I would also like to thank Dean Clason and Julie Roach for their technical support. APPENDIX A: ACQUISITIONS STAFF ACTIVITIES 2002-2003 PUBLICATIONS Flowers, Janet L. "ALCTS Acquisitions Librarians / Vendors of Library Materials Discussion Group" Against the Grain 15:1 (February 2003), 74-76. Flowers, Janet L. "Extension of Purchasing Power through Use of Approval Plans Rather than Standing Orders for Monograph-Like Materials" The Bottom Line 15:3 (2002): 135-139. Flowers, Janet L. "Vendor-assisted e-selection and online ordering: optimal conditions" Library Collections, Acquisitions & Technical Services 26 (2002), 395-407. Flowers, Janet L. "Ethics within the serials family" Library Collections, Acquisitions, & Technical Services 26 (2002), 449-456. Flowers, Janet L. "Operational efficiencies in acquisitions to minimize the impact of budget cuts upon library materials budgets" The Bottom Line 16:2 (2003), 69-75. Vincelli, Nick J. "Online Auction Services Orders: An Order Librarian's Reflections on OLAS" Against the Grain 14: 4 (September 2002), 30-34. PRESENTATIONS Cowan, Cyndie "Interpretation of Serial Records" Fall 2002, Davis Library Flowers, Janet L. "Management of Acquisitions: Practical Considerations" Pre-Conference at Charleston Conference on Issues in Book and Serial Acquisition Flowers, Janet L. Moderator Panel on "Vendor-Assisted E-Selection and Online Ordering" / Charleston Conference on Issues in Book and Serial Acquisition Lamoureux, Selden Durgom "Are Vendors Still Relevant in an Electronic Age?" / Panel / North American Serials Interest Group Conference (NASIG) Lamoureux, Selden Durgom "Planning for New Growth in the Forest: Cultivating Serialists of the Future" / Workshop / North American Serials Interest Group Conference (NASIG) COMMITTEES / TASK FORCES / WORKING GROUPS Division Technical Services Automation Task Group - Elizabeth C. Meehan-Black, Julie Roach Library AAL Staff Art Exhibit "Working Group" convener and member- Cynthia D. Baker Academic Affairs Library / UNC Press Working Group--Janet L. Flowers, Selden Durgom Lamoureux, Nick Vincelli Academic Affairs Library / Associate Librarians Ranking Committee- Elizabeth C. Meehan-Black Academic Affairs Library / CALA Steering Committee - Elizabeth C. Meehan-Black Committee on E-Journal Access Systems (CEJAS) - Dean Clason, Selden Durgom Lamoureux DRA Acquisitions / Serials Subcommittee - Julie Roach Electronic Resources Cataloging Working Group -- Dean Clason, Selden Durgom Lamoureux Electronic Resources Selection Committee - Selden Durgom Lamoureux ILS Transition Acquisitions Serials and Financial Control Working Group- Janet L. Flowers INNOPAC Coordinating Committee- Cyndie Cowan, Dean Clason, Janet L. Flowers, Julie Roach Publicity Committee - Dara Elmore Salary Committee - Selden Durgom Lamoureux SPA Forum - Pat T. Anderson TRLN Electronic Resources Committee (ERC) -- Selden Durgom Lamoureux TRLN Science Technology Medicine Committee (STM) -- Selden Durgom Lamoureux University Member / Employee Forum - Cyndie Cowan Member / Performance Management Review Board -- Vivian C. Williamson Member / Working Group on Scholarly Communication -- Janet L. Flowers, Nick Vincelli Professional Education Committee / American Library Association / ALCTS / Acquisitions Section - Janet L. Flowers Learning Disabilities Association of North Carolina / Executive Board -- Elizabeth C. Meehan-Black Learning Disabilities Association of Orange County Chapter / Executive Board -- Elizabeth C. Meehan-Black Librarians' Association at the University of North Carolina at Chapel Hill Executive Board -- Elizabeth C. Meehan-Black Literacy Committee / North Carolina Library Association -- Elizabeth C. Meehan-Black Media Resources Committee / Cedar Ridge High School / Orange County Schools Elizabeth C. Meehan-Black Planning Committee / North Carolina Serials Conference - Selden Durgom Lamoureux OFFICES HELD Library Co-Chair / ILS Transition Acquisitions / Serials / Financial Working Group- Janet L. Flowers Chair / INNOPAC Coordinating Committee -- Janet L. Flowers Chair / TRLN Electronic Resources Committee (ERC) -- Selden Durgom Lamoureux Professional Past-President / Librarians' Association at the University of North Carolina at Chapel Hill - Elizabeth C. Meehan-Black President / Learning Disabilities Association of Orange County - Elizabeth C. Meehan-Black Vice-Chair / Literacy Committee of the North Carolina Library Association - Elizabeth C. Meehan-Black Co-Chair / Planning Committee / North Carolina Serials Conference - Selden Durgom Lamoureux Chair / Literacy Award Committee/ North Carolina Library Associaiton - Elizabeth C. Meehan-Black President / School of Information and Library Science Alumni Board / University of North Carolina at Chapel Hill / - Selden Lamoureux CLASSES TAUGHT "Overview of Acquisitions" - INLS 153 Resource Selection and Evaluation / School of Information and Library Science /University of North Carolina at Chapel Hill / Fall 2002 and Spring 2003 Semesters / Guest Lecturer - Janet L. Flowers "Overview of Approval Plans and Budgeting" -INLS 153 Resource Selection and Evaluation / School of Information and Library Science / University of North Carolina at Chapel Hill / Fall 2002 and Spring 2003 Semesters / Guest Lecturer - Janet L. Flowers FIELD EXPERIENCE SUPERVISION Field Experience - INLS 299 / Site Supervisor / School of Information and Library Science / University of North Carolina at Chapel Hill / Fall 2002 and Spring 2003 - Selden Durgom Lamoureux |
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