Acquisitions Department Procedures

Purpose: to document current internal procedures used by acquisitions staff at Fogler Library. The Acquisitions Department orders print books, e-books, standards, media, journals, and databases, and also manages other types of library acquisitions such as leased and donated materials.

    1. Ordering
    2. Receiving and invoicing
    3. Cataloging prep
    4. Funds
    5. Vendors
    6. Interface
    7. Reports and statistics
    8. Baker & Taylor leased books
    9. Miscellaneous
    10. Fiscal close
    11. Gift books
  1. Ordering
    1-1  Monograph firm orders in Sierra
    1-2  Ordering e-books
    1-3  Ordering with GOBI
    1-4  Ordering with Amazon corporate account
    1-5  Ordering with ProQuest OASIS
    1-6  Ordering for Special Collections
    1-7  Ordering with Purchase Orders
    1-8  Ordering with Purchasing Card
    1-9  Ordering with IDOs (Interdepartmental Orders)
    1-10  Ordering standards
    1-11  Ordering back buys
    1-12  Ordering titles found free online
    1-13  Ordering theses and dissertations
    1-14  Ordering streaming films
    1-15  Standing orders (GOBI and other)
  2. Receiving and Invoicing
    2-1  Invoicing for check payment
    2-2  Invoicing Pcard, Amazon, GOBI, ProQuest
    2-3  Returns and refunds
  3. Cataloging prep
    3-1  Preparing physical books for Cataloging (includes rush/reserve/notify)
    3-2  Preparing e-books for Cataloging
    3-3  Preparing physical media for cataloging (includes rush/reserve/notify)
    3-4  Preparing GOBI Canadian approval books for review and Cataloging
  4. Funds
    4-1  Creating a new fund in Sierra
    4-2  External fund code maintenance
    4-3  Special fund accounts
  5. Vendors
    5-1  Creating a new vendor in Sierra
    5-2  Requesting a new vendor in Mainestreet
    5-3  Editing an existing vendor in Sierra
    5-4  Requesting an update to a Mainestreet vendor
    5-5  Linking a Sierra vendor to corresponding Mainestreet vendor
    5-6  Vendors list
  6. Interface
    6-1  Preparation
    6-2  Sierra portion of interface
    6-3  Mainestreet portion of interface
    6-4  Reports and final paperwork
    6-5  Locating and correcting errors
    6-6  Closing a voucher in MaineStreet
  7. Reports and statistics
    7-1  Daily posting
    7-2  Weekly budget report
    7-3  Fund activity report
    7-4  New acquisitions report
    7-5  Acquisitions statistics
    7-6  Database usage statistics
    7-7  Ebook usage statistics
    7-8  Ejournal usage statistics
    7-9  New Canadian books report
    7-10  Gifts-in-kind report
  8. Baker & Taylor leased books
    8-1  Selection and ordering
    8-2  Receiving
    8-3  Yearly return
    8-4  Lease renewal and payment
  9. Miscellaneous
    9-1  Files/file storage
    9-2  Shared network
    9-3  RA61 account payment process
    9-4  Vendor accounts
    9-5  Moving ORRR books to stacks
    9-6  Acquisitions display case
    9-7  Exporting review file info from Sierra to Excel
    9-8  Creating a Word doc from Excel file
  10. Fiscal Close
    10-1  Preparation
    10-2  Sierra procedures
  11. Gift books
    11-1  Working with donors
    11-2  Gift books processing
    11-3  Disposition of non-accessioned materials

 

 

Contact: drollins@maine.edu