Acquisition | Library Automation

Acquisition is one of the important functions of any library. The goal of the library which is to satisfy the users will depend on the acquisition system of the library i.e. the user of the library will be satisfied only if the library acquires reading materials based on the users’ demands. Acquisition also results in effective and efficient collection development of the library and hence acquisition of reading materials is an important job and is also highly labour intensive. Therefore automation in this area is very much required.

Major objectives of an automated acquisition system may be:

Elimination of maintenance of several manual files which consumes a lot time of the staff which intern eliminates may errors in reporting, control etc.

Improve accuracy in all facets of acquisition process.

More effective and efficient handling of claims and cancellations.

More accurate and timely financial data recording, accounting and reporting.

Eliminating of the need for manual processing of discount. Foreign exchange and other invoice data.

Improved ability to track orders, receipts, invoice and claims.

Improved binding control including maintenance of binding data records, provision of binding alerts, production of binding orders and tracking.

Integration of acquisition with cataloguing and serial control for more effective bibliographic holdings.

To provide necessary management information reports.

Improved services to the users through faster, timelier processing of orders and receipts.

Fully-developed acquisition module can accommodate a broad range of procurement transactions including the followings:

Book selection

Pre-order searching

Approval processes: printing of approval list and subsequent follow-up (approved, not approved, duplicate, etc.

Print or e-mail purchase orders for books

Query letters to vendors

Print or e-mail reminders / cancellation

Handle standing orders, blanket orders, prepaid orders, gifts and exchanges, membership, etc.

Receipt and accessioning of documents (system-generated accessioning / manual accessioning)

Invoice processing

Payment requisition to accounts for releasing payment

Reminders and follow-ups for non-receipted documents

Handle budgeting / distribution of budget amongst Departments / Centres / Schools and Division, etc. and generating budget status reports

Print accession list

Notification to users (arrival of books / out-of-stock / out-of-print, etc.)

Vendor performance report

Report on out-standing orders / orders under process / books under process

Handling queries on acquisition such as title in process, pending and overdue orders, pending titles, etc.