The Acquisition of Library Materials

Overview of the Process

The acquisition of library materials can be divided into two phases--selection of titles for purchasing and the actual acquisitions process. These materials may be selected in various ways: by requests from faculty and students, by librarians assigned to select in specific subject areas, through approval and other acquisitions plans, by exchanges with other universities and institutions, and as gifts. Librarians and interested faculty work together to ensure that funds are spent wisely, in a timely manner, on materials that meet the needs of the curriculum and research. Each academic department is assigned a librarian who coordinates purchases and addresses faculty questions and problems involving library collections, among their other duties.

The acquisitions process consists of several stages: verification, ordering, receiving, and fund accounting, after which materials move into the processing stages of cataloging, labeling and shelving. Using electronic databases and print catalogs, library staff verify that the information submitted to them in the order request is both accurate and complete so that the correct item will be ordered. At that time a bibliographic record is placed in the Libraries’ public online catalog. After verification, a vendor (which may be the publisher, a wholesaler, or a retail dealer in current or out-of-print materials) is selected. The information is then entered on a purchase order which is sent to the vendor either electronically or by post. Funds are encumbered at that time in anticipation of payment. Records of the order are maintained in the acquisitions module of the library online system, and display in the OPAC. When the item arrives, it passes through a receiving routine, which includes brief public display in the Review Room. The invoice is processed for payment and sent on through the university and state purchasing system.

Approval plans represent an alternative process for obtaining books. Initially, librarians work with faculty and the approval agent to develop detailed subject profiles. After the profile is in place, the agent ships books that match our profile. These books are placed on review weekly for examination by assigned librarians. Those not desired are returned to the agency. Approval profiles are reviewed periodically in an effort to continually improve the match between university needs and the books shipped. Recently the same method has been used to obtain “shelf-ready” books. These are not returnable.

Although the process described in the second paragraph above applies generally to all type of library materials, there are some important differences between one-time and continuing purchases. Journals, serials, monographic series, and blanket orders (for societal publications) all represent a continuing commitment of funds. An order initiates the commitment. Subsequent annual invoices function as renewal notices; it is assumed that these classes of materials will continue unless they are actively canceled. Prices are subject to change with the renewal notice. In certain cases, such as monograph series, invoices are sent with each item, rather than as a prepaid renewal, but these standing orders are expected to continue and the library must reserve funds for these payments in the annual budget.

Serials orders are placed through serials agents whenever possible. The agent replaces a large clerical staff in each library, managing the myriad details attendant with each subscription--renewals, publication delays, title changes, surcharges and supplemental payments, etc. These agents serve as hubs in the complex network of serial publishers and libraries throughout the world. Even though most of K-State Libraries’ serial orders are placed through agents, a significant number of publishers, societies and associations require that orders be placed directly with them. At any given time, the Libraries work with as many as 400 different entities to maintain the serials continuations.

Most serials invoices are received between August and September, for renewal of subscriptions based on the calendar year. If an invoice is not paid, the agent or publisher assumes that the order is canceled. If it is paid, the subscriptions listed on the invoice are renewed for another year. In most cases, cancellations made after the invoice is paid go into effect after the funds are expended; generally, refunds are not available.