The complete guide to acquisitions management

Updated and enhanced, the second edition of this text provides both library students and practitioners with a thorough understanding of procedural and philosophical approaches in acquisitions management.

Since the last edition of this text was published over a decade ago, library acquisitions practices have changed dramatically in response to economic and industry changes and the introduction and maturation of new technologies. An essential tool kit, this updated edition covers every aspect of current acquisitions management from organization of acquisitions departments to professional ethics.

The step-by-step guide takes you through acquisitions department activities from the beginning of the ordering process through making materials available to the public. You'll learn about the latest acquisitions systems, negotiating bids and RFPs, gifts and exchange, and decisions of permanence. In addition, the book provides expert guidance on relationships with vendors as well as on the publishing industry in general. Key among the updates to this second edition is information about major changes that have occurred recently, including what's new in integrated library systems, electronic resource management, and patron- and demand-driven acquisitions. An appendix offers a wealth of resources on topics related to acquisitions and includes a comprehensive glossary.

• Introduction p. xiii
• 1 Purpose and Organization of Acquisitions Departments p. 1
• Functions of Acquisitions Departments p. 2
• Customers of Acquisitions Departments p. 2
• Structure of Acquisitions Departments p. 2
• Additional Resources p. 3
• Conclusion p. 3
• References p. 4
• 2 Navigating the Publishing Industry p. 5
• Functions of Publishers p. 7
• Types of Publishers p. 7
• Scholarly and Nonprofit Publishers p. 8
• Trade Publishers p. 9
• Economics of Publishing p. 10
• Discounts p. 10
• Sales to the Library Market p. 11
• Book Publishing p. 12
• Publication Process for Books p. 12
• Economics of Publishing Books p. 13
• Paperback Books p. 14
• Serials Publishing p. 14
• Publication Process for Serials p. 15
• Economics of Publishing Serials p. 15
• Electronic Publishing p. 16
• Electronic Serials p. 17
• Electronic Books p. 18
• Electronic Databases p. 20
• Scholarly Publishing Crisis p. 20
• Research Libraries' Response to the Serials Crisis p. 22
• SPARC: The Scholarly Publishing and Academic Resources Coalition p. 22
• Open Access p. 23
• Consortia p. 25
• Conclusion p. 25
• References p. 26
• 3 Vendor Services: Outsourcing p. 31
• Outsourcing: A Brief History p. 31
• Why Use a Vendor? p. 32
• Defining the Library's Core Services p. 33
• When Should Outsourcing Be Considered? p. 34
• Planning Outsourcing Projects p. 35
• Library-Wide Involvement p. 35
• Gathering Information p. 37
• Analyzing Costs p. 37
• Requests for Proposals p. 38
• Implementing Outsourcing Projects p. 38
• Evaluating Vendor Services p. 39
• Communication p. 39
• Impact on Staff p. 39
• Considerations and Cautions p. 40
• Successes and Failures in Outsourcing p. 40
• Conclusion p. 41
• References p. 41
• 4 Acquisitions Systems p. 43
• To Begin ... What Functionality Do You Need? What Is the Process? p. 44
• Institutional Planning p. 44
• Balancing Wants, Needs, and Sustainability p. 44
• Checklist of Functions, Features, and Capabilities p. 45
• Order Data for One-Time Purchases p. 45
• Order Data for Serials /Continuing Resources p. 46
• Order Data for Electronic Resources p. 46
• Licensing Data for Electronic Resources p. 46
• Serials Check-In p. 47
• Finances p. 47
• Claiming p. 48
• Labeling and Binding p. 48
• Search Capabilities and Reporting p. 48
• Data Portability p. 48
• Training and Communication p. 49
• Consortia Systems p. 49
• Upgrading Your System or Acquiring a New System p. 49
• Additional Resources p. 50
• Conclusion p. 50
• References p. 50
• 5 Acquiring Monographic Content p. 51
• Sources of Material and Content p. 51
• Publishers p. 51
• Local Bookstores p. 52
• Internet Booksellers p. 52
• Vendors and Wholesalers p. 53
• Authors p. 53
• Create a Library Profile for Vendors p. 54
• Costs p. 54
• Discounts p. 55
• Shipping and Handling Costs p. 55
• Steps in the Ordering Process p. 55
• Purchase on Demand, Demand-Driven Acquisitions, or Patron-Driven Acquisitions p. 56
• Tracking Order Requests p. 57
• Searching and Verifying Orders p. 57
• Information That Acquisitions Needs to Send to Vendors p. 58
• When to Order Materials p. 59
• Vendor Selection p. 60
• Sending Orders to Vendors p. 60
• Creating Records of Ordered Materials p. 61
• Encumbering Funds p. 61
• Delivery Times p. 61
• Claiming p. 62
• Steps in the Receiving and Payment Process p. 62
• Invoices p. 63
• Clearing Order Records p. 63
• Returning Items p. 63
• Credit Cards p. 64
• Payment p. 64
• Additional Services Offered by Vendors p. 65
• Automatic Purchase Plans p. 65
• Standing Order Plans p. 65
• Blanket Order Plans p. 66
• Approval Plans p. 66
• Evaluation of Vendors p. 67
• Unscrupulous Publishers, a Warning! p. 67
• Preservation p. 68
• Acquiring Media p. 68
• Video p. 68
• Streaming Video p. 68
• Music p. 69
• Art and Architecture p. 69
• Legal Issues: Licensing and Registration p. 70
• Government Publications p. 70
• Conclusion p. 71
• References p. 71
• 6 Acquiring Used and Antiquarian Materials p. 73
• When Are Used Materials Appropriate? p. 73
• Obtaining Used, Secondhand, and Out-of-Print Materials p. 74
• Rare and Antiquarian Materials p. 74
• Additional Services of Used and Rare and Antiquarian Dealers p. 76
• Additional Resources p. 76
• Conclusion p. 76
• References p. 77
• 7 Acquiring Continuing and Electronic Resources p. 79
• Where to Purchase Subscriptions and Electronic Resources p. 80
• The Economics of a Blended World p. 81
• Pricing Models p. 82
• Prepayments and Deposit Accounts p. 84
• The Cost of Managing Continuing and Electronic Resources p. 84
• Technical Support for Electronic Resources p. 85
• Licensing Agreements for Electronic Resources p. 85
• Obtaining License Agreements p. 86
• Click-on and "Shrink-Wrap" Licenses p. 86
• Signature Authority p. 86
• Reviewing Licensing Agreements p. 87
• Clauses in Licensing Agreements p. 87
• Definitions p. 87
• Confidentiality p. 88
• Governing Law p. 88
• Perpetual Access p. 88
• Obligations of Libraries p. 88
• Terms of Payment and Termination p. 89
• Acceptable and Prohibited Uses p. 89
• Copyright and Fair Use Issues p. 89
• Liability and Indemnification p. 90
• Sources of Information about Licensing p. 90
• Ordering Continuing and Electronic Resources p. 90
• Licensing Agreements p. 91
• When to Order Continuing and Electronic Resources p. 91
• Vendor Selection p. 92
• Order Records p. 92
• Electronic Resource Management Systems p. 92
• Encumbering Funds p. 93
• Receiving, Begirining Access, and Paying p. 93
• Serials Check-In p. 93
• Initiating Access for Electronic Resources p. 93
• Invoices for Continuing and Electronic Resources p. 94
• Physical Processing for Print Materials: Labeling and Binding p. 94
• Canceling Continuing and Electronic Resources p. 94
• Maintaining Access p. 95
• Vendor Evaluation p. 95
• Role of Consortia p. 95
• Preserving and Archiving Issues p. 96
• Management Reports p. 97
• Document Delivery and Purchasing Articles p. 97
• Additional Resources p. 97
• Conclusion p. 97
• References p. 98
• 8 Gift and Exchange Programs p. 99
• Gift Programs p. 99
• Advantages and Disadvantages p. 99
• Organization of Gift Programs p. 100
• Solicited Gifts of Materials p. 100
• Unsolicited Gifts of Materials p. 101
• Accepting Gifts p. 101
• Receiving Gifts p. 102
• Evaluation of Gift Programs p. 102
• Disposing of Unwanted Gifts p. 103
• Book Sales p. 103
• Sales to Dealers p. 104
• Internal Revenue Service Regulations p. 104
• Donor Relations p. 105
• Exchange Programs p. 105
• Organization of Exchange Programs p. 106
• Evaluation of Exchange Programs p. 107
• Conclusion p. 107
• References p. 107
• 9 Selection and Evaluation: The Art of the Request for Proposal p. 109
• Why Libraries Use Vendors p. 110
• Types of Vendors p. 110
• Identifying Vendors p. 111
• Selecting Vendors p. 111
• Which Process to Use p. 112
• Planning the RFP Process p. 113
• Writing the RFP p. 116
• Boilerplate Instructions to Vendors p. 116
• Required and Desired Elements p. 117
• Vendor Management p. 117
• Customer Service p. 119
• Management Reports p. 120
• Computer-Based Services p. 120
• Approval Plans, Firm Orders, and Standing Orders p. 121
• Serials Subscription Services p. 123
• Bindery p. 125
• Evaluation Form p. 126
• Preliminary Review of the RFP p. 126
• Evaluating Vendor Proposals p. 127
• Awarding the Contract p. 128
• Evaluating Vendor Performance p. 128
• Why Libraries Evaluate Vendor Performance p. 128
• Vendor Performance Evaluation p. 129
• Conclusion p. 130
• References p. 130
• 10 Decisions of Permanence p. 133
• Deciding What Items to Preserve p. 134
• Books p. 135
• Serials p. 135
• Life Spans of Materials p. 136
• Basics of Book Construction p. 138
• Preservation and Bindery Operations in Libraries p. 138
• Mending and Repair p. 139
• In-House Binding Procedures p. 140
• Binding Industry p. 141
• Library Binding Council p. 142
• Selecting a Commercial Binder p. 143
• How to Find a Commercial Binder p. 143
• Services Provided by Commercial Binders p. 143
• Factors to Consider When Selecting a Commercial Binder p. 143
• Preparing Materials for Bindery Shipments p. 144
• Receiving Bindery Shipments p. 145
• Specifications for Binding Books p. 145
• Specifications for Binding Serials p. 146
• Methods of Commercial Binding p. 146
• Economy Binding p. 146
• Evaluating Binderies p. 147
• Communication p. 147
• Training p. 147
• Conclusion p. 148
• References p. 148
• 11 Professional Ethics p. 151
• Theories of Ethics and Values in Librarianship p. 152
• Codes of Ethics p. 153
• American Library Association Code of Ethics p. 153
• The Library Bill of Rights p. 155
• Ethics in Acquisitions p. 155
• ALCTS Guidelines p. 157
• Ethics in Licensing Agreements p. 160
• Information Ethics p. 161
• Conclusion p. 162
• References p. 162
• 12 Acquisitions as the Gateway: Selection, Discovery, and Delivery p. 165
• Providing the Selection and Discovery p. 165
• Going Beyond p. 166
• Expanding Skill Sets p. 167
• Taking Next Steps p. 167
• Appendix A Automated Acquisitions Systems p. 169
• Appendix B Conferences and Seminars p. 171
• Appendix C Electronic Discussion Lists p. 173
• Appendix D Internet Sites Related to Acquisitions p. 175
• Appendix E Journals Related to Acquisitions p. 177
• Appendix F Organizations p. 183
• Appendix G Reference Tools p. 187
• Glossary p. 189
• Index p. 199