Basic Processing of Library Materials

(from acquisition to circulation)

Acquisition
The process of selecting, ordering, and receiving materials for library or archival collections by purchase, exchange, or gift, which may include budgeting and negotiating with outside agencies, such as publishers, dealers, and vendors, to obtain resources to meet the needs of the institution's clientele in the most economical and expeditious manner (ODLIS, Reitz, 2012).

Acquisition process
Receive order (from the library committee or representative) Create an order request form Review request and make sure that it is complete (bibliographic details) Check the librarys standing orders to avoid duplications (pre-ordered materials based on subject)

 Select the vendor from which the item can be obtained Create order records (make a form for this) Change on order to in process when the item has been received for cataloging Provide an invoice for the vendor; check if the item is correct Make sure to annotate your acquisitions system with the receipt information

 Book is now ready for cataloging

Collection Development Collection Development Policy, Evaluation, Selection Acquisition Ordering, Purchase Request, Accessioning, Labeling Cataloging and Classification Catalog Classify Shelf-listing

Circulation

Accession Record (Oregon State Library)

Documentation for book accessions usually includes author, title, publisher, jobber, year purchased, purchase price, and other bibliographic and accession data. Non-book media contain other pertinent information.

Accession record (LIS wiki)

A list of documents or items added to a library collection, in the order of their addition. Normally, the list includes the accession number, bibliographic identification, source, and cost of each item.

Sample

Accession number
Tells how many materials your library has.

Accession numbers should be the same with your shelf-list cards, inventory records and barcodes. Always remember the last number of your accession number.

Labeling
Materials Required Label protectors Library property stamp Automatic numbering stamp Inkpad Statistics sheet Book trucks

Photo credits: http://cmc-herbarium.blogspot.com/2012/08/keepcalm-and-organize-herbarium.html

Recto / Verso

Back / left side

Front / right side

Circulation
Borrower Registration Records Records used to grant citizens library cards and privileges as well as to control circulation of library holdings. Individual borrower registration information may include name, address, telephone number, date of birth, signature, expiration date, identification number, and related data.

Catalogs
Catalogs Finding aids which provide patrons with access to library holdings by subject, title, keyword, and author. Usually includes author's name, title of book or other media, call number, bibliographic description, and related information.

Circulation records
Circulation Records Records documenting information pertinent to the circulation of materials such as books, magazines, record albums, compact disks, dvd's, audio and video tapes, and computer software. May include patron identification, date circulated and date due.

Master shelf list cards

Master Shelf Lists/Inventories Records document inventories of all library holdings, including volumes and titles added or withdrawn from the collection. Usually arranged by call number, showing title, author, accession number, publisher, date bought, cost, and number of copies. Used as an inventory control by library personnel.

Overdue records
Overdue Book Records Records used to monitor status of overdue books and other media. Also used to notify patrons to return overdue library materials. Often includes notices and lists. Lists document long overdue materials and can be useful in collection action.

Demonstration

References
http://www.angelo.edu/services/library/ac q/acqord.php http://uritechserv.pbworks.com/w/page/97 25587/Basic%20Processing%20of%20Li brary%20Materials

Thank you for listening!

Joseph M. Yap
joseph.yap@dlsu.edu.ph https://www.facebook.com/jmyap