ACQNET v8n017 (April 23, 1998) URL = http://hegel.lib.ncsu.edu/stacks/serials/acqnet/acqnet-v8n017.txt ISSN: 1057-5308 *************** ACQNET, Vol. 8, No. 17, April 23, 1998 ======================================== (1) FROM: P. Bickers SUBJECT: Acquisitions and library science programs (12 lines) (2) FROM: K. White SUBJECT: Baker & Taylor Libris program (10 lines) (3) FROM: D. Wright SUBJECT: Accounting for electronic databases (89 lines) (4) FROM: E. Cook SUBJECT: RE: Simmons Market Research Bureau (50 lines) (1)-------------------------------------------------------------------------- Date: Fri, 17 Apr 1998 11:32:08 -0400 (EDT) From: Patrick Bickers (Univ. of Missouri- Kansas City) Subject: Acquisitions and Library Science Programs I am a recent library school graduate, and am 2 months into my first position as a monographic acquisitions librarian. This is virtually a learn-on-the-job experience, because my Library Science School Program offered no courses on acquisitions, and only one brief section in another course. My question to all of you is, "is my experience typical?" If so, why is acquisitions not taught as reference, cataloging, archival work, etc. are? I would be very interested in anything you have to say in this regard. Feel free to respond off-list, if you like. Thank you very much. Patrick M. Bickers bickersp@smtpgate.umkc.edu UMKC--Monographic Acquisitions KC, MO (2)----------------------------------------------------------------------- Date: Fri, 17 Apr 1998 12:44:42 -0400 (EDT) From: Katherine White Subject: Baker & Taylor's Libris To: Acquisitions people who use Baker & Taylor's Libris ordering system: Does anyone use the MARC records on Libris to transfer the orders to your PAC or acquisitions module? Montgomery County Public has been doing this for several years to avoid duplicate keying of orders. Now Baker & Taylor is putting a prefix in the LCCN field and the records won't upload properly. I can't seem to find anyone at B&T who will deal with the problem. Does anyone have an alternative way to copy Libris orders to your own files? (We don't wait until a cataloging disk comes with the books. We simply copy the order at the time we transmit it.) Please respond to whitek@mont.lib.md.us. Thank you. Kathy White, Montgomery County MD (3)------------------------------------------------------------------------ Date: Sat, 18 Apr 1998 15:40:14 -0400 (EDT) From: David Wright (Mississippi College) Subject: RE: Accounting for electronic databases At long last is a summary of the responses I received from my postings to this list and the coll-lib list. Thanks for your responses. It appears that there are LOTS of ways libraries account for electronic resources. "Contract services budget item covers OCLC, online catalog vendor. Another budget item is "Library--Computer Research." It covers batch-type computer searches such as FirstSearch. On-site CD-ROM is same as monograph/serials budget." "Electronic subscriptions not capitalized since it is not "owned" in the sense that it can be tagged and tracked." "We use an Outside Services account in library operating budget." "Line in budget called "Databases". All expenditures for CD-ROM and remote electronic databases included. Have been thinking of folding it into the "Periodical" line since it is really an expenditure for a subscription in electronic form rather than hardcopy format. This way, I would not be experiencing the phenomenon of running deficits in the Database line and surpluses in the "Periodical" line when a subscription is cancelled in print and provided electronically." "We charge these by their frequency. That is, if one-time purchases, to the monograph budget. If ongoing commitments, to serials." "Currently only books are considered capital expenditures." "We count 'access' the same as 'ownership' and our financial officers have gone along with this, which gives us the needed flexibility as we change over the years from paper and CD products to Internet-accessed databases." "How do you handle leased materials? This might serve as a precedent for handling electronic resources. Both Project Muse and FirstSearch are paid for out of a fund called 'Library General - Electronic Resources.' " "We pay for our electronic databases from a contractual services account, 'Professional Fees and Services.' " "Our electronic databases (whether CD-based or web-accessible) are considered subscriptions. It is preferable, I think, to focus on the material, rather than the format. I can push for more periodicals money for electronic subscriptions or move the money from print to digital without complications of budget lines and transfers. Library staff keep track of print vs. digital expenditures in house." "We have one line for 'Periodicals and Periodical Access' which includes paper, electronic in whatever form, and database fees. I did this a couple of years ago because I think it gives us the optimum flexibility. Internally, we do trace expenditures for all the different formats within this line so we can respond to surveys." "Two years ago, we had a discussion with our accounting folks on how to account for these purchases. Previously, they were charge to the account we used for magazine subscriptions which made at least some sense for the CD-ROMs but no sense for the electronic resources. Our accounting folks did not like electronic resources charged with magazine subscriptions because they were not tangible. The magazine subscriptions also roll-up into a capital account which in effect capitalized an intangible. We discussed charging all items to a data processing account. This made a little more sense for the electronic services but would have subjected purchasing these items to a complex set for purchasing rules specifically for data processing. This would have meant several levels of administrative approval by mostly non-library folks for new orders. The library rejected that approach. The conclusion was to establish separate accounts in the supplies and materials area. This met the accounting standard that these items were "consumed" during one fiscal year and avoided capitalization problems. We have found separate accounts for electronic and CD-ROMs because surveys, accreditation and other groups seem to want this break-out." "I spent a lot of time with our accountant on this last summer and completely re-configured our budget. All books, all microfiche, all audiovisual, and most periodicals are capitalized, the key question being: do they become a permanent part of the library collection? Some periodicals are not capitalized, specifically those which are double subscriptions (with the paper copy discarded after the microfiche comes in) and newspapers (which we do not keep back files of). Online resources are not capital (we purchase access not the item itself). CD-ROMs are actual physical purchased resources, and are capitalized, even though the student may see no difference in how he/she accesses that and the online licensed stuff. If this is clear as mud, I'm sorry, but I've been hacking this out for quite a while. My suggestion is that you talk to your local accountant and get their view of what needs to be capitalized or not in your situation." "Our V.P. for Finance says: electronic resources can be handled under existing policies. The subscription cost of online access to databases is simply an operating expense, since we own nothing. Software, CD-ROMs and other media would be capitalized if the unit cost is $500 or more. Between $100 and $500 it would be considered small equipment. Under $100 items will be considered as supplies." David A. Wright Library Director Leland Speed Library/Mississippi College P.O. Box 127 Clinton MS 39060 601.925.3438(voice) 601.925.3435 (fax) E-mail: wright@mc.edu (4)------------------------------------------------------------------------ Date: 23-APR-1998 11:33:17.69 EDT From: Eleanor Cook (Appalachian State Univ.) Subj: RE: Simmons Market Research Bureau I received 7 replies about Simmons Market Research Bureau. Thanks to: Susan Martin, Doug Duchin, Susan Davis, Doug DeLong, Faye Chadwell, Judith Niles and Norman Melville. 4 people still had the Tampa, Florida office information - this office is closed and those numbers no longer work. Simmons was bought by a company called Symmetrical Resources. This just happened in March. At least one person who replied to my message had material received in Februrary, so all this must have happened pretty fast. Here is the updated information: New address: 309 W. 49th Street 14th floor New York, NY 10019 Academic market representatives: Ida Mendoza 212-373-8915 Francine DePaola 212-373-8995 There is also a another number: 212-373-8900 but one person who responded to my message said he tried this number and got very little information about what was going on. One person said they tried the CD-ROM product "Choices II" and did not like it and were trying to send it back. Another person commented that he had noticed a "decline in quality and availability" in this company's products. Yet another person observed that the license agreement was restrictive and had concerns about the need to prepay. So, Caveat emptor, folks! I called Ida Mendoza today and told her that it is important that they let their customers know where they are if they expect anyone to do business with them. We are requesting updated material from them and will proceed cautiously. Oddly enough, the slogan at the bottom of the original flyer we got from them says, "Know your market" Indeed! ********************************************************************* Eleanor I. Cook 828-262-2786 (wrk) NEW PO BOX Serials Specialist 828-262-2773 (fax) & Belk Library, PO Box 32026 Area Code! Appalachian State University Spring '98 Boone, NC 28608-2026 cookei@appstate.edu ********************************************************************* ****** END OF FILE ****** ACQNET, Vol. 8, No. 17 ****** END OF FILE ******