Acquisitions Department

BIBLIOGRAPHIC SEARCHING PROCEDURES

Pre-Search Screening

1. All incoming request cards will be screened to:
1. Identify all items needing priority processing;
2. Obtain accurate prices before requests are recorded; and
3. Identify items for which price quotation requests should be written.
2. Department Head:
1. Receives all incoming purchase requests;
2. Distributes to Searchers requests in need of Pre-Screening;
3. Gives to Clerical Assistant those request forms needing fund codes stamped or typed; on completion, Clerical Assistant distributes to Searchers;
4. Gives known RUSH or RUSH-ORDER items directly to Clerical Assistant with instructions for stamping in red the RUSH or RUSH-ORDER priority; on completion Clerical Assistant logs them in and places in Searchers IN box behind RUSH divider.
3. Searcher:
1. Screens each request, separates by category, and handles as follows:
1. Rush priority:
1. RUSH [needed quickly for research, classes, reserve]; handle promptly; stamp in red RUSH;
2. RUSH-ORDER [order must be placed quickly to get material or discount]; handle promptly; stamp in red RUSH-ORDER; highlight date by which order must be placed;
2. Audio-visuals and computer software; stamp in red RUSH-ORDER;
3. Microforms;
4. Dissertations; assign price by format requested:
1. Paper, $41.00;
2. Microfilm/microfiche, $37.00;
5. Government publications (items published by any government agency);
6. Periodicals [any items with "journal" in title, or volume or part numbers];
7. High duplicate fund codes [JOUR, PHIL]; check these on the online catalog before checking for availability; and finally,
8. All remaining requests.
2. Examines each to see if there are any requests for multiple copies which do not have a "memo of justification" attached; if so, ask department Head whether multiple copies should be purchased;
3. Sorts according to whether price is on form; if no price:
1. Checks for price and availability in usual bibliographic tools; or
2. Phones publisher's toll-free number; or
3. Asks Clerical Assistant to write appropriate Quotation/Request;
4. When remaining requests have prices, completes the Pre-Search Instructions Form, bands requests by category, and places in Clerical Assistant's IN tray.
4. Record of Requests Submitted:
1. The purpose of the Log Book Change Form [green form] is to collect data regarding the value of requests, thereby enabling the library to enforce the deadlines established to keep requests coming in throughout the year. To aid in analyzing departmental work and evaluating the need for vendor-produced order forms, the following information should be recorded on the left side of the form:
1. the date the requests are received;
2. the number of requests submitted, by type of request form; and
3. the dollar value of the requests.
2. To establish clearly that the requests have been properly processed, the date received is stamped on the request form.
3. Place the completed form in the Log Book File box on the Clerical Assistant's desk.

Send questions/comments/suggestions to Foster Bunday Acquisitions Department | The University of Memphis | University Libraries 126 Ned R. McWherter Library | Memphis, TN 38152-3250 Phone: (901) 678-2203 | Fax: (901) 678-8218