Page 170 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 9: Acquisition Section

The large bulk of ordering is for specific items. But others may need a different treatment. Notes
Sometimes blanket orders may have to be placed to ensure that no new item published in a
specialised subject area is missed by the library. Similarly, standing orders will be needed for
the supply of all items belonging to a chosen publisher’s series, or for receiving an unbroken set
of multivolume books, or a book published in instalments, or books lake annuals and
year-books. There are also items needing pre-paid orders. Government publications, subscription
books and books supplied on pre-publication orders fall in this category.

9.3.3 Ordering Procedure

In section 9.3.1 we have described the procedure until the selection is finalised and the lists and
the cards are forwarded to the Procurement Section for placing orders. What follows in this
section is the procedure relating to ordering the selected items. Ordering procedure relates to
three stages:

(i) Pre-order Work: Pre-order work includes various jobs connected with:
Invitation of tenders or quotations
Tabulating the quotations
Fixing the suppliers or appointing standing vendors, and

Signing the contracts.
(ii) Order Placing Work: Order placing work consists of the following job items:
Tallying

Scrutiny and elimination
Sorting
Costing estimating
Listing
Transmitting

Filing
Tallying means verifying the selection has with the corresponding cards. Each selection
list is then subjected to a final scrutiny. This has two purposes: firstly, to avoid unnecessary
duplication and, secondly, to sort out items for different means of procurement and different
types of orders. The first purpose can be achieved by checking the selection lists or their
cards with the following:
Outstanding orders, if any

Standing orders, if any w the blanket orders, if any
Bills on hand
Supply received
Catalogue
The second purpose is fulfilled by finding out such items in the selection lists as could be
procured through other means like gift, institutional membership, exchange and deposits.
Also items needing standing orders or blanket orders are identified at this stage. The lists
are men finalised for placing orders after necessary eliminations. The cost incurred by
each list is then verified and the amount noted in the Budget Allocation Register. Order

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