Page 226 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 12: Periodical Section

Against the above advantages, some point out that direct subscription is more troublesome for Notes
libraries because of the administrative work involved in corresponding individually with the
publishers in every case of ordering, reminder, mistake in supply, and settlement of claims
regarding missing numbers. Further it is pointed out that the expenses of postage in the case of
foreign periodicals will work out very high. Notwithstanding these eves costs in administration
and postage, direct subscription ensures prompt and efficient service.

Agency Method

The alternative to direct ordering with publishers is to acquire the periodicals through a duly
appointed subscription agent. A subscription agent is a person or firm acting as a liaison between
the subscribing library and the publishers. Such an agent may also be called a vendor or a dealer.
The advantages of acquiring periodicals through agents are:
Much paper work on accounting by the library can be avoided since orders are placed in
bulk and payment is effected against consolidated bills of the agent.

Agents are more familiar with the peculiarities of individual publishers than the library,
and they can act accordingly.
There are also disadvantages:

Some argue from experience that many agents do not honour the contractual agreements
entered into between themselves and the libraries.

Periodicals received through agents become more expensive for the library as they take
handling charges, and do not allow the library the benefits of concessional prices or
discounts allowed by publishers.

There can be some time gap between the termination of one contract and the creation of
another. As a consequence, timely renewal of subscription cannot be affected and the
library is exposed to the risk of broken files.
Some agents may not remit the subscription to the publishers in time although they have
collected the amount from the library. The publishers will resume supply of the journals
only after payments are effected. Here again, there is the risk of incomplete volumes.
However, these disadvantages can be remedied to a considerable extent if proper care is taken
in the appointment of the agent. Prompt, regular and reliable service should be the chief criterion
in the choice of the agent. There are agents with a good reputation and publishers are happy to
deal with such agents. Therefore, the choice of the agent is the crucial factor in the agency
method of periodicals’ procurement.

12.3.2 Stages in Ordering Procedure

Ordering procedures relates to two stages:

1. Pre-ordering work
2. Order placing work

Pre-ordering Work

Pre-ordering work includes various jobs connected with:
Invitation for tenders or quotations
Tabulating the quotations

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