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Comparison shopping: purchasing continuations as standing orders or on approval
Pergamon Library Collections, Acquisitions, & Technical Services 27 (2003) 169 –172
Comparison shopping: purchasing continuations as standing orders or on approval Jeanne M. Langendorfera,*, Michele L. Hurstb a
Coordinator of Serials, University Libraries, Jerome Library–Serials, Bowling Green State University, 1001 E. Wooster St., Bowling Green, OH 43402 b Acquisitions Manager, Libraries & Media Services, Kent State University, Kent, OH 44242
Abstract When purchasing continuations from book vendors, libraries have essentially two options: a) establish standing orders, or b) receive on approval plans. Both options offer advantages and disadvantages. Librarians need to explore both options fully to decide which is best for their needs before purchasing continuations. This article explores the two options for acquiring continuations and explains both the advantages and disadvantages for each option so that librarians can make informed decisions. While all book vendors can offer these two purchasing options to libraries, this article specifically addresses purchasing continuations from Yankee Book Peedler, Inc. © 2003 Elsevier Inc. All rights reserved. Keywords: Continuations; Standing orders; Approval plans; Yankee Book Peddler
1. Introduction The ordering of continuations offers challenges to libraries due to the characteristics they share with both subscription and monograph acquisitions. This dual nature can be seen in the various means for purchasing continuations: from book vendors or periodicals vendors, or directly from the publisher. This article discusses two options available for handling continuations from the OhioLINK book vendor, Yankee Book Peddler, Inc. (YBP): as standing orders and through an approval plan. Continuations are defined as “. . . a work issued as a supplement to one previously
* Corresponding author. E-mail address: [email protected] (J. M. Langendorfer). 1464-9055/03/$ – see front matter © 2003 Elsevier Inc. All rights reserved. doi:10.1016/S1464-9055(03)00037-X
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J.M. Langendorfer, M.L. Hurst / Libr. Coll. Acq. & Tech. Serv. 27 (2003) 169 –172
published, or a part issued in continuance of a monographic set or series. Libraries normally place such materials on continuation order. In the catalog record for such a publication, a library’s holdings are indicated in an open entry for a publication that is ongoing, or in a closed entry for one that has ceased” [1].
2. Purchasing continuations on standing orders Although continuations are available for purchase from book vendors, they do not handle all types of continuations. Typically, book vendors handle annuals, non-monographic series, proceedings, dated lecture series, numbered monographic series, numbered sets, unnumbered monographic series, and unnumbered sets. Items typically not handled by book vendors are subscriptions, memberships, leased titles, loose-leaf and other updated formats, materials from publishers who will not sell to wholesalers, and series that are difficult to track [2]. There are advantages and disadvantages in ordering continuations as standing orders, also called continuation orders. A continuation order is “an order placed by a library with an agent or publisher to automatically supply until further notice each succeeding issue, volume, or part of a serial or series as published” [1]. The advantages for ordering continuations as standing orders are numerous, and can be divided into two groups: vendor services and library-managed activities. The primary advantage among services offered by YBP to OhioLINK libraries is the discount they offer. Another advantage is the quality control of the stock YBP handles. They examine and verify each item received, intercepting defective volumes and correcting publisher errors before items are shipped to the library, a service that vendors who have the publisher ship directly to the customer cannot provide. YBP is able to control for duplication across the entire range of library sub-accounts. In addition, libraries are notified of any change of status in the series (e.g., ceased, merged, online only). YBP automatically claims any missed volumes that they identify. YBP supplies continuations from publishers who do not accept standing orders as they can place volume-by-volume orders with those publishers. Also, like most book vendors, YBP bills item-by item as pieces are shipped, which allows the library to more closely track expenditures. There are several advantages for the library in the activities it manages. One advantage of the library ordering continuations as standing orders is that check-in records are maintained for the series. This enables the library to generate claims, if desired, via the integrated library system (ILS) with the vendor following up on claims and sending the missing items. Another advantage is that a standing order ensures that every volume of the series will be purchased; therefore, the library does not have to pay special attention to ensure purchase of the entire series. Expenditures are easier to track because all payments for the series are posted on the series order record held in the ILS. Finally, ordering the series as a standing order ensures consistency in the way the item is cataloged and processed, whether it is cataloged as a series or classed separately. While the advantages of ordering continuations as standing orders are numerous, there are some disadvantages. One of the main disadvantages to ordering continuations as standing orders is that the library must purchase every volume, whether or not it is really wanted. In
J.M. Langendorfer, M.L. Hurst / Libr. Coll. Acq. & Tech. Serv. 27 (2003) 169 –172
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addition, the discount offered by YBP for standing orders is less than if the series were purchased on approval. This is due to the additional services provided (e.g., claiming missing issues, examination, etc.) for items purchased on standing order. Finally, maintaining standing order records on the library’s ILS is a complex and time consuming process.
3. Purchasing continuations through an approval plan Libraries are able to purchase continuations through their YBP approval plan. There are two options available to libraries for ordering continuations on their approval plans: approval slip notification and approval books. Reitz defines approval plans as “a formal arrangement in which a publisher or wholesaler agrees to select and supply, subject to return privileges specified in advance, publications exactly as issued which fit a library’s pre-established collection development profile. Approval profiles usually specify subject areas, levels of specialization or reading difficulty, series, formats, price ranges, languages, etc. Some plans provide advance notification slips instead of sending the actual physical item.” Similar to purchasing continuations on standing order, there are both advantages and disadvantages to ordering them through an approval plan. The primary advantage to purchasing continuations on approval is the higher discount YBP provides compared to the discount offered for standing orders. In addition, the library is afforded more flexibility due to their ability to evaluate each volume and accept only those needed, which frees money for the purchase of other materials. There is more flexibility to add and drop series from the library’s profile with the vendor. Also, the library does not need to maintain check-in records, but handles each piece as a monograph. The major disadvantage of ordering continuations on approval includes the inability of the library to track expenditures of individual series titles or of total continuations in their ILS, as all titles are paid on individual title records. Additionally, since the control mechanism of creating check-in records is not used, it is not possible to ensure that all volumes in the series are acquired, which means that gaps can occur. Libraries are not informed of status changes in the series, as they are not purchasing the series. There is the possibility of cataloging errors, where some titles are added to the series record and others cataloged separately. Finally, not all continuations are available on approval, as some continuations are nonreturnable, for example.
4. Conclusion Libraries are fortunate in having multiple ways to purchase continuations enabling them to select the method which best meets their particular needs. The challenge for libraries is to decide the importance of collecting a complete series. Where the complete series is desired, a standing order is the best way to achieve success. Where the library wishes more flexibility to purchase only some titles in a series, purchasing these items on approval is more beneficial. Once the decision is made, the vendor can facilitate the purchase, following the library’s wishes to fill the continuation order.
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J.M. Langendorfer, M.L. Hurst / Libr. Coll. Acq. & Tech. Serv. 27 (2003) 169 –172
References [1] Reitz, J.M. ODLIS: Online dictionary of library and information science, 2002. Available at: http:// vax.wcsu.edu/library/odlis.html. Accessed October 11, 2002. [2] Breaux, A. (2001). Purchasing continuations from a monograph vendor: some considerations. Library Collections, Acquisitions & Technical Services, 25 (3), 329 –335.
Comparison shopping: purchasing continuations as standing orders or on approval Jeanne M. Langendorfera,*, Michele L. Hurstb a
Coordinator of Serials, University Libraries, Jerome Library–Serials, Bowling Green State University, 1001 E. Wooster St., Bowling Green, OH 43402 b Acquisitions Manager, Libraries & Media Services, Kent State University, Kent, OH 44242
Abstract When purchasing continuations from book vendors, libraries have essentially two options: a) establish standing orders, or b) receive on approval plans. Both options offer advantages and disadvantages. Librarians need to explore both options fully to decide which is best for their needs before purchasing continuations. This article explores the two options for acquiring continuations and explains both the advantages and disadvantages for each option so that librarians can make informed decisions. While all book vendors can offer these two purchasing options to libraries, this article specifically addresses purchasing continuations from Yankee Book Peedler, Inc. © 2003 Elsevier Inc. All rights reserved. Keywords: Continuations; Standing orders; Approval plans; Yankee Book Peddler
1. Introduction The ordering of continuations offers challenges to libraries due to the characteristics they share with both subscription and monograph acquisitions. This dual nature can be seen in the various means for purchasing continuations: from book vendors or periodicals vendors, or directly from the publisher. This article discusses two options available for handling continuations from the OhioLINK book vendor, Yankee Book Peddler, Inc. (YBP): as standing orders and through an approval plan. Continuations are defined as “. . . a work issued as a supplement to one previously
* Corresponding author. E-mail address: [email protected] (J. M. Langendorfer). 1464-9055/03/$ – see front matter © 2003 Elsevier Inc. All rights reserved. doi:10.1016/S1464-9055(03)00037-X
170
J.M. Langendorfer, M.L. Hurst / Libr. Coll. Acq. & Tech. Serv. 27 (2003) 169 –172
published, or a part issued in continuance of a monographic set or series. Libraries normally place such materials on continuation order. In the catalog record for such a publication, a library’s holdings are indicated in an open entry for a publication that is ongoing, or in a closed entry for one that has ceased” [1].
2. Purchasing continuations on standing orders Although continuations are available for purchase from book vendors, they do not handle all types of continuations. Typically, book vendors handle annuals, non-monographic series, proceedings, dated lecture series, numbered monographic series, numbered sets, unnumbered monographic series, and unnumbered sets. Items typically not handled by book vendors are subscriptions, memberships, leased titles, loose-leaf and other updated formats, materials from publishers who will not sell to wholesalers, and series that are difficult to track [2]. There are advantages and disadvantages in ordering continuations as standing orders, also called continuation orders. A continuation order is “an order placed by a library with an agent or publisher to automatically supply until further notice each succeeding issue, volume, or part of a serial or series as published” [1]. The advantages for ordering continuations as standing orders are numerous, and can be divided into two groups: vendor services and library-managed activities. The primary advantage among services offered by YBP to OhioLINK libraries is the discount they offer. Another advantage is the quality control of the stock YBP handles. They examine and verify each item received, intercepting defective volumes and correcting publisher errors before items are shipped to the library, a service that vendors who have the publisher ship directly to the customer cannot provide. YBP is able to control for duplication across the entire range of library sub-accounts. In addition, libraries are notified of any change of status in the series (e.g., ceased, merged, online only). YBP automatically claims any missed volumes that they identify. YBP supplies continuations from publishers who do not accept standing orders as they can place volume-by-volume orders with those publishers. Also, like most book vendors, YBP bills item-by item as pieces are shipped, which allows the library to more closely track expenditures. There are several advantages for the library in the activities it manages. One advantage of the library ordering continuations as standing orders is that check-in records are maintained for the series. This enables the library to generate claims, if desired, via the integrated library system (ILS) with the vendor following up on claims and sending the missing items. Another advantage is that a standing order ensures that every volume of the series will be purchased; therefore, the library does not have to pay special attention to ensure purchase of the entire series. Expenditures are easier to track because all payments for the series are posted on the series order record held in the ILS. Finally, ordering the series as a standing order ensures consistency in the way the item is cataloged and processed, whether it is cataloged as a series or classed separately. While the advantages of ordering continuations as standing orders are numerous, there are some disadvantages. One of the main disadvantages to ordering continuations as standing orders is that the library must purchase every volume, whether or not it is really wanted. In
J.M. Langendorfer, M.L. Hurst / Libr. Coll. Acq. & Tech. Serv. 27 (2003) 169 –172
171
addition, the discount offered by YBP for standing orders is less than if the series were purchased on approval. This is due to the additional services provided (e.g., claiming missing issues, examination, etc.) for items purchased on standing order. Finally, maintaining standing order records on the library’s ILS is a complex and time consuming process.
3. Purchasing continuations through an approval plan Libraries are able to purchase continuations through their YBP approval plan. There are two options available to libraries for ordering continuations on their approval plans: approval slip notification and approval books. Reitz defines approval plans as “a formal arrangement in which a publisher or wholesaler agrees to select and supply, subject to return privileges specified in advance, publications exactly as issued which fit a library’s pre-established collection development profile. Approval profiles usually specify subject areas, levels of specialization or reading difficulty, series, formats, price ranges, languages, etc. Some plans provide advance notification slips instead of sending the actual physical item.” Similar to purchasing continuations on standing order, there are both advantages and disadvantages to ordering them through an approval plan. The primary advantage to purchasing continuations on approval is the higher discount YBP provides compared to the discount offered for standing orders. In addition, the library is afforded more flexibility due to their ability to evaluate each volume and accept only those needed, which frees money for the purchase of other materials. There is more flexibility to add and drop series from the library’s profile with the vendor. Also, the library does not need to maintain check-in records, but handles each piece as a monograph. The major disadvantage of ordering continuations on approval includes the inability of the library to track expenditures of individual series titles or of total continuations in their ILS, as all titles are paid on individual title records. Additionally, since the control mechanism of creating check-in records is not used, it is not possible to ensure that all volumes in the series are acquired, which means that gaps can occur. Libraries are not informed of status changes in the series, as they are not purchasing the series. There is the possibility of cataloging errors, where some titles are added to the series record and others cataloged separately. Finally, not all continuations are available on approval, as some continuations are nonreturnable, for example.
4. Conclusion Libraries are fortunate in having multiple ways to purchase continuations enabling them to select the method which best meets their particular needs. The challenge for libraries is to decide the importance of collecting a complete series. Where the complete series is desired, a standing order is the best way to achieve success. Where the library wishes more flexibility to purchase only some titles in a series, purchasing these items on approval is more beneficial. Once the decision is made, the vendor can facilitate the purchase, following the library’s wishes to fill the continuation order.
172
J.M. Langendorfer, M.L. Hurst / Libr. Coll. Acq. & Tech. Serv. 27 (2003) 169 –172
References [1] Reitz, J.M. ODLIS: Online dictionary of library and information science, 2002. Available at: http:// vax.wcsu.edu/library/odlis.html. Accessed October 11, 2002. [2] Breaux, A. (2001). Purchasing continuations from a monograph vendor: some considerations. Library Collections, Acquisitions & Technical Services, 25 (3), 329 –335.