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Using a Vendor’s System to Streamline Book Selection and
Ordering
Thomas HungUniversity of Hong Kong Libraries
3rd HKIUG Meeting
Background Information• In HKUL, book funds are allocated to
faculties each year• Most of the book selections are
initiated by faculties, with the help of subject selectors
• There are approximately 45,000 book orders of Western language materials annually
• We receive 70,000 book recommendations each year
• We have approval plans, firm orders and standing orders
• Our major book vendor is Blackwell’s Book Services (BBS) this year
Traditional Way of Book Selection and Ordering
Book selectionBook selection
Paper book recommendations
Acquisitions DepartmentAcquisitions Department
Bibliographic checking Bibliographic checking
Send out orders by mail
Book vendorBook vendorTyping ordersTyping orders
Advantages of incorporating a vendor’s system into acquisitions
workflow
• To increase cost effectiveness• To save manpower• To save time• To have less paper works• To avoid errors
Book Registration Online (BRO)
• A system designed by HKUL Systems staff for faculties to send in their book recommendations electronically
• BRO is in the format of Oracle database and can be accessed in a Web interface
• BRO database now consists of records received from the BBS New Title Alert Service (NTAS)
• Records are based on the form plans set up by BBS for various teaching departments
Book Registration Online (BRO)
• Only registered HKU academic staff or subject selectors can use BRO to recommend books being purchased out of departmental book fund
• To register, they must apply for a username and password from the Libraries
• BRO will identify which department the users belong to once they login
• All book recommendations require the approval of department heads or their delegates
Book Registration Online (BRO)
• An approved title will be received by the Acquisitions Department
• We will check our database once more for duplication, fund balances, and then make an order to the vendor
• We will also mark the record in BRO, so that all requesters will know the status, i.e., "ordering", "rejected", etc.
• An email message will be sent to the original requesters informing them if their recommendations have been rejected either by the department head or the Acquisitions Department
Collection Manager
• It is a database of Blackwell’s Book Services (BBS)
• It has the ability to interface with library systems
• It can assist in streamlining workflows from the point of selection to the receipt of book
• There are 3 interactive options:– Online request for purchase– Online ordering– Export brief MARC order record for
loading to the local library system
HKUL Book Order Workflows
Book selectionIn BRO
Book selectionIn BRO
Request & order
In Collection Manager
by Acquisitions Dept.
Request & order
In Collection Manager
by Acquisitions Dept.
HKULInnopac
HKULInnopac
BBSBBS
Export pre-order
MARC records
BISACOrder records
Book shipment
Why Not Use Collection Manager for Book Selection?
• Right management in Collection Manager is not satisfactory– e.g. Head of Department A can
approve/reject recommendations of Department B
• Interface is not user-friendly• No blank form to request title
not in the database
Future Enhancements of BRO
• Addition of staff editing mode• Capability of loading
information into Innopac to create bibliographic and order records automatically
• Capability of checking duplicates before creating bibliographic and order records
• Capability of showing fund expenditure and balance