Highlights, 2003/2004
As of July 1, 2004 the Acquisitions and Serials Section became a separate department -- Acquisitions and Licensing. The new department will include the following units: Monographs; Serials (acquisitions only); Gifts and Exchange; Paying; Database Maintenance. This report will highlight the activities of these units as well as serials cataloging for fiscal year 2003/2004.
Paying Unit
The Library materials budget for 2003/2004 remained relatively flat with
total expenditures amounting to $7,542,363. The flat spending reflects the
flat allocation from the state legislature of $6,570,000 for 03/04 compared
to $6,520,632 in 02/03. Additional funds from Division of Sponsored Research
(DSR) and cooperative buying agreements within the University and State
University library system supplemented the budget, particularly in developing
the electronic resources collections. Paying Unit processed a total of 7,346
invoices out of 1064 batches of invoices, 1,808 P-card invoices and 94 split
invoices sent forward from Monographs, Serials and Gifts & Exchange
Units, as well as Preservation Department and Digital Library Center.
Serials Acquisitions Unit
The unit received serials in all formats: 64,798 pieces (27.3% decrease
from the 89,095 reported in 2002/03). The unit added 43 new serials titles
and cancelled 56 serials titles to the collection, and added 11 electronic
resources. The current serials subscription count added a total of 229 and
dropped a total of 295 titles, bringing the current serials title subscriptions
to 18,898. The unit completed redirecting the domestic serials titles from
Swets to EBSCO; performed cancellations for Kluwer and Wiley print titles
(335 titles) and set up electronic access for the titles if not already
established; the unit implemented the check-in and accession process for
the Kluwer serials dim archive project.
Monographs Unit
The unit received monographs in all formats: 44,241 volumes (14% decrease from the 51,564 reported in 2002/03). The unit implemented the Virtual Approval Plan with YBP so that the approval book plan could continue during Library West renovation. Instead of staging the books for review on the third floor, collection managers review profiled books in GOBI2, making selections and rejection choices online. The books that are selected arrive at the library shelf ready and once payment is processed, the books are sent to ALF for storage. The unit completed purchasing Latin American videos and DVD’s for Hernan Vera’s video grant fund.
Gifts and Exchange Unit
Gifts and Exchange Unit added 3624 monographs volumes, added 186 new serials titles and cancelled 239 serials titles in the collection. G & E implemented the online sale of materials using Alibris to sell specialty books from the Smathers Library Bookstore stock of unselected materials. From a base list of 500 titles maintained on the Alibris Web site, G & E made a total of $3,465.90 sales. The Smathers Library Bookstore grossed $12,813.97; together with the online sales, the unit netted $16,279.87 in sales for deposit in the Florida Foundation Funds.
Notable gifts received in 2003/04 are: Drs. Anne and Bertrand Wyatt-Brown
– 1,953 softbound books, 1,034 hardbound books, 684 serials, 16 maps;
Dr. Terry Schnadelbach
– 1,052 softbound books, 339 hardbound books, 117 serials; Dr. Elizabeth
Eddy’s estate
– 365 CD’s, 90 videos, 454 hardbound books, 314 softbound books.
Serials Cataloging Unit
The Serials Cataloging Unit created bibliographic access to 1,352 new monographic
series titles, 909 new serials titles, and 1,507 electronic resources.
Database Maintenance Unit
Database Maintenance Unit worked with Contributed Cataloging and Central
Bibliographic Services staff to identify and reclassify 23,055 volumes (129%
increase from the 10,055 volumes reclassified in 2002/03); the unit processed
withdrawals of 11,787 volumes and 41,279 pieces of microprints from the
collection (34% increase from 8,797 volumes withdrawn in 2002/03); 4, 017
volumes in Library West 800’s collection were inventoried; the number
of Internet links increased 35%, growing from 117,647 links in July 2003
to 159,364 links in July 2004.
Electronic Resources
Expenditures for electronic resources purchases have increased steadily
consuming 8.2% to 25.5% of the total budget from 1998-2004. During 2004
the spending trend reverted back to the upward trend significantly as the
electronic resources purchases expended the largest percentage of the budget
25.5% in the seven years UF has tracked the electronic materials costs.
The increase in 2004 may be due to the fact that UF converted from subject
specific funds for some electronic resources to using only two designated
funds (monographs and serials) for all electronic purchases within this
fiscal year.
| Total Electronic | Materials Budget | Electronic Resources as % of total budget | |
| FISCAL 1998 | $ 487,242 |
$ 5,923,206 |
8.2% |
| FISCAL 1999 | $ 676,458 |
$ 6,222,609 |
10.9% |
| FISCAL 2000 | $ 853,848 |
$ 6,470,712 |
13.2% |
| FISCAL 2001 | $ 1,307,690 |
$ 8,175,073 |
16.0% |
| FISCAL 2002 | $ 1,539,382 |
$ 7,533,596 |
20.4% |
| FISCAL 2003 | $ 1,447,782 |
$ 7,592,956 |
19.1% |
| FISCAL 2004 | $ 1,872,770 |
$ 7,340,928 |
25.5% |
The updated usage statistics Web site spreadsheet that records basic use statistics of selected electronic resources on an annual basis is located at the following URL: http://web.uflib.ufl.edu/acqlic/serials/statistics/stats.htm
Aleph Training
Acquisitions and Serials Section continued preparing for Aleph implementation
in May and June 2004.
- Paying Unit continued reviewing vendor codes and de-activating vendors no longer used; coordinated entering vendor information in PeopleSoft with Bridges staff; corresponded with vendors to update addresses and contacts; input PeopleSoft codes into Aleph.
- Jack Waters reviewed budget code crosswalk for Aleph budget codes and NOTIS fund codes; he updated and made changes per FCLA, Smathers Libraries, Health Science Center Library and Law Library.
- Coordinated training with HSCL and LL in acquisitions and serials functions for Aleph ordering, claiming, receiving, and purchasing of library materials; developed classes for the various modules: Acquisitions, Serials, Subscriptions: AQM 101-102 (Monograph Acquisitions); ACQS101-102 (Serials Acquisitions);HOL102 (Intro to Serials Holdings); ACQP101-102 (Approving invoices and Vendor file creation); Introduction to Functional Training; Introduction to Acquisitions and Serials; ACQP103 (Year-end closeout – to be offered the end of fiscal year 2004/05); Aleph Reports training; Aleph training in developing and testing record loaders.
Personnel
- Daniel Holt was promoted to Sr. LTA, September 2003.
- Terri Smith was promoted to Sr. Archivist, September 2003.
- Jack Fisher resigned from the Monographs Unit, July 2003.
- Julia Allen resigned from the Monographs Unit and accepted the Assistant Librarian position, Technical Coordinator, July 2003.
- Natalie Henri-Bennett joined the Monographs Unit, August 2003.
- Beth Zavoyski joined the Monographs Unit, October 2003.
- Doug Kiker was promoted to Assistant Librarian in the Serials Acquisitions Unit, July 2003.
- Judy Rummel, Elaine Needelman, Jessica York and Daniel Holt continue to contribute to the monthly staff newsletter, “Four Floors”.
Prepared by: Michele Crump
Last updated: October 07, 2004
