Acquisition of Printed Library Materials

This processes are to be used for purchasing of library materials. These processes were covered under QP-TS-01 Acquisition of Library Materials ISO 9001:2015 Collection Development Policy

Selection of library materials through tender

After receiving and completing compilation of catalogs/listings from supplier(s)/publishers , Superintending officer (SO) / designated officer (DO) may; a) distribute to designated officer for selection; or b) organize “Library Materials Selection Session” with designated officer in Pustaka; or c) organize “Library Materials Selection Session” with designated subject specialist; or d) organize “Library Materials Selection Session” with organisation/department ; or e) organize “Library Materials Selection Session” with public; or f) send catalogs/listing to known subject specialist; and / or g) do the selection by the superintending officer.

Other method of selection may also be accomplished through direct selection of library materials in any of the following places/events: Warehouse Library materials showroom Bookshop Bookfair Individual collection Organisation/Agencies/Department

Upon receiving of selected catalogs/listings in lieu of the process in 1.1-1.2, the designated officer (DO) shall: a) Prepare listing to be uploaded in the Acquisition Module of the ANGKASA Library Management System.
b) Check duplication in the Acquisition Module of the ANGKASA Library Management System. Any duplication of data from the catalogues/listings with the data in Acquisition Module of the ANGKASA Library Management System shall not be included in the list.

Selection of online database
This will refer to guidelines no. 4.0 Subsciption of Online Database
Selection of serial materials
This will refer to guidelines no. 5.0 Purchase of Serials Materials

Puschase of library materials through tender

Purchase of Library Materials through Tender is a process of purchasing the library materials based on tender awarded to the suppliers. Superintending Officer (SO) or designated officer (DO) shall acquire the library materials from suppliers commission by Pustaka.
To purchase library materials, designated officer (DO) shall:
a) Create a maximum of 10 selected titles per Purchase Order (PO) in the ANGKASA Library Systems (Acquisition Module)
b) Print Purchase Order (PO)
c) Prepare cover letter for SO to sign
d) Keep the copy of cover letter and PO to registry
e) Enclosed (b) and (c) together to be sent to supplier by email or fax
Once the supplier received the PO, they shall response to supply the library materials within stipulated time as agreed in the tender contract.
If the order is cancel, refer to Cancellation of Library Materials procedure.

Receipt of Library Materials

Receipt of library materials through tender is a process of receiving the library materials based on tender awarded to the suppliers. Upon arrival of the library materials, the designated officer (DO) shall raise the Rekod Penerimaan Bahan Baru Dari Pembekal. The DO shall then acknowledge receipt of the library materials by completing the following details in the Rekod Penerimaan Bahan Baru Dari Pembekal:
a) Purchase Order Number
b) Delivery Order Number
c) Total number of item received
d) Date receipt
e)Supplier’s company stamp
f)Despatch details such as name and signature.

Note :
i. This sub process is only applicable in Pustaka Negeri Sarawak, Kuching.
Check Library Material physical condition:
a) Missing pages;
b) Misprints;
c) Loosebinding;and
d) Faultyproduct.

If there is any discrepancies or faulty item in the supply, notify the supplier. After inspecting perform the following:
a) Signed, stamp receipt on the Delivery Order
b) Return duplicate copy of Delivery Order to supplier
c) Make photocopy of the Delivery Order for record
d) Inform the supplier to submit Invoice for payment

Once invoice is received, check the Invoice against the Delivery Order and PO for the following information:
Date receipt
Supplier’s company stamp
Despatch details such as name and signature.

Note : i. This sub process is only applicable in Pustaka Negeri Sarawak, Kuching.Check Library Material physical condition:
a) Missing pages;
b) Misprints;
c) Loosebinding;and
d) Faultyproduct.

If there is any discrepancies or faulty item in the supply, notify the supplier. After inspecting perform the following:
a) Signed, stamp receipt on the Delivery Order
b) Return duplicate copy of Delivery Order to supplier
c) Make photocopy of the Delivery Order for record
d) Inform the supplier to submit Invoice for payment

Once invoice is received, check the Invoice against the Delivery Order and PO for the following information:
a) Date receipt
b) Supplier’s company stamp
c) Despatch details such as name and signature.
d) Invoice number e) Date of Invoice f) PO number g) Title h) International Book Number (ISBN) Quantity Price, Currency and exchange rate, discount if any Total amount 8.7 If there is invoice. Repeat 5.6 after receiving the new invoice. If no discrepancy proceed to 5.8 any discrepancy in the Invoice, notify the supplier and return the 8.8 After checking, perform the following: a) Signed, stamp receipt date and Pustaka official stamp on the invoice b) Return duplicate copy of the Invoice to the supplier c) Make photocopy of the Invoice for record d) Record each library material received in the Acquisition Module of the ANGKASA Library Management System