Acquisition of Online Database

Subscription of Online Databases

Purchase of online databases is a process of subscribing to online databases from publisher(s) or supplier(s) for a period of time.
Head, Technical Services Division (HOTSD) or designated officer (DO) will require these following activities before any subscription can be made:
a) One month trial of the database
b) Evaluation and usage of the online database (trial period)
c) Subscription Price and budget availability
d) Endorsement by Chief Executive Officer (CEO) or Deputy Chief
Executive Officer (DCEO) and in accordance with Purchasing of Goods and Services Procedure

Renewal of Online Databases

Head, Technical Services Division (HOTSD) or designated officer (DO) will require these following activities before any renewal can be made:
a) Evaluation and usage of the online database
b) Subscription price and budget availability
c) Endorsement by Chief Executive Officer (CEO) or Deputy Chief Executive Officer (DCEO) and in accordance with Purchasing of Goods and Services Procedure

Payment of Subscription

Head, Technical Services Division (HOTSD) or designated officer (DO) shall proceed with the following once approval is given:
a) Complete the requisition form in accordance to Purchasing of Goods and Services Procedure. b) Attached and submit evaluation report with requisition form to finance unit for endorsement by CEO.

After approval by CEO, send a copy of Purchase Order (PO) to suppliers or publishers.

Receiving of Invoice

The HOTSD or designated officer (DO) shall send the invoice to Finance Unit once they received the invoice.

Uploading and Access of Online Database

Head, Technical Services Division (HOTSD) or designated officer (DO) shall proceed with the following activities once payment of subscription is completed :

For New Online Database;
i. Send Internet Proxy (IP) address to the suppliers/publishers for configuration.
ii. Complete service request form and send details of new online database subscription to ICT Sector for commencement and uploading of database on Pustaka website.
iii. After receiving feedback of uploading from ICT Sector, Librarian or DO shall check the status of online database on Pustaka Website.
iv. If the online database failed to be accessed, report the problem to ICT Sector by email to rectify the problem.
v. Once the online database successfully uploaded and can be accessed, inform the Reference Division, Library Sector by email for their further action (promotion, usage etc.)

For Renewal of Online Database;
i. HOTSD or DO shall check the status of online database on Pustaka Website once payment of subscription is completed.
ii. If the online database failed to be accessed, report the problem to ICT Sector by email to rectify the problem.