Acquisition of Serial

Purchase of Serial Material

Purchase of serial material is a process of subscribing to serial material from publisher(s) or supplier(s) for a period of time.

Subscription of New Serial

Head, Technical Services Division (HOTSD) or librarian will require these following activities before any serials subscription can be made:
a) Evaluation of the serials. (If required, HODTS or librarian may);
i. Utilised any applicable source for evaluation; or
ii. Consult standard library reviewing sources when making selection decisions; or
iii. Solicit other individual or departmental expertise as a resource for selection and evaluation of the serials.
b) Subscription price and budget availability.
c) Endorsement by Chief Executive Officer (CEO) or Deputy Chief Executive Officer (DCEO) or Head, Library Services Sector (HOSLS) and in accordance with Purchasing of Goods and Services Procedure (QP-FVM-12)

Renewal of Serial

Before renewal, re-evaluate the serials based on these criteria;
a) Serials usage statistics
b) Renewal price and budget availability
c) Endorsement by Chief Executive Officer (CEO) or Deputy Chief Executive Officer (DCEO) or Head, Library Services Sector (HOSLS) and in accordance with Purchasing of Goods and Services Procedure (QP-FVM-12).
Once approval is given, Head, Technical Services Division (HOTSD) or designated officer (DO) shall complete the requisition form in accordance to Purchasing of Goods and Services Procedure (QP-FVM-12)
After approval by CEO, send a copy of Purchase Order (PO) to suppliers or publishers

Payment of Subscription

Head Technical Services Division or designated officer shall proceed with the following once approval is given:

a) Complete the requisition.
b) Attached and submit evaluation report with requisition form to finance unit for endorsement by Chief Executive Officer.

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

Receiving of Invoice

The Head of Technical Service Division or designated officer shall send the invoice to Finance Unit once they received the invoice.

Uploading and Access of Online Databases

Head Technical Services Division or designated officer 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 Databases:

i. Head of Technical Service Division or designated officers shall check the status of online databases 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.