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.

Receipt of Serial

1.Receipt of serial materials and inspect. check the physical condition of each serial materials to ensure that:
a) No missing pages
b) No misprint
c) No loose binding
d) No damages
e) No faulty product

2.If there is any discrepancies or faulty, notify the supplier in writing a) Request for replacement if the supplier is able to replace the material.
b) Request for cancellation of order, if the supplier unable to replace the material

3.Processing of serial materials
a) Place Pustaka Seal at title page and at any page of the serial material (Bottom right hand)
b) Slip in the security strip on middle part of each serial or at any suitable page.
c) Note date receipt at the back of content page (Bottom left hand)
4.Record each issue of serial material in Angka.sa2 Library Management System (Serial Management Module). 9.5 Display the serial materials on the shelves