The librarian manages the library’s purchasing process. His colleagues helped him with this work. It is teamwork. Various workers participate in it. The ordering process and preparation phase vary by library. For example, the list of required books from various departments of the educational institution library is sent to the librarian to prepare. Similarly, a comprehensive list of special library requirements is sent to the library. The list is prepared by the librarian of the public library and his senior staff. The purchase list of various libraries mentioned here is for preparation.
Process of Book Order:
There are no specific rules for this job. Generally, the following process is followed for book order work:
- Bibliographical Information:
Bibliographic information for each book is recorded on the book order card or form. Like: author, title, translator (if any), publisher, publication, Place, date of publication, easy revised or Paperback edition, Series (if any) how many books or how many copies are to be purchased, Price, ISBN number. Apart from this, other information, if required is also recorded. At this stage, there is a complete description of the book to be purchased.
- Cross Check:
The order card or form is then checked out in the library’s self-catalogue or shelf list, which is kept in the library preparation section and is for the use of library staff only. Here you can see if the book has been purchased before and if so which version, etc. The information is matched with the order card to determine how many additional numbers will be purchased if they were previously purchased.
- Call Vendor:
The final list is prepared, which is given to the book supplier. Here it is decided which vendor to select, usually the one who offers the highest discount, is ordered to supply the books.
- Work Order:
A written book supply agreement is made with the librarian. It usually mentions various terms, deadlines, payment methods, etc. If there is a mistake in the delivery of the book by the book supplier, it is corrected and sent for re-delivery.
- Comparative Statement:
At this stage, the prices of books are taken from various book suppliers and they are verified. For example: reputation of the book supplier, price of books, maximum discount on books etc.
- Invoice matching:
After the books from the bookseller arrive at the library, the book list is matched with the seller’s invoice. It is checked whether the correct books have been supplied. The information recorded on the order card or format is checked thoroughly. The editor may sometimes give old versions or tattered books instead of correct editions. These errors are checked. Books are sent back to relatives and instructions are given to send them according to the correct book list.
- Book processing:
After everything is examined, the books are accepted by the librarian, and the ancillary works are done: e.g. the Accession Number, sealing of the library, sealing of the library on a particular secret page of the book, etc.
- Bill payment:
The final vendor bills are sent to the designated branch of the administrative office for payment.
The above functions are currently done through library computers and all information is stored in computers. It saves a lot of time, can complete the work quickly, make the required number of copies and facilitates quick additions and corrections. It should be remembered that there is no rule of thumb in the book ordering process, it is done according to the facilities of different libraries.
Book ordering process in Different libraries
- Public Libraries
A public library’s book-ordering procedure usually starts with selecting titles based on patron requests, staff recommendations, and community needs. After that, library employees place orders with publishers or vendors, frequently keeping track of purchases using library management software. The library receives the books after an order is placed, catalogs them, and gets them ready for physical distribution. Once the new books are included in the library’s collection, users can check them out. Finally, to help with future collection development and purchase decisions, the library keeps an eye on circulation and usage statistics.
2. Academic Libraries
In an academic library, requests for new titles to support research and curriculum needs are submitted by faculty and staff, which initiates the book-ordering process. Subject librarians assess these requests by comparing them to the library’s collection and development policy. After approval, orders are placed with preferred publishers or vendors, frequently with tracking done via an integrated library system. The books are processed and cataloged when they arrive and are then added to the library’s collection. Lastly, the faculty and students have access to the new materials, and usage and circulation statistics are tracked to inform future purchases.
3.Special Libraries
The first step in the book ordering process in a special library is to identify resources—often in conjunction with subject matter experts—that support the unique needs and interests of the library’s user community. Recommendations and requests are assessed according to their quality, relevance, and compliance with the library’s policy on specialized collections. The next step is to order the approved items from publishers or specialized vendors, frequently through customized procurement procedures. The materials are processed and cataloged after they are received, so they can be easily incorporated into the specialized collection. Following a final push and release to the library’s specialized user base, the new resources are continuously evaluated to make sure they live up to user expectations and needs.
4. National Library
The process of ordering books in a national library usually begins with identifying titles that align with the library’s mission to preserve the nation’s cultural heritage and provide comprehensive collections. Librarians and subject specialists then evaluate and prioritize requests based on their relevance, significance, and the current collection’s gaps. Approved titles are ordered through established procurement channels, often involving negotiations with multiple vendors or publishers. Upon arrival, the books undergo cataloging and preservation processing to ensure accurate recording and long-term protection. Finally, the new materials are made available to the public and researchers, with continuous monitoring to maintain the integrity and breadth of the national collection.
