Ordering E-Books

Individual Orders via GOBI.  Jim Gordon reports that the Acquisition Department’s Order Unit has renewed a pilot to test our ability to order ebooks via GOBI and perform follow-up processing. Selectors can begin selecting e-monographs on GOBI in the same way that they currently select print monographs, by applying an order template and selecting the title.  Order Unit staff will retrieve e-monograph order on the selection list and process the orders.  During the pilot, the e-book order option is only available for NetLibrary or Ebrary titles.


Package Orders.  A new e-resource order form has been developed for all electronic journal, database, backset and ebook package orders.  That form will interface with FootPrints and allow selectors to track their orders through the entire workflow from initial order, through licensing, acquisition, access activation and cataloging.  The form will be introduced at three selector workshops scheduled for May 25 (9-10:30am), May 26 (10:30-12N) and June 2 (10:30-12N), all to be held in Doe Library 251.

Evaluation.  Collections Council has approved a set of guidelines for purchasing ebook packages. When evaluating an ebook package (title-by-title or pre-selected) for purchase, selectors should confirm that the publisher or vendor meets these requirements.  The Ebook Package Checklist for Selectors” is on the Electronic Resources Toolkit Dana Jemison is working with members of the digital acquisitions group to revise this toolkit to make it more user-friendly.

e-Dissertation Only Policy Adopted by the UC Berkeley Graduate Council

As you may have heard, the Graduate Council mandated that all doctoral dissertations be submitted in electronic form effective with the Spring 2010 semester.  Paper copies will no longer be required.  A new twist added by the Graduate Council creates an automatic two year embargo of the e-dissertation from public access, unless the student declares it can be released earlier. 

The Library has been working on plans with the Graduate Division to have the e-dissertations sent to us soon after they are filed.  We will hold embargoed dissertations in a dark-archive (no access permitted) until the embargo period has ended.  If the embargo has been waived, or once the embargo has expired, the Graduate Division will release the e-dissertation to ProQuest/UMI and the Library will create an OskiCat catalog record that will link to a copy of the PDF e-dissertation on a Library server.  The Library copy of the e-dissertation will also be archived in the CDL Digital Preservation Repository.

Depositing the UC Berkeley e-dissertations into eScholarship will be considered once there is more information on how this process would work.

Plan 1 Masters degree candidates will continue to submit two copies of their theses on archival-quality paper.

 Bernie Hurley (4/9/10)

Status of Acquisitions Backlogs and Accomplishments


Payments Unit:

Serials – All January 2010 invoices were approved before the spring break and are in the process of being posted for payment. Given that September through December is the peak time for serials payments renewals, this is a considerable achievement. All EBSCO electonic invoices also been paid, which represents a considerable portion of the serials subscription budget.


Monographs – Staff are currently working through December invoices, although occasional older invoices may arrive that have been held up in other parts of processing.  Monographic payments recently did an “oldies sweep” of invoices assure that anything older than December that has reached the Payments Unit has been paid.


A project to have vendors use new Millennium purchase order numbers is also nearly complete.  This effort required communicating will all current vendors and having them commit to use the new Millennium purchase order numbers.  This is a significant step forward in processing invoices because staff will not need to look up the new Millennium purchase order number each time they process an invoice.


Status of Funds –Out of 18.3 million dollars allocated, 9.3 million has been spent. This represents around 51% of funds obligatedalthough we are more than 66% through the fiscal year.  Some LBL and other monies have not yet shown up in the system, however, which means the number is closer to 48% of allocated funds have been obligated.


Ordering Unit

Monograph ordering backlog is behind about two months.

Serials ordering is nearly current with just a few titles outstanding.

More than 51,200 new order records have been placed so far this fiscal year by all ordering units and via vendor file uploads.


The project to transfer print serial titles from Swets to Harrasowitz is essentially complete, although clean up of claims and incorrect invoices will probably continue through to January of next year.


The upcoming serials cancellation project will also be a considerable workload for serials and electronic resources ordering.


Check-in Unit

The Check-in Unit backlog of incoming serial publications goes back to Jan 27.  There is also a large backlog of LC bound serials that have not yet been processed.


Even with short staffing, checking has managed to check in more than 40,000 items since the beginning of July.


Newspapers and Microforms

There are no backlogs of active microfilm subscriptions to be checked in.



Approximately 218 monograph titles waiting to be cataloged, representing monographs that have been either been purchased as microfilm or are microfilms of monographs previously purchased in print.


 Electronic Resources Unit:

There is currently a backlog of 694 active Footprints tickets assigned to the E-Team.


There are also 394 incomplete Web orders (from Millennium), although there is some overlap in the Footprints tickets and the incomplete Web orders. [The criteria for the count of incomplete Web orders consists of records that have the location of “web”; have a status not equal to “z”; and  a Recv Date=<blank>]


Waiting projects:

Load e-book packages into SFX: Netlibrary (1327 titles); various Science Direct e-books (83 titles); Elsevier life science e-book series online package (32 titles).


Completed projects:

The clean up of SFX for active titles which have inactive package names was completed in January.



The reconciliation of URLs of the Haworth title list with order records has been completed.


LBL Workload:

The Electronic Resources Unit is proceeding to clean up SFX as each LBL license is completed.


IP address issues relating to the addition of LBL access continue to be negotiated with platform providers.


Arrangements with Ingenta, Metapress, Ebsco and Harrasowitz have been made to split accounts for Berkeley campus only and combined Berkeley and LBL.  Arrangements with Atypon and Highwire to split accounts still need to be completed.


As part of the LBL project, Electronic Resources staff verified 14,820 titles or packages associated with newly negotiated licenses and have set up 11,523 new sub-accounts in Millennium.


E-resources workflow overhaul/planning:
With the implementation of Millennium and the dramatic increase of e-resource acquisition, many e-resource ordering and maintenance procedures are out of date or undocumented. To improve efficiency and accuracy, the Electronic Resource Unit has recently begun analyzing, adjusting, and documenting its workflow. The completion of this work will greatly improve processing turn-around time although working through backlogs may be affected in the near term.

Update on the Realignment of Acquisitions Payments Functions

As you may recall, it was announced on March 5th that the payments functions that currently reside in Acquisitions are being moved to Library Business Services. This move is being made to better leverage staffing and functional efficiencies across the two units.

This change means that the responsibility for keying, posting and filing collections invoices are being moved to Library Business Services while the Acquisitions Department will retain responsibility for ordering, serials check-in, electronic-resources management and the approval of serials and electronic-resource invoices.

It is also expected that invoices for collections materials approved in the Cataloging Department’s Monographic Receiving Unit, The East Asian and Bancroft Libraries, and the branch libraries with self-cataloging units (Music and Earth Sciences) will be sent directly to Library Business Services for further processing. Only official invoice documents are to be approved and sent; not quotes, proforma invoices, statements, packing slips, or order forms.

Library Business Services will begin receiving approved invoices on April 5, 2010. The Bancroft Library will begin sending all of its invoices directly to Library Business Services at that time. The Monographic Receiving Unit, the Gift and Exchange Unit, branch libraries and East Asian Library will also begin sending their monograph invoices to Library Business Services on April 5 as well. Invoices should be sent to the Library Business Office via Library inter-office mail.

It is expected that all self cataloging branches will eventually  approve and send serials invoices directly to Library Business Services. Because of the complexities in the approval process for serials invoices, however, Acquisitions staff will be providing training to the East Asian Library before they begin sending serials invoices to LBS. Training will also be available to the self-cataloging areas as necessary. Until that training is completed, those units who currently send serials invoices to Acquisitions will continue to do so.

Library Business Services expects to scan all invoices that are sent to them. Over the next several months students from the Acquisitions Dept. will scan the invoices already processed in the current fiscal year using the LBS scanner. The scanned invoices will be placed on a shared server and will be viewable to all who approve invoices via Adobe Acrobat readers.

With regard to communications, all questions by staff or vendors concerning ordering of collections items and the receipt of serial and electronic materials should continue to come to the Acquisitions Dept. All questions concerning the payment of approved collections invoices should now go to Library Business Services. This includes new and changed vendor payment addresses, invoices that have been paid and the vendor says that payment was never received and issues concerning short payment.

Things to remember:

  1. Starting April 5, 2010, begin sending all approved monographic invoices to Library Business Services via Library inter-office mail.
  2. Continue sending approved serial invoices to the Acquisitions Dept. until training is completed.
  3.  Scanned invoices for all collections invoices will progressively be made available via Adobe Acrobat Reader to individuals who have access to the Library designated shared drive.
  4. Who to contact.
    • Contact the Acquisitions Dept. on issues concerning the ordering of collections materials and the status of their receipt. For a list of the names of acquisitions staff click on the following link http://sunsite2.berkeley.edu:8088/LibraryStaff/ search.viewunit.logic#T
    • For all items relating to the payment of approved invoices, wire transfers, vendor address changes or new vendor documentation, contact Library Business Services. The phone number is (510)642-6487 and the email address is acqpay@library.berkeley.edu

Additional documentation on the invoice approval process will be forwarded to the affected units in the near future.

Guidelines for Purchasing Print Journals

The Digital Library Collections Task Force Report, from August 2009, includes the following recommendation:

Principle No. 9, Digital Format Preferred: For journals that are available in both online and print, the Library purchases the online version, with exceptions made when print is necessary.

Collections Council has recently endorsed this recommendation and approved a set of guidelines that helps to identify when print is necessary. These guidelines can be found at:


Please send any questions to me at bhurley@library.berkeley.edu


Springer Joins LOCKSS – Berkeley Will Benefit

The LOCKSS Program is pleased to announce Springer’s participation in the Global LOCKSS Network.

Springer has committed for LOCKSS preservation nearly 42,000 e-books; more than 2000 e-journals, 174 eReference works, and 22,000 Protocols. By implementing a library ownership model, Springer is enabling libraries to fulfill a core library mission – to build and preserve digital library collections.

The LOCKSS Program balances the needs of libraries and publishers to access and preserve important scholarly materials over time. LOCKSS libraries have perpetual access to content preserved in their institution’s LOCKSS Box. Note, the Library maintains a LOCKSS box and will have preservation access to all content that Springer commits.

Springer Science+Business Media is a leading global scientific publisher, publishing around 2,000 journals and more than 6,500 new books a year. It has the largest STM eBook Collection worldwide, and the largest business-to-business publisher in the German language.

The LOCKSS Program is a unit of the Stanford University Libraries. Founded in 1998 libraries are building and preserving general collections in the Global LOCKSS Network. Approximately 450 publishers have committed their content for LOCKSS preservation. Libraries are using Private LOCKSS Network to preserve government documents (Digital Federal Depository Library Program), data sets, and special collections materials. See www.lockss.org


Problems with the e-order form

When submitting an order via the e-order form you should receive an automated response from UCB e-help (e-help@library.berkeley.edu) within about ten minutes of submitting the form. If you do not, then your order did not go through.

The Footprint systems has been buggy this week so if your e-order did not go through, please contacting me directly (mphillip [at sign] etc.).


“At least my pencil never crashes!”  ~ Author Unknown

UC’s mass digitization project — milestone

UC’s mass digitization project has hit an impressive milestone by digitizing the 3 millionth book!  

 To celebrate this event, the University Librarians each chose a book to highlight from the digitized collections:


Congratulations to all across UC who have participated in this extraordinary effort. 

Especially to our NRLF Google book digitization team who provided a very substantial number of these books for digitization!


Publishers offering price reductions or caps

For a second year, MLA’s Ad Hoc Committee for Advocating Scholarly ommunications has compiled a listing of publishers who have set 2011 prices with library’s fiscal constraints in mind.  http://www.mlanet.org/resources/publish/sc_2011-prices.html

If you know of publishers who should be added to this list, Karen Albert (Library Director, Paul J. Gutman Library, Philadelphia University) has said “send them to me,” albertk @ philau.edu.

P.S. We’ve saved a link to this page on the staff-side collection development site http://www.lib.berkeley.edu/Staff/CDP/