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.