Re: question about audits and records

1.        The University's record manager or auditor has the Retention schedule for items.

2.       Our ILS keeps a record of the purchase order, vendor & cost in its database for ease of retrieval.  (Also helps when charging for a damaged or lost book).

3.       Keep in mind that accreditors may want evidence that $ are being spent to support the programs and the collections. - this is another aspect you need to consider.  Our accreditor wants proof that the $ spent are in proportion to the number of students enrolled in the program or some locally agreed upon standard.

4.       It doesn't hurt to take a random sample of your holdings against your PO just to see what your loss rate is.

Hope this sketchy reply gives you some ideas.

Mary Kaye Hooker, MLS,MA
Head Librarian
Bauder College
384 Northyards Blvd. Suite 190
Atlanta, GA 30313
E-Mail:       mahooker_at_bauder.edu
Direct:       404-443-1808
Library:     404-443-1807

From: acqnet-l-bounces_at_lists.ibiblio.org [mailto:acqnet-l-bounces_at_lists.ibiblio.org] On Behalf Of acqnet-l_at_lists.ibiblio.org
Sent: Friday, June 11, 2010 11:31 AM
To: acqnet-l_at_lists.ibiblio.org
Subject: [ACQNET-L] question about audits and records

Hi,

Please forgive my ignorance but I would like some information about acquisitions and audits.

Has anyone ever had their library audited?  Was it within the last 10 years or so?

If so, did the auditor actually come to the library to review financial records, invoices, etc.?  Was paperwork requested of the library?


I've been told that if the library was audited that no auditor would physically come to the library to review any paperwork in Acquisitions.
The auditor would review all the paperwork at the University's business office hence the library does not need to print out paperwork nor keep paperwork.
I've also been told that the business office no longer keeps paperwork but rather scans their invoices, etc.  I was not given this information by the business office but
by another individual in the library.

I realize that every institution varies in their policies but before we stop retaining paper printouts, etc. I would like to find out what others are doing.

I understand the concern about excessive printing but I am hesitant to stop printing totally.  I also know that generally you need to keep financial documents for several years and/or follow the policy of your business office.

Please respond to me at the email address below so as not to clutter the list unless others are interested as well.

Thanks so much for your input.

Sue Riehl
Public / Technical Services Librarian
Todd Wehr Memorial Library
Carroll University
100 N. East Avenue
Waukesha, WI   53186

(262) 650-4832
(262) 524-7377 fax

sriehl_at_carrollu.edu





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