ACQNET v6n008 (March 12, 1996) URL = http://www.infomotions.com/serials/acqnet/acqnet-v6n008 ISSN: 1057-5308 *************** ACQNET, Vol. 6, No. 8, March 12, 1996 ====================================== (1) FROM: Craig Fairley & Carole Bell SUBJECT: RE: Retaining paper files in an electronic environment (54 lines) (2) FROM: Pamela Bluh SUBJECT: RE: Deposit accounts (23 lines) (3) FROM: Craig Fairley SUBJECT: RE: orders using EDI (21 lines) (4) FROM: Vicky Burkholder SUBJECT: Language dictionaries on CD-ROM (13 lines) (5) FROM: Jill Long SUBJECT: Holds on items that are not yet purchased (19 lines) (6) FROM: Robbie Varney SUBJECT: RE: Vendor for Chinese language monographs (14 lines) (1)---------------------------------------------------------------- Date: Mon, 26 Feb 1996 22:53:42 -0500 From: Craig Fairley (Information Dynamics) Subject: Re: retaining paper files At Metro Toronto Reference Library, we issued about 22,000 purchase orders per year. (I write in past tense, because I left 14 months ago). We decided to stop filing copies of the purchase order with no inconvenience whatsoever. I can't think of a single case where having a paper copy of something also online would have been of help. Backup lists were produced daily, just in case of data loss. In the time I was there they were never used. We were always able to restore the data from our backup tapes. I would think that eliminating your file of invoice copies is another issue. It depends on how easy it is to investigate payment problems with the people who cut your cheques. They HAVE to keep the invoice. At the MTRL we were required to stop keeping invoice copies for fear of an invoice being processed twice. I would say that there was a bit of a loss there, in terms of easily accessing information, but we did make it work. It took a while to build up trust and openness (We were always tempted to use these files to blame somebody for mistakes), but it actually lead to improved procedures for both departments. Craig Fairley Information Dynamics 2165 Margot Street Oakville, Ontario Canada L6H 3M5 (905) 842-1406 ******************************************************************* Date: Tue, 27 Feb 1996 09:37:58 -0600 From: Carole Bell (Northwestern) Subject: Re: Retaining paper files in an electronic environment At Northwestern we never keep paper copies of purchase orders, and haven't for a very long time as far as I can tell. What would be the purpose of keeping the paper copy when all the information you need is online? We DO need to retain the invoice copy for 7 years, for auditing purposes. We have now been told by our accounting dept that we could have all the invoice files put on CD Rom and this would be adequate for their purposes. We are now looking into the costs for this process. Hope this helps. Carole R. Bell Head. Serials & Acq. Northwestern Univ. Library 1935 Sheridan Road Evanston, IL 60208 (847) 491-8473 - Office (847) 491-7637 - Fax (2)---------------------------------------------------------------- Date: Tue, 27 Feb 1996 10:05:33 -0500 (EST) From: Pamela Bluh (Univ. of Maryland, Law Library) Subject: Re: Deposit Accounts Re: The question about deposit accounts posed by Alex Bloss At the Thurgood Marshall Law Library, University of Maryland, we maintain deposit accounts with our major vendors and with several legal publishers with whom we must deal direct. Note however that we do not have approval plans anymore. The deposit accounts are used primarily for serials and continuations, and for firm orders for monographic material. We find this works well for us, as a convenience and in reducing the flow of paper invoices to the university's accounting department. We still record individual invoices online and track each account balance in house. Some vendors offer a small credit for depositing funds, which is a tiny bonus. We've been doing this for at least half a dozen years, and now maintain probably 25 or 30 such accounts. Pamela Bluh (3)---------------------------------------------------------- Date: Tue, 27 Feb 1996 12:15:29 -0500 From: Craig Fairley (Information Dynamics) Subject: RE: Orders using EDI In reply to Lois Wall, Mohawk College I know of AT LEAST two libraries in Ontario using EDI for ordering via the Internet. They are: Mississauga Library System (Contact: Jenny Lorentowicz) and Laurential University (Contact: Glen Kelly) Please advise if you require email addresses or phone numbers. Craig Fairley Information Dynamics 2165 Margot Street Oakville, Ontario Canada L6H 3M5 (905) 842-1406 (4)------------------------------------------------------------- Date: Wed, 28 Feb 1996 13:24:47 -0500 (EST) From: Vicky Burkholder Subject: Language Dictionaries on CD-ROM Does anyone know of a good source (or any source!) for foreign language dictionaries and encyclopedias on CD-ROM? We are looking specifically for a French encyclopedia on CD, but will need other languages soon. Thanks in advance for any and all help! Vicky Burkholder (5)----------------------------------------------------------- Date: Wed, 28 Feb 1996 15:26:24 -0800 (PST) From: Jill Long Subject: Holds on items that are not yet purchased How are you handling holds for items that are not yet available for check-out? In our library these include: --Items that show up in the catalog as "under consideration" (and are in Ordering and Receiving as part of an approval shipment - they could even end up being rejected and returned to the vendor!) --Items that have not yet been processed for the shelves; these include items that are on order and those that have not been cataloged but have been received. Thank you for your help. Jill Long (6)-------------------------------------------------------------- Date: Fri, 01 Mar 1996 12:02:46 -0800 (PST) From: Robbie Varney Subject: RE: Vendor for Chinese language monographs We have been pleased for a number of years by our experience with: Linking Publishing Company, Ltd. 7th Fl 561 Chunghsiao E Rd Sec 4 Taipei Taiwan (105) Good luck. Robbie Varney ****** END OF FILE ****** ACQNET, Vol. 6, No. 8 ****** END OF FILE ******