Electronic Information Resources Order Request Form
This order request form is intended for electronic orders only. If you are not a UA Library Selector and wish to request the purchase of a journal or electronic order please contact a selector. If you absolutely must have this material immediately please request the material via ILL.
Process for Acquiring, Enabling Access to, and Initiating Cataloging of Electronic Information Resources
This document outlines the process to be followed when selectors or teams decide to acquire new electronic information resources or to convert access to currently owned or subscribed materials from print to electronic format or from one electronic format to another. This process will insure that all needed steps are taken to acquire and enable access to electronic resources in a timely manner. Note that some steps may take place concurrently.
- Selectors or teams identify potential electronic information resource to be acquired.
- Selector or teams may request assistance from the TST Team Leader or ABAC$ External Relations Librarian to obtain pricing information, set up a trial period, and conduct preliminary negotiations.
- Selector and/or team evaluates product during trial period. The evaluation will include gathering and evaluation of feedback from library personnel and campus customers.
- Selector or team consults with DLIST to determine if product under consideration is compatible with our systems. This can take place simultaneously with other steps.
- Selector or team places an order for the new product or for the new version of an existing product. (Use order form on verso.) Paper orders may be sent to the Order/Receiving Workteam, Main Library A501. Orders may be placed online using the order form located on the TST web page. Please do not send e-mail or paper orders to individuals in TST. If any preliminary work or negotiations have been done by anyone on TST, DLIST, or ABAC$ please include that information with the order.
- Ordering staff members will create an order record in Millennium (suppressed from public access) and route orders requiring licenses, contracts, or registration to appropriate person (TST team leader or ABAC$ External Relations Librarian) for review and negotiation with vendor/publisher.
- A license will be obtained from the publisher and reviewed and revised as necessary. Selectors will be notified of any unexpected delays or problems arising during the license/contract negotiations. When license/contract negotiations are completed the UA Purchasing Office will sign off on the contract. The order date will be updated in the Millennium order record and it will be unsuppressed.
- LIST will be notified of the order by the person negotiating the contract and the appropriate LIST member will be designated as technical contact for the product.
- If a physical item is acquired, when the product is delivered it will be received, cataloged, and routed to UST or DLIST, as appropriate, to be mounted and made available.
- The selector or a person designated by a team will be notified by TST and asked to prepare a description for Sabio if one is needed. For products where no physical item is received, when access is enabled the selector and DLIST will be notified by TST or ABAC$. The selector will need to fill out a Database Description Form (http://intranet.library.arizona.edu/manual/UST/data/db_form.shtml) for databases and similar resources.
- The Cataloging workteam will be notified by the person receiving the resource or notice that access is enabled. The resource will be cataloged or links will be added as appropriate. Selectors will be consulted if needed.