Operational efficiencies in acquisitions to minimize the impact of budget cuts upon library materials budgets

Abstract

Because of recent US economic decline, the impact of budget cuts has been felt in most US economic sectors, including the materials budgets in libraries. Budget cuts or reversions obviously have a negative impact upon the dollars available for purchasing library materials. However, dealing with ambiguity regarding the amount of funds the library has to spend, plus the large number of vendor sources upon which the library must depend, creates a great deal of stress upon effective use of the limited library materials dollars. These uncontrollable factors are further exacerbated by delays in obtaining information regarding available funding. During these times of crises, operational efficiencies in the acquisitions policies, procedures, and methods can all play an important role in stretching scarce dollars, with very tight deadlines, as far as possible. This article outlines some of the operational efficiencies in place in a University Acquisitions Department before the latest crisis hit and the new ones that have been put into place as a result of closer scrutiny of the existing practices.

Literature of Acquisitions in Review, 1996–2003

“…Flowers reported on strategies to gain internal operating efficiencies at the University of North Carolina at Chapel Hill. 38 In 2002, she implemented five strategies to meet budget constraints. The first was the "book year," which is the specified time frame during which funds may be encumbered for the fiscal year.…”