Sunday, July 3, 2011

ACQUISITION OF INFORMATION MATERIALS IN NATIONAL LIBRARY OF NIGERIA

INTRODUCTION
The National Library of Nigeria is the apex Library in the country. It was established by Act No. 29 of 1979 and has responsibility for the development and provision of Library and information Services in Nigeria.
The acquisition policy of the National Library does not include textbooks for Primary and Secondary schools but tertiary materials.
The national Library takes cognizance of the purposes and resources of other libraries in the vicinity and will cooperate with other libraries objectives. Selection of expensive or specialized materials contained in the collections of other libraries like those of Nigeria Law School and College of Medicine are generally avoided in areas where they are located.

WORK FLOW
a) Subject areas are allocated to librarians for selection.
b) All the titles selected are checked against the catalogue for titles already purchased to avoid duplication.
c) Materials selected on the subject areas are collated by the Head of Division for submission to Head of department
d) The Head of Department cross-checks the list of materials selected
e) The list is forwarded to Director/CEO for approval.
f) Contract for procurement of books are advertised in the Federal Tenders Journal and in all Notice Boards of the National Library of Nigeria including state branches
g) Book Vendors/Publishers that bid for the contract are invited for opening of bids, it should be noted that the lowest bidder may not necessarily be awarded the contract if he fails to meet up with the specifications.
h) All the bids are evaluated by Evaluation Committee and recommendation for award of contract submitted to Procurement Planning Committee.
i) Procurement planning Committee sits and considers the evaluation and recommendation of the Evaluation Committee and makes its own decision.
j) PPC conveys its decision and recommendation to the Tenders Board for consideration and approval.
k) The Tenders Board meet and consider the recommendation of PCC and approval for award of contract made to the successful candidate.
l) The successful Book Vendor (s)/Publisher(s) are communicated and required to write a letter of acceptance of the offer to execute the job.
m) After the execution of the job, the book vendor (s)/publisher(s) forward a letter for job completion and requests for payment.
n) The newly acquired materials are received form book vendor (s)/publisher (s) along with the invoices(s).
o) Materials are received by staff of the Procurement Unit form book vendor(s)/publisher(s).
p) The staffs of the National Library stores are invited to cross-check the materials supplied against the invoice(s).
q) The National Library Stores certify the materials received and issue a Stores Receipt Voucher (SRV).
r) Materials are checked physically against the titles supplied to ensure that the titles and quantity correspond with the details on the invoice(s) and that they are physically in good condition.
s) The National Library internal auditors are invited to cross-check the materials supplied against the invoice(s).
t) The internal auditors certify the materials received.
u) Memo recommending payment will be forwarded to the PPC
v) The PPC confirm that the job is properly done, that is, the books supplied are physically in good condition and there after approve the certificate of payment.
w) Materials are stamped with ownership stamp and provided with accession numbers.
x) Materials are recorded in the accession register.

LEGAL DEPOSIT
The National Library of Nigeria serves as the legal depository of the nation in accordance with the National Library Act No.29 of 1970. NLN collects legal deposit materials prints and non-print materials from private/commercial, federal and state government agencies. Private publishers are to deposit three (3) copies each of their publications, federal government and its agencies are to deposit twenty five (25) copies each of their publications and state government and its agencies are to deposit ten (10) copies each of their publications.
Receipt of Legal Deposit Materials
All legal deposit materials are collected through the following ways:
• Publishers deposit their materials directly to the National Library Nigeria offices in Abuja and twenty (23) state branches.
• During visits to publishing houses and government establishments within the area of coverage.
• On-the-spot collection at book lunch/book fairs.
• Collection at state branches.
• Some materials are also received by post

GIFTS AND EXCHANGE
Information materials are acquired into the National Library of Nigeria through gifts and exchange. These materials are donation (solicited and unsolicited) from individuals and organizations within and outside the country. NLN does not reject any information materials acquired through gifts and exchange.

WORK FLOW
• All correspondence (s) are addressed to the Office of the Director/Chief Executive Officer National Library of Nigeria
• All mails/parcels received are forwarded to the Head of Department
• The Head of Department sends the mails/parcels to the Head of Section for documentation.
• Acknowledgement letters are sent to both donors and partners.
• Materials are stamped with gifts stamp
• Materials are recorded in the register indicating date of receipt, name and address of donor/partner, edition, number of copies and the format of materials, i.e. Serials, monographs and non-book.

TYPES OF RECORDS MAINTAINED
• In-Process file
• Accession Register
• Book vendors/publishers addresses
• United Nations Serials Ledger
• United Nation Monographs Ledger
• Foreign Serials Ledger
• Canadian Documents Ledger

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