Library-Aquisitions and Collection Department
BCP Site Co-ordinator : Head, Acquisitions and Collection Development
Minimum number of staff required :
- Head, Acquisitions and Collection Development
- If disruption is likely to last up to 72 hours: one staff member for invoicing, electronic access issues
- If longer disruption: full complement (7 plus Head)
Maximum Acceptable "Down-time" : 72 hours
2. Computing Resources
- 8 P.C.sB all PCs to be maintained and upgraded with hardware and software supported by Library Systems and ITS, and have minimum specifications for running software listed in section (ii).
- One laser printer with printer cartridge available
- One Fax machine (nearby)
- Databases - Voyager (TRELLIS), email access
- Web browser
- PC-based - Windows, Microsoft Office
- ABLE bookbinding software (on one PC only)
- Banner finance (on at least one PC)
iii) Networking / Communications
- Network connections between PCs and central Novell network: Library and ITS
- Internet access is critical
- Networked laser printer access
3. Information Resources
Acquisitions work procedures are maintained on the Acquisitions L drive on the library server. Without access to the paper files, the most important files to access in order to provide ongoing service is maintained in the Budget /Electronic Resources Budget area of the Library=s L drive.
4. Space, Furnishings, and Other "Infrastructure" Needs
Physical space requirements :
- work space - 500 square feet
- storage space - 100 square feet
Furnishings (work stations and chairs) for 8 people
Shelving units (3) for storing/processing materials (only if longer disruption, not needed for short term)
2 telephones with long-distance capabilities, and required cabling and communication lines for same
5. Other Forms and Supplies
General supplies, such as 8 2 x 11 paper, pens, pencils, staplers, etc...
6. Service Resources
Mail Services - within three days, a process for moving large quantities of mail (e.g. boxes of books) to and from the alternate location needs to be established.
Tasks and Procedures Pre-disruption
Inform critical outside service providers (such as key vendors: YBP, Coutts, Approval vendors) that BRP exists and implications of invoking the plan to their organizations. Telephone numbers and contact information should be placed in a secure location.
All employees should be provided with a copy of the BRP for Payroll Services. This will inform individuals of how they will be paid in the event of a disaster. The intent of this is to reduce the number of phone calls and visits that will need to be handled immediately after the disaster.
Provisions should be made to allow a limited number of invoices to be generated quickly in event of a disruption.
All relevant acquisitions data stored on the Library=s server should be updated regularly, with back-ups maintained and stored in a secure location (data is then available to be restored on new machines).
Tasks and Procedures Post-disruption
A. General Procedures
If Security Services has not been made aware of the invocation of the BRP, the Head, Acquisitions and Collection Development will first notify this area that the plan has been invoked. Security Services will proceed in notifying all other areas of the University that the Plan has been invoked.
Any staff members on vacation should be immediately recalled, if possible.
Acquisitions' primary focus would be to get suppliers paid and ensure access is maintained to electronic resources. This would mean co-ordinating with Accounts Payable. Assuming that systems are still operational, our primary methods of communication with vendors and suppliers would be e-mail and phone.
As with regular operations, the primary method of paying vendors would be through Accounts Payable; however, Acquisitions could use the Visa card for smaller invoices in the short term.
Within two weeks of the initial disruption, it is anticipated that Accounts Payable will need to make payments to vendors and suppliers.
B. Procedures Assigned to Specific Employees
Responsibilities of the Head, Acquisitions and Collection Development
1. After notification that the BRP has been invoked, the Head will report to work at the BRP alternative work location. Depending upon the circumstances of the disaster, the Head may need to telephone the employees at home to notify them that the Plan has been invoked and that they need to report to an alternate location. To support this need, the Head should ensure that s/he has the home numbers of all of the Acquisitions and Collection Development staff at his/her home at all times.
2. Inform the switchboard of the extension to be used for Acquisitions and Collection Development telephone calls.
3. Meet with the University Librarian and other Library Managers at the BRP emergency location and assess the current status.
4. Arrange for delivery of furnishings, computers and equipment to alternate processing facility and ensure that they function as expected.
5. Contact all key service providers (YBP, Coutts, Swets, electronic resource vendors) and inform them that we are operating under a BRP and the implications for their organization.
6. Assess status of invoicing and access to resources and prepare remittance if needed immediately.