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Stock selection policy: ordering and reservations

Stock ordering processes

Essex Libraries uses Electronic Data Interchange (EDI) to exchange orders and invoices and information between us and our various suppliers of stock and resources. EDI reduces staff time in placing and receiving materials orders, adding “on order” records to the library catalogue so customers can place holds, reduces the amount of time it takes to get ordered items on to the catalogue and out to customers and gives notification of materials that need to be claimed because they haven’t been received.

We also use Financial Data Interchange (FDI) for paying for our stock and resources. This allows our suppliers to send electronic invoices which are loaded to the library system. Once verified as payable they are exported to ECC’s finance system automatically for payment.

Reservation lists

The service aims to ensure that the waiting list for fiction is no more than four holds to each copy and for non-fiction, no more than five holds to each copy when the titles are still available only in hardback or trade paperback. If a waiting list builds up on a mass-market paperback we will normally aim to buy at least as many copies as there are requests, while keeping in mind anticipated further use of the books once the waiting list has been satisfied.

Stock that is not available in Essex Libraries can be requested by customers. This can be done using an electronic form on the library website or visiting a library and asking staff. Most items will be bought (if it’s felt other customers will borrow the item and or the cost is not too high).  Almost all fiction book requests are purchased if they are in print and we can source from our usual suppliers.

There are some circumstances when we are unable to fulfil a customer’s request for a particular title:

• A book is no longer in print
• It is outside the stock management policy guidelines
• It has been published by non-traditional publishing process (independent)
• We are unable to source a new copy of a particular title (we do not buy used copies)
• Subject matter is too specialised for a public library environment and the only likely audience is the person requesting the item or the content is outdated
• Books not published in the UK will be considered on the grounds of their availability and the suitability of subject matter
• Non-fiction books over £40.00 will not be considered for purchase.

As we order new books up to three months in advance of publication, staff have been advised to avoid taking requests for books published further ahead than this.

Monthly reservation lists are checked, and additional copies are purchased as required to the ratio of 1:4 (fiction) and 1:5 (non-fiction). The monthly Stock and Operations Dashboards provide data on how all stock is performing. 

Reservations

Essex Libraries provides a reservations service for items which are not in stock. Reservations may be fulfilled by loan from all Essex branches and mobiles or via The Libraries Consortium (TLC). Items which are available through the shared catalogue across TLC can be reserved via the Library Management System (LMS).

Additionally, we may purchase new stock for reservations if it’s felt other customers will borrow the item and or the cost is not too high. Items which are requested must be in print and available for purchase via our library stock supplier. However, the purchase of items in response to a reader request will be subject to standard selection criteria.