RESOURCE CENTRE MANUAL
HEALTHLINK WORLDWIDE
4.6 Receiving materials
It is important to follow a standard procedure for receiving materials, to ensure
that the right materials have been received, they go to the right place, and
payment is made if required. Materials should then be recorded in an
accessions register (for books and other individual publications) or on logging
cards or logging sheets (for periodicals).
4.6.1 How to receive materials
When an order arrives:
6. Materials are usually delivered with an invoice or ‘packing list’, which lists the
materials and their prices. Check that the details on the invoice or packing list
describe the materials supplied. Check that the materials are those that you
ordered.
7. Check to see if there is any damage.
8. Note on your original order letter or order form the date the materials were
received.
9. Stamp the title page or the first right-hand page inside the book with the
resource centre ownership stamp (see Section 3.3: Choosing furniture and
equipment).
10. Also stamp a 'secret page'. You need to agree which page this should be for all
materials. For example, it could be page 15. Stamp videos, other audiovisuals,
posters, periodicals and other materials if possible. Be careful not to stamp
over important information.
11. If the materials are incorrect or damaged, return them to the supplier with a
letter explaining why you are returning them and requesting replacement
materials. Keep a copy of the letter in the ‘Orders file’, next to the original
order.
12. Keep new materials together, ready for recording.
4.6.2 How to record books
Books should be recorded in an accessions register, which is a list of all
materials added to the collection. The accessions register can tell you:
• the date that each material has been added to the resource centre
• the number of materials in the resource centre – the total number added to
the collection, less those that have been weeded out (removed)
• the number of materials added or removed during a particular period
• the subject areas to which materials have been added during any particular
period
• the source (publisher/distributor) of materials
SECTION 4: DEVELOPING THE COLLECTION
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