SWAN Acquisitions and Cataloging Networking Group

Some agenda items were skipped because of length of discussion and time allotment. The group discussed the following agenda items:

1. EDI Ordering
   1. Experiences with new vendors
      Susana Leyva led a discussion about new vendors with EDI, specifically Cengage. No one else in the group has added them as a vendor. She discussed adding Findaway as a vendor. It was a time-consuming process and Sam Dietel from SWAN had to help her with her configuration, but once set, this is a huge timesaver. Other libraries using Findaway said the same. Libraries not yet using EDI asked about how this configuration works. Libraries using Acquisitions talked about how once the setup is complete, the work is done. Orders and invoices come in without work, and fund tracking allows selectors to see their spending without having to review a spreadsheet. Saint Charles Public Library shared that they use a script with MarcEdit to import MARC data from vendors that do not accommodate 9xx/EDI processing, like Amazon.
      Attendees also discussed concern about Baker & Taylor shipment delays. A representative from Baker & Taylor will be at a LACONI event on May 9, 2025.

   2. Batch loading records without Funds tracking

      Sam showed the Load Bibs Without Orders documentation on the support site for libraries not currently using Acquisitions. This is a way to load vendor brief pre-cat records without using the orders and funds in Acquisitions.

2. TS400 “What is Acquisitions” course – newly published on the SWAN Online Learning platform
   Sam highlighted this new course. Even though the intended audience for the course is libraries not yet using Acquisitions, current Acquisitions users can still benefit from taking it, because it displays all of the many options available. Acquisitions processes are often very different library-by-library, so it is worthwhile to review the menu of options.
3. Joy Anhalt – Acquisitions at Tinley Park 
   Joy presented a condensed version of a presentation she did at COSUGI. Tinley Park Public Library does not use Acquisitions and prefers to have control over each process to catch mistakes before they occur. They utilize notes in the item record to track information. See the PowerPoint for more detailed information.
4. Julie Tegtmeier – Acquisitions at Saint Charles
   Julie shared a condensed presentation about Saint Charles and their acquisitions workflow. Saint Charles does use the Acquisitions module and EDI processes. They also utilize MarcEdit to create order files. They order approximately 1700-2000 items per month. See the PowerPoint for more detailed information.
5. Inventories
   1. “How do you do it?” – The library perspective
      Alsip-Merrionette Park Public Library shared their experiences with inventory. They use a laptop and scanner, not MobileStaff. 
      Tinley Park Public Library shared their experiences with inventory also, citing issues with MobileStaff and compatibility with peripherals, despite the convenient feature of MobileStaff shelf-reading. They recommend doing an inventory every ten years, but it must be done section by section, so it is a continual process. They use call number ranges to target specific collections.
   2. “How can we help?” – The SWAN perspective
      Vickie led a discussion about how SWAN can help. She discussed the benefit of using more granular home locations so you can target those specific sections of your collection more easily. She also mentioned that Mobile Staff can be a great multipurpose tool in this process. While it may not work for everyone, it can still be worth considering for your library.
6. Open Discussion
   1. Process & maintenance for board games (INS- Jeanine)
      Jeanine asked how libraries handle their board games. Warrenville Public Library does a “board game night” so board games stay in the library but the public can enjoy them. Indian Prairie Public Library District has been having trouble with pieces going missing. Warrenville Public Library has a link they will share on the SWAN Forums where libraries can purchase individual pieces missing, e.g., a Monopoly car piece.
   2. Digital Accessibility Standards (WMS – Laura) 
      Laura asked libraries about their experiences with Digital Accessibility Standards. Cynthia Romanowski will post a link in the SWAN Forums to recommended accessibility guidelines from IFLA and ALA.