COMPUTER BASED ACQUISITIONS SYSTEM 

AT TEXAS A&I UNIVERSITY 

.. 

Ned C. MORRIS: Texas A&I University, Kingsville, Texas. 

1 

In September, 1966, a system was initiated at the University which pro-
vides for the use of automatically produced multiple orders and for the 
use of change cards to update order information on previously placed 
orders already on disk storage. The system is geared to an IBM 1620 
Central Processing Unit ( 40K) which has processed a total of 10, 222 order 
transactions the first year. It is believed that the system will lend itself 
to further development within its existing framework and that it will be 
capable of handling future work loads. 

In 1925, the library at Texas A&l University (first known as South Texas 
State Teachers College and later as Texas College of Arts and Industries) 
had an opening day collection of some 2,500 volumes. By the end of 
August, 1965, the library's collection had grown to 142,362 volumes, in-
cluding 3,597 volumes purchased that year. The book budget doubled in 
September of 1965, and the acquisitions system was severely taxed as 
the library added by purchase a total of 6,562 volumes. After one full 
year under the mechanized system discussed below, a total of 9,062 vol-
umes had been added by purchase. Counting gifts, transfers, and cancel-
lations, the computer actually handled 10,222 order transactions the first 
year. 

The computer-based acquisitions system now in operation was initiated 
in September of 1966, eleven months after the decision was made to 
~echanize the process. The library had already experienced successes 
m computerizing the circulation and serial systems and, because a rapidly 



2 Journal of Library Automation Vol. 1/ 1 March, 1968 

expanding book budget had caused the old traditional type of acquisi-
tions system to become unwieldy and seemingly obsolete, it seemed im-
minent that the installation of a computerized acquisitions system would 
follow. Furthermore, it was agreed that acquisitions could make use of 
the computer at no additional cost, since the library was already paying 
its share of the machine rental costs for circulation and serials. 

Following the decision to go ahead with the project of computerizing 
the acquisitions system, a preliminary survey was made of the literature 
on the subject, and a plan for approaching the task conceived. Briefly, 
the plan hinged upon the idea of an automatically produced multiple 
order form similar to that proposed by IBM ( 1). It also provided for use 
of the change card, reported by Becker to be "a unique and very impor-
tant part of the Penn State System" ( 2) . It further provided for the 
automatic production of a weekly books on order list or ''Processing In-
formation List" similar to that reported by Schultheiss to be in use at the 
University of Illinois Libraries ( 3) . The plan was written in the form of 
a proposal which was then sent with an accompanying flow chart to the 
director of the campus computer center for consideration. The basic pro-
posal for the new system was accepted, and work toward implementa-
tion of the system was begun immediately. As was expected, the plan 
and How chart had to be altered in some areas as the project progressed. 

As a first step, the book order request form was redesigned to serve 
as a work slip in the verification routine, as a source document for key-
punching, and, in the end, as notification to the requester that a requested 
item had been cataloged. The redesigned request card consisted of a 
single record form printed on one side of an IBM tab card (Figure 1 ). 
The only objection to usage of this form appeared to be that the requester 
would have no record of his request unless he produced one for himself. 
However, this form was adopted because it was judged less expensive , 

BOOK ltEQUEST FOil'ol 

FirttNCW'I"' et I Dept. 

_ _ volumes (complete s• t) Volum•_(onlyl [clition: 

Series: 

Yeor: 

Nvmber or Copi es:___ Lht I'Ti c:e:'---- - D.alcr : 

Cat . No. : ltan No . : 

(FO~ LIUA!!Y STAFF USE ONLY(: 0 OW~ l .C. Nu<nber. ___ _ Coli No. 
0 ConFirma tion Ord•r 
0 Copy in librcwy 

0 St..,ding order Cll LC CC 
0 Al.....dy on order I'TLA f'W O F 

0 Intent ional duplic:otion or r•plo;et:'l '" t 0 ~m CAT ~y 

Fig. 1. Example of Book Request Form 



Computer Based Acquisitions System/ MORRIS ·3 

and not as complex as, for example, the five-part form Cox reported in 
use at the University of Maryland ( 4) . 

As a second step, a new 3x5-inch, five-part, continuous purchase order 
form (Figure 2) was designed especially for printing out orders on the 

• ........... ~ ..... ~. No • Fvnd & CHdel' Dote. L.C. C..4 
No. of Co,ltl -- Nwmll•' 

Deoler Author 

Cot, Tit lot 
...... 
Quotod 
Rec. Dote 

Ple1ce! 
NOTIFYt Pt.~bl lahtta 

Edition 
llat 

RUSH Oot•; Vo11f Pl'ice S 
C onflrmo ti C)n s.rr .. 

LIBRARY- '.l'EXAS .\.&1 UXIVERSITY • 
Fig. 2. Example of Purchase Order Form 

OWRO 

0 
X 
Ill ,.. 
n 
"'= 
0 
"'11 
-f 
:z: 
;;; 
"' !: ., 

., 
r 
m ,. 
"' m 
"'11 
0 
r 
r 
0 
~ 

z 
"' -4 
"' c n 
-4 
0 
X 

"' 

• 
i1 

• 
• 
• 
• 

IBM 1443 printer. Functions of this five-part order fo~ will be discussed 
in more detail later in this report. The form may also be traced in the 
Flow Chart (Figure 3). 

PROCEDURES 
Requests for library materials are typed on Book Request Forms and 

sent to the Acquisitions Department of the Library. These. request cards 
are verified in the standard trade bibliographies and sent to the Com-
puter Center for use as source documents in the keypunching procedure. 
The keypunch operator punches the data according to the Order Card 
Record Layout (Figure 4), and from this original keypunching two ab-
breviated main entry cards, referred to as "change cards"' (Figure 5) , 
are produced automatically for each item requested. Basic order infor-
mation is processed through an IBM 1620, and 3x5-inch, five-part, 
serially-numbered, continuous-form orders are printed out automatically 
by the IBM 1443 printer. Order information is then stored on a magnetic 
disk through use of an IBM 1311 disk drive. After the change cards have 
been interpreted by the IBM 548 interpreter, all parts of the orders, the 
original request cards, and both change cards are delivered to the Li-
brary, where order parts are separated and the originals are mailed to 
their respective dealers. Parts two and three of the orders are sent to 
the catalog department for use in the Library of Congress card order 
procedure. Parts four and five of the orders, the original request cards, 
and both change cards are filed alphabetically, first lly dealer and then 
by main entry, to await receipt of items ordered. 



a. LliR l'llllftl 

~· 

JUt tiiO 

PUT t1IU& 

PUT roua 

tiiO- CA&N .. --lit 
P.UT nVI 

IOal. IIECUftD 

L, C. CAIDI to 
- CATALOGIII IUILIC CATAl.OO 

-!0-Lr 

Fig. 3. Flow Chart of the Acqu-isitions System at Texas A&I University 

I 

: 

ru.a JUT r~w 

Dlsc.uD I'Aft PUUa 

rlUT cu.. CAaD 

aa.-CA&D 

~ 

'o" 

l 
~ 
t"i 
& 
ij 

'-::: 

' .... c· ;;s 
< 
~ 
1-' 

......... 
1-' 

s:: 
~ 

F-
~ 
~ 



RI!CORD OfSCRI,.TION BOOK ORDER CARD # 1 fORIIIAT NO. 

RECORO DESCRIPTION BOOK ORDER CARD # 2 FOIIIIIAT NO. 

RI!CORD D!SCRI .. TIOII CHANGE CARD #1 (PROCESSED 1-lf!EN BOOK RECEIVED ) fORIIIAT NO. 

ReCORD DI!SCRI,.TIOII , CHANGE CARD #2 ( PROCESS ED AFTER CATALOGING) 

SU,L!M!HTARY HOTESo SHADED AREAS ARE PRE-PUNC.I!ED. 

Fig. 4. Order Card Record Layoot 

DATE 
RECEIVED 

0 
ACTUAL jg 
COS T m 

TT ilDTIT! TID riil fTIII Ill i lll lllllllf~ l l 1 1 1~ 
67 68 73~ 5 0 

FORMAT HO. 

CLASS IFICATION N1JMBJlR I ~ 
·1 I II I II II LU ! Ul! i I I I I I I I I I I IJ I I I i II I I I I I I ~ 

6 67 

C') 
0 

~ 
~ 

~ 
0:1 

~ 
~ 

~ 
~ 
~ 
~ 
~· 
~ .... 
0 

~ 
en 

l 
~ 

.......... s 
~ 
;e 
V2 

Cit 



e ----- ··--·--·--------- _ .. ___ 'I ~ 

• ACAPE"It FREEOO" CATH UH I F JOES 196 7 OtR~tr iA,313 1t 11/ll/67 GEN ' AAHPER YEAIUOO~ AAHPER 00018 lC. 10/07/b7 HPE SO llRSLEFF HAN$ s·rmrro~f ENGLAND 17&0 -· .. ... PR"1'lie'lf0N u t 96Tift!CUJRG 09693 t C 18/02/67 ENG RECO • 
• 

AATEA TEACHER EDUCATJON I N AGR IC ULTURE INTERSTATE PRIN T DIRECT 10196 2C 10/26/ 67 AEO IUC D 
A8A0 CIRRETERO ( NINITY'"'""""F'"i"U)$tfn-.t: ·- · ·- ·-- ··- --·· -- ··-- COLE(ff00'f_ME_x_T957--STECHeRT'-·-lQ5q·z--t rfot l4 /6 7 MDL • 
ABARBANEL CLARA SWEAR 8Y Tt-lE NI GHT AND POEMS RANDOM 1936 CANNER 0474 5 l C 02/22/ 67 ENG RECO 
ABAROi tRISANTU lNTONJO CAR BAJAL SdtiEOAO REX 1962 COHEN osBO it oSilr/67 GEN REC"o- • 

• -ms~ U~IJ~~=e.go~:--;~{~E*Pi~---;;mm_f~ .. • ...... -----m\f~~~Mi-h---ffii-t!~ce v_-H-m :~ :~~~~~t-: ~;~ --- • 
e ~:~c:l~E p . . ~~ii~~~i:im-s-uRFI1HSHE'ri""WUS"---· ··-- L ~~~!ni~;r t::: :itruR~--Af~t~---fi--!}5-~-:::j ~'~i.:.;."--.R"'Ec"o,--

A8RAHAM GER ALD RJHSKY-KORSAKOV DUCKWORTH l~lt9 CONFIRM 14312 1C 11/13/ 67 GEN • 
A8RAHA"S E ANCh:NI GRE EK DRESS ARGONAOI 1964 OikEC I 1223& i t 11/09/& 1 HSf kEtO 

• AISREU GOMEZ E CLAS1COS ROMANTtCOS MODERNOS 80TAS S A 1934 CONFIRM 08731 l C 05/11/67 HOL CAT ~VITR----c:E'S~O OlfORl-.-·pom·cr--· .. - IAIOJC:OS 19"67'- STEtHEit'f""""""T()";94 it 10/14/61 k-ur---
~CCOCE PI ERRE 4 MAN CAllED LUCY COWAR D HCCA.NN 19tt7 MCCLURG 07517 lC 03/29/67 FWO • 
J:t"£V£()'(J""CANtn--TEOR1JIE"INTe"RPRET OEL""ffiJ~-- STE"CR'ERT=A"l"FN~STECI-iERT"""-10595""" It 10/14701'Jm(" 
ACHESON E G PATHFINDER ACHESON I NOUST 1965 09301 lC 06/14/67 GFT 
ACHUkt VALENZU ANA~~Pl SOR F JDSEFA lAP NAC COCOMblA 1962 SIECHEKI IOSVO--n:-T'U""~ 

• !Z?~AJ ~?t!E . DE ~~~=!·u~~:~::~o~OR:' L ~~---- - -- r-.g~-~ FCR LI B -}:~~- gr:~r~-RT ___ ~:--:g_g;:t,}!§Z; ~~-- • 
• CAT • 

--.n...,rr..,-.,.-n~--TA'iCTTnS, OF TH E APO ST LE S VOL 31 ONLY OQU&LED AY 19tt7 CONFIRM 09302 lC 06/ 19/6 7 GEN RECO 

• :~::; ~~:~~~: B ~~~~:~B~~~~~:N~;;·~H COLON C AM A~~~~·~~y-~-·i:;r~~-;~~~C' ~~~~; ~~ ~~~~=~:~ ~~~ ~!~o 
lOINS FAt G lEACHING CHilDREN 10 kE iiU EO 3 RUUICO PRESS 1963 SUICE T 08132 It 09/25767 FWD kECb 

• • --=~ ~E~KY ~~~~~~:-~~R~':_~:~--- SET OF 2 y R~:~~~~.!-..i:::.-g:::~i·-}M!! :g ~g::!:i-;:'-iJ~~~~~r-----
· :g;:~ ~=~=: t ~~:r~~~~~~~~~~rlZoJEF " ~j~rc~Fei~~AGO t;~ ~frrv---··A~-~fZ· ~i ~~:~!::; ~~t~-R~e~c~o~-
AOAMS JOHN Ill. HARRIETT 8EECHER STOWE TWAYNf 1963 MCCLURG 0 96 94 l C 18 /02/67 ENG RECD 

• 
• • 
• 

AUA"~ KUDt:fl;l ,. - - NJl.-tf'l!)UUt:!i" 'lN-·l.TH:KAKT (;UNIW'E~-- UXFQKO----uNJV---------rf~C"Ev------U9'~"'1J7717!7iT ENG RECD 
AOAMS WlllU~ IRELAND IRISH EMIGRATION N€W WOR RUSSELL 1932 HCCLUKG 0675 5 lC 07/02/6 7 HST CAT 
XI1X'R'S1l'Jirl~N EXIERNAUANtr'E'S-sEHTn -OllKrFOR LIB l"9l3 '"1rl"I~ECt--Ci'fi4"'--rr;0570"j/bTG1rr-Rl"Co 

:g~~u~e~:i=e:s ls =~~~~~~BREM c~~~Ff~~!v PR ~:i-:-:~icnr-i~~;H-~ A:5~~:~h:.lf:.-. -..,o~enc~o~-
AOELJHE JULE S • AOELlNE ART OtCTtOHARY TER"S UNC I.R 1965 MCClURG 06756 lC 07/02/67 CEN CAT 

• 
• • 

AUELHAN lKYiriU HODtKrt UKAHA StAREt ROW PR 196 1 OIREC I 105'119 lC 10/ 21 /6 1 GEN RECO 

• :g:~~~~~ "c ~~~w-rtrNErYUR 0~~:YPEI ut u :~;~'ECI }~~;; :H~~?:: ~~~ • 
• 

ADLER ALFIII.EO SUPERIORI TY AND SOCIAL INTEREST NOATHWES TER N UN 196~ MCCLURG 0020, lC 11/11/66 GEN RECO 

:gt~: ~~~~NG ~£~Rfori~O:~v~~:TRY J O~~O~AY ~:~!·· ·:~~LU~-~-~~~~~~:-·i~~r~-~~;~ • 
~~&A:JIS.OF :J~IUAIION HAFNER 1964 DJRECJ 11225 JC 10/2116/ PST 

• !~~·~-:~~N~ECHANICS VOL 10 ONLY Ai~~:: g PRE SS 19.~~ . • ~9~~}~~ ... ~~~~-~h~~:~-----;~£1?__,_ • 
--------__,•.,o,.v.,.A,.NC

01
E.,S:-t1<1N APPL HECHAN ACAO EHJ C PRESS 00002 l t 10/0l'/67 EN SO 

• ...~::~:~ ;: ~::~~SEARCH. .~~:~~------· ··---~~::--iP.~~~i~:r~~--- • 
AOtANCE:J IN CATAL AND lttAi!O ACI DfHIC PRESS 00005 It 10/01/61 EN SO 

-=~~ ;: ~~=~!~~:~~~EERING :~:g:ri;EK~ER --· ··---~~··-ii-i~:;{;-~~--- • 
1 ADVANCES IN CHROMAT OG RAPHY. YOL 1 ONLY OEKK ER 1965 CONFIRM 14314 tC 11 /1 3 / 67 EN 

• ADVANCES IN CHRDHlfOGRA PHY YOL 2 ONLY OEKkE I( l~6,"UJlF'Tl~·--rtrr7ll767TN" ______ • 
AOYANCES 1H CHROMATOGRAPHY YOL ~ ONLY DEKKER 1966 CONFIRM 14316 l C 11/13/67 EN 
ADVANCES IN 4;HkUMAIUGRlPHt VOL Jt ONLY DEKKEM 19& / tONFJkk 14317 It il/13/67 EN 

•· 
•~·------------------------------~--------------------------------------------------------- • 
• • 
Fig. 6. Example of Computer Produced Books on Order List 

0) 

w 
·"'t 

~ -
.Q.. 

~ 
5:. 
~ 
"'\ 
~ 

~ 
0 
~ 
~ s· 
;s 

~ 
..... 

........... ..... 

s:: 
~ 
~ 
..... 
<D 

~ 



... 

Computer Based Acquisitions System/MORRIS 7 

1111 I I 
O'OIIOGDDOGDODDIIDOIODIGGDDIOOIDDDDDDDDODDDOODOODODDDDODDDDIDDDDODOOODDDODDOOOOO 

I I 

I II 
I I 

I 
I I 

I 

I 

I I 
I II 

I 
I I I 

I I 

I 

Fig. 5. Example of Change Card 

I 

I 

The computer's role in the program, in addition to its part in the pro-
duction of orders, is to maintain by disk storage and print out a weekly 
"books on order" list by main entry (Figure 6). The cop1puter also prints 
out weekly statements (Figure 7) of encumbrances and unencumbered 
balances by fund, each department having been assigned a fund code 

DEPARTMENT BUDGET ENCUMBER ED LIUUIOATEO BALA NCt 0~/ 1~/67 

AGRICUL TUHAL EDUCATION 185.00 .00 .00 185. 00 
AGRICULTURE 1033 . 00 110.60 201.85 720. ~~ 
ART !007.00 12.90 1257 .65 263.5~-
B.IOLO!>.Y... . . • ..•... ... .• .•. 1419.00 965.55 1633.66 ll80.2l· 
BUSINESS ADMINISTRATION ·--3358.00-1492.1":3- - .. 3.872.9H ·-.zoo7~l:-·· · ·- •. 
CHEMISTRY . 1182.00 385 .20 646.19 150.61 
EDUCATION 4i~9.00 1755.05 1094.34 1549.61 
ENGINEERING 2904.00 1143.60 1938.56 178.16· 
ENGLISH . ~~6~;o6 i591.06 1463~43 11Sd;S1 
GEOGRAPHY 671.00 1310.75 826.58 1466.33· 

GOVERNI'IE'iil--· ·--- ---,2~7""3~3.""oo 1ooi:-8s·.. 1356.31 374.84 ·-- ·-·---
HISTORY 3091.00 1666.95 2856.31 1432.26-
HEALTH AND PHYSICAL EDUCATION b.26.00 132.60 215.16 .. il8.24 
HOME ECONOMICS 675.00 429.17 8.92 236.91 
INDUSTRIAL ARTS 89i.bo .. 193.57 29;21 668;·~2 
JOURNALISM 312.00 83.40 115.41 ll3.19 
-,...¥A~TH~E~M~A~T~IC~S;-·----------.1~1+17'4'-;.0S:0;--,9.;;0~7-'-c.8~5i- 3ll.74 105.59· 

MODERN LANGUAGE 1801.00 626.45 978.38 196.17 
MUSIC iilil2.00· 1214.15 338.92 328.93 
PHYSICS 1494.00 634.30 823.19 36.51 

·;;svtHOlifGv··· · ....... ..... 1oz;oo· ·- ·:;az.oo 57i.6o ·· 21.6o-
soc IOLOGY 739.00 197.45 69.96 471.59 

~SP;;.;E;,;E~C7:'H=-: ___________ ......... ll92.00 991.00 421.48 220.48· 

~E~~.R.~L. .• 263?_1.00 8557.10 16907.12 886._78 

TOTAL 64396.00 25984.62 37938.95 472.43 
··- -------

VALUE OF GIFTS ANO TRANSF ERS 7643.29 

Fig. 7. Example of Computer Produced Financial Statement 



8 Journal of Library Automation Vol. 1/ 1 March, 1968 

(Figure 8) for budgetary purposes. The computer also gives credit to 
the appropriate fund for items cancelled. This accounting is accomplished 
through the use of one of the change cards mentioned above. The "books 
on order" list mentioned above is necessarily cumulative to include all 
new orders processed, since all new requests are checked against this 
list for possible duplications. This list always provides current inf01mation 
on the status of an order, enabling the user to find out to what stage in 
the total process a given order has progressed. Non-book materials are 
differentiated from book materials through use of Form Codes (Figure 
9) which appear on the "books on order" print-out. 

Code Department 

AED 
AG 
ART 
BIO 
BA 
CHM 
ED 
EN 
ENG 
CEO 
GOV 
HST 
HPE 
HE 
lA 
JRN 
MTH 
MDL 
MUS 
PHY 
PSY 
soc 
SPE 
GEN 
GFT · 

Agricultural Education 
Agriculture 
Art 
Biology 
Business Administration 
Chemistry 
Education 
Engineering 
English 
Geography 
Govemment 
History 
Health and Physical Education 
Home Economics 
Industrial Arts 
Journalism 
Mathematics 
Modern Language 
Music 
Physics 
Psychology 
Sociology 
Speech 
General 
Gifts and Trasnfers 

Fig. 8. Fund Codes 
Used in the Acquisitions System 

Form Gode 

MICROFORMS _______ M 

FILMS _________________ __ ________ C 

FILMSTRIPS -----·---------S 
RECORDS ____ ___________ D 

TAPES _______________________ T 

MAPS --"---C---------- ------A 
MANUSCRIPTS ________ U 

SERIALS ___________ _______ p 

Fig. 9. Form Codes Used 
for Non-book Materials 



Computer Based Acquisitions System/ MORRIS 9 

USE OF CHANGE CARDS 

If a dealer reports an item unavailable, cancellation data is noted on 
the first change card, which then is sent to the Computer Center. Here 
cancellation data is keypunched into the change card and the change 
card is fed into the computer to remove all information pertaining to the 
order from disk storage and consequently from the "books on order" list. 
The second change card is then discarded. If a dealer supplies an item, 
actual cost and date received is indicated on the first change card, which 
is then returned to the Computer Center. Here cost and date received 
is keypunched into the change card and the change card is processed 
through the computer to record receipt of the item and to adjust the 
corresponding account if necessary. The second change card then accom-
panies the newly acquired item through the various stages of cataloging. 
At the appropriate time during the cataloging routine, the call number 
is written on the second change card. When the catalog cards are ready 
to be filed in the public catalog, the second change card is returned to 
the Computer Center where the call number is keypunched into it. From 
here this change card, usually in a group of several hundred, is fed into 
the computer and a list of current acquisitions (Figure 10) is printed 
out. The second change card then is coded so as to make possible the 
deletion from disk storage of all information pertaining to an order which 
has appeared on an acquisitions list for as long as two months after the 
item has been cataloged. This allows the Catalog Department ample 
time to file cards in the public catalog, thus reducing the possibility of 
unintentional duplication. Once deleted, the item no longer appears on 
the "books on order" list. 

USE OF FIVE-PART ORDER FORM 

Part one (the original) of the order is sent to the dealer. Part two is 
sent to the catalog department for use as an order for cards from the 
Library of Congress. Part three differs from part two in color only and 
serves primarily as a record of the Library of Congress card order. Part 
four, with part five and corresponding change cards, is filed alphabetically 
first by dealer and then by main entry. Part four serves as a report form 
on which to record dealer reports and other messages pertaining to the 
status of the item on order. In the event that an order is cancelled, part 
four is sent to the catalog department as a signal that Library of Con-
gress cards may also be cancelled. Part four is discarded if a claim or 
cancel procedure is negated by receipt of an ordered item. Part five, with 
part four and corresponding change cards, is filed in the same manner 
as part four above. When an item is received and paid for, cost and date 
received is recorded on this copy of the order. Part five, designated as 
the Control Copy, then is filed by order number in the library's "contror 
file for possible use in the identification of items already approved for 



10 Journal of Library Automation Vol 1/ 1 March, 1968 

F /G183DS 

0 15.72 /G5896F 
V1+2 

016.37139/H383P 

016.519 /INP.B 

016.9 /K953D 

028 . 52 /B6448 

029 .6 /M1990 

031. /W569F 

056. /IN25 
V3 1963 

060. /W893 
1966 67 

110 . /M494E 

130.1 /V631B 

131. /K1396P 

131 .3464 /W6321 

137.842 /B388R 
V1 1961 

137.842 /B388R 
V2 

137. B42 /B388R 
V3 

GARLAND HAM A DAUGHTER OF TH E MIDDLE BORDER 
PETER SMITH 1960 

GONZALEZ LUIS FUENTES DE LA HIST CONTEMP HEX 
COLEGIO MEXICO HEX 1961 

HENDERSHOT CARL PROGRAMED LEARNING BIBLI OGR APHY 
ED 3 THE AUTHOR MICH 1964 

WOLD HERMAN 0 BIBLI OGR APHY ON TIME SERIES 
MIT PRESS MASS 1966 

KUEHL W F DISSERTATIONS HI STORY 

AMER L1 B ASSOC 

MCKERROW R B 

WHEELER WILL A 

PAN AM UNION 

MEL SEN A VAN 

VESEY GOD N A 

KANTOR J R 

WICKES FRAN G 

BECK SAMUEL J 
V 1 (ONLY>. 

BECK SAM J 
V 2(0NLY) 

BECK SAMUEL J 
V 3(0NLY) 

UNIV OF KENTUCKY KY 1965 

BOOKS FOR CHILDREN 1960-1965 
AM L I ASSOC CHIC 1966 

ON THE PUBLICATION OF RESEARCH 
MLA N y 

FAMILIAR ALLUSI ONS 
GALE 

IND EX TO LATIN AMER PERIODICALS 
EO 3 SC AR ECROW 1965 

WORLD OF LEARNING 1966-67 
EO 17 INTERNATL 1967 

EVOLUTION AND PHILOSOPHY 
DUQUESNE 1965 

BODY AND MIND READINGS IN PHILO 
HUMANITIES 1965 

PROBLEMS OF PHYSIOLOGICAL PSY 
PRINCIPIA PRESS !NO 1947 

THE INNER WORLD OF MAN 
UNGAR N Y 1959 

RORSCHACKS TEST BASIC PROCESS 
ED 3 GR UNE 1961 

RORSCHACKS TEST VARIETY OF PER 
GRUNE 1949 

RORSCHACKS TEST ADVANCES IN 
GRUNE 1<':152 

150.1943 /B78B BROADBENT D E BEHAVIOR 
BASIC BOOKS 1961 

Fig. 10. Example of Computer Produced Current Acquisitions List 

payment which may no longer appear on the "books on order, list. It 
further provides official evidence that purchase was duly authorized. 

GIFTS AND TRANSFERS 

A gift item is processed in the same manner as a purchase except that 
part one of the order is discarded. An estimate of the value of each title 
is submitted so that the total value of gifts can be produced automatically 



Computer Based Acquisitions System/MORRIS 11 

for a given period. An item transfelTed from the Bookstore or any other 
department of the institution is processed in the same manner as a gift, 
except that the actual cost of the item is used rather than an estimate. 

STANDING AND CONTINUATION ORDERS 

A standing or continuation order for a series is keypunched with coded 
information which causes it to appear indefinitely on the "books on order" 
list. The two-fold purpose of this is to eliminate the possibility of unin-
tentional duplication and to serve as evidence that the order was author-
ized. An item actually received on a standing or continuation order basis 
is processed as a confirmation order and is assigned an order number 
different from the one assigned the original order. In this way, the item 
received will appear on the "books on order" list next to the original 
entry only as long as it takes to catalog the item. 

CLEARANCE OF INVOICES AND FINAL ROUTINES 

Upon receipt of shipment and colTesponding invoice, an item is ac-
cepted (if as ordered) and the date of acceptance and cost (as per in-
voice ) is noted on the first change card. This change card is then re-
turned (usually in a group of several hundred) to the Computer Center, 
where cost and receipt date are keypunched into it. This information is 
fed into the computer and accurate accounting results. The next print-
out of the "books on order" list will indicate that the item was received 
on the date noted. Part four of the order is discarded. Part five of the 
order, bearing cost and date received, is filed by ~rder number in the 
"control" file. The second change card and the original request card ac-
company the book to the catalog department. Book pockets are pasted 
in the books at this point to accommodate the second change card and, 
later, the IBM circulation card used by the library's circulation depart-
ment. At the end of . the cataloging routine, the original request card is 
sent to the requester as notification that the item is ready for use. 

DISCUSSION 

No attempt has been made to compare costs of the new system to the 
old. On the surface, however, there appears to be considerable saving in 
time and clerical personnel. Automatic accounting alone results in a net 
gain of approximately twenty hours per week in clerical time which can 
be applied to other necessary manual tasks. Manual typing of orders has 
been completely eliminated with the use of the computer produced or-
der, resulting in further savings in clerical time. 

Limitations of the new system are about the same as those encountered 
by other mechanized systems, the limiting factors of space in input and 
electronic storage being most obvious. The present disk storage equip-
ment is capable of storing data on approximately thirteen thousand book 
orders and this capacity could be doubled with the addition of another 



12 Journal of Library Automation Vol. 1/ 1 March, 1968 

disk unit. The problem · of disk storage space is not critical at present 
because removal of order information from storage at two-month inter-
vals after the cataloging process creates additional space for new orders. 

Although the new system has definite advantages, perfection was never 
expected nor does it exist. The human error factor in the book verifica-
tion and keypunching processes shows up now and then. Experience 
bears out the fact that output is only as perfect as input. Nevertheless, 
there has been a noticeable gain in accuracy with the installation of the 
new system, mainly because the more exacting method of procedure 
helps in detecting an error before it is beyond retraction. Even keypunch-
ing accuracy has been much greater than expected. 

CONCLUSION 
The new acquisitions system at Texas A&I University does the job that 

it was designed to do. It has resulted in faster clearance of orders, better 
control over unintentional duplication of orders, and automatic account-
ing. It is believed that the system will lend itself to further development 
within its existing framework and that it will be capable of handling 
future work loads. 

ACKNOWLEDGEMENTS 

Much of the credit for the success of the program goes to Dr. J. R. 
Guinn, Professor and Chairman of the Department of Electrical Engi-
neering. His time in reviewing the original proposal and his subsequent 
efforts toward the implementation of the project resulted in a workable, 
practical system. Credit goes also to Mr. Patrick Barkey, former Librarian 
at Texas A&I University (then known as Texas College of Arts and Indus-
tries) for the encouragement he gave to the writer and for the support 
he gave to the project. Appreciation is extended also to Mr. R. C. Jane-
way, Librarian at Texas Technological College, for submitting some 
worthy ideas on design of order forms and on acquisitions procedures 
in general. 

REFERENCES 
1. International Business Machines: "Mechanized Library Procedures," 

IBM Data Processing Application Manual (White Plains: IBM, n. d.), 
p. 11. 

2. Becker, Joseph: "System Analysis-Prelude to Library Data Process-
ing," ALA Bulletin, 59 (March 19~), 296. 

3. Schultheiss, Louis A.: "Data Processing Aids in Acquisitions Work," 
Library Resources and Technical Services, 9 (Winter 1965), 68. 

4. Cox, Carl C.: "Mechanized Acquisitions Procedures at the University 
of Maryland," College and Research Libraries, 26 (May 1965), 232.