Department Functions

Administration Mission and Functions
Acquisitions Department Mission and Functions
Cataloging Department Mission and Functions
Collection Maintenance Department Mission and Functions

Or read about Department functions in plain English

Administration Mission Statement

TECHNICAL SERVICES ADMINISTRATION is responsible for program direction through cooperation and participatory decision-making processes. Program direction includes statistical reporting, program budgeting, personnel placement/utilization, management, training and the coordination of the activities of the other units to fulfill the goals of the Technical Services Program. Cooperation includes fostering an atmosphere where participation and communication can occur between Technical Services and the other library programs. Participatory decision-making includes the interactive process of setting program goals for the Technical Services Program in order to provide service to the information seeker.


  1. Assess needs and provide direction for the Technical Services Program, including investigating new technology and developments in the field.
  2. Serve as a catalyst for Department performance in relation to Department missions, functions and goals.
  3. Represent the Program at meetings to provide information, communication and exchange of ideas within Technical Services and between library programs.
  4. Evaluate, prioritize and coordinate special projects introduced by Technical Services' units or other library programs.
  5. Coordinate personnel to effectively accomplish Technical Services' goals, oversee implementation of training plans, and supervise general procedures.
  6. Supervise the maintenance and use of equipment and supplies within Technical Services and anticipate future requirements.
  7. Utilize statistical information to provide an index for productivity and information.
  8. Request annual appropriations needed for operations and personnel predicated on program planning.
  9. Prepare and present an annual assessment of the Technical Services Program.

Acquisitions Department Mission Statement

ACQUISITIONS is responsible for obtaining materials for the library and efficient record-keeping. Obtaining materials consists of ordering, receiving and claiming items for the libraries collections. Efficient record-keeping includes the expertise of establishing and maintaining accounts as well as furnishing information about library material purchases to the information seeker.


  1. Process order requests including verification of bibliographic information and vendor selection.
  2. Receive new items including the timely processing of all invoices for payment and review new material for physical condition, location and special handling.
  3. Claim material not received from vendors or obtain, through appeal or purchase, material lacking in the collection.
  4. Examine renewal notices or subscription lists to determine vendor or to verify renewal authorization.
  5. Create accurate financial reports annually or as required to facilitate expenditure of funds and to estimate fund commitments for future fiscal years.
  6. Communicate with the resource coordinators as required to successfully resolve questions.
  7. Acknowledge and process gift materials to allow the resource coordinators to make informed decisions about the disposition of these materials and to implement those decisions.
  8. Maintain current information for informed and accurate acquisitions of library material.
  9. Determine the correct recipient of miscellaneous mail and forward the mail promptly.

Cataloging Department Mission Statement

CATALOGING is responsible for providing bibliographic control and organization; for processing of library materials; and for maintaining bibliographic control and organization of library materials in collections and databases. Providing bibliographic control and organization of library materials includes the technical evaluation, manipulation, or creation of information according to international and local library guidelines and procedures. Processing of library materials includes physical preparation of items for use and circulation. Maintaining bibliographic control and organization of library materials includes the monitoring and updating of database information to keep it current and consistent. These activities support the sharing of our database with international networks for the global information seeker.


  1. Provide centralized bibliographic access to collections in the NSU Libraries.
  2. Identify, verify, evaluate and edit bibliographic records for new materials following international guidelines and local procedures.
  3. Complete essential information for partial bibliographic records or create new records to enhance international databases using official standards and local guidelines.
  4. Provide unique item information in physical and database format and communicate information to other Technical Services units.
  5. Effectively monitor processing of materials in priority order.
  6. Provide labeling and physical processing of library materials.
  7. Conduct final check of permanently processed and prepared materials for accuracy and completeness and distribute processed materials to appropriate locations.
  8. Create and maintain authority files of names, subjects and series and interact with other library areas by exchanging pertinent information.
  9. Review database transactions for accuracy, completeness and consistency.

Collection Maintenance Department Mission Statement

COLLECTION MAINTENANCE is responsible for maintenance of library materials and updating, eliminating or correcting bibliographic entities in library databases and collections in accordance with library policies of weeding, inventory, and collection development. Maintenance includes repairing, binding or physical replacement of worn and damaged material. Updating the bibliographic entities includes adding item records and check-in; eliminating includes withdrawals or replacements; correcting includes monitoring and aligning bibliographic information and library materials in order to maintain an accurate database and collections for the information seeker.


  1. Receive and record receipt of items that are part of a periodically published title. Provide preliminary processing or special handling for these items as necessary.
  2. Provide unique item information in official databases for materials which are additions to existing titles. Monitor these materials and act on retention policies.
  3. Create and maintain serial holdings in the various library databases chosen by the NSU Libraries.
  4. Prepare, send, and receive items for commercial binding.
  5. Provide necessary preservation measures and mending of materials for library use.
  6. Withdraw items and the related bibliographic records, when necessary.
  7. Conduct inventories of selected collections as necessary.
  8. Sort and distribute problem materials returned to Technical Services and evaluate these materials for retention based on current policies.
  9. Evaluate and solve problems with items according to library policies.

Page maintained by: Linda West.
Last update: October 31, 2014