Acquisitions Data
General Information
- Description
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Encompasses the financial records that track how the UW-Madison Libraries manages its collections budget. At a high level, the budget data describes how the overall allocation to the campus Libraries is divided into topical funds for individual collection managers and selectors.
- Purpose
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This data set tracks how the Libraries build the physical and electronic collections purchased to support the teaching and research mission of the University.
- Quick Facts
- No Information
Data Classifications
- Campus
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- Restricted: This data contains payment information that includes credit card information, financial details and purchasing info that may be governed by purchasing contracts with vendors.
- Library
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- Financial This data set describes library collections purchases.
- Operational The allocation of funds and the purchasing of resources using those funds as represented in this data set describes the way in which library collection development operates.
Data Contacts
- Data Owner/Trustee
- Lisa Carter lisa.carter@wisc.edu
- Data Steward
- Leia Verfuerth leia.verfuerth@wisc.edu
- Data Steward
- Elizabeth Lightfoot elizabeth.lightfoot@wisc.edu
- Data Custodian
- Ex Libris
- Data Manager
- Acquisitions staff
- Data Manager
- Collection development selectors
- Data Architect/Modeler
- Ex Libris
Risk Assessment
| Score | Risk Type | Details | Evaluation Date |
|---|---|---|---|
| 3 | Library Impact | Data could be regenerated if lost, but would represent a significant slowdown in library operations. | August 24, 2021 |
| 2 | Data | Recovering the state of acquisitions data from campus accounting services is possible but would be time consuming. | August 24, 2021 |
| 1 | Institutional Knowledge | This data would not be transferred to the University Archives, but having access to it within its retention schedule enables collection development and assessment so that the Libraries may make better collection purchase decisions. | August 24, 2021 |
Technical Details
- Specifications
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This data set is modeled using the structural capabilities of the integrated library system (ILS) used by the Libraries, presently Ex Libris' Alma product. Additionally, the data set includes codes that correspond to financial record categories defined by UW-Madison's accounting services.
- Correctness
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This data is correct if it can be reconciled against the UW-Madison financial accounting systems that distribute library budgets to campus libraries. The primary quality control measures are based in the fiscal year rollover processes used for campus entities with accounting responsibilities.
- Representative Record
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The representative records for this data set are stored in the ILS, Alma. It is managed by staff in the Libraries acquisitions department and selectors who oversee specific fund allocations.
The retention schedule for financial records...
- Dependencies
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The UW-Madison Libraries budget is allocated by the UW-Madison accounting services...
Access & Use
- Delivery Modalities
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This data is delivered to its users through the ILS software employed by the Libraries. Acquisitions staff allocate funds to library selectors who use these budgets to make purchases of library materials.
- Lifecycle
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Once disbursed to the campus Libraries, budgets are broken into topical funds that are distributed to individual library collection managers. These staff then make purchases and track them through the purchasing lifecycle from encumbering to purchasing to payment. The data is archived in fiscal year rollover snapshots on the Libraries' reporting website.
- Disposition
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Data is stored in the Alma ILS. Access to specific data is managed through the roles and permissions system utilized by the ILS.
- Relevant Processes
- No Information
- Constraints
- No Information