Office Account Procedures forCentral Library

and GPC Purchases

Sheppard Air Force Base Library82 FSS/FSDL

• BE A PARTNER IN THE WISE USE OF AIR BE A PARTNER IN THE WISE USE OF AIR FORCE FUNDS! FORCE FUNDS!

• MAKE SURE PUBLICATIONS ARE MISSION- MAKE SURE PUBLICATIONS ARE MISSION- ESSENTIAL AND THAT MAINTAINING THEM ESSENTIAL AND THAT MAINTAINING THEM IN YOUR UNIT MAKES THE MOST EFFICIENT IN YOUR UNIT MAKES THE MOST EFFICIENT USE OF AIR FORCE RESOURCES.USE OF AIR FORCE RESOURCES.

Guidelines for Requesting Guidelines for Requesting MaterialsMaterials

The Air Force defines mission-essential The Air Force defines mission-essential informational resources as publications informational resources as publications and services that directly bear on the and services that directly bear on the functions, initiatives, and operations of functions, initiatives, and operations of Air Force agencies, and that personnel Air Force agencies, and that personnel must have on hand to carry out the must have on hand to carry out the installation mission effectively.installation mission effectively.

Mission-EssentialMission-Essential

PrioritiesPriorities

First priority is given to items needed to First priority is given to items needed to meet Air Force or other government body meet Air Force or other government body regulatory requirements, initiatives, or regulatory requirements, initiatives, or inspection requirements.inspection requirements.

Please identify regulations or directives, Please identify regulations or directives, and provide a copy of pertinent and provide a copy of pertinent paragraphs when requesting paragraphs when requesting requirements.requirements.

PrioritiesPriorities

Other priority items are those that are:Other priority items are those that are:

Used Used dailydaily to accomplish your mission to accomplish your mission

Used to remain up to date with Used to remain up to date with developments in mission tasking. For developments in mission tasking. For example, computing periodicals for the example, computing periodicals for the Computer Center.Computer Center.

Priorities Priorities

Non-priority items are not usually Non-priority items are not usually funded with library funds.funded with library funds.

For more information about defining For more information about defining Mission-Essential Resources, refer to Mission-Essential Resources, refer to AFI 34-270, paragraph 4.3.AFI 34-270, paragraph 4.3.

Periodicals/ MagazinesPeriodicals/ Magazines

• Subscription periods are from July to Subscription periods are from July to June or January to December.June or January to December.

• 90-120 days lead time required for new 90-120 days lead time required for new subscriptions. Use the appropriated form subscriptions. Use the appropriated form on the website when requesting.on the website when requesting.

• Office POC must claim missing issues of Office POC must claim missing issues of periodicals/ magazines by contacting the periodicals/ magazines by contacting the library POC.library POC.

Periodicals/ Magazines Periodicals/ Magazines

• Subscriptions are renewed annually, Subscriptions are renewed annually, usually in January.usually in January.

• Requests for popular, common interest Requests for popular, common interest periodicals/magazines are usually not periodicals/magazines are usually not procured.procured. Subscriptions must by Subscriptions must by mission essential and meet the same mission essential and meet the same criteria as other items.criteria as other items.

BooksBooks

Books should be ordered at least four weeks Books should be ordered at least four weeks before needed whenever possible. Rush before needed whenever possible. Rush delivery increases the cost of the book. delivery increases the cost of the book. Please be sure to include all the information Please be sure to include all the information available to insure prompt service. Use the available to insure prompt service. Use the appropriate forms on the website when appropriate forms on the website when requesting booksrequesting books

To Place an OrderTo Place an Order

Contact your unit office Contact your unit office account manager (POC) to account manager (POC) to request materials.request materials.

Online ResourcesOnline Resources

o Jane’s Online Jane’s Online o Ebscohost, GaleNet, Petersons, Ebscohost, GaleNet, Petersons,

CountryWatch, FirstSearch, Newsbank CountryWatch, FirstSearch, Newsbank o These may not be requested by unitsThese may not be requested by units

New Office AccountNew Office Account

o To create an office account for your To create an office account for your unit, the Commander unit, the Commander appoints a appoints a primary and an alternate unit POC to be primary and an alternate unit POC to be responsible for the unit’s office responsible for the unit’s office collection.collection.

o Refer to SRefer to Sample Office Collection ample Office Collection Custodian appointment letter.Custodian appointment letter.

Unit POCUnit POC

Is accountable for mission-essential Is accountable for mission-essential materials purchased by the library for unit materials purchased by the library for unit support.support.

Inform the library POC or Director of changes Inform the library POC or Director of changes in POC, address, phone number, and unit in POC, address, phone number, and unit designations. Use “Library Office Custodian designations. Use “Library Office Custodian Appointment Form”.Appointment Form”.

Unit POCUnit POCInitiate and submit “Commercial Initiate and submit “Commercial

Publication/Subscription Request and/or Publication/Subscription Request and/or Request for Information Services” form to Request for Information Services” form to the library POC or Director. the library POC or Director.

Conduct an Annual Inventory of materials in Conduct an Annual Inventory of materials in January of each year and report results to January of each year and report results to the library. Periodicals are part of this the library. Periodicals are part of this inventory must be maintained for 1 year.inventory must be maintained for 1 year.

Validate subscriptions by 15 February, if Validate subscriptions by 15 February, if not validated they will not be renewed with not validated they will not be renewed with Central funds.Central funds.

Unit POC Unit POC

Keep a copy of the address labels and/or Keep a copy of the address labels and/or renewal notices for subscriptions on file as renewal notices for subscriptions on file as these contain account information needed these contain account information needed to track missing issues.to track missing issues.

Return obsolete or no longer required Return obsolete or no longer required books to the library for inventory books to the library for inventory adjustment and turn-in to DRMO.adjustment and turn-in to DRMO.

Subscriptions may be placed in the Subscriptions may be placed in the appropriate recycle bin after 1 year.appropriate recycle bin after 1 year.

Unit POC Unit POC

Ensure online resources are used Ensure online resources are used whenever possible.whenever possible.

Read Base Library Instructions for Office Read Base Library Instructions for Office Collection Custodians.Collection Custodians.

Complete this training annually and submit Complete this training annually and submit appropriate email to the library.appropriate email to the library.

Library POC/ DirectorLibrary POC/ Director

Processes Commercial Processes Commercial Publication/Subscription Requests Publication/Subscription Requests and places orders for materials. and places orders for materials.

Processes Requests for Information Processes Requests for Information Services.Services.

Maintains current information for Maintains current information for Office Accounts.Office Accounts.

Library POC/ Director Library POC/ Director

Maintains a current inventory of Maintains a current inventory of materials on loan for each office materials on loan for each office account.account.

Conducts an Annual Mission Conducts an Annual Mission Assessment Survey.Assessment Survey.

Attends GPC training sessions.Attends GPC training sessions.

ResourcesResources AFI 34-270, Attachment 6AFI 34-270, Attachment 6

Base Library Instructions for Office Collection Base Library Instructions for Office Collection Custodians (not yet signed)Custodians (not yet signed)

Forms:Forms: Office Collection Custodian appointment letterOffice Collection Custodian appointment letter Commercial publication/subscription requestCommercial publication/subscription request GPC authorization requestGPC authorization request

Custodian CertificationCustodian Certification

Upon completion of this PowerPoint presentation Upon completion of this PowerPoint presentation please click the email link and include your name, please click the email link and include your name, unit, in the email.unit, in the email.

Thank you for cooperation and assistance in Thank you for cooperation and assistance in ensuring AF funds are spend wisely and in the ensuring AF funds are spend wisely and in the most efficient manner.most efficient manner.

Power Point Office Account Training Completion.

Sheppard Air Force Base Sheppard Air Force Base LibraryLibraryLocation: Location: 425 3425 3rdrd Ave, Bldg 312 Ave, Bldg 312

Sheppard AFB, Tx 76311Sheppard AFB, Tx 76311

Phone 676-6152 Fax 855-Phone 676-6152 Fax 855-88548854

E-mail:E-mail: amy.mcgee@sheppard.af.milamy.mcgee@sheppard.af.mil

Phone:Phone: 676-0740676-0740

Director:Director: Kathleen RoseboomKathleen RoseboomE-mail:E-mail: kathleen.roseboom@sheppard.af.milkathleen.roseboom@sheppard.af.mil

Phone:Phone: 676-2687676-2687