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Report on the Review of Acquisition Processes for Collections

December 2010

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Recommendations

LAC should:

  • clarify its approach in its Collection Development Framework based on its acquisition capacity limitations;
  • develop operating plans that set out objectives, strategies and measures to ensure the implementation of its key directions;
  • develop a policy on acquiring documents based on strategic directions, the accountability mechanism, the integration of risk management, and the roles and responsibilities in the acquisition process;
  • develop acquisition procedures that define the various steps of the acquisition process and clarify the selection criteria for informed decision making;
  • develop guidelines on forging partnerships;
  • develop performance indicators for all acquisition processes that take into account the expected results and budgetary targets;
  • develop data-collection and accountability tools and mechanisms based on a standard model in order to gauge progress toward achieving budgetary targets, and prepare activity reports that contain financial results;
  • ensure that the mandates for the CDC and MAC specify:
    1. the sharing of roles and responsibilities by the managers and professionals involved and the CDC members;
    2. the decision-making criteria the MAC must use to justify its decisions;
    3. that decisions made by both committees must be well documented.
  • develop a risk management framework tailored to the acquisition process and to collection development, including mitigation measures;
  • develop guidelines on:
    1. control mechanisms to ensure appropriate oversight of the acquisition process;
    2. active and ongoing monitoring methods for management's use in the acquisition process;
    3. use of the total cost of ownership methodology;
    4. the need to carefully document the assessment of selection criteria relevant to decision making in all records.

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