STAFF RESOURCES

Acquisitions Department and Library Budget Office
Contingency Plans for System Down Time

Acquisitions Department

Short, unplanned emergency under 24 hour

Essential work

  • rush orders by phone
  • receiving rush orders

Off line work

  • locate Patron Request items
  • statistics
  • end processing
  • problem solving
  • order returns
  • open packages in shipping room
  • organize approval material
  • some thesis processing
  • open mail
  • account for incoming orders
  • assign vendors to orders
  • some invoice processing

If Unicorn is unavailable but there is Internet access

  • search Collection Manager
  • search Bookfinder

Unplanned emergency of more than 24 hours

Essential work

  • rush orders by phone
  • receiving rush orders

Ordering, without preorder searching, can be done by telephone, using the date as a purchase order number. The order can be created on Unicorn once it is available. If necessary, rush orders can be received by manually marking invoice as received. The order record can be updated once Unicorn is available.

Off line work

  • end processing
  • statistics
  • problem solving
  • order returns
  • open packages in shipping room
  • organize approval material
  • some thesis processing
  • open mail
  • account for incoming orders
  • assign vendors to orders
  • some invoice processing

If Unicorn is unavailable but there is Internet access

  • search Collection Manager
  • search Bookfinder

Planned extended down time

Essential work

  • rush orders by phone
  • receiving rush orders

Off line work

  • statistics
  • end processing
  • problem solving
  • order returns
  • open packages in shipping room
  • organize approval material
  • some thesis processing
  • open mail
  • account for incoming orders
  • assign vendors to orders
  • some invoice processing
  • update department procedure manual
  • recurring order maintenance (notifying vendors of new purchase order numbers and address changes)
  • restock office supplies

If Unicorn is unavailable but there is Internet access

  • search Collection Manager
  • search Bookfinder
  • update department procedures on webpage

Libraries Budget Office

Short, unplanned emergency under 24 hours
Unplanned emergency of more than 24 hours
Planned extended down time of two weeks or less

Essential work

  • None (Invoices would not be paid)

Off-line work

  • Filing
  • Problem-solving
  • Preparation of invoices for entry into Unicorn

Planned extended down time of more than two weeks (Unicorn available in read only mode)

Essential work

  • Process invoices manually with information obtained from read-only Unicorn. Maintain records offline for entry into Unicorn when system becomes available.


 
URL: http://www.libraries.rutgers.edu/rul/staff/technical_services/acquisitions/contingency.shtml
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