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Re: Advice needed - again



I love Thomas Berry's stories!!

There's two ways to handle this.   A librarian or accountant
would do a piece inventory so you can account for every item
as to where or how you acquired it.   The question here is
do you need to?   It sounds to me that the purchases were
so low and reasonable as to be unnecessary.   If I spent
$1,000 on a rare book, our auditors note it immediately, but
if I spend $7.95....that falls far below their radar (in short,
is it really worth it).

My own inclination is that you should simply have one
research collection and on your own accession files, note
where and how you acquired it.   Some of our collections
have notations that say "Purchase; gifts of various donors;
and archives backlog."

Only if you were dealing with (1) a loan of material or
(2) the tax deduction is over $100, would I bother to create
extensive lists identifying the source of each item.

Dean

Dean DeBolt
University Librarian
Special Collections and West Florida Archives
John C. Pace Library
University of West Florida
11000 University Parkway
Pensacola, FL  32514-5750
Tele:  850-474-2213;   Fax:  850-474-3338

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