OFFICE COLLECTIONS TRAINING GUIDE

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OFFICE COLLECTIONSTRAINING GUIDE
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Outline

• Program Overview
• Office Collection POC Responsibilities
• Guidance
• Procedures
• Requesting Materials
• Coordinating GPC Approval
• Additional Considerations
• Resources
• AF Portal
• Commercial

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Office POC Responsibilities

• Publication Acquisitions
• Determine their units mission publication needs.
• Complete and submit request forms.
• Act as the liaison between their unit and the
  base library throughout the acquisitions process.
• Collection Custodian
• Maintain records of orders placed with the base
  library.
• Coordinate GPC purchases of commercial
  publications.
• Maintain accurate inventory of received
  materials.
• Ensure correct property markings of all received
  materials.
• Coordinate disposal of obsolete commercial
  publications with base library and maintain
  records of disposal.

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Program Overview

• The Commercial Publication Program takes
  advantage of bulk ordering and library-specific
  discounts to save money for USAF. Using central
  APFs frees unit funds for other purposes.
• All commercial publications are to be ordered
  through or coordinated with the base library IAW
  AFMAN 23-110 V2.
• The base library is the sole agency tracking
  mission essential publications for offices IAW
  AFI 34-270 4.8.1 . This data is required for RCS
  HQ AFSVA/SVPAL.

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Guidance Documents

• AFMAN 23-110 V2, Pt. 2 9B24.5
• AFI 34-270 Chapter 4 Attachment A6
• AFLIS Central Procurement Guide
• AFI 65-601 V1 4O4.38
• AFI 64-117, 2.3.3

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Procedure General

• Materials are requested with the COMMERCIAL
  PUBLICATION REQUEST FORM
• Justification must include statement of mission,
  items mission impact, and why the item cannot be
  housed in the Library.
• Books and media purchased through this program
  are Base Library property which are placed on
  loan to the office for an indefinite period and
  subject to annual inventory.

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Procedure Request for Funding

• The Office Collection POC determines the
  commercial publication requirements for the
  organization and prepares the request forms.
• POC completes and submits the Expedited Request
  Form if available.
• POC completes one Commercial Publication Request
  Form for each publication required that is not
  listed on the Expedited Request Form.
• The unit commander certifies that the requested
  publications are mission-essential IAW AFI34-270,
  4.3.
• The base library director certifies that
  publication requests meet mission and eligibility
  requirements IAW AFI 34-270 and AFLIS Central
  Procurement Guide, and then forwards them for
  processing.

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Procedure GPC Coordination

• The Office Collection POC determines the
  commercial publication requirements for the
  organization and prepares one Commercial
  Publication Request Form for each publication
  required.
• The unit commander certifies that the requested
  publications are mission-essential.
• The base library director certifies that
  publication requests meet requirements, approves
  GPC use, and returns the signed request to the
  Office Collection POC.
• Office Collection POC follows unit guidance for
  GPC purchases records management.

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Form Document Locations
https//mysites.eim.acc.af.mil/personal/robert_ros
siter/ Shared20Documents/Forms/AllItems.aspx
Guidance Instructions
Commercial Publication Request Form
Expedited Request Forms
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Opening a New Form
Click Here to open a new form
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Form Details
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Expedited Form
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Expedited Formcont.
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Commercial Resources

• These are some resources that may be useful for
  finding publication information
• www.amazon.com
• www.barnesandnoble.com
• When in doubt, contact your base library or ACC
  IRSC

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AF Portal Resources

• Mission Resource Sites
• Jane's Online
• Aviation Week Intelligence Network 
• EbscoHost databases.
• PressDisplay
• NOTE Per ACC policy, any titles available
  full-text in one of these resources will not be
  purchased in hard copy.