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COST-ITEMS

Explanatory note

The purpose of the following remarks is to:

• define certain documentary operations whose appelation may cover situations that differ significantly from one centre to another (for example, tracing of documentary sources, synoptic studies, etc.)
• specify the work units required to fill in the 'staff', 'equipment' and 'non-re-usable materials' columns, when this is not self-evident.

1.11 Study, collection, identification of sources

• information on the sector of activity
• consultation of reference works
• contact with information or documentation bodies working in the same sector
• consultation of specialists within and outside the firm
• contact with hardware manufacturers.

1.22 Ordering and reception of documents

Nearly all centres take part in exchanges, generally involving the current awareness bulletin. It is therefore necessary to specify the nature and the number of documents acquired through exchanges and to compare the volume of exchanges with the total number of acquisitions. To evaluate the cost of exchanges, account must be taken, not of the documents actually acquired through exchanges, but of publications for which they have been exchanged. It is also necessary to take into account the cost of the medium on which the documents acquired are recorded: microfiches, microfilms, photocopies, etc.

1.23 Copyright

For the reproduction of authors' texts.

1.4 Movement

Physical transport of documents

1.342 Copyright

Fees paid for the use made of lists received. If the lists are received in exchange for documentary services, the value of those services must be shown.

1.4 Movement

Physical transport of documents

2.112 Clerical processing

• registration of documents;
• decision-making and operations of conservation and reproduction: microcopying, photocopying;
• allocation and marking of a reference number on each document.

2.113 Cataloguing

If the catalogue is automated, two possibilities exist;

• cataloguing in deferred time (batch processing): cost-items: operator's wages, amortization of hardware, necessary supplies (cards, tapes, etc.);
• cataloguing in real time (on-line processing): cost-items: operator's wages, amortization of terminal., use of computer, transmission costs.

2.3 Storage of automated files

Protection and memory maintenance of files. Operations involving:

• duplication of tapes or disks in order to protect a copy from wear and tear;
• periodical file checks;
• possible transfer to another means of archive storage for direct access.

3.12 Periodical monitoring of literature - processing by computer

Processing: from the entering of questions through to the print-out of replies.

3.2 Bibliographic retrospective search

Production of bibliographic references from a file of bibliographic references.

3.222 Preparation of replies

Sorting, classification and presentation of references.

3.231 Bibliographic retrospective search - processing by computer

• noting of the call number on a summary sheet;
• processing from the entering of questions through to print-out or display on console (including formating for on-line systems).

3.3 Data retrieval

Production of information from a file of bibliographic references.

3.4 Source retrieval

Production of a list of bodies or specialists capable of providing the desired information, for example, S.O.S.-D.O.C., C.O.D.A.T.A.

3.611 Magnetic tapes - preparation of data

Retrieval, formating and duplication of data, including the staff and hardware required for the production of tools used with tapes (lists of keywords, frequency, etc.).

3.621 Magnetic tapes - distribution and sale

Dispatch of tapes and management of the customer file.

3.7 Synoptic study

The breakdown of this cost-item shows that it comprises a set of information followed by intellectual operations of critical examination and formating of that information.

3.81 Bibliography

Bibliographies are produced on the initiative of the documentalists often at regular intervals, to meet demand from users.

3.82 Dossier

Dossiers containing various documents (bibliographical cards, manufacturers' brochures, technical broadsheets, magazine articles, etc.) on the same subject; for example, files on:

• hardware manufacturers;
• specific topics (of constant concern to the user or group of users).

3.83 Report

Basic information is not taken from bibliographical cards but may be oral or visual (reports of congresses, travel reports, etc.).

3.84 Translation

Oral or written translations, on request.

3.85 Provision of data (data bank)

Provision of data from a data file.

Example: Thermodata, C.A.T.E.D.

3.86 Provision of photocopies and microfiches

This service, of course, comes under the communication of documents, but the work units are very different for the provision of a photocopy or microfiche of a document and for the administration of loans of the documents themselves; the communication of documents has therefore been divided into two cost-items, 3.86 and 3.87.

3.87 Communication of documents

• choice of communication conditions and procedures;
• choice of necessary channels;
• contact with users; assistance and provision of channels of consultation;
• management of loans;
• purchase orders for the replacement of missing documents.

4.11 Systems administration - average number of supervisory staff

Officers appointed not to perform specific tasks but to work for a department which has a range of responsibilities.

4.22 Systems maintenance - documentation on the system

Updating and distribution of the handbook.

4.31 Systems development - initial design and development

The cost of operations that are subscontracted to an outside body, is amortized on a five-year straight line basis; the cost of operations carried out by the system's own staff is not amortized, but is charged to the current year.

4.41 Departmental administration - systems management and administration

Officers appointed to perform general duties within the system in the case of an independent organization and outside the system if it is connected with a body that uses it.

4.42 Departmental - administration of the network

Central administration and a secretariat

4.51 Premises allocated to the system

Rent, lighting, heating, cleaning, repairs

4.52 Overall premises (quota)

Quota of costs for the premises of the organization with authority over the documentation system.

4.6 Overheads

Quota of the overheads of the organization with authority over the documentation system.

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