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OFFICE COLLECTION TRAINING GUIDE

OFFICE COLLECTION TRAINING GUIDE. TRAINING GUIDE OUTLINE. This Training Guide will explain the following: PURPOSE RESPONSIBILITIES MISSION ESSENTIAL, DEFINED REQUESTING MATERIALS ORGANIZATIONAL EXCLUSIONS ITEMS EXCLUDED FROM PURCHASING COORDINATING GPC PURCHASES FORMS GUIDANCE

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OFFICE COLLECTION TRAINING GUIDE

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  1. OFFICE COLLECTIONTRAINING GUIDE Bateman Library, LAFB, VA 2012

  2. TRAINING GUIDE OUTLINE • This Training Guide will explain the following: • PURPOSE • RESPONSIBILITIES • MISSION ESSENTIAL, DEFINED • REQUESTING MATERIALS • ORGANIZATIONAL EXCLUSIONS • ITEMS EXCLUDED FROM PURCHASING • COORDINATING GPC PURCHASES • FORMS • GUIDANCE • ONLINE MISSION RESOURCES • LIBRARY CONTACTS & ASSISTANCE Bateman Library, LAFB, VA 2012

  3. PURPOSE • 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. • Items purchased are commercially available publications like books, eBooks, DVDs, audiobooks and magazine & newspaper subscriptions deemed essential to the mission of the personnel in an office. • 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. • Office Collections and Off-Site Libraries may be cataloged into the Library’s online system to facilitate discovery -- contact the Library Director for more info. Bateman Library, LAFB, VA 2012

  4. RESPONSIBILITIES • The Library Director authorizes the purchase of mission essential materials for units on, or affiliated with, the base. • The Library Acquisitions Technician is responsible for purchasing items through the AF system and tracking the inventory. • Each office or unit requesting a purchase or already housing Library materials must appoint an Office Account Custodian. A current appointment letter must be on file with Bateman Library (updated annually). Bateman Library, LAFB, VA 2012

  5. RESPONSIBILITIES CONT’D • The Office Account Custodian will ensure the organization is receiving all materials that have been purchased by the Library. Office Account Custodian responsibilities : • Notify the Library staff if subscriptions are not received. • Maintain an inventory of items purchased by the Library on loan to the office. • Maintain approval documentation in official files for audit purposes. • Return the materials to the Library when they are no longer required. Bateman Library, LAFB, VA 2012

  6. MISSION ESSENTIAL, DEFINED (AFI34-270 23 JUNE 2005) 4.4 Functional commanders, division chiefs, or civilian equivalents certify mission essential requirements for their organizations. 4.3. Defining Mission Essential Resources. The Air Force defines mission essential informational resources as publications and services that directly bear on the functions, initiatives, and operations of Air Force agencies and that personnel must have on hand to carry out the installation mission effectively. Bateman Library, LAFB, VA 2012

  7. REQUESTING MATERIALS • Materials are purchased between January 1st and July 1st of each year, depending upon central funds availability. • Purchase requests for offices are on a first come first served basis. • The purchase window is closed from August to December. All required items during this time period will be coordinated with the Library Director and purchased with the office’s GPC card. Bateman Library, LAFB, VA 2012

  8. REQUESTING MATERIALS CONT’D • Materials are requested through the use of the Publication Request Form which is available on the Library website: www.langleylibrary.org • Purchased materials, like books & DVDs, are part of the Library inventory and are on loan to the office for an indefinite period and subject to an annual inventory. • Purchase justification must include certification of mission essentiality, number of personnel using the item(s), and the reason why the item cannot be housed in the Library and checked out by personnel when needed. Bateman Library, LAFB, VA 2012

  9. REQUESTING MATERIALS CONT’D • A pre-approved “expedited” form has been created for certain periodical subscriptions commonly used across the command. This form is available on the website: www.langleylibrary.org • Subscriptions will be delivered to the address entered in the “Office Address” box on the form. Items with online access will require a POC’s email address. • Each year offices will review their annual subscription requirements to determine deletions or additions. Bateman Library, LAFB, VA 2012

  10. ORGANIZATIONAL EXCLUSIONS (AFI34-270 23 JUNE 2005) NOTE: Excluded organizations must coordinate purchases with the Library Director and maintain documentation for audit purposes. 4.5. Organizational Exclusions. These Air Force organizations may not purchase mission essential publications with central APFs: • 4.5.1. AFRES and ANG. • 4.5.2. Surgeon General (SG). • 4.5.3. Judge Advocate General (JAG). (Refer to AFI 51-105, Automated Legal Information Services and Library Systems). • 4.5.4. RDT&E activities funded exclusively with 3600 funds. • 4.5.5. Depot maintenance organizations funded with Air Force industrial funds (Refer to DOD 7000.14-R, Department of Defense Financial Management Regulation; Volume 2B, Budget Formulation and Presentation). • 4.5.6. Family housing referral offices. (Refer to AFI 65-601, Volume 1). • 4.5.7. Tenant activities funded with non-Air Force appropriations. • 4.5.8. Foreign military sales (FMS) activities (Refer to AFI 65-601, Volume 1). • 4.5.9. Family support centers (Refer to AFI 36-3009, Family Support Center Program). • 4.5.10. MWR Category C activities in all locations except for those at headquarters; and congressionally approved remote and isolated locations IAW AFI 65-106, paragraph 3.1; and for areas involving health and safety deficiencies IAW AFI 65-106, paragraph 2.1.3. • 4.5.11. Libraries do not purchase materials for Civil Air Patrol (CAP). These organizations have other funding sources. Bateman Library, LAFB, VA 2012

  11. ITEMS EXCLUDED FROM PURCHASING • A6.1. Non-mission support recreational publications and materials for dayrooms, lodging, air terminals, VIP aircraft, distinguished visitor lounges, community activity centers, family support centers, youth and child development facilities, hospital and clinic waiting rooms and the like. • A6.2. Training aids and multiple copies of materials and textbooks for use in military and civilian education programs, family support centers, and religious activities. Training materials should be purchased with unit training funds. (AFI 36-2306 and AFI 52-101, Chaplain – Planning and Organizing) • A6.3. Copies of publications available from the AF Electronic Publishing Library (EPL) and Electronic Transfer System (ETS). • A6.4. Technical publications normally furnished by manufacturers for equipment maintenance and operation. • (AFPD 21-3, Technical Orders) • A6.5. Promotion fitness examination (PFE), specialty knowledge test (SKT), and United States Air Force Supervisory Examination (USAFSE) guides. (AFI 36-2605, Air Force Military Personnel Testing System) • A6.6. Decisions of the Comptroller General. Documents may be accessed at the Government Accounting Office (GAO) web page (http://www.gao.gov) and the Government Printing Office web page (http://www.access.gpo.gov). (GPO GA1.5/a) • A6.7. Materials to support military exercises. (AFI 35-101, Public Affairs Policies and Procedures) • A6.8. Personal purchases for individuals, such as Air Force Times. (See AFI 65-601, Volume 1, 4.38.2.) • A6.9. Visual information products such as films, photographs, and the like. (AFI 33-117, Visual {VI}Information Management) • A6.10. Computer application software programs for offices, organizations, and agencies supported by AFLIS that are not information products. • A6.11. Microforms required for non-library use, excluding technical reports or information products. (AFMAN 23-110, Volume 2) • A6.12. Defense Mapping Agency products such as FSC 7640 cataloged maps, atlases, charts, and globes;and all other maps, charts, flight information publications (FLIPS), air target materiel, point positioning data, and geodetic products. (AFI 14-205, Identifying Requirements for Obtaining and Using Geospatial Information and Services) • A6.13. Cataloged and non-cataloged sheet and book music. (AFI 35-101) Bateman Library, LAFB, VA 2012

  12. COORDINATING GPC PURCHASES • When funds are not available or an office is not eligible to use Library funds, the Publication Request Form may be used to coordinate the use of a unit’s GPC account. • Publication Request Forms will be filled out by the requesting office and sent to the Library Director for coordination. • That office should retain the documentation in official files for audit purposes. This is a favorite item of note during files inspections. Bateman Library, LAFB, VA 2012

  13. FORMS Expedited Request Form Office Collection Custodian Appointment Form Publication Request Form Office Collection Training Guide These are available on the Library website www.langleylibrary.org Bateman Library, LAFB, VA 2012

  14. GUIDANCE • AFMAN 23-110 V2, Pt. 2 Chapter 9 & Attachment 9B • AFI 34-270 Chapter 4 & Attachment A6 • AFLIS Central Procurement Guide • AFI 65-601 V1 4.38 • AFI 64-117, 2.3.3 Bateman Library, LAFB, VA 2012

  15. ONLINE MISSION RESOURCES The ACC Library pages on the Air Force Portal contain targeted information specific to most functional areas. On the main page of the Information Center for Mission & Education are links to mission support databases covering intelligence, security, foreign languages, global events, military news, and more. Find it on: www.langleylibrary.org or https://www.my.af.mil/gcss-af/USAF/site/ACC_Library Bateman Library, LAFB, VA 2012

  16. LIBRARY CONTACTS & ASSISTANCE For assistance and information on all office publication purchases contact Bateman Library staff: 633fss.fsdl@langley.af.mil 764-2906 Ms. Leslie Smail, M.S.L.S. Library Director Leslie.Smail@langley.af.mil Bateman Library, LAFB, VA 2012

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