Our EBSCO invoice (along with its earlier pro-forma version, because we paid on that) is filed with all other library invoices for the current-plus-six-year period required by the Business Office for audit purposes.

 

I also keep a copy of the Invoice Detail Report in a 1” 3-ring binder with the year on the spine; the invoice I paid last fall is for mostly 2015 renewals so it says 2015.  These notebooks, also current plus six years, are on a bookshelf by my desk.  This gives me quick reference to title numbers, subscription periods, and costs.  When I speak with an EBSCO service rep about a subscription I note the date, rep’s name, and action to be taken beside that title on the invoice.  If there’s an e-mail regarding a title it’s put in the front pocket of the binder, wtih the title written on the top right corner of the printout for easy location.  There is a separate notebook-divider section for copies of later invoices, supplementary invoices, and credit memos.  Also in the binder, behind their own dividers, are non-EBSCO/direct subscriptions, microform invoices, and membership-via-subscription info.  This method gives me quick answers to when/why  a title was canceled, when the subscription period changed (anyone else frustrated by Nation, Bloomberg Businessweek, and Science News changing expire dates often??!!), and whether I already called my rep to ask whatever question is now in my head.

 

Don’t you love a job that lets your true OCD colors shine through?!!!!

 

Lynne Weaver

Serials Coordinator

http://listserv.nasig.org/scripts/wa-NASIG.exe?SUBED1=SERIALST&A=1