Scanning invoices and storing them electronically has proven very useful in both space savings (less filing cabinet space, option to keep for as long as you want), and time savings (you don’t even have to leave your workstation to see an invoice) at my institution. Once you have a good naming and organization convention in place, it works really well. I would highly recommend it to anyone!
Rebecca L. Bearden
University of ConnecticutSchool of Law Library
Technical Services Librarian
39 Elizabeth StreetHartford, CT 06105-2287
Tel: (860)-570-5011 Fax: (860)-570-5036
From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Cs Lau
Sent: Thursday, May 07, 2015 11:43 AM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] How long do you keep EBSCO Invoices?
My current library is required by our Finance Office to keep 7 years of invoices. My former job in Baltimore requires the law library to keep 3 years. If I needed older records, I could either contact the University's Procurement Office or the State Procurement Office. Because real estate value is super expensive in Hong Kong, I asked my staff to scan the invoices for long term storage as hard disk storage is cheap.
Clement Lau
Associate Librarian
Technical and Collection Services
Hong Kong Baptist University Library
L6, Shaw Tower, 34 Renfrew Road,
Kowloon Tong, Hong Kong
T (852) 3411 7966
F (852) 3411 5590
On Thu, May 7, 2015 at 11:12 AM, Susanne Andrews <sandrews@umassd.edu> wrote:
I would second this. We are required by the state to keep seven years of our invoices and it was a good thing as I needed to prove online subscription payments to obtain perpetual access. In our case, Ebsco only had the most recent 3 years of actual invoices, though payment history was for 5 years. With copies of the old invoices, which was required in my case, I was able to prove we had 8 years of a paid online subscription.
Susanne V. Andrews, Serials & E-Resources Librarian/Head, Technical Services
Claire T. Carney Library
University of Massachusetts Dartmouth
285 Old Westport Rd.
North Dartmouth, MA 02747
Phone (508) 999-8676
From: "Stephanie A Larrison" <larrison@TXSTATE.EDU>
To: SERIALST@LISTSERV.NASIG.ORG
Sent: Wednesday, May 6, 2015 5:39:04 PM
Subject: Re: [SERIALST] How long do you keep EBSCO Invoices?Jason, I would caution against throwing out older invoices IF you are tracking perpetual access. EBSCOnet only keeps the last 5 years of history and perpetual access for e-journals started around 2005. To know whether your journal order 10 years ago was for print only or print + online you will need to have some sort of record. EBSCO may have records that go back that far but they are not easily obtained and it would be very difficult to get old order history for multiple titles.
Like Eric, we have also had to go back many times to older paperwork to prove what we purchased.
Stephanie Larrison
Electronic Resources Librarian
Texas State University
601 University Dr.
San Marcos, TX 78666
From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Eric Elmore
Sent: Wednesday, May 06, 2015 3:37 PM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] How long do you keep EBSCO Invoices?
Texas requires we keep most records for certain periods, but after that we can dispose of them. I like to keep invoices for purchases as every year we have to go back and “remind” vendors that yes, we did purchase so-and-so resource. We’ve made the policy decision to pdf almost everything and keep it on our server. Storage is cheap and we have to go back and dig up old paperwork often enough for the effort to be worth it.
++++++++++++++++++++++++++++++++++++++
Eric Elmore |
Electronic Resources Coordinator |
The University of Texas at San Antonio |
One UTSA Circle |
San Antonio, TX. 78249-0671 |
(O)210-458-4916/(F)210-458-4577 |
++++++++++++++++++++++++++++++++++++++
From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Paulette Thompson
Sent: Wednesday, May 06, 2015 3:24 PM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] How long do you keep EBSCO Invoices?
Hi Jason,
We keep current year, plus 3 previous years for audit purposes.
Have a great day.
Paulette Thompson
Periodicals Supervisor, Regent University Library
1000 Regent University Drive LIB 109
Virginia Beach, VA 23464-9892
Office: 757.352.4163| Fax: 757.352.4179
From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Jason Skoog
Sent: Wednesday, May 06, 2015 4:08 PM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: [SERIALST] How long do you keep EBSCO Invoices?
I found many, many, invoices in a former colleague's desk and am trying to determine what is a good cut-off range for throwing out.
Thank you!
--Jason Skoog
Archivist and Systems Librarian
Viterbo University, La Crosse, WI
608-796-3262
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--Susanne V. Andrews, Serials & E-Resources Librarian/Head, Technical Services
Claire T. Carney Library
University of Massachusetts Dartmouth
285 Old Westport Rd.
North Dartmouth, MA 02747
Phone (508) 999-8676
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