New Organization (ERM)

Description

FOLIO Organizations can serve multiple functions.  Organizations may serve as vendors to which libraries pay for subscriptions or one time purchases.  An Organization can also be the platform for the delivery of content and the collection of usage statistics.  Some Organizations have administrative modules where libraries record information about how content is accessed and delivered to users .  An Organization can be the consortia which negotiates licenses and subscription/purchase costs.

FOLIO Apps Required:

• Agreements, Orders, Invoices, eHoldings, Licenses, Inventory (Possible)

Related Workflows:

• Updating Organization Data

Trigger

Request for a new e-Resource from a new content provider. Content provider may serve as the vendor for the new subscription or provide the platform for the delivery of content and the collection of usage statistics.

Output

Creation of an entry that allows staff:

• to contact a content provider about the acquisition of new resources (print & online);

• to contact a content provider about access issue problems;

• to contact a content provider about usage statistics information;

• to contact a content provider about payment issues;

• To record institutional specific account information, including EDI information, discounts, etc.

Staff Involved

• Acquisitions staff, e-Resources staff, Collection development staff, Cataloging staff

1. Open FOLIO Organizations, click New

2. For Org. name, use 5C two letter prefix for the appropriate campus & for the vendor code

   • Org. code is required regardless of whether or not the org. is a vendor

   • Org. codes do not support spaces, ampersands (&), and possibly other non-latin alphabet characters

3. Add any relevant alternative/previous names for the organization for searching

4. Add appropriate acquisitions team to record.

5. Set Organization Status Active (required field)

   • At this point you could save and close and move on.

6. If the organization is a vendor, toggle the vendor box to “yes” to fill out additional fields

   • Work outside of FOLIO with Accounts Payable to create a vendor code for campus systems and record in the appropriate field in FOLIO.

   • See specific FAWG documentation for steps to create accounts/EDI info/etc.

7. Add any relevant interfaces

8. Add any relevant contact people / contact information

9. Save & Close

Notes:

• Organizations are closely shared between Acquisitions & ERM but each group might have a different reason for creating or accessing the record. Please see relevant FAWG discussions for more specific acq. information.