Office Account Procedures for
Central Library
and GPC Purchases
Sheppard Air Force Base Library
82 FSS/FSDL
Guidelines for Requesting
Materials
• BE A PARTNER IN THE WISE USE OF AIR
FORCE FUNDS!
• MAKE SURE PUBLICATIONS ARE MISSIONESSENTIAL AND THAT MAINTAINING THEM
IN YOUR UNIT MAKES THE MOST EFFICIENT
USE OF AIR FORCE RESOURCES.
Mission-Essential
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.
Priorities
First priority is given to items needed to
meet Air Force or other government body
regulatory requirements, initiatives, or
inspection requirements.
Please identify regulations or directives,
and provide a copy of pertinent
paragraphs when requesting
requirements.
Priorities
Other priority items are those that are:
 Used daily to accomplish your mission
 Used to remain up to date with
developments in mission tasking. For
example, computing periodicals for the
Computer Center.
Priorities
 Non-priority items are not usually
funded with library funds.
 For more information about defining
Mission-Essential Resources, refer to
AFI 34-270, paragraph 4.3.
Periodicals/ Magazines
• Subscription periods are from July to
June or January to December.
• 90-120 days lead time required for new
subscriptions. Use the appropriated form
on the website when requesting.
• Office POC must claim missing issues of
periodicals/ magazines by contacting the
library POC.
Periodicals/ Magazines
• Subscriptions are renewed annually,
usually in January.
• Requests for popular, common interest
periodicals/magazines are usually not
procured. Subscriptions must by
mission essential and meet the same
criteria as other items.
Books
Books should be ordered at least four weeks
before needed whenever possible. Rush
delivery increases the cost of the book.
Please be sure to include all the information
available to insure prompt service. Use the
appropriate forms on the website when
requesting books
To Place an Order
Contact your unit office
account manager (POC) to
request materials.
Online Resources
o Jane’s Online
o Ebscohost, GaleNet, Petersons,
CountryWatch, FirstSearch, Newsbank
o These may not be requested by units
New Office Account
o To create an office account for your
unit, the Commander appoints a
primary and an alternate unit POC to be
responsible for the unit’s office
collection.
o Refer to Sample Office Collection
Custodian appointment letter.
Unit POC
 Is accountable for mission-essential
materials purchased by the library for unit
support.
 Inform the library POC or Director of changes
in POC, address, phone number, and unit
designations. Use “Library Office Custodian
Appointment Form”.
Unit POC
Initiate and submit “Commercial
Publication/Subscription Request and/or
Request for Information Services” form to
the library POC or Director.
Conduct an Annual Inventory of materials in
January of each year and report results to
the library. Periodicals are part of this
inventory must be maintained for 1 year.
Validate subscriptions by 15 February, if
not validated they will not be renewed with
Central funds.
Unit POC
 Keep a copy of the address labels and/or
renewal notices for subscriptions on file as
these contain account information needed
to track missing issues.
 Return obsolete or no longer required
books to the library for inventory
adjustment and turn-in to DRMO.
 Subscriptions may be placed in the
appropriate recycle bin after 1 year.
Unit POC
 Ensure online resources are used
whenever possible.
 Read Base Library Instructions for Office
Collection Custodians.
 Complete this training annually and submit
appropriate email to the library.
Library POC/ Director
 Processes Commercial
Publication/Subscription Requests
and places orders for materials.
 Processes Requests for Information
Services.
 Maintains current information for
Office Accounts.
Library POC/ Director
 Maintains a current inventory of
materials on loan for each office
account.
 Conducts an Annual Mission
Assessment Survey.
 Attends GPC training sessions.
Resources
 AFI 34-270, Attachment 6
 Base Library Instructions for Office Collection
Custodians (not yet signed)
 Forms:
 Office Collection Custodian appointment letter
 Commercial publication/subscription request
 GPC authorization request
Custodian Certification
Upon completion of this PowerPoint presentation
please click the email link and include your name,
unit, in the email.
Thank you for cooperation and assistance in
ensuring AF funds are spend wisely and in the
most efficient manner.
Power Point Office Account Training Completion.
Sheppard Air Force Base Library
Location: 425 3rd Ave, Bldg 312
Sheppard AFB, Tx 76311
Phone 676-6152 Fax 855-8854
E-mail:
amy.mcgee@sheppard.af.mil
Phone:
676-0740
Director: Kathleen Roseboom
E-mail:
kathleen.roseboom@sheppard.af.mil
Phone:
676-2687