OFFICE COLLECTION
TRAINING GUIDE
Bateman Library, LAFB, VA 2015
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 & TRAINING SLIDES
•GUIDANCE
•LIBRARY CONTACTS & ASSISTANCE
Bateman Library, LAFB, VA 2015
PURPOSE
•The Commercial Publication Program takes advantage of bulk
ordering and library-specific discounts (20-60%) to save money for
USAF. Using central appropriated funds (APFs) frees unit funds for
other purposes.
•Items purchased by the library 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 staff IAW AFMAN 23-110 V2, PT 2.
•Office Collections and Off-Site library collections of Air Force materials
may be cataloged into the Library’s online system to facilitate discovery
-- contact the Library Director for more info.
Bateman Library, LAFB, VA 2015
RESPONSIBILITIES
•The Library Director authorizes the purchase of mission
essential materials for units on, or affiliated with, the base.
•The Senior Library Technician is responsible for purchasing
items through the AF system and tracking the inventory.
•Each office or unit must appoint an Office Account Custodian.
A current appointment letter must be on file with Bateman
Library (updated annually).
Bateman Library, LAFB, VA 2015
RESPONSIBILITIES CONT’D
•Office Account Custodian responsibilities :
•Ensure the organization is receiving all materials that
have been purchased by the Library.
•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 2015
MISSION ESSENTIAL: DEFINED
(AFI 34-150 24 September 2014)
5.3. Defining Mission Essential
Resources. Mission essential
informational resources are
publications and services that directly
bear on the functions, initiatives and
operations of AF agencies that
personnel must use to make
decisions and effectively carry out the
installation mission.
5.4.2. Functional commanders,
division chiefs or civilian
equivalents certify mission
essential requirements for their
organizations and appoint
office custodians to manage
the accounts.
Bateman Library, LAFB, VA 2015
REQUESTING MATERIALS
•Materials are purchased between 1 January and 1 July of each
year, depending upon central funds availability.
•Purchase requests for offices are on a first come first served basis.
•When library funds are not available unit funds may be used ex.
government purchase card (GPC) after coordination with the
Library Director.
•Materials are requested through the use of the Publication
Request Form which is available on the Library website:
www.langleylibrary.org
Bateman Library, LAFB, VA 2015
REQUESTING MATERIALS CONT’D
•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 2015
REQUESTING MATERIALS CONT’D
•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 name and email address.
•Each year, office personnel will review their annual subscription
requirements to determine deletions or additions.
Bateman Library, LAFB, VA 2015
ORGANIZATIONAL EXCLUSIONS
(AFI 34-150 24 September 2014)
NOTE: Excluded organizations must coordinate purchases with the Library Director and maintain
documentation for audit purposes.
5.5. Organizational Exclusions. These AF organizations may not purchase mission essential publications with
library central funds as they have other funding sources:
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•
•
•
•
•
5.5.1. AFR and ANG.
5.5.2. Surgeon General (SG) and Defense
Medical Programs Activity (DMPA).
5.5.3. Judge Advocate General (JAG). Refer to
AFI 51-105, Automated Legal Information
Services and Library System.
5.5.4. RDT&E activities funded exclusively with
3600 funds.
5.5.5. Depot maintenance organizations funded
with AF industrial funds. Refer to DoD 7000.14-R,
Department of Defense Financial Management
Regulation; Volume 2B, Budget Formulation and
Presentation.
5.5.6. Family housing referral offices. Refer to AFI
65-601, Volume 1.
•
•
•
•
•
5.5.7. Tenant activities funded with non-AF
appropriations. Contact local host-tenant
POC to determine non-AF activities on the
installation.
5.5.8. Foreign military sales (FMS)
activities. Refer to AFI 65-601, Volume 1.
5.5.9. Airman and Family Readiness
programs. Refer to AFI 36-3009.
5.5.10. MWR Category C activities in all
locations except for those at headquarters;
congressionally approved remote and
isolated locations IAW AFI 65-106,
paragraph 3.1; and for areas involving
health and safety deficiencies IAW AFI 65106, paragraph 2.1.3.
5.5.11. Resources for CAP. These
organizations have other funding sources.
Bateman Library, LAFB, VA 2015
ITEMS EXCLUDED FROM PURCHASING
5.9. Unauthorized Purchases. Libraries may not fund or purchase categories of materials or services listed in
Attachment 7 for offices, organizations or agencies. Purchase of unofficial publications, such as the Air Force Times
and local newspapers, is generally not an appropriate expenditure of central funds for offices other than Wing or
Mission Support Commanders, or equivalent; Public Affairs offices; and First Term Airmen and Leadership schools.
A7.1. 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 and hospital and clinic waiting rooms.
A7.2. 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, Voluntary Education Program and
AFI 52-101, Chaplain Planning and Organizing).
A7.3. Copies of publications available from the AF
Electronic Publishing Library and Electronic Transfer
System.
A7.4. Technical orders and publications normally
furnished by manufacturers for equipment maintenance
and operation.
A7.5. Professional Development Guides (PDG), Specialty
Knowledge Test (SKT) and United States AF Supervisory
Examination (USAFSE) guides as well as commercially
produced writing guides for the AF Efficiency Reports.
(AFI 36-2605, Air Force Military Personnel Testing System
and AFI 36-2406, Officer and Enlisted Evaluation
Systems)
A7.6. 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).
A7.7. Personal purchases for individuals, such as Air
Force Times.
A7.8. Visual information products such as films and
photographs. (AFI 35-101, Public Affairs Responsibilities
and Management).
A7.9. Computer application software programs for
offices, organizations and agencies supported by AFLIS
that are not information products, including compact
discs.
A7.10. Defense Mapping Agency products such as
Federal Supply Class 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,
Geospatial Information and Services).
A7.11. Cataloged and non-cataloged sheet and book
music IAW AFI 35-101.
Bateman Library, LAFB, VA 2015
COORDINATING GPC PURCHASES
•Use the Publication Request Form to coordinate the use of a
unit GPC purchase.
•Completely fill out the Publication Request, including all
justification info, and send it to the Library POCs for
coordination.
•Office POCs retain the approved Publication Request Form in
official files for audit purposes.
Bateman Library, LAFB, VA 2015
FORMS & TRAINING SLIDES
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 2015
GUIDANCE
AFMAN 23-110 V2, Pt. 2 Chapter 9 & Attachment 9B
AFI 34-150 Chapter 5
AFLIS Central Procurement Guide
AFI 65-601 V1 4.38
AFI 64-117, 2.3.3
Bateman Library, LAFB, VA 2015
LIBRARY CONTACTS & ASSISTANCE
For assistance and information on all office publication
purchases www.langleylibrary.org/office
or contact Bateman Library staff:
633fss.fsdl@langley.af.mil
764-2906
Ms. Leslie Smail, M.S.L.S.
Library Director
leslie.smail.1@us.af.mil
Ms. Jonatha Basye, M.L.I.S.
Senior Library Technician
jonatha.basye@us.af.mil
Bateman Library, LAFB, VA 2015