The ASA (Association of Subscription Agents and Intermediaries) has recently
issued the following advice to members and their clients in which this list
may be interested. My apologies for the cross posting.

Late Payments

During the last few years the ASA has noticed that subscription renewal
payments from libraries to their subscription agents is getting later each
year. Whilst a desire to delay payments until the last moment is
understandable, libraries should realise that paying late risks breakdowns
in their subscriptions. The ASA is therefore writing to its members and
their customers requesting agents and libraries to note that:

· The period at the end of December and early January is a major holiday
season in Europe and the USA with many publishers closed for the Christmas
and the New Year holidays. Publishers therefore need to plan for this and
frequently need to despatch January issues early in December to avoid postal
delays.

· Annual subscriptions must be renewed well before the despatch dates for
the January issues. This means that agents and publishers have a very large
volume of renewals to cope with in November which requires them to work
closely together to process orders in good time. Leaving renewal payments
until the end of November may well mean that the customer will miss the
January issue, and quite possibly lead to a breakdown in the subscription as
well as termination of access to the electronic journals. Very late payments
mean that your subscriptions will cease!

· The cost of replacing missing issues, repairing subscription breakdowns
and re-establishing access to electronic journals is very high. But the cost
to the library in terms of reduced service to the library patrons and users
due to missing issues and lack of access is incalculable. This situation is
almost wholly avoidable if payments are made as early as possible.

· Agents should advise libraries of the dates by which they require payment
to ensure continuity of supply.  Libraries should note these dates and try,
wherever possible to meet them. In case of difficulty libraries should
discuss their requirements with their agent.

· Where exchange rate movements are uncertain it should be noted that agents
may be able to help reduce such risks to the library through their foreign
currency purchasing arrangements. Libraries are advised to talk to their
agents about any suspected exchange rate problems well in advance of any
impending payment date.

It is clear therefore that by working very closely together with both
publishers and libraries, agents can provide the services to ensure that
renewal payments can be made in good time. Failure to pay in reasonable time
risks subscriptions breakdowns and increases costs for all parties involved.

ABOUT THE ASA
The Association of Subscription Agents and Intermediaries represents some 44
agents and intermediaries world wide including the larger international
agents. ASA Members probably handle well over 90% of all library
subscription purchases worldwide. A full list of Members is given on the ASA
Website (www.subscription-agents.org). It is the purpose of the ASA to
represent the interest of its Members and to promote good practice in
Members' services to both publishers and libraries.

The ASA has recently highlighted the need for publishers to provide a grace
period of one month for electronic journals rather than simply switching off
access on December 31 each year. This has been very successful with markedly
fewer problems this year than last. The position continues to improve and
has been of very considerable benefit to libraries. The ASA is also
requesting publishers to price as early as possible to enable libraries to
have sufficient time to make their renewal plans and enable them to pay in
good time for their renewals. Again publishers have been very sympathetic to
these requests.

The ASA is involved with many international bodies to promote good practice
and enhance relationships between agents, intermediaries, publishers and
libraries. Additional information on the ASA can be found on the ASA website
(www.subscription-agents.org)

Rollo Turner
Secretary General
ASA