Revised & Updated Library Management

LIBRARY AND INFORMATION MANAGEMENT
LISC: 552
COURSE COVER NOTE

(First Semester)
Prepared by
Mahendra Prasad Adhikari
CENTRAL DEPARTMENT
Master's Level of Library & Information Science
TRIBHUVAN UNIVERSITY
Kathmandu
2076
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Compiled by Mahendra Prasad Adhikari
LIBRARY HOUSEKEEPING OPERATIONS ...................................................................... 4
ORGANIZATION ..................................................................................................... 7
SELECTION AND ACQUSITION ................................................................................. 13
Serial Control & Management ...................................................................................... 20
COMPUTERISED SERIALS CONTROL OPERATIONS .................................................... 26
OUTPUT OF COMPUTERISED SERIALS CONTROL SUBSYSTEM OPAC ............................. 28
ADVANTAGES OF COMPUTERISED SERIALS CONTROL SUBSYSTEM ............................. 29
CONSERVATION AND PRESERVATION OF LIBRARY MATERIALS ..................................... 30
Different types of library materials: .............................................................................. 30
MICROFILM: .................................................................................................... 31
LIBRARY MAINTENANCE ....................................................................................... 32
NEED FOR MAINTENANCE OF LIBRARY RESOURCES ................................................. 32
BASIC FUNCTIONS OF LIBRARY MAINTENANCE ....................................................... 33
STACKING PRINCIPLES........................................................................................ 34
STACK MAINTENANCE ...................................................................................... 37
Methods for Books shelving : .................................................................................... 40
STACK MAINTENANCE FUNCTIONS ....................................................................... 40
WEEDING: Need for Weeding: Criteria for Weeding .......................................................... 41
Weeded materials may be sorted into a few categories as follows for further steps, .......................... 42
LIBRARY BOOK STOCK VERIFICATION...................................................................... 43
Objectives of Stock Verification ................................................................................. 43
Methods of Stock taking .......................................................................................... 43
Need for Stock Verification ...................................................................................... 45
Advantages of Stock Verification ................................................................................... 45
Disadvantages of Stock Verification ................................................................................ 45
Norms for losses of books ........................................................................................ 46
WITHDRAWAL AND WEEDING ................................................................................ 47
Withdrawal ........................................................................................................ 47
Weeding ........................................................................................................... 48
CIRCULATION CONTROL........................................................................................ 51
Definition .......................................................................................................... 51
Scope of Circulation work / Functions ........................................................................... 51
Library and information management
User Registration / Registration of members ....................................................................... 51
Purpose of Registration of membership: ......................................................................... 52
Lending of books / Charging ..................................................................................... 52
Discharging Process ............................................................................................... 52
Circulation Policy ................................................................................................. 53
Goals of Circulation Work / services ............................................................................. 54
6. User registration Systems ...................................................................................... 54
7. Semi-Mechanical Systems ..................................................................................... 54
8. Automated Circulation Systems ............................................................................... 54
9. RFID (Radio Frequency Identification) for purpose of securities ........................................... 55
12. Controlling Processes ......................................................................................... 55
16. Charging Systems ................................................................................................ 55
Browne Charging Systems ........................................................................................ 55
B. Newark Charging Systems .................................................................................... 56
17. Inter-library Loan (ILL) ......................................................................................... 56
Circulation Management............................................................................................. 56
Records and Statistics ............................................................................................. 56
ANNUAL REPORT ................................................................................................. 57
LIBRARY RECORDS .............................................................................................. 58
Need for Records .................................................................................................. 59
Authority File - .................................................................................................... 62
LIBRARY STATISTICS AND THEIR COMPILATION ........................................................ 63
What is statistics? ................................................................................................. 63
LIBRARY AUTHORITY (GOVERNANCE) ..................................................................... 66
Library Authority and Committee ................................................................................... 66
Library Committee ................................................................................................... 67
Functions of Library Committee ................................................................................. 67
Responsibilities of the Librarian toward Library Committee ................................................... 69
Library Rules ......................................................................................................... 70
LIBRARY FINANCE MANAGEMENT.......................................................................... 73
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UNIT -1
CONCEPTS OF ORGANIZATION AND MANAGEMENT
LIBRARY HOUSEKEEPING OPERATIONS

The core functionality of the traditional ILS has not changed. Traditionally, these functions
(subsystems) included acquisition of materials, cataloging and classification, circulation and
interlibrary loan, serials management, and reference services. The automated operations
considered in this study, viz., acquisition, catalog, circulation, serials control, OP AC, Services
and Administration. Each process involves a number of automated functions which are briefly
described.
1. Acquisition Module
The Acquisition module enables the library staff to handle the following major functions related
to acquisition of library material.
■ Suggestions management.
■ Ordering, cancellation and reminders.
■ Receiving and Accessioning.
■ Invoice Processing and Payment, including fund control.
■ Master file management such as currency, budget, vendors, publishers etc.
'Acquisitions' encompasses all aspects of the procurement of all types of library materials,
whether by purchase, gift or exchange, from the request stage through transfer of materials to
cataloguing. Fiscal processes are also included within the scope of acquisitions The major
objectives of automated acquisitions systems may be summarized as follows:
 To reduce labour- and paper-intensive work involved in manual acquisitions
 To maintain up-to-date information/record of all activities involved in acquisitions
 To have effective and efficient control over ordering, claiming and cancellation functions
 To provide accurate and timely financial information
 To provide necessary management information reports, whenever they are required.
1. Detailed Annual Budget 10. Accessioning Process
2. Selection Process 11. Routing and Bindery Preparation
3. Approval Process 12. Print of Accession Register
4. Order Process 13. Print of Invoice Register
5. Standing Order 14. Print of Spine Label
6. Receiving Process 15. Data conversion in Standard Format
7. Invoice Process 16. Communication through Email to the
8. Payment Process Vendors
9. Reminders to Vendor Process
2 Serials Control Module
The complex job of keeping track of serials can easily and effectively be handled by using
Serial Control module. This module broadly handles the following functions:
1. Suggestions.
2. Subscription (renewal and new subscription).
3. Payment including fund control etc.
4. Check in of issues including prediction of issues arrival.
5. Reminder generation.
6. Binding management.
7. Master database management.
8. Search status of every item.
9. Reports generation etc.
The major objectives of automated serials control system may be summarized as follows:
1. To have effective and efficient control over subscriptions, claiming and
cancellations activities
2. To record and maintain accurately and timely the serials holdings data
3. To have a good control over binding and related activities
4. To provide accurate and timely financial information
5. To provide necessary management information reports, whenever they are required
6. To reduce labor- and time-consuming work involved in manual serials control
systems
a) Detailed Annual Budget
b) Selection Process o) Tracking Vendor Licenses and
c) Approval Process Licensing Agreements
d) Subscription Process p) Print of Accession Register
e) Receiving of Titles Process q) Print of Invoice Register
f) New Order Process r) Bindery - Preparation of Sets
g) Renewal Process (continuation of s) Bindery - Order Process
Titles) t) Bindery - Invoice Process
h) Membership and Receipts against u) Bindery - Payment
Membership v) Title History - Change, Split,
i) Standing Order Merge, etc.
j) Invoice Process w) Title Holdings Details
k) Payment Process x) Communication through Email to
l) Checking Process for Title the vendors
m) Reminder to Publishers/Suppliers y) Article Indexing
n) Claiming Process
3 Catalog Modules
Catalog Module
a) Data Entry f) Report Generation
b) Retro conversion g) Catalogue Search
c) Export/Import of records h) User Services
d) Catalogue card generation i) Stock verification
e) Authority file maintenance
j) Bibliographic Standards - CCF and n) Multilingual facility
MARC 21 o) Authority Files
k) CCF: p) Classification Schemes
l) MARC 21 q) Printing Facility
m) Catalog Code - AACR 2 and CCC r) Catalog Card
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s) Added subject headings x) Data Conversion
t) Shelf list y) Z39.50 Protocol
u) Spine labels z) Metadata to Catalog Electronic
v) Barcode labels Resources
w) Barcode
4 Circulation Modules
The objectives of an automated circulation control may be summarized as follows:
 To create patrons details
 To record timely and accurately the loan transaction data
 To have efficient and effective control over dues, fines and records
 To accurately provide information about the status of a book and/or library loan
status of a borrower
 To provide necessary statistical and management reports.
The following sections briefly describe the functional requirements of an automated
circulation system.
Collection of Library Fee, Collection of Library Deposit, Print of Member Identity Card
Print of Bar Code for Member Id Card, Calendar, Renewal of Memberships (continuation)
Issue and Return of Items (Transaction), Issue of Items, Return of Items, Overdue
Issue/Return of Items using Barcode Scanner, Renewal of Items, and Reservation of Items
Reminders to the Users (Recall of a document), Issue of No-due Certificate, Reporting of
Missing of Items, Reporting of Lost Items, Collection of Overdue Charges, Maintenance
of Replacing Items, Maintenance of Damaged Items Inter Library Loan (ILL) Service for
Borrowing, Inter Library Loan (ILL) Service for Lending, Maintenance of Withdrawal
Items, Issue/Return of Loose Issues of Serials, Issue/Return of Back Volumes of Serials
Sending Notices by Email to the Users
5 Online Public Access Catalog Modules (OPAC)
a) Online Public Access Catalog Module n) Status of Title (Issued, reserved,

b) Author Search withdrawn)
c) Corporate Author Search o) Other Language Interfaces Available
d) Title Search (full title) on the System
e) Search by Word from the Title p) Article Titles in Periodicals
f) Search by Keyword Combined with q) Restriction by Date of Publication
Subject r) Restriction by Language of
g) Search by Subject Publication
h) Search by Using Boolean Operators s) Restriction to Periodicals,
i) Search by Accession Number Monographs, Series etc. (Format)
j) Search by Call Number t) Save / Download Data from the
k) Search by the Shelf mark of a Book Catalogue
l) User information u) Non-print Material
m) Serial Issues Received/Expected
6. Services Module
a) Interlibrary Loan Service (ILL) f) Listings Service/ Notification of New
b) Document Delivery Service (DDS) Materials
c) Web Access (Links from the Online g) Routing of Journal
Catalog) h) Table of Contents Service
d) Current Awareness Service (CAS) i) Bibliographical Enquiry Service
e) Selective Dissemination of j) Library Reference Service by E-mail
Information Service (SDI)
ORGANIZATION
Environment of more than one person working together for achievement of specific goal
is an organization. Living together and working together to achieve certain goal form an
organization. Organization is a structure in which work take place or organization is a step
or method of making logical arrangement of work of an enterprise as a part of
management and administration.
Group of people work togethergoalcoordination and control
In organization, to achieve goal, certain rules, control and co-ordination is needed and for
rule, control and coordination some tools and system is needed that system is called
management.
Library:
Library is a collection of documents and information where users can get knowledge
library helps in preservation of documents. It also helps to use of documents in proper
way and arrange documents for future use.
Library as organization:
Library exists in civilized and literate society it is developed and response to social
condition and needs of information. A collection of records of human thoughts and
experience preserved for the use by present and future generation.
The fulfill objectives of a library the collection of books and document should be preserve
and arrange in proper way. Dissemination of documents should be done in proper way.
As the collection grows a single person will not be able to handle all the activities of a
library. There will be need of more than one employ that is need of team work. Hence,
library can be considered as formal organization. Library is also known as service
providing organization like Hospital, School etc.
The steps of management are as follows
1. Planning
a. Goal setting
b. Time setting
c. Procedures
Steps of organization
a. Involves grouping, major activities
b. Assigning work to different departments and individual
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Organizing is a process of identifying and grouping the work to be performed defining
responsibility and establishing relationship among workers to work in more effective
way for achieving goal.
Organization Structure:
As a result of organizing, the structure of organization is formed. The outcome of the
organizing process is a set of formed relationships which is known as organizational
structure.
a. Defines the authority responsibility relationship.
b. Organizational structure is concerned with creating different departments and
also division of work.
c. Definition of individual job and their relationship to each other.
d. Organizational structure is the source of information about how responsibility is
distributed.
e. How individual positions are co-ordinate
f. How information is officially disseminated.
Organizational structure  change  re-structure re-organizing.
A. Organizational chart clarifies
a) Graphic representation of organizational structure
b) Relation of one department at another
c) Complete structure of organization at one glue
d) Workload of any particular, department
e) Position of an individual
f) Promotional channel
g) Information channel
h) Chain of command
Chief
Librarian
Deputy Librarian Deputy Librarian

Technical Section Administrative Section
Library Library Library Administ Account Service

officer Library
officer officer rartion Section section
officer
Catalogu Mainten Acqusition Classifier Section
ing ance Procesing
Docume
Circulation Reference
ntation
Organizational chart showing line and staff organizational unit of a library

In above chart the main line of authority flows from the direction down to the deputy
librarian and from that position down to other functional departments with services as sub
system of the organization. The deputy librarian reports to the chief librarian the head of
acquisition, circulation, reference, technical service department report to the deputy
librarian. These human resources perform only in advising works and have his authority to
give instruction to other departments but his authority for supervising the payroll
functions. Every library regarded of sizes should here and up to date organization chart to
help all the stay to understand to relationship with the library.
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SELECTION AND ACQUSITION
BOOK SELECTION AND ACQUISITION METHODS IN LIBRARY
1. Acquisition:
Library work can be divided into two types: one is work with readers/users another is work
behind the readers. Selection and acquisition is related with the work behind the readers.
Acquisition of work is pre-requisite of a library continuous process. Books are basic materials
which are to the users. We can acquire books by purchase, gift or donation, by membership,
by exchange by interlibrary loan.
Reason for selection:
Every document may not be useful for library. It should satisfy objective of the library. It
should satisfy the users. It should be according to library budget.
Objectives of acquisition:
Collection of relevant materials for maximum utility without delay at minimum possible cost.
Also no subject must be ignored.
Person who is responsible for selection:
Who have wide knowledge about publisher, book markets, and sources for acquisition active
and experienced?
2. Book Acquisition Methods of Various Library.
Book acquisition means the methods by which collection is build or added to the stock of
library. These methods may be:
 By purchases;  Inter library loan;
 Gift and donation;  Deposit on copyright law (Only for
 Exchange; National Library)
A. By purchases:
More enhance is now it laid on selection and acquisition to purchase. Most librarians try to
purchase necessary reading material for library according to libraries annual budgets, for this
the librarian orders books to the publisher.
Such as:
 Which gives the maximum discount?
 Which gives speedy service?
 Which gives bill in local account?
 Which is most prompt in rectifying mistake?
Acquisitions by purchase, number of methods are followed by libraries. They are:
1) Tender system
2) Quotation method
3) Direct ordering with publishers
4) Standing vendor method
5) Dealer Library Plan (DLP)
6) Standing order
7) Books-on-approval
8) Open purchases
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B. Gifts and donations:
Gifts and donation are valuable source of enriching the libraries book collection. Some
policies are maintained for gifted materials. Such as:
 Gift should be examined in relation to the purpose and programe of the library on a long
range basis.
 All gifts materials must be properly organized like purchase materials.
 Gift indicating „received on donation‟ should be acknowledged thanking a donner.
C. Exchange:
Exchange is another important method of building up the library collection. It comprised
those which the library can exchange with some other library. It is the only way overcoming
international barriers. Such as:
 Procurement of out-of-print and rare books, that can-not-obtain from any other sources.
 Acquiring publication, which are not for sale or not distributed in the usual book trade
channel? i.e. foreign government publication and reports.
 Obtaining own government publication on a regular basics.
 Using the best advantage the duplications of a library as well as it owns publications.
D. Inter library loans: Inter library loans means changing library materials between two or
more libraries. In this aspect the librarians service as following.
 His aim must be acquired for stock of the material, which is library to be most
frequently used.
 He will be influences by knowledge or what is available in other institutions in the
locality.
 He will also be aware of the possibility for borrowing both national and international.
E. Deposit on copy-right law: Some reading materials are deposited only for National
Library on copyright law. Through only National Library can get the opportunity, but other
library can also collect this type of library on permission of National Library.
Steps / Criteria / Guidelines to be Adopted in Book Selections:
The selection of library materials is done on the basis of informational, educational, cultural
and recreational value. These materials are selected in agreement with the goal and mission
of the library. The following general criteria‟s are used in selecting a document for the
development of the collection.
What should be selected?
a) Criticism, comments, reviews; published journals are to be consulted,
b) Recommendation of the various heads of the departments; Readers suggestion;
Suggestion of the library staff
c) The need of the users must be satisfied with the selected books;
d) Books which will satisfy the maximum number of readers should be selected;
e) Latest book selection tools as well as bibliographies; publisher‟s catalogues should be
consulted to select the best books;
f) Cheap, unnecessary book should not be purchased;
g) While selecting reference books, attention must be paid to the name of the
contributors and bibliography attached in the article;
h) Latest edition of reference books should be selected;
i) Author, Publisher & producer reputation
j) Artistic merit of literature;
k) Books should be selected on the basis of local interest;
l) Selected books should have the ability to fill the subject gap in the collection
development;
m) Easy access to non-print materials;
n) Up-to-date maps and atlases must be selected;
o) Provision for online access to digital resources;
p) Compatibility of digital resources with the libraries information technology
infrastructure;
q) Book selection policy should give direction to which materials are to be weeded and
preserve.
r) Document should be popular interest and permanent value
s) Currency of information, Local demand, Readability, Accuracy
t) Relationship to existing collection materials
u) Significance of the subject matter, Popular demand
v) Cost budgetary constrains
w) Critical assessments in a variety of journals
According to Ranganathan (1952), book selection work should be done in such a way that the
Five Laws of Library Science are satisfied. The Five Laws are as follows.
• Books are for use
• Every reader his/her book
• Every book its reader
• Save the time of the reader
• Library is a growing organism
The first three laws are concerned with the reader book relation; forth law with time and fifth
law with the development of the library.
3. Tools for Library Material Selection:
A library cannot fulfill its aims and objectives unless it is supplied with the latest reading
material. It means the librarian must know the latest reading material published in various
branches of knowledge. An acquisition section in-charge without latest bibliographical tools
at his desk is just like a soldier on the battlefield without the gun. To get necessary
information about books, place of publication, price, edition, pages, ISBN etc. In University
libraries for successful acquisition worked, the following tools are widely used.
• Printed catalogues of University libraries.
• Union catalogues.
• National bibliographies.
• Subject Bibliographies.
• Books in print and similar publication.
• List of periodicals.
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• List of reference works.
• Publication lists of Universities, research institutions.
• Lists of current issues of journals.
• List prepared by government departments and professional organizations.
• Booksellers and publisher catalogue and trade lists.
• Suggested reading lists of syllabus of various courses.
• Lists of theses and dissertations.
• Lists of audio and visual materials available in the market.
• Catalogues of CD-ROM database and online databases.
4. Other tools for Book Selections:
Books can be selected in a proper way if we know the relevant sources for selection. It
includes: book reviews, readers‟ suggestion, and bibliographies.
a. Book reviews:- Book reviews” means review or criticism found in periodical usually on
new books. It is an important source of book selection. Book review is published with
several names: book reviews, new thought, new Publication, see your book, current books,
your books of the week etc. So, that proper book selection process can be done.
b. Reader’s suggestion: It is the main source of book selection. Sometimes suggestion
becomes very valuable in the book selection process. A suggestion register should be
maintained by the library for this purpose. Libraries should keep a suggestion box preferably
near the entrance of the libraries.
c. Subject bibliographies: It is usually a list of books article and other reading material on a
given subject. It helps in selecting a book for particular subject.
d. Author bibliography: Author bibliography is a list of books written by a particular
author. It also helps in selecting books of a particular author.
e. Selective bibliography: It is a list of best book on a subject or a group of subjects. An
average library uses this method for selecting book in the library.
f. Bibliography of bibliographies: It is a list of bibliographies. It helps in selecting
bibliographies for a library which is an important tool of book selection.
g. National bibliography: It is a list of books published in the country in different
languages which are mostly published in the printed form. It is a complete record of printed
output in a given country without any limitation.
h. Reading list: It is a list of most favored books on the particular subject.
i. Prospectus: It is useful in book selection. Universities and other examination centers
publish the prospectus. It gives a list of book for every subject for every examination.
j. Year book: It is a list of books published in the particular year arranged according to
subject or particular language.
k. Library Catalogue: Catalogue is published in bigger libraries. It also helps in book
selection.
5. Ordering Procedure
We have described the procedure until the selection is finalized and the lists and the cards
are forwarded to the Procurement Section for placing orders. What follows in this section is
the procedure relating to ordering the selected items. Ordering procedure relates to three
stages:
• Pre-ordering work • Order placing work • Supply receiving work
i) Pre-Order Work
Pre-order work includes various jobs connected with:
• Invitation of tenders or quotations
• Tabulating the quotations
• Fixing the suppliers or appointing standing vendors, and
• Signing the contracts.
ii) Order Placing Work
Order placing work consists of the following job items:
• Tallying • Listing
• Scrutiny and elimination • Transmitting
• Sorting • Filing
• Costing estimating
iii) Supply Receiving Work
Supply receiving work includes jobs like
•Taking delivery
• Tallying, collecting and checking
• Cards picking and noting
• Transmitting for accessioning
6. Processing work:
It is the separate section technical selection processing work alone in library. The activities of
the technical department of a library which has the responsibility of processing and
organizing the document collection by classifying, cataloguing and preparing the documents
for use.
a) Transform a collection of books to serviceable books.
b) The function of the selection is behind the users.
c) Books acquire by library need to be technically processed before use processing work
is process after accessing and before shelving.
Need of processing work:
Without processing books cannot be given for use; the reason for processing are:
1. It helps to arrange books in a systematic way
2. Helps users to identify the books of the shelves
3. To locate the books
4. To know whether a certain book is in the library or not
5. To facilitated charging and discharging
6. Easy to prepare list of additions
7. Helps in stock taking verification, rectification and soon.
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Processing involves following operations: procedures and routines:
• Physical processing work
• Classification work
• Cataloguing work
• Coordinating work
• Releasing work
• Card filing and catalogue updating work
• Classification
• Cataloguing
• Preparation of the volumes for public use
• Correction of call numbers and catalogue entries
• Binding
• Classification and cataloguing codes
• Catalogue cabinet
a. Physical Processing Work:
The coordinator should examine each document and satisfy having that -
• All pages are cut open
• Easing work is duly done
• Library stamp is put on all conventional places and
• The Book Plate, the Book Pocket, the Date Label and the Book Tag are correctly
placed and properly fixed
b. Classification work: Preliminary sorting
• Checking with the catalogue
• Determining the specific subject
• Assigning the Class Number
• Assigning the Book Number
• Assigning the Collection Number
• Writing the Call Number on the book
• Duplication checking
c. Cataloguing Work:
• Assigning of appropriate Subject Headings
• Preparation of the Main Entry
• Preparation of the Added Entries
• Writing the Tracing
• Writing the Shelf-list Card
• Writing the Book Card
• Forwarding
d. Coordinating Work:
• Scrutiny (inspection) of Physical Processing Work
• Scrutiny of Accession Numbers
• Scrutiny of Call Numbers
• Scrutiny of Subject Headings
• Scrutiny of Catalogue Entries, Shelf-list Card, and Book Cards.
e. Releasing Work:
• Inserting the Book Card in the Book Pocket
• Separating the Shelf-list Cards
• Separating the Main Entry Cards
• Separating the Added Entry Cards
• Arranging the Main Entry Cards in the classified order
• Typing out the Accession List from the Main Entry Cards
• Noting the Date of Release on the Date Label of each document
• Putting the books on the display rack
f. Preparation of the volumes for public use
• Correction of call numbers and catalogue entries
• Binding
• Classification and cataloguing codes
• Catalogue cabinet
• Card filing
• Book Shelving
• Location / Bay guide
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Serial Control & Management
ACQUISITION SYSTEM OF PERIODICALS (PRINTED DOCUMENT)
Acquisition and ordering is a difficult phase in periodical management. Periodicals may

be acquired in the acquisition department. Periodicals acquisition include identifying and
verifying the existence of the item, ordering, receiving, checking, paying, renewing,
claiming, or canceling as needed. Periodicals are identified, ordered, received, . Paid for,
catalogued, renewed, claimed, re-catalogued after the titles change, and renewed again
until they are ceased or cancelled. Budget and curriculum are main factors taken into
consideration while acquiring the periodicals publications. A periodical is a publication
issued in successive parts at regular intervals.
A periodical that appears at fix intervals
a. Daily e. Bimonthly
b. Weekly f. Quarterly
c. Fortnightly (15 days) g. Half yearly
d. Monthly h. Annually
In Periodical we find:
a) Current research finding d) Research reviews
b) New Enovation's, discoveries e) New about the ongoing research
c) Progress of research
Need:
a) Periodicals helps to communicate latest information quickly
b) The some information may take considerable time to be published in a book form
c) Most of the materials reported in periodicals is never published in books
d) Also certain volume of periodical is not printed again as a book
e) That is the reason for keeping back volumes of periodicals in library.
Primary and Secondary Journal
Journal - Periodical dealing with a special particular subject:
Primary Journal: constitute basic source of latest information they carry original
scholarly paper eg. Annals of Botany
Secondary Journal: review and analysis of article indexing and abstracting journals are
called secondary Journals. Example: Annual review of Botany, Chemical abstract, Library
and information science abstract.
Work in periodicals section:

a. Different from books e. Distributing periodicals to reading
b. Cannot delay for processing room
University Library: Periodical section f. Claiming missing volumes
c. Selection & acquisition of periodicals g. Keeping necessary record
d. Receiving, recording and stamping h. Preparing periodicals for binding
Selection
a. Budget section, recommended by specialist and respected HOD
b. Recommended by library staffs
c. Opinions of librarians of other institution
d. Reference counting (by self)
The serials or periodicals which are cited very often by special in their books and research
articles
Mostly abstracted and indexed journals
Tools used:
Directories of periodicals are consulted eg. Ulrich International
Periodicals directory: The world list of scientific periodicals
The prepared list is placed before library committee for approval of the list
Periodical can be acquired by:
Following are the means of acquiring periodicals to libraries:
a) By subscription to publishers of the periodicals who mail copies directly to the
libraries.
b) By dealing with the vendors/agents (standing orders)
c) By purchasing from a local book shop or news agents
d) By taking the membership of the learned society or professional body.
e) By gifts / Donation
f) Exchange programmers with the home publication
g) Deposits
h) Bid Contracts
i) Government Agencies
j) Institutional membership
Periodical are purchases either by direct subscription with the publisher or through agents
These may be few periodicals cannot be handled through agents and require membership
of association or institutions. The library subscribes individually such cases.
Steps in Ordering of Periodicals
i. Preorder Preparation v. Back issue orders
ii. Time to Order Materials vi. Check-in
iii. Selecting Subscription vii. Routing of Periodicals
Services viii. Claiming
iv. Renewals and ix. Invoices and Payment
Cancellations x. Normally placed annually
Generally at basis of until forbid i.e. until library required that is to be discontinued.
Point to be considered:
a) Advanced payment
b) Handling charges (Agents)
c) Postal charges
d) Conversion rates (foreigner book)
e) Missing issues
f) Time to supply
Problems in Periodicals Acquisition
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i. Subscription Procedure viii. Loss of periodicals in Transit
ii. Problem of Increase and High Cost ix. Consistent Policy for Subscriptions
iii. Inadequate Rules x. Procurement of Back Files
iv. Identification of Core-Journals xi. Cost of Journals Vs their circulation
v. Proper Selection of Journals xii. Periodical Budgets
vi. Determination of Actual Use xiii. Improper Binding Facilities
vii. Refund
Selection of serials for new subscription
1) Renewal and discontinuation 5) Payment
2) Selection for approval 6) Acquisition
3) Approval process 7) Receiving
4) Ordering 8) Claiming
Cataloguing and Article Indexing
Cataloguing
Article indexing
Circulation and Binding
Circulation Receiving
Binding Payment
Binding set selection Reminder
Order process
Recording of Periodicals:
The arrival of periodicals has to check very carefully. The non-arrival of particular issue
of periodicals is required to be noticed promptly and send notification otherwise the
library would never get it.
Methods of periodicals record maintaining
1) Register system 4) Three card system
2) Ledger system 5) Kardex system
3) One card system
1. Register system:
For small libraries (2-3 dozen periodicals)
The auditors also insist to maintain permanent records
Sample of register system
Name of the library
Place of ...... for the period
Title Volume Publisher Period Bill Subscription Remarks

and supplier no. Amount
year Date
Jan Feb Mar .. .. Dec
As soon as the issue of a periodical is received the date of its received is entered and
similar date is put on the title cover of the periodicals. At ownership stamp also put on the
title cover.
2. Ledger system:
Bigger libraries may use ledger system
Each periodical is allotted one page in the ledger
An index of the periodicals subscribed is given in the beginning of the ledger. The major
advantage of this system is that each page will explain receipt of the various issues of the
periodicals
Can be used for many years
The main disadvantage is each page has to be examined to note the non-receipt or overdue
issues.
3. One card system:
The system may be useful for the libraries subscribing 100 periodicals
Blank cards 6"*4" with the following columns are used.
Name of the library.... Place......
Title ... frequency of publication
Supplier...
Year: Jan Feb Mar.... Dec.
Volume
Verso of the card
Year and Bill no. Subscription Voucher Reminder Bound up Remarks
volume and date amount No. and sent
date
 A card is prepared for each periodical at the time of ordering

 The date of receipt is entered in the concerned periodical card.
 Cards are arrange in alphabetical order in a tray
 Payment of the subscription is entered on the verso of the card in the relevant
column.
 If any issue is not received reminder is sent and noted in the verso of the card.
 For sending reminder all cards have to be scanned.
4. Three card system:
Introduced by S.R. Ranganathan
Three cards of 5"*3" is used
Register card, check card, classified index card.
a. Register Card: The register card record the information like the periodical
Publisher
Supplier
Frequency of Publication
Date of payment
Complete data showing receipt or non-receipt of particular issue
Register card is arranged in alphabetical order
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b. Check Card: Check card is the most important part of this system.
Helpful for checking receipt or non-receipt of particular issue
Hence, reminder can be sent without any loss of time.
In this card easy to check and is made possible by the mechanism of dividing a year into
60 weeks as there can be 5 week in a month.
60 guide cards are prepared, the guide cards are numbered as follows: 1.1,1.2,1.3,1.4,1.5
(for month of Jan and 2.1,2.2,2.3,2.4,2.5 (month of Feb
a. The guide card are arranged in numerical order
b. Check cards are arranged in alphabetical order
c. The check card of the periodical due in a particular week is field behind the
concerned guide which is checked in that week.
d. One day may be fixed in a week for checking
e. Shifting check card depends upon frequency of publication of a periodicals
examples: a check card is behind 2.3
f. If the publication is weekly the next due week is 2.4
g. If the publication is fortnight the next due week is 2.5
h. If the publication is monthly the next day week is 3.3
c. Classified index card:
a. Provide additional information like volume available in library
b. Periodicals of a particular subject
c. Arranged in classified sequence based on the class number.
Advantage of three card system:
a. It saves time of readers and staff
b. Check card provide an automatic mechanism for sending reminder
c. Enquiries about periodicals can be answered quickly by the help of alphabetical
(register card - Title) and classified arrangement (classified index card -subject)
arrangement.
5. Kardex system:
a. A steel cabinet with several sliding drawers are used
b. Each drawer, contain many cards holders.
c. A cabinet can hold more than 500 cards
d. It consists two card
i. Bottom Card
ii. Top Card
i. Bottom Card: At that time of ordering of journals one bottom card is prepared for
each Journal.
a. Title and other information are typed or written on the lower portion of the
card
b. In addition to the users information is card contain information about
i. Library has
ii. Library Lacks
iii. In binding
iv. Nature of binding
ii. Top Card:
a. The second card is called top card, serve the purpose of keeping records of
payment receipt of periodicals.
b. The issuing reminder or sending reminder and keeping record of them
c. Checking after recording
d. Unwrapping the packets
i. Checking the address
ii. Unwrapping carefully
iii. Arrange alphabetically according to record order.
iv. Recording
v. An ownership mark is put on title cover with date and initials of the
assistant.
vi. Display of periodicals
In smaller library very few periodicals are subscribed so no special problem for
displaying. They are kept in reading tables.
In university and research libraries much emphasis is given on the acquisition display and
preservation of periodicals because the latest researches in various subjects are reported in
periodicals.
Rack with horizontal shelves and sloping one (back volumes in horizontal) and current in
Inclined plane. Rack with pigeon holes. Periodicals may be arranged in alphabetically
(with Title) or
Classified manner
By language
Generally periodicals are not issuable
For special purpose in special condition it can be release for teachers, staffs.
IF BASIC FACILITIES AVAILABLE IN COMPUTERISED
SERIALS CONTROL SUB-SYSTEM

Management of serials requires frequent and repetitive record addition or amendment.
Computerization is an attractive proposition for serials control because of this reason. The
serials control module of any Library Management Software (LMS) should provide
following basic facilities to cope with the complexities of the management of periodicals
and other serials publications.
The typical facilities available in general for handling serials control activities are:
1. New subscription
2. Renewal of subscription
3. Cancellation of subscription
4. Budget control – Department/unit-wise budget;
5. Invoice processing – Invoice for individual issues, or for annual (or other period)
subscription;
25
6. Recording the receipt of journal issues – Formula for generating expected issues;
7. Managing (sending claims for) missing issues - Sending reminders
8. Needs to be able to cope with “special editions”, supplements, and indexes;
9. Should also be able to cope intelligently with name changes (of publication,
publisher) and merges or splits (i.e. one journal becomes two, or two join together);
10. Binding control;
11. Accessioning bound volumes - Barcoding of accession numbers;
12. Report generation;
13. Listing the periodical for browsing – Hyperlinking the e-journals;
14. Editing and updating of records;
15. Searching:
a. By title
b. By publisher
c. By distributor
16. Sorting by date or volume/issue number;
17. Printing;
18. Options for Web-OPAC;
19. Table of contents and other personalized information services;
20. Article indexing – The serials control module should support indexing of journal
articles by author, title, and subject keywords. There should be option for bulk
import in some format; and
21. Union list and union catalogue – The module should support creation of union list
and union catalogues. The union list is the list of journals currently subscribed in
different affiliated libraries. In union catalogue the complete holding information is
given along with all its missing issues, discontinuation in subscription, changes in
title etc.
COMPUTERISED SERIALS CONTROL OPERATIONS
The fundamental work of any serials control subsystem, manual or automated is to record
the arrival of each part or issue of serials in the library. Other tasks are to:
1) Renew existing titles (if approved by the authority);
2) Place subscription for new titles;
3) Cancel subscriptions;
4) Follow up delayed and missing parts;
5) Prepare lists of newly arrived issues/parts;
6) Prepare lists of serials holdings;
7) Provide user services; and
8) Arrange binding and accessioning of back issues etc.
Creation and Maintenance of Master Database
• Title Master • Subject Master
• Country Master • Frequency Master
• Language Master • Budget Master
• Supplier / Publisher / Binder • Currency Master
Master • Delivering Mode Master
• Air freight • Shipment / Postal
• Surface Air Lifted • Hand delivery
• Generally publishers charging extra payment for air mail. This file includes different
mode of supply for making these information available for data entry work in various sub-
modules. Binding Type Master
Physical Media Master Letter Master
Subscription and Acquisition
This group of activities involves the following basic tasks
1) Selection of serials for new subscription;
2) Renewal or discontinuation of existing journals/serials;
3) Selection of delivery mode;
4) Selection of subscription mode;
5) Formulation of terms of procurement;
6) Selection of vendors;
7) Approval from authority;
8) Ordering and renewal;
9) Payment;
10) Receiving and registration;
11) Reminder generation; and
12) Adjustment of advance payment for non-receipted issues
All the above listed tasks may be organized into three groups and may be represented
diagrammatically as:
Selection of serials for new subscription
1) Renewal and discontinuation 5) Payment
2) Selection for approval 6) Acquisition
3) Approval process 7) Receiving
4) Ordering 8) Claiming
Cataloguing and Article Indexing
Cataloguing
Article indexing
Circulation and Binding
 Circulation  Receiving
 Binding  Payment
 Binding set selection  Reminder
 Order process
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OUTPUT OF COMPUTERISED SERIALS CONTROL SUBSYSTEM OPAC
1. Title – Current titles – Complete holdings – Key title
Linked title – Variant title
2. Subject – Broad subject heading – Subject divisions, descriptors and class number
3. Publisher
4. Title history – Title split – Title merge – Title change – Title holdings
5. ISSN
6. Free text OPAC supports both simple and composite searching along with the
application of Boolean operators (AND, OR, XOR, NOT), positional operators
(SAME, WITH, NEAR, ADJ) and relational operators (less than, greater than,
equal to, less than or equal to, greater than or equal to, not equal to). OPAC also
enables users to specify the amount of bibliographic data to be displayed during
retrieval.
Reports and Lists
1. List of suggestions
2. List of approved titles
3. List of titles order
4. Subscription overdue list
5. List of titles cancelled
6. Order letter
7. Payment report
8. Title report by – Alphabetical order – Language – Subscription – Physical media –
Budget head – Department – Class number – Supplier – Receipt mode – Delivery
mode – Location
9. Country – Publisher – Status – Frequency
10. List of issues received
11. List of non-receipted issues
12. List of missing issues
13. List of issues by status
14. Reminder letters
15. Binding reports
16. Binding details – Binder wise – Title wise – Binding received
17. Payment details
18. Accession register
19. Title history reports by – Title changed – Title split – Title merged – Title holdings
20. General reports by
a. Publisher – Vendor – Binder
21. Statistical reports – Yearly and monthly reports – Subject wise statement – User‟s
usage statement
These reports can be consulted online or printouts can be generated in off-line mode.
Information Products
Information products from serials catalogue database:
1. List of recent arrival for issues of a group of journals (as selected by users);
2. List of journals available on a particular discipline;
3. Discipline-wise holding list of serials;
4. Title wise holding list of serials;
5. Union catalogue;
6. List of current subscription;
7. List of currently available indexing/abstracting journals; and
8. List of serials status.
Information products from article indexing:
1. Table of contents service of a group of journals (as per user selection);
2. Compilation of subject bibliographies;
3. CAS and SDI services in online and offline mode;
4. Online database searching and retrieval;
5. Altering services on specific topics (online/off-line);
6. Compilation of abstract bulletin on any given topic;
7. News compilation services; and
8. Product compilation services.
ADVANTAGES OF COMPUTERISED SERIALS CONTROL SUBSYSTEM
1. It reduces workload of library staff and ensures more productive use of manpower
especially in the development of information products and services;
2. It acts as a decision support tool for the library authority;
3. It can generate various reports in required formats for MIS activities;
4. It ensures timely reminders generation and better binding control;
5. It offers easy and simple solutions for fund accounting, payment management and
budget control;
6. It offers easy creation and maintenance of article indexing database and thereby
generates number of user services on demand;
7. It helps library staff in quick production of serials holdings and list of recent arrivals in
many forms;
8. It facilitates online access to the serials database from anywhere at any time in any
format;
9. It predicts the arrival of journal issues and generates schedules for receiving journal
issues;
10. It can manage export and import of cataloguing data for serials received by the library;
11. In an integrated serials control module, the master database supplies most of the
bibliographical, financial and administrative data at the time of data entry work. This
approach ensures standardization of entries and also eliminates data redundancy; and
12. It supports generation of a variety of information products and user services in the
desired form and formats.
29
CONSERVATION AND PRESERVATION OF LIBRARY MATERIALS
Introduction:
Conservation is a term, which embraces three closely related ideas, "preservation,
protection and maintenance." According to American Council of Learned Societies
(ACLS) area of conservation commences with the creation of text, extends to publication
thence to acquisition and then storage in the library for access and use. This means
conservation concerns v/itch authors, publishers, librarians and readers. But librarians
have more responsibility of preserving the library reading material. The term conservation
is two folded i.e. preservation and restoration. In preservation, preservative measures are
taken to stop or to check or retard deterioration, and in restoration, special treatment is to
be given to the reading materials in order to bring them back to their original shape.
Restoration is a technical area and needs special skills, which may not be possible for
every librarian to possess it. The library material is handled either by the library staff or
the users. The terms conservation, preservation and restoration are defined by various
organizations. International federation of Library Associations and Institutions (IFLA) [5]
has defined these terms as under.
Preservation: - Includes all the managerial and financial consideration including
storage and accommodation provisions, staffing levels, policies, techniques and
methods involved in preserving library and archive materials and the information
contained in them.
Conservation: - Denotes those specific policies and practices involved in protecting
library and archival materials from deterioration, damage and decay, including the
methods and techniques devised by technical staff.
Restoration: - Denotes those techniques and judgments used by technical staff engaged in
the making good of library and archives material damaged by time, use and other factors.
Harrods's Librarians Glossary [6] has defined these terms as
Conservation (Archives): The use of chemicals and other physical procedures in
treatment or storage to ensure the preservation of a document.
Preservation (Archives): -
a) The primary functions of an archive depository to provide adequate facilities for the
care, protection and maintenance of the archives of whatever kind,
b) Specific individual and collective measures taken for the repair, restoration,
protection and maintenance of the archives.
Different types of library materials:
MANUSCRIPTS:
a) Written by hand and not printed, abbreviated as MS-singular and MS-flural.
b) A book, document or the like written by hand, writing hand, writing of any kind as
distinguished from printed matter.
c) Written character or written document in general, writing as opposed to print
RARE BOOKS:
Which is the Rare Book - Relation to each damaged book to the entire collection?
- Research or historical importance of the volume
- Importance based on frequency of use.
- Permanent versus temporary importance of each book
GRAPHIC MATERIAL
The graphic material can be categorized into following groups:
a) Charts b) Diagrams c) Graphs d) Posters, painting
MAP
Types of information made available from map is
1. Surface features such as rivers, plains, mountains and other land or water forms.
2. Places and their location or distance from each other.
3. Scientific data such as movement of air masses, ocean currents or geological
formations.
4. Social or cultural data such as population or language pattern.
5. Political data such as boundaries between states or countries, types of government
or election result
6. Economic data such as industrial production, agricuKural products or trade patterns
among nations
AUDIOVISUAL MATERIAL:
GRAMOPHONE RECORDS:
FILMSTRIPS:
Common purposes for using filmstrips are as follow:
1. To provide a basis for understanding symbols.
2. To help teaching skills i.e. "flow-to" filmstrips are common.
3. To provide information.
4. To stimulate aesthetic appreciation.
5. To develop interest in further pursuit of topic
FILMS
MICROFILM:
Deterioration agents for library material:
A) LIGHT: E) GASEOUS AIR G) FUNGI
B) DARKNESS POLLUTION H) INSECTS:
C) HEAT: F) PARTICULATE I) PEOPLE
D) HUMIDITY MATTE J) DISASTERS
Conservation and preservation method
According to Ross, preservation can be achieved by two methods, one is preserving the
artifact, and the the other is preserving the intellectual contents. Preserving the artifact
(Physical)
I) Refurbishing and collection maintenance
II) Fumigation
III) Protective enclosures: a) Encapsulation b) Phase (Phased) boxes c) Other Boxes. d)
Document folders e) Slipcases f) Shrink-wrapping
IV) Binding: a) Recessing b) Sewing through the fold c) Double-fan adhesive binding d)
Over sewing e) Other binding methods f) Strengthening paperbacks.
Preserving the intellectual content: Reformatting.
31
a) Photocopying
b) Microfilming
c) Photography [Film]
d) Digitization
FUMIGATION
ENCAPSULATION
LAMINATION
BINDING AS A PRESERVATION MEASURE
PHOTOCOPYING
MICROFILMING
PRESERVATION PHOTOGRAPHY
DIGITIZATION
LIBRARY MAINTENANCE
INTRODUCTION
Maintenance of an institution refers to all such functions that are required or undertaken to
keep its systems, resources and facilities in good condition, at its original or designed
capacity and efficiency and for intended purposes. Maintenance of a library thus, includes
all such functions and activities as are essential for arranging book on the shelves,
maintenance of guides, stock verification and rectification (correct order) weeding,
binding and repairing, cleaning and ordering in the stock room, training staff for shelving,
assist users, display latest books or books jacket and Journals, etc. neat and clean keeping
its building, resources and facilities in good shape, fit enough for discharging library
functions and services efficiently. We can say the corrective and preventive maintenance
of library resources. The job that are carried out by maintenance section.
NEED FOR MAINTENANCE OF LIBRARY RESOURCES
Libraries build collections to meet information needs of their members; but it is also
essential and important to ensure that libraries meet their needs effectively as well as
expeditiously. This sort of goal can be achieved provided:
a) Library maintains its resources arranged in a systematic manner and
b) That the resources are regularly shelved in proper sequence and order which invariably
gets disturbed during use. The need for and purpose of library maintenance are:
1) To enable user-friendly access to library resources (This requires proper
organization of resources into sequences and keeping resources in each sequence
arranged in proper order on the shelves).
2) To help protect and preserve library resources against damaging agents (This
requires a proper system of cleaning and dusting of shelves and books on regular
basis).
3) To keep the collection in usable condition (This requires a proper system of
repairing damaged items and replacing missing book cards, tags, date slips in
library materials).
4) To keep the collection relevant to users (This requires implementation of a process
of weeding of out dated, out of course materials and of all such other materials as
are not in accordance with the aims and objectives of the parent bodies).
5) To ensure that the collection is kept safe and its stocks verified as per items in the
accession records of the library.
BASIC FUNCTIONS OF LIBRARY MAINTENANCE
The basic function of maintenance is to ensure orderly arrangement of library resources on
stacks and to undertake this function in accordance with the laws of library science in
general and saving the time of the reader in particular. There two components of library
maintenance activity:
a) Arrangement of resources and
b) Maintenance of shelf arrangement.
Arrangement of Resources
The arrangement of library resources is carried out in two stages. In the first stage library
resources are organized into broad groups of publications called sequences. In the second
stage, the resources in each sequence are arranged according to a selected system, into
shelves.
Sequence wise Arrangement
The arrangement of resources into sequences broadly depends upon the category and size
of library. A small library may have only two sequences, books and periodicals. The
guiding principles for choosing sequence, in case of larger libraries, are the internal and
external characteristics of resources. Internal characteristics are related to the content of
publications, while the external are concerned with the physical features of publications.
The actual adoption of sequence wise arrangement also depends upon the category of the
library i.e. public, academic, or special.
Internal Characteristics
a) Language of subject-content, (English, Hindi, Urdu)
b) Levels of treatment of the subject-content (Children, Adult, Neo literate,
Research Scholars, etc.)
c) Style of presentation of the subject-content (Reference books, Statistical tables,
Quotations, Geographical information, Textbook, etc.)
d) Content value (Antique or rare, due to one or other reasons).
External Characteristics
1) Size of the book (under size, normal book, over size).
2) Physical condition (Brittle paper, profusely illustrated, Binding of rare quality).
3) Quality of base materials used for recording information (papyrus, leather palm
leaf, film tape).
33
4) Method of transcribing information (Manuscript, Printed). The above
characteristics may be used independently or in combination, to decide the number
of sequences for a library collection.
Libraries also form sequences to satisfy local needs, independent of internal or
external characteristics. These include:
1) Personal Collection of an eminent person given to a library, e.g. “Sir Aushutosh
Collection” at the National Library, Kolkata.
2) Collection bringing together total library resources on a person or area where
these become in themselves a subject of study, e.g. Chinese Study Collection, or
NEHRUANA.
3) Temporary sequence.
Libraries may put together books on
1. A theme of a conference being organized by the parent body
2. An event of significance taking place in the library campus or in the country e.g.
Non Alignment Conference, Common Wealth Games
3. A person who has been conferred with an honor of international significance e.g.
Nelson Mandela.
4. Arrangements of Publications on the Shelves. The question of physical
arrangement of publications in shelves comes after the sequences needed in a
library have been finalized. Library materials in any sequence must be shelved
according to a method which makes identification of the desired title on the shelf
accurate and easy.
STACKING PRINCIPLES
Ranganathan's Laws of Library Science give clear guidelines to the ways of organizing
stack rooms and the arrangement of books on shelves. Use of documents, rather than
preservation being the main concern of libraries leading to the introduction of open access
system, increasing attention has been given to library architecture and buildings with
specially designed stack room, specifically designed furniture for improving stacking
facility and display, etc. All these have contributed to improved facilities for the user of
books. Apart from these facilities, there are also some useful guiding principles that
govern stacking of documents in libraries. They are:
• Ensuring maximum capacity with minimum wastage of space; • • • • • Facilities for
accommodating books and also other book-like and non-book materials; Easy
accessibility to books and also other related areas like Library catalogue, Circulation desk,
etc; Proper ventilation for adequate flow of fresh and dust-free air, along with temperature
and humidity control; Adequate artificial lighting; and Provision for future expansion.
Having noted the principles that govern stacking and display of documents in a library, we
shall now discuss a few of the stacking systems which provide various facilities for
storing documents.
STACKING SYSTEMS
The main consideration in stacking is to achieve economy of space while ensuring ease of
accessibility for the readers to the contents of the shelves. Space is at a premium in almost
all libraries and the problem of space is faced by libraries with a large and growing
collection. Solutions for this problem are found in the different methods of stacking.
Double Rows on Fixed Shelves
In this method, you can arrange books in double rows on normal fixed shelves. While this
increases capacity, it hinders access to the rear row. A modification of this is to use two
separate shelves for „two layers‟ with the facility to swing one layer to the side to have
access to the rear row.
Hinged Stacks
In this method two shelves are joined together with hinges at one side. One shelf is fixed,
while the other is mounted in front of it at the hinges. In this system, the whole shelf can
be opened as a door to reach the books on the rear shelf In order to facilitate the operation
of the hinged shelf a roller is attached to the bottom edge, running on a curved metal rack
on the floor.
Rolling Stacks
These are metal stack units mounted on ball bearing wheels which are placed side by side.
The ball bearing wheels help the individual units to roll easily when they are pulled aside.
Multitier Stacks
This method has been adopted by many large libraries throughout the world to solve the
space problems particularly in the past. It consists of wooden stacks, supported by metal
framework extending from basement to the roof. The load of books and shelves rests on
the basement which has a strong foundation to bear the load. The vertical extension of
stacks is economical than the horizontal one in this method as the floor on each stack is a
temporary one, which may be either a wooden framework or a lighter steel or concrete
framework. This type of multitier stacks is used in many libraries in India.
Compact Storage
Another method of storage equipment is the compact storage system. Compact storage
methods have been advocated and explored since the last century. However, these became
popular only since the last two decades, due to the availability of many types of
equipment for compact shelving. Compact shelves are a special type of storage equipment
which makes possible a substantial increase in the capacity of storage space through
various arrangements of units, sections and complete shelving systems, as well as
adaptation of the shelf loading surface themselves. The construction, organisation, and the
method of employment of this equipment differ from the traditional shelves and
traditional storage equipment.
35
The storage of collections shelved with this equipment is known as `Compact Storage'
because of the higher degree of compactness achieved. Compact shelving falls into the
following types:
1. Stationary shelves combined with movable revolving segments.
2. Stationary shelves with movable drawers, and
3. Movable sliding shelves.
All revolving compact shelves use a suspended construction with vertically hung hinged
sections of various types usually combined with a guide rail arrangement. It could be
either doubling faced or single faced. The essential principle of compact shelving results
in firmly packed collections as against more porous or dispersed fashion of shelving.
While traditional shelves use up only 30 per cent of the floor space, the different
methods of compact shelving are said to increase the capacity of the stacks having the
same area from 50 to 65 per cent. However, compact storage in addition to decreasing
the accessibility, it has other disadvantages. They are: `Cost of the shelving equipment' -
as the cost of fixtures themselves are reasonable; ` increase in building costs' - for most
of these equipment requires buildings designed specifically for their use; mechanical
functioning and safety features. Librarians have to be judicious in the matter and ensure
that compact storage has sufficient advantages to offset its obvious disadvantages.
Conventional Shelving
As you may have observed in most libraries, books are kept on open shelves which are
usually arranged in parallel rows with passages from 75 to 80 cm in width between the
rows. The normal height of the shelves is 190 to 205 cm which permits taking books
from the upper most shelves. Single faced shelves are placed along the walls. Within the
rooms themselves, between the aisles, the shelves are double-faced. Single faced
sections have six or seven one meter shelves. While double faced sections have twelve
to fourteen one meter shelves. Under these\circumstances, taking into account all aisles
and gangways and approaches only about 30 per cent of the floor space is actually used
for shelves themselves. The conventional shelving system is high on accessibility, but
quite low on economy. Thus the question is that of striking the right balance between the
two opposing considerations. The degree of usage of different parts of the stacks of a
library must become the basis for selecting the most rational arrangement of shelves. For
collections which are 'n active use or Etc. those that are open to free use by readers, the
conventional shelving i s considered to be more suitable. For collections that are rarely
requested or used, a more compact arrangement of shelves must be undertaken - with a
view to increase considerable to the capacity of the area of the stacks in which they are
stored. A recent trend is to combine stacking of reading materials with provision for
reading space.
Current Issues of Periodicals and Non-Book Material-Storing, Shelving and
Arrangement
Most libraries have periodical collections, the current issues having to be display for
browsing reading. Back numbers of them for a year stored along with current issues.
Special display racks are available for this kind of storage and display. Special storage
facilities are also required for storing Audio visual materials, microfilms of newspapers,
CD-ROMS, etc. which are acquired by university, research and other types of large
libraries. The problems here are their preservation and storing for easy of retrieval. They
cannot be browsed and hence their shelving and storage need special attention.
Depending on the size of these collections, storage and arrangements aspects of these
materials have to be considered. Special storage shelves are available which have to be
thoughtfully acquired, satisfying all functional and service aspects.
STACK MAINTENANCE
We have explained that maintenance work implies the organization of stack rooms,
arrangements of books on shelve in stack rooms and conservation. In this section, we
are dealing with the maintenance of stack rooms which involves the following work:
1. Preparation and maintenance of guides
2. Shelf rectification
3. Maintenance of shelf register/list
4. Maintenance routines
5. Tools needed in the maintenance section.
We shall discuss each of the above in the following sub-sections.
Stack Guides
Guides are to be put up at different places in the library in order to enable a user to find
his/ her way into different parts of the library with minimum of assistance from library
staff. In a stack room, the following guides will have to be provided.
1. Tier Guide: Each tier of stacks should have one tier guide showing the arrangement
of books on the shelves in that tier. These should show the subjects covered in the
respective tier giving the inclusive class numbers and their verbal headings.
2. Gangway Guide: Each gangway should be provided with a gangway guide,
indicating the subjects covered in the particular gangway with the help of class
numbers and equivalents in the form of verbal headings.
3. Bay Guide: Every bay of shelves be provided with a bay guide containing the
concerned class numbers and their verbal headings.
4. Shelf Guide: Every shelf should be provided with a shelf guide giving the class
numbers to denote the subject on which the books are found in a particular shelf.
5. General Guide: A guide giving an overall view of the stacks and the arrangement of
books has to be provided preferably in the lobby or somewhere near the entrance.
6. General Instruction Guides: The maintenance section should provide the following
guides:
a. `No Smoking Please' d. `Do not shelve the books.
b. `Talk and Walk Softly' Leave them on the table' etc
c. `Silence Please'
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Shelf Register/Shelf List
Shelf register or shelf list is an important record of books; which shows the position of
any book on the shelves. In order to control the movement of books in a library a shelf list
is, made use of. A shelf list is usually maintained in standard size cards. These cards are
arranged parallel to the corresponding arrangement of books on the shelves. Books in the
library are kept in multiple sequences. Therefore, there would be many groups of shelf list
card. The shelf list enables the library to maintain correct sequence on the shelves. It can
also indicate immediately the position of any book on the shelf. Shelf list is nothing but a
stock register and therefore comes in handy for stock verification purposes. Since the shelf
list is an important record, it should be kept under the safe custody and also kept up-to-
date.
Maintenance Work Routine
In Addition to the areas of responsibility related to the different functions like stacking,
shelf arrangement and stock verification, the maintenance section/division should also
attend to day-to-day routines. The duties of routine maintenance work are the following:
1. Dusting and cleaning of the shelves;
2. Shelving the newly processed books from the processing section;
3. Shelving the books returned by borrowers sent by the circulation section;
4. Shelf study and rectification;
5. Identifying and separating the torn and otherwise mutilated books for mending or
for rebinding;
6. Shifting and resifting books whenever warranted;
7. Locating particular books on the shelves upon request by readers when they are
unable to find them;
8. Maintenance of book tags, etc.
9. Identifying the area and collecting the needed tools and equipment's,
10. Removing books from the shelves,
11. Cleaning shelves and dusting each book individually,
12. Identifying books in need of repair and keeping them aside,
13. Replacing cleaned books in shelves and
14. Sorting books in need of repair into two categories, one which could be repaired by
the maintenance staff and the other which need professional treatment.
Dusting and Cleaning of Shelves: These are important and indispensable routines of
libraries which have to be attended meticulously. Books have to be protected from dust
and dirt. No room should be given to readers to complain about dust and dirt on the
shelves. In a library where stack area is very large, cleaning can be done by mechanical
devices like vacuum cleaners.
Shelving: Books received from the processing sections of the library need to be displayed
for a week or ten days on the latest additions shelf, before are taken to the stacks for
shelving. This may be a weekly activity. But books received from borrowers must be
returned to the shelves regularly, preferably the same day so that they are readily available
for use by others.
Shelf Study and Shelf Rectification: The maintenance staff at all levels in a library
would do well to devote their free time to studying the books on the shelves so as to
develop a fair knowledge of their contents. This knowledge is of vital importance to the
efficiency of their work, particularly in their relation to the reference section. An intimate
knowledge of the book collection would be invaluable in answering reference enquiries
which involves prolonged search. Books are very often misplaced on the shelves by
readers who browse through them. Readers are to be strictly instructed not to replace
books on shelves but still ' it may happen quite often. A book wrongly placed is as good as
lost. Hence restoring order among the books is absolutely essential. This work is referred
to as shelf rectification.
Damaged Books: Shelf study and shelf rectification would also enable the maintenance
staff to identify books that need mending, repair, rebinding, etc. Unsocial elements could
also mutilate books which can be discovered during shelf study or rectification. These
books have to be withdrawn from circulation temporarily till they are repaired or replaced
by a fresh copy if they are important.
Shifting and Resifting Books: In order to take away the monotony of appearance of shelf
arrangement and to introduced an element of novelty, books have to be reshuffled to keep
in tune with the changing popularity of subjects with the reading public. While this cannot
be done too frequently, the entire library may be reshuffled once in five years. But this is
necessary, though it involves extra work and some dislocation in service. (Refer to
Assistance to Readers: Readers often need advice and help in locating and identifying
books of their interest. Although reference assistant may do this job, the maintenance staff
that have a closer knowledge of the contents of me library could go to the name of their
colleagues in the reference section.
Maintenance of Book Tags: Book tags carry call number of books fixed at the bottom of
books or on their spines. This helps the arrangement of books on the shelf. These book
tags get damaged or worn out after repeated use and they have to be re-fixed if they get
soiled. In many libraries, book tags have been replaced by tooling, a process by which call
numbers of books could be written on the spines or at the bottom of the covers. This will
reduce the work of the library.
Tools
The maintenance section needs to be provided with the following tools:
1. Books ends or book supporters: At least two book supporters are required for each
plank of the shelves to ensure that the books are standing upright. • Book lifts and
trollies: In a multi-storied library building book lifts are needed to carry books from
one floor to another. Similarly book trollies are needed to transfer books from one
end to the other end of each floor.
2. Shelving and sorting tables: One table for sorting out books for shelving should be
made available on each floor of stacks.
3. A number of stools for short persons to browse books kept on top shelves and also
for easy replacement of the books.
39
4. Two step or three step ladders for reaching upper shelves for shelving, cleaning and
dusting.
5. Book Lift / Stools
6. Book Repair Table
7. Book Trolley
8. Guide boards
Methods for Books shelving :
 Subject wise, based on a standard scheme of book classification.
 Alphabet wise, using the first letter from title or from author‟s name of the book.
 Serial number wise, using the accession number of the book.
Among the above three methods, the methods based on alphabet or serial number
appear useful due to their apparent simplicity in locating a title but not in identifying
a required title by subject. Users need books on a subject and they will fail in
identifying books on a specific subject if publications are arranged alphabet wise or
serial number wise. Besides, alphabetical order scatters books on a given subject and
also presents problems in their re-shelving. Similarly serial number wise arrangement
scatters books on a subject all over the library. The arrangement of books in shelf by
class number has been found to be the most helpful method of shelf arrangement.
Arrangement by author or by title of the books may be used in libraries where both,
users and collection, are small. We may arrange books on fiction by author name to
bring together all books by one author.
The other methods of shelving, used in libraries, include:
Parallel arrangement
Block arrangement
Ribbon arrangement
Broken order arrangement:
Rare book materials
STACK MAINTENANCE FUNCTIONS

Shelving method
Staking furniture must be designed in such a way that books could be used without any
difficulty and without any wastage of time.
The routines are, therefore, guided by certain normative principle called ethics of shelving
as follows:
1. Arrangement should be done keeping in mind that collection of a library are for
maximum use.
2. Arrangement of books in a classified manner in commonly used
3. In some libraries books are arranged according to the demand of users, according
to the size, type(map)
4. Straighten the shelves constantly,
5. Keep all books in a straight line,
6. Keep the spine of the books parallel to the front border line of each shelf,
7. Eliminate “lean” by pushing the loosely shelved books from the right to the left,
8. Leave some space unfilled in each shelf and
9. Use book trolley for transporting books to the required shelving zone.
10. Shelves height should be such that the shelved books within the reach of users of
normal height
11. Ranks of shelves should be adjustable.
12. Fresh air should reach volume of books.
13. There must be humidity controlling system
14. Lighting arrangement should be such that every title could be read easily.
15. Adequate space must be managed for possible expansion.
16. Shelves with double faced is preferred.
17. To solve space problem rolling stacks, folding stocks can be used. Shelve should
be durable and attraction.
18. Shelving of books, received from technical section, or/and from circulation
section,
19. Dusting and cleaning of books as well as shelves,
20. Checking physical conditions of documents, to identify those in need of repair
and/or binding,
21. Replacement of missing essential stationary items in books, such as book card,
tags, due date slip.
Shelf Rectification
1. Maintenance of correct order, both in sequence and in shelf,
2. Replacement of missing stationary items in books such as due date slip, book
pocket book cards and tags, etc. at the appropriate places,
3. Identification of materials in need of repair/ binding. Minor repair is carried out
on the spot,
4. Identification of badly damaged books that need special binding by a professional
binder or need replacement with a new copy of the title.
5. Shelf Refurbishing
WEEDING: Need for Weeding: Criteria for Weeding
1. Physical deterioration beyond repair,
2. Content superseded by new edition,
3. Change in aims and objective of the parent body,
4. Number of copies of a title in excess to the prospective demand,
5. Gifted collection falling outside the scope of the parent body,
6. Titles acquired by mistake and
7. Shelf time period, i.e. time period that has elapsed since last issue date.
Weeding Process: The steps involved in the weeding process are:
1. A team of supporting staff to suggest titles suitable for weeding.
2. Team of professional staff to examine suggested titles for their suitability for
weeding.
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3. Invitation to user groups to re-examine suggested titles for their suitability for
weeding.
4. Preparation of a list of titles recommended for the approval of the library
authority.
5. Stamp “Weeded Out” in the accession record against each and every title
approved for weeding.
6. Make appropriate corrections in the card catalogue and shelf list in respect
weeded out titles.
7. Weeded out books may also be stamped “Weeded Out”. Barriers to Weeding
8. Prevalent belief among librarians that library culture is to build up collection and
not to deplete it,
9. Widely held impression that after all weeding does not create new space,
10. Fear of committing mistake in weeding which could result into losing some
important titles,
11. Weeding is a time consuming process and cannot go along with other functions
and therefore gets postponed,
12. Decision about lack of relevance of a document is considered a subjective
decision,
13. Lack of support from the user community,
14. The common perception is that library prestige lies in its large collection and
15. Occasionally legal problems come in the way where weeding is called as
wasting of public fund. Benefits of Weeding
The following are some of the arguments that have been advanced in
support of weeding:
1. Weeding helps libraries to keep their collection to optimum size,
2. Maintenance of library is an expensive operation, weeding leads to savings in
the cost of library maintenance,
3. It improves access to the desired materials,
4. It creates space for new additions,
5. It improves the value of the library materials. Disposal of the Weeded Materials
Weeded materials may be sorted into a few categories as follows for further steps,
e.g.
1. Titles suitable for relegation to alternative storage,
2. Titles fit for repair and preservation,
3. Titles that may be distributed among libraries considered more appropriate,
4. Titles fit for destruction through shredding.
METHODS OF STOCK VERIFICATION
Introduction
LIBRARY BOOK STOCK VERIFICATION

Stock verification implies the physical checkup of the articles on record. This is a
common practice in all organizations whether private companies or government
departments. Strictly speaking it is undertaken to ascertain that all the books acquired by
the library are accounted for. In a narrow sense it means physical checkup but in a broader
sense it would mean to have an assessment of the collection of documents.
Stock verification is a controversial subject among librarians due to the conservative
attitude of authorities for holding librarian responsible for losses due to theft while no
facility is provided or provision is made to develop security arrangement.
Stock verification is done by actual counting, weighing and measuring of items in stock
which is necessary to support stock value as per ledger balance.
Objectives of Stock Verification
Physical stock verification which involves actual counting, measuring weighing of all
items in stock is necessary for the following reasons:
1. To support the value of stock shown in the balance sheet through physical
verification.
2. To verify the accuracy of stock records.
3. To disclose the possibility of fraud, theft or loss or deterioration.
4. To reveal the weakness of the system, if any (i.e. whether the stock is in safe
custody)
Methods of Stock taking
Following is a brief description of the prevalent methods of stock taking.The counting has
to be done in such a way that it gives a correct picture about the available materials in the
library.
1. By the help of Accession Register method
2. By the help of the separate sheet having accession number in a serial order
3. Dummy accession register method
4. Book Cards method
5. Numerical counting method
6. Shelf list method
7. Sample stock verification.
8. Number counting of the books in the shelve,
9. Rectification of the accession record and shelf list and
10. Preparation of a report for the consideration of the authorities.
11. By the help of shelf list having special columns on the cards for stock taking
record.
12. By the help of the shelf list without specific columns on the card.
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In another words of stock verification methods
a. Periodic stock verification

b. Perpetual stock verification
c. Blind stock verification
Periodic Stock Verification
1. Physical stock verification is normally done periodically, i.e., once or twice in a
year. Under this method.
2. Value of stock is determined by physical counting of the stock on a particular date.
3. Suitable for smaller organizations.
Perpetual (continuously) Stock Verification
1. Physical stock verification is spread throughout the year according to a
predetermined program. And each item is physically examined at least once a year.
2. During physical verification neither the stores nor the works are to be closed.
3. Surpluses and shortages arising from time to time can be written-off after proper
investigation.
Blind Stock Verification
1. Stock verifiers are given the location, but not details about code numbers,
description and stock record balances in order to ensure a fair verification of stocks.
2. Complete the verification and only then reconcile with the stock records.
3. It is not very popular and it virtually serves no purpose when the operation of stores
has to be well planned.
Who should do the stock taking?
1. In some organization store-keepers are required to take stock of their own stores.
This is not a correct procedure.
2. It is in the tightness to employ full time stock verifier or internal auditors for doing
this job. However, they can take the help of store-keepers and even engineering
staff for proper identification.
Treatment of discrepancies (Reconciliation)
Often the amounts of stock found by physical examination do not agree with stock
records. So certain discrepancies exist. Where physical stock is more, there is surplus and
where it is less than the stock records there is shortage.
Application
Each user department is allocated the budget for the consumption of various commodities
of items in the beginning of the financial year. Issue of material to the user department is
made after ensuring the availability of budget for that department for that commodity.
Once the issue of material is made the budget of the department is updated. Once the
budget is exhausted the user departments need to take additional budget provision or
clearance of competent authority to draw further material from stores. This consumption
budget monitoring is done to ensure proper control on the expenditure and cost incurred
by the user department.
Need for Stock Verification
Despite its disadvantages and disfavor by librarians, some kind of accounting for the stock
is generally felt to be necessary. Stock verification need not be viewed as an unnecessary
evil. There are many advantages of stock taking.. In large libraries, it is difficult to have a
thorough regular physical checking. Such libraries may carryout sample verification of
various sections in phases to ascertain the stock position.
1. To find out mutilated , damaged and missing books
2. For replacement by new books
3. To find out the administrative defects and slackness
4. The authority that finance the libraries want some control over their functioning and
to fix responsibilities for loss and damage
5. Auditors demand annual stock verification reports.
Advantages of Stock Verification

1. By revealing the number of books lost in a library it helps to replace the lost books.
2. Misplaced books are restored to their proper places and their results in rectification
of stock.
3. It reveals which books are in heavy demand or much read.
4. Ensures thorough dusting, cleaning and rearrangement.
5. Facilitates identification of worn-out books for mending, repair and binding.
6. Helps to keep the library catalogue and other stock control records up-to-date.
7. Gives an indication of the efficiency of the library staff with reference to vigilance
and carefulness in maintaining the collection.
8. It helps in identifying books which are missing in the collection,
9. Staff gets an opportunity to become more familiar with the library collection,
10. Books which are damaged and rectified it,
11. Titles which need weeding out are identified,
12. Books with missing tags, due date slip, etc., are restored,
13. Catalogue and shelf list records are rectified by withdrawing cards in respect of
missing titles,
14. Security arrangements are reviewed in the light of loss of books and
15. Libraries are thoroughly cleaned.
Disadvantages of Stock Verification

While most of the above advantages are covered under shelf rectification and refurbishing
functions, stock verification presents certain very important disadvantages to the library
functioning.
1. Regular routine of library work gets disturbed
2. Inconvenience to readers is caused;
3. Considered to be a waste of time, energy and money by some;
45
4. May turn out to be a futility since the reality may never be revealed for various
reasons.
5. Library users are denied library facility during the period of stock verification,
6. Members are required to return books borrowed, which obstructs their work,
7. Library routines of acquisition, technical processing and readers‟ services are
disturbed during stock verification,
8. Often the value of the books identified as lost is much less compared to the value of
the staff time lost and the value of inconvenience caused to the readers,
9. Some loss of books is a known phenomenon in libraries. No library can claim zero
loss and
10. Staff time is wasted for doing the same job which they are even otherwise doing
under shelving.
For those reasons the practice of regular complete stock- taking is being abandoned.
Norms for losses of books
Several norms have been prescribed by various authorities for stock taking some of
them are:
1. The advisory committee appointed by U.G.C, recommended that loss on 3
books for every one thousand per year as a reasonable loss and can be
write off.
2. Dr. S. R. Ranganathan has also recommended in his book " the norm of 3
books per 1000 books issued out should be treated as a reasonable loss
and should be written off
3. It is recommended that the librarians and library staff should not be hold
responsible for loses of book unless gross negligence on their part is
provide by an important investigation committee.
4. It is recommended that the methodology of stock verification should be
decided by the individual libraries according to library practices.
5. Complete physical verification of books should be done in every year. In
case of libraries having not more than 20000 volumes. At the interval of 3
years having more than 20000, and less than 50000 volumes.
6. If the collection is more than 50000 sample physical verification can be
done at the interval of not more than 5 years. If such a sample verification
reveals unusual as unreasonable storage complete verification should be
done.
7. Some are regular thieves and stealing is their inherent character. Despite
necessary precautions it may be difficult to control this type of thieves;
8. Poor vigilance may tempt some people to steal. The reader may find stealing an
easy way out compared to borrowing;
9. Very strict rules and regulations regarding the use of books may also induce
people to steal. For example, certain materials are not lent out for home reading
and a reader may be disinclined to refer the same within the library premises for
various reasons. It is very common in academic libraries to find issues of
periodicals with pages missing, because of this reason.
10. Some book lovers have a pervert possessive attitude towards books and may
steal them.
11. Lack of proper security policy in libraries.
12. Wrong assumption that theft is only through library users and staff is free from
such trait.
1. Responsibility for Loss of Books
In a majority of libraries of the western countries, librarians are not held responsible for
books losses, but many organizations in India continue to hold librarians responsible for
book losses. The situation has fortunately, changed now for the better, mainly due to the
efforts of professional bodies like library associations. It is generally accepted that a loss
of three books per thousand books circulated as a normal loss which may be written off.
2. Measures to Minimize Book Losses
Some of the issues which should be made part of the policy are listed below: Security of
collection including equipment's
a. Closed/restricted access policy, appointment of guards, publicizing penalty for theft
and mutilation, property stamping, equipment tagging, locked storage facility for
equipment, proper identification of users, after use procedure to determine damage
if any to the equipment's.
b. Security of cash Provision of cash box, cash register, cash handling procedure and
accountability.
c. Computer based bibliographic and patron's records Terminal access/permission,
password, back up type, disc/software, policy of off site location for back up data,
microfilm duplicate records.
d. Key policy and building security Procedure for issuing and reclaiming keys,
periodic change of locks, silent alarms, adequate lighting, custodial services, access,
window and book drop security.
e. Liability and library stock insurance
f. Adequate and moderately terrified photocopying services.
g. Increased reading hours, especially during examination days.
WITHDRAWAL AND WEEDING

In order to maintain a strong and efficient book stock withdrawal and weeding both are
essential activities of a library. According to ALA Minimum standard for public library
system "Out dated, seldom used and shabby items remaining in the collection can weaken
a library as surely as insufficient acquisition."
Withdrawal
A book may be withdrawn from collection/from the stock register and shelf list if:
a) It is outdated d) Damaged to the extent that it is
b) Worn out beyond repair unusable.
c) Found lost in stock verification
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The library should have a policy statement spelling out suitable conditions and time
schedule for withdrawal of books. The under mentioned steps have been suggested for
effecting withdrawal: To withdraw an item from the collection, first match the shelf list
card to the item or its books card.
i) If shelf list indicates only one copy one of the two courses is open
a. The item can be reordered
b. The item can be discarded, in which case the entire set of catalogue card
including the shelf list card must be discarded.
ii) If the shelf list .indicates more than one copy of the title, the record regarding
the withdrawn copy may be, indicated on the main card/tracing section as "lost"
"damaged", "withdrawn".
Weeding
In course of time some books in the library become outdated (e.g. books with statistics).
Sometime later research result into making information in earlier edition inaccurate.
Similar are books less circulated or fatigued one. Not all old books are valuable in each
library. The need for weeding out such books cannot be over emphasized. The
following steps are suggested for weeding out unwanted material.
1. Arrange such books in correct order
2. Assemble the necessary relevant catalogue record
3. Put a disposition slip in books to be withdrawn.
A tabular record for books withdrawn/weeded as per illustration may be maintained. In
all such cases approval of the relevant parent body also must be taken before effective
withdrawal/weeding.
1) The areas of responsibility of maintenance work are:
A. Taking decisions relating
a) Methods of stacking documents and the types of storage equipment;
b) Arrangement of documents of all categories;
c) Effectively using the architectural features of the stack room;
d) Conservation of materials.
B. Maintaining orderliness and cleanliness in the stack room;
C. Training of staff and supervising their work
D. Maintenance of stock records;
E. Conservation of material; removing books for repair, binding or for weeding.
2) In an opera access library, readers are permitted to browse through books in the
stacks which provide them an opportunity to know the collection of the library in the
subject of their interest. This facility necessitates the arrangement of books on shelves
in a helpful order for borrowing. On the other hand, is good enough to locate a book on
shelves. This fundamental difference between the two systems is very significant as the
shelves. This fundamental difference between the two systems is very significant as the
entire philosophy of shelf arrangement stem from the facility of open access to stacks.
3) The sections that are functionally related to the maintenance section are Processing
Section that feeds the maintenance section with new additions; Circulation Section that
draws books from the shelves and replacement after use; Reference Section that
constantly refers books on the shelves; Binding Section that takes care of mending,
repairing and binding books.
4) The guiding principles in stacking of documents in a library are:
i) Ensuring maximum capacity of the stacks with minimum wastage;
ii) Facilities for accommodating documents of all types;
iii) Easy accessibility of books as well as nearness to Catalogues and Circulation
counters;
iv) Proper_ ventilation;
v) Adequate artificial lighting; and
vi) Provision for future expansion.
5) Compact shelving is meant to stock a large collection of rarely used documents- in
less space of the stacks, which would require much larger space in conventional
shelving. If conventional shelving uses 30 percent of floor space, compact shelving
would increase the capacity of stack space to 50 to 65 per cent. Compact is therefore
resorted to accommodate_ less used documents where as an active collection should
always be no conventional stacks.
6) Classified arrangement of documents on shelves in the stacks provide systematic
subject approach to theta. The arrangement, bringing all related subjects to one place,
helps browsing and selection of desired items.
7) Broken order, breaks away from the sequence of classes as they are in a classification
scheme. But this method of arrangement economizes time and effort by shelving books
belonging to certain classes like `Friction' which are very much in demand at the
beginning of the stacks. This method also brings together books closely related but
separated by Dewey Decimal Classification Scheme. For example: 650 Management
and 380 Commerce; 400 Language and 800 Literature.
8) Guides that are usually required in a stack room are:
a) A general guide in the form of a map to give a view of the layout of the stacks
and the arrangement of the difference categories of documents;
b) Guides for Gangways, Bays, shelves and every tier of the shelves:
c) General instructional guides.
9) Tools required in stack room are:
a) Books end for keeping books upright on the shelf:
b) Book lifts and trollies for carrying books to the different part of the library;
c) Shelving tables for sorting out books that need replacement;
d) Stools;
e) Two/Three steps ladders.
10) The advantages of stock verification are:
a) Lost books, if important, can be replaced;
b) Indicates popular books;
c) Facilitates greater acquaintance with the collection for the library staff,
d) The library gets a thorough cleaning and rearrangement;
49
e) Identify books that need mending, repair or binding:
f) Helps updating other records of the library.
11) The shelf list of a library is a card file representing the books in the library,
arranged exactly as they are on the shelves. With this record, simultaneous stock
checking is possible. Items that are not on the shelf are identified through this record
and the missing items are noted for further check with other records and the final report
can be prepared, when they are not traceable.
12) Measures to minimize loss of books in libraries are:
a. Strict vigilance at exit gates:
b. Provision of photocopying facilities
c) Increasing library hours, during the time of examinations in academic libraries.
Conclusion
a) Used in departmental stores, pharmacies, retail outlets, warehouses and
distribution business.
b) Periodic stock taking to increase the efficiency in stock management.
c) Match your physical stock with the book stock and find out the different-store
wise.
d) Option to scan barcode for stock counting.
CIRCULATION CONTROL
Introduction:
Books are not just for preservation. Their destination must be their users. Books cannot
be read with in the library premises only. Home reading is necessary as there is no place
and atmosphere for all users inside the library all users may not be able to use document
with in library time. Student may be busy in the classes and other use may be busy in
their work during library works. So issuing books for home reading becomes necessary.
The circulation of books for name books is measure survive provided by a library this
service facilitated maximum use a library materials.
Definition
Circulation is defined by Webster‟s Ninth New Collegiate Dictionary as “orderly
movement through a circuit.” In a library, circulation is the orderly movement in the
form of a process of lending books to borrowers and then accurately re-shelving them
after they have been returned so that it can be retrieved by the next user.
Scope of Circulation work / Functions
a) User registration, / Registration of members
b) Lending of books / Charging and discharging,
c) Additional lending of book on inter-library loan basis,
d) Maintenance of records and statistics, of gate register, property counter and
lockers, of database of users
e) Clearance,
f) Miscellaneous functions like gate register, property counter, vigilance at entrance
and exit gates, etc.
g) Control processes like, Renewals, Recall, Holds, Reservation, collection of
overdue / fines and notifications, Library securities.
i. Renewals, i.e., persons who seek extension of time for borrowed books,
ii. Recall, i.e., requesting a borrower to return a book,
iii. Holds, i.e., books that are reserved for a member that are already on issue,
iv. Notification, i.e., communicating with members on all the above, as needs
arise.
User Registration / Registration of members

Registration Procedure
a) The new students have to visit the library with their fee receipt and passport size
photograph which they have to show at the circulation counter.
b) They are given an Application Form (shown below) to fill:
c) After they fill the form, they are given the membership ID number and are asked
to collect their Library ID Card and tickets after 3-4 days. The reader tickets are
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non-transferable. The Library ID Card bears the student‟s photograph, name,
address and ID number.
d) Loss of Library Card
i. Filing of FIR (After loss of library card, user should be give information to the
library)
ii. Payment of fine
iii. Application for the re-issue
Purpose of Registration of membership:

a) To know the borrowers
b) To have statistical record of users and population of the area serve by the library
c) To know the utility of the library to the people of the one and its demand
d) Application forms are prepared to be (5"*3") cards so that these may be arrange
in tray alphabetically.
e) This make easier to find out any information regarding a member
f) Some library is maintaining such record in a register form.
g) Each member is given a membership member.
h) A proper record is kept of those members of the library.
i) After a person is enrolled as membership card is given that are required for
lending books.
Lending of books / Charging
a) Charging is method a issuing books to the readers for their home books
b) Discharging is an activity done at the time of return.
c) There are many charging and discharging system that are being for libraries.
d) The membership card is return to the member along with the books at the check
counter checking is done weather the books are issue properly or not.
e) In close access library the members have to give a request step instead of taking
out books from the shelves
f) The some process of issue is to be followed as in the case of open access library.
Discharging Process
a) The member after reading the books comes to the library for returning the books
b) He / she return of the book as return counter.
c) Counter assistant make sure that the due date and know overdue charge is to be
paid by the member
d) In close the book is return of for due date the overdue fine is charge from the
members.
Overdue charge: Overdue charge are for those books which are returned after due
date. Reservation of Books:
1. Many books, especially text books remain in great demand.
2. The libraries may not be able to meet all the demands of users because of limited
budget.
3. The demand of books may be temporary eg. The demands of the books decrease
when examination is over.
4. Some reader may keep some books issued for long time.
5. To control such situation reservation of books are done.
6. When readers find difficulty in getting particular book in the library they are
suggested to reserve the book.
7. The readers in need of book given the particular of the book with their contact
numbers / address so that they could be informed about the book.
8. Reservation card or slip can be asked for purpose which is arranged in a tray.
Circulation Policy
I. Purpose of the Policy: first of all should be make policy in any library and make
rules and regulations according to the policy of library.
II. Eligible Borrowers
a) Current employees, including faculty, administrators, and staff
b) Currently enrolled students in campus, off-campus, and if available online
academic programs
c) Faculty Emeriti
III. Identification Cards
IV. Loan Periods
V. Renewals
VI. Overdue Items
VII. Fines
VIII. Lost Items
IX. Delinquent Accounts
A week before the end of each semester, the Library sends all unpaid library fines and
fees for lost items to the Library Office which are then added to each delinquent
borrower‟s Library account. Students are not allowed to graduate or receive a transcript
until their Library account, including library fines and fees for lost items, is paid in full.
Note the following situations specific to lost items:
a. If a lost item is returned to the library after a replacement cost is sent to the
library Office, and if a replacement copy has not yet been acquired by the
library, the returned item may be accepted at the discretion of the library staff. If
accepted by the library staff, the replacement cost will be removed from the
borrower‟s Library account but an overdue fine may still apply.
b. If a lost item is returned to the library after a replacement cost is sent to the
library Office and after a replacement copy is purchased, the item will not be
accepted and the delinquent account must be settled with the library Office.
c. Library borrowing privileges remain suspended until fees for lost or overdue
items are paid.
53
d. Fees for lost items including items acquired through interlibrary loan:
i. Items from own library Rs.70 plus Rs.10 billing fee
ii. Items from other libraries Rs.120
iii. Items from libraries fee determined by lending library
iv. Equipment from library– Replacement cost (determined by the library staff)
e) Damaged Items
f) Theft of Library Materials
g) Reservation of Equipment
h) Course Reserves
i. Library Use Only - ii. Overnight - 1 day, 2 days, 3 days, or 7 days –
Goals of Circulation Work / services
a) If a particular book has been used or not?
b) If issued, then
c) To whom it has been issued?
d) When is it due for return? Which books have not been returned in time?
e) Statistics of the issued books.
f) To whom a certain book is issued?
g) Identification of a particular reader.
h) How many books can a particular reader borrow?
i) How many books are issued to a particular reader?
j) For how many days a particular reader can keep a book?
k) For how many days a particular book has been issued?
l) How much overdue charge is due from a particular reader?
m) How much fine has been collected on a particular day?
n) Which reader has reserved a particular book?
o) How many books have been reserved by the readers?
5. Circulation /Lending Systems

a) By Register copy d) By Card
b) By Ledger e) Browne charging
c) By Dummy f) Newark charging
6. User registration Systems
a) By Standard card fill-ups c) By form
b) By application d) By Online
7. Semi-Mechanical Systems
8. Automated Circulation Systems
The circulation module performs the following activities:
a) Handles activities of lending, return, renewal, and putting on hold, sending
reminders
b) Controls the following – circulation type, location and status, user database,
profiles, privileges, computation and payment of overdue fines, lost books, etc.
c) Has additional features like import, export, backup and restore functions for the
database, inventory, generates different kinds of reports e.g. usage statistics,
lesser used books, heavily used collection; supports interlibrary loan, MARC,
Z39.550 standards
d) Has an option to generate and print bar coded Identity cards (ID)
9. RFID (Radio Frequency Identification) for purpose of securities
RFID stands for Radio-Frequency Identification. The acronym refers to small electronic
devices that consist of a small chip and an antenna. The chip typically is capable of
carrying 2,000 bytes of data or less.
The RFID device serves the same purpose as a bar code or a magnetic strip on the back
of a credit card or ATM card; it provides a unique identifier for that object. And, just as
a bar code or magnetic strip must be scanned to get the information, the RFID device
must be scanned to retrieve the identifying information.
12. Controlling Processes
a) Renewals f) Fines
b) Holds or reserves i. Overdue charges –
c) Recalls ii. Damaged items –
d) Fines or overdue charges iii. Replacement cost –
e) Notifications.
16. Charging Systems

Browne Charging Systems
a) Browne System This system was devised by Nina E. Browne. It involves the
following steps:
b) For charging, the book card is removed from the book and placed in the borrower‟s
ticket which has her/his name, address and registration no. /ID no.
c) The borrower‟s ticket with book card is filed under the date by the call number.
d) The due date (date on which the borrower is supposed to return the book) is stamped
on the due date slip and the charged book is given to the reader.
e) When the book is returned, the due date /issue date is checked from the due date slip.
f) The book card with the borrower‟s ticket is taken out from the date guide card in the
charging tray. The due date /issue date is cancelled on the due date slip and
borrower‟s ticket is returned to the reader. The book card is inserted into the book
pocket.
55
g) If the book is returned after the due date, overdue fine is calculated, the reader is
asked to pay the overdue fine.
B. Newark Charging Systems
a) Newark System This system also involves borrower‟s cards and book cards. The
following steps are involved in this system:
b) For charging, the due date is stamped on the due date slip.
c) The due date is also stamped on the book card and the borrower card.
d) The borrower‟s ID no. is written opposite the date in the book card and filed behind
the concerned date guide card.
e) When the book is returned, the date of return is stamped on the borrower‟s card. The
borrower‟s card is given back to the reader.
f) The book card is taken out from the circulation file from the date on the date slip and
placed on the book pocket.
g) If the book is returned after the due date, the fine is calculated and collected from the
borrower; after the fine is collected, the date of return is stamped.
17. Inter-library Loan (ILL)

Need for Interlibrary Loan
Points to Remember
a. Interlibrary loan is sharing of documents among the libraries.
b. The books or documents which are very much in demand or circulation are not given
on interlibrary loan.
c. Reference books, rare books, bound periodicals; current issues of periodicals are
also not given on interlibrary loan.
d. The activity of calling the book back in to the library is known as recalling.
e. Fines are levied on students in order to make them more responsible towards the
library items.
Circulation Management
(Circulation activity, environment of the library, circulation periodically reviewed
view of the available technology, cost benefit analysis, system study, evaluating
circulation systems, Capital equipment, labour and material, benefits as patron
satisfaction, operational efficiency and economy, and statistical information)
Records and Statistics
documents taken on loan, the and what borrowing, how particular title has been
borrowed, defaulters, nature of services, the range and type of users, patron register'
`interlibrary loan register', `overdue and fine register', `suggestions register' `gate
register' are maintained by the circulation department.
UNIT-2
LIBRARY STATISTICS
ANNUAL REPORT
1. In the survey of the actual work done during preceding year.
2. Summaries the whole work of the library.
3. Publicity for the library services
4. A permanent record of the library
5. Best medium through which the librarian can know the achievement and that
coming of the library services along with reasons and can make required
efforts to speed up the developmental activities in future
6. Covers picture of work performed by the library staff in a year
7. A basic document for evolution of the library.
An annual report is document which consist the work done in the library during
the past twelve month. The annual reports summaries the activities and
achievement of the various departments of the library. It is a record which a
responsible administrator purpose and submits to his superior.
Functions:
1. It keeps authorities of the library fully aware of the services resources,
finance, manpower etc. and the performance of the different department.
2. It serves as a publicity material for attracting users.
3. Facilitate comparative study
4. Provide reliable base to future planning regarding finance and human
resources.
5. That means it enables the librarian to estimate the future financial
requirements and also stop requirements.
6. It serves as an important tool for educating the non-users about the
services offered by the library for the intellectual advancement of the
community.
Form of Annual Report:
1. The report should be presented in a manner that could be understood by
everyone.
2. The language used should be easy.
3. The narrative text should be supported with tables, graphs, diagrams etc.
4. In order to make it easy to understand.
5. Reports are circulated among the users and visitors, hence the quality of
production must be good and should be easy to handle.
Contents of Annual Report:
The contents of an annual report very form library to library basically an annual
report includes.
1. A brief history : This section should be include
a. The name of the library
b. Year of establishment
c. Growth of the library
d. Major landmarks in the history and development
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e. About building, rare and valuable collection if any
f. Major events.
2. Authority : This section is includes
a. Management of the library
b. Library committee
c. Hierarchy on the staff etc.
3. Policy / Decision : This section includes
a. Details about the meeting of the library committee held during the year
b. Important decisions taken
4. Users of the library: This section includes
a. The categories of users
b. Number of users during the year (i.e. average per day and total during
the year)
c. Peak periods of use during the year
d. Subject or department wise users.
5. Collection of the library
a. Books, periodicals, reference, non-book materials
b. Increase in collection during the year
6. Technical services: Performance throughout the year
7. Public services:
a. Services provided by staff members to the readers like arrangement
made for home delivery of books, mobile library services etc.
8. Extension activities:
a. Book exhibition or any activities done for publicity of the library.
9. Administrative unit
a. The number of staff (under different categories and the activities)
b. Promotions of staff
10. Finance
a. Actual financial condition of a library
b. About the incomes and expenditure on various topics
11. Other activities
12. Conferences, seminars, lectures, organized during the year
13. Important visitors
14. Staff achievements (including academic achievement)
LIBRARY RECORDS
Records are created and captured by individuals or organizations in the course of conduct
of their affairs. Most records are evidences of administrative, executive, service or work
related transactions. Traditional records formats include letters, minutes, memoranda and
reports, etc. The electronic record formats include spreadsheets, databases, e-mails and
facsimiles. In some ways, what technology has done is to redefine traditional records
formats. For example, e-mail is very similar to a letter. It is the fact that it is transmitted
electronically that differentiates e-mail from letters.
Need for Records
The records contain information that serves as evidence of functions executed and
activities performed and as such they are a valuable source of knowledge as to how and
why decisions are taken. Given that records are of value to any organization, their proper
creation and management is necessary to ensure current and future accountability and to
support future actions. The need to properly manage records is also evidenced by the
crucial role that records play when they are needed to protect the library‟s interests during
crisis periods and when they are required to meet official audits, investigations and reviews
from outside agencies. We can understand that library needs records for a variety of
reasons such as follows:
1) Records are needed to document actions and decisions taken in a library and to
conduct library business in an orderly, efficient and accountable manner.
2) Records are needed to provide consistency, continuity and productivity in the
library management and administration.
3) Records are needed to deliver services in a consistent and equitable manner as
records help to bring and maintain uniformity in the routines.
4) Records are needed to support and document policy formulation and managerial
decision making and to promote informed decision making.
5) Records provide benchmark measures to monitor and evaluate the progress in
performance, efficiency and achievements.
6) Records lend support in the formation and revision of policies, programs, systems
and long-term strategic plans.
7) Records lend support to various library proposals such as expansion in the building,
demand for additional staff as well as to proposals for more funds for acquisitions
and new service/services, etc.
8) Records serve as source materials to construct library history and maintain library
memory.
9) Records, in the form of a catalogue, serve as a tool for efficient access to the library
resources.
10) Records as a proof of budget utilization to fulfill audit requirements.
11) Records of workload help in rational allocation of manpower across various
departments.
12) Records as data of utilization of services to justify library expenditure to the parent
management and the society.
Kinds of Library Records Unlike records of government departments or industrial houses,
which are mostly in the form of files, library records are created and captured in several
different forms depending upon the nature of activities that take place in various library
departments. In a fully computerized library such records are computer generated by the
relevant software modules. In non-automated libraries, the dominant forms of records are:
ledgers, registers, files, cards and statistical sheets. Records may be categorized by
a) Their life span,
b) Content and
59
c) Form of presentation of information.
Records as per their Life Span these records are categorized as:
a) Permanent,
b) Semi-permanent, and
c) Temporary.
Permanent Records – Records which are retained on permanent basis include library
policy documents, library procedures and guidelines, documents relating to library origin
and growth, staff sanction approvals, accession registers, user registration forms, audit
reports, inventory of furniture, fittings and equipment's, building plan, electrical and
sewage systems plans, etc.
Semi-permanent Records – These records include among others funds utilization register,
agreements with firms about terms and conditions of supply of books and access to
databases and library circulation records, in-house usage records and online usage records,
etc. Financial records are retained till the audit is over. Similarly records pertaining to the
terms and conditions of supply of a firm need not be retained once dealing with the firm is
over.
Temporary Records – Records which are generated for a specific work are to be
destroyed upon completion of the work. For example, book selection cards/slips are
usually destroyed once the books have been catalogued. These are not destroyed in case
they are used as accession record. Serial registration card is also a temporary record. Once
it is full, it is replaced by a new card.
Records as per their Content These records include:
i) Records of resources, iii) Service records and
ii) Financial records, iv) Administrative records.
Records of Resources – These records pertain to books and non-book materials such as
audio books, audio-visual works, brochures, computer software, dissertations, globes,
maps, microfiches, microfilms, photos, postcards, posters, reports, serials, slides and
stamps.
Financial Records – Accounts books such as budget register, registers showing section-
wise allocation of funds and bill register are financial records. Library Service Records –
These records include among others inter-library loan record, circulation record and
reference service record, etc.
Administrative Records – The number of staff varies from library to library. There are
libraries which are run by a single staff. Others have staff varying from a few to more than
a hundred. Every staff has got a service book that maintains records of his entire service
starting from his application for the service. Confidential reports of every staff written by
their seniors are also carefully maintained. These are all important administrative records.
iii) Records by Form of Presentation
Records Maintained by the Individual Sections of Libraries Libraries organize their
activities under a departmental structure. The actual organizational structure in a library
depends upon the size of its collection, the span of library functions or the administrative
needs of the parent body. The following structure, with marginal variations, is more
common among libraries:
i) Acquisition Section iv) Reference and Documentation Service
ii) Technical Processing Section Section
iii) Circulation-cum-Reading Room v) Periodicals Section
Section vi) Maintenance Section
vii) Administration Section
Each section creates and maintains records to help conduct its routines in a systematic
order.
i) Acquisition Section
This section is responsible for building up the library collection. The process of collection
building begins with the formulation of library collection development policy and
subsequently on its implementation on the following lines:
1) Receiving suggestions from library members, staff and authorities,
2) Recording suggestions for each title on book selection slips,
3) Checking slips with various records for resources available in the library holdings to
ensure that no title is duplicated unintentionally
4) Placing order with an appropriate supplier,
5) When the ordered material is received - it is checked for correct supply, entered in
the accession record and transferred to the Technical Section for further action,
6) The invoice for the supplied material is recoded in a register, adjusted against
financial provision and passed on to the finance department responsible for payment.
The above description of acquisition of materials through purchase order method
necessitates the creation of following types of records: Ledgers – There are different
ledgers for record keeping as described below:
7) Ledgers for recording of invoices i.e. bill registers for every category of library
materials such as books, serials subscription and non-book materials including
electronic sources.
8) Ledger for adjustment of expenditure against funds allocation already made for each
subject/department, i.e. budget allocation register.
9) Ledger for accessioning of materials, i.e. accession register/accession cards tray.
Files – Libraries create and maintain a number of files as records for several
different purposes. These can be categorized hereunder.
10) Correspondence File – This type of file is used to keep all correspondences with the
suppliers of library materials. Correspondences may be orders, reminders,
complaints regarding supply of damaged or wrong books, etc. Correspondence files
may be more than one. If a library is obtaining periodicals through consortia and
books, etc. through institutional membership, then a file for the purpose is required.
A library may receive books, periodicals, etc. through exchange or gift, in that case
also another file is required for the purpose.
11) Suggestions File – This file contains suggestions received for books, periodicals, etc.
from library members, staff of various departments and authorities.
61
12) Legal File – This file contains agreement documents such as terms and conditions of
supply of general or rare books, serials, electronic sources, exchange of publications
and receipt of gifts, etc. Cards and Slips in Trays – These trays are used to hold
suggestion cards/slips, slips for books on order and books awaiting technical
processing. Statistical Sheets – These contain records as to the number of books
selection slips prepared, checked and filed in order tray, removed from order tray, etc.
ii) Technical Processing Section
The department has three distinct functions: classification, cataloguing and physical
processing. The first two functions are done with the help of classification schemes and
cataloguing codes adopted for the purpose, often with certain deviations in constructing
class number or in providing details in the catalogue entry for a document. This is done in
response to meet the local needs of the library. The library may decide to drop providing
added entry for editors or class books on biography under 920 (DDC number) only. Such
policy decisions are recorded in a file called authority file, for future reference.
Authority File - The authority file is the only file maintained in the department for
recording deviations adopted by library in constructing class number, in providing details
in a catalogue card entry or in preparing maximum of number of cards for a book. Such
deviations are called local variations.
Cards – Catalogue cards and shelf list represent the library collection. These are the two
records which are generated by the technical department. The shelf list is usually retained
in the department and the card catalogue is placed close to the entrance lobby or reading
area. If any book is lost or withdrawn from the library, the relevant cards are removed from
the catalogue cabinet and shelf list. Statistical Sheet – The sheet records the number of
catalogue cards prepared, filed, updated by adding information for additional copy of a
book, cards replaced or withdrawn, etc.
iii) Circulation Section
Ledgers- Files – Cards –
v) Reference and Documentation Service Section
Cards
Statistical Sheets –
Vi) Periodical Section
Ledgers – Files- Statistical Sheet –
vii) Maintenance Section

Files –
viii) Administration Section
• Manpower Records – • Records concerning Library
• Statistical Records – Development, Policy, etc. –
• Financial Records- • Library Building Records –
• Records of Library Assets- • Disaster Management Manuals-
LIBRARY STATISTICS AND THEIR COMPILATION
What is statistics?
1. Statistics word derived from Latin word “status”. It refers to a method of dealing
with quantitative information involving collection, analysis, presentation and
interpretation masses of data. –Webster dictionary.
2. It is a branch of mathematics which appears to have originated in 18th century.
3. It reduced descriptive details and important presented facts and figures.
4. Today the term “Statistics” is applied to meanly any kind of factual information
given interns of numbers known as facts and figures.
Characteristics of Statistics
1. It is the facts and figures which are presented in tabular or other forms.
2. It is regarded as one of the important tools for making decisions.
Objectives of Statistics
1. It helps to determine the growth of library.
2. Library statistics are facts in figures.
3. The descriptive details are reduced to figures so that that the important pacts are
brought to the notice in a readable manner.
4. It helps to the librarian for comparison between previous and current library
activities.
5. Statistics serve as an instrument for measuring progress and regress of the library.
6. It helps to controlling all the activities.
7. It helps to librarian for evaluation of the staff performance.
8. It helps to write the history and reports of library.
9. It helps the librarian in planning and controlling the activities of library.
10. It also helps us in comparing a particular library with other library.
Need for library statistics
1. To know clear picture of library for management
2. To prepare annual report
3. To know the performance and capacity of staffs of different sections and levels
4. To develop projection of the project and programs
5. To estimate necessary budget
6. To know the number of users, quality of services, interest of users
7. To comparing overall library system with other library
8. To know overall outcome of the library
Source of Library Statistics

1. Various sections of diaries
2. Daily, weekly, monthly and quarterly reports.
3. Gate register
4. Cruel (Complicated problem or report) data is collected regularly from various
section of the library.
63
5. Analyzed to find out changes
6. Written documents of library.
7. Library software
8. Statistics of Technical departments
9. Statistics of service departments
10. Miscellaneous of Statistics
Generally in library are can divided statistics in three classes
1. Statistics of Technical departments
2. Statistics of service departments
3. Miscellaneous statistics
Should be careful to take data:
1. Different forms and tables are designed for different departments according to nature
of work done in the department.
2. Information filled in these tables give cruel data
3. The cruel data is presented in some comprehensive form and conclusion is drawn.
4. Data must be collected carefully because it is the basis for statistical analysis.
5. Analysis of data is importance to find out various facts like flow of users, demand of
users, work load of various sections, etc.
6. Statistics have been recognized as a fundamentals instrument in planning and
control.
7. Statistics are the best bases for the preparation of annual reports
8. The qualitative aspects like reading tastes, quality of work cannot be directly
studied.
9. In absence of other reliable methods, use of statistic becomes essentials to draw
various conclusions.
Different types of library statistics
A) From acquisition section
Books:
a. Purchase c. Donation e. Member
b. Gift d. Exchange contribution
Periodicals:
a. Subscribe c. Donation e. member contribution
b. Gift d. Exchange
B) From Technical Section
a. Classification section
b. Cataloguing section
c. Periodical section
i. Statistics of periodical
ii. Indexing, abstracting & document services
C) From Circulation Section
a. Daily attendance c. Issue statistics :
b. Visitors, gender, occupation, age group d. Language wise
e. Reader wise g. Class/level wise
f. Classified wise h. Material/document type wise
D) From Reference section
a. Book consulted by classified no.
b. Queries
i. No. of users iii. Short term
ii. Long term iv. Referral
E) Other statistics
a. Income/expenditure
b. Staff
c. Conclusion
d. Library statistics are compiling manually before the development of ICT or within
due to constraint of budget, skilled human resources; even some libraries are still
keeping records manually.
e. In modern era the development of ICT make easier to prepare library statistics. The
library management should select or customize the library software to generate the
data to get as their requirement.
PREPARATION OF LIBRARY BROCHURES:

A brochure is an information paper document (also used for advertising) that can be folded
into template, pamphlet or Leaflet.)
Brochures distributed keeping inside newspapers handed out personally or placed in
brochure racks in high traffic locations.
1. An organization wishing to advertise its product or service will often create a
brochure.
2. A well designed brochure is the best way to introduce your library to your potential
users. Brochure is for providing information.
Advertising
Generally, brochure of library includes brief description about library including
1. brief history 6. General instructions for using library
2. Library hours materials
3. Membership facility 7. Other services provided by library
4. General rules 8. May include pictures along with
5. Arrangement of documents / library descriptions.
materials
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UNIT-3
LIBRARY AUTHORITY (GOVERNANCE)
The word „governance‟ is derived from the verb „govern‟ and its derivatives „governing‟
and „government‟. Webster‟s Third New International Dictionary (1986:982p.) indicates
that governance is the synonym for government and it means “the act, process or power of
governing, specifically authentic direction and control”. The same meaning is also
applicable to the word „governance‟ in library governance. Governance also means the act
of governing or exercising authority. The concept of governance has over the years gained
momentum and a wider meaning. Good government also implies accountability,
transparency, participation, openness and the rule of law. Governance involves interaction
and refers to a process to „wield power, authority and influence‟. (http://www.gdrc.org).
LIBRARY GOVERNING BODY
The librarian alone cannot bear the heavy burden of governing, policymaking and
managing a library. Though his/her colleagues assist him in the routines of library, the
administrative and policy issues are to be shared by some more persons. L.M. Harrod
defined a library committee as “the committee responsible for the provision of a library
service”. A governing body of a library is also known by different names like “Library
Committee”, “Library Board”, “Board of Director”, “Library Trustees” and “Advisory
Committee”. In India, such a governing body is commonly called a Library Committee.
Hence, these terms are used here interchangeably. It is one of the executive authorities.
Library Committee is a body or organization consisting of persons who are assigned the
job of governance of a library. A library authority may appoint such a committee. The
word authority implies „the rights to act in a specific way‟ or has „the power to give orders
and make obey‟. A Library authority can be a person or a group like a board of
management, board of trustees, etc. that has power to make decisions and implement them.
Library Authority and Committee

Library authority can be a person or group of people in the library who possess right
and power for controlling all the activities of a library. Who are experienced and
knowledgeable person.
„Authority‟ involves a person having power to do something. He is powerful enough since
he has been authorized by a competent agency to do a certain job, such as Board of
Trustee, Library authority or Board of Management. Authority as a power which has some
important right and power to control all the activities of an institution.
Characteristics of Library Authority
1. Use of power
2. Impressive personality
3. Experience and knowledgeable person
4. Impress to library personal
5. Expectation from library personnel
6. Scope of authority
Library Committee
Library Committee consist some selected members who are responsible for the progress of
institution and making a well plan and policy for the development of library
The library committee consists of a group of persons who are empowered to do certain jobs
relating to library and administration. The library committee includes a chairman, a
secretary, members or a convener or members. Library Committee plays an effective and
important role to run the library efficiently.
The library committee which has an enormous power to select the personnel, to acquisition
books and journals, responsible for fund raising etc. The committee member though
working closely with the librarian but it has some collective powers to run a library
smoothly.
-According to W.H Newman, ”A committee consists of a group of people specially
designated to perform some administrative work”.
-According to Brian Young, “A library committee is such a body which is responsible
for all the matters pertaining to the efficient library management”.
Need of Library Committee
1. To overcome financial troubles, the library committee is too much necessary.
2. The committee ensures understanding between the readers and the library polices.
3. Keep the librarian alert.
4. Helps the librarian in the smooth functioning of the library.
5. Appoint qualified and efficient librarian.
6. To make a policy for the library development
7. To lack of efficiency in the decision making
8. To create coordination between income and expenditure
9. Librarian requires the committee to serve as or supporting agency. It is not good to
carry whole burden of a big institution like a library by the librarian would alone.
10. The librarian would find himself defended less and unprotected in absence of a
library committee.
11. The library profession needs some support that wide come from the library
committee.
12. The committee having strong voice can easily convince the authorities and public
13. Librarian applies rules, policies and plans after created by library committee.
Functions of Library Committee
Function of library committee relate to the following items broadly
1. Library building
2. Library furniture and fittings
3. Library staff: number, salary, opportunities for promotion
67
4. Library finance
5. Collection of library materials and their management
6. Library rules
7. Library account and audit
8. Standard library services
9. Library coordination and cooperation between: users, staff, librarian, authority
10.Library decision and policies
11.Guiding and directing to librarian,
12.Controlling of staff, service and functions
13.Concerned with instructing supervising, guiding and inspiring staffs.
14.Necessary to make work done effectively and efficiently
15.To guide the Librarian in formulating general library policies and rules regulations
which govern the functions of the library?
Objectives of Library Committee:
1. To provide for proper documentation services and updating the Library collection.
2. To work towards modernization and improvement of Library and documentation
Services.
3. To formulate policies and procedures for efficient use of Library resources.
4. To review Library readership department-wise.
5. To adopt measures to enhance readership
6. To prepare budget and proposals for the development of the Library.
7. To recommend to the authorities the fees and other charges for the use of the
Library.
8. To seek feedback on Library functions from readers.
9. To submit the annual report on the functioning of the library.
10. To take measures to increase the membership of the Library beyond the
boundaries of the College.
11. Selection of library personnel's
12. Direction for annual reports
13. Security of library properties
14. Other useful works for the development of library
15. To achieve the library aims
Types of Library Committee

Library committee consists of some selected (elected /nominated) members who are
responsible for the progress of institution and making a well plan and policy for the
development of library. A library may have a number of committees depending upon its
size and number of activities operations. The entire library committee can be broadly
classified in to following six kinds:
1. Self-perpetuating committee:
It is created by the particular statues which established the library itself. It is practically
independent having sole authority as regards the control and management of the library. It
has not report to any other higher body about its activities.
2. Nominated/elected Committee:
It is smaller body nominated or elected by a large committee or by authorities
for looking after certain bodies under it. It delegates certain functions to such a
committee. Nominated for looking certain bodies under it.
3. Executive Committee:
It is a committee with delegated powers by the authority. This committee is one which
has full powers in those matters which are delegates to its need not report to its decisions to
the library authority.
4. Reporting Committee:
It has got powers to decide the policies within certain limits and its decision do not
require confirmation of the supreme authority but are simply reported to the authority for
its information.
5. Recommending Committee:
It has no real power but it can recommend certain proposals for governing the library
which are subject to the approval of the library authority.
6. Ad hoc Committee:
It is a special committee for the supervision and control of libraries. This committee is or
less independent, this committee is also called statutory committee. Such a committee may
also mean a special committee for performing a special job.
Responsibilities of the Librarian toward Library Committee
1. Suggestions for policy making
2. Apply all the policy and plan created by library committee
3. Suggest for selection of library personnel
4. Suggest for creating annual budget of library according to requirement.
5. Help in creating annual report.
6. Help in controlling staff activities.
69
Library Rules
The librarian must be given freedom to change the rules in certain urgent situations.
For proper management it is necessary for libraries to have certain rules and regulations.
All library authorities are empowered by act to frame such rules; different types of libraries
may different of rules.
Characteristics of General rules and regulations
1. Rules must be followed for better result.
2. Rules are very essential to maintain system.
3. Confusion may be created when there is no rule.
4. Rules are duties and responsibilities for staff.
5. Rules are right and privileges for users.
6. Rules if written clearly minimize confusion and also minimize wastage of time.
7. Rules ensures maintenance of order
8. The language of the rules should be simple and expensive without complicated
technical words.
9. Too many rules may create confusion
10. No hard no fast rules should be made that rules the users.
11. Rules should be flexible and acceptable
12. Flexibility in rules in essential because in certain urgent situations rules cannot be
followed.
Purpose of library rules:

1. To prevent the misuse of library resources
2. To facilitate maximum use of library resources
3. To prevent loss of books
4. To make a proper and productive use of documents available in the library
5. To protect library properties including furniture and equipment's.
6. To maintain calm and congenial atmosphere in the library which is essential to do
their study peacefully and productively
Rules for a library generally cover

1. Hours of opening
2. Holidays
3. Conditions regarding membership
4. Restriction of admission
5. Loan privilege
6. Borrowing right
7. Loss of books
8. Protection of library properties including mutilation of books.
9. Fines and penalties
10. Other general matters
Importance
1. Provide guidance and direction to use resources, facilities and services
2. Inform users privilege and limitation in the use of library
3. Help library staff to deal with users
Examples of rules are

1) Identity Card is compulsory for getting access to the library
2) Silence to be maintained
3) No discussion permitted inside the library
4) Registration should be done to become a library member prior to using the library
resources
5) No personal belongings allowed inside the library
6) Textbooks, printed materials and issued books are not allowed to be taken inside the
library
7) Using Mobile phones and audio instruments with or without speaker or headphone is
strictly prohibited in the library premises.
8) Enter your name and Sign in the register kept at the entrance counter before entering
library
9) Show the books and other materials which are being taken out of the library to the
staff at the entrance counter.
10) The librarian may recall any book from any member at any time and the member
shall return the same immediately.
11) Library borrower cards are not transferable. The borrower is responsible or the
books borrowed on his/her card.
12) Refreshment of any kind shall not be taken anywhere in the library premises.
13) Admission to Library: Students are allowed to library only on production of their
authorized / valid Identity Cards
14) Working Hours of the Library:
 Monday to Friday 8 am to 9 pm (During Examination up to 10 PM)
 Saturday 8 am to 5 pm
 Sundays 9 am to 5 pm (During Examination Time)
15) Circulation Issue System: Books will be issued on presentation of the library card
along with the ID card. Students are instructed to check the books while borrowing
and they will be responsible for any type of damage or mutilation noticed at the time
of return.
16) Overdue Charges: Materials borrowed should be returned on or before the due date
stamped, if returned late overdue fine will be charged for the delayed period.
17) Book Lost: If the books are lost, then the borrower shall replace the books of the
same edition or latest edition or pay double cost of the book after getting permission
from the librarian.
18) Care of library borrower cards: Take special care to maintain the library borrower
cards.
71
Do not fold, alter entries made on the cards, Members are responsible for the entire
set of library borrower card issued to them.
19) Loss of cards: Loss of borrower card should be reported to the librarian. Duplicate
card may be issued against formal application and fine.
20) Validity of cards: Library borrower cards are valid for the entire duration of the
course to access library facilities At the end of the course borrower cards shall be
returned to the library.
21) Clearance: Each student shall obtain No dues certificate from the library after
returning all the books issued, surrendering the borrower‟s cards and after paying
outstanding dues, if any.
22) Care of Library Books : Students are require to handle the books/ Journal very
carefully; marking with pencil , writing or highlighting , tearing the pages or
mutilating the same in any other way will be viewed very seriously. In such case
reader shall be held responsible unless these are brought to the notice of the library
staff at the time of issue.
23) Book bank: Students of college can become a member of the book bank giving
application along with caste certificate, by paying refundable membership fee of Rs.
100 for UG Rs.200 for PG for the full duration of course.
Members of the book bank will be issued 4 textbooks for each semester. Book shall
be returned within two days after the theory examination, otherwise a fine of Rs.1/-
per day will be charged.
24) Reference section: This section has Encyclopedia, dictionaries, Textbooks
Reference books etc. which are only available for reference. User can make use of
these resources.
25) Journal Section: In these section journals, general magazines and newsletter are
available. They are arranged alphabetically. The latest issues are displayed on
display rack and other previous issues are arranged in the drawer. Bound volumes of
periodicals are arranged in rack alphabetically and are meat only for reference within
the library.
UNIT-4
LIBRARY FINANCE MANAGEMENT
1. Library finance is moving fore of an organization connected with money.

2. Financial management means balance of income and expenditure
3. Finance is life blood of any organization
4. Generally after every financial year (12months) annual accounts and taxes are
calculated.
In case of library finance management following concept must be kept mind.
1. Libraries are spending institutions
2. Libraries are growing organism
3. Financial demands of libraries are recurring in nature.
4. The financial resources should be made available in such a way that growing need of
libraries is met adequately.
Revenue (Income) sources:
1. Library membership fee
2. Donations , gifts provided by private agencies or government agencies
3. Library tax
4. Interest on certain money deposits
5. Library fine or overdue charges
6. Library discount
7. Government grants
8. Selling old newspapers and publications
9. Income for various services like photocopy, services, translation services, etc.
Expenditure
1. Salary of staff
2. Stationary supplies
3. Reading materials (books, journals, newspapers)
4. Furniture and equipment's
5. Heating and cooling and lighting
6. Binding and maintenance
7. Postal , telephone, communication, travelling for attending professional meeting,
training as short courses
The expenditure can be kept under two categories:
1. Recurring
2. Non-recurring
Budgeting:
1) A budgeting is an estimate of revenue and expenditure for the coming year.
2) Purpose of a budget:
a. To limit expenditure according to income
73
b. Spending after planning wisely.
3) When proper plan is done the available resources are put to best use
4) Planning is essential because economic resources are limited
5) Librarians should be prepared their budgets. So that essentials service can be prove
to the users.
6) The funding authorities could know in advance about the use.
Budget preparation
a) Budget is not prepared with in a day or two or by just oral discussion.
b) The following three ways may be adopted to prepare library budgets
i. By comparing with past expenditures
ii. By budgeting in accordance with the work program.
iii. By using widely accepted standards and norms.
For successful budget making
a. A general budget file should be maintained
b. A budget file should also be maintained in each selection so that their financial
requirements can be recorded from time to time.
c. All the reports from various departments should be incorporated in a general budget
form
d. The budget estimates should be given for each increased as decreased estimate.
Budgetary control
a. After the passage of the budget from the council meeting librarian are authorized to
spend the budget amount without prior sanction of the library committee
b. Fix amounts are allocated for various purpose and if librarian has to spend beyond of
certain, limit the library committee.
c. The second check on budget is the requirement of audit of accounts. Budgeting is the
ultimate controlling operation.
Budgeting Techniques (Types of budgeting) library budgeting techniques includes
a. Line item budgets e. Planning programing budgeting
b. Formula budgets system (PPBS)
c. Program budgeting f. Zero based budgeting (ZBB)
d. Performance budgeting
Planning programing budgeting system (PPBS)
a. It is an integration of a number of techniques in a budgeting process
b. Emphasis is given on planning
c. Begins with the establishment of goals and objectives.
d. Present alternatives ways to achieve those objectives with cost benefit ratio
(allowance) presentation for each
e. Identifying the activities that are necessary for each program
f. Evaluate the results so that corrective actions can be taken
g. Is a scientific approach to budgeting that improves the decision making process
h. It combines the functions of planning (identifying objectives) translate that to a
program and finally, starting that requirements in budgetary terms (financing)
PPBS
a) PPBS requires detailed examination of every aspects of the operation
b) It is time consuming
c) It requires goals, objectives and activities to be stated in measureable terms and
follow up activities of measuring the results.
Zero based budgeting (ZBB)
a) A budgeting process that allocates funding
b) Basically, ZBB is not concerned with what happened previously but with what is
required in the future.
c) Allocates finding based on program, efficiency and necessity, rather than budget
history
d) Opposed to traditional budgeting no item is automatically included in the next
budget
e) Budgeters review every program and expenditure at the beginning of each budget
cycle and justify each line item in order to receive funding
f) This approach forces to justify every detail related to the expenditures.
g) Requires much documentation and justification to their relevant importance and
casts
h) Base line is Zero rather than last year budget (so know as zero based budgets)
Basic steps
1. Identify goals
2. Develop and analyze ways to achieve goals
3. Allocation of fund for various activities on priority basis
Advantages of ZBB
a) Efficient allocation of resources as it is based on needs and benefits.
b) Drives managers to find cost effective ways to improve activities
c) Increases the communication and coordination with in the organization about certain
decisions.
d) Identifies and eliminates wastage and out of date operation.
Disadvantages
a) Time consuming c) Require knowledge
b) Require manpower d) Hence costly process
Auditing
a) On official examination and verification in of accounts and records, especially of
financial accounts,
b) Necessary to ensure proper utilization of grants
c) Receipts and expenditure items should be entered regularly in the ledger
d) Daily transactions are to be entered
e) Amount spent and remaining balance must be kept clearly
f) All library materials are important asset of a library so stock verification is also a
part of auditing.
75
Library Management
Index with Pages
ADVANTAGES OF COMPUTERISED SERIALS CONTROL SUBSYSTEM 30

Advantages of Stock Verification 46
ANNUAL REPORT 59
Authority File - 64
Automated Circulation Systems 56
BASIC FUNCTIONS OF LIBRARY MAINTENANCE 34
Browne Charging Systems 57
Charging Systems 57
CIRCULATION CONTROL 53
Circulation Management 58
Circulation Policy 55
COMPUTERISED SERIALS CONTROL OPERATIONS 27
CONSERVATION AND PRESERVATION OF LIBRARY MATERIALS 31
Controlling Processes 57
Different types of library materials: 31
Disadvantages of Stock Verification 46
Discharging Process 54
Functions of Library Committee 69
Finance, (Library Management) 73
Goals of Circulation Work / services 56
Inter-library Loan (ILL) 58
Lending of books / Charging 54
LIBRARY AUTHORITY (GOVERNANCE) 68
Library Authority and Committee 68
LIBRARY BOOK STOCK VERIFICATION 44
Library Committee 69
LIBRARY HOUSEKEEPING OPERATIONS 4
LIBRARY MAINTENANCE 33
LIBRARY RECORDS 60
Library Rules72
Library finance management 73
LIBRARY STATISTICS AND THEIR COMPILATION 65
Methods for Books shelving: 41
Methods of Stock taking 44
MICROFILM: 32
NEED FOR MAINTENANCE OF LIBRARY RESOURCES 33
Need for Records 61
Need for Stock Verification 46
Newark Charging Systems 58
Norms for losses of books 47
Objectives of Stock Verification 44
ORGANIZATION 7
OUTPUT OF COMPUTERISED SERIALS CONTROL SUBSYSTEM OPAC 29
Purpose of Registration of membership: 54
Records and Statistics 58
Responsibilities of the Librarian toward Library Committee 71
RFID (Radio Frequency Identification) for purpose of securities 57
Scope of Circulation work / Functions 53
SELECTION AND ACQUSITION 14
Semi-Mechanical Systems 56
Serial Control & Management 21
STACK MAINTENANCE FUNCTIONS 41
STACK MAINTENANCE 38
STACKING PRINCIPLES 35
User Registration / Registration of members 53
User registration Systems 56
Weeded materials may be sorted into a few categories as follows for further steps, 43
Weeding 50
WEEDING: Need for Weeding: Criteria for Weeding 42
What is statistics? 65
WITHDRAWAL AND WEEDING 48
Withdrawal 48
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LIBRARY AND INFORMATION MANAGEMENT

COURSE COVER NOTE

LIBRARY HOUSEKEEPING OPERATIONS

a) Online Public Access Catalog Module n) Status of Title (Issued, reserved,

Deputy Librarian Deputy Librarian

Library Library Library Administ Account Service

Organizational chart showing line and staff organizational unit of a library

Acquisition and ordering is a difficult phase in periodical management. Periodicals may

Work in periodicals section:

Title Volume Publisher Period Bill Subscription Remarks

 A card is prepared for each periodical at the time of ordering

IF BASIC FACILITIES AVAILABLE IN COMPUTERISED

SERIALS CONTROL SUB-SYSTEM

STACK MAINTENANCE FUNCTIONS

LIBRARY BOOK STOCK VERIFICATION

a. Periodic stock verification

Advantages of Stock Verification

Disadvantages of Stock Verification

WITHDRAWAL AND WEEDING

User Registration / Registration of members

Purpose of Registration of membership:

5. Circulation /Lending Systems

16. Charging Systems

17. Inter-library Loan (ILL)

vii) Maintenance Section

Source of Library Statistics

PREPARATION OF LIBRARY BROCHURES:

LIBRARY AUTHORITY (GOVERNANCE)

Library Authority and Committee

Types of Library Committee

Purpose of library rules:

Rules for a library generally cover

Examples of rules are

LIBRARY FINANCE MANAGEMENT

1. Library finance is moving fore of an organization connected with money.

ADVANTAGES OF COMPUTERISED SERIALS CONTROL SUBSYSTEM 30

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Revised & Updated Library Management

Revised & Updated Library Management