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Permalink Reply by NIRANJAN MOHAPATRA on August 31, 2011 at 20:19

Dear Rakesh Jee,

I would like to discuss your ....... 

Stock Verification

                   Physical verification of the library stocks has to be carried out to identify the losses, identifying misplaced documents, identifying documents that need repair, etc. Depending upon the size of the library following periodicity is fixed:

Size of library	Periodicity
Up to 20,000 volumes including journal back volumes	100% physical verification at 3 year intervals
Above 20,000 and up to 50,000 volumes including the journal back volumes.	100% physical verification at 5 year intervals
Above 50,000 volumes and up to 1,00,000 volumes including the journal back volumes	Sample (20% of the total stock) physical verification at intervals of not more than 5 years. If such a sample verification reveals losses up to 10% of the sample chosen, complete verification is required to be done
Above 1,00,000 volumes including the journal back volumes	Sample (10% of the total stock) physical verification at intervals of not more than 5 years. If such a sample verification reveals losses up to 10% of the sample chosen, complete verification is required to be done

 

The sample can be of random generation of numbers. The verification has to be carried out by a team of members appointed by the LAC and the library staff will assist the verification team.

 

Loss of Publications

• Some loss of publications is inevitable especially in the context of open access practice in libraries. The librarian has a role as information manager and not just a custodian. Therefore he/she should not be held responsible for the losses.
• Loss of 5 volumes per 1000 volumes issued and/or consulted in a year may be taken as reasonable.
• Loss of a book of the value exceeding Rs.2000.00 for books published in India and Rs.10,000.00 for books published abroad and books of special nature and rarity shall invariably be investigated and consequential action taken. The Director will write off all such losses. The base values suggested for Indian and foreign books shall be reviewed every five years.
• A publication may be considered as lost only when it is found missing in two successive stock verifications and thereafter only action be taken to write off the publications by competent authority.
• If the loss of book is more than the permissible extent, the causes of such loss may be investigated by the competent authority and the remedial measures be strengthened.
• Occasional loss/damage of issues of periodicals is inevitable during postal transit. If the payment is made directly to the publisher, then sometimes it is not possible to get the replacement. In such cases, the non-receipts/damages be considered as loss for write-off.
• Librarian may write off the loss of books, volumes, etc. mentioned in the proceeding paragraph provided the total value of all such books, etc. does not exceed the monetary limit prescribed the Delegation of Financial Powers Rules, 1978 for Head of a Department in respect of deficiencies and depreciations in the value of stores included in the stock and other accounts.  In the event of the total value exceeding the monetary limit specified above, the loss of books shall be written off by the competent authority as specified in the Delegation of Financial Power Rules, 1978.*
• There may be no objection to the Librarian disposing of mutilated/ damaged/ obsolete volumes to the best interest of the library.  However, the disposal of such volumes should be made on the recommendations of a Library Advisory Committee to be appointed by the competent authority which shall decide whether the books mutilated/damaged/obsolete are not fit for further use.*
  • (* Extract from Ministry of Finance O.M. No. 23(7) E II(A)/83 dated 7.2.1984 and CAG’s U G No. 1964-TA.II/21-83 dated 23.12.83)

 

 

 

 

 

 Procedure for write-off

• List the documents not found during stock verification
• Library staff to make all possible efforts to locate the document not found during stock verification (the process can go up to six months but not as an exclusive task)
• Prepare pre-final list of the documents not found and publicize
• Compile a final list of documents not found
• Compare with the list of earlier stock verification to identify common entries
• Compare losses with borrowing/ consulting / photocopying statistics
• Put up the list of common entries to the Director along with justification for the losses (open access, limited staff, inadequate security system, large number of students visiting library, losses within permissible limits, etc.)
• Get approval from the Director
• Issue OM
• Make necessary entries in the accession register, write-off register, assets register, etc
• Remove records from databases
• Close file.

Improve the system with additional precautionary measures

 

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