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Permalink Reply by Dr. D.K.Shrivastava on April 23, 2013 at 21:37

Dear Purohit, Handover/ Takeover Process is differ from one post to another like State/ Divisional Librarian Take only administrative charge where list of the files were taken from one another and verified by Higher Authorities while in the case of Books Holdings charge u have to handover /takeover the Books on Accession Register and due books were listed and signed and verified.
Dr.D.K.Shrivastava
Divisional Librarian
Govt.Divisional public Library
Kota
deepakshri1974@yahoo.co.in

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Permalink Reply by Manoj Kumar Khator on April 24, 2013 at 17:15

Dear Purohit,

It's an simple process When u are discharging / promoted from your duty. You have to go with Handover/ Takeover Process. In this process you have to go through that all the books and education equipment available in the library has to handover to another person. It is only one certificate that is use for Handover / takeover process which is signed by Handed over person and taken over person and verified / counter signed by your Head of Library / Chairperson for authentication.

MK Khator
Sr Librarian

Indian Air Force

Yelahanka

Bangalore

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Permalink Reply by Siddhartha Shankar Ray on April 25, 2013 at 5:28

Dear Sri Rajpal Purohit:

I have gone through your post.

As I presume, there is no formal Proforma but one can devise such thing as one finds it necessary. However, there are certain issues which are common for, by & large most of the Libraries.

While relinquishing charge, it is quite necessity to get a clean chit from the organization and the most important issues are:

(a) Stock

(b) Finance.

for (a) Stock, Be specific to hand over all Register & Records like Accession Registers relating to books and bound volumes of journals. for e-books & e-Journals, hand over the files and specifically the passwords etc. ask the person (who is taking charge) to check it  (BY HIMSELF) by opening the requisite e-materials . in a small pad write down PWs submitted & satisfactorily checked then comes the files regarding financial transactions like payments made in advance for hard & soft copies of journals, and databases

Hand over the files of Stock verification and Audit Reports.

Ask the person taking charge whether he is satisfied that all are ok.In case you are the person taking charge, try to go through the papers in details and if there is any confusion/ambiguity, seek clarification and note them down.Similarly see all the file or show all the files as the case may be. ask for any case of loss of books by users which have not been reported to Audit.Check whether such incidents were duly reported to the requisite authority. make a note of it. In case your library charges for membership, check whether the file is neat and clear. in case there is over writings, seek clarification and take note. If there is a collection of CDs, ask under whose supervision the CDs are kept. ask the individual whether all are working properly and take a note & name & designation of the person.( in case you can check them by yourself, do it and take a note. if you find that there is none except you to look after the Cds, just sample check them on % basis(like if there are 200 Cds, check 20 (that is 10%)  ( if there are 5000 CDs check 25 which is 5% of total keep making notes of every such information and note down which one you have checked. Get the record book of CDs/DVDs if it is instantly countable  (like 500)  and all are in the same type of Jewel box, ask somebody to make 20 stacks of 25 CDs/DVDs each so that from the height, you can have idea of the stock.Ask the in charge of Periodical Section separately whether the papers of due issues are Ok, whether any payment is due or overpayment is made, whether license papers for e-materials are all Ok. Let him/her know that you will sit with him/her shortly. keep noting such things. see for machines  and infrastructures and their Maintenance Contracts (if any) know the files relating to such materials and their records. Contact Store section & accounts section whether there is any pending issues left with them.

Now prepare a note and  write your comments as you have noted down earlier. (like CD/DVD: 5723 checked randomly vide sl No.  such and such)

Now, sign it and get it counter signed by the person. Prepare another note addressed to the chief of Administration. attach a copy of the reliving of taking over note bearing your comments. Keep a stamped copy of the statement to yourself. in your personal & safe custody.

I think that is all in a nutshell.   In case there is any important (like rare books or Coins or artifacts, keep elaborate accounts of those materials.

Sincerely,

Siddhartha S. Ray, Calcutta

 

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Permalink Reply by Mahesh M S on September 2, 2018 at 18:09

Hello Sir,

Is there any letter format to taking and handing over by Librarians.

Regards

Mahesh

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