Page 163 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Library Administration and Management

Notes Only such items which are cleared after the above scrutiny are retained with tick
marks.

Others are scored out. Now you have completed the provisional selection stage.
(c) Recording: The purpose of recording is to make complete data available on each of the
provisionally selected documents. The unit record can be a standardised selection card of
the size 5" × 3" with appropriate columns printed. The following are the essential data
elements to be covered by a selection card:
Broad subject name or class number
Full name(s) of author(s)

Full title with sub-title, if any
Edition number, if any
Imprint (place, publisher & year)
Series name, if any

Collation, like number of pages, type of binding, etc., and size
ISBN, if any
Price
There are also some desirable elements, to be included, like:
Reference to source/indent/suggestion

Name of the subject expert granting approval
Order number and date
Name of the vendor with whom ordered
Number of copies ordered

Date of supply
Bill number and date
Date of payment
Amount paid
Accession number
All the essential information may not be found initially. You will have to use appropriate
bibliographical tools and complete the columns in the selection card as far as possible. The
desirable information listed above is provided for in the cards since they would explain
the workflow regarding each item.
(d) Consulting: Consulting work can be done at prescribed intervals or as and when needed
for placing an urgent order. For this purpose, subject lists are typed out from the cards in
the “Books Selected” tray. Each list should be forwarded to the concerned subject expert
with the request that he should return the list after considering every item and making his
specific recommendation as to whether “approved”, “rejected” or “deferred”. Once the
list is received back from the expert, you must carry forward the recommendations to the
respective cards. Cards relating to the “rejected” items must first of all be removed and
disposed of Cards of the “approved” items must be duly noted and removed to another
tray labelled as “Books Approved”. These items can be presented again to the experts
whenever it becomes necessary.

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