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Unit 9: Acquisition Section
(e) Indents Passing: As and when indents are received from experts or departments they must Notes
be subjected to the same process of scrutiny. Items found already available in the library
or on order should be scored out unless additional copies are recommended. Clarification
on this point can be sought from the indentor. After scrutiny, the indent has to be costed.
For this, the price of each item should be ascertained from proper sources and the total
value involved estimated. The indentor should then be informed of the financial position
through an Indent Noting Form. The following details should be included in the Indent
Noting Form:
Number of items recommended
Number of items already available or on order
Number of items recommended for additional copies
Estimated cost of items neither available nor on order
Estimated cost of items to be duplicated
Total estimated cost
Total allotment for the subject/department
Amount already appropriated
Balance amount available
Remarks, if any.
In the light of the above financial report, the indentor would be making suitable
adjustments in the items intended or reconfirm the indent. In either case, the next job is
recording the items and merging the cards in the “Books Approved” tray.
(f) Sanction Obtaining: Book selection becomes final only when the formal sanction is
obtained from the librarian or any other sanctioning authority. For this purpose, separate
lists have to be typed out from subjects or categories of documents as per the classification
in the budget allocation. Necessary financial report also should be prepared to accompany
the lists, including the total estimated cost, total allotment in each case, amount already
appropriated, and balance budget available. Sanction is obtained for each list. If any
alteration or deletion is made in the list the same should be entered ‘in the respective cards
also.
Did u know? Cards belonging to the “deferred” items may be separately kept in another
tray labelled as “Books Deferred”.
Self Assessment
State whether the following statements are true or false:
3. Book selection is conditioned by three factors: demand, supply and finance.
4. Each library ought to have its own broad allocation policy.
5. The total budget of the library will include a common provision for books.
6. This budget allocation is done by the library authority or its delegated body like the Book
Selection Committee.
7. Cards of the “rejected” items must be duly noted and removed to another tray labelled as
“Books Approved”.
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