Page 167 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Library Administration and Management

Notes time resulting sometimes in the lapse of unutilized funds. Further, it is seen that
booksellers offering the lowest quotation are unable to supply in time as the concerned
books may not be in ready stock with the bookseller.
(2) Quotation Method: In the quotation method, various booksellers are requested to
give their lowest quotations for various categories of documents, trade discounts on
Indian and foreign books, if any, and the conversion rates for foreign currencies.
This procedure is repeated at the start of every financial year. The quotations received
are tabulated and approval sought from the concerned sanctioning authority.
Generally, firms giving the lowest quotations are selected. Efficiency, organizational
and administrative capacity and capability of the booksellers (based on past
experience) are considered along with the quotations offered by them.
This method is different from the tender system where the lowest quotation for each
book is the basis for the selection of the bookseller.
As this method has not been very successful due to the monetary changes taking
place from time to time, a Good Offices Committee consisting of representatives of
the Ministry of Education, the University Grants Commission, Librarians, Indian
Library Association and Publishers has been formed whose main task is to fix the
conversion rates from time to time. These rates are accepted by all. This system has
the advantage that books can be ordered from any bookseller who accepts the
conversion rates of the Good Office Committee. This simplifies procedures as far as
individual librarians are concerned as it is trouble-free and the question of audit
objection does not arise.

(3) Direct Ordering with Publishers: Due to the inefficiency of local booksellers, many a
library has resorted to the practice of directly ordering with publishers or their local
representatives/dealers. This may involve a lot of paper work as far as the individual
library is concerned since it involves getting drafts from banks, transmitting them
to publishers, correspondence with publishers for non-receipt of documents, etc.
But, once the procedures are streamlined, the problems encountered, if any, would
be few in number. The difficulties one may encounter in direct ordering are in
relation to import licences and foreign exchange regulations.
Direct ordering with publishers in regard to periodicals is extremely advantageous
vis-à-vis local vendors.

(4) Standing Vendor Method: Standing vendors are appointed for the supply of books and
other reading materials to the library. Their selection would depend on their
efficiency as well as the lowest quotations offered. The standing vendors so selected
are appointed for a year or two under prescribed terms and conditions of supply. If,
subsequent to their appointment, it is found that their performance is far from
satisfactory, their appointments would be terminated and new ones made.

(5) Dealer Library Plan (DLP): Under this plan, as agreement is reached between the
library and the publishers or a group of publishers whereby the publishers send
books as soon as they are published to the concerned library on specific subjects to
selector reject them. It may be worth noting that under the DLP, the library may get
books earlier than the local booksellers. One of the advantages is that books published
are made accessible immediately to the library for selection and procurement.
However, one disadvantage may be that the library may receive books not
compatible with its particular requirements. This problem can be overcome by the
publisher exercising care in sending books relevant to the organization’s interests.

162 LOVELY PROFESSIONAL UNIVERSITY