Page 171 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Library Administration and Management

Notes Lists are then pre-pared, generally in triplicate. The order is transmitted with the signature
of the librarian. The second copy of the Order List can be sent to the indentor or the
department concerned for information. Such intimations should be sent to the individuals
also in the case of items suggested by them. The third copy of the Order List is filed in the
section.
(iii) Supply Receiving Work: Supply receiving work includes jobs like:
Taking delivery
Tallying, collecting and checking

Cards picking and noting
Transmitting for accessioning
Books may be supplied either by personal delivery, or by parcel service. In the latter case the
vendor would have sent the way-bills. Arrangements should be made with clearing agents for
taking delivery of the parcels. In either case, supplies are affected along with bills. The books
supplied should, first of all, be checked with the bills. The bills and the books are then matched
with the Order Lists. If discrepancies are noted either in the items supplied, or the physical
condition of the books, or the prices given in the bills, they are notified to the supplier and got
corrected. Extreme care must be taken to ensure that the books are in perfect condition.
Possibilities of damage in transit, defects in binding, missing sections, etc., should not be
over-looked. Once the supply is found acceptable after the tallying, checking and collating as
explained above, the cards relating to the items supplied and accepted are picked out from the
“Books-on-Order” tray and the supply date and bill number are duty entered. The books along
with the bills and the cards are finally transmitted to the Accessioning Section.

Notes A printed order form can be used for forwarding the original of the Order List to the
supplier.

Self Assessment

Fill in the blanks:

8. Gifts and ………………… constitute an important source acquisition of reading materials
in a library.
9. Some libraries are designated as ……………………. and receive free copies of publications
brought out by Governmental and non-governmental organizations.
10. Acquisition through …………… is another mechanism by which Collection Development
can take place.
11. …………………….. books are not published simultaneously but are published over a
period of time in different years.

12. …………………can cause problems in buying foreign books.
13. ………........... means verifying the selection has with the corresponding cards.

9.4 Accessioning

All the books and documents received in the library are taken into its stock by a process called
Accessioning which involves the assignment of a serial number called Accession Number. In the

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