Page 190 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 10: Circulation Section

10.4.1 Factors in Planning Notes

In planning the circulation process, there are many factors that the management must consider.
They are:
Multiplicity of materials: It is necessary to provide for a multiplicity of materials like
conventional books, periodicals, media; etc., as well as the special equipment needed to utilise
these materials. The process must be planned to handle the size of the collection, daily volume
expected and types of material circulating. The larger the collection and volume of circulation,
the larger and more involved the circulation process.

Multiplicity of users: A public library, for example, caters to a more heterogeneous group of
users, while a special library would have a more homogeneous group with an identifiable
nature of interests. As it is possible to have more control and access to patrons in a special
library, the circulation process can be much simpler.

Degree of service: It is an additional factor that needs careful consideration while planning.
Are all materials to be circulated? Should specialised materials like cassettes, films be circulated?
If so, is the equipment to be made available to the patron for home use? Limited circulation of
some items is necessary for a variety of reasons. The length of time for which materials may be
charged out or to whom is another matter to be considered. In academic libraries, for example,
specialised materials like non-print materials and reference materials are loaned to faculty
only. Books under categories such as manuscripts, personal papers of eminent scholars, standard
reference books are normally not loaned even to faculty. Usually a varying loan period relevant
to the format of material and the type of patron is followed in many libraries. Certain materials
may be available only to faculty for overnight borrowing only.
The old problem of overdues and fines is another area which needs to be clearly spelt out.
Professional literature is full of pros and cons relating to this problem. To fine or not to fine for
overdoes is a controversial issue. Other considerations include whether materials may be renewed
and if so, whether renewals may be made by telephones; whether books on loan may be reserved
etc. All these questions need to be carefully considered before arriving at a decision. The goals
and specific objectives of the library must be considered as the basis for any decisions reached.
The choice of charging system is a very important factor that needs to be considered while
planning a circulation process.

The provision of personnel is another factor that management must consider. The circulation
process can be operated quite adequately be semi-professionals, clerical personnel and others.
Professional involvement is generally restricted to determination of basic policies and procedures
and general supervision. Once the basic process including policies has been established a
semi-professional or clerk can handle the day-to-day supervision.

Notes Circulation regulations usually describe the parameter which applies to circulation.
Many libraries have limits on the number of items (two, three, etc.) and the length of time
(two weeks, three weeks, etc.) the material may be kept.

10.4.2 Circulation Management

Circulation is a necessary on going activity. As the environment of the library changes, the
circulation operations must also adapt. The choice of an appropriate charging system must be
periodically reviewed in view of the available technology. As long as the environment continues
to change, librarians will need to do a periodic review of the system.

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