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Library Administration and Management
Notes Many modern management techniques like cost benefit analysis, system study are made use of
in evaluating circulation systems. These methods identify the relative costs of systems and
attempt to balance these costs against the relative advantages of each choice. Capital equipment,
labour and material are weighed against such benefits as patron satisfaction, operational efficiency
and economy, and statistical information.
10.4.3 Records and Statistics
The maintenance of records in the circulation department is very important because these records
form the basis of collecting statistics on documents taken on loan, the types of users and what
they have been borrowing, how often a particular title has been borrowed, defaulters, etc. These
statistics are invaluable in providing useful indicators to the library to play its acquisition
policy, nature of services, the range and type of users, etc. Such analysis goes into the annual
reports of the library. Various registers like patron register interlibrary loan register, overdues
and fine register, suggestions register, gate register are maintained by the circulation department.
10.4.4 Miscellaneous Jobs
As the circulation counter is usually located close to the entrance/exit gate, the circulation
department is entrusted with the task of maintaining of the gate register and the property
counter.
Gate register: A record of the daily visitors and their purpose of visit to the library are maintained
in the form of a gate register. Each visitor to the library is asked to enter the details of personal
information in the specified columns of the gate register which is kept at the entrance of the
library. This is a useful record to know the visitors. Analysis of the gate register may throw light
on the patrons of the library. However it has limited value in university and college libraries
where the users are a defined group who remain the same daily and visits the library many a
times in a day.
Property counter: As users are not allowed to bring books other materials and other belongings
inside the library a ‘property counter’ is usually installed near the entrance. In small and special
libraries the property counter staff can also do the vigilance job which is necessary to eliminate
the unsocial habit of some members walking away with books of the library.
Self Assessment
Fill in the blanks:
10. In the academic libraries, the specialised materials like non-print materials and reference
materials are loaned to …………. only.
11. A record of daily visitors and their purpose of visit is maintained in the form of
…………………..
12. Analysis of the gate register may throw light on the …………………. of the library.
10.5 Charging System
As discussed earlier in this unit, there are two charging systems that are widely used in Indian
libraries. These systems are: the Browne Charging System and the Newark Charging System.
These systems are discussed in detail with reference to the following aspects:
Equipment and materials used
186 LOVELY PROFESSIONAL UNIVERSITY
