Page 212 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 11: Library Rules and Maintenance Work

This method is cumbersome and time consuming as the books on the shelves are arranged Notes
by class numbers. The use of accession register, which is a very important record, also
spoils. A modified method is to prepare and use a duplicate accession register. But then the
task of preparing another duplicate accession register is stupendous and also involves
unnecessary wastage of time, energy and money.
Another simplified variant of this method is to prepare slips with only the accession
numbers and use these slips for stock taking. Alternatively a register bearing only serial
numbers in columns in a page may be used. Numbers may be crossed out for books on the
shelf. However both the methods may lead to malpractices since bibliographical detail
cannot be verified in either of the two. However, this method may lead to malpractices;
for example, a lost book may be replaced by another cheap book with the same accession
number, since bibliographical details are not provided.
Numerical Counting Method: This is another simple method, wherein all the books on the
shelves and the books out on loan are counted and tallied with the total number of books
as per records. The comparison indicates the less of books in terms of only numbers.
However, it does not reveal the particulars of the books and hence it serves only a limited
purpose of stock verification, however, this method gives a rough idea of the extent of
loss.

Stock Verification by Shelf List Method: Maintenance of an up-to-date and accurate, shelf
list is a pre-condition for this method of stock taking. Shelf list on cards is very flexible and
facilitates speedy stock verification. The cards are taken to the stack and call number of
each book on the shelf is read by one person and another person either ticks it or takes out
and keeps it in another tray. Otherwise the cards of missing books can be removed and
kept it in another tray. Otherwise the cards of missing books can be removed and kept
separately. This is an easy, simple and quick method. The trays containing the shelf register
cards can be distributed among a number of persons and simultaneous stock verification
of various sections of the stack is possible. Though time-consuming, this is a very efficient
method of stock taking, and stock verification is also achieved in this method.
Some of the advantages and disadvantages of stock verification are listed in this section.

Advantages

By revealing the number of books lost in a library it helps to replace the lost books.
Gives an indication of books popular with readers although often in academic libraries
such books are not necessarily those recommended in the course.
Enables the library staff to get a better acquaintance with the books, which is very necessary
for the maintenance staff.

Ensures thorough dusting, cleaning and rearrangement.
Facilitates identification of worn-out books for mending, repair and binding.
Helps to keep the library catalogue and other stock control records up-to-date.
Gives an indication of the efficiency of the library staff with reference to vigilance and
carefulness in maintaining the collection.

Disadvantages

Regular routine of library work gets disturbed;
Inconvenience to readers is caused;

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