Page 229 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Library Administration and Management

Notes done as a regular routine. The system must also help in settling claims for non-supply and in
avoiding overpayment. However, there are different methods in use among libraries, the most
common being:
The Ledger System
The Card System

The Three Card System, and
The Kardex

12.4.1 The Ledger System

In this system, the record is kept in the form of a bound register wherein each page is allotted to
a periodical. On top of the page usually, details like the name of the periodical, its periodicity,
the name of the publisher/sponsor, the name of the supplier, the amount and period of
subscription paid, etc., are written. Columns will be provided for year and months, volume and
number, date of receipt and remarks. Entries will be made in these columns as and when current
issues are received. The chief advantage of this system is that each page will explain the receipt
of the various issues of a periodical. This method may be found satisfactory for a small library
subscribing to a few periodicals only. The chief disadvantages of the system are that each page
has to be examined in order to take note of the non-receipt or overdue issues at a point of time.

12.4.2 The Card System

The Card System can overcome many of the disadvantages of the Ledger System. In this system,
cards of a uniform size, either 5" × 3" or 6" × 4", can be used where each card can hold the data
relating to a particular periodical. The card can contain all the details normally found in the
Ledger System. If separate cards can be used for the different volumes of a periodical the card can
contain additional information like the reminders sent, claims made, etc.

12.4.3 The Three Card System

The Three Card System is a method introduced by Ranganathan. In this system three different
cards of the size 5" × 3" are maintained for each periodical. They are called the Register Card, the
Check Card, and the Classified Index Card.
Register Card: This is intended to record information about the name of the periodical, the name
of supplier, the periodicity, the order details, the annual subscription, the payment de-tails,
details of issues received, etc. The Register Card enables the library to know the issues received
and the dates of their receipt. These cards are arranged in a tray in alphabetical order so as to
facilitate the title approach.

Check Card: The Check Card is the most important contribution of this system. It contains
columns for volume and number, due date, details of reminders, etc. It is the arrangement of
these cards which meet its very purpose, namely, watching the receipt of the issues for acting
upon when found overdue. A check card will be prepared for each of the periodicals ordered.
These cards will then be arranged in a tray behind Guide Cards indicating the expected week of
its receipt. There will be 60 week guides in all, as there can be a maximum of 5 weeks in a month.
The Classified Index Card: This card shows the volumes available in the library in the case of
each periodical. It also gives details about the supplements, cumulative indexes, etc. of the
periodical. These cards, as their names imply, are arranged in a classified order according to the
Class Numbers given to periodicals.

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