Page 241 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Library Administration and Management

Notes
Example: Scientific reports, recommendation reports, white papers, annual reports,
auditor’s reports, workplace reports, census reports, trip reports, progress reports, investigative
reports, budget reports, policy reports, demographic reports, credit reports, appraisal reports,
inspection reports, military reports, bound reports, etc.

13.2.1 Importance of Reporting

Report literature is an important primary source of information, particularly for a research
library. This new medium for communication of information came into being during World
War II due to scarcity of paper, restrictions in distribution, and delay in bringing out periodicals.
Reports not only solved the problems then, but proved quite useful to be continued after the
war.
Reports originate in various research organizations and government departments and appear
in a wide variety. Most of them report about research and development projects, in progress or
completed. They may present quick preliminary information about the work in progress; or
they may give complete information about the work just completed. In some subjects, such as
nuclear science and aeronautics, a good amount of literature is available in the form of reports.
Technical reports may be issued ad hoc or in series periodically. Even in India, several institutions
publish reports. National Aerospace Laboratories, Bangalore, publishes several reports every
year. It may be said to be a nascent, unedited, non-formalised presentation of findings with a
considerable amount of usage of jargon, acronyms, abbreviations, etc.

Example: NASA reports, EURATOM reports, EEC reports, etc.

Notes A special characteristic of a report is that it contains details of the project and
includes a large amount of data. Information in reports is generally meant for internal
audience.

13.2.2 Features of a Report

Following are the main features of a report:
1. Complete and Compact Document: Report is a complete and compact written document
giving updated information about a specific problem.
2. Systematic Presentation of Facts: Report is a systematic presentation of facts, figures,
conclusions and recommendations. Report writers closely study the problem under
investigation and prepare a report after analysing all relevant information regarding the
problem. Report is supported by facts and evidence. There is no scope for imagination in
a report which is basically a factual document.
3. Prepared in Writing: Reports are usually in writing. Writing reports are useful for reference
purpose. It serves as complete, compact and self-explanatory document over a long period.
Oral reporting is possible in the case of secret and confidential matters.
4. Provides Information and Guidance: Report is a valuable document which gives
information and guidance to the management while framing future policies. It facilitates
planning and decision making. Reports are also useful for solving problems faced by a
business enterprise.

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