Page 117 - DLIS007_LIBRARY AUTOMATION

Library Automation

Notes The desirable information listed above is provided for in the cards since they would explain the
workflow regarding each item.
1. Consulting: Consulting work can be done at prescribed intervals or as and when needed
for placing an urgent order. For this purpose, subject lists are typed out from the cards in
the “Books Selected” tray. Each list should be forwarded to the concerned subject expert
with the request that he should return the list after considering every item and making his
specific recommendation as to whether “approved”, “rejected” or “deferred”. Once the
list is received back from the expert, you must carry forward the recommendations to the
respective cards. Cards relating to the “rejected” items must first of all be removed and
disposed of Cards of the “approved” items must be duly noted and removed to another
tray labelled as “Books Approved”. Cards belonging to the “deferred” items may be
separately kept in another tray labelled as “Books Deferred”. These items can be presented
again to the experts whenever it becomes necessary.

2. Indents Passing: As and when indents are received from experts or departments they must
be subjected to the same process of scrutiny. Items found already available in the library
or on order should be scored out unless additional copies are recommended. Clarification
on this point can be sought from the indentor.
After scrutiny, the indent has to be costed. For this, the price of each item should be
ascertained from proper sources and the total value involved estimated. The indentor
should then be informed of the financial position through an Indent Noting Form. The
following details should be included in the Indent Noting Form:
Number of items recommended

Number of items already available or on order
Number of items recommended for additional copies
Estimated cost of items neither available nor on order
Estimated cost of items to be duplicated

Total estimated cost
Total allotment for the subject/department
Amount already appropriated
Balance amount available

Remarks, if any

!
Caution In the light of the above financial report, the indentor would be making suitable
adjustments in the items intended or reconfirm the indent. In either case, your next job is
recording the items and merging the cards in the “Books Approved” tray.
3. Sanction Obtaining: Book selection becomes final only when the formal sanction is
obtained from the librarian or any other sanctioning authority. For this purpose, separate
lists have to be typed out from subjects or categories of documents as per the classification
in the budget allocation. Necessary financial report also should be prepared to accompany
the lists, including the total estimated cost, total allotment in each case, amount already
appropriated, and balance budget available. Sanction is obtained for each list. If any
alteration or deletion is made in the list the same should be entered ‘in the respective cards
also.

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