Page 173 - DLIS007_LIBRARY AUTOMATION

Library Automation

Notes 9.3 Circulation Functions

Circulation functions include:
User registration,

Charging and discharging,
Control processes like renewals, recalls, holds, over dues and notifications,
Library Additional lending operations like inter-library loan,
Maintenance of records and statistics,

Clearance,
Miscellaneous functions like gate register, property counter, vigilance at entrance and exit
gates, etc.

9.3.1 User Registration

An obvious first step in any circulation system is to register the users or borrowers. This is a
time consuming and somewhat expensive procedure but mandatory for several reasons. This
procedure establishes the potential borrower as a legitimate member of the library. Registration
identifies the borrower as a member of the community in the case of public libraries or as an
enrolled student or faculty staff member in a typical academic environment. This identification
is necessary for the accomplishment of the controlling processes like holds, recalls, fines, etc.
Apart from this, it also serves as a useful point for informing the clientele of the library policy
and procedures. It is one of the initial contact points with the user community. Another important
purpose of registration, particularly in the case of public libraries, is that it provides an accurate
statistical description of the user population.

Registration Procedure

The registration procedure is fairly well standardised. The borrower to be is given an application
form to fill. The application form may preferably be in a card form, so that the same is
alphabetically filed to serve as an alphabetical registration record. The information usually
requested is the name, address, telephone number, occupation, business address and telephone
number. If it is a public library, the occupation, name, address and telephone number of a
referee or a guarantor is sought. The signature of the applicant and the guarantor is also insisted
upon.
College and university libraries grant borrowing privileges to all faculty, staff and registered
students. The method of student identification differs among institutions. The student may be
asked to show his/her identification card issued at the time of entry into the current academic
session. Another alternative is to require the borrower to show his/her admission receipt. The
third alternative requires the student to get the head of his institution or Department to countersign
his application and in case of faculty or, administrative staff a copy of the appointment letter. It
is important to establish the bonafides of the student or faculty. Registration enables the user to
make use of the privileges of the library. The form of registration is directly influenced by the
type of circulation system. The borrowing privileges of members are also indicated in the
borrowers’ register. Borrowing privileges refer to the types of documents that can be borrowed,
the length of retention, recall right of the library, etc.

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