Page 175 - DLIS007_LIBRARY AUTOMATION

Library Automation

Notes 9.3.3 Controlling Processes

The controlling processes further regulate the circulation of library materials. These functions
include:
(a) Renewals: Renewals represent an extension of the loan period by recharging the same
item to the same borrower. Some books are required by readers for a longer period for
various reasons. Books may be renewed if there is no demand for the same book, as
indicated by the reserves record. Books may be renewed by presenting the book in person
or by telephone depending on the library policy. However renewal is allowed on condition
that the book will be returned immediately if recalled.
(b) Reserves: The reserve procedure is also known as hold procedure. In this library materials
already on loan are identified and held or reserved upon request for other patrons. A
record is then made at the circulation desk that serves to identify the user making the
request and the book in question. The next step occurs upon the return of the book. When
the book in question is returned the charge record indicates that the book is now ‘on hold’
for another user. Such ‘On hold’ books are separated and a notification to the requesting
patron is sent to the user who made the request.
In academic libraries, textbooks and other related materials are in great demand by the
students. Due to paucity of funds or non-availability of the item, college and university
libraries are not in a position to acquire multiple copies to satisfy the demand for the same
books by several students. With fixed book funds, a balance has to be struck between
multiple copies and ensuring equitable access to certain titles for all users for home use.
Information regarding ‘holds’ for specific titles can also be used as an effective selection
tool for `multiple copies’.
(c) Recalls: Another important controlling activity concerns circulation is recalls. As libraries
often allow patrons to renew books on the condition that the item will be promptly
returned if another patron later needs it. The activity of calling books back into the library
so that they can be lent to the other person is known as recall. Thus, a request for a hold or
reserve initiates a recall of a book on first loan or already renewed.
(d) Reminders: Sending regular reminders for overdue books is one of the most important
jobs of counter staff Readers may not return books in time either for selfish reasons or due
to forgetfulness. The library’s inability to locate the book promptly and ensure availability
may also prompt the readers to retain the books with them for a long time.

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Caution To avoid such monopoly of books by a few persons and to give every reader a
fair chance to use these books, reminders should be sent at regular intervals.
A record of the overdue books, the concerned readers’ name and address must be made
regularly. Printed reminder forms may also be used. In college and university libraries
help of faculty is also sought in making reminders more effective.
(e) Fines/Overdue Charges: It is a general practice in libraries to collect overdue charges/fines
for books returned after the due date. The policy of fines/overdues is primarily a measure
of control for the proper use of books. The policy, of overdues is mainly to dissuade the
practice of cornering certain books in demand. This also results helps to enforce discipline.
The fines activity is also closely related to the: charge and discharge activities. The amount
of fine and the ways of cumulating fines varies and depends on the library’s policy. The
two most common are straight line (accumulation of a fixed amount per day), and sliding
scale (accumulation of decreasing or increasing daily amounts. Fines are normally
cumulative up to a certain amount per book and then stay at that maximum amount.

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