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Permalink Reply by Siddhartha Shankar Ray on January 18, 2018 at 17:31

Dear Ms. Chandel,

Thanks for your post.

In case you have no guidelines for lost books, before accepting & further proceeding, ask the student to formally apply indicating loss & replacement and keep a photocopy of the application in your custody. Next inform your competent authority officially along with the original copy of the application with intimation that book may be recorded into the Accession Register. If you have guidelines, you may proceed straightway but in any case, keep your authority officially informed of the incident.

In the "Remarks" column of your Accession Register you can simply include the book  with old Accession No. with remarks that it was replaced by so and so with a new edition on particular date. You should put your signature or that of your competent authority. Alternatively, you have to record the book with new Accession No. and in both Numbers in remarks column, you have to keep record of loss & recovery like in the old No. write lost & replaced vide Accession No......(put the new Acc. No. ) & in the New No. write replaced by the New edition against....  (write the old Acc. No.).  It is always advisable to maintain a record of lost books in a small Exercise book indicating Sl. No.  , Acc. No. of Lost Book (&  New Acc. No. if you record it so) & date of replacement. In case your's is a Govt. organization & subjected to Govt. Audit It will help you during their visit.

Hope I could explain your issue.

Sincerely,

Siddhartha S. Ray, Calcutta

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