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Transfering books within the same group of institution is acceptable or not.

Dear professionals,

Kindly clarify my doubts regarding.....

a)Transfer of books within the same group of institution is acceptable or not.

b)Bill copy is needed?

c)In case of Books of " book bank"

     i) procedure to record the details of a book

     ii) Records in which register ?(Accession  register or separate register)

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Dear,

Transfering Books acceptable in same Group of Institution through  Inter Library Lone books  acoording to Issued  some period and after Return of ILL Books.

 

Pramod Singh

One can transfer books on ILL or completely write-off from present library collection than one can donate the books to another library.

Dear sir,

where to record the details of the book? In Accession register or separate register?

with regards,

A.Mala

You are not asking about ILL, If you want to transfer the book from one college to other college you can. But the account should be make separate. The transfer book should be write off from the current institution.

Dear sir,

Thank you very much for your kind reply....

with regards,

A.Mala

Dear Ms. Mala A,

Thanks for your post.

If the institutions have separate budget and are subjected to separate (independent) audit, It is rather quite complicated to transfer asset of one institution to another. However, if it so happens that the particular set of books are meant for a specific subject/group of subjects & the doner institution has ceased teaching of that particular subject/group of subjects and the receiving Institution has either initiated teaching in those subjects or continuing teaching of those subjects AND especially if the books are foreign books  (where purchase of the books once again by the receiving institution will involve another round of expenditure of Foreign Currency) the books may be shifted to the other institution subject to written request from the receiving institution to

(1) Save further expenditure of Foreign Currencies by the parent body under which both the institutes belong &

(2) Better utilization of resources.

There should be clear mention in the remarks coloumn  of the Accession Register of the doner institution duly signed by competent authority that the books have been donated to  so & so institution upon their request and the receiving Institution should record such books in their Accession Register as gift from the doner institution and the books should be shown as acquired asset during the audit verification. It is always advisable to get prior formal approval from the Library Committee or preferably by the board of the doner institution to this effect. It is always advisable that the roles of librarians should better be behind the screen!!

I hope I could clarify the issue.

Siddhartha S. Ray, Calcutta

Respected Siddhartha Shankar Ray sir,

  Thank you very much for your valuable suggestion regarding my forum.And we always wish to expect the same from you..

with regards,

A.Mala

Yes' it is acceptable of transfer the books within the same group of institution .In many colleges there are department libraries and one central library there are run this type of proses.

Dear kavita shringi mam,

Thanks a lot ...for your valuable suggestion.

 

with regards,

A.Mala

Reply to

a) Yes it is acceptable provided all norms are followed.

b) Indeed, it is needed

c)

i) both manually as well as in the Library database. 

ii) Book bank register should be separate one. It would be referred during stock verification

Dear Basab Ranjan Shee sir,

Thank you very much for your valuable suggestion.

Kindly let me know ,whether ''bill copy''( of transfer books) is essential for the receiving institution.

with regards,

A.Mala

Yes, why not. Send the photo copy of the bills along with the books. The person in-charge will keep a record. The main idea is the transparency. If, at anytime there is a query on the spot about the costs of the books etc. etc., the person in-charge will be in a position to answer.

I hope this is clear Ms. Mala.

Best wishes and good luck.

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