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Librarian cum Information Officer & Sr. Library Assistant - Manohar Parrikar Institute for Defence Studies and Analyses

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Standard Procedure for Writing Off Unreturned Books by Departed Faculty Members

Dear Professionals,

I am seeking advice on how to handle library books that were issued to faculty members who have since departed the institution. Despite extensive follow-ups and reminders over a long period, these books remain unreturned.

I would like to know:

What is the standard administrative procedure to officially write off these books?

What kind of documentation is required by audit teams to justify writing off items due to non-return by staff?

Are there any alternative, effective methods or administrative channels you have used to resolve such cases before writing them off?

I would highly appreciate your insights, policy templates, or experiences regarding this matter.

Thank you in advance for your guidance.

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