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Permalink Reply by Alka Babariya on January 31, 2014 at 15:58

Kindly consult Page No. 60 of GFR-2017

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Permalink Reply by Somnath Goswami on January 31, 2014 at 20:51

Madam..i have read this file but there no mention about rules of weeding of books..How many books weeding out and how many year after library apply wedding out policy?.. 

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Permalink Reply by sadacharam on January 31, 2014 at 21:59

this information is available above the lnk

Rule 194. Physical verification of Library books :
(i) Complete physical verification of books should be done every year in case of libraries having not more than
twenty thousand volumes. For libraries having more than twenty thousand volumes and upto fifty thousand
volumes, such verification should be done at least once in three years. Sample physical verification at
intervals of not more than three years should be done in case of libraries having more than fifty thousand
volumes. In case such a verification reveals unusual or unreasonable shortages, complete verification
shall be done.
(ii) Loss of five volumes per one thousand volumes of books issued/consulted in a year may be taken as
reasonable provided such losses are not attributable to dishonesty or negligence. However, loss of a book
of a value exceeding Rs. 1,000/- (Rupees One thousand only) and rare books irrespective of value shall
invariably be investigated and appropriate action taken.

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Permalink Reply by sangeeta on February 2, 2014 at 18:15

sir,

meri library main kuchh eisi books hai jo ab useful nahi hai. ye books accessioned bhi hai.useful na hone ke karan keval jagah gherti hai . islia main ye janna chahti hu ki aise books ka kya karna chahia main unhe nikalna chahti hu. taki nai books ke lia space bana saku.

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Permalink Reply by sadacharam on January 31, 2014 at 22:16

nice. useful information and links is there. thanks

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Permalink Reply by Somnath Goswami on January 31, 2014 at 22:37

Thank you very much sir for answer

But my question is regarding weeding out rules...you have given answer about stock verification...

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Permalink Reply by Siddhartha Shankar Ray on February 2, 2014 at 20:18

Dear Ms. Sangeeta (& Also Sri Somnath Goswami)

I have gone through your post and also the replies.

In financial & administrative points of views, weeding out means to discard!!

Actually, in Government Rules, officially there is no provision of Weeding Out Policies as

(i) books/ materials purchased out of public money should not be Discarded &

(ii) since the books were purchased it was because of felt necessity as such, what is the justified reason that they should be discarded and

(iii) Never-the-less, since the books were purchased (and certainly accessioned) it became asset of the institution/library. (because it was recorded in the Accession Register aka Asset Register of Library!)

According to financial norms, such assets are always subjected to depreciation but can not be discarded!

However, in practice, especially in schools and colleges, according to changes in syllabi, certain (text) books become obsolete. So also popular news magazines over time in all libraries.

The easiest way is to

(a) constitute a committee comprising the academic/research staff of the institution along with people from administration and Accounts &/or Finance Departments and

(b) get a resolution in favour of weeding out of certain books& other materials (as the case may be)

(c)and  prepare a list of such materials along with their corresponding costs.

(d) Now, ask the Finance Department to calculate the depreciated cost as well.

(e) Now, in case there is any board of Governors or Governing body or advisory body of the institution, get the resolution approved by the board/advisory body and place it before the audit party for their deliberation.

BUT PLEASE KEEP IT MIND, YOU HAVE TO ADEQUATELY JUSTIFY THE REASONS OF WEEDING OUT OF THE MATERIALS.(In fact, the approval of the body/board depends upon this issue as you have to convince them about the weeding out proposal!!)

If all the above mentioned formalities are done properly, the materials can be weeded out without any problem.

I hope you have received the reply to yur queries!

Sincerely,

Siddhartha S. Ray, Calcutta

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Permalink Reply by sangeeta on February 2, 2014 at 21:13

thank u very much sir for your answer. please tell me what should we do the weeded out books.

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Permalink Reply by Siddhartha Shankar Ray on February 2, 2014 at 22:07

Dear Ms. Sangeeta,

Thanks for your query. But as I have no idea (except from your post that the books Useful Nehi hai ; sirf jagah gherti hai)what type of books are there and what type of Library you have and most importantly, whether Government or Private etc. etc.

As such, YOU and YOUR ADMINISTRATION have to decide what to be done for such books. Among possible substitutes,

(a) You can donate these books to other Libraries.(This is still practiced at American Centre Libraries)

(b) Arrange a "Book Fair" in your institution and offer the books to your students/teachers/staff at a high discount (or throw-away) price (this was in practice in British Council Libraries across India)

But whatever, you will be doing, YOU MUST INVOLVE  Academic Staff and both Administrative & Accounts Staff in the entire activities.NEVER DO ANY OF THE EXERCISE SINGLE HANDED.

Sincerely,

Siddhartha S. Ray, Calcutta

YOU CAN CHECK  WITH LOCAL BRITISH COUNCIL OR AMERICN CENTRE LIBRARIES for confirmation!

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Permalink Reply by sangeeta on February 2, 2014 at 23:09

sir,

i am a librarian in central electricity regulatory commission library. old reports, handbook,all india high court cases,tarrif order, directories, annual reports, swamy's compilation,energy etc. books in my library.

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Permalink Reply by Siddhartha Shankar Ray on February 4, 2014 at 21:40

Dear Ms. Sangeeta,

As I presume, some of the materials you have mentioned may be of use. The best way is to digitize those fugitive materials (like  references of High Court cases, Tariff rate orders and old reports) they generally constitute a few pages and can be scanned by ordinary flatbed scanners costing around Rs. 5000/- Once it is done, you can adequately justify weeding out of the hard copy materials. Regarding others, you can get those checked by a team of committee members constituted for this purpose.Get the latest depreciated values of the materials especially the purchased materials. I don't think there will be much problem. Regarding the digitization activities, I have mentioned it after proper deliberation because if ever your management require them you will be asked to get those materials from 'where ever you can'. So, to remain on the safe side, you can keep soft copies of those materials in some CDs and discard the hard copy materials. Never-the-less, in case you want to devise a Digital Archive, the scanned materials (specially illustrative materials, charts, diagrams, photographs , coloured front covers, certain important advertisements, with illustrations of those days;  rates in old annas, and paises etc. etc.) will constitute a great archival value   

Sincerely,

Siddhartha S. Ray.

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Permalink Reply by sangeeta on February 2, 2014 at 23:19

sir, thanks for your suggestion. you give me a very important & useful information for me i am very grateful to u. thank u sir.

 

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