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Permalink Reply by Langmuanjohn Tonsing on February 19, 2013 at 0:41

Procedures of Conducting Library Stock Verification
 
  As per general rules and practices, physical verification of
library stock is generally undertaken once in year for library not having more
then 20000 volumes. If the Library having more then 20 000 to 50,000 volumes
once in 3 year and if above 50 000 volume sample physical verification.

(See
the Rule194 of the Indian Financial Rules 2005.)
(http://finmin.nic.in/the_ministry/dept_expenditure/gfrs/GFR2005.pdf)

1.   The Library Advisory Committee considers this matter and makes
Recommendations to the Head of the Institution for constituting a Library
Physical Verification Committee. Generally, the Committee is headed by a
Chairman nominated by the Head of the Institution.  Each Department in the
institution may also nominate a person to represent it on the Committee. The
Librarian would also depute one or two persons from the Library to assist the
Committee.   In case of small libraries, the strength of the
Committee can be up to 5 persons, including the Chairman.  In case of
larger libraries, the strength could be raised to about 20.
 
         2.   Based on the recommendations of
the Library Advisory Committee, the Head of the institution issues a
Notification duly constituting the Physical Verification Committee. 
 
        3. the Committee then holds a preliminary
meeting to discuss the Modalities, allocation of duties and responsibilities
among the members of the Committee.  The actual work of physical
verification then begins.
 
        4.   Broadly, the
procedures for conducting the actual physical verification can be as follows: 
 
     
   1.  Note down the accession numbers of books and Documents
already issued by the circulation counter in a separate sheet. Acc. Nos. of
documents issued during the period of physical verification is also noted in
this sheet.   
       
2. In respect of books remaining in the library racks, separate sheets of paper
are prepared for each library rack.  Each Member of the physical
verification committee are given one set of sheets and is asked to note down
the accession numbers of books held in the library rack that is specifically
assigned to him. Book Scanners are available in the market, you can save the
time. (Details enclosed in attachments)
 
       3.
Once the work of noting down of accession numbers of books already issued
through the circulation counter and those still remaining in the shelves is
over, all the sheets of paper containing the accession numbers are pooled
together.  The accession numbers can then be input into a computer for
consolidation. Some of the Library software having this facility  in package it self. If not you have to do
manually,
      4. After
all the accession numbers of books are thus input and re-arranged sequentially,
a comparison with the Library Accession Register has to be done and gaps in
accession numbers in the physical verification sheets are to be identified and
noted down in a separate Missing Books List. 
  
      5. The Missing
Books List is further checked with the reports of the previous physical
verification committee, if any, and the Accession numbers of books already
written off from the Library Accession Register may be rounded off.  The
Missing Books List may also be circulated to all the sections/divisions in the
Institution to ascertain whether any one is actually having the book or books
declared as missing.
 
     6. After all
these exercises are completed, a final MISSING BOOKS LIST has to be prepared
and signed by the Chairman and other members of the physical verification
committee.  The Chairman can then forward the list to the Head of the
Institution with a covering letter containing findings of the committee whether
the responsibility for the loss of books, if any, could be fixed on  any
person or persons or not.  The committee can also make recommendations as
to measures to be taken to avoid losses of library books and documents in
future. 
      7.  
The head of the institution then takes action based on the recommendations of
the physical verification committee. 
      8.   There
might be better methods - manual as well as computerized - than what I have
suggested above, and I am sure members of this forum would send you their own
suggestions for your guidance.
  AS PER GFR 2005 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 up to 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 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.

Source: 

Ganta Srinivasa Rao
Asst. Professor in LIS
Vignana Bharathi Institute of Technology
Hyderabad

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Permalink Reply by Pandey,Virendra Kumar on February 19, 2013 at 2:42

how prepare report/ sir!

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