Replies to This Forum

Permalink Reply by sanjeev kumar on November 13, 2014 at 4:23

sell and keep the record of selling.

 

• ▶ Reply

Permalink Reply by Siddu on November 13, 2014 at 18:09

.

• ▶ Reply

Permalink Reply by Naurin Ashraf on November 13, 2014 at 19:56

Can you please explain me the process of write off? How did you do that?

• ▶ Reply

Permalink Reply by Dr. Ramkesh Chauhan on November 20, 2014 at 19:15

Their are following steps for write off the Books.

1. We should make the list of books for write off.

2. We should take the permission for write off the books from the Principal/Director/Authority of the Institution. Attach the list of books with the permission.

3. Main Authority of the Institute will make a Committee one  member from each branch or Department.

4. After Physical verification of listed books Write off  Committee will give its recommendation to the main authority of the Institution. 

5. After approval of the main authority we can dispose or sell the listed books. 

6. Make a proper file of the correspondence and recommendations. 

• ▶ Reply

Permalink Reply by Naurin Ashraf on November 13, 2014 at 19:56

Can you please explain me the process of write off? How did you do that?

• ▶ Reply

Permalink Reply by Siddhartha Shankar Ray on November 13, 2014 at 22:16

Dear Dr. Ramkesh Chauhan:

For a Govt. Organization, (1) First prepare a detailed list of the materials scheduled to be written off

(1)a: Get WRITTEN APPROVAL from Competent Authority to this effect.[In case you have some unpublished sensitive materials like some reports etc.mention them specifically]

(1)b: Cancel/Strike off all the numbers, rubber stamps etc. on the books.

(2) Additionally, it is always advisable to prepare a rubber stamp with the words WITHDRAWN & Name of the Library AND DATE and put that rubber stamp on those pages where the earlier numbers etc. were cancelled.

In case you are ACTIVELY& PERSONALLY INVOLVED to this activity because of your job position:

If you have any Internal Auditors for your Institute, Officially approach them for WRITTEN ADVICE & follow the same.

Otherwise:

(3) Put a notice in your office/institution's notice board inviting expressions of interest to purchase the materials.

(4) If you find several buyers, ask for their rates and compile a comparative statement and submit to your concerned authority.

(5) Sell off the materials and deposit the amount to your Chief of Finance or Head of Institute.

Always keep VALID copies of documents  in your custody.

(6) During the Audit verification, get the entire activity approved by them & keep a copy of such approval.This is for your own safety.

In many cases, it happens that in case you want to leave the institute/organization, such matters become a huge obstacle. So be extra cautious in case YOU ARE INVOLVED in such activities.

Sincerely,

Siddhartha S. Ray, Calcutta

 

• ▶ Reply

Permalink Reply by Siddu on November 14, 2014 at 23:52

Sir,

How should one decide what materials need  (or are fit) to be weeded out?

• ▶ Reply

Permalink Reply by Dr. Ramkesh Chauhan on November 16, 2014 at 23:35

Thanks for valuable suggestion given by You Sir.  

• ▶ Reply

Permalink Reply by Naurin Ashraf on January 6, 2015 at 19:44

Sir (Mr. Siddhartha S. Ray)

I appreciate your comprehensive reply. You always reply and help in such topics very well. I have a query for you. Can you please explain me the full procedure of books procurement in a language library (Library : Punjab Urdu Academy) step by step? We have to establish our library from scratch. 

Regards

Librarian

Punjab Urdu Academy, Malerkotla

• ▶ Reply

Permalink Reply by Siddhartha Shankar Ray on January 6, 2015 at 23:44

Dear Ms. Ashraf,

Thanks for your post and my good wishes for a very happy new year.

You have mentioned that you are about to start your library afresh. In that case you will get ample opportunity for experimentation. Congratulations. Few among us are so lucky!!

Anyway, for procurement process, I presume that you have a selected list of books. with Author, Title, Publisher & Price. If not, you have to identify publishers of Urdu books. As I understand there are a few very prominent publishers. We have purchased a number of books from them. I am writing from outside the office and will be there on Monday, I can provide you the names of those publishers. Now the process:

A) You can ask for their catalogues. Besides, many state URDU Academies and institutions and various societies have their publications as well, Tap those sources; try to negotiate for exchange based procurement if it seems to be cost-effective.

B) Evaluate the catalogues by your academic/competent authority to prepare a list.

C) Negotiate with the publishers straightway.through e-mail (cheapest way) If you have a good budget, they will visit your institute. Negotiate with them for supply procedures and discount.Make sure to get written & signed offer. Mind it, This is extremely important!!

D) place such offers to your Library Committee or any Empowered committee/authority for their comments. In case it is a committee, keep the resolution duly signed by the members. In many institutions, such procedures are not followed. In that case send the minutes of the meeting to the members with a sheet of paper bearing the names of the members. As the minutes are received by a member, be polite but firm to get his/her signature that the individual has received the minute. Keep that signed paper in a safe custody and get at least two copies of that paper.It is always advisable to retain a scanned copy of the signed  list. It is quite natural that different people will be using different coloured ink and pens. So if you can keep a scanned copy your, proof will be more concrete if needed..

E) Upon getting formal approval, check your budget once more and start ordering.  For Indian books, there is nothing problematic, but in case you are supposed to procure foreign books, discuss with your authority about their views regarding discount, conversion rates etc. there are (i) RBI rates, (ii) Bank Rates and (iii) GOC rates  but what ever you do be absolutely clear & transparent in providing terms.

F) Discuss about payment terms. meaning how long it will take for your institute  to make payment the bills.You know, you are the person to whom the suppliers look forward . So you have have a sense of responsibility to their interest as well!!  Ask your accounts people for their opinion. Include additional two weeks more than their proposed term of payment. Chase them two weeks before their stipulated period to put pressure likewise chase the publishers or vendors (I am coming to it  at the end) at least two weeks before their stipulated period of supply.

G) Now, The Vendors.

In case you are about to purchase books through vendors, try for local vendors. for selection of vendors, ask for their client lists and IT No.  Send internal queries to at least five clients so that you can get lat least three WRITTEN replies about their services. In case you know the client ask personally. who is/are the best/among the best.

H) place all the findings to your authority to decide.  In case you are the sole authority, distribute the order liberally among a few selected vendors.It will be less risky and you may convincingly reply to the audit party if need be..

This is all in a nutshell. I hope I could reply your query.

Sincerely,

Siddhartha S. Ray, Calcutta

• ▶ Reply

Permalink Reply by Dr.Satish Totar on November 13, 2014 at 22:56

Siddhartha S. Ray  sir has given very well procedure for write off , i will add more points to siddhartha Rai statement

A) To sort the books on the basis of damaged, old syllabus, less used and old editions, etc.

b) To prepare the book list and send to all departments to ask their consent/advise, so that necessary action may be taken to weed out of books.

c) Final book list has to be circulating to our sister institutes through email, to check the need of these books for their library.

d) Remaining books has to sell to Staff and Students of ur institutions in nominal price through conducting book exhibition cum sale. The total amount collected which can be deposit in the principal account.

e) Get the permission from the principal for disposal of left out books.

• ▶ Reply

Permalink Reply by Uma Swarna Manajari,A. on November 14, 2014 at 23:08

very useful to all our professionals.

• ▶ Reply

• ‹ Previous
• 1
• 2
• Next ›
• Page