UNIT 1 ROLE OF LIBRARIES IN SOCIETY

Structure
1.0 Learning Outcomes
1.1 Introduction
1.2 Society: Meaning and Composition
1.2.1 Modern Society

1.3 Libraries and Society

1.4 Libraries: Basics
1.4.1 Meaning of Library
1.4.2 Need and Purpose
1.4.3 Value and Importance
1.4.4 Defining a Library

1.5 Functional Role of Libraries in a Society

1.6 Summary
1.7 Answers to Self Check Exercises
1.8 Keywords
1.9 References and Further Reading

1.0 LEARNING OUTCOMES

This Unit gives an overview of societal roles that libraries play in the formal and non-
formal education, life-long learning, cultural activities, recreation and entertainment, etc.
After reading this Unit, you will be able to:
 explain what is the purpose of society; why society is so important;
 discuss what libraries are, why are they necessary, what purpose do they serve in
the society;
 describe how libraries function to serve persons with different needs and purposes;
 comprehend that people need libraries to consult books, find information to serve
their specific interests;
 explain the roles that modern libraries play in educational institutions, life-long
leaning and in the lives of ordinary persons;
 discuss that libraries are an integral part of the society contributing to the growth
and development of the country; and
 highlight that libraries are undergoing transformation in their basic characteristics
and features with the growing use of ICT applications in managing library services.

1.1 INTRODUCTION
This Unit introduces you to some of the basic concepts of society, its composition and
the major transformations that society has gone through the last few centuries. A general
level of understanding is given about what libraries are, what is their need, purpose, 7
Libraries: Basics and Contexts value and importance in the society. Further, the Unit explains how library as an institution
serves the society focussing in particular on roles that libraries play in the cultural,
educational and research institutions and in all such other institutions that are vital
to the mankind.

1.2 SOCIETY: MEANING AND COMPOSITION

Meaning of Society
A society, or human society, has several different meanings. It refers to people living
together in a community, sharing common interests and may be having distinctive customs
and institutions. The term ‘society’ may also be used to refer to various distinctive
cultural groups of people such as Tamilian society, Punjabi society or Gujarati society.
Besides, people living in a particular country or region also constitute a society such as
Indian society, Chinese society, English society, French society, or German society. An
organised group of people associated together for religious, benevolent, cultural,
scientific, political, patriotic, or other purposes may also be considered a society. Put
simply, we may view society as aggregate of individuals living together as interdependent
members in a highly structured system of communities.
Psychologically, people identify themselves with the idea of being part of an organised
group for unity and strength. The purpose of forming people into societies is therefore
to provide protection, continuity, security and identity.
There is yet another connotation to the meaning of society. It refers to a totality of
human relationships. Human beings in relationship with each other, form a society. Society
exists only when members of a group know each other and share common interests.
For instance, two persons travelling in the same train, even if seated together, do not
form a society; because they are not socially related and have little mutual interests to
share. But as soon as they come to know each other, the element of society is created.
There can be no society without reciprocal human social relationships or social
interactions between individuals or between members in a group. Hence, cohesion,
affinity and interdependence within a group are integral to the formation of a society.
Reciprocity and mutuality in social relationships is the very basis of society. Libraries
have a role to play in building and strengthening social relationships within the groups by
providing them community space and opportunities to organise academic and cultural
activities and to interact around information.
In the modern era, societies are dependent on institutions more than ever to address
societal needs, issues and interests in the nation. Institutions have become political,
cultural and economic imperatives. We see a pattern of institutions operating in our
societies for utilisation of national resources, economic development, educational
development and infrastructure development, development of services, or law and order.
Their (institutions) numbers are growing in the private, corporate and public sectors in
the national economy. For every societal activity, societies have evolved a variety of
institutions. For instance, a State is a political institution and societies have evolved it for
governance. Institutions have become one of the distinguishing characteristic of the
societies, the basis for service to majority of the population and serving as a major part
of the national income. They are instrumental in shaping the national economy and
contributing to distinct social structure, educational system, Science and Technology
system, political system, financial and economic system and cultural identity in the nation.
Definition of Society: Society is a structured composition of individuals in groups,
communities, institutions and associations that exist together for their mutual benefits
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and for the benefit of humanity. Society may also be viewed as a process of reciprocal, Role of Library in Society
social and complex relationships among all components of the society.
Activity I
Look into four to five different dictionaries for the definition of the term ‘society’ and
compare how these reference sources differ in defining the meaning of the term
‘society’.

1.2.1 Modern Society

Stages of Societal Evolution – Society is not static in its composition and relationships.
It is dynamic and keeps changing with time. In the last few centuries, society has witnessed
major revolutions that determined and shaped the course of humanity. The revolutions
that impacted the society are: agricultural revolution, industrial revolution, ICT
(information) revolution and knowledge revolution, each possessing its own distinctive
elements.
 Agricultural society made it possible to meet the basic food needs of a large
percentage of the population.
 Industrial society made permanent impact on the means of production and created
the social model of the great cities we live in today, made it possible to use of
technology to enable mass production of material goods and supporting a large
population endowed with a high capacity for division of labour.
 Information society gave technological tools that made impact on production of
information and public services such as e-governance, e-commerce, e-business,
e-learning, e-health, e-publication, etc. The information society has changed the
way institutions and organisations transact work in business, education and logistics.
 Knowledge society refers to any society where knowledge is the primary
production resource instead of capital and labour.
Modern Society – Modern society effectively took shape after the era of industrial
revolution. Modern society refers to all societies that belong to the era that characterise
the post-industrial society, information society and knowledge society. The factors that
were instrumental in brining about the transition of the traditional society into modern
society were several, such as changes in the life styles, increasing awareness and
competition, changes in the human values and the economic freedom brought about by
advances made in the fields of technology, science, education and computers. The
culture of consumerism, commercialisation and globalisation in modern times further
accelerated the pace of societal shift to the modern society. It must be recognised that
in modern society the speed of social change was rapid and faster than what it was
there during the traditional society. This could be attributed to the emergence of
institutions during the modern era as the underlying instruments, structures and
mechanisms of social order.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
1) What is the difference between information society and knowledge society?
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Libraries: Basics and Contexts ........................................................................................................................
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1.3 LIBRARIES AND SOCIETY

Libraries as social institutions have become integral part of the society. Library and
society are interlinked and interdependent, not mutually exclusive. We all recognise that
information plays significant role in the all round human development, enabling peoples
to develop their full potential with appropriate education and skills and preparing them
for a transition from education stage to work stage. We also recognise that libraries
provide the basic conditions for lifelong learning, independent decision-making and
cultural development of the individuals and social groups. Libraries as gateways to
knowledge and culture also offer countless learning opportunities that can fuel economic,
social and cultural development.
Institutions in all sectors of economy – be it education sector, research sector, or service
sector – need libraries. They need them because library is one of the most effective
means of making information available for cultural, economic and social development.
Educational institutions need libraries to support formal and informal education, learning,
support literacy, check digital divide and help shape the new ideas and perspectives
that are central to a creative and innovative society. Quite simply, libraries offer a means
by which institutions can gain access to knowledge, thought and culture.
Communities need libraries to create awareness among under-privileged sections for
their empowerment, such information on upcoming opportunities in the market for skill
development, employment in the societal institutions, opportunities for their engagement
in social and economic sectors. Society needs libraries so that people become well-
informed citizens; they are able to exercise their democratic rights and play active role
in societal development, human freedom and prosperity. The State, the largest institutional
partner in the society, too needs libraries for creating awareness in public about
governmental policies, projects and programmes, decision making, promoting trade
and culture, etc.
Libraries are rich repositories of historically and culturally significant collections, many
of which are not available anywhere else in the world. Society needs libraries to preserve
records of knowledge created and accumulated by present and past generations. In a
world without libraries, it would be difficult to advance research and human knowledge
or preserve the world’s cumulative knowledge and heritage for future generations. Society
needs libraries for capturing and preserving traditional knowledge, “born digital” works
such as websites or electronic journals and manuscripts and other rare documents not
available in print format.
Libraries need societies as much as societies need libraries. Societies have influenced
libraries in several ways. It was mainly due to advances and developments in the ICT
that traditional libraries could see change in their basic operations and services, bring
change in their working environment, effect new modes of acquisitions such as
e-resources that presuppose the implementation of new access strategies, etc. In the
emerging electronic era, the mechanisms for information delivery in libraries have since
changed from print to online. The use of electronic services and Web-based information
sources has increased, libraries are managed in a more democratic way and that library
services are more user-oriented. The ever expanding user base of institutions in the
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education sector, service sector and Research and Development sector has indeed Role of Library in Society
influenced and contributed to the growth and expansion of libraries, the dynamics of
libraries, catalysing libraries into collaborative system at all levels of library service.
As societies advance and modernise, users’ expectations from libraries have also
changed. Societies have persons of all age groups – men, women and children, all
classes of people — rich, middle income group, poor, scholars, teachers, students,
semi-literates, illiterates, physically handicapped and blind, different races and ethnic
groups and so on comprise modern societies. Complexities in serving them with
information and knowledge available in books in libraries still pose a challenge. The
challenge is that their interests, needs and library uses are not common. The nature of
their activities vary sharply and accordingly their needs. Their information needs range
from a simple to complex requirements reflecting their varied interests and activities.
Libraries and other institutions that handle and manage knowledge and information can
only meet such growing expectations of modern society.
We must understand that society without libraries has no significance and libraries without
society have no origin. Libraries have indeed become an integral part of the growth and
development of the society.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
2) Why are libraries and information systems necessary in the education institutions?
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1.4 LIBRARIES: BASICS

1.4.1 Meaning of Library
Libraries represent different things to different people – from a place where students
can go and study, to a service allowing anyone to borrow a book, access the Internet
or do research. Quite simply, libraries offer a means by which students, scholars,
teachers, professionals, or lay persons and others can gain access to information/
knowledge, in particular to the organised collections of books and other published
material for reading and borrowing. Being institutional facilities, access to libraries is
restricted; it is open only to such individuals who are members of the institution of which
library is a part.
What functions libraries perform? – Libraries are service oriented institutions that
provide access to information, knowledge and culture. To perform this role libraries
collect, stock, process and organise documents published in print, electronic, digital, or
multi-media formats; build tools to search material for use; and offer user services for
information dissemination.
Managing a Library – For managing library services in a systematic manner, library
staff is broadly grouped into user services, technical services and library administration.
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Libraries: Basics and Contexts Library staff is accordingly organised into these services. Staff engaged in serving library
users fall in the category of user services. Staff working behind the scenes to prepare
the library’s materials for users fall in the category of technical services and the staff
handling administrative and physical functioning of the library are part of library
administration; they keep the library services in line with user expectations. Libraries in
majority are funded by government departments or institutions to which they are attached.
If library defaults in meeting expectations of parent organisations, future continuance of
library funding becomes an issue for the library. In this context, the role of library
administration in keeping library services in order and running is critical and important.
Significantly, libraries are pro-active; important changes are taking place in the
characteristics and features of libraries with the increasing application of information
and communication technologies. These relate to the ways libraries manage their
functions; the ways they provide access online on the Internet; and the ways they store,
manage and deliver information resources using ICT.
Books and other learning material are organised systematically by subjects and kept in
open stacks for access, browsing and borrowing for home reading. Library holdings
are generally rich and varied comprising books, periodicals, newspapers, reference
books and other learning materials. For access, dissemination and distribution of
information/knowledge stored in such documents, libraries build catalogues, databases
or such other lists as library access aids. In addition to acquisitions, serials, classification
and cataloguing work, a typical library is required to perform various other functions
such as shelf maintenance, stock verification, library administration, circulation, reference
and other user services.
Staff management in small libraries – The various services outlined above do not
necessarily require staff members who work exclusively in any one single area. Librarians
and other staff often fill multiple roles. In a small library, for example, a librarian might
provide reference service and/or reader advisory service for a few hours and then
complete some book selection work and thereafter take any other function. Multitasking
in libraries nowadays is the order of the day.
Library automation and staff management – Library is an integrated system, its
sub-systems depend on each other. Automation has enabled its sub-systems to work
more in collaboration and unison to help the library perform better as a system. However,
automation in libraries has blurred these lines of staff functioning in separate work areas.
When a library installs an automated system, every person on the staff is involved with
it. Library builds a central database of all library materials both titles and items (copies).
Library cataloguers add records and keep updating the database. Circulation staff uses
this database to check books in and out and keeps track of where they are. Acquisitions
staff and serials staff uses this database to order new purchases and monitors items on
order, checks them in and keeps track of the funds. Reference staff in library uses this
database to answer user queries, assisting users in getting access to books and other
library materials on stacks. To run and manage a library automation system, libraries
require systems librarian who is responsible to keep the system functioning. The
automated library system has changed and, with each new upgrade and added
functionality, it continues to change traditional organisational patterns in the libraries.
Types of libraries – Library is a cultural institution that is shaped by society. In the
society we have persons with different needs and purpose. In response to the different
needs of such client groups, various types of libraries have evolved that are ‘user based’.
We have evolved public libraries, school libraries, college libraries, university libraries,
special libraries, government libraries. In addition, we have libraries that are ‘function-
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based’ or ‘material-based’ (e.g. manuscript libraries, audio-video libraries) or ‘subject- Role of Library in Society
based’ (e.g. agriculture, engineering libraries) as national libraries. Even within a particular
library type the needs of various client groups are different. For example, in a public
library we may have persons of all ages, children, young, old and people from different
trades, business centres, or person with different abilities. Libraries have evolved suitable
collections to cater to persons with such different information needs and interests.
Library-user relationship – Library is an organisation based on users. To make library
vibrant it is desirable that the services that a library provides must be user-oriented.
User - library relationship will determine how users view their library. User - library
relationships have to be nurtured in a systematic manner. Every interaction that a librarian
has with users is an opportunity to develop relationships. Building a relationship with a
new customer does not end after an introductory session about library services. The
reality is that libraries have to earn trust and this takes time. It is imperative that libraries
also focus on building credibility through providing excellent advice and customer service.
The following activities should assist librarians to build effective relationships:
 Provide training on information resources or information management tools.
 Attend a meeting, class or conference devoted to the users’ area of expertise (not
oriented to librarians).
 Meet (in person or virtually) senior members of the user group to discuss
information-related needs and services.
 Attend user group meetings to learn about their work and information needs.
 Meet with regular user to discuss information needs and present results to them.
 Attend social events of user groups.

1.4.2 Need and Purpose

Books are carriers for distributing and disseminating information. Books carry information
and knowledge. Students need books for gaining knowledge in various subjects of
their interest. Teachers need books for carrying out teaching functions efficiently and
effectively. Doctors, lawyers and such other professionals need books in the practice
of their profession. Almost every literate person needs books for some purpose or the
other. The body of literature in any subject is very large and dispersed. It is also very
difficult for any one individual to afford large book collections, as large as are in libraries.
Books are generally expensive. Besides, not every book bought for personal use may
be needed ever again once its use is over. Even if it be so, books will have to be kept on
shelves properly and preserved.
Libraries make it easier for people to access books that they need especially when
collections are large and scattered at different locations. Being repositories of knowledge,
we need libraries to preserve the written records of our civilisation for posterity. At
present, there are libraries in every school, college, university for the benefit of students,
teachers and others. In addition, there are libraries for professionals for the purpose of
meeting their specific information needs.
The purpose of the library in modern societies is to give information support to the
institutions of education and learning, policy and decision making bodies, industry and
to members of the community in the widest sense for raising awareness and education
on issues of common interest to the society in health, social welfare, etc. Library is one
of the most effective means of making information available to the society and nation for
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Libraries: Basics and Contexts its cultural, economic and social progress and development. Library is for propagation
of basic knowledge, preservation and dissemination of human culture and civilisation.
In brief the purposes of libraries are:
 to disseminate books and other information carriers and information to contribute
to institutions’ missions and goals;
 to archive information;
 to provide a community space for people to interact around information;
 to provide facilities to access, store and reproduce information in different media;
and
 to give people access to ICT tools necessary to manage digital divide, manage
access to information in a sensible way.

1.4.3 Value and Importance

Libraries are a dynamic environment in which to work, but they still are struggling to
find their place, to establish their territory and define their services in the new information
world. Libraries do not exist in vacuum. They are accountable to the funding bodies
and their parent institutions; they need to demonstrate to them the value of investments
made on libraries otherwise their future will be at great risk. Value, of course, is not to
be viewed strictly in the economic category. It is more about what meaning a society
places on library outputs and outcomes.
Strengthening academic and research performance – As a fundamental support
system to the academia the value of library lies in strengthening their performance in
teaching, learning and research. As aids to nation building, libraries are invaluable means
for all round human development.
Bridging links between information sources and users – The librarian is an agent
of communication and information transfer for the benefit of the community. The library
serves as an interface between books and users bringing information forward to make
it relevant, understandable and usable. It is in this very context that many a time libraries
are perceived as information centres.
Bridging digital divide – With the societies becoming ICT-based and knowledge
based, access to the Internet and ICT tools has become predominant. Libraries play
leading role in reaching out to masses. For bridging digital divide libraries provide Internet
facilities and organise tutorials to give exposure to all those who lack ICT skills and
lack access to Internet facilities.
Libraries are the only institutions that can manage books and information
resources without commercial interests – Books that carry information and
knowledge are indispensable for gaining fresh thoughts for conducting affairs of
governments, industry and services or for addressing issues and tasks at hand. Books
are absolutely essential for education and learning. Libraries are the only institution that
can manage book stocks and become links between information sources and the
prospective users. Therefore, libraries of various types that stock books have come up
and have grown eventually as essential institutional facilities, funded by governments
and/or other institutions as invaluable aids to nation building.
Library motivates individuals – Library motivates individuals to do something useful
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for the society; it gives them confidence in running and organising academic, social and
cultural activities. Libraries motivate individuals because they (libraries) are designed Role of Library in Society
for learning. Learning makes individuals literate, informed, knowledgeable and analytical
in his judgements and decisions. Library experiences act as external motivating sources
that drive individuals to inculcate positive values, attitudes and behaviours that promote
harmonious relationships. Library experiences influence thoughts, patterns and collective
behaviour. Library experiences are exciting and motivating because libraries are a place
for education, cultural interaction for mutual interest, societal interest and self-help in
bridging digital divide and making individual’s information literate. Because they bring
access to all, they bring opportunity to all.
Libraries are the only institutions that provide free access to resources – Access
to library is for free. This is the best feature of a library. It makes no charge upon the
readers for making available to them newspapers, journals and other learning material
for reading. This feature is of immense interest to the ill-paid and poor members of
society who, notwithstanding their poverty, are interested in their educational
development and personal empowerment.
Libraries serve as gateways to rich library resources – No library can meet total
needs of users solely on the strength of its own collections. Rather, users need lot more
than what a library in its collections. They are in dire need to be connected to the bigger
libraries. They perceive library more as a gateway to access information resources held
in bigger libraries or get links to the Internet for searching web resources. Therefore, in
addition to libraries serving as centres of information, they should also serve as gateways
to resources and knowledge held in bigger libraries.

1.4.4 Defining a Library

A library is a service oriented organisation created to facilitate access to learning
resources, propagation of basic knowledge, preservation and dissemination of
information, human culture and civilisation.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
3) What are libraries? Why are they necessary?
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4) What changes are taking place in libraries because of the application of ICT?
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Libraries: Basics and Contexts 5) What is multitasking and why it is important in managing small libraries?
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6) State briefly what factors led to the creation of different type of libraries.
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Activity II
Visit a library in your locality and attempt to write a small note on the library
collections, their users, the order in which these books are kept on the shelves,
reading room and understand what different services the library provides.

1.5 FUNCTIONAL ROLE OF LIBRARIES IN A

SOCIETY
Modern societies are heading towards information-based and knowledge based societies.
Information and knowledge are the most sought–after and valuable merchandise in
such societies. Modern societies need this valuable merchandise – information and
knowledge – to support their missions to emerge as economic leaders. Institutions of
education and learning, policy and decision making bodies, industry use information for
technological innovations, research, education, cultural, economic and social progress
and development. Libraries are one of the most effective means of making information
available to the society and nation. Libraries have become part of the societal framework.
Libraries have become integral part of all societal programs of growth and development
of a country. The roles that libraries play in supporting modern societies can be grouped
under five major categories (i) higher education roles (ii) user education roles,
(iii) recreation roles, (iv) library as a place and (v) societal and cultural roles. The
societal roles that libraries have come to play include democratisation of information
and knowledge, linking people to knowledge and information sources, information and
awareness services to communities for empowerment. Library as a place has an attraction
in itself as library is used to run and organise academic, social and cultural activities.
Libraries serve as community centers with creative spaces suitable for a number of
activities such as organising cultural activities to promote social harmony. Libraries collect,
preserve and conserve documents relating to socio-cultural aspects of the society for
future generations. The following table gives in brief functional roles of the library in the
society:

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 Role Type Library Role Role of Library in Society

Roles in Higher  Supporting education, teaching research, and

Education training in the society by providing access to
knowledge resources, materials and by
providing referrals (Traditional role)
 Dissemination and distribution of information/
knowledge stored in such documents to
stakeholders in education
 Serving as gateways to the collections of
global libraries
 Supporting informal self-education and
learning
User Education Roles  Building good reading habits
 Information literacy, computer literacy
 Encouraging use of library collections and
services
Roles in Recreation  Supporting the educational, civic, and cultural
activities of groups and organisations.
Library as a Place  Information commons – a library model for
learning
 Offering architecturally designed building as a
place that inspires interest in every one for
academic pursuits
Social and Cultural  Democratisation of information and
Roles knowledge in the society
 Linking people to knowledge and information
sources
 Giving under-privileged sections of the society
awareness about opportunities available in the
society for their social and economic
development
 Community information resources
 Community awareness about State
programmes such as mass literacy
 Organising cultural activities to promote social
harmony such as book discussions, lectures on
important topics
 Supporting the civic and cultural activities of
groups and organisations
 Knowledge preservation for posterity
 Capturing and preserving traditional
knowledge
 Serving as a gateway to local and national
government

Self Check Exercise

Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
7) Discuss briefly the societal roles of libraries.
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1.6 SUMMARY
In this Unit, you are introduced to the important roles that libraries play in the societal
institutions engaged in formal and non-formal education, research and development,
cultural activities, in the spiritual and ideological realms and in recreation and
entertainment, etc. You are introduced to the various meanings of societies, why societies
are important to the mankind, how have societies changed over centuries. In this Unit
you are introduced to the concepts of what libraries are, why are they necessary, what
purpose do they serve in the society, how libraries function to serve persons with different
needs and purpose. You must have come to understand and appreciate that libraries
are undergoing transformation in their basic characteristics and features with the growing
use of ICT applications in managing library services.

1.7 ANSWERS TO SELF CHECK EXERCISES

1) Information society gave ICT based tools that were highly instrumental in making
profound impact on the production and management of information and public
services such as e-governance, e-commerce, e-business, e-learning, e-health,
e-publication, etc. The information society has changed the way institutions and
organisations transact work in business, education and logistics. It is through
e-services that the information society has benefitted the common man in the society.
On the other hand knowledge society refers to any society where knowledge
(technological innovation, knowledge based technologies) is the primary
production resource instead of capital and labour for any society. In knowledge
society knowledge is used for the prosperity and well-being of its people.
2) Libraries are necessary for educational institutions to support their missions in the
society. This includes formal and informal education and learning, mass literacy,
information literacy, bridging digital divide and strengthening performance of
academic institutions. Educational institutions need libraries to support research
work. For research work, information requirements are highly specific and only
specially trained professionals employed in libraries can offer these services.
Libraries offer the means by which institutions can gain access to highly specialised
collections and get customised library and information services on demand.
3) Libraries offer the means to access knowledge, thought and culture. To support
this activity libraries collect, stock, process and organise documents published in
print, electronic, digital, or multi-media formats. Library holdings are generally
rich and varied comprising books, periodicals, newspapers, reference books and
other learning materials. Libraries build catalogues, databases or such other lists
as library access aids for access, dissemination and distribution of information/
knowledge. Libraries are necessary because they make it easier for people to
access books that they need especially when collections are large and scattered at
different locations. We need libraries to preserve the written records of our
civilisation for posterity, strengthen academic and research performance, bridge
links between information sources and users and bridge digital divide. Library
motivates individuals, provides free access to resources and serves as gateways
18 to rich library resources. At present, there are libraries in every school, college,
 university for the benefit of students, teachers and others. In addition, there are Role of Library in Society
libraries for professionals in various disciplines for the purpose of meeting their
specific information needs.
4) Due to the application of ICT, libraries are automating their housekeeping services.
ICT based applications do not require as much staff strength as it is required in a
manual system. Library automation in a way is helping libraries to carry out routine
housekeeping functions with minimal staff; thus giving them opportunities to
redeploy their staff and ask them to do multiple roles, spending more time on user
oriented services. All these are changing the traditional characteristics and features
of libraries. In the library work new technologies therefore offer new possibilities
to raise service levels too.
5) Multitasking is doing more than one task at the same time by one person. In the
library context it is about asking a staff to play multiple roles in a library. For
managing library services in a systematic manner, library staff is organised into
services such as user services technical services and library administration. These
services have staff in varying numbers depending upon the size of the library. But
it is also true that you do not always require one staff exclusively for every single
activity. Librarians and other staff often fill multiple roles. In a small library, for
example, a librarian might provide reference service and/or reader advisory service
for a few hours and then complete some book selection work and thereafter take
any other function. Multitasking in libraries now a day is the order of the day, more
so when library automation has come up as a house-keeping tool.
6) In the society we have persons with different needs and purpose. In order to cater
to specific needs of such various client groups, we need libraries of different types,
each type serving each user group with user-specific collections and accordingly
‘user based’ libraries of different types have been evolved. These include public
libraries, school libraries, college libraries, university libraries, special libraries,
government libraries, each library type serving a distinctive user-base. Even within
a particular library type the needs of various client groups are different. For example,
in a public library we may have persons of all ages, children, young, old and
people from different trades, business centres, or person with different abilities.
Libraries have evolved suitable collections to cater to persons with such different
information needs and interests. Libraries are therefore cultural institution shaped
by the society.
7) Modern societies are changing into ICT-based and knowledge-based societies.
Information is the most sought–after and valuable merchandise in such societies.
People want information and not ‘books’. The challenge before libraries is in
information dissemination, how to keep up with the continual flow of information,
new resources and new technological developments, more so when the amount of
information in the world is enormous and fast changing. Libraries in the modern
societies are also changing to remain relevant in the modern societies. They have
undertaken several new roles to establish and retain their distinctive significance in
the society. Libraries now play several different societal roles. These include
building good reading habits, undertaking programmes on information literacy and
computer literacy, building information commons, providing the communities access
to learning resources, community information resources and information
infrastructural facilities like Internet and tutorial services. Democratisation of
information and knowledge in the society, linking people to knowledge and
information sources, preserving knowledge for posterity and providing under-
19
Libraries: Basics and Contexts privileged sections of the society information and awareness services are the other
societal roles that should interest societies. Organising book discussions, lectures
on important topics are the examples of cultural activities that libraries undertake
to promote social harmony.

1.8 KEYWORDS
Digital Divide : It refers to the gap between people who have
access to effective information technology and
resources and people who do not have such
facilities.
Institution : Organisation or establishment devoted to an
activity and in its promotion for a particular
purpose.
Library : A library is a service oriented organisation
created to facilitate access to learning resources,
propagation of basic knowledge, preservation
and dissemination of information, human culture
and civilisation.
Library Automation : Use of computers in library functions such as
acquisition, cataloging, circulation, etc.
Modern Society : Societies that belong to the era that characterise
the post-industrial society, information society and
knowledge society.
Revolution : A complete pervasive, usually radical change in
something.
Society : Different groups of people with distinctive cultures
living in a geographical territory.

1.9 REFERENCES AND FURTHER READING

Khanna, J.K. Library and Society. New Delhi: Ess Ess Publications, 1987. Print.
White, Ben. Guaranteeing Access to Knowledge: The Role of Libraries. WIPO
Magazine, 4, 2012. Web. 14 April 2013. <[Link]
2012/04/article_0004.html>.
Nuut, Anu. “The Role of Libraries in a Knowledge-Based Society: Estonian and
European Experience”. Diversity in Unity: Baltic Libraries in the European Union:
Proceedings of the 7th Congress of Baltic Librarians, September 30 - October 2,
2004, Jumurda, Madona region, Latvia. 2004. Print.
About America’s Libraries. Web. 15 April 2013. <[Link]
getinformed/about-libraries>.
McGuire, Hugh. What are libraries for? April 2011. Web. 13 April. 2013<http://
[Link]/2011/what-are-libraries-for/>
Why is Society so Important? Web. 13 April 2013. <[Link]
[Link]>.

20
UNIT 2 TYPES OF LIBRARIES AND THEIR
FUNCTIONS
Structure
2.0 Learning Outcomes
2.1 Introduction
2.2 Genesis and Growth of Libraries
2.3 Types of Libraries
2.3.1 Academic Libraries
2.3.2 Public Libraries
2.3.3 Special Libraries
2.3.4 Government Libraries
2.3.5 National Libraries
2.3.6 Other types of Libraries

2.4 Types of Library Models

2.4.1 Physical Library
2.4.2 Electronic Library
2.4.3 Digital Library
2.4.4 Virtual Library
2.4.5 Hybrid Library

2.5 Functions of Different Types of Libraries

2.5.1 Academic Libraries
2.5.2 Public Libraries
2.5.3 Special Libraries
2.5.4 Government Libraries

2.6 Some Illustrative Examples

2.7 Types of Libraries in India
2.8 Summary
2.9 Answers to Self Check Exercises
2.10 Keywords
2.11 References and Further Reading

2.0 LEARNING OUTCOMES

This Unit gives an overview of library types and the functions libraries perform so that
library resources and services are easily accessible to the users for retrieval and use.
After reading this Unit, you will be able to:
 describe the genesis and growth of libraries;
 identify the features of the different types of libraries;
 describe their distinct functions;
 give illustrative examples of libraries; and
 discuss the different libraries in India. 21
Libraries: Basics and Contexts
2.1 INTRODUCTION
In Unit 1of this Block, you have been exposed to general level understanding of what
libraries are, why they are invaluable and important to the society, in particular to
institutions engaged in education, life-long learning, research, culture, recreation and
entertainment.
In this Unit, we will discuss the origin and growth of various types of libraries and learn
about factors that have contributed to their growth and developments. Starting with a
discussion on types of libraries, followed by types of library models, this Unit introduces
you to their functions, document resources that users need and the unique services that
libraries offer.

2.2 GENESIS AND GROWTH OF LIBRARIES

In Unit 1, a few important points about libraries, having invaluable implications to their
growth and development, were mentioned. These are:
i) Societal institutions constantly undergo transformations as societies advance. In
this transformation process, new societal institutions get formed or the existing
ones get refined or expanded; and
ii) Libraries being societal institutions and being very much an integral part of societal
growth and development they too get transformed or new off-shoots of them
appear.
In this Unit, we shall briefly state the factors that caused the changes in western societies
and to which changes all societal institutions had responded including libraries. These
are:
 Cultural, literary and intellectual revolution (Renaissance) and religious reforms
(Reformation) in the 15th and 16th centuries had brought about remarkable changes
in societies in Western countries.
 Almost simultaneously, search for new knowledge through research in science
and their applications to technology had resulted in a number of inventions and
discoveries.
 Synchronising with this period, industrial revolution had started with the introduction
of steam engine in England that gave a tremendous spurt to industrial growth and
development.
 Colonial powers were able to acquire enormous material resources with the colonial
occupations of western countries in Asia, Africa and America
All these important historical events had given rise to multitude of new ideas and thoughts
in literature, political philosophy and had contributed to improve economic and social
life. With the invention of movable type printing, almost at the same period of time book
publishing started in a big way. Books were published in large numbers and circulated;
books became tools of information dissemination and started disseminating new ideas
and thoughts among the intellectual classes. Slowly these new ideas and thoughts
percolated down to the ordinary people. These developments put together had brought
about significant changes in the lives of the people in western European countries. Societal
institutions responded to these changes, made advances in their functions and activities.
Libraries too responded; in order to meet the changing needs and expectations of the
22 society they started making their facilities and services accessible to the peoples.
 Types of Libraries and
2.3 TYPES OF LIBRARIES their Functions

2.3.1 Academic Libraries

Learning and education taking precedence over everything else, educational institutions
started appearing first and libraries later. Schools, colleges and universities were set up
for systematic learning at all levels of education, followed by institutions of higher education
and research. The emerging scenario necessitated the creation of academic libraries at
schools, colleges, universities, as well as at professional and research institutions. The
academic libraries assumed the responsibility to provide access to the sources of
information from which teaching and learning could develop.

2.3.2 Public Libraries

With large scale production of books, fast changing living conditions, widespread
education and learning and increased levels of literacy have had cumulative impact on
the society. As a result, we saw the rise of a reading public. The combined forces of
neo political thoughts, democratic aspirations of people in social, literary and cultural
fields led to the creation of awareness in public of the need to have free reading facilities.
With the demand for libraries as a place for reading and borrowing books, a public
library movement had started, pursued mainly by an intellectual community. A public
library system with central and branch libraries was designed and developed through
the legislation rout and financed by governments. Public libraries, thus created were
distinct from other types of libraries having a clear responsibility and authority to serve
the public needs generally supported by public funds.

2.3.3 Special Libraries

Rapid industrial developments catalysed by advances in scientific and technological
research in the post-industrial era, a number of industrial enterprises were established.
This created the demand for specialised literature for mass scale industrial production
of goods and services. Consequently business and commercial activities increased.
Thus, emerged the need for special libraries. Special libraries were intended to serve a
particular institution that has a specific role to play and they were therefore mainly “one
subject” libraries. For example, they could serve a hospital, or a law practice, or an
industrial company. They also varied in size, depending in part on the size of the institution
they served. But many of these libraries were run by “solos”, that is, librarians working
alone or maybe with only clerical assistance.

2.3.4 Government Libraries

Beginning from the twentieth century, the responsibility of governments increased in
several areas of national growth and development for the welfare of the people. This
again created the need for library support for various types of information to deal with
the work of different ministries and departments of governments. Naturally government
ministries and departments organised libraries to meet their functional requirements,
distinctly different from other types of libraries.

2.3.5 National Libraries

All these new developments led to the need for publication of a variety of documents,
reflecting the intellectual, scientific, literary and cultural activities of a country. These
noteworthy features were the causes for the creation of national libraries, particularly in
western countries, symbolising their culture and literary heritage to be preserved for
posterity. 23
Libraries: Basics and Contexts 2.3.6 Other Types of Libraries
A very notable feature of the development of libraries, beginning from the middle of the
twentieth century, has been the active growth of scientific and technological literature.
Most of the new knowledge arising out of research efforts was published through learned
periodicals. This shifted the needs of active research workers and others associated
with them, to look for more and more articles and research papers appearing in the
periodicals and other documents which are different from books. New types of
institutions, branching off from libraries were created. These were known by different
names based on their activities and services such as documentation centres, document
delivery centres, information centres, information analysis centres, knowledge centres
and so on. Commercial information services, like information brokers and other types
of information business institutions also started coming up. We are, however, not
discussing these types of institutions in this Unit but merely mentioning them here to
make you aware of these off-shoots of libraries.
Table 2.1: Types of Libraries

Academic Public Special National Government

School State Industrial General Ministries
College District Business Agriculture Departments
University City Trade Medicine Others
Professional Town Arts
Institution
Research Village Music
Institution
Mobile Blind
Prison

2.4 TYPES OF LIBRARY MODELS

In Section 2.3 on types of libraries we have seen that libraries differ mainly in the types
of user base they serve. Besides, we should note that libraries also differ in the types of
publication media of resources in their collections. For example, we have resources in
print, electronic and digital media. Accordingly we have libraries with different types of
library models such as physical library (print media), electronic library, digital library,
virtual library and hybrid library.

2.4.1 Physical Library

A physical library (aka traditional library) is a viewed as a learning place that houses
collections of books, periodicals, newspapers and other publications in print media and
used for education, learning and awareness. Physical libraries exist in various sizes
ranging from single-room size library to multi-rooms, multi-floors, or multi-floors and
multi-building libraries. Bulk of the libraries in the library landscape in India constitutes
small size physical libraries located largely in villages, towns and small cities.

2.4.2 Electronic Library

A library which comprises collections of ‘born-digital’ electronic resources is called an
electronic library. As books evolved into the electronic world, libraries have emerged
as electronic libraries, digital libraries and virtual libraries. The word ‘electronic’ connotes
‘electronic media’ - such as a computer disk, CD, DVD, magnetic tape. We use electronic
media to store information in digital format. Collections/resources that are ‘born-digital’
24
are called electronic collections/resources. Born-digital resources are items created Types of Libraries and
their Functions
originally in digital form and not in print form. We make distinction between electronic,
digital and virtual library in terms of mode used to store collections in the electronic
media and the means by which technical services function. In an electronic library
collection, resources are only of ‘born-digital’ electronic resources. Hence, the term
“electronic library” does not encompass resources such as digital versions of print
resources.

2.4.3 Digital Library

Collections that are creation of digital versions of physical materials through digitisation
process are called digital collections. In a digital library, collection development is not
primarily concerned with book selection, but rather with the selection of both (i) physical
items to digitise, and (ii) selection of ‘born-digital’ materials in any number of electronic
formats. The term digital library is more inclusive; it covers mixed collections – collections
of digitised materials which have physical counterpart plus electronic collections that
are ‘born-digital’ – as well as digital services such as digitisation and electronic reference
service. Institutional repositories on the internet are digitised collections of institutions
and illustrate as examples of digital libraries.
The major difference between physical and electronic/digital libraries is that the “space”
in which digital collections are stored is virtual and not physical space as in a physical
library.

2.4.4 Virtual Library

The term virtual library was initially used interchangeably with digital library, but now it
is used primarily for libraries that are virtual in other senses (such as libraries that aggregate
distributed content from a variety of separate digital and electronic libraries in a virtual
space using computers and computer networks). For example, subject gateways that
search remote locations for information. Virtual library has no physical counterpart
such as CD, DVD and computer disk.

2.4.5 Hybrid Library

These days, most libraries are hybrid type libraries since the resource that they hold in
their collections are in print as well as in electronic and digital format. Hybrid library is
also about creating a single user interface to access electronic resources and all other
resources in a variety of formats.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) Trace the origin and growth of the different types of libraries.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
2) Fill up the blanks in the following statements with appropriate or phrases given in
the brackets: 25
Libraries: Basics and Contexts a) Academic libraries attached to different educational institutions were
established at different levels for__________________ ( i) rapid spread of
education, ii) changes in society, iii) new systems of political philosophy).
b) Concepts of democracy, increased literacy, reading public, production of a
great variety of books in different subjects caused t he
creation_____________________ ( i) school libraries, ii) government
libraries, iii) public libraries).
c) National libraries came to be established for_______________________
(i) preserving national heritage and culture, ii) to introduce a new political
philosophy, iii) to resolve social conflicts).
d) Industrial revolution and consequent establishment of industrial enterprises
and trade activities brought about the necessity for__________________
(i) special libraries (ii) college libraries (iii) school libraries).
e) Increased governmental activities in different areas of governance resulted in
the establishment of ______________________ ( i) government libraries,
ii) commercial information centres, iii) document delivery centres.)
3) Match Column A with Column B
Column A Column B
1) Academic libraries 1) Industrial development
2) National libraries 2) School libraries
3) Special libraries 3) Preserving National heritage
4) Government libraries 4) Information institutions
5) Off shoot of libraries 5) Ministries and in their departments

2.5 FUNCTIONS OF DIFFERENT TYPES OF

LIBRARIES
The most important basic objective of any library is to offer the best possible service to
its users to enable them to make the fullest use of its books and other documents.
Based on this basic objective, the common functions of a library are:
 Build a collection of books and other documents in line with the needs of the
users;
 Process and organise the collection systematically in the stack room, ensuring
their easy location and replacement by subject approach; and
 Provide assistance and services such as lending and reference services to put the
collection to the best use.
Keeping the above functions as primary, let us discuss the specific functions that are
special to different types of libraries.

2.5.1 Academic Libraries

Academic libraries are those that serve students in schools, colleges, universities and
other academic institutions. Table 2.2 indicates the different kinds of academic libraries
26 in India.
 Table 2.2: Academic Institution Libraries in India Types of Libraries and
their Functions
No. Schools Colleges Universities
1 Primary Junior Conventional
2 Middle Undergraduate Institutes of Science
3 Secondary Postgraduate Institutes of
Technology
4 Higher Institutes of Agriculture
Secondary Management
5 Polytechnics Engineering Medical
6 Open Schools Business Agriculture
7 Others Others Distance Education
Others

School Libraries
The ideal functions of school libraries are briefly stated here. The formative years of
children at the primary and pupils at secondary levels are also the foundation years of
learning to inculcate in them good reading habits and good conduct as invaluable assets.
Whatever habit is cultivated at these stages, will obviously stay in them throughout their
lives. The ideal functions of school libraries from pre-school to higher secondary are
presented below in Table 2.3.
Table 2.3: Services and Resources of School Libraries

Levels Learners Services Resources

Pre-school Children Play and learn Toys, picture books,
(2 years) (3-5 yrs.) posters
Primary school Children Play and learn. Learning toys, picture
Children (5-10 yrs.) Love for books books, posters, very
(5-10 yrs.) is created simple books
Middle Children Reading-cum- Illustrated books;
(5-8th study simple
standards) rooms. reading books, picture
Guided use of posters, etc.
books.
Cultivation of
reading habits
Secondary Pupils Introduction to Illustrated reference
level (9-10th library. Use of books. Additional
standards) reference book. textbooks. Guided
Simple activities reading
Higher Students Typical library Projects guidance.
Secondary (11 -12th Intensive use Advance text books.
standards) Of books. General reading
Reading
room open for
long
hours Extensive
use
of reference
books

27
Libraries: Basics and Contexts What has been suggested above is ideal and rarely possible in the present conditions
that exist in school libraries in India, with possible exceptions in private public schools.
Such built-in facilities are however operating in schools of western countries with
appropriate trained teacher-cum-library staff.
College Libraries
Colleges perform one of the most important functions of the education process. College
students do not get much individual attention, as they are used to getting it in schools.
Self-learning and self-study becomes almost compulsory. This implies that they have to
depend very heavily on library facilities. Most of the colleges in India offer library facilities
for the benefit of students, teachers, the administrative and management staff and for
others who have permission to use these facilities. Table 2.4 gives a summary of college
library services which are illustrative, not exhaustive.
Table 2.4: College Library Services
No. Colleges Users Services Resources
1 Junior colleges Students, Textbook Additional
offering courses of teachers and services text
11th and 12th others Reading books.
standards in some room Reference
states in India facilities. Collection
Reference
service.
2 Graduate and Post Teachers and Reading Extensive
Grad Students others room general
facilities collection
for long and reference
hours. books
Reference
services.
Introduction
to
collections
and facilities
3 Professional Students, User service. Extensive
Colleges Students teachers and Reference. collections of
teachers and others others Service. professional
Data service books and
Reference
Sources

Textbook service: In addition to prescribed textbooks, additional titles for further studies
and consultation are necessary in textbook service. Reading room (RR) facilities for
extended hours are necessary.
Collection building in college libraries should naturally be oriented towards the subjects
taught. Technical manuals, scientific and technical data sources, national and other
standards are necessary; books on industry and business are also necessary for
professional colleges. Introduction to the library resources and facilities constitute user
education service.
University Libraries
28 University libraries all over the world not only have been able to develop rich and
extensive collections, but have also established specialised services. Research for doctoral Types of Libraries and
their Functions
and post-doctoral degrees is normal in universities. Universities produce publications
which appear in learned periodicals, research reports, etc. The libraries extend facilities
to support such specialised research activities in universities. Most university libraries
are automated and offer a variety of computer-based services.

2.5.2 Public Libraries

Public libraries are distinctly different from other libraries as mentioned earlier. Apart
from lending and reference services which are common to all other types of libraries,
services in public libraries include a number of extension services, such as community
meeting rooms, services to children, lectures on topics of current interest to the general
public and cultural programmes. Many public library activities are guided by the
UNESCO’s definition of a public library. According to UNESCO, public libraries are
the “local gateway to knowledge, provide basic condition for lifelong learning,
independent decision-making and cultural development of the individual and social
groups.”

2.5.3 Special Libraries

A variety of specialised services with considerable speed are typical functions of special
libraries. A notable service is personalised service offered to select groups such as
research and marketing staff in industrial and business enterprises.

2.5.4 Government Libraries

As indicated earlier, government libraries have a responsibility to collect all government
publications of their respective ministries and departments. They organise special services
at short notice in supplying appropriate material to senior level officers and provide
short and condensed reports for them.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
4) Give the UNESCO definition of a public library.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

2.6 SOME ILLUSTRATIVE EXAMPLES

Most countries have their own pattern of libraries with suitable modifications in tune
with national priorities and requirements. In this Unit we are discussing only libraries in
the United States of America (USA) and Great Britain. These countries have made
significant and substantial contributions in almost all dimensions of library development,
serving as the best model for other countries to follow United States of America. The
USA is a land of libraries. Most of the different types of libraries discussed above have
originated from the US. All of them invariably offer high quality services in every aspect
of professional services.
29
Libraries: Basics and Contexts The Library of Congress (LC), their national library, initially instituted to serve the
Congress (Parliament of the US) is indeed the pride of the country. It is a highly complex
institution with a vibrantly active and dynamic knowledge and information centre endowed
with incomparable and unparalleled rich resources and extensive facilities. The school
libraries are models with programmes integrating class room learning and libraries. College
and university libraries are universally well known for their collections and user services.
The special libraries and information institutions are as conspicuous as the other US
libraries. The public libraries are imposing and impressive institutions and many of them
enjoy international reputation. The activities of professional associations like American
Library Association, Special Library Association and other professional bodies preserve
the pride of the profession in US. The literature on library and information is extensive
and serves as the world literature in our profession.
Libraries in Great Britain are as famous as libraries of the US. The British Library, their
national library is a historical institution. Their National Bibliography represents the best
model of national bibliographies. Other types of libraries and professional associations
and literature are also as great as their counterparts in the US.

2.7 TYPES OF LIBRARIES IN INDIA

In India, we have almost every type of libraries as described above. The National
Library of India is in Kolkata. It started as the Calcutta Public Library in 1835 founded
by public men and scholars of Calcutta. In 1903, at the behest of Lord Curzon, the then
Viceroy of India, the library was merged with the Official Imperial Library. With the
dawn of independent India, the Government of India, declared it as the National Library
of India, as an institution of national importance. Built over a period of more than a
century, the collection is highly impressive, with a number of prestigious gift collections.
The Library has been headed by a galaxy of eminent persons.
With the passing of the Delivery of Books and Newspaper (Public Libraries) Act 1954,
the Library has been the depository of Indian publications in all the official Indian languages
and English. The Central Reference Library, also located within the National Library
campus, brings out the Indian National Bibliography, a record of all current Indian
publications. The National Library provides a number of user services. In keeping with
modern trends, it is also being automated.
The National Science Library and the National Medical Library both located at New
Delhi are our national libraries in the field of science and medicine respectively. The
Indian Agricultural Research Institute Library also located at Delhi, is also considered
as our national library in the field of agriculture.
Academic Libraries: Most of the libraries of Indian universities, Indian Institutes of
Technology (IITs), Indian Institutes of Management (IIMs), the Indian Institute of
Science, Bangalore, Tata Institute of Fundamental Research (TIFSc), Mumbai and
such others have rich collections and offer a variety of user services. These institutions
have international stature in their academic and research activities and therefore their
libraries have also risen to comparable heights.
Colleges, by and large, have got libraries with good collections and the libraries offer a
variety of services to their respective readers. Many of the colleges, have also rich
collections and offer user services. For example, St. Xaviers College at Kolkata is
150-year old and has got a rich library with a valuable collection of rare books. The
library has been automated and provides a number of readers’ services.
30
Many schools in India have also very good libraries. For example, the library of Bharatiya Types of Libraries and
their Functions
Vidya Bhavan, New Delhi possesses very rich collection.
Special and Research Libraries: India has an excellent set of research institutions in
almost every discipline, product, scientific and technological missions. Libraries pertaining
to research institutions of Council of Scientific and Industrial Research, Indian Council
of Agricultural Research, Indian Council of Medical Research, Defense Research and
Development Organisation, etc. have excellent collections. Many of them are automated
and providing varieties of services.
Industrial and Business Libraries Undertakings both in public and private sectors also
have excellent libraries that offer appropriate user services.
Government Libraries :They are serving the respective ministries and departments. Many
of them are having good collections and a fine record of user services. The Central
Secretariat Library (CSL), founded in 1891 is one of the oldest government libraries of
the country. The Library has a huge collection of books and non-print materials over
5.5 lakh volumes. It is the second largest central government library after the National
Library, Kolkata. It has a separate Hindi and Regional Languages Wing and a branch
library. The Library is automated and provides a number of services.
Public Libraries : In India, public libraries are yet to rise to the level of international
standards, despite many states having the library legislation to set up a public library
system. The Delhi Public Library System, started with the support of UNESCO offers
library service to the Delhi public with its branches and mobile libraries.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
5) Why so many government libraries were built up?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
6) Write briefly about the different types of libraries of India.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

2.8 SUMMARY
In this Unit, the origin and growth of libraries are described, followed by various types
that came up later. The factors that caused the creation of the different types of libraries
are briefly indicated. All these types of libraries were generally initiated in western
societies. Learning and education taking precedence, school, college and university
libraries came up first. With large scale production of books and their wide circulation,
changing living conditions,
31
Libraries: Basics and Contexts growing population of educated and learned peoples, public libraries came up with
government support. The need to nurture industrial development and serve specialised
persons led to the creation of special libraries. Increased government activities aiming
towards a welfare state, the government officials needed special collection and service.
Government libraries appeared on the scene to serve this purpose. The functions of
these types of libraries were distinctly different. Each of these types of libraries had
different collections, served different groups of users, offered services appropriate to
their needs and located close to their respective user community. Beginning from the
middle of the twentieth century, new institutions began to be established to meet variety
different needs. They can be considered off-shoots of the conventional libraries. The
different types of libraries attached to schools, colleges, universities, research institutions,
industrial and business enterprises are described. Public libraries have also been
described. Examples of these types of libraries in USA and Great Britain are provided.
Examples of Indian libraries of the different types are also given.

2.9 ANSWERS TO SELF CHECK EXERCISES

1) Several factors have been attributed to the origin and growth of the different types
of libraries. Some of them are: i) the invention of printing, ii) large scale book
publishing at all levels of education and learning, iii) rising population of reading
public, iv) concept of democracy, changes in social life of people, industrial
development and such other factors. Initially school, college and university started
coming up, followed by public libraries, special libraries, national libraries,
government libraries.
2) a) i; b) iii; c) i; d) i; e) i.
3) a) 2; b) 3; c) 1; d) 5; e) 4.
4) According to UNESCO, public libraries are the local gateway to “Knowledge
and are to provide a basic condition for lifelong learning, independent decision-
making and cultural development of the individual and social groups.”
5) Government ministries and departments have unique functions to perform because
of the government’s responsibilities for providing a number of services to the people.
Different officials of the government have different duties and responsibilities and
they have specialised needs. Only libraries that have the kind of collection,
knowledge of user needs can offer the specialised needs. Hence government
libraries have been set up.
6) All the types of libraries are present in India. The National Library, Kolkatta, has
a prestigious collection serving national interests and requirements. Libraries
attached to schools, colleges, universities, research institutions, professional
institutions serve students, researches, scholars and others. Special libraries attached
to Industrial enterprises, business houses serve their users. Government libraries
serve government officials. Thus for every type of activity of the nation, libraries
have been operating in India.

2.10 KEYWORDS
Academic Libraries : The libraries associated with educational
institutions.
Browsing Books : To look through a book in a casual manner.
32
Delivery of Books and : This Act of Indian Parliament mandates all Types of Libraries and
their Functions
Newspaper (Public Libraries) publishers to deposit a copy of their publication
Act 1954 to the National Library, Kolkata and a few other
libraries in India.
National Library : A library that collects and preserves all the
publications of the country.
Public Library : Library meant to be used for free by all the people
and established legally by governments.
Special Library : Library of Research and Development institution,
industrial and business houses and for special
groups of people.

2.11 REFERENCES AND FURTHER READING

Central Secretariat Library. Web. 1 June 2011. <[Link]
IGNOU. Library and Society. BLIS-01. Block 2. Unit [Link] Delhi: IGNOU,
1999. Print.
Isaac, K. A. Libraries and Librarianship. Madras: S Viswanathan Printers and
Publishers Ltd, 1987. Print.
Khanna, J. K. Library and Society. Kurukshetra: Research Publications, 1987. Print.
Kundu, S R. “Information as a Marketable Commodity”. IASLIC Bulletin 55.2 (2010):
82-87. Print.

33
 UNIT 3 FUNCTIONAL UNITS AND
OPERATIONAL ASPECTS
Structure
3.0 Learning Outcomes
3.1 Introduction
3.2 Creating Structural Units of an Organisation
3.2.1 Functional Elements of Management
3.2.2 Organising as an Element of Management
3.2.3 Characteristics in Use for Division of Activities
3.2.4 Principles of Organising a Structural Pattern

3.3 Functional Units of a Library

3.3.1 Collection Building
3.3.2 Technical Processing
3.3.3 Stock Maintenance
3.3.4 Reader Services
3.3.5 Office Management

3.4 Organisational Charts

3.5 Summary
3.6 Answers to Self Check Exercises
3.7 Keywords
3.8 References and Further Reading

3.0 LEARNING OUTCOMES

After reading this Unit, you will be able to:
 discuss the functional elements of management;
 explain that creating functional units of any organisation is a management activity;
 highlight organising as an element of management;
 describe about organising principles and organisational structure;
 discuss that organising principles are for the creation of functional units of an
organisation such as library;
 identify the structural relationships of the organisation from its organisational chart;
and
 explain that future libraries would be fully automated and offer versatile services to
users.

3.1 INTRODUCTION
This Unit discusses the functional units of libraries and their operations and explains to
you the elements of management and the organising principles. This Unit also explains
34
the characteristics in use for the division of library activities into functional units. The Functional Units and
Operational Aspects
creation of the functional units of an organisation is also referred to as the creation of an
organisational structure in management parlance. In addition, it discusses important
organising principles in management and their role in the management of functional
operations relating to collection building of a library, technical processing operations of
the collection, stock maintenance and related works, readers’ services and their sub-
functions. Furthermore, the Unit explains with illustrations the organisational structure
of a library and the inter-relationship between functional units.
Library automation implies the use of computers, networks to offer services based on
library’s own resources as well as on the resources of other libraries. Library automation
also implies managing housekeeping operations and readers’ services from different
workstations. This Unit illustrates that the basic elements of organising in management
will, however, remain applicable despite changes that may take place in the functional
operations and services of automated libraries.

3.2 CREATING STRUCTURAL UNITS OF AN

ORGANISATION
For any activity to be performed well, we have to split it into smaller units to achieve
efficiency and success. For example, when we organise a birthday party at home, we
have to take into account a number of factors. The number of guests to be invited,
birthday cake to be purchased, eatable items to be prepared at home or obtained from
a caterer, time to start the function and the duration of the party, spreading out the
dishes in appropriate containers attractively on the dining table for self service with all
the accessories, plan and obtain return gifts and so on. Depending upon the number of
guests invited, the work has to be organised to share the work among the hosts to take
care that each function is successfully executed. The objective is that the guests should
enjoy the function and go fully satisfied. Even for managing smaller functions, we have
to plan and organise the activities, split them into smaller functional units for achieving
the desired result. It can be easily understood from the above example that creating and
organising functional units, in accordance with the principles of organisational
management is one of the most important functions of an organisation. Creating functional
units facilitates designing a functional structure of an organisation for better management
and to execute all its functions with proper coordination.

3.2.1 Functional Elements of Management

Management is about determining the goals and objectives of an organisation, setting
its targets to be achieved over a given period, deciding means, using the resources of an
organisation optimally to achieve its set goals, objectives and targets. It means that we
can define management elements (functions) by the work that managers do. There are
seven management elements that organisations must observe. These are:
 Planning is a course of action in advance to realise them.
 Organising is creating a functional structure for the organisation, allocating the
different functions to groups of persons of the various units of the organisation to
achieve the set goals and objectives.
 Staffing refers to the function of manning the organisational structure through proper
recruitment, selection, training and development of persons for the different positions
created in the organisation.
35
Libraries: Basics and Contexts  Directing is concerned with providing leadership through guiding, instructing,
communicating, supervising, motivating and inspiring persons at different levels in
the organisation to achieve the set goals, objectives and targets.
 Coordinating/Controlling means bringing harmony in different activities and functions
to achieve organisational goals efficiently.
 Reporting is keeping all concerned with the organisation well-informed about the
performance of the organisation.
 Budgeting relates to management of finance and accounts which are the life blood
of an organisation.
Points to Remember
 POSDCoRB is an acronym for seven functional elements of management.

 Planning is setting goals and objectives of an organisation.

 Organising is providing a structural framework for an organisation.

 Staffing is the provision of human resources for an organisation.

 Directing is providing leadership.

 Coordinating/Controlling is to establish harmonious functioning of an organisation.

 Reporting is preparing periodical reports of the performance of the organisation

to keep every concerned person of the organisation informed.
 Budgeting deals with the financial resources and allocation for different activities
of an organisation monitored and accounted.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) What is POSDCoRB?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
2) Match column A with Column B
Column A Column B
a) Planning i) Functional structure
b) Organising ii) Performance reports
c) Staffing iii) Deals with finance
d) Directing iv) Setting goals and objectives
e) Coordinating/Controlling v) Human resources
f) Reporting vi) Harmonious performance
g) Budgeting vii) Leadership
36
3) State if the following statements are True or False: Functional Units and
Operational Aspects
a) Management is for using all the resources of an organisation optimally.
b) Planning is concerned only with the targets to be achieved for an organisation.
c) Staffing is the provision of getting the right human resources for an organisation.
d) Directing is concerned only with maintaining discipline of staff in an
organisation.
e) Coordinating/controlling is to bring harmony in an organisation for its smooth
performance.

3.2.2 Organising as an Element of Management

We have noted in the Sub-section 3.2.1, ‘organising’ is about creating a functional
structure for the organisation, allocating the different functions to groups of persons of
the various units of the organisation to achieve the goals and objectives. We shall elaborate
it further in this section.
Organising, in a general sense, means systematic arrangement of activities. As a process
of management, it is essentially related to dividing and subdividing and grouping of
activities. If many persons are involved in the activities of an organisation, it is imperative
to determine the role of each person and the group as a whole to attain the goals and
objectives of the organisation. Even if it is a one-man organisation, it is necessary for
the person to divide the work to apportion time to each units of work. So organising is
to determine what work is needed to be done and by whom and what materials,
machinery, equipment and other resources are to be used, assigning those tasks to
individuals and arranging those individuals in a decision-making framework (organisational
structure). The organising as a function management requires undertaking several tasks
such as (i) determination of the activities to be performed, (ii) creation of departments,
divisions, sections, units, positions, etc. and (iii) establishing relationships among the
various parts of an organisation. The purpose is to create a framework (organisational
structure) for the performance of the activities of the organisation in a systematic manner.
This framework of division of work and establishing formal relationships between them
is known as the organisational structure of the organisation. Such a framework
(organisational structure) is also very much necessary for a library. The organisational
structure of a library would comprise the following, depending upon the size of the
library and its scale of operations:
 the number of departments, divisions, sections, units, etc.;
 the function of each of the above and their relationships;
 duties, responsibilities, authority and accountability of each; and
 the channels of communication, that is, the path through which information/
instructions travel from one position to another and from one level to another.
It is obvious, in a small organisation where only a few persons are involved, an elaborate
provision for the organisational structure may not be necessary, although the work may
have to be shared between persons who are involved in the activities. In larger
organisations where a large numbers of persons are working and operating, it is essential
to organise the work, dividing the work into smaller units and fixing duties and
responsibilities to every person and at every level. The nature of work, performing
techniques and time required to perform etc. are part of the work and job analysis to 37
Libraries: Basics and Contexts get the best out of the staff. We shall study in the next section, some of the characteristics
in use for dividing the activities of a large organisation and a few principles for the
creation of an organisational structure.
Points to Remember
 Organising - Systematic arrangement of activities by dividing and subdividing
and grouping.
 The purpose of organising is to apportion roles and responsibilities to Individuals/
groups of staff to attain the goals and objectives of the organisation.
 A framework is created for the activities which establish relationship between
various levels of persons working at different positions.
 An organisational structure of a library would show the number of departments,
divisions, sections, etc.; their functions, indicating the relationships, duties and
responsibility of staff; communication flow, etc.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
4) Why is organising necessary for an organisation?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
5) What is organising as an element of management?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
6) What does an organisation structure of a library indicate?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
7) Fill up the blanks with the appropriate word/phrase given in the brackets.
a) Organising is a ................................................... (functional element, financing
aspect, motivational aspect of management.
b) Division of the work of an organisation into units is to ...............................
(obtain maximum efficiency, maintain public relation, disbursement of salary).
c) Duties and responsibilities for work in an organisation is a function of
...................... (organising, budgeting, leadership).
8) Tick () if the following statements are correct; if not state the correct one.
a) Elaborate procedure for creating an organisational structure is not necessary
38 for smaller libraries.
 ................................................................................................................ Functional Units and
Operational Aspects
b) For large libraries also an organisational structure is not necessary.
................................................................................................................
c) An organisational structure does not show the relationships between the
different units.
................................................................................................................
d) Communications and instructions should flow smoothly among the
organisational units.
................................................................................................................

3.2.3 Characteristics in Use for Division of Activities

The process of grouping related work into manageable units is known as
departmentalisation. The purpose of departmentalisation is to contribute to the optimal
efficiency and effective utilisation of organisational resources. This division of work is
done not only at the top level but also done further down in the hierarchy, depending
upon the nature of work at different levels.
There are quite a few characteristics to divide and group of activities of an organisation.
But the characteristics chosen for the division must be such that they are relevant to the
purpose and produce the desired results.
For library management, the most common characteristic/basis for departmentalisation
is ‘function’. Almost every library uses this criterion which divides it into functional
departments such as acquisition, processing, reader’s services, stock maintenance,
circulation, information and documentation services, etc. Each of these functional units
may have to be further divided depending upon the volume and variety. However,
public libraries usually apply ‘users’ as the basis for departmentalisation. Separate services
for children, students, physically handicapped, blind, extension services, etc. are some
of the characteristics for division. Academic libraries use broad subjects groups as
criteria of division such as sciences, social sciences and humanities. Again each of the
broad functional units may have to be further divided into smaller units, e.g. acquisition
of books, serial acquisition and control, reference and bibliographic services, etc. Some
libraries also get organised on the basis of the material they serve such as books,
periodicals, microforms, maps, machine readable forms and others with further divisions.
No single or a single set of criteria, however, is found to be workable in all situations or
for all libraries. Hence, libraries have been using varying combinations of these to produce
a hybrid structure.
The point to be noted here is that every library, small or large, has to be performing
variety of activities. In smaller libraries, the work allotment will be between a few persons;
but in large libraries, the activities will have to be performed by a number of persons. In
smaller organisations, the distribution of work is comparatively simple. But in larger
libraries, the division of work will have to be very carefully worked out with the application
of principles and procedures.
The purpose and the principle for division of activities into smaller or viable units, is to
group different activities into homogenous units. For performing the functions of these
groups of work, persons with different skills, techniques, qualifications and experience
are required. The interrelationships among them is also important for smooth flow of
work; for instance, the acquisition and technical processing of books may have to
planned properly, so that there is hardly any delay in making them available to users. In 39
Libraries: Basics and Contexts other words, there should be minimum delay from the time books are received in the
library and the time they are made available for use to the readers. Similarly there are
many other groups of activities which fall into a sequence whose smooth flow is highly
desirable, the time factor being most important.
The choice of characteristics for division of work, in small or large libraries, will depend
upon their own requirements and convenience for ease of operation and should primarily
serve the purpose of division.
Points to Remember
 The characteristics chosen for division must be relevant to the purpose to obtain
desired results.
 The purpose of departmentalisation is to ensure optimal efficiency and effective
use of organisational resources.
 The different types of libraries may choose characteristics appropriate to their
purpose of division.
 No single or a single set of criteria is found workable for all situations in a library.

Self Check Exercise

Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
9) What are the functional units of a library using function as a characteristic?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
10) Match Column A with Column B with reference to their division of activities:
Column A Column B
a) College libraries i) By research projects
b) Public libraries ii) By products/services
c) Industrial libraries iii) By export and import
d) Research libraries iv) By users
e) Toy trade libraries v) By functions
11) Fill up the blanks with appropriate words/phrases given the brackets:
a) School libraries may organise their units according to ..........................
(functions, services, students of different classes).
b) University libraries, organising by subjects may divide their subject units by
.............................. (documents, user services, functions).
c) A branch library of a public library would divide its units according to
40
.......................... (users, functions, services).
 d) A textile research library may find it useful to divide its services on the basis Functional Units and
Operational Aspects
............................... (the kind of textile fibre such as cotton, synthetic or
wool, user categories, trade).

3.2.4 Principles of Organising a Structural Pattern

The principles listed and explained below are broad guidelines that help an organisation
function effectively and smoothly.
Unity of Objectives: The organisational structure should facilitate the contribution of
individuals to the attainment of organisation’s objectives, assuming that it has spelt out
the objectives unambiguously.
Principle of Efficiency: The objectives of the organisation must be accomplished
with minimum cost and undesirable waste and effort. The organisational structure should
enable the organisation to function efficiently.
Principle of Balance: There should be a reasonable balance in the sizes of various
departments, divisions, etc., between centralisation and decentralisation, between span
of control and the number of levels and among all type of features such as human,
technical and financial.
Unity of Direction: There should be one objective and one plan for a group of activities
having the same objective in a given period of time. Unity of direction facilitates unification
and coordination of activities at every level.
Span of Control: There should a limit to the number of subordinates reporting to a
higher official. This is necessary to ensure proper communication and control of work
accomplished by everyone.
Scalar Principle: There should be a final authority in every organisation. The authority
and responsibility should go together. This means when a responsibility for work is
given to a person, the person also have the authority to enforce control and discipline.
Unity of Command: Each person should be answerable to only one person, i.e.
immediate superior. This means that each employee should have only one boss.
Delegation of Authority and Responsibility: The process of delegation of authority
should take into consideration the results expected, the tasks assigned, the degree of
delegation required to accomplish the tasks and the responsibility to be fixed. We have
already mentioned, under scalar principle that the authority and responsibility should go
together.
Separation of Line and Staff Positions: Line positions are those that are in a hierarchical
chain in an organisation. Line activities are those that are directly involved in the fulfilment
of tasks assigned to a person who comes under the line. A person who comes in the line
is answerable to his superior in the line. On the other hand, staff activities are those that
provide advice, support and service to persons in the line positions. These persons do
not have any command authority or responsibility.
Centralisation versus Decentralisation: Centralisation is the degree to which
authority is retained by higher level officers within an organisation rather than delegated
to lower level persons. In decentralisation on the other hand, the authority is distributed
to lower level positions so that decision making is possible at other levels also. But
there cannot be any final answer that can be given to this aspect of management. There
are pros and cons to both sides. There should be a balance between the two, depending
41
Libraries: Basics and Contexts upon the nature of decision making that should be conducive to the set objectives and
goals of the organisation.
Coordination and Integration: Coordination is the process of linking several activities
to achieve a functional whole. Integration is the unified control of a number of successive
or similar operations. Both these principles provide for unified functions ensuring the
achievements of the set goals, objectives and targets.
It should be necessary to reiterate that all these principles would apply only when the
scale of operations is quite large. Smaller libraries would find these principles useful to
know, although there may not be any necessity to apply them. These principles of
structural organisation are to be studied in conjunction with staffing.
Points to Remember
 The principles of organising a structural pattern are meant to ensure a smooth
and effective functioning of the organisation.
 All the principles given are of value and importance; some are indispensable like
principles of responsibility and authority, line and staff positions, coordination
and integration.
 These principles would apply when the scale of operation is large as in libraries
of universities, large research institutions or industrial undertakings.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
12) List the principles for managing a structural pattern for an organisation. Explain
any one of them.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
13) Match columns A with Column B
Column A Column B
1) Principle of efficiency i) Hierarchical chain
2) Scalar principle ii) Minimum cost
3) Centralisation iii) Unified control
4) Integration iv) Authority and responsibility
5) Line and staff positions v) Undivided authority
14) State if the following statements are True or False
a) There is no difference between line and staff positions.
b) The authority and responsibility should always go together.
c) The centralisation of authority is always desirable.

42
 d) The coordination is the process of linking several activities to achieve a Functional Units and
Operational Aspects
functional whole.
e) Each person should never be answerable to only one person.

3.3 FUNCTIONAL UNITS OF A LIBRARY

In the following sections, we shall deal specifically with work operations of functional
units of libraries and their organisational structure. The main functions of every library
are collection building i.e. acquisition, technical processing (classification and cataloguing),
stock maintenance (arrangement and display of the collections in the stacks with proper
arrangement of books, of reference books in the reference room and in reading rooms
and other sections of the library where books are required/consulted/browsed), readers
services (circulation, reading room services, reference and bibliographic services, etc.)
and office management. We shall deal only with the major operations involved in each
of these functional units. There are, however, a number of technical as well as routine
work involved in each of these major functions, most of which will have to be learnt on
the job.

3.3.1 Collection Building

This function of a library is one of the most important activities. The quality of the
collection and its services, indeed, determines the reputation of the library as a quality
service centre. The collection building is based on the book selection policy of the
library which always is related to and should reflect its users’ requirements. Setting up
policies of all these activities and standard operational procedures are always the
responsibilities of the top management.
 All libraries, except the public library, have a parent organisation whose activities
are to be supported by the library serving it.
 All academic libraries should serve the students, teachers and others who are
directly connected with learning processes.
 Special libraries have their own users, depending upon the nature of activities the
parent body performs.
 Research libraries should support all the researchers working on subject fields in
which they conduct research.
 Industrial undertakings and business houses use their library for supporting their
production of goods and services, their marketing and other related activities.
 Other types of special libraries have their own users to serve.
 Public libraries may not have well-defined users like as academic and special
libraries do have. Their collection building activities are based upon a complex of
requirements by the community they serve.
Guided by the book selection policy of libraries, the functional operation of collection
building is based upon three major methods of acquisitions, viz. purchase, exchange
and gifts. For most libraries, however, purchase is the main method for acquisition.
The acquisition of serials is an intricate task which is always undertaken as an annual
function. In university and special libraries this task is of great importance and significance.
This is a complex function. There are a number of routines in the acquisition process:
43
Libraries: Basics and Contexts the control of receipts of issues of periodicals; sending of reminders for non-receipts;
and such others are not elaborated here.
The operational tasks involved in a purchase are: (i) Preparation of indents of documents;
(ii) identifying and selecting suppliers who offer maximum price discounts without
impairing quality of service; (iii) placing orders; (iv) receipts of books; (v) checking
them with the suppliers invoice and library’s indent for accuracy; (vi) accessioning them;
(vii) passing of the bills, etc. For each of these operations, there are a number of routine
jobs involved and utmost care should be taken to perform these routines systematically
and without errors, lest serious problems may arise at a later stage.
Similarly with reference to acquisition through exchange, this again must be based on a
policy for exchange. What is to be exchanged, with whom, in what manner, all these are
policy decisions of higher authorities, keeping in view the actual requirements of the
library. If this is another method of acquisition in addition to purchase, the routines
involved for the purpose should be performed with care and accuracy.
Now let us discuss acquisition through gifts. The library should not allow it to be a
dumping ground for unwanted books by donors, simply because the items are gifted.
Small libraries are quite often tempted to acquire gifts without any relevance to their
actual requirements which later on create problems of space, weeding out and others.
The policies of the higher authorities, of course, would set the policy conditions for
accepting gifts. The acquisition unit would be a functional unit under a higher level
division. Depending upon the quantity of work, experienced professional persons would
be posted to this unit. The organisational charts given in the next section of this unit
would make clear the hierarchical and horizontal structures at which this unit functions.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
15) What are operational tasks involved in the purchase of books for a library?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
16) Give short answers to the following questions.
a) State the three methods of acquisition
........................................................................................................................
........................................................................................................................
b) State five operational routines involved in acquisition through purchase.
........................................................................................................................
........................................................................................................................
c) State why acquisition through gifts need careful decision.
........................................................................................................................
........................................................................................................................

44
17) Give one technical term/phrases for the following processes. Functional Units and
Operational Aspects
a) Purchasing, obtaining through exchange or gifts of documents.___________
b) Classification, cataloguing, indexing.___________________
c) Turning pages of books without reading._________________
d) Free entry to stack room._________________

3.3.2 Technical Processing

Classification, cataloguing and preparation of books for their access on the shelves in
the stacks are the major operations performed in this functional unit. The classification
systems to be used for the purpose, the cataloguing code to be followed, etc. are to be
carefully decided. The professional persons perform these tasks with their education,
training and experience. They set up appropriate routines for the actual operations of
these functions. They maintain the right authority files for subject classification, subject
headings, personal and corporate authors, names of institutions, etc. Sometimes work
manuals are prepared for guidance and consistency in the tasks of classification and
cataloguing.
The most important output of this library unit is the library catalogue which is the actual
aid for access to the collections of the library. The professional tasks, such as classification
of documents, preparation of catalogue entries, providing subject headings, filing
catalogue cards are extremely important for the consultation by users and for reference
and retrieval services offered by the functional unit of reader’s services.
Most libraries have catalogue cabinets in which the catalogue cards that carry data are
filed systematically, for search and retrieval. Here again, there are a number of routines
such as preparation of appropriate guide cards on the catalogue cabinets, filing of cards,
etc. to be performed which have to be carried out without errors. In some libraries,
illustrative charts are displayed close to the catalogue cabinet, showing search procedures
to find out books by an author, a title or subjects.
The preparation of books and other documents involve routines like collation, writing
accession numbers and call numbers on specific pages, pasting book pockets and issue
slips, etc. for circulation. Although these are simple routines, they should be done
accurately and neatly with an artistic sense.

3.3.3 Stock Maintenance

The stock of the collection built up thoughtfully and carefully should be shelved
systematically on the shelves of the stacks, for easy location and replacement, for
browsing in open access libraries, etc. The shelf display of books is usually based on
the priority of use of the collection. This means that books that are often sought after
should be at the entrance of the stack room.
Constant attention has to be given to shelf rectification to avoid wrong shelving which
would many times result in books, not being able to be located when on demand.
Wrong shelving of books, in fact, is as good as books being lost. Stack room guides
and appropriate sketches of the arrangement of shelves in stack room(s) should be
displayed for easy location of books and replacement. These routines are simple but
must be given full attention.
Reference books are displayed selectively with proper shelf guides in reading and
reference rooms for consultation. Books may also be stacked selectively in other sections
of the library like the technical processing unit for ease of consultation and reference
which would be very often necessary for professional work. 45
Libraries: Basics and Contexts Current issues of periodicals are displayed selectively, in the special periodical room
for reference and study. The back numbers of current years’ titles are also stacked
conveniently along with latest issues of titles. Binding and preservation are other activities
which may be under this functional unit. Binding of periodicals, books and other types
of documents and preservation of books from insect attacks and unfavourable weather
conditions are necessary to avoid damages to them. For the purpose of stock verification,
shelf cards carrying data of books are maintained. In many libraries nowadays, stock
verification is not done as an annual feature, but random checks of certain sections of
the collections may be done as often as possible.
Points to Remember
 Acquisition function of a library is a strategic function as the reputation of a library
depends on the quality of its collection.
 An acquisition policy determines the quality of a library’s collection.

 Acquisition is generally done by purchase, exchange or gifts.

 Serials acquisition and control are very important tasks and very intricate in
operation as it varies very substantially from acquisition of books and other
documents.
 There are systematic rules and procedures to guide the entire process of
acquisition.
 Technical processing constitutes classification and cataloguing of all library
documents.
 Standard systems of classification and codes for cataloguing are used for the
purpose.
 Systematic shelving of books is essential for browsing in open access libraries,
identifying a particular item and replacing it.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
18) Fill up the blanks with appropriate words/phrases given in the brackets.
a) Classification is identifying the subject contents of documents and assigning
class numbers according to a .......................................... (Standard system
of classification, broad categories of subjects, keywords)
b) Cataloguing is descriptions of documents using a .......................................
(Standard code of cataloguing, just writing the title of the document).
c) A classified catalogue is a .............................................. (two-part catalogue
of a library, single alphabetical file of entries, random arrangement of entries).
d) Shelf arrangement of documents in stacks serves ......................................
(easy location and replacement, stock checking, random access).
e) Shelf cards are maintained for ................................................. (Stock
checking, serving as another catalogue, routine purpose).
46
19) Match Column A with Column B Functional Units and
Operational Aspects
Column A Column B
1) Classification i) List of readings on a particular subject
2) Keywords ii) Stack room
3) Open access iii) Cataloguing
4) Document description iv) Subject indexing
5) Bibliography v) Identifying subject contents

3.3.4 Readers Services

Reader’ services are related to a number of services offered by the library. These are
offered to put the collection into full use. Reading rooms meant exclusively for serious
study for long hours, facilities for offering personal reference service, facilities for making
available current titles of periodicals and select titles of books, etc. in their study rooms
comprise some of the readers’ services. The other services that libraries offer include:
 Circulation service – Practically all libraries offer circulation services except a few
who offer only reference and consultation services at their premises. Lending and
borrowing services are regular features. A number of routines are involved in
circulation work. Records of books borrowed by different groups of members
are kept in most libraries whose analysis at times provides valuable information as
to the pattern of library use or such other information that could be useful to
improve the book selection process.
 Reference services offer a variety of assistance to readers. It may be related to
answering specific questions during personal visits or through telephones or letters,
helping readers in the use of the library and so on.
 Bibliographic and literature search services may be anticipatory or responsive.
Special bibliographic lists on any topic of interest to users are often prepared in
anticipation or in response to users’ requests.
 There are a number of specialised services offered by academic and special libraries,
depending upon the requirements of users. Some of these services are Current
Awareness Service (CAS), indexing and abstracting services and highly
sophisticated services like SDI (Selective Dissemination of Information). The
different aspects of these services can be learnt from the other units of your course.
 Another important service offered by university and special libraries, information
institutions, etc. is the user education programme which gives users of different
categories, a good exposure to modern ICT-based information systems, services
and facilities with their increasing complexities and sophistication.
 Provision for photocopying services is a common feature of most libraries.
Photocopying machines are kept at strategic points for this service given at a cost.
 Computer services for searching the library catalogue and Internet searching facilities
are offered in automated libraries.
 Many university and special libraries have printing facilities to bring out their own
publications like library bulletins, in-house indexing and abstracting services and
others.
All these services are operated by a functional unit such as Readers Services Division.
The interrelationships between this unit and other functional units can be well understood 47
Libraries: Basics and Contexts from the organisational charts that gives a vivid picture of the library’s organisational
management structure.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
20) List the services offered for users through the reader’s services unit.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
21) Match Column A with Column B
Column A Column B
a) Special study rooms i) Photocopying services
b) Literature search ii) Selective dissemination of information
c) Charging/discharging iii) For research scholars
d) Special information services iv) Providing literature on a given subject
e) Reprographic services v) Lending services
22) Tick () the correct answer of the following; if incorrect state the correct answer.
a) Photocopying services are common facilities in most libraries.
................................................................................................................
b) Organisational charts do not indicate any relationship of structure of an
organisation.
................................................................................................................
c) Selective dissemination of information (SDI) is offered in all libraries.
................................................................................................................
d) Bibliographic and literature search services may be anticipatory or responsive.
................................................................................................................
e) Internet services are offered in all libraries.
................................................................................................................
Points to Remember
 The functional units of a library are acquisition, technical processing, stack
maintenance, reading room facilities, reference, bibliographic and information
services, photocopying services, etc.
 Acquisition is meant for collection building of a library. It is the most important
function since the good quality collections give a reputation to the library.
 Technical processing is meant for organising the collection systematically for use.
 Stack maintenance is stocking the library collection in an organised manner for
easy location and replacement.
 User services include a number of services for use of the collection and attending
personally to user requirements.
 Reprographic services are photocopying services.
48
3.3.5 Office Management Functional Units and
Operational Aspects
 Every organisation usually has administrative and finance units that take care of the
general maintenance of the physical premises, management of office requirements
like the purchase of stationery and equipment, human resources, watch and ward,
finance and accounts. These units are under the control of administrative and finance
officers respectively supported by section officers and assistants. They directly
report to the chief manager of the organisation.
 A library committee is always constituted by the organisation with internal members
and one or more external members to advice the top management in policy matters
and in establishing professional standards and norms.
 There is an increasing trend towards automation of library activities today. This
naturally introduces a number of organisational changes. All housekeeping
operations invariably are integrated and centralised while the service points are
decentralised. However, whatever may be the eventual organisational changes of
a library, the principles and process of organisation will still be valid. In this Unit,
we are presenting only the conventional library practices.
 Organisational charts also will obviously be different for an automated library as
against the charts given in the next section.
Activity I
Visit a university or a special library and note its functional units. Prepare an
organisational chart for the library, indicating the relationships between the various
units. Make use of the hints provided under the section on “Answers to Self Check
Exercises”.
Highlights
User studies, user education and information literacy are the efforts to put library and
information resources to effective use, as users constitute the focal point of service in a
library. Every activity has to hinge upon user satisfaction and should meet their
requirements in any business endeavour. While user studies relate to the study of users’
needs and requirements in different contexts and environments which are, indeed, as
complex and intricate as customer studies in business. User education in recent decades
is shifting to accentuate on educating learners at all levels to pick up skills in accessing,
obtaining, evaluating and using information effectively.
Emphasising on the full exploitation of library and information resources, various formal
educational or instructional programmes have been offered during the last 50+ years by
libraries and information institutions as part of user education. Initially user initiation
programmes comprised library tours, introducing the users to facilities provided by the
library such as the library catalogue, reference rooms with display of reference books,
etc. supported by printed pamphlets, guides and such others.
Now that tools and techniques of using library and information resources have become
more complex, specific educational or instructional programmes are organised to get
users more familiar with the skills needed for searching references in indexing and
abstracting services, compilation of bibliographies using literature search techniques
and such others, in addition to audio-visual aids to get a total view of many types of
research and reference sources. Rapid developments in information and communication
technologies (ICT) and their applications in library and information systems have brought
about a paradigm shift (i.e. decisive and important ways of changes in library and 49
Libraries: Basics and Contexts information services) in information systems. These have been reflected through stand-
alone libraries and information institutions getting transformed into automated libraries
and networks; availability of information via Internet and a host of other facilities with
advancing ICT.
These in turn have radically changed the library and information environment. User
education programmes are in fact fast moving towards ‘information literacy’, a
comparatively new concept that is being very actively discussed in national and
international forums today. Information literacy is being considered as a basic skill and
a learning process that should be included as an integral part of educational curricula at
all levels of education and also that such a skill needs to be developed in lay persons for
their own pursuit of vocations or other activities.
A report of the Presidential Committee on Information Literacy (IL) of the American
Library Association (1989) defines IL as “the ability to recognise when information is
needed and to have the ability to locate, evaluate and use effectively the needed
information” and highlighted IL as a skill essential for lifelong learning and production of
an informed and prosperous citizenry. In 2005, at an international conference held in
Prague, organised by the American National Forum, co-sponsored by UNESCO and
IFLA, a proclamation was issued underscoring the importance of information literacy
as a basic fundamental human right and lifelong learning skill. Interestingly, information
literacy rose to national consciousness in the US with President Barack Obama’s
Proclamation designating October 2009 as National Information Literacy Awareness
Month. In India also, at different professional forums, the concept of information
literacy is being discussed at length and a body of literature on this topic is growing
rapidly. Positive actions are to ensue in the near future. It is important to note that all
these ideas of use and users of information are in total conformity with the Fundamental
Laws of Library Science of Ranganathan.

3.4 ORGANISATIONAL CHARTS

An example of an Organisational Chart is given Figure 3.1. Just note the organisational
structure and the relationships between the functional units. It is a useful visual aid that
shows the horizontal and vertical structure of an organisation. Such charts are graphic
representation of the organisational structure, indicating the span of control, horizontal
and vertical positions, relationships between lines, staff positions, flow of authority and
responsibility, communication channels and such others. Lines of authority are usually
represented on organisational charts by unbroken lines whereas broken lines indicate
staff positions and doted lines show the staff functions like relationships between statutory
committees of the organisation. The points that should be noted in the chart are:
 Combination of division criterion for structuring;
 Horizontal and vertical positions;
 Span control;
 Flows of authority and responsibility;
 Functional and coordination points;
 The way these aspects are represented in the charts;
 The advisory role of the Library Committee.

50
 Functional Units and
Chief Librarian Operational Aspects

Office Management Advisory Committee

Technical Services Reader services

Circulation

Reading room
Acquisition Classification Routine Stack room
Cataloguing Processing Maintenance Reference service

Bibliography

Photocopying

Other

Fig. 3.1: Organisational Chart of a Small General Library

The use of computers and their networks have widened the scope of library services.

3.5 SUMMARY
 In this Unit, we have dealt with the necessity to provide a structural framework for
an organisation to facilitate systematic performance of all its tasks, indicating the
relationship with each of the tasks.
 Organising is an element of management, the other elements being planning, staffing,
directing, coordinating and budgeting.
 Organising is dividing all the activities and functions of an organisation into smaller
units, enabling proper execution of the tasks. The organisational framework is a
structure that shows the relationships of all the functional units.
 In fact all the activities and functions of a library comprise an integrated system;
each one is linked to the other. Characteristics for division are chosen in such a
way that they serve the purpose of division. A number of principles are there for
effective management. Only a few of them are explained briefly.
 The major operational functions of a library namely Collection Building, Technical
Processing, Stock Maintenance, Readers Services with their related routines are
explained in some detail.

3.6 ANSWERS TO SELF CHECK EXERCISES

1) POSDCoRB is the acronym for the seven elements of management. The expansion
is Planning, Organising, Staffing, Directing, Controlling/Coordinating and Budgeting,
All the bold letters of the first elements constitute the acronym.
2) a) iv; b) i; c) v; d) vii; e) vi; f) ii; g) iii
3) a) True; b) False; c) True; d) False; e) True
51
Libraries: Basics and Contexts 4) Organising being a structural framework for an organisation facilitates performance
of all its tasks which are integrated and interrelated.
5) Organising, in a general sense, means systematic arrangements of activities. As a
process of management, it is essentially related to dividing and subdividing and
grouping of activities. Organising is basic to determine the work to be done by the
employees of an organisation to use materials, machinery, equipment and the other
resources optimally.
6) The organisation structure of a library comprises, depending upon the size of the
library and its scale of operations,
 the number of departments, divisions, sections, units, etc.;
 the function of each of the above and their relationships;
 duties, responsibilities, authority and accountability of each;
 the channels of communication, that is, the path through which information
travels from one position to another and from one level to another.
7) a) Functional element; b) obtain maximum efficiency; c) organising
8) a) Incorrect smaller libraries also require functional division but may be run by a
few persons only; b) Incorrect. For large libraries, functional division is very
necessary to apportion duties and responsibilities; c) Incorrect. An organisational
structure shows hierarchical and horizontal relationship; d) Correct.
9) Almost every library uses function as a characteristic of division which divides it
into functional departments such as acquisition, processing, reference services,
bibliographic services, stock maintenance, circulation, information and
documentation services, etc.
10) a) v; b) iv; c) ii; d) i; e) iii
11) a) Students of different classes; b) functions; c) Users; d) trade
12) The principles for organising are: principles of unity of objective, efficiency, balance,
unity of direction, span of control, scalar principle, unity of command, delegation
of authority and responsibility, line and staff position , centralisation versus
decentralisation, as well as coordination and integration. Scalar principle: There
should be a final authority in every organisation.
Authority and responsibility should go together. This means when a responsibility
for work is given to a person, the person also will have the authority to enforce
control and eliminate discord among the employees. Authority and responsibility
also should flow from the top management downwards in a clear unbroken line.
13) 1) ii; 2) iv; 3) v; 4) iii; 5) i6
14) a) False b) True c) False d) True e) False
15) The operational tasks involved in a purchase are: (i) preparation of indents of
documents; (ii) identifying and selecting suppliers who offer maximum price
discounts without impairing quality of service; (ii) placing orders (iv) receipts of
books; (v) checking them with the suppliers invoice and library’s indent for accuracy;
(vi) accessioning them; (vii) passing of the bills, etc.

52
16) a) Purchase, Exchange and Gift; b) (i) Preparation of indents of documents Functional Units and
Operational Aspects
(ii) Identifying and selecting suppliers who offer maximum price discounts without
impairing quality of service (iii) Placing orders (iv) Receipts of books (v) Checking
them with the suppliers invoice and library’s indent for accuracy; c) Unsolicited
gifts create problems of space, weeding and maintenance
17) a) Acquisition; b)Technical processing; c) Browsing; d) Open access
18) a) Standard system of classification; b) Standard code of cataloguing; c) Two-
part catalogue of a library; d) Easy location and replacement; e) Stock checking
19) 1) v; 2) iv; 3) ii; 4) iii; 5) i
20) Generally readers’ services include: (i) General reading rooms for long hours of
study. (ii) Special reading room/s for current periodicals. (iii) Microfilming facility.
(iv) Computer facility. (v) Reference service. (vi) Documentation and Information
services. (vii) Reprographic services and such others. Large university libraries,
research libraries of very big research complexes and such others may have many
additional services like printing and publications, selective dissemination of
information, computer services providing facilities using Internet, etc.
21) a) iii; b) iv; c) v; d) ii; e) i
22) a) Correct; b) Incorrect - Organisational charts display the vertical and horizontal
relationships; c) Incorrect - SDI is a service available only in research libraries; d)
Correct; e) Incorrect. Internet services are available only in automated libraries.
23) Hints to the only exercise on Activity: Use the organisational chart given in section
on organisational charts and the chart of the library you visit, prepared by the
library. Take the help of the Unit 2 of Block 1 of IGNOU course material
BLIS-02.

3.7 KEYWORDS
Accountability : Being answerable for the result of one’s action.
Authority : The right to decide, to direct others to take action,
or to perform duties in achieving organisational
goals.
Browsing : Read casually select pages of books to find out
its contents.
Collation : Checking the pages, figures, illustrations, etc. are
in proper order on books.
Coordination : Process of linking several activities to achieve
desired result.
Delegation : Process of assigning responsibility along with the
needed formal authority.
Departmentalisation : Grouping related work activities into manageable
units.
Hierarchy : A hierarchy represents a series of positions at
vertical level, some of which have more authority
than others. 53
Libraries: Basics and Contexts Horizontal Positions : Positions at the same level in an organisation.
Line Positions : Positions at the hierarchical level of an
organisation forming a chain.
Open Access : Free access to books displayed on shelves.
Organising : It is essentially related to dividing and subdividing
activities of an organisation and grouping them.
Scalar Principle : A ladder-like structure for an organisation.
Shelf Rectification : The process of placing wrongly shelved books
in their correct location.
Span of Control : A convenient and optimal number of subordinates
to a person having a supervisory position in an
organisation.
Staff Position : Person(s) appointed for advising or guiding line
persons any professional work who have no
authority to control.
Stock Verification : Checking the stocks of books periodically.

3.8 REFERENCES AND FURTHER READING

Indira Gandhi National Open University. Library and Society. BLIS-01, Block 1.
Unit 2. New Delhi: IGNOU, 1999. Print.
Mittal, R.L. Library Administration: Theory and Practice. 5th ed. New Delhi:
Metropolitan Book, 1983. Print.
Ranganathan,S.R. Library Manual for Library Authorities, Librarians and Library
Workers. 2nd ed. Bangalore: Sarda Ranganathan Endowment for Library Science,
1994. Print.
---. Library Administration. Bangalore: Sarada Ranganathan Endowment for Library
Science, 1959. Print.

54
UNIT 4 LIBRARY STAFF: ROLES AND
RESPONSIBILITIES
Structure
4.0 Learning Outcomes
4.1 Introduction
4.2 Staffing Pattern of Libraries
4.3 Meaning of Roles and Responsibilities
4.4 Changing Library Landscape
4.4.1 Factors Impacting Library Staff Roles

4.5 Library Professionals: Their Roles

4.5.1 Managerial Roles and Responsibilities
4.5.2 Specialist Roles and Responsibilities
4.5.3 Skills and Knowledge Needed

4.6 Library Paraprofessionals: Their Roles

4.6.1 Changing Roles of Paraprofessionals
4.6.2 Roles and Responsibilities
4.6.3 Basic Skills and Knowledge Needed

4.7 Library Non-Professionals: Their Roles

4.8 Summary
4.9 Answers to Self Check Exercises
4.10 Keywords
4.11 References and Further Reading

4.0 LEARNING OUTCOMES

After studying this Unit, you should be able to:
 identify difference between professional and paraprofessional librarians;
 explain the functions, roles and responsibilities of library staff;
 define the role and responsibilities of professional and paraprofessional librarians;
and
 describe the key competencies of professional and paraprofessional librarians.

4.1 INTRODUCTION
This Unit discusses in detail what do librarians and other library staff members do in a
library, what roles and responsibilities do they perform in meeting their mandated mission.
Library is a service-oriented organisation and users are its focus; customers’ satisfaction
is their highest priority. To meet this mission, the typical tasks that librarians do are
several such as to manage and resource a library, supervise and lead staff, design,
direct, formulate policies and apply them to services to meet the information needs of
users. They provide expert advice or consultancy services on strategic library management 55
Libraries: Basics and Contexts matters. They develop strategic plans, prepare budget and make submissions and briefings
before general management. In larger libraries, librarians manage major projects including
infusion of information technology systems and applications, provide leadership, perform
managerial and specialist roles, engage in decision making and judgement on strategic
matters. Some librarians undertake programmes to market and promote library and
information services. In sum, librarians manage information organisations, information
resources, information services and apply several tools and technologies for the purpose.
Library performance depends upon how effectively do librarians perform their roles
and responsibilities at different levels of management and how do they share their
responsibilities among different classes of library staff in meeting their mission. This Unit
discusses in detail the roles and responsibilities of library staff, discovers how their roles
are changing, what factors are influencing their roles and what kind of core competencies
do they need to possess at different levels of management so that they are able to carry
out their roles effectively.

4.2 STAFFING PATTERNS OF LIBRARIES

Libraries need staff for running their operations and services and meeting their missions.
The staff recruited for the purpose is positioned at different levels of library management.
It is grouped into three classes: professional, paraprofessional and non-professional
positions. The professionals are those library employees who have acquired the skills
and training in librarianship and possess at least a first degree or its equivalent in library
and information studies and are employed on the career cadre of ‘librarianship’ in the
library system. The paraprofessionals are qualified library staff holding diploma/ certificate
in librarianship; they assist librarians in the technical and service functions of the library.
The non-professional employees comprise library attendants who attend to all patrons
and willingly give assistance when needed. Their duties include cleaning and shelving
books, routine reading of the shelves and such other duties that may be assigned by the
librarian. The non-professionals group also includes a wide range of staff like
administrative, clerical and office staff for administrative services.
Grouping library staff into three classes has been the staffing pattern of libraries for the
last several decades. This pattern is still the mode despite the fact that over the years
libraries have since undergone a series of transformations in their information environment,
in the library tools and technologies and in the dynamics of user behaviour. In the
composition of total library staff, paraprofessionals account for bulk of the staff and
they constitute a vital force in the running of library operations and services.
The division of labour between the two groups – professionals and paraprofessionals –
is clear. While professional librarians do the more complex and intellectually rigorous
jobs entailing sophisticated judgment calls, supervision and complex operations, on the
other hand paraprofessionals perform those tasks that are considered routine in nature.
Clerical work typically refers to a variety of office and administrative support duties. In
the recent decades, libraries have seen significant blurring of the line between the two
groups and now the overlap is such that sometimes it is frequently difficult to identify a
staff member as professional or paraprofessional because of availability of more qualified
staff for junior positions also.

56
 Library Staff: Role and
Points to Remember Responsibilities

The staff in libraries is distributed into following three classes:

a) professionals: librarians and other library specialists who possess at least a
bachelor’s degree or its equivalent in library and information studies.
b) paraprofessionals: support staff including library assistants, library technicians
who possess at least diploma/ certificate in librarianship.
c) nonprofessionals: library attendants who possess at least high school education.
This category of library staff also includes clerical and office staff for administrative
services.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
1) Briefly mention the categories of staff required in a library and their importance in
running library operations.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

4.3 MEANING OF ROLES AND

RESPONSIBILITIES
Roles: Role has multiple meanings. It is used to define the exact position a person
holds in a library, say, university librarian, deputy librarian, or assistant librarian. Role
also refers to what a person does to meet a set of expectations attached to a job or
position. A job usually includes several roles. For example, a manager in business
organisation is expected to play several roles including leadership, understanding,
problem solving, advice and encouragement. Likewise a librarian managing a library is
expected to play several roles including collection development, information guide,
information provider, information analyst, or technology application leader. Role is thus
a description of what a person does in a job or expectations attached to a job or
position. A job position or job title is just a convenient name for a role.
Responsibilities: Roles outline what functions are essential to meeting expectations
from a job; responsibilities imply accountability for the tasks completed in a job.
Responsibilities also detail tasks to be completed, results to be achieved in a job and
for which s/he can be held accountable. Responsibilities can usually be quantified, such
as attending to an average number of clients on reference desk over a specific period of
time, or providing full text of e-articles on demand in a week. In sum, responsibilities
are a summary of related job duties/ obligations in a job or position.
Tasks, Duties, Job: Responsibility is about accountability for actions or inactions in a
job; duties are an employee’s obligations to perform tasks in a job; duties constitute a
major component of the job.
A task is the simplest and most basic element in the job; it is a unit of work, or a set of 57
Libraries: Basics and Contexts actions needed to produce some result. A task is rarely the whole duty; rather it is a part
of the duty area, e.g., writing a memo, sorting the mail, etc. Complex positions in the
organisation may include a large number of tasks, which are sometimes referred to as
job functions.
A job is a group of functions, roles and responsibilities that an employee is obliged to
conduct. Jobs have titles.
Points to Remember
 A job usually includes several roles. Role refers to what an employee does to
meet expectations attached to a job or position.
 Responsibilities imply accountability for the tasks completed or to be completed
in meeting the expectations.
 Duties are an employee’s obligations to perform tasks in a job; duties constitute
a major component of the job.
 A job is a collection of functions, roles and responsibilities that an employee is
obliged to conduct. Jobs have titles.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
2) Briefly mention the differences between roles and responsibilities in a job or position.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

4.4 CHANGING LIBRARY LANDSCAPE

The library technology landscape is changing rapidly. For managing their mandated
missions and services, llibraries are showing growing dependence on internet and
networks, library management systems and many kinds of other technologies. The
emerging digital publication trends, new forms of scholarship and publication and virtual
forms of publication in various formats have shifted the focus in librarianship from library-
centered service to information centered service. Technology has since become mission-
critical to the libraries to manage complex collections of print, digital and electronic
materials, to deal with both owned and licensed content, to better integrate with the
enterprise infrastructure of the broader institutions through Web services and Application
Programming Interface (APIs) and to present modern user interfaces.

4.4.1 Factors Impacting Library Staff Roles

The emerging information environment — which has had a major impact in the ways
professional librarians manage library systems, resources patrons and services — is
redefining their roles. Professional librarians have begun to emerge as technology
application leaders, leading the change from physical access to e-access to information
resources. With the exponential growth in the body of digital information, librarians
58
have begun to do the role of educator, guide, instructor offering instructions and assistance Library Staff: Role and
Responsibilities
to users on how to use internet and search engines to search e-journals, online databases
and catalogues, etc. They now offer information literacy and computer literacy
programmes for training users. Librarians nowadays design library aides such as web
sites, online tutorials to improve access; they evaluate information resources that they
select and link to websites and in some cases even manage organisational websites. As
innovators, they even take up tasks to build bibliographic and citation databases,
institutional repositories, discovery layers and create new user interfaces as needed for
faster online searching. They nowadays negotiate with publishers as business managers
for subscription to e-journals on consortium rates and settle terms for online access for
current e-journals and perpetual access for discontinued journal resources. More than
that, librarians play their role as image maker to project a better image of the library to
the outside world and to gain management support for more funds. Many a librarians
have become information analysts educating top management on institutional
performance in research vis-à-vis others.
The factors that seem to have been instrumental in bringing changes in the role of librarians
and information professionals are several. Important ones are summarised as follows:
 Information explosion
 Emerging digital information environment
 Searching problems in traditional libraries
 Emerging low cost information technologies
 Changing social needs
 Changing customer behaviour
 Emerging technology needs
 Changing public image of libraries and librarians
 New generation needs – need to improve access, create literate environment.
As the roles of professional librarians change, their responsibilities also change, because
roles determine and redefine the job responsibilities. For example, the job responsibilities
of librarians in the management of collection development have changed ever since
libraries witnessed shift in library acquisitions from ownership to access and control;
instead of purchasing resources on ownership basis, libraries lay more emphasis now
on licenses for remote access to e-resources and accordingly we see shift in the role
and job responsibilities of acquisition librarians. They now coordinate the implementation,
process and ongoing maintenance of the electronic resource collection through the life
cycle of each resource. They liaison with publishers, aggregators to ensure that electronic
resources are as widely accessible as possible, promote the use of these resources and
coordinate the library’s response to access issues that involve electronic resources.
Points to Remember
 In the contemporary library information landscape, technology has since become
mission-critical to the libraries to manage complex collections of print, digital and
electronic materials. Accordingly, acquisition librarian has become electronic
resource librarian.
 Besides technology, there are several other factors that have been instrumental in
expanding and redefining the roles of professional librarians.

59
Libraries: Basics and Contexts Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
3) Briefly mention the factors influencing the roles of professional librarians.
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4.5 LIBRARY PROFESSIONALS: THEIR ROLES

4.5.1 Managerial Roles and Responsibilities
Libraries are highly structured organisations hierarchically. All libraries have employees
working at different levels of responsibility in the hierarchy. Hierarchy of these employee
positions is called Levels of Management. The level of management in the hierarchy
determines a chain of command, the amount of authority and status the employee enjoys
in his position. Library organisations differ in the levels of management in the hierarchy.
The number of management levels in any library depends upon the size of its collection,
library technology applications, users’ strength and the work force. A university library
system supports three levels of management: top level, middle level and baseline level.
Librarians working at these levels play their roles both as library specialist and as library
manager. The kinds of managerial roles that professional librarians play in a university
library at different management levels are discussed below:
Top Level – At the top level of the university library system is the university librarian.
S/he serves as the principal manager of the university library. Her/his role in library
management is mainly administrative, managerial and/or specialist. S/he is responsible
for leadership to the library, change management in the library and delegation and staff
empowerment. S/he is the source of authority to lead, direct and manage library services
of strategic significance to the university academia, students and the university
management. S/he devotes more time on planning and library coordinating functions.
Her/his major responsibilities are summarised as follows:
 To lay down the vision, mission, objectives and broad policies of the library in
consultation with library committees and top management of the university.
 Lead the university library to achieve the highest level of excellence in all strategic
dimensions of library activities.
 Issue necessary instructions for preparation of library budgets, procedures,
schedules, etc.
 Prepare strategic plans and policies on library services, projects.
 Organise library staff into various functions and services.
 Control and coordinate the activities of all library units, departments.
 Maintain contacts with the outside library world.
 Provide advice, guidance and direction to the staff or arrange necessary advice on
library programmes and activities.
60
 Exercise judgment and initiative to anticipate, conceptualise and resolve Library Staff: Role and
Responsibilities
sophisticated problems that may have strategic and organisational impact.
 Contribute substantially to organisational performance, or to the body of
professional or subject knowledge.
 Lead and manage significant organisational services, projects or programmes.
 Provide authoritative expert advice to the management, the organisation as a whole,
or external parties.
Middle Level – At the middle level are deputy librarians who head branch library
services, library teams or library departments. Their roles are both functional and
specialist. As specialists, they are directly responsible for the management of library
functions and services such as acquisitions, technical processing, print and e-journals,
library automation, user services and others. They are required to perform several
different roles of strategic importance within the library functions under their charge.
They report to the top management for the functioning of their teams. Their responsibilities
are summarised as follows:
 Execute the plans of the organisation in accordance with the policies and directives
of the top management.
 Make plans for the units, departments under their charge.
 Send important reports and other important data to top level management.
 Evaluate performance of junior staff.
 Motivate lower level managers towards better performance.
 Secure equipment, materials and services required to support the performance of
their roles.
 Exercise judgment and initiative in dealing with a range of complex and detailed
operational or conceptual problems and tasks that may extend beyond the
immediate work area.
 Undertake initiatives to develop and introduce enhancements to existing practices,
systems and procedures.
 Overall staff supervision, projects and initiatives.
 Monitoring of technical standards and practices and writing and administrating
grants.
Base Line Level – At the first level of library management in a university library are
assistant librarians who report to deputy librarian or university librarian depending upon
what their local practices are in the organisation. They work under general direction of
a senior professional, deputy librarian, or the university librarian. They perform their
roles as supervisors. Their responsibilities include:
 Provide professional library and information services.
 Assist in the development of library and information services and systems.
 Coordinate with other library teams on library and information management projects.
 Assign and supervise jobs and tasks to the support staff of the team members.
 Guide and instruct support staff in the team for day to day activities. 61
Libraries: Basics and Contexts  They are responsible for the quality as well as quantity of output and service.
 Be responsible for providing training to the workers.
 Arrange necessary materials, resources for getting things done.
 Prepare periodical performance of support staff.
 Motivate support staff.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
4) What do you understand by term ‘levels of management’ in an organisation? Briefly
describe the kinds of roles librarians perform at the middle level of management in
a university library.
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4.5.2 Specialist Roles and Responsibilities

Library managers can be described by the functions they perform and the roles they
play at different levels of management. In the last section we discussed roles that librarians
perform as library managers at different levels of management. In this Sub-section we
will look at the specialist roles that librarians perform in addition to their managerial
roles. The Table 4.1 lists the specialist roles and responsibilities of professional librarians
in managing technologies for library automation, e-access, local to global resources
and collaboration with outside libraries.
Table 4.1: Role and Responsibilities of Professional Library Staff

Roles Responsibilities
Technology  Identifying library technologies and their
application leader implementation.
 Developing websites, digitising/converting
content.
 Technical support, system
administration/maintenance, data
conversion, data migration, system analysis
and testing.
 Open source software development,
usability testing, interoperability, and digital
library technology.
 Metadata, access and retrieval mechanisms
(bibliographic records, finding aids, EAD,
MARC, DUBLIN Core records), quality
control.
 Databases, subject guides, library aids,
library interfaces, discovery layers, online
tutorials, etc.
62
 Collection  Collection development and management of Library Staff: Role and
Responsibilities
development materials in all formats and in all models.
manager  Llicensing terms and agreements for
subscribing online resources.
Project manager  Write library project proposals for grants.
 Determine scope and requirements of
projects
 Coordinate, execute, schedule activities, and
control resources for projects such as digital
library system installations, technical
standards/practices, design, development
and implementation, digital preservation,
digital repository, digital contents aspects,
etc.
Educator, guide,  Information literacy, computer literacy, staff
and service training, reference and public services,
provider liaison, professional activities, and user
studies.
 Educate faculty members, helping them to
understand the usefulness of e-resources and
new modes of inquiry.
 Educate students the process of gathering
information from printed materials and
electronic resources in a library.
 Raise awareness that the process of
gathering information is as important as the
information itself.
Information  Provide access to relevant information
Provider materials for research, teaching and
academic development.
 Create and develop motivating, flexible
physical and digital learning spaces.
 Collaborate with classroom teachers to plan,
implement and evaluate course materials
and content inquiry-based programs.
 Provide and promote quality fiction to
develop and sustain in students the habit of
reading for pleasure and to enrich their
intellectual, aesthetic, cultural and
emotional growth.
Information  Analyse citations in the published literature
analyst for mapping research and research
assessment.

Self Check Exercise

Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
5) Briefly outline the role and responsibilities of the professional librarian as technology
application leader.
63
Libraries: Basics and Contexts ........................................................................................................................
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4.5.3 Skills and Knowledge Needed

The library environment within which librarians execute their core mission has changed
dramatically. The use of electronic information and related technologies has become
indispensable in the delivery of library services. Users are adapting to a new and ever
changing digital information environment. To provide innovative, value-added services
and to meet the evolving needs, new areas of expertise are developing. These
considerations make it clear that the professional librarians must adapt to the changing
information environment and build skills and knowledge accordingly. They need to
develop core competencies in three broad areas: i) information technologies, ii)
librarianship, and iii) organisation management so that they can play their roles and fulfil
their responsibilities to the expectations of user clientele.
Core competencies are defined as a combination of skills and knowledge in such domains
of knowledge as are important for organisational success, personal performance and
career development. Besides, professional librarians need to possess certain personal
competencies to work effectively and contribute positively to their organisations, users
and profession. In particular, personal competencies range from being strong
communicators to demonstrating value-addition of their contributions, to remaining
flexible and positive in an ever-changing environment.
A summary of competencies as needed for professional librarians is displayed in Table
4.2 to 4.4. These competencies must be studied and advanced in order to succeed in
managing libraries, resources, services and to be able to apply tools and information
technologies for the purpose.
What is given a Tables 4.2 to 4.4 is a list of core competencies in IT, librarianship and
organisation management. Fortunately, one need not have to acquire all of these
competencies to be an effective library and information professional. What you need is
just a mix of competencies from each category: some traditional librarianship skills,
some value-adding skills, some level of familiarity with IT, some generic skills and some
of the attitudes and traits and some domain knowledge. Traditional librarianship skills
are still relevant especially their knowledge of information sources and searching, collection
development, information organisation for storage and retrieval But to remain relevant
and effective in contemporary IT dominated environment, professional librarians need
to be broad-based to know a little of everything; they also need to be an expert in a
small number of areas.
One needs different sets of competencies for different types of information jobs in
different environments. Information professionals working in corporate organisations
and corporate libraries will probably need more value-adding skills, entrepreneurial
skills and domain knowledge. Professionals working in academic libraries probably
require more technology skills as well as traditional skills. Public librarians may need
more social and community building skills. As the work environment can change rapidly,
information professionals need to assess periodically which new skills they need to
acquire and which current skills need to be strengthened. However, because of the
individual’s education background, aptitude and personality, it may be difficult for her/
64
him to acquire certain types of competencies.
 Table 4.2: IT Competencies Needed for Library Staff Library Staff: Role and
Responsibilities
Competency Competency definition and skills required
Area
Core Advanced understanding and knowledge of hardware and
Technology software concepts in computers and networks, network
equipments and peripheral devices. Can apply expertise for
system administration, network administration, and security.
Can apply software programs that perform basic computer and
local area network functions.
Demonstrable Skills and knowledge
Hardware
Internet
Operating Systems
Software Applications
Networking and security
Server administration
Internet Advanced understanding of the protocols, structure,
organisation, and various web tools that make up the Internet
Demonstrable Skills and knowledge
Internet
Web Tools
E-mail Applications
Web Design & Development
Web markup languages
Library Advanced understanding of the systems that support automated
Systems & IT library functions, including e-resources management, user
Infrastructure interfaces, library information services, learning tools, and
integration of information technology in libraries for
appropriate changes
Demonstrable Skills and knowledge
Library management systems
Content management systems
Digital library systems
Digital library architecture
Digital archiving and preservation
Electronic resource management systems
Software applications
Database development and management systems
Office tools
Imaging tools and technologies
Technical and quality standards
Cloud based library systems
New emerging technologies
IT Planning Advanced knowledge and understanding of current and
/Policies emerging trends in IT and to use this as the background to
write IT policies, IT plans, and IT training programmes for IT
infusion in libraries
Demonstrable Skills and knowledge
Create, evaluate and implement library policies for computer,
Internet, wireless usage, and technology disaster. Develop and
maintain a library technology plan including a computer
replacement plan in the context of emerging technologies.
Develop and implement programmes for staff training in
technologies.

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Libraries: Basics and Contexts Table 4.3: Professional Competencies in Librarianship

Competency Competency definition and skills required

Area
Collection Advanced knowledge of understanding the current and
Development emerging concepts, issues and methods related to the
and selection, acquisition and management of resources in all
Management formats. Can provide leadership and strategic direction in
the transition from print to electronic acquisition models
and also leadership in collaborative activities.

Demonstrable Skills and knowledge

Knowledge of Information sources
life-cycle management of electronic resources
Needs of users
Group purchasing models, methods
Analyse pricing patterns
Licensing and agreements – liabilities, warranties,
perpetual access, embargos, permitted uses, cancellations
Usage statistics and analysis
User access authentication technologies
User interfaces for e-access
Consortial agreements
Vendor negotiations

Information Advanced knowledge and understanding of information

Organisation systems for information retrieval, resource discovery,
and Retrieval resource description, open access scholarly indexing,
personal information management protocols, and social
tagging.

Demonstrable Skills and knowledge

Principles of Information organisation
Classification, taxonomies, and ontologies,
Cataloguing, bibliographic descriptions, metadata
Indexing
Information systems workflows

Information Knowledge and understanding of user service principles

and user and techniques to provide users access to information,
services analytical and packaged information services. Design and
organise online reference service.

Demonstrable Skills and knowledge

Database searching
Federated searching
Online search aids
Assistive and adaptive technology services
Online Reference/ Enquiries
Information literacy, computer literacy, and statistical
literacy.
User services promotion skills.

66
Research and Knowledge and understanding of conducting research Library Staff: Role and
Responsibilities
use studies studies, writing and editing research reports and papers in
the field of library and information science.

Demonstrable Skills and knowledge

Quantitative and qualitative research methods.
Literature survey to discover central research findings of
the field.
Skills to assess the actual and potential value of new
research
Knowledge of professional issues
Trends and professional development
Technical writing skills
Knowledge of Knowledge and understanding of the vision, mission, and
Organisation objectives of the organisation

Demonstrable behaviour
Commitment to the organisation’s mission; its services and
the materials it provides;
understand and accepts her/his role in accomplishing
branch or department priorities
adheres to the policies, principles, standards,
methodologies, procedures, rules, laws and regulations,
guidelines of the organisation in the working context;
applies policies and procedures fairly;
supports organisational goals and policies

Table 4.4: Management Competencies Needed for Library Staff

Competency Competency definition and skills required
Area
Leadership Be a leader, give advice, dare to think and make decision,
provide vision and guidance to library staff, contribute effective
strategies in library services and resources, set effective
leadership to teams, directions and goals for the team accurately
and appropriately, have astuteness and wit to tackle problems,
be thoughtful, reliable, persuasive such that others will willingly
follow ones lead, be a good model in terms of responsibility

Demonstrable Skills and knowledge

Communication and interpersonal skills
Vision, establishing direction
Collaborative leadership
Team leadership
Innovating
Change management skills
Overcoming obstacles
Mentoring skills
Motivation skills
Critical thinking
Communication Ability to communicate and exchange information, correctly
perceive and understand users, ability to negotiate, be a good
listener, and use language correctly.

Demonstrable Skills and knowledge

Teaching and group presentation skills
Writing skills
Grant/proposal writing skills
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Libraries: Basics and Contexts

Teamwork Ability to work with others, build reliability, encourage unity

and good relationships, make the team to achieve goals by
encouraging freedom of thinking, accepting individual
differences, exchanging knowledge, sharing responsibilities and
jobs

Demonstrable Skills and knowledge

Conflict management skills
Change management skills
Interpersonal communication skills
Motivate team members
Organisation Knowledge and understanding of new management principles
Management and theories appropriate for libraries

Demonstrable Skills and knowledge

Management of organisation and human resources
Financial management
Office management
Promotion and marketing management
Services and resources development
Project management/leadership
Collaboration and partnership development
Strategic management for building cooperation among
libraries, networking, and participation of stakeholders
Legal issues
Personal Vision, adaptability, flexibility, and eagerness for new
attributes experiences and knowledge, employee centered, risk taking,
multicultural awareness, commitment to the profession,
integrity, creativity, self-awareness, ambition, tenacity,
previous experience, tenacity, accountability (personal
responsibility), personal energy, delegation, self-confidence,
emotional intelligence, diplomacy

Points to Remember
 To remain relevant in the changing information environment and to fulfil their roles
and responsibilities to the expectations of user clientele, professional librarians
need to develop core competencies in library technologies, management of library
resources and services and leadership and organisation management.
 One needs different sets of competencies for different types of jobs in different
information environments.
 Information professionals working in corporate organisations and corporate
libraries will probably need more value-adding skills, entrepreneurial skills and
domain knowledge.
 Professionals working in academic libraries probably require more traditional
skills. Public librarians may need more social and community building skills.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.

68
6) List skills that professional librarians should acquire to become effective as a Library Staff: Role and
Responsibilities
technology application leader.
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4.6 LIBRARY PARAPROFESSIONALS: THEIR

ROLES
Paraprofessional and clerical employees comprise the bulk of library staffs. Of these,
library support staff or library paraprofessionals work in many important and often
multiple roles. Paraprofessionals work in all types of libraries including public libraries,
academic libraries, school libraries, special libraries and information centres. They assist
professional librarians to acquire, prepare and organise materials. They run day-to-day
library operations essential to effective functioning of the library and perform supportive
customer services under the direction of a supervisor. In addition, they carry out such
other tasks as are assigned by their supervisors. Typical jobs for paraprofessional library
staff are: supportive customer services (circulation, public service), acquisition and
technical services (acquisition, preparation, organisation and maintenance of materials),
clerical work and assisting users in locating appropriate resources. Paraprofessionals in
smaller libraries handle a wider range of duties, while those in large libraries usually
specialise. For example, in large libraries, one person is responsible for binding, one for
journal check-in, another for ILL borrowing and so forth. Staff responsible for the
circulation duties is required to work only in circulation. In small libraries, paraprofessionals
perform multitasking roles. They handle things like circulating materials, processing new
materials, checking in magazines, answering the telephone and supervising students
using the library independently. The budget determines how library staff roles are handled.
Whenever there is not enough staff, support staff members are asked to do the jobs
that aren’t specifically their class. Who does what is determined on a local level although
there are national trends.

4.6.1 Changing Roles of Paraprofessionals

New trends in library information environment (as outlined in Section 4.4) have caused
the library to reexamine, redistribute and even eliminate some functions and services.
For example, elimination of role of professional librarians as the reference desk librarian.
The purchase of electronic-only journals and e-books has eliminated some traditional
support staff roles. Libraries no longer subscribe print journals; libraries therefore no
longer need support staff dedicated to that task. With new services and collections, the
need for a higher level support staff member with the ability to handle functions in
multiple areas of the library has become more evident. New trends are certainly redefining
the roles of the library staff, effectively propelling professional librarians out of the physical
library space called “library” and driving them into digital space - the academic home of
the patron.
In the emerging scenario, paraprofessionals have to develop expertise in the technical
aspects of running a library, operating and maintaining information services and systems
such as the library OPAC (Online Public Access Catalogue) and maintaining web
platforms. They need to spend more time working directly with computers. They need
69
Libraries: Basics and Contexts to take additional responsibilities, for instance train library users in the use of Web tools
and other software including open source software. They also need to lend good technical
support such as to install, troubleshoot and maintain hardware and software. The range
and complexity of their duties will vary with each position, the size and type of the
library they work in and each library’s specific needs, goals, or mission.

4.6.2 Roles and Responsibilities

Nowadays paraprofessionals work mainly in six major areas of the library service –
technology support, helping users find information, collection development and
maintenance, technical services and circulation. Given below are the kinds of roles and
responsibilities that support staff members perform in these areas routinely to run various
library functions and services.
Technology Initiatives and Support
 Teaching users how to use the internet, technologies and equipments relevant to
information seeking, access and use;
 Helping people set up email accounts;
 Teaching users how to use online resources e.g. e-books, e-journals;
 Giving users login details for library computers and helping them when they have
problems/forget passwords, etc.;
 Providing technical support on systems and tools (i.e. loading e-books from website
on to a e-reader);
 Maintain computer databases used to locate library materials; and
 Maintain databases, web pages and local area networks.
Helping Users Find Information
 Provide assistance to teachers and students by locating materials and helping to
complete special projects.
 Answer routine reference inquiries and refer patrons needing further assistance to
librarians.
 Guide patrons in finding and using library resources, including reference materials,
audiovisual equipment, computers and electronic resources.
 Conduct reference searches, using printed materials and in-house and online
databases.
 Search library resources, compile bibliographies and provide information on
subjects of interest to the organisations.
 Answer patrons’ questions and help them find library resources.
 Deliver and retrieve items throughout the library by hand or using pushcart.
 Compile bibliographies and prepare abstracts on subjects of interest to particular
organisations or groups.
 Help plan and participate in special programs, such as used-book sales and outreach
programs.
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Collection Development Library Staff: Role and
Responsibilities
 Process print and non-print library materials to prepare them for inclusion in library
collections;
 Verify bibliographical data for materials, including author, title, publisher, publication
date and edition;
 Prepare order slips for materials to be acquired, checking prices and figuring
costs;
 Promote/display/ weeding/ordering stock;
 Describe/catalogue/arrange physical or digital material in useful ways so that people
can find it;
 Deal with stock management / complaints, etc. in accordance with IPR rules;
Technical Processing
 Review subject matter of materials to be classified and select classification numbers
and headings according to classification systems.
 File catalogue cards according to system used.
Circulation
 Loan library materials to patrons and collect returned materials.
 Handle interlibrary loans.
 Register new users and issue library cards.
 Reserve, circulate, renew and discharge books and other materials.
 Enter and update patrons’ records on computers.
 Process interlibrary loans for patrons.
 Compile and maintain records relating to circulation, materials and equipment.
 Collect fines and respond to complaints about fines.
 Issue identification cards to borrowers.
 Send out notices about lost or overdue books.
 Chase and collect books back and enforcing fines.
Collection Maintenance
 Sort and re-shelve returned books, periodicals and other materials.
 Organise and maintain library materials.
 Sort books, publications and other items according to procedure and return them
to shelves, files, or other designated storage areas.
 Perform shelf revision on a regular basis.
 Take actions to halt disruption of library activities by problem patrons.
 Organise and maintain periodicals and reference materials.
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Libraries: Basics and Contexts  Operate and maintain audiovisual equipment such as projectors, tape recorders
and videocassette recorders.
 Prepare volumes for binding.
 Ensure that the library stacks are orderly and tidy.
 Putting back in place according to floor plan.

4.6.3 Basic Skills and Knowledge Needed

To play their roles effectively, paraprofessionals need to build competencies in important
areas such as technology, access, technical processing, collections, teamwork and
collection maintenance. The competency sets that they need to possess in each area
are described below. These competency sets are adapted from the ALA-APA
recommendations for their certification program designed for library support staff.
Technology
 Ability to assist and train users to operate public equipment, connect to the internet,
use library software applications and access library services from remote locations.
 Ability to demonstrate role of technology in creating, identifying, retrieving and
accessing information resources with appropriate information discovery tools.
 Ability to perform basic troubleshooting of technical problems and resolve or
refer those problems as appropriate.
 Ability to access and use basic assistive technologies, where appropriate, to ensure
that all users have equitable access to technology.
 Ability to use technology and to use it to enhance the overall effectiveness of a
library, including web based methods of improving technological access to
information.
Access
 Knowledge and understanding of the traditional and non-traditional organisation
schemes for collections.
 Ability to apply and manage the appropriate processes, technology and equipment
for circulating library materials, resource sharing, reserves and user services.
 Ability to apply copyright principles and policies pertaining to access functions
such as reserves, document delivery and interlibrary loan.
 Ability to apply the policies and procedures for resource sharing among libraries.
 Ability to use effective communication skills to explain access services policies
and procedures.
 Ability to maintain collections by shelving, shifting and shelf reading.
 Ability to identify and solve problems related to circulation and resource sharing
processes.
 Ability to assist in data collection and reporting on collections and services.
 Capable of evaluating resources and finding the best ones for addressing different
questions or issues.
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 Ability to quickly and professionally search databases, internet resources and Library Staff: Role and
Responsibilities
catalogues to find needed information.
Technical Processing
 Ability to apply and manage the appropriate processes, computer technology and
equipment for cataloguing and classification.
 Ability to use the basic cataloguing and classification tools, both print and online,
including bibliographic utilities and format standards.
 Ability to apply and use the basics of standard metadata formats and cataloguing
rules to select, review and edit catalogue records and to generate metadata in
various formats.
 Ability to apply and use the basics of classification and organisation schemes for
collections.
 Understands the value of authority control and its basic principles and can identify
and apply appropriate access points for personal names, corporate bodies, series
and subjects.
 Understands the value and advantages of cooperative or collaborative cataloguing
practices to enhance services.
 Understands the value and purpose of cataloguing and classification to help users
find the resources that they seek.
 Understands the role of technology in creating, identifying, retrieving and accessing
information resources and demonstrate facility with appropriate metadata storage
and retrieval tools.
Collections
 Understands how to use integrated library systems, other appropriate online tools
and data to manage collections.
 Understands the basic principles of collection development and management.
 Ability to assist with decisions regarding selection, de-selection, retention and
replacement of all types of library resources.
 Understands the basic principles and can apply the appropriate procedures to the
processes that provide users access to a wide variety of content.
 Understands the various ways in which content, in multiple formats, is produced
and distributed to libraries.
 Understands the value of resource sharing agreements and apply them to collection
decisions.
 Understands and can use the recognised standard evaluative sources to assist
with collection development.
 Understands the principles and basic practices regarding the preservation of library
resources.
 Ability to apply appropriate methods and techniques for accurate preparation of
library resources.
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Libraries: Basics and Contexts  Ability to explain and apply policies regarding library collections.
Teamwork
 Understands the basic concepts of interpersonal relations, customer service,
teamwork and communication.
 LSS select the most appropriate medium for communicating based on the language,
communication styles and needs of library users and colleagues.
 Ability to resolve conflict in a positive and productive manner and judge when to
refer situations to a supervisor.
 Ability to use effective communication skills to enhance approachability and to
transmit information.
 Ability to practice proactive customer service by anticipating and maintaining
awareness of users’ needs.
 Ability to use effective verbal and non-verbal skills that provide the library user
with a positive interaction.
 Ability to use the tools of delivering difficult or sensitive information.
 Ability to participate effectively on teams, commit to meeting agreed-upon goals
and objectives, communicate respectfully and professionally and support team
decisions.
 Ability to seek, give and accept constructive feedback from co-workers,
supervisors and users.
 Team player.
 Ability to communicate well with library staff as well as with all users and guests.
 Strong level of customer service skills.
Collection Maintenance
 Attention to Detail
 Has knowledge and understanding of library classification
 Has intimate knowledge of all collections in the library and their arrangements
 Communication: Oral and Written
 Planning and Organising
 Professionalism
 Service
 Excellent customer service skills
 Familiarity with automated library systems in use within the library
 Strong self-motivation
 Ability to perform manual tasks such as lifting, pushing, pulling and bending

74
 Library Staff: Role and
Points to Remember Responsibilities

 The typical roles of paraprofessional library staff are supportive customer services,
acquisition and technical services, clerical work and assisting users in locating
appropriate resources.
 Paraprofessionals in smaller libraries handle a wider range of duties, while those
in large libraries usually specialise.
 Nowadays paraprofessionals work mostly in six major areas of the library service
– technology support, helping users find information, collection development,
technical services, a circulation and collection maintenance.
 To be able to play their roles effectively, paraprofessionals need to build
competencies in important areas such as technology, access, technical processing,
collections and teamwork.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
7) List skills that paraprofessional library staff should acquire to support and advance
technology initiatives of a library.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

4.7 LIBRARY NON-PROFESSIONALS: THEIR

ROLES
Non-professional staff in a library comprises attendants and administrative staff. Their
role is to support professional and paraprofessional librarians so that library is able to
carry out its day-to-day functions effectively.
Library Attendants
Library attendants work as part of a service team assisting librarians and library assistants,
library technicians with library and office tasks and procedures. Typical tasks may
include:
 Working as part of a team in a library or information service environment
 Identifying and correcting minor faults with multimedia equipment
 Re-shelving returned library resources
 Dusting and cleaning of library furniture, stacks, office staff and user services area
 Assisting clients with how to use information services e.g. electronic catalogues
 Using electronic information management and cataloguing tools for data entry.

75
Libraries: Basics and Contexts Administrative Staff
The roles and responsibilities of the administrative staff mainly depend on how big is the
library. In big university libraries there is a department dedicated exclusively for looking
after the administrative services. Included in the administrative staff category is a wide
variety of duties and position titles. Typical positions in a large university library include
administrative officer, office assistants and office clerks. Admin staff may or may not
have a post graduate/diploma degree in library and information science.
Administrative Officer
Functional roles may include personnel management, office management and stores
and purchase management to ensure administrative and personnel services so that library
runs smoothly and accomplishes its goals on a daily basis.
Office Assistants, Clerks
Office assistants, clerks are support staff to admin officer. They perform a variety of
office and administrative support duties such as record keeping, sorting and filing, typing,
word processing, photocopying and mailing out material and mail sorting. Clerical support
also involves day-to-day office tasks, such as answering phones and entering data into
spreadsheets.

4.8 SUMMARY
This Unit describes what librarians do in a library; what their functions, roles and
responsibilities are in organising and managing a library for conducting various user
services. The Unit describes that staff recruited and positioned at different levels of
management in a library are classed into three groups: professionals, paraprofessionals
and non-professionals. The Unit lists their roles and responsibilities at different levels of
management. The Unit further explains that in the contemporary library information
landscape, technology has since become mission-critical to the libraries to manage
complex collections of print, digital and electronic materials. Technology has since
influenced roles of librarians and paraprofessionals. Besides technology, the Unit lists
several other factors that have been instrumental in expanding and redefining the roles
of professional and paraprofessional librarians. Librarians can be described by the
functions they perform and the roles they carry out. The Unit describes in detail their
functional roles and specialist roles. To remain relevant in the changing information
environment and to fulfil their roles and responsibilities to meet the expectations of
users, professional librarians need to develop core competencies. The Unit therefore
describes the core competencies that professionals and paraprofessionals should have
in library technology, management of library services, leadership and organisation
management. One needs different sets of competencies for different jobs in different
environments. Information professionals working in corporate organisations and
corporate libraries will probably need more value-adding skills, entrepreneurial skills
and domain knowledge. Professionals working in academic libraries probably require
more technology skills as well as traditional skills. Public librarians may need more
social and community building skills. The typical roles of paraprofessional library staff
are supportive customer services, acquisition and technical services, clerical work and
assisting users in locating appropriate resources. Paraprofessionals in smaller libraries
handle a wider range of duties, while those in large libraries usually specialise. Nowadays
paraprofessionals work mostly in six major areas of the library service-technology
support, helping users find information, collection development, technical services,
circulation and collection maintenance. To play their roles effectively, paraprofessionals
76
too need to build competencies in several areas such technology, access, technical Library Staff: Role and
Responsibilities
processing, collections, teamwork and collection maintenance. The Unit describes
competencies sets for paraprofessionals also.

4.9 ANSWERS TO SELF CHECK EXERCISES

1) The staffing in libraries is distributed into three classes: professional, paraprofessional
and non-professional.
a) Professionals are librarians and other library specialists who possess at least
a first degree or its equivalent in library and information studies. Professional
librarians do the more complex and intellectually rigorous jobs entailing
sophisticated judgment calls, supervision and complex operations.
b) Paraprofessionals are support staff including library assistants, library
technicians who possess at least diploma/ certificate in librarianship.
Paraprofessionals work in all types of libraries including public libraries,
academic libraries, school libraries, special libraries and information
centres. They assist professional librarians to acquire, prepare and organise
materials. They run day-to-day library operations essential to effective
functioning of the library and perform supportive customer services under
the direction of a supervisor. In addition, they carry out such other tasks as
are assigned by their supervisors.
c) Nonprofessionals are library attendants who possess at least high school
education. This category of library staff also includes clerical and office staff
for administrative services. The non-professionals comprise library attendants
who attend to all patrons and willingly give assistance when needed. Their
duties include cleaning and shelving books, routine reading of the shelves and
such other duties that may be assigned by the librarian. The non-professionals
group also includes clerical and office staff for administrative services.
2) Role defines the exact position a person holds in a library, say, university librarian,
deputy librarian, or assistant librarian. Role also refers to what a person does to
meet a set of expectations attached to a job or position. A job usually includes
several roles. For example, a manager in business organisation is expected to play
several roles including leadership, understanding, problem solving, advice and
encouragement. Likewise a librarian managing a library is expected to play several
roles including collection development, information guide, information provider,
information analyst, or technology application leader. In sum, role is a description
of what a person does in a job or description of expectations attached to a job or
position. Besides, a job position or job title is just a convenient name for a role.
Responsibilities imply accountability for the tasks completed or not completed in a
job. Responsibilities are a summary of related job duties/ obligations in a job or
position.
3) A librarian managing a library is expected to play several roles including collection
development, information guide, information provider, information analyst, or
technology application leader. The factors that seem to be influencing such different
roles are several. Important ones are summarised as follows:
 Information explosion
 Emerging digital information environment
77
Libraries: Basics and Contexts  Searching problems in traditional libraries
 Emerging low cost information technologies
 Changing social needs
 Changing customer behaviour
 Emerging technology needs
 Changing public image of libraries and librarians
 New generation needs – need to improve access, create literate environment.
4) Libraries are highly structured organisations hierarchically. All libraries have
employees working at different levels of responsibility in the hierarchy. Hierarchy
of these employee positions is called Levels of Management. The level of
management in the hierarchy determines a chain of command, the amount of
authority and status the employee enjoys in his position. Library organisations
differ in the levels of management in the hierarchy. The number of management
levels in any library depends upon the size of its collection, library technology
applications, users’strength and the work force. A university library system supports
three levels of management: top level, middle level and baseline level. At the top
level is the university librarian. At the middle level position are deputy librarians
who head branch library services, library teams or library departments. Their roles
are both functional and specialist. They are directly responsible for the management
of library functions and services such as acquisitions, technical processing, print
and e-journals, library automation, user services and others. They are required to
perform several different roles of strategic importance to the library. They report
to the top management for the functioning of their teams. Their responsibilities
include:
 Execute the plans of the organisation in accordance with the policies and
directives of the top management.
 Make plans for the units, departments under their charge.
 Send important reports and other important data to top level management.
 Evaluate performance of junior staff.
 Motivate lower level managers towards better performance.
 Secure equipment, materials and services required to support the performance
of their roles.
 Exercise judgment and initiative in dealing with a range of complex and detailed
operational or conceptual problems and tasks that may extend beyond the
immediate work area.
 Undertake initiatives to develop and introduce enhancements to existing
practices, systems and procedures.
 Overall staff supervision, projects and initiatives.
 Monitoring of technical standards and practices and writing and administrating
grants.

78
5) The roles and responsibilities of the professional librarian as technology application Library Staff: Role and
Responsibilities
leader are suggested as follows:
 Identifying library technologies and their implementation,
 Developing websites, digitising/converting content,
 Technical support, system administration/maintenance, data conversion, data
migration, system analysis and testing,
 Open source software development, usability testing, interoperability and
digital library technology.
6) The technology application leader must develop advanced understanding and
knowledge of hardware and software concepts in computers and networks,
network equipments and peripheral devices. S/he should have the expertise in
system administration, network administration and security. S/he should be able to
run software programs, perform basic computer and local area network functions.
S/he must have demonstrable skills and knowledge in hardware, internet, operating
systems, software applications, networking and security, server administration,
advanced understanding of the protocols, structure, organisation and various web
tools that make up the Internet, e-mail applications, web design and development
and web markup languages.
7) Paraprofessional library staff should make efforts to acquire following skills to
support and advance technology initiatives of a library.
 Ability to assist and train users to operate public equipment, connect to the
internet, use library software applications and access library services from
remote locations.
 Ability to demonstrate role of technology in creating, identifying, retrieving
and accessing information resources with appropriate information discovery
tools.
 Ability to perform basic troubleshooting of technical problems and resolve
or refer those problems as appropriate.
 Ability to access and use basic assistive technologies, where appropriate, to
ensure that all users have equitable access to technology.
 Ability to use technology and to use it to enhance the overall effectiveness of
a library, including web based methods of improving technological access to
information.

4.10 KEYWORDS
Accountability : taking personal responsibility for results - positive
and negative.
Adaptability : flexibility and eagerness for new experiences and
knowledge.
Advocacy : effectively conveying the importance of libraries
to their parent institutions, to their target
audiences/constituencies and advancing the
values of the library profession (e.g. empowering
79
Libraries: Basics and Contexts users to be self-sufficient, freedom of expression,
upholding the right to access information and
knowledge in all expressions, preserving the
corpus of human knowledge for future
generations, etc.).
Ambition : wanting to be successful, want to achieve in the
library profession.
Change Management : being able to work effectively in the face of
ambiguity; open mindedness to change and
adaptation of work habits/behaviour to different
conditions.
Collaboration : working with diverse groups, in and out of the
library, in pursuit of shared goals and with an
appreciation of diverse perspectives; taking the
library’s story into the community.
Commitment to the Profession : continuing education, attending conferences,
writing about programs and advances; advocate
for the profession.
Communication Skills : speaking, writing, listening; understanding your
message and conveying it to others.
Conflict Resolution : work with people to get past conflict, cutting off
conflict before it gets started or before it becomes
toxic; not ignoring conflict - addressing it.
Customer Service : both internal and external; remembering that users
are the focus of the library.
Decision Making : making well-informed decisions in a manner that
is perceptive of the implications; committing to
actions even when faced with uncertainty in order
to fulfill organisational goals.
Delegation : handing off both responsibilities and sufficient
authority to accomplish necessary tasks.
Demonstrating Leadership : being perceived as a leader; taking charge of
situations effectively.
Flexibility : changing course when necessary, changing plans
to be successful.
Initiative : the capacity to identify issues and to develop and
implement solutions to address those issues.
Innovation : applying the imagination for the purpose of
devising solutions to problems and designing new
methods/procedures when established ones do
not suffice or they are inexistent.
Integrity : following professional code, being honest, being
a role model for how to behave; honesty.
80
Intelligence : IQ; education, cognitive abilities. Library Staff: Role and
Responsibilities
Interpersonal Skills : effectively working together with others of
different levels or different positions (staff and
public); good social skills; building rapport.
Knowledge : In the context of information professionals it is
the knowledge and understanding derived from
accumulated experiences of individuals or from
self-learning and development. It consists of
information, knowledge, experiences related to
the work in academic libraries.
Marketing : promoting the expertise, services, collections and
facilities of the library to a varied users (e.g.,
undergraduate students, graduates and faculty in
all disciplines) and making the case to
administrations for the library as a vital institution
in the research enterprise and for teaching and
learning.
Mentoring : providing useful advice and feedback to new
members of the profession to help them to learn
and attain success in the field and in their new
positions.
Modeling Values : being transparent and committed to values; acting
on values.
Motivating others : bringing forward the best performance in others;
keeping people going toward goals, even when
things are hard or boring.
Negotiation : working with others to arrive at mutually
acceptable/beneficial solutions.
Personal Attributes : Attribute refers to thoughts, feelings, opinions,
attitudes, motivation and personal needs of the
information professionals that are related to the
work in academic libraries.
Planning : setting goals and developing strategies to achieve
those goals.
Presentation Skills : ability to speak in front of an audience – with or
without technology.
Previous Experience : experience as a manager, or in previous library
jobs.
Problem solving : identifying problems, determining relevance and
accuracy of related information and using good
judgment to come up with solutions; possessing
the ability to manage and resolve conflicts/
disagreements in constructive ways.
Resource Management : finding money, facilities to accomplish goals.
81
Libraries: Basics and Contexts Risk Taking : not taking the easy way; taking a chance of failure;
bold or courageous action.
Self-awareness : understanding your own motivations, knowing
your own strengths and limits.
Self-confidence : knowing you can handle the responsibilities of
your job and life.
Sense of Humor : keeping a situation light; looking at the funny side
of things; laughing at self.
Skills : In the context of information professionals skill
refers to the ability derived from practices to the
level of expertise in the work related to the
operation of academic libraries.
Strategies : Strategies are specific plans of action that
excellent performers typically employ to achieve
competency goals.
Teamwork : working as part of the group, not always leading
it.
Tenacity : staying focused on goals, continuing to work
toward goals despite obstacles; persistence.
Time Management : multitasking, being punctual, following schedules.
Vision : looking at the future and see where the library
can go; articulating directions.
Writing Skills : preparing persuasive grant proposals or reports.

4.11 REFERENCES AND FURTHER READING

ALA – Allied Professional Association (ALA-APA). Library Support Staff
Certification Program : Competency Sets. Web. 12 August 2013. <[Link]
lssc/for-candidates/competency-sets/>.
Australian Library and Information Association. Work Level Guidelines for Library
and Information Services. 6p. PDF. Web. 12 August 2013. <[Link]
sites/default/files/documents/LIS%20Work%20Level%20Guidelines%2016052013.
pdf>.
Choi, Youngok and Rasmussen, ed. “What Is Needed to Educate Future Digital
Librarians: A Study of Current Practice and Staffing Patterns in Academic and Research
Libraries”. D-Lib Magazine 12.9 (2006). Web. 12 August 2013. <[Link]
dlib/september06/choi/[Link]>.
Fama, Jane and Elaine Russo Martin. One Model for Creating a Career Ladder for
Library Support Staff. University of Massachusetts Medical School, Web. 12 August
2013. <[Link]@[Link]>.
Jordan, Mary Wilkins. “Developing Leadership Competencies in Librarians”. IFLA
Journal 38.1 (2012):37-46. Web. 13 August 2103. <[Link]
< [Link] Web. 12 August 2103.
82
Naylor, Richard J. Core Competencies: What They Are and How to use Them. Library Staff: Role and
Responsibilities
Stanford – California State University. Web. 13 August 2013. <http://
[Link]/summer/speakers/trelstad_mag.html>.
Ohio Council Library. Ohio Public Library Core Competencies. Web. 12 August
2103. Web. 12 August 2103. <[Link]
Tanloet, Piyasuda and Kulthida Tuamsuk. Core Competencies for Information
Professionals of Thai Academic Libraries in the Next Decade (A.D. 2010-2019).
Asia-Pacific Conference of Library & Information Education & Practice, 2011. Print.

83
.
 BLOCK 2
LIBRARY ROUTINES
.
UNIT 5 DOCUMENT SELECTION AND
ACQUISITION
Structure
5.0 Learning Outcomes
5.1 Introduction
5.2 Ascertaining Users Needs
5.3 Selection of Documents
5.4 Selection Principles
5.5 Selection Criteria
5.6 Selection Aids/Tools
5.6.1 Selection Tools for Addition of New Publications
5.6.2 Selection Tools for Addition of Old Publications

5.7 Methods of Acquisition

5.7.1 Acquisition through Purchase Order
5.7.2 Acquisition through Membership
5.7.3 Acquisition under Exchange Arrangement
5.7.4 Acquisition through Gifts
5.7.5 Acquisition under Deposit System
5.7.6 Order and Receipt Process

5.8 Accession Work

5.8.1 Accession Policy
5.8.2 Accession Work Procedure

5.9 Acquisition of Serials

5.9.1 Serials Basics
5.9.2 Selection of Suppliers
5.9.3 Consortia as Method of Acquisition
5.9.4 Order System
5.9.5 Registration or Check -in Record

5.10 Summary
5.11 Answers to Self Check Exercises
5.12 Keywords
5.13 References and Further Reading

5.0 LEARNING OUTCOMES

After studying this Unit, you will be able to:
 describe acquisition routines and the changing acquisition scenario in the present
century;
 highlight methods of ascertaining users needs for library materials;
87
Library Routines  identify policy, principles and problems in document acquisition and tools for
selection of documents;
 understand methods of document acquisition; and
 identify problems in the order and receipt processes of acquisitions.

5.1 INTRODUCTION
Libraries exist for readers and serve them with information and knowledge sources that
they need. Not only libraries serve information needs of the present generation but even
of the future generations as well. To meet and fulfil their mandate, libraries build up
collection through a well defined process of selection and acquisition of information
materials. Acquisition is defined as employment of a range of methods to provide users
resources for access to the information.
Libraries are categorised as public, academic and special library, depending upon which
type of user constituency constitutes the majority user group in a library. These different
types of libraries differ in their information needs and the literature needed to satisfy
their needs. Therefore, the first step to start the acquisition process in a library is to
ascertain the needs of its user community. The next step is to select documents that
have potential to satisfy their needs. Document selection is done from out of the
publications that publishers and other commercial firms, institutions, organisations and
government bodies publish every year both in print and in electronic format.
Selection is done taking into account the funds available for acquisition and space
available to accommodate additional resources. Each library therefore has to have a
book selection policy and has to apply it strictly to build its collections on ongoing
basis. Although libraries acquire resources through various methods, studies reveal that
purchase order method for new documents to publishers or their agents is the most
popular mode. The other methods include acquisition as gifts or under arrangement of
deposit from individuals or from research organisations and government bodies. In
addition, academic and special libraries acquire documents under exchange arrangement
with sister institutions and professional organisations.
Acquisition of priced publications also requires selection of appropriate supplier/suppliers
under agreed terms and conditions of supply. Selection of suppliers has to be made
very carefully as in certain cases payment to suppliers is made in advance. There are set
routines for processing of acquisition orders and receipt of consignments. All the acquired
materials are normally entered in the accession record before these are processed and
made accessible to readers. Acquisition process is complete once the document has
been entered in the accession record.
Acquisition Routines and the Changing Acquisition Scenario
Until the closing years of the 19th Century library collection consisted mainly of only
books – printed and manuscript. However, the 20th Century witnessed non-book
materials also becoming part of the library collection. These included audio- visuals
such as slides, gramophone record and microfilms. Microfiche, micro card and other
microforms started becoming part of the solution to ease space problem in libraries
created by steep growth in their serials collection. The multi-media developments in
libraries as stated above, however did not impact much the acquisition routines of
libraries. But the e-resources becoming part of the library collection coupled with
developments in ICT did influence the acquisition character and its routines in a big
88 way. The e-resources, unlike print materials and other multi-media non-book materials,
quite often do not become part of the library property. Libraries only get access rights Document Selection and
Acquisition
to e-resources and not their ownership and that too, under negotiated licensing terms
and conditions. Therefore, the team that is to be constituted for the selection of resources
must include not only information technology experts but even persons with legal
expertise. Furthermore, steep rise in the subscriptions to e-serials has led to libraries to
forge closer cooperation in acquisition. Cooperative acquisition took the form of
consortium.

5.2 ASCERTAINING USERS NEEDS

The aim of a library is to meet the information needs of their users. Therefore, the first
step to start in the acquisition process in a library is to ascertain users needs for resources.
Libraries have developed various methods for the purpose although some of them are
specific only to special or public libraries.
a) Study of objectives and mission of the parent organisation/sponsoring body,
b) Study suggestions received from users, on daily basis or, in consolidated form , at
regular intervals,
c) Study information received through survey/questionnaires from user community,
d) Study of syllabi of courses of study of the academic body,
e) Study the research projects and programmes of the parent body,
f) Study scholars‘ profiles maintained for SDI service and
g) Study the nature, history and culture of the user community.

5.3 SELECTION OF DOCUMENTS

In document selection, the major issues before libraries are resource constraints in
respect of financial resources and physical space and the ever increasing user
requirements for documents. The gap between the demand and actual library acquisitions
has been widening. In this context, the need for judicious selection of titles for building
library collections assumes greater importance. The library therefore must decide to
form its book selection policy and evolve certain acquisition principles which it may
apply as guidelines in the document selection process. Book selection policy may be
developed keeping in view: i) the quality and quantity of existing library collection, ii)
the present and anticipated readers needs and iii) the current budget position of the
library and its staffing. The actual policy framework will however vary from library to
library.
Public Libraries: The users of public libraries are an assortment of people. They
range in age group, educational level and in social and cultural background. Their
information needs are both educational as well as recreational. The book selection
policy will have to take into account these diversities in meeting their needs for literature.
Though suggestions from readers do play a good role in book selection process, it is
the selection committee and the librarian who will play far more active role in document
selection.
Academic Libraries: This group consists of school libraries, college libraries and
university libraries. School libraries have a homogeneous group of users. To a great
extent their needs for resources are well defined. In selection of materials for the library,
teachers will play a dominant role. But one must not overlook the needs of students for
broadening their knowledge and vision and hence the need to provide reading materials 89
Library Routines of general nature as well in the school library collection.
The collections in college and university libraries are both homogeneous as well as
heterogeneous. It is homogeneous in terms of teaching programmes at the graduate and
post graduate courses. It is heterogeneous from the point of view of number of subject
disciplines covered in academic libraries. Besides, the selection is a mix of publications
from local, national and overseas publishers. A sizeable part of their collection is also in
foreign languages. The most important characteristic of academic library is the dominant
role that the faculty members play in the selection of resources for acquisition.
Special Libraries: Special libraries are identified by a) small collection, b) with narrow
subject areas and c) by collection of publications of recent origin. Librarians in special
libraries are quite often subject specialists, have direct contact with individual readers
and play good role in document selection. In special libraries bulk of library collections
is in the form of serials, research reports and pre-prints of articles.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) Explain the changing scenario of acquisition.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
2) Describe the methods of ascertaining demand for documents.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
3) Describe the difference in collection of school library and special library.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

5.4 SELECTION PRINCIPLES

Selection principles have been evolved which serve as guides for selecting documents
for library. The followings are some well known principles:
Drury’s Principles: Drury described his principles in his book, Book Selection,
published by ALA in 1930. It is a list of 21 points. The gist of his principles is that the
aim of selection should be “to provide the right book to the right reader at the right
90 time”.
Dewey’s Principles: Melvil Dewey suggested that in selecting document the librarian Document Selection and
Acquisition
should see that the document is “the best reading for the largest number at the least
cost”.
Ranganathan’s Principles: According to Dr. S.R. Ranganathan, documents fall under
three categories: documents which are of basic or of primary interest to the users;
documents which may be required, at one time or other, to supplement the basic
documents and documents which are of no relevance to the primary area of work. The
first category is called umbral documents, the second is called penumbral documents
and the third is called alien documents. The library should make comprehensive collection
of umbral documents, selective acquisition of penumbral documents and depend on
other libraries for satisfying needs for documents of alien nature.

5.5 SELECTION CRITERIA

Selection of Format
With print resources now becoming available in electronic form also, an important
consideration in library acquisition is to determine the format in which a document
should be acquired. The following are the broad guidelines to decide the document
format in the selection:
 Reference sources such as directories, yearbooks and encyclopaedias get
out dated fast, hence these should be acquired in electronic format.
 Classics and text books type publications and scholarly books in various disciplines
are better acquired in print format.
 More and more serials are moving towards electronic format, some exclusively
and some along with their print version. Hence, serials may be acquired in electronic
format.
General Criteria for Selection
The following criteria are considered helpful in the selection of documents in print and
electronic format:
 Authority of the creator of document i.e. the standing of the author in the world of
scholarship,
 Scope of the subject in the book, i.e. broad or limited,
 Level of treatment of the material in the book, i.e. is it meant for young people,
general readers or for specialists,
 Arrangement of the matter provided in the book, i.e. whether it is systematic,
logical and compact or not.
Additional Criteria in the Selection of Electronic Documents
The following factors may also be taken into account while selecting electronic resources:
 Content: Content should be complete with examples, illustrations and appendices,
news items, etc.
 Access: Access facility in terms of time, place and category of persons should be
clear.
91
Library Routines  Support: Hardware and software support for the database should be made very
clear.
 Cost: Databases are available in various cost models; hence the library must be
clear about access cost for a document.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
4) Describe general criteria for selection of document along with additional
consideration for e- documents.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
5) Describe various methods of acquisition of documents.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

5.6 SELECTION AIDS/ TOOLS

Tools which are commonly used for selection of document fall under two categories: a)
tools which help identify new materials, b) tools which help select older documents,
needed to fill gaps in library collection. Apart from these there are tools which are
helpful to complete bibliographical details missing in selected documents.

5.6.1 Selection Tools for Addition of New Publications

a) National bibliographies including trade catalogues,
b) Reviewing journals,
c) Directory of serials and
d) Advertising materials brought out by publishers from time to time.
National Bibliographies
Most of the countries now publish national bibliographies recording new publications
brought out by publishers of the country. These are available both in print and electronic
form. These are listed in detail in Guide to Reference Books, Chicago, American Library
Association as well as in Walford‘s Guide to Reference Materials. London, The
Library Association, 2000.
British National Bibliography London, The British Library. Published regularly from
1950, by the British Library – it is the most reliable bibliographical source for identifying
92 new publications in English and some other European languages published in England.
Indian National Bibliography Kolkata, Central Reference Library, 1958. The Document Selection and
Acquisition
Bibliography began as a quarterly publication with annual cumulation. This publication
remained irregular for many years; from 2000 it is published as a monthly with annual
cumulation at the end of the year.
Trade Catalogues
Publishers Weekly New York, R.R. Bowker, 1872-. In addition to providing list of
recent American publications it also provides information about American book trade.
American Book Publishing Records New York, R.R. Bowker is monthly cumulation
of the Publishers Weekly.
British Book News London, Whittaker
No Indian trade catalogue is in regular publication till date.
Reviewing Journals
Reviewing journals are a helpful source for book selection. The Times Literary
Supplement and the New York Review of Books are the two well known reviewing
journals in English and other European language publications. But these sources restrict
their coverage to only books published in Western countries. The Book Review, New
Delhi and the Hindu Literary Review, Chennai, are the examples of some Indian
reviewing journals. The Wednesday issue of the Hindu newspaper carries a list of new
publications and two or three long reviews.
In addition to the above, most of the scholarly subject serials in various subject disciplines
carry reviews of recent publications in their subject fields.
Book Review M. 1976- , New Delhi, Book Review Literary Trust
Biblio: Review of Books, BM. 1996- , New Delhi, Biblio Charitable Trust
Times Literary Supplement W. London, The Times Literary Supplement Ltd.
New York Review of Books. New York.
Directory of Serials
Ulrich‘s International Periodical Directory including Irregular Serials and Annuals
published by [Link] is the well known directory for serials published all over the
world. The Press in India brought out by the Government of India may be used as a
source for selection of newspapers and other serials published from India.
Advertising Materials
Publishers, in order to promote sale of their publications, bring out advertising materials
such as follows:
 Publishers Blurbs in the form of sheets, containing details of a title along with
opinions of scholars about the titles.
 Advance notices for titles about to be published.
 Publishers Catalogues released annually contain brief description of each title
and serve as complete record of their publications. Such publicity materials are
also released during book fairs.
 Publishers‘ websites are also a source for knowing complete range of publication
of an individual firm. 93
Library Routines But all the above tools are at best a publicity material and should be used as selection
tool with caution.

5.6.2 Selection Tools for Addition of Old Publications

a) Printed catalogues of older libraries,
b) Standard subject bibliographies,
c) Catalogues of book sellers selling second hand books.
Printed Catalogues of Major Libraries
The Library of Congress (US). National Union Catalogue. The catalogue was begun
in 1901 in card form .Today it one of the most complete record of Western language
publications available in the Library of Congress including collection of more than 1500
other American libraries who feed information to the NUC.
The British Library. The British Library General Catalogue of Printed Books.
London, Bingley, 1980-87. 360 volumes.
Both the catalogues are available online as well as in CD.
India, National Library. Author Catalogue of Printed Books in European Languages.
Calcutta,The National Library, 1953. 10 v.
Major Subject Bibliographies
Bibliography of Indian Literature 1901-1953. New Delhi, Sahitya Academy, 1962.
4 v.
Catalogue of Early Printed Books on South Asia, from 1586-1864 held in the Library
of the School of Oriental and African Studies. University of London. New Delhi,1988.
Bibliographies brought out annually under Unesco Series “International Bibliography of
Social Science”.
Guide to Reference Sources
Walford, Albert John. Guide to Reference [Link], Library Association.3 v.
V.1. Science and Technology, V.2. Social and Historical Sciences, Philosophy
and Religion, V.3. Generalia, Language and Literature, the Arts.
Electronic Databases
Gale Directory of Databases. Farmington Hills MI: Gale Group.
Very often suggestions for materials received from user community lack complete
bibliographical details. The absence of these details hampers the job of checking their
availability in the library and also in deciding about vendor for placing order. Completion
of bibliographical details is therefore an important and essential job which is done with
the help of appropriate sources for the purpose. Tools for completing bibliographical
details are: a) books in print, b) printed catalogues of major libraries c) subject
bibliographies.
Books in Print
Books in Print. R.R .Bowker Co. Begun in 1880, the annual is now available in 9
printed volumes as well as in CD and online. The information included is author, editor,
94
price, publisher, year of publication, number of volumes, Library of Congress card Document Selection and
Acquisition
number and International Standard Book Number.
Whitaker‘s Cumulative Book List. London: Whitaker,1924 -
We have already seen above examples of major library catalogues and bibliographies.

5.7 METHODS OF ACQUISITION

Libraries acquire materials through a mix of methods available for the purpose:
a) Acquisition through purchase order,
b) Acquisition through membership,
c) Acquisition under Exchange Arrangement,
d) Acquisition through Gifts, and
e) Acquisition under Deposit System.

5.7.1 Acquisition through Purchase Order

A major part of the acquisition in libraries is done through purchase from publishers or
their agents. The library may select books brought to the library by local book sellers.
It may place order for selected titles with a local or foreign publishers/ suppliers. The
library may place standing order to send books to the library, on a specified subject
area, as and when books become available. Acquisition by this method presents certain
problems to libraries. Some of the problems are common to all libraries but some other
are specific to Indian libraries.
Common Problems
a) Management of Financial Resources,
b) Personnel for Selection of Resources,
c) Acquisition Method for Purchasing Resources,
d) Negotiation for Terms and Conditions of Supply and
e) Problems Specific to Indian Libraries.
a) Management of Financial Resources
Libraries receive a fixed amount each year from the budgetary allocation of the parent
body. This amount is mostly based on previous year’s expenditure with some increase
to provide for likely rise in prices. An important function of librarian is to keep an eye on
the overall expenditure, as well as, subject wise or department wise expenditure to
keep it well within the allocated amount. In this function the librarian has to face quite
often tough situation with individual departments or faculty members. One way to get
over such situations is to prepare a proposal for book budget after consulting the
departments about their information needs for the next year and put them before the
parent body, before they finalise book budget for the next year. But the most important
way is to follow a proper system of accounting. Its main purpose is to tell the authorities
as well as the individual faculty member or member of the governing body that the
expenditure is incurred as per approved amount. The libraries generally keep the following
records:
95
Library Routines  General Invoice Register,
 Accounts Register (for each subject/department) and
 Monthly Statement of Expenditure
b) Personnel for Selection of Resources
Selection of resources in a given discipline is a highly skilled job which requires
responsible persons having exposure in different areas such as follows:
 An exhaustive knowledge of needs of the user community,
 An understanding of the world of scholarship,
 Acquaintance and knowledge about scholars in various disciplines,
 Capability to take decision about format (online, CD, microfilm) in which a particular
document should be acquired,
 Nature of the publishing market and specialisations of publishers and
 Familiarity with strength and weaknesses of different selection tools such as
reviewing journals, national bibliographies and trade journals, etc.
In view of the above it has been found that the librarian plays a very proactive role in the
selection of documents.
c) Acquisition Method for Purchasing Resources
Libraries need to decide about one or more of the various systems available for
purchasing resources. The following are some normally available systems:
i) Open purchase,
ii) Direct order to publishers,
iii) Books on approval,
iv) Order to a stockist/ jobber,
v) Standing order to an agent/publisher,
vi) Quotation Method/ Standing Vender Method
vii) Consortium method and
viii) Online Book seller/ Buying Books on Web.
i) Open Purchase: In case of open purchase library staff, members of the book
selection committee, faculty members, visit booksellers and make selection on the
spot. Selected items are transferred to the library for checking and completing the
process for invoice settlement. The method is simple, time saving and satisfying to
the user community. But it can be adopted fruitfully only in metropolitan cities
where a number of stockists are available. It can also be used during book fairs
when a sizeable publishers and stockists put up their stock on display.
ii) Direct Order to Publishers: The library may choose placing order for selected
tittles directly to the publishers. The method is credited with many advantages
such as:
96
Advantages of the Method Document Selection and
Acquisition
 Saving on service charges (which are sometimes claimed if order is placed with an
agent/vendor),
 Speed with which supply is executed,
 Prompt replacement of defective or missing items in consignments,
 Negotiation for licensing terms, in case of electronic sources, protects library interest,
 Advance payment, if made, remains in safer hands,
 Some publishers are reluctant to supply books through an agent and prefer direct
dealing with libraries,
 E-service interruption can be resolved quickly,
 Back issues of the same e-serial can be accessed on the same server as are the
current issues, and
 The publisher can provide user statistics for individual e- serials, which is helpful in
selection of serials.
Disadvantages of the Method
But dealing with publishers directly is not without its disadvantages. The following are
some disadvantages in the method identified by scholars:
 The library will have to maintain as many files as the publishers requiring more staff
time in file work,
 Each e-resources firm having its own search engine will make library staff learn
their functioning as well as their vocabulary,
 Publishers deal with bulk order for individual titles, order for one or two copies
may not be executed with usual discount available through agents,
 Publishers are often not prompt in communicating reasons for delay in supply,
 Individual libraries have been found to be weak in negotiating terms for license for
access to e-resource.
iii) Books on Approval
The method of receiving books on approval for selection and purchase has been the
most preferred way with most of the libraries. Libraries fix a day in a week or month,
when local stockists are allowed to bring new books to library. Books are selected and
retained for, checking for duplicates and for approval of selection committee. Once
these steps are over, the total cost of selected books is checked against the budget
allocation for the subject. If funds are available order for selected items is confirmed.
The method functions well with libraries in metropolitan cities where concentration of a
number of booksellers allows choice from large number of titles. These days, booksellers
from major cities, take large collection of books for selection even to libraries in smaller
cities.
One major problem in the system is that selection can be done from only those books
which booksellers select to bring to a library. Obviously stockists/booksellers import
only titles for which they consider there would be wider market. They do not bring
many important books for which they think there would be only few buyers. 97
Library Routines iv) Order through an Agent/Vendor
Libraries acquire publications brought out by fairly large number of publishers. Although
in certain specific cases it may be better to order through a publisher. But most of the
libraries deal with agents for their requirements. Dealing with agents has many advantages.
Advantages of the Method
 The foremost advantage is saving on correspondence, saving in staff time and
saving in file work,
 With better market knowledge they are efficient in executing rush order,
 In case of serial subscription agents are preferred for their up to date information
on likely changes in subscription rates,
 Many agents have been found to offer discount for early payment,
 Agents are now participating in librarians’ conferences to have better understandings
of library needs,
 Agents often send staff to the library to sort out any technical problems that might
crop up in access to e-resources,
 In case of serials in foreign languages, language specialists at the agent’s office can
handle foreign titles and communicate with publisher library’s problem in their own
language.
Disadvantages of the Method
 Acquisition through agents is a preferred method for serials and the disadvantages
are also mostly in connection with serials receipt.
 In case of serial subscription, agents follow annual billing system at the old
subscription rate. They raise supplementary bills if the subscription rates are revised
this creates budget adjustment problems.
 In case of change of subscription agents, the library must communicate order
number reference to publishers and inform that it is only change of agent and not a
new order, to ensure supply. Any delay in communication may result into break in
supply of serials. The clarification is also necessary otherwise publishers may ask
for renegotiation for licensing terms.
 In changing the agent, library also looses usage statistics for the previous period as
the same was on the server of the old agent.
 Since serials are subscribed with advance payment, failure of an agents’ firm may
result into huge financial loss to the library. To get over the problem libraries now
enter into a written agreement with agents before making advance payment.
 Agents often fail to supply publications originating in non English speaking areas
such as the Arab countries. In case of learned societies’ serials agent demand
handling charges.
 Any delay by agent in forwarding subscription amount to publisher, the library
may loose a few issues before supply begins.
v) Standing Order Method
98 Research institution libraries and academic libraries often need complete or sizeable
collection on a specific area or in a branch of a discipline. In order not to miss any thing Document Selection and
Acquisition
in their special area libraries place standing order with a firm /firms to supply all
publications in the subject of their interest as and when these are published. Such orders
are open till they are cancelled. Similar policy is adopted in case of publications under
a series or books which are published in parts over a period of time. But standing
order, for books in a series or books published in parts, are limited to the period till all
its parts have been published. Obviously open standing orders require complete
description of the needs of the library and the type of publications required so that
unwanted materials are not supplied.
vi) Quotation Method/ Standing vendor Method
Under the method libraries invite quotations from local suppliers for terms and conditions
of supply and rate of commission /discount on printed price of books. Generally, the
quotation of the firm offering highest discount is approved and the firm is asked to
supply required books. If this arrangement is for the whole financial year the method is
called Standing Vendor Method. Alternatively library may go for quotation, each
time it has prepared a list of its requirements and after inviting quotation may place
order to the firm offering the most favourable terms for supply.
Outwardly the methods seem to be in the interest of the library. But in real sense these
are not helpful in developing collection fit for meeting the needs of the user community.
Clever bookseller by offering a higher discount gets the firm approved for supply. But
such firms fail to supply titles of short discount or no discount. They also fail to supply
titles published outside the English speaking world or titles in regional languages.
vii) Consortium Method of Acquisition
Acquisition of resources through a consortium, a form of resource sharing among libraries,
emerged in the late 90s of the last century, when subscribing to electronic serials became
very expensive. Under consortium system libraries, subscribing to the same tittles and
tittles in the same field, form a loose group called consortium. This arrangement helps in
negotiating favourable terms in subscription rate and services from the electronic serial
supplying firms. The participating libraries achieve saving in subscription rate. They also
get facility of accessing even to those journals not subscribed by them. Indian National
Digital Library of Engineering Sciences and Technology (INDEST) is a consortium set
up by the Ministry of Human Resource Development in India.
viii) On Line Booksellers/ Buying Books on Web
Digitisation of already published book on commercial level has led to emergence of a
new type of book dealers specialising in providing old publications. [Link] is
one of the most well known firms in this category. Other firms include Barnes and
Noble and Borders.
d) Negotiation for Terms and Conditions of Supply
In acquisition work negotiation for terms and conditions of supply is an important job.
The firm must agree to supply materials on time, in good condition and as per order for
number of copies. It must also be bound to replace defective copy of a title. Terms and
conditions of supply among other things include: i) trade discount on printed price,
ii) payment method, iii) price models for access to e-resources.
i) Trade discount: Suppliers usually provide a certain discount on printed price of
books. The rate of discount is often subject of negotiation. Some years back there
was a Good Offices Committee composed of librarians, suppliers’ representatives 99
Library Routines and UGC and Ministry of Finance nominees, which recommended discount rate
as well as conversion rate for foreign currency priced books. Now days each
library has freedom to settle these by mutual negotiation.
ii) Payment Methods: Payment methods are also a point for negotiation.
Subscriptions to serials are generally paid in advance. Some suppliers insist on
advance payment for supplying even books. Advance payment involves risk of
loosing the money if the firm goes out of business or takes undue long time in
executing orders. The library must to ensure the credit worthiness of the supplier
before making advance payment. Some libraries therefore enter into a written
agreement to ensure that the firm does not default.
iii) Price Models for E-Resources: Negotiation on price /license fee, for providing
access to e-resources is another important point for negotiation. Since access to
e-resources requires understanding of functioning of accompanying hardware/
software and technical support and e resources often have more than one pricing
models, it is better if people with technical knowledge and, some with legal back
ground are also associated in negotiating the terms and conditions of access to e-
resources.
e) Problems Specific to Indian Libraries
The above discussed problems are of general nature faced by libraries all over the
world. But there are certain problems specific to Indian libraries. These include:
i) location of book market, ii) Foreign (Non-English) language publications, iii) Indian
languages publications, iv) Serials subscription and v) Government publications.
i) Location of Book Market: In India publishing industry is concentrated in a few
metropolitan cities. Libraries in outlying areas have to depend on local jobbers
who often fail to bring needed materials. Orders placed with major booksellers
are not attended promptly. Information about new publication reach late and by
the time orders are placed titles get sold out.
ii) Foreign (Non-English) Language Publications: Indian book dealers have very
limited facility for importing books from non-English languages publishing world.
Academic libraries with facilities for area studies fail to provide enough materials
for supporting teaching and research programmes for lack of required resources.
iii) Serials Subscription: Indian libraries face problem in selecting serials for their
libraries as no up to date directory with complete details like those provided by
the Ulrichs’ directory.
iv) Indian Languages Publications: Publishers of books in Indian languages have
not been able to publish enough books to support higher level studies. Selection
tools for Indian languages publications on the pattern of English language have not
developed in the country.
v) Government Publications:

5.7.2 Acquisition through Membership

Libraries receive publications by virtue of their membership of research organisations,
academic bodies and professional associations. The membership to these bodies may
be free or it may require payment of an annual fee. As part of their mandate, these
organisations bring out publications and distribute them to their members. An important
characteristic of such publications is that these are often not available in open market.
100
5.7.3 Acquisition under Exchange Arrangement Document Selection and
Acquisition
Libraries get publications under exchange arrangement with research organisations and
universities in lieu of publications of its own parent body. Mostly such exchange
arrangements are for exchanging serial publications. Acquisition under exchange
agreement between national libraries of two countries is also a very common feature.
Exchange arrangement can be of open nature where the two agreeing bodies exchange
publications irrespective of value of publications. In other cases an attempt is made to
see that the value of publications exchanged is equal to the value of the publications
received.

5.7.4 Acquisition through Gifts

Acquisition of publications through gift is a well known source for libraries of all
categories. Gift may be received without any request for it, or it may be in response to
a request by the library. In most of the countries, libraries receive as gift certain categories
of central and state government publications as a matter of routine. Political parties and
pressure groups also gift their publications to propagate their views and ideologies.
International organisations such as the Unesco, the World Bank, United Nation and its
subordinate agencies send their publications as gift on regular basis to academic and
research libraries.
Families of eminent personalities gift their collection on their death to one or other
library. Even eminent scholars, on retirement from active life, gift their collection to a
library. Such collections are prominently displayed in libraries as a separate collection
with the name of the donor. You will see such collections in the National Library of
India, the library of the Asiatic Society of India, Kolkata and many academic and
special libraries. Resources received as gift, often, contain valuable materials not available
in the library and also not available in open market.
Materials received as gift also create problems for libraries. Sometimes gifts come with
certain conditions which libraries find difficult to fulfil. Some gifted collections contain
materials not relevant or out of scope of the library. Such materials create space problem.
It has been suggested that the library should have a clear policy about acceptance of
materials offered as gift.

5.7.5 Acquisition under Deposit System

University libraries, research institution libraries and state level and national level public
libraries are often selected as depository libraries government publications. Some
international organisations such as the Unesco, the World Bank, the ILO, etc. also
make some libraries as their depository library. The Jawaharlal Nehru University Library
is a depository library for United Nations publications. Gokhale Institute of Economics
and Politics is depository library for the World Bank publications.
Often such materials are not relevant to the library needs and create space problem and
service problems. Their management is time consuming. The library must keep on
assessing their use value and where possible, weed out unwanted publications at regular
intervals.
Another type of deposit is collection of private books and documents of well known
persons kept in a library and open to scholars for research purpose only. The Sapru
House (ICWA) Library has private papers of Jaya Prakash Narayan. The Nehru
Memorial Museum and Library is famous for deposits of private papers of eminent
politicians and social workers.
101
Library Routines Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
6) Describe systems normally available for purchasing documents.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
7) Describe problems specific to India in purchasing documents.
........................................................................................................................
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........................................................................................................................
........................................................................................................................

5.7.6 Order and Receipt Process

Order process is composed of three routines:
i) Pre-order routines,
ii) Order placing routines and
iii) Receipt of supply routines.
Pre-order Routines
 Checking of book selection slips: All the slips ready for indent are checked, for
accuracy and completeness of bibliographic details; for duplication with existing
collection; for duplication with record of books already on order and record of
those already received but awaiting processing. Slips which are found duplicate
are checked with in charge of the section if duplicate copy/copies are required.
 Confirmation of funds availability: The total cost of the indent is checked up
with the financial provision under each subject and the unspent balance available
in the budget.
Order Placing Routines
Before forwarding orders to selected firms, the terms and condition of supply should
be checked to avoid supplier making extra charge for postage and packaging in the
invoice; clarification made in order letter mode of despatch for items on order; need for
any specific requirement in invoice, etc. should be clarified; the estimated amount of the
order should recoded in budget allocation register. The book selection cards of books
ordered should be filed in order tray.
Receipt of Supply Routines
 The first job in receipt of supply is checking the package for correct address and
its physical condition.
102
 The next job, after opening, is to see for any communication in the packet regarding Document Selection and
Acquisition
supply position of titles not supplied.
 Compare the supplied titles with the order copy and verify for number of copies
and price of the titles.
 This is followed by scrutiny of each title for its physical condition and completeness
of the text. Defective and incomplete titles must be returned promptly.
 Transfer corresponding book selection cards from order tray to receipt tray.
 The books along with the invoice may be now sent for accession record. After
accession the invoice with accession number recorded, shall be entered in the bill
register for transfer to the payment office.

5.8 ACCESSION WORK

The acquired materials are property of the library and the library should have their
inventory in some form or other. Accession work is the routine of preparing and
maintaining the inventory of collection. Automated libraries have a module for accession.
In the absence of automation, the inventory is maintained in the card form or in register
form. Maintaining accession record in register form has been in practice for a long time.
Since the record has to be preserved the register used must be of strong quality paper
and have good quality binding. Dr. Ranganathan has suggested that the book selection
card which has complete bibliographical details may have column for recording accession
number. On receipt of a book the corresponding book selection card should be removed
from order tray, the serial number assigned to the book may be entered in the column
and the same card may be preserved as accession record. Following this method, all
book selection cards, on receipt of books, shall turn into accession cards arranged in
trays in serial order. But the trays containing cards must be kept in safety cupboard.

5.8.1 Accession Policy

Accession work is recording acquired material in a register. All the material that has
been acquired and accessioned must be preserved. Libraries collect both books and
non-book materials. They also acquire electronic materials, both online and offline.
Though majority of the documents are purchased, a substantial number acquired, is
received as gift, under membership or exchange arrangement. Among those not
purchased, often a large number of materials are of temporary value and not worth
preservation. Similarly serials become a complete volume after receipt of all the issues.
Books, published in parts, but with running page number, become complete when all
the parts have been received. The physical details of non-book materials are different
from those of books or serials and cannot be recorded in accession register with columns
developed for books or book like materials.
In view of these and similar issues, the library must formulate an accession policy to
resolve these issues. The policy shall spell:
a) criteria for deciding what, among those acquired without payment, should be
accessioned,
b) whether there should be a separate or one register,
 for books and non-book materials,
 for purchased and gifted materials,
103
Library Routines c) whether record about the price of foreign publications,
 should be converted in Indian rupee or written in foreign currency.
 should be the printed price or actual price paid after deducting commission
on the price.
d) whether author’s name should be written in inverted form or as they appear on the
title page,
e) how to write price of a gifted book with no printed price on the book.
Smaller libraries follow single sequence accession register for accession work as their
collection consists mainly of books. Accession register for books, with printed columns,
are available with library stationary suppliers.

5.8.2 Accession Work Procedure

Books, received in order section, after checking for correct supply and recorded in
order file, these are transferred to the accession section along with bill for accessioning.
Actual accession work is carried out as follows:
 Books are arranged in the order in which they are listed in the bill.
 Each book is examined for any defect in pagination, binding defect and presence
of inserts such as map, CD, etc.
 Bibliographic information of the book is recorded in the appropriate columns of
the register.
 The serial number of entry in the register, called accession number, is written on
the verso of the title page and at the last page of the book. Some libraries fix a
page in the text of the book as library’s secret page and record accession number
on this page also. This practice has been found very helpful in identifying details of
a book if its title page is missing.
 The accession number of the first book and after a dash that of the last book in the
bill is written on the bill.
 The bill is transferred to the accounts section and the book is transferred to the
technical section.
Books received without bill (gifted, or deposited etc.,) are first arranged in alphabetical
order by author’s name before accessioning them in the accession record. An estimated
price is written in price column if price is not printed on the book.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
8) Describe the points to be covered in an accession policy.
........................................................................................................................
........................................................................................................................
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104 ........................................................................................................................
 Document Selection and
5.9 ACQUISITION OF SERIALS Acquisition

5.9.1 Serials Basics

Traditionally periodical acquisition work has been considered somewhat different from
book acquisition. As a result it is carried out by periodical department. The annual
work in serials acquisition involves renewal of subscription or addition and cancellation
of a few titles. However, periodicals selection is just a one time job. According to
W.G. Potter the serial management functions requiring special treatment are the
subscription control, check in, claiming and binding and these are largely clerical in
nature. These functions need special treatment due to peculiarities of periodicals
publications which Dr. Ranganathan has given as follows:
 Titles contain generic names such as Newsletter, Bulletin, Proceeding, etc.
 Titles change on republication after suspension of publication for some time.
 Titles change due to split of a journal into two independent serials or merger of one
serial with some other serial.
 Publication schedules change, say, from monthly to fortnightly or bi- monthly.
 Change in sponsoring body after, say, an academic body hands over the serial to
a commercial firm and again resumed by the academic body.
The acquisition of serials involves: i) ascertaining demand, ii) selection of titles, iii) selection
of suppliers and management of finance. Periodicals, like books are also acquired
through order, membership, exchange and gift. The routines under all the above heads
are no different from those we have studied above in relation to monographs. We shall
therefore restrict our description to areas which are distinct from book acquisition.

5.9.2 Selection of Suppliers

Periodicals, unlike books, arrive in issues spread over a whole year. Often, though not
always, each title is published by only one agency. Payments for subscription are made
in advance for one or more years. Annual routines in subscription are limited mostly to
renewals, addition of new titles and cancellation of some old titles. Acquisition is title by
title from a large number of publishers. These peculiarities have led libraries to restrict
selection of suppliers to subscription agents, despite associated risks such as losing
advance payment made to an agent if the firm goes out of business. The following are
some points that go in favour of agents:
 Faster file clearance since the library is not required to maintain multiple files,
 Accounting becomes easier as library is now not required to deal with multiple
invoices,
 Faster subscription renewals as agents have up to date pricing information and
can also provide advice on signing license contract for e-titles,
 Many agents are known to offer discount on early payments,
 Rush order processing is easier since agents can process subscription titles quickly
and
 Agents quite often send their staff to client library to sort out any problems arising
in computer system in the periodical section.
105
Library Routines 5.9.3 Consortia as Method of Acquisition
The emergence of digital serials coupled with their high subscription costs forced libraries
in the 1990s to turn towards cooperation in serials acquisition. The Internet, World
Wide Web and other distributed information systems made resource sharing more
efficient. This sort of developments in computing have made acquisition through
consortium mode feasible and provided libraries more leverage to negotiate terms of e-
journals supply in their favour. Consortium method of serials acquisition offers added
advantage. It provides every consortium member library total access to consortium
resources irrespective of e-journals it has subscribed. This feature increases libraries
reach to more and more journals without any additional cost. Some important consortia
in India are the INDEST and CSIR E-Journal Consortium.

5.9.4 Order System

Serials order work has been categorised as:
 First Order or order for new titles
 Renewal and Cancellation
 Order for Back Issues
First Order: First order refers to order placed with vendors for periodicals selected
for acquisition for the first time. Libraries decide about the journals and magazines to be
acquired in the library in the very first year of their inception. We may call this as the
core list of periodicals acquired by a library. The list, finalised by the selection committee,
is split into magazines and periodicals. Magazines are periodicals of popular nature,
containing general articles, stories and cartoons, etc. Periodical publications contain
articles of scholarly nature, news and reviews of books, on a discipline or branch of a
discipline. Orders for newspapers and magazines are usually given to some local supplier
of newspapers. This order is almost a standing order till it is cancelled. Bills for such
local supplies are settled on post receipt basis at the end of the month. Such bills are
passed after checking the receipt position from the register of entry for these materials.
The first order for core periodicals is placed with the approved supplier/suppliers in an
order form of standard format. It contains title, ISSN, publishers’ name and address,
volume, issue number and date of the first issue to be supplied and delivery mode
(surface mail or air mail) about each periodical. Each title is also given an order number.
The order is placed with clear description that it is a standing order and subscription is
to be renewed annually till cancellation letter is issued for any or all the titles. The
periodical section maintains two files, one containing the list of serials subscribed, in
which titles are listed alphabetically by their names and in the other list titles are arranged
by order number of the titles. The office copy of the order letter, after the order has
been posted, is filed after recording order reference on the registration/Check-in record
for each title on order.
Renewal and Cancellation of Subscription: Renewal of subscription is an annual
routine. The agent/vendor automatically, on a fixed date before the expiry of period of
subscription, sends to the library, either a check list or a set of invoices for all the
periodicals subscribed through the firm, for library’s review and instruction. The invoices
are checked with the registration record and in case of regular supply of titles, the new
invoice are transferred to the administration for payment. Major subscription agents
often send a one line invoice covering subscription for all the journals subscribed through
them around September or October before the expiry of the earlier subscription. Libraries
106 make the payment after checking receipt position of the titles covered in the invoice.
Their definitive invoices are sent in March/April and the library on checking the total of Document Selection and
Acquisition
the new set of invoices either pays the balance due or raises credit demand on the
vendor.
Cancellation: Action for cancellation of title/titles should be initiated much before the
expiry date of the current subscription to enable the vendor to inform publisher to stop
the supply. Cancellation cannot be done for a title during it current supply.
Back Issues Order: Orders for back issues are placed for one or more copies of the
following three types of serials:
a) Issue or issues received but lost or defaced and required replacement to complete
a file/files,
b) Special issue of a journal not covered under the annual journal subscription payment
and
c) Loose issues or a whole volume of a journal not covered under library subscription
order.
Details about order of back issue numbers should be noted in the registration record so
that on receipt it is not considered as a duplicate arrival by mistake.

5.9.5 Registration or Check-in Record

Journals are published in parts at fixed intervals and become a complete entity deserving
accession after they are bound in a volume. The mechanism developed to control receipt
of loose issues is called registration or check-in. In manual registration, register or
cards are used. In case of register system, the register may be with bound pages or
loose leaves.
Bound pages register: Registers used generally have alphabetic index pages in the
beginning. Each page of the register is used for registration of one title. The essential
details of the journals are written on the top of the page. The lower portion is divided
into required columns for recording receipt of individual issues. Once the page is full
one has to move to a page much away from the previous page. In loose leaf system
leaves are held together in a binder with facility to insert a page adjacent to the original
page. Both the above systems suffer from lack of provision to alert about non receipt of
a particular issue on time. Failure to send a timely reminder for non receipt has possibility
of losing the issue.
Card System: In card system uniform size cards are used which are kept in a cabinet.
The sizes used are 4×6" and 5"×3". There are one card, two cards and thee cards
system.
One Card System: The system uses card of 6×4 size. Front side has space for recording
permanent information about the journal i.e., title, publisher periodicity subscription
details, etc. The lower part has horizontal columns for recording receipt of issues. The
verso of the card is used for recording subscription amount payment details and recording
reminders. The system is good for small libraries.
Two Card System: Kardex developed in India by Remington Co. is an example of
two card, bottom card and top card. Bottom card is for recoding essential details of the
journal and recording receipt. Top card is recording payment details and reminders.
Three Card System: Developed by [Link] Three card consists of
registration card, check card and classified index card. Registration card has all the 107
Library Routines essential details on its top and lower portion is used for issue registration. The check
card alerts non receipt of an issue. Classified index card helps know holdings of the
specific journal.

5.10 SUMMARY
Libraries are developed to meet the readers need for information and knowledge.
Documents are acquired, processed and organised for easy access.
The quality and level of documents acquired varies as per type of library Public, Academic
and Special.
The type and variety of documents acquired by libraries has undergone change over a
period of time. Books collected have undergone changes in physical form over a period
of time and now these are available also in electronic form.
The first function in developing collection is to ascertain readers’ needs for documents.
Various methods are available for this function and these are used in combination or
each independently.
The selection is guided by certain principles developed by persons like Drury, Dewey
and Ranganathan. Criteria have been developed for guidance in selecting documents.
Selection tools in the form of serials recording documents published by commercial
firms as well as academic bodies, organisations and individuals. Some of these are
cumulated in monthly, quarterly and annual volumes. Specially compiled subject
bibliographies, catalogue of major old libraries are helpful in selecting old but relevant
documents.
Libraries in India are handicapped in acquiring new publications as no reliable, regular
selection tool for Indian publication is available in the country.
There are set procedure for placing order, receiving supplied documents and making
payments. Libraries maintain various registers to keep an eye on the expenditure lest it
exceeds the allotted amount.
Acquired documents are entered into an accession register as per accession policy and
prepared for use in the technical section.
Acquisition of serials is handled by Periodical section as these are acquired against
advance payment. Academic and research libraries which depend more on serials are
now forming consortium to take advantage of collective bargaining in terms and conditions
of use and access.

5.11 ANSWERS TO SELF CHECK EXERCISES

1) The Twentieth Century saw non-book materials becoming part of the library
collection. Towards the end of the First World War, serials became an important
part of research and university libraries. Microforms were developed to solve the
space problem faced due to addition of serials in collection. The last decade of the
Twentieth Century saw e-resources becoming part of library collection.
2) The demands are ascertained by the:
 Study of objectives and mission of the parent organisation/sponsoring body,
 Suggestions received from users, on daily basis or, in consolidated form, at
108 regular intervals.
  Information collected through survey/questionnaires from user community, Document Selection and
Acquisition
 Study of syllabi of courses of study of the academic body,
 Study of research projects and programmes of the parent body,
 Study of scholars‘ profiles maintained by library,
 Nature, history and culture of the user community.
3) School libraries have a homogeneous group of users. To a great extent their needs
for resources are defined. In selection of materials for library teachers play a very
dominant role. But one must not overlook the needs of students for broadening
their knowledge and vision through reading materials of general nature.
Special libraries are identified by: a) small collection, b) on narrow subject areas
and c) by collection of publications of recent origin. Librarians in special libraries
are often subject specialists.
4) The following criteria are considered helpful in selection of documents both for
electronic as well as printed documents:
 The authority of the creator of document i.e. the standing of the author in the
world of scholarship,
 Scope of treatment of the subject in the book, i .e. broad or limited,
 Level of treatment of the material in the book, i.e. is it meant for young
people, general readers or for specialist readers,
 Arrangement of the matter provided in the book, i.e. whether it is systematic,
logical and compact or not.
5) Libraries acquire materials through a mix of the following methods:
1) Acquisition through purchase by order to publishers or vendors,
2) Acquisition under membership to institution/association or organisation,
3) Acquisition under exchange of publications arrangement with academic/
research bodies,
4) Receipt of gift of whole collection or selected materials as on request or
without request from individuals or institutions,
5) Acquisition as deposit from government/ international and national
organisations.
6) The following are some normally available systems:
1) Open purchase,
2) Direct order to publishers,
3) Books on approval,
4) Order to a stockist/ jobber,
5) Standing order to an agent/publisher,
6) Quotation Method/ Standing Vendor Method
109
Library Routines 7) Consortium method,
8) Online Book seller/ Buying Books on Web.
7) The problems specific to India in purchasing documents are:
 Book market concentrated in few metropolitan cities only.
 Local booksellers have limited capacity for supplying foreign publications.
 Suppliers fail to supply non English language publications of foreign countries.
 Non-availability of books in Indian languages to support education in higher
studies.
 There is no up to date directory for Indian serial publications.
8) The policy shall spell:
a) criteria for deciding which document, among those acquired without payment,
should be accessioned,
b) whether there should be a separate or one register,
c) for books and non book materials, for purchased and non purchased ,gifted
materials,
d) whether record of price of foreign publications should be converted in rupee
or written in foreign currency should be printed price or actual price paid
after deducting commission on the price,
e) whether author’s name should be written in inverted form or as they appear
on the title page,
f) how to write price of a gifted book with no printed price on the book.

5.12 KEYWORDS
Accession Record : It is record of documents available in a library. It
is maintained in a register or on cards in order of
their acquisition.
Acquisition : It refers to process of procurement of
bibliographic materials by purchase, exchange or
gift. The jobs include pre order searching,
ordering and receiving materials, processing
invoices for payment and keeping necessary
records.
Audio-Visuals : Audio-visuals are documents which contain visual
as well as sound of the visual objects.
Book Selection Principles : Principles developed by scholars to serve as
guide in selection of documents in a library.
Budget Allocation Register : Register containing information about fund
allocated to each subject/department in book
budget of the library.

110 Card System : In the context of periodical acquisition, recording

 of receipt of individual issues of periodicals on a Document Selection and
Acquisition
card in the Three Card System is known as card
system.
Check in System : The method of recording receipt of individual
issues of periodicals recorded on a card/ register
page. It helps library prompt action in requesting
for the missing issues.
Consortium : Organisation or grouping of libraries formed to
acquire e-serials in their common interest areas
generally in the field of science and technology.
Consortium gives more power to participating
libraries in negotiating for favourable terms of
access to electronic sources.
Deposit System : The government bodies/organisations national
and international identify certain libraries, for
depositing their publications, as and when these
are published, for use of readers.
Drury’s Principle of
Book Selection : Propounded by Drury in 1930, in nut shell it is
“To provide the right book to the right reader at
the right time.”
E-source/
Electronic Source : Document in electronic form and accessible
through computer or similar other devices.
First Order : Order for core list of periodicals of a library.
Format : Form, physical or electronic, in which a document
is available.
Generic Name : Name denoting a class such as “News Letter”,
Magazine, etc. Name describing a category or
genre.
Good Offices Committee : Committee consisting of representatives of ILA,
UGC, Govt. of India and Indian Booksellers and
Publishers, formed in the Seventies to regulate
conversion rates of the price of foreign currency
priced books, as also to decide rate of discount
on printed price of books, etc. for Indian and
foreign publications. The Committee withered out
with stability in exchange rates for the Indian
rupee and withdrawal of UGC and the
representative of the Ministry of Finance.
Hardware : The electronic and mechanical component of
computer.
Insert Page : Page/pages put in a book in between serial pages
having a map, a photograph, etc. to support a
description in the book.
111
Library Routines ISSN : International Standard Serial Number given to a
serial.
Jobbers : Book suppliers who keep in touch with libraries
to make prompt supply to the libraries books
needed urgently.
Licensing Terms : Refers to provisions in the license granted to a
library by e-sources providers about time, place
and number of persons allowed for accessing the
e-source.
Metropolitan Cities : Large cities where stockiest of publishers have
their offices.
Microfiche : A document’s original pages reproduced in serial
form across a single sheet of film. Each of these
images is called a frame. The term fiche itself is
French for card and the film sheets are indeed,
index card size 4×6 inches or their meteric
equivalents.
Microform : Reproductions of documents, generally by
photographic techniques in a form much smaller
than the original e.g. microfilms, microfiches.
Non-book Materials : Documents available in the micro form or in
electronic form which are to be read through a
machine or computer. It also includes
photographs, tapes and map sheets.
Open Purchase : Acquisition of documents through direct purchase
by library staff/faculty members in book fairs or
from book shops as against acquisition through
placing order with a firm.
Price Models : The term refers to different prices for the same
e-document depending upon the access facilities
to the document.
Penumbral Document : A document not on a given subject but kept in
close proximity to documents on a given subject,
for having close relationship to that subject. The
term was coined by Dr. Ranganathan in the
context of shelving of books in the stack.
Quotation Method : Selection of vendors for supplying books for a
whole year. The firms are asked to quote their
terms and conditions of supply and a vendor is
selection a vendor with terms more favourable
to the library.
Rush Order : Placing order for a book or for entering
subscription for serial at short notice.

112
Scholar’s Profile : Description of research scholar’s topic of Document Selection and
Acquisition
research, areas related to the topic, types of
documents required, decency of documents, etc.
Secret Page : A page in the book identified to record accession
number, call number and stamp of the library to
help identify the document if its earlier pages are
found missing.
Service Charge : Charge by the vendor over and above the printed
price for books which are not available through
normal channels.
Selection Policy : Considerations that are normally taken into
consideration in taking in selecting documents for
a library.
Selection Tools : Sources used for selection of documents. These
include national bibliography, publishers
‘catalogues, commercially published lists of new
books, reviewing serials, etc.
Short Discount Titles : Book procured by agents/jobbers through special
efforts involving more than normal expenditures.
In such cases libraries do not get usual discount
on printed price.
Software : Instructions for the computer to execute
instructions.
Standing Order : Order for supply of a particular category of
documents as and when these are published,
without waiting for its specific order.
Standing Vendor : Vendor authorised to supply all library
requirements during a financial year at the agreed
rate of discount.
Supplementary Bill : Bill raised by subscription agents to meet the
increased subscription rate for certain serials
from the New Year.
Trade Catalogue : Publishers catalogue listing new publications.
Trade Discount : Practice of booksellers allowing discount on
published price of books.
Umbral Documents : Refers to those Documents which belong to the
main area of interest of a certain category of
scholars.
Verso Page : Back of the title page of a book.
Vendor : Popular term for book supplier.

113
Library Routines
5.13 REFRENCES AND FURTHER READING
Mangla, P.B., ed. Building Library Collection and National policy for Library and
Information Services. Delhi: ILA, 1985. Print.
Evans, G. Edward . Developing Library and Information Centre Collections. 4th
ed. Colorado, Greenwood: 2004. Print.
Gorman G.E. and R. H. Miller, ed. Collection Management for 21st Century: A
Handbook for Librarians. Westport, NY: Greenwood, 1997. Print.
Bryant, B., ed. Guide for Written Collection Policy Statement. Chicago: ALA, 1989.
Print.
Gupta, S.R. Stock Verification. Delhi: Ken. Pub, 1990. Print.
Hazen, Dan C. “Collection Development Policies in the Information Age”. College
and Research Libraries. 56(1995): 29-31. Print.
Kovacs, D.K. Building Electronic Library Collection: the essential Guide to
Selection Criteria and Core Subject Collections. New York: Neal Schuman, 2000.
Print.
Mittal, R. L. Library Administration: Theory and Practice. 5th ed., New Delhi:
Metropolitan Book , 1984. Print.
Nisongar, Thomas. Management of Serials in Libraries. Englewood, Colo. :Libraries
Unlimited, 1998. Print.

114
UNIT 6 PHYSICAL PROCESSING
Structure
6.0 Learning Outcomes
6.1 Introduction
6.2 Physical Processing: Basics
6.2.1 Purpose of Physical Processing
6.2.2 Steps in Physical Processing
6.2.3 Materials Required for Physical Processing
6.3 Summary
6.4 Answers to Self Check Exercises
6.5 Keywords
6.6 References and Further Reading

6.0 LEARNING OUTCOMES

After reading this Unit, you will be able to:
 explain the meaning of physical processing;
 identify the various stationary items required in carrying out physical processing
work;
 highlight the functions of the stationary items applied to a book; and
 describe the changing situation in relation to stationary items use in libraries.

6.1 INTRODUCTION
This Unit introduces you to physical processing procedures for books. Acquisition is
the first step that library takes to make books available to users for reference and use.
After acquisition, library carries out few additional procedures before books are ‘shelf
– ready’. Some of these relate to assigning a location to the book in the stack as per its
subject matter and preparing tools that help confirm its holdings status in the library.
These routines fall under the domain of technical processing. The other routines in
physical processing entail adding spine labels, date due slips, circulation cards and
pockets, bar codes and security strips, ownership markings, protective cases and covers
and/or reinforcements.

6.2 PHYSICAL PROCESSING BASICS

6.2.1 Purpose of Physical Processing
Before books and other library items can be shelved and then circulated from the
library, they need to be physically prepared. Physical processing is mainly about getting
books ready for shelving so that they can be located, used and returned to the library
from which they originated. Each item in the library must go through physical processing.
Physical processing therefore refers to all such routines that libraries undertake to make
books ready for circulation and to take steps to prolong their shelf-life.

6.2.2 Steps in Physical Processing

In manual circulation system physical processing procedures are performed mainly by 115
Library Routines semi professional or unskilled staff. The basic steps involved in manual physical
processing are as follows:
1) Inspection
The books should be examined for any physical defects such as e.g. damaged covers,
tight binding or folded pages.
a) Easing Tight Book Binding
Certain books have a very tight binding, that is, the book will not open easily and
generally such books do not remain open to any given page for long. However, as the
book is used, gradually its binding starts becoming loose until a well-used book may lay
flat and remain open to any page in the book. Sometimes tight binding is also due to
excessive use of glue in spine. Such books should be eased before they leave physical
processing area. For easing work the book should be opened from the centre and put
on a flat platform in reverse position. The spine should be gently pressed from above.
This process should be repeated with each section of the book till the tightness is
eased.
b) Opening Uncut Pages
Traditionally, books are printed on large sheets of paper. The sheets are then folded
and bound together to form the entire book. When the sheets are folded, there will be
folds at the fore and top edges. Usually, these are trimmed before the book is bound,
but sometimes the trimming does not cut deep enough to open all the folds. Therefore,
books should be checked for uncut pages and wherever necessary these should be first
cut before books are released for circulation and use.
2) Reinforcing Paper Books
Books acquired in libraries are both hard cover type and paper cover/machine stitched
type. Paper cover type books get damaged due to their high circulation volumes and
rough handling in the libraries. Therefore, to ensure their longer shelf life soft cover type
books are to be segregated for reinforcements such as simple paperboard binding.
Some publishers take special care to provide well designed jackets to their books.
These designs often reflect the conceptual ideas in the book. It may be worthwhile to
protect such jackets by putting a cellophane sheet around them.
3) Identification
Most libraries label their materials with some form of permanent identification that gives
the name of the library and its address. Identification is done to discourage theft and to
ensure that lost library materials are returned to the library from which they originated.
As well, identification is relatively inexpensive means of publicising the library.
a) Stamping Books as Proof of Ownership
Stamp books for identification and as proof of ownership. When stamping a book, do
not cover any information that may be on the page. Ownership stamps are usually
applied in all of the following places in books:
 Along the top, front or bottom edge of the book:
Stamps in these locations are easily seen and cannot be erased or torn out easily.
 Title page, inside front cover, or inside back cover except spine, books are to be
stamped with black ink on ALL sides.
 Stamp periodicals with red ink PERIODICAL stamp.
b) Labelling Books
116 Libraries label books for identification and ownership. The library generally contains
name of the library, library emblem or institution’s emblem. The label, (3×2.5" in size), Physical Processing
is pasted to the verso of the front cover at upper half left corner. Some libraries print
library name on the book pockets and do not use library label for the purpose. Some
labels also have one or two important library rules printed just below the library’s
name.
4) Preparation for Circulation
a) Book Cards
Book cards are a key component of manual circulation systems to identify who has
borrowed material and when the material is due for return to the library. Book cards
contain call number, author, title, accession number and copy number. The lower section
of the circulation card is used when the item is checked out in order to record borrower
information and due date. Book cards come in a wide variety of colours, paper weights
and sizes.
b) Book Pockets
Both Newark and Browne circulation systems need book cards for keeping physical
record of books issued to members. A book pocket is required to keep a book card
while the book is in the library. Book pocket is pasted on the verso of the front cover at
the lower half on the left side. Large size book card will need bigger book pocket.
Book card has ceased to be of any use in computerised circulation system and with it
has gone the need for book pocket. As noted earlier, pockets can be printed with the
library’s name and address.

Fig. 6.1: Book Card Fig. 6.2: Book Pocket

117
Library Routines c) Due Date Slips
Due date slip is to provide space for recording due date of return of the loaned book.
When a book is issued a date of its return to the library is stamped on the due date slip.
The top portion of the slip has space for writing call
number and accession number of the book. The slip
is also used to print rules about late fee charges.
5) Preparation of Call Number Tags
Book Tag/ Book label/Spine label is an oval or
rectangular shape label of about 1.25" diameter. It is
pasted at the lower part of the thick spine about ¼
inch to ½ inch up from the bottom. The white of the
label can bend over the side of the spine, but the
numbers have to be totally visible on the spine. If
the spine is not wide enough for the call number, then
put the label on the lower left corner of the front of
the item. Place the label about 1 inch up from the
bottom and 1.5 inch in from the spine. Try not to
hide information that may be on the cover. Cover
the label with clear protective cellophane tape. If
the book has a jacket or dust cover over book, then
the tag/label is also pasted at the same location on
the dust cover. The tag is required to write call number
and sequence indication and is used in shelving of
books.
6.2.3 Materials Required for
Physical Processing
The following stationary and other items are required
to carry out the work of physical processing:
 Cellophane paper
 Library label
 Library property stamp
 Inkpad ( black and red)
Fig. 6.3: Due Date Slip  Book Pocket (3"×2.5" size or 5"×3" size)
 Book Card (2"×2.5" size or 2.5"×4.5" size)
 Book tag/ Book label/Spine label (1.25" diameter)
 Due Date slip/ Date Due slip of 6"x4" size.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) Explain the term physical processing.
........................................................................................................................
........................................................................................................................
........................................................................................................................
2) Identify the place for book pocket in computerised circulation method.

118
........................................................................................................................
 ........................................................................................................................ Physical Processing

........................................................................................................................
3) Write the routines in reinforcing paper cover books.
........................................................................................................................
........................................................................................................................
........................................................................................................................

6.3 SUMMARY
In this Unit you have learnt the procedures for physical processing of books. Physical
processing is about making book shelf-ready. The steps for physical processing of
books include: a) inspection, b) reinforcing paper books, c) identification, d) preparation
for circulation and e) preparation for call number tags. You have also learnt that you
require stationary and other items to carry out the work of physical processing.

6.4 ANSWERS TO SELF CHECK EXERCISES

1) Physical processing is about procedures that library undertakes to make newly
acquired books shelf-ready for circulation and use. The steps in physical processing
include: a) inspection, b) reinforcing paper books, c) identification, d) preparation
for circulation and e) preparation for call numbers.
2) In computerised circulation methods there is no need for book pocket as issue
and return transactions are duly recorded automatically by the circulation module.
3) Reinforcing paper cover books include examining each book to ascertain if it
needs binding or provision of protective cellophane covering.

6.5 KEYWORDS
Physical Processing : All such routines that libraries undertake to make
books ready for circulation and to take steps to
prolong their shelf-life.
Book Card : A key component of manual circulation systems
where they are used to identify who has
borrowed material and when the material should
be returned to the library.
Book Pocket : A component of manual circulation system where
they are used to hold book cards.

6.6 REFRENCES AND FURTHER READING

Mittal,R.L. Library Administration: Theory and Practice. 5th ed. New Delhi:
Metropolitan Book, 1983. Print.
Rach. Basic Library Procedures: Processing Library Materials. Web. 13 April 2013.
<[Link] procedures-
[Link]>.
Ranganathan,S.R. Library Manual for Library Authorities, Librarians and Library
Workers. 2nd ed. Bangalore: Sarda Ranganathan Endowment for Library Science, 1994.
Print.
119
 UNIT 7 LIBRARY RECORDS
Structure
7.0 Learning Outcomes
7.1 Introduction
7.2 Library Records
7.2.1 Definition
7.2.2 Need for Records
7.2.3 Kinds of Library Records
7.2.4 Records Maintained by the Individual Sections of Libraries

7.4 Summary
7.5 Suggested Activities
7.6 Answer to Self Check Exercises
7.7 Keywords
7.8 References and Further Reading

7.0 LEARNING OUTCOMES

After going through the Unit, you will be able to:
 explain the meaning of the word ‘record’ and its need in libraries;
 describe the kinds of records maintained in libraries;
 identify the kinds of records maintained in different sections of a library; and
 elaborate the records pertaining to library assets, library policy, library building
maintenance, etc.

7.1 INTRODUCTION
Libraries maintain different types of records to exercise control over its routine functions
as per established norms. Some records are created prior to the period the library
becomes operational; the others are created and captured in the course of conduct of
library operations and services. As a student of library science you must learn and
understand about the nature and type of such records and their functions in the context
of library work. In this Unit we are going to study library records, their meaning, need,
kinds and the roles that records play in various sections of a library.

7.2 LIBRARY RECORDS

7.2.1 Definition
Records are created and captured by individuals or organisations in the course of conduct
of their affairs. Most records are evidences of administrative, executive, service or
work related transactions. Traditional records formats include letters, minutes,
memoranda and reports, etc. The electronic record formats include spreadsheets,
databases, e-mails and facsimiles. In some ways, what technology has done is to re-
define traditional records formats. For example, e-mail is very similar to a letter. It is the
120 fact that it is transmitted electronically that differentiates e-mail from letters.
Records provide information in the form of description, statistics, or routines carried Library Records
out by an individual or a group working in an institution or organisation. While all records
convey information, not all sources of information are necessarily records. For example,
a published book or an externally provided database (online or offline) will not be a
record, although information selected from it and reused in a new context may itself
become a record.
The records keep on accumulating as transaction proceeds and by the time the activity
is over, records take the shape of documents providing complete details of the history,
process and outcome of the activity. The activity may be about making of a policy,
carrying out an operation, or introducing a new service. In this context, records are
perceived as a ‘snapshot’ of an action or event. They offer a picture of something that
happened.
Records arise from actual happenings. For instance, an exhibition of rare books would
generate a series of records arising from questions that visitors may put to the staff
managing the exhibition and also from the opinions that they may record about the
exhibition in the visitor book before they leave. Records that may arise from such an
event would include - some files, the exhibition brochure, the bibliography of the books
exhibited, the visitor’s book and so on.
Some of the records have both current and future uses, while others are required to be
used only in future, as source material. For example, the files created for the exhibition
will be used mainly in future when another exhibition is organised. On the other hand the
bibliography of the books may be used at present as well as in future.
The term record has been in use in the context of archives for a long time. But now it is
a widely used term in industrial houses, institutions, organisations and in libraries. In
library science, it refers to the documents containing details of process, activity and
results of some function of either the whole organisation or a part of it.
ISO 15489: International Standard on Records Management defines a record as:
“recorded information in any form, including data in a computer system, created, received
and maintained as evidence and information by an organisation or person, in the
transaction of business and kept as evidence of such activity”.
A library is an organisation where sources of information in its various form such as
books, serials, microfiches, CD, etc. are acquired, processed and made available to
the clienteles for their use. In making provision for resources and later on for offering
various services, libraries also generate many records, both in descriptive as well as in
the form of statistical tables.

7.2.2 Need for Records

The records contain information that serves as evidence of functions executed and
activities performed and as such they are a valuable source of knowledge as to how
and why decisions are taken. Given that records are of value to any organisation, their
proper creation and management is necessary to ensure current and future accountability
and to support future actions. The need to properly manage records is also evidenced
by the crucial role that records play when they are needed to protect the library’s
interests during crisis periods and when they are required to meet official audits,
investigations and reviews from outside agencies. We can understand that library needs
records for a variety of reasons such as follows:
 Records are needed to document actions and decisions taken in a library and to
conduct library business in an orderly, efficient and accountable manner. 121
Library Routines  Records are needed to provide consistency, continuity and productivity in the
library management and administration.
 Records are needed to deliver services in a consistent and equitable manner as
records help to bring and maintain uniformity in the routines.
 Records are needed to support and document policy formulation and managerial
decision making and to promote informed decision making.
 Records provide benchmark measures to monitor and evaluate the progress in
performance, efficiency and achievements.
 Records lend support in the formation and revision of policies, programs, systems
and long-term strategic plans.
 Records lend support to various library proposals such as expansion in the building,
demand for additional staff as well as to proposals for more funds for acquisitions
and new service/services, etc.
 Records serve as source materials to construct library history and maintain library
memory.
 Records, in the form of a catalogue, serve as a tool for efficient access to the
library resources.
 Records as a proof of budget utilisation to fulfil audit requirements.
 Records of workload help in rational allocation of manpower across various
departments.
 Records as data of utilisation of services to justify library expenditure to the parent
management and the society.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
1) Describe needs for records in library.
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7.2.3 Kinds of Library Records

Unlike records of government departments or industrial houses, which are mostly in the
form of files, library records are created and captured in several different forms
depending upon the nature of activities that take place in various library departments. In
a fully computerised library such records are computer generated by the relevant software
modules. In non-automated libraries, the dominant forms of records are: ledgers,
registers, files, cards and statistical sheets.
Records may be categorised by
122 i) their life span,
ii) content and Library Records

iii) form of presentation of information.

i) Records as per their Life Span
These records are categorised as: i) Permanent, ii) Semi-permanent, and iii) Temporary.
Permanent Records – Records which are retained on permanent basis include library
policy documents, library procedures and guidelines, documents relating to library origin
and growth, staff sanction approvals, accession registers, user registration forms, audit
reports, inventory of furniture, fittings and equipments, building plan, electrical and sewage
systems plans, etc.
Semi-permanent Records – These records include among others funds utilisation
register, agreements with firms about terms and conditions of supply of books and
access to databases and library circulation records, in-house usage records and online
usage records, etc. Financial records are retained till the audit is over. Similarly records
pertaining to the terms and conditions of supply of a firm need not be retained once
dealing with the firm is over.
Temporary Records – Records which are generated for a specific work are to be
destroyed upon completion of the work. For example, book selection cards/slips are
usually destroyed once the books have been catalogued. These are not destroyed in
case they are used as accession record. Serial registration card is also a temporary
record. Once it is full, it is replaced by a new card.
ii) Records as per their Content
These records include:
i) records of resources,
ii) financial records,
iii) service records and
iv) administrative records.
Records of Resources – These records pertain to books and non-book materials
such as audio books, audio-visual works, brochures, computer software, dissertations,
globes, maps, microfiches, microfilms, photos, postcards, posters, reports, serials, slides
and stamps.
Financial Records – Accounts books such as budget register, registers showing
section-wise allocation of funds and bill register are financial records.
Library Service Records – These records include among others inter-library loan
record, circulation record and reference service record, etc.
Administrative Records – The number of staff varies from library to library. There
are libraries which are run by a single staff. Others have staff varying from a few to
more than a hundred. Every staff has got a service book that maintains records of his
entire service starting from his application for the service. Confidential reports of every
staff written by their seniors are also carefully maintained. These are all important
administrative records.
iii) Records by Form of Presentation
These records are of two types – descriptive and statistical. Annual reports of a library,
123
Library Routines the stated library policies, minutes of various meetings, etc. are descriptive records. A
library purchases a number of books in a year, processes them, issues them to the
readers, replaces them after their return; and so on. Every day a number of readers use
the library, some of them ask questions, want some services and so on. At the end of
the year, cumulated records are analysed and data generated indicating the number of
books purchased, processed, issued, number of queries answered and photocopies
supplied, etc. and progress made over the previous years. These are statistical records.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
2) Explain the ways of categorising of library records.
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7.2.4 Records Maintained by the Individual Sections of

Libraries
Libraries organise their activities under a departmental structure. The actual organisational
structure in a library depends upon the size of its collection, the span of library functions
or the administrative needs of the parent body. The following structure, with marginal
variations, is more common among libraries:
i) Acquisition Section
ii) Technical Processing Section
iii) Circulation-cum-Reading Room Section
iv) Reference and Documentation Service Section
v) Periodicals Section
vi) Maintenance Section
vii) Administration Section
Each section creates and maintains records to help conduct its routines in a systematic
order.
i) Acquisition Section
This section is responsible for building up the library collection. The process of collection
building begins with the formulation of library collection development policy and
subsequently on its implementation on the following lines:
 Receiving suggestions from library members, staff and authorities,
 Recording suggestions for each title on book selection slips,
 Checking slips with various records for resources available in the library holdings
124 to ensure that no title is duplicated unintentionally,
 Placing order with an appropriate supplier, Library Records

 When the ordered material is received - it is checked for correct supply, entered
in the accession record and transferred to the Technical Section for further action,
 The invoice for the supplied material is recoded in a register, adjusted against
financial provision and passed on to the finance department responsible for payment.
The above description of acquisition of materials through purchase order method
necessitates the creation of following types of records:
Ledgers – There are different ledgers for record keeping as described below:
 Ledgers for recording of invoices i.e. bill registers for every category of library
materials such as books, serials subscription and non-book materials including
electronic sources.
 Ledger for adjustment of expenditure against funds allocation already made for
each subject/department, i.e. budget allocation register.
 Ledger for accessioning of materials, i.e. accession register/accession cards tray.
Files – Libraries create and maintain a number of files as records for several different
purposes. These can be categorised hereunder.
 Correspondence File – This type of file is used to keep all correspondences
with the suppliers of library materials. Correspondences may be orders, reminders,
complaints regarding supply of damaged or wrong books, etc. Correspondence
files may be more than one. If a library is obtaining periodicals through consortia
and books, etc. through institutional membership, then a file for the purpose is
required. A library may receive books, periodicals, etc. through exchange or gift,
in that case also another file is required for the purpose.
 Suggestions File – This file contains suggestions received for books, periodicals,
etc. from library members, staff of various departments and authorities.
 Legal File – This file contains agreement documents such as terms and conditions
of supply of general or rare books, serials, electronic sources, exchange of
publications and receipt of gifts, etc.
Cards and Slips in Trays – These trays are used to hold suggestion cards/slips, slips
for books on order and books awaiting technical processing.
Statistical Sheets – These contain records as to the number of books selection slips
prepared, checked and filed in order tray, removed from order tray, etc.
ii) Technical Processing Section
The department has three distinct functions: classification, cataloguing and physical
processing. The first two functions are done with the help of classification schemes and
cataloguing codes adopted for the purpose, often with certain deviations in constructing
class number or in providing details in the catalogue entry for a document. This is done
in response to meet the local needs of the library. The library may decide to drop
providing added entry for editors or class books on biography under 920 (DDC number)
only. Such policy decisions are recorded in a file called authority file, for future reference.
Authority File - The authority file is the only file maintained in the department for
recording deviations adopted by library in constructing class number, in providing details
125
Library Routines in a catalogue card entry or in preparing maximum of number of cards for a book. Such
deviations are called local variations.
Cards – Catalogue cards and shelf list represent the library collection. These are the
two records which are generated by the technical department. The shelf list is usually
retained in the department and the card catalogue is placed close to the entrance lobby
or reading area. If any book is lost or withdrawn from the library, the relevant cards are
removed from the catalogue cabinet and shelf list.
Statistical Sheet – The sheet records the number of catalogue cards prepared, filed,
updated by adding information for additional copy of a book, cards replaced or
withdrawn, etc.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
3) Write a note on statistical form of records in acquisition and technical processing
section.
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........................................................................................................................
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iii) Circulation Section
The main function of the circulation section is charging and discharging of books. For
carrying out this function successfully, the department has to perform many activities.
Some of these are reservation routines, bespoken card writing, requisitioning materials
on interlibrary loans, etc. Although binding is a distinct administrative function, it is dealt
with by circulation department in some libraries as it involves keeping record of books
going out from the library. These activities call for creation and retention of a number of
records in all the three formats - ledger, files and card:
Ledgers – The ledgers maintain records of interlibrary loan materials, overdue charges,
receipt books for overdue charges.
Files – There may be one or more files keeping various types of documents such as
letters, list of books, etc. The circulation section will have files relating to library circulation
policy, registration of library members, inter-library loan service and correspondence
on overdue books or reserved books, binders for getting the books and periodicals
bound, users complaints, etc. If the correspondence volume is small one file may serve
the purpose for all these otherwise different files may be opened depending on the
need.
Cards – In many libraries the issue record is based on membership card. When a book
is issued to a member, her/his membership card is filed in the tray. When the book is
returned, the card is removed from the tray and returned to the member. Membership
cards filed in the tray is a valuable record that indicates the books that are issued out.
 Book cards of books sent for binding, repair, digitisation, etc. are also maintained
systematically. When the books come back to the library after binding, repair,
126
 digitisation, etc. the book cards are inserted to the relevant books and then they Library Records
are shelved.
 Membership application forms or cards are also important records. Basing the
data contained in the cards or forms, it is possible to know the total number of
members, types of members by age group, by level of education, etc.

Fig. 7.1: Circulation Section Card

Statistical Sheet – The statistical sheet records data as to the number of books issued,
shelved and repaired, reminders sent, interlibrary loan request fulfilled, etc. These records
provide valuable indicators as to the workload, types of materials in demand, number
of books shelved, number of books repaired, etc.
iv) Reference and Documentation Service Section
The nature and level of reference service varies with the nature and size of a library. In
public libraries it is mostly question answer type service. In academic and special libraries
in addition to such queries, the staff is also expected to prepare documentation list and
offer current awareness service. In special libraries, the staff is also expected to provide
selective dissemination of information (SDI) service to individual scholars. Since much
of the dealings in reference section with users are about providing reference service
with the help of reference tools not much records are generated or maintained in this
department. The following types of records are maintained in the department:
Cards – Scholars’ profiles are maintained on specially designed cards for providing
SDI service to them.
Files – Reference enquiries received through various channels like telephone, e-mail,
127
Library Routines SMS, letters and so on. In most cases replies are also given using these channels. A
copy of the reply is kept in the file which may help in replying queries in future if it is on
the same topic.
Statistical Sheets – Statistics of: i) queries attended, ii) abstracts of articles prepared,
iii) bibliographies compiled, iv) SDI services provided, etc are maintained on a daily
basis and cumulated on yearly basis.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
4) Explain why records are not generated or maintained in large numbers in a reference
section?
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v) Periodical Section
Different libraries have different system for organising acquisition and maintenance of
periodicals. Libraries with large number of serials’ subscription organise the entire routines
in an independent section. Smaller libraries often include subscription and related routines,
along with books, in acquisition section and leave the receipt and display, etc. only for
a separate section. Various records are maintained in this section relating to ordering,
receipt and non-receipt of periodicals, issuing of reminders and binding of periodicals,
etc.
Ledgers – Some libraries use Kardex for recording receipt of periodicals. Many libraries
record the receipt of periodicals in a register. If the serials department places orders for
periodicals on its own, then it will have to maintain a bill register also.
Files – Depending on the need one or more files may be required. The following
papers or documents are kept in the files:
 Correspondence relating to subscription of periodicals. It may include quotation
papers, price list from the publishers, list of periodicals, suggestions received from
users, etc.
 An organisation publishing periodicals gets many periodicals in exchange of their
periodicals. All correspondences and related papers are to be maintained properly
for the smooth functioning of the activity.
 Many libraries are members of one or more consortia. This also results in
correspondence and accumulation of various other papers such as list of periodicals
according to publishers and list of members of the consortia.
 Non-receipt of issues, receipt of defective copy, duplicate copy, or unsubscribed
copy also leads to correspondence.
Cards – Some libraries use cards for recording the receipt of periodicals, issuing
reminders for the non-receipt of issues, expected date of arrival of the next issues and
128
so on. The cards are of varying sizes. For example, the Kardex card is usually bigger Library Records
than the catalogue cards.
Statistical Sheet – Number of serials registered against subscription, gift, exchange,
or consortium, reminders sent, volumes prepared for binding and such other routines of
the section are maintained in the statistical sheet.
vi) Maintenance Section
The section is primarily concerned with upkeep and maintenance of library materials in
good condition and in an order that helps users to have access material with ease. For
achieving this objective, the section puts the collection in different sequences and in a
specific order in each sequence. It provides the stack area with helpful guides and
identifies titles in need of repair or binding. It makes periodic check to identify books
which need weeding out from the collection. The section also conducts stock verification
at fixed intervals, as per library policy. The records in the section are mainly in the form
of list of books kept in files. The list may include the books that are withdrawn from the
shelves for weeding out or repair. The notes in the files may relate to the acquisition of
new furniture, removal of old or unused furniture, request for equipment and materials
for cleaning, etc. Preservation of rare and important documents is also an important
activity of a library. This also generates a lot of records.
Files – All the records generated by the activities discussed above are maintained in
files. Often more than one file is required.
vii) Administration Section
The administration section looks after the administrative activities of a library which
involves library manpower, finance and accounts, library building, library assets such as
furniture and equipment. It also functions as the nodal point for contact with the
administration of the parent body of the library. The records in administration are mostly
in the form of files, registers and ledgers.
Manpower Records – The manpower record comprises among others the attendance
register, service books of employees, leave records and staff deployment record. Salary
and wage records are also maintained where the library is the wage disbursing authority.
You should note that some of these records are in the form of registers.
Statistical Records – Statistical sheets collected from each department are
consolidated whereby the overall scenario of the library comes up.
Financial Records – These records comprise correspondence relating to annual
budget, budget register, budget allocation and utilisation register, etc. The last mentioned
record is very useful as it always provides information as to money already spent and
the money that remains to be spent. When anything what needs to be purchased this
record is always very useful.
Records of Library Assets – Every library has various types of assets comprising
book shelves, almihras, tables, chairs, fans, etc. In modern libraries there are computers,
photocopying machines, microfilm reader-printers, videos and so on. All these furniture
items, fittings, machines, tools, etc. are recorded in a register. When something is issued
to someone, a record is maintained. Record is also maintained for those items that are
written off.
Records concerning Library Development, Policy, etc. – These records include
annual report of the library, proceedings of library committee meetings, development
129
Library Routines plans and proposals of the library, library rules and regulations, contracts and agreements
and so on.
Library Building Records – Many libraries have their own buildings. There are
records relating to library building plan, maintenance and repair. A library usually grows
requiring construction of new rooms, new storeys and at times new buildings. Security
is of great concern for a library as it contains many rare books, manuscripts and other
valuable materials. Hence flawless security arrangement is made. All these also generate
records. These records are usually maintained in files.
Disaster Management Manuals – Disasters like fire, flood, earthquakes and tsunami
sometimes afflict libraries. That is why many libraries prepare disaster management
manuals that act as guides to help librarians to save valuable books and other materials
of the library when a disaster strikes. Records are usually maintained in the record
room by the record keeper who functions under the head of the administration
department.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
5) Enumerate the records of the administrative department of a library.
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7.4 SUMMARY
Records in library terminology are documents containing details of processes, activities
and results of some functions of either the whole organisation or a part of it.
Records bring uniformity in library tasks and serve as standard for evaluation of
performance. They are used as supporting documents for new proposals and serve as
source materials for compiling the history of the library. They also help meet audit
scrutiny and justify the need for library as a social institution.
Records can be divided into various categories by using different criteria such as their
life span, contents and form of presentation of information.
Library records are maintained in the form of ledgers, registers, files and cards/ slips.

7.5 SUGGESTED ACTIVITIES

Visit a nearby library and collect the details of the following records:
 Accession register
 Attendance register
 Correspondence files
 Statistical sheets
 Library manual
130  Library assets
 Library Records
7.6 ANSWER TO SELF CHECK EXERCISES
1) Records are needed in a library because they bring uniformity in routines, render
help for evaluation of performance, efficiency and achievements, lend support to
various library proposals, act as source materials for constructing the history of a
library, serve as a tool for efficient access to the library resources, provide proof
of budget utilisation for the fulfilment of audit requirements, indicate workload that
helps in rational allocation of manpower among the departments and finally justify
desirability of library services for society.
2) Records are categorised according to their (i) life span, (ii) contents and (iii) forms
of presentation. When records are categorised according to life span, we find
three types of records. They are permanent, semi-permanent and temporary.
Records of library resources, finance, services and administrative functions are
based on their contents. Records can be categorised according to the form of
presentation of information also. Such records either provide descriptive account
or statistical data.
3) The statistical sheet records data about daily performances in various sections. In
the acquisition section it records the number of book selection slips prepared,
checked with existing records, filed in order tray and filed in receipt tray, etc. In
the technical processing section it records data about books and other documents
classified and catalogued, catalogue cards filed, corrected, replaced, withdrawn,
etc.
4) Reference job mostly requires staff to work with the resources in the library. The
moment information is located it is made available to the scholar. Therefore the
department does not maintain many files.
5) An administrative department of a library has records relating to: (i) manpower,
(ii) finance, (iii) assets, (iv) development proposals, plans, etc, (v) building and (vi)
disaster management manual.

7.7 KEYWORDS
Audio Book : A recording of a book, magazine or periodical
article being read.
Authority File : It contains a record of all decisions made by
cataloguers or classifiers in a library.
Bespeak : Express the need or desire for, ask for.
Content : The body of the record, that is, the information
or text it contains.
Kardex : A paper-based record-keeping device or system
that uses products that bore the Kardex
trademark.
Ledger : A book of commercial accounts in which records
of debit and credit are posted.
Serial : A publication such as a newspaper or a journal
issued in successive parts, consecutively
numbered and intended to be indefinitely. All
periodic publications issued regularly or irregularly
are covered by this term.
131
Library Routines
7.8 REFERENCES AND FURTHER READING
Harish Chandra, Swamy, P. N., Sharada Raman, and N. Jagadeesan. “Digital Initiatives
with Special Reference to Library Membership Records at the Central Library of Indian
Institute of Technology, Madras”. National Conventional on Library and Information
Networking (NACLIN 2000), Chennai: Papers. Ed. H K Kaul and Harish Chandra.
New Delhi: DELNET, 2001: 37-51. Print.
Information Solutions Group. Managing Records as the Basis for Effective Service
Delivery and Public Accountability in Development. July 2000. Web. 12 May 2013.
<ht t p: / / s it er es o ur ce s. wo r ldbank. o rg/ E X TARCH I VE S / R eso ur c es/
Core%[Link]>.
Mittal, R.L. Library Administration: Theory and Practice. Delhi: Metropolitan, 1984.
Print.
Ranganathan, S.R. Library Manual for Library Authorities, Librarians and Library
Workers. New Delhi: UBS, 1988. Print.
---. Library Administration. Bangalore: Sarada Ranganathan Endowment for Library
Science, 1959. Print.
Susan Healy, “ISO 15489 Records Management- its Development and Significance”.
Records Management Journal. 11.3 (2001):133-142. Print.
University Computing Centre. Records Management: Best Practice Guidelines; Part
2 - Fundamentals of Information and Records Management. Web.11 may 2013.
<[Link]

132
UNIT 8 LIBRARY MAINTENANCE
Structure
8.0 Learning Outcomes
8.1 Introduction
8.2 Need for Maintenance of Library Resources
8.3 Basic Functions of Library Maintenance
8.3.1 Arrangement of Resources
8.3.2 Maintenance of Shelf Arrangements

8.4 Stack Maintenance Functions

8.4.1 Shelving
8.4.2 Shelf Rectification
8.4.3 Shelf Refurbishing

8.5 Furniture and Equipment for the Maintenance Section

8.6 Weeding
8.6.1 Need for Weeding
8.6.2 Criteria for Weeding
8.6.3 Weeding Process
8.6.4 Barriers to Weeding
8.6.5 Benefits of Weeding
8.6.6 Disposal of the Weeded Materials

8.7 Stock Verification

8.7.1 Process of Stock Verification
8.7.2 Methods of Stock Verification
8.7.3 Advantages of Stock Verification
8.7.4 Disadvantages of Stock Verification

8.8 Summary
8.9 Answers to Self Check Exercises
8.10 Keywords
8.11 References and Further Reading

8.0 LEARNING OUTCOMES

The maintenance work in a library makes significant contribution to the orderly
arrangement of library materials and to library cleaning, shelf rectification and library
materials preservation. Both these functions are essential for efficient service to library
users. After reading this Unit, you will be able to:
 discuss the need for the maintenance of resources;
 explain the methods of arrangement of resources into sequences;
 identify methods of shelving of resources on the shelf;
 describe ethics of shelving;
133
Library Routines  elaborate components of shelving routines;
 describe different types of furniture for shelving work;
 highlight different stacking systems;
 describe weeding/deselecting of documents, need and methods; and
 discuss the need for stock verification of library materials.

8.1 INTRODUCTION
Maintenance of an institution refers to all such functions that are required or undertaken
to keep its systems, resources and facilities in good condition, at its original or designed
capacity and efficiency and for intended purposes. Maintenance of a library thus, includes
all such functions and activities as are essential for keeping its building, resources and
facilities in good shape, fit enough for discharging library functions and services efficiently.
In this Unit however, we shall confine our study to the corrective and preventive
maintenance of library resources.

8.2 NEED FOR MAINTENANCE OF LIBRARY

RESOURCES
Libraries build collections to meet information needs of their members; but it is also
essential and important to ensure that libraries meet their needs effectively as well as
expeditiously. This sort of goal can be achieved provided: a) library maintains its resources
arranged in a systematic manner and b) that the resources are regularly shelved in
proper sequence and order which invariably gets disturbed during use. The need for
and purpose of library maintenance are:
1) To enable user-friendly access to library resources (This requires proper
organisation of resources into sequences and keeping resources in each sequence
arranged in proper order on the shelves).
2) To help protect and preserve library resources against damaging agents (This
requires a proper system of cleaning and dusting of shelves and books on regular
basis).
3) To keep the collection in usable condition (This requires a proper system of
repairing damaged items and replacing missing book cards, tags, date slips in
library materials).
4) To keep the collection relevant to users (This requires implementation of a process
of weeding of out dated, out of course materials and of all such other materials as
are not in accordance with the aims and objectives of the parent bodies).
5) To ensure that the collection is kept safe and its stocks verified as per items in the
accession records of the library.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
1) Justify, in brief the need for maintenance work in a library.
134 ........................................................................................................................
 ........................................................................................................................ Library Maintenance

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8.3 BASIC FUNCTIONS OF LIBRARY

MAINTENANCE
The basic function of maintenance is to ensure orderly arrangement of library resources
on stacks and to undertake this function in accordance with the laws of library science
in general and saving the time of the reader in particular. There two components of
library maintenance activity: a) arrangement of resources and b) maintenance of shelf
arrangement.

8.3.1 Arrangement of Resources

The arrangement of library resources is carried out in two stages. In the first stage
library resources are organised into broad groups of publications called sequences. In
the second stage, the resources in each sequence are arranged according to a selected
system, into shelves.
Sequence wise Arrangement
The arrangement of resources into sequences broadly depends upon the category and
size of library. A small library may have only two sequences, books and periodicals.
The guiding principles for choosing sequence, in case of larger libraries, are the internal
and external characteristics of resources. Internal characteristics are related to the content
of publications, while the external are concerned with the physical features of publications.
The actual adoption of sequence wise arrangement also depends upon the category of
the library i.e. public, academic, or special.
Internal Characteristics
a) Language of subject-content, (English, Hindi, Urdu)
b) Levels of treatment of the subject-content (Children, Adult, Neo literate, Research
Scholars, etc.)
c) Style of presentation of the subject-content (Reference books, Statistical tables,
Quotations, Geographical information, Textbook, etc.)
d) Content value (Antique or rare, due to one or other reasons).
External Characteristics
1) Size of the book (under size, normal book, over size).
2) Physical condition (Brittle paper, profusely illustrated, Binding of rare quality).
3) Quality of base materials used for recording information (papyrus, leather palm
leaf, film tape).
4) Method of transcribing information (Manuscript, Printed ).
The above characteristics may be used independently or in combination, to decide the
number of sequences for a library collection.

135
Library Routines Libraries also form sequences to satisfy local needs, independent of internal or
external characteristics. These include:
1) Personal Collection of an eminent person given to a library, e.g. “Sir Aushutosh
Collection” at the National Library, Kolkata.
2) Collection bringing together total library resources on a person or area where
these become in themselves a subject of study, e.g. Chinese Study Collection,
or NEHRUANA.
3) Temporary sequence. Libraries may put together books on
 a theme of a conference being organised by the parent body
 an event of significance taking place in the library campus or in the country
e.g. Non Alignment Conference, Common Wealth Games
 a person who has been conferred with an honour of international significance
e.g. Nelson Mandela.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
2) Describe the sequences generated by external characteristics of documents.
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Arrangements of Publications on the Shelves
The question of physical arrangement of publications in shelves comes after the sequences
needed in a library have been finalised. Library materials in any sequence must be
shelved according to a method which makes identification of the desired title on the
shelf accurate and easy. The following are some of the available methods for shelving
books under a sequence:
 Subject wise, based on a standard scheme of book classification.
 Alphabet wise, using the first letter from title or from author’s name of the book.
 Serial number wise, using the accession number of the book.
Among the above three methods, the methods based on alphabet or serial number
appear useful due to their apparent simplicity in locating a title but not in identifying a
required title by subject. Users need books on a subject and they will fail in identifying
books on a specific subject if publications are arranged alphabet wise or serial number
wise. Besides, alphabetical order scatters books on a given subject and also presents
problems in their re-shelving. Similarly serial number wise arrangement scatters books
on a subject all over the library.
The arrangement of books in shelf by class number has been found to be the most
helpful method of shelf arrangement. Arrangement by author or by title of the books
136
may be used in libraries where both, users and collection, are small. We may arrange Library Maintenance
books on fiction by author name to bring together all books by one author.
The other methods of shelving, used in libraries, include:
 Parallel arrangement
 Block arrangement
 Ribbon arrangement
 Broken order arrangement
These methods of shelving are discussed in detail in Unit 6 of Course BLII-012 of this
Programme.

8.3.2 Maintenance of Shelf Arrangements

Maintenance of arrangements of the collection in the stacks calls upon the staff to carry
out certain functions which include:
 Shelving of books, received from technical section, or/and from circulation section,
 Dusting and cleaning of books as well as shelves,
 Checking physical conditions of documents, to identify those in need of repair
and/or binding,
 Replacement of missing essential stationary items in books, such as book card,
tags, due date slip.
These functions are essential not only for meeting the information needs, but also for
preservation of the collection. Regular dusting and cleaning wards off biological elements,
a major source of damage to the library materials. Timely repair of torn pages saves
books from further damage.

8.4 STACK MAINTENANCE FUNCTIONS

Stack maintenance is all about maintenance of sequence and shelf arrangement. Its
functions include: a) shelving, b) shelf rectification, and c) shelf refurbishing.

8.4.1 Shelving
Shelving is putting back materials in their designated place in a shelf. Shelving is an
essential, routine activity of a library which must be carried out on daily basis to keep
publications arranged on the shelves in proper order. Shelving order gets disturbed
during browsing process and due to circulation function.
A library must have an accurate and efficient shelving operation for a good library
service. Backlogs of un-shelved materials cause delays in service and require staff time
to locate materials. In closed access system only library staff had access to stacks,
maintaining an accurate arrangement was at least possible. But with the advent of the
open access system, maintaining orderly collections of materials has become a constant
battle. A wrongly shelved book is as good as a lost book till such time when it is
accidentally spotted. Shelving is also a requirement to accommodate new acquisitions
once these are transferred, after processing, from the technical section. Shelving staff is
also responsible for cleaning each book before its shelving and regular cleaning of the
racks. The staff keeps an eye on the missing shelf guide and bay guides for prompt
137
Library Routines replacement. Shelving also has its impact on preservation of the materials. Lack of care
in handling books during shelving often damages binding of the books. The routines
are, therefore, guided by certain normative principle called ethics of shelving as follows:
 Straighten the shelves constantly,
 Keep all books in a straight line,
 Keep the spine of the books parallel to the front border line of each shelf,
 Eliminate “lean” by pushing the loosely shelved books from the right to the left,
 Leave some space unfilled in each shelf and
 Use book trolley for transporting books to the required shelving zone.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
3) Describe the ethics of shelving.
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8.4.2 Shelf Rectification

Rectification in a broad sense refers to overseeing the proper maintenance of shelves
from the point of view of maintaining correct order of books in shelves and maintaining
books in good condition. Shelf rectification helps improve ease of access and contributes
to the preservation of the materials. It constitutes as an important activity in the open
access system wherein frequent user access to collections results in misplacement of
materials as well as damage to documents. Rectification consists of the following routines:
 Maintenance of correct order, both in sequence and in shelf,
 Replacement of missing stationary items in books such as due date slip, book
pocket book cards and tags, etc. at the appropriate places,
 Identification of materials in need of repair/ binding. Minor repair is carried out on
the spot,
 Identification of badly damaged books that need special binding by a professional
binder or need replacement with a new copy of the title.

8.4.3 Shelf Refurbishing

Refurbishing is a process of intensive cleaning of the entire collection, either on annual
basis or as a year-long ongoing process. From the point of view of preservation of the
collection it is an important preventive maintenance activity of library. It involves an
active and well organised book repair arrangement. For this purpose the library must
have all the various required tools and stationary items. All the torn pages should be
repaired with quality tissue paper, tags, date slip, etc. should be replaced; protective
138
covers should be provided to books in need of such covers. The refurbishing work Library Maintenance
may be carried out in a planned way by dividing the entire library in various areas. Each
area is taken up at one time. The work follows the following routines:
 Identifying the area and collecting the needed tools and equipments,
 Removing books from the shelves,
 Cleaning shelves and dusting each book individually,
 Identifying books in need of repair and keeping them aside,
 Replacing cleaned books in shelves and
 Sorting books in need of repair into two categories, one which could be repaired
by the maintenance staff and the other which need professional treatment.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
4) Describe routines of refurbishing.
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8.5 FURNITURE AND EQUIPMENT FOR THE

MAINTENANCE SECTION
In order to carry out the functions efficiently maintenance section in a library requires
the following additional equipments and furniture:
Book Lift
In a multi-storey library building book lift is used to transfer retuned books from
circulation counter to various floors. It is also used for transferring processed books to
stack areas and to bring down books to be sent to binding firms or to the library
bindery.
Book Repair Table
Specially designed table with provision for stocking tissue paper, board, gum bottle,
scissor, knife, etc. are required for minor repair work by library staff.
Book Supports
Book supports are required to protect books in shelves from becoming lean or loose.
Book Trolley
Book trolley is like mobile book rack used to transfer books from circulation section
and from the technical section to the stack area for shelving. It is also used in shelving
books in the stack. Like all other library furniture items, BIS has developed standard
for book trolley also. 139
Library Routines Shelving Table/ Sorting Table
Stacks on each floor need sorting tables where books for shelving are downloaded
from trolleys and reloaded after these have been sorted bay wise.
Stools
Some readers find it difficult to reach for books at the top shelf of a unit rack of standard
height. Persons of short height and weak eye sight often need to be closer to the upper
shelves in a rack. Stools are helpful in such situations.
Unit (one sided) Rack
Provision of such racks on each floor of stacks is helpful for temporary placing of
books brought for shelving from various sections.

8.6 WEEDING
According to Stanley J. Slote weeding is “removing the non-core collection from the
primary collection area”. Once a material has ceased to be of relevance to the user
community, it is considered a hindrance in the way of reaching to the required materials.
Weeding is also called de-selection, relegation and discarding. But some of these terms
have certain specific connotations. De-selection is used as a decision for weeding. It is
based on those very considerations which play a role in selection of a title for acquisition
in the library. Relegation is transferring a material not of current relevance but might
serve a need at some later period and therefore it is transferred to a secondary storage
area. Discarding is removing unwanted material from the library for all time. Therefore
the term weeding is more appropriate to describe the function of removing unwanted
materials from the collection.

8.6.1 Need for Weeding

Library, according to Dr. S. R. Ranganathan, is a growing organism. A library remains
relevant to its clientele with addition of new literature on regular basis. It will fail in its
basic function of satisfying the information needs of its users if it stops adding new
literature to its collection. At the same time a building is planned for accommodating a
given number of documents. Once it has reached it optimum size, further addition cannot
be accommodated in it. Further, no one library is capable of meeting the information
needs of the entire group of reader’s interest in a discipline area. Weeding is practiced
to resolve the dilemma the libraries face in the above situations.
The need for weeding varies with type of libraries. According to Evans, “public library
collection is built up to meet current needs and these are not much relevant for longer
period, therefore collection should completely turn over every 10 years”. Special libraries
are very cautious in selecting materials for their users. Their storage space is small and
they are aware of the changing needs of their clientele. They may resort to continuous
review of their collection. Academic libraries acquire complete records of human
knowledge. In their case weeding should be of those materials only which contain
misleading text, or physique of the material has become ugly and worn out, or has been
superseded.

8.6.2 Criteria for Weeding

Weeding, though essential, is a very sensitive issue in libraries. Baring a small number of
books with sizable number of missing pages selection of titles for weeding is subjective
140 in nature. The following are some guiding criteria for weeding of titles:
 Physical deterioration beyond repair, Library Maintenance

 Content superseded by new edition,

 Change in aims and objective of the parent body,
 Number of copies of a title in excess to the prospective demand,
 Gifted collection falling outside the scope of the parent body,
 Titles acquired by mistake and
 Shelf time period, i.e. time period that has elapsed since last issue date.

8.6.3 Weeding Process

Weeding of library materials is as important as selection of titles for acquisition. It requires
the same level of knowledge and understanding about the academic needs of library
users. Library also needs to identify staff suitable for the job and their orientation about
the work before they are pressed into the task of weeding books. The work is better
done during the lean period of library use. The steps involved in the weeding process
are:
 A team of supporting staff to suggest titles suitable for weeding.
 Team of professional staff to examine suggested titles for their suitability for weeding.
 Invitation to user groups to re-examine suggested titles for their suitability for
weeding.
 Preparation of a list of titles recommended for the approval of the library authority.
 Stamp “Weeded Out” in the accession record against each and every title approved
for weeding.
 Make appropriate corrections in the card catalogue and shelf list in respect weeded
out titles.
 Weeded out books may also be stamped “Weeded Out”.

8.6.4 Barriers to Weeding

Although there are no two opinions about the importance of weeding, a few libraries do
not succeed in weeding. The main reason for their failure is the undercurrent murmur
within the user community. It is their misconception that important books from the
library are removed in weeding. Besides, there is a common thinking that each book
has at least one reader who would turn up some day looking for the title. There are
other reasons that also serve as barriers to weeding:
 Prevalent belief among librarians that library culture is to build up collection and
not to deplete it,
 Widely held impression that after all weeding does not create new space,
 Fear of committing mistake in weeding which could result into losing some important
titles,
 Weeding is a time consuming process and cannot go along with other functions
and therefore gets postponed,
141
Library Routines  Decision about lack of relevance of a document is considered a subjective decision,
 Lack of support from the user community,
 The common perception is that library prestige lies in its large collection and
 Occasionally legal problems come in the way where weeding is called as wasting
of public fund.

8.6.5 Benefits of Weeding

The following are some of the arguments that have been advanced in support of weeding:
 Weeding helps libraries to keep their collection to optimum size,
 Maintenance of library is an expensive operation, weeding leads to savings in the
cost of library maintenance,
 It improves access to the desired materials,
 It creates space for new additions,
 It improves the value of the library materials.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
5) Discuss in brief the need for weeding.
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6) Explain why only few libraries succeed in carrying out weeding?
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8.6.6 Disposal of the Weeded Materials

Weeded materials may be sorted into a few categories as follows for further steps, e.g.
 Titles suitable for relegation to alternative storage,
 Titles fit for repair and preservation,
 Titles that may be distributed among libraries considered more appropriate,
 Titles fit for destruction through shredding.

142
 Library Maintenance
8.7 STOCK VERIFICATION
Stock verification, in the context of library, is done to account for library books and
other library acquisitions as per accession records. The inventory gives an idea of what
the library has and what needs to be replaced. Stock verification is also done to check
the order and condition of library books, to identify those items that need to be cleaned,
repaired or mended. Staff can also identify materials in various class subjects. Libraries
are expected to carry out physical stock verifications at fixed intervals. Though primarily
it is to be carried out to identify missing books in a library, it also, in the process,
identifies those materials which need replacement or repair. In the past periods, need
for stock verification was felt important since during those days books were rare and
were considered very valuable as replacement of missing books was almost impossible.
Books were kept under lock and librarian in those days was a custodian and therefore
was accountable for any loss.
The philosophy that “books are for use” and the need to keep books in open access
system have now changed the scenario in libraries. The function of shelving which also
includes rectification and refurbishing has taken over the responsibility of keeping books
neat and clean and duly repaired, if needed. Libraries now require proper security
system under the charge of a caretaker/security in charge. Stock verification has been
replaced by the concept of stock evaluation. Librarians are now expected to justify if
their collection and the services that they have provided, have met the information
needs of their user community. In our country, however, sock verification is still an
important responsibility of a librarian, more so in small libraries such as school or college
level libraries.

8.7.1 Process of Stock Verification

Stock verification is in effect, counting of books present in the library vis-a-vis titles in
the stock register. The work involves three distinct activities relating to the collection.
These are:
 Counting of the books,
 Rectification of the accession record and shelf list and
 Preparation of a report for the consideration of the authorities.

8.7.2 Methods of Stock Verification

The counting has to be done in such a way that it gives a correct picture about the
available materials in the library. The following are some of the available methods for a
fool proof count:
 Accession Register method
 Dummy accession register method
 Book Cards method
 Numerical counting method
 Shelf list method
 Sample stock verification.

143
Library Routines Accession Register Method
The method requires two persons to carry out the counting. One person takes out the
book from the shelf and speaks the accession number; the other person opens the
register and after locating the number, puts a tick mark against the number. This process
is repeated throughout the entire stack areas. On completion of the round, a list of all
unmarked items is prepared as missing books. The job of tick marking is carried out at
all those places where a record about book is likely to be available, such as issue
counter, binding list and technical processing section, etc. The method is simple but
time consuming, prone to committing mistakes in wrong marking. It also needs cleaning
the register on completion of checking.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
7) Describe methods available for stock verification.
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Dummy Accession Register Method
A plane sheet register with serial number beginning from one and going up to the last
number in the actual accession register is printed with numbering machine. The printing
is done on each page in vertical multiple columns as per space on the page. One person
announces the accession number of the book in the shelf, the other person holding the
dummy accession register cancels the corresponding serial number in the dummy register.
This method saves from defacing the actual accession register and also requires relatively
less page turning as a dummy page accommodates a large number of serial numbers.
Book Cards Method
Book cards of each book in a rack are removed and arranged in serial order. The
missing serial numbers are noted separately on a sheet or a book card with only missing
number is prepared and kept separately. This process is repeated in each rack. On
completion of the process the newly prepared cards, arranged in serial order, are used
to type out list of missing books from the accession register.
Numerical Counting Method
Numerical counting is the simplest method of stock verification, in which all the books
in stack on loan or with the binder, etc. are counted and the total number is compared
with total number in the accession register. The difference is the number of missing
books. The system though simple tells only the number of missing books but not the
titles of missing books. The result can be helpful in improving the security system. It
gives no guidance for replacing books which are important and missing in the collection.
Shelf List Method
Shelf list, as we know, is arrangement of a duplicate set of catalogue cards in parallel
144 order to the books in the shelves in various parts of the library. A person sits near a
stack with a tray containing cards corresponding to the books in a particular stack. The Library Maintenance
other person speaks out the accession number and the corresponding card in the tray is
raised in slanting manner. The process is repeated through all the stacks where books
are shelved. At the close of the exercise all those cards, which are found still in their
original position, are taken out to prepare list of missing books. The shelf list method is
both time saving and more reliable method for stock verification.
The list of books found missing in the stacks is, first checked with issue record, list of
books in binding and finally with the list of books identified missing in the previous stock
verification before arriving at the final list of books missing since the last verification.

8.7.3 Advantages of Stock Verification

 It helps in identifying books which are missing in the collection,
 Staff gets an opportunity to become more familiar with the library collection,
 Books which are damaged or have become brittle are identified and rectified,
 Titles which need weeding out are identified,
 Books with missing tags, due date slip, etc., are restored,
 Catalogue and shelf list records are rectified by withdrawing cards in respect of
missing titles,
 Security arrangements are reviewed in the light of loss of books and
 Libraries are thoroughly cleaned.

8.7.4 Disadvantages of Stock Verification

While most of the above advantages are covered under shelf rectification and
refurbishing functions, stock verification presents certain very important disadvantages
to the library functioning.
 Library users are denied library facility during the period of stock verification,
 Members are required to return books borrowed, which obstructs their work,
 Library routines of acquisition, technical processing and readers’ services are
disturbed during stock verification,
 Often the value of the books identified as lost is much less compared to the value
of the staff time lost and the value of inconvenience caused to the readers,
 Some loss of books is a known phenomenon in libraries. No library can claim
zero loss and
 Staff time is wasted for doing the same job which they are even otherwise doing
under shelving.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
8) Discuss the advantages of stock verification.
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Library Routines ........................................................................................................................
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8.8 SUMMARY
Maintenance function is important as it helps improve access to resources making it
more efficient, expeditious and accurate. The basic function of maintenance is: a) to
give a system of arrangement to resources, and b) to maintain the arrangement in a
given order. The resources are arranged in two stages. In the first stage these are
arranged into various sequences based on internal and external characteristics of the
books. Internal characteristics refer to the subject-contents while external characteristics
are concerned with the physique of the book. In the second stage resources in each
sequence are arranged in shelves based on one the various methods available for shelving.
Arrangements in libraries get constantly disturbed by users during searching books for
borrowing or just browsing to find material relevant to their needs. Shelving routine
consists of shelving, shelf rectification and shelf refurbishing and it is an ongoing function
in libraries. There are a number of systems for stacking. In India, conventional stacks
comprising unit racks are more common. Maintenance work requires certain equipment
and furniture items for its smooth functioning. The stack staff also makes use of various
signs to provide help to users in reaching to the required zone while looking for materials
needed by them.
Weeding is removing from the collection such materials that have become unusable due
to: a) their poor physical condition, b) surplus copies, or c) have ceased to be relevant
for current needs of the users. The work of weeding requires the same expertise in the
staff as are needed for selection of materials for acquisition. The work is not appreciated
by user community as for them every title is important. Disposal of weeded materials is
done by segregating them into three categories- for relegation, for distribution among
needy and for destruction. Stock verification refers to verification of the total collection
at appointed intervals primarily to ascertain the loss of books during the intervening
period. It is justified for certain accruing benefits such as identifying damaged books,
obtaining a fresh knowledge about library collection, cleaning of the total collection,
etc. There are counter opinions that it is a legacy of the past period when books were
rare. It is also considered time consuming process yielding little new knowledge about
the loss. Books get lost despite very elaborate security system.

8.9 ANSWERS TO SELF CHECK EXERCISES

1) Libraries build collections to meet information needs of users. However it is even
more important and desirable that libraries achieve their goal of meeting information
needs rather with ease and speed. To meet this goal libraries must ensure that
books remain arranged in proper order on the shelves. Hence library maintenance
is the requirement of libraries for day to day shelving of books back on the shelves.
Library maintenance routines also keep the shelves in order. In addition, library
maintenance in the requirement of libraries for other reasons too. It is to give
protection to library materials against damage and deterioration, identify damaged
and deteriorating materials as soon as possible and get such books repaired/bound
and to generate information about loss of library materials and books that need
replacement.

146 2) The sequences that libraries can generate on the basis of external characteristics
 of documents are under size and over size sequences, rare materials sequence, Library Maintenance
microfilm sequence and manuscript collection.
3) The ethics of shelving are: straighten books on the shelves regularly, keep all books
in shelf in straight line, keep spine of the books parallel to the front border line of
each shelf, eliminate “lean” tendency in shelves and leave some space unfilled in
each shelf and use book trolley for transporting books for shelving.
4) The routines of refurbishing include identifying areas for refurbishing, removing
books from the shelves, cleaning the shelves all over again, books in need of
repair are identified, cleaned books are replaced to their shelves, damaged books
are sorted between those fit for local repair and those in need of professional
binding.
5) The need for weeding can be explained as follows:
 Keeps collection at optimum size
 Saving on cost of maintenance
 Improvement in access to desired materials
 Creates space for new addition
 Improves value of library materials.
6) The small libraries fail to carry out weeding for reasons as follows:
 Considered anti library culture
 It does not create additional space
 Fear of committing mistake
 Time consuming job
 Identification of items for weeding based on subjective opinion
 Lack of community support
 Negative impact on library prestige
 May give rise to legal issues.
7) The methods available for stock verification are as follows:
 Accession register method
 Dummy accession register method
 Book Card method
 Numerical counting
 Shelf List method
 Sample stock verification.
8) The advantages of stock verification are as follows:
 Missing books can be identified
 Staff familiarity with collection improves 147
Library Routines  Damaged and brittle material are identified
 Titles suitable for weeding identified
 Books in which book cards, etc. are missing can be identified
 Catalogue record and shelf list are rectified
 Effectiveness of security system can be checked
 Thorough cleaning of library carried out.

8.10 KEYWORDS
De-selection : Removal of titles from a library’s collection, as a
result of weeding or the withdrawal of missing or
physically damaged materials.
Shelflist : That part of library card catalogue which arranges
cards by call number rather than by author or
title and is used to give location and holdings
information and not to serve as a classified
catalogue.
Stack Maintenance : Stack maintenance is all about maintenance of
sequence and shelf arrangement.
Stacks : Rows of shelves where library books and
journals are stored.
Weeding : The process of removing titles from library
collections that are found damaged beyond
repair, out-of-date, trivial, irrelevant or of little
value compared to the overall collection.

8.11 REFERENCES AND FURTHER READING

Clayton, Peter and G. E. Gorman. Managing Library Resources in Libraries. London:
Library Association, 2001. Print.
Evans, G. Edward. Developing Library and Information Centre Collection.
Colorado: Libraries Unlimited, 1999. Print.
Krishan Kumar. Library Manual. New Delhi: Vani, 1982. Print.
Mittal, R.L. Library Administration: Theory and Practice. 5th ed. New Delhi:
Metropolitan Book, 1984. Print.
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