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 INTERNSH
INTERNSHIP REPORT ON
DR. B. R. AMBEDKAR UNIVERSITY LIBRARY

2023-24

REPORT

Submitted to the Department of Library and Information Science, University of Delhi in partial
fulfillment of the requirements of the Paper No. B-111:
111: Internship Programme of B.L.I.Sc for
the Award of the Degree of Bachelor of Library and Information Science
Science.

Submitted by: - Supervisor: -

Deepa Prof. Paramjeet Kaur Walia

B.L.I.Sc ( 2nd Sem)

Roll No - DLISB23018

Department of Library and Information Science

University of Delhi, Delhi - 110007

i|Page
 DECLARATION

This is to declare that this lnternship Report submitted by me to the Department of Library and
Information Science, University of Delhi, Delhi in partial fulfillment of the requirements of B-
111: Internship Program of B.L.I.Sc for the award of the Degree of Bachelor of Library and
Information Science under the guidance of Prof. Paramjeet Kaur Walia. This report is based one
month internship carried out by me at Dr B. R. Ambedkar University Library, Delhi.

Place: Delhi Name: Deepa

Roll No: DLISB23018
Date:

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 CERTIFICATE

This is te certify that the Project Work Report consisting of internship report on Dr B. R.
Ambedkar University Library Kashmiri gate, Delhi. submit to the Department of Library and
Information Science, University of Delhi, Delhi in partial fulfillment of the requirements of the
Paper No. B-111: Internship Programme: for the award of Degree of Bachelor in Library and
Information Science, University of Delhi, has been carried out by Deepa under my supervision.
I am satisfied that this project work is worthy of consideration for the award of the degree of
Bachelor in Library and Information Science to the best of my knowledge.

Prof. Paramjeet Kaur Walia

Supervisor
Department of Library and
Information Science, University of
Delhi, Delhi.

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 ACKNOWLEDGEMENT

I take this opportunity to express my profound gratitude to my Supervisor Prof. Paramjeet Kaur,
Walia. Department of Library and lnformation Science, University of Delhi, for her meticulous
and expert guidance, constructive criticism, patient hearing and benevolent behavior throughout
my project work research. I shall remain grateful to her for bet cordial, cooperative attitude, wise
and knowledge counsel that acted as an impetus in the successful completion of my project work.
I would also like to particularly thank the Head of the Department Prof. Rakesh Kumar Bhatt, for
giving me support and inspiration during my study in the Department.

I am also thankful to the Dr B. R. Ambedkar University Library Staff and Office Staff for
extending their support in my internship.

DEEPA

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 PREFACE

The man objective of the lnternship Report is to fulfill the partial requirements for the course of
Department of Library and Information Science of the Bachelor of Library and Information
Science it is the output of an one month internship in Dr B. R. Ambedkar University Library.
An internship is a very good opportunity to gain practical knowledge about any real-world
concept Internship bridges the theory with the practice. Thus, it clarifies the theoretical concept
of the students which may not be possible only through class lectures and follow up
examinations, lnternship gives the students a clear-cut idea about what they learnt in the theory
and whether these are implemented in the real world situation accordingly or with modifications.
After the completion of the internship program, I have gathered enough experience about the
periodical section, classification and cataloguing section, acquisition, library program and
services, reference services, stock verification, etc. which I have shared in separate
chapters of the report.

v|Pa ge
 LIST OF ACRONYM & ABBREVIATION USED

MLA - Modern language association

OPAC - Online Public Access Catalogue
DELNET - Developing Library Network
DDC - Dewey decimal classification
ILL - Inter Library Loan
DDS - Document delivery Service
ICT - Information and communication technology
JSTOR - Journal Storage
AACR - Anglo-American Cataloguing Rules
TECH - technial

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 CONTENT

Declaration ii
Certificate iii
Acknowledgment iv
Preface v
List Of Acronym & Abbreviation Used vi
Content
Chapter 1: Introduction 1
Chapter 2: Profile Of Dr. B.R. Ambedkar University Library 3
Chapter 3: Acquistion Of Information Source 13
Chapter 4: Technical Processing Of Information Sources 20
Chapter 5: Maintenance Section 24
Chapter 6: Circulation Section 30
Chapter 7: Discussion and Conclusion 37

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 CHAPTER- 1
INTRODUCTION

1.1 Introduction
Internships are professional learning experience that offers important practical work related to a
student’s field of study or career interest. It also provides the students an exposure to the working
environment.
Top- notch graduate Students in Library Information Science programs can become effective
reference interns to lighten the workload at busy reference desks. (Quartern). Internship are
arrangements in which college students and career Changers lend their talent to companies in
return for an opportunity to develop business skills, learn about a new industry and gain exposure
to the work environment. Internship programs are set up as either non-compensated or
compensated internships. Weather paid or unpaid, an internship position is often quite Beneficial
to the students who participates, for he or she receives real world business experience and an
early opportunity to impress potential employers. Employers too benefits from internship
programs by obtaining the services of skilled personnel for modest cost and by being exposed to
new ideas and perspectives. (Encyclopedia Britanica)

1.2 Objectives

 To understand the main functions of different library sections of Dr. B. R. Ambedkar

University library.
 To understand provisions of library information services of Dr. B. R. Ambedkar University
library.
 To understand the process of selection and Acquisition of various categories Dr. B. R.
Ambedkar University library.
 To know about the Technical processing of books and other source management.
 To know about the other extracurricular activities, programs and events like seminar or
webinar at Dr. B. R. Ambedkar University library.
 To know about the different collection of books, manuscripts, periodicals, microforms and
other art form available in central library of Dr. B. R. Ambedkar University library.
 To understand the various ICT operations.
 To fulfill the partial requirements for Bachelor of Library and Information Science course.

1.3 Purpose

 The internship is completed by the student for the purpose of earning academic credit only.
In some cases, however, as long as the requirements for academic credit are established as a
portion of the overall internship experience, students may receive payment for their work.
 An internship is an opportunity for a student to gain practice in a Dr. B. R. Ambedkar
University library under the guidance of a knowledgeable, experienced, and successful
supervisor.

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 The internship is intended to provide some practical application of skills, and also for
students to come as close as possible to ―entry level‖ experiences for positions similar to
that held by the supervisor.
 Profit and not-for-profit institutions are encouraged to seek placement of a graduate student
from the Department of Library and Information Science at the position of intern. Students
who have skills in various areas of information organization, acquisition, preservation,
service, and presentation are available to work on specific projects in order to gain valuable
experience in the application of such skills prior to entering a professional career.

1.4 Scope
The Internship for BLISc is conducted from 05/06/2024 to 04/07/2024.It is an Internship and this
Internship report based on various library function of Dr. B. R. Ambedkar University library.
This report highlights the different operation and management of Dr. B. R. Ambedkar University
library. and various Library operations covered in the study are as follows: Periodicals,
Acquisition, Circulation etc. This study includes webinars which is part of the internship and
conducted by Dr. B. R. Ambedkar University library. During this period we learn about
acquisition section, circulation section, technical processing, KOHA module, and different
sections of Dr. B. R. Ambedkar University library.

1.5 Methodology
Internship is count as a primary data collection because in this we work in the field and through
our own individual experience we provide data or necessary content to the report so in the same
way this internship report will based on qualitative research. All the information is provided
through, primary sources for instance: individual observation, field work experience, and
questionnaire. All the References in internship report are arranged by alphabetical order by
surname of the author According to the Modern Language Association of America (MLA)
handbook for writers of Research Papers, 9th edition. The prescribed style is used throughout the
Intesrnship work report.

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 CHAPTER-2

PROFILE OF DR. B. R. AMBEDKAR UNIVERSITY LIBRARY

2.1 Introduction
Dr. B.R. Ambedkar University Delhi has a rich and rapidly growing library, is located in three
modern campuses, with a fast-growing subscription base of Print and online resources. The
library is fully automated with KOHA open-source software for daily housekeeping operations
of library across all campuses. All campuses are well connected with web and can be accessed
everywhere. The library users can access all the resources offline as well as online mode. Library
is playing a great role to support the vision and mission of university through its resources and
services. It has always been striving hard to meet the expectations of its users. More than 16
qualified professionals run the libraries in all campuses. Library endeavours to further improve
all its efforts to facilitate right information to the right user at the right time.

2.2 Vision Statement

 AUD aspires to be a globally recognised premier liberal arts university.

 AUD is committed to foster an academic culture that promotes equity, social justice and
excellence through engaged scholarship attuned to holistic transformation of self and
society.
 AUD has been envisioned to be a public university that acts as an instrument for social
action at the interface of civil society and the State.
 AUD envisions to pioneer an institutional culture of non-hierarchical functioning, team
work and creativity.

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2.3 Mission Statement
 The mission of AUD is to prepare informed and sensitive professionals characterised by
their courage, compassion, competence, collaborative spirit, global and futuristic
outlook, honesty and integrity.
 AUD is committed, through research and pedagogic interventions, to facilitate and
strengthen creative commons and democratisation of knowledge, particularly so, in
response to the unarticulated/unforeseen social needs and contexts.

2.4 Core Values

 Academic excellence with equity and social justice

 Engaged scholarship
 Nurturing diversity and pluralism
 Commitment to social responsibility
 Non-hierarchical functioning, team work and creativity
 Academic integrity and innovative ethos
2.5 Value
 Recognize users as our primary focus and believe that each user of the library is unique
and important.
 Evolve to meet the changing needs of the library and its users.
 Innovative and proactive – virtual platform (anytime/anywhere).
 Promote self-education, learning, research and scholarship.
 Foster cooperation by sharing resources via local, national, and international networks.
 Promote equity of access to information.
 Value diversity.
 Respect user privacy.
 Defend intellectual freedom – appreciate use, but restrict misuse.
 Promote the Library as both a real and a virtual extended classroom.
 Embrace our role as collectors and custodians of the intellectual record.
 Offer an environment that supports creativity, flexibility, and collaboration.
 Support individual growth and organizational development.
 Promote the highest standards of our profession, including open and equitable access to
information.

2.6 Details of Library Staff

S. No. Name Designation

1. Prof. Sanjeev Librarian (In-charge)
2. Dr. Dinesh Kumar Deputy Librarian

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 3. Dr. Alka Rai Deputy Librarian
4. Mr. Ravinder Rawat Jr. Executive (KG)
5. Dr. Manju Jr. Executive (KG)
6. Mr. Omparkash Mishra Library Assistant (KP)
7. Ms. Meenakshi Kumari Jr. Library Assistant (KP)
8. Ms. Kumud Library Assistant (KP)
9. Ms. Nisha Sharma Library Assistant (KG)
10. Ms. Meena Library Assistant (KG)
11. Ms. Preeti Sharma Library Assistant (LR)
12. Mr. Nekson MTS (Library Attendant) (KG)
13. Mr. Sanjay Rawat MTS (Library Attendant) (KG)
14. Ms. Pinky MTS (Library Attendant) (KG)
15. Mr Deepu Singh MTS (Library) (LR)
16. Ms Vinita Sharma LDC (Library) SHRM
17. Dinesh Kumar MTS (Library) SHRM
18. Srichand Rider (Library) SHRM

2.7 Rules And Regulations

The library will remain open throughout the year according to a schedule to be decided by the
library Advisory Committee. Library hours are subject to change and the changes if any, will be
notified on the Library Notice Board from time to time.

1. RIGHT OF ENTRY:

The right of entry to the University Library is reserved to bonafide students, teachers, and staff of
the University. Students are required to keep their Identity Cards with them for inspection
whenever they visit the library. Library staff is authorised to request them to show their cards at
any time. A strict action will be taken against unauthorised entrants. Patrons other than the above
listed categories and ex-students of the university are required to seek the Librarian's written
permission to use the library.

2. MEMBERSHIP:

 Students, teachers and staff of the university are entitled to become members of the
library. The identity cards issued to students and faculty will serve as Library
Membership.
 Membership is not transferable. A member is responsible for the books borrowed on
his/her own card. Neither books nor membership should be lent to another person.
Sub-lending of books is a misuse of membership privileges and may lead to
withdrawal of membership.
 Before leaving the library, members should ensure that the books they are taking out
are properly issued. If a member is found removing any reading material without

5
 getting it properly issued, he/she will be immediately reported to the Librarian for
suitable action.
 Members should keep the library informed of changes of address, telephone no.,
class or subject of study etc. during the period of their membership.
 Books should not be kept beyond the date marked on the due date-slip.
 Library books are for the use and benefit of not only the present but also future
members of the library. Therefore, all library books should be handled with due
care and consideration. Members should not use markers, pen, pencil, or disfigure
the books in any way.
 Members should satisfy themselves about the physical condition of the books they
wish to borrow before getting them issued; otherwise, they will be held
responsible for any damage or mutilation noticed at the time of return.
 Loss of membership card should be reported immediately. Despite every precaution,
the library will not be responsible if the lost card is misused.
 All users are requested to maintain silence in the library. Smoking, eating and using
mobile phones etc. are strictly prohibited in the library premises. Users are
expected to behave decently and maintain decorum.

 No personal belongings, except note books, and lap top computers are allowed in
the library.

3. PRIVILEGES OF MEMBERS:

All students, faculty members and employees of the University are eligible for the
membership of the library. The various categories of members mentioned below shall be
entitled to borrow the specified number of volumes from the library for the period noted
against each category.

Patrons Can Borrow Days

UG Students 3 Books/2 Text Books 15/2
PG Students 5 Books/3 Text Books 15/2
Mphil, PhD 10 Books 90 Days
Faculty 15 Books 1 Semester
Non-Teaching 5 Books 1 Month

Note: - Textbook should be issued only for 2 days

 We develop our human resources and support continuous professional

development.

 Library Committee Minutes

2.8 Reference Services:

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  Assistance in locating a particular resource
 Search the library catalogue or library databases
 Find information on your topic
 Develop a research strategy for your paper or project

 Save the time of the user.

2.9 Circulation Service

 A circulation or lending service is one of the critical services of a library. The

primary service circulation desk or loans desk is near the main entrance of a
library in every campus where patrons can issue and return books and other
reading material. Students, Staff, and faculty having university ID cards may
check out library reading materials, place holds or renewed items. Users may not
check out items using another patron's card. Reference books and periodicals are
non-circulating and may not be checked out. Library patrons may check out a
maximum of the following number of items based on their patron status. Users
may not renew an item if the item is excessively overdue, on hold for another
patron, or if they have unpaid fines or charges. No renewals may be made by
telephone.

2.10 New Arrivals Display

 Jacket of new books acquired by the library are displayed in New Arrivals Display
racks at the library entrance for one week; after that, they will be made available to
borrow. The New Arrivals list is also displayed on Koha OPAC (Online Public
Access Catalogue) and sent to all users through email.

2.11 ICT Services/ Computer Facilities

 provides a computer system for users to access the information through OPAC
(Online Public Access Catalogue), and Users can also use these computers for
educational purposes.

2.12 Newspaper Clipping Service

 AUD Library also provides a Newspaper clipping service for their Staff, including
educational information. The service is provided in both form hardcopy as well as
a softcopy. The AUD News and Educational News also uploaded in the DSpace
software, which will be accessible online. Users can download the Newspaper
Clipping in PDF form also.

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2.13 Remote Access-

AUD Library provides two platforms for remote access

 Sophos Connect

 INFED (INFLIBNET Access Management Federation)

1. Single Window Search Facility

 AUD library has introduced a single-window search facility through Reread

2. E-Journals

 A large collection of electronic journals is available through Ambedkar University

Delhi Library. The library provides more than 19222 e-journals and databases to
its patrons. Users can access these e-journals within the campus through the
Intranet and access these e-journals at home through the Internet. The link of the
Intranet is provided below

3. Inclusive Library Services

For Users with Print Disability

 Membership of Sugamya Pustakalay (DFI) -Daisy books (Talking Books) access

to visually challenged users
 Jaws software (Screen Reader Software)
 Scanner cum reader which can convert text into speech

 Audio Books Service

4. For Users with Physical Disability

 Each Library has a ramp for easy movement of users who used wheelchairs
 Maintain 3 feet distance between racks
 Lower shelves for easy access

 Disability Studies Collection

5. User's Awareness Program

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  The library conducts extensive user orientation programs for its users throughout
the year on the use of online resources and reference management tools to promote
ethics in research and maximize the benefits of resources.

6. Institutional Repository

 The library has developed its institutional repository on an open-source software

"DSpace". As of now, 605 documents have been uploaded in the repository. Users
can access the repository within the campus on the intranet.

7. Anti-Plagiarism Software’s
Library provides access to two antiplagiarism software to users to check similarities.

 Urkund

 Turnitin

8. Services for Alumni and Visitors

AUD library can allow alumni/visitors to access the library under the following terms and
conditions-

 Alumni/visitors must submit a recommendation letter/application mentioning the

period and timing of using the library.
 They must submit a valid Government ID proof to the library.
 They will be only allowed to consult library resources within library premises.
 They will not be allowed to issue library books, magazines, newspapers, journals,
etc.
 They can use a computer installed in the library to access e-resources with the help
of available library staff.
 The library will not provide any user id/password/ library card.
 The alums/visitors must follow all the rules and regulations mentioned on the
AUD library page.
 They must submit their bags at the property counter, and the library will not be
responsible for any loss of the items.
 Personal books, food, and water will not be allowed to carry inside the library.

 The users will only allow access to the library for the requested and permitted
period; beyond this, they must submit a new application/recommendation letter.

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 9. Intra-Campus Library Loan

Intra-Campus Loan is the service that provides access to the physical books among all four
campuses. This service is open to faculty, Staff, and currently enrolled students. In this
service, users can borrow a book from any campus and drop a request mail for the required
book. The book will be available within a day on the campus where borrower made a request.

10. Inter Library Loan Service (ILL)

Developing Library Network (DELNET) is very well known throughout India. DELNET has
a database of 2,28,45,202 bibliographic details of books which can be obtained through one
of its services known as Inter Library Loan (ILL). DELNET provides services to more than
5523 Institutes and Universities in South Asia and the USA. The library is an eminent
member of DELNET. The library is providing access to the DELNET collection to its users.
As such, the users can access databases hosted by DELNET.

11.Document Delivery Service(DDS)

Document Delivery Services (DDS) supports scholarly research by obtaining library

materials such as books, periodical articles, dissertations, government documents and
technical reports unavailable in Ambedkar University Delhi Library through DELNET.
Additionally, DDS delivers scanned journal articles from Library and library collections
nationwide.
12. The print collection of Ambedkar University Delhi Library comprises
of following: -

Document Category Total

Collection
Books (Purchased) 55000+
E-Journals 19200+
Electronic Databases 35
Gifted Books 4735
Print Research Journals 53
E-Books (Including Subscribed from Proquest) 150000
Bound Journals 703
Print Magazines 50
M.A/M.Phil/Ph.D Dissertation (Including Subscribed from 1000000
Proquest)
Newspapers (Hindi& English Newspapers) 21

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2.14 Electronic Resources
Library System subscribes to a large number of electronic databases. It is being made available
through campus network in university campus. Besides a good number of databases are also
accessible through UGC/ INFLIBNET Digital Library Consortium. Kindly click www.aud.ac.in
then services, library, resources for details. Data will be available in the following categories:

 E-Books
 E-journal databases
 Online Databases
 E- Dissertation (M. A/ M.Phil/ Ph.D)
 CDs/ DVDs

 DELNET online resources

2.15 OPAC (Online Public Access Catalogue)

Library provides information about the library holdings through Koha OPAC of all the three
campuses libraries. The holding contains Print Book, Conference Proceeding, Reports, E-Books,
Dissertation and Thesis, CD/DVDs etc.

E-Resources

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 JSTOR
 E-Journals / Journals Databases
 Online Database
 E-Books
 Archival Database
 DELNET (Developing Library Network)
 Free online Resources

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 CHAPTER-3
ACQUISITION OF INFORMATION SOURCES

3.1 Introduction
An acquisition or collection development librarian reviews book requests as well as library needs
in order to obtain new materials. During the acquisitions process, a librarian will evaluate
collection and community needs and, within budgetary limits, purchase materials that enhance
the library’s collection and its mission. Acquisition procedures should describe all steps from
initial screening to final selection.it is important to list the type of materials that are collected. In
addition to selection of new resources, policy on weeding, replacing and repairing materials may
also be included. The specific procedure for acquiring materials, for a library’s collections will
vary between library types and individual libraries. (ALA)
The effective Acquisitions section is founded on nurturing successful relationships with those
outside and inside the workplace. In reality acquisitions staff have to learn to deal with a variety
of people apart from their immediate colleagues. Good ethical relationships with suppliers and
publishers are fundamental, but so too are links with finance officers’ accountants and auditors.
Not only are more Acquisitions process being automated but the very materials being ordered are
changing. No longer is Acquisitions simply concerned with physical format such as hardback or
paperback books. But choices are now much more complex between print and electronic. There
are even staff now who deals solely with electronic acquisitions. (Chapman 1,2).

3.2 Needs
 A collection development policy: The acquisitions section needs a collection development
policy to guide the selection of materials for the library's collection. The policy should

13
 outline the library's goals and priorities for its collection, as well as the criteria for selecting
materials.
 A selection of bibliographic tools and resources: The acquisitions section needs a selection of
bibliographic tools and resources to help identify materials for the collection. These tools
may include publisher catalogs, online databases, and review journals.
 A system for ordering and tracking materials: The acquisitions section needs a system for
ordering and tracking materials. This system should allow the acquisitions librarian to track
the status of orders and ensure that materials are received in a timely manner.
 A system for receiving and processing materials: The acquisitions section needs a system for
receiving and processing materials. This system should ensure that materials are checked in
and processed for circulation, cataloging, or preservation.
 A system for managing the library's budget for materials: The acquisitions section needs a
system for managing the library's budget for materials. This system should track expenditures
and make recommendations for budget increases or decreases.
 A system for working with vendors and consortia: The acquisitions section needs a system
for working with vendors and consortia. This system should allow the acquisitions librarian
to negotiate prices and discounts, and to order materials from vendors.
 A system for working with other library departments: The acquisitions section needs a
system for working with other library departments, such as cataloging and circulation. This
system should ensure that materials are processed and made available to users in a timely
manner.
 A staff of knowledgeable and experienced acquisitions librarians: The acquisitions section
needs a staff of knowledgeable and experienced acquisitions librarians. These librarians
should have a strong understanding of the library's collection development policy, as well as
the latest trends in acquisitions librarianship.

3.3 Purposes
 The purposes of an acquisition section are:
 To identify and select materials for the library's collection: This includes working with
library users and staff to determine their needs, as well as researching and selecting materials
that meet those needs.
 To negotiate prices and discounts with vendors: This helps to ensure that the library gets the
best possible price for the materials it purchases.
 To order materials from vendors and consortia: This includes tracking orders and ensuring
that materials are received in a timely manner.
 To receive and process materials: This includes checking materials in, cataloging them, and
making them available to users.
 To manage the library's budget for materials: This includes tracking expenditures and making
recommendations for budget increases or decreases.
 To work with other library departments: This includes coordinating with cataloging,
circulation, and other departments to ensure that materials are processed and made available
to users in a timely manner.
 To develop and implement the library's collection development policy: This policy outlines
the library's goals and priorities for its collection, as well as the criteria for selecting
materials.

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 To provide customer service to users: This includes answering questions about the library's
collection, processing requests for materials, and resolving problems.

3.4 Functions
The functions of an acquisitions section in a library are:

 Identifying and selecting materials: The acquisitions section identifies and selects materials
for the library's collection by reviewing bibliographic records, publisher catalogs, and other
sources. They also consult with library users and staff to get feedback on what materials is
needed.
 Negotiating prices and discounts: The acquisitions section negotiates prices and discounts
with vendors to get the best possible price for the library's materials.
 Ordering materials: The acquisitions section orders materials from vendors and consortia.
 Receiving and processing materials: The acquisitions section receives and processes
materials, including checking them in, cataloging them, and making them available to users.
 Managing the library's budget for materials: The acquisitions section tracks the library's
expenditures on materials and makes recommendations for budget increases or decreases.
 Working with other library departments: The acquisitions section works with other library
departments, such as cataloging and circulation, to ensure that materials are processed and
made available to users in a timely manner.
 Developing and implementing the library's collection development policy: The acquisitions
section works with library staff and users to develop and implement the library's collection
development policy. This policy outlines the library's goals and priorities for its collection, as
well as the criteria for selecting materials.
 Providing customer service to users: The acquisitions section provides customer service to
users by answering questions about the library's collection, processing requests for materials,
and resolving problems.

3.5 Acquisition work

It is the process of selecting and acquiring selected materials for library and information centers
in all formats including digital items and maintaining the records related to acquisitions. First the
selections of materials are done according to the collection development policy of the library. It
involves pre-order bibliographic searching of the library catalogue to avoid duplication of
materials, then the selected materials are acquired by ordering them for purchase, exchange, or
gift. This is followed by receiving the materials, checking their quality, processing invoice,
making payment to vendors or individuals, and maintaining the necessary records related to
acquisitions. Acquisitions is the first function of Library Technical Services (other two functions
being cataloging and collections management). Acquisitions is also used to refer to the functional
department (Acquisitions Department) responsible for all aspects of obtaining materials for
libraries. Historically the acquisitions decisions were done by the chief librarian and the actual
ordering done by the clerical staff and this is still true for small libraries. Now for large libraries
with big collections as well as sufficient budgets, acquisitions functions are performed by a
separate unit known as Acquisitions Unit or Acquisitions Department. (ALA).

15
Acquisition work consists of a series of operations, involving a number of routine jobs which
have to be systematically planned and operated. Acquisition work comprises three distinct
functions, viz., selection, procurement and accessioning the first two functions pose a number of
problems in planning and organizing work of the acquisition department. Now a days all these
routine acquisition work can be computerized.

3.6 Objectives of Acquisition Section

 A library should acquire and provide all the relevant reading materials to its clientele so
that the basic functions of the library are fulfilled. For example, a university library should
procure all the reading materials needs by its research scholars for their research projects
besides books to fulfill curricular requirements.
 A library should acquire all other books on the related topics. A university library must
procure books on borderline subjects also so that comprehensive reading materials for
research and study is made available
 A library should contain all the reading materials pertaining to the history and culture of a
particular country, city, place or institution, as they case may be. (Mittal 192-193).

3.7 Acquisition Procedure

Acquisitions procedures should describe all steps from initial screening to final selection. It is
important to list the type of materials that are collected, why they are needed, and how they are
obtained. In addition to selection of new resources, policies on re-evaluation (weeding),
replacing and repairing materials, and gift materials may also be included. The specific
procedures for acquiring material for a library’s collection will vary between library types and
individual libraries. Patron recommendations for acquisitions are often encouraged in all
library types. Selectors are responsible for reading reviews and staying informed about current
trends in purchasing, and the library’s professional staff is responsible for making the final
decisions about acquiring material.
Ideally, in larger public libraries, multiple members of a library’s staff are responsible for
reviewing material for purchase. The selection policy will outline the specific areas in which a
library collects materials. Those areas should be identified and selectors should be assigned for
the identified collection areas. In a smaller library, one person may be responsible for selecting
resources.
Because most school libraries have only a single school librarian, that individual is responsible
for creating a collection to support instruction, literacy, and students’ recreational reading.
Materials selection policies generally mandate that the library professional seek input from
teachers, other professional staff, and students. School librarians are also responsible for
weeding or de-selecting collection materials following policy guidelines as well as making a
decision as to whether gift items will be accepted. Ideally, multiple members of a library’s staff
are responsible for reviewing material for purchase. The selection policy should outline the
specific areas in which a library will collect, and professional library staff members should be
assigned to select material for specific collection areas. Librarians may consult and get input
from faculty about purchase, but the final acquisition decisions are the responsibility of the
appointed librarian or librarians. (ALA).

16
3.8 Acquisition/Procurement Requires
Procedures for procurement of necessary information sources. In cases where no outright
procurement is planned or possible procedures for access to sources.

3.9 Accessioning Requires

Specification of procedures for taking all the books and documents acquired to be added to the
stock of the library which involves the assignment of a serial number called Accession Number
and, if applicable, a Donation Number. Every item, and its bibliographic details thus, entered in
the Accession Register.
Thus, these three successive stages of operations - selection; procurement and accessioning -
correspond to the three sections of the Acquisition Department.

3.10 Method of Acquisition

(i) By purchases
More enhance is now it laid on selection and acquisition to purchase. Most librarians try to
purchase necessary reading material for library according to libraries annual budgets, for this
the librarian orders books to the publisher. But you have to maintain some order. Such as:
Which gives the maximum discount. Which gives speedy service. Which gives bill in local
account. Which is most prompt in rectifying mistake.

(i) Gifts and donations

Gifts and donation are valuable source of enriching the libraries book collection. No library can
effort to purchase all reading materials, which are needed by the users. So, the library relies to
some extend on acquiring publication through the methods. Many rising and valuable materials
can be got through this process. Some policies are maintained for gifted materials.

(ii) Exchange
Exchange is another important method of building up the library collection. It comprised those
which the library can exchange with some other library. Libraries attested to some learned 21
societies institutions will have their own publication to offer exchange. It is the only way
overcoming international barriers. In search a number of purposes.
(iii) Deposit on copy-right law: Some reading materials are deposited only for National Library
on copyright law. Through only National Library can get the opportunity, but other library can
also collect this type of library on permission of National Library. 3.12

3.11 Various step of Acquisition

 Request processing.
 Verification.
 Ordering.
 Reporting (fiscal management) Receiving orders

17
3.12 Work done in the library
Throughout my internship at the Dr. B. R. Ambedkar University Library, I have been ushered
to many a various section, each offering a specific set of knowledge and skills. One of these
sections that stuck to me the most was the acquisition one .In the Acquisition section of this
library, we worked in a group. We were first taught about the acquisition module of KOHA
software. We were taught how to enter details of books to be procured, how to update the details
and how to proceed for approval process and placing of Order and how to prepare basket in
KOHA software. We also learnt how to maintain necessary records in accession register. We
learnt about approving invoices and bills under the supervision of Mr. Ravinder. We learnt how
to online and offline accession. We accessed the books on KOHA software online and we
accessed the books in accession register. We accessed 1275 books.

References
 Johnson, P. (2018, July 23). Fundamentals of Collection Development and Management, Fourth
Edition.American Library Association.
http://books.google.ie/books?id=PBFmDwAAQBAJ&printsec=frontcover&dq=Fundamentals+of
+collection+development+and+management&hl=&cd=3&source=gbs_api

 Chapman, L. (2004, January 1). Managing Acquisitions in Library and Information Services.
Facet Publishing.
http://books.google.ie/books?id=5tQqDgAAQBAJ&printsec=frontcover&dq=Managing+acquisit
ions+in+library+and+information+services&hl=&cd=1&source=gbs_api

18
 EGyanKosh: BLIS-02 Library Management. (n.d.).
https://egyankosh.ac.in/handle/123456789/32992

19
 CHAPTER-4
TECHNICAL PROCESSING OF INFORMATION SOURCES

4.1 Introduction
Every library has technical services section. This department handles classification, cataloguing,
physical processing, preservation and maintenance of the materials in the library. Work done
under technical section are termed as technical processing. Preparing the books/library material
to make them in serviceable form for users. Accuracy is the very essence. Tech.Processing
Section plays a key role to carry out functions of any library. The journey of every document in
the library to reach its readers starts from the acquisition section. It is the technical section that
acquires the documents and prepares these for use by the users. It, therefore, acts as a bridge
between the acquisition of documents to their circulation. This section attends to all technical
activities by the professional/technical staff of the library. The activities done here are chiefly
classification; cataloguing; physical processing; shelving; and filing of library material.
Libraries of present day are not only the store house of the books but also are center for analysis
of information, hence their responsibilities towards the users increase from the points of view of
the usage and application of the information. This chapter covers both the technical and physical
processing of the acquired documents as well as the methods and procedures for acquiring
documents in a library.

4.2 Need for Technical Processing

Library materials go through the process of technical processing so that they can be located,
used, and returned to the library at their requisite place. The need for technical processing has
been brought about by a number of factors, which are:

 tremendous growth of information resulting in production of a variety of library

materials,
 necessity of categorization of the universe of knowledge,

20
  arranging materials in such a way that subject specialization is maintained,
 systematic arrangement of documents to facilitate easy storage and retrieval, and
satisfaction of users’ needs.

4. 3 Planning of Technical Processing

A library's Technical Section is divided into numerous parts, such as the Classification Section,
Cataloguing Section, Book Processing Section, etc. This division must be supervised by a
qualified individual with significant professional experience and must have an adequate
workforce to handle the processing tasks. Classification and cataloguing are highly technical
tasks in the technical department, and precision is crucial to any technical processing activity.
The steps involved in technical processing vary from one library to another. The processing steps
usually vary by type of library. Within a library, different types of material may be processed in
different ways. The basic steps of technical processing of library material are as follows:
a) Classification
b) Cataloguing
c) Preparation of Shelf list
d) Label the documents.

4.4 Technical Processing includes

 Classification of books
 Cataloguing of books

A) Classification of Books
Classification work is carried out to bring organization in the library materials. It is achieved by
assigning a code number, called call number, composed of class number and book number, to
each document based on a scheme of classification. A scheme of classification is an attempt to
map the universe of knowledge, and assign each individual subject an artificial number which
replaces the name of the subject. Since the universe of knowledge is ever changing the schemes
developed either need constant revision or must have built-in mechanism to adapt to the
situation. The system of organization is achieved by using a logically developed scheme of
classification. At various stages in the history of librarianship schemes of classification have
been designed. But among the existing schemes, DDC and UDC are the classification schemes
which have wider acceptance. The selection of scheme does not come in the purview of
processing department. The department is expected to use the scheme selected by the library for
classifying the resources.

B) Cataloguing of Books
Cataloguing is the next technical job done by the technical unit. Cataloguing is done with the
help of code for cataloguing. The AACR-2R is the one code which has worldwide acceptance It
is a dictionary code according to which the main entry begins with the author’s name. The

21
Classified Catalogue Code of Dr. S. R. Ranganathan is used in many libraries in India. In CCC
the main entry begins with class number. The CCC uses chain procedure to derive class index
entries, but in AACR one has to use one or other list of subject headings. LC List and the Sears
list are used for this purpose.
In cataloguing a book the following jobs are carried out:
• Preparation of the main entry
• Preparation of shelf list
• Preparation of added and reference entries

4.5 Conclusion
Technical processing is involved in getting documents ready for use. The Technical Department
will handle both of these sensible tasks because doing them together makes more sense and is
more cost-effective. Classification and cataloguing are the two key tasks involved in technical
processing. In a library, both of these are crucial since they alone provide the collection its
meaning and purpose. No matter how excellent the library collection, if its contents are not made
known to the readers, it will essentially remain useless. We learned in-depth information
regarding the Technical Department's planning and coordination of activities from this chapter. It
has also been explained how the call number and cataloguing work. Before it is "shelf- ready,"
library materials in all format’s books, journals, movies, microfilms, sound recordings, CD-
ROMs, etc. must be physically processed. Spine labels, due-date slips, circulation cards, pockets,
bar codes, security strips, ownership markings, protective covers, and/or reinforcements might
also need to be added. The substance is ready for circulation after physical preparation, which
also increases its shelf life.

4.6 Work done in the library

In the technical section of the library ,we learnt about the classification, cataloguing, bar coding
and others technical process being employed by the library. We learnt how this section is

22
responsible for crafting classification numbers for respective books and simultaneously adding
their bibliographical details in cataloguing tags in Koha. We classified the documents according
to DDC 23rd edition.first checks the library database and allocate the class number in case of
same title if found and construct new call number for the new titles . Classification number taken
from the DELNET. In an extensive way, he laid out the cataloguing tags of MARC-21, going
through each tag in excruciating detail. I also learned practically how to enter books'
bibliographic information in said tags. Later, I was shown how classification numbers and bar
codes are edited, printed and applied on the spine of books. For this purpose, a label printer is
used in addition with its specialized software BT. The size and formats of bar codes, accession
numbers, class numbers can be created, edited and manipulated with the help of above
mentioned software. We have cataloged 1275 books.

References:
 Mittal, R. L. (2007, December 1). Library Administration. Ess Ess Publication.
http://books.google.ie/books?id=l_TaPQAACAAJ&dq=library+Administration+theory+a
nd+practice&hl=&cd=1&source=gbs_api

 Kumar, K. (1985, January 1). Library Manual.

http://books.google.ie/books?id=3CXdtgAACAAJ&dq=library+manual+krishan+kumar
&hl=&cd=1&source=gbs_api

 EGyanKosh: BLIS-02 Library Management. (n.d.).

https://egyankosh.ac.in/handle/123456789/32992

23
 CHAPTER -5
MAINTENANCE SECTION

5.1 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.

5.2 Need
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:

 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).

24
  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).
 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).
 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).
 To ensure that the collection is kept safe and its stocks verified as per items in the
accession records of the library.

5.3 Functions
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.

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 repairand/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

5.4 Stack Maintenance Functions

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

25
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 Library Maintenance 138 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.

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, I
 dentification 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

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 Library Routines 139 covers should be provided to books in
need of such covers. The refurbishing work 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,
26
  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.

5.5 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:

1.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.

2. 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.

3. Book Supports
Book supports are required to protect books in shelves from becoming lean or loose.

4. Book Trolley
Book trolley is like mobile book rack used to transfer books from circulation section and from
Sthe 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.

5. 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.

6. 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.

5.6 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

27
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.

5.7 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.

28
5.7 Work done in the library
Throughout my internship at the Dr. B. R. Ambedkar University Library, I have been ushered
to many a various section, each offering a specific set of knowledge and skills. One of these
sections that stuck to me the most was the Maintenance Section .In the Maintenance Section of
this library, we worked in a group. We were first taught about the stock verification through
accession method.We were taught how to scan the books and stamping. We also learnt how to
know about missing books in the library. We learnt how to shelving the books. We shelved the
books according to their call number. We have stock verified the approx 55,000 books in the
library.

Reference
 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.

 Ranganathan, S.R. Library Administration. 2nd ed. Bombay: Asia, 1959. Print.

29
 CHAPTER-6

CIRCULATION SECTION

6.1 Introduction
The circulation section links the library collections to the readers and thus supports the first two
laws of library science. This section ensures the use of books by readers by offering them
issue/return facilities. It is responsible for giving books to the users, keeping records of what has
been given to whom; what has been returned or what is overdue now. Circulation is defined by
Webster’s Ninth New Collegiate Dictionaryas ― orderly movement through a circuit.‖
(https://www.lisedu network.com)
When the books, documents are returned to the library, it is the duty of the circulation section to
put them back on shelves, at the right places, and also get them repaired if the need arises. There
are different methods of circulation e.g. register system, card system, and automated system
which makes use of barcode technology. These days, libraries are automated which implies that
all housekeeping operations i.e. routine jobs are performed through computers by using library
software like SOUL, Libsys, koha , Virtua, etc. This section keeps records of all registered users
of the library – their transactions, loan period, borrowing privileges, etc. It also supervises many
other miscellaneous jobs 29 like maintaining gate register, property counter and lockers for
research scholars. (https://egyankosh.ac.in/bitstream/123456789/34968/1/Unit-3.pdf)

A good circulation system should save the borrower's time, reduce costs, speed up charging and
discharging, and allow circulation librarians maximum opportunity for professional work.
(https://core.ac.uk/download/pdf/4814915.pdf)

30
6.2 Circulation Services
The first two laws of library science advocate that the readers should get books to meet their
information needs; and every book in the library should be used by the readers. The circulation
section of any library helps in following these laws by circulating books among the readers.

Circulation work can be defined as ―All jobs related to method of borrowing books and
returning them after use and creation and maintenance of relevant records, and files, etc.‖ The
lending (issuing) and returning of books is called charging and discharging respectively.‖
(https://nios.ac.in)

Circulation work refers to all activities performed and procedures adopted for registration of
users, issue and return of documents, maintenance of statistics, gate register, property counter
and lockers. There are certain documents, books or reference sources like encyclopaedias, maps,
dictionaries, etc. in the libraries which are not lent or issued to readers. Such documents are
known as non- circulation documents. Because references sources are only for the reading
purpose.

Every library has a circulation desk or counter. It is generally located near the entrance of the
library. It is a service point meant for issue and return of books. The circulation desk is staffed
bytrained staff in order to handle circulation system and answer other queries of the readers.

Some remember points in the circulation section:

 Circulation section ensures use of books by readers by offering them issue and return
facilities. * This section keeps records of all registered users of the library, their
transactions, loan periods, borrowing privileges, etc.
 Non-circulation documents like dictionaries, maps and journals are not issued to the
readers.
 The circulation desk or counter is located near the entrance.

6.3 Scope
The circulation work includes the following:

Registration of Members : Registration of the borrowers is the first activity in circulation

system. After filling a required form by a prospective member and its proper checking, a
borrower is registered as a member. Know identity of the borrowers, To check unauthorized
entry to the library, To record borrower’s address for future correspondence by the library, To
develop collection and services of the library.

6.4 Maintenance of Database of Users

31
Charging and discharging : A member after selecting books from the shelves presents them at
the Circulation counter along with the membership cards or membership-cum identity card as
thecase may be. puts the due date, membership number of the borrower is put opposite the due
date, the book card is kept in the charging tray, s the book is duly issued and the charging work is
complete. For returning the book, the borrower approaches the counter assistant with the books.
The counter assistant first ascertainsthe date of return and picks up the relevant book card from
the charging tray. the due date slip and the membership card against the entries as a token of
receipt. The book card is put in the book pocket, the membership card is returned to the
member.discharging procedure is completed.

Renewal : Renewal is extension of loan period for a document. It means that the reader may
want to retain or keep the book even after the due date. The library staff will extend the loan
period provided the book has not been reserved by any other reader.

Recall: If a library book currently checked out to a reader is urgently needed by another
reader,the library staff may ask the reader (to whom it is checked out) to return the book. The
library may send a recall notice to the borrower and the item has to be returned by the new due
date specified in the notice.

Reservation: All library books are loaned on first come and first served basis. If a book needed
by a reader is checked out, then the reader may reserve the book to be issued to her/him when
returned. The books currently in circulation may be placed on reserve or hold for other registered
readers of the library.

Reminders of Overdue Fines : Reminders are sent to the readers by the library. The borrowers
at times tend to keep the borrowed books after the due date; at times they forget to return the
books in time. Overdue fines are assessed for books returned past the due date.

Maintenance of Gate Register, Property Counter and Lockers: A gate register is placed at
the entrance of the library. Each reader or visitor is supposed to enter her/his name, address, time
of checking in and signature. This is always outside the library. The readers are not allowed to
bring in their personal books and other items like overcoats, umbrellas and briefcases inside the
library. Libraries provide lockers to research scholars for storing the books which have been
checked out to them. The students cannot keep any non circulating item or book which has not
been checked out to them.

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6.5 Circulation System

The model circulation system outlined is an on-line real time system in which the circulation file
is created from the shelf list and the terminal inquiry system includes the capability to query and
browse through the bibliographic system and the circulation subsystem together to determine the
availability for circulation of specific documents, or documents in a given subject area, or by a
certain author, etc. The system is designed independent of the input medium. The user does not
have to be present to borrow an item. The model goes beyond the operational limits of most
existing circulation systems and can be considered a reflection of the current state of the art.(
Surace, Cecily J.)

There are different systems of lending books which have been evolved from the earliest time to
the modern time. Different libraries use different circulation systems. The size of the library
withregard to collection and that of borrowers helps in choosing a suitable system.

1. Register System
a) Day Book System,
b) Ledger System
2. Card System
a) Browne system
b) Newark system
3. Automated Circulation System
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 4. RFID (Radio Frequency Identification)

1.Register System
In this system, a register is maintained by libraries and daily transactions are recorded
sequentially by writing author’s name, title of the book and the reader’s name to whom the book
has been issued. This method is not very popular at present but generally used in small or school
libraries. 1.

a) Day Books System :

This is the oldest and simplest method of charging documents. This is just like writing a daily
diary of work. Issue record of a particular day/date is noted ona page with various 33 columns.
When a document is presented for issue, necessary columnson the page are filled up. A due date
is stamped with initials on the due date slip in the book. When borrower returns the document,
the staff on duty, after seeing the due date, opens the relevant page in the register and puts his
initials with date. 2.

b) Ledger System :
Ledger system is an improvement over the day book system. The document is issued in the same
manner as in day book system. The only difference is that the required entries about the book are
made on relevant pages in the ledger allotted to the borrower. In some cases, borrower’s
signature is also obtained. 5.7

2. Card System :
This is the system in which two cards are used – one card is for the book known as book cardand
the other is for the user or borrower. This card system is commonly followed by libraries. The
cards with particulars of the book such as call number, accession number, author and title with
columns for putting due date placed in each book. At the time a book is to be issued to a
member, this card is removed and kept at the issue counter. Later on, another card with
particulars of the borrower to serve as identity was introduced in the system. The two card
systems are as under:

a) Browne System :
This system was devised by Nina E.Browne. It involves the following steps: For charging, the
book card is removed from the book and placed in the borrower’s ticket which has her/his name,
address and registration no. /ID no. The borrower’s ticket with book card is filed under the date
by the call number. The due date is stamped on the due date slip and the charged book is given to
the reader. When the book is returned, the due date /issue date is checked from the due date slip.
The book card with the borrower’s ticket is taken out from the date guide card in the charging

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tray. The due date /issue date is cancelled on the due date slip and borrower’s ticket is returned to
the reader.

b) Newark System :
This system was introduced in the Public Library of Newark, New Jersey State in the USA in
the year 1900. This system is more prevalent in American libraries. In India, special libraries
generally follow this system. 34 5.8 The following steps are involved in this system: For
charging, the due date is stamped on the due date slip. The due date is also stamped on the book
card and the borrower card. The borrower’s ID no. is written opposite the date in the book card
and filed behind the concerned date guide card. When the book is returned, the date ofreturn is
stamped on the borrower’s card. The borrower’s card is given back to the reader. The book card
is taken out from the circulation file from the date on the date slip and placed on the book pocket.

3. Automated Circulation System

In an automated circulation system, the manual system of operation is replaced with computer
based system of operation. In this system, the library has web based catalogue which shows the
collection. This is all maintained through integrated library management software. The catalogue
displays what the library has and users can access it from anywhere. Every member requires a
single card with a unique identification number to be used by the software to access the member
database. Handles activities of lending, return, renewal, and putting on hold, sending reminders.
Controls the following – circulation type, location and status, user database, profiles, privileges,
computation and payment of overdue fines, lost books, etc. Has additional features like import,
export, backup and restore functions for the database, inventory, generates different kinds of
reports e.g. usage statistics, lesser used books, heavily used collection; supports interlibrary loan,
MARC, Z39.550 standards. Has an option to generate and print bar coded Identity cards. 5.10

6.6 Inter Library Loan

Inter library loan (IIL) is sharing of documents among the libraries. The libraries lend and
borrow books and other documents in order to meet the information needs of the readers. All
kinds of libraries participate in this activity. Interlibrary loan (ILL) is a service whereby a user of
one library can borrow books or receive photocopies of documents which are held and owned by
another library. The policies of interlibrary loan may vary from library to library. The books or
documents which are very much in demand or circulation are not given on interlibrary loan.
Reference books, rare books, bound periodicals, and current issues of periodicals are also not
given on interlibrary loan. 5.11 Conclusion and Observation In Koha, there is Circulation module
where we have to fill the details of patrons and check in check out of books. It is the most
important function in every library because it helps the staff to remember all the details of their
users and also, they have information about their materials that where is the item at present time.
In IGNCA the staff use Koha 21.05 version. They gave the permission to the staff according to

35
their job. Only the circulation staff have permission to check in and check out of any material.
They gave permissions to different staff in different field in the Koha module. Also, there is
demo version of koha module is available so we also practiced on circulation section.
Membership is given to the users and the staff for using their library resources. They fill all the
details in the patrons’ section in Koha with picture of the user for the safety purpose of the
materials. Every time a new record is inserted manually by the staff and whenever the
membership is expired so user have to renew their membership if they want.

6.7 Work done in the library

In the Circulation Section we learnt how to issue the books to the users, return and also renew
them. KOHA , there is Circulation module where we have to fill the details of patrons and check
in check out of books. It is the most important function in every library because it helps the staff
to remember all the details of their users and also, they have information about their materials
that where is the item at present time. They gave the permission to the staff according to their
job. Only the circulation staff have permission to check in and check out of any material. They
gave permissions to different staff in different field in the Koha module. Also, there is demo
version of koha module is available so we also practiced on circulation section. Membership is
given to the users and the staff for using their library resources. They fill all the details in the
patrons’ Section in Koha with picture of the user for the safety purpose of the materials. Every
time a new record is inserted manually by the staff and whenever the membership is expired so
user have to renew their membership if they want. We learnt how to block the membership card
and also how to create the membership card. Staff also provide them koha I’d and password.

Reference
 Godden, Irene P. (1984). Library Technical Services: Operations and
Management.Glencove: Academic Press.
 Mittai,, R.L.. (1984). Library Administration: Theory and Practice..: 5th ed. Delhi:,
Metropolitan Book Company.:
 Ranganathan, S.R. (1960). Library Administration 2nd ed. Bombay: Asia Pub. House.
 Tauber, M.F. (1954). Technical Services in Libraries. New York: Columbia Press.

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 CHAPTER-7

DISCUSSION & CONCLUSION

7.1 Suggestions
Library should improve the collections in all forms to cater the need of users. Infrastructure
facilities in the existing libraries should be improved. Reprographic Service should be provided
in the library. Latest technologies should be adopted by using the internet and incorporating the
computers which have higher configuration. Adequate e-resources should be provided to the
users. Library should be automated.

7.2 Conclusion
Dr. B .R Ambedkar University Delhi library is equipped to meet essential academic and
intellectual needs of its users. It is spacious, spread on two floors and has been renovated to
make it more user friendly. Open access system, Spacious reading rooms provide an atmosphere
conducive to study. Their library was neat, tidy and systematically arranged. Proper ventilation,
sunlight, and central air conditioning helps increase life of the documents and resources. The
library staff was cordial and friendly. The library staff is well-versed with their work and were
very supportive throughout the entire period of my internship.
The library had a good working environment and we learnt a lot through this wonderful
experience. Through this internship, we were able to gain a lot of confidence in ourselves. After
physically working in the library, we not only gained practical knowledge but also ICT skills,
communication skills and most importantly patience and teamwork. For us, working in a special
library was a really memorable and educational experience.

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