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Notes

5
CIRCULATION RECORDS

INTRODUCTION
In the previous lesson, you have learnt about the records for periodicals registration.
In this lesson, various records and procedures related to circulation work have been
discussed.
The centre point of any library for a reader is the place from where books and other
non-book reading materials are issued and returned. In technical terms, it is called
as Circulation Section or Circulation Counter.
The readers come here for becoming members, getting books issued and returned,
reservation of books. The section is also responsible for keeping record of books
sent for inter library loan and related functions outside the library.

OBJECTIVES

After completing this lesson, you will be able to:

z list various functions of circulation section,
z identify various types of records maintained in the circulation section,
z differentiate between charging and discharging systems,
z determine a suitable circulation system for your library, and
z apply computerized circulation system.

5.1 CIRCULATION WORK

A reader comes to the library with one or two objectives in mind:
z To read a book in the library or only to take books for home reading,

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z both for reading as well as for borrowing book for home reading.

Although every library tries its best to provide maximum of books to the readers
but it is not possible to provide all the books for home reading. There are certain
books in libraries which are sought only for specific information like dictionaries,
encyclopedias, etc. Such books are called reference books. These are marked for Notes
reading in the library only. Rest of the books can be issued for home reading.
However, it is not possible for every reader to read the books in the library as he/
she may not have sufficient time. Therefore he/she also needs books for home
reading. Circulation work satisfies all the five laws of library science as given by
Dr. S R Ranganathan.

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. The circulation work involves activities like:
z Registration of members
z Lending of books
z Charging of over-dues
z Reminder work
z Reservation of books
z Renewal of books
z Inter Library Loan
z Maintenance of Statistics
Some large libraries have separate membership work from circulation section.

INTEXT QUESTIONS 5.1

Fill in the Blanks

1. Circulation section satisfies the __________ law of library science.
2. A reader gets the books issued from ——————section.
3. Circulation Section, besides issue and return, also———— the books for a
reader.

5.2 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. The purpose of registration is to :

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z Know identity of the borrowers

z To check unauthorized entry to the library
z To record borrower’s address for future correspondence by the library

Notes z To develop collection and services of the library

The identity details of a borrower are essential for the Circulation Section as the
staff has to communicate with each borrower:
z For sending reminders for overdue library books,
z To inform availability of a title reserved by the borrower,
z To know the subject interest of a member helpful in designing services and
developing collection,
z To check the misuse of the library card by non-members, and
z For compiling statistics for measuring the usefulness of library.
Every library adopts its own standards for procedure to register a borrower. The
reader who wants to become a member of the library has to fill up an application
form. This form is generally in card-form so that it may be filed alphabetically in a
tray to serve as a record of library members.
The items of information in application form vary from library to library.
The information usually required is name, address, occupation in case of a general
library, telephone number, class, etc. If it is a public library, occupation, name,
address and telephone number of a referee or a guarantor with referee’s signature
are also required. In college and university libraries, borrowers are required to get
the application form attested from the principal or head of the department as the
case may be.
In a school library, instead of card, the librarian allots a page to each class in a register
and registers each student on the allotted page. After enrolment, the member is given
a membership card with a unique membership number along with borrower’s tickets
as per entitlement and as required under a specific charging system. Now, the
member is eligible to borrow books.
The specimen of the application form for membership of an academic library is
given below.
(Front Side)
Name of the Library
I request that I may be enrolled as a member of the library. I accept the rules and
regulations of the library and declare that I will follow other instructions as well.
z Full Name (in capital letters)..........................................................................
z Father’s Name- ............................................................................................
z Dept../College ............................................................. Class........................

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z Subject.....................................................Roll No. .......................................

z Final Year of Examination ..............................................................................
z Address for communication..............................................................................
z Permanent Address ......................................................................................
Notes
......................................................................................................................
z Telephone No. (if any) Mobile............................................................................
z Email.............................................................................................................
z Date.................................... Signature

Fig. 5.1 : Membership Application Form for Students

(Back Side)
I, The undersigned recommend that Mr./Ms————————be enrolled as
a member of the library. The information furnished by him/ her has been verified
by my office. Security deposit receipt No. .............Date...............
Valid up to ———————————————
Signature of
Librarian/Principal of College/ HOD
Official Seal
Received ..................Library Tickets.

Signature of the Borrower

Membership allowed
Signature of the Librarian in-charge

Fig. 5.2 : Membership application form (Verso)

Now-a-days libraries also demand a passport size photograph along with application
form/card.

INTEXT QUESTIONS 5.2

State True / false

1. Knowing the subject interest of a library user helps in designing services and
develop library collection.
2. We need to register members in the library to know their height and weight
3. In a school library, the librarian allots a page to each class in register and
registers each student on the allotted page.

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5.3 CIRCULATION OF BOOKS

Circulation of books in a library consists of two processes, namely, charging and
discharging of books for home reading. In a closed access library, it may also involve
providing books for reading in the reading room. There are three categories of
records that are used in circulation control. These are:
Notes
a) Document Record: Record showing books which are issued to the borrowers.
b) Borrower’s Record: Membership list / cards of the borrowers with details
about them.
c) Time Record: It works as a link between borrower and the document. This
record provides information as to when the book is due for return and who
has borrowed it.
Libraries are free to adopt any suitable system of circulation but a good circulation
system is one that maintains all the three categories of records.
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 with regard to collection and that of borrowers helps in
choosing a suitable system.
The following charging systems have been in use in various types of libraries:
a) Register system
b) Dummy system
c) Card system
d) Computerized charging system

5.3.1 Register System

In Register Charging System, the records of issue and return are kept in a register.
There are two sub-systems to the register system - Day book system and Ledger
System.
5.3.1.1 Day Book System
This is the oldest and simplest method of charging documents. This method is still
being followed in school, departmental and smaller special libraries.
This is just like writing a daily diary of work. Issue record of a particular day/date
is noted on a page with various columns.
Specimen of a page of the register is given below:
Date Fig. 5.3: Register System
Sr. Accession Author’s Title Due Members Borrower’s
No. Number Name (4) Date Name & No Signature
(1) (2) (3) (5) (6) (7)

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When a document is presented for issue, necessary columns on the page are filled
up. A due date is stamped with initials on the due date slip in the book. The book is
now charged and borrower can take it outside the library. 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. In this way, it is certified that the
document has been returned to the library.
Notes
This is a simple method and does not require any special material except a register
and a dater. A permanent record of books issued to members is always available.
But it takes more time in lending a document, hence is suitable only for small
libraries where only a few books are issued in a day. However, it takes more time
to know which documents are issued to a member and when a particular document
is due for return.
Merits of Day Book System:
a) It is simple,
b) It does not require special training and skills,
c) Borrower’s record remains in the library for ready reference,
Demerits of Day Book System
a) It takes more time in filling up various columns,
b) The issue record is date wise and not borrower wise,
c) Number of books with a member cannot be known.
5.3.1.2 Ledger System
Ledger system is an improvement over the day book system. In this system, one or
more numbered pages of a register are allotted to each member. A specimen of a
page is given below:
Fig 5.4: Ledger System

Page :
Member’s Code :
Name and Address :
Date Sr. Accession Author’s Title Due Borrower’s
No. Number Name Date Signature

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.

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The advantage of this system is that it provides a permanent record of all the books
borrowed by a particular reader over a period of time. But, like Day Book System,
it also takes much time in charging a document. It is difficult to know to whom a
particular book is issued.

Notes Merits of Ledger System:

a) It is simple
b) It does not require training or special skills
c) It has complete record of books issued to a member.
Demerits of Ledger System:
a) It takes more time in charging of books.
b) It is difficult to know which book is issued to whom.
c) The allotted page of the register is damaged by repeated use.
The day book and ledger system are suitable only for such libraries, which have
small number of borrowers. These are not suitable for college or university libraries
or a public library.

Activity 5.1

1. Visit any library. Observe the method used in the circulation section for issue
and return of books.

INTEXT QUESTIONS 5.3

Select the correct option.

1. Name the charging systems used in the libraries.
a) Register system
b) Index System
c) Diary System
d) Catalogue
2. Which of the below is not meant for ledger system ?
a) Simple
b) Complete record of books
c) Takes a lot of time in charging of books
d) Does not require special skills

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3. Which is the demerit of Day Book System.

a) Simple
b) Easy to operate
c) Keeps record of books issued member wise
Notes
d) Number of books with a member not know.

5.3.2 Dummy System

Dummy system is an improvement over register system. In this system, a dummy
representing each issued book is kept on the shelf. The dummy is made of wood
and it is equivalent in size to a normal book. The dummy is covered with a ruled
paper on which the particulars of the book, such as call number, accession number,
author and title are written. At issue time, borrower’s membership number is written
on the dummy. This system was widely prevalent in 19th and early 20th century. It
is easy to know who borrowed the book and when it is due for return. The dummy
record of a book shows details of who have been its readers. In this system, we can
find out whether a particular book is issued, to whom issued, and when it is due for
return. But this system though easy, is inadequate in many respects. There is no
record with the librarian about the number of books issued to a borrower. as dummies
are the only records of loan which are scattered throughout the shelves. Further
more, preparation and maintenance of dummies is needed that involves more
expenditure, care and time. This system is presently outdated and not in use.

5.3.3 Card System

To get over the difficulties, dummy was replaced by 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. In
card system, the cards are used for keeping issue records instead of bound registers
or dummies. There are two most prevalent card systems that are used in libraries.
These are :
a) Browne Charging System
b) Newark Charging System

5.3.3.1 Browne Charging System

Browne Charging System was devised by Nina E. Browne, who was the librarian
of the Library Bureau in Boston, USA. Although invented in USA, it is used more
frequently in India than in USA.
The following items are required for books and borrowers to implement Browne
Charging System:
z Due date slip

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z Book pocket
z Book card
z Charging Tray

Notes z Stationary Items

The specimen for each item is given below:
Fig. 5.5: Due Date Slip

Call No, ————————— Acc. No ————————————

The book should be returned on the last due date stamped. Overdue for delay
shall be charged at Rs. ———— per day.
Due Date Due Date Due Date
Fig 5.6: Book Pocket Fig 5.7: Book Card

Call No —————————————
National Institute of Open Schooling
LIBRARY Acc. No —————————————
Govt. of India
A-24-25, Institutional Area, Sector 62, Noida (U.P.)
Acc. No. ................. Author —————————————
1. Books may be retained for period not exceeding 30 days.
2. Books may be renewed on request at the discretion of the
NIOS Library.
Title ——————————————
HELP TO KEEP THIS BOOK FRESH & CLEAN

Each borrower is given library tickets as per entitlement to borrow books. This ticket
is 3”X 2’ in size. The design may vary from library to library. It contains the name
and address of the borrower, the date of expiry of
membership, the signature and stamp of the Librarian. The specimen of the card is
given below:
Fig. 5.8: Reader’s Ticket

Name of the library:

Membership Code ——————————— SI No —————————
Name ————————————————————————————
Address ———————————————————————————
Librarian Signature
Stamp
Some libraries have started using reader’s photo on the library card.
The counter staff requires the following items:
z Registration record of borrowers
z Date stamp and ink pad
z Due date guides

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z Charging trays
z Stationery items such as fresh book cards, due date slips book pockets, and
other normal stationary items.

Procedure for Charging & Discharging

In an open access system, the reader goes to the shelf, chooses a book and brings it Notes
to the issue counter. The reader presents as many readers tickets to the counter
assistant as the number of books he/she desires to borrow. The library staff takes
out the book card from the book pocket of the book and slips the book card in to
the reader’s ticket, stamps due date on the due date slip and hands over the book to
the reader. The book card inserted in reader’s ticket is filed in the charging tray
behind a date guide either by accession number or by call number of the book.
The reader who wishes to return the book on the due date or earlier / later presents
the book to the counter assistant, who after ascertaining the due date picks up the
concerned book card and reader’s ticket from behind the date guide in the charging
tray. Due date is cancelled on the date label. The book card is put back in the book
pocket. The book is thus discharged.

INTEXT QUESTIONS 5.4

1. Match the following

a) Browne changing system (i) 3’’X2” in size
b) Book Dummy (ii) Charging and discharging, book
c) Reader’s ticket (iii) Nina E.Browne
(iv) Made of wood

Merits and Demerits of Browne Charging System

In Browne Charging System, the issue procedure is very simple and takes little time.
The reminders are issued without loss of time. Overdue charges can be calculated
easily. The reservation of books is done promptly.
But in this system, it cannot be ascertained promptly as to whom a particular book
is issued and when it is due. There is no permanent issue record of a particular book
as was the case in Dummy System. Further, there is always a danger of loss of cards.
It is not possible to know how many books are issued to a reader at one time as the
borrower’s tickets are scattered. There is also possibility of putting wrong book
card in a borrower’s cards. In such situation, it will be difficult to verify to whom
a particular book is really issued, as no other record is available. There is also
possibility of filing reader’s ticket with book card against wrong due date guide.
This may cause delay in discharging a book.
In spite of all these disadvantages, Browne System is successfully used in college
and university libraries. This has been found to be the most effective method of
circulation system.

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INTEXT QUESTIONS 5.5

Fill in the Blanks:

Notes
1. Browne charging system is very easy to handle as it takes very less time in—
———— and returning a book .

2. Browne System is successfully used in …………and……….libraries.

5.3.3.2 Newark Charging 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. Materials required for Newark
Charging System are the same as in the Browne Charging System except for the
borrower’s card and the membership application forms. Borrower’s Card- Every
borrower at the time of registration is provided with a borrower’s card. In a modified
system, a membership-cum-identity card is issued. This works like a pass book of
the library. The specimen of the two-cards is given below:

Fig 5.9: Specimen of a Borrower’s Card

Name of the library

Borrower’s No —————————————————————————
Date of Expiry —————————————————————————
Non-transferable
The following books were issued to me
Signature
Due date/ Date of issue Due date/ Date of issue
(These columns are repeated on the verso of the card).
Membership-cum-Identity card
Name of the Library
Non-transferable
Membership-cum-Identity card
Due date/ Date of return Due date/ Date of
Date of Issue Date of issue return

Fig. 5.10: Membership cum-Identity Card

(At least two leaves are provided in this passbook type card)

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Membership Application forms

The Circulation counter keeps a file of membership forms or membership
application forms. It is arranged in a tray alphabetically by the names of the members.
In some libraries, a list of all enrolled members is prepared either on loose-leaf sheet
or on a bound register. This enables library to know the total number of library
members. Notes

Charging
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 the
case may be. The counter assistant puts the due date on the book card. The
membership number of the borrower is put opposite the due date on book card. The
book and the reader’s membership card/membership-cum-identity card is/are handed
over to the member while the book card is kept in the charging tray behind the
concerned date guide card. Thus the book is duly issued and the charging work is
complete.

Discharging
For returning the book, the borrower approaches the counter assistant with the books.
The counter assistant first ascertains the date of return and picks up the relevant
book card from the charging tray. After checking call number and other details, he/
she takes out the book card and puts initials on that book card, 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. In this way, the
discharging procedure is completed.
Unlike Browne System, a permanent record of books issued can be maintained in
respect of type of books issued and number of books issued to each borrower. The
information about to whom the book has been issued can be found out easily by
looking at the membership card and the book card respectively. There is no danger
of dislocation of issue records as duplicate record is available. If borrower’s
membership card is lost, the record on book card is available and vice versa. The
popularity of the book can be ascertained by looking at the book card and date slip
and thus weeding out of less used books becomes easy. But the issue procedure is
time consuming. In rush time, the readers have to wait for a long time as many points
are to be stamped and membership number written on book card, etc. before a book
is issued.
During rush hour, there are chances of putting wrong membership number on book
card.
On the whole, Newark system is considered to be a safer charging method.

Activity 5.2 : Observe the difference between Browne system and Newark
system by visiting libraries practicing these systems.

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INTEXT QUESTION 5.6

State True / False

Notes 1. The main advantage of Newark Charging System is that we can know
particulars of issued books.
2. In Newark charging system, a permanent record of issued books is not possible.

5.3.4 Computerized Charging System

In India, many academic and special libraries have adopted computerized charging
system. The following files are maintained in the computer:
a) Borrower’s or membership file
b) Document file, i.e., Books/records.
The document accession numbers and borrowers’ membership numbers are usually
bar-coded in the automated library system.
When a reader brings a document at the counter, he/she hands over his/her
membership identity card along with the document to be issued to the counter
assistant. The counter assistant feeds membership number of the borrower into the
computer or uses the barcode reader to read the number. Immediately the borrower’s
details, i.e., name, address, books issued previously and how many books he is
entitled to issue appears on the screen. Then the counter staff inputs accession
number in the borrower’s record. The document file is already available in the
computer so that, complete details of the books to be issued can be found out at
any time.
The computerized charging system has many in-built systems by which we can find
out to whom a particular book is issued, when a particular book is due to return,
how many books the borrower has used, reservation of books, calculation of overdue
charges and generation of reminders, etc. The main advantage of the computerized
charging system is the speed with which issue and return is carried out. For big
libraries such as college, university, institutions and public, this system is the only
alternative. A majority of libraries are presently using this system. Some of the
widely used library automation packages are - SOUL, Koha, Libsys, Alice for
Windows, etc.

Activity 5.3: Go to a large library and observe automated circulation

control system. Write down the various steps involved.

INTEXT QUESTION 5.7

Fill in the blanks:

1. Document accession numbers and borrowers’ membership numbers are
usually…………… in the automated library

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2. The main advantage of the computerized charging system is the speed with
which………….. and………. is carried out.

5.4 CHARGING OF OVERDUES

It is a general practice in libraries to collect overdue charges for books returned Notes
after the due date. The policy of over dues is primarily a measure of control over
proper use of books. The policy helps to maintain discipline among readers and
allows a wide circulation of books in demand among borrowers.
The rate and method of collection of overdue charges varies from library to library.
The two most common methods are collection against receipt and through
conscience box. In conscience box, a defaulter puts the amount of overdue charges
in a locked box through a slit on its top. The total collection for a particular period
is taken out and entered in the cash book of the library.
The rate of overdue charges per day for various categories of books is printed on
the due date slip pasted on each book.

5.5 REMINDER WORK

Sending reminders for the overdue books is one of the most important jobs of the
circulation section. Many readers do not return the books in time either out of
selfishness or due to forgetfulness. To check such over holding of books by few
persons and for giving a fair chance for every reader to use the books, reminders
should be sent at regular intervals for overdue library books. Printed reminder forms
are used for this purpose. A specimen of reminder card/form is given below:
Fig 5.11: Specimen of Reminder card
Name of the Library
Ref. No ——————————— Dated —————
Dear Sir/ Madam.
The under mentioned book(s) borrowed by you from the library is/are overdue since
long. You are requested to return them immediately so that the same may be issued
to other readers.
Signature of the Librarian

INTEXT QUESTION 5.8

State True / False

1. The policy of over dues is a measure of control over proper use of books
2. Reminders for overdue books are not required to be sent at regular intervals.

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5.6 RESERVATION OF BOOKS

Many books, especially text books in academic libraries and books on fiction and
current affairs in public libraries, remain in great demand. The libraries are incapable
of meeting all demands of the readers simultaneously. Often pressure of demand
Notes for such books is temporary and funds available to libraries are limited. To overcome
this situation, libraries adopt reservation system.
Readers desiring to read the same book are advised to fill up reservation slip. Once
the desired book becomes available, the readers are intimated about the availability
of the book by post or through notice board. The sample of the slip is given below:
Fig 5.12: Reservation Slip

Call No ——————————— Acc. No.—————————————

Author ————————————————————————————
Title —————————————————————————————
Name of the Reader ( For reservation )————————————————
Address ————————————————————————————
———————————————————————————————
———————————————————————————————
Date ———————

5.7 RENEWAL OF BOOKS

Library books are usually issued for a fixed period as per the library policy. After
the due date, the borrower is expected to return it to the library. If a member requires
the book for some more days, he has to get it renewed. Renewal of book means re-
issue of the same book to the same reader. It is the extension of loan period by
recharging the item to the same reader. The books are renewed only if there is no
demand for the book by other members. The readers may present books at the counter
for re-issue or they may write by post. However, if the book has been reserved by
another member it cannot be renewed.

5.8 INTER-LIBRARY LOAN

Some libraries provide inter-library loan service. For this, they have to maintain
the related records separately. It is not feasible for every library to purchase all the
books required by its users. Therefore, sometimes library borrows books required
by their libraries members, from other libraries where the same is available. Such
arrangement is known as inter-library loan service. The lending library on receipt
of a request letter from the borrowing library, prepares a dummy borrower’s card.
The dummy has the name of the borrowing library written on it and the book card
of the book to be loaned is placed inside the dummy borrower’s card and both are

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put behind the due date guide. The borrowing library, after entering the details in
office copy of the request letter, intimates the concerned member about the
availability of the books. As a matter of policy, books obtained on inter-library loan
are not allowed to be taken out of the library. However, in special cases it may be
issued to the concerned member.
Notes
INTEXT QUESTION 5.9

Match the following

a) Reservation of books (i) Book Renewal
b) Extension of loan period (ii) Inter –library loan
c) Borrowing books from other libraries (iii) Reminders
d) Notice sent to reader for overdue books (iv) Reservation slip

Activity 5.4 : Carry out the charging and discharging activity for 20 books
in a college library.

WHAT YOU HAVE LEARNT

z Circulation section ensures that reading material is available to users and

promotes its use.
z The records relating to circulation work include membership records, books
issued, returned, reserved or renewed.
z The charging systems used in various types of libraries are Register System,
Dummy system, card system and computrised system.
z Two most prevalent systems used in libraries are Browne changing system
and Newarks charging system.
z Most of the modem academic and special libraries have adopted computerized
changing system.

TERMINAL EXERCISE

1. Write in detail how a new member can be registered in a library.

2. Describe the mode of circulation of books in card system.
3. Discuss different types of charging systems used in the libraries.

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ANSWERS TO IN-TEXT QUESTIONS

5.1
Notes 1. First
2. Circulation
3. Reserves
5.2
1. True
2. False
3. True
5.3
1. a)
2. c)
3. d)
5.4
a) (iii)
b) (iv)
c) (i)
d) (ii)
5.5
1. Issuing, Returning
2. College and university
5.6
1. True
2 False
5.7
1. Barcoded
2. Issue and Return
5.8
1. True
2. False

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5.9
A) (iv)
B) (i)
C) (ii)
Notes
D) (iii)
TERM
The terms covered in this lesson which require further explanation are typed below
in an alphabetic order. The learners are required to explain each term.
Browne Charging System:
Closed Access:
Charging:
Dummy:
Inter-library loan:
Newark Charging system:
Overdue:
Reservation:
Renewal:
Reminder:

CERTIFICATE IN LIBRARY AND INFORMATION SCIENCE