Library and Information Science XII 2018-19 PDF

STUDY MATERIAL Library and Information Science (836) Class - XII (2018-19) 1 Contents Chapter 1: Library management Unit 1A: Collection Development and its Management 1.1.1 Collection Development Policy 1.1.2 Selection Criteria for Documents 1.1.3 Stack Maintenance 1.1.4 Stock Verification 1.1.5 Shelf list Unit 1B: Human Resource Management (HRM) 1.2.1 Definition, Need and Purpose 1.2.2 Job Analysis 1.2.3. Staffing pattern in different types of Libraries Unit 1 C: Financial Management 1.3.1 Financial Resources 1.3.2 Budgeting Unit 2: Functions of different Sections of a Library 1.4.1 Acquisition 1.4.2 Technical Processing: Classification and Cataloguing 1.4.3 Circulation 1.4.4 Periodicals 14.5. Binding and Preservation 1.4.6 Information Technology Support(I.T.) Chapter 2: Organisation of Library Resources: Advanced Unit 1 Library Classification (Theory) 2.1.1. Concepts of Personality, Matter, Energy, Space and Time (PMEST) 2.1.2. Steps for Classification by Dewey Decimal Classification (DDC) and Colon Classification (CC) 2.1.3. Call Number Unit 2: Library Cataloguing (Theory) 2.2.1. Types of Authors  Personal  Corporate 2.2.2 Subject Heading: Sears List of Subject Heading and Keywords 2.2.3. Machine Readable catalogue (MARC 21- Latest edition 2 Chapter 3: Library and Information Services Unit 1: Library and Information Services: An overview 3.1.1 Reference Services  On demand and in anticipation 3.1.2 Ready Reference Services 3.1.3 Long Range Reference Services Unit 2 : Library and Information Services: ICT Applications 3.2.1 Modern Library & Information Service  Electronic Reference Service 3.2.2 Emerging Trends Chapter 4: Computer Applications in Libraries: Advanced Unit 1: Use of Computer in Libraries 4.1.1 Study of different Library Software  E-Grathalaya 4.1.2 Use of Open Source Software  KOHA Unit 2: Use of Social Networking Tools 4.2.1. Facebooks 4.2.2. Twitter 4.2.3. RSS 4.2.4 Blog 4.2.5 Linkedln Chapter 5: Communication Skills 5.1.1 Need & Importance of Communication skills 5.1.2. Types of Communication Skills 5.1.3 Interpersonal Communication Skills 3 Chapter 1: Library management Unit 1A: Collection Development and its Management 1.1.1 Collection Development Policy 1.1.2 Selection Criteria for Documents 1.1.3 Stack Maintenance 1.1.4 Stock Verification 1.1.5 Shelf list Unit 1B: Human Resource Management (HRM) 1.2.1 Definition, Need and Purpose 1.2.2 Job Analysis 1.2.3. Staffing pattern in different types of Libraries Unit 1 C: Financial Management 1.3.1 Financial Resources 1.3.2 Budgeting Unit 2: Functions of different Sections of a Library 1.4.1 Acquisition 1.4.2 Technical Processing: Classification and Cataloguing 1.4.3 Circulation 1.4.4 Periodicals 14.5. Binding and Preservation 1.4.6 Information Technology Support(I.T.) 4 Unit 1A: Collection Development and its Management 1.1.0 Introduction Collection development is the process of systematically building library collection to serve the varied needs of users such as studying, teaching, research, recreational, and so on. The process includes selection, acquisition, maintenance, assessment, and weeding or discarding of current and retrospective materials. It also includes planning of strategies to continue acquisition, and evaluation of collections to determine its relevance based on the needs of the library users. In the process, the library staff in the Collection Development Team has to ensure that material is not duplicated and that acquisitions are coordinated and managed in the most cost-effective manner across the entire library system. The concept of collection development came into existence in 1980's with the realization that the collection of any library should be directed towards service instead of collection alone. The main guiding factors of collection development are users' information needs and available resources within the library. When one says available resources of a library, then one considers the existing collection, collection of associate libraries, and financial resources. For planning effective collection development of a library, it is essential to frame an exhaustive collection development policy. Library Collection Books Serials Government e- Audio- Microform Miscellaneous and resources visual Materials materials Institutional Materials Publication Textbooks Newspapers Reports e-journal Phone discs Microfiches Charts Reference Journals Committee e-book Phonograph Micro-opaque Pictures Books Reports Rare Books Annuals Commission e-database Magnetic Slides Globes Reports tapes/discs Thesis Periodicals Conference e-thesis Audio / Video Proceedings cassettes Online e- Film Strips Transparencies Model resources Video discs Fig1.1.1: Brief categories of Library collection 5 1.1.1 Collection Development Policy The terms Collection Development and Collection Building, are usually used interchangeably, but Collection Management is different from the above concepts. Collection Building is selection and acquisition of library materials based on user's actual needs and future requirements. Building suitable collections for scientific and technical libraries is a process of prime importance. Many users, when asked to evaluate scientific and technical libraries, will list the strength of the collection as the major criteria. Science and technology collections are not the easiest ones to develop successfully in view of the complexity of the subjects involved, a large numbers of decision making is to be done because of the sizeable quantity of books and journals available. It is a task to select authentic resources from the'n' number of resources, which could run a risk of being inauthentic. 1.1.1.1 Functions of the Collection development: The library environment is currently undergoing a rapid transformation, leading to novel ways of library collection with an emphasis on modern resources. On one side, there is an increasing demand for good library collections in terms of large amount of data/ information and on the other hand, the publishing media is striving hard to support this demand at a lightning speed by way of modern publications as well as its accessibility. As a result, a large number of e-resources are published on all subject areas. Therefore, a library needs to frame logical approach for collection development. The categories listed below can be suitable for functioning the collection building in a given library: a) User's Analysis b) Selection Policies c) Acquisition policies d) Resource Sharing e) Weeding a) User's Analysis: Users' analysis is the prime job in collection development, which can be received by floating a questionnaire, or holding a personal interaction sessions or interview. Once the need of the clientele is gauged, the library can then focus on its selection policies. b) Selection Policies: The selection policy should be framed according to the basic need of the users and institutional philosophy. Participation of the users in the selection process is extremely 6 important. At the time of selection, the financial constraints need to be taken into account, else the budget may not be spent in all the subject areas of the library holding. c) Acquisition policies: Acquisition policies are normally framed for vendors for a stipulated period of supply and payment. Each library has its norms of discount sought from the vendor. At the same time, library needs to check the duplicate copies or low price editions and sometimes old editions of the books (i.e. remainder title). d) Resource Sharing: Before the collection development process begins, libraries need to take care for the resources sharing of its holding. Sometimes, libraries are a part of the Inter Library Loan or another resource sharing unit among other campus libraries. e) Weeding: Weeding is a scientific process to know the usability of the library, the books which are not useful in the library may need to be weeded out. Besides this, the books which get damaged may be weeded out from the library stock. After weeding out the stock from the library, the library can be certain of the kind of material required for the library. Acquisition Policies The acquisition policy is a guide book to a library for acquiring the information sources. The policy is a set of rules regarding selection, method or mode and standard procedure for acquisition. The policy is designed by the experts or a designated committee or the authority depending upon the nature of the library. Whatever the nature of the library, the librarian plays an important role in designing the policy. Once, the policy is framed, the acquisition of materials starts on the basis of that, till the date, it becomes irrelevant for the library. When, the policy becomes irrelevant, it is again revised and new set of policy is designed and accordingly, the acquisition continues. Presently, information materials are of different types but, initially the library used to deal with books only. The thinkers and scholars of library and information science mentioned book selection policy in their writings, instead of acquisition policy. Hence, in the literature of library and information science, you will find ‘book selection policy’. Only thing to be remembered is that the acquisition policy is wider than the book selection policy. The selection policy of a library is totally dependent upon the collection development programmes of the library. There should be clear cut guidelines for types and forms of materials to be selected. The types here stands for types of documents like, manuscripts, 7 books, journals, newspapers, standards, patents, cartographical materials, etc. Further, depending upon the objectives of the library, it should address the issues like subject areas, language, textbook, reference book, single volume, multi volumes and so on so forth. The policy should have guidelines regarding the form of the materials like, in print form, audio, video, multimedia. It is recommended that the policy should have statements for physical form of the materials also as in print on paper, microfiche, microfilm, digitals depending upon the nature and the infrastructure of the library. The policy should have statements regarding mode of acquisition. The library acquires materials through purchase, gift and exchange. If a library is in the position to acquire a material through gifts or exchange then it should avoid purchasing same material and save the money. In the case of developing digital material for the library, the policy should be framed regarding consortia bases acquisition, its terms and conditions for making the consortia should be mentioned in the acquisition policy of the library. The policy should have guidelines regarding the procedure acquisition. In this section of the policy, the role of librarian, library committee and authority or others if needed in acquisition programme should be mentioned. It should contain the statements about the process of acquisition like, materials on approval, direct order, tender, online order, etc, and accordingly the payment methods. Hence, we can say the acquisition policy is a set of statements and policies regarding collection development programmes of the library, selection of information resources, methods, process and procedures of acquisition. It works as a guidebook for the library in acquisition work. Acquisition policy is based on sound theory given by the scholars and thinkers of library and information science. 1.1.2 Selection Criteria and types of Materials On the basis of book selection theory and principles, a set of criteria is developed and accordingly materials are evaluated and selected. Though, there may be different sets of criteria for different categories of materials but, here we are going to discuss criteria which can be applicable on all kinds of materials. The selection criteria for documentary sources are as follows: (i) Authority (Authenticity): The expertise and affiliation of the author regarding the subject of writing should be assessed. (ii) Accuracy: The content of the document should be accurate and authentic. Wrong or misleading information can be disastrous in any documents. 8 (iii) Scope: The treatment to the subject, topic or theme of the document should be evaluated and correlated to the users of the library. The content should be balance in covering the extension and intension of the subject, topic or the theme of the book. In case of some shortage or limitation in the content, it should be mentioned in the preface of the document. (iv) Organization: Information in the document should have been organised on the basis of some established characteristics or logic. Name of the chapters should reveal the purpose of the document. The consistency in writing and developing from general to specific topic make the reading interesting and easy in understanding. In the case of non-fiction book, an exhaustive index is expected. (v) Format(Graphics): The graphics illustrations are common in the documents dealing with technical data. In this case, appropriate graph, colour pattern, size should be evaluated. (vi) Bibliographies: Document should be supported by references in case of non- fiction book. The format of bibliography should be standard and information should be complete in it. (vii) Users: While selecting a document, prospective users should be identified and ascertained that the material would be read by a large number of readers. The documents should be categorized as scholarly, popular, fiction, non-fiction, entertaining, introductory, advanced, etc. (viii) Vocabulary: The vocabulary of the document should be to the level of the users for which it has been written. (ix) Textbook: The textbook are mostly referred by the students for knowledge in the subject area. Hence, the textbook should be complete in terms of the syllabus of the subject. The content should be accurate and authentic. The organization of the content should be such that the students can understand easily. (x) Fiction: In the case of a book of fiction, the author, title, style, theme, plot, setting, characters, and reviews should be evaluated. (xi) Multimedia: The documents in audio, video or multimedia should be evaluated on the basis of format. There a number of formats for audio video materials. For example, an audio file has mp3, mid, wav, aif, etc, a video file could be mpg, mov, wmv, etc. The file format should be assessed on the basis of equipment the library has. The sound quality, frame rate in video, etc are main criteria to evaluate. 9 (xii) Digital Material: Any kind of information of any characteristics, in any format- audio, video, multimedia or text, graphics or normal documents can come in digital form. While selecting information materials in this format, the criteria of that category of material should be applied. For example, e-book should be evaluated on the basis of criteria of books. File format, arrangement, hyper- linking and search engines in case of databases, display format, etc, are a few aspects to be evaluated. 1.1.2.1 Selection Aids There is a number of selection aids available in the market to help and support the selection of information materials for a library. Depending upon the nature of materials, the selection aids could referred and get help in deciding to acquire a particular material for the library. A few aids are listed here as: (i) National bibliographies: National bibliography is a list of publications, published in a country or relevant to a country published outside of the country. For example, Indian National Bibliography, published by National Library of India, Kolkata, British National Bibliography, published by British Library, London, etc. (ii) Subject bibliography: Subject bibliography is a list of materials published in a particular discipline or subject. Chemica is a subject bibliography, published by Elsevier which covers chemistry, PubMed deals in life science and published by National Library of Medicine, USA, like wise a number of subject bibliographies can be listed for reference. (iii)Trade bibliographies: Book in prints, publisher’s catalogues, and other catalogues published by publishers and distributers or their associations, or independent organization to promote the sales of publications. For example, Indian book in print, Whitaker’s Books in Print, etc. (iv) Book reviews: There are a number of periodicals which published the book reviews. It is also published in newspapers. These reviews are critical analyses made by scholars of the subject. For example, Times Literary Supplement, Book Review Digest, etc. (v) Bibliographic databases: Bibliographic database is a list of publications in database format, searchable online or distributed on CD-ROM, DVD, etc for offline search. For example, Ulrich’s Periodical Directory, PubMed, etc. Some of the data bases provide links to the information sources also if it is downloadable. 10 1.1.3 Stack Maintenance Stack maintenance in any library is one of the most important functions as it helps the users of the library to locate the required books from their place on the shelves. Books are arranged on the shelf according to their Call Number. Hence, for better shelving, it is mandatory that the Call Numbers written on the spine of books should be visible. If the spine is not thick enough to write the call number then it should be written on the left bottom corner of the cover of the book. Usually, the shelving work of libraries is assigned to lower grade staff, student workers, sometimes even to the volunteers. Hence, it is highly recommended that these personnel should be properly trained regarding sequencing of the Call Number and the preservation aspects of books. Understanding of call number make the personnel capable of putting books at their right place while knowledge about preservation aspect make them capable of handling books carefully which extends the life of books. (Fig. 1.1.2) Sound practices and precautions should be taken while shelving of library books: (i) Books should be put at their respective places as per the Call Number of the book. (ii) Books on the shelf should not extend beyond the edge of the shelf. These should be kept vertically straight instead of leaning. (iii) Shelve books spine down, shelving spine up causes the text block to come loose from the covers. (iv) Book support or bookends which are made of wood, steel or any other hard materials keep books vertically straight and keep them from bending. These should be put at the end of row of a book wherever required. (v) Books should not be packed tightly on the shelves as taking out or putting them back may damage the books. (vi) Books from the overcrowded shelf should be shifted to another shelf; if not possible, then report to the supervisors should be given in order to make suitable arrangements. (vii) In any case, the books should not be shelved in two rows in one shelf. 11 Fig 1.1.2: Library book shelves Apart from these, the shelving staff should remain vigilant to find any damaged books on the shelves. Regular repair of books with minor damages saves the life of books; otherwise it may be damaged beyond repair. 1.1.4 Stock Verification: Stock verification is the systematic checking of the library's holdings to find out missing items. Each library should conduct periodic inventories, that is, stock verification in order to have an up-to-date record of library holdings, concrete data on the rate of loss and to assess strengths and weaknesses in the collection. The term 'stock verification' is referred to as 'stock taking', 'physical verification or checking', stock inspections', etc. Stock verification is the process of systematic checking the holdings of the library to find out the missing items. It helps in restoration of misplaced or missing items, finding out torn or worn out items for repair or binding and provides opportunity for cleaning and changing arrangement of documents. However, the main objective of stock verification process in a library is to find 'what has been lost in a given period of time from the acquired library collection'. Knowledge of lost or missing books and other library materials provide the library authorities an opportunity to take measures to stop such loss and if essential, replace the lost materials with new acquisitions. The various reasons for stock taking are discussed in the section below. The stock verification activity is undertaken by a Library according to guidelines provided in the General Financial Rules, Government of India. Rules194 of GFR provides the guidelines regarding the stock verification of library books. The Rule says that “complete physical verification of books should be done every year in case of libraries having not more than 20000 volumes of books. For libraries having more than 20000 volumes and up to 50000 12 volumes of books, such verification should be done at least once in three years. Sample physical verification at intervals of not more than three years should be done in case of libraries having more than 50000 volumes books. In case such verification reveals unusual or unreasonable shortages, complete verification shall be done.” As the modern libraries have provided open access facility to their users, chances of losing books are more. If we provide closed access to the library collection, then there would be hardly any loss, but it would be against all the Five Laws of Library Science. Hence, a certain level of loss of books or any other library materials has to be acceptable and considered as the cost paid towards providing materials via open access to the readers. The same GFR in its Rule 194 says that loss of five volumes per one thousand volumes of books issued/consulted in a year may be taken as reasonable provided such losses are not attributable to dishonesty or negligence. However, loss of a book of a value exceeding Rs.1,000/-(Rupees one thousand only) and rare books irrespective of value shall invariably be investigated and appropriate action taken. 1.1.4.1 Advantages of Stock Verification R. L. Mittal (1984) in his book entitled 'Library Administration: Theory and Practice' has listed several advantages of stock verification. Those are: (i) It reveals the lost books. (ii) It enables the Librarian to replace the lost books which are essential for the library. (iii) It helps in the stock rectification because the misplaced books are restored to their proper places. (iv) It helps the library authorities in ascertaining the percentage of loss entailed by a certain service provided in a specific manner. If the loss of books in open access is less, it would be a proper guide for the library authorities to introduce open access for encouraging better use of the reading material. (v) It provides adequate statistics which enables the library authorities to realize the inevitability of loss of some percentage of books when these are put to use. If the books change hands quickly, there is likelihood of bigger loss. 13 (vi) It also enables the library authorities to ascertain as to whether the library staff is dishonest, negligent and careless or otherwise and it further enables authorities to provide necessary remedies to check future losses which may be serious in some cases. (vii) It further enables the Library authorities to judge the popularity of a particular subject because generally books which are used more are stolen very often. (viii) It enables the periodical shuffling and dusting of the books and ensures that no dust and insects accumulate, which would otherwise be injurious to the books. (ix) It provides opportunity to survey the book stock and worn out, torn books and books of older editions which are no longer in use can be withdrawn from the main sequence. (x) It further provides an opportunity to the staff members to acquaint themselves with the stock of the library so that they can provide better reference service. (xi) It helps updating the library catalogue and other records thereby helping in providing better reservation and inter-library loan services. (xii) It helps in knowing about the lost books thereby reducing irritation to library users and staff members because answers to many unsolved queries are easily available which are otherwise faced by Librarians of some best managed libraries. 1.1.4.2 Methods of Stock Verification On the basis of various approaches, stock verification process can be put into three categories. This includes: (i) Accession Number Approach: In this approach, the staff checks the books on shelves on the basis of accession number. Here, stock verification is conducted by (a) accession register, (b) using separate register with accession numbers, and (c) preparing separate sheets which contain accession numbers consecutively. In the first two methods, the library staff searches for the books on shelves, in sequence of accession number, in a consecutive order. It is very difficult for the library staff to find the books on shelves as books are shelved according to call number. For finding books in this approach, the staff moves from shelf to shelf and browses many books to find a particular book. It also damages the Accession Register of the library. The third method is considered better than the previous two methods. In this method, separate sheets are prepared with Accession Numbers and two staff members are engaged. One staff member reads out the accession number and other simply strikes off that particular accession number. At the end of the process, untraced accession 14 numbers are checked with circulation record, binding and other places where books may be available. (ii) Call number approach: In this approach, books are checked on the basis of shelf list. Libraries maintain shelf list according to Call Number, based on which the books are also shelved. This method is easier and less time consuming. (iii) Information and Communication technology approach: In this approach, extensive help of technology is taken depending upon automation level and the technology a particular library uses. If a library is using barcode technology for operational purposes, then with the help of data collection unit (e.g., bar code reader) data is collected and put into the library automation software. In the same way, if a library is using RFID technology for operational purpose, then data collection unit meant for collecting data from RFID tag is used for collecting data. In this way the accession number is collected and directly compared with the original data downloaded from the library automation software. Fig1.1.3: RFID (Radio Frequency Identification) Tag Fig1.1.4. RFID Reader 15 Once the data related to accession number is collected (whether using barcode technology or RFID), it is downloaded into the library automation software. The software itself compares the library stock with losses and prepares a final record. If a library has such infrastructure, then the stock verification process become very easy and is less time consuming. But, all the management, housekeeping activities, collection development can go in vain if the users are not well oriented. Therefore, user's education and orientation is an important to promote library service. 1.1.5 Shelf List The library has shelf list, which is a file of cards or slips containing a record for each book or documents in the collection. It has the following information which helps in its identification:  Call no  Title  First author  Brief description of the item  Copy number  Edition number The shelf list is arranged in the exact sequence of Call number as books are arranged on the shelves. It is used during stock verification or in Inventory Control after matching the books on the shelves with the shelf list. Two staff are required to match the shelf list with the books in the shelves. If an item which is checked is in proper physical state, it is ticked with a pencil. If any item is not found on the shelf, the shelf list is marked with pencil- a slip or card may be inserted or clipped for further review at a later stage.During the matching activity, if any item is found to be damaged or needs to be repaired, the same is noted and recorded for further decision making (whether the item needs to be repaired or mended or weeded out) 1.1.6. Summary Acquisition is an important function to develop collection for the library. The function is being concluded in four steps namely, selection, ordering, receiving and accessioning. The selection process depends upon the objectives of the library, long term and short term collection development programmes and users’ needs. Collection development has developed as a subject in library and information science discipline. For developing an appropriate 16 collection for a library, it should have a sound acquisition policy and accordingly it should acquire the information sources till the policy becomes irrelevant for the library. It follows a standard process and maintains the records of the process followed. 1.1.7 Exercise 1. Define Collection Development? 2. Discuss the functions of Collection Development? 3. What are the selection criteria for documentary sources? 4. List four selection aids which help and support in the selection of information material for a Library? 5. What is Stock verification? Write its advantages? 17 Unit 1 B: Human resource management (HRM) 1.2.1 Definition, Need and Purpose Human resources are the vital resource for any library, because the library is utilised only by human beings. A major portion of the budget is usually spent on the staff of the library in order to provide best services. It is essential to have a well -trained and highly motivated staff to make an effective use of the sources of the library and to meet the demands of the community. The quality of human resources is the most important factor which affects the operational effectiveness of an organization. The way any organization manages these resources results in success or failure in achieving the goals. As mentioned above, a staff is the most important component out of the three components of a library. For fulfilling the goals of a library, it is necessary to manage its human resources effectively and efficiently. The human resource management (HRM) is defined as a strategic and coherent approach to the management of an organization's most valued asset, that is, the personnel working there who individually and collectively contribute to the achievement of its objectives. According to the Society for Human Resource Management (SHRM), the HRM is “the design of formal systems in an organization to ensure the effective and efficient use of human talent to accomplish the organizational goals”. Just like any other organization, libraries too have all types of traditional HRM activities such as recruitment and selection; compensation and benefits; training and development; health and safety; employee and labour relations; and some libraries even have trainees/intern employment or volunteer management, etc. 1.2.1.1 Functions of HRM There are five fundamental functions of HRM in any organization, which are also applicable to libraries. These functions are:  Human resource planning  Staffing  Communication  Employee development, and  Employee maintenance (i) Human Resource Planning Human resource planning is the process of assessing the type of staff needed to accomplish organisational goals. The basic human resource planning strategy is staffing and employee development. For this, analysis of the job is done. Job analysis is the process of describing 18 the nature of a job and specifying the human requirements, such as quality and qualifications, skills and experience, etc. needed to perform it. The end product of job analysis process is the job description. A job description is a vital source of information for employees, managers, and HR professionals. (ii) Staffing Staffing is the process of recruitment and selection of human resources for an organization. HR planning and recruiting precedes the actual selection of staff for any position in an organisation. Recruiting is the personnel function that attracts qualified applicants to fill job vacancies. In the selection process, the most suitable candidates are selected for hiring from amongst those persons who are attracted to the organisation. HRM functionaries are involved in developing and administering methods which enable authorities to decide which applicants should be selected and which one is to be rejected for the given jobs. After selection, certain functions are performed to manage the staff and get the job done for the organization. Those functions include: orientation, training and development, performance appraisal, career planning, compensation, benefits, labour relations and record keeping. Orientation: Orientation is a process that enables a new employee to accommodate in the new job environment. It is a method to acquaint new employees with particular aspects of their new job, including pay and benefit programmes, working hours, and organization’s rules and expectations. Training and Development: Training and development is a process that provides employees the skills and knowledge to perform their job efficiently and effectively. Apart from this, it also provides training for new or inexperienced employees. Performance Appraisal: Performance appraisal process monitors the performance of an employee to ensure whether it is at an acceptable level. Besides providing a basis for pay, promotion, and disciplinary action, performance appraisal details are essential for the development of an employee as it is necessary to motivate and provide guidance for performance improvement. Career Planning: Career planning is the process of assessing the potential of an individual employee for growth and advancement in the organisation. Compensation: The HR personnel derive a rational method to determine how employees should be paid for performing the various jobs. Their pay package is related to the maintenance of human resources hence, it is a major consideration in HR planning. Benefits: Benefits are another form of compensation to employees other than direct pay for the work performed. 19 Labour Relations: The term “labour relations” refers to interaction with employees who are represented by employee unions, which are also referred to as trade unions. Trade unions are associations or groups of employees who come together to obtain a voice in decisions affecting them like wages, benefits, working conditions, and other aspects of employment. Record-keeping: The oldest and most basic function of HRM is employee record-keeping. This function involves recording, maintaining, and retrieving employee related information for a number of reasons. Records which must be maintained include application forms, health and medical records, employment history (jobs held, promotions, transfers, lay-offs, etc.), seniority lists, earnings and hours of work, details of leave of absence, turnover, tardiness, and other employee data. Complete and up-to-date records are essential for most of the HRM functions. (iii) Staff Communication Communication is an exchange of information between various levels of management. Effective staff communication is critical for the proper functioning of the organization. Regular and effective Communication invites people to engage in discussion and provides a two way feedback between management and employees, departments, and colleagues. This, in turn, promotes not only a culture of sharing ideas and knowledge, but also making things happen. Communication is carried out by using both the informal and the formal channels. (iv) Employee development The employee development is a process of encouraging employees to acquire new or advanced skills, knowledge, and viewpoints, by providing learning and training facilities, and avenues where new ideas can be applied. This programme is basically to keep employees motivated towards the organization as well as to further their development and growth. For this purpose, the HRM plans effective training and development programmes for the employees. (v) Employee Maintenance Employee Maintenance refers to the personnel information about each employee of an organization. All data related to personnel of each organization is maintained in the employees’ master database and it is usually online. It allows the management of employee data such as contact information, costs involved and share of compound costs. The sum of monthly costs for an internal resource is broken down to an hourly rate that is used to calculate costs on activities (project task, incidents, etc.). 20 1.2.2 Job Analysis One of the important functions of Human Resource Management is Job Analysis. It is a process for determining the job requirement. It involves the analysis of the contents of each job to be performed is on institution. The job analysis provides the answers of the following questions:  What are the takes performed by the job?  How they are performed?  What qualifications required in a worker, to perform the job effectively and satisfactorily. It determines the working conditions, tasks, responsibilities, duties, authorities, skills and abilities objectives of the concerned job. 1.2.2.1 Advantages: 1. It specifies the duties and responsibilities implies in each job. 2. It helps in determining job opportunities available in each types of workers required for each job. 3. It provides a scientific base for fixing wages and salaries of various types of jobs and employees because it takes into account the mental and physical skills, effects and risks involved in each types of job. 4. It helps experimenting modern devices like time and motion studies which are instrumental in increasing overall efficiency and productivity. 1.2.2.2 Job Description: Job description is the output of job analysis which helps in the preparation of job specification. The purpose of job description is to identify a job. It is served by providing on identifiable descriptive title to each job or part of it. Strategic choices Collect information Process information Job descriptions Job specification Fig1.2.1: - Process of Job Analysis. 21 1.2.2.3 Job Evaluation: Job evaluation determines the Job Specification of each and every job of an Institution. Job evaluation means job rating. By it the value of each job is specified vis-à-vis another job or a group of jobs. The basic purpose of job evaluation is to find out an appropriate base for salary, to remove the disparities in the wage system. Objectives of job evaluation Job Analysis Job Description Job Specification Job evaluation program Wage Survey Employee Classification Fig1.2.2: Process of job Evaluation Its Advantages 1. For determining the relative value of jobs and their remuneration rates, job evaluation equips an employer in an objective way. 2. In view of (1) above, the employee-employer disputes over wages or salaries etc. are reduced to the minimum. 3. Job evaluation is a useful tool for taking decisions about transfer, promotion, hiring or placement of employees in an organisation. 4. It also provides an administration with a workable organisation and structure of authority along with corresponding rights and obligations and responsibilities. Its Limitations 1. Job evaluation cannot be fool proof. Rating or judgment is bond to differ at the hands of different rates. Even the same person may not have the same judgment at all times. 2. Competent valuators are not easily available. 3. Job evaluation is a complicated affair. 4. There is no absolute correlation between a job and its performer. 5. No one evaluation plan is applicable to all institutions. 22 6. Job evaluation does not take into account the labour problems in monopolistic or capitalistic societies. 1.2.2.4 Difference between Job Analysis and Job Evaluation: Basic for Job Analysis Job Evaluation Comparison Meaning Job analysis is a careful study of Job Evaluation is an attempt of each and every aspect of a particular assessing the relative utility of job. a particular job in an organisation. Nature of Process Comprehensive Comparative Objective To develop the present methods and To determine a fair wage of a techniques of doing a job. job. Techniques Questionnaire, Checklist, Interview, Non-analytical system and Surveys etc. analytical system. Advantage Recruitment & Selection, Helps in removing inequalities Performance Appraisal, in the wage system, making a Compensation etc. comparative analysis of each job etc. 1.2.3 Staffing Pattern in different types of Libraries Different libraries devise their mechanism on the basis of standard theory and practices of HRM and accordingly manage their human resources. For some libraries, staffing and its structure are well defined. Though, these practices were previously understood as Personnel Administration, however as its scope expanded the term HRM got established in practice. Staff structures vary from library to library. Every public library has its own way of providing information to the users. The State Central Library, District Library, Town Library, and Rural Library are normally governed by the State Government, like the Delhi Public Library comes under the Ministry of Culture. The staffing pattern is almost the same across various libraries. The Chief librarian or Director holds the authority of the library along with different professionals appointed in the different sections, which are namely: the classifier, cataloguer, reference librarian, and the library attendant. An academic library is divided into three major categories: School, College, and University library. The school library is normally headed by the school librarian along with the trained library staff, who helps the librarian in day to day activities. In the college library, besides College Librarian, there is professional staff like professional Assistant, Semi Professional Assistant, and Junior Library Assistant. The multitasking staff takes care of the different housekeeping jobs of the library. 23 The University library is headed by the University librarian. Besides these, there is a chief librarian, Deputy Librarian and many assistant librarians at the managerial post. The cataloguer, classifiers, reference librarian, circulation staff take care of the different housekeeping job. In a special library, besides the librarian, there are staffs like translator, subject specialist, bibliometrician appointed for the specialised library job. The staff structure depends on the library activities. A library is like a growing organism, as it grows old the staffing structure is reviewed and new staff is recruited for the smooth running of the library. 1.2.4 Summary Human resources and their management is a complex and the most important process for running any organization including a library. There are five functions of human resource management, namely, (i.) human resource planning, (ii.) staffing, (iii.) communication, (iv.) employee development, and (v.) employee maintenance. The staffing pattern has been specified by the government or organisations from time to time, but it is dynamic in nature. National Knowledge Commission Working Group on Libraries has tried to define staffing structure suitable in Indian environment, but changes in the working environment and adoption of new technologies may lead to different patterns of staffing. 1.2.5 Exercise 1. What is HRM? 2. Write the functions of HRM? 3. What is job analysis? Write its advantages? 4. What are the limitations of Job evaluation? 5. Differentiate between Job Analysis and Job Evaluation? 6. Discuss the staff structure in University Libraries? 24 Unit 1C Financial Management 1.3.1 Financial Resources Finance is the backbone of any library. Librarian or Library authorities must clearly understand the nature and need of a library so that enough finance is provided to ensure proper library service to one and all. Financial activities involve the job of managing funds, budgeting and controlling costs. The financial resources should be made available in such a way that growing needs of libraries are met adequately. 1.3.1.1 Public Libraries Main sources of public library revenue may be as under: (i) Subscription: Some library authorities consider library subscription as a source of revenue, but modern librarians hold that charging of subscription from readers harms the cause of libraries since it discourages the already unwilling readers to register themselves as library members. (ii) Endowments and Private Benefactions: The other popular source which is very often tapped in the USA is the acceptance of endowments and other private donations. The Carngie Trust did the pioneering job in establishing various libraries and helped them to stand on their own feet by providing huge amounts for the purpose. (iii)Library Rates: Library system are based on local rates since the library service there is considered as local service. Library rates alone cannot be sufficient to meet the daily growing demands of libraries. Moreover, most of the local areas differ in their taxable capacities and so uniform and standard library service throughout the country becomes difficult. Besides, the yield from local rates remains insufficient for the purpose. Though there is np harm in tapping this source, yet it should be augmented by other sources also. (iv) Library Taxes: Taxes differ from rates in the sense that the former are levied by the State or Central Governments whereas the latter are charged by local authorities. Taxes levied at State level bring sufficient amount. The assessment of the tax should be made preferably on the value of immovable property. House tax or Property tax is being taken as the basic for library cess/tax in the States of Madras (Tamil Nadu) and Andhra Pradesh. The Mysore (Karnataka) Public Libraries Act, provides a broader base of taxation for library purposes. In the rural areas, surcharge is levied on taxes on lands and buildings alone. 25 (v) Government Grants: The government of the day has to make available regular budget grants as is done for other Departments like Education and Medical. It can be ensured only by a proper legislative enactment. A library service should be impersonal and impartial in the right sense of the words. It should free from party politics gales. The government should provide for initial, expenditure while recurring demands of the libraries should be met from the proceeds of library taxes and rate. Secondly, government should encourage local authorities to collect more funds by giving them incentives by providing matching government grants, the government should also make up financial deficiency in backward areas so that uniform library service is provided to all persons in the country. (vi) Gifts: Libraries, sometimes, receive gifts both in cash and or kind, from various sources. Generally, people with chariable bent of mind and those who love learning and believe in imparting learning to their fellow-beings donate a good number of books from their own collection. The idea behind such donations seems to me to put the books to better use. But this source is simply complementary and supplementary and cannot be considered as primary and substitutionary. As such, library financing policies should not in any way be modified dur too this source. (vii) Fees and Fines: Libraries, generally, take resort to the realization of certain fines and fees when the members either lose the books and /or do not confirm to the library rules and do not return the borrowed books within time. The income from this source will be very few readers would like to pay subscription. The income from fines and overdue would also b every meagre and it cannot be considered a as proper source of revenue. 1.3.1.2 Other Kinds of Libraries Above mentioned source are generally tapped by public libraries but in case of academic libraries and other special libraries, the sources differ in one respect or the other. In the case of university libraries, the students are charged an annual subscription fee of Rs.3/- to Rs. 5/-in addition to their tuition fees etc. If this is done in right earnest, financial problems can be solved to some extent. The second source of revenue in the case of university libraries is the recurring grants of the respective university authorities. In case of college libraries, the sources of finance include the subscription fee charged from the State Governments or the governing bodies of the denominational institutions. 26 The source of library finance in case of special libraries is the grant from the institution concerned. But this is generally not enough. It would be proper if some central and regional special libraries in various fields are established and these are financed jointly by the respective institutions and by the Central and State Government. The Council of Scientific and Industrial Research is the proper agency to look after the financial needs of the special libraries in India. 1.3.2 Methods of Financial Estimation Following are the three methods of finding out the amount of finance required for providing satisfactory library service. 1.3.2.1 Per Capita Method This method, a minimum amount per head of population is fixed which is considered essential for providing standard library service. Community which highly organized and is educationally well advances requires books and other reading materials of a higher order. The expenditure per capita rises in this case. On the other hand, a backward community, at least in the initial stages of its development, may do well with lesser number of advances treatises. The salary levels of the library staff in relation to other services and the average cost of publications are taken into account for determining this per capita limit. The per capita estimate can be based either on the number of literate persons or adults. 1.3.2.2Proportional Method This method presupposes the acceptance of responsibility of providing library finance by authorities at various levels. A library authority considers it its normal duty and provides necessary money out of its regular funds. Generally, a particular minimum limit is fixed. 1.3.2.3.Method of Details Another method of finding out the financial requirement of a library is called the ‘Method of Details’. It implies that all items of expenditure are accounted for while preparing financial estimates for a library. These items, besides others, include salaries/wages, reading materials-books, periodicals and newspapers and other kindred materials; binding and repairing; heating, cooling and lighting, rents and interest; posts, telegraphs and telephones; and stationery and other contingent and miscellaneous items. 27 1.3.3 Budgeting A budget is an estimate of revenue and expenditure for the coming year. Estimates of possible income and expenditure of future year/years are reckoned and proper means for providing the requisite amounts are tapped. The dual purposes of a budget are to limit expenditures to income and to assure wisely planned spending. In other words, aproper plan is prepared in advance and many factors, which are likely to affect the economy in future are taken into consideration and need for preparing a budget is quite evident from the fact that a household which plans can prosecute its future undertakings to when a proper plan is prepared, the available resources are put to best use, otherwise all the money is frittered away without any good result. Planning is essential because the economic resources are scarce and limited. A proper choice of priorities is to be made if maximum utility is sought. Librarians should also prepare their budgets so that essential services are provided to the users. Budget is, no doubt, a different document from that of the annual Financial Report or Statement. The letter is a medium to know as to what was achieved and what was not achieved during the previous year. 1.3.3.1. Budgetary Classification The Budgetary Expenditure can be classified on the following three patterns: (i) Classification by Character Here ‘Character’ refers to the period of time for which the budget is prepared e.g. one year, two years, or current year, this analogy, the expenditure can be classified as current expenditure, capital outlay and debt repayments. Current expenditure is a sort of recurring and regular expenditure. It can be termed as an amount which is ‘used up during the year. Salaries, office and stationery supplies, heating, cooling, telephone and postage charges etc. are included under this head. Other items such as the purchase of books and periodicals, furniture and equipment and the erection of building etc. are included in ‘capital outlay’ because through (ii) Classification by Object The second type of expenditure classifications based on the services rendered or materials acquired by libraries. One of the main items is salaries and wages of the 28 regular and past time staff employed for providing technical and public services. The materials, services or objects include the provision for books, periodicals and other kindred materials, their maintenance and binding, building, furniture and fittings and equipment for housing them and for putting them to best use. The third items includes the expenditure on administration and routine matters i.e. heating, cooling and lighting charges, postage, contract contingencies. (iii)Classification by Departments Third type of expenditure classification is done department wise as follow: I. Technical Section which may further be divided into a) Acquisition b) Classification c) Cataloguing II. Reference and Circulation Section III. Periodicals Section IV. Office, etc. 1.3.3.2 Practical Procedure for Preparing the Budget Budget is not prepared within a day it is a continuous job. The requirement and policy decisions which are taken from time to time during the year are incorporated into an annual estimate. The following three ways may be adopted to prepare library budgets.  Comparison with past expenditures  By budgeting in accordance with the work programme and  By using widely accepted standards and norms 1.3.3.3 Tips for successful budget Making (i) A general budget file should be maintained which contain policy decisions. (ii) Each section should be asked to maintain a budget file so that they can from time to time note down their financial requirements which are to be incorporates in the budget. (iii) The department reports should be incorporated in a general budget form. (iv) Account assistant should carefully do the cumulation work so that an exact idea is got as to what total amount is required for each operating unit of service. (v) The cumulation should be done for the sources of income so that it becomes easy to know the probable income 29 (vi) Net amount required should be struck down by bringing out the difference between the estimates expenditure and income (vii) The budget estimates should be framed carefully (viii) Ways and means should be suggested for procuring additional revenue to meet the deficit. 1.3.4 Summary Finance is essential for running the Library properly. Library authorities and librarians must clearly understand the nature and needs of a library so that enough finance is provided to ensure proper Library service to one and all. 1.3.5 Exercise 1. Discuss three main financial sources of Public Libraries? 2. Discuss per capita method of financial estimation? 3. Define budget? 4. Write the points to be considered for budget making? 30 Unit 2 Functions of different Sections of a Library 1.4.0 Introduction Every library, irrespective of its size and type, acquires, processes, and makes available library material for use by the library users. Based on the acquired material, libraries offer various services to their respective users. A library needs a systematic organizational structure to perform its functions. The function-based structure is a common form of any library. It divides a library into functional divisions, sections, or units such as acquisition, technical processing, circulation, reference, maintenance, and so on. These sections are made up of several sub-sections or units. The distribution of the activities under different sections varies from library to library. For example, some libraries place maintenance section with circulation section while some place it with the technical processing section. But, the technical processing section always has activities of cataloguing and classification. In this unit, we will discuss some sections and their functions, which are common to most of the libraries. 1.4.1 Acquisition Sections The acquisition section in the library is an important functional unit of collection development. It acquires relevant reading materials or information sources, such as, journals, books, electronic books, and periodicals, which are useful for the existing and potential users. Information sources include books, manuscripts, serials, journals, periodicals, newspapers, standards, specifications, patents, thesis, dissertations, maps, atlas, globes, etc. which are deemed fit for serving the existing and potential users. Well-planned acquisition should keep an account of the available funds, storing and shelving area, technological infrastructure, and availability of the staff. It is impossible for a library to buy each and every information source published in the world. So, the acquisition should be planned in such a way that the best suitable material can be procured within available resources so that the objectives of the library can be achieved. The library also acquires information sources for preservation of intellectual heritage, depending upon its scope. The scope of the library may be local, regional, national, and global. For example, the National Library of India, situated in Kolkata has the responsibility of preserving the intellectual heritage and relevant information sources of the whole country, while a library of Kangra region of Himachal Pradesh may preserve the information sources relevant to that region only. 31 The types of information sources have witnessed a growth with the development of the society, where the books are no longer the only sources for a library. In different epochs, the Library and Information Science has used various terminologies, such as documents, reading materials, library materials, etc., wherein the information content of the material is more important than its visual layout. Thus, the term information source has acquired a wider coverage and meaning. Though, these terminologies have varying meanings, they have become somewhat synonymous in the text of the Library and Information Science subject. The information sources can be understood as any material, which contains useful information, recorded in textual, visual, audible, or multimedia form in logically organised format, for the purpose of knowledge development of the present as well as future generations. 1.4.1.1Need and Purpose of Acquisition The library has the responsibility to provide the best available information sources depending on the available financial resources. But, at the same time, the library has its limitations. A certain amount of fund is given to a library for acquiring specific information sources. Hence, the task of acquiring materials and information sources has to be accomplished within the limited resources. The information boom has led to a tremendous increase in the volume and variety of the information material published across the world. It is, thus, impossible for an individual library to acquire all the desired available material. These publications range from general books, textbooks, reference books, maps, atlases, globe, digital and multimedia based materials, etc. Therefore, acquisition of library material needs to be planned in a proper manner. A planned acquisition system is necessary to: achieve the objectives of the library, satisfy the needs of the users of the library, acquire best available resources/ reading materials deemed fit for the library acquire materials of preservation value within the scope of the library, and acquire material within the available resources (fund, space and staff). To achieve the above mentioned purposes, a library requires a sound functional acquisition system. 1.4.1.2 Functions of acquisition system The acquisition system performs the following basic functions to complete the entire acquisition process. Selection, Ordering, Receiving of Documents 32 Cancellation of Documents Accession of Documents i. Selection The selection process of information sources is an important and responsible work. The process of selection revolves around the users of the library. The users' information needs may vary from library to library. As you already know, there are three categories of libraries namely public, academic, and special. Each category has different objectives and caters to the needs of different user groups. Hence, there should be a well-defined selection policy for each and every kind of library. It needs judicious approach to select each and every information source or document to be acquired. The library should always select those materials which can be useful for a larger number of library members and can be required within the available funds. For the purpose of acquisition, it is always recommended that the library should have a written acquisition policy. The acquisition policy acts as a guiding tool for the staff associated with the selection process, as it helps to maintain standard and consistency in the collection development programme of the library. The acquisition policy should remain the guiding tool to acquire information sources for the library to fulfil their stated objectives. The selection aids are the tools which help library staff in selecting best materials for the library. Users' demands, suggestions from the authority and different tools (bibliographies, reviews published in review journals and newspapers, etc.) can be used as selection aids. For assisting the library staff to select best reading materials for the library, there is a selection committee. The selection committee is a group of experts from different subject areas depending upon the nature of the library.  Selection in Public Libraries The objectives of the public library have already been discussed. A public library has a wide range of users which may include children, adolescent, youth, and old aged people. The need of the users may be based on their economic class (lower, middle and higher), professional association, educational level, habitats (rural, urban, hilly region, costal region, etc.), socio- cultural and linguistic background, etc. The library is also expected to acquire the material relevant to the locality like, local history, politics, economy, socio-cultural threading, weather conditions, available professions, etc. As, a public library has the responsibility of serving the community and preserving the relevant information of the region, its approach in material selection is different from other kinds of libraries. 33  Selection in Academic Libraries The academic library can be divided into three broad categories, viz. school, college and university Library. The guiding fators of the academic Library are based on the educational courses and the demands of the students, faculty members, and support staff. The selection policy of a school and college library is usually around the acquisition of textbooks, materials for general studies, personality development, career choices, teaching and learning resources, materials for the support staff. Since, the universities offer undergraduate, post graduate, and research programmes, the selection of material must be done with proper care.  Selection in Special Libraries A special library is meant to serve the information needs of the parent organization of a library. Hence, the selection of information sources is based on the short term and long term programmes of the parent organization. The library selects the materials exhaustively for short term objectives of the organization to meet its programmes at hand. For example, if an organization takes up a research project on life style of urban spaces of India, the relevant material should be selected to support the programme. Considering the long term objectives, the library selects the materials of wider scope of the organization and supports the collection development of the core area as well as other relevant subject areas of the organization. Selection process should always focus on the long term collection development programmes of the library. On the basis of the acquisition policy, the materials should be scrutinized and lists prepared. Further approval of the selection committee or the competent authority should be taken into account and the process can be moved ahead to order the documents.  Selection Criteria and Types of Materials The selection criteria for documentary sources are as follows: (i) Authority (Authenticity): The expertise and affiliation of the author regarding the subject of writing should be assessed. (ii) Accuracy: The content of the document should be accurate and authentic. Wrong or misleading information can be disastrous in any documents. (iii) Scope: The treatment of the subject, topic, or theme of the document should be evaluated and correlated to the users of the library. The content should be balanced in covering the extension and intention of the subject, topic, or the theme of the book. In case of some shortage or limitation in the content, it should be mentioned in the preface of the document. (iv) Organization: Information in the document should be organised on the basis of some pre-established characteristics or logic. The consistency in writing and developing from general to specific topic makes the reading interesting and easy to understand. In the case 34 of non-fiction books, an exhaustive index is expected. (v) Format (Graphics): The graphics illustrations are common in the documents dealing with technical data. In this case, appropriate graphs, colour patterns, sizes, etc. should be evaluated. (vi) Bibliographies: Document should be supported by references in case of nonfiction book. The format of bibliography should be standard and information should be complete. (vii) Users: While selecting a document, prospective users should be identified and ascertained that the material would be read by a large number of readers. The documents should be categorized as scholarly, popular, fiction, non-fiction, entertaining, introductory, advanced, etc. (viii) Vocabulary: The vocabulary of the document should be at par with the level of the users for whom it has been written. (ix) Textbook: The textbooks are mostly referred to by the students for knowledge in a subject area. Hence, the textbooks should be complete in terms of syllabus of the subject with accurate and authentic content. The organization of the content should be such that the students can understand easily. (x) Fiction: In the case of a book of fiction, the author, title, style, theme, plot, setting, characters, and reviews should be evaluated. (xi) Multimedia: The documents in audio, video, animation, and multimedia should be evaluated on the basis of their format. There are a number of formats for audio-video material. For example, an audio file is identified as having mp3, mid, wav, aif, etc., a video file could be mpg, mov, wmv, etc. The file format should be assessed on the basis of the equipment(s) that the library has. (xii) Digital Material: It may be ensured that a database of library material, in all formats i.e.... audio, video, multimedia, text, graphics or normal documents is made available in digital form. While selecting information materials in this format, the criteria of that category of material should be applied. For example, e-book should be evaluated on the basis of criteria of books. File format, arrangement, hyper-links and search engines in case of databases, display format, etc. are a few aspects, that may be used to evaluate the digital content.  Selection Aids There are a number of selection aids available in the market to help and support the selection of information materials for a library. Depending upon the nature of materials, aids could be selected to acquire a particular material for the Library. Some of the selection aids are listed below: (i) National bibliographies are a list of publications, published in a country or relevant to a country if published abroad. For example, Indian National Bibliography, published by National Library of India, Kolkata; British National Bibliography, published by British 35 Library, London, and so on. (ii) Subject bibliographies-are a list of materials published in a particular discipline or subject. Chemical is a subject bibliography, published by Elsevier which covers the subject chemistry; PubMed deals in life sciences and is published by National Library of Medicine, USA. Similarly, a number of subject bibliographies available for reference. (iii) Trade bibliographies-are published by publishers and distributers or associations, or independent organizations to promote the sales of publications. For example, Indian Books in Print, Whitaker's Books in Print, and so on. (iv) Book reviews-There are a number of periodicals, newspapers, and websites which publish book reviews. These reviews are critical analysis made by scholars of the subject. For example, Times Literary Supplement, Book Review Digest, and so on. (v) Bibliographic databases-are a list of publications in database format, searchable online or distributed on CD-ROM, DVD, etc. for offline search. For example, Ulrich's Periodical Directory, PubMed, etc. Some of the databases provide links to the information sources even if they are downloadable. ii. Ordering Once the selection process is complete, the ordering work begins. Before ordering the materials for acquisition, pre-order search is conducted to avoid duplicity. The materials are exhaustively searched in existing collection; in processing sections, newly received materials and so on. After the process of pre-order search is completed, a purchase order is generated and sent to the publisher directly or to an approved vendor/supplier of the library. Generating reminders of pending orders and cancellation of orders is also the part of ordering function. iii. Receiving The receiving function begins when ordered materials are supplied by the vendor. The materials come with bills or invoices. The supplied material and bills are tallied with the corresponding order list. In the case of printed documents, author, title, edition, publisher, price, and other details are matched with the order list. It is also recommended that the physical condition of the material be checked while receiving them. After a thorough check and verification of material, and subsequent tally with the ordered list, an acknowledgement is issued to the supplier. iv. Accession Every library maintains its stock register in which the details of the acquired material are registered. This called Accession Register. The accession register has fourteen columns for recoding the bibliographical details. The materials purchased, received in exchange or gifts are also recorded in this register. An Accession number is a unique number assigned to each document available in the library. Against this number, all the details of the documents are recorded. A specimen of an accession register has been given in the records maintenance section of Module 2, Unit 3 on pages 99 and 100. 36  Mode of Acquisition The method of acquisition of information sources is popularly known as 'mode of acquisition'. Traditionally, the three modes of acquisition are Purchase, Gift and Exchange. In the recent times, more methods have emerged and have established worldwide. These are online and consortia based acquisition, which are particularly functional in the digital environment. A brief description of these modes of acquisition is listed below: i. Purchase A library goes through a selection process, after which, the information material is made available in the library. Selected materials can be purchased directly from the publishers or their agents, distributors or any vendors depending upon the policy of the library. ii. Gift Non-commercial organizations, educational institutions and people who have strong affinity with the libraries from time to time donate their collection or information materials to libraries. Occasionally an author may also gift a personal copy of his/her book to the library. Sometimes, a set of information material becomes irrelevant for one institution, but it, can be relevant for another institution. In such cases, the former can donate the material to the latter. Therefore, gifting is also one of the established methods of acquiring materials. iii. Exchange The library may acquire materials, especially the publications of other institutions in exchange of its own publications. From time to time, libraries can exchange duplicate copies of library material. As mentioned earlier, sometimes an irrelevant material for one library may be relevant for the other one. iv. Online Acquisition Online acquisition method is more suitable for digital materials. In this process, a library can download material from the publishers' or vendors' portal and make payment online. For example, digital materials, print materials like books, reports, and so on. 1.4.2. Technical Processing Section 1.4.2.1 Classification Classification is an act of organizing the documents/universe of knowledge into some systematic order. Classifiers, of the technical processing section of a library, are classifying the documents procured in the library. 37 1.4.2.2 Cataloguing Section Cataloguing is the process of creating catalogue of the library holdings on the basis of catalogue rules or code adopted by a particular library. As mentioned earlier, a catalogue is a list of the holdings of a library with all the bibliographic details. It is a tool which helps users to search relevant materials on the basis of known information about a particular book or its subject area. Different catalogue entries such as title, author, collaborator, series, subjects, etc. are prepared for an easy availability of the library resource. Catalogue of a library is known as the guide map of the library resources for users of the library. There are a number of cataloguing codes which are practiced worldwide. In India, Anglo American Cataloguing Rules (AACR) and Classified Cataloguing Code (CCC) are practised. The AACR is more popular cataloguing code as it is compatible with the International Standard Bibliographic Description (ISBD). In 1971, ISBD was recommended by the Working Group, set up by the International Meeting of Cataloguing Experts, Copenhagen, 1969. It was initially designed for monographic publications (books) but, later, it was extended to serials and non-book materials as well. Hence, ISBD has three formats now namely, ISBD (M) for monograph or book, ISBD (S) for serials and ISBD (NEM) for non- book materials. The AACR accommodates the ISBD format in cataloguing as it is more descriptive and is also easily adaptable in computerized catalogue. Currently, libraries are undergoing a transition; information technologies are being adopted in their operations to provide services to the users. Although, not all the libraries of the world have not made this shift and a large number of libraries continue to operate manually. The libraries which have adopted the technologies and created a computerised catalogue are known as Online Public Access Catalogue (OPAC). They facilitate library resources via the medium of online search. The OPAC searched with the help of internet by any user from any given locale is called web-based OPAC. On the other hand, there are libraries which haven't undergone a computerized process and continue to create catalogue entries on cards. They provide search facility to their members manually. In the technological era, there are many bibliographic formats available. Out of which, Machine Readable Catalogue (MARC), APA designed, practiced and promoted by Library of Congress, USA and Common Communication Format (CCF) designed and promoted by UNESCO are most popularly practised. The MARC and the CCF, both are used for cataloguing as well as exchanging bibliographic data among the libraries.  Functions of Cataloguing Section The cataloguing section of a library is supposed to perform the following functions: 38 (i) Preparing catalogue (ii) Labelling and Pasting (iii) Label Writing and Assigning Location Mark (iv) Cards Checking by Chief Cataloguer (v) Filing Catalogue Cards (vi) Preparation of Addition List (vii) Transferring Catalogued Materials to Concerned Location  Preparing Catalogue The cataloguer prepares different cards for books or any other material acquired by the library. In the manual cataloguing system, main entry, added entries, reference entry, shelf list card and book card are prepared on catalogue cards according to the cataloguing code adopted by the library. In the computerised system, online catalogue for each and every material is created. The cataloguer also creates different authority files wherever needed. Authority files are usually created for author, collaborator, series, subject, publisher, etc.  Labelling and Pasting The cataloguing department prepares books or any materials for service. For this purpose, different types of labels as authority stamp, spine label, due date slip, book pocket, etc. are prepared and pasted.  Label Writing and Assigning Location Mark Different labels contain different data about the book and the library. Hence, under the label writing work, call number, collection marks such as reference, circulation or any other collection name (closed reference, textbooks, etc.), accession number or any other information are written.  Cards Checking by Chief Cataloguer The quality of catalogue is very important as any mistake in catalogue will fail to provide required information to the users or misguide the users. Hence, the checking of entries and labels pasted on the books is carried out by the chief cataloguer. If needed, corrections are done before releasing the catalogue cards for filing and the books or any other resources for reading.  Filing Catalogue Cards The cataloguing department files the catalogue cards as per the filing code adopted by the library. According to the heading of the catalogue entry, a card is filed at its appropriate place in the card cabinet. Usually, the catalogue cards are filed in alphabetical and classified order. For filing the entries like author, title, subject, etc. dictionary formula is usually adopted 39 while the entries having numbers as heading are filed in numeric order. The heading of the shelf list entry is always call number. The main entry of CCC also has the call number as the heading. These cards are thus filed in numeric order. Shelf list is only prepared for administrative purposes; hence the cabinet of the shelf list is usually kept locked all the time. The entries prepared for searching the library materials are filed in a public catalogue cabinet.  Preparation of Addition List The cataloguing department prepares the list of new additions to the library holdings for informing the users of the library within a stipulated period. Depending upon the policy of the library, the additions list may be released weekly, fortnightly, monthly, etc.  Transferring Catalogued Materials to Concerned Locations Once the catalogue cards of newly acquired material are filed in the public catalogue cabinet, the material is transferred to its stipulated location. For example, books meant for circulation are transferred to the circulation department, books meant for reference are transferred to the reference department, etc.  Cataloguing Staff and Tools Library cataloguing has to be carried out accurately and with concentration. The department should be equipped with qualified staff with good hand writing and supporting tools. In the case of computerised cataloguing, the staff should have very good knowledge of computerised cataloguing format, different authority files and ability to find data from the book and wherever needed from the cataloguing tools. The required cataloguing tools are - different kinds of bibliographies, national bibliographies, trade bibliographies, books in prints, directories of authors, publishers, and dictionaries of names as Indian names, and so on. Presently, Internet can be very helpful and can replace many cataloguing tools if the cataloguer has excellent searching skills. For example, from the catalogue of Library of Congress, USA, proper name of the author, association and affiliation of the author or collaborators, like wise many more aspects can be searched. The chief cataloguers should have suitable qualifications and experience to head the department and maintain the quality of different functions of the section. 1.4.3 Circulation Section Circulation is one of the most important services of libraries. It allows the users to issue library books and satisfy their reading quest. It is not possible for every member of a library to use the library resources within the library, as they might have other professional and academic Commitments. Hence, the Library has the mechanism to lend books and other 40 library resources to its member for a certain period of time. This process is known as circulation. The circulation function in libraries promotes maximum and productive use of the library material.  Functions of Circulation Section The functions of circulation section are listed below: (i) Registration of Members (ii) Lending of Resources (iii) Renewal of Issued Material (iv) Reservation of Issued Material (v) Charging of Overdue Fine (vi) Lending and Receiving Books on Inter Library Loan (vii) Maintenance of Records (viii) Maintenance of Statistics (ix) Miscellaneous Tasks (i) Registration of Members Library resources are a public property and the librarian is the custodian of this property. Therefore, it is necessary to maintain a record of the circulation of various resources. The members are required to provide their personal and professional details (name, date of birth, address, phone number, email address, profession, subject/course and so on) to the circulation section for the maintenance of the registration records. The registration details help the librarian to contact members and the professional details or the areas of interest help to identify the subject areas where the library collection has to be further developed. The circulation section issues library cards to the registered members of the library. The cards enable them to borrow books or any other material. The number of cards issued to a member depends upon the policy of a particular library. The automated libraries have the library automations software, which pre-defines the number of documents to be issued to a particular member. (ii) Lending of Resources The lending of library resources to the members of the library is the main function of the circulation section (also referred to as the charging system). In this process, a member brings the required book(s) or other material to the circulation counter along with the library card(s). Against each library card one document is issued to the concerned member and a gate pass is given for the issued material. The Security personnel check the issued material and keep the gate pass in the security file. Some libraries, which do not have the gate pass system, check 41 the document to ensure whether it has been issued or not. In the automated system of circulation, documents are issued with the help of the software and a gate pass is generated. The RFID (Radio Frequency Identification) system allows members to go out of the library, only with the issued material. In case, a member attempts to take along any unissued documents, the RFID system automatically rings an alarm to alert the security and the appropriate action may then be taken. When a member returns a book, the librarian should match the call number and the accession number on the book and the book cards. The book card of the retuned book should be inserted into the book pocket of the same book. The member is then given back his/her library card. This process is known as the discharging system. (iii) Renewal of Issued Material At times, a library member may desire to retain the library material beyond the due date. This may be due to several reasons and in such a case, the same material is reissued to the member. The material is usually reissued to the member if it is not required by any other member. This process is known as the renewal process. The renewal is usually done when the member presents the material at the circulation counter, or it may be requested over the telephone, through email, by post, depending upon the library's policy. (iv) Reservation of Issued Material Sometime a particular book or other documents are not available for being borrowed by the members. The reason may be that the book has been acquired by the library but has not been processed, or has been issued to another member, or it is in binding or otherwise unavailable. In such cases, the circulation section reserves the particular book or any other document required by the user and when that particular document is available for circulation, the member is informed about its availability. For reservation purpose, there is a reservation card in the library on which name of the member with membership number and details of the document are recorded. A reservation slip is generated for the same document and put with the book card or any other records of that particular document. In the automated system, depending upon the provisions available in the software, the materials are reserved for the members. The software automatically notifies the administrator of the circulation section about the reservation. The concerned member is informed accordingly. Nowadays, the library automation software also sends a system generated SMS to the concerned member. 42 (v) Charging of Overdue Fine Most libraries have the policy to charge a fine, when an issued document is retained by the member after its due date. For this period, a charge is levied (on per day basis) and collected from the member. A due receipt is given to the member for the paid amount. Some libraries maintain an authenticated register given by the accounts department of the library or parent organisation with signature of the member against the collected money. The money is deposited in the accounts department periodically, say weekly, fortnightly, or so on. (vi) Lending and Receiving Books on Inter Library Loan A library always tries its level best to acquire all the books and other material which may be useful to its users. But, it is impossible to acquire all the material published worldwide. This is due to two prominent reasons, which restrict maximum acquisitions, i.e., funds and space. Another reason behind this is increase in number of publications. Therefore, there is a system of resource sharing amongst libraries, called Inter Library Loan (ILL). In this system, one library requests another library for a particular book, requested by its member. As member cannot request the holding library to issue a particular document as for this purpose, the person will have to become the member of that library. Hence, the first library gets the document on loan from the holding library and issues it to the concerned member. When the member returns the document, the first library returns the document to its holding library. The whole process is known as Inter Library Loan. To put in simpler terms, ILL is the system where one library issues a book/ document to another library. The circulation sections of both libraries perform this function and keep the records of lending-receiving and issue–return to and by libraries, that is, by first library and again getting returned by the holding library. In the process a large number of records are generated and maintained by both. (vii) Maintenance of Records The records of circulation section are very important for different purposes. These not only show the utilization of the library resources but also disclose the subject areas which are most utilized by the members. The records also help the library to build its collection and make other plans for future growth. The section maintains the members' registration records, issue records, overdue, ILL, and so on. (viii) Maintenance of Statistics The circulation section maintains different statistics generated in the section, such as, the number of members registered, number of members withdrawn, number of documents issued, overdue charges, and so on. These statistics help to prepare the annual report of the library 43 and also catalyse the future plans for the library (ix) Miscellaneous Task Listed below are miscellaneous tasks performed by the circulation section: (i) Issue of reminders and recovery of overdue documents (ii) Replacement or payment of lost documents or cards (iii) Allowing consultation facilities (iv) Providing lockers or carrels (v) Taking measures against mutilation and loss of documents (vi) Issuing clearance certificate Apart from the above, jobs requiring care and maintenance of circulation area, reading room, transfer of books into the stack area, and many more, fall under the circulation section. 1.4.4 Periodicals Section Journals or serials are also referred to as periodicals. These are publications that are published at regular intervals, that is, in series with certain frequency. The frequency may be weekly, fortnightly, monthly, quarterly, etc. Modes of acquisition of periodicals include subscription, gift and exchange. In the case of subscription, the payment of the subscription period which is usually annual is made in advance to the publisher or supplier. Hence, it needs a special management system. Libraries which subscribe to a large number of periodicals have a separate section dedicated to manage periodical acquisition and services, called a periodical section. The functions of periodical section are discussed as follows:  Functions of Periodical Section (i) Selection of Periodicals (ii) Acquisition of Periodicals (iii) Receiving and Recording of Periodicals (iv) Display of Periodicals (v) Shelving of Periodicals (vi) Indexing, Abstracting and Documentation of Periodicals (vii) Periodicals' Circulation (viii) Administration of Periodicals (i) Selection of Periodicals and Serials Periodical selection is the process of deciding which periodicals are to be acquired by a library. The selection of a periodical depends upon the collection development policy of a particular Library. It is always recommended that a periodical selection 44 committee be constituted for selecting periodicals. The committee finalizes the list of periodicals to be subscribed on the basis of the needs and objectives of the parent organization, recommendations of the members and the available funds of the library. The Association for Information Management (ASLIB) has recommended the following criteria for selecting periodicals: (a) Recommendation by specialists (b) Recommendation by the members of the library (c) Opinion of li

Library and Information Science XII 2018-19 PDF

Document Details

Tags

Related

Summary

Full Transcript

Upgrade to continue