Stock Verification and method ,shelf list .pptx

This presentation briefly introduce the shelf list , stack maintenance , stock verification and methods of stock verification

1. Shelf List , Stack Maintenance , Stock Verification Rajiv Ranjan Mishra

2. Shelf List Shelf register or shelf list is an important record of books; which shows the position of any book on the shelves. In order to control the movement of books in a library a shelf list is, made use of. A shelf list is usually maintained in standard size cards. These cards are arranged parallel to the corresponding arrangement of books on the shelves. Books in the library are kept in multiple sequences. Therefore, there would be many groups of shelf list card. The shelf list enables the library to maintain correct sequence on the shelves. It can also indicate immediately the position of any book on the shelf.. Shelf list is nothing but a stock register and therefore comes in handy for stock verification purposes. Since the shelf list is an important record, it should be kept under the safe custody and also kept up-to-date.

3. STACKING PRINCIPLES Ensuring maximum capacity with minimum wastage of space. Facilities for accommodating books and also other book-like and non-book materials. Easy accessibility to books and also other related areas like Library catalogue, Circulation desk, etc. Proper ventilation for adequate flow of fresh and dust-free air, along with temperature and humidity control. Adequate artificial lighting; and Provision for future expansion.

4. 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.

5. In this section, we are dealing with the maintenance of stack rooms which involves the following work: • Preparation and maintenance of guides • Shelf rectification • Maintenance of shelf register/list • Maintenance routines • Tools needed in the maintenance section

6. Stack Guides Guides are to be put up at different places in the library in order to enable a user to find his/ her way into different parts of the library with minimum of assistance from library staff. In a stack room, the following guides will have to be provided. Tier Guide : Each tier of stacks should have one tier guide showing the arrangement of books on the shelves in that tier. These should show the subjects covered in the respective tier giving the inclusive class numbers and their verbal headings. Gangway Guide : Each gangway should be provided with a gangway guide, indicating the subjects covered in the particular gangway with the help of class numbers and equivalents in the form of verbal headings.

7. Bay Guide : Every bay of shelves be provided with a bay guide containing the concerned class numbers and their verbal headings. Shelf Guide: Every shelf should be provided with a shelf guide giving the class numbers to denote the subject on which the books are found in a particular shelf. General Guide : A guide giving an overall view of the stacks and the arrangement of books has to be provided preferably in the lobby or somewhere near the entrance.

8. General Instruction Guides : The maintenance section should provide the following guides: a) No Smoking Please b) Talk and Walk Softly c) Silence Please d) Do not shelve the books. Leave them on the table

9. Maintenance Routine Maintenance section/division should also attend to day-to-day routines. The duties of routine maintenance work are the following: • dusting and cleaning of the shelves; • shelving the newly processed books from the processing section; • shelving the books returned by borrowers sent by the circulation section; • shelf study and rectification; • identifying and separating the torn and otherwise mutilated books for mending or for rebinding; • shifting and resifting books whenever warranted; • locating particular books on the shelves upon request by readers when they are unable to find them; • maintenance of book tags, etc.

10. Stock Verification Stock Verification is an annual verification or physical verification of any library is an essential part of the library process. Physical inspection of library materials is necessary. Which is recorded in the library register. Stock verification in a library is a very important function and involves  checking of books that are in stock . The stock verification in library is performed to count the number of missing books and the ones that are in circulation along with those books that exist at the library shelves.

11. Stock Verification Stock verification or physical stock verification of Library Print Collections (Print books, Print Journals, Theses, etc.) is to be done every financial year to find out the missing, damaged, lost and cost realized books. This process continues throughout the year, and the final report is to be submitted to the Librarian at the end of each financial year. 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 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.

12. Purpose Accountability : To ensure that the library's records accurately reflect the physical holdings of the library. Identifying Missing or Damaged Items : To locate missing, lost, or damaged books and other materials. Maintaining Accuracy : To maintain accurate records of the library's collection, which is crucial for collection management, budgeting, and reporting. Preventing Loss : To identify and address potential causes of book loss or damage, such as theft or improper handling.

13. Methods of stock verification 1) 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 numbers are checked with circulation record, binding and other places where books may be available. .

14. 2) Numerical Counting Method This is another simple method, wherein all the books on the shelves and the books out on loan are counted and tallied with the total number of books as per records. The comparison indicates the less of books in terms of only numbers. However, it does not reveal the particulars of the books and hence it serves only a limited purpose of stock verification, however, this method gives a rough idea of the extent of loss.

15. 3) Stock Verification by Shelf List Method Maintenance of an up-to-date and accurate, shelf list is a pre-condition for this method of stock taking. Shelf list on cards is very flexible and facilitates speedy stock verification. The cards are taken to the stack and call number of each book on the shelf is read' by one person and another person either ticks it or takes out and keeps it in-.another tray. otherwise, the cards of missing books' can be removed and kept it in another tray. Otherwise, the cards of missing books can be removed and kept separately. This is an easy, simple and quick method. The trays containing the shelf register cards can be distributed among a number of persons and simultaneous stock verification of various sections of the stack is possible. Though time-consuming, this is a very efficient method of stock taking, and stock verification is also achieved in this method.

16. 4) 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.

17. General Financial Rules Compilation of rules and orders of Government of India to be followed by all Departments and Organizations under the Government, while dealing with matters involving public finances. • These rules and orders are treated as executive instructions to be observed by all Departments and Organizations under the Government and specified Bodies except otherwise provided for in these Rules.

18. Rule 215 ( i ) of GFR-2017   Stipulates that the complete physical verification of book should be done every year in case of libraries having not more than 20000 volumes Stipulates that for libraries having more than 20000 volumes and up to 50000 volumes , complete verification of books should be done at least once in three years Stipulates sample physical verification t intervals of not more than three years should be done in case of libraries having more than 50000 volumes.  In case such verification reveals unusual or unreasonable shortage, complete verification shall be done.

19. Rule 215 (ii) of GFR stipulates 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, a loss of a value exceeding Rs. 1000/- and rare books irrespective of value shall invariably be investigated and appropriate action taken. 

20. 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 them 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. (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.

21. (vii) 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. (viii)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. (ix)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. (x)It helps updating the library catalogue and other records thereby helping in providing better reservation and inter-library loan services. (xi) 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 .