Vatious sectio 1an? 17outines

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I Various .Sectionand RoutinesA Library may be known as an information center

due to the storage of knowledge in it. This stored information must be

conveyed to the user community via various services p resent in it.

The services are carried out by the various departments/sections

p resent in if. Here we see the various sections and functions of the

Library.

Generall y Library Consisting of the followin g sections

1. Acquisition section.

2. Technical section.

3. Circulation section.

4. Periodical section.

5. Maintenance section.

Reference section.

ACQUISITION SECTION

The procedure involved in gettin g books and other

reading materials in a library known as Acquisition.

Dr. S.R. Ranganathan, while referring about the

functions of a library, termed the work of acquisition and organization

as 'behind the screen' and other functions as 'outside the screen.'

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By 'behind the screen' he meant those jobs such as

ordering, processing that are not done in the p resence of the users

and by 'outside the screen' he meant the lobs such as counter work,

reference and other services that are done in direct contact with the

readers.

The librarian, in the process of collection, purchases

books directl y within the reach of the funds allotted to the Library.

The p urchase of books involves the following routines in the

acquisition section.

1. Selection.

2. Ordering.

3. Accessing.

4. Bill Passing.

In CIT Library, Head of the Librarian is full y in

charge for Acquiring documents. Each department prepare a list of

thier needed documents and submit the list to Librarian. Librarian

formall y sends the official order to ac quire books. After getting the

books the Librarian sends the books for accessioning.

The Accessionin g involves writin g of the serial

number in the accession register.

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Technical Section

Technical Section is also called as p rocessing unit.

In the technical section hi g hl y technical iobs such as classification

and catalog uing are undertaken. Mostl y Classification is done by

manually.

Schemes of Library Classification

At the close of the 19th century Librarians began to

think seriousl y about the Problem of arrangement of their book stocks

& they related classification more to physical books than to the thought

content or subiect of books. With the Advent of the ideas of Melvil

Dewey, S.R. Ranganathan & Charles Ammicutter, the librar y field

took a new turn since the y gave im portance to classification by

thoug ht content rather than physical.

The Classification schemes mostl y used in India are:

1. Dewey Decimal Classification,

2. Universal Decimal Classification &

3. Colon Classification.

with the Particulars such as date of purchase, name

of the publisherthesupplier's details, page number, call number, price

and the year of publication etc. Then the librarian dul y passes the bill

for payment. The above works are undertaken in the acquisition

section.

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Classification

The term 'Library Classification' is a p rocess of

putting book & other readin g materials on a subiect in a logical

Seq uence on the shelves which could be hel pful to the reader.

Classification is one of the most im portant steps in the organization

of Libraries and has been ri g htl y called the foundation of

Librarianshi p . Sayers has ri g htl y called the 'the Foundation of the

Library is the book & the foundation of Librarianshi p is classification."

According to Ranganathan, highly qualified persons

should take charge of this section, since service to the users

In Providing ri ght information at the ri ght time depends u pon the work

done in the section. In other words, it is the classification which brings

the auxiliary and related books p laced next to the main books.

For exam p le, books on astronom y, differential, e q uation and

trigonometry would be arran g ed next to the main book i.e

'mathematics' if onl y the classifier is efficient.

Accurac y and consistenc y should be strictly

maintained in classification and cataloguing, otherwise the books on

related subiects would be scattered and this would bring about

confusion and the major obiective of the librar y would be lost. It is

the classifier who assi g ns call numbers to the books by making use of

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any standard scheme of classification s ystem. After the call number

(class number and book number) is assi g ned to a book it is sou g ht by

its call number. Before assi g ning the call number the classifier has

to check the catalog ue cards, whether the book is a new one or a

du p licate one.

In CIT college Library all the books are classified

according to Dewey Decimal classification scheme they following

the 20tand21st edition. These activities es peciall y done by manually.

Cataloguing

The word 'Catalog ue' has been derived from the

Greek Phrase 'Katalo gos', 'Kata' meanin g 'by ' or 'according to' &

'Logos' means 'order' or 'reasons'. Hence catalogue is regarded as a

"Work in which contents are arranged in a reasonable way, in a

particular order or accordin g to a set of plan".

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Accordin g to "Terminology of Documentation" of

UNESCO, a catalo g ue" is an ordered com pilation of bibliography

descri ption and sufficient information to afford access to the

documents".

After the classification, the books would be sent for

cataloguing. In CIT colle ge Library they follow the AACR II Scheme

for catalog uing cards library cataloguing is an art of p reparing an

index to a Library collection. It is a list of the books and other reading

materials available in the library. The catalog uer must have a sound

knowledge in p rinci p les of catalog uing . If necessary, the cataloguer

has to p rovide cross reference and anal ytical has to p rovide cross

reference and anal ytical entries than the main entry.

PERIODICAL SECTION

Periodical are to be library what calls are to a body.

Olden days it calls magazine it derived from the Arabic term 'Store

house' First Periodical introduced by Denys de sallo in Paris

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January 1665 its title of Journal is Des Savernts. It contains primary

information. They p lay a vital role in research and hi g her education.

Eventoday the scientist and technolog ist are solen y depend u pon the

periodicals.

CIT College Library provides periodicals, iournals,

magazine to the users oriented to their disci p lines in separate room.

The Bounded volumes are also kept in shelves accordin g to the title of

the iournals. CIT Library collectin g the bounded volumes

since 1885-2004 publications.

Types of Journals

Mostl y iournals are subiect related General

awareness, proceeding, Back volumes etc. The y separately

maintained these section. Some of the iournals collection in CIT are

Library.

1. Siemens Review.

2. Journal of Engineering Mechanics.

3. Journal of Structural Engineering.

Proceedings

1. 1 E Proceedings.

2. lEE p roceedings-E-Com puters & Digital

Techniques.

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Bounded Periodicals

1. CAD/CAM.

2. O perations Management.

3. Physics Abstracts.

4. Indian and Eastern Engineering.

5. Neural Networks for Robotic Control.

6. Time Management.

7. I EEE-ASSP Magazine.

8. Desig n & Test of computer.

Transactions

1. IEEE Transactions on visualization and

com puter graphics.

2. IEEE Transactions on control systems

technology.

3. lEE-Transaction on Aeros pace & electronic

systems (Quarterly).

Newspapers

1. Hindu.

2. Tina Malar.

3. Employment news.

4. Indian Express.

CIRCULATION SECTION

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5. Sports Star.

6. Economics Times.

7. Tina Thandhi.

8. Front Line.

9. Business Line.

I

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Circulation refers to the activity of a Library in

lending books to borrowers and keeping records of the loans. In other

words, that part of library service which is concerned with the

circulation of books and other readin g material is known as circulation

section or the lending section. This is the most popular section of the

library.

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The term 'Circulation'also refers to the total number

of volumes, including pam phlets and periodicals, loaned during a

g iven period of time for use outside the library. According to American

the term circulation work indicates, the work of the department

issuing books for home reading.

The following works are being undertaken in the

circulation section.

(I)

(ii)

(iv)

(v)

(vi)

(vii)

(viii)

(ix)

Reg istration of Members.

Issuing and returning of books.

(Charging and discharging)

Charging overdues (overdues fine).

Reservation of books, inter-library loan.

Sending reminders.

Renewal of books (extension).

Issuing du p licate tickets.

Withdrawal of membership.

Records maintenance work, which includes

Preparing statistics and other miscellaneous

work.

Charging and Discharging

The term 'Charging' is the record of loan, giving

particulars of the book lent and the reader's name and address.

In other words charging is 'to issue a book' and 'to record the loan of

the book'.

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Discharging refers to return of books by the readers

at the circulation section. The work relating to return of books is

referred to as discharging work.

There are different t ypes of charging systems in use.

They are:

a. Day book System.

b. Ledger System.

c. Machine Charging System.

d. Dummy System.

e. Tem porary System.

f. Card System.

g. Browne charging System.

h. Newark Charging System.

i. Rana g anathan's Readers ticket, Book

tickets methods.

i. Computerised Circulation Control

System.

CIT college library used both browne y charging

system and com puterized circulation control system.

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Browne Charging System

The 'Browne charging s ystem' was started by Nina

E. Browne. It is a single-entry method of recording book loans. It uses

a pocket bearing the borrowers name loans. It uses a pocket bearing

the borrower's name to hold the book card. This s ystem is little used

in western countries but is very popular in Indian Libraries.

In this system each reader is g iven borrower's cards

bearing pockets to hold the book cards of the books issued out.

The cards bear the details of the user, registration number, name

and address of the user. The book card bears the call number,

author and title.

When a user desires to get a book issued, be presents

the book along with the borrower's card. The counter assistant

removes the book card from the book and inserts it in the borrower's

card. Then he stamps the due date on the date sli p & returns the

book onl y. He retains the borrowers card to be arranged in

the charging tray.

While returning the book, the reader presents the

book at the discharging window. The counter assistant would trace

out the book card from the tra y and withdraw the book card from the

borrower's card and rep lace it in the book pocket and return the

borrower's ticket to the reader.

800

700

600

500

400

300

200

100

0

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Computerised Circulation Control System

The com puterized charging and discharging system

was first introduced by the American Library Association in 1947.

Here each borrower is g iven a code number and a book is issued or

returned by making use of the accession number of the book already

entered in the com puter. With the recent advance in science and

technology, the code number is converted into a bar code and the book

is charged or discharged with the help of barcode reader.

The advantages of the computer control system are its speed

and accuracy.

For com pterised circulation control system

CIT Library following p rivate company software used for

charging and discharging called as "LIBO SOFT" develo ped by

V.M. Com puter Pvt. Ltd. Chennai-14.

VISITORS STATISTICS

J Students

Issue of Books

Staffs

MAINTENANCE SECTION

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The maintenance section relates with organization

or arrangement of collections on the shelves for use b y the

readers and taking p roper care of the library materials against

deterioration. (i.e.) conservation.

Binding is also a p rocess of preserving books.

As the p roverb g ives, 'a stich in time saves nine', unless an y worn out

or damaged book is bound in time, it is not possible to preserve it.

The followin g are the reasons that necessitate binding.

1. To preserve perishable and final materials.

2. To resist wear and tear.

3. To avoid damage from rough handling.

4. To g ive a new look.

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The librarian, after deciding the books to be sent for

binding, has to g ive instructions to the binder regarding the t ype of

binding app licable to his library.

The following are the types of bindings.

1. Pa perback binding.

2. Reinforced binding.

3. Half-leather binding.

4. Full-leather binding.

5. Full-cloth binding.

6. Half-cloth binding.

7. Edition binding.

Books are our g reat friends we must treat them

with full reg ards and should save them from iniuries and

iniurious elements.

STOCK VERIFICATION

Stock verification refers to the p rocess of taking

stock by checking records of books possessed alon g with the number

of copies on the shelves on loan. It involves a physical verification or

check of each book-in stock accordin g to the accession register.

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Purpose

The stock verification hel ps the librarians in the

following manner.

1. It tells them how man y books are actuall y lost

during a certain period.

2. It hel ps in stock rectification by restoring the

misp laced books at their p roper places.

3. It hel ps the authority to know if the library staff

is careless, negligent or even dishonest.

4. It hel ps the authorit y to see physicall y the

conditions of the books, & the dama ged books

can then be sent for repair.

5. It hel ps in replacing the lost books.

Forthat purpose C IT college library carry out stock

verifications of their books once a year.

STOCK RECTIFICATION

Stock rectification refers to the p rocess of restoring

order among the book. It also refers to the arrangements of documents

in appropriate p laces in the library. (i.e) Rectif y in g the shelf

arrangements in a library.

For that purpose 4 Trainees workin g in the CIT

Library took response for checking the documents & rectif y them.

They do this work daily.

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REFERENCE SECTION

The Dissemination of information is the basic

obiective of any library. It can onl y be achieved by establishin g a

contact with the users. Reference librarian is res ponsible to the users

in the finding information re garding their stud y and information

regarding their stud y and research. It refers to 'the Process of

establishing ri ght contact between the ri ght reader and the ri g ht book

at the right time and in the ri ght personal way'.

Dr. S. R. Ran ganathan who on the basis of time

factor disting uished two different as pects of reference services.

They are:

1. Ready reference service and

2. Long range - reference service.

CIT Library provides these both type of services to

the users to fulfil their needs.