14 Circulation Management and Control

Dr Meghna Dhar

1. Introduction

In the world of experience, the human beings have been preserving and collecting a wide range of products of knowledge such as manuscripts, books and other types of documents. These documents were preserved according to the convenience and were arranged according to the requirements of the user‘s .With the passage of time and with the multi-dimensional growth in the knowledge, these documents were placed in a ―store-house‖ which began to be known as ―Library‖. The primary function of a library is to make proper use of the resources available in it. Because of growing needs of various types of readers it became essential to arrange books systematically on the shelves so that it becomes easier to search the books and other reading material.In order to give borrowers excellent service, Librarians have tried to design and develop efficient and economical charging systems.

An ideal charging system, should therefore have the following capabilit ies i.e. it should be able

• To identify the books that are charged, i.e., be able to ascertain whether a book is in the library or is issued;

• To detect the borrower to whom a particular of a book is issued;

• To find out when a book is to be received back in the library;

• To measure the extent of use of books, i.e., to provide a permanent -record of the number of times a certain book has been circulated;

• To indicate the extent to which a reader is making use of the library‘s borrowing facility, i.e. to specify the number and type of book a user has borrowed, and

• To indicate the number of books circulated per day.

The value of effective proficiency is assessed with reference to:

• Speed, i.e., the process of issuing and returning of books should be speedy so that it can cope up with the large number of projects and long queues at issue counter are avoided,

•the smooth functioning of circulation section photo charging system,audio -visual charging system and computer base d charging system are required.

2 Functions of Circulation Section

A circulation section involves the following functions:-

2.1 Registration of Members, Renewal and withdrawal of Membership.

2.2 Lending of Books i.e. Charging & Discharging Work to its members,

2.3 Renewal of Books,

2.4 Reservation of Books,

2.5 Recall i.e. issue reminders for overdue books,

2.6. Issue Reminders for Overdue Books

2.7 Charging of Overdues

2.8 Maintenance of Records and Statistics,

2.9 Inter-library Loan

2.10 Maintenance of the Gate Register and the Property Counter.

2.11 Miscellaneous Jobs.

2.1 Registration of Members, Renewal and Withdrawal of Membership

The first and the foremost function of a well-equipped library is to lend reading material to its readers so that they are able to read them in their convenient places thus putting the books to better use thereby fulfilling the first law of Library Science, “The Books are for Use‖. The books are lent out only to those who have registered themselves as a member of the library. In case of Special and Research libraries the membership is exclusively meant for its Scientists. In case of public and academic libraries, membership fee and library security which is refundable at the time termination of membership is charged from its members but in case of Special and Research libraries the library service is free for its members.

2.1.1 Purpose of Registration

The main purpose of registration is as follows:-

To know about the complete address of a borrower who has borrowed library material because in case reader does not return the books issued, he may be reminded to return the books. This involves some sort of agreement or contractual relation between the borrower and the library and a responsibility on the part of the library to safeguard the property of the library and protect the rights of other borrowers who may like to use the material.
Registration files provide the information regarding the studying strength of the library.
Registration enables the user to make use of the privileges of the library.

2.1.2 Procedure for Registration

For registration as membership, Special and Research library has a prescribed form for membership which is to be filled up by the borrower .If a person wants to enroll himself as a member of the library, he/she is given application form to be fill up. The application form may preferably in 5 x 3 inches in size which is in a card form, so that the same is arranged alphabetically to serve as an alphabetical registration record in a tray. The information usually requested is name, present and permanent address, status, occupation, telephone number, email-id, signature of the applicant and guarantor is sought. In this way, it is easier to find out any information of members the library from the registration records. Registration is usually done for a definite period and borrower‘s cards are issued to the borrower.

Fig 1.1 Specimen of Membership Form (Recto)

Fig 1.1 Specimen of Membership Form (Verso)

2 Lending of Books i.e. Charging & Discharging Work to its Members,

Registration enables the members of the library to take advantage of the privileges of the library.

2.2.1 Charging Procedure

A user takes out the books from the shelves and takes them to the issue counter for getting them issued in his name. It is better if the member presents the books along with his membership card and tickets in such a manner that the Due Date Slip and Book Pocket along with Book Card are visible to the Issue Counter Assistant. The Assistant after verifying the bonafides of the member makes necessary records in accordance with the specific charging system followed in a particular library. The Counter Assistant takes out the Book Card out of the Book Pocket and keeps the Readers‘ Tickets and Book Cards in juxtaposition in a charging tray, especially prepared for the purpose, behind a date guide. The Book Cards which contain the Call Numbers and Accession Numbers of the book along with other required information, about the book are arranged behind a date guide in classified manner. The book card is thereafter placed in the charging tray. The Membership Card/Membership-cum-Identity Card is generally returned to the member along with the books. The due date/date of issue is put on the Due Date Slips either by a rubber stamp or by pen.

2.2.2 Issue of Gate Passes

In some libraries ―Gate Pass System ―is introduced. Under this system, a card, thinner than an ordinary catalogue card, of the size of 2‖x l½‖ or 2½‖x 2‖ is prepared for each book. The particulars of the book i.e. Author, Title, Call No. and Acc. No. are either got printed or stamped (A special stamp is got prepared for the purpose) on both sides of the Gate Pass so that it can be used twice thereby economizing stationery. At the time of issuing a book, the Issue Counter Assistant fills up the columns of the Gate Pass and inserts it in the book and the Library Attendant at the check counter verifies the particulars of the Gate Pass with those of the issued book and allows the reader to take the book home and the Gate Pass is inserted in a locked box.

After the closing of the Issue counter, the Box containing Gate Passes is handed over to the Assistant Librarian (Readers Services). Simultaneously, the book cards of the issued books are also sent to him. The Assistant Librarian tallies the particulars of the issued books from the book cards and Gate Passes and after verification and rectification, if some mistakes are detected, he returns the book cards to the Issue Counter Assistant and files the Gate Passes either in a classified order or by accession number in a locked cabinet which remains with him. He makes an entry to this effect in a Register which is put up to the University Librarian for his information. This system ensures.

That for book issued proper duplicate record- is kept thereby eliminating the chances of tampering with the Issue Record.

That the mistakes in recording the particulars of issued books are rectified at the initial stage.That at least three persons (one of them being a senior staff member) are involved in the issuing of books thereby ensuring that no malpractices or irregularities are committed by the library staff.

That the readers are made to wait at the check counter for few seconds thereby giving enough time to the checking staff to find out if the reader is smuggling out a book unauthorized.

In open access libraries, one check counter is maintained where all the books issued are checked at this counter in order to check as to whether the books which are being taken out of the library premises have been issued properly or not. After some time, the reader comes to the counter and presents his membership card along with the membership tickets. The same process of issue is to be followed as is followed in case of open access libraries.

2.2.3 Discharging Procedure

The member after reading the books comes back to the library for returning the books. He presents the books at the Return Counter of the Library in such a manner that Due Date Slip pasted in the book is visible. The Counter Assistant examines the book to ascertain whether the book is in sound condition or not .He also ascertains due date /date of issue after from the Due Date Slip to find out whether the book is returned in time or not .If it is overdue then overdue fine is calculated and received from the borrower the membership ticket/card is returned to the member. Date slip locates the corresponding card from the charging tray by looking up the cards behind the relevant date guide. The Call Number or the Accession Number is looked up and the corresponding cards are, traced out from behind the particular date guide. These Book Cards along with the Readers’ Tickets/Membership Cards are taken out of the charging tray and the book cards are slipped into the book pockets and the membership tickets are handed over to the member.

2.2.3 Cancellation of Gate Passes

In the evening the Incharge Circulation Section sends all the returned books along with their book cards to the Assistant Librarian (Readers Services) who verifies the particulars of each of the returned books and their book cards with those of the relevant Gate Passes after taking out one by one from the Gate Passes Cabinet and goes on cancelling the Gate Passes. If only one side of the Gate Passes is used these are sent to the circulation section for using them again. The books are sent to the stacks and the signatures of the Stack Attendant to whom the books are handed over are taken in a Register meant for the purpose which is put up to the librarian daily for his information. In this way, it is ensured that the books have been duly sent back to the stacks thereby making the Incharge stacks responsible for the loss of the books.

2.4 Reservation of Books

Due to general awakening and increased emphasis on research the demand for current documents has increased tremendously. Sometimes there are certain documents which remain in great demand, but due to stringency of funds the special libraries are incapable of meeting all the demands of the readers. Due to this reason, an adequate number of copies of certain documents cannot be purchased. If the requisite number of copies is purchased, it is feared that other standard and essential books and other documents may not be purchased because of limited funds. In order to avoid unnecessary wastage of money and will fulfill the genuine demands of the readers the librarians have rightly thought out a proper method to control this situation This method is known as ‗Reservation of Books‘.

2.4.1 Reservation Procedures

When readers or members find some difficulty in getting particular books in a library, they are directed by the Librarian to get such books reserved. The reserve procedure is also known also hold procedure. In this procedure the reader in need of a particular book gives in writing the particulars of the book on either a slip of paper along his address or he fills up a printed card and hands over the same to the Counter Assistant. This reservation card is generally self addressed and self-stamped so that the intimation may be sent to the concerned reader whenever the book is returned. The library materials already on loan are identified and held or reserved upon request for other patrons. A record is then made at the circulation desk that serves to identify the user making the request and the book in question.The next step occurs upon the return of the book. When the book is returned, the charge record indicates that the book is now ‗on hold‘ for another user. Such ‗On hold‘ books are separated and a notification to the requesting patron is sent to the user who made the request. The specimen of reservation card is shown in Fig 1.1

In order to ensure that the books are issued to all the readers in proper order of their reservation, the relevant information should be kept by the Issue Counter Assistant on a separate card .The specimen of card is show in Fig 1.2.

On receipt of the reservation card, the Issue Counter Assistant puts this card in a tray meant for the purpose. At the appointed time on each day, the Assistant, by looking up the Call Number, Author and Title of the book locates the book card from the charged tray. It is a time-consuming job and so, for speedy work, the library must ensure that the arrangement of the cards in the charged tray is classified because otherwise it will be a very difficult job. After locating the particulars in the charged tray, the Assistant fills up the columns of the Reservation Slip and attaches the same with the book card of the reserved book. The Slip should exhibit in bold letters the words ‗Reservation Slip‘ this should be attached with the book card in such a manner that the word ‗Reservation Slip‘ or ‗Reserved‘ should be projected. It should be visible easily. The relevant card is filed at the same place from where it was taken out. The Assistant at the Issue Counter sends the reservation card mentioned above to the member who got the book reserved and makes a note to this effect on the Reservation Slip which is lying in the book pocket of the reserved book. The said, book is placed in the sequence ‗Reserved Books‘ in a classified manner. The specimen of reservation slip is shown in Fig 1.3.

If the reader presents the ‗Reservation Card‘ within the stipulated date or sends, a letter requesting the extension, of time due to certain tangible reasons, the Counter Assistant issues the book to the reader. If the reader does not turn up for getting issued the book or his request for extension of time is not accepted, the book, if reserved by other readers, the reservation card of which will also be found in the book pocket of the book at number 2, is informed accordingly and same procedure will be followed as is given above. If the book has not been reserved by other readers, the book is sent to the stacks for shelving purposes.

Fig No. 1.1 Specimen of Reservation Card

RECTO

Fig 1.2 Specimen of Card

RECTO

VERSO

Fig 1.3 Specimen of Reservation Slip

2.3 Renewals

Renewals represent an extension of the loan period by recharging the same item to the same borrower. Sometimes books are required by readers for a longer period for various reasons . In order to fulfill Ranganathan‘s First Laws of Library Science ―Books are for Use‖, the books are required to be put to maximum use constantly. Moreover, there is no harm if books are re-issued to the same members when the particular books are not in demand. But care must be taken to ensure that the demand of such readers must be genuine. In other words, the books should not be renewed at the expense aof other genuine readers. The demand of other readers can be ascertained from the reservation cards received by the Counter Assistant. Books may be renewed if there is no demand for the same book, as indicated by the reserves record.

2.3.1 Renewal Procedures

Books may be renewed by presenting the book in person or by post or by telephone depending on the library policy. However renewal is allowed on condition that the book will be returned immediately if recalled.

The books may be renewed in the following ways:—

(i) By presenting the books in person or

(ii) By post or

(iii) By telephone.

(i) If the books are physically brought in the library and a request for renewal is made, these are reissued after locating the Book Card of the concerned book. New due dates are put on the Due Date Slip and the Book Card. The book is returned to the member and the Book Card along with the reader‘s ticket is placed in the charged tray behind a new due date guide.

(ii) If the request for renewal of a particular book is received by post, the relevant book card is located from the charged tray by ascertaining the call number from the letter of request which has been received by the Counter Assistant. The new due date is put on the Book Card of the relevant book and a reply is sent to the member concerned with a direction that new due date be put on the Date Slip of the concerned book. The Book Card of the renewed book is put either under the new due date guide with a dummy card which should bear the new due date against the old due date or the book card duly marked with the words ‗Renewed until (Date)‘ is put behind the original due date guide.

(iii) If the request for renewal is received on telephone, the message is noted down and the reader is told to ring again. He is informed that he will be told about the renewal within a few minutes. This message is sent to the Counter Assistant who follows the usual procedure and sends back the requisite message to the librarian and requisite remarks are put on the book card. If the telephone is on the issue counter, the reply can be given immediately by locating the book card from the charged tray. If some overdues are to be paid, the reader is told about the same and is directed to deposit the same within few days. It may be stipulated that the renewal would be valid only if the overdues are paid on the specific date.

(iv) If the member visits the library personally but does not bring the book to be renewed, the procedure that of renewals by post or telephone is followed except that some kind of token signatures may be had from the member, if necessary.

2.5. Recalls

Another important controlling activity concerned with circulation is recall. As already mentioned libraries often allow patrons to renew books on the condition that the item will be promptly returned if another patron later needs it. The activity of calling books back into the library so that th ey can be lent to the other person is known as recalls. Thus, a request for a hold or reserve initiates a recall of a book on first loan or already renewed.

2.6. Issue Reminders for Overdue Books

Sending regular reminders for an overdue book is one of the most important activities of Counter Assistant. Sometimes readers may not return books in time due to some reason. The librarian‘s inability to locate the book promptly and ensure availability may also prompt the readers to retain the books with them for a long time. A record of the overdue books, the concerned readers‘ name and address must be maintained regularly for this purpose. Printed reminder forms may also be used.

2.7 Charging of Overdue

An overdue charge is traditionally levied for those books which are returned after due date. Some people consider it as a primitive charge and denounce it while others consider it essential. They argue that in order to ensure that the books are returned in time and other members are not put to a disadvantage, some kind of punishment must be sanctioned and that monetary levy is the most appropriate and effective remedy. There are-others-who suggest that, no doubt, monetary levy is effective but the main purpose of levying this charge is to regularize the issue and return of book. This can be achieved by disallowing the issue of books to the defaulter readers for a certain period. This kind of arrangement can be successful as has been demonstrated by many foreign libraries.

Care should be taken that the readers return the books at the proper time after due date. The charge should be just a token amount, because it can neither become a source of revenue nor it should be considered as such. In some libraries it has been experienced that, some sort of Conscience Box is introduced. A Conscience Box is a means by which the defaulter member puts the amount of overdue charge in coins as determined by the Counter Assistant in a box which is locked and has got a hole on the upper side cover and no receipt is issued for this. The coins are counted in the evening and the amount is entered in the cash book of the library.

2.8 Maintenance of Records and Statistics

The maintenance of records in the circulation department is very important because these records form the basis of collecting statistics on documents taken on loan, the types of users and what they have been borrowing, how often a particular title has been borrowed etc. These statistics are invaluable in providing useful indicators to the library to plan its acquisition policy, nature of services, the range and type of users, etc. Such analysis goes into the annual reports of the library. Various registers like ‗patron register‘ ‗interlibrary loan register‘,‗overdues and fine register‘, ‗suggestions register‘ ‗gate register‘ are maintained by the circulation department.

2.9 Inter-Library Loan

As no library is self-sufficient due to limited funds, therefore they need to depend on other cooperating libraries in the city or region, to obtain books and other library materials required by the readers. Such loans between libraries are known as an inter-library loan. The inter-library loan is perhaps the oldest form of cooperation among libraries. Inter-library loan operations can be divided into two: those relating to borrowing and those relating to lending. Both these activities are a more complicated variation of the general circulation functions.

When a reader makes a request for an item not in the library, efforts are made to identify other libraries which may be having that particular item in their collection. This procedure is simplified if proper tools like union lists and union catalogues are available. Once the libraries are identified,depending on the policy and procedure of inter-library loan arrangement a request is sent to a library owning the material through a standard form or letter. After the receipt of the requested book, the user is notified of its arrival and the item is charged out to him. In many libraries books acquired in a library on inter-library loan are not allowed to be taken out of the borrowing library to ensure its prompt return on requisition by the lending library as also to safeguard against possible damage due to negligence. Once the user returns the book at the end of the loan period, it is in turn sent back to the owning (lending) library. The lending activities for the inter-library loan are initiated upon receipt of a requested best from a borrowing library. Then the availability is checked using the library catalogue and other bibliographical tools. Once the item is located, it is sent to the requesting (borrowing) library. A record of these inter-library loan transactions are usually maintained separately in the form of a register.

2.10 Maintenance of the Gate Register and the Property Counter.

As the circulation counter is usually located close to the entrance/exit gate, the circulation department is entrusted with the task of maintaining of the gate register and the property counter.

Gate register: A record of the daily visitors and their purpose of visit to the library is maintained in the form of a gate register. Each visitor to the library is asked to enter the details of personal information in the specified columns of the gate register which is kept at the entrance of the library. This is a useful record to know the visitors. Analysis of the gate register may throw light on the patrons of the library

Property counter: As users are not allowed to bring books other materials and other belongings inside the library a ‗property counter‘ is usually installed near the entrance. In Special libraries the property counter staff can also do the vigilance job .

2.11 Miscellaneous Jobs

2.11.1 Postal Loans

Some readers, who reside out of station, if enrolled as members, may be allowed to borrow books on special terms. These include the payment of postal charges to be incurred for sending and receiving the books. The books are issued for a longer period, say, for a month or so, to cover the time which is bound to be spent in transit. This is a very reasonable and practical solution to help the outstation members

2.11.2 Loans to Staff

Though in every library, staff members are provided certain special privileges. These include issue of more books, exemption from the payment of overdue charges and issue of new books before these are issued to other members. The staff members may be allowed such privileges but certain restrictions such as limit of number of books to be issued, the shorter period of issued and the obligation to return the new books immediately when demanded should be put. The same conditions may be put for other privileged, members.

2.11.3 Loan of Pamphlets and Periodicals etc.

Though micro-documents are not generally issued out but on special conditions these may be issued out for a very limited period. Since these pamphlets do not contain enough stiff paper cover, a proper binding is required otherwise there remains a danger of their early wear and tear. The pamphlets of permanent value are processed just like books.

2.11.4 Returning Books at another Service Point

Though, strictly speaking, books must be returned at the counter were from these are got issued because in the absence of proper record at other service points neither it will be possible to find out the defaulters nor overdue charges can be calculated. This system will prove very costly. In this system, temporary receipt can be given to the reader who can get another book from the same library from which he originally borrowed the book.

2.11.5 Inter-availability of Tickets

A person who is a member of one library system of a city and goes temporarily to another city may want to use the library of that city. On the production of the membership ticket of the library of which he is a member, the other library issues him books. Similarly those persons who are members of latter library, are allowed to draw books from the former library. This system would be known to have inter-availability of tickets. It is based on reciprocity. This system is very useful because when people go on holidays for few days they can make use of the library services without any difficulty. It will, no doubt, to some extent entail an extra precaution, labour and expense on the part of libraries.

3 Planning and Management of Circulation Section

Circulation work is one of the most important tasks of a special library services. It is this section in a library which comes in contact with the largest number of readers of the library. Planning is essential in this area to ensure quick, efficient, and convenient procedures. Since the contact made at the circulation desk is the only one for many readers, the circulation process becomes an important public relation factor for the library. The library management must be concerned with the development of an efficient circulation system .A competent and sympathetic staff is provided so that the reading interest of readers is aroused and efforts be made to sustain it for long time as it is possible.

3.1 Factors in Planning Circulation Process

In planning the circulation process, there are many factors that the management must consider.

3.1.1 Multiplicity of Collection: It is necessary to provide for a variety of collection as special and Technical libraries deal with specific and current information which is mostly available in periodicals, reports standards pamphlets and research papers .It also requires non- book material for which special equipment is needed to utilize these materials. The process must be planned to handle the size of the collection for circulating of material daily.

3.1.2 Homogenous Group of Users: A special library would have a more homogeneous group with an identifiable nature of interests. As it is possible to have more control and access to patrons in a special library, the circulation process can be much simpler.

3.1.3 Degree of service: It is an additional factor that needs careful consideration while planning. Are all materials to be circulated? Should specialized materials be circulated? Limited circulation of some items is necessary for a variety of reasons. The length of time for which materials may be charged out or to whom is another matter to be considered. Other considerations include whether materials may be renewed and if so, whether renewals may be made by telephones; whether books on loan may be reserved etc. All these questions need to be carefully considered before arriving at a decision. The goals and specific objectives of the library must be considered as the basis for any decisions reached.

3.1.4 Charging System

The choice of charging system is a very important factor that needs to be considered while planning a circulation process.

4 Administration of Circulation Services

Circulation is a necessary ongoing activity. The Head of the circulation services must be aware of the work to be performed in his section if efficient work is to be ensured with minimum input. For proper functioning of a Circulation Section the staff must have acquaintance with the holdings of the library; it should have knowledge of the requirements and interests of the users and should have a willingness to co-operate with the other departments of the library. The organization of the circulation services mainly depends upon the kind and size of a library. So the organization provided for each library must necessarily reflect these facts. The administrative head of the circulation services should always keep in his mind that the special libraries is to help in providing specific needs of the users the for the successful implementation of the programmes of the business or the profession.

5 Library Personnel of Circulation Section of Special and Technical Libraries

The provision of personnel is another factor that management must consider. The circulation process can be operated quite adequately by professionals, semi-professional and non-professionals. Professional involvement is generally restricted to determination of basic policies and procedures and general supervision. Once the basic process including policies has been established a semi – professional can handle the day-to-day work.

The circulation desk is considered to be the hub centre of all activities of a library and the popularity and prestige of a library is measured by the services rendered by the circulation staff. It is true because a majority of the readers have to deal with the circulation staff. They naturally arrive at various conclusions by the treatment which their demands receive at the hands of the circulation staff. For any librarian to be worthy of his name, it is an essential duty that he must have knowledge of the stock of the library and its whereabouts. Though it may be physically impossible for a librarian to remember every title which is received in the library but this can be ensured by the maintenance of proper library tools such as catalogues, shelf lists and issue records. The circulation section must be able to inform the readers as to with whom a particular document is at a particular moment. This can be ensured by the maintenance of proper and fool proof circulation record.The circulation staff members should, besides knowing the holdings of a library, acquaint themselves with the requirements of readers, so that they can facilitate in the right type of book selection. This can be ensured if some record of the needs and suggestions of various classes of readers is kept regularly. The circulation staff should have the capacity to adjudge the effectiveness or otherwise of the techniques used in the circulation department for carrying out the service policies of the library. This is essential because by this awareness on the part of the staff members, efficient techniques can be taken resort to.The circulation staff should, in order to fulfill the aims of the library in general and those of the circulation department in particular, co- operate with other departments of the library. In other words, it must gather and pass on requisite information to the readers and the staff at right time more efficiently.

5.1 Duties and Responsibilities of Library Personnel of Circulation Section of Special and Technical Libraries

5.5.1 Professional Staff:-

Registration of readers /members.
Lending of books on lnter-Library Loan (IIL)
Control processes like renewals, recalls, holds, overdues and notifications
Arrange and organize book exhibitions,
Render assistance to stacks section in the stock verification work,
Help readers in finding required material for study.

5.2 Semi-Professional Staff

Charging and Discharging of reading material needed by borrowers,

Reservation of books,
Renewal service and overdues,
Maintenance of issue records,
Maintenance of registration records,
Maintenance of records of loans and statistics,
Keep a file of registered borrower‘s,
Keep up to date statistics relating to books issued and consulted, queries answered, prepare and display graphs indicating these statistics ,
Issue of Membership Card/Membership-cum-Identity Cards/Reading Tickets/Gate Passes
Replacing of books received back,
Sorting out books for mending/binding

5.1.3 Non-Professional Staff

Shelving and stacking of reading material,
e-shelving of reading material after they are consulted by the readers,
Maintenance of Gate/Reader‘s visiting Register
Have effective non-stop control and vigilance over the entrance and exit gates during the working hours
Property Counter Service which includes checking the membership cards, getting the reader‘s signature in the attendance register, collecting and returning the belongings of the readers, handling and receiving the token against belongings deposited,
Dusting and cleaning of stacked material after regular intervals of time.

The graphic representation of duties of library personnel in Special libraries is indicated in Chart No.1.1

6 Charging Methods

There are several charging and discharging systems available for adoption in libraries. These can be categorized as follows:-

a) Register Systems like

Day Book System
Ledger System

b) Card System like

Browne Charging System
Newark Charging System
Detroit Self –Charging System

c) Machine Charging System like

Dickman‘s Charging System
Gaylord‘s Charging System

d) Photo charging System

e) Audio Charging System

f) Computer based Charging System

Generally the charging systems like Browne and Newark have been adopted to meet some of the requirements of the libraries. Now a days the computer based system that can meet most of the requirements of user more effectively and efficiently.

Some of the important Charging methods have been discussed as under:

6.1 The Browne Charging System

The Browne Charging System was devised by Nina E. Browne formerly Librarian of the Library Bureau in Boston and served as the secretary of the Publishing Board of the American Library Association during the close of 19th century.

Even though the system originated in the United States, it is not much in use in the country of its origin. But it has become quite popular in India.

6.1.1 Equipment and Material Required

The special equipment and stationary material required to operate the system are the following:

Registration cards of all borrowers arranged alphabetically.
Every book which is issued has a Book Pocket of 5”x3”or 12.7cms x 7.6 cms size which are
pasted either inside the front or back cover of the book.Book card is made of Manila or Xyloite. The book cards are kept in these pockets when they are not in circulation. (For Specimen See
Fig 1.4)
Every book has a Book Card of 4”x2” or 10.25cms x5 cms size bearing the call number; accession number, author and title of the book ( For Specimen See Fig 1.5)
Every book has a Date Slip on which the date due or date of issue are stamped. It is a printed slip of 5”x3” or 12.5cms x7.5 cms size. It is to be pasted on the back or front flyleaf of the book. (For specimen See Fig 1.6).It bears name of library, Call No. of the book, Accession No., Author and title of the document.
Date stamp and ink pad,
Date guide cards,
Wooden Charging trays of 1‖x11/2‖ size with four segment drawers,
Circulation statistical sheets,
Reminder cards, reservation cards, overdue fine slips. etc.

Borrower’s Tickets are made of Manila or Tough paper .This ticket is in the shape of a pocket of 3”x2” size with openings on two sides the upper edge and the one on the right side. This ticket bears the names and address of the borrower, the date of expiry of membership and on the back brief library rules like ticket is not transferable are given .In many libraries a code number is devised and written/typed on the top of the card to represent category/subject of interest- and date of validity of the membership. It also bears the signature and stamp of the librarian and the signature of the borrower on it. (For Specimen See Fig 1.7)

Specimens of the materials: Browne Charging System

Fig 1.4 Specimen of Book Pocket Fig 1.5 Specimen of Book Card

Plate 1: Showing Book Card

Plate 2 Showing Fly Leaf of a Book

Fig No : 1.6 Specimen of Date Slip

Fig 1.7 Specimen of Borrower’s Tickets

6.1.2 Charging Procedure

Charging is the issue of books that are presented at the circulation counter to the borrowers.

This routine involves the following steps:

The book to be borrowed and the borrower‘s ticket are presented by the user to the Issue Counter Assistant at the circulation desk counter.
The Issue Counter Assistant after the identification of the borrower either by familiarity or through the identification card/membership card, takes out the book card from the book pocket and slips it into the borrower‘s ticket/pocket in juxtaposition are filed in the charging tray behind the respective due date card by call number.
The due date is stamped on the due date slip and the charged book is handed over to the patron.
The call number and the borrower number are recorded in the daily circulation statistics sheet.

6.1.3 Discharging Procedure

Discharging is the work of securing books borrowed and releasing the borrower‘s tickets. This routine will involve the following:

When a book is returned by the borrower at the counter, the Issue return counter Assistant locates the charged Reader‘s Ticket in the charging tray. The due date/issue date is ascertained from the due date slip.
The book-card coupled with the reader‘s ticket is picked up from behind the appropriate date guide card from the charging tray.
The due date/issue date is cancelled on the due date slip and the reader‘s ticket is returned to the reader.
The book card is inserted into the book pocket and the book is thus duly discharged and the reader is absolved of his responsibility.
If the book is returned after the due date, due overdue amount is calculated and an overdue charge slip is given. The reader‘s ticket is returned only after the receipt for the overdue charge is presented.

6.1.4 Reservation of Books

Reserves constitute a facility of a circulation system by which a reader can reserve a book that is out on loan. This facility is built into a charging system. The routine involved is explained below:

If there is a request for reservation of a book in circulation, the reserve ticket is filled up by the reader and the reserve ticket containing the details of the book is inserted into the reader‘s pocket in the charging tray. When that book ‗on hold‘ is returned the reserve card along with the book card will be slipped into the book pocket and the book will be kept in a special sequence and intimation will be sent to the reader who has reserved the book.

6.1.5 Advantages of Browne Charging System

Being simple the procedure results in economy of time and efforts. Since only the stamp is put on the date slip therefore the promptness in issuing books is ensured. It is estimated that at least 300 books can be issued per hour.
The issue of reminders and calculation of fines/overdues is simplified.
The statistics of issue can be prepared easily without any loss of time.
Reserves and Recalls can be carried out promptly.
No signatures are required at the time of issue or return.

6.1.6 Disadvantages of Browne Charging System

No permanent record of issue is available and there is always danger of loss of books.
It is not possible to ascertain the number of books issued to a person as the borrower‘s tickets are scattered.
It Cannot be easily ascertained as to with whom a particular book is issued and when is due.
In case of loss of tickets, misuse is possible as the signature of the reader is not necessary.
Caution and vigilance are necessary while inserting book cards into the readers‘ pockets as there is only one record of issue. Otherwise book cards and readers pockets may be mismatched.
This system occupies lots of space for keeping the issue records. The charging trays remain full to the capacity .

However despite of these limitations this system is very popular because of the simplicity of the procedure. This system saves the time of the staff and reader to a great extent. To overcome some of its limitations many modifications are incorporated into the system in many libraries in India.

6.2 Newark Charging System

6.2.1 Equipment and Materials Required

As this system is a little more elaborate than the Browne Charging System, it requires more equipment and materials. They are as follows:

Registration files of all borrowers. These are composed in an alphabetical file of the application blanks of registered borrowers and also a numerical file of numbers assigned to each borrower usually tipped on sheets in a loose-leaf notebook or in the form of a register.
Borrower‘s cards bearing the name, address and registration number of each registered borrower, specimen of signatures of borrowers with space for recording transactions. Besides this the card provides various columns which includes information such as Date of Issue, Accession Number,Call No. and Date of Return. The size of the card is 5‖x 8. ‖
Borrower‘s cards bearing the call number, author and short title of the book.
Date slips which are pasted on the back or front flyleaf of the book. Its size is 5‖x3‖.
Each book is provided with Book pockets giving the call number, author and short title of the book.Its size is 5‖x3‖.
Pencil, dater, date stamp and ink pad,
Date guide cards for filing the day‘s circulation.
Fine records slips
Circulation statistical sheets.
Overdue reminder cards, reserve cards, etc.

6.2.2 Charging Procedure

Charging routines are a little more elaborate and time consuming than in the Browne Charging System. The steps involved in charging are follows;

The borrower presents the book to be borrowed along with the Borrower‘s Cards to the Counter Assistant at the circulation counter. The Counter Assistant removes the book card from the book pocket.
The due date or date of issue, whichever is used, is stamped on the date slip in the book by the counter assistant.
Similarly the due date is stamped on the book card taken out of the book pocket and the borrower‘s card. The signature of the borrower is also obtained.
The borrower‘s number is written opposite the date in the book card and filed behind the concerned date guide card in the charging tray.
The borrower‘s card and the books are returned to the patron. Thus, the book is duly charged.
At the end of the day, the book cards are sorted out and arranged by call numbers behind the due date or date of issue.

6.2.3 Discharging Procedure

The steps involved in discharging routines are:

When the book is presented to counter assistant for return along with the membership card, date of return is stamped on the borrower‘s card, thus cancelling the charge for the book. The borrower‘s card is returned to the patron.
The date slip is examined to find out whether the book is returned in time or not. If the book is returned after the due date, the fine is computed and collected. The date of return is stamped only after the fine is paid.
The book card is located in the circulation file from the date on the date slip and inserted in the book pocket.
The book is placed for shelving, if it is reserved by some borrower it is to be placed on the shelf marked ―Reserved Book‖.

6.2.4 Renewals

If the borrower wants the book to be renewed, the counter assistant will cancel the first charge following the complete charging procedure provided the book has not been reserved.

6.2.5 Reservation Procedure

Reservation procedure in this system is similar to the Browne Charging system. It is in fact easier. The reserve ticket filled in by reader is attached to the borrower‘s card in the charging tray. When the particular book ‗on hold‘ is returned, the reserve card along with the book card is pinned with the borrower‘s card and the book is kept in a special sequence and Intimation is then sent to the reader who has reserved the book.

6.2.6 Advantages Newark Charging System

There is a permanent record of the number and type of books circulated and the kind of books borrowed by each borrower.

It is possible to know at all times, where a given book is, to whom it is charged, and when it is due.
The record of the number of times a book has been circulated is available even when the book is not in the library.
Since the transaction is recorded both on the borrower‘s card as well as on the book cards the danger of dislocation is minimal. If the borrower‘s cards are lost, the record on the book cards is available and vice-versa.
Several assistants can perform the work on the routines simultaneously.
The borrowers can be allowed to borrow books from any branch library of a larger library system, provided there is a central registration file at the main Library where an alphabetically arranged copy of all branch registrations is available.

6.2.7 Disadvantages Newark Charging System

Charging Routines are slow, time consuming and cumbersome. The procedure of writing/stamping of the date of issue/due date and the borrower‘s membership number on the book cards and writing/stamping of issue/due date on the borrower‘s cards are time-consuming.

Inaccuracies can occur while entering the borrower‘s number, accession number and call number in the book card. This is particularly true during rush hours.
Two registration files need to be maintained one is an alphabetical file by borrower‘s name and addresses and the other is a file of registration numbers assigned to each borrower.
Library rules can be misused as there is no way of controlling mechanically the number of books to be issued to each borrower.

Inspite of several disadvantages the Newark system is considered to be foolproof and safe and is quite useful to libraries.

Specimens of materials of Newark Charging System

ig 1.8 Specimen of Date Slip

Size5”x3”

Fig 1.9 Specimen of Book Pocket

Fig 1.10 Specimen of Book Card

Fig 1.13 Specimen of Membership –cum-Identity Card

Plate No 1.4 View of Circulation Section of Y.S Parmar University of Horticulture & Forestry Nauni, Solan, H.P

7. Automated Circulation System

Circulation of documents is one of the important house-keeping operations of a library. The automation of circulation function of a library is one of the most difficult tasks. This is because of complications involved in the procedure. Circulation procedure in a conventional system is very lengthy and consumes much of the staff time in repetitive works. The use of technological devices such as computers, scanners, Radio Frequency Identification Deduction (RFID) technology etc.helps in the performance of the routine circulation operations easily and quickly. It saves lot of time of staff as well as users. It helps the library staff in charging and discharging of documents, reservation of documents, sending reminders to borrowers of the books, collection of overdue, inter-library loan, and maintenance of various records very quickly and efficiently. Radio Frequency Identification Deduction (RFID) is the latest technology to make strong security and automatic identification surveillance system in the libraries. If the material that has not been properly check-out, then at the time of exit, an alarm is triggered. An RFID system for a library contains eight components, i.e. RFID tags, a shelf check-out station, a staff check –out station, a self-return book drop with an automatic check-in feature, a tagging station, a set of security gates, and a shelf scanner .The self-check out station allows library members to borrow books without the help of library staff, book drop allows returning of books and updating the database, shelving station speed up the process of sorting return of books for re-shelving.

The Indian Institute of Management (IIM‘s), Indian Institute of Technology (IIT‘s), Indian Law Institute Library, Panjab University Library, NASSDOC Library, implementing RFID Technology for library theft detection systems, automated charging and discharging of books. CSIR Labs, ICAR Labs. and DRDO are also equipped with RFID technology.

Plate No: 5- Showing RFID Management System in a Library

Source: – (http://www.libbest.com/rfid.html).

Plate No:6-Showing Self –Check Out (Book –Drop System)

Plate No:7- Showing Self –Check In

Summary

From the above detailed discussion it can be summarized that the Special & Research Librarian‘s job is to provide books and other kind of materials to the clientele. The primary function of a library is to make proper use of the resources available in it. For smooth functioning of any special library, the library is organized into various sections and each section is meant for providing specific services such as Circulation section is concerned with various activities such as Registration of Members, Renewal and withdrawal of Membership, Lending of Books i.e. Charging & Discharging Work to its members, Renewal of Books, Reservation of Books, Recall i.e. issue reminders for overdue books, Issue Reminders for Overdue Books, Charging of overdues,Maintenance of Records and Statistics,Inter-library Loan, Maintenance of the Gate Register and the Property Counter. In order to give borrowers excellent service, Librarians have to use efficient and economical charging systems. An ideal charging system, should be able to identify the books that are charged, i.e., be able to ascertain whether a book is in the library or is issued; detect the borrower to whom a particular of a book is issued and be able to find out when a book is to be received back in the library. The value of effective proficiency of circulating the books is assessed with reference to speed, i.e., the process of issuing and returning of books should be speedy so that it can cope up with the large number of projects and long queues at issue counter are avoided. With the advancement of technology and for the smooth functioning of circulation section photo charging system, audio-visual charging system and computer based charging system are playing an important role.

The circulation desk is considered to be the hub centre of all activities of a special library and the popularity and prestige of a library is measured by the services rendered by the circulation staff. It is true because a majority of the readers have to deal with the circulation staff. They naturally arrive at various conclusions by the treatment which their demands receive at the hands of the circulation staff. For any librarian to be worthy of his name, it is an essential duty that he must have knowledge of the stock of the library and its whereabouts. Though it may be physically impossible for a librarian to remember every title which is received in the library but this can be ensured by the maintenance of proper library tools such as catalogues, shelf lists and issue records. The circulation section must be able to inform the readers as to with whom a particular document is at a particular moment. This can be ensured by the maintenance of proper and fool proof circulation record.

The circulation staff members should, besides knowing the holdings of a library, acquaint themselves with the requirements of readers, so that they can facilitate in the right type of book selection. This can be ensured if some record of the needs and suggestions of various classes of readers is kept regularly. The circulation staff should have the capacity to adjudge the effectiveness or otherwise of the techniques used in the circulation department for carrying out the service policies of the library. This is essential because by this awareness on the part of the staff members, efficient techniques can be taken resort to. The circulation staff should, in order to fulfill the aims of the library in general and those of the circulation department in particular, co- operate with other departments of the library. In other words, it must gather and pass on requisite information to the readers and the staff at right time more efficiently.Thus, the Circulation service in Special and Research libraries is basic to other functions of the library.

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