Major departments of a library

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Acquisition section, Processing Section, Circulation section, Reference Section

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Major departments of a library

  1. 1. Assignment Topic: Major Departments of a LibrarySubmitted to,Mr. Anwarul IslamLecturerDepartment of Information Science & Library ManagementUniversity of DhakaSubmitted by,Rajib Hossain KhanRoll no.: 383rd year 5th semesterDepartment of Information Science & Library ManagementUniversity of Dhaka
  2. 2. Major Departments of a LIBRARYThe libraries have been in existence from the beginning of the civilization or better still from thetime when man learnt the art of recording & communicating ideas. Libraries provide theincentive to the development of educational, social, & cultural activities. According to Dr. S. R.Ranganathan, “Libraries are not mere store houses; they are springs from which knowledgeflows out to irrigate the wide field of education & culture”.The word ‘Library’ comes from the Latin word ‘Libraria’, which means a place where books &other writings are kept.According to UNESCO’s Terminology of Documentation, “Library is an organized collection ofprinted books & periodicals or of any other graphic or audio-visual materials & the service of astaff to provide & facilitate the use of such materials as are required to meet the informational,research, educational or recreational needs of its users”.ALA Glossary of Library & Information Science defined ‘Library’ as, “A collection of materialsorganized to provide physical, bibliophic, & intellectual access to a target group with a staff thatis trained to provide services programs related to the information needs of the target group”.Major Departments of a Library: A library as an organization has to perform some basicfunctions to serve their customers. To perform this function a library proceeds with someseparate departments. These are shown in a diagram, Library Acquisition Processing Periodical Circulation Reference Maintenance
  3. 3. Acquisition Department: It is an administrative unit of a library which performs acquisitionservices. Acquisition is the process of obtaining books & other documents for a library.The functions of this department are as follows,  Selection  Procurement  Choosing the supplier  Ordering  Receiving the order  Accessioning  Passing the billSelection tools: Document selection is the rock on which library service is built. The ultimateaim of selection is to make the most effective use of the allotted fund.Some selection tools aid the selection process. These are, 1. Reviews (Book Review Digest) 2. Publishers Catalogue (Publisher’s Weekly) 3. National Bibliography (Bangladesh National Bibliography) 4. Subject Bibliography (Library Literature) 5. Trade Bibliography (Books in Print) 6. Indexing Journal (Cumulative Book Index)In this edge of automatic environment libraries are now handling their acquisition activities byusing pre-written or customized software. As www.amazon.com is the largest database forshopping reading materials, it is used for online acquisition.Other renowned websites are: I. www.booksbank.com II. www.bookclubs.mcgraw-hill.com III. www.booksinprint.com
  4. 4. Processing Department: This department transforms the collection of documents into serviceable units. It is also called by Technical Department. The main functions of this department are: I. Classification II. CataloguingClassification: Classification determines the place of a book on the shelves. After receiving thedocuments from the order section, the following jobs are performed for classifying the books;  Duplicate checking  Determining specific subject  Allotting class number  Assigning book number  Assigning subject headings  Checking the class number & subject heading  Maintenance of staff manualSome of the prominent classification schemes used in libraries are; I. Dewey Decimal Classification II. Universal Decimal Classification III. Library of Congress Classification IV. Colon ClassificationCataloguing: The readers seek documents through various approaches such as author, title,series, translators, editors, etc. The catalogue helps the reader in this context.The following are the jobs which are involved in cataloguing;  Preparation of the main entry  Preparation of shelf list  Preparation of added & reference entries  Label pasting  Label writing & assigning location marks  Checking of the catalogue cards  Alphabetization of cards  Card filing  Cataloguing updating work  Releasing work
  5. 5. As a result of automated cataloguing users can search through OPAC & computerized cataloguenow-a-days.Circulation Department: This administrative unit is in charge of all the activities connected withlending items to members of the user group. Circulation refers to the activity of a library inlending books to borrowers & keeping records of the loans.Most often circulation work includes;  Registration of members  Lending of documents  Charging of over dues  Reservation of books  Renewal of books  Maintenance of records  Maintenance of statistics  Inter-library loan  Miscellaneous jobsCharging: Charging is the recording of the loan of an item from the library collection, includingidentification of the item & the borrower with the date due.There are different types of charging systems in use. They are;  Day book system  Ledger system  Machine charging system  Dummy system  Temporary system  Card system  Browne charging system  Newark charging system  Ranganathan’s readers ticket  Computerized circulation control systemIn barcode environment, the user of information can submit their ID cards & the informationprofessionals can scan ID card & activate the borrowing status. If the computer allows theborrowing facilities, the document is scanned for accession number & is issued to the user.
  6. 6. Reference Department: The department of a library which supplies information requested bylibrary users & assists users in locating needed information, using all available referencesources, & performs other information services.The functions of this department in a library may be;  Routine work  Enquiry work  Ready reference service  Guidance  Compilation of study aid materials  Long range reference serviceDigital reference services like e-mail, web forms, FAQs, text-based chat, video conferencing, arenow replacing conventional reference services. Now-a-days a reference librarian is availableonline to chat with library users for any query regarding library via instant message, which ispossible due to Meebo software.Periodical Department: The administrative unit of a library which has charge of serialpublications & may be responsible for ordering, checking, cataloguing & preparing for binding.Generally periodicals in a library are acquired by following means; I. Acquisition through gifts II. Acquisition through exchange III. Institutional membership IV. Acquisition through subscriptionAs a consequence of subscription, periodical department has to perform the following roles;  Invite quotations  Selection of periodical publication  Appointment of vendor  Making order  Payment  Recording the receipt of periodicals  Display of the periodicals  Accessioning  BindingDue to the blessings of e-journal, periodical department are now providing online access totheir e-journal collections which are subscribed from INASP PERI, HINARI, AGORA, OARE, etc.
  7. 7. Maintenance Department: This administrative unit is responsible for continuous monitoring orthe proper stocking, arrangement & display of books on the shelves in the stack rooms & takingcare of them.Broadly speaking, maintenance works include the following work to be done on regular basis;  Dusting & cleaning of shelves  Shelving of new books & returned books  Shelf study & shelf rectification  Identifying damaged books  Shifting & resifting books  Assistance to readers  Stock verification  Maintenance of book tags  Maintenance of shelf listRFID technology helps the maintenance department in order to manage the stock as the RFIDtags carry the relevant data of a stock.Library Activities: The departments mentioned above perform libraries operational activities.On the basis of these operational activities, library provides the following services;  Reading room facilities  Documentation services  Current Awareness Services (CAS)  Selective Dissemination of Information (SDI)  Indexing & Abstracting services  Translation services  Bibliographic services  Reprographic services  Reference services  Internet services  Lending servicesIn this edge of information society the libraries are now adopting ICT’s in a large scale toprovide the right information to the right user at the right time and being transformed as aninformation institution.

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