1.
Procurement and
Management of Periodical
Resources
Unnikrishnan S
Deputy Librarian
Mahatma Gandhi University Library
27 June 2018
Kerala Library Association-Kottayam Region and Mahatma Gandhi University Library

2.
1. Why a Class on Periodicals Management?
● Book is a single entity whereas periodicals are continuous publications in
different periods of frequencies.
● Different types of periodicals, in different formats.
● Periodicity of publication of all periodicals is not similar. They vary from
daily to Annual.
● Advance payment is required.

3.
Why a Class on Periodicals Management? ...
● Approval of the journals and databases to be subscribed by the Book
Purchase Committe (BPC).
● Payments in foreign currency also, which is a complicated procedure.
● Risk factors in periodicals subscription.
● For accounting purposes, the Advance amount received has to be
regularised with necessary documents.
● No Library automation software is fully fit to control all the work of
Periodicals subscription

4.
2. Resources covered under periodicals
publication
1. Newspapers
2. Popular magazines
3. Print journals (Including print + online)
4. Electronic Journals – No individual journal
purchase but in packages
5. Databases -
● Bibliographic Databases with partial full
text availability
● Full-text databases
● Theses databases
● Legal databases
● Statistical databases
6. OJAs

5.
3. Selection of Journals/Databases and its
approval (procedure followed in MGU)
3.1 Getting recommendation
3.2 Consolidation
3.3 Book Purchase Committee
3.3.1 Getting approval from BPC
3.3.2 Allocating Funds
4. Proposal for getting the fund released

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5. Mode of Purchase:
1. Direct Subscription: Journals and
Databases
2. Through Agents (Indirect Purchase):
Newspapers and Popular Magazines
5.1 Merits and Demerits of both modes.

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6. Subscription
6.1 Important points to be remembered while processing the invoice.
● Make sure before payment, that the journals for which payments are going
to be done are covered under the BPC approved copy.
● If rates are given for P; P+O; O versions separately make sure which
version to subscribe.
● Prepare the bank forms for payment with utmost care as mistake it it may
make unnecessary problems.

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6. Subscription…
● If rates are given in different currency for example USD and GBP, better to
opt for the more economical
● Insist for exchange in Bank rate
● Individual journals are not purchased alone, but only as Full Text
Databases.

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6.2 Selection of Currency for payment
6.2.1 Documents required for Payments in foreign currency.
a. For payments up to USD 500.00: Application + Declaration cum
undertaking (Form 2).
b. For payments above USD 500.00: Declaration cum undertaking + A2
Form + a copy of the proforma Invoice

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6.2.1.1 Mode of payment: The payments can be done either taking FDD or wire transfer

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6.2.2 Documents
required for
Payments in Indian
currency.
Pay-in-slip duly filled in and signed by
the University Librarian or concerned
person operating the Bank Account
6.2.2.1 Mode of payment: The payments can be done either taking
Draft or NEFT/RTGS

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6.3 Monitoring the receipt of our payment at
the publishers’ end
Both Indian and Foreign Drafts are sent through Registered Post. So the same
can be tracked through India Posts. Publishers can be contacted through email
also. Getting a formal receipt of payment from the publishers’ side is advisable
as it is mandatory for regularisation work.
Balance amount of Advance if any, is refunded to the University by debiting the
amount to University Current account

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6.4 Monitoring and recording the Journals/
Databases received from the publisher.
Print Journals
Continuous and careful monitoring and recording of the loose issues of
journals sent by the publisher is very essential, so as to ensure the receipt of all
issues of journals subscribed. Recording of the receipt of journals is still done
in Kardex.
Missing issues: Reminders are sent periodically.
Online Journals/ Databases

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7. Regularisation of the Advance Payment
Regularisation of the provisional payment drawn is done with the support of the
following documents
● Reconciliation Statement
● Copy of the U O sanctioning the advance payment
● SBT pay-in-slip counterfoil to show refund of unspent balance amount of
provisional advance to MGU Fund.
● Party advice received (Statement) from SBT (Kottayam Main Branch)
showing details of DD taken in foreign currency

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7. Regularisation of the Advance Payment...
● Journal-wise statement of subscription to journals made in foreign
currency
● Journal-wise statement of subscription to Journals made in Indian
Currency
● Invoice and Receipts/Certificates of foreign journals (Payment made in
foreign currency
● Invoice and Receipts/Certificates of journals to which payment is made in
Indian currency

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8. Arrangement of Loose issues of journals

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9. Journal Archives
Publication:
The holdings list of journals available with our library is published as “Journal
Archives”. The latest one covers journals from 1990-2014 The soft copy of the
same is available in the Library’s website www.library.mgu.ac.in. The major
aim of this publication is providing Document Delivery Service.

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10. Arrangement of soft copy files.

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11. Important Registers maintained at the
Periodicals Section
● Newspaper Register
● Popular Magazines Register
● Journals (P; P+O; Electronic Journals)
● Accounts Register
● Outward Register

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12. Important Files maintained at the
Section
● Subscription/Payment towards Newspapers and Popular Magazines
● Getting Advance payment and repayment of accrued interest
● Subscription to Databases
● Subscription to Foreign Journals
● Subscription to Indian Journals
● Missing/Reminders
● Regularisation
● Book Purchase Committee
● Getting Recommendation from HoDs
● Inward File

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13. Services
All services based on Journals are provided from this section. In addition to
this Document
Delivery Service is also provided on request.
● Assistance to users to get the right article at the right time either as soft or
hard copy.
● Assistance to Research Scholars in literature search on demand.
● Assistance in preparing list of journals published in a subjects.
● Assistance to colleges to build up journals collection.

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13.1 Extension Services:
Section has created two databases so as to help the users in locating and
collecting literature.
Journal Article Index: It is a database of articles published in those journals
subscribed in the library but which does not have any access through Internet.
Kerala Studies: It includes different types of information sources such as
books, parts of books, Ph.D theses, journal articles, reports, working papers,
government orders and all other documents related to Kerala but having some
academic value.

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Thank You..
Feel free to ask questions..