Library Charge hand over to the new Librarian

[Devendra Singh]

I want to know that if I have to hand over my library charge to the new librarian than what process should I have to adopt ..? (if the collection of my library is above 50,000)

 

[Dr. N K Pachauri]

use your own strategy

[Siddhartha Shankar Ray]

Dear Sri Devendra Singh,

In case your Library is government funded, then you can see the necessary details from Muthuswamy's books of Central Government Rules. Alternately, upon receipt of clearly written instructions from your administrative head to this effect, you should hand over all the files relating to (a) Financial Matters; (b) Administrative Matters and (c) Others to the person to whom you are supposed to hand over the charges and BE SURE to get a formal receipt from the  concerned individual.

Financial matters relates to all correspondences where money matters are related. This is extremely important. Even your retirement benefits like pension etc. can be affected at any time if you do not comply with it properly!!

 

Administrative Matters relates to all staff related matters, like copies of their CRs; your recommendations or comments etc.; papers/documents related to any proposed/ongoing/future/past planning; resolutions/minutes of committee meetings (like Library Committee, recruitment committee/ interview board etc.where you have been a member)

 

Files relating to the Reports of Audits, Stock Verifications etc. are extremely important to get a formal release order. Make sure that you have submitted them all and obtained receipt specifically.

 

There might be many other issues related to your Library and service. You have to group them according to importance and together they will constitute to OTHER DOCUMENTS file

 

I hope that the above information will be helpful for you.

 

Regards,

 

Siddharytha S. Ray, Calcutta

 

[Devendra Singh]

Thanks for reply......but in case  of stock verification, what procedure we should adopt? Bcoz we have a large amount of print and non print materials then it takes a long time to verify  the stock manually.

[Siddhartha Shankar Ray]

It is not necessarily that you have to conduct a stock verification  afresh. You should have file containing all previous stock verification reports during your tenure till the last one. and submit them to the concerned individual witha formal receipt. It is ideal and will be excellent if you can adhere to Ms. Praggya Pandey's advice (to get signature of the individual in each case) but in most cases, this norm is not followed as BOTH of the two persons have to agree to such modes of communications. (it is quite natural that the receiver may hesitate to comply to such formalities as s/he may certainly want to keep something open for her/his future safety)

 

By the way, I have just mentioned about the paper materials, I have left the others like furniture, machines etc as they generally not make much complications. Still, however, if you have some machines (like say photocopiers; microfilm Reader-printers etc which are no longer functioning and not yet scrapped, you have to make a note of them as well.

 

 

Regards,

 

Siddhartha S. Ray