Weeding Out of Old Annual Report and Seminar Report

[umesh sharma]

Dear all please help me to find any rule if it is there to destroy, weed or sell out of old annual report and seminar report of an institute .

[Manoj Kumar Khator]

Dear Umesh,

You can go through a Stock Taking Process. In this Stock taking you will show the member it is (report ) not usefull for libary readers or it is old. Due to Weeding out process will be followed.

Regards

MK Khator

[umesh sharma]

thank u sir but i want detail that what is stock taking for annual report and seminar report

[Siddhartha Shankar Ray]

Dear Sri Umesh Sharma,

Thanks for your post and for addressing a very practical issue which often creates contradictions and confusions among Library Professionals and the Office Administrations.

At the very onset, I would like to put a question. Did you mean those materials which are duly recorded in the Library Registers? If your answer is YES, then I presume that they have been duly audited by internal &/or external auditors. In that case, you have to take the following steps:

1. Get it approved by your Library Committee that these materials  can be weeded out

2. Write to your Institute Director /Chief of General Administration & Accounts explaining the issue with a copy of the resolution of the Library Committee and ask for Weeding out of the materials.It will then be their job to arrange for it and satisfy the Audit Party. HOWEVER, IF YOU GET VERBAL CONSENT FROM YOUR AUTHORITY then YOU MUST

3. Get an official letter/order from Director/ Chief of Administration to this effect so that when Audit Party will seek clarification from you, you  will be able to produce that document.

Sincerely,

Siddhartha S. Ray, Calcutta

[umesh sharma]

thanks very much but sir  annual reports or seminar reports are not in accession.  I M in a ICMR Institute and scientist say that these are our scientific materials.   so tell me that it should be destroy or sellout by any rules.

[Siddhartha Shankar Ray]

Dear Sri Umesh Sharma;

Thanks for your post especially for mentioning your place. It made things simpler. You just inform your Scientists that NICED (an ICMR institute located at Calcutta) had disposed several such materials in 1998-99 Incidentally NICED is among the top performing institutes of ICMR.I have no idea in which institute you are attached with but in case it is the CJIL Agra ( The Institute has been renamed but I still know it at CJIL) you may ask your AO to write to Dr. Katoch as an ex Scientist of CJIL.For NICED thing you may contact their Librarian Ms. S. Samanta for further information. as my information goes several such materials were weeded out in 2010.

However, I can give you another idea. Ask your Scientists that you want to degitize all those materials and ask their help for the cause of Science  to provide you requisite infrastructure & Manpower so that you can keep digital copies of the materials and weed out the hard copies without affecting their interest.

In case you are allowed, keep those materials as a part of your Digital Repository. It will earn you much points and enhance categorization of your Library which will be important input for enhancement of your Pay Scale!

best of Luck!

Siddhartha S. Ray, Calcutta

[umesh sharma]

Thanks very much sir for ur valuable suggestion