Stock Verification Report

[AJAY CHAUDHARY]

Respected Professionals,

Good afternoon

I want to inform you that recently I have joined a private engineering College as a Librarian & i have taken the charge of a Library but not of the library books because the previous Librarian in College doesn't give me the stock of books.So management gives the instructions that you have to done the stock work,

Last stock verification was done is 2010. Now I have completed the stock few days back.

Books as per accession register is 16119.
Missing books is 750
On 1000 Books (5 books is looses as per the rule)is there is any copy of this rule.

I have to prepare a final Stock verification Report . Is there is any particular format for preparing a stock report

Please provide me a standradl format so that i will submit this report to our college management.

Looking for your kind cooperation.

Thanks & Regards
Ajay

[RAMESH]

[RAMESH]

Sir Once check the attachement

[AJAY CHAUDHARY]

Dear Sir

Thanks File is received .

is there is any sample format  . So that i will check if i am going in write direction or not.

Thanks & Regards

Ajay

[Siddhartha Shankar Ray]

Dear Sri Ajay Chaudhury,

There is no OFFICIAL format for Stock Verification Report.

Regarding the verification you have done, out of the observed 750 missing books, whether any of them appears as MISSING/LOST in the 2010 stock verification Report?

Please check this first.

If you find that some of the books out of these 750 lost/missing books were in the 2010 list, you MUST mention them by way of their Accession Numbers.(that books bearing following Accession Numbers were lost earlier as mentioned in 2010 Stock Verification Report) 

Then check with the Accession Registrar. If you find  that all such lost books are properly kept on record in the Accession Register,  mention this matter in your report.

In case they are not mentioned/recorded in the Accession Register, then bring this issue to the attention of the College authority at your earliest.and mention it in the report submitted by you. Get it signed & stamped by competent authority. MIND IT, THIS IS A FINANCIAL MATTER AND YOU MUST KEEP OFFICIALLY VALID DOCUMENT OF WHAT YOU HAVE SUBMITTED.

Regarding the allowable limit of loss (which you have indicated as loss@5per 1000) please go though the Central Govt Financial Rules Book. See EXACTLY WHAT IS MENTIONED THERE. This is quite important. I believe the There are several pre-conditional words before & after this statement.  As such, your Report will constitute 2 parts. One part should describe statements regarding old cases of missing (which your earlier Librarian has mentioned in Acc. Register) and the other one depict the recent picture (on the basis of Stock Verification done by you!)

I hope I could explain your issue.

Sincerely,

Siddhartha S. Ray, Calcutta 

[AJAY CHAUDHARY]

Dear Sir

Thanks for your prompt Reply. Yes in 2010 stock verification is done & 190 books are found missing.

Basically i can't draft a proper letter . From where to start is there is any sample . So that i will check if i am going in write direction or not.

Thanks & Regards

Ajay

[Munesh Kumar]

Dear Sir, Ajay

Since you have hold the post of librarian. You should not worry about your words and sentences. If you face difficulties in forming sentences you read the sample reports available on internet, read the record available in your library.

As Shri. Siddhartha Shankar Ray  Sir has told that there is no any official format for reporting of stock taking activity. Your own format will be ultimate for your purpose. You please start from the present to past and return to present the report will be completed. By the way there are many formats are available, easily can be downloaded from google. 

Taking challenges should be your first priority. 

Best wishes. 

[AJAY CHAUDHARY]

Thanks Munesh sir .I am a beginner in this field so i have discuss this matter in the forum. Sorry for taking your time..

[Munesh Kumar]

Please Do not consider that the communication is pointing to the personal. It's a real and update situation which you have shared with us. It is pleasure to serve community and to assist mutually.

Please take your word 'sorry' back.
Thanks

[AJAY CHAUDHARY]

Manesh sir . I apologize 

[S.Prabhu]

Thanks for your information..

[Renganathan.R]

Dear prof.

    there is proper format on this issue.  but, the report must be like this,

1. Covering letter by the leader or convener.

2. Mention the st.ver. period

3. and the report must reflect reality.

4. the acceptable loss 3 books per 1000 volumes

5. one more practice is there.  

       a. complete the st.ver before closing the college during summer

       b. calculate total cost for loss of books

       c. the outgoing students will bear the share of total cost 

all the best.

[BOOPATHI . P]

Ranganatha Sir, 5 Books are allowed out of 1000 books, But you said three books only. Please check and give right informatio