MAINTAINING THE RECORDS OF REPROGRAPHIC SERVICE BY LIBRARIAN

[MALA.A]

Dear professionals,

Kindly tell me "Is it necessary to maintain records for reprographic service by the Librarian in order to face AICTE inspection."

[MALA.A]

Respected sir,

Thank you very much for kind reply.....

With regards,

A.Mala

Respected sir,

Thank you very much for kind reply.....

With regards,

A.Mala

[Dr. Vijay Raghav Tiwari]

Well it is also a service from library as issue of books is a service. So it is the work of the library to keep records and place whenever it is needed in the services rendered.

vrt

[MALA.A]

Respected sir,

Thank you very much for your valuable suggestion regarding my forum.

With regards,

A.Mala

[Siddhartha Shankar Ray]

Dear Ms. Mala A,

Maintaining records of all activities is always advisable. I am not aware whether any rules/regulations is set up by AICTE, but As I feel it is always advisable to keep a "Log book" of daily transaction of photocopy services. Especially, if it is a paid service (where users pay for getting photocopies of documents) it is rather mandatory as you are earning out of this service.

The simplest way is to just get a register (a big exercise book will do) make the following columns vertically using a ruler and a pen.

Date,

Reading

User

Pages

Amount

Waste Page

Record the initial reading of the Photocopy Machine on a particular day and the work will simply roll on!

Maintaining such records can serve several purposes

You can easily prepare statistics to show the inspecting team.

You can highlight it while preparing Annual Report of the Library

You can make a trend analysis of seasonal variations of reprographic workloads; it will enable you to have a better idea of intra-sectional staff deployment within the library which ultimately make library management easier and more wise

Sincerely,

Siddhartha S. Ray, Calcutta

[MALA.A]

Respected sir,

First of all ,I thank you very much for your valuable suggestion regarding my forum..

sir,we are maintaining two seperate register ,one is for official use i.e photocopies taken  without paying by principal,staff for their dept work etc ...and the records of photocopies are as follows....

       Date,user name,dept,paper size( i.e A4,A3 OR LEGAL ),Purpose,waste copies and sign.These records are maintained in seperate register .Another register is for paying purpose.,here also  we fallow the same columns as in that of office use but here AMOUNT is added extra.

 We  record the opening reading and closing reading of the Photocopy Machine on a particular day and find the difference of the two readings in order to know the total readings of the particular day.More over, we used to calculate how many photocopies are taken for office use,paying and also the number of wastes on a particular day.

Thus, these are the details we record for reprographic service in our library.

 But now I got a clear idea after discussing with our great professionals like you.

Thanks a lot.... sir,

with regards,

A.Mala