Regarding Stock Verification and Procedure to Withdrawal of Books

[Amit K Soni]

Dear Friends,

 

Can someone please provide me the copies of "Ministry of Finance O.M. No. 23(7) E II (A)/83 dated 7.2.1984" AND "CAG’s U G No. 1964-TA.II/21-83 dated 23.12.83" 

These documents are related to stock verification and procedure to withdrawal of books. 

We are requesting you to kindly provide us the soft copies of the said documents, if available with you. 

Thank You.

[Rakibul Hasan Mondal]

Hi,

Below are the required information.

No. F.23(7)-E.II(A)/83
Government of India
Ministry of Finance
(Department of Expenditure)
...................
New Delhi, Dated the 7-2-1984
18 Magha 1865 (Saka)

OFFICE MEMORANDUM

Subject: Amendment to Rules 99 and 116 of the General Financial Rules, 1963 (Third Edition)
—Exclusion of books, publications and periodicals etc. from the definition of ‘Stores’.

Attention of all the Ministries/Departments of the Government of India is invited to Rules 99
and 116 contained in Chapter 8 dealing with the ‘Stores’ in the General Financial Rules, 1963.
The President has been pleased to decide that hereafter the books, publications, periodicals etc.
of a library will not be treated as an item of ‘Stores’ as defined in the ‘Note’ below Rule 99 of
the General Financial Rules, 1963. Accordingly the provisions of the said ‘Note’ and the
Government of India’s decision (1) below Rule 116 of the General Financial Rules, 1963 (Third
Edition) have been amended as per amendment enclosed. This issues with the approval of the
Comptroller and Auditor General of India and the Department of Supply.
2.
Hindi version of this O.M. is enclosed.

Sd/-
(K.L. MEHTA)
UNDER SECRETARY TO THE GOVT. OF INDIA
Tele: 373159

To,
All the Ministries/Departments of the Govt. of India etc.etc.
No. F.23(7)-E.II(A)/83

Copy forwarded to the Comptroller and Auditor General of India (with spare copies) and the
Union Public Service Commission and as per standard endorsement.
Sd/-
(K.L. MEHTA)
UNDER SECRETARY TO THE GOVT. OF INDIA
Tele: 373159

AMENDMENT TO GENERAL FINANCIAL RULES, 1963 (3rd Ed.)
PAGE 38 CHAPTER 8 RULE 99

The following words shall be added to the last sentence in the ‘Note’ below Rule 99:-

“but excluding books, publications, periodicals etc. in a library.”

(Ministry of Finance (Deptt. of Exp.) O.M. No. F.23(7)-E.II(A)/83 dated 7-2-1984 and Deptt. of Supply U.O. No. I.D. No. PIII-3(5).82 dated 23.2.83 and C.A.G’s U.O. No. 1964-TA.II/21-83 dated 23.12.83.
PAGE 40-41 CHAPTER 8 RULE 116

For the existing Government of India’s decision (1) below rule 116, the following shall be substituted:
“Government of India’ decision(1):-
The position of library books, etc. is different from that of other
stores. Accordingly, the following procedures shall be observed for purchase, write off, disposal of
mutilated/damaged books and physical verification of books in the libraries attached to the various
Departments/Offices:-
(i)
Librarian (not below the rank of Deputy Secretary to the Govt. of India) subject to the powers
delegated under Delegation of Financial Powers Rules, 1978, may purchase books etc. from the
reputed and standard booksellers on the prevalent terms and conditions. Tenders need not be called
for this purpose.
(ii)
Loss of three volumes per one thousand volumes issued consulted in a year may be taken as
reasonable provided such loss cannot be attributed to dishonesty or negligence on the part of
Librarian. Loss of a book of the value exceeding Rs.200 (Rs. two hundred) and the books of special
nature and rarity shall invariably be investigated and consequential action taken. All such losses
will however be written off only by a competent authority.
(iii) Librarian who is of the rank not below Deputy Secretary to the Government of India or Head of
the Department may write off the loss of volumes mentioned in the preceding paragraph provided
the total value of all such books, etc. does not exceed the monetary limit prescribed in the Delegation
in respect of deficiencies and depreciations in the value of stores (other than a motor vehicle or
a motor cycle) included in the stock and other accounts. In the event of the total value exceeding
the monetary limit specified above. The loss of books shall be written off by the competent authority
as per Delegation of Financial Powers Rules 1978.
(iv) There may be no objection to the Librarian disposing of mutilated/damaged/obsolete volumes to
the best interest of the Library. However, the disposal of such volumes should be made on the
recommendations of a three member Committee to be appointed by the Administrative Ministry/
Department which shall decide whether the books mutilated/damaged/obsolete are not fit for
further use.
(v)
Complete annual physical verification of books should be done every year in the case of Libraries
having not more than 20,000 volumes and not fewer than two library qualified staff. In case there
is only one qualified staff the verification may be done as per sub-para (vi).
(vi) Complete physical verification at intervals of not more than three years should be done in the case
of libraries having more than 20,000 but not more than 50,000 volumes.
(vii) Sample physical verification at intervals of not more than five years may be done in the case of
libraries having more than 50,000 volumes. If such a sample verification reveals unusual or
unreasonable shortages, complete verification shall be done.
(viii) The verification should always be subject to surprise test check by some independent officers. The
decision regarding the selection of the staff to whom this work may be entrusted, should be taken
by the Administrative Ministries/Departments and Heads of Departments”.

(Ministry of Finance O.M. No. 23(7)-E.II/83 dated 7-2-1984 and CAG’s U.O. No. 1964-TA.II/21-83 dated
23.12.83. Deptt. of Supplies U.O. No. I.D. No. PIII-3(5)/82 dated 17.1.83)

Thanks and Regards

Rakibul Hasan Mondal

Assistant Librarian

Akal University

Talwandi Sabo

BTI, Punjab

[Chitralekha]

Thank you so much Rakibulji for the details.

This is very useful for academic librarians.

If possible please upload pdf or jpg files of the above circulars for us so that we can produce the same to concerned authorities whenever required.

Regards.

Chitralekha

[Rakibul Hasan Mondal]

The attachment is unable to upload here.
Please browse the below web address of The Federation of Publishers’ & Booksellers’ Associations in India. You will get the newsletters. Please download July 2012 – November 2012 newsletter and refer page no 6 & 7 of the same.
http://fpbai.org/newsletter/
OR
fpbai.org/wp-content/uploads/2015/01/Newsletter-July-12-Nov-12.pdf
[for direct download]

[Chitralekha]

Thank you so much Mr. Rakibul.

Chitralekha.

[PANDU]

dear sir

plz send me PDF file this mail id: [e-mail]

thank u sir

[Rakibul Hasan Mondal]

Please open/browse the below link to get the PDF.

NEWSLETTERS