NUMBER. DATE - ncdc.in · PROCESS DOCUMENT FOR NCDC LIBRARY DOC. NUMBER ... 6.2,2Prepare list of...
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PROCESS DOCUMENT FOR NCDC LIBRARY DOC. NUMBER. NCDCiPD (Lib.)-08 DATE OF ISSUE 01-0&2016 NCDC LIBRAftY Document lD : NCDC/PD(Lib.)-08 Revision No. :01 Prepared By: Reviewed By: Approved By V K.*["^ Chief Director (Library) _*ldhr,h- QMS Documentation-Committee ,W ' Managing Director
Transcript of NUMBER. DATE - ncdc.in · PROCESS DOCUMENT FOR NCDC LIBRARY DOC. NUMBER ... 6.2,2Prepare list of...
PROCESS DOCUMENT FORNCDC LIBRARY
DOC. NUMBER. NCDCiPD (Lib.)-08 DATE OF ISSUE 01-0&2016
NCDC LIBRAftY
Document lD : NCDC/PD(Lib.)-08Revision No. :01
Prepared By: Reviewed By: Approved By
V K.*["^Chief Director (Library)
_*ldhr,h-QMS Documentation-Committee
,W' Managing Director
PROCESS DOCUMENT FORNCDC LIBRARY
DOC. NUMBER NCDC/PD(Lib.)-08 DATE OF ISSUE 01-08-2016
INDEX
1. DtVtStON STRUCTURE ......................4
2. RESPONSIBILIT|ES & AUTHOR|T|ES........... ........4
3. ABBREVIATIONS. ......... .....................4
7. PROCESS MEASUREMENT............. ...................10
8. RTSKS & OppORTUNtTlES.......... .......................11
9. PROCESS CONTROLS .....................11
10. DETAILS OF DOCUMENTED INFORMATION RETAINED ....................12
11. DETAILS OF DOCUMENTED INFORMATION MAINTAINED .......... ........13
Prepared By: Reviewed By:
Page 3 of 13V. K. s.^!^7,*Chief Director (Library)
PROCESS DOCUMENT FORNCDC LIBRARY
DOC. NUMBER NCDC/PD(Lib.)-08 DATE OF ISSUE 01-08-2016
1) DTVTSTON STRUCTURE
Annexure- l
2) RESPONSIBTLTTIES & AUTHORITTES
Annexure- ll
3) ABBREVTATTONS
AACR Anglo American Cataloging Rule
AMC Annual Maintenance ContractBOM Board of ManagementDDC Dewev Decimal Classification
GC General Council
HO Head OfficeIDMS lntegrated Document Management SoftwareLIB LibrarvLDC Lower division Clerk
MTS Multi Taskins Staff
QMS Qualitv Management System
RO ReeionalOffice
4) PURPOSE
To act as a collection of sources of information and similar resources primarily for NCDC
employees for reference or borrowing.
s) scoPE
o Procurement of bookso lssue of books to the readerso Maintenance Library Catalogueo Subscribing to Journals / Magazineso Browsing facility for non - NCDC members through inter library Loan.
Prepared By: Reviewed By:
Page 4 of 13
V-r<, S^l+Chief Director (Library)
-sbw@QMS Documentation Committee
PROCESS DOCUMENT FORNCDC LIBRARY
DOC. NUMBER. NCDC/PD(Lib.)-08 DATE OF ISSUE 01-08-2016
Process input Source1. Previous Year budget2. Expected utilization in the next financial year3. Book Selection Committee recommendations4. Requisition from NCDC employes from time to time5. New arrival in the market / web
Budget file, Requisitions andBook Selection CommitteeReport
5) PROCESS
6.1 Preparation of Annual Budget
6.1.1 Preparation of budget at the beginning of every year;6.L.2 Seek the approval from the Competent Authority;6.1.3 Utilization of budget on different heads; and6.L.4 Re-conciliation of annual accounts with Finance Division
6.2 Procurement of the required reading material
lnput Source
Approved budget, Book SelectionCommittee recommendations andapproved requisitions for readingmaterial
Budget file, Requisition from ROs,
Divisions and individuals.
6.2.1 Receive request for books through Library Requisition Slip / Book Recommendation Formor through verbal request.
6.2,2Prepare list of allthe books and publication recommended by the readers.
6.2.3 Check the catalogue to avoid duplication of procurement. ln case, similar books is alreadyavailable in the library, record the same in the "Remarks" column and inform theindenter.
Process Output Budget estimate for the year andReconciliation of annual accounts
Prepared By: Reviewed By:
Page 5 of 13V r<. s^[^-lrChief Director (Library)
___-gt hr@QMS Documentation Committee
PROCESS DOCUMENTNCDC LIBRARY
FOR
Doc. NUMBER I ncocrnpib.)_08 DATE oF rssuE I ot-ot-zoro
5.2.4seeking approval of books from the competent Authority:-
o Purchase of books through Book Selection Committee, books are selected from newarrivals in the market/ web and the list of books is placed before the committee forselection
o Purchase of new books from Delhi World Book Fair (through a committeeconstituted for the purpose)
o Purchase of regular publications (Swamy's publications, lndia reference annual,lncome Tax act/ Rules etc.)for Reference
6.2.5 ln case the required publication is not avaitable with the registered supplier and subjectto urgency, procure the item from the other available sources.
6.2.6 Follow up with the suppliers for the timely supply of the publications.
5.2.7 Receive the publications and check / compare with the suppliers challans / invoice forensuring the correct supply of publications.
lnput Source
Book Selection Committeerecommendations for renewals andapproved requisitions
Book Selection Com mittee,lndividual employees
6.3.1 Recommendation for renewal of technical Journals/ magazines on receipt of verbal/written request from NCDC staff's / officer's including for introduction of a newperiodical / newspapers.
6.3.2 Renewal of popular magazines/journals & newspapers for the current financial year(An nua I Subscription).
6.3.3 obtain approvalof competent Authority and place orders.
I Process Outout I I ln.lrti,.o n..o""i^^F
6.3 Process for Procurement of periodicats / Newspapers for the Library.
Prepared By: Reviewed By:
Page 6 of 13V. )<, S^0;(Chief Director (Library)
PROCESS DOCUMENT FORNCDC LIBRARY
DOC. NUMBER. NCDC/PD(Lib.)_08 DATE OF ISSUE 01-08-2016
6.4
6'3'4 on receipt of periodicats details are enter in cardex cabinet. on receipt ofnewspapers & journals details, entered in the register.
6'3'5 Put library stamp on the periodicals / newspaper at two places and enter the date ofreceipt.
6'3'6 :ji;.tn"
periodicats / newspaper alphabeticaily in the disptay racks in the reading
6'3'7 on receipt of bill from publisher/ newspaper vendor, forward the biil to AccountSection for payment.
6.3.8 Maintain a record of all bills and receipts.
Providing new Membership and issue of library Cards
6'4'1 NcDc employees submit the application in the prescribed proforma for membership ofthe library.
6'4'2 The Library card is printed / laminated and issued to the appticant emproyee on receiptof completed application.
Fr,ocesi OctBUt Reading materiaI procersed-or" plii"ilEnt riper requirement of NCDC Li
Appointment order of the ne@appointed e
Request in prescribed formatlromlhE
lssue of Library card as per
Reviewed By:
Page 7 of13V k< s,!,"-Chief Director 1t-ibrafy
..-a-(ail@QMS Documentation Committee
PROCESS DOCUMENT FORNCDC LIBRARY
DOC. NUMBER. NCDC/PD(Lib.)-08 DATE OF ISSUE 01-08-2016
5.5 Process for issue of books on loan:
lnput Source
Library Card Members
5.5.1 NCDC library follows open access system. Under the system for lending books from thelibrary, the member(s) are allowed access to the shelves. They can make selection ofbooks either by consulting catalogue/ the tibrary Assistant or by browsing amongst thebooks on the shelves which are generally arranged subject-wise.
6.5.2 Books are issued for thirty (30) day at a time.
6.5.3 Re- issue of books may be allowed for thirty (30) days for a maximum of three times oras long as no other Library Card holder requires the books.
6.5.4 Re- issue of the book is through Libsys software or it can also be renewed from thecirculation counter without bringing the book.
6.5.5 ln case loss of a book borrowed by a member the member will either replace the same(same or latest edition) or pay printed cost of the book.
6.5.6 Overdue charges: NIL
6.5.7 Library staff shall maintain strict vigil for ensuring safety of the books placed in thelibrary.
Process.9utptrt lssue of Library book(s) / journal(s)/zine(s)
Prepared By: Reviewed By:
Page 8 of 13V K. s*L;(Chief Director (Library)
PROCESS DOCUMENT FORNCDC LIBRARY
DOC. NUMBER. NCDC/PD(Lib.)-08 DATE OF ISSUE 01-08-2016
5.6 Classification cataloguing pasting subject wise labeling and placement as per libraryscience norms
lnput Source
New supply of books Book supplier agency
6.5.1 Generate the Dewey Decimal Classification Number (DDC)with the 18th edition andthen enter the details of the book in the Accession Register.
6.6,2 Cataloguing of books as per Anglo American Cataloging Rules (AACR) by the Librarian
5.5.3 Enter the details of the book in the Libsys Software.
6.6.4 Paste due date slip on the book.
6.6.5 Put Library stamp on processed books at four places for identification as Library
property.
6.5.5 The book is placed in the appropriate shelves in the Library in the Technical SectionShelf.
6,6.7 Send the verified challan, bills along with sanction order to accounts section forpayment.
5.6.8 Maintain a record of all Challans and bills and a summary of receipts throughout theyear.
6.6.9 Re-conciliation of Annual accounts with Finance Division
Process OutputProper classification and cataloguing forretrieval of reading books
Prepared By: Reviewed By:
Page 9 of 13V. r<, S.^_(^j-"(Chief Director (Library) -31ut1"9-QMS Documentation Committee
PROCESS DOCUMENT FORNCDC LIBRARY
DOC. NUMBER. NCDC/PD(Lib.)-08 DATE OF ISSUE 0t-08-2016
6.7 Stock Verification & Disposal
6,7.1 Stock Verification of the books is conducted through committee constituted bycompetent authority.
6.7.2 Withdrawal of old, annual publications and unserviceable books from circulationas per the suggestion of the Stock Verification Committee after seeking approval ofthe competent authority.
6.7.3 Disposal of newspapers is carried out after one month, Journals/Magazines after sixmonth through General Administration Division.
6.8 Miscellaneous:
o Preparing the metadata / keywords & indexing uploading to the IDMS software forinformation retrieval.
7l PROCESS MEASUREMENT
S.No Process Measurable process
indicators (Workinc days)MonitoringFrequencv
Responsibility forMonitoring
L Preparation of budgetfor next financial year
On receipt of request fromG.A. before the beginning ofthe financial year
Yearly A.D. (Library)
2 New Membership andissue of card
Within 7 days of receipt ofrequest from newly recruitedemployees.
Monthly A.D. (Library)
3 Purchase of Books After receipt of request fromreaders:i. Seek approval within 10 daysii. Purchase of books within15 days of approval
Monthly A.D. (Library)
4 Purchase of specificNewspaper4ournal
After receipt of request fromreaders:i. Seek approval within 10 dayr
Fortnightly A.D. (Library)
Prepared By: Reviewed By:
Page 10 of13\.K. s^1,+Chief Director (Library)
;vlNl'D-QMS Documentation Committee
PROCESS DOCUMENT FORNCDC LIBRARY
DOC. NUMBER. NCDC/PD(Lib.)-08 DATE OF ISSUE 01-08-2016
ii. Purchase of newspapers/journals within 7 days ofapproval
5 Arrange specific bookwithin short period
-do- Fortnightly A.D. (Library)
5 Classification &cataloguing of books
After accessioning in theaccession register within 10
days. Classification &Cataloguing including pasting
etc. ofthe books.
Monthly A.D. (Library)
8) RISK & OPPORTUNITIES IDENTIFIED
Ref.# Risk Register
e) PROCESS CONTROTS
Process Controls
Purchase of Books Cross check with data base before purchasing any book
Requirement to be well assessed by the committee to avoid
irrelevance and duplication of books purchased
a
a
Circulation of books/ journals/
magazines
Regular follow ups with the borrowers
lmplementation of library rulesa
a
Classification, cataloguing,pasting subject wise
labeling and placement as
per library science norms
Adoption of "Generate the Dewey Decimal Classification
Number" (DDC) system with the 18th edition and then
enter the details of the book in the Accession Register.
Cataloguing of books as per Anglo American cataloging
Rules (AACR) by the Librarian
Enter the details of the book in the Libsys Software.
Paste due date slip/ book pocket/tag on the book.-
Prepared By: Reviewed By:
Page 11 of13V. K. s--[* 'r
Chief Director (Library)' QMS Documentation Committee
PROCESS DOCUMENTNCDC LIBRARY
FOR
DOC. NUMBER NCDC/PD(Lib.)-08 DATE OF ISSUE 01-08-2016
s.
No.
Records Location MaintainedBy
RetentionPeriod inYears
Disposition
1 Purchase of books Almirah -A Sr. Asstt 5 Years Tearing/ Shreddingafter digitization
2 Purchase of referencebooks
Almirah-A Sr. Asstt. 5 Years -do-
3 Recovery of Lostbooks
Almirah-A Sr. Asstt. 5 Years -do-
4 Binding of LibraryBooks
Almirah-A Sr. Asstt. 5 Years -do-
5 Purchase ofJournal/Maqazines
Almirah-A Sr. Asstt. 5 Years -do-
5 Purchase ofnewsoapers
Almirah-A Sr. Asstt. 5 Years -do-
7 Budset lnformation Almirah-A Sr. Asstt. 5 Years -do-
8 RAJBHASHA
KARYANVAYANA
(HrNDt)
Almirah-A Sr. Asstt 5 Years -do-
9 lnstitutionalMembership (BCL)
Almirah-A Sr. Asstt Permanent
10 ISO 9001 :2008 Almirah-A A.D.(Librarv)
Permanent
tl Stock Verification ofbooks
Almirah-A A.D.(Librarv)
Permanent
t2 Audit lnspectionReport
Almirah-A Sr. Asstt Permanent
13 Librarv Rules Almirah-A Sr. Asstt Permanent
t4 Demand / No
Demand CertificateAlmirah-A Sr. Asstt 3Years Tearing/ Shredding
after digitization
10) DETATLS OF DOCUMENTED INFORMATION RETAINED
Preoared Bv: Reviewed Bv:
Page 12 of13V t<.SChief Director (Library)
PROCESS DOCUMENT FORNCDC LIBRARY
DOC. NUMBER I NCDC/PD(Lib.)-08 DATE oF IssuE I or-og-zoro
111 DETAlls oF DoCUMENTED TNFORMATION MAINTAINED
o Format of Accession Register
o Procedure for Catalogue Cabinet
o Library Rules
o Feedback forms are circulated among the NCDC officers /readers and suppliers on half
yearly basis in order to know their views about Library's performance. (Annexure -Vll)
o The five laws of Library Science were expressed by Dr. S. R' Ranganathan in the year
1931. ( Reference Book Accession No.76941
o Delegation of Power (Latest officer order No. NCDC 2-Ll2OO4-Admn).
o Agenda item no.22 of 32nd meeting of the BoM held on 3.1.1985 for Establishing NCDC
Library.
L2I REFERENCES:
o NCDC Act, Rules & Regulations;
o NCDC's latest circular on delegation of financial and administrative powers.
Prepared Bv: Reviewed By: Approved BY:
Page 13 of13V K- S"!.A;Chief Director (Library)
WMfnaoino Director (MD)
ANNEXURES TO NCDC/ PD(Lib.)- 08
tlST OF ANNEXURES
Responsibilities and Authorities
lnternal Feedback Form
Accession Register
How to use Library Catalogue
Library Rules
ANNEXURES TO NCDC/ PD(rib.)- 08
DIVISION STRUCTURE
Annexure- 1
CHIEF DIRECTOR
MTS
ANNEXURES TO NCDC/ PD(Lib.)- 08
Annexure- ll
RESPONSIBILITIES & ATHORITI ES:
Designation Responsibilities Authorities
Head oftheDivision
(Chief Director)
o Overseeing the entire functions of thedivision.
o Approvals with delegated powers andrecommendation for approval beyonddelegated powers from CompetentAuthority
o Co-ordinating for the activities of theDivision, whenever required
o Organise events for Libraryo Plan Digitization of Library Records i.e
Agenda & Minutes of BOM /GC, AR etc.o Compliance to Official Language(Hindi) Act
1963.
I Decisions /Approvals withindefined financialand AdministrativeDelegation ofPowers.
AssistantDirector(Library)
Registration of New Members & lssue demand /no demand certificate to the employees( onRetirement / Death)Purchase of new books from book fair (throughconstituting Committee), on immediate demand& in generalwayAcquisition of books & settlement the Bills ofbooks purchased
Renewal & subscribing of Newspapers /ournalsMagazines
Display / Exhibit Rare Agriculture Reports /books during Cooperative Week & Eventsorganized by NCDC.
Provide inter Library Loan & Reference Service toreaders
Renewal of AMC/ASD for Computer Software.Classification of books through DeweyDecima lClassification.
Cataloguing of books as per Anglo AmericanCataloguing Rules ( AACR ) manually as well ascomputerized through Libsys packag (bi-lingual)Prepare Hindi Report & keeping the Percentagerecord of Hindi Books
Preparation of BudgetWrite-off old & unserviceable books
Cataloguing, Classification & Circulation ofBooks through Libsys package in ComputerBi-lingualNoting drafting through ComputerFollow up for update Libsvs Packaee
As assigned byreporting a utho rities;
Propose action onfiles for decisionmaking.
ANNEXURES TO NCDC/ PD(Lib.)_ 08
. Cost recovery of lost books from the readerso Digitization work of NCDC Documents,
Records, Reports and publications etc.o Overall maintenance & vigilance of Libraryo Stock Verification of Books throughr Committee constituted by Competent authority.o Other statutory requirement of the staff
SENIOR
ASSTSTANT (Lib.)Settlement of Bills of books/ newspapers /Journals / Magazines and AMC/ASD ComputerSoftwareRe-concilation of Annual accounts with FinanceDivisionMaintenance of records of books/ newspapers/journals/ magazines and agenda BOM/GCExtend help to purchase new books from bookfair, on immediate demand & in generalway.Provide lnter Library loan service and referenceservice to readersDisplay / Exhibit Rare Agriculture Reports /books during Cooperative week celebrations.Prepare list of withdrawalbooks.Noting drafting through computerMaintenance of Accession Register andReference RegisterMaintenance of lnvoice and expenditureRegister.
Reminder to supplier/agency for non receipts ofJournals / Magazines /periodicals;Supervision of shelving of books and periodcaland agenda BOM /GC.Binding of books, NCDC Newsletter &Cooperative Journalslssue of demand / no demand certificate andcost recovery of lost books from employeesCompilation of annual accounts with FinanceDivision
Keeping records on percentage of Hindi BooksMaintenance of Libra
As assigned byreporting authority
Examine & put up fordecision making
Lower DivisionClerk
o lssue of books , periodicals to the readerso Attendance of newspapers/ournals
fMagazines in Register / Cardexo CirculationofJournals/Magazineso Circulation of books through Libsyso Look after the Counter/Cardex. Sort out . the news papers / journals for
Disposingo Reminder to readers for overdue books
o As assigned byreporting authority
ANNEXURES TO NCDC/ PD(rib.)- 08
. Maintenance of Dispatch Register. Merging of Catalogue Cards. Library related typing jobso Provide reference service to readerso Prepare the list of binding materialo Provide books for digitization after
MTS/LibraryAttendant
Properly shelving the books on UooLshelves & News papers & journals inproper place.
Vigilance- Look after / watch the Library /Readers
Prepare the bundles for disposing off thenews papers & JournalsHelp the readers to locate the books /journals etc.Labeling / pasting on new books & shelvesMaintain the Library neat & clean.Help for digitization workAny other job assigned by Officers i.e.
the books at short notice etc.
o As assignedreporting authority
ftaNCOG:1-*@t&Lb.
Annsxurg - Vll
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