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Info@PULISAA

Feature Article
Loss of Library Materials: Policy and Guidelines
Abstract
This paper is aimed to create awareness among young library professionals about the write-off policy and provide
some guidelines to implement the policy. It discusses the scope of policy approved by the Vice Chancellors’ Committee
in 1985, how to implement this policy and procedure for writing-off library books. It also provides sample data for write
-off of books while original text of the policy has also been appended. The paper concludes that library professionals
should take necessary measures to safeguard library materials but at the same time they should be ready to face
different situations relating to loss of library materials.
Introduction
Significance of information was felt by human beings as soon as they learnt how to write and started
transferring information to early writing materials like stones, parchment, vellum and papyrus etc. This resulted in
collection of information through accumulation of written material. Safety of written material was not an issue in the
beginning because very few people, belonging to the ruling class, knew how to read and write. Access to written
material was also restricted to these few people. However, issue of preservation of information arose when collection
of written material soared. Thus a person was hired by the king to preserve and manage the written material. Later on
such a person was given the name of Librarian and the place where written material was stored was named as Library.
These librarians were selected for the job due to their scholarship (Khurshid, 1981; Shera, 1972). In this perspective,
the new concept of scholar librarian emerged. As the time passed, number of people who could read increased and
invention of paper helped in writing more books. Many libraries were established in different parts of the world but
still access to these libraries was restricted. During 15th century John Guttenberg invented the printing press and
started the printing of books (Aikin, 1803). With this invention the art of reading and writing came to masses. When
masses started reading and writing material. The need was felt to remove restrictions for general public to access the
libraries. As a result, many libraries were opened up for general public and a large number of new libraries were
established. Opening of libraries for general public brought the issue of security of written material. Rules and
regulations were then framed for use of libraries including safety of library material. During the course of time, it was
found that the use of libraries is coupled with the loss of library material. Security and preservation measures reduced
these losses but still losses occurred due to variety of reasons. Thus, it was concluded that loss of library materials was
unavoidable.
To regulate the loss of library materials a policy was prepared in Pakistan about a quarter century ago when this
issue came under discussion during the meeting of Vice Chancellors of different universities at University Grants
Commission (UGC) on November 11,1984. Vice Chancellors’ Committee appointed a sub-committee, comprising of
library professionals from different universities and one representative of UGC, to frame a policy relating to book
losses in university libraries. A policy relating to write-off of book losses was prepared during the meeting of sub-
committee held on January 9, 1985 at UGC. Vice Chancellors’ Committee in its meeting held on January 24, 1985
approved the minutes of the meeting of sub-committee which are appended as Appendix -A. According to this policy,
losses up to 3% per annum can be written-off by the competent authority in a library having open access system while
losses up to 2% can be written-off in a library having closed or partially closed access system. A number of library
professionals from time to time inquire about the policy, its scope and procedure for writing-off library losses. Here are
some words about scope of this policy, how it can be implemented in libraries of different institutions and procedure
for writing-off losses of library material.
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Volume 2, Issue 2

Loss of Library Materials...

Scope of the Policy Start

This policy was intended for university libraries only and comprised of
recommendations for physical verification, safeguards and write-off of book losses. It
cannot be implemented in any institution unless library rules and regulations are
Composition of
framed in the light of this policy. However, it can provide strong basis for approval of Stock Taking
board
library rules because it is used as a standard. It is worth noting that there are no
general rules regarding write-off which can be applied to different organizations.
How to Implement the Policy?
For implementation of this policy in any institution (including universities,

Figure 1: Flow diagram of procedure for writing-off books

colleges, schools and other institutions) rules and regulations need to be drafted and Stock Taking of
books
these rules should be approved by the competent authority of the particular
institution. For example, Senate is the governing body of a university and all rules and
regulations are to be implemented in the university after approval by the University
Senate. Similarly, rules should be submitted to the governing body of the concerned
institution for approval before their implementation. A large number of institutions
Submission of
including universities had already framed rules for book losses and the same were report on book
losses
implemented after approval by the competent authorities. Examples of such rules
from sister organizations can make the case stronger. Drafting and approval of rules
will solve problems of many library professionals. If an institution is working under the
umbrella of another organization or government body then there is no need to draft
separate rules and the rules of the parent organization will be applicable to that Approval by
Competent
institution. For example, schools in Punjab operate under School Education Authority

Department and rules approved by the department are applicable to all schools.
Procedure for Writing-Off Library Materials
A case for write-off of library materials can be initiated once library rules, Writing off of
losses from
including the write-off of library materials, are approved by the competent authority. Accession
Register
For this purpose, first of all stock taking or stock verification should be carried out by a
board / committee to ascertain the exact loss of library materials. Procedure for
writing-off library books is shown graphically in Figure 1. Various manual and
automated methods can be adopted for stock verification. A method which provides
End
error free data should be adopted. If barcode labels are pasted on all library material
then it is better to use a barcode data capturing device. Libraries using an integrated
RFID system can use RFID data capturing device for this purpose. Libraries which still do not use these technologies can
verify their stock manually. It is suggested that losses initially reported should be confirmed at least twice to avoid the
possibility of erroneous reporting of losses. Report of the stock taking board/committee should be submitted to the
competent authority, through proper channels, for write-off loss of library material. Report should clearly mention the
percentage of losses per annum and method used to calculate this percentage.
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A copy of library rules under which write-off is requested should be attached with the report so that competent
authority can decide on the basis of these rules. Once losses are written-off by the competent authority, these should
be struck off from the accession register and removed from library OPAC and from all other information retrieval
systems. Record of written-off materials should be properly maintained indicating the authority by which losses were
written-off and date of its approval.
Sample Data for Write-Off of Books
Following is the method to calculate the percentage of book losses in the library. It is assumed that stock taking
takes place after one year.
Total number of books held (library collection) = 16850
Books found missing after physical checking = 78
during last one year
Percentage of book losses = Total number of missing books x 100
Total number of books held
= 0.46%
Write-Off is Based on Numbers or Value
Under this policy, write-off of books is based on number of books available in the library collection at the time of
stock taking irrespective of their financial value. However value of book losses can be calculated as secondary
information if required. In this case, cost of books donated to library by different individuals or organizations is taken
as zero because institution had paid nothing to acquire such books.

Conclusion
Loss of library materials is inevitable when these are used. However, losses can be minimized by ensuring
vigilance and appropriate security measures. If losses occur despite all security measures then reasonable losses
should be written-off after proper stock verification. Library professionals should take necessary measures to safeguard
library materials but at the same time they should be ready to face different situations relating to loss of library
materials.
Key Words: Write-off, loss of library materials, book losses in libraries, University Grants Commission, UGC, Pakistan.
Sources Used:
Aikin, J. (1803). General biography; or, lives: Critical and historical, of the most eminent persons of all ages, countries,
conditions, and professions (Vol. Fourth). London: J. Johnson, St. Paul's Church-Yard.
Khurshid, A. (1981). The editor's introduction. In A. Khurshid (Ed.), Library education across the boundaries of cultures:
A festschrift to mark the silver jubilee celebration of the Library Science Department (pp. 1-22). Karachi: Library
Science Department, University of Karachi.
Shera, J. H. (1972). The foundation of education for librarianship. New York: Becker and Hayes.

A p p en di x – A
W RI T E- O FF BO O K LO SSE S
MINUTES OF THE MEETING OF COMMITTEE ON LIBRARIES APPROVED BY VICE CHANCELLOR’S COMMITTEE ON 24.1.1985.
A m e e ti n g o f s u b - c o m m i tt e e a p p o i n t e d b y t h e V i c e - C h a n c e l l o r ’ s c o m m i tt e e i n i t s m e e ti n g h e l d o n
1 1 . 1 1 . 1 9 8 4 o n t h e p o l i c y r e l a ti n g t o b o o k l o s s e s i n t h e U n i v e r s i ti e s L i b r a r i e s w a s h e l d i n t h e C o m m i tt e e
R o o m o f t h e U n i v e r s i t y G r a n t s C o m m i s s i o n o n 9 t h J a n , 1 9 8 5 a t 1 0 . 0 0 a . m . T h e f o l l o w i n g a tt e n d e d :

Prof. Anis Khurashid,

Chairman,
Library Science Department,
University of Karachi.
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Volume 2, Issue 2

Mr. Anwar-ul-Haq,
Chief Librarian,
Punjab University.

Mr. Abdul Hafeez Akhtar,

Director,
Department of Libraries,
M i n i s t r y o f E d u c a ti o n ,
Islamabad.

Mr. Murid Kazim,

Librarian,
Gomal University, D.I. Khan.

Mr. Mahmood-ul-Hassan,
Librarian,
Allama Iqbal Open University, Islamabad.

Mr. Muhammad Afzal,

Director (Academics),
University Grants Commission, Islamabad.

D r . D a l e r K h a n , w h o l e - ti m e m e m b e r a l s o a tt e n d e d t h e m e e ti n g a s a n o b s e r v e r .
T h e C o m m i tt e e a ft e r d e t a i l e d d i s c u s s i o n o n v a r i o u s p o i n t s r e l a ti n g t o U n i v e r s i ti e s L i b r a r i e s m a d e t h e
f o l l o w i n g r e c o m m e n d a ti o n s .
PHYSICAL VERIFICATION
An upto-date shelf list be maintained by each library invariably for stock -tacking purposes.
P h y s i c a l V e r i fi c a ti o n b e m a d e e v e r y y e a r w h e r e t h e n u m b e r o f v o l u m e s i s u p t o 5 0 , 0 0 0
P h y s i c a l v e r i fi c a ti o n b e m a d e i n p h a s e s , t o b e c o m p l e t e d w i t h i n t h e m a x i m u m p e r i o d o f 3 y e a r s , w h e r e
the number of volumes exceeds 50,000.
SAFE-GUARDS
There should be only one point of entry and exit in the Library. The doors and windows of the library
s h o u l d b e s e c u r e d w i t h p r o p e r p r o t e c ti v e d e v i c e s .
I t s h o u l d b e e n s u r e d t h a t n o s e r i o u s n e g l i g e n c e o n t h e p a r t o f t h e L i b r a r y s t a ff h a s r e s u l t e d i n t o
losses of books.
Proper record for the Library materials issues may be maintained according to modern Library
p r a c ti c e s a n d p r o p e r r e c o r d s f o r t r a n s f e r a n d m o v e m e n t o f b o o k s f r o m o n e S e c ti o n t o t h e o t h e r
be also kept.
Proper arrangements should be made for keeping the personal belongings, including books etc. of
Library use, at the entrance point.
The Librarian should be empowered to make personal check on any person, in case of any doubt.
WRITE-OFF OF LOSSES
Losses of Library materials are unavoidable when they are used.
Losses to the extent of 3% per annum of the available stock in an open access Library should be
w r i tt e n - o ff b y t h e c o m p e t e n t a u t h o r i t y o n t h e r e c o m m e n d a ti o n s o f L i b r a r y C o m m i tt e e .
L o s s e s a t 2 % p e r a n n u m s h o u l d b e w r i tt e n - o ff o f t h e a v a i l a b l e c o l l e c ti o n o f a c l o s e a c c e s s o r p a r ti a l l y
o p e n a c c e s s L i b r a r y b y t h e c o m p e t e n t a u t h o r i t y o n t h e r e c o m m e n d a ti o n s o f L i b r a r y C o m m i tt e e .
L o s s o f m a n u s c r i p t s , r a r e b o o k s a n d m a t e r i a l s f o r r e s t r i c ti v e u s e w i l l n o t , h o w e v e r , b e g o v e r n e d b y
a b o v e r e c o m m e n d a ti o n s a t a , b , a n d c , a b o v e . S u c h l o s s e s s h o u l d b e s u i t a b l y i n v e s ti g a t e d
b e f o r e t h e i r w r i t e - o ff .
T h e l o s s e s w r i tt e d o ff b y t h e c o m p e t e n t a u t h o r i t y s h o u l d b e s t r u c k o ff f r o m t h e s t o c k a n d t h e r e c o r d s
o f t h e L i b r a r y , i n c l u d i n g p u b l i c c a t a l o g u e s , a n d t r a n s f e r r e d t o t h e w i t h d r a w a l r e g i s t e r i n d i c ti n g
t h e a u t h o r i t y u n d e r w h i c h t h e l o s s e s w e r e w r i tt e n - o ff .
I n a d d i ti o n , t h e p e r m a n e n t i r r e c o v e r a b l e l o a n s o f b o o k s , m u ti l a t e d , d a m a g e d a n d w o r n - o u t b o o k s
f o u n d t o b e b e y o n d r e p a i r s d u r i n g t h e p h y s i c a l v e r i fi c a ti o n o f t h e L i b r a r y s h o u l d a l s o b e p l a c e d
b e f o r e t h e L i b r a r y c o m m i tt e e f o r w r i t e - o ff , w e e d i n g o u t r e p l a c e m e n t t h e r e o f .
Sd/–
(PROF. DR. ANIS KHURSHID)
Convener

By
*Mirza Muhammad Naseer, Librarian, Institute of Space Technology, Islamabad *Mirza M. Naseer