Procedures of Conducting Library Stock Verification

Physical verification of library stock is typically conducted once a year for libraries with less than 20,000 volumes. For libraries with 20,000 to 50,000 volumes, it should be done once every three years, and for those with over 50,000 volumes, at least once every three years. The Head of the Institution shall appoint a Chairman of the Library Physical Verification Committee, which the Library Advisory Committee recommends. The committee then holds a preliminary meeting to discuss the procedures and allocation of duties among its members.The physical verification process involves noting the accession numbers of books and documents issued by the circulation counter, preparing separate sheets of paper for each library rack, and comparing them with the Library Accession Register. Gaps in the sheets are identified and noted down in a separate Missing Books List. The list is then checked with previous committee reports and circulated to all sections/divisions in the institution to determine if any books are declared as missing.A final Missing Books List is prepared and signed by the Chairman and other members of the committee. The head of the institution takes action based on the committee's recommendations. As per GFR 2005 Rule 194, complete physical verification of books should be done every year for libraries with less than 20,000 volumes, and at least once every three years for those with more than 50,000 volumes