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

馆藏实物盘点（Physical verification of library stock）通常每年开展一次，适用于馆藏量少于20000册的图书馆。馆藏量介于20000至50000册的图书馆，需每三年开展一次；馆藏量超过50000册的图书馆，则至少每三年开展一次。机构负责人应任命图书馆实物盘点委员会主席，该主席人选由图书馆咨询委员会推荐。随后该委员会召开预备会议，讨论盘点流程及成员间的职责分配。实物盘点流程包括：记录流通台（circulation counter）出具的图书与文献的入藏登记号（accession number），为每个书架单独制作盘点清单，并与图书馆入藏登记册（Library Accession Register）进行比对；梳理清单中的缺失项，将其记入单独的《缺失图书清单》。随后将该清单与往届委员会的盘点报告进行核对，并分发至机构内所有部门，以确认是否有图书被认定为遗失。最终版《缺失图书清单》需经委员会主席及其他成员签字确认。机构负责人需根据委员会的建议采取相应处置措施。根据《政府财务规则2005》（GFR 2005）第194条规定，馆藏量少于20000册的图书馆应每年开展一次完整的馆藏实物盘点，馆藏量超过50000册的图书馆则至少每三年开展一次。