STOCK VERIFICATION AND CONDEMNATION

BY UPENDER NAIK LUNAVATH

PM SHRI KV KHAMMAM, HYDERABAD REGION

LIBRARY OBJECTIVE

LIBRARY IS NOT A STORE HOUSE BUT A SERVICE INSTITUTION WHERE NORMAL TEAR AND WEAR AND LOSSES ARE EXPECTED.

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AS PER 5^TH LAW OF LIBRARY SCIENCE

THE FIFTH LAW OF LIBRARY SCIENCE "THE LIBRARY IS A GROWING ORGANISM" MEANS THAT A LIBRARY SHOULD BE A CONTINUALLY CHANGING INSTITUTION, NEVER STATIC IN ITS OUTLOOK. BOOKS, METHODS, AND THE PHYSICAL LIBRARY SHOULD BE UPDATED OVER TIME.

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AS PER 5^TH LAW OF LIBRARY SCIENCE

• THIS LAW FOCUSED MORE ON THE NEED FOR INTERNAL CHANGE.
• DR. RANGANATHAN OPINED THAT LIBRARY ORGANIZATIONS MUST ACCOMMODATE GROWTH IN STAFF ,THE PHYSICAL COLLECTION,AND PATRON USE.
• THIS ALLOWS FOR GROWTH IN THE PHYSICAL BUILDING, READING AREAS, SHELVING, AND IN SPACE FOR NEW ARRIVALS.
• THUS AS PER REQUIREMENTS OF THE FIFTH LAW WEEDING-OUT OF THE DOCUMENTS IS A NECESSARY PROCESS IN EVERY LIBRARY INSTITUTION
• KVS ALSO MAKES PROVISIONS FOR CONDEMNATION AND WRITE-OFF THE LIBRARY BOOKS IN VIEW OF GOVT. OF INDIA RULES I.E. GFR

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WHAT IS STOCK VERIFICATION

• THE PRIMARY AIM OF STOCK TAKING IS TO ASCERTAIN IF ALL BOOKS THAT HAVE BEEN ACCESSIONED IN THE LIBRARY CAN BE ACCOUNTED FOR STOCK VERIFICATION SHOULD BE CONDUCTED ANNUALLY DURING THE MONTH OF MARCH WITH THE HELP OF TEACHERS DEPUTED FOR THE PURPOSE.
• A STOCK VERIFICATION SUB-COMMITTEE WILL BE FORMED AND EACH MEMBER WOULD BE ALLOTTED A CERTAIN NUMBER OF SHELVES.
• FOR LIBRARIES HAVING MORE THAN TWENTY THOUSAND VOLUMES AND UPTO FIFTY THOUSAND VOLUMES, STOCK VERIFICATION SHOULD BE DONE AT LEAST ONCE IN THREE YEARS. SAMPLE PHYSICAL VERIFICATION SHOULD BE DONE EVERY YEAR.
• IN CASE SUCH VERIFICATION REVEALS UNUSUAL OR UNREASONABLE SHORTAGES, COMPLETE VERIFICATION SHALL BE DONE.

PROVISIONS FOR VERIFICATION:

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• KVS PROVISIONSKVS HAS ADOPTED ALL THE PROVISIONS OF GOVT. OF INDIA AND DETAILED PROCESS IS GIVEN IN ACCOUNTS CODE
• ACCOUNTS CODE CHAPTER 18
• ARTICLE 186-187 PAGES 209-220

AS PER GFR-2017, CHAPTER-6,RULE 213 (3), P.59

• (I) VERIFICATION SHALL ALWAYS BE MADE IN THE PRESENCE OF THE OFFICER, RESPONSIBLE FOR THE CUSTODY OF THE INVENTORY BEING VERIFIED.
• (II) A CERTIFICATE OF VERIFICATION ALONG WITH THE FINDINGS SHALL BE RECORDED IN THE STOCK REGISTER.
• (III) DISCREPANCIES, INCLUDING SHORTAGES, DAMAGES AND UNSERVICEABLE GOODS, IF ANY, IDENTIFIED DURING VERIFICATION, SHALL IMMEDIATELY BE BROUGHT TO THE NOTICE OF THE COMPETENT AUTHORITY FOR TAKING APPROPRIATE ACTION IN ACCORDANCE WITH PROVISION GIVEN IN RULE33 TO 38.

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PHYSICAL VERIFICATION OF BOOKS:

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• PHYSICAL VERIFICATION OF FIXED ASSETS : THE INVENTORY FOR FIXED ASSETS SHALL ORDINARILY BE MAINTAINED AT SITE. FIXED ASSETS SHOULD BE VERIFIED AT LEAST ONCE IN A YEAR AND THE OUTCOME OF THE VERIFICATION RECORDED IN THE CORRESPONDING REGISTER.

PHYSICAL VERIFICATION OF CONSUMABLE ARTICLES: A PHYSICAL VERIFICATION OF ALL THE CONSUMABLE GOODS

AND MATERIALS SHOULD BE UNDER TAKEN AT LEAST ONCE IN A YEAR.

• PROCEDURE FOR VERIFICATION
• VERIFICATION SHALL ALWAYS BE MADE IN THE PRESENCE OF THE OFFICER RESPONSIBLE FOR THE CUSTODY OF THE INVENTORY BEING VERIFIED.

A CERTIFICATE OF VERIFICATION ALONG WITH THE FINDINGS SHALL BE RECORDED IN THE STOCK REGISTER.

• DISCREPANCIES, INCLUDING SHORTAGES, DAMAGES AND UNSERVICEABLE GOODS, IF ANY IDENTIFIED DURING VERIFICATION, SHALL IMMEDIATELY BE BROUGHT TO THE NOTICE OF THE COMPETENT AUTHORITY.
• PHYSICAL VERIFICATION OF LIBRARY BOOKS
• KVS HAS ADOPTED ALL THE PROVISIONS OF GFR GOVT. OF INDIA REGARDING PHYSICAL VERIFICATION AND NUMBER OF BOOKS TO BE WRITTEN-OFF IN A LIBRARY PER YEAR.
• RULES: 194 AND 196

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METHODS OF VERIFICATION

• STOCK TAKING USING THE STOCK TAKING REGISTER
• ACCESSION NUMBER ON LOOSE SHEETS METHODS
• STOCK VERIFICATION WITH THE HELP OF THE LIBRARY SOFTWARE
• STOCK VERIFICATION WITH THE HELP OF MOBILE APPLICATION

CONDEMNATION : WHY

• OPEN ACCESS
• MUTILATION OF BOOKS DUE TO LONG USAGE
• CHANGE IN SYLLABI/ TEXT BOOKS
• NEW EDITIONS OF HELP BOOKS
• LACK OF SPACE FOR NEW ARRIVALS
• THEFT AND LOSS OF BOOKS
• FOR CLEAN ENVIRONMENT OF LIBRARY

FINANCIAL POWERS FOR WRITE –OFF

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• VMC/VEC HAS FULL POWERS UP TO RS.2.00,000/- IN A YEAR TO CONDEMN STORES OF ALL KINDS.
• DEPUTY COMMISSIONER/DIRECTOR OF THE REGION/ZIET CONCERNED :

IN RESPECT OF A VIDYALAYA FULL POWER EXCLUDING CASES INVOLVING FRAUD, EMBEZZLEMENT, FIRE, MISAPPROPRIATION OR THEFT

IN RESPECT OF REGIONAL OFFICE/ZIETS UP TO RS.2 LAKHS PER ANNUM BUT EXCLUDING

THE CASES INVOLVING FRAUD, EMBEZZLEMENT, FIRE, MISAPPROPRIATION OR THEFT

• ADDITIONAL COMMISSIONER (ADMN), KVS
• UP TO RS.5 LAKHS PER ANNUM EXCLUDING THE CASES INVOLVING FRAUD, EMBEZZLEMENT, FIRE, MISAPPROPRIATION OR THEFT AND THE ARTICLES WHOSE LIFE SPAN HAS NOT BEEN EXPIRED INCLUDING IT EQUIPMENT ONLY IN RESPECT OF REGIONAL OFFICE/ZIETS

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FINANCIAL WRITE-OFF POWER

Excluding fraud, embezzlement, fire misappropriation, theft and life span not expired of any article.

STEPS FOR CONDEMNATION

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• PREPARATION OF LIST OF UNSERVICEABLE ARTICLES IN FORM CS-49
• APPLICATION FROM THE DEPARTMENT CONCERN.
• FORMATION OF CONDEMNATION BOARD
• SIGNATURES OF I/C DEPARTMENT AND
• MEMBER OF CONDEMNATION BOARD IN EACH PROFORMA SIGNATURE OF PRINCIPAL SIGNATURE OF CHAIRMAN VEC
• AUCTION WITH AUCTION COMMITTEE
• DEPOSITING OF AMOUNT IN THE OFFICE IF RECEIVED FROM AUCTION
• MAKING ENTRIES IN STOCK REGISTER AGAINST THE CONDEMNED ITEMS AND COUNTER SIGNATURE OF THE PRINCIPAL
• TAKING CS- 12 FROM OFFICE IF ANY AMOUNT DEPOSITED AFTER AUCTION.

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THANK YOU…