It is necessary to take an overall account of the entire library at regular intervals to check whether the textual material of a library is being properly controlled or whether every book in the library is in good condition, whether they are in their proper place and whether they are being used properly or whether there is any damage to the collection material. It is an essential part of good governance. And the matching of accounts is called stock taking or Shelf Rectification.

Necessity of stock taking:

Every library has special requirement to check or maintain material existence. It is an internationally accepted method.

1. Helps the authority have a clear understanding of the collection
2. Assistance with stock loss management in any form is appreciated, even without prior knowledge.
3. Deficiencies in library management are caught through stock taking.
4. Assists in decision making in strengthening library security systems
5. Assists in reporting of stock taking at times as required by audit department.
6. The plagiarism of the book was caught.

Pre-conditions of Stok taking:

To perform any work properly, proper planning and some pre-conditions have to be accepted. This applies to library stock taking. Prerequisites are discussed below:

1. The date of stock taking has to be fixed
2. Prior permission of the institution authority should be obtained for this date
3. All concerned (including Readers) should be notified of the due date so that they can submit the issued books on time.
4. Arrangements should be made to close the library during stock taking.
5. Self-reading should be given for stock taking.
6. A meeting should be held among the library staff regarding stock taking.
7. Outsiders are not allowed to enter during stock taking

Only if the above conditions are properly fulfilled can it be done from the right unbiased stock.

1. Accession Number Method:

In this scenario, start by printing the total entry numbers on white paper in a specific order, rather than numerically. Then, group every two workers based on the number of library sections and assign each group a specific type of paper. Next, have each staff member with the assigned paper sit near different sections of the library. If an assistant encounters a book, they should state the accession number and then mark the corresponding number on the paper with a check mark.

Remarks: Entry number five is not available on shelf or Issue card of two stock periods.

• Calculation Method:

Stocktaking in libraries involves systematically counting and recording the quantity of each type of item in the library’s collection. Library staff conduct physical counts of books, periodicals, multimedia materials, and other resources, usually organized by sections or categories. The counts are then compared against the library’s records to identify any discrepancies or missing items. Calculations are performed to determine the accuracy of the inventory, considering factors such as additions, removals, and transfers during the stocktaking period. The results help library management assess the integrity of their collections and plan necessary actions for maintaining accurate inventory records.

• Using  Accession Registration Book :

In libraries, stocktaking through Accession Registration Book involves issuing each inventory item, containing its unique identifier and transaction records. Transactions such as additions, removals, or movements within the library are diligently recorded in the Accession Registration Book for each corresponding item. Accession Registration Book serve as real-time records of inventory transactions, ensuring up-to-date information on the status of each item. Periodic verification against the physical inventory helps identify any discrepancies between recorded transactions and actual counts. Utilizing Accession Registration Book enhances inventory management in libraries by providing a systematic and transparent method for tracking inventory movements and ensuring accuracy.

• Using Computer Equipment:

In libraries, computerized systems are used to track and manage inventory of computer equipment. Each item is assigned a unique identifier, and staff conducts regular audits using the software to verify presence and condition. Any discrepancies are recorded and addressed. This streamlines the inventory process and improves resource management.

• Using Duplicate Book Card:

During stock taking in libraries, duplicate book cards are used to maintain essential information about each book in the library’s collection. Librarians cross-reference these duplicate cards with the physical copies of the books on the shelves to ensure accuracy, facilitating efficient inventory management and helping ensure the library’s catalog remains up to date.

• Using Shelving List

During stock-taking, librarians use a shelving list to systematically check each item’s presence and location on the shelves. The shelving list is a comprehensive catalog of the library’s holdings, arranged systematically according to their shelf placement. Any discrepancies between the shelving list and the physical inventory are noted for further investigation and correction. Utilizing shelving lists streamlines the stock-taking process and helps ensure the accuracy and integrity of the library’s collection.

Library stock talking can be done using any of the above methods. Stock taking in libraries is usually done every three years. But every library does their stock taking according to their own general policy.

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Stock Taking Review Report

Year: ……….

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