Libraries provide books to readers, but before this can happen, several preparatory actions need to be completed. The first step in this preparation phase is to access the book through the Accession Register, which is an authoritative document of the library where all library materials, such as books and other items, are recorded.
An Accession Register is a formal log or record used in libraries, museums, archives, and other institutions to document and track every new item added to their collection. Each item is assigned a unique accession number, which is recorded along with key details about the item. This register serves as a permanent record of acquisitions, ensuring proper cataloging, inventory control, and historical tracking of the institution’s holdings.
Formats of Accession Register
There are two formats of Accession Register:
1. Manual/Physical Register: This is managed manually by librarians or library staff, where all the items are entered or listed by the library staff. Books are sent to a separate department for collection of deposit accounts. There, the names of all the books are written in the book consecutively according to the receipts of the books purchased in the deposit account. Each is assigned a consecutive number. This deposit book is called the Accession Register Book, and the serial numbers used are called Accession Numbers. However, due to the automation and digitalization of libraries, the usage of manual registers has been reduced.
2. Automated/Computerized Accession Register: Automated accession registers are used in different library automation programs like MS Access, MS Excel, ORACLE, and others. In this format, library staff does the data entry of the library materials. Automated accession registers are also available in different library software such as WINSIS, GENISIS, Koha, Symphony, and others.
Types of Accession Register:
The accession register is not classified and depends on the needs of the library. In large libraries, a single system of access registers may not be sufficient, leading to the need for classification or different types of access registers. There are three main types of accession registers:
1. Accession register for purchased books:
This register is used to record every newly acquired book through purchase. Each book is assigned a unique accession number, and key details such as the title, author, publisher, price, and date of acquisition are documented. This register helps manage inventory, track purchases, and maintain a permanent record of the library’s growing collection.
2. Accession register for books obtained from exchange sources:
This register records books that a library acquires via book exchange programs with other institutions. Each exchanged book is assigned a unique accession number, along with details like the title, author, source of exchange, and date of acquisition. This register ensures proper documentation and tracking of items received from exchange sources as part of the library’s collection.
3. Accession register for books received as courtesy or presents:
This register logs books that the library acquires through donations or as gifts. Each book is assigned a unique accession number and recorded with details such as the title, author, donor’s name, and date of acquisition. This register helps track and acknowledge gifts, ensuring they are properly documented and integrated into the library’s collection.
Rules of Use of Accession Register:
A library’s accession register usually has multiple columns to record pertinent information about each newly acquired item. The exact number of columns may differ based on the policies of the library, but the typical columns typically consist of the following:
1. Date: Here first the date on which the said book was added should be written, and this date again should be written on the title page below the page where the addition number is written.
2. Addition Number: A number is assigned to the book where this book will be added. ie a number of a book. The successive entries in this ledger will be numbered consecutively. It should always be written on the opposite page of the title page.
3. Author: Here the name of the authority of the book, i.e., author, editor, translator, etc., should be written.
4. Title: In addition to the title and sub-title of the book, if any other information is mentioned in the title area, write it. Apart from books, names of other materials should also be written here.
5. Volume: How many volumes the book is divided into should be mentioned in this box.
6. Edition: Enter the edition of the book purchased.
7. Publisher: The name of the organization or person responsible for the publication of the book, i.e., the person who has published the book should be mentioned here.
8. Place of publication: The name of the place from where the book is published should be written here.
9. Date of Publication: This refers to the year in which the book was published.
10. Pages: How many pages of the book should be entered here.
11. Source of Acquisition: The method used by the library to acquire the book (donation, buy, etc.).
12. Price: The price or price of the book should be mentioned here.
13. Confidential page: The librarian will write the accession number of the book in secret on a page that no one but the library staff will know. There is no page assigned to this. Depends on the library’s wishes. But all the books should have the same number of pages. Where this accession number is written on which page should be mentioned. If for some reason the accession number of the title page is lost, then it can be easily found through this.
14. Call Number: The first two letters of the book’s class name, the first two letters of the author’s name, and the first letter of the title, a total of three letters together form the call number. It should be mentioned here.
15. Remark : In addition to the information, if the librarian feels it is necessary to mention the information mentioned in the book so that the librarian or anyone else gets the slightest benefit, it should be written here.
Importance of Accession Register
The Accession Register has a vital role in managing and organizing the collection of books and materials in libraries, museums, and other institutions. Its importance can be summarized as follows:
1. Permanent Record of Acquisition:
The accession register provides a formal and permanent record of all items added to the collection. It includes detailed information such as the source, date of acquisition, and cost of the item, ensuring that acquisition history is preserved for reference and auditing purposes.
2. Unique Identification and Tracking:
Each item is assigned a unique accession number, which acts as an identifier throughout its lifecycle in the collection. This allows easy tracking of individual items, facilitating inventory management and cataloging, and helps locate and identify specific items.
3. Inventory Control and Loss Prevention:
By maintaining an organized log of all acquisitions, the accession register aids in managing the library’s or institution’s inventory. It helps detect missing, lost, or damaged items during audits or stock checks and ensures proper control over the collection.
4. Transparency and Accountability:
The register provides transparency in how materials are acquired, whether through purchase, donation, or exchange. It holds the institution accountable for acquisitions, documenting financial details like costs and sources, which is especially important for budgeting, audits, and legal compliance.
5. Facilitates cataloging and organization:
The accession register is often the first step in the cataloging process. It ensures that all newly acquired items are recorded and can be properly classified, shelved, and made available to users.
6. Donor and Gift Acknowledgment:
For books and items received as gifts or donations, the register provides a record that can be used to acknowledge and thank donors. This fosters good relationships with benefactors and supports future contributions.
In summary, the accession register is vital for maintaining a well-organized, accountable, and traceable collection within any library or institution.
