Central Secretariat Library (CSL) receives books / documents from Ministries / Departments, international organizations, Publishers, Authors, Private institutions etc. The policy for obtaining the books / documents and maintaining the record of the books / documents received in CSL through gratis / gifts is as below :-
1.The books/documents received on gratis in CSL would be placed under one of the following categories:-
2. All the books / documents received in CSL through gratis / gift would be sent to Office of Director, CSL for perusal. The Director, CSL would mark the books / documents to LIO (in- charge of Acquisition Section). The LIO (In-charge of Acquisition Section) on the basis of the content of the books/documents will sent the book to IOD Section, FOD Section and Acquisition Section. In addition to above, received books / documents may pertain to Area Study Division (ASD), General Section, Reference Section and Serial Section.
3. Books / Documents pertaining to Foreign Official Documents (FOD) :- The Foreign Official Document Division of Central Secretariat Library collect and receives documents on gratis from international organisation like United Nations, UNESCO, WHO, IMF, World Bank etc. The SectionIncharge of FOD Section will prepare a list of documents which are required to be received on regular basis in CSL. Adequate efforts should be made by the FOD Section to obtain all such document pertaining to the Section. On monthly basis a report containing the list of documents received in the section and efforts made during the month to obtain other relevant documents shall be submitted to Director, CSL through e-file for information and approval.
4. Books / Documents pertaining to Indian Official Documents Division (IOD) :- CSL is the depository of Indian Official Documents as per the cabinet secretariat OrderNo.6/4/2/84-Cab Dated 21.04.1984. It is mandatory and responsibility of each government organization to send a copy of publication to Central Secretariat Library. IOD Section will prepare the list of documents which are to be received on regualr basis along with the frequency of documents. Adequate efforts should be made by the section to receive all the relevant document pertaining to IOD Section. On monthly basis are port containing the list of documents received in the section and efforts made during the month to obtain other relevant documents shall be submitted to Director, CSLthrough e-file for information and approval.
5. The FOD Section, IOD Section and Acquisition Section on reciept of the books / documents from LIO would prepare the respective list of books received on gratis / gifts. On the basis of content of the book/documents, requirement of CSL and relevancy of books/documents the FOD, IOD and Acquisition Section will enter the books / documents in the Library Software. The FOD, IOD and Acquisition Section will prepare the list of books/documents received on gratis and a progress report in this regard will be submitted to Director, CSL on monthly basis. Gratis documents would not to be accessioned in the regular accession series of CSL and the record of the gratis / gift books should be maintained separately.
6. The irrelevant books / documents, pamphlets, advertising materials, catalogues etc. may not be entered in CSL’s Library Software. A list of such documents would be furnished on monthly basis by LIO (Acquisition) to Director, CSL.These documents may be displayed in the display racks for the period of 10-15 days or more based on the relevancy as decided by Director, CSL, on the recommendations of LIO (Acquisition) and later on discarded from CSL.
7.CSL should avoid duplication of books unless otherwise decided by Director, CSL. Library has the right to accept and /or to reject the Gratis / Gift books & documents, depending on the need and circumstances, as decided by Director, CSL.
i). Brief Introduction:Central Secretariat Library (CSL), Ministry of Culture is one of the largest Government Library. Its resources are amalgamation of the libraries of per-Independent India and many other old institutions such as Imperial Secretariat Library. Central Secretariat Library caters to the needs of all the miniseries/departments of the Government of India. Non official users such a research scholars, academicians, students and others can also become member of this library. This library receives requests from time to time from the various government organizations which offers certificate / diploma course etc in Library Science, to provide to their students an "Exposure Training" wrt functioning of a library.
ii). Eligibility Criteria: All the students pursuing diploma / degree in Library Science from government institutions and willing to attend "Exposure Training" in CSL may forward their training application through their head of organization/institution. The application shall be received in CSL, 3 weeks in advance from the date of proposed training.
iii). Time Duration: Two to three weeks training as per the request from the respective organization.
iv). Stipend: No Stipend will be provided by CSL.
v). Selection:The trainee will be selected on "First-Come First-Basis", subject to fulfilling the other eligibility criteria.
vi). Mentors:One ALIO from CSL will be designated as mentor for training of one student. A roaster will be prepared for the same.
vii). Certificate:Trainees will have to submit a brief report on training experience and learning, three days before completion of the training. The report will be duly verified by the mentor before issuing the certificate to trainees.
Weeding is necessary to prevent a library collection, weeding is necessary because a library has limited physical space. It is simply not possible for a library with limited space to collect and to house all print and audiovisual materials. Therefore, weeding in a library is required for:-
a. To Improve the Quality of Collection
b. To Save Space and Money
c. To Save Time, and
d. To Make the Library More Appealing.
Now the Central Secretariat Library is facing difficulty in accommodating the new collection due to the space constraint in the shelves. Therefore, the library needs to be weeded-out some of library collection/publication. Weeding procedure to be followed as per the following points:
SECTION/COLLECTION WISE CRITERIA:
i. Reference Section/Collection: Old editions of lesser known and unused encyclopedia and other reference books may be weeded out especially if their new versions are available in electronic form. However one latest print version of all important encyclopedias may be maintained. Similarly, print versions of standards, directories, yearbooks etc. may be weeded out if the library acquires them in electronic media. Unwanted duplicate copy and lost or damaged books may also be weeded out from reference collection.
ii. General Collection and TSL: General Hindi or English books and the collection of Tulsi Sadan Library (now closed) of lesser known authors which have not been referred/issued in last 15 years may be considered for weeding. However, advice of an experts' committee, constituted for this purpose, may be obtained before taking any final decision. Rare books and books of eminent authors shall be digitized. Out-dated, badly damaged and unwanted duplicate copies
may also be weeded out.
(Note: TSL is not functioning since August 2011; therefore criteria of 15 years should not be
iii. Area Study Division (ASD): This section has a specific collection based on area/location/place. Therefore, only very old and badly damaged books should be weeded out after ascertaining research and reference value of such books. However rare books, if any, shall be digitized.
iv. Rare Books: CSL has more than 6500 (Approx.) titles of rare book collection, which was received from the Imperial Secretariat Library. These rare books shall be preserved/ digitized not be weeded out.
v. Indian Official Document (IOD): IOD section is a depository of Government of India Publications. It has a variety of collections which include provincial assembly debates of pre independence era. These are very important with enormous research and reference value. Gazette of India, Committee Commission Reports and certain other categories of reports/ special
publications shall be maintained properly.
Only severely damaged, superseded and unwanted/superfluous works which do not have research and reference value may be weeded out from this section. An experts' committee consisting of academicians and researchers may be consulted for determining utility of this collection. Efforts shall be made to digitize the documents, if not already done.
vi. Foreign Official Document (FOD): This division has documents related to different countries and major international organizations like United Nations, UNESCO, OECD, IMF, ADB etc. Keeping in view the availability of these serial publications in other libraries, (such as those belonging to MEA), the older serials may be weeded out.
FOD section has also a collection of Lok Sabha and Rajya Sabha Debates. These can be transferred to the Parliament Library. Books beyond repair or not fit for binding and unwanted/superfluous titles may be weeded out from this section.
vi. Periodicals: Depending on the nature of periodical only the current 10 years periodical in print format should be retained. Multiple copies of Periodicals retained only one copy in the library. Out-dated and obsolete Periodicals may be weeded out.
vii. R.K. Puram Branch: Multiple copies of old textbooks for which new editions have been published; and titles not circulated for the past 10 years may be weeded out. All the books which were procured for a particular competitive examination, which have outlived their utility, may be weeded out. Library also contains old fiction and general books which are in bad and shabby condition. These should also be weeded out. All badly damaged books which can't be ‘bound and maintained’ may be weeded out from this section. Rare books found in the collection of R K Puram may be maintained with archival binding and digitized.
viii. Audio Visual: Audio-video material over 15 years old may be weeded out on the basis of unusable content and with the consent of expert committee. CDs/DVDs not working or out dated or Scratch/damaged/missing segment of CDs/DVDs and multiple copies of any media items may be weeded out.
ADMINISTRATIVE PROCEDURE TO BE FOLLOWED FOR THE PURPOSE OF WEEDING.
The following procedure may be followed for the purpose of weeding out or transfer of books
from the stock of CSL:-
Step 1: Teams comprising of two ALIOs & one LIA will be formed which will conduct the initial review of books/documents in respective sections. The team will comprise of one ALIO & LIA from the section concerned and one ALIO from other section. This team will prepare the list of books proposed to the weeded out with necessary remarks in respect of each book / document.
The list will be prepared as per:
a. Subject wise
b. Year of Publication
c. Edition, form/type of documents
d. Minimal accessibilities of library documents
e. Physical condition of documents
Step 2: Expert committees consisting of the library professionals from the libraries belonging to organizations of MoC / other departments / ministries of Government of India and LIO, CSL will be constituted. The committees will recommend the books to be weeded or for transfer to other Libraries.
Step 3: The respective team of ALIO / LIA would prepare the final lists for weeding from respective section / categories on the basis of recommendations of the committee members. List of selected materials for weeding should be prepared in Excel Sheet with the following details:
a. Author, Title, Call no, Publication Edition/Vol., Subject
b. Year of Publication
c. Printed price of the book
d. Minimal accessibility of books
e. Physical condition of document
Step 4: ALIO (Admin) will submit the final compiled list to the Joint Secretary (Lib) for administrative approval through LIO concerned and Director CSL.
Step 5: Concurrence of IFD would be sought and approval of the competent authority (based on the total value of books being weeded out/ transferred) would also be sought.
Step 6: Correctional Entry in Library Catalogue database (preferably Koha based) and removal of RFID Tags by the ALIO heading the concerned branch and section will be done with counter sign of the LIO concerned.
Step 7: Disposal of books would be done first through transfer to libraries belonging to MoC and other government departments/ministries and then through donation to NGOs and other academic institution or libraries.
Step 8: Disposal of balance documents as Raddi would be done by following 'codal' formalities.
Step 9: Write-off from Accession Register will be done on the basis of specific item based approval / concurrence received from competent authorities including IFD.
Step 10: Entries will be made in the Accession/ Stock Register at suitable places indicating that the books have been withdrawn from the stock. The ‘Accession Register’ would be scanned and data / content would be digitized and placed on e-file for future record and reference.