LIBRARY ACQUISITION POLICY
SMS Varanasi Library has a fairly simple book procurement
It has been normal for the SMS faculty and to certain extent, students
to take part in book selection in the Library. Publishers and Vendors
are increasingly providing electronic lists of titles available
for purchase, printed catalogues and other printed announcements.
These are being forwarded to the LCC / Faculty members from time
to time. Besides catalogues, book reviews in important magazines/newspapers
and databases are also a basis for recommending books for the library.
The library also circulates reviews of books to the faculty to keep
them informed about new arrivals.
Book Purchasing Procedure:
The Faculty and students can recommend books and other publications
for purchase to the Central Library. It is desired that the list
of books requisitioned by the Faculty for purchase be always routed
through the Library Coordination Committee. The requisitions of
students can be got approved by the concerned faculty and/or the
Coordinator of LCC in consultation with the Librarian.
The Library would then check for duplication and place the list
of recommended books before the LCC for its review. Some very urgent
requirements of books forwarded by the Deans/Chairpersons of respective
Centres may be purchased with the forward of Coordinator of the
LCC and approval by the Director.
Once approved by the LCC for purchase, library staff re-checks
the library OPAC/records to eliminate any duplicate orders etc.
The Library then prepares the final list of books and obtains financial
sanction for their acquisition from the Executive Secretary through
On the recommendations of the faculty the Library may purchase
multiple copies of only those books which are found to be in great
demand but not more than 10 copies of any book are procured at a
given time. Additions of the new editions takes place as and when
the books get available with our supplier(s) based not only in Varanasi
but also in Lucknow and New Delhi.
A system of online ordering of books and/or purchase of books by
Faculty during their visits to other cities/abroad also exists.
Whenever, the faculty are in need of books urgently, they may purchase
books for the library from online book stores or through any of
the leading book-stores using their own credit/debit cards after
checking with the library about its non-availability and with due
certification from the library to that effect. Same procedure of
obtaining approval and financial sanction from the appropriate authority
will be followed.
They may also be authorized to purchase books on official out-bound
trips in similar way. Such requests may be processed by circulation
to LCC. In such procurements discounts may or may not be available.
The faculty is reimbursed full amount paid on such transactions
on the basis of credit/debit card statement and the bill generated
through the online transaction through a forward by the Librarian/LCC
Coordinator to the Executive Secretary. The amount will be deposited
in the Bank account of the concerned faculty.
Books purchased on Standing Order:
The Library may purchase 5 copies of Faculty publications as and
when the publications are brought to the notice of the Library.
The financial sanction for procuring the same may be obtained from
the Executive Secretary through a forward by the Librarian.
Though SMS library holds all relevant and important Indian government
publications, many Government documents do not reach the Library
due to various reasons. Since they are immensely useful information
sources for research, therefore, all important Indian government
publications are placed on Standing Order. The list of such publications
is to be finalized and should be approved by the LCC from time to
time. The same is applicable to purchase of Encyclopedia Britannica
each year (Bound volume / CD).
Once the books are received in the Library along with the bills,
the price of each book and discount rates, are verified by the concerned
staff in Acquisition Section. Entry for each book is made in the
Accession Register which has all the relevant details of a book
like its price, publisher, vendor, year of publication etc. Then
the bills are processed for payment with the accession nos. entered
against each item. The In-charge, Acquisition Section certifies
above procedure before forwarding bill to Accounts. The bills are
put up to the Librarian by In-charge, Library Administration for
expenditure sanction on the basis of approval by the competent authority.
The vendors are paid through local cheques or through NEFT, as the
case may be, within a span of 15 days of production of the bills
before the Accounts section.
Donated Reading Materials:
Constraints of space necessitate the libraries to stop accepting
books from any individuals. However, SMS Library encourages variety
reading and hence duly accepts donated books with proper acknowledgement
to the donors and proper maintenance of Donors’ Records. Books
gifted from major institutions and other individuals may be accepted
depending on their utility and physical condition.
Subscription to Print/e-Journals and online Databases:
The lists of Print/e-Journals are compiled and forwarded to the
respective Deans/Chairpersons of Special Centres/Senior faculty
before placing them in the LCC meeting. Recommendations are received
from the Deptts/Centres to subscribe/renew the Print/e-Journals.
After obtaining necessary approval and sanction from the competent
authority, the Print/e-Journals are subscribed/renewed through the
subscription agents keeping in view their past service records.
Some Print/e-Journals are also ordered directly from the publishers/vendors.
In case e-resources are not available through any consortium, publishers
of e-resources may be directly contacted for raising the invoice.
The bills are received from the vendors along with the price proof
and the proof of exchange rate as which prevails on the date of
remittance to the publisher. Each Print/e-Journal is considered
as a separate item in itself. The payment for each Print/e-Journals
is treated as Advance Payment.
To suggest purchases, kindly contact to librarian at:
Ms. Pratima Bhargava