Introduction
Accessioning in a library refers to the process of formally recording each item that is added to the collection. It includes assigning a unique number to every book or material and entering it in the accession register. This is a key part of technical processing and ensures that all items are properly documented and traceable.
Accessioning Policy
The accessioning policy outlines the rules and practices for registering new materials in the library. It ensures consistency, accountability, and proper maintenance of records. The policy covers:
- What materials should be accessioned (books, reports, multimedia, etc.)
- The order of entries
- Details to be recorded
- Authority responsible for maintaining the register
- Handling duplicate or donated items
Accessioning Procedure
The procedure of accessioning involves several systematic steps:
1. Receipt of Materials
Books or other materials are received through purchase, donation, or exchange. They are checked against the invoice or gift letter.
2. Verification and Checking
Each item is checked for physical condition, completeness, and matches the order list or gift details.
3. Entry in the Accession Register
Details of the item are recorded in the accession register which may be physical or digital. Information includes:
- Accession number
- Date of accession
- Author, title, and publisher
- Cost and source of acquisition
- Bill/invoice number
4. Labeling and Stamping
Accession number is written inside the book and library stamp is affixed.
5. Cataloguing and Classification
After accessioning, the material is catalogued and classified before being placed on shelves.
Utility of Accession Record in Libraries
The accession record plays a vital role in library management. Some key benefits are:
- Official Record: It acts as the legal proof of items acquired by the library.
- Inventory Control: Helps in stock verification and identifying missing items.
- Financial Management: Links each item to purchase details and costs for audit and budgeting.
- Collection Development: Helps in understanding collection growth and planning new acquisitions.
- Traceability: Every book is traceable by its accession number.
Conclusion
The accessioning policy and procedure ensure that each item in the library is systematically recorded and managed. It brings transparency, accountability, and efficiency in collection management. The accession register is one of the most important documents in a library and plays a key role in maintaining an organized and trustworthy system.