Difference between revisions of "Circulation services"

From PustakaPedia
Jump to: navigation, search
(→‎Introduction)
 
(16 intermediate revisions by 2 users not shown)
Line 1: Line 1:
 +
__NOTOC__
 
== Introduction ==
 
== Introduction ==
−
Circulation Services offered to all registered member of Pustaka Negeri Sarawak.  
+
<br>
 +
The Circulation Services is under the purview of Information Services Division mainly deals with loan items offered to all registered member of Pustaka Negeri Sarawak. A member is allowed to borrow 10 items at any one time for the period of 14 days. An extension of the loan period can be done via telephone, online or by requesting personally at the service counter before or on the due date. Click here (https://www.youtube.com/watch?v=T1pEj7cWx7s) for tutorial video on the circulation of library materials.
  
 +
== Process ==
 +
<br>
 +
The loan process of library materials is as follow:
 +
<br>
 +
# Searching for the library material using Online Public Access Catalog (OPAC). OPAC stands for Online Public Access Catalog. It is also known as the catalog, PAC, WebPAC, library catalog, and online catalog. OPACs generally contain records of all the library items that are library catalogs, such as: books (print and/or electronic); journals (print and/or electronic); databases; maps; manuscript collections; etc. Click here (https://www.youtube.com/watch?v=ceBFkzGPdhc) to watch the library materials searching using OPAC tutorial video.
 +
#Retrieving the library material from the shelve by referring to the call number.
 +
# Approach the Circulation Service Counter at Information Resource Center to process the circulation transaction and desensitize the library security on the library materials.
 +
# User also may check out the library materials via Angka.sa2 Apps and have to desensitize the library material at the Circulation Counter. 
 +
# A borrowing receipt will be issued for record purposes.
 +
# For an item that has been checked out, user can place a reservation for it online. When the material is returned, user will be informed to collect it within three (3) days.
 +
<br>
 +
The reservation process of library materials are as follow:
 +
<br>
 +
# Searching for an item using Online Public Access Catalog (OPAC).
 +
# Clicking the ‘item’ button to see the item’s location and status.
 +
# ‘Available’ means that the item is available in PUSTAKA and can be borrowed. If the status is ‘checked out’ , it means that another user has borrowed the item.
 +
# For items borrowed by other users, user can place a reservation for it online by clicking ‘Reservation’. The estimated availability date will also be displayed.
 +
<br>
  
−
== Procedures ==
+
== Type of label ==
−
'''Purpose'''
+
<br>
 +
Materials that can be borrowed are:
 +
<br>
 +
# Open Shelves Collection with white label.
 +
# Special Needs Collection with orange label.
 +
# Teenagers Collections with blue label.
 +
<br>
  
−
This procedure is to ensure that the lending and returning of library materials via counter are done systematically and in accordance with the approved procedure in the Quality Management System.
+
== Operating Hours ==
 +
<br>
 +
Monday to Friday: 10:00 am to 7:00 pm.
 +
<br>
 +
Saturday and Sunday: 10:00 am to 6:00 pm.
 +
<br>
 +
Closed on Gazetted Public Holidays
  
−
'''Scope'''
 
−
 
−
This procedure covers the process of lending and returning of library materials via counter by registered  members of Pustaka Negeri Sarawak through the following systems:
 
−
 
−
a)Circulation Module, Library Management System (ANGKA.SA2).
 
−
 
−
b)Manual backup system (returning of library materials).
 
−
 
−
 
−
'''1.0 Borrowing of Library Materials'''
 
−
 
−
1.1 In order to borrow library materials, the user shall approach the service counter. The Librarian Assistant (LA) or Designated Officer (DO) shall request for the user identification document for verification of membership status.
 
−
 
−
1.1.1 If the membership is still valid, the LA or DO shall proceed with the lending process.
 
−
 
−
1.1.2 The LA or DO scan the barcode of the library materials, sensitize the items and proceed to print the due date receipt.
 
−
 
−
1.1.3 The receipt will list the library materials that user have checked out along with its due dates.
 
−
 
−
1.2 If the membership has expired, the LA or DO shall advice the user to renew his membership. Please refer to QP-IS-01 – Membership Management.
 
−
 
−
 
−
 
−
'''2.0 Returning of Library Materials'''
 
−
 
−
2.1 Library materials can be return at the service counter. When user return library material at the counter, the LA or DO shall scan the library material one by one to check the following details:
 
−
 
−
a. Overdue fines
 
−
 
−
b. Circulation transaction
 
−
 
−
 
−
2.1.1 If the library materials are overdue, the LA or DO shall inform the user to settle the fines in order to enable him use the services.
 
−
 
−
2.1.2 Upon any request for fines discount, the user fills in Borang Permohonan Diskaun Denda Lewat Pemulangan / Kehilangan Bahan Perpustakaan for management approval.
 
−
 
−
2.1.3 Upon management approval, the LA or DO shall settle his fines and issue receipt.
 
−
 
−
2.2 Library materials can also be returned at the branch. The LA or DO shall fill in the Borang Pemulangan Buku Transit.
 
−
 
−
 
−
 
−
'''3.0 Extension of Borrowing Period'''
 
−
 
−
3.1 Whenever a user requests to extend the borrowing period, the LA or DO shall ensure that the library materials are not:
 
−
 
−
a. Overdue
 
−
 
−
b. Reserved
 
−
 
−
3.1.1 If the library materials are overdue, refer to step 2.0 in this procedure.
 
−
 
−
3.1.2 If the library materials are being reserved, the LA or DO shall inform the user that the borrowing period cannot be extended.
 
−
 
−
3.1.3 If the library materials are not overdue or being reserved proceed to step 1.0.
 
−
 
−
3.2 The LA or DO shall inform the user to proceed with the extension of borrowing period through the following options:
 
−
 
−
a. Phone
 
−
 
−
b. E-mail
 
−
 
−
c. User Personal Page in LibraryNet
 
−
 
−
d. At the service counter
 
−
 
−
3.2.1 If the user requests to extend his borrowing period through any of the above options, refer to GL-IS-02 – Extension of Borrowing Period.
 
−
 
−
3.3 Transit library materials can only be return at the branch but cannot be renewed.
 
−
 
−
 
−
 
−
'''4.0 Handling of Due Reminders'''
 
−
 
−
4.1 When the borrowed library materials are almost due (3 days before the due date), the LA or DO shall notify the user via short messaging service(SMS). The user will also be notified automatically via system-generated e-mail.
 
−
 
−
 
−
 
−
'''5.0 Handling of Overdue Reminders'''
 
−
 
−
5.1 When the borrowed library materials are overdue the system automatically generate e-mail notification three (3) days after due date to notify thenuser. The LA or DO shall send the overdue notification via short messaging service (SMS) three (3) days after the due date to notify the user.
 
−
 
−
 
−
'''6.0 Handling of Damaged Library Materials'''
 
−
 
−
6.1 When borrowed library materials are found damaged during returning via service counter, the LA or DO shall then advise the user to pay the charges of damaged library materials together with processing fee.
 
−
 
−
6.2 Via ANGKA.SA2 system, the LA or DO shall then print out receipt of payment for the user. Refer GL-IS-03 – Determine The Category Damaged Library Materials.
 
−
 
−
 
−
'''7.0 Manual Method of Receiving Returned of Library Materials'''
 
−
 
−
7.1 When a user requests to return borrowed library materials but  the ANGKA.SA2 System is down, the LA or DO shall manually write the following details in the Borang Pemulangan Buku Secara Manual (BPBSM) in two copies (Office and User Copies):
 
−
 
−
a. Date
 
−
 
−
b. Name
 
−
 
−
c. IC Number or Membership Number
 
−
 
−
d. Telephone Number
 
−
 
−
e. Barcode Number of the Library Material
 
−
 
−
f. Title of the Library Material
 
−
 
−
g. Signature of the LA on duty
 
−
 
−
 
−
7.2 Upon completing the SPBSM, the LA or DO shall check the physical condition of the library materials. Refer GL-IS-03 – Determine The Category Damaged Library Materials
 
−
 
−
7.3 Once the ANGKA.SA2 System is up, the LA or DO shall scan the barcode of the library materials to get details of the library materials from ANGKA.SA2 system.
 
−
 
−
7.4 If the library material is found overdue, the LA or DO shall inform the user accordingly.
 
−
 
−
7.5 The LA or DO shall activate the security tag of the library material.
 
−
 
−
 
−
'''8.0 Control of Documented Information'''
 
−
 
−
8.1 After the establishment of the following documents during offline service, the LA or DO shall place the documents in the following files:
 
−
 
−
a. Borang Tempahan Bahan in the Book Reservation File (Offline Service).
 
−
 
−
b. Borang Pemulangan Bahan Secara Manual in the Returning Items File (Offline Service).
 
−
 
−
c. Rekod Tugas Harian Perkhidmatan in the IS Offline Services File.
 
−
 
−
 
−
8.1.1 The document generate during offline service shall be categorized as “Open” document and can be accessed by every staff.
 
−
 
−
 
−
8.2 Documented information generated as a result the management of Circulation Service shall be retained for one (1) year period from the date of its creations.
 
−
 
−
a. Rekod Tugasan Harian Perkhidmatan
 
−
 
−
b. Borang Pemulangan Bahan Perpustakaan Secara Manual
 
−
 
−
c. Borang Tempahan Bahan Perpustakaan
 
−
 
−
d. Borang Pemulangan Buku Transit
 
−
 
−
e. Borang Kerosakan Dan Baik Pulih Bahan Perpustakaan
 
−
 
−
f. Borang Permohonan Diskaun Denda Lewat Pemulangan / Kehilangan Bahan Perpustakaan
 
−
 
−
 
−
 
−
'''9.0 Disposal of Documented Information'''
 
−
 
−
9.1 Documented information generated as a result of Circulation Service shall be disposed in accordance with Sarawak State Government recordsmmanagement regulations and practice.
 
−
 
−
 
−
'''Annex'''
 
−
 
−
a)Borang Pemulangan Bahan Perpustakaan Secara Manual
 
−
 
−
b)Rekod Tugas Harian Perkhidmatan
 
−
 
−
c)Borang Pemulangan Buku Transit
 
−
 
−
d)Borang Tempahan Bahan Perpustakaan
 
−
 
−
e)Borang Kerosakan dan Baik Pulih Bahan Perpustakaan
 
−
 
−
f)Borang Permohonan Diskaun Denda Lewat Pemulangan / Kehilangan Bahan Perpustakaan
 
−
 
−
== Guidelines ==
 
−
*QP-IS-02 Circulation Services
 
−
*QP-IS-03 Interlibrary Loan Services
 
−
*GL-IS-02 Extension of Borrowing Period.
 
−
*GL-IS-03 Determine The Category Damaged Library Materials
 
−
*GL-IS-04 Circulation Counter Service
 
−
*GL-IS-05 Shelving of Items
 
−
*GL-IS-06 Shelf Reading
 
−
 
−
== Forms ==
 
−
*FRM-IS-02 Borang Tempahan Bahan Perpustakaan
 
−
*FRM-IS-03 Borang Perjanjian Perkhidmatan Pembekalan Bahan Antara Perpustakaan (BPPPBP)
 
−
*FRM-IS-04 Borang Kerosakan Dan Baik Pulih Bahan Perpustakaan
 
−
*FRM-IS-05 Borang Pemulangan Buku Secara Manual
 
−
*FRM-IS-07 Borang Pemulangan Buku Transit
 
−
*FRM-IS-08 Borang Permohonan Diskaun Denda Lewat Pemulangan / Kehilangan Bahan Perpustakaan
 
−
*FRM-IS-09 Rekod Tugasan Harian Perkhidmatan
 
−
*FRM-IS-10 Borang Pendaftaran Keahlian
 
−
*MT-IS-01 Table of Quality Objective
 
−
*MT-IS-02 Table of Data Analysis
 
−
*MT-IS-03 Matrix of Interested Parties
 
−
*MT-IS-04 Matrix of Internal and External Issue
 
−
*FRM-CC-05 Circulation Services
 
−
*FRM-CC-04 Risk Management for QMS – QP-IS-02 – Circulation Service
 
  
  
 
[[Category:Information Services]]
 
[[Category:Information Services]]

Latest revision as of 15:25, 27 June 2023

Introduction


The Circulation Services is under the purview of Information Services Division mainly deals with loan items offered to all registered member of Pustaka Negeri Sarawak. A member is allowed to borrow 10 items at any one time for the period of 14 days. An extension of the loan period can be done via telephone, online or by requesting personally at the service counter before or on the due date. Click here (https://www.youtube.com/watch?v=T1pEj7cWx7s) for tutorial video on the circulation of library materials.

Process


The loan process of library materials is as follow:

  1. Searching for the library material using Online Public Access Catalog (OPAC). OPAC stands for Online Public Access Catalog. It is also known as the catalog, PAC, WebPAC, library catalog, and online catalog. OPACs generally contain records of all the library items that are library catalogs, such as: books (print and/or electronic); journals (print and/or electronic); databases; maps; manuscript collections; etc. Click here (https://www.youtube.com/watch?v=ceBFkzGPdhc) to watch the library materials searching using OPAC tutorial video.
  2. Retrieving the library material from the shelve by referring to the call number.
  3. Approach the Circulation Service Counter at Information Resource Center to process the circulation transaction and desensitize the library security on the library materials.
  4. User also may check out the library materials via Angka.sa2 Apps and have to desensitize the library material at the Circulation Counter.
  5. A borrowing receipt will be issued for record purposes.
  6. For an item that has been checked out, user can place a reservation for it online. When the material is returned, user will be informed to collect it within three (3) days.


The reservation process of library materials are as follow:

  1. Searching for an item using Online Public Access Catalog (OPAC).
  2. Clicking the ‘item’ button to see the item’s location and status.
  3. ‘Available’ means that the item is available in PUSTAKA and can be borrowed. If the status is ‘checked out’ , it means that another user has borrowed the item.
  4. For items borrowed by other users, user can place a reservation for it online by clicking ‘Reservation’. The estimated availability date will also be displayed.


Type of label


Materials that can be borrowed are:

  1. Open Shelves Collection with white label.
  2. Special Needs Collection with orange label.
  3. Teenagers Collections with blue label.


Operating Hours


Monday to Friday: 10:00 am to 7:00 pm.
Saturday and Sunday: 10:00 am to 6:00 pm.
Closed on Gazetted Public Holidays

Retrieved from "https://www.pustaka-sarawak.com/pustakapedia/index.php?title=Circulation_services&oldid=10802"