Membership Management

Purpose This procedure shall ensure the management of membership is done systematically and in accordance with the approved procedure to support Quality Management System. Scope This procedure applies to the management of membership at Pustaka Negeri Sarawak as follow: a) Member Management Module, Library Management System (ANGKA.SA2). b) Manual registration during offline. 1.0 Membership Registration 1.1 For onsite registration the user shall register at dedicated Registration Terminal. 1.1.1 Upon completion of registration, the user shall approach the service counter for membership activation. 1.1.2 The Librarian Assistant (LA) or Designated Officer (DO) shall request for the user identification document for verification of membership status. 1.1.3 Upon completion of verification, the LA or other DO shall issue the registration receipt. 1.2 For manual registration, the user shall fill in Borang Pendaftaran Keahlian when below situation occur: a) Server down. b) No internet access. 1.2.1 Upon completing the Borang Pendaftaran Keahlian, the LA or other DO shall key in data into Member Management Module within fourteen (14) working days. 1.3 Upon completion of membership registration, the LA or other DO shall brief and advise the user to fill in the Library Services Rating Form. Refer to GL-IS-01 – Handling of Services Rating Form. 2.0 Renewal or Update of Membership Account 2.1 When a user membership account almost expires (30 days before the expiry date), the user shall be notified automatically via system-generated e-mail or short messaging service (SMS). 2.2 Whenever a user requests to renew his membership account, the LA or other DO shall update his membership profile accordingly. QP-IS-01 Membership Management Online copy of this documented information is the latest Document No. : QP-IS-01 3 Revision No. : 2 Effective Date : 1 st November 2018 2.2.1 If the user’s account is still active, proceed to Section 1.3 in these procedures. 2.2.2 If the user’s account has been deactivated due to unpaid fines, the LA or other DO shall advise the user to settle all of his fines. Proceed to Section 2.3 of this procedure. 2.2.3 If the user refuses to pay his fines, this process ends here. 2.3 After the user’s membership has been updated, the LA or other DO shall collect payment for fines from the user, reactivate his membership via ANGKA.SA2 and issue receipt. 2.4 Whenever a user requests to renew his membership account via LibraryNet Account, the DO shall receive notification email to approve the renewal request. 3.0 Control of Documented Information 3.1 After the establishment of the Borang Pendaftaran Keahlian during offline service, The Librarian or DO shall keep the document at Membership File (Offline Service) and keep the file in the Information Services Division. 3.1.1 The Membership File (Offline Service) shall be categorized as “Open” document and can be accessed by every staff. 3.1.2 Documented information generated as a result of membership service during offline shall be retained for a period of one (1) years from the date of its creations. 4.0 Disposal of Documented Information 4.1 Documented information generated as a result of membership service during offline shall be disposed in accordance with Pustaka Negeri Sarawak records management regulations and practice. Annex a) Information Services Rating Form b) Borang Pendaftaran Keahlian