Circulation services

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Introduction

Circulation Services offered to all registered member of Pustaka Negeri Sarawak.


Procedures

Purpose

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.

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.

1.1.1If the membership is still valid, the LA or DO shall proceed with the lending process.

1.1.2The LA or DO scan the barcode of the library materials, sensitize the items and proceed to print the due date receipt.

1.1.3The 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

3.1.1If the library materials are overdue, refer to step 2.0 in this procedure.

3.1.2If the library materials are being reserved, the LA or DO shall inform the user that the borrowing period cannot be extended.

3.1.3If 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

3.2.1If 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 the user. 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.

8.1.1The 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 records management 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

Procedures

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