CHAPTER IV ORGANIZATION AND MANAGEMENT OF AGRICULTURAL UNIVERSITY LIBRARIES IN THE MAHARASHTRA STATE.

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1 CHAPTER IV ORGANIZATION AND MANAGEMENT OF AGRICULTURAL UNIVERSITY LIBRARIES IN THE MAHARASHTRA STATE. Organization: Organization is a dynamic weapon in the strategy of organization. It shows for the most important MS viz. M for Man, M for Machine, M for Money, and M for commodity. These four ms give success to action. It aims at making any planning before doing that particular thing. Then the work done after that is called Organization. 1 The English word, the evolution of the world organization comes from Orgagize. Its subject matter is concerned with such organ of our body which organizes other organs. It helps our body in the form of the whole unit. There are numerous small organs in our body. Each of it has its particular function. There is the central department in the body. It is called brain. This brain controls all the actions done by other organs except brain. The direction to all the other parts is done by the brain. It organizes as well as controls all the parts of our body. In this way, the art of bringing about unity among all the things/parts is called organization. According to Sheldon: Organization is done for person s or group s works to be done well; it also considers propriety of persons. This results in skilful, systematic active and organized type of form to that group of body. 66

2 According to Mac Far Land: The work done for the achievement of the desired goals is called organization. According to Heine: For an ordinary aim or aims, the achievement done in a friendly manner is called organization. Library Organization: A weak organization of any library abruptly finishes itself due to weak organization; may there be the best books or study aids. But the best book organization definitely succeeds the librarian. Such library can provide the best benefits to the readers; due to its good organization. In this way, we can say that, in an institute related to books means a library organization can play a very good role. All the equipments available in any library may be coming in useful done to well-organization. The aim of the librarian of any library must be well organization. Books should be given in such a manner that there may be maximum development of the library. In such a library maximum possible readers take benefit of it. 2 The aim of any library should be well-utilization of all the books available in it. The prime function of any library is that the reading aids available in it should be immediately given to the readers. Dr. S.R. Ranganathan has made it clear by giving five basic Formulae. 1. Books are for use. 2. Every reader his [or her] book. 3. Every book its reader. 4. Save the time of the reader. 5. The library is a growing organism. 67

3 Management: (According to Brench) The arrangement of particular actions of a project is called management. According to George R. Terry: Management is a particular action, in which there is inclusion of planning, organizing, encouraging and controlling. Their creation is done for the equipments and their uses for the benefits of the users. The meaning of library management means formation on the basis of library service. Man is very important for the development of human life. Some of them did their own development with their own efforts. But with the development of human life, mans requirement also increased. That s why people found it difficult to be satisfied with their former needs. In fact, man took help of other persons for his own development. Organization came into existence simply with the feeding of co-operation. Nowadays, there are different types of organizations around every man; in which, many people do an organized work. When a particular person or group, in its presence. When there arises the aim of achieving something, there needs an organized effort which are managed by way of a system, planning, directing of controlling. In order to fructify the organized efforts they need management. All this is called management. In a nutshell, we can say that Library Management means organizing physical equipments and the colleges, with their proper adjustment for human service, for group and co-operative format it is done. In fact, all the collages serving here, should know their own duties while managing the library. 68

4 Function of the Management: There are some pre-planned objectives of every institute, for whose achievement management process is applied. Luther Gulik this person has called it POSDCORB whose every word represents a separate function. 3 P = Planning O = Organization S = Staffing D = Directing Co = Co-operation R = Reporting B = Budgeting A University Library Management can also be clarified as following. Function of University Library Management Planning Controlling Directing Appoint- Ment Encouragement Commu- Nication Organizing Structure of Management: In text book Library we find structure of Management. It is mentioned in it about the structure of library management. This structure arises after the arrangement of management and its organization. Different functions are 69

5 fixed to be done before its organization. According to that administrative relations of the library are fixed. No functions are done beyond the rules of this management. 4 Management structure is chiefly divided into three categories. 1. Centralized 2. Decentralized 3. Various systems According to Kooper: The structure of scientific and technical libraries should be done according to the requirements necessary budget and administrative control. According to William H. Newmen: Organization, structure etc. do transactions as per the management of the library. University Libraries undergo following benefits due to proper management: 1. This is essential for suitable management of the institute. 2. Personnel get suitable training facility. 3. New documents of the matters regarding the management are created. 4. Quick understanding of lack of organizing takes place. 5. With the help of organizing along with different posts of the institute, we come to know about the rights, duties and responsibilities. By doing so, suitable loads are imposed on the staff of the library. 70

6 The objective of the library administration is hidden behind its posts of daily work. The chief aim of the libraries is to provide suitable, quick and maximum service to the consumers. From an administrative point of view, there are following types of library management Linear type 2. Linear cum staff type 3. Creative type 4. Background type 71

7 1. Linear Type: University Library Management council Vice-Chancellor Library committee Librarian Deputy Librarian Acquisition Technical Periodical Reference Documentation Dept. Dept. Dept. Dept. Dept. Assistant Assistant Assistant Assistant Assistant Librarian Librarian Librarian Librarian Librarian (Sr.) (Sr.) (Sr.) (Sr.) (Sr.) Assistant Assistant Assistant Assistant Assistant Librarian Librarian Librarian Librarian Librarian (Jr.) (Jr.) (Jr.) (Jr.) (Jr.) Clerk Clerk Clerk Clerk Clerk Attendant Attendant Attendant Attendant Attendant 72

8 2. Linear-Cum-Staff Type: University Library Head of the Department Librarian Deputy Librarian Deputy Librarian Assistant Assistant Assistant Assistant Librarian Librarian Librarian Librarian Acquisition Technical Periodical Documentation Technical Technical Technical Technical Assistant Assistant Assistant Assistant Clerk Clerk Clerk Clerk Attendant Attendant Attendant Attendant 73

9 3. Creative Type: University Library Management council Vice-Chancellor Library committee Librarian Deputy Librarian Deputy Librarian Assistant Assistant Assistant Assistant Librarian Librarian Librarian Librarian (Reference) (Lending) (Departmental) (Special) Section Section Section Section Assistant Assistant Assistant Assistant Librarian Librarian Librarian Librarian (Acquisiton) (Technical) (Documentation) (Binding) Section Section Section Section 74

10 4. Back Ground Type: University Library Management council Vice-Chancellor Library committee Librarian Deputy Librarian Assistant Librarian Technical Assistant (Senior) Technical Assistant (Junior) Clerk Assistant Librarian Attendant Peon 75

11 Library Personnel: Managing the library, is nowadays, very difficult in present time. That s why there is need of broad and fixed knowledge. Modern library caters complicated services, for its management, fixed suitability, capacity-cumtraining are necessary. In fact, it is essential that the librarian and his/her colleagues, due to their mutual co-operation the management of a library succeeds. Library staff achieves different articles, organize them and makes them systematic. They distribute books along with other work. 6 Through the Ranganathan committee according to the determined staff, distributed in the staff as follows. Books Acquisition Section Periodicals Department Technical Department Documentation Section Reference Department Administration Department One person for 6000 volumes One person for every 500 common publication Every year One person in relation to combination of 200 volumes. Throughout the year One person for making 100 entry. Every day, One person for 50 readers. 03 Assistant, 03 Steno/typist, 03 clerks. From the figures, getting from the agricultural University Libraries, it seems that in Dr. Panjabrao Deshmukh Agricultural University, Akola, the number of the personnel is 14, and 03 employee on daily wages have been serving. In Dr. Balasaheb Sawant Konkan Agricultural Unviersity, Dapoli, the number of personnels is 10 and 04 daily wages. 76

12 In this way in the table given below, the description, of the staff with their educational qualification in agricultural University libraries is explained. Table No. 01 University Personnel and Educational Qualification Sr. No. Name of the University Descriptions Educational Qualification 1. Dr. Panjabrao Deshmukh Agricultural Unviersity, Akola 2. Dr. Balasaheb Sawant Konkan Agricultural University, Dapoli Librarian Deputy Librarian Technical Assist. Clerk Attendant Other Librarian Deputy Librarian Technical Assist. Clerk Attendant Other M.A. MLIsc. M.A. MLIsc. B.A. BLIsc B.A. Library diploma S.S.S/H.S.C. M.A. MLIsc. M.A. MLIsc. B.A. BLIsc B.A. Library diploma S.S.C./H.S.C. In this way, in agriculture university library, Librarian, Deputy-Librarian, Assistant Librarian, Technical Assistants are appointed by the U.G.C. according to their relevant qualifications. Whereas other staff than the library is appointed by the state government as per their educational qualifications and rules. 77

13 Library Finance: For the best management of any institute, finance is the most powerful thing. Without finance, no institute can provide any service. Library is also a social institute which serves enhances the number of intelligentsia by providing them necessary services. That s way; finance should be arranged for the successful functioning of any institute. Following are the financial sources of a library: 1. Subscription 2. Donation 3. Library fees 4. Library tax 5. Grants through the U.G.C. 6. Grants through the State Government 7. Donations 8. Late fees etc. In Maharashtra state, the financial sources are mentioned in the following table regarding the Agriculture University Libraries. 78

14 Table No. 02 Financial Sources In Maharashtra State Agricultural University Libraries Sr. Name of the No. University 1. Dr. Panjabrao Deshmukh Agricultural Unviersity, Akola. 2. Dr. Balasaheb Sawant Konkan Agricultural University, Dapoli Financial Sources I.C.A.R. Grants through the State Govt. I.C.A.R. Grants through the State Govt. The financial source in Dr. Panjabrao Deshmukh Agricultural Unviersity, Akola and the same Financial source in Dr. Balasaheb Sawant Konkan Agricultural University, Dapoli. Table No. 03 Funds Received to Agriculture University Libraries Name of the University 1) Dr. Panjabrao Deshmukh Agricultural Unviersity, Akola 2) Dr. Balasaheb Sawant Kokan Agriculture University, Dapoli Years Rs Rs Rs Rs Rs Rs Rs Rs Rs Rs

15 The amount received is Rs. 14,83,302, in , Rs. 96,68,000, in , Rs. 57,52,000, in , Rs. 4,80,000, in and Rs. 2,39,000, in in Dr. Panjabrao Deshmukh Agricultural University, Akola, up to the year the amounts received are mentioned above. In Dr. Balasaheb Sawant Kokan Agriculture University, Dapoli, the amount received in Rs. 8,95,000, in Rs. 10,00,000, in Rs , in Rs. 3,09,000, and is Rs. 2,,50,000. FIGURE - 1 Funds Received of Agriculture University Libraries PDAU Library BSKAU Library ,68, ,52, ,48,302 8,95,000 1,00,000 14,00,000 4,80,000 3,09,000 2,39,000 2,50,

16 Library Budget: The budget of any institution shows the incoming and outgoing of the things for a particular period. This is presented with the help of economic activities. The aim of planning a budget is to expend money as per the limits of money in a very intelligent manner. 7 The following table shows the record of financial budgets of the last Five years regarding agriculture university libraries in the Maharashtra state. Table No. 04 Name of the University 1) Dr. Panjabrao Deshmukh Agricultural Unviersity, Akola Allotment of Funds as Per Books, Periodicals and Others (In Percentage of funds) Years Budget Staff Books 72% 68% 75% 75% 78% Periodicals 18% 25% 15% 15% 13% Furniture Other 10% 7% 10%11 10% 9% 2) Dr. Balasaheb Sawant Kokan Agriculture University, Dapoli Staff Books 75% 75% 75% 82% 75% Periodicals 15% 15% 15% 15% 15% Furniture Other 10% 10% 10% 3% 10% 81

17 Library Committee: Committee means such a group of persons whose common attention is to achieve the aims behind its formation. For this purpose, they adopt particular activities. Committee functions in the form of a means. In the formation of the committee, some main aims are supposed by every member of that committee. Due to committee, there is the development of the library. There due to the committee, we get the co-operation of the members appointed in it. On this committee, such persons are appointed who are accustomed to the sources available in the library. They render very effective, skilful and impressive series to the consumer. 8 They can keep morality along with that the function of the library committee is also to instruct the librarian or the chief of the library. The exact situation of Agriculture University Library committee has been given as per the following table. The outline of the agriculture university library has been given below. Table No. 05 Nature of Library Committee of Agriculture University Libraries Name of the University 1) Dr. Panjabrao Deshmukh Agricultural Unviersity, Akola No. of Library Committee Member 11 Name of the Library Committee Advisory Committee Responsibility of Librarian in Library Committee Secretary Duration of Library Committee One Year 2) Dr. Balasaheb Sawant Kokan Agriculture University, Dapoli 09 Library Advisory Committee Secretary One Year 82

18 In the agriculture university libraries, library committees have been organized. In Dr. Panjabrao Deshmukh Agriculture University, Akola, the number of members in the library committee is 11 and the function of the library chairman is that of a secretary. The tenure of the members of committee is for one year. In the same way, Dr. Balasaheb Sawant Kokan Agriculture University, Dapoli, the number of library committee members is 09 here also the chairman of the library is secretary; his duration is also for One year. The formation of the library committee has been done for the benefit of the people. That s why it has been divided into different sections. This is done as per the experience and guidance of its members. This is done to gain the faith of the local people. The staff of the library is appointed by the library committee. Through the library committee, the economic condition of the library is guessed, financial measures are searched. Reading sources are made available at agriculture university libraries. In this case the following catalogue is given. This clarifies the functioning of the library 83

19 Table No. 06 Sr. No. Function of the Library Committee The Functions of Library Committee Dr.Panjabrao Deshmukh Agriculture University, Akola. Dr. Balasaheb Sawant Konkan Agriculture University, Dapoli. 1 Selection of qualified personnel. No No 2 Periodical Selection. Yes Yes 3 Books Selection. Yes Yes 4 Fixation of finance in different section of the library. 5 Functions related to the economy of books in the library. Yes Yes Yes Yes 6 Other. As per necessity As per necessity The main aim of a library is book selection. Readers and the staff is a different aspect of library. Here, the colleagues do the function of mediators between the books and their readers. That s why, proper transaction of the books should be done. While doing a job in a library, the interest of the readers must also be taken into consideration. By doing so; there takes place the upliftment of the readers. 9 The transaction of book is done by the Maharashtra state agriculture university library through the medium of library committee. The table given below is based on the last few years transaction of books and periodicals and particular aids of the library reading in the agriculture university libraries. Its particulars have been given in the following table. 84

20 Table No. 07-A Dr. Panjabrao Deshmukh Agriculture University Library (Number of Books) Sr. Item of the books Year No. Books Govt. Publications Dissertation/Thesis Up to Total: Dr. Balasaheb Sawant Agriculture University Library Sr. Item of the books Year No. Books Govt. Publications Dissertation/Thesis Up to Total:

21 Table No. 07-B (Number of Periodicals) Dr. Panjabrao Deshmukh Agriculture University Library Item of the Periodicals Sr. No. Year Daily News Paper Back volume Bound Item of the Periodical English Other Language Dr. Balasaheb Sawant Agriculture University Library. Item of the Periodicals Sr. No. Year Daily News Paper Back volume Bound Item of the Periodical English Other Language

22 Table No. 07-C (Special Collections) Dr. Panjabrao Deshmukh Agriculture University Library. Sr. No. Year Maps Types of Special Collections Microfilms Xerox machine Audio/ Video material Dr. Balasaheb Sawant Agriculture University Library. Sr. No. Year Maps Types of Special Collections Microfilms Xerox machine Audio/ Video material/cd s

23 The number of books considered and measured in the last Five years, has been given in the above-mentioned table. The total number of books in Dr. Panjabrao Deshmukh Agriculture University is whereas the number of periodicals is 37 and the number of Bound back volume collection is In Dr. Balasaheb Sawant Kokan Agriculture University the number of total books is and also the number of periodicals is 76. And other aids (Bound back volume) are Library Technique: After the accession of the books, before issuing the books to the users, different techniques like classification and cataloguing are adopted. Books are made dynamic through the above process. This is the most essential activity for the betterment or convenience of the library and the readers. In fact, the library techniques are divided into the following things. - Classification. - Cataloguing. - Catalogue directory. - Creation of book card. - Sticking the labels, numbering and stamping etc. Classification: Library classification is such knowledge which in the field of knowledge is related to the organization of different subjects. In agriculture universities of Maharashtra state, the classification of books has been given in the following table. 88

24 Table No. 08 Classification Scheme Sr. No. 1 Name of the University Dr. Panjabrao Deshmukh Agriculture University, Akola Use of classification scheme Books Periodicals Thesis Dewey Dewey Decimal Dewey Decimal Decimal Classification Classification Classification 2 Dr. Balasaheb Sawant Kokan Agriculture University, Dapoli Dewey Decimal Classification Dewey Decimal Classification Dewey Decimal Classification Cataloguing: The aim of the library is to provide the books as per the needs of the users as per the lists available in it. The colleagues make lists of the books available in the library. Due to the lists, the users and providers find it convenient to take and give. The lists are of different types. - Card form catalogue. - Catalogue in book form. - Shelf list. - Card catalogue. 89

25 The exact condition of catalogue is given in the following table as per the agriculture university libraries. Table No. 09 Cataloguing Scheme Use of Catalogue Scheme Sr. No. Name of the University 1 Dr. Panjabrao Deshmukh Agriculture University, Akola Use of code A.A.C.R.-II Physical format of catalogue Card from catalogue Types of Entry. Subject Entry Use of computer (OPAC) Available 2 Dr. Balasaheb Sawant Kokan Agriculture University, Dapoli A.A.C.R.-II Card from catalogue Subject Entry Not Present Computer has been used nowadays for enlisting. The agriculture university libraries where computers are used for enlisting have been mentioned in the above table. Circulating library: The collection, classification, cataloguing etc. are included in this case. Books are circulated for the user by the library after its right management. That s why, library sources are used on the large scale due to book charging Register charging system. - Dummy charging system. 90

26 - Card charging system. o Brown charging system. o Newark charging system The description of book circulation has been given in the following table. Table No.10 Circulation system Sr. No. Name of the University Circulation system 1 Dr. Panjabrao Deshmukh Agriculture University, Akola. Brown charging system 2 Dr. Balasaheb Sawant Kokan Agriculture University, Dapoli. Brown charging system Brown charging system is used for the circulation of reading material in all the Two agricultural university libraries in the Maharashtra state. Open Access: This system is directly concerned with the reader s direct contact with the books kept in shelves without any interruption. They can take three books to the benches of the and read them freely. In all the two agri university libraries in Maharashtra open access system is available. 91

27 REFERENCES 1. Doll, W. J. and M. V. Ahmed (1985) Documenting Information Systems for Management: A Key to Maintaining User Satisfaction, Information and Management, 8(4), pp Ives, B. and M. H. Olson (1984) User Involvement and MIS Success: A Review of Research, Management science, 30(5), pp Saarinen, T. (1996) An Expanded Instrument for Evaluating Information System Success, Information and Management, 31(2), pp Gallagher, C. A. (1974) Perceptions of the Value of a Management Information System, Academy of Management Journal, 17(1), pp Branin, J. J. (1994). Fighting back once again: From collection management to knowledge management. 6. Reddy, E.D.B. (1987). Information services and document delivery in food and agriculture in India. Quarterly Bulletin of the International Association of Agricultural Information Specialists 32 (1): Singh S.P. (2004). Collection management in the electronic environment. The Bottom Line: Managing Library Finances 17 (2): 1. UNESCO (2000). International education. Parks: Unesco House, p Chakraborty, S. Will quality happen if we got ISO-9000? Management development programme on Total Ouality Management in Library & Information Services. 11M,Lucknow, 1999, 140p. 9. Patil, D.B.; and Parameshwar, S. (2009) Use of Electronic Resources by the Faculty Members and Research Scholars in Gulbarga University, Gulbarga: A Survey, SRELS Journal of Information Management, Vol. 46, No. 1, PP Vyas, S. D., & Singh, D. K. (2003). Knowledge management: Challenges for library and information professionalism the 21st century. Library Herald 41 (1):

CONCEPT OF QUALITY IN LIBRARY SERVICES: AN OVERVIEW

412 PLANNER-2007 CONCEPT OF QUALITY IN LIBRARY SERVICES: AN OVERVIEW Pranjit Kumar Thakuria Abstract The library services have changed very fast in the last twenty years. Nowadays, electronic resources,