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Preperation of Annual Report of a University Library : Content’s of Annual Report of a library

How to prepare annual report for a library?

Any organization is expected to present its annual report. Annual report of a library is the survey of work carried out during the preceding year. It summarizes activities and achievements of the library. It is a type of reporting by the librarian to the higher authorities.
An annual report is the survey of the actual work done during the preceding year.
An annual reveals the books accessioned and processed, services rendered, new departments or services introduced, financial and other resources and there utilization, assessment of performance and the like.
Purpose of the Annual Report:

  1. To acquaint the Board of Trustees and other administrative authorities about the real financial position and other aspects of the services rendered by a library.
  2. To serve as a publicity media towards attaining the users.
  3. Helps to compare of annual reports of different years which will enable the librarian to determine the strong and weak points of the library. This will help him to improve the library.
  4. The staff position can be reviewed and reallocation of staff can be made in the library.
  5. To access the actual needs and to find out ways and means of the provisions of more funds.

Contents of Annual Reports:
The most important feature of a report is its contents. A report may include the following main heads.

1. Area/ Population served: The area / population served goes to show the extent of library’s services in terms of supply of books and non-book materials per head of the civil population.

2. Stocks of books  and non-book materials: Stocks of books and non-book materials like illustrations, prints, manuscripts, slides, phono-records, etc. The nature of book and non-book resources, including the fields of specialization as reported in the Annual Report will help to access the library’s resources and capacity to serve the various needs of the community. The report must show the total number of volumes in stock at the beginning of the year under report, the number of volumes withdrawn, the number of volumes added during the years, the total number of volumes at the ends of the year. Besides, the number of current periodicals subscribed to must be brought to the notice of the readers. 
3. Services (Technical and Readers service):
  • Technical services include classification, cataloguing, documentation; readers service including reference and circulation, photo-reproduction services, etc. The annual report should show what scheme of classification is followed, the physical and inner form of catalogue services rendered and the staff position as revealed in the annual report will show if the staff is insufficient or otherwise. 
  • In special libraries technical activities like indexing, abstracting and documentation should be mentioned and evaluated as far as possible. A statistical table may be appended to show the number of books subject wise and the per capita circulation of such books, etc.
  • Reader’s advisory service is the most important factor of modern library service. Proper statistic with description of such services are necessary for insertion in the annual report so that the authorities may be prompted to finance more improved services with the latest devices and enhanced reference resources.
4. Clientele: The number of registered readers, adult, children, blind, etc. is to be clearly shown along with statistics showing percentage of readers to population. The statistics of the clientele along with their reading interests as shown in the circulation statistics will enable the librarian to judge the usefulness of the library. 
5. Finance: The annual report must indicate the actual financial condition of a library so that it may be found out if the budget allocation is enough and needs augmentation. Sources of income from the Govt. fund, library authority fund, membership fees, fines, from other specified sources and the total income should be shown. Expenditure on salaries of staff, books and non-book materials, periodicals, furniture, heating, cooling, lighting, cleaning, etc. and total expenditure- all these are to be shown in the annual report.
6. Staff: The number of staff,
  • Librarians and Assistants
  • Typists and Clark
  • Caretakers, Sorters and Janitors
  • Cleaner
  • Binding staff and the total number of staff should be shown in the annual report.
7. Miscellaneous: The activities like extension service (lectures, film shows, training programmes. Seminar, conferences, study circle, etc.) and other social and adult education activities must be given in annual report, due to publicity.
Examples of an Annual Report for University Library:
A. Background Information:
1.      Name of the library: …………….
2.      Nature of the Library: …………….
3.      Year of establishment: …………………..
4.      Number of days close in the year: ………………
5.      Working hour per day: …………………
B. Clientele:
1.      Total number of clientele: ………..
a)      Male: ………..
b)      Female: …………..
2.      Total number of active members: ……………..
3.      New members added during the year: …………..
C. Collection of library materials:
1.      Number of total books: ……………..
2.      Number of total journals: ……………….
3.      Number of total AV materials: ……………
4.      Number of books added during the year: …………….
5.      Number of books withdrawn during the year: …………………
D. Technical section:
1.      Whether the materials are classified or not: ……………………
2.      What classification scheme is followed: …………………………
3.      Which catalogue code is used: ……………………….
4.      Physical form of catalo0gue: …………………………
E.
(1) Circulation section:
a.       Issue system: ………………………
b.      Total number of books issued and returned daily: ……….
(2) Reference section:
a. Total
no. Of reference volumes in stock: ……………………..
b. No of
the total books consulted daily: …………………………
c. No of
the total users daily: …………………..
F. Staff:
Total number of staff:
a.       Professional: ……………..
b.      Non- professional: ………..
c.       Unskilled: ……………….
G. Financial statement:
1. Income:
a.       Govt. fund: …………….
b.      Library authority: ………………
c.       Other sources: ………………….
2. Expenditure:
a.       Salaries of staff: ……………….
b.      Books, periodicals: ……………
c.       Miscellaneous charges: …………
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Md. Ashikuzzaman

Work at North South University Library, Bangladesh.

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