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CHAPTEE - FOUR

PUBLIC LIBRARY SERVICES IN

MADHYA PRADESH

41. INTRODUCTION

42. LIBRARY AUTHORITY & COMMITTEE

43. LIBRARY COLLECTION

44. LIBRARY FINANCE

45. LIBRARY SERVICE

46. LIBRAR Y STAFF

47. RESOURCE SHARING & NETWORKING

CHAPTER - FOUR

PUBLIC LIBRARY SERVICES IN

MADHYA PRADESH

41. INTRODUCTION:

In the Public library the objectiv^gjQto make it possible for all

persons according to their needs /ai™ circumstances, to enjoy whatever

benefits full access toJgflQks and remted forms of record may bring them.

But today the Public libraries in Madhya Pradesh are confronted with av_

number of problems which hinder the achievement ^ f thfr (^esired leveh,

Library collection development, finance, service, staff are the most serious

of these problems.

42. LIBRARY AUTHORITY & COMMITTEE:

Public library servers a source of knowledge for keeping the

citizens informed and vigilant. If is essential for a democratic setup. A

public library is an institution by society, for the society and of the society.

Therefore it must run on sound lines. Library authority is a component

agency tlo d<6 a job. Library Committee ineans a body, consisting of persons,

which/Ts assigned a particulah^teTLibrary committee is a policy making

and advisory body. It does not interfere in the day to day working of the

library. Normally, functionjof library committee are :

To formulate library plans, policy and its objectives.

To help in the preparation of library budget.

To frame rules and regulations for use of a library.

To serve as a buffer agency and an interpreter of the

needs of the library tc^Hie community.

To arrange funds for the library and assesses the

financial needs of the library.

To convince the authorities and the community

regarding the work, and requirement of the library.

The library committee/ is constitute, for one year. The

frequency o f m eetingsjiepenc|0p cor?imi4tee^andactual needs of library.

Before every meeting, the librarian member secretary should do home\vx>rk

properly. He should prepare a detailed agenda and get it approved by the

chairman before circulating among the members. He should keep ready all

the documents, which may be required for the items in the agenda. In

Madhya Pradesh Public library system neither Library Committee nor

Library Authority exist.

43. LIBRARY COLLECTION :

Good library service ultimately depends on its collection.

“Future generations will probably blame us or praise us, not for our fine

catalogue, classification schemes, circulation systems and reference

techniques but what we manage to save and pass on to them” A good

collection of books is the starting point in building up a good library. ,

Book collection work is a long process. There is no magic

wand which could Created quote and balanced collections suited to local 1'~~...

needs overnight. Nor good collections are made by fits and starts. In /

Madhya Pradesh collection development is one of the most neglected areas

of library work. The ultimate responsibility to see that the right type of

books are selected and acquired properly is that o f the librarians.

“Collection development requires more than the work of

evaluating the intellectual and other merits of a book to decide whether or

not to add it to the library. Librarians should not just add book upon book to

build the library, but rather that they should turn their attention from the

individual new title to the existing collection and see them to gather. They

were not to build but to develop the collection.”

Stagnant and adequate ^collections in most of the regional

public library and district public libraries make a depressing signet. There is------ f\

hardly and growth in their collections. The quality of collection leaves

much to be desired.

no

Collection development is a dynamic and continuos activity.

Various steps involve in collection development are :

Analysis o f the information needs o f users.

Formulation and implementation o f selection policy to

suit objectives of the library.

Acquisition programs to buildup a balanced

collection.

Resource sharing and its impact on collection

development.

Weeding out programs to ensure effectiveness of

collection.

Collection evaluation.

Public library serves widely different clientele, and reflects

needs of almost "energy conceivable socio-economic and political group.

Therefore the collection must reflect the basic library objectives education,

information, aesthetic appreciation, recreation, research and should contain

a wide variety of materials to meet the needs of all ages, varied interest and

educational backgrounds.

44. LIBRARY FINANCES:

Public library is a growing social institution, which can not

function properly without adequate financial support. Finance is the soul of

an institution and its management is like the heart which circulate blood to

al parts of the body, and it is the responsibility of the government to see that

adequate financial support be available to the institution) It is more

important, when institution renders its services efficiently and effectively in

promotion of literacy and socio-economic development of the nature.

Libraries are such institutions, which are ever growing and spreading, once

established they would stay for ever. Investment in libraries has to be

considered as no less important since libraries are the tools of information

dissemination, rendering a basic service in the information flow. This

requires the permanent source of supply of adequate library finance, which

can meet the needs of its readers and proper maintenance of library in every

respect. A public library system in a state or union territory must have an

adequate financial support for its growth and development for which there

is a need for specific provision in the^Act itself.

441. IMPORTANCE OF LIBRARY FINANCE -

Finance plays a key role in the development of any

organisation. Library being a service and spending institution, has to

depend upon sources o f finances. The following fundamental concepts

underlying library finance must be kept in mind while making necessary

provisions:

(a) Libraries are spending and service institutions - they are

not revenue fetching departments;

(b) Libraries are ever growing institutions - it implies day

by day increase in books, readers, staff, building,

furniture and equipment’s etc.;

(c) Financial demands are recurring - libraries are not only

growing but for their maintenance and development

adequate recurring finance are also required.

So the rising expenditure on all the said fronts have to be

anticipated before a library is established. The planner of library or a

system of libraries must devise ways and means to provide adequate grants

and secure income for its proper functioning.

443. SOURCES OF PUBLIC LIBRARY FINANCES -

The sources for public library finances must be such that the

ever-growing needs o f the public libraries are met properly.

The main sources for public library finances are as under :

1. Annual budget allocation by state government out of its

total budget;

2. Income from library cess supplemented by matching

grant from state government;

3. Any other grant which may be received from Central

government;

4. Library fees and fines;

5. Sales of oldjiew§pgpers and magazines; and

6. Gifts and endowments etc.

In general, the first two sources mentioned above are usually

considered suitable for public library finance. The supporters of one above,

argue that like other essential services, library s e rv ic ^ is \ l s o a state

governments responsibility and total expenditure for this purpose should be

met by the government out of the state budget.

443. FINANCE POSITION IN MADHYA PRADESH -

Regional and District libraries are run under the department of

education, Government of Madhya Pradesh. All the expenses of these

libraries are met by the annual budget allocation from the state government.

As per data collected, during the financial year 1980-81, 83-84, 87-88, 89-

90 and 92-93 the allocated amount for various regional and district libraries

was Rs.323788 (for 22 libraries), Rs.501778 (for 26 libraries) and

Rs.850829 (for 30 libraries), Rs.720517 (for 35 libraries) and Rs.915175

(for 38 libraries) respectively. The allocated fund for remaining libraries for

the respective years is not available. A little amount is collected in these

libraries by way of late fine, cost of books lost by the readers, sales of old

newspapers, membership and registration fee etc. These are the entire

sources of income of regional and district libraries. These libraries do not

receive any grant from central government. Only Raja Rammohan Roy

Library Foundation donates books every year to the regional and district

libraries. There is no library act in the state. Any state without legilation

cannot levy library cess.

However, the Directorate of Panchayat and Social Welfare

spends a sum of Rs.5 lakhs per year for running the Gram Panchayat

Libraries in the state.

444. FINANCIAL CONTROL AND ADMINISTRATION IN

MADHYA PRADESH -

The state government forwards the education grant to the

Directorate of Public Instruction (DPI) which in turn sendjallocated amount

to public libraries, to the respective Divisional Superintendents of

Education (DSE) of various education divisions. The Directorate of Public

Instruction sends the grant under different heads to be spent by the

Divisional Superintendent of Education.

The Divisional Superintendent then distributes the amount to

various regional and district libraries. The finances of the regional libraries

would be controlled and managed by the Divisional Superintendents, while

the district libraries will be administered by the district education officers.

Thus the overall financial control of regional and district library is in the

hands of Director of Public Instruction. Now the regional and district

libraries utilize the grants allotted under different heads with the permission

of the respective higher authorities.

445. FINANCIAL ALLOTMENT AND EXPENDITURE PA TTERN IN

MADHYA PRADESH -

The allotment and expenditure pattern in regional and district

libraries is more or less same. The Directorate of Public Instructions

allocates the amount to the Divisional Superintendents under the following

heads :

C\

Medical reimbursement

Festival advance

Wages

Transfer and other traveling allowances|

Postage and telegrams

Telephone charges

Furniture and other office equipment’s

Books, periodicals and magazines

Electrical and water charges

Libraries

Stationary and printing of forms

Other contingencies expenses

Rent, rates and taxes (R.R.T.)

Other expenses

The respective Divisional Superintendents allot amount to

various regional and district libraries in the above mentioned heads as per

demand and requirement of the regional and district libraries. The district

education officer has no powers to change/alter the various allocations.

In the present study the various expenditure pattern by

different regional and district libraries has been studied in only six heads

viz.;

1. Medical reimbursement

2. Transfer and other traveling allowances: The head

includes festival advance.

3. Furniture and equipment /

4. Books, periodicals and magazines 7

5. Building rent (R.R.T.)

6. Miscellaneous

The miscellaneous head includes wages, postagejmd telegram,

telephone charges, electrical and water charges, liveries, stationery and

printing of forms, other contingency expenses and other expenses.

The district libraries receive the head-wise grant through the

respective education officers, whereas regional libraries receive head-wise

grants directly by the divisional superintendent of education. The district

education officer is the controlling officer for the district library, and the

Divisional Superintendent of Education is the controlling officer for

regional libraries in the financial and administrative matters. The district

and regional librarians send monthly expenditure statement to the

respective authorities. There is no provision of reapropriation of budget

allotment in any head. The expenditure can not be exceeded than the

amount allotted to the particular head.

The financial allotment and expenditure pattern in regional and

district libraries of Madhya Pradesh is given below :

446. FINANCIAL ALLOTMENT AND EXPENDITURE PA TTERN IN

REGIONAL LIBRARY

The statement of financial allotment and expenditure pattern

regional libraries of Madhya Pradesh is given in table:

Allotment & Expenditure Pattern o f Public Libraries In Madhya Pradesh

Regional Library 1996 -97

(In Rupees)

Name o f Rewa Jabalpur Bhopal Indore Gwalior

Library

S.N Head o f Expen Allot % Allot % Allot % Allot % Allot %

1. Reading 30000 41.6 25000 41.3 35000 36.8 35000 41.6 30000 35.1Materials

2. Furniture & 4000 5.5 4000 6.7 4000 4.2 4000 5.5 12000 14.0Equipment

3. Building Rent - - 14400 23.8 - -

4. Medical 3000 4.3 2000 3.4 1000 10.5 3000 4.3 2500 2.9

Reimbursement

5. Transfer & other 5000 7.0 5000 8.2 6000 6.3 5000 7.0 11000 12.9

T.A.

6. Miscellaneous 30000 41.6 10000 16.6 40000 42.2 30000 41.6 30000 35.1

On going through the above tables we find that - In

medical reimbursement the expenditure is according to the allocated'grant?'

There is a difference in the amount allotted to the different libraries, the

very simple reason behind it being on account of number of staff in each

library.

In transfer and other travelling allowances the expenditure is

as per allocation and according to the transfer and tours during the period.

In furniture and equipment budget the amount has been fully

utilised in almost all the libraries, but it appears that the sum allocated is

very small, because of the high prices of the furniture. Accordingly, there is

a need to revise the grants.

In books, periodicals and magazines also the grants have been

fully utilised but the amount allocated is too short to meet the requirement

of the users of the library. The trend of increase in the budget every year is

not sufficient. It has also been observed that in some years inspite of

increase in the grant, it has been decreasing which is not desirable under

this head. Under miscellaneous the utilisation of budget depends on day to

day requirement of the library. As such sufficient amount should be

provided.

On the whole the grants under the head furniture and

equipment and books, periodicals and magazines has been very short. As

such it is not possible for the library to provide the required furniture and

equipment and the desired reading material to the readers. It is not possible

to purchase the reference books like encyclopedias, dictionaries, directories

and year books etc., and not to say of audio-visual aids which are a must for

a public library. Thus the public library fails to provide the efficient and

required services to the demand of the community served.

447. FINANCIAL ALLOTMENT AND EXPENDITURE PATTERN IN DISTRICT

LIBRARIES -

The statement of financial allotment and expenditure pattern in district libraries of

Madhya Pradesh is given below :

Allotment & Expenditure pattern o f Public Libraries in Madhya Pradesh (In Rupees)

District Libraries 1996-97f

(ALLOTMENT AMOUNT iiR E GIVNE IN THOUSAND)

Head o f Reading Furniture Bulding Medical Trasfer Misc. Totalexpenditure matrrial & equipment Rent Reimb. & T A

Name o f lib. Allot. % Allot % Allot. % Allot. % Allot. % Allot %

Raisen 10.0 40.8 2.0 8.2 - 1.0 4.1 1.5 6.1 10.0 40.8 24.5Rajgarh 10.0 39.7 2.0 7.9 - 1.2 4.8 2.0 7.9 10.0 39.7 25.2Sehore 10.0 38.2 2.0 7.6 2.4 9.1 1.0 3.8 0.8 3.1 10.0 38.2 26.2Vidisha 10.0 41.6 2.0 8.3 - 1.0 4.2 2.0 8.3 10.0 41.6 24.0Bhopal 12.0 41.4 2.0 6.9 - 1.0 3.4 2.0 6.9 12.0 41.4 29.0Hoshangabad 20.0 50.6 2.0 5.1 - 1.0 2.6 1.5 3.8 15.0 37.9 39.5Khandawa 15.0 52.3 1.2 4.2 - 1.0 3.5 1.5 5.8 10.0 34.8 28.7Baitul 10.0 34.5 1.0 3.5 - 1.5 5.2 1.0 3.4 15.0 51.7 29.0Seoni 15.0 51.7 1.5 5.2 - 1.5 5.2 1.0 3.4 10.0 34.5 29.0Chhindawara 15.0 51.7 1.5 5.2 - 1.5 5.2 1.0 3.4 10.0 34.5 29.0Narsmghpur 15.0 55.5 1.5 5.5 - 1.5 5.5 1.0 3.8 8.0 29.7 27.0Mandala 10.0 34.5 1.0 3.5 - 1.5 5.2 1.0 3.4 15.0 51.7 29.0Jabalpur 20.0 38.5 7.0 13.5 - 2.0 3.7 4.0 7.6 19.0 36.5 52.0

Head of Reading Furniture Bulding Medical Trasfer Misc. Totalexpenditure matrrial & equipment Rent Reimb. & TA

Name of lib. Allot. % Allot % Allot. % Allot. % Allot. % Allot %

Sagar 15.0 44.8 4.0 11.9 - 2.0 6.0 2.5 7.5 10.0 29.8 33.5Damoh 15.0 40.0 1.5 6.0 - 2.0 8.0 1.5 6.0 10.0 40.0 30.0Panna 10.0 29.8 5.0 14.9 3.6 10.8 3.0 9.0 2.0 6.0 10.0 29.8 33.6Chhatarpur 15.0 51.7 1.5 5.2 - 1.5 5.2 1.0 3.4 10.0 34.5 29.0Tikamgarh 15.0 51.7 1.5 5.2 - 1.5 5.2 1.0 3.4 10.0 34.5 29.0Raipu 15.0 51.7 1.5 5.2 - 1.5 5.2 1.0 3.4 10.0 34.5 29.0Bilaspur 25.0 45.4 10.0 18.2 - 3.0 5.4 2.0 3.7 15.0 27.3 55.0Raigarh 25.0 51.3 5.0 12.8 - 2.0 5.1 2.0 5.1 10.0 25.7 39.0Bhind 20.0 32.2 5.0 16.1 3.6 11.6 1.5 4.7 1.0 3.2 10.0 32.2 31.1Morena 10.0 23.8 5.0 12.0 14.4 34.4 1.5 3.6 1.0 2.4 10.0 23.8 41.9Shivpuri 10.0 33.9 5.0 16.9 - 3.0 10.2 1.5 5.1 10.0 33.9 29.5Guna 10.0 33.9 5.0 16.9 - 3.0 10.2 1.5 5.1 10.0 33.9 29.5Datiya 10.0 41.7 1.0 4.2 - 2.0 8.2 1.0 4.2 10.0 41.7 24.0Dabara 10.0 36.4 5.0 18.2 - 1.5 5.4 1.0 3.6 10.0 36.4 27.3Dewas 10.0 36.4 5.0 18.2 - 1.5 5.4 1.0 3.6 10.0 36.4 27.0Dhar 20.0 32.6 5.0 11.0 - 2.0 4.3 20.0 32.6 10.0 21.8 46.0Khargone 25.0 58.2 5.0 11.7 - 2.0 4.6 1.0 2.3 10.0 23.0 43.0Jhabua 25.0 58.2 5.0 11.7 - 2.0 4.6 1.0 2.3 10.0 23.0 43.0Ujjain 20.0 33.1 5.0 8.3 14.4 23.8 3.0 5.0 3.0 5.0 15.0 24.8 60.4Rati am 20.0 32.6 5.0 11.0 12.0 26.0 2.0 4.3 2.0 4.3 10.0 21.8 46.0Madnsaure 20.0 33.1 5.0 8.3 14.4 23.8 3.0 5.0 3.0 5.0 15.0 24.8 60.4Shajapur 20.0 32.6 5.0 11.0 12.0 26.0 2.0 4.3 2.0 4.3 10.0 21.8 46.0Satna 15.0 46.9 3.0 9.4 - 2.0 6.2 2.0 6.2 10.0 31.3 32.0Sidhi 20.0 33.1 5.0 8.3 14.4 23.8 3.0 5.0 3.0 5.0 15.0 24.8 60.4Nagod(Satna) 20.0 32.6 5.0 11.0 12.0 26.0 2.0 4.3 2.0 4.3 10.0 21.8 46.0Shahdol 15.0 50.0 3.0 10.0 - 2.0 6.7 - 10.0 33.3 30.0Durg 15.0 46.5 5.0 11.6 - 3.0 7.0 - 15.0 34.9 43.0Rajanandgaon 15.0 46.5 5.0 11.6 - 3.0 7.0 - 15.0 34.9 43.0Sarguja 20.0 51.0 5.0 10.2 - 3.0 6.2 1.0 2.0 15.0 30.6 49.0Jagdalpur 25.0 36.8 10.0 14.7 - 5.0 7.4 3.0 4.4 25.0 36.8 68.0

In Medical reimbursement grant the allocation and expenditure

is according to the staff requirement. In some libraries of the same division

the amount allocated varies. This variation is on the basis of staff

requirement in each library.

In transfer and other travelling allowances the allotment is

according to the requirement of tours and transfers. The variation in

allotment in different libraries has been done on the basis of amount spent

in the previous year. In the furniture and equipment budget in some

libraries the budget has been fully utilised while in the others it has been

partially utilised, and yet in other some cases no amount has been

consumed during different years. In this head the amount allotted is very

less because the required equipment’s are more important to be provided to

the district libraries, therefore, the provision under this head has to be

increased.

In books, periodicals and magazines head also the grant has

been fully utilized but the‘~amount allocated is very less. It has been

observed that in some ye^rs'inspite of trend increase the grants have been

decreased. It is observed that in the district libraries of the same division the

amount allocated under this head varies. Since this is one of the important

head which is directly connected with the users need, it is proposed that, ( - ,

more amount should be provided.... 1 •

The overall position of the district libraries in the-State seems

to be very poor with regard to budget allotment and therefore in services

also. The district libraries are the only media through which mass education

is possible. For this purpose, the audio-visual aids are very important

sources for educating the people - in addition to books, further, the cost of

such aids and books and furniture has gone very high. The budget under

these heads should be tremendously increased. This would serve the object

of the public library and users shall really be benefitted.

A CCOUNTING AND A UDITING -

Accounting -

Accounting is concerned with classifying the transactions and

recording in the respective records. The accounting process covers the

following :

(a) Analysing and consolidating the figures which is done

through preparation of various accounts.

(b) Providing the accuracy of work.

(c) Preparation of the final statement that may be required.

The main object of accounting is to design the accounting

system, preparation of financial statement, cost studies development of

forecasts, analysis and interpretation of accounting information as an aid to

making business decision, to achieve the degree of success with which the

operations are being handled and to formulate policies, plans and strategies.

It also provides the summarised reports of financial positions under

different heads of the libraries.

In general, the public libraries in the state of Madhya Pradesh

follow the financial procedures and maintain their own records and

financial statement. In order to make efficient accounting procedures the

public libraries in the state maintain the financial records.

Financial records -

For controlling and proper utilization of available grants,

public libraries maintain the following type of records :

(a) Ledger or allocation register

(b) Bill/Invoice register

(c) Cash-book

(d) Monthly expenditure form/register

(e) Salary bill form/register

Ledger or allocation register -

A ledger is a register which consists of classified records of

the libraries financial transactions. In this register the provision of each

head is given at the top and its item-wise expenditure is entered one after

the other. It helps to find out the balances available under each at any time.

Bill/Invoice register -

All the invoices received are entered in the invoice register

serially. The serial number of each invoice entered on a particular date is

known as voucher number. In all future correspondence this voucher

number is mentioned. It contains the following column-wise information.

Specimen o f invoice register

Name o f Library Year

Date

serial

number

Bill No.

and date

Name o f

firm

Amount Signature

o f bill

receiver

Signature

of

librarian

Remarks

1 2 3 4 5 6 7

Cash Book -

All the public libraries in Madhya Pradesh maintains the cash

book. The cash book is meant for recording all cash transactions every day.

In short cash book is a record of payments and receipts.

All the bills are passed by the treasury for payment they are

entered in the cash book when payment is made. All such bills are entered

in the invoice register which is maintained by the respective regional and

district libraries. The proforma of cash book is as under :

Receipts Expenditure

Dat-

e

No&

date o f

voucher

Partic

-ular

Head o f

account

to be

credited

Total Signa

ture

Date No.&

date o f

voucher

Partic

ular

Head o f

account

to be

debited

Total

amount

Sig

nat

ure

1 2 3 4 5 6 I 2 3 4 5 6

TOTAL TOTAL

Signature o f Librarian

Monthly expenditure form/register -

The head-wise monthly expenditure statement is prepared in

the library and sent to the concerned authorities. This statement helps to

know the latest position of expenditure and grants. The important items of

this monthly statement are also recorded in the register for use in the

library. The following columns are maintained in the register.

Specimen o f Monthly Expenditure Form/Register

Month Year Expenditure Cumulative

expenditure

Balance Signature Remarks

1 2 3 4 5 6 7

Salary bill form/register

The prescribed salary bill forms are prepared for the library

staff every month. This includes the basic pay, dearness allowances and all

other allowances for which the employees are entitled. The advances, loans,

provident fund contribution and taxes etc., are all adjusted in respective

salaries and the remaining net amount paid to the employee. These bills are

sent to the respective authorities in advance so that the payments may be

made on the first of every month.

All the above details are also entered in separate bound salary

bill register for convenience of the concerned staff.

Auditing -

An audit is an examination of accounting records undertaken

with a view to establish whether they correctly and completely reflect the

transactions to which they relate.

In true sense auditing in its modem concept is a scientific and

systematic examination of books, vouchers and other financial and legal

records in order to verify and report upon the facts regarding the financial

conditions. The essential functions of auditing are :

(a) To make a critical view of the system of maintaining

financial records, internal control and procedures.

(b) To make such tests and esquires as the auditor

considers necessary to form an opinion as to the

reliability of the records as a basis for the preparation of

accounts.

The audit report is the authentic document, through which

authorities whosoever confirm that the funds have been properly and

lawfully spent by the institution. There are two types of audit viz.

continuous audit and periodic or annual audit.

Continuous audit -

A continuous audit involves a detail examination of all

transactions by the auditor attending at regular intervals - fixed or otherwise

during the whole accounting period.

Periodic or Annual audit -

Periodic or annual audit is one where the auditor attends only

at the end of the financial period after the books are closed and final

accounts drawn up and certifies the final statements after scrutinising the

same with the books of accounts and other documents. The audit procedure

of district and regional libraries in Madhya Pradesh follows the annual

audit procedure in which government auditor comes for checking the

financial records at the end of every year. Regional libraries are audited by

the team of the directorate of public instruction, whereas district libraries

are audited by the team of Joint Director of Education.

Besides this audit, the financial records of district and regional

libraries are checked by the high power party. The said audit party team

conducts their audit work with the interval of two years. The above audit

team consists o f the employee of Director of Public Instruction, and

Auditor General. In addition to the above audit procedure the district and

regional libraries are visited by the audit team from Auditor General, which

visits after the duration of every three years.

45. LIBRARY SERVICE:

The library service are broadly divided into two -

Technical service

Reader Service

Technical service includes book selection, ordering,

classification, cataloguing, preparation of shelf list, weeding out of reading

materials, stock verification etc.

Reader service consists circulation, reference service,

extension service, service for deaf, dumb, blind, unemployed person and

children.

Normally library services are directly related to -

(a) Physical facilities : Building, internal furniture and

equipment; audio visual material, location of

library, hours of library;

(b) Technical services : Acquisition of reading material,

classification, cataloguing, stock verification,

preparation of shelf list etc.; and

(c) Reader services: Circulation, membership, library

publicity, village library service, reference service.

Thus we can say that library is the trinity of physical facilities,

technical services, and reader services.

451 LIBRARY BUILDING -

The library building design must be directly related to the

present and future activities of the library, for which it should be flexible

and adaptable of future changes in the requirements for the library service.

The fifth law of library science “Library is a growing organism ” envisages

continuous growth, change and variations in library, both in its contents and

patrons. The library building should be functional and have sufficient space

for future to accommodate the reading materials, furniture, staff and

readers.

The Public library buildings in the State do not fulfill the

standards of the modem Public library building. Public libraries do not have

their own building. Libraries are running either in government buildings or

rented buildings. Only four regional libraries are running in government

buildings and one in rented building, whereas 33 district libraries are

running in government buildings out of forty four libraries. All regional

libraries running in separate building whereas 42 district libraries running

in separate buildings.

Regional and district libraries do not have sufficient space^ All

the regional libraries have separate stock room, periodical room, reacting

room, circulation counter, office room, room for librarian and room for

technical work, whereas district libraries have separate stock room, reading

room and room for office use only. Out of five regional libraries, two

libraries are housed in 5-7 rooms, other libraries are housed in more than 7

rooms. Thirty district libraries are run in 2-4 rooms, and other libraries in 5-

7 rooms.

The regional & district libraries have different building area.

All regional libraries have more then 2000 sq.ft. area. Fourteen district

libraries occupied 180-500 sq feet area, eighteen 600-1000 sq feet area, ten

1100 - 2000 sq feet area and rest occupied more than 2000 sq feet area.

Library Buildings o f Madhya Pradesh

S. No. Particular Regional (5) District (44)

1. Govt. Building 4 33

2. Rented Building 1 11

3. Separate Building 5 42

4. Not separate Building - 02

5. 2 - 4 Rooms - 30

6. 5 - 7 Rooms 2 14

7. More than 7 Rooms 3 -

8. 180 - 500 sq fe e t area - 14

9. ' 600 - 1000 sq fe e t area - 18

10. 1100 - 2000 sq fe e t area - 10

11. More than 2000 sq fe e t area 5 02

Internal equipment and furniture -

The main items in the equipment of a library are book shelves,

book display cases, sitting accommodation, catalogues, the circulation

counter, the loan desk, the working tables and other miscellaneous furniture

like pamphlet cases, cupboards for posters, exhibits, films etc. The furniture

should be light and mobile so that any desired location and arrangement is

possible. The height of a book-shelf must not over 7.5” including the height

of the plinth, 6”. This height is determined by the average height to which a

man’s hand can reach for picking out a book from the top-most shelf. The

customs of the community must be considered while planning furniture and

equipment’s. The public library acquires a variety of reading material - like

books, periodicals, pamphlets, newspapers, maps, audio-visual material and

manuscripts. These require sufficient furniture and equipment for their

placing and making them useful. In designing and providing the furniture

and equipment, utility should be the basic factor. Attractiveness and beauty

should be secondary, for a library is not a thing to be looked at and

admired, but an organisation whose materials are to be used. Internal

equipment and furniture have direct relation with the library services.

Public library should be well equipped with modem audio-visual material.

The regional and district libraries do not have sufficient

furniture and equipment due to lack of space and adequate finance.

Audio-visual material -

Only few regional libraries have audio-visual material. The

audio-visual aid is an important media for communication at present. They

have very important role in public libraries. The three regional libraries

have television and radio, whereas one regional library has only Radio. One

regional & all district libraries do not have any audio visual material.

452. LIBRARY HOURS -

Public library should remain open specially at the time when

most people are free from their work. The library should open for atleast

ten to fourteen hours a day to ensure the maximum use of library materials.

The success of the library services depends upon the number of opening

hours of the library. Practically the number of opening hours of public

libraries depends upon the availability o f staff. This major factor effects the

library opening hours.

There is no uniform timing of public libraries in the state.

From the library to library variations are found in their timings.

In the morning hours one regional and 2 district libraries open

from 7 to 10 a.m.; three regional and 10 district libraries from 7.30 to 10.30

a.m.; and the remaining two regional and 32 district libraries from 8.00 to

1 LOO a.m. In the evenings one regional and five district libraries open from

4.30 to 7.30 p.m., three regional and 37 district libraries from 5.00 to 8.00

p.m., and the rest, one regional and 2 district libraries are open from 5.30 to

8.30 p.m.

These time schedule of the regional and district libraries are

managed by a single administrative set-up.

Regional and district libraries remain open except on gazetted

and weekly holidays (mostly Thursday-4 regional and 40 district libraries).

All the libraries do follow the State government holidays except second and

third Saturdays. Libraries remain closed for 80-90 days in a year including

weekly, gazetted and government holidays.

453. ACQUISITION OF READING MATERIAL -

Book is the foundation of the library Dr. S.R. Ranganathan’s

second law “Every reader his/her book”, is enunciated from the view

point of the users of books. Adoption of this principle in the organisation of

libraries will extend the scope of use to one and all in the community,

irrespective of age, sex, race, political convictions or economic status. If

every member of the community has the privilege of using the books in the

library, the number o f books in the library will have to be multiplied in the

proportion to the population served. For this a definite procedure of

selection of books and periodicals must be required. For selection of books

and periodicals a sound selection policy must be laid down. The success of

the sound book selection policy depends on the users survey, which tells

what the user’s needs and requirements are. The readers should also be

encouraged to suggest names of books, and these suggestions should be

considered by the committee at the time of purchase of books. But the

members o f book selection committee do not usually follow this practice to

know the requirements and interests of users about the library collection.

There are two types of book selection committees one for

regional libraries and the other for district libraries. There is a common

committee for book selection and purchase. The books are purchased

through book selection and purchase committees. Book selection and

purchase committee consists of 3 to 7 members. The Joint Director,

Department of Education acts as Chairman, and the regional librarian as

member secretary of the Committee for the regional library; and district

education officer acts as Chairman, and district librarian as member

secretary of the committee for district library and four to five member in

both regional and district library committee.

4521. BOOK COLLECTION -

The public library collection should consists of good number

of selected collection of reading materials like books, periodicals,

newspapers, pamphlets etc., and special material like maps chart/

manuscripts, microfilm, cassettes etc.

Mainly the public library collection may be divided into two

categories as reference books like encyclopaedias, language dictionaries,

geographical atlases, directories, etc. The second category of the public

library collection are the books, magazines, newspapers and other reading

materials. Among the public libraries in Madhya Pradesh only Maulana

Azad Central library has a special collection of good number of

manuscripts. Public libraries do not subscribe any journal. They are

subscribing a good number of general magazines.

The collection of books in the various regional and district

libraries of the state at the current year 1996-97 are given in the following

table :

S.N. Name of Library No. of Reading

material

(Approx.)

REGIONAL LIBRARY

1. Maulana Azad Regional Library, Bhopal 62438

2. Govt. Regional Library, Jabalpur 75000

3. Govt. Regional Library Laskar, Gwalior 109212

4. Ahilya Kendriya Pustakalya, Indore 35756

5. Govt. Regional Library, Rewa 65000

DISTRICT LIBRARY

1. Govt. District Library, Raisen 23801

2.. Govt. District Library, Rajgarh 18018

3. Govt. District Library, Sehore 18406

4. Govt. District Library, Vidisha 5680

5. Govt. District Library, Tulsinagar Bhopal 14497

6. Govt. District Library, Hosangabad 21992

7. Govt. District Library, Khandwa 22527

8. Govt. District Library, Betul 16078

9. Govt. District Library, Seoni 8260

10. Govt. District Library, Chhindwara 12497

11. Govt. District Library, Narsinghpur 6134

12. Govt. District Library, Balaghat 7580

13. Govt. District Library, Mandala 8180

14. Govt. District Library, Jabalpur 10790

15. Govt. District Library, Sagar 17914

16. Govt. District Library, Damoh 5990

17. Govt. District Library, Panna 6134

18. Govt. District Library, Chhattarpur 7692

19. Govt. District Library, Tikamgarh 16906

20. Govt. District Library, Raipur 700

21. Govt. District Library, Bilaspur 25263

22. Govt. District Library, Raigarh 26430

23. Govt. District Library, Bhind 4815

24. Govt. District Library, Morena 6413

25. Govt. District Library, Shivpuri 8203

26. Govt. District Library, Guna 8211

27. Govt. District Library, Datia 12549

28. Govt. District Library Dabara (Gwalior) 8700

29. Govt. District Library, Dewas 8796

30. Govt. District Library, Dhar 19600

31. Govt. District Library, Khargone 7833

32. Govt. District Library, Jhabua 7698

33. Govt. District Library, Ujjain 12076

34. Govt. District Library, Ratlam 8600

35. Govt. District Library, Mandsaur 13496

36. Govt. District Library, Shajapur 5767

37. Govt. District Library Satna 39680

38. Govt. District Library, Sidhi 20333

39. Shri Barmendra Govt. District Library, Nagod (Satna) 1230

40. Govt. District Library Shahdol 19413

41. Govt. District Library, Durg 26627

42. Govt. District Library, Rajnandgaon 24100

43. Govt. District Library, Sarguja 8174


454. TECHNICAL SERVICES -

The process which the library does prior to books reaching the

shelf from book shop is known as technical service. This includes book

selection, acquisition, classification, cataloguing, preparation of shelf list,

and arrangement of books on shelves in a systematic way and so on. The

technical services are the foundation of the library services. The success of

readers services and library activities are solely dependent on the efficiency

and accuracy of the technical services. The major technical operations are

performed by only professional personnel. So far public libraries are

concerned, classification and cataloguing are common in technical services.

Classification -

According to Sayers “The book is the foundation of library,

and foundation o f librarianship is the classification”. Thus it is the prime

duty of technical staff and prime requirement of technical services.

Arrangement of books in a systematic way is necessary in order that

readers could find them in a helpful manner. “There is no more important

factor in the success of a library than the classification of books and other

material which form its stock. It brings the material together in subject

groups on the shelves and in the catalogues, and thus enables both librarian

and reader to find books easily. In short, classification is the primary key to

the assembling, finding, selecting, and rejecting of books” . Classification

of books in a library is natural, real, and necessary to the organisation of

reading material. There are many schemes of library classification. The

major scheme o f library classification are as under :

1. Dewey Decimal Classification (Melvil Dewey), 1876

2. Universal Decimal Classification (FID), 1905

3. Library of Congress Classification, 1904

4. Subject Classification (JD Brown), 1906

5. Expensive Classification (C.A. cutter), 1891

6. Colon Classification (S.R. Ranganathan), 1933

Colon and Dewey Decimal Classification schemes are more

popular than the other schemes of classification in public libraries of

Madhya Pradesh.

Three regional libraries follow Colon classification, while the

other two follow Dewey Decimal classification. Among the district

libraries, Thirty follow Colon classification, ten Dewey Decimal

Classification, while the remaining four do not follow any scheme of

classification. It shows that libraries in Madhya Pradesh mostly follow

Colon Classification.

Cataloguing -

Library catalogue is the key of the library collection. The

library catalogue reveals to the users what books are available in the library

and where they are placed. Keeping in view the aims and objectives and the

foundation of the catalogue it is the most essential to have upto date library

catalogue. Library catalogue is a fundamental tool in the hands of users to

help them to make efficient and effective use of library holdings. The

Classification provides fixed placement to books on the shelves which

represents the thought contents of a book. The alternative approaches of the

reader like author, title, series, collaborator, can be satisfied with the

catalogue.

Library catalogue provides maximum information about the

books such as author, title, edition, collaborator, subject, series and so on.

Catalogue has two forms - physical and inner forms. As regards the

physical form of the library catalogue the card form of catalogue is more

popular than other forms of catalogue. As regards the inner forms of

catalogue, mainly library catalogues are of two types; classified and

dictionary. In the dictionary catalogue all the entries are arranged in

alphabetical sequence. In classified catalogue main entries and cross

reference entries are arranged in classified order and other entries in

alphabetical sequence.

Card catalogue form is more popular in regional and district

libraries in Madhya Pradesh.

All the regional libraries have card form of the catalogue,

while out of 44 district libraries, 20 libraries have card form, 10 have

register form, and 14 do not have any physical form of catalogue.

Classified catalogue is more popular than dictionary catalogue

in the regional and district libraries.

Three regional libraries, have been cataloguing the books

according to Classified Catalogue Code, while the other 2 follow dictionary

catalogue, While twenty of the district libraries are doing cataloguing of the

books according to classified catalogue, 10 are having dictionary catalogue

and the rest 14 libraries have not been cataloguing the books according to

any regular form.

Stock Verification -

Stock verification is essential in the public library to find out

how may books have been lost during the specific period. This also helps to

find out not traceable documents and inspecting the condition of the stock

of the library’s reading material which helps the library to take necessary

steps for preservation of the collection. Generally librarians avoid stock

taking activities because librarians are generally held responsible for the

loss of books in libraries.

Stock verification of books is being carried out by all the

regional and district libraries.

One regional and 4 district libraries have no regular frequency

of stock verification, while one regional and 35 district; one regional and

three district; regional and 1 district library verify the stock at a regular

interval of 1 year, 2 year, 3 year and 4 year respectively. However there is

no prescribed rules for stock verification.

454. CIRCULATION WORK -

In the public libraries the loan system is regulated either by

maintaining separate accounts of each member in a ledger like in bank '

accounts or by readers ticket to the users. The five regional and 30 district

libraries have adopted brown charging system, while 14 district libraries

have adopted ledger charging system.

In Madhya Pradesh, all regional and district libraries do not

follow open access system. Very simple, reason behind this is lack of staff

and the librarian is held responsible for the loss of books. So Librarian do

not allow the open access.

The four regional and 35 district libraries issued one to two

books for Two weeks, whereas one regional and nine district libraries

issued more than two books for more than two weeks.

There is provision of over due charges in regional and district

libraries in the state. The rate of over due charge is five paise to ten paise

per day and per book.

The circulation of books in regional & district libraries is the

session 1996-97 are given in following table :

S.N. Name of Library No of Books

REGIONAL LIBRA RY

1. Maulana Azad Regional Library, Bhopal 16245





DISTRICT LIBRARY

1.- Govt. District Library, Raisen 11638

2. Govt. District Library, Rajgarh 8100











13’. Govt. District Library, Mandala 12367









22. Govt. District Library, Raigarh 16815













35. Govt. District Library, Mandsaur 6613










456. MEMBERSHIP -

The two regional and thirty district libraries provided

membership often charging registration fee upto Rs.5/- whereas three

regional and fourteen district libraries provided membership without any

registration fees. Four regional and thirty five district libraries ask for

deposit security near about Rs.20/- whereas one regional and nine district

libraries deposit more than Rs.20/-. Regional and district libraries do not

renew the membership of the member because libraries provided life long

membership to the members. The security deposited by the members is

refundable, if the member want to discontinue their membership.

The number of members o f Regional & district libraries are

given in following table :

Number o f Members

S.N. Name o f Library No o f Members

REGIONAL LIB R A R Y

I. Maulana Azad Regional Library, Bhopal 5892





DISTRICT LIBRARY

1. Govt. District Library, Raisen 1563

2. Govt. District Library, Rajgarh 1107











13. Govt. District Library, Mandala 552









22-. Govt. District Library, Raigarh 1722













35'. Govt. District Library, Mandsaur 1169










457. REFERENCE SERVICE -

Reference service is the bridge between books and reader^.

Reference service is very much closely related to all other services of the

library. It assists readers in the use of catalogue and helps in getting reading

material or information which they require. It also provides orientation to

the new members of the library.

Reference service involves :

(a) To help reader to make them familiar with the reference

tools and nature of library collection;

(b) To initiate and to instruct readers in the most effective

manner for utilising library resources; and

(c) To provide personal service to readers, which is

actually an informal and personal assistance in

interpreting the library collection.

Thus reference service helps the readers in many ways, and it

also satisfies the five laws of library science.

Regional and district libraries in the State of Madhya Pradesh

do not have separate reference section. Libraries have provision for very

limited and restricted reference service. By reference service they mean

only providing a book to a reader. But this is not the reference service. This

is rather the minimum service which a library can offer to a reader. No

library provides documentation, translation, abstracting indexing or

reprographic services to the readers. Even lists of new arrivals of books are

not prepared and supplied to the readers in the most of the libraries. Simple

reason behind it is lack of reference tools, lack of staff and lack of adequate

finance etc.

LIBRAR Y SER VICE FOR CHILDREN -/J

Regional library, Lashkar (Gwalior) has very good collection

for ‘Children’s library and museum. The regional library at Bhopal, Indore,

Jabalpur, and Rewa also have separate children’s sections. The district

library at Dewas has a separate section for children having good collection

of children’s books. So far district libraries are concerned, they do not have

separate sections for children and they have very limited collection of

children’s books.

LIBRARY SERVICE FOR HANDICAPPED READER -

Non-book material such as radio, television, video, motion

picture, phono records, and Braille literature can be used to serve the

handicapped readers.

In Madhya Pradesh the regional and district libraries do not

provide library service to the blind persons. When asked Do you provide

library service to the deaf and dumb readers ? Only 4 (four) regional

librarians replied ‘yes’ whereas all district and one regional librarian

answered ‘N o’. The reason behind it is that they do not have any media to

cater to this service.

There is an independent Braille library for the blind persons in

Bhopal under the control o f Panchayat and Social Welfare Department. The

district Library at Tulsinagar, Bhopal provides library service to patients.

An urge for more such exclusive libraries is being felt in the State.

LIBRARY SERVICE TO UNEMPLOYED PERSONS -

Regional and district libraries providing library facilities to the

unemployed persons in the State Libraries are subscribing on an average 6-

10 magazines and newspapers for their competition point of view. The most

popular magazines in all regional and district libraries are, Rojgar Nirman,

Rojgar Samachar, Employment News, Pratiyogita Nirdeshika, Competition

Success Review etc. Most of the magazines and newspapers are subscribed

in Hindi, as the state is a Hindi speaking one.

Village library services -

The village is a basic unit of social, economic and cultural life

of the Indian society. It is also a centre of political and administrative

activity. The public libraries should provide the library services to rural

area as well.

Department of Panchayat and Social Welfare is providing

library service in rural areas of the State. Regional libraries do not provide

any service to the rural areas. Some district libraries are providing village

library services. When asked, “Do you run deposit centres in villages ?

How many villages are you servicing ? What frequency do you use to

change the reading material ? The following table provides information in

this regard.

Only twenty district libraries are providing services to the rural

people. Those libraries are running deposit centres in the villages. Out of 20

district libraries 12 have 1-10 deposit centres, while eight have 10-20

deposit centres in different villages lying in their preview. Ten libraries

exchange the reading material in one month, six libraries in two months and

four libraries in more than two months period. There is no jeep or mobile

van for exchange o f reading material.

LIBRARY PUBLICITY -

Library publicity is interpretation of the services of the library

to its readers to inculcate in them a reading habit and an interest towards the

library. There is no use if the reader is unaware of its existence. Publicity is

one of the tools used in the process of making known the existence,

importance, and position of the library to one and all, and spreading the

news of facilities in order to increase the credit of library service. There are

several media for popularising the public libraries like book exhibition,

library lecture, display bulletin boards and posters, newspapers, library

weeks and personal contacts.

When asked “Do you publicise the library services and what

methods do you adopt” ? Three regional librarians answered ‘Yes’, and two

regional librarians ‘No’, Whereas ten district librarians answered “Yes” and

34 district librarians “No”. They are adopting publicity media like library

week, but displaying no notice boards, and personal contacts. Hence

majority of libraries are not taking interest in library publicity in the state.

46. LIBRARY STAFF :

Staff, as defined by the Random House Dictionary is, “a group

of persons charged with carrying out the work of an establishment or

executing some undertaking”. Library staff is a key device which a library

can use to cope with pressures from our increasingly complex clientele. It is

a special way of sharing the total professional and non-professional load. It

is no exaggeration to say that the success of a library depends largely on the

competence, calibre, quality and number of its professional staff. The best

of collection is no substitute for an effective and enthusiastic staff.

Therefore, besides a good collection of books, it is equally essential that the

staff employed are competent and qualified to fit the books and other

reading material to the desire, and needs of readers. The study staff of the

Madhya Pradesh is given below.

Categories o f S ta ff in Madhya Pradesh

Public Library staff in the State of Madhya Pradesh can be

divided into two categories - professional and non-professional. The

professional staff will include those who have qualified professional

education in librarianship. The following types o f persons fall into these

categories.

(1) Deputy Director, Libraries;

(2) Regional librarian;

(3) District librarian’

(4) Librarian lower grade; and

(5) Library assistant.

The non-professional staff does not require any professional

qualification. It includes accountant, upper-division clerk, lower division

clerk, book-lifter, peon and sweeper.

In Madhya Pradesh, Department of Education does not make

any separation between professional and non-professional staff. Library

Advisory Committee recommended that library department in the State

should make clear-cut separation between professional and non

professional work and entrust professional work to trained staff only.

Qualification o f S ta ff -

The department of education, government of Madhya Pradesh

laid minimum qualifications for library staff as under :

S. No. Designation Qualification

1. . Library A ssistan t H igher Secondary or equivalent with certificate

course in library science.

2. Librarian (Low er Grade) H igher Secondary or equivalent with certificate

course in library science.

3. D istrict L ibrarian (Upper grade) Graduate with Degree in Library Science.

4. Regional Librarian Graduate with Degree in Library Science and 3

years experience o f upper Grade (District Librarian)

5. D eputy D irector Libraries Graduate with D egree in Library Science and

minimum 3 years experience o f regional librarian.

6. . Lower D ivision Clerk Higher Secondary or equivalent with knowledge o f

typing (minimum 30 words p er minute) and

knowledge o f Hindi.

7. Upper D ivision Clerk Graduate or equivalent with knowledge o f typing

(minimum 30 words per minute) and knowledge o f

Hindi.

8. Accountant Graduate or equivalent with accounts knowledge.

9. Book Lifter Higher Secondary pass

10. Peon 8th Class pass.

Recruitment and selection -

In general, recruitment and selection of the library staff is

made as per State government rules. There are three provisions for

recruitment and selection of library staff in education department,

government o f Madhya Pradesh which are common for professional and

non-professional staff. The provisions for recruitment/selection is under :

1. Selection, direct recruitment;

2. Promotion of employees from lower grade to higher

grade

3. Transfer of persons who are already working in the

education department in temporary or permanent

capacity in the same cadre.

There are separate procedures of recruitment/selection and

promotion in respect to composition of committees for professional and

non-professional staff. Thus recruitment, selection and promotion fall into

two stages as under :

(i) Professional staff recruitment, selection and

promotion; and

(ii) Non-professional staff recruitment, selection and

promotion.

Professional staff, Recruitment, Selection and promotion -

Director o f Public Instructions is the appointing authority for

library staff in the State. The Director of Public Instruction advertise the

vacancy for required post. There is a Selection Committee for direct

recruitment o f lower grade librarian and upper grade librarian (District

Librarian) consisting of following members :

1. Officer nominated by Director of - Chairman

Public Instruction

2. Joint Director Public Instruction - Member; and

3. Deputy Director Libraries - Member

Secretary

According to the Recruitment and Promotion rules, 1973 all

the 100 percent posts of lower grade librarians in the scale of Rs. 1200-1850

are filled by direct recruitment. As against this 50 percent posts of district

librarians in the scale of Rs. 1400-2340 are filled in by promotion and rest

50 percent by direct recruitment. The persons who are graduates with

degree of Library Science and three years experience of lower grade

librarian in the scale of 1200-1850 are promoted to the upper grade (District

Librarian) in the scale of 1400-2340. There is a committee for promotion of

Librarians consisting of the following members.

l. Officer nom inated by Director o f Public Instruction Chairman

2. Joint D irector Public Instruction M em ber

3. Principal, College o f Education M ember; and

4. Deputy Director, Libraries M em ber Secretary.

All the posts of five regional librarians are in the gazetted class

II cadre in the scale of Rs. 1820-3300. and are filled by promotion from

among librarians working in the scale o f Rs. 1400-2340. So also, the post of

Deputy Director Libraries is Class I in the Directorate o f Public Instruction

which is filled by promotion from the cadre o f regional librarian.

Non-Professional S ta ff Recruitment, Selection and Promotion -

Recruitment and Selection of ministerial staff (L.D.C.) was

previously done at three levels as under :-

(a) Directorate level.

(b) Divisional level

(c) District level

Director of Public Instruction, Bhopal was the appointing

authority for the Directorate level. The selection Committee consisted of

the following m em bers:

(1) Director of Public Instruction or his

nominee

(2) Joint Director Public Instruction

(3) Deputy Director - establishment

(B) Divisional level -

Chairman

Member; and

Member

Secretary

Divisional level Selection Committee consisted of the

following members :

(1) Divisional Superintendent Education

or his nominee

(2) Principal, Higher Secondary School

(3) District Education Officer

(4) Deputy Divisional Superintendent,

Education establishment

Chairman

Member

Member; and

Member

Secretary

District level Selection Committee consisted of the followingmembers :

(1) Deputy Divisional Superintendent or Chairman

his nominee

(2) Principal, Higher Secondary School Member; and

(3) District Education Officer Member

Secretary.

Only 80 percent posts o f the Lower Division Clerks are filled

by direct recruitment and the rest of 20 percent posts are filled by

promotion from the lower cadre (Peon). At present, selection and

recruitment o f Lower Division Clerks is under the control of Junior

Selection Service Commission.

The posts of Upper Division Clerks, and Accountants are filled

by 100 percent promotion. There are two promotion committees at the

directorate level and divisional level for promotion. The directorate level

promotion committee consists of the following members :

(1) Joint Director, Public Instruction Chairman

(2) Deputy Director, Public Instruction Member; and

(3) Assistant Director, Public Instruction Member

Establishment Secretary

The Promotion Committee at the Divisional level comprises of the following members:

(1) Deputy Director, Education Chairman

(2) Principal, Higher Secondary School Member; and

(3) District Education Officer Member

Secretaiy

These above committees promote the employees as per rules

laid down by the Department of Education.

All the staff working in regional and district libraries are

government servants. They are getting salary and other benefits as per state

government rules, department of education. The public library staff in the

state of Madhya Pradesh is working in the following pay-scales;

S. No. Designation Pay Scales

1. Regional Librarian 1820 - 3300

2. District Librarian 1400 - 2340

3. Librarian (Lower Grade) 1200 -1850

4. Library Assistant 950 -1400

5. Accountant 1320-2040

6. Upper Division Clerk 1150-1850

7. Lower Division Clerk 950 -1450

8. ■ Book Lifter 800 -1200

9. Peon 750 - 945

10. Sweeper 750-945

If this pay scale and opportunities of promotion are compared

with teaching personnel, a lot of discrepancy is observed, though the

educational qualifications for the posts compared are same, and both come

under the department of education, Government of Madhya Pradesh. The

lowest post in regional library is of library assistant with a pay-scale of 950-

1400 while in teaching it is assistant teacher (LDT) with scale Rs.1200-

2040 the minimum qualification of both is the same (Higher Secondary and

BT/C.Lib). The Librarian, lower grade is scale and qualification wise

equivalent to assistant teacher. The next higher post of District Librarian

(Upper Grade Librarian) can be compared with teacher (UDT). The

respective pay scales are Rs. 1400-2340, and Rs. 1400-2640 while minimum

qualification is the same for both (graduate with B.Ed./B.Lib). The District

Librarian can be promoted to the post of regional librarian with a pay scale

of Rs. 1820-3300, while teacher (UDT) can be promoted to next scale of

Rs.2000-3500. The highest post in libraries is deputy director, libraries.

There is only one post of Deputy Director, Libraries.

If we see in general, the pay-scale are not much different, but

the promotion prospects are definitely less in libraries as compared to the

teaching line. Only 45 district librarians are there in the state while teachers

(UDTs) are in hundreds. Out of these 45 district librarians only five can be

promoted as regional librarians, while many more teacher (UDTs) can be

promoted to the post of Principal. Further, these principals can be promoted

to higher posts like Block Education Officer, District Education Officer etc.

The pay-scales of the ministerial staff are the same in libraries

and educational institutions.

Quantum o f S ta ff -

The following tables focus on the situation of library staff

working in regional and district libraries in the state o f M.P.

Position o f Staff in Regional Libraries ofMadhya Pradesh

Name of Libraries

Post

Rewa Gwalior Jabalpur Bhopal Indore Total

Professional

Regional librarian 0 0 0 0 0 0

Librarian 1 3 1 1 1 7

Library assistant - 1 - - - 1

Non Professional

Accountant 1 1 1 1 1 5

Upper Division Clerk 1 1 1 1 1 5

Lower Division Clerk 2 4 4 3 2 15

Book Lifter 2 3 4 5 2 16

Peon 5 8 6 6 6 31

Sweeper 1 1 1 1 1 5

Total 13 22 18 18 14 85

As mentioned earlier, the size of the staff depends upon the

library services to its users and formulation of structure of the public

library. The above table shows that a total of 89 persons are working in the

five regional libraries. However the post of regional librarian, Indore is

vacant from Oct. 1991. There are twelve professional and seventy seven

non-professional staff. It is found that regional libraries have not followed

the standard staff formula, hence inadequate quantum of staff in regional

libraries.

Each district library has one district librarian, one upper

division clerk and two peons. The position of library staff in district

libraries of Madhya Pradesh is given as under :

Position o f staff in district libraries o f Madhya Pradesh

Post Number Vacant Total

Professional

District librarians 26 18 44

Non-Professionals

Upper division clerks 44 00 44

Peons 88 00 88

Total 158 18 176

The above table indicates that there are total 176 persons are

authorised for 44 district libraries, out of which 44 are professional and 132

non professional staff. There are 18 posts are vacant of Professional staff.

The total quantum of staff in regional and district libraries is

265. There are 56 professional and 209 non professional staff working in

regional and district libraries, hence inadequate quantum of the staff in

regional and district libraries is observed. The department of education

should evaluate the basic requirements of the staff in regional and district

Libraries of the state of M.P.

JOB SATISFACTION -

Job satisfaction in an employee plays an important role in the

smooth and regular working of a system. For efficient and better services of

the library, the employees should be contented with their job and be fully

satisfied. If dissatisfied, the actual aims and objectives of the public library

can never be achieved. The reader will not be satisfied and proper

dissemination of knowledge will be lacking.

Various questions were floated to different librarians of district

and regional libraries regarding their job satisfaction with the existing

system such as :

1. If they have any promotion prospect ? the reply was

“yes” by three regional and 30 district librarians, while

the remaining said that the prospect are scarce, but a

common reply regarding the time o f promotion was “as

per rules of the government”, but “very little chances

exist”.

2. If they participate in their subject symposium; seminar,

conference etc., and if “Yes” do they get academic

leave, TA/DA and other allowances ? Two regional and

eight district librarians replied in affirmation, while the

rest said “No”.

3. If there is any opportunity to have study leave, during

job, if yes, for what period ? the reply from all the

regional and district librarian was “yes”, and “as per

rules”.

4. Do they get appreciation from local citizens ? The reply

was “ yes” by two regional and 15 district librarians,

while the remaining replied “no”.

5. If they get cooperation from Director of Public

Instruction (DPI) ? the reply was “yes” by two

regional and 18 district librarians,

6. Are they satisfied with their pay scale ? The reply was

“Yes” by two regional and four district librarians, while

the remaining librarians replied “no”.

7. Are they satisfied with their present job ? The reply was

“yes” by two regional and 15 district librarians. The

remaining librarians replied “no”.

Hence, majority of librarians working in regional and district

libraries are dissatisfied with their present job. The following reasons are

responsible for the wide-spread dissatisfaction among regional and district

librarians.

(a) Unsatisfactory pay - scale;

(b) Less opportunities for promotion;

(c) Holding the librarian responsible for loss of books;

(d) Non-availability of necessary equipment;

(e) Unsatisfactory service conditions;

(f) Want of desired respect in society;

(g) No provision for in-service training programmes;

(h) Less opportunity for attending seminars, workshops

and conferences; and

(i) Inadequate staff.

The situation needs improvement in Madhya Pradesh. It is

very clear that unless the staff members are satisfied with their pay scales

and service conditions, the state government and/or the society can not

expect the services to improve. It seems much remains to be done in this

respect in Madhya Pradesh. ^

47. Resources Sharing and Networking:

It has been found that the there is not a single public library is

utilising the computer facility and not yet made any plan for utilising this

facility in future. The question of network and networking of Public

libraries does not arise, because the primary requirement of network or

networking is the computerisation of the public libraries in Madhya Pradesh, that does not exist at all.

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