How to make accession register for library?

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How to make accession register for library?

Creating an accession register for a library is essential for maintaining proper records of books and resources. Here’s a step-by-step guide to making an effective accession register: Below in this article practice and feel the real accession register experience.

1. Decide the Format: Physical or Digital

You can maintain the accession register in two formats:

  • Physical Register – A manually written record book.
  • Digital Register – A spreadsheet (Excel, Google Sheets) or library management software.

2. Define the Required Fields

An accession register should have specific fields to record details of each book. Below are the common fields:

Field Name Description
Accession Number A unique number assigned to each book
Date of Entry The date when the book was added
Title The name of the book
Author(s) The writer(s) of the book
Publisher The name of the publishing company
Edition The edition of the book
Price The cost of the book
Source of Acquisition Where the book was obtained (purchase, donation, etc.)
ISBN The International Standard Book Number
Subject Classification The subject category of the book
Remarks Additional notes (condition, special collection, etc.)

3. Assign Unique Accession Numbers

Each book must have a unique Accession Number for easy identification. The numbering should be sequential, such as:

  • 0001, 0002, 0003...
  • LIB001, LIB002, LIB003...

Tip: If using a digital register, you can automate accession number generation.

4. Enter Book Details

Once you receive a new book, fill in all the details in the accession register. For a physical register, use a ruled ledger book. For a digital register, enter details in an Excel sheet or library software.

5. Keep the Register Updated

  • Regularly record new acquisitions.
  • Mark missing or damaged books.
  • Update withdrawal records for old books.

6. Digitize for Better Efficiency

For better management, consider using library management software like:

  • Koha
  • eGranthalaya
  • LibraryThing
  • Excel-based catalog

These tools help in quick searching, categorization, and automation.

7. Maintain Backup Copies

For a physical register, keep photocopies or scanned copies.
For a digital register, create periodic backups in cloud storage or external drives.

Example Format in Excel

Accession No. Date Title Author Publisher Price ISBN Source Remarks
0001 01/03/2025 The Great Gatsby F. Scott Fitzgerald Scribner $10 978-0743273565 Purchased Classic Literature
0002 02/03/2025 Atomic Habits James Clear Penguin $15 978-0735211292 Donation Self-Help

Conclusion

An accession register is a crucial tool for managing library books efficiently. Whether maintained physically or digitally, it ensures proper documentation, quick retrieval, and legal compliance. A well-organized register helps track books, prevent duplication, and streamline library operations.


Sample  accession register for a library

Create some samples here and feel the experiences of the library accession register.
Library Accession Register

Library Accession Register

Add Book Details


Book Details

No Date Accession Number Title Author Edition Publisher Place of Publication Published Year ISBN Number Price Note
Total Books: 0

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