Accession Register Method of Stock Verification in Libraries

Table of Contents

1. Introduction

2. What is the Accession Register?

3. Accession Register Method of Stock Verification

4. Components of an Accession Register

5. Step-by-Step Procedure for Accession Register Method

6. Advantages of the Accession Register Method

7. Limitations of the Accession Register Method

8. Best Practices for Using Accession Register in Stock Taking

9. When to Use This Method

10. Conclusion

11. FAQs

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Introduction

Stock verification is a key responsibility in library management, and the Accession Register Method is one of the oldest and most reliable techniques for this purpose. Even in the age of automation, many libraries, especially in developing regions and smaller institutions, continue to use this traditional approach.

This article explores the Accession Register Method of stock verification, how it works, its pros and cons, and best practices for ensuring accuracy and accountability.

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What is the Accession Register?

An Accession Register is a fundamental record in every library, listing all library materials in the order in which they were acquired. It serves as official proof of ownership, documenting essential information such as:

• Accession number

• Title of the book

• Author

• Publisher

• Cost

• Source of acquisition

• Date of acquisition

• Remarks (binding, loss, etc.)

Every item added to the library collection is recorded in the Accession Register, making it a master inventory record.

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Accession Register Method of Stock Verification

The Accession Register Method involves verifying the physical existence of every item listed in the accession register by matching each entry with the corresponding physical copy on the shelf.

In this method:

• The library staff uses the Accession Register as a checklist.

• Each entry is checked one by one by locating the actual item in the library.

• The presence or absence of the item is recorded, along with remarks about its condition or location.

This method is manual and time-intensive, but it remains a legally accepted and audit-friendly method in many institutions.

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Components of an Accession Register

A standard accession register typically includes the following columns:

Field	Description
Accession Number	Unique number assigned to each item
Date of Accession	Date the item was entered into the library
Title	Title of the book or item
Author	Name(s) of the author(s)
Publisher	Publishing company
Year of Publication	Year the book was published
Source of Acquisition	Donated, purchased, exchange, etc.
Price	Cost of the item
Call Number	Classification code
Remarks	Binding, loss, write-off, etc.

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Step-by-Step Procedure for Accession Register Method

Here is a detailed breakdown of the process:

Step 1: Prepare the Environment

• Choose a time when the library is less busy (e.g., semester breaks).

• Assign staff to different sections.

• Ensure that the accession register is up to date.

Step 2: Gather Materials

• Accession register

• Stock verification sheets

• Pens/highlighters

• Notes or stickers for missing/damaged books

Step 3: Start Verification

• Begin with the first entry in the register.

• Locate the physical book with the matching accession number.

• Tick the item as "found" if present.

• If missing, note it as "not found/missing".

• Check the condition and shelf location.

Step 4: Record Observations

• Note issues such as:

  • Damaged books

  • Wrong shelving

  • Lost items

  • Duplicates

• Use consistent symbols (✓ for present, ✗ for missing, D for damaged, etc.)

Step 5: Compile Reports

• Prepare a Stock Verification Report including:

  • Total items verified

  • Missing items

  • Items needing repair

  • Discrepancies between accession and shelf

Step 6: Take Action

• Investigate and try to trace missing items.

• Write off untraceable losses as per institutional policy.

• Update catalog and LMS (if available).

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Advantages of the Accession Register Method

Advantage	Explanation
Simple and Traditional	Easy to understand and implement
Legal and Audit-Friendly	Often accepted by auditors and regulatory bodies
No Technology Needed	Ideal for small or rural libraries
Accurate Record of Ownership	Offers an official record of every item acquired
Historical Record	Provides long-term data for archival or legal purposes

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Limitations of the Accession Register Method

Limitation	Explanation
Time-Consuming	Especially for libraries with large collections
Prone to Human Error	Manual checking can lead to oversight
Not Integrated with Circulation Data	Needs separate effort to match with LMS or circulation
Poor Suitability for Digital Resources	Cannot track eBooks or online subscriptions
Difficult to Scale	Inefficient in academic or research libraries with 50,000+ items

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Best Practices for Using Accession Register in Stock Taking

• Keep the accession register updated and well-maintained

• Use pencil or sticky notes for marking during verification

• Involve trained library staff and assistants

• Regularly backup or digitize the register for safety

• Maintain a Loss Register for tracking missing books

• Use this method in combination with shelf lists or OPAC reports

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When to Use This Method

The Accession Register Method is most suitable for:

• School Libraries

• Small College Libraries

• Rural or Semi-urban Libraries

• Libraries without Automation

• Special or Private Libraries with limited staff

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Conclusion

The Accession Register Method of stock verification is a time-tested and audit-compliant approach for maintaining a reliable and accountable library collection. While modern libraries may lean towards digital solutions, the value of a well-maintained accession register remains unparalleled in traditional setups. For librarians managing small to medium-sized libraries, this method offers a cost-effective, transparent, and systematic way to ensure collection integrity.

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FAQs

1. Is the accession register legally required in libraries?

Yes, in many institutions, it serves as the official record of acquisition and is often reviewed during audits.

2. How often should stock verification using this method be done?

At least once a year, or more frequently depending on library policy.

3. Can this method be combined with other methods?

Yes, it can be combined with shelf list or catalog-based verification for better accuracy.

4. What should be done if a book is missing during verification?

Record it as missing, attempt recovery, and write it off if untraceable according to library policy.

5. Can the accession register be digitized?

Yes, many libraries now maintain digital accession registers using spreadsheets or LMS platforms.

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