What is an accession register in a library?
What is an accession register in a library?
Accession Register in a Library: Meaning, Purpose, Importance, and Maintenance
Table of Contents
Introduction
Definition of Accession Register
Conclusion
Frequently Asked Questions (FAQs)
Below, you can use the accession register freely and easily.
1. Introduction
In Library and Information Science, record keeping is a fundamental activity for efficient library management. Among various records maintained in a library, the Accession Register holds a central position. It serves as the primary and permanent record of library materials. Every document entering the library is officially recorded in this register, making it an indispensable administrative tool.
2. Meaning of Accession Register
An accession register is a systematic record book or digital file in which details of all library materials are entered in the order in which they are acquired. Each item is assigned a unique accession number, which acts as its identity throughout its life in the library.
3. Definition of Accession Register
According to Library Science principles:
An accession register is an official and permanent record of documents added to a library, maintained in chronological order of acquisition.
4. Purpose of an Accession Register
The main purposes of maintaining an accession register are:
To record ownership of library materials
To provide a unique identity to each document
To help in stock verification
To maintain acquisition history
To support auditing and financial accountability
5. Importance of Accession Register in Library Management
The accession register plays a crucial role in:
Library administration – Acts as legal evidence of library property
Collection development – Shows growth of library collection
Stock verification – Helps detect loss, theft, or misplacement
Budget control – Tracks expenditure on books and other resources
Historical record – Maintains acquisition history permanently
Without an accession register, systematic library management is nearly impossible.
6. Types of Accession Registers
Accession registers may be classified into the following types:
6.1 Book Accession Register
Used for printed books and monographs.
6.2 Periodical Accession Register
Maintained for journals, magazines, and newspapers.
6.3 Non-Book Material Accession Register
Used for CDs, DVDs, maps, manuscripts, microforms, etc.
6.4 Digital Accession Register
Maintained in library automation software for e-books and online resources.
7. Essential Columns of an Accession Register
A standard accession register generally contains the following columns:
Accession Number
Author
Title of the Book
Publisher
Year of Publication
Edition
Price
Source of Acquisition (Purchase/Gift/Exchange)
Bill Number and Date
Remarks
These entries ensure complete bibliographic and financial control.
8. Accession Number: Concept and Significance
The accession number is a unique serial number assigned to each document when it is entered in the accession register.
Significance:
Acts as a permanent identity
Used during cataloguing and classification
Helps in circulation and stock verification
Never reused, even if the book is withdrawn
9. Procedure of Maintaining an Accession Register
The procedure includes:
Receiving the document
Checking physical condition
Assigning accession number
Entering complete bibliographic details
Stamping library ownership mark
Sending the document for classification and cataloguing
10. Accession Register in Automated Library Systems
With the advent of Library Management Software (LMS), accession registers are now maintained digitally.
Benefits of Digital Accession Register:
Faster data entry
Error reduction
Easy retrieval of records
Integration with circulation and OPAC
Backup and security
Popular LMS like Koha, SOUL, and Libsys include accession modules.
11. Difference Between Accession Register and Catalogue
| Accession Register | Catalogue |
|---|---|
| Records acquisition details | Provides access to documents |
| Administrative tool | User-oriented tool |
| Chronological order | Classified/alphabetical order |
| Permanent record | Dynamic record |
12. Advantages of Accession Register
Provides legal proof of ownership
Ensures accountability
Helps in collection analysis
Simplifies audit and inspection
Essential for library statistics
13. Problems in Maintaining Accession Register
Manual registers are time-consuming
Risk of human error
Physical damage or loss of registers
Space constraints for long-term storage
14. Best Practices for Accession Register Maintenance
Use durable registers or digital systems
Maintain neat and accurate entries
Never overwrite or erase entries
Regularly back up digital data
Periodic verification and review
15. Conclusion
The Accession Register is the backbone of library record management. It ensures systematic documentation, accountability, and transparency in library operations. Whether maintained manually or digitally, its role remains vital in both traditional and modern libraries. For students and professionals of Library and Information Science, understanding the accession register is fundamental to effective library administration.
16. Frequently Asked Questions (FAQs)
| S/N | Date | Title | Author | Pages | Place | Publisher | Published Date | Source of Acquisition | Barcode | Edition | ISBN | Currency | Price | Notes | Actions |
|---|
Comments
Post a Comment