Unit 7 Library Records | IGNOU CLIS I BLII - 011 I

Certificate Programme in Library and Information Science (CLIS)
The CLIS Programme comprises four courses . The courses are as under:
BLI-011: Libraries: An Introduction
BLII-012: Document Processing and Organisation
BLII-013: Information Sources and Services
BLII-014: ICT in Libraries

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Libraries maintain different types of records to exercise control over its routine functions as per established norms. Some records are created prior to the period the library becomes operational; the others are created and captured in the course of conduct of library operations and services. As a student of library science you must learn and understand about the nature and type of such records and their functions in the context of library work. In this Unit we are going to study library records, their meaning, need, kinds and the roles that records play in various sections of a library.

Records are created and captured by individuals or organisations in the course of conduct of their affairs. Most records are evidences of administrative, executive, service or work related transactions. Traditional records formats include letters, minutes, memoranda and reports, etc. The electronic record formats include spreadsheets, databases, e-mails and facsimiles. In some ways, what technology has done is to redefine
traditional records formats. For example, e-mail is very similar to a letter. It is the fact that it is transmitted electronically that differentiates e-mail from letters.

Records in library terminology are documents containing details of processes, activities and results of some functions of either the whole organisation or a part of it. Records bring uniformity in library tasks and serve as standard for evaluation of performance. They are used as supporting documents for new proposals and serve as source materials for compiling the history of the library. They also help meet audit scrutiny and justify the need for library as a social institution. Records can be divided into various categories by using different criteria such as their life span, contents and form of presentation of information. Library records are maintained in the form of ledgers, registers, files and cards/ slips.

The records keep on accumulating as transaction proceeds and by the time the activity is over, records take the shape of documents providing complete details of the history, process and outcome of the activity. The activity may be about making of a policy, carrying out an operation, or introducing a new service. In this context, records are perceived as a ‘snapshot’ of an action or event. They offer a picture of something that
happened.

The Certificate Programme in Library and Information Science (CLIS) is being launched with an objective to cater to the staffing needs of rural libraries as well as for imparting basic skills and training in library management. Since most rural libraries are being managed by untrained persons, it will provide them an opportunity to take up basic training in library and information science profession.

Trained human resources are required to occupy various lower positions in libraries, documentation centres and information centres/institutions in the country. For instance, professionally trained human resource at different levels is necessary to manage libraries in schools, colleges, universities, government departments, commercial and industrial establishments, scientific research institutions, R&D establishments, public libraries, etc., set up by central, state governments, local and corporate bodies. To meet the above requirement, IGNOU initiated the CLIS Programme in distance education mode. In this mode, education is imparted through different media, such as printed lessons, audio/ video programmes, counselling, tele counselling, interactive radio counselling sessions and face- -to-face interactions with the counsellors in the study centres. This approach provides certain degree of flexibility and obviously helps in self-learning process. Modern communication technologies are utilised for imparting educational inputs to students in a relaxed and convenient manner, while counselling at study centres intended to provide the students the opportunity of periodic face-to-face interaction with the tutors.