Management on Improving the Condition of Library

SIEW WENG KEONG

School of Mechatronic Engineering
University Malaysia Perlis
Ulu Pauh, Perlis
Email: [email protected]
Abstract The management and production used on the
ways to improve condition of library will be introduced in this
paper.

I. STOCKTAKING
Stocktaking is done to find out if all stock in the
library is still there. For security reasons at the end of every
term ask students and staff to return all their books to the
library. At least once a year, you should take an inventory,
which means checking to see if any of the materials listed on
the shelf list are missing from the library. Close the library
for a day (or more) and put all the books in order on the
shelves. Starting at the beginning of the shelf list, check to
see if every book listed is present. This is easiest with two
people - one to read off the titles from the shelf list and
another to look for the books on the shelves. If a book is
present, write the date and a check mark on the shelf list (at
the bottom of the book card or in the margin of the
notebook). If the book is missing, check to see if someone
has borrowed it. If someone has, write out on the shelf list
next to the date. If the book cannot be found and no one has
borrowed it, write missing on the shelf list and move on to
the next book. The book may simply be shelved wrong, in
which case you will find it later.

When the inventory process is completely done,

make a list of the books still missing. Give a copy of the list
to the library committee and post a copy in the library. Over
time, some books may be returned. If there are many items
missing, you may need to improve security at the library
and/or start an inquiry to discover what happened to the
books (see Controlling Theft). You could even offer a small
reward for their return.
To minimize the rate of losing book in the library,
there are some rules need to be enforced:
Decide how many books each student can borrow

Figure 1: Books arranged alphabetically and easier to do

inventory later.

Decide how long a student can keep a borrowed

book

One book is probably enough, especially if you

do not have a large stock at your library.

A week is about the right length of time for

most students to read a book of their choice. It
might be easier for the teacher-librarian if all
books are returned on the same day of the
week, for example Thursday, especially if this
is the day when the library club meets. Then
library club members can help put books back
on the shelves.

Decide whether to charge fines for those late

returning books

Some librarians worry that if they lend books, a

few will not be returned to the library by the
correct date, as stamped or written on the return
date label.

The longer the delay before the book is

returned the more money the borrower will
owe. No other books can be borrowed by that
person until they pay their library fine.

The aim is that students and staff will dislike

paying fines so they will remember to return
the book they have borrowed on the correct
day. If you tell people that they can borrow the
book again if they have not finished it, they
may also be encouraged to return the book on
the day stamped (or written) in the date label.

Fines are useful because everyone is treated the

same way and the money raised can help to pay
for book repairs and new titles.

If you decide to charge fines for overdue, lost

or damaged books, make sure you explain the
rules well and make a simple-to-understand
poster.

without first trying to find out why (e.g. it may have been
shelved wrong or the title may be confusing).
It may make committee members feel better about
removing books from the library if you can find another use
for them. You could try to sell unwanted books to raise
money for new materials (do not sell donated books if this is
against the donor organisations regulations). Merchants
may be willing to purchase old newspapers to wrap
merchandise. Giving away back issues of magazines may
encourage people not to take current issues. If there is a
problem with the reading level, language or subject of the
books, you could try to find another library that can use
them. For example, a rural library might give a book on
urban planning to a city library. You should never sell or
give away books that contain outdate or false information.
These books should only be used for scrap paper or fuel. If
the committee absolutely opposes removing books from the
library, try to get permission to at least take some books off
the shelves.

II. WEEDING
Weeding a library serves much the same purpose as
weeding a garden. Removing worn or damaged books
makes room for new materials. It improves the appearance
of the library and encourages people to take good care of the
books. The yearly inventory gives you the chance to see if
each book is in good condition. If not, you shousld set it
aside to mend or permanently remove it from the library.
Some books may be in perfect condition, but are
really not appropriate for the library. Their contents may be
old and outdate -perhaps even dangerous. They may be the
wrong reading level for your library users or written in a
language they do not speak. Community members may not
be interested in certain books because they contain
information that is unrelated to their culture, customs or
situation. It is sometimes difficult to convince members of
the library committee that weeding is necessary. To avoid
criticism, you should try to gain their support before
removing any books.
In the section Getting Materials, we worked with
the community to create a collection policy. Use this
collection policy now to remind the committee which
subjects are most important to the community. Books on
other topics may be taking up space that could be used for
more useful materials. The circulation notebook described
above is a record of which books have been borrowed from
the library. You can use it to find out how many people have
read a particular book. If no one has borrowed a book for a
long time, it may mean that people are not interested in it.
There may be other reasons, however, why people do not
borrow a useful book. Showing that outdate or inappropriate
book is not being used supports removing it, but do not
remove a book simply because it has not been borrowed

Figure 2: Crew method of weeding

III. CONTROLLING THEFT

For most school libraries the biggest problem is
security. It is important that your library room is secure. The
best way to stop theft is by making it difficult for anyone to
take books. Put locks on the door and make sure that
windows can be closed with shutters, glass or close-fitting
bars. Mosquito netting makes it difficult to pass books out
of the window. If books are kept in a shared form room, if
windows arc broken or covered by torn mosquito gauze, of
if staff regularly forgets to lock doors, books will go
missing. Librarians say your library stock will be safer if it
is kept in a separate room or building, with only one
entrance/exit and with the teacher-librarians desk placed
near the door. It is recommended that you lock your library
when staff or library monitors are not in the room.
Another way to improve security is to keep
essential textbooks in lockable cupboards. If you decide to

do this, make sure a list of titles is pinned up where students

can easily see it and ensure you have regular times when
they can use these books. This practice helps protect the
stock and students continue to come to the library, if all the
important books are lost students will never come after the
library. Glass-fronted, lockable bookcases are needed for the
most desirable books, such as school textbooks. This keeps
important stock safe and allows students to see which books
are available during supervised study times.
Unfortunately, there is no way to completely
prevent book theft. Most libraries should expect to lose
some books over the years and include the cost of replacing
them in the budget. The surest way to prevent theft is also
the most drastic -keep all the books under lock and key and
only let users read them under supervision in the library.
Since storing books in locked cabinets and only allowing
the librarian to retrieve them is neither practical nor
desirable for many libraries, try using some of the methods
below to limit theft:
Community education
- Explain how removing books from the library
hurts everyone and ask people to be on the
lookout for missing books. In particular, you
might ask parents and teachers to set a good
example and encourage responsible book use
by members of their families. You should also
make sure that merchants know what the
library stamp looks like and where library
books are stamped.

Labels the books

Be sure to stamp them in more than one place
using ink that will not rub off.
- One good place to stamp them is along the
edge where the pages come together because it
is hard to remove marks from this area.

Keep accurate records

- People are less likely to steal if they think they
will be caught.
- You can find out which books are missing by
doing regular inventories. You can identify
borrowers who do not return books by keeping
a circulation notebook.

Put wire mesh on all the windows

- To prevent from passing the books through it.

Limit to only one door

It is easier for the librarian to keep an eye on
people if they must enter and exit through the
same door.

Take a deposit

Require users to leave money or something

else of value in exchange for the books.
Return the money when they return the books.
The shoes of students will be confiscated for
who do not return books on time. Needless to
say, the students usually bring the books back
quickly!

Check bags
Ask people to leave their bags with the
librarian while using the library.

Use magazine folders

- Magazines and newspapers are small and easy
to remove from the library.
- You can make it harder for people to take them
by putting the current issues inside a large
folder made of stiff paper or cardboard and
passing a tiny lock through a hole punched in
the folder and magazine or newspaper.
- You can reuse the folders and locks for new
issues as they come in. Back issues are less
likely to be stolen.

Keep valuable books in library

- Dont let anyone to borrow the books that
cannot afford to replace.
- Only allow user to read it in library.

Figure 3: Example of magazine holder

Though it may be impossible to completely stop
book theft, using the methods above can help to reduce
losses. Over time, these techniques, when combined with
community pressure, may have excellent results.

IV. TAKING GOOD CARE OF BOOKS

Books are made of paper, which is a delicate
material prone to damage - particularly in tropical climates.
This means books will he easily spoilt if they are stored
carelessly or handled roughly. Books are also difficult and
expensive to obtain in school libraries throughout the world.
For these two reasons it is important to take extra care to
keep books in good condition.
Taking good care of books can keep library books
in good condition the teacher-librarian must anticipate
problems. These range from coping with adverse weather
conditions to pest infestation in the library. The simple
methods work best. The library committee should ensure the
library is secure and weatherproof. Stop students from
eating in the library, and try to sweep the floor and dust
shelves regularly. You could encourage library monitors to
make a cleaning schedule so that some cleaning jobs are
done every day in the library.
The cleanliness of a library is important. Nothing is
more dispiriting than walking into a library where the books
and shelves are covered with dust and it is necessary to wipe
the chair and table with a handkerchief before sitting down.
When you have been dumped in the small room, commonly
known as a library (just because it contains books for the
school) you will see that keeping a library clean is not easy.
Here are some things that damage books and some
steps UniMAP library can take to fight them:
Moisture
- Moisture is a disaster for any library.
- It dissolves paper and glue and encourages the
growth of mould.
- The best way to fight the damp is to make sure
that the roof and walls of the library are watertight and that there is good ventilation.
- Using shelves with open backs promotes the
flow of air.
- Leave enough space between the shelves and
between shelves and the wall to allow air to
circulate.

Direct sunlight
- The sunlight makes paper brittle and yellow.

A way to fight against them is using curtains,

blinds or shutters to shield books from direct
sun.

Dirt
- One way to protect books from dirt and
damage is to cover them.
- You can use old paper, plastic bags, special
plastic covering available at bookshops or
other materials to cover the books.
- The method shown below works well with old
newspapers. If you cover the books with paper,
remember to put a spine label on the cover as
well as the book.
- You should also write the author and title on
the front and spine of the new cover.

Figure 4: Steps to cover book.

Insects
- Insects love to eat paper and glue.
- Regularly removing the books from the
shelves and dusting them with a soft dry cloth
(never use water) will help dislodge any
insects that have crawled between the pages. If
your shelves have legs, you can put them in
cans filled with water and a thin layer of oil,
soap, or kerosene.
- You can also fill the cans with a solution made
by soaking tree leaves in warm water
overnight (replace this solution weekly). Be
sure to move the shelves out from the wall or
the insects will climb up that way instead.
- Never spray chemical insecticide directly on
the books because it can damage the paper and
may be unsafe for readers to handle.
- Talk to your local agriculture extension agent
about safe plants, herbs and natural
compounds you can use to repel insects.
- If the shelves dont have legs, consider putting
them on bricks or blocks of wood treated as
described above.
- Insects cannot eat metal bookshelves.
However, if you have metal bookshelves you
may have problems with rust, which also
spoils books.

Damaged covers
- Damage to the book cover will weaken the
book and pages will fall out.
- Use a dust jacket (you can make this yourself
using strong paper or sticky-back plastic) and
strengthen weak areas with strong tape.
- Explain to students that bending a books spine
will cause it to snap just like a bone.

Lost pages
- If you cannot find the missing pages, the book
(especially if it is a story book) should be
removed from the library.
- If you find the pages, you could try to stick
them back into the book, or even sew them.

Sticky pages
- These are caused by readers making dirty
finger marks on pages or by eating food as
they read.
- Stickiness can result in the page tearing.
- Sometimes wiping a damp cloth carefully over
the sticky bit will clean up the pages.

Figure 5: Protecting shelves from insects

People
- It is important to educate library users
(especially children) to care for the books they
borrow or use in the library.
- They should always handle them gently with
clean hands.
- They should never spill food or wax on them
or tear or fold the pages.
- They should use a bookmark to keep their
place instead of laying the book down with the
pages open (this can crack the spine).
- They should never shut thick objects, such as
pens, between the pages.
- The librarian should post the rules for handling
the books, and any fines for damaging them,
on a large colourful sign in the library
- If a page is torn, apply transparent tape to both
sides of the page so that the ends overlap and
stick to each other. Then trim off the excess.
- Erase pencil marks by stroking gently in one
direction with a soft eraser.
- Never wet or wash the books.
- To make paperbacks last longer, glue
cardboard to the insides of the covers. Then
reinforce the spine with tape so that the covers
do not rip off.
Here are some tips on how to repair or prevent
damage caused by borrowers:
Corners folded back
- Some people like to remember where they are
in a book by folding down the corner of the
page.
- This spoils the book, weakens the page and is
annoying for the next person who reads it.
- Solve this problem by encouraging students to
use bookmarks.

Figure 6: How to repair a book with glue

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