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Mastering these skills will help you keep library collections relevant and organized, making a real difference in information services.
Compiled by: Julius Mwangi
Information circulation services form a critical part of library operations, ensuring that users have timely access to the materials they need for learning, research, or leisure. Performing charging and discharging of information materials involves managing the processes by which library users borrow and return resources under clearly defined rules and systems. In Kenya, libraries ranging from university libraries to county public libraries rely on efficient circulation protocols to maintain resource availability and accountability. This chapter focuses on the issuance of information materials, the rules governing their use, the different charging systems employed, and the practice of inter-loaning to expand access beyond a single library's collection.
Issuing information materials, also called charging, is the core lending service of a library. It covers the rules and procedures that decide how users borrow materials, the systems used to record each loan and the arrangements for borrowing from other libraries. Clear rules protect the collection and make access fair, and a reliable charging system lets the library know at any time where each item is and who has it. Libraries ranging from small community libraries to university libraries apply these rules in ways that suit their size and users.
The rules and regulations on issuing materials are the framework within which borrowing and returning take place. They are normally written in a policy manual or in the library's circulation policy, so that every member of staff and every user applies and understands the same rules.
The procedure for issuing a material follows the rules: the user presents the library card, the staff member confirms that the user is registered and has no fines or restrictions, the item is identified by its barcode or accession number, the loan is recorded with the due date, and the user receives a receipt, a date-due slip or a notification. The same steps apply whether the work is done by hand or on a computer.
Users must register formally and give identification and contact details before they borrow. Different user groups, such as students, staff and external members, may have different borrowing privileges, and staff often have longer loan periods. A registered user is responsible for every item issued in his or her name, including any damage or loss.
Libraries set a standard loan period in the circulation policy, and it may differ with the type of material. A user may renew a loan when no one else has reserved the item, which keeps access fair. Penalties for late return encourage users to bring materials back on time so that others can use them.
Some materials, such as encyclopaedias and rare books, are for use in the library only. Items in high demand may be placed on reserve with short loan periods or in-library use only. Users must follow the care guidelines, and fines or replacement costs are charged for damaged or lost items.
A fine is normally calculated for each day an item is overdue. When an item is lost the user pays the cost of replacing it together with an administrative charge, and a user who persistently defaults may lose borrowing rights until the debt is cleared.
A charging system is the method the library uses to record the issue and return of materials, so that every loan can be traced and every borrower held to the rules. Libraries choose a system according to their size, their equipment and the number of users. The traditional manual systems use cards and trays, and the two named in the curriculum are the Browne and Newark systems.
In the Browne charging system the borrower is given tickets, usually a set equal to the number of items he or she may borrow, and each book carries a book card kept in a pocket. When a book is issued, the book card is placed in one of the borrower's tickets, the date due is stamped, and the ticket with the book card is filed in the library's charging tray until the book is returned. Because each borrower has only a fixed number of tickets, the system also limits the number of books that one borrower can have out at one time.
In the Newark charging system each book carries a book card in a pocket and a date label. When the book is issued, the borrower's name or number is written on the book card, the date due is stamped on the book card, on the date label in the book and on the borrower's card, and the book card is kept at the desk until the book is returned. Because the book card carries the borrower's name or number, the library can find quickly who has a particular book.
Manual systems record loans on borrower cards, book cards and registers by hand. They cost little and are simple, which suits small or rural libraries, but they need much staff time and errors are common. Tracking overdue items and fines is slow without automation.
A computerised system uses library management software such as Koha to record loans, due dates and fines. It speeds up transactions, produces reports for management and can send reminders by email or SMS to reduce late returns.
In a self-service system users scan their card and the items at a kiosk to borrow or return materials without help from staff. It shortens queues and frees staff for other work, and security tags and gates at the exit prevent items from being removed without being charged.
A library that is moving to automation may use manual and computerised charging together and keep a manual record as a backup. This helps when equipment fails or the power is off.
Inter loaning, or interlibrary loan, is a service in which a library borrows materials from another library for its users. It widens access beyond the library's own collection, which is useful where some materials are scarce or specialised.
It allows users to reach books, journals and audiovisual materials that are not held locally. It lets libraries share resources, so that no library has to buy everything, which helps libraries to make good use of limited budgets. It supports research by giving access to a wider range of scholarly material.
In reciprocal borrowing, libraries agree to lend materials to each other's users on shared terms. In document delivery, copies of articles or chapters are sent electronically or by post so that the original does not travel. In consortium arrangements, groups of libraries form a formal network, share their catalogues and run the service together.
The borrowing library sends a formal request giving the details of the material. The lending library checks availability and the terms of the loan. The item is lent for an agreed period and returned under agreed conditions, and the user is told when it arrives and how to use it.
Delivery can be slow, especially to remote places, and handling and transport raise the risk of damage or loss, so careful packing is needed. Differences between libraries in lending rules and charges can also complicate agreements.
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Create a free accountThis chapter covered the essential processes involved in performing charging and discharging of information materials within a circulation service. It began with an explanation of the rules and regulations guiding the issuance of materials and detailed the procedures to be followed to ensure proper control and accountability. The discussion then moved to the various categories of charging systems used to manage lending, including how inter-loaning operates to facilitate resource sharing between institutions. Next, the chapter addressed the check-in process, emphasizing accurate recording of returned items to maintain up-to-date inventory. Sorting of information materials was explored, highlighting the importance of organizing both general and reference materials to support efficient access. The topic of shelving followed, describing how materials should be arranged systematically to aid users in locating resources quickly. Finally, the chapter examined the provision of circulation services, stressing the role of staff in supporting users and maintaining smooth workflow in information dissemination. Together, these topics provide a comprehensive guide to managing the flow of information materials in service environments.
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