Library Administration and Management

265 Pages·2013·2.41 MB·English

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Edited by:
Reena Kapoor
LIBRARY ADMINISTRATION
AND MANAGEMENT
Edited By
Reena Kapoor
Printed by
EXCEL BOOKS PRIVATE LIMITED
A-45, Naraina, Phase-I,
New Delhi-110028
for
Lovely Professional University
Phagwara
SYLLABUS
Library Administration and Management
Objectives: To make the students understand the below mentioned concepts such as:
(cid:2) Planning the acquisition of materials
(cid:2) Negotiating borrowing materials from other libraries
(cid:2) Selection of library materials
(cid:2) Stacks maintenance
(cid:2) Fee collection
(cid:2) Membership management
(cid:2) Budget management
Sr. No. Description
1. Library Administration: Function and principles, Library Authority and Library
committee.
2. Personal Administration in Libraries: Definition, Aims, importance, Functions,
Job analysis, Job Evaluation.
3. Library Staffing: Importance, Nature and function of staffing, Staff management,
recruitment.
4. Library Finance: Principles, Financial Resources, Methods.
5. Budget: Introduction, Budgetary Classification, Practical Procedure, Budget
allocation.
6. Accounting: Factors and Purpose.
7. Acquisition Section: Book Selection, Book ordering, Accessioning and processing.
8. Circulation Section: Charging & Discharging system, Library rules, Maintenance
work.
9. Periodical Section: Types of Periodicals, Selection Tools, Ordering Procedure,
Record System. Display of Periodicals.
10. Record and Reports: Library record, annual records, Library Statistics
CONTENT
Unit 1: Library Administration and Management 1
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Unit 2: Library Authority and Communities 25
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Unit 3: Personnel Administration in Library 45
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Unit 4: Job Analysis and Evaluation 55
Seema Sharma, Lovely Professional University
Unit 5: Library Staffing 82
Seema Sharma, Lovely Professional University
Unit 6: Library Finance 100
Jovita Kaur, Lovely Professional University
Unit 7: Budgeting 118
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Unit 8: Library Accounting 139
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Unit 9: Acquisition Section 152
Jovita Kaur, Lovely Professional University
Unit 10: Circulation Section 175
Jovita Kaur, Lovely Professional University
Unit 11: Library Rules and Maintenance Work 195
Seema Sharma, Lovely Professional University
Unit 12: Periodical Section 214
Seema Sharma, Lovely Professional University
Unit 13: Records and Reports 232
Reena Kapoor, Lovely Professional University
Unit 14: Library Statistics 244
Reena Kapoor, Lovely Professional University
Reena Kapoor, Lovely Professional University Unit 1: Library Administration and Management
Unit 1: Library Administration and Management Notes
CONTENTS
Objectives
Introduction
1.1 Administration of Library
1.1.1 Levels of Management
1.2 Administrative Functions
1.2.1 Planning
1.2.2 Organizing
1.2.3 Staffing
1.2.4 Directing
1.2.5 Controlling
1.3 Management
1.4 Basic Principles of Management
1.4.1 Henri Fayol’s Principle of Management
1.4.2 Taylor’s Principles
1.4.3 Barnard’s Principles
1.5 Library Management
1.6 Management Theories
1.6.1 Classical Organization Theory School
1.6.2 The Behavioural Approach
1.6.3 Theory X and Theory Y
1.6.4 Management by Objectives
1.7 Functions of Administration Department
1.8 Summary
1.9 Keywords
1.10 Review Questions
1.11 Further Readings
Objectives
After studying this unit, you will be able to:
(cid:2) Explain the term 'administration'
(cid:2) Describe the administrative functions
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Library Administration and Management
Notes (cid:2) Explain the basic principles of management
(cid:2) Enumerate the function of administration department
(cid:2) Discuss the management theories
Introduction
This unit will introduce you to the concepts of Administration of library and management.
It will give you a clear understanding of the administrative functions, principles of management,
management theories, library authority and library committee.
1.1 Administration of Library
Library administration means managing the performance of the operations and other activities
of a library and then finally making important decisions. Administration can be defined as the
act or process of administering, especially the management of a government or large institution
in order to achieve the goals and objectives.
According to Theo Haimann, “Administration means overall determination of policies, setting
of major objectives, the identification of general purposes and lying down of broad programmes
and projects”. It refers to the activities of higher level. It lays down basic principles of the
enterprise. According to Newman, “Administration means guidance, leadership & control of
the efforts of the groups towards some common goals”.
Whereas, management involves conceiving, initiating and bringing together the various
elements; coordinating, actuating, integrating the diverse organizational components while
sustaining the viability of the organization towards some pre-determined goals. In other words,
it is an art of getting things done through and with the people in formally organized groups.
Management and administration may seem the same, but there are differences between the two.
Administration has to do with the setting up of objectives and crucial policies of every
organization. What is understood by management, however, is the act or function of putting
into practice the policies and plans decided upon by the administration.
Administration is a determinative function, while management is an executive function. It also
follows that administration makes the important decisions of an enterprise in its entirety,
whereas management makes the decisions within the confines of the framework, which is set up
by the administration.
Administration is the top level, whereas management is a middle level activity. If one were to
decide the status, or position of administration, one would find that it consists of owners who
invest the capital, and receive profits from an organization. Management consists of a group of
managerial persons, who leverage their specialist skills to fulfil the objectives of an organization.
Administrators are usually found in government, military, religious and educational
organizations. Management is used by business enterprises. The decisions of an administration
are shaped by public opinion, government policies, and social and religious factors, whereas
management decisions are shaped by the values, opinions and beliefs of the mangers.
In administration, the planning and organizing of functions are the key factors, whereas, so far
as management is concerned, it involves motivating and controlling functions. When it comes
to the type of abilities required by an administrator, one needs administrative qualities, rather
than technical qualities. In management, technical abilities and human relation management
abilities are crucial.
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Unit 1: Library Administration and Management
Administration usually handles the business aspects, such as finance. It may be defined as a Notes
system of efficiently organizing people and resources, so as to make them successfully pursue
and achieve common goals and objectives. Administration is perhaps both an art and a science.
This is because administrators are ultimately judged by their performance. Administration
must incorporate both leadership and vision.
Therefore, we can see that these two terms are distinct from one another, each with their own set
of functions. Both these functions are crucial, in their own ways, to the growth of an organization.
Management is really a subset of administration, which has to do with the technical and mundane
facets of an organization’s operation. It is different from executive or strategic work. Management
deals with the employees. Administration is above management, and exercises control over the
finance and licensing of an organization.
Practically, there is no difference between management and administration. Every manager is
concerned with both – administrative management function and operative management function
as shown in Figure 1.1. However, the managers who are higher up in the hierarchy denote more
time on administrative function and the lower level denote more time on directing and controlling
worker’s performance i.e. management.
Figure 1.1: Degree of Administration and Management
Source: http://www.managementstudyguide.com/management_administration.htm
Notes The Journal of Library Administration is the primary source of information on all
aspects of the effective management of libraries.
(cid:2)
Caselet Rachel’s Laws of Library Management
Library resources are for use. Your job as any type of library manager is to connect
resources with users, achieving the library’s goals. Every staff member his/her
work. Learn people’s strengths and skills and deploy your staff accordingly.
Contd....
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Library Administration and Management
Notes
Every task its doer. Encourage responsibility and ownership of work; give credit for a job
well done. Save the time of your staff. Give them the tools, support, and encouragement
they need to do their jobs effectively and efficiently.
A library is a growing organism. This one needs no modification from the original. As a
library manager, you need to be open to change and to helping the library evolve to meet
the needs of your patrons.
Source: http://books.infotoday.com/books/AccLibMan/sample.pdf
1.1.1 Levels of Management
“Levels of Management” is defined as a part of an organization that maintains responsibility for
the productivity and the work performance of employees. The number of levels in management
increases when the size of the business and work force increases and vice versa. Each level
possesses certain job responsibilities within their position to ensure the effective overall operation
of the organization. Level of management tells about the position of the manager in an
organization on the basis of authority. Thus on the basis of authority and responsibility
management can be divided in three types:
(cid:2) Top Management
(cid:2) Middle Management
(cid:2) Lower Management
Managers at all these levels perform different functions. The role of managers at all the three
levels is discussed below:
Top Level of Management
Top management consists of owner, board of directors, chief executive officer, managing director
and general manager. These people are not engaged in the day to day operational activities of
the organization. Their activities consist of:
(cid:2) Determining the objectives and goals of the enterprises
(cid:2) Framing policies and plans to achieve the goals
(cid:2) Assembling the resources like money men material
(cid:2) Exercising effective control
(cid:2) Providing overall leadership
Middle Level of Management
Middle management consists of senior middle management or functional heads like production
manager, finance manager, marketing manage and junior middle management like branch
heads divisional heads. This level of the management is basically acts as link between top and
low level management. Their major activities are:
(cid:2) Implementing the policies and plan laid down by the top management
(cid:2) Preparation of organizational setup in their departments
(cid:2) Selecting suitable operative and supervisory personnel
(cid:2) Assigning duties and responsibilities to lower management
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Unit 1: Library Administration and Management
(cid:2) Maintaining Coordination between departments Notes
(cid:2) Collecting reports and information on performance
(cid:2) Reporting to top management
Lower Level of Management
It consists of supervisors, superintendents and foreman. They are direct in touch with technical
work and workers. Actual execution of plans and polices took place at this level. Their activities
include:
(cid:2) Planning of day to day work
(cid:2) Give orders to execute the work
(cid:2) They arrange material and equipment for workers
(cid:2) Provide job training to workers
(cid:2) Maintain proper discipline in section and good relation among the workers
(cid:2) Communicate the problems of workers to higher level.
Self Assessment
Fill in the blanks:
1. Administration is a ……………… function, while management is an executive function.
2. Administration is the top level, whereas ………………. is a middle level activity.
3. …………….. level of management consists of supervisors, superintendents and foreman.
1.2 Administrative Functions
Henri Fayol a pioneer in the field of Management developed five functions of management.
These were to aid in the smooth running and operation of an organization. They are not limited
to a specific organization but can be customize to suit any organization. These functions are:
1. Planning
2. Organizing
3. Staffing
4. Directing
5. Controlling
1.2.1 Planning
Planning refers looking ahead and chalking out future courses of action to be followed. It is a
preparatory step. It is a systematic activity which determines when, how and who is going to
perform a specific job. Planning is a detailed programme regarding future courses of action. It is
rightly said “Well plan is half done”. Therefore planning takes into consideration available and
prospective human and physical resources of the organization so as to get effective co-ordination,
contribution and perfect adjustment. It is the basic management function which includes
formulation of one or more detailed plans to achieve optimum balance of needs or demands
with the available resources.
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