Library Records, Statistics and Reporting
What the exam tests
This domain tests the records a library must keep, the statistics it collects and the reports it submits. Expect questions on registers, annual reports and simple calculations.
Core rules and concepts
- Accession register: permanent record of each item added, with accession number, date, author, title, price, bill number and source.
- Other records: issue register, periodical register, stock register, budget and bill files, membership register, damage and lost-book records.
- Statistics: collection size, additions, membership, visits, issues, renewals, reservations, fines and reference queries.
- Reporting: daily, monthly and annual reports; the annual report covers activities, collection growth, services, staffing, expenditure, statistics and future plans.
- Stock verification: physically checking holdings against records, noting missing or damaged items and taking action.
- Weeding: removing outdated, damaged or unused material according to policy.
Worked example
A library issued 12,000 books over 300 working days. Average daily circulation = 12,000 ÷ 300 = 40 issues per day. If 800 active members borrowed during the year, average issues per active member = 12,000 ÷ 800 = 15. Reasoning: divide the total by the relevant base and state the base clearly; do not compare a daily figure with an annual total.
Traps
Accession numbers are not call numbers. Do not report guessed statistics; record them as they occur. An annual report is not only a financial statement. Stock verification is not the same as stock rotation or shelving. Show the formula and unit in calculation answers.