BLIE 226 Solved Guess Paper for Management of Library and Information Centre, IGNOU Bachelor of Library and Information Science (BLIS / BLISOL)

Management and the POSDCORB functions

Question: What do you mean by Management? Discuss the POSDCORB functions given by Gulick and explain how they are applied in libraries. (about 500 words)

Managing is an art or process of getting things done through the efforts of other people.

Management has no single accepted definition. It is both a science (decision-making, planning, use of technology) and an art (communication, leadership, goal-setting). It is an activity, not a person. It is purposeful, uses resources economically and gets work done by, with and through others.

The seven POSDCORB functions

Luther Gulick and L. Urwick coined POSDCORB for seven interrelated functions:

1. Planning: Deciding in advance what to do. Libraries plan finance, space, manpower and collections.
2. Organising: Building the structural framework. Line organisation suits a small library, functional structure a large one.
3. Staffing: Recruiting, training and keeping competent staff as per set norms.
4. Directing: Guiding, leading and motivating staff towards library goals.
5. Coordinating: Linking divisions so the library works as one whole.
6. Reporting: The chief librarian informs authorities (and in public libraries, the public) about progress.
7. Budgeting: Showing financial needs in a budget, which is also a tool of control.

Conclusion: When all seven functions work together, the library uses its men, money and materials well and satisfies its users.

Circulation functions: Browne and Newark charging systems

Question: Describe various functions of library circulation system. Do you find any difference in performing these functions in Browne and Newark charging systems? (about 500 words)

Circulation service refers to facility provided by a library to its members to have one or more documents for study outside the library premises for a specific period.

Circulation is the public face of the library. Its core functions are users' registration, charging and discharging (with reminders, reservation, recall, renewal and overdue charges) and record keeping. Non-core work includes gate supervision, property counters and stack maintenance.

The two systems

Browne System: Named after Nina E. Browne of the Library Bureau, Boston. Each member gets pocket-type cards. At issue, the book card goes into the borrower's card and both are filed behind the date guide.

Newark System: Started at Newark (New Jersey) Public Library. The book card carries the member's number, and the borrower's card goes back with the book.

Conclusion: Browne is popular in India for its simplicity; Newark keeps permanent records but needs more labour.

Sources of funds for libraries

Question: Discuss the various sources of funds for libraries, with special reference to an academic library. (about 500 words)

Library finance includes both the funds appropriated to a library and its expenditure.

Rising costs of material, technology, space and salaries mean libraries need steady funds over three to five years, not just yearly. Support is recurring (books, periodicals), non-recurring (building, equipment) or ad hoc.

General sources

Regular grants from the parent body or government, local library cess, ad hoc grants from agencies and endowments, fines and sale of old material, fee-based services for new services like database searching, and gifts and donations.

Academic libraries

1. University libraries: Regular funds from the university; UGC grants (mainly plan) and State grants (mainly non-plan). UGC grants are recurring, non-recurring and ad hoc.
2. College libraries: Allocation from the college's operating funds, then grants, gifts, endowments, UGC and State grants and student fees.
3. School libraries: Pupils' fees, management contribution, matching government grants and donations.

Conclusion: Government and parent-body grants are the backbone; fines, fees and gifts only supplement them.

Functions of the HRM department of a library

Question: Discuss various functions of the HRM department of a library. (about 500 words)

Human Resource Management is a strategic and coherent approach to the management of an organisation's most valued asset. (Armstrong, 2003)

People are the only living force that turns every other resource into services. HRM works at three levels:

1. Strategic planning: Top management, with an HRM expert, sets goals, policies and rules.
2. Operational planning: Recruitment, selection, placement and training through job analysis, job description and job specification.
3. Performance measurement: Performance appraisal, role analysis, training policies, communication policies, job rotation and enrichment, participative management, organisation culture, and awards and incentives.

In Indian libraries, the parent body's administrative department often handles salary, discipline and confidential reports.

Conclusion: A working HRM department plans, places, develops and rewards staff, which lifts productivity and the library's image.

Short notes: book selection principles and blanket order

Question: Write short notes on: (a) Book Selection Principles (b) Blanket Order. (about 250 words each)

(a) Book selection principles

Drury (Book Selection, ALA, 1930) aimed at the right book for the right reader at the right time. Melvil Dewey asked for the best reading for the largest number at the least cost. Ranganathan grouped documents as umbral (collect fully), penumbral (collect selectively) and alien (rely on other libraries). In practice, the librarian leads selection because of daily contact with users and the market.

(b) Blanket order

A method of acquisition through monetary payment where a publisher or stockist supplies everything published on a chosen subject or region. Unlike a standing order, which ends when a series is complete, a blanket order keeps running. Some American libraries used the Library of Congress, Delhi office, this way.