What You Need to Know About Process Management for Libraries
Library process management – a phrase that surely causes a “headache” not only for those directly involved in this process, but also for observers on the sidelines. Let’s find out what you need to know with 1Office!
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1. The Purpose of Library Process Management
The purpose of library process management is to meet the demand for reference materials. This will serve the departments and divisions within the business. The company’s documents and books will be organized and managed in a central library.
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2. Library Process Management
The management process for a library is quite a complex and headache-inducing stage for many businesses. 1Office would like to suggest the following components for library process management.
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2.1 Content Management
The first step is content administration. This is a task that every business needs to do to have a book library. Clearly identify the types of information and documents that employees need for their work at the company. This helps employees improve their knowledge and work quality.
In every business, the HR department will annually plan the necessary types of documents to be used and the associated budget.
2.2 Identifying Borrowers
Who are the borrowers of the corporate library? It depends on the culture and decisions of each company. The eligible borrowers will also differ. To manage the library process well at this stage, you need to get agreement among departments.
Note: When employees borrow books from the company library, they must borrow for the correct purpose. That is, to serve their own needs. Do not borrow for others and do not lend to others.
It is necessary to pay attention to the request form category before borrowing books from the library. To avoid confusion or loss of books. And the maximum borrowing period should be limited to about 10 days.
2.3 Document Management
In library management, it is essential to pay attention to document management operations. Each type of document and book must have a unique management code. And they should be placed in a separate area with external labels for easy searching. In addition, there must be a detailed list available. And the documents should be easily arranged by code in ascending order from left to right.
2.4 Book Lending Process
When an employee needs to borrow a document from the library, the managing staff must check the priority list. And handle priority cases first. After that, they need to check the documents and books in the library. And perform the lending operation. After completing the book loan, the employee must sign to comply with the lending process.
3. Policy for Handling Violations
3.1 For Overdue Book Borrows
Each business needs to determine the types of books it provides. Whether the reading time is long or short will determine the loan period. There should be a clear, unified regulation in case an employee has not finished reading. They need to renew the book when the due date arrives. As for other cases, books must be returned on or before the required time.
3.2 For Cases of Damaged Books and Documents.
- If a book or document is damaged by no more than 5%, it can still be used.
- In cases of 5-15% damage, a penalty similar to that for overdue books/documents may be applied.
- In cases of over 15% damage, where it is unusable, it will be treated as a lost book/document.
In general, library process management consists of the stages mentioned above. However, it depends on the culture and scale of each business. So that the content of each category can be adjusted accordingly.
