Library Records in Nepal: Accession Registers and Donations

Libraries in Nepal have features that textbooks on library science sometimes overlook: collections that grow largely through donations, books in Nepali, English and Hindi on the same shelf, a single teacher acting as part-time librarian and a community that borrows more on weekends than on weekdays. This article describes a practical way to keep records for such libraries. Any specific requirement from an education authority, a school board or a funder should be confirmed with them directly.

The accession register is your foundation

The accession register is the permanent record of every item that enters the library. Each book gets a unique accession number in the order received, and that number never changes or repeats. Record the date, title, author, publisher, year, edition, source (purchase, donation, gift), price if known, and the condition. Write the accession number inside the book on a fixed page and stamp the library seal on it. If you move to software, the accession number remains the key and the register becomes the first import.

Treat donations carefully

Donations are a blessing and a burden. They bring new titles but also duplicates, outdated editions and books in poor condition. Set a simple donation policy: what subjects and languages you want, the minimum condition, and how you will use or pass on what you cannot keep. Issue a small receipt to the donor with the list of books and the date, which builds goodwill and a record. Record each donated book with the donor name in the source field, so you can acknowledge donors in your annual report.

Cataloguing without perfectionism

You do not need professional cataloguing rules to make a library useful. Aim for consistent basics: the title as it appears on the cover, author name, subject and language. Choose a simple method to arrange books, such as broad subject sections for a small library, or a standard classification such as Dewey if you have trained staff. Consistency matters more than sophistication. A library that classifies every book in a simple, steady way is easier to use than one that uses a complex scheme inconsistently.

Languages and scripts

Decide how you will write Nepali titles in the catalogue. Many libraries record the title in the script on the cover, and add a transliteration or English note if staff or members search in English. Make a rule about author names, for example surname first or name as written, and keep to it. If you use software, test that Nepali text is saved and searched correctly, and that printed labels and reports show it properly.

Members and access

• School libraries: members are the enrolled students and teachers, usually listed by class
• College libraries: students by programme and batch, faculty and staff
• Community libraries: local residents, who may need a simple registration and a guarantor

Keep the member list updated at the start of each session, and close the accounts of students who have left after clearing their books. For community libraries, a light annual or monthly fee, if you charge one, should have receipts and a record for the committee.

Reading rooms and in-library use

Many Nepali libraries are used more for reading in the room than for borrowing. Keep a simple daily count of readers and, where possible, the type of material used: newspapers, reference books, textbooks. This costs little and gives you real evidence for requests to the management committee, a local government office or a donor for more books or space.

Power, space and safekeeping

Books suffer from damp, insects and dust, particularly in the monsoon. Keep books off the floor, check shelves regularly, and keep the register and any computer in a safe, dry place. If you use a computer for the catalogue, have a backup on a separate device or storage and a surge protector, since load-shedding and power surges can damage equipment and data. Keep a printed copy of the catalogue summary each year.

Annual routine

Task	When
Update member list	Start of session
Process new purchases and donations	Monthly
Check overdue and lost books	Monthly
Stock taking	Once a year
Report to the committee	Yearly or termly

Next step

Take twenty books at random from your shelves and check whether each one has an accession number, a register entry and a catalogue record. That check will tell you how much cleaning is needed before any digital system. WebsNP can import a clean list into our library management software, and school libraries can link with school management software. Message us on WhatsApp for a demo.

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