Fig. 60.—Book-order Sheet ([Section 213]).
In the “Remarks” column of the duplicate copy can be entered the date of receipt when a parcel of books is being marked off.
Libraries which use vertical and similar filing systems preserve carbon copies of order lists and file them under appropriate headings, and dispense with the ruled order sheet given above, merely accompanying the lists with a general official order. Where a duplicated (cyclostyled, mimeographed, etc.) list of suggestions is used for the committee, a copy of this, with the committee’s adjustments, can be used as an order list. The bookseller’s invoice and the books are checked by the suggestion slips, and discrepancies of price or books not supplied are revealed immediately. The use of books for entering lists, or for other library record purposes, is gradually giving way to the more mobile and economical systems to be obtained by the use of expansible files and card indexes.
Fig. 61.—Book-order Tray ([Sections 213], [214]).[7]
[7] This illustration is retained because it illustrates a satisfactory method of guiding; but this type of tray is inferior to a special drawer in an “administrative” card cabinet. In such a cabinet drawers would be assigned to (1) “Suggestions,” which would include the slips for all books noted by the librarian for consideration; suggestions by experts; by staff; incomplete works, etc.; (2) “Committee Drawer,” containing books “Submitted to the Committee,” and “Passed,” and “Rejected” (with reasons), or “Postponed for further inquiries, etc.”; (3) “Order Drawer,” with guides showing “Ordered,” “Overdue,” “Not Supplied” (when O.P., Binding, Reprinting, etc., the reasons should be stated and dated); and (4) “Additions,” containing the slips of books added during the year, after the slips have been used in the cataloguing processes. After a year the slips are worked into the Staff Catalogue.
214.
214. When the order has been placed with the bookseller, the slips aforesaid should be transferred to a compartment marked “Books on order,” and as the books are supplied they can be withdrawn and placed in a compartment marked “Books for catalogue.” This will leave a residue of overdue books, which can be overhauled at intervals, and, when the books have been written for, transferred to a compartment marked “Books overdue.” A simple form of tray is one divided by means of projecting guides to indicate the contents of each compartment ([Fig. 61]).
This plan of keeping check of books on order, at every stage, will be found much simpler, and more accurate and convenient than any system of book-keeping.