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Gifts and Exchanges
Legal Deposit |
GIFT AND EXCHANGE
Gifts and Exchange Division is one of the three divisions in
Collection Development and Processing Department of National Library
of Nigeria. In the early 1980’s, it was under Acquisition Division as
a section. It later became a part of the Bookshop and through National
Library structural changes, on 2nd February, 1987, it was separated
from Bookshop. Gifts and Exchanges Section was eventually upgraded to
a division in January 2001 due to expansion in its scope of operation.
The division has two sections namely: -
(a) Gift
(b) Exchange
Under these sections, there are four units, namely: -
(i) General and International Organization gift
(ii) Receipts and distributions
(iii) Documentation and Selection for exchange partners
(iv) Dispatching materials to partners
The basic function of Gifts and exchanges Division is to acquire books
and non – book materials into the National Library through gifts and
exchanges, as well as donations from well meaning individuals and
organizations, process and distribute to other divisions and
departments.
PROCEDURE FOR GIFT
1. Sources for Gifts
Gifts can be solicited or unsolicited.
(a) Solicited – making selections from list of titles sent by the
donors.
(b) Unsolicited – Items that are received into the Library without
any
request.
The National Library does not refuse any material that is considered
offensive as gift. These materials can still be given away as gift to
other libraries that need them.
2. Materials can be sourced through the
following: -
(i) Federal and State Government, Ministries of Information.
(ii) Some Federal Government Agencies/Parastatals
(iii) Institutions/Foundations
(iv) Materials are received from International Organizations such
as
World Bank, United Nation, UNESCO, OPEC, Book Aid
International (BAI),
Brothers & Brothers etc.
DISTRIBUTION OF BOOK TO THE BENEFICIARY
(a) Types of Beneficiaries
1. Tertiary - University Libraries - Polytechnic Libraries -
College of Education Libraries
2. Special - Research Institute - Ministry Libraries
3. Schools - Technical - Secondary - Primary
4. Public Libraries, State Library Board/Services
5. National Library Headquarters & State branches
6. Non – Profit Making Organization
- Professional Association Libraries
- Religious Bodies Libraries
(b) No request will be entertained from the
following: -
- Individuals
- Societies
- Private Sector Libraries
(c) ALLOCATION
(i) The number of volumes to be allocated per annum is worked
out by the division based on the amount of available materials.
(d) MODE OF DISTRIBUTION
Books are distributed to beneficiaries at their own expenses,
Libraries can however, request their liaison offices in Lagos to
collect the books on their behalf.
Books that are not collected within two (2) months will be re –
allocated to other Libraries.
PROCEDURE FOR EXCHANGE
Selection for exchange is from exchange list of titles sent by
exchange partners.
WORK DETAILS
(a) Materials for Exchange
(i) Decide on items to be used as
exchange materials based on
the policy.
(ii) Complete the list of titles that are available for exchange
(iii) Prepare letters to be used to accompany list of titles for
exchange.
(iv) Forward letters and list of titles for exchange to the Director
(CDPD)
for approval, signing and dispatching.
(v) Review and evaluate exchange partner’s status and report
some to
the head of departments.
(b) Request for Exchange Partners
(i) Receiving request list of titles from exchange partners.
(ii) Selection and retrieval of exchange materials from shelf in the
stack room.
(iii) Packaging the request
(iv) Dispatching of the exchange materials through the Director
(CDPD)
with covering letters.
(c) Selection of Titles
(i) Decide on item to be requested from exchange partners
(ii) Selection of materials from exchange partners list of titles.
(iii) Type the list of titles and covering letter
(iv) Forward the list of titles and covering letter to the Director’s
office (CDPD) for signing and dispatching (that is mailing).
(d) Collection of Titles
(i) Open parcels and packages from exchange partners and
International
organizations.
(ii) Examine and sorting of the exchange materials received and
prepares letters of acknowledgement.
(iii) Forward acknowledgement letters to the Director (CDPD) for
signing and dispatching.
(iv) Process and stamping materials with gift and exchange
rubber stamp.
(v) Document all records of exchange materials
(vi) Forward processed materials to collection division for further
processing.
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