Guidelines of Withdrawal Policy of Books and Stock Verification
No. F.23(7)-E.II(A)/83
Government of India
Ministry of Finance
(Department of Expenditure)
……………….
New Delhi, Dated the 7-2-1984
18 Magha 1865 (Saka)
OFFICE MEMORANDUM Guidelines of Withdrawal Policy
Subject: Amendment to Rules 99 and 116 of the General Financial Rules, 1963 (Third Edition) —Exclusion of books, publications and periodicals, etc. from the definition of ‘Stores’.
The attention of all the Ministries/Departments of the Government of India is invited to Rules 99 and 116 contained in Chapter 8 dealing with the ‘Stores’ in the General Financial Rules, 1963. The President has been pleased to decide that hereafter the books, publications, periodicals etc. of a library will not be treated as an item of ‘Stores’ as defined in the ‘Note’ below Rule 99 of the General Financial Rules, 1963. Accordingly, the provisions of the said ‘Note’ and the Government of India’s decision (1) below Rule 116 of the General Financial Rules, 1963 (Third Edition) have been amended as per amendment enclosed. This issues with the approval of the Comptroller and Auditor General of India and the Department of Supply.
AMENDMENT TO GENERAL FINANCIAL RULES, 1963 (3rd Ed.) PAGE 38 CHAPTER 8 RULE 99
The following words shall be added to the last sentence in the ‘Note’ below Rule 99:- Guidelines of Withdrawal Policy
“but excluding books, publications, periodicals, etc. in a library.”
(Ministry of Finance (Deptt. of Exp.) O.M. No. F.23(7)-E.II(A)/83 dated 7-2-1984 and Deptt. of Supply U.O. No. I.D. No. PIII-3(5).82 dated 23.2.83 and C.A.G’s U.O. No. 1964-TA.II/21-83 dated 23.12.83. PAGE 40-41 CHAPTER 8 RULE 116
For the existing Government of India’s decision (1) below rule 116, the following shall be substituted:
“Government of India’ decision(1):-
The position of library books, etc. is different from that of other stores. Accordingly, the following procedures shall be observed for purchase, write off, disposal of mutilated/damaged books, and physical verification of books in the libraries attached to the various
Departments/Offices:- Guidelines of Withdrawal Policy
(i) Librarian (not below the rank of Deputy Secretary to the Govt. of India) subject to the powers delegated under Delegation of Financial Powers Rules, 1978, may purchase books, etc. from the reputed and standard booksellers on the prevalent terms and conditions. Tenders need not be called for this purpose.
(ii) Loss of three volumes per one thousand volumes issued consulted in a year may be taken as reasonably provided such loss cannot be attributed to dishonesty or negligence on the part of the Librarian. Loss of a book of the value exceeding Rs.200 (Rs. two hundred) and the books of special nature and rarity shall invariably be investigated and consequential action is taken. All such losses will however be written off only by a competent authority.
(iii) Librarian who is of the rank not below Deputy Secretary to the Government of India or Head of the Department may write off the loss of volumes mentioned in the preceding paragraph provided the total value of all such books, etc. does not exceed the monetary limit prescribed in the Delegation in respect of deficiencies and depreciation in the value of stores (other than a motor vehicle or a motorcycle) included in the stock and other accounts. In the event of the total value exceeding the monetary limit specified above. The loss of books shall be written off by the competent authority as per Delegation of Financial Powers Rules 1978.
(iv) There may be no objection to the Librarian disposing of mutilated/damaged/obsolete volumes in the best interest of the Library. However, the disposal of such volumes should be made on the recommendations of a three-member committee to be appointed by the Administrative Ministry/ Department which shall decide whether the books mutilated/damaged/obsolete are not fit for further use.
(v) Complete annual physical verification of books should be done every year in the case of Libraries having not more than 20,000 volumes and not fewer than two libraries’ qualified staff. In case there is only one qualified staff the verification may be done as per sub-para (vi).
(vi) Complete physical verification at intervals of not more than three years should be done in the case of libraries having more than 20,000 but not more than 50,000 volumes.
(vii) Sample physical verification at intervals of not more than five years may be done in the case of libraries having more than 50,000 volumes. If such a sample verification reveals unusual or unreasonable shortages, complete verification shall be done.
(viii) The verification should always be subject to a surprise test check by some independent officers. The decision regarding the selection of the staff to whom this work may be entrusted should be taken by the Administrative Ministries/Departments and Heads of Departments”.
(Ministry of Finance O.M. No. 23(7)-E.II/83 dated 7-2-1984 and CAG’s U.O. No. 1964-TA.II/21-83 dated
23.12.83. Deptt. of Supplies U.O. No. I.D. No. PIII-3(5)/82 dated 17.1.83)
Guidelines of Withdrawal Policy of Books and Stock Verification
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