Recording detailed information about library materials is a fundamental activity in Library and Information Management. Accurate recording ensures efficient retrieval, accountability, and management of resources within Kenyan libraries, whether in universities, county public libraries, or specialized institutions such as the Kenya National Archives. This chapter focuses on the critical process of assigning accession numbers to information materials, establishing a unique identifier that supports systematic cataloguing and tracking throughout the material’s lifecycle in the library.

3.1 Assigning Records Accession Number

Assigning accession numbers is a key step in processing library materials because it gives each item entering the collection its own unique identifier. A sound numbering system keeps the inventory organised and traceable, especially in a college, university or county library that receives hundreds or thousands of new items each year. Proper accession numbering supports resource management, helps prevent loss or misplacement, and underpins statistical reporting and stock verification.

Policy

An accession policy is the written set of rules that tells every member of staff what must be accessioned, who may assign numbers, when it is done and in what form. Without a policy, two staff members may number the same delivery differently, and the collection record loses its reliability. For example, a TVET college library may state that every physical item must receive its accession number on the day it is checked against the delivery note and before it goes to the cataloguing desk.

Policy statements usually cover the following points:

• Scope: Every item that becomes the library's property is accessioned, whether bought, donated, received on exchange or obtained as a replacement. Items on temporary loan to the library are not accessioned.
• Responsibility: Only designated staff, such as the technical processing librarian or an assigned library assistant, may issue numbers. This prevents duplicate numbers and unauthorised entries.
• Timing: Numbers are assigned after the item is received and checked, and before cataloguing, classification and shelving.
• One number per physical unit: Each copy and each volume receives its own number. If the library receives 30 copies of the same textbook, it issues 30 different numbers.
• No reuse of numbers: A number belonging to a withdrawn, lost or discarded item is never given to another item. The withdrawal is recorded against the old number.
• Recording and labelling: Every number issued is recorded in the accession register or electronic system and marked on the item in the standard position.
• Review: The policy is reviewed when the library changes its system, adds branches or begins handling new material types.

The policy is guided by the following principles:

• Uniqueness and non-repetition: Each accession number must be unique within the library's collection. This prevents confusion during retrieval and inventory checks, even when the same title exists in different formats.
• Simplicity and clarity: The number should be simple enough to be written, read and typed without errors, yet detailed enough to carry useful information where necessary. This helps staff process large deliveries accurately.
• Consistency and standardisation: One format is applied to all acquisitions. A standard scheme that includes the year of acquisition and a sequential number makes sorting and reporting easier.
• Scalability and flexibility: The system must accommodate growth without restructuring. A flexible format allows new categories, departments or branches to be added without disturbing numbers already issued.
• Permanence and durability: Once assigned, a number stays linked to the item even if it is reclassified or moved to another shelf or branch. This supports long-term tracking and the history of collection development.

Procedure

Assigning accession numbers must be systematic and documented so that every item is uniquely identifiable from the moment it enters the library. The steps below are followed for each delivery or donation. For example, when a box of new textbooks arrives from a supplier, each copy goes through all six steps before it reaches the shelves.

1. Verify material receipt: Confirm that the items have arrived in good condition and match the order, invoice or donation list. Report damaged or missing items before numbering anything.
2. Check for existing records: Search the register or library database to ensure the item has not already been accessioned. This avoids accidental duplication when a title is received twice.
3. Generate the accession number: Using the library's established format, take the next number in the sequence for the current year and add any required codes. Never skip or reuse a number.
4. Record accession details: Enter the accession number together with the bibliographic data, acquisition source and cost into the accession register or electronic system.
5. Label the item: Write, stamp or affix the accession number in the standard position, such as the inside front cover or the title page of a book. A uniform position lets staff find the number quickly during stocktaking.
6. Update inventory systems: Synchronise the accession information with the library management system so that cataloguing, classification and circulation can proceed.

Purpose of accession numbers

Accession numbers serve several purposes in library operations:

• Unique identification: Each number identifies a single item and prevents confusion between similar titles, editions or multiple copies of the same text.
• Tracking material movement: Numbers allow staff to follow the location and movement of items within the library or between branches, supporting resource sharing and inventory control.
• Facilitating cataloguing and classification: The number is the reference point that links the physical item to its catalogue record.
• Supporting acquisition records: The number ties the item to its vendor, cost and date of purchase, which is vital for financial accountability.
• Enabling statistical analysis: Libraries can measure collection growth, usage patterns and material lifespan, which informs collection development decisions.

Importance of accession numbers

• Enhances resource accountability: Every item can be accounted for, which reduces the risk of unrecorded loss or theft.
• Improves retrieval efficiency: Unique identifiers speed up locating items and help staff answer user requests quickly.
• Supports preservation efforts: The number links an item to its condition and repair history, which helps in caring for rare or fragile materials.
• Enables inter-library cooperation: Numbers help partner libraries identify exactly which copy is being lent or borrowed.
• Facilitates auditing and reporting: Accession records give auditors and managers a clear trail for verifying holdings and expenditure.

Formats and components of accession numbers

Accession numbers vary with the library's size, type and management system. Many libraries use alphanumeric codes that combine several components so that acquisition information is encoded in the number.

The components that may be included are:

• Year of acquisition: The calendar year in which the item was added, which helps with chronological sorting and analysis.
• Sequential number: A serial number issued in ascending order within the year, which guarantees uniqueness.
• Branch or department code: Identifies the branch or unit responsible for the acquisition in institutions with more than one.
• Material type identifier: A letter or code showing whether the item is a book, journal or audiovisual item, which helps format-based management.
• Acquisition source code: Occasionally a code for the vendor or donor is added to track acquisition channels.

Example: 2024-00123-MAIN-BK, where 2024 is the year, 00123 the sequential number, MAIN the main library branch and BK the material type, book.

Formats vary in the following ways:

• Numeric-only: Some libraries prefer purely numeric numbers for simplicity, for example 202400123.
• Alphanumeric with separators: Hyphens or slashes between components improve readability.
• Embedded information: A library may embed codes for language, collection type or method of acquisition.

Chapter Summary

This chapter focused on the systematic process of recording information material details, beginning with the assignment of records accession numbers which provide unique identifiers for each item, ensuring efficient tracking and retrieval. It then explored bibliographic details, emphasizing the importance of accurately capturing essential information such as title, author, publisher, and publication date to facilitate precise identification and classification. The chapter further discussed the assignment of call numbers, which organize materials according to classification schemes, enabling users to locate items easily within a collection. Finally, it covered the use and maintenance of the accession register, a crucial record-keeping tool that documents all accession numbers and associated bibliographic information, thereby supporting transparency and accountability in information management. Together, these processes form the foundation for effective organization and management of information materials in any institution.