Information circulation services constitute a core function of library and information management, ensuring that users gain timely access to information materials. This chapter focuses on the practical aspects of charging (issuing) and discharging (returning) library resources within Kenyan institutions such as university libraries, county public libraries, and specialized research centres. Mastery of these processes improves user satisfaction, enhances resource utilisation, and supports effective record-keeping critical for service evaluation and resource planning.

2.1 Information materials issuance

Issuance of information materials is the set of controlled procedures by which a library lends resources to registered users and receives them back, balancing access with preservation. Written rules and regulations govern each transaction, so that every user is treated fairly and the collection is protected. A charging system, such as the Browne or Newark card system, records who holds which item and when it is due. Inter loaning extends the range of resources available by borrowing from other libraries when the home library does not hold an item.

2.1.1 Rules and regulations

Rules and regulations set out who may borrow, what they may borrow, for how long, and what happens when conditions are broken. They give circulation staff a fair and consistent basis for every charging and discharging transaction. Example: in a college library, a student presenting a valid library card may borrow general books for 14 days, while reference works and past examination papers stay in the library for use on the premises.

Procedure

Follow these steps at the circulation desk, whichever charging system the library uses.

1. Confirm registration: Ask for the library card or identification and check that the user is registered and has no blocking fines or overdue items.
2. Check the material: Make sure the item is in the lending collection, is not marked for reference use only, and is in good physical condition.
3. Check the borrowing limit: Confirm that the user has not reached the number of items allowed for their category.
4. Record the loan: Charge the item using the library's system, linking the item record to the user record.
5. Stamp or set the due date: Apply the date label or system due date according to the loan period for that material and user category.
6. Hand over and remind: Give the item to the user and state the due date, the renewal conditions and the fine for late return.
7. Discharge on return: Retrieve the loan record, cancel it, and check the item for damage and the date for any overdue fine.
8. Collect any fine: Issue a receipt for fines or compensation, and update the user's record.
9. Return to shelf: Return the item to its proper place in the shelving sequence so that it is available to the next user.

Lending policies

• Loan periods: Loan durations vary by material type, user category and library policy. For example, in a college library, standard books may be issued for 14 days, while reference materials remain for in-library use only.
• Renewals: Policies specify the conditions under which users can renew items, often only when there are no pending reservations. This keeps circulation efficient and access fair.
• Overdue fines: Libraries impose fines to discourage late returns, calculated per day. For example, a library may set a fine of Ksh 10 per day for a general loan and a higher daily rate for high-demand short-loan items.
• Lost or damaged items: Regulations require users to compensate for lost or damaged materials, either through replacement or payment, which safeguards the library's investment.
• User registration: Issuance is permitted only to registered users who have provided valid identification, ensuring accountability and traceability.

User responsibilities

• Proper handling: Users must handle materials carefully to avoid damage, preserving them for future patrons.
• Timely returns: Returning items on or before the due date keeps them available for other users.
• Respect for library staff: Cooperation with staff during issuance and discharge promotes smooth operations.
• Adherence to rules: Compliance with all regulations prevents sanctions and enhances service quality.
• Notification of issues: Users should report lost, damaged or misplaced items promptly so that the matter can be resolved.

Institutional compliance

• Policy communication: Libraries must clearly communicate rules through signage, user guides and orientation sessions.
• Staff training: Continuous training ensures staff understand and enforce regulations consistently.
• Record-keeping: Accurate documentation of loans and returns supports monitoring and reporting.
• Appeals process: Provision for users to appeal fines or sanctions ensures fairness.
• Periodic policy review: Regular updates align rules with evolving user needs and technological changes.

2.1.2 Categories of charging system

Charging systems govern how materials are issued and returned, shaping user experience and operational efficiency. Manual card systems such as Browne and Newark use cards, pockets and trays to link a book to a borrower. The choice depends on the size of the collection, the number of users, the budget and the staff skills available. Example: a small college library with a few hundred loans a term may run a card system, while a large university library with thousands of daily transactions needs automation.

Browne

The Browne charging system links each book to a borrower through a book card and a set of borrower's tickets. Every registered borrower receives a fixed number of tickets, in the form of small card pockets, and that number equals the number of books the borrower may have on loan at one time. The library keeps the ticket, with the book card inside it, until the book comes back.

Issue procedure:

1. Check the borrower's membership and confirm that an unused ticket is available.
2. Remove the book card from the book pocket.
3. Insert the book card into one of the borrower's tickets.
4. Stamp the due date on the date label in the book.
5. File the ticket, with the card inside, in the charging tray according to the library's filing order.
6. Hand the book to the borrower, who keeps the remaining tickets for further loans.

Discharge procedure:

1. Receive the book and check its condition.
2. Check the date label to see whether the book is overdue and calculate any fine.
3. Locate the ticket holding the book's card in the charging tray.
4. Take the card out of the ticket and return it to the book pocket.
5. Return the ticket to the borrower so that it can be used again.
6. Reshelve the book.

Advantages and limitations:

• Advantage, loan limit: The number of tickets automatically controls how many books a borrower can hold.
• Advantage, low cost: It needs only cards, pockets, trays and a stamp, so it suits libraries without electricity or computers.
• Limitation, speed: Handling and filing cards by hand is slow when many users queue at the desk.
• Limitation, searching: Finding out who has a particular book may require searching through many tickets.
• Limitation, wear: Cards and tickets wear out and must be replaced and kept in good order.

Newark

The Newark charging system uses a book card, a book pocket and a borrower's card. Each registered borrower holds a borrower's card bearing a registration number, and the borrower keeps this card. On issue, the borrower's number is written on the book card, which the library keeps in the charging tray until the book is returned. Nothing is placed in the book pocket while the book is out.

Issue procedure:

1. Check the borrower's membership and the number of items already on loan, using the borrower's card.
2. Take the book card from the book pocket.
3. Write the borrower's registration number on the book card.
4. Stamp the due date on the date label in the book, on the book card and on the borrower's card.
5. File the book card in the charging tray by date due, and within each date by call number.
6. Hand the book and the borrower's card back to the borrower.

Discharge procedure:

1. Receive the book and the borrower's card, and check the condition of the book and the due date.
2. Calculate and collect any overdue fine.
3. Find the book card in the charging tray, using the date due and the call number.
4. Stamp the return date on the borrower's card.
5. Put the book card back in the book pocket.
6. Hand the borrower's card back to the borrower and reshelve the book.

Features of the Newark system:

• Borrower record: The borrower's card shows every loan and return, and the book card in the tray carries the borrower's number, so staff can tell who has a book.
• Simple materials: Like the Browne system, it needs only cards, pockets, trays and stamps.
• Overdue control: Filing book cards by date due lets staff pick out overdue items quickly.
• Limitation, loan limit: The number of loans is not controlled automatically as in the Browne system, so staff must check the borrower's card before every issue.
• Limitation, manual process: It is slow and prone to filing errors in busy libraries.
• Maintenance: Cards must be filed accurately and the tray checked regularly so that no loan is lost.

2.1.3 Inter loaning

Inter loaning, or interlibrary loan, is a cooperative arrangement allowing users to access materials not held in their home library. This service extends resource availability and fosters knowledge sharing across libraries. Example: a student at a technical college needs a specialised monograph that the college does not hold, so the librarian requests it from a partner university library on the student's behalf.

Purpose of inter loaning

• Resource sharing: Enables access to a wider range of materials beyond a single library's holdings.
• Cost efficiency: Reduces duplication by sharing expensive or rare resources.
• User satisfaction: Meets specific user demands promptly, enhancing service quality.
• Academic collaboration: Supports research by providing materials unavailable locally.
• Network building: Strengthens professional ties among libraries.

Procedures for inter loaning

1. Request submission: Users submit requests specifying the desired materials, often via an online portal or request form.
2. Search for a lender: Staff check union catalogues or partner lists to find a library that holds the item.
3. Verification: The lending library confirms the availability and condition of the requested items.
4. Approval and dispatch: Upon approval, materials are dispatched following agreed transport and handling protocols.
5. Loan terms: The borrowing library enforces loan periods and fines according to its policies.
6. Return and tracking: Materials are returned to the lending library with tracking to ensure accountability.

Challenges in inter loaning

• Delays: Transportation and communication issues can extend loan periods.
• Damage risk: Increased handling raises the chance of damage or loss.
• Policy differences: Variations in loan rules may cause confusion or conflict.
• Resource scarcity: High demand for certain items limits availability.
• Cost implications: Transport and administrative costs may strain budgets.

Strategies to enhance inter loaning

• Standardised policies: Harmonising loan rules across participating libraries facilitates smooth transactions.
• Efficient communication: Use of email and library management systems accelerates request processing.
• Training: Staff capacity building improves service delivery and problem-solving.
• Use of courier services: Partnering with reliable couriers reduces delays and damage.
• Resource sharing agreements: Formal memoranda of understanding clarify responsibilities and cost-sharing mechanisms.

Chapter Summary

This chapter examined the procedures involved in performing charging and discharging of information materials within information circulation services. It began by outlining the rules and regulations that govern the issuance of information materials, emphasizing the importance of compliance to maintain order and accountability. The discussion then explored various categories of charging systems, detailing how different methods are applied depending on the type of material and institutional policies. Finally, the chapter addressed the concept of interloaning, explaining how materials are shared between institutions to expand access for users. Throughout, the chapter highlighted the practical steps and considerations necessary to manage information materials effectively. Understanding these processes ensures that information resources are circulated efficiently while safeguarding their condition and availability. This knowledge is essential for professionals managing libraries, archives, and other information centers.