INDIANOIL INSTITUTE OF PETROLEUM MANAGEMENT

LIBRARY

Date: ----- June, ------

Sub: Report: Physical Verification of Library Holdings and writing off the
missing documents

IIPM library staff carried out the physical verification of the holdings of the IIPM
Library in the first half of April. -----------. All the documents in the library were
physically checked one by one. Given below and attached to this report is the status
of the library holdings in the categories of:
(i) Books
(ii) Reports
(iii) Conference Proceedings
(iv) Manuals
(v) CD-ROMs
(vi) Thesis
(vii) Video Cassettes
(viii) Audio Cassettes.
The report of physical verification of library holdings first time conducted by a joint
team of ---------- officers in --------.

SUMMERY OF THE REPORT

1. The total number of books as per last Accession no. given is 11685 as on 30 th
April. -------.
2.

3. During the physical verification it was found that 20 nos. of duplicate copies
of the books were given common accession nos., out of which, 19 books were
identified during last stock verification exercise in August, --------. These 20
books have to be given new accession nos. (Annex-V).
4. List of books in damaged condition, requires binding is shown in Annex-VI.
These books were identified during last stock verification exercise in August,
---------------.

5. The total number of books procured till 30th April ------ is ----------- [ 11685(Last
Acc. No.) + 20 (Extra books traced as duplicate copies)]

6. Following numbers of documents were found missing :

Sl. Item Found during Found during last Total as on
No. current stock stock verification in -----------
verification in --------
-------
1. Books 1 24 25
2. Reports Nil Nil Nil
3. Conference Nil Nil Nil
Proceedings
4. Manuals Nil Nil Nil
5. CD ROMs Nil Nil Nil
6. Thesis Nil Nil Nil
7. Video Nil 02 02
Cassettes
8. Audio Nil 06 06
Cassettes

7. The purchase cost of the missing book “-----------” is Rs. ---------00. It is

proposed to write off the missing items. However if the missing item is
recovered later, the same can be taken back in the stock.

---------------) may please write off as per clause No. -------------------.

Report on Stock verification carried out in ----------- is enclosed for reference.
Put up for kind approval and write off as mentioned above.

(Shiromani Bajaj)
-----------------------

------------------

FM (For concurrence please.)

----------------)
Head of the Insitutue.