Srinagar, Oct 17: The University of Kashmir has directed all departments, research centres and directorates to conduct physical verification of their library books and submit detailed reports, including lists of missing volumes, within two months.

A circular issued by the University Librarian, Allama Iqbal Library, has asked the concerned authorities to constitute internal stock verification committees and submit verified reports with prescribed annexures. The exercise aims to ensure accountability, accurate inventories and proper maintenance of library collections.
The verification process will follow Rule 215 of the General Financial Rules (GFR), 2017, as adopted by the University Library Committee. Committees must calculate book losses against the total number of volumes issued or consulted during the period under review and determine whether the losses fall within permissible limits.
The prescribed format requires details of the total and existing collections, weeded-out books, volumes damaged in the 2014 floods, books lost by users for which recovery has been made, books in circulation and books issued or consulted between January 2001 and December 2025.
The circular further requires heads of departments and directors to submit detailed written explanations for missing books costing more than Rs 1,000.
Lists of missing books must include accession numbers, titles, authors and printed prices. The information must be compiled in MS Excel and emailed from the official email address of the concerned head of department to the designated addresses of Allama Iqbal Library.
Referring to a Library Committee resolution dated January 23, 2025, the circular clarifies that permissible losses are to be assessed against books “issued/consulted” annually, rather than only those formally issued. The revised interpretation aligns with GFR 2017 and excludes losses attributable to dishonesty or negligence. The correction was approved with retrospective effect.
Books consulted within library premises for reading, reference or study, as well as volumes taken for photocopying without formal issuance, will also be counted. Libraries have been asked to use footfall registers to estimate consultations, with alternative verification procedures prescribed where such records are unavailable.
The university has marked the exercise urgent, placing responsibility on individual departments and centres to account for their collections and substantiate reported losses.