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LIBRARY INSTRUCTIONS

  1. General. The aim of the National Defence College Library is to provide necessary support to National Defence Course and Armed Forces War Courses by providing relevant books and other reading materials. Assistant Director (Library) is responsible for day to day running of the Library while the Library Committee takes care of the overall management of the NDC Library. The Library Committee is as under:

    1. Director-Research & Academic - Chairman
    2. Senior Research Fellow - Member
    3. Assistant Director (Library) - Secretary

  2. Membership. All the Faculty Member, Staff Officers, M Phil Researcher, Course Members and their families can be the members of the Library.

  3. Organization. The Library is organized as following:

    1. General Section. This section holds the books on Religion, Economics, Management, Law, Education, Public Administration, Sociology, Politics, International Relations, Population, Agriculture, Security and Biographies.
    2. Military Section. Army, Navy, Air Force, Military History, Military Strategy, World Wars, Military Intelligence, Counter Revolutionary Warfare, Nuclear Warfare, Arms Control, Arms and Weapons.
    3. Area Studies Section. This section contains the books on comprehensive studies in history, geography, economics and culture of different regions of the world.
    4. Research Materials Section. The research papers, seminar papers of different research organizations e.g. BIISS, BIDS, CPD etc and GRP, IRP and other research papers of the college are kept in this section.
    5. Reference Section. This section consists of reference books like dictionaries, encyclopedias, yearbooks, guidebooks maps and atlases etc.
    6. Journal Section. The Journal Section is broadly divided into the following areas with journals/magazines arranged in the alphabetical order of their titles:
      1. Professional Journals
      2. International Affairs
      3. Strategic studies
      4. Army
      5. Navy
      6. Air Force
      7. General Readings

  4. Locating Book.

    1. Computer Search. A Computer is installed in the library to help readers to obtain details about any book held by the NDC Library. This computer is operated by the Library Staffs.
    2. Physical Search. Books are placed in the bookshelves. Members of the Library can search the book according to the subjects of the book, if necessary.

  5. Locating Research Materials.

    1. Periodicals/Journals.The Periodicals/Journals section is divided into 2 sub sections i,e. current issues and old issues. Current issues are kept in the newspaper reading corner and old issues are kept in the shelves.
    2. Seminar Paper, outside papers and lecture papers given by guest speakers are kept in research section and are arranged according to their serial no given in the appropriate register.
    3. Individual Research Paper, Combined Study Group Paper/Group Research Project and Individual Policy Papers given by the Course Members are kept in the research section and are arranged according to the year.
    4. Paper Clippings.Topic related paper cuttings are collected from the various newspaper and journals/magazines for research work and reading folders.

  6. Library Stocks.The library obtains material from the following sources:

    1. Direct purchases from the Library grant allotted by the Government. These are government properties.
    2. Books, pamphelets/précis published by the MOD/GS Branch of AHQ, these are also government properties.
    3. Materials received on complimentary basis from different organizations/ institutions/individuals both from home and abroad including the US and British Governments. These are the College private property.

      4. The Library maintains two separate stock register for government and private properties.

  7. Issues of Reading Materials.Books will normally be issued against individual card. At the same time it will be recorded through computerized systems. The general procedure followed for loan of reading materials will be:

    1. Normally not more than 4 books and 3 journal/periodicals/research papers will be issued at a time. The normal loan period of reading materials will be for 14 days. This may be extended on request provided that the item is not required by any other member. Officers are requested to sign for each book borrowed on the borrower’s card prepared by the library staff.
    2. New arrivals will not be issued against any reader/member until they are classified/catalogued.
    3. Reading materials are liable to be withdrawn any time before the due date, if required for special purpose.
    4. A member of the library when posted out of NDC will be required to return all reading materials issued. A clearance certificate from Assistant Director (Library) must be obtained.
    5. Text/Books. Text book will be issued to Course Members for the whole duration of the course, if sufficient copies are held by the library.
    6. Issue of Reference Books. Reference Books will not be issued to any members of the library.
    7. Issue of Newspaper/Magazines/Periodicals. Current newspaper, periodicals and magazine will not be issued. Other magazines, but not more than three at a time, may be issued for one week only.

  8. Return of Reading Materials. Books which are to be returned will be handed over to the counter clerk of the library who will mark necessary entry in the borrower’s card accordingly and update the computer data. It will be the responsibility of the borrowers to ensure that books returned by him are recorded on the borrower’s card.

  9. Books Overdue. Two reminders will be served for books not returned in time. Book not returned after the last reminder will be assumed to have been lost by the individual concerned and the full replacement cost plus fine as detailed in sub Para ‘10 a & b’ below will be charged.

  10. Loss of Books/Reading Materials.

    1. Loss of Reading Materials other than Defence Publications.Borrowers are responsible for all reading materials issued to them and will be required to pay the full price if any materials lost or damaged. In the case of new, important and rare books/reading material, the cost to be realized may be up to three times the price of the materials. If the book is apart of a set containing more than one volume, the borrower will be required to pay for the whole set. If pages, illustrations or pictures are missing at the time of return the borrower will be required to pay the cost of the whole book.
    2. Loss of MOD/General Staff Branch Publication.. It its security classification is confidential or above, a Court of Inquiry is to be held. The replacement cost, if realized from the individual concerned as per the recommendations of the court, will be deposited to the Government Treasury. The treasury receipt (TR) along with the findings of the Court duly approved by the Commandant will be forwarded to the Chief Administrative Officer at Army Headquarters/Ministry of Defence. A fine of 100% of the replacement cost will also be placed on the individual concerned which will be utilized for purchasing other reading materials for the library.

  11. Care and Maintainance of Reading Materials. Proper care is to be taken of library materials by the Library Staff and the users:

    1. Care and Maintenance by Library Staff
      The Journal Section is broadly divided into the following areas with journals/magazines arranged in the alphabetical order of their titles:
      1. All shelves are to be cleaned (dusted) every day and books turned over fortnightly to ensure protection against damage by insects/fungus
      2. Regular spray of insecticides and replacement of mothballs (naphthalene) must be done by library staff at least once in a month.
      3. All worned covers/spines of books and reading materials are to be regularly checked by library staff and repairs carried out as necessary.
      4. While receiving, the counter clerk is to cheek the pages of borrowed reading materials for damage/defacing and report any such occurrence immediately to Assistant Director (Library). A record of such damage is to be maintained in a separate register duly signed by Assistant Director (Library) and Senior Research Fellow-2.
      5. All lights, air conditions, electrical appliances used in the library are to be switched off prior to closing the library.
    2. Care and Maintenance by Users
      1. All reading materials are to be handled with utmost care to ensure long life.
      2. Defacing, writing notes/marking of books, pamphlets and periodicals is forbidden. If done it will be considered as willful damage and the individual concerned will be charged the full replacement cost as fine of the book. If pages, illustrations/pictures are found missing at the time of return, the borrower will be required to pay the cost of the book. These amounts will be charged through the monthly mess bill and deposited to government treasure/private fund of NDC. The damage materials will be retained in the library and marked as such.
      3. Reading materials are not to be misplaced from the shelves. After consulting /reading materials are to be kept in the appropriate shelves.

  12. Classification of Books. Books are arranged on the shelves according to the Universal Decimal Classification system.

  13. Library Publications. A Quarterly Library Bulletin will be published showing acquisitions. This will be circulated to Comdt, SDSs and DSs and also displayed on the notice boards. In special circumstances, indexes of articles from current journal will be published as study and reference guide.

  14. Reproduction Facility from Library. The reproduction facility from the PPC (Plain Paper Copier) machine placed in the Reproduction Room for copying NDC library materials. Request for PPC facilities will be made only when it is unavoidable i.e. the book cannot be taken out of the library. Only one copy of the reproduction will be made and the number of pages to be copied should not normally exceed 10 without prior authority from Assistant Director (Library) concerned. Where more pages are required, the particular reference book may be taken out of the library for a limited period with the permission of Dir (R & A). This will only be applicable in the case of a student working for Research Work. Demands are to be placed to the library counter clerk at least 24 hours in advance. Immediate reproduction cannot be carried out.

  15. Security-College Library.The Following security instructions are to apply:

    1. Only the main door of the library will remain open during working hours.
    2. After working hours, all doors and windows of the library will be closed and the key will be deposited to duty clerk for keeping in key box.

  16. Carrying Briefcases, Books/Pamphlets into Library. Briefcases, books/pamphlets etc are not carried into the library but are to be kept on the library counter. However, in special circumstances when a book/publication is required to be carried inside the library, the item is to be shown to the Counter Clerk during entrance and exit.

  17. Use of the Library. The main library should be used for any purpose (syndicate, exercises etc) other than reading. However, in special circumstances the inner library (reading room) may be used for other purposes with the agreement of Dir (R & A).

  18. Smoking inside the Library. Smoking inside the library is prohibited.

  19. Observance of Silence. Strict silence is to be observed inside the library at all times.

  20. Purchase of New Books. Assistant Director (Library) will circulate the list of books among the SDSs and DSs for the selection. The Library Committee will draw up an annual procurement list for submission to the Commandant for approval, Course Members may also make purchase proposals in the “Suggestion Book” placed on the Library counter.

  21. Stock Taking of Library Materials. A 100% physical stock check of all the library materials will be carried out at least once in every calendar year and during the period of handing/taking over of the library, to ensure that here are no discrepancies.

  22. Depreciation of the Library Materials. Depreciation including losses of library materials due to various reasons and normal wear and tear to tune of 5% of its total stock per year is acceptable and such loss should be written off and disposed accordingly, provided that there is no prof of negligence on the part of the library staff.

  23. Condemnation of Library Materials. Condemnation of old/obsolete books, journals, magazines, newspapers/other reading materials will be carried out once in a year, by board of officers. The condemned classified information). Any proceeds derived from the sale will be deposited to the Government Treasury/private fund of NDC.

  24. Library Timing. The Library will be kept open during office hours. The Members can borrow/deposit reading materials during this time. However, the timing can be changed subsequently considering the convenience of the users.

  25. Library Timing. The Library will be kept open during office hours. The Members can borrow/deposit reading materials during this time. However, the timing can be changed subsequently considering the convenience of the users.

  26. Use of Other Libraries. In addition to the NDC Library, the members can use DSCSC Library, Army Central Library, BIDS and BIISS Libraries, British Council Library, USIS Library and any other libraries in the city. Necessary security clearance for visiting the British Council Library and USIS Library will be taken at proper time.

    1. DSCSC Library.All course members are eligible to be the members of DSCSC library.
    2. Army Central Library.This library will welcome the membership of all the Army members. However, any course member can read and make necessary photocopies in the library.
    3. BIISS.All the members can study in the library. No material will be issued.
    4. BIDS.All the members can study in the library. No material will be issued.
    5. British Council.All the members can study in the library. You can collect books and other materials collectively.
      1. Normal.Membership charge is Tk. 1,000/= per year. 4 x Books and 3 x magazines are issued for 21 days.
      2. Corporate Membership.Tk. 7200/= per year. 25 books for 08 weeks, 8 magazines for 10 days and 5 x Education VDO clips for 07 days. You can collect books and other materials collectively.
    6. USIS.No material is issued. However, the members can study in the library.
    7. Other Libraries.There are many other research organizations and institutions where the library facilities are available. few of those are:
      1. Bangladesh Centre for Advanced Studies (BCAS).
      2. Bangladesh Unnayan Parisad (BUP).
      3. Bangladesh Public Library.
      4. Asiatic Society of Bangladesh
      5. Centre for Development Studies (CDS)
      6. Bangladesh Institute of Law and International Affairs (BILLA).
      7. BD Rural Advancement Committee.
      8. Centre on Integrated Rural Development for Asia & the Pacific (CIRDAP)
      9. Community Development Library
      10. United Nations Information Centre (UNIC)
      11. National Archives and Library
      12. World Bank Library

        13. Books are not issued from these libraries. But you can study in these libraries. Addresses with telephone numbers of these libraries are available in the NDC library

    8. Library Management System.Steps have been taken to organize the management of the Library by computerized system. A program has been installed so that any member can search books in computer in different fields such as by author, title, topic and even by logic.