Circular No. 05/2022/TT-BVHTTDL guides the operation of mobile libraries and the circulation of information resources.

CIRCULAR

GUIDELINES FOR MOBILE LIBRARY ACTIVITIES AND INFORMATION RESOURCES CIRCULATION AND SHARING

INFORMATION RESOURCES

Pursuant to the Library Law on November 21, 2019;

Pursuant to Decree No. 93/2020/NĐ-CP dated August 18, 2020 of the Government detailing certain provisions of the Law on Libraries;

Pursuant to Decree No. 79/2017/NĐ-CP dated July 17, 2017, of the Government stipulating functions, tasks, powers, and organizational structure of the Ministry of Culture, Sports and Tourism;

At the proposal of the Director of the Library Department;

The Minister of Culture, Sports and Tourism issues this Circular to guide mobile library activities and information resources circulation.

Chapter I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular guides mobile library activities and information resources circulation; responsibilities of organizations and individuals related to mobile library activities and information resources circulation.

Article 2. Applicability

1. This Circular applies to public libraries as defined in point a Clause 2 Article 9 of the Library Law, agencies, organizations, and individuals participating or being related to mobile library activities and information resources circulation.

2. It is encouraged for non-public libraries as defined in point b Clause 2 Article 9 of the Library Law to implement mobile library activities and information resources circulation according to the guidelines set out in this Circular.

Article 3. Explanation of Terms

In this Circular, the following terms are understood as follows:

1. Mobile library activityis an activity serving outside the main office of the library carried out through the use of equipment and transportation means to provide direct access to information resources, library facilities, products, and services for users.

2. Information resource circulation is an activity conducted outside the library's main office or through cyberspace, achieved through transportation, sharing, or connecting information resources to libraries or other service points (hereinafter referred to as circulation points) to serve users.

Article 4. Principles in implementing mobile library activities and information resources circulation

1. Adhere to professional and operational procedures of libraries.

2. Center on library users; continuously innovate in the supply process of library products and services; be proactive, timely, flexible, ensuring opportunities for accessing information resources and library products and services that meet learning, research, and entertainment needs for all groups, especially children, the elderly, and people with disabilities.

3. Schedule mobile library activities and information resources circulation appropriately with living conditions, study, and production schedules; ensure the full implementation of specialized and operational activities stipulated in this Circular.

4. Ensure safety for personnel and assets of the library; promptly adapt to specific conditions and circumstances.

5. Apply information technology and digital transformation towards developing digital information resources, open information resources, and digital libraries in organizing mobile library activities and information resources circulation.

6. Establish cooperation mechanisms among different types of libraries and between libraries and relevant agencies and organizations to mobilize, share, and enhance the effectiveness of resources serving users.

7. Comply with laws on intellectual property rights, science and technology, information technology, cybersecurity, and other relevant laws.

Chapter II

SPECIFIC PROVISIONS

Article 5. Mobile library activities

1. Developing information resources

a) Survey locations, target groups, and user needs to select and supplement appropriate types of information resources based on the level and requirements of users. Prioritize selecting information resources to support local economic, cultural, and social development and those serving special groups such as: children, the elderly, people with disabilities, ethnic minorities, border areas, islands, regions with difficult socio-economic conditions, extremely difficult regions, and specialized groups (managers, researchers, businesses, organizations, and individuals requiring information resources for production and business).

b) Report survey results, compile a list of selected information resources, and include it in the annual mobile library activity plan of the library; the selection of information resources must meet the following requirements:

- Printed information resources must have at least three copies for each title in the library's collection and not be limited-use information resources as prescribed;

- Information resources must be up-to-date, not outdated, and suitable for the needs of each service or circulation point;

- For digital information resources, they must comply with laws on intellectual property rights and other relevant regulations.

c) Supplement information resources through receiving publications, purchasing information resources, accessing databases, digital information resources, open information resources, online information resources of public interest, and other valuable information resources.

2. Processing information and organizing information retrieval shall be carried out according to the procedural regulations for information retrieval and usage as prescribed by law.

3. Creating and providing library information products and mobile library services ensuring scientific and modern standards, suitable for the functions and tasks of the library and the needs of library users.

a) Library information products include: information search systems, bibliographic databases, full-text databases, and specialized information directories serving various user groups; other library information products formed during the processing of library information resources selected for mobile services;

b) Library services include: organizing reading spaces, providing on-site information resources; advising and guiding the use of library information resources; public computer and internet access; organizing reading promotion activities; information provision services upon request, and other services consistent with the library's functions and tasks as prescribed by law.

4. Communication in mobile library activities

a) Develop plans and organize communication and promotional activities tied to national, local events, and other library-related events as prescribed by law;

b) Introduce information resources, products, and services, library facilities, and other contents as prescribed by law; build public relations and the image of the library;

c) Exhibit and display books, combine with media and social networks to promote mobile library activities; integrate mobile library activities into National Book Day events, reading promotion contests, and other cultural and educational activities;

5. Statistically evaluate service effectiveness based on indicators such as the number of people served, the number of information resources served, and other indicators according to Model No. 01 stipulated in the Appendix attached to this Circular;

6. Evaluate mobile library activities in accordance with laws on evaluating library activities;

7. Inventory damaged information resources to develop appropriate preservation plans for reuse. Damaged information resources, which are printed materials that cannot be restored or have been lost, shall be included in the list of information resources proposed for purification as prescribed by law;

Article 6. Circulation of Information Resources

1. Forms of circulation of information resources include:

a) Circulating to locations outside the main library premises for printed materials, handwritten materials, audiovisual materials, microform materials including microfilm and microfiche, special materials for persons with disabilities, and other physical materials;

b) Circulating through cyberspace for digital materials;

2. The circulation of information resources as specified in point a Clause 1 Article 1 of this Article shall be carried out as follows:

a) Develop plans, select circulation locations, prioritizing remote areas, district and commune libraries, community bookshelves, cultural houses, community activity centers, schools, and other points where communities face difficulties in accessing information resources or have high demand for library services;

b) Select printed materials for circulation according to the guidelines set forth in points a and b Clause 1 Article 5 of this Circular, and these materials should not simultaneously be selected for mobile service as prescribed in Article 5 of this Circular;

c) The maximum duration for circulating information resources at one location is six months. For circulation points in remote, border, island, and mountainous regions, the circulation period shall be determined by the library but must ensure the flow of information resource services at these points;

d) Hand over information resources to circulation points, the library is responsible for:

- Preparing a handover record for circulated information resources according to Model No. 02 stipulated in the Appendix attached to this Circular; providing a list of handed-over information resources to the person in charge of the circulation point;

- Guiding the person in charge of the circulation point on organizing and preserving information resources and serving users;

- Requesting the person in charge of the circulation point to assess the level of information resource usage and user needs;

- Compiling the results of information resource usage at circulation points as a basis for developing the list of information resources planned for subsequent circulation at each point;

e) Conduct inventory of quantities and statistics of damaged and lost information resources to develop restoration and purification plans as prescribed. Information resources that cannot be restored or have been lost shall be included in the list proposed for purification as prescribed by law;

3. The circulation of information resources as specified in point b Clause 1 Article 1 of this Article shall be implemented through digital material sharing activities as prescribed in Article 7 of this Circular.

Article 7. Sharing of Digital Documents

1. Based on the annual needs for using digital documents of users, the library shall establish a list of information resources, plans for collaboration and sharing of digital documents to other libraries and service points within its jurisdiction.

2. The library shall undertake the reception of publications, purchase of access rights to databases, digital documents, open information resources, public domain information resources, and digitized library products, as well as other valuable online information resources. The supplementation of digital documents must ensure technical compatibility for convenient exploitation and utilization at circulation points. Selected digital documents for sharing shall not be restricted information resources as prescribed by law.

3. The sharing of digital documents shall comply with the interlibrary cooperation mechanism as stipulated in Decree No. 93/2020/NĐ-CP dated August 18, 2020 of the Government detailing certain provisions of the Library Law.

4. Libraries that share digital documents shall have the responsibility to:

a) Guide the person in charge of circulation points on accessing, preserving, securing, and exploiting digital documents to serve users;

b) Require the person in charge of circulation points to compile statistics on the level of usage of information resources by users;

c) Aggregate the results of usage from circulation points to serve as a basis for establishing the anticipated sharing list.

Article 8. Human Resources for Mobile Library Activities and Information Resource Circulation

1. Human resources participating in mobile library activities and information resource circulation shall be allocated within the total library staff and volunteer team of the library and must meet the following requirements:

a) Having experience or being trained in mobile library operations and information resource circulation;

b) Possessing professional qualifications and expertise in library science and understanding of information technology;

c) At least three positions participating in one round of mobile service, including one position operating mobile equipment and two positions involved in organizing specialized and professional activities for mobile libraries as prescribed in Article 5 of this Circular;

d) At least one position participating in information resource circulation implementing activities as prescribed in Article 6 of this Circular.

2. Individuals participating in mobile library activities and information resource circulation as stipulated in point a Clause 1 Article 6 shall enjoy travel allowances and other benefits as prescribed by law.

Article 9. Sources of Funding for Mobile Library Activities and Information Resource Circulation

1. For public libraries, funding shall be arranged from the following sources:

a) Annual operational funds of the library approved by competent authorities in accordance with laws on state budget and related implementing regulations;

b) Programs, projects, and initiatives of the State, organizations, and individuals related to the library sector;

c) Legal sponsorships and donations from domestic and foreign organizations and individuals;

d) Socialized sources and other lawful revenues.

2. For non-public libraries, funding shall be arranged from voluntary contributions of the library and other lawful revenues.

Article 10. Means of serving mobile library activities and circulating information resources

1. The library arranges means to serve mobile library activities and information resource circulation activities in accordance with point a, Clause 1, Article 6 of this Circular, including: cars, boats, trolleys, or other suitable transportation means based on the library's specific characteristics, nature of operations, and conditions.

2. Means for serving mobile library activities must meet the following requirements:

a) Having sufficient space to store materials, computers, equipment, banners, slogans, and other items necessary for mobile library operational activities;

b) Having computers with internet connection and items supporting the provision of mobile library products and services;

c) Having equipment to support power generation, sound, and lighting.

3. It is encouraged that libraries apply standards for means serving mobile libraries to enhance the quality and effectiveness of product and service provision for users.

Article 11. Responsibilities of the library in mobile library activities and information resource circulation

1. When implementing mobile library activities and information resource circulation, the library has the responsibility to:

a) Develop plans appropriate to the needs, working, studying, and living conditions of the people, prioritizing remote areas, economically disadvantaged regions, particularly difficult regions, border areas, islands, ethnic minority regions, submit these plans to competent authorities for approval and organize their implementation;

b) Establish specialized information resource repositories to serve mobile library activities and information resource circulation in accordance with this Circular; regularly update and renew the content of information resources;

c) Notify local authorities or library management agencies at places where mobile services or information resource circulation are organized about activity plans to effectively coordinate work; proactively coordinate with relevant agencies to organize mobile library activities and information resource circulation in accordance with this Circular;

d) Survey the information infrastructure at mobile library activity sites and ensure convenient internet connectivity to facilitate access and search of information resources;

e) Regularly report on the operation status of mobile libraries and information resource circulation to the managing authority and state management agency on libraries as prescribed by law;

f) Mobilize socialized resources to strengthen the capacity for mobile library activities and information resource circulation;

g) Manage human resources, finances, and assets during the operation process; preserve information resources, inventory, and statistics on assets after each service period;

h) Fulfill other tasks as prescribed by law.

2. Libraries with significant roles as prescribed by law have the responsibility to:

a) Responsibilities as stipulated in Clause 1 of this Article;

b) Play a core role in connecting and sharing digital documents, implementing regulations on interconnection and sharing of information resources as prescribed by law.

3. Provincial public libraries play a leading role in mobile library activities and information resource circulation in the locality.

Article 12. Responsibilities of organizations and individuals participating in mobile library activities and information resource circulation

1. Adhere to the internal regulations of the library and other relevant laws.

2. Participate in the preservation of information resources and equipment serving mobile library activities according to regulations.

3. Organizations and individuals receiving mobile library activities and information resource circulation, in addition to implementing the provisions of Clauses 1 and 2 of this Article, shall be responsible for:

a) Arranging locations and ensuring social security for mobile library activities; ensuring material conditions for storage and taking measures to prevent loss of information resources when receiving circulation;

b) Cooperating with the library in implementing services for users;

c) After receiving information resources, they must implement services for users, compile service results according to regulations, recover information resources after service implementation, evaluate effectiveness, and propose new suitable information resources based on needs.

Chapter III

IMPLEMENTING PROVISIONS

Article 13. Implementation Organization

1. The Library Department shall be responsible for guiding, urging, and inspecting the implementation of this Circular.

2. Departments of Culture, Sports and Tourism, Departments of Culture and Sports of provinces and centrally-administered cities shall guide, urge, and inspect the implementation of this Circular at their localities.

3. Libraries and related agencies and organizations shall organize the implementation of this Circular based on their assigned functions and tasks.

Article 14. Implementation clause

1. This Circular takes effect from October 1, 2022.

2. From the date this Circular takes effect, Circular No. 33/2018/TT-BVHTTDL dated October 15, 2018 of the Minister of Culture, Sports and Tourism regarding mobile library activities and document circulation shall cease to be effective.

3. During the implementation process, if any issues arise or difficulties occur, agencies, organizations, and individuals shall promptly report them to the Ministry of Culture, Sports and Tourism (through the Library Department) for review, amendment, and supplementation as appropriate./.

 

ANNEX

(Adopted along with Circular No. 05/2022/TT-BVHTTDL dated August 4, 2022 of the Minister of Culture, Sports and Tourism)

 

Model No. 01. Mobile Library Activity Schedule Recording Form

 

RECORDING FORM

Mobile Library Activity Schedule
year……

____________________

¹ Record the name of the location where the library provides service;

² Record the total number of people using documents and services during mobile library activities;

³ Record the total number of books taken for service;

⁴ Record the number of documents used in one service session;

⁵ Record the number of people using computers/internet access during the service period;

⁶ Record the number of participants in other mobile library activities such as film screenings, cultural events, etc.

 

Model No. 02. Information Resource Circulation Handover Minutes

 

INFORMATION RESOURCE CIRCULATION HANDOVER MINUTES

Today, the... day of... month of... year..., at..., the handover of circulating information resources was conducted to...

1. Participants

HANDING OVER PARTY:

* Representative of the Library...

- Mr./Ms.:...

RECEIVING PARTY:

* Responsible person for the circulation reception point...

- Mr./Ms.:...

2. Quantity of materials handed over

- Total number of book titles:...titles.

- Total number of books:...copies (with attached list).

- Other materials (if any):

This minutes is made in two copies, the Library... retains one copy and the responsible person for the circulation reception point... retains one copy./.