Circular No. 33/2018/TT-BVHTTDL stipulates on mobile library activities and document circulation.

CIRCULAR

REGULATIONS ON MOBILE LIBRARY ACTIVITIES AND DOCUMENT CIRCULATION

Pursuant to the Library Ordinance dated December 28, 2000;

Pursuant to Decree No. 72/2002/NĐ-CP dated August 6, 2002 of the Government detailing the implementation of the Library Ordinance;

Pursuant to Decree No. 79/2017/NĐ-CP dated July 17, 2017 of the Government stipulating the functions, tasks, powers, and organizational structure of Ministries; e-Government Portal;

At the proposal of the Director of the Library Department;

The Minister of Culture, Sports and Tourism issues this Circular on mobile library activities and document circulation.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

1. This Circular regulates mobile library activities and document circulation; responsibilities of organizations and individuals related to mobile library activities and document circulation.

2. This Circular applies to libraries and organizations and individuals participating in mobile library activities and document circulation.

Article 2. Interpretation of Terms

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

1Mobile library activity động is an activity serving outside the library premises implemented through the use of equipment and transportation means to provide documents and library products and services directly and proactively to users.

2. Document circulation is an activity serving outside the library premises implemented through the transport of books, newspapers, and other library materials to another library or service point (hereinafter referred to as the circulation point) to serve users.

Article 3. Principles for mobile library activities and document circulation

1. Adherence to library business rules, procedures, and relevant laws.

2. Ensuring safety for people and library assets.

3. Proactive, timely, flexible; ensuring access opportunities to documents, building reading spaces, serving learning, research, and entertainment needs for all groups, especially children, the elderly, and persons with disabilities.

4. Utilizing information technology and electronic library services to enhance quality and meet user needs.

5. Collaboration between libraries and related agencies to share and maximize resource efficiency for users.

Article 4. Factors Ensuring Mobile Library Activities and Document Circulation

1. Documents for mobile library activities and circulation are sourced from the library's collection.

2. Human resources participating in mobile library activities and document circulation:

a) Are allocated within the total staff of the library and volunteer teams;

b) Participants must have experience in mobile library activities and document circulation;

c) Each mobile service session must have at least three participants including one person operating the vehicle and two library staff members;

d) Each document circulation session must have at least one participant; specifically for provincial libraries, each circulation session must have at least two participants;

e) Participants in mobile library activities and document circulation are entitled to travel allowances and other benefits as prescribed by law.

3. Funding for mobile library activities and document circulation:

a) State budget allocated annually for library operations approved by competent authorities;

b) Programs and projects 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.

4. Equipment and means for mobile library activities or document circulation based on the requirements of each task. For mobile library activities, equipment and means include:

a) Cars, boats, carts, or other transportation means according to the library's conditions; banners, flags, slogans, and promotional tools;

b) Internet-connected computers, projectors, cameras, video recorders, generators, sound systems, lighting, and other supporting equipment.

Chapter II

SPECIFIC PROVISIONS

Article 5. Mobile library activities

1. Selection and supplementation of documents:

a) Surveying user needs in the area, prioritizing documents for local economic, cultural, and social development, documents for children, the elderly, persons with disabilities, and ethnic minority communities;

b) Supplementing documents through purchasing, exchanging, and receiving donations;

c) Ensuring at least three copies of each title and not being rare or valuable library materials.

2. Processing documents and organizing retrieval systems as prescribed.

3. Providing library services:

a) Organizing reading spaces, providing information and documents for on-site reading;

b) Advising on the use of library resources when users request;

c) Public computer and internet access;

d) Organizing reading promotion activities;

e) Other services consistent with the library's functions and tasks as prescribed by law.

4. Communication and mobilization:

a) Developing plans and organizing communication and mobilization activities tied to national, local events, and library events as prescribed by law;

b) Guiding reading methods and information search techniques;

c) Exhibiting and promoting books, organizing book and reading culture days, book contests, and other cultural activities;

d) Promoting and advertising the library and its services to attract users.

5. Summarizing and evaluating activities:

a) Inventorying quantities, statistics on damaged or lost materials to develop restoration and purging plans as prescribed. Damaged materials that cannot be restored or lost are included in the library material purging list as prescribed by law;

b) Conducting statistics and evaluating service effectiveness including the number of served users, the number of provided documents, and other indicators as specified in Model No. 01 attached to this Circular.

Article 6. Circulation of Materials

1. Selecting circulation locations, prioritizing remote areas, points with district and commune libraries facing difficulties in material resources or where there is high demand for materials from residents.

2. Selection and supplementation of materials:

a) Survey the needs of users in the area, prioritizing materials serving economic, cultural, and social development of the locality, materials serving children, persons with disabilities, and materials serving ethnic minorities;

b) Supplementing documents through purchasing, exchanging, and receiving donations;

c) Ensure at least three copies of each title of book and not being rare and valuable materials of the library;

d) Depending on the number of circulating books, the maximum period for circulating materials is six months for one circulation point.

3. After transferring materials to the circulation point, the library shall be responsible for:

a) Preparing a handover record for circulated materials according to Model No. 02 stipulated in the Appendix attached hereto; providing a list of transferred materials to the person in charge of the circulation point;

b) Guiding staff at the circulation point on organizing materials;

c) Requesting staff at the circulation point to compile statistics on the number of people using the materials, the number of circulated materials served, and user demands for materials.

4. Summarizing and evaluating circulation activities:

a) Inventorying quantities, statistics on damaged or lost materials to develop restoration and purging plans as prescribed. Damaged materials that cannot be restored or lost are included in the library material purging list as prescribed by law;

b) Collecting reports on the effectiveness of circulated materials usage at the circulation point as specified in point c, Clause 3, Article 6 of this Circular and compiling a list of materials expected to be circulated next.

Article 7. Responsibilities of Libraries in Mobile Library Activities and Material Circulation

1. Developing plans suitable for the needs, labor, study, and living conditions of residents, prioritizing remote and difficult regions, submitting to the competent authority for approval and implementing after approval.

2. Proactively coordinating with relevant agencies to organize mobile library activities and material circulation as prescribed in this Circular.

3. Regularly and annually reporting on the operation of mobile libraries and material circulation to the competent authority and the state management agency for libraries as prescribed by law.

4. Mobilizing social resources to strengthen the capacity for mobile library activities and material circulation.

5. Managing human resources, finance, and assets during operations. Implementing preservation of materials, inventory, and asset statistics after each service period.

6. Performing other tasks as prescribed by law.

Article 8. Responsibilities of Organizations and Individuals Participating in Mobile Library Activities and Material Circulation

1. Adhering to library regulations and laws.

2. Participating in preserving material resources and library equipment as prescribed.

3. Organizations and individuals receiving mobile services and material circulation, in addition to complying with Articles 1 and 2 of this Article, shall also be responsible for:

a) Arranging locations and ensuring public security and social order;

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

c) After receiving circulated materials, implementing service activities for users, compiling service results as prescribed.

Chapter III

IMPLEMENTING PROVISIONS

Article 9. Implementation Organization

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

2. Libraries and related agencies shall implement this Circular based on their assigned functions and responsibilities.

Article 10. Effective Date

This Circular takes effect from December 1, 2018.

During implementation, if issues arise, they should be promptly reported to the Ministry of Culture, Sports and Tourism (through the Library Department) for appropriate amendments and supplements.

ANNEX

(Attached to Circular No. 33/2018/TT-BVHTTDL dated August15, 2018 issued by the Minister of Culture, Sports and Tourism)Handover Record for Circulating Materials

NAME OF SUPERVISORY AUTHORITY...

- Total number of titles: ...titles.

BIThis record is made in two copies, the library...retains one copy and the person in charge of the circulation point...retains one copy./.

and clearly write full name)

1. Participants

HANDING OVER PARTY:

* Representative of the Library...

[1] Write the name of the location where the library provides service;

RECEIVING PARTY:

* Responsible person for the circulation reception point...

[1] Write the name of the location where the library provides service;

2. Quantity of materials handed over

[2] Write the total number of people who have used materials and services provided by the mobile library activity;

[3] Write the total number of books taken for service;

- Other materials (if any):

[4] Write the number of materials used in one service period;

[6] Write the number of participants in other mobile library activities such as film screenings, cultural events...

[2] Record the number of people using library materials and services during the mobile library operation;

[3] Record the total number of books carried by the library for service;

[4] Record the number of times materials are used during one service session;

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

[6] Record the number of people participating in other mobile library activities such as film screenings, cultural events...