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HANDBOOK FOR MEMBERS OF RAJYA SABHA

Contents

CHAPTER - V

PARLIAMENT LIBRARY AND REFERENCE, RESEARCH, DOCUMENTATION AND INFORMATION SERVICE (LARRDIS)

52.Objective of the Service

The primary objective of the Parliament Library and Reference, Research, Documentation and Information Service, LARRDIS in short, is to cater to the information needs of Members of Parliament by providing, inter alia, research and reference materials on legislative and other important matters coming up for discussion before the two     Houses - Lok Sabha and Rajya Sabha.  To achieve this objective, the Service, consisting of professional and non-professional staff, is divided into the following functional Divisions:

(i) Library Division,

(ii) Reference Division,

(iii) Research Division,

(iv) Parliamentary Museum and Archives Division,

(v) Computer Division,

(vi) Media Relations Division.  The team of officers in each Division is led by a Joint Director. All the six Divisions function under the overall charge of three Directors.  Nomenclatures and the allocation of work to these Divisions are subject to change, from time to time, depending upon functional exigencies.

53.Parliament Library

Parliament Library, with the present holdings of around 1.25 million volumes of printed books, reports, Governmental publications, U.N. reports, debates, gazettes, other documents, including periodicals and publications brought out by the Lok Sabha/Rajya Sabha Secretariat, is one of the finest and richest repositories in the country.  One hundred ninety-seven Indian and foreign newspapers and 671 periodicals in English, Hindi and other Indian languages are being received regularly in the Parliament Library at present.

The functions of the Parliament Library are acquisition, processing, preservation, display and issue of books, periodicals, reports and other published material received from various sources.

Books and publications are also received for addition in the Library on complimentary basis, donated by Members of Parliament or other individuals and institutions.  In addition, books are added on the suggestions from Members of Parliament and others.  The Acquisition Section of the Library gives due consideration to the readers’ initiative, past demands, changing forthcoming international, national and local events and occurrences, while selecting the books.

Rare and Art Books

The Parliament Library possesses a rich collection of over a thousand rare books on history, art, painting, sculpture and architecture.  Books on Indian art cover a broad canvas of Indian history depicting different stages in its evolution.  These include the paintings of the Mughal, Rajput, Kangra, Garhwal and other schools of art.  Among the books on foreign art include the creations of celebrated artists like Michelangelo, Leonardo Da Vinci and Raphael as also works on Chinese and Japanese art and Russian, German, French, American and Arabian paintings.

Literature on Indian languages

The Parliament Library has been laying great emphasis on developing its language collections.  A separate Wing containing nearly 73,000 books in various Indian languages has been carved out in the Library.  The languages covered, apart from Hindi and Sanskrit, are:

(i) Assamese; (ii) Bengali; (iii) Gujarati; (iv) Kannada; (v) Kashmiri; (vi) Marathi; (vii) Malayalam; (viii) Oriya; (ix) Punjabi; (x) Sindhi; (xi) Tamil; (xii) Telugu; and (xiii) Urdu.

Concerted efforts are under way to enrich this collection by adding more and more basic works in each of these and other Indian languages.

The Parliament Library is at present receiving 74 periodicals in Hindi and same number of periodicals in other Indian languages.  All these language periodicals are displayed on a separate Reading Table in the Library Hall.

Location of the Library

At present, the Parliament Library is located in the Library Hall (earlier known as ‚ÄėThe Princes' Chamber) and the rooms adjoining it on the Ground Floor of the Parliament House and in a number of rooms on the First Floor between Lift Nos. 3 and 4.¬† On the Ground Floor are stacked Government reports - Indian and foreign, publications of the United Nations and its allied agencies, periodicals and newspapers.¬† On the First Floor are books on a wide range of subjects arranged according to the Dewey Decimal System of Classification.¬† Parliamentary Debates and Gazettes are stacked in the galleries of Central Hall.

Hours of Working

Parliament Library remains open from 1000 hrs. to 1800 hrs. on all working days.  However, during the Session periods, Library, Ground Floor and Library, First Floor function from 0900 hrs. to 1900 hrs. or till half an hour after both the Houses rise for the day, whichever is later. Library(Ground Floor) also remains open from 1000 hrs. to 1400 hrs. on all weekends and holidays (except national holidays and Holi).

Stacking Arrangements

(a) Library (First Floor): - Books are stacked in Room Nos. 47B, 47D, 49, 73, 74, 76, 77, 78A and 78B, Mezzanine Floor and in the closed corridor on the First Floor*.  All the books by and on Mahatma Gandhi and Jawaharlal Nehru have been stacked in Room No. 77 First Floor, Parliament House, as separate sections, viz. the Gandhiana and the Nehruana.

(b) Library Units outside Parliament House - With a view to easing the acute shortage of space in Parliament House/Annexe, particularly in the light of new projects that are being launched and facilities which are being extended to Members of Parliament, it became necessary to shift some of the holdings of Parliament Library to places outside Parliament Complex where these could be properly stacked.  Accordingly, a large number of publications including bound volumes of newspapers, periodicals, rare books, State Gazettes and Debates and old annual reports of Central Government have been shifted to adjacent bungalows at 23, Mahadev Road, 36 Rakab Ganj Road and V.P. House.*

(c) Library (Ground Floor): Newspapers, law reports, periodicals, Union/State and foreign Government reports, publications of United Nations and its allied agencies, literature regarding public undertakings and other autonomous and semi-autonomous bodies have been stacked in Room Nos. 45A, 45B, 46A and 46B of the Parliament House.*

(d) Library Hall: - Latest newspapers and periodicals in Hindi, English and other regional languages are displayed here for the information and use of members and other readers.

Catalogue

Author/title catalogue cards are maintained in Library (First Floor).  The arrangement of entries is dictionary-wise. A separate catalogue for Government publications and the reports of the United Nations and its allied agencies is maintained in the Library (Ground Floor).

From 1992 onwards, Library management functions like acquisition, processing (including cataloguing) and issue and return of books have been computerised by using the software package LIBSYS.  Members can have access to the catalogue of the Library through the terminals installed at the counters of the Library in the First Floor and the Ground Floor.  Bibliographical details of the books, reports and other publications added to the Library can also be accessed on Internet & Intranet.  Members of Parliament and others can access the Parliament Library Catalogue on Internet through Parliament of India Home-page, i.e. http://parliamentofindia.nic.in

Issue and return of Publications

The issue of books from the Library is regulated by Library Rules, copies of which, printed both in English and Hindi, can be obtained on request from the Library.

Library Rules

The following Library Rules are reproduced for the information of members: -

1.      Parliament Library is intended for the exclusive use of members and Officers of Parliament.

2.      The use of Parliament Library for the purpose of study by personal staff of members of Lok Sabha or bona fide research scholars requires special permission in writing from the Secretary-General, Lok Sabha.¬† In the case of Members of Rajya Sabha, Secretary-General, Rajya Sabha may grant such permission.¬† The Secretary-General, Lok Sabha or Secretary-General, Rajya Sabha, as the case may be, may grant permission if he is satisfied that a particular person is actually required to assist a member for collecting information which may help him in the efficient discharge of his duties as a member or that a bona fide research scholar is required to consult documents or books that cannot be found elsewhere.

3.      Library facility will be extended to PAs/PSs to Members of Parliament for a period of one week only, subject to its renewal for one more week during Session periods.¬† However, during inter-session periods the Library passes may be issued for fifteen days.¬† In the case of research scholars (both Indian and foreign) such permission shall, save in exceptional cases, be accorded during the inter-session periods only.¬† PAs/PSs to members are issued General Entry Passes by Parliamentary Notice Office (PNO) and in order to ensure that only genuine PAs/PSs to members make use of the Library, the facilities may henceforth be extended to only¬† those PAs/PSs¬† to members, who are holding General Entry Passes issued by the PNO.¬† In the case of research scholars, such permission shall, save in exceptional cases, be accorded only during the inter-session periods.

Prescribed forms for grant of Library facilities may be obtained from the Administration & Preservation (A&P) Section (Library Division).  The application form duly filled in and accompanied by two passport size photographs, must be submitted at least 15 days in advance so that adequate time is available to verify the antecedents of the applicant.  The person to whom the Library pass is issued shall be governed by the following instructions:-

(a)    The pass must be returned or presented for extension of time after the period for which it is issued is over.

(b)   The loss of pass shall be notified immediately.

(c)    The users shall not have access to the Stacks.¬† Books and other documents required by the users will be supplied for study by the Library staff.

(d)   Marking of any kind on the documents given to the users for study is not allowed.

(e)    The user shall bring his/her own stationery.

(f)     Any infringement of these instructions will render the person concerned liable to action being taken against him.

(g)    Briefcases and bags are not allowed beyond Library Counter.

(h)    The user must sign the register kept in Library GF/FF/G&D Section.

Permission for the use of Library in such cases shall be subject to the following conditions:

(i)                  No books, periodicals or other documents shall be taken out of the Library and no person shall handle books etc., in stack room or in almirahs, racks and bookcases, etc.¬† The books required shall be supplied by the Library staff and these shall be returned before leaving the Parliament Library.

(ii)                The issue or withholding of any book, report, record, etc. of the Parliament Library even for consultation shall be at the discretion of the Deputy Director/Assistant Director in charge.

(iii)       No clerical or typing assistance shall be given.

(iv)       The Deputy Director/Assistant Director in charge shall decide timings for study.

4.         Library facilities may also be provided to the accredited Press Correspondents admitted to the Press Gallery.

5.         Former members of Parliament may borrow books from the Library on depositing a security of Rs. 500/- with the Budget and Payment Branch of the Lok Sabha Secretariat.

6.         The special arrangement stipulated under Rules 2-4 above shall be subject to such further instructions and administrative orders as may be issued from time to time.

7.         All requisitions for the issue of books and other publications shall be made to the Deputy Director/Assistant Director on the prescribed form.  Not more than one book/publication shall be entered on each form.

8.         Ordinarily, not more than two books and two other publications (including volumes of a book or other publication) shall be issued on loan at a time to a member.

9.         On the termination of each Session, books and other publications borrowed by a member shall be returned to Parliament Library before he leaves the station.  Members staying in Delhi shall be able to make use of the Library as usual.  No book or other publication loaned to a Member shall be taken out of Delhi.

10.       During the Sessions of Parliament, books and other publications borrowed from Parliament Library shall be retained for not more than fifteen days, but this period may be extended by seven days if their renewal is applied for in advance and provided they are not in demand.

During the inter-session periods, the books and other publications shall be retained for a period not exceeding 30 days.

11.       In the event of a book/publication issued on loan being required for any important or urgent purpose, the Assistant Director/Deputy Director in charge, Library may recall it at any time and such a book/publication shall be returned by the member within 24 hours.

12.       Any member requiring a book or other publication which has been issued may get it reserved for him at the Circulation Counter and such a book/publication shall be issued to the members in their order of priority, as soon as it is received back.

13.       In no case, a member shall keep any book or other publication longer than 15 days during Session time or 30 days during inter-Session period.  No additional book or other publication may be issued to a defaulting member till the outstanding book/publication is returned.  Books may be got re-issued, if there is no demand for those books from other users of the Library.  For this purpose, the books shall be returned physically at the Book Circulation Counter and got re-issued after a week.

14.       If a book or other publication is not returned to the Library after the expiry of its due date, it will be presumed lost and steps will be taken to recover the replacement cost from the member concerned as indicated below:-

Sl.No. Publication Cost to be recovered
(i) Indian book/publication printed during the last five years. 1-1/2 times the original price.
(ii) Indian book/publication printed more than five years back. Double the original price.
(iii) Indian book/publication which is 'Out of Print'. Five times the original price.
(iv) Foreign publication printed during the last five years. Double the original price.
(v) Foreign publication printed more than five years back Three times the original price.
(vi) Foreign publication which is 'Out of Print' Five times the original price.
(vii) Indian or foreign publication for which price is not available. 50 paise per page.

Provided that if the actual replacement cost of the book/publication exceeds the cost arrived at on the basis of the above formula, the actual replacement cost will be recovered from the member.

15.       Encyclopaedias, dictionaries, directories, year books, atlases, periodicals (current as well as old issues), books on art, paintings and other illustrated books, rare books, books which are out of print, reference books, newspapers (current and back numbers), press clipping folders (current and old ones), serials and books in damaged and brittle condition shall not be issued out.  Such books/publications/folders shall be made available for consultation in Parliament Library premises only.

16.       No new book or other publication shall be issued to members till after a week of their having been displayed in a separate shelf marked  "Latest Arrivals".  Each new addition shall bear the date upto which it would remain on display.

17.       Books and reports pertaining to a Bill or Resolution or other matter which is either under discussion or is to come up before either House immediately shall not be issued so long as the matter is pending consideration before Parliament.

18.       From the time books or other publications are issued and until they are returned to Parliament Library, the borrower shall be responsible for their proper maintenance and in the event of any damage or loss, the borrower shall be required either to replace the book/publication or to pay up replacement cost of the same at the rates prescribed in these Rules.

19.       Pass Books shall be maintained at the Circulation Counters of Parliament Library in respect of Members of Parliament for the issue and receipt of books/publications.  When a book/publication is issued, the member shall sign in the relevant column of the Pass Book in token of having received the book/publication.  While returning the book/publication the Library staff on duty at the Circulation Counters shall sign the Pass Book in token of having received the book/publication.

20.       In case a member is unable to come to the Parliament Library himself, he may obtain books, reports, etc. on loan through his Private Secretary/Personal Assistant subject to his furnishing a letter of authority, in the prescribed form.  The members shall, however, be personally responsible for the safe custody of the books and their return.

21.       Users of Parliament Library shall observe strict silence, while in the Library premises.

22.       Smoking in any part of Parliament Library and taking of meals and refreshments in the Reading Rooms are strictly prohibited.

23.       No stranger shall be admitted into any sector of the Parliament Library unless accompanied by a member or an officer of Parliament.

24.       Suggestions for the purchase of new books, periodicals and newspapers shall be made in writing in separate registers maintained for the purpose in Library, First Floor and Library, Ground Floor.

25.       Regulation of entry to Parliament Library premises shall be subject to such orders and instructions as may be laid down from time to time.

Display of books/periodicals

New books added to the Library are on display for a period of one week in the Library (First Floor).  During this period, the books are not issued.  However, members can get these books reserved, by filling in a prescribed form available at the Counter, for issue on the expiry of the period of display.  Newspapers, journals and periodicals are displayed in the Library, Ground Floor.

Legislative Papers from the States

Arrangements have been made with the State Legislatures for the supply of their Legislative Papers like the List of Business, List of Questions, Bills, etc. and these papers are available in the Library (Ground Floor) for perusal by the members.

Reading Room Facilities

For those Members of Parliament who desire to study in the Parliament Library, reading facilities are provided in Room No. 45 (Ground Floor) and also in Room No. 48 (First Floor).*  Members may also reserve books to facilitate reference.

Room No. 76 in the Library (First Floor)* is a General Reading Room where facilities are provided to research scholars and others for study for specified periods only.

Committee Room: - Room No. 47* is commonly known as the Committee Room of the Parliament Library.  Meetings of Library Committee/Sub-Committee, Fellowship Committee and visiting dignitaries are held in this Room.  Important reference works, encyclopaedias and dictionaries are also stacked in this Room.

54.The Gazettes and Debates Unit

This Unit maintains the collection of Debates and Gazettes, viz. Constituent Assembly Debates, Lok Sabha Debates, Rajya Sabha Debates and Debates of the State Legislatures in India, Gazettes of India and Gazettes of the States.  Besides, this Unit has collections of the Debates of the British House of Commons, the House of Lords and the U.S. Congress. Most of these Debates and Gazettes are kept in the Galleries of the Central Hall* and arranged in chronological order.

55.tAdminisration and Preservation Section

The Administration and Preservation Section of the Library Division deals with the general administration of the Library, maintenance and preservation of Library holdings, grant of Library facilities to research scholars (Indian and foreign) and personal staff of Members of Parliament, stock verification, binding of publications, training of staff and the acquisition of all Library equipment.

The Correction Unit of this Section preserves and maintains the record of the Central and State Acts, Government and Private Members’ Bills, Central and State Government Rules, Joint Select Committee Reports, Constitution of India, Allocation of Business Rules, Foreign Acts, etc.  In addition, the Unit also carries out corrections in Central Acts, Constitution of India and Allocation of Business Rules to keep them up-to-date.

Ten copies of all Government as well as Private Members’ Bills as introduced in  Lok Sabha or Rajya Sabha are also received and maintained by the Unit to meet the demands of the members.  At the end of the year, four sets of the Bills as introduced in Lok Sabha/Rajya Sabha, together with an index, are got bound and kept in the Library for permanent retention.  Bound volumes of these Bills since 1921 are available in the Parliament Library.

The copies of the Reports of Joint/Select Committee (constituted from time to time to review Bills) as presented to Lok Sabha/Rajya Sabha since 1921 are also maintained in the Unit.

The copies of all the Central Acts since 1841 are preserved in the Correction Unit and necessary corrections are carried out regularly as per provisions made in the amendment Acts passed by the Parliament and assented to by the President.  Copies of the Central Acts and sets of the India Code volumes (Acts arranged according to subject), as amended up-to-date, are maintained by the Unit.

56.Reference Service

The Members’ Reference Service provides services to members of both the Houses.  The services provided by it fall broadly under the following categories:

(i)         Supply of on-the-spot references to members from published documents;

(ii)        Collection of latest information, factual statistics, etc. in response to members’ written reference requisitions;  

(iii)       Preparation of reference notes;

(iv)       Preparation of bibliographical notes on important Bills either pending or coming up before Parliament;

(v)        Preparation of Background Notes, Information Bulletins, Fact Sheets and Study Boxes on topical issues by anticipating members’ reference needs; and

(vi)       Updating and printing of ad hoc publications issued by the Reference Service from time to time.

2.         The scope of material to be collected in response to members’ reference is normally limited to subjects connected with the immediate business before either House of Parliament. The number of reference requests on such subjects at a time may be restricted to two or three. Requests for information on other topics of interest may be sent during inter-session period only.

3.         Members requiring detailed information on any subject may send a requisition in writing in the prescribed form available at the Members’ Assistance Desk located in the Parliament Library, Parliament House, to the Reference Wing, indicating precisely the points on which the information is required and the date and time by which it is to be furnished.

4.         Facilities also exist for meeting the information needs of Members of Parliament in Hindi, if either a specific request is received to that effect or the requisition from the member is received in Hindi.

5.         The information is collected/compiled from authentic sources, e.g., reports, official publications of the Government, standard books, journals, etc. in an objective manner and supplied to members by the stipulated date and time. References on which information is readily available in published literature available in the Parliament Library and which do not involve detailed study or compilation, will be supplied to members on the spot.

6.         The information supplied to members is based on one or the other source material, suitably indicated therein. No responsibility is accepted by the Lok Sabha Secretariat for the veracity and authenticity of the information supplied. Members, while making use of the information supplied, either in the House or outside, should, therefore, cite the original books or documents as the source of information. The information supplied to a member is meant as a help in the discharge of his/her parliamentary duties and not for publication or use in any other manner.

7.         In order to assist members in the study of available literature relevant to selected Bills or other topics coming up for consideration before the House, Study Boxes are maintained during Session periods in Parliament Library (Ground Floor). All books, reports, other relevant documents, etc. relating to the Bill or other topics coming up before the House are collected together and placed in these boxes so as to be available to members at one place. The literature placed in Study Boxes is not issued out during the period of discussion on the relevant Bill or topic but is made available to members for study and consultation in the Library precincts only.

8.         The Members’ Reference Service also updates and publishes regularly the following publications:

(i)         Parliament of India - A Souvenir, brought out at the end of the term or dissolution of each Lok Sabha.

(ii)¬†¬†¬†¬†¬†¬† President‚Äôs Rule in the States and Union Territories ‚Äď It presents in a tabular form important details relating to the Presidential Proclamations made under article 356 of the Constitution and under Section 51 of the Government of Union Territories Act, 1963 since 1950.

(iii)       Presidential Ordinances (1950-1996, Latest edition)

(iv)       Council of Ministers since 1947 - It contains the names and portfolios of members of the Union Cabinet, Ministers of State and Deputy Ministers in alphabetical order.

(v)¬†¬†¬†¬†¬†¬†¬† India ‚Äď Some Facts (2001, latest edition)

(vi)¬†¬†¬†¬†¬†¬† Ad hoc publications such as Fifty Years of Indian Parliamentary Democracy (1947-97) and Tenth Lok Sabha ‚Äď A Statistical Profile (1996).


* All these documents will be shifted to new Parliament Library Building shortly.

* All these documents will be shifted to new Parliament Library Building shortly.

* These facilities would be shifted to new Parliament Library Building shortly.