to   catch   up   on   library   work   prior   to   deploy- ments. CONTROL  OF  SHIPBOARD LIBRARY   MATERIALS Religious Program Specialists must be aware of  procedures  used  to  control  shipboard  library materials.  The  control  of  library  materials  can be divided into three distinct phases: addition to the inventory, circulation, and removal from the inventory. Addition to the Inventory All  materials  in  naval  general  library  collec- tions   are   property   of   the   U.S.   Government, regardless of their source or value. They will be processed  into  library  inventory  in  accordance with   procedures   given   in   Chapter   9   of   the General  Library  Manual.  Mass  market  paper- bound   books   are   not   normally   processed   into cataloged  inventory.  However,  such  books  and other materials of the sort remain Federal prop- erty  and  should  be  stamped  with  the  library property  stamp.  Paperbound  books  received  as part   of   monthly   clothbound   distributions, special  distributions,  or  through  special  request orders  must  be  fully  processed  into  inventory. Library  books  are  not  plant  account  prop- erty  nor  are  they  entered  on  lists  of  minor property in use. Inventory records are internal to the   library.   Each   naval   general   library   must maintain  a  separate  General  Library  Inventory Record   (NAVEDTRA   5070/4)   sheet   for   each type  of  material  held  and  must  enter  in  the record   the   quantities   of   materials   on   hand, added,   and   dropped   from   holdings   with   such notes  as  may  be  required  for  clarity.  (See Appendix  Ca  of  the  General   Library   Manual.) Shelf lists of various categories of materials must be  maintained  and  must  serve  as  the  complete official,  detailed  inventory  record  of  the  current holdings  of  libraries. Loss Rates Library materials are a significant cost item. Losses  to  shipboard  library  collections  must  be held  to  a  minimum.  While  circumstances  must be  taken  into  consideration,  excessive  losses  to inventory  in  general  libraries  afloat  should  be investigated.  Physical  inventories  of  library  col- lections  must  be  taken  by  the  RP  at  least  once every  3  years  or  when  assuming  responsibility for  a  shipboard  library. Circulation Circulation as a procedure includes all opera- tions, records, and rules for the loan and return of  library  materials,  whether  circulated  only within the library or outside the library. Library   patron   files,   or   borrower   files   are maintained  by  the  RP  as  approved  files  under the Privacy Act. Information in the files must be used strictly in accordance with the provisions of the  Privacy  Act.  SECNAVINST  5211.5  iden- tifies  as  approved  systems  of  library  patron records  Navy  system  N00028.  Persons  register- ing as library users must be advised by the RP of their rights under the Privacy Act. Overdue Materials Library  directives  establish  the  basic  com- mand  policy  in  respect  to  return  of  materials under  which  the  library  operates.  In  general, First overdue notices should be sent 3 to 5 days after the date materials were due. Second notices should be sent 3 to 5 days after the first notice. Third  notices  should  be  sent  3  to  5  days after the second notice and normally are directed to  division  officers  for  action. Personnel   clearing   an   activity   should   also clear  through  the  shipboard  library. Fees  and  Fines Fees  may  not  be  charged  for  use  of  naval general libraries. However, fees may be collected for   coin-operated   copying   machines   and   costs associated  with  some  aspects  and  varieties  of interlibrary   loan, particularly   requests   for photocopies. Monetary  fines  or  penalties  must  not  be  im- posed   or   collected   for   overdue   materials. Disciplinary   procedures   relating   to   overdue materials   must   be   those   imposed   for   other 8-11