Major library functions are: selection and acquisition, cataloging and classification, indexing, readers' services which includes reference, literature search service, circulation, digitization, current awareness service, and information storage and retrieval.
Selection and Acquisition
Book catalogs and publishers' announcement flyers are consulted for selection of new titles. These are forwarded to staff working on the relevant subjects to select materials forwarded to them. These are further reviewed by the Librarian depending on the selection criteria and budget. The Librarian also selects books for the general collection building of the library. Selected items are made ready for requisition and purchase whether local or foreign.
Staff may also recommend titles for purchase and may fill up the Acquisition Request Form (PhilRice ACQ). This can also be used for reprint and other requests.
In cases where local book dealers bring materials for examination, research staff are called to examine materials and evaluate books based on authority, scope, arrangement, format, special features using form PhilRice EVA. Relevant items may be recommended for acquisition.
When needs for relevant materials are expressed, requisition and purchase are prepared according to accounting policies and procedures, fund availability, and COA regulations. Materials are also inspected upon arrival by the designated personnel.
Exchange
Exchange of publications with other libraries is also pursued as a program to develop the collection. There are about 30 exchange partners both local and foreign sending us their journals or book publications. These partners include the U. S. Department of Agriculture National Agriculture Library, Food and Agriculture Organization of the United Nations, EMBRAPA, and others. Though our aim is to have a value-for-value exchange basis, when this is not possible, we manage with a suitable alternative like number-for-number, or any publication we deem worthy of exchange (Form PhilRice ACK).
PhilRice allots 20-25 copies of each PhilRice publications for library exchange and deposit.
Depository
PhilRice publications are deposited at the National Library of the Philippines, Library of Congress (US) Representative Office in the Philippines, International Rice Research Institute, Department of Agriculture (Philippines), and University of the Philippines at Los Banos. This makes our publications accessible to users, and serve as backup access points in case of loss. Some of our depository libraries also send us their publications or alternative materials.
The PhilRice Library, likewise serves as the depository library of PhilRice publications, and theses and dissertations of staff and scholars. In 2021 the library became the repository of pre and post documents of online activities and webinars for the Lifelong Learning Series conducted by the Institute and Branch Stations.
Donations
The library accepts or solicits donations from donors: staff, institutes, private individuals, philanthropists, and other parties. It has been the recipient of book donations from the IRRI Library, Asia Foundation, Yale University, IPM-CRSP among others. Private individuals also donate personal collection and publications. Disposal of donations rests on the library.
Interlibrary Loan
Where in such cases, the material is not available for purchase or cannot be purchased because of budget constraints, alternative methods are used. Interlibrary loan to other libraries is encouraged. Currently, we have interlibrary loan agreement with the International Rice Research Institute Library and Documentation Service. Interlibrary loan agreements are subject to the policies of the lending library. Violation may mean payment of fines or cancellation of the agreement. The librarian issues as interlibrary loan form (Form PhilRice ILL) to the PhilRice researcher and/or borrows the publication from the lending library.
Reprints/Downloads
Articles on rice are downloaded from the Databases subscribed by PhilRice namely: EBSCO, Springer, Science Direct, Proquest Agriculture and Sociology and Gale Databases through the enabling mechanism component of the IPaD (Improving Technology Promotion and Delivery through Capability Enhancement of the Next Generation of Rice Extension Professionals and other Intermediaries).
The Library also uses the Internet for articles and publications that can be downloaded for free and used as references.
The Library maintains a Digital Library for e-files of relevant articles.
Duplicates/Miscellaneous and Obsolete Publications/Relegation/Disposal
Duplicate publications are sent to branch stations in Batac, Agusan, Midsayap, Isabela, Los Baños, and Negros or other cooperating libraries. Other excess publications that are deemed useful to the stations and other libraries are also donated. Superseded editions are relegated. Obsolete and irrelevant publications are turned over to the Solid Waste Management Team. Old newspapers are kept for three months and disposed as part of the solid waste management program.