Library Cataloguing: The cataloguing department decides on the appropriate form for identifying authorship of works in the collection, describes the item as a physical item or a virtual source, and assigns subject access points. In the cataloguing, on the process lip, headings for different types of entries to be prepared should be listed. The headings should be listed on the pattern of a tracing section. At this state, the cataloguer should pass on the volumes along with process slips to the typist to type out catalogue cards or to handwrite the card. So at the end, the product of cataloguing is just like a card or in modern sense an entry in the OPAC giving essential general information about informational entity. This essential general information includes details about author, title, place of publication, name of publisher, year of publication, edition, editorship, pagination, illustration, etc. The individual cards which bear the class number or call number to enable the item to be located are arranged in some definite order. It may be noted that for each volume, an additional card called shelf list card shall be prepared.
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Cataloguer / Catalog Librarian:
The library professional who is engaged in the process of
cataloging of library materials is called cataloguer. He compiles the list of
documents according to a definite set of rules to enable the item to be
located in the collection.
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1. Definition: In order to provide access to the
holdings of a library, an index or list of the materials is always prepared and
maintained systematically for the readers. It contains all the essential
details about the documents with location mark, usually in numerical form, by
which the documents can be located on the shelves of the library. This list or
index or tool is basically called a library catalogue.
Cataloguing meant those activities that record,
describe and index the resources of a collection that were acquired in a manner
that will aid the end-user in locating materials in the collection(s). Library
items that are written in a foreign script are, in some cases, transliterated
to the script of the catalog.
Ranganathan
has defined a library catalogue as “a list of document in a library or in a
collection forming a portion of it”. A “list” refers to some kind of
arrangement based on a set plan and a “document” constitutes embodied thought,
which is a ‘record of work on paper or other material fit for physical
handling, transport across space and preservation through time’. This means
that document includes all types of records in which information can be stored
or presented.
According
to Ruth French Strout, a catalogue may be considered “a work in which contents
are arranged in a reasonable way, according to a set plan or merely word by
word”.
2. Need and
Purpose: The objective or function of the early catalogue was to serve as
an inventory list with progressive pattern of arrangement based on the order of
accession chronologically by date of publication or period of author. From this
arose a wide variety of approaches and an expansion of the inventory idea to
include retrieval.
The
modern library catalogue serves both the inventory (listing) and retrieval
(finding) function. Without cataloguing, it would be difficult for anyone to
know what is in the collection, how many items dealing with a particular topic
are in the collection and so on. What one sees in the public catalogue is the
result of the efforts of the cataloguing staff and the extent of the use of
library resources depends greatly upon the quality of it. A well made catalogue
definitely adds to the reputation of the library. Library cataloguing allows
library aids to assist the end-users in locating the materials. The need and
purpose of the library catalogue can be viewed from the following points of
view
a) General Objectives: The general
objectives of library catalogues are-
i)
Register: At any time the user may not find the entire
collection of the library on the shelf. Therefore, to know about the entire
collection (what is available) at any time reliance is to be given to some
other dependable tool. Catalogue, which is a register of all informational
items found in a particular library or group of libraries serves this end.
ii)
Finding Aid: Cataloguing
helps the user in locating the document in the stack. Simply it guides
the user to the exact location of a stack in which he / she will find the book
of his/her interest.
iii) Describes an Entity:
Catalogue is only one of the many forms of bibliography, giving essential
general information about an informational entity (e.g., books, computer files,
graphics, regalia, cartographic materials, a webpage etc.).
iv)
Satisfies Different Approaches: Cataloguing satisfies different
kinds of approaches of the patron of the library, say author, title, series,
subject approach etc.
b) Charles Ammi Cutter Objectives:
Charles Ammi Cutter made the first explicit statement regarding the objectives
of a bibliographic system in 1876. These have been frequently quoted and
criticized. According to Cutter, those objectives are
a) To enable a
person to find a book of which (Finding objective) one of the following is
known
i) The author
ii) The title
iii) The
subject.
b) To show what
the library has (collocating objective)
i) By a given
author
ii) On a given
subject
iii) In a given
kind of literature
c) To assist in
the choice of a book (Choice objective)
i) As to its
edition (bibliographically)
ii) As to its
character (literary or topical)
It
is only a few readers who are able to express their subject requirements in
specific terms. They think of either a narrower or broader subject rather than the
specific subject they require. Considering this, Ranganathan raised an
important point by quoting “if it is the interest in the subject which takes
him to the library, his wants will be better served if the catalogue can spread
before him a full connected panorama of all materials on his specific subject,
all its subdivisions and all broader subject of which it is itself a
subdivision”. Ranganathan in the light of the five laws of library &
information science expressed the objectives of a catalogue as the following
A
catalogue should be so designed as to
i) Disclose to
every reader his or her document;
ii) Secure for
every document its reader;
iii) Save the
time of the reader and with this save the time of the staff.
The
Cutter objectives are more specific in comparison to the Ranganathan approach
in describing the objectives of a library catalogue.
c) Paris
Conference: The principles adopted by the International Conference on
Cataloguing Principles held in Paris in 1961 are considered a landmark that
leads to the standardization of practices. The Paris conference resolved the function of a
catalogue as given below
The catalogue
should be efficient instrument for ascertaining
a) Whether the
library contains a particular book specified by
i) Its author
and title or
ii) If the
author is not named in the book its title alone or
iii) If author
and title are inappropriate or insufficient for identification, a substitute
for the title and
b) i) Which work
by a particular author and
ii) Which
edition of a particular work in the library.
The
function as adopted by the Paris
conference is more or less a restatement of the Cutter objectives as described
in his first edition of 1876.
d) Simonton Objectives: According to
Simonton (1964) a library catalogue serves three purposes in the conventional
library and especially in the research library.
i) Describing
all items catalogued to a degree of precision permitting positive
identification.
ii) Establishing
and describing the relationship of all items catalogued in terms of community
of authorship or sponsorship, similarly of context and continuity of
bibliographic history.
iii) Serving as
a finding list.
Though
the objectives stated by Cutter have been criticized a great deal and quoted
very often, these can only explain the explicit objective of a catalogue. These
have stood the test of time and according to Patrick Quigg “later statements’
are most usually restatements of them”.
3. Different Kinds of
Catalogue: The catalogue may be of different types based on different approaches
to division.
Based on physical form of presentation
library catalogue can be of the following types
i)
Printed Catalogue: The
printed catalogue is also known as dictionary catalogues or bound book
catalogue. This type of catalogue is just like a book where individual
catalogues are printed to make it easy to consult for the user. The printed
catalogues sometimes are interlaced with blank leaves on which additions could
be recorded. This type of catalogue is difficult to produce and update; it’s very
difficult to interpolate new entries and maintain correct sequence in it.
Again, its portability can be a disadvantage to other users because when a
single volume is taken to nearby table to be used by a particular user, it becomes
difficult for the other user to consult and there is no guarantee that the user
will keep the volume in the proper place. The British Museum
catalogue of printed books is an example of this kind of catalogue.
ii)
Guard Book Catalogue: This type of catalogue is also known as paste down catalogue. In paste down
catalogue, the base is a bound volume of thick blank sheets; each typed or
printed entry is pasted in the correct sequence on the successive right hand
pages, leaving space for at least five more entries to be inserted between any
two consecutive pages. The left hand page is left blank for pasting down any
new entry not finding its due place vacant on the right hand page, in the
corresponding position. In case a given portion of the catalogue becomes too
crowded, the stripes are lifted and redistributed. This is similar to a printed
catalogue except that additional new entries can be pasted in and also new
pages can be inserted. It is sometimes used in conjunction with a printed
catalogue and used prior to its production, bringing a new edition or in
producing a supplement for making addition, deletion, amendment and so on.
iii)
Sheaf Catalogue: This type of
catalogue is also known as loose leaf book form catalogue. It contains
about six entries on a single paper slip with holes or slots at one edge so
that they can be fastened into binders. Each binder has a locking / releasing
mechanism to allow the insertion of new entries when required yet ensures that
the slips remain securely in place when the catalogue is consulted. Owing to
the fact that more than one entry was included on a single leaf sometimes a
break-down in sequence occurs.
iv)
Card Catalogue: In card
catalogue the size of leaf is reduced so that each leaf containes one entry
only and as the small leaf is inconvenient to handle so it has been replaced by
the card. Each card is of 125 mm X 75 mm. The cards are arranged in trays and
held in their relative position by a rod passing through holes near their
bottom edge. The trays are all built into a cabinet. The specification for the
catalogue cabinet is given by the Indian Standards Institution. The card
catalogues allow much more flexibility.
v) Online Public Access Catalog (OPAC): The card catalogue was a familiar
sight to library users for generations, but the computerization of library
activities has led to rethinking regarding the form, purpose and function of a
library catalogue. Now the card catalogue has been effectively replaced by the
OPAC or Web OPAC. Some libraries with OPAC access still have card catalogues on
site, but these are now strictly a secondary resource and are seldom updated.
Some libraries have eliminated their card catalogue in favour of the OPAC. The
other form of catalogue can be easily obtained as an output from OPAC.
Based on source where cataloguing is done
catalogue can be grouped into the following types-
i)
Individual Cataloguing:
Cataloguing done by individual libraries, institution, people to serve their
own need and purpose or for their own sake are known as individual cataloguing.
ii)
Cooperative Cataloguing: Cooperative
cataloguing refers to a situation where a number of independent libraries share
the work of producing a catalogue for their mutual benefit. It is done in two
or more libraries for the benefit of each participant and the results may or
may not be made available to other libraries. One of the important outputs of
cooperative cataloguing is Union catalogue.
iii)
Centralized Cataloguing: Centralized
cataloguing is defined as the cataloguing of documents by some central organization
for the benefit of other libraries. This form of cataloguing can take place
within one library system or within a number of library systems. Sometimes
centralized cataloguing may be done by another agency. Some of the forms of
centralized cataloguing services are Card or shelf service, Cataloguing in
source, Cataloguing in publication, and Prenatal cataloguing.
The
term “Prenatal cataloguing” was used by Dr. S.R. Ranganathan. In this process
the cataloguing work has been done by the National Central Library of a country
on each book before its release by the publisher. This is done with the help of
a copy of the form proof of each book sent by each publisher. The National
Central Library prepares a muster stencil of the catalogue cards for each book
before its release. The catalogue cards are later made available for
distribution to libraries on order along with the release of books themselves,
Call numbers are also printed on the back of the title pages and tooled on the
binding as well. According to Ranganathan, this type of process leads to saving
79% in the technical manpower of an intra National and inter National Library
System.
Based
on the type of entry catalogue can be divided into the following-
i)
Author Catalogue: A
formal catalogue, sorted alphabetically according to the authors' or editors'
names of the entries.
ii)
Title Catalogue: A
formal catalogue, sorted alphabetically according to the title of the entries.
iii)
Keyword Catalogue: It is a subject
catalogue, sorted alphabetically according to keywords. The keywords are
derived by using some system.
iv)
Mixed Alphabetic Catalogue: It
is a mixture of author / title, or an author / title / keyword catalogue.
v)
Systematic Catalogue: A
subject catalogue, sorted according to some systematic subdivision of subjects
is called systematic catalogue.
vi)
Shelf List Catalogue: It is a
formal catalogue with entries sorted in the same order as bibliographic items
are shelved on the stack.
d) Based on
Scope: Based on the scope of
a catalogue unit, cataloguing can be divided into i) Individual catalogue and
ii) Union catalogue. When
a library catalogue lists holding or part of holding of two or more libraries
then it is called a union catalogue.
e) Based on
Purpose: Based on purpose
catalogue can be classified as Library
Catalogue, Book Sellers Catalogue, Publisher Catalogue, Dealers Catalogue, etc.
i) Economic to produce and handle: The
production and its subsequent maintenance cost and labour of the catalogue
should be minimal.
ii) Compact in size: It should not
occupy much space in the library.
iii) Bring together like entries: It
should have the provision to bring together entries with the same heading or
leading section.
iv) Updating: The selected catalogue
should have the provision to insert or withdraw entries easily as and when
required.
v) Reproduction: It should have the
provision to produce duplicate copies.
vi) Durability: The catalogue should be
durable.
vii) Accessible: It should be reasonably
accessible (within approach) to both users and staff members of the library.
viii) Easy to handle and consult: To
enable a user to find entries with ease. It should be easy to handle and
consult.
ix) Speed of searching: It should be
amenable to fast speed of search.
x) Portability: It should be easily
portable to enable the user / staff to consult it from inside or from outside
the library. The user should be able to take it home and consult it there.
5.
Cataloguing Rules: Cataloguing rules have been defined to allow for
consistent cataloguing of various library materials across several persons of a
cataloguing team and across time and space. Users can use them to clarify as to
how to find an entry and how to interpret the data in an entry.
Cataloguing
rules prescribe which information from a bibliographic item is included in the
entry; how this information is presented on a catalogue card or in a
cataloguing record; how the entries should be sorted in the catalogue.
Currently, most cataloguing rules are similar to, or even based on, the
International Standard Bibliographic Description (ISBD), a set of rules
produced by the International Federation of Library Associations (IFLA) to
describe a wide range of library materials. These rules describe an item in
terms of: title and statement of responsibility (author or editor), edition,
material-dependent information (for example, the scale of a map), publication
and distribution, physical description (for example, number of pages), series,
note, and standard number (ISBN).
A
catalogue code is a set of rules for the guidance of cataloguers in preparing
entries for catalogues so as to ensure uniformity in treatment. These codes may
also include rules for subject heading, filling and arranging of entries.
Classified catalogue code by S. R. Ranganathan and Anglo-American Cataloguing
Rules, 2nd edition (AACR-II) are examples of such
catalogue codes. In June, 2010, the Resource Description and Access (RDA) was
published, which will completely take over the place of AACR-II. AACR-II was the
most commonly used set of cataloguing rules in the English speaking world. The
AACR-II has been translated into many languages for use around the world. AACR-II
provides rules for descriptive cataloguing only and does not touch upon subject
cataloguing.
5.1 Anglo-American
Cataloguing Rules – II: AACR-II was jointly prepared by American
Library Association, The British Library, The Canadian Committee on
Cataloguing, The Library Association, UK, and The Library of Congress. The code
was edited by Michael Gorman and Paul W. Winkler. It was published in 1978 by
the American Library Association and Canadian Library Association.
There are two parts and four appendices in AACR-II.
An index was also provided at the end of the code and it has been compiled by
KG B Backwell.
Part I: Description
1. General
Rules for Description
2. Books,
Pamphlets and Printed Sheets
3. Cartographic
Materials
4. Manuscripts
5. Music
6. Sound
Recordings
7. Motion
Pictures and Video Recordings
8. Graphic
Materials
9. Machine-Readable
Data Files
10. Three-Dimensional
Artifacts and Realia
11. Microforms
12. Serials
13. Analysis
Part II: Headings,
Uniform Titles and References
14. Choice of
Access Points
15. Headings
for Persons
16. Geographic
Names
17. Headings
for Corporate Bodies
18. References
Appendix A: Contains instructions for Capitalization
Appendix B: Contains list of Standard Abbreviations
Appendix C: Deals with Numerals
Appendix D: Glossary
AACR-II prescribes three levels of details in the
description depending upon the nature and the size of the library. The first
level provides a brief cataloguing description just to identify a particular
document. It is recommended for a small library. The second level description
is recommended for a medium size library, whereas the third level of
description includes all the elements prescribed in the AACR-II and is
recommended for the highly specialized libraries or national and research
libraries. Here, we will concentrate only on the second level of description.
5.2 Card Catalogue: In most of the libraries
of India
the entries are written on card. The standard size of the card is 12.5 X 7.5 cm
or 5’’X 3". The catalogue cards which are used for preparing entries may
be ruled, semi-ruled or plain. The ruled cards are very convenient if the
entries are prepared by hand, and if the matter is typed then plain cards are
more suitable and used. There are different lines on the card, which may be of
the following types:
First Indention: It is the first vertical line that
lays nine (9) spaces from left margin. This line is in red ink.
Second Indention: It is the second vertical line
that lays thirteen (13) spaces from left margin or four letters space from
first indention. It is also indicated in red ink.
Third Indention: Beyond the second vertical line
there is also a third indention which is an imaginary line. It lays fifteen
(15) spaces from left margin. In a reference, referred-from heading continues
from third indention.
Horizontal Line: The card has also one horizontal
line in the upper section of the catalogue card. It is a bold line and is also
indicated in red ink.
Hole: The card also contains one hole at the bottom
portion at equal distance from both the vertical cores of the cards. A rod of
iron or brass is used to support all the cards in the tray through this hole.
Fig. The locations of different indentions in a
card catalogue
5.3 Types of Entries: Each library prepares
various unit records for each document in its holding. These unit records are
prepared to meet the various need and approach of the library user to the
document. These unit records are called as entries.
AACR-I regards the main entry as “the complete
catalogue record of a bibliographical entry, presented in the form by which the
entity is to be uniformly identified and cited. The main entry normally
includes the tracing of all other headings under which the record is to be
represented in the catalogue”.
An added entry is “an entry, additional to the main
entry, by which an item is represented in a catalog” (AACR-II, p. 563). The
additional entries supplement the main entry by providing an additional
approach to the documents listed in the catalogue.
a) Type of Information Needed for Cataloguing: The
cataloguer needs the following information about a document for cataloguing.
Name of the authors
Name of the collaborators
Title, subtitle or alternative title of the document
Edition
Name of the series
Editor of series
Name, place and year of publication
Size and number of pages of the document
Copyright year
ISBN/ISSN
The call number (class number and book number) of the
document. It can be found at the verso of the title page that will be provided
by the classifier.
The accession number of the document. It also can be
found at the verso of the title page. The accessionist will provide this
number.
b) Sources of Information Needed for Cataloguing: The
prescribed source of information for the preparation of the card catalogue is
the title page. It provides most of the information about the book. It is the
next printed page to the cover of the book. Please note here that the cover
page of the book is not the title page. The page leaving one or two pages from
the beginning and on which the description mentioned bellow is printed is
called the title page. The title page, in upper most part of it, contains the
title and subtitle (if any) of the book. The names of authors and collaborators
with their working institutions are given in the middle of the page. In the
lower part, the name of the publisher, place and year of publication and price
etc are given. If there is no title page, one can consult the cover caption or
the half title page of the book. In the half title page of the book, only the
title of the book, but no author and publication statements, is printed.
Sometimes, the name of the series is also printed on this page. The verso /
back of the title page contains copyright year, print and reprint, edition,
name and address of the publisher, the price, and so on.
Besides the title page, we can also collect
information about the book (in order of the following preference)
i) Accompanying material
ii) A container
iii) Another published description of the book or
iv) Any other available sources.
AACR-II recommends the following types of entries
i) Main Entry: The Main entry is an author entry in
AACR-II. If the authorship is diffused or not known the main entry is prepared
under the title. The Main Entry is the complete catalogue record of an item. It
also includes the tracing of all other headings under which the record is to be
presented in the catalogue.
ii) Added Entry: An added entry is a secondary
entry, additional to the Main Entry, by which an item is represented in a
catalogue. S R Ranganathan calls it “entry other than the main entry”. There
are different types of added entries. i.e. Joint author(s), Editor(s),
Translator(s), Compiler(s), Subject, Title, Series, etc. The number and kind of
added entries required by a document depends upon the nature of a particular
document and also on the nature of the catalogue used in a library.
iii) Reference: Reference is a direction from one
heading or entry to another. There are different types of references in AACR-II.
They are See Reference, See also Reference, Name title Reference, Explanatory
Reference, etc. Out of all the references “See” and “See also” type of
references are frequently used.
* See Reference: It directs the user of a
catalogue from a form of the name of a person or a corporate body or the title
of a work to the form that has been chosen as a name heading or a uniform
title.
Examples:
Md. Syed Ahmed Khan
see
Syed Ahmed Khan
Dhanpat Rai
see
Prem Chand
* “See Also” Reference: The function of a
“See also” reference is to direct the user from one name heading or uniform
title to another that is related to it. If the works of one person or corporate
body are entered under two different headings a “see also” reference is
prepared from each heading.
Example:
Home Science
See
also Interior decoration
5.4 Rules for Description
of Monograph: The elements to be included
in the catalogue entry are divided into the following areas:
a) Call Number: Call number is the combination of class number and book
number. It is the first item which should be recorded in the upper left hand
corner of the catalogue card with pencil.
b) Accession Number: It should be recorded on the seventh line from the top of
the card or fourth line from the bottom.
c) Author: “Author” in the entry is indicated by writing the surname
first which is followed by a comma “,” and the remaining parts of the name
(i.e. forenames) are given after leaving one space which is followed by the
date of birth and / or death of an author in full, if any, and a full stop.
This is written from the first indention and continued from the third indention
on the next line.
d) Title and Statement of
Responsibility: The title proper should be
recorded exactly as the wording, order and spelling as it is found in the title
page of the document. Capitalization and punctuation should be avoided.
i) Alternate Title: Use the first part of the title with commas, and then the
alternate title.
Examples:
Another world watching, or The riddle
of the flying saucers
Indian song of songs, or Gita govinda
ii) Abridge Title: Abridge a long title proper only if this can be done
without any loss of the essential information. Indicate the omission by the
mark of three dots “…”.
iii) Initial and Acronyms: If a title proper includes separate letters or initials
without full stops between them, record such letters without spaces between
them. If such letters or initials have full stop between them, record them with
full stops.
Example:
“ALA Rules for filling catalog
cards” and “A.L.A. Rules for filling catalog cards”
iv) Parallel Title: Record parallel title in the order indicated by their
sequences. If the title appears in two or more languages, choose one of these
as the title proper and record the other titles as parallel title. The parallel
title appearing outside the chief source of information should be noted in the
note section of the catalogue card.
v) Title in Numerals: If the title of a document appears in numerals, record it
in letters and endorse it in the square brackets.
Example:
“20 [Twenty] – point programme”.
vi) Other Title Information: Record other title information (subtitle, etc) appearing
in the chief source of information. Use space colon space “ : “ between the
title proper and other title information.
Example:
“Cataloguing : theory and
practice”.
e) Statement of
Responsibility: Record statement of
responsibility in the form in which they appear in the chief source of
information. The statement of responsibility should be preceded by a diagonal
slash. If there is more than one statement of responsibility, record them in
the order indicated by their sequence on or by the layout of the chief source
of information. If the statement of responsibility is taken from outside
enclose it in square brackets.
Example:
“Cataloguing practice / by S R
Ranganathan”.
f) Edition: This area should be preceded by a full stop, space dash
space “. – “. The statement of responsibility should be preceded by a diagonal
slash, and then each subsequent statement of responsibility should be preceded
by a semi-colon. The standard abbreviations and numerals in place of words
should be used.
Example:
“2nd ed”, “3rd ed”, “New ed”, “Rev ed”, “Rev and enl ed”.
g) Place: If a publisher has many offices in more than one place,
always prefer the name of the first place and omit all other places. If the
place of publication, distribution, etc is uncertain, give the probable place
with a question mark in square brackets.
Example:
“[Delhi?]”.
If, no place or probable
place can be given, put the abbreviation sl (Sine loco) in square brackets
“[s.l.]”. “Sine loco” means “no place” in Latin.
Example:
“[s.l.]: Vikas, 2001”.
h) Publisher: After the place of publication, use the shortest form of
the publisher in which it can be understood and identified internationally. If
the book has two or more publishers, record the first named place and
publisher. If the name of the publisher is not known, the abbreviation sn (sine
nominee) is given in square brackets. Example: “[s.n.]”.
i) Date of Publication: Give the year of publication in Arabic numerals preceded by
a comma.
Example:
“, 2001”.
If there is no date, the
copyright date is given.
Example:
“, c 1999”.
If the date of publication is
not known then n.d. (no date) is written in square brackets.
Example:
[n.d.].
j) Physical Description Area:
This paragraph starts from the second
indention and continues from the first indention. This area consists of
pagination, illustrative matter and size of the document expressed in cm.
If the volume is without
pagination, ascertain the total number of pages and give the number in square
brackets. The sequence of describing page information is
“Preliminary pages, Roman pages,
Arabic pages.”.
Example:
“xii, 786 p.”.
When preliminary pages are
not numbered it should be in the form of : “[xii], 786 p.”.
The connecting symbol
between pagination and illustrative matter is a colon “:”. The illustrated
printed monograph is described as “Charts”, “Maps”, “Music”, “Plans”,
“Portraits”, “Samples”, or simple as “ill”.
Example:
“786 p. ; ill.”.
The connecting symbol
between the illustrative matter and the height of the document is semi colon
“;”. The height of the document is written in cm.
Example
“786 p. : ill.; 18 cm.”.
k) Series: The series are preceded by a full stop space dash space “.
- “. Series statement is recorded in circular brackets. The series statement
may consist of name of the series, statement of responsibility relating to
series and number of series.
Example:
“. - (Ranganathan series in
Library Science; 4)”, “. - (Research monographs / Institute of Economic
Affairs; 3)”.
l) Notes: Notes may be given to explain the nature, scope or
artistic form of the item, language of the item, sources of the title proper,
variation in title, accompanying material, contents, etc.
m) Standard Number: If the item contains ISBN / ISSN, record International
Standard Book Number (ISBN) or International Standard Serial Number (ISSN) for
the item. Example: “ISBN : 0-910608-70-9”.
n) Tracing: Tracing is the record of the heading under which an item
is represented in the catalogue. The information about the added entries should
be recorded in a paragraph starting from the second indention.
Before going for tracing,
the subjects of the document need to be determined. In the main card, the added
entries for subject should be numbered in Arabic numerals (Example “1”, “2”)
whereas, the other entries should be numbered in Roman numerals (Example “I”,
“II”). Another point to be noted is that, in the added entries for subject, the
names of the subject are written in all capital letters. Example: “LIBRARY
SCIENCE”.
6. Sorting: In
a title catalogue, one can distinguish two sort orders-
a) Grammatic
Sort Order: In the grammatic
sort order, the most important word of the title is the first sort term. The
importance of a word is measured by grammatic rules; for example, the first
noun may be defined to be the most important word.
The
most important word of the title is also a good keyword and it is the word most
users remember first when their memory is incomplete. This is an advantage in
favour of grammatic sort order. However, it has the disadvantage that many
elaborate grammatic rules are needed, so that only expert users may be able to
search the catalogue without help from a librarian.
b) Mechanic
Sort Order: In the mechanic
sort order, the first word of the title is the first sort term. Most new
catalogues use this scheme. Still, the mechanic sort order includes a trace of
the grammatic sort order as they neglect an article (A, An, The etc.) at the
beginning of the title.
c) Alphabetic Sorting: Here entries are
arranged alphabetically.
In
a subject catalogue, one has to decide on which classification system to be
used. The cataloguer will select appropriate subject headings for the
bibliographic item and a unique classification number (class number).
7. Online Public Access Catalogue (OPAC): The catalogues which are
available for searching online are known as OPAC. Such OPAC may be searched
from a terminal within the originating library or at a terminal elsewhere in
the organization or remotely via national or international telecommunication
network. Now the scenario is that these databases are available over web. OPAC
has two different meaning-
a) Access to library housekeeping
especially circulation (primarily for library staff use) and which could also
serve as rudimentary catalogue for the library user.
b) Access to machine readable
bibliographic records from which card and computer output in Microform (COM)
can be generated.
a) Definition: The A. L.
A. Glossary defines OPAC as “a commuter based and supported library catalogue
(bibliographic database) design to be accessed via terminal so that library
user may directly and effectively search for and retrieve bibliographic records
without the assistance of a human intermediary such as a specially trained
member of the library staff”.
b) Types of OPAC: OPAC can
generally be viewed being of two types-
i) First Generation OPAC: First
generation OPAC has been derived from traditional catalogues or computerized
circulation system. They are also referred to as phase – indexed or
pre-coordinated OPACs and it demands exact matching between the search term and
pre-coordinate phrase. The number of access keys is limited and they are similar
to that of manual catalogue i.e author, title, class number and possibly
subject heading.
ii) Second Generation OPAC:
Second generation OPAC originated from common bibliographic information
retrieval system and so there is a growing similarity between second generation
OPAC and traditional information retrieval system. This generation OPAC
provides key word searching that is post coordinate searching together with
phrase searching or pre-coordinate subject heading.
c) Components of OPAC:
There are three main components of OPAC. They are-
i) Computer and Terminal: The
hardware requirement for OPAC i.e computer terminal and server from which
databases can be accessed.
ii) Software Enabling
Networking: The network enabling software which will be able to manage the
entire database.
iii) Database: The
database of books, serial, dissertation, etc can be generated by two different
ways. One is developing database by direct entry and the other is developing
database through retrospective conversion process.
d) Searching and Browsing
OPAC: When the searcher knows precisely what he wants i.e. when user
information need is fairly well defined he/she can use word truncation, range
search, field level search, Boolean combination, word adjacency / proximity operator, etc. which are of
generally two types.
i) Phrase Searching: Phrase
searching is done on pre-coordinate subject heading.
ii) Keyword Searching / Post
Coordinate Searching: When a query is formulated using Boolean expression.
iii) Browsing: Browsing is
used when user’s information needs are not precisely defined. By browsing one
can determine the exact forms of entry of a subject heading or author name.
e) OPAC Vs Card Catalogue: The difference between OPAC and card
catalogue are represented in the following table.
|
Characteristic
|
OPAC
|
Card Catalogue
|
|
Time
|
OPAC allows rapid retrieval.
|
It is a time consuming job.
|
|
Access point
|
It provides multiple access to
the database and helpful for Boolean searches
|
Access is only through entry
point and a build in cross reference structure.
|
|
Indexing techniques
|
Support both pre-coordinate and
post coordinate searching.
|
Support only pre coordinate
searching.
|
|
User Friendliness
|
It is more user friendly and
guides the user in a step by step manner to find the information.
|
The user has to decide himself
how to find the required card.
|
|
Current Status
|
OPAC provides the current
status of the item being search i.e whether a document is on the shelves, on
loan, on reservation or at binders or the document is lost.
|
It does not provide current
status of the document.
|
|
Enhance Feature
|
OPAC provides acquisition of
titles, to reserve material and to send personalized SDI, overdue/ recall / collect
notices and messages by Email.
|
Such types of facilities are
not found in a card catalogue
|
|
Union Catalogue
|
Helps to develop centralized
database and resource sharing among different libraries.
|
It is very difficult to achieve
resources sharing through card catalogue
|
f) OPAC vs Information Retrieval System: The difference between
OPAC and Information Retrieval System are -
|
Characteristic
|
OPAC
|
Information Retrieval System
|
|
Coverage
|
OPAC database includes one or
more than one library’s collection; hence its coverage is on wide variety of
discipline and subject areas.
|
Its coverage is limited in
subject scope either to a single subject or to a range of discipline linked
to a particular mission.
|
|
Abstract
|
Records in the OPAC mostly lack
abstract and subject descriptor is inadequate.
|
Information retrieval systems
records are well indexed and are supported usually with abstract.
|
|
Indexing System
|
OPAC provides pre-coordinate
phrase searching and browsing option.
|
Information retrieval system
mostly provides post coordinate searches.
|
|
Underlying Assumptions
|
The most searches will be on
known document i.e searches for document whose bibliographic details are
known at least partially.
|
Searching will be for document
containing information of a particular subject.
|
|
Skill
|
OPAC is designed for end-user
and so menu driven and provides facilities like on-line help message, on-line
index with different approach points (author, ISBN, class number, etc.)
|
It is not designed for end user
and required the skills of information professional. The search negotiations
are carried out by the librarian. He/she should interact with the user to
know their information need then formulate search strategy using vocabulary
control devices and modify the search if required.
|
g) Advantages of OPAC: The main advantages of OPAC are -
i) OPAC searching is speedier and
user friendly than that of manual cataloguing.
ii) Provides multiple access to
the database and more or less designed as an information retrieval system.
iii) Guides the user in a step by
step manner for retrieving the specific information.
iv) Supports the post coordinate
searcher, Boolean operation, etc.
v) Provides the current status of
the item being search i.e. whether a document is on the shelves, on loan, on
reserved for some one, at the binder or whether it is lost.
vi) Designed as an integrated
library management system.
vii) Helps to develop centralized
database and resources sharing among different libraries.
h) Limitation of OPAC: Different in user and system
vocabulary is a major reason for user dissatisfaction with OPAC.
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