Organizing and Managing Information – BLI 223

Organizing and Managing Information – BLI 2231.8.1 Modern Library Classification

In the then emerging industrial society of the late nineteenth century there was an attitudinal shift in the values of education and libraries. Now in resent days following classification schemes are widely used in All over the world.

• Dewey Decimal Classification (DDC)
• Library of Congress Classification (LCC)
• Colon classification (CC)
• Universal Decimal Classification (UDC)

1.8.2 Uses of Classification in a Library

Classification is vital to library services. In fact classification is implied in definition of a service library. In supports all library services. Classification is to a library as skeleton is to human body on which all the body organs rest.

All the Five Laws of Library Science (1931, 1957) formulated by Ranganathan support library classification and have specific implications to design quality classification systems. Without classification a library is an unorganized dump of books.

1. It brings together books on the same subject. Thus a user gets all the books at one place which is much more convenient to the users.
2. It facilitates the browsing function of a library.
3. It is a location tool; without it the library catalogue will not be able to function properly. It is also used for preparing shelf lists.
4. Classification is the basis of all information retrieval systems and methods both in manual and electronic systems.
5. It helps to replace the books at their correct places when the books are returned to the stacks after the home use or use within the library.
6. It has been found useful in reference service for facet-analysis of users’ questions in reference interviews. It is useful for arrangement of circulation record.
7. It helps in building a balanced collection of documents in a library.

1.9 LIMITATIONS OF CLASSIFICATION

• Classifications are social, not natural
• It is a costly process and subjective, too
• Two classifiers may differ widely on the correct classification of a given
• A classifier may class a given book differently at different
• No classification can comprehensively represent the total subjects dealt in a book.

2.2 Fixed and Relative Location Systems

2.2.1 Fixed Location Systems

An organized method of storage that places a product in a specific, pre­defined location that does not change. Fixed location storage dictates that a given Book-keeping unit must always be stored in its assigned space even if there is available storage space elsewhere in the Library.

2.2.1 Relative Location Systems

In relative systems class number refers to the intrinsic subject of the book rather than the shelf place. Decimal notation used by Melvil Dewey provided a neat technique for dividing knowledge and by denoting each division and subdivision by decimal fraction numbers. Call number indicated the subject rather than any fixed places on the shelves. The new books could be accommodated at their proper places without disturbing the relative location of the existing books.

2.3 BY DESIGN METHODOLOGY

2.3.1 Enumerative Systems

An enumerative Library classification scheme is a scheme where all the possible classes are enumerated according to certain characteristics. There is a top down approach whereby a series of subordinate classes are produced and where both simple and complex subjects are listed.

2.3.1 Faceted Systems

A faceted classification system uses a set of semantically cohesive categories that are combined as needed to create an expression of a concept. There are few purely faceted classifications; the best known of these is the Colon Classification of S. R. Ranganathan, a general knowledge classification for libraries.

2.3.3 Synthesis Grafted on an Enumerative Base

It is a mix of the two systems. These basically enumerative systems have later developed some special tables of documentary aspects to be combined with the base number. First such example is of the Universal Decimal Classification (UDC) which started simply as enhancement of the DDC in 1895. To the DDC base a multiplicity of auxiliary subdivisions were added to make a class number multifaceted.

2.5 WEB CLASSIFICATION: ONTOLOGIES

Ontology is a powerful classification tool for the semantic web which describes and represents an area of knowledge. It specifies description for classes, relationships that exists among entities and properties that entities have.

Ontology characterises well defined concepts, their taxonomy and many sided relationships. It is a hierarchical collection of concepts arranged in categories combined with multidimensional relations in order to reflect vocabulary of that area of knowledge.

An ontology which is used for knowledge organization and retrieval in an electronic environment has the power of traditional hierarchical classifications, subject headings lists and thesauri. It combines elements of all the three. Ontologies are sources of controlled and standardized terms which help to organize information in a more precise and multidimensional ways.

2.6 – Classification By Area Of Application

2.6.1 Special Classifications

A classification for specific area of knowledge, for example, Economics, even Banking, Occupational Safety, Diamond Technology, Women Studies, Indology, etc. are examples of special classification.

Special Classifications inevitably are depth classifications used for classifying and indexing micro literature in the form of journal articles, research reports, theses, etc. These are eminently useful for information retrieval in special libraries and information centers. Ranganthan calls it depth classification.

2.6.2 Users’ Interest Classification

The ultimate function of a lending library is to serve its users to their satisfaction. A classification is a tool to manage a library. By definition it is an arrangement of information material in a way useful to the majority of the users.

In other words it is a rational sequence of maximum utility. Convenience of library users is a weighty consideration, if not the overriding one in a classification. It is always advised to put a book at the most useful place. Practical utility must govern all arrangements, feel many librarians and classifiers.

2.6.3 General Classifications

A classification of the entire universe of knowledge is known as general classification. These are also known as universal classifications. Dewey Decimal classification (DDC), Universal Decimal Classification (UDC) Colon Classification (CC) and Library of Congress Classification (LCC) are some outstanding examples of this category.

2.7 BY FORM OF LITERATURE

Apart from subject specialisation, special forms of documents such as, official reports, patents, standards, maps, CDs and videos are arranged by different methods. Some official documents such as reports, patents and standards bear some special code number. These are arranged by that official number. Pamphlets are usually arranged by title. Popular fiction is mostly arranged alphabetically by author. There is also what is called user oriented system.

Mills has listed the following sections or form of documents which may require a different type of arrangement in a library:

1. Age and grade of the reader.
2. Books for short loan or those for reference.
3. Current and reserve stock.
4. Size of documents.
5. Other physical considerations, i.e. films, cassettes, CDs , etc.
6. Factual and imaginative
7. Language of the documents.
8. Documents of temporary significance.
9. Value of documents, like manuscripts, rare materials, special editions, etc.
10. Form of presentation, like bound periodicals etc.

2.8 PRINT AND ELECTRONIC VERSIONS

The 21st edition (1996) of the DDC available on a CD was known as Dewey for Windows (DfW) which has many more useful features over and above the print version. The electronic and much enhanced version of the DDC-23 (2011) known as Web Dewey 2.0 is now availableonly through “OCLCConnexion” on the Internet to the licensed users.

Electronic version of the Library of Congress Classification is available on the www as Classification Web (www.loc.gov/cds/classesweb)

3.2 Postulational Approach

Postulational approach means going about the work of classification making by a pre-mediated theory in the form of Laws, Canons, Principles and Postulates.

Apart from the Five (Normative) Laws, Dr. S.R Ranganathan formulated 55 Canons, 22 Principles, 13 Postulates and 10 Devices for synthesis of class numbers and for evaluation of classification systems.

For this he divided the whole work into three planes of work, namely, Idea Plane, Verbal plane and Notational plane. He neatly divided the work to be carried out in each plane.

Idea Plane

Verbal plane

Notational plane.

3.3 IDEA PLANE

Idea plane is a plane of foremost importance where core intellectual work is done. Mostly the work here pertains to the choice of the model, defining the subject, its scope and sources of terms and concepts. Core classificatory work is the choice of characteristics and order of their application to produce categories of concepts called facets and isolates.

Further, it is to arrange the isolates into arrays and chains. Ranganathan has given following five sets of canons for the work in the Idea Plane.

1. Canons of Characteristics
2. Canons for Succession of characteristics.
3. Canons for Formation of Arrays of Classes.
4. Canons for Formulation of Chains of Classes
5. Canons for Filiatory Sequence

3.3.1 Canons of Characteristics

The terms are collected on small slips from the identified standard sources of the subject. This mass of terms is broken into smaller groups called facets of the subject by choosing suitable characteristics.

A characteristic is an attribute to divide a group into smaller group. It is a sort of hammer. It is a basis of division. The choice of characteristics, amongst many attributes, of an entity is vital and momentous. The ultimate quality of the final classification will depend very much on the chosen characteristics. The three Canons of Characteristics are:

• Canon of Differentiation
• Canon of Ascertainability
• Canon of Permanence

3.3.1 Canons of Characteristics

The canon of differentiation means that the characteristics that we chose should be able to divide the group into at least two sub­groups. A group of entities cannot be further subdivided or differentiated on the basis of a characteristics common to all [Canon of Differentiation]

Further, the differentiated characteristics that we chose should not itself be unverifiable or uncertain [Canon of Ascertainability].

Further the chosen characteristics should be of permanent nature, not transitory or changing [Canon of Permanence].

3.3.2 Canons for Succession of Characteristics

There may be many relevant and permanent characteristics for dividing a group. All may be needed to divide and subdivide a group. But the order in which these are applied one after the other is very important for the kind, quality and ultimate value of classification. Therefore, this set of canons is concerned with the sequence in which the various characteristics are applied. These are:

• Canon of Concomitance
• Canon of Relevant Succession
• Canon of Consistent Succession

Canon of Concomitance Concomitant means happening at the same time. Therefore, this canon means that two characteristics applied to a class should not produce the same sub-classes.

Canon of Relevant Succession  Relevant succession means that the sequence in which these characteristics are applied should be relevant to the purpose.

Canon of Consistent Succession only advises that the order of application of characteristics once chosen should be followed consistently, until unless the purpose of classification itself changes.

3.4 CANONS FOR ARRAYS

An array is a long line of entities of equal rank arranged in some systematic order. For example, all the children of a father make an array. In the same vein, all the continents of earth make an array. States of India make an the array, and further all the district towns of a state make another array. Ranganathan has prescribed the following Canons for their formation:

• Canon of Exhaustiveness
• Canon of Exclusiveness
• Canon of Helpful Sequence
• Canon of Consistent Sequence

Canon of Exhaustiveness – The classes in any array of classes should be totally exhaustiveof their common immediate universe.

Canon of Exclusiveness – Exclusiveness means that a entity should belong to one and only one array; in other words a member should not be included into two groups at the same time.

Canon of Helpful Sequence – Helpful sequence demands that entities should be arranged in some logical predictable and helpful order.

3.4.1 Principles of Helpful Sequence – As already said, an array is essentially a systematically ranked and arranged group of equal entities. There are many ways the members of a group may be arranged. Librarians have to chose their sequence which is helpful to the majority of the users and also logical. Entities in an array may be arranged in a chronological or historical sequence.

A group of boys and girls may be arranged by age; Kings of a country may be arranged according to their period of rule. Indian Prime ministers may be arranged in the order: Nehru, Shashtri, Indira Gandhi, Morarji Desai… Vajpayee, Manmohan Singh. It is an order which may be called “First come-first-served”. Related principle is of “Later in Evolution.”

Some entities can be arranged as they have evolved: animals can be arranged from amoeba to mammals; plants are arranged from Thallophyta to Dicotyledons. Society can be arranged: Hunting society, Agriculture Society, Industrial Society, and Information society.

Canon of Consistent Sequence – consistent sequence means that if a set of entities occurs at different places then their arrangement should be the same everywhere.

3.5 CANONS FOR CHAIN OF CLASSES

A Chain is a sequence of entities in successive subordination. For example, Grandfather, father, sons, grandchildren make a chain. There are two canons for arranging entities in a chain:

• Canon of Decreasing Extension
• Canon of Modulation

Canon of Decreasing Extension – means that the entities should be arranged in a broader to narrower or general to specific, or whole to parts order. For example, Asia, South Asia, India, North India, Punjab, Amritsar makes a chain of classes in decreasing extension.

Canon of Modulation – Modulation means that no intervening link should be missed in the classes arranged in decreasing extensions: no jumping; no snapping. In the above example, we should not directly jump from North India to Amritsar omitting Punjab. Though this snapped chain will satisfy the canon of decreasing extension, but will violate the canon of modulation.

3.6 VERBAL PLANE

In this phase we dress the airy ideas in proper and visible garments of language to make them standard terms to handle. It is important as ideas need some media for expression and communication. It is rightly said an idea in words is worth thousands in the mind. No idea can be communicated without apt words. Verbal plane deals with terminology.

Canons for Terminology

Following are the canons he formulated for the purpose:

• Canon of Context
• Canon of Enumeration
• Canon of Currency
• Canon of Reticence

Canon of Context – Canon of Context lays down that the terms in the classification schedules be written and read in the context of the upper class for example, instead of writing.

Simple salts

Double salts

Complex salts

We should write:

Salts

Simple Double Complex

Canon of Enumeration – The denotation of each term in a scheme of classification should be decided in the light of the classes enumerated in the various chains (lower links) having the class denoted by the term as their common first link.

Canon of Currency – Each of the terms used to denote the classes in a scheme of classification must be the one currently accepted by those specializing in the universe to which the scheme is applicable.

Canon of Reticence – means that the terms that we use in the schedules of classification should neither be judgmental nor critical. A classification system should use current and neutral terms.

3.7 NOTATIONAL PLANE

Notation Definition – Notation is a system of short hand symbols to denote subjects and their subdivisions by ordinal digits. A digit is an element of notational systems. These digits have only ordinal value i.e. they show only order. These digits are not cardinal or quantitative.

To explain, in a notational system comprising of 1,2,3,…9 etc., it means value of 2 is not greater than but will only come after it. Similarly, if it comprises of symbol A,B….Z, it means C is not greater than A or B, but will fall between B and D. That is notation conveys only the order not value or weight.

3.7 NOTATIONAL PLANE

Uses of Notations

Notation is so essential to classification that Palmer and Wells have defined library classification as “representation of an infinite series of subjects by a finite series of symbols”. It is aptly said by W.H. Philips that if classification is foundation study of librarianship, then notation is the basis of practical book classification.”

1. It is an indispensable component of library classification- which is usually not required in knowledge classifications.
2. Apart from arranging documents on the shelves it arranges entries in classified catalogues and shelf lists.
3. Shows relations of subjects in the over all scheme of the mapping of knowledge.
4. In a faceted classification it makes the structure of the subject transparent.
5. It is essential for Chain Indexing. (You will learn about Chain Indexing in the unit on cataloguing).
6. It may be essential for arrangement of (books) circulation record in a library.

3.8 CANONS OF NOTATION

Now we pass on to the how of notation. To design a qualitative and effective notation Ranganathan has formulated and prescribed some canons for the choice and design of a notational system. These are:

• Canon of Homonym and Synonym
• Canon of Relativity and Uniformity
• Canon of Hierarchy
• Canon of Mixed Notation
• Canon of Faceted Notation
• Canon of Co-extensiveness

Canon of Homonym and Synonym – Canon of Homonyms and Synonyms prescribes that a class number should denote one and only one subject, and conversely a subject should be denoted by one and only one class number.
Canon of Relativity and Uniformity – Canon of Relativity and Uniformity means that length of a class number is usually the indication of the breadth and depth of the subject, it denotes. Breath and depth are technically known as extension and intension of the subject respectively. For example: 02 Library Science
025 Library operations
025.3 Bibliographic analysis and control
025.32 Descriptive cataloging
025.322 Choice of entry
025.3222 Authority files

Example given in the previous slide the subject becomes more and more specialised the number (quantity) of digits goes on increasing. It also means that the hierarchy of a subject is depicted through the increasing length of notation.

Canon of Hierarchy – is implied in the Canon of Relativity. It means that every characteristic used in the division of a universe of entities must be represented by a digit. In others words the class number must and faithfully depict the deepening hierarchy of subjects, e.g.

5 51 516 516.3 516.35 516.352

Sciences Mathematics Geometry Analytic geometry Algebraic geometry Theory of curves

 

Canon of Mixed Notation – Usually there are two types of notations: Pure and Mixed. A pure notation is the one comprising of single species of digits, say only A/Z or 0/9 Arabic numerals as in the DDC. Mixed notation comprises of a mix of two or more species as in Library of Congress Classification which uses mix of alphabets and numerals to denote subjects.

Faceted Notations: Notation must be structurally transparent to show various facets or elements of a class number. For example, in UDC, 82 Shak-2 denotes plays of Shakespeare. Here 8 is literature while 2 is English literature, Shak stands for Shakespeare, and -2 is drama.

Canon of Co-extensiveness – It means that every aspect of the subject should be indicated by a digit. That is a class number should be totally comprehensive of the characteristics used in dividing a subject.

3.9 HOSPITALITY IN ARRAY

Hospitality is the most essential, rather vital, quality of any notational system. It is the capacity of notation to accommodate new subjects at their proper places without disturbing the existing sequence. Non- technically, it is also known as flexibility or resilience of classification. It is essential as knowledge is simultaneously growing exponentially in multiple directions. Therefore, any living and practical classification must have the capacity to give place to the new subjects at their proper places-latter point is essential.

That is why library classifications are revised from time to time to include new subjects at their natural places. For example, the DDC (1876) of 44 pages has grown gradually to more than 3000 pages in the DDC-22(2003). Hospitality can be at two levels.

1) Hospitality by classifiers

2) Hospitality by classificationists in new editions

3.10 HOSPITALITY IN CHAIN

Chain is a sequence of classes of successively decreasing extension. The DDC provides infinite hospitality in chain by the use of decimal fraction. New subjectscan be added at the end of a chain by a decimal fraction. This method is now used almost by all the classifications. Use of decimal numerals is almost a norm while designing classification systems:

328 328.3 328.33 328.334 328.3345 328.33455 328.334552

Legislative Process Parliaments Members of Parliament Basis of Membership Election Constituencies Gerrymandering Reserve constituency*

 

The last number has been added by us to show how the new subjects can be added by lengthening the chain. We can also give many such examples from the CC. Hierarchy showing relations of sub ordination and co-ordination, and relativity are scientific and logical qualities of any notational system.

4.2 INTRODUCTION TO MAJOR SCHEMES OF CLASSIFICATION

Modern history of library classification began in 1876 with the publication of Dewey’s system. Its use spread very quickly as it neatly and instantly solved many of the problems being faced by the librarians in shelf arrangement and display of books.

1. Dewey Decimal Classification (DDC) (1876+)
2. A. Cutter’s Expansive Classification (1893)
3. Universal Decimal Classification (UDC) (1895+)
4. Library of Congress Classification (LCC) (1903+)
5. D. Brown’s Subject Classification (SC) (1906)
6. Ranganathan’s Colon Classification (CC) (1933+)
7. Bliss’ Bibliographic Classification (BC) (1940-1953)
8. Rider’s International Classification (IC) (1961)
9. Bibliographic Classification, 2nd ed. (BC)(1977+)
10. Broad System of Ordering (BSO) (1978)

4.3 DISCIPLINE AND MAIN CLASS

All the library classifications are first divided by discipline. A discipline is a fundamental field of teaching and learning. A discipline is a major chunk of knowledge characterised by the similarity of objects of study or use of a common research methodology.

Disciplines are academic in nature and are ways of looking at the world by academicians. Three classic and traditional disciplines in order are Sciences, Humanities and Social sciences.

4.3.1 Main Class

A discipline or sub discipline is further divided on the same basis into smaller chunks called main classes. The main classes in any system form the first and mutually exclusive array of the division of the universe of knowledge.

The scope and number of main classes vary from system to system and from time to time. For example, Astronomy is a part of Mathematics in CC (1963), while in DDC it is an independent class.

DDC (Dewey Decimal Classification)

As constrained by its decimal notation in the DDC the discipline based main classes are numbered 1/9 and the Generalia class denoted by 0 precedes them. The main classes of the DDC as denoted by a minimum of three digits are :

000 100 200 300 400 500 600 700 800 900

Generalia Philosophy, Psychology Religion Social Sciences Linguistics Natural Sciences Technology (Applied Sciences) Arts (Fine) Literature Geography, Biography and History

 

LIBRARY OF CONGRESS CLASSIFICATION(LCC)

LCC divides the entire field of knowledge into 21 main classes, each identified

by a single capital letter of the alphabet. The letters I, O, W, X, Y have not been assigned subject areas but could be used for future expansion.

A	General Works		L	Education
B	Philosophy. Psychology.		M	Music and Books on Music
C	Religion Auxiliary Sciences of		N	Fine Arts
	History		P	Language and Literature
D	World History and History of		Q	Science
	Europe, Asia, Africa, Australia, New Zealand, etc.		R	medicine
E	History of the Americas		S	agriculture
F	History of the Americas		T	technology
G	Geography. Anthropology. Recreation		U	Military Science
H	Social Sciences		V	Naval Science
J	Political Science		z	Bibliography. Library Science. Information, Resources (General)
K	Law

 

Colon Classification (CC)

Colon classification (CC) is a system of library classification developed by S. R. Ranganathan. The first edition was published in 1933. Since then, six more editions have been published.

A	Science		N	Fine arts
B	Mathematics		0	Literature
C	Physics		P	Linguistics
D	Engineering		Q	Religion
E	Chemistry		R	Philosophy
F	Technology		S	Psychology
G	Biology		T	Education
H	Geology		U	Geography
1	Botany		V	History
J	Agriculture		W	Polytical sc.
K	Zoology		X	Economics
L	Medicine		Y	Sociology
M	Useful arts Mysticism		Z	Law

 

4.4 NOTATION

• Notation, an adjunct (Helpful) of classification, is the most visible feature of a library classification system. Its efficiency and user-friendliness mostly determine the quality and popularity of any system.
• A notation should consist of familiar digits which convey their order obviously, should show synthesis and hierarchy of subjects. Further it should be brief, mnemonicand must be hospitable to new subjects.

4.4.1 DDC

DDC invented the use of Indo-Arabic decimal notation to denote subjects and their further subdivisions. A dot is put after the third digit only as a partitioning devise, which has no mathematical or semantic value:

520 Astronomy & allied sciences

• Philosophy and theory

521 Celestial mechanics

522 Techniques, equipment, materials

523 Specific celestial bodies & phenomena

• The universe; space, galaxies, quasars
• Solar system
• Moon
• Planets
• Meteoroids, solar wind, zodiacal light
• Comets
• Sun
• Stars
• Satellites and rings; eclipses, transits, occultations

4.4.2 UDC

• UDC based on DDC denotes its main classes decimally 0/9 which can be further divided hierarchically as in the DDC. But more powerful is Its kit of synthesis and auxiliaries for number building.
• In addition there are special auxiliaries applicable only to a given small area. Thus the notation of UDC is mixed, quite hospitable to new subjects by way of hierarchy, gaps and by use of alphabets and auxiliaries.

Symbol	Function	Examples
+	Coordination	02+07 Library Science and Journalism
/	Consecutive extension	5/6 Science & Technology
•	Simple relation	02:07 Relation between Library Science & Journalism
	Subgroup	[l+2]03          Dictionary of Philosophy & Religion
• •	Order-fixing	02::07 Library Science & Journalism (order fixed)
=	Languages	02=161.1 Library Science in Russian
(0…)	Form	7(091) History of Art
(1/9)	Place	7(540) Indian Art
(=-)	Ethnic grouping and nationality	7(=72) Australian Tribal Art
« >	Time	02 ‘20’ Library Science in 21st Century.
.00	Point of View	7.00028 The Christian views on art
-03	Materials	645.13-037.87 Linoleum floor coverings
-05	Persons	7-053.2 Children’s art

 

4.4.3 LCC

• As said earlier, the LCC uses two Roman capitals for its main classes. Then each of the two digit alphabet is further divided by arithmetical notation. The notation being moderately mixed, and the large base from A/Z, and further divisions like AA to VZ and Z give it enormous capacity for future expansions. Moreover, letters l,O,W,X and Y are still vacant.

QD 149 Inorganic chemistry

QD 149.5 General works

QD 149.7 By region or country

QD 149.7 A-Z By country

QD 149.7 In From India

QD 149.7 Jap From Japan

4.4.4 CC

• Notation of CC is a high water mark of library notation. It is a comprehensive system in itself, and is bred on systematic canons and devices.
• Notation of CC comprises of 74 digits belonging to six species of digits:

1. A/Z Main classes – 26
2. Greek letter – 01
3. 0/9 Decimal Notation for isolate numbers -10
4. a/z (except i,l,o) Common isolates – 23
5. Special Indicator digits – * <- 03
6. Ordinary indicator digits 11

Total – 74 Notations used in CC

4.5 EXTENT OF USE AND POPULARITY

Library classifications are designed for practical use; some were even designed for use in a specific library. But soon their use extended outside their specific institutions. Extent of their use determines their survival and consequent their teaching, research and published literature on them.

4.5.1 DDC

It is the pioneer system and also the most popular ono. Used in about 2 lacs libraries in 140 countries across the globe, it is said the sun never sets on it. Apart from this, it has been translated in about 34 languages of the world including Hindi, Arabic and Vietnamese.

4.5.2 UPC

By birth UDC was not designed for shelf arrangement of books. It aimed at documentation and information centers. Now in terms of its applications it is the most diversely used tool from organising libraries, websites, bibliographies to artifacts and realia. It is used in 125 countries. In 34 countries it is the main classification system used across national information centres. In 45 countries it is used in certain kinds of libraries. Its translations exist in 39 languages.

4.5.3 ICC

Though the LCC was designed only for the Library itself yet it is being used in about 60% of the US large public, academic and research libraries. LCC numbers appear on MARC records which are used by many libraries for copy cataloging throughout the world. Even some national bibliographies of Asia and Europe are using this system.

4.5.4 CC

CC is an influential system though not a highly used one. It is claimed that in 1960s about 20 university libraries used this system along with many public and college libraries in India.

No new library is opting for this system due its dated schedules and lack of any support or backup service. But it is still being taught in library schools of India.

5.2 LIBRARY CATALOGUE

5.2.1 Definitions

The word ‘catalogue’ has been derived from the Greek phrase ‘Katalogs’. It means a list, register or complete enumeration of things. ‘Kata’ means, by or according to, where as ‘logos’ means word, order, reason. Hence catalogue can be explained as the work in which contents are arranged in a reasonable way or in a particular order or accordingto a set plan.

The library catalogue can be defined as, “a list of documents of a particularlibraryor group of librariesarranged accordingto a systematic or logical order providing bibliographical information along with a location mark for easy identification and quick access”.

According to C.A. Cutter, a library catalogue is a, “list of documents which is arranged in some definite plan. As distinguished from a bibliography, it is a list of books in some library or collections”.

The Terminology Group at the International Conference on Cataloguing Principle (ICCP) held at Paris in 1961 defined a catalogue as a, “Comprehensive list of a collection or collections of books, documents or similar materials”

Ranganathan defined it as “a list of documents in a library or collection forming a portion of it. It is a methodically arranged record of information about bibliographical resources”

5.2.2 Need of Library Catalogue

1. To provide all the information necessary to describe all item accurately both physically and intellectually in order to distinguish it from every other items.
2. To provide the location a particular library materials (books, periodicals, etc.) in the collection.
3. to record books and other reading materials in the library.
4. To interpret reading materials to the reader by mentioning essential elements of books, i.e. Author, title, imprints, collation, series, bibliography, subject etc.
5. To make the reading material available quickly.
6. To put order into collection, so that the volumes may be located and used for reference and for consultation.

5.2.3 Objectives of Library Catalogue

• enable a person to find a book, of which

1. the author, or
2. the title, or
3. the subject is known.

• show what the library has

1. by a given author,
2. by a given subject,
3. in a given kind of literature.

• assist in the choice of a book

1. as to its edition by describing the work adequately for easy identification
2. as to its character

Ranganathan has stated in the Library Manual about the objectives of a catalogue which can answer the following questions:

1. Is there a book in the library by such and such author? What are all the books in
2. the library by her/him ?
3. Is there a book in the library with such title?
4. Is there a book in the library by a particular editor, translator, reviser, compiler?
5. Is there a book on a specific subject and its sub-divisions?
6. Is there a book in a publisher’s series in the library?

Moreover, Ranganathan has analysed the objectives in the light of the Five Laws of Library Science and stated that the catalogue should be designed so as to:

1. disclose to every reader his or her documents
2. secure for every document its reader
3. save the time of the reader
4. save the time of the staff

5.2.4 Functions of Library Catalogue

The basic function of the library catalogue is to let know an enquirer whether or not a particular publication is in the collection of the library and if so where it can be found. It also reveals what material the library has on a given subject, author etc.

Catalogue is a tool designed to enable the enquirer to find a particular book of which some or all the details are known; to survey the entire stock or sections of it; and to select the books which will best serve her/his purpose.

library catalogue is expected to answer the following questions:

1. Is a particular book available in the library?
2. Which books by a particular author are available in the library?
3. Which editions of this particular book are available in the library?
4. Which books by a particular author are in the library?
5. Is there a book in the library with such and such collaborator­editor, translator reviser, compiler etc.?
6. What are all the books in the library with him as collaborator?

5.2.5 Qualities of Library Catalogue

1. Accuracy
2. Consistency
3. Needs of Users
4. Arrangement
5. Up-to-date
6. Multi-pronged approach

5.3 LAWS OF LIBRARY SCIENCE AND LIBRARY CATALOGUE

‘Books are for Use’, the First Law implies the need for organizing the collections of a library for optimum utilization by providing a number of physical facilities and providing reader services.

The Second Law states “Every Reader Her/his Book” which implies that various approaches of the users i.e. search by author, subject and title etc. should be satisfied.

Third Law “Every Book its Readers” requires for preparation of analytical entries and cross-reference entries as and when necessitated, especially in case of books published under editorial direction (where a number of contributors contribute papers).

The Fourth Law “Save the Time of the Reader” ensures to save the precious time of the users. A catalogue should not only be simple in its design and construction but also up-to-date, communicable with elaborate guides. For effective use of the catalogue, user education/orientation programmes should be organized for the users.

“Library is a Growing Organism” is the Fifth Law which implies that catalogue also grows because of addition of books to the library. Keeping in view the changes and growth in nature and variety of publications, other forms of documents, needs of users and the advent of ICT has enormous impact on changes both in the physical form and internal structure of the catalogue.

		Library Catalogue	Index
i)	Arrangement	A catalogue can be arranged alphabetically or in a classified sequence.	An index is always arranged alphabetically.
ii)	Entry	Includes some descriptive specification of a document containing a subject.	Index entry only specifies the subject.
iii)	Flexibility	New entries can be inserted in a systematic order at any time.	New subjects can be inserted any time.
iv)	Purpose	It is a record describing the documents acquired by a library.	Provides access to any of bibliographical entries of the catalogue through author, title or subject.
v)	Entries	Analytical entries may be prepared depending on the nature of the document.	No such entries are required in case of an index.

 

		Library Catalogue	Shelf List
i)	Users	It is an indispensable tool for readers as well as library staff.	It is consulted only by staff of the library.
ii)	Degree of use	Used frequently.	Used usually at the time of book selection and stock verification.
iii)	Arrangement	Arranged either alphabetically or in a classified sequence depending on the choice of the inner form of catalogue.	Always arranged in classified order.
iv)	Form	May be in various forms like card, register or computerised.	Generally in card form.
v)	Added and Analytical entries	Needs added entries to satisfy various approaches of the readers.	No such entries found in shelf list.

 

Accession Register

• Indicates the total collection of the library. Retrieval ofbooks is not easy rather a time consuming process. Date-wise collections Used by library staff only and fails to bring together the similar subjects together.
• Bibliographical details are much More less as compared to library catalogue.
• Used some times by staff only, Arranged chromo logically according to accession or serial number of the item.
• Usually in a book/register

Some examples of publishers’ catalogues are:

Books in print

Ulrich’s International Beriodical Directory,

Catalogues of publishers like Mcegraw-Hill, SpringerVerlag, Van-Nostrand, Academic press, Elsievier Concept, UBS, ESS, Oxford & IBH, Vikash Publishing company etc

6.2 INNER FORMS OF A CATALOGUE

The inner form of a library catalogue refers to the arrangement of a catalogue entry in a logical and systematic order to fall into a helpful sequence for storage and retrieval. The chart below depicts the various inner forms of a catalogue.

INNER FORMS OF CATALOGUES

• Alphabetical Catalogues

1. Author Catalogues
2. Name Catalogues
3. Title Catalogues
4. Subject Catalogues
5. Dictionarycatalogues

• Classified Catalogues
• Alaphabetico Classed Catalogues

6.2.1 Author Catalogue

In an author catalogue, the entries of documents are under author’s name and arranged alphabetically. It provides access to documents by the names of their authors. In other words, the leading section of an author catalogue would comprise the name of an author.

Advantages Author Catalogue

1. It brings together the titles of books of the same author at one place in the catalogue
2. It helps a user to obtain at a glance what books are available in the library by a given author. This function, can however be fulfilled by author entries in other inner forms of a library catalogue. In a classified catalogue, this function is performed by the alphabetical index of dictionary part.
3. It ensures that there will be no scattering of works of the same author through the catalogue.

Disadvantages Author Catalogue

1. Approaches of readers under subject, collaborators, distinctive titles etc. cannot be satisfied.

6.2.2 Name Catalogue

A name catalogue is a variation and extension of an author catalogue. It contains entries for works of one author and also for books written on him. All entries are arranged alphabetically by the name of the author.

In other words, a name catalogue is a compound or mixed type of catalogue which combines the author and subject entries (the subject entries representing the author as a subject) into one alphabetical sequence. In this type of catalogue autobiography, biography and other critical studies, memoirs and diary of an author, are arranged along with his original work. The author entries include:

• Corporate authors, both as an author as well as a subject
• Name series
• Place name forming part of an author heading

Name catalogue serves as an author catalogue and also as a subject catalogue. Any reader interested on the works by or on an author may find this type of catalogue very useful to find specific material of his interest.

Advantages

It is useful and valuable for collection of books of an author and books on her/him.

Disadvantages

• Subject entries are limited to personal and corporate names only.
• There is no title entry in this form of catalogue so also under collaborator and series.

6.2.3 Title Catalogue

In a title catalogue, the titles of documents occupy the leading section of entries, which are arranged in an alphabetical order. Queries of readers who remember only the exact title can be answered with the help of a title catalogue.

However, it is noticed that many of the readers do not spell out a title exactly the way it appears on the title page, particularly non-fiction titles.

Advantages

1. Satisfies the approaches of readers especially in cases for classical languages and for fiction, drama, poetry and for the class literature.

Disadvantages

1. It cannot alone satisfy all approaches of the readers except the- – title approach.

6.2.4 Alphabetical Subject Catalogue

It is a list of books in a collection, each entered under the name of the specific subject as a heading, the entries being arranged alphabetically. Several books on the same subject will be brought together in the catalogue.

When there is more than one book on one subject, the author of the book is taken to determine the alphabetical order. If the author’s name is common for several books, then the title of the book is taken in to account for arrangement of entries.

	DOCUMENTATION	ECONOMICS INDIA
Bahai, B S	Mukherjee, A K	Ghosh, Alok

Text book of Chemistry      Fundamentals of Special Librarianship and Documentation  Indian Economics

 

6.2.4 Alphabetical Subject Catalogue

Features of Alphabetical Subject Catalogue

1. The primary function of this catalogue is to know what books are thereon a particularsubject in the library.
2. In this catalogue, entry is to be made under specific subject term which represents the specific subject matter of the book.
3. This catalogue is made under specific subjects and again arranged in alphabetical order that is why it is named as alphabetical subject catalogue.
4. This catalogue is prepared with the help of a Standard List of Subject Headings like Sears List of Subject Headings or Library of Congress List of Subjects Headings for consistency, uniformity and standardization.

6.2.4 Alphabetical Subject Catalogue

Advantages Alphabetical Subject Catalogue

1. With the help of this catalogue, the specific subject approach of the readers is satisfied.

Disadvantages Alphabetical Subject Catalogue

1. The related subjects are scattered throughout the catalogue owing to their alphabetical arrangement, e.g. Money and Banking, Electricity and Magnetism, Astronomy and Planet etc.
2. The Standard List of Subject Headings fail to cope with the ever emergence of new subjects and the new editions have to be brought out regularly; otherwise the cataloguer is unable to assign exact subject headings for newly published books.

6.2.5 Dictionary Catalogue

• It is a catalogue in which all the entries (authors, title, subject, series etc.) and their related references are arranged together in one alphabetical reference.

It resembles arrangement of entries in a dictionary where the words are strictly arranged alphabetically. The various entries of this catalogue are arranged just like a dictionary that is why it is called dictionary catalogue.

Features of Dictionary Catalogue

• It is a mixed type of catalogue, where we find two distinct approaches merged together. It is a combination of two distinct and different approaches, the author and title approach for the reader who knows the book by the author s/he wants, the subject approach of the reader who does not know either the name of author or title of the book but wants material on some definite subject.

As a result of this type of arrangement quite unrelated headings will come together and related headings will be dispersed

It takes its name from its arrangement which follows the simple alphabetical order of entries.

Dictionary catalogue provides an elaborate scheme of cross reference to bring together scatted related subjects and to correlate and unify the entries in order to bring systematic and logical order.

Advantages of Dictionary Catalogue

• It is the most popular form of catalogue used in public, school and college libraries, and even in university libraries. Its popularity is due to its arrangement like a dictionary i.e. in alphabetical order.
• It can satisfy the different specific needs of the readers.
• The users need not be aware of class numbers to refer this catalogue.
• With the help of cross references

Disadvantages of Dictionary Catalogue

• Extensive use of cross references to bring together the related subjects together results in the catalogue becoming bulky. Its maintenance is more difficult. Moreover the cross references often proves to be tire some.
• It is a tedious and time consuming affair on the part of the readers to find out information on the various aspects of a particular subject and its related subjects from this catalogue.
• Replacing the old subject terms by new subject terms is a tedious and time consuming process.

6.2.6 Classified Catalogue

Classified catalogue is primarily subject catalogue arranged on the basis of notation.

A common reader approaches the catalogue by author or title. Keeping this fact in view Ranganathan defined classified catalogue as a catalogue in which some entries are number entries and some are word entries..

Consequently a classified catalogue consists of two parts

(i) The classified part

(ii) The alphabetical part

Classified Part

It is the arrangement of entries of documents by class number that gives the systematic and structured display of subjects in a classified catalogue. It maps out the subordinate and coordinate subject divisions and puts them in a logical sequence.

Alphabetical Part

The alphabetical index to a classified catalogue, consisting of author, title subject entries and other entries for collaborators, series, editors of series and a host of cross references, is meant to support the classified part of the catalogue. It can fulfill all the functions of a dictionary catalogue i.e. collect the works of an author together, bring all the different editions of a title, cross reference for subjects, etc.

6.2.8 Alphabetico-Classed Catalogue

The alphabetico-classed catalogue may be considered as a combination or mixture of the best points associated with dictionary and classified catalogue.

In other-words, it represents an attempt to combine some of the advantages of a classified catalogue with the directness and ease of consultation of the alphabetical catalogue. A catalogue with entries under broad subjects alphabetically arranged and sub-divided by topics in an alphabetical order.

Advantages

• In this type of catalogue there is an attempt to incorporate the advantages of dictionary and classified catalogue with the simplicity of an alphabetical arrangement broad subject headings where again sub-divisions are arranged alphabetically.

Disadvantages

• It is a complex type of catalogue and see references are made from the specific heading to the complex heading.
• Subject headings are complex creating confusion for the reader.

6.3 CHOICE OF INNER FORMS OF CATALOGUE

The essential requirements in the choice of an inner form of catalogue are:

1. A good library catalogue should satisfy the different approaches of the readers.
2. Works of same author or collaborator or on the same subject should come together.
3. The catalogue should be logically constructed so that closely related classes should be brought together.
4. It should be prepared in such a way that a reader can easily understand without much trouble.
5. The catalogue should be selected keeping in mind the type of user community, their information needs and nature of documents.
6. The library must provide a user- oriented catalogue.
7. Technical soundness of particular inner form; open or closed access system adopted; the range of services to be planned and financial _r position of the library.

6.4.2 Bound Register Form

In this form, the entries of documents of a library are written in hand in a bound register or ledger. The information about each document like author, edition, accession number, number of copies and class number is provided and separate registers for author, title and subject can also be prepared.

Advantages of Bound Register Form catalogue

1. The ease with which readers can use this catalogue is unquestionable
2. Xerox copies of the catalogue can be placed at different locations in libraries facilitating the readers to consult the catalogue in any corner of the library so that at a time more number of readers can use it because it has the quality of portability.
3. Several entries that can a reader see on a page at a time without the necessity of turning one card after another is definitely an added advantage which saves precious time of the readers.
4. It needs neither much space nor special equipment for its display dug^ to its compactness.

Disadvantages of Bound Register Form catalogue

1. It does not possess the quality of flexibility hence when new books are added.
2. It cannot be kept up to date.
3. The quality of paper is not thick as the card catalogue; hence its durability is less and cannot with stand constant use by the readers.
4. In case of stolen, damaged, tornout, mutilitated and outdated books are to be discarded, then immediately the relevant entries are to be deleted from the catalogue which looks confusing and indecent.

6.4.3 Printed Book Form

It is a catalogue of books and other reading materials available in a library bound in a volume or volumes where entries are printed on pages. It is also known as printed page catalogue or bound book catalogue. These are prepared in conformity with standard principles and rules of cataloguing.

Advantages of Printed Book Form

1. Since this catalogue resembles the printed reading materials, it creates less psychological barrier to the readers for use as they are familiar with the conventional printed books.
2. Speed of search is fast as compared to other form of catalogues.
3. Multiple copies of this catalogue can be made on demand and can be sold so that readers can consult the catalogue at home and hostels comfortably.
4. Easy to consult as a reader can have a glance of many entries on one page.

Disadvantages of Printed Book Form

1. Insertions and withdrawal of entries or deletion is not possible as it is not flexible.
2. It is high expensive for its production, issue of supplements takes much time hence it cannot be kept up to date.
3. Printing of the catalogue consumes a lot of time and in the mean time new books are acquired by the library whose entries cannot be included.

6.4.4 Sheaf Form

Sheaf form of library catalogue is also known as loose-leaf form. A sheaf form of catalogue is one in which slips of paper are put into a loose-leaf binder and bound by some mechanical device into a volume. This is a loose-leaf binder format, which provides the convenience of handling a book. In the sheaf form, each entry is made on a separate slip.

6.4.5 Card Form

In this form the bibliographical elements of every document are recorded on a single card. This method of representing every document on a single card is known as the unit card principle.

These cards stand in card-trays or cabinets with a punched hole of about half a centimeter from the bottom for inserting a locking rod. This locking system keeps the cards from falling out and also prevents unauthorized persons from removing any card from the tray. Because of its wide usage all over the world, many aspects pertaining to the card catalogue are standardised.

For example, 12.5×7.5cm or 5x3inchs is the universally adopted size for a catalogue card. Similarly, the sizes of cabinets, trays for a card catalogue are all of uniform standard.

Some of salient features, which made the card catalogue quite popular are:

1. It is flexible in keeping it constantly updated with the quality of expansion and withdrawal of entries.
2. The users and the library staff can handle it with ease.
3. Possible to bring together entries with the same handing.
4. The cards are single, self-contained units. This feature permits additional approach points and cross reference in the catalogue.
5. The entries for lost books can be withdrawn and like entries can be filed together.
6. The library using the card catalogue can participate in central and cooperative cataloguing scheme. This reduces the burden of the staff.
7. The cards are hard and tough, so its durability is longer than that of other catalogues

6.4.6 Computer-produced Book Form

This type of book catalogue was produced with the help of a computer. The structure, extent of information about the document, typography etc. varied with that of conventional physical form of catalogues. The print out available used to be in the form of line printer output.

Many institutes of repute like Library of Congress used to provide services like abstracting and indexing services including the production of catalogues by use of a computer.

6.4.7 Microform Catalogue

In microform catalogue, entries were greatly reduced and printed upon a film or fiche. The microform cannot be read by naked eyes. A suitable microform reader, magnifies the reduced images on the film or fiche and projects them on to a screen is necessary consulting a microform catalogue.

Microform catalogues became popular with the development of Computer-output microform/COM. The COM method converts the digital information contained on the computer generated magnetic tape into print displayed on microform.

6.4.8 MARC and Online Catalogue

Library of Congress defined online catalogue as, “An online catalogue is an access tool and resource guide to the collections of a library or libraries, which contains interrelated sets of bibliographic data in machine-readable form and which can be searched interactively on a terminal by users.”

In an on-line catalogue, the entries are held in computer files and can be projected on the screen or printouts obtained. It is an organized accumulation of machine- readable accumulation of bibliographic records which are maintained on computer storage media facilitating for easy retrieval by library users and staff. It also helps keyword searching of title names and series names.

Advantages of Online Catalogue

A computer readable catalogue:

1. can be kept updated with speed and efficiency;
2. can search for any bibliographical element, such as author, subject, publisher, price;
3. is user friendly and new access points and search capabilities can be added as and when necessary;
4. can easily be multiplied;
5. interchange of catalogue records has led to greater consistency, uniformity and standardization in catalogue records;

Disadvantages of Online Catalogue

1. Users should be trained to the computerized systems to exploit fully the capability of a machine-readable catalogue.
2. Both the users and library need to be trained to use the online catalogue
3. Interruption in power supply, breakdown of computer system, lack of proper knowledge of the users to operate the system poses problems for its best use.

6.4.9 CD-ROM Catalogue

CD-ROMsare optical discs and with the help of laser beams it can be written and recorded. It is an offline format like the microform that provides excellent search facilities.

The introduction of offline, computer produced book and Computer Output Microform (COM) catalogue was a milestone in the history of library catalogue, in terms of production and maintenance