CATALOGUING

Dr. Sarika Siddharth SawantAsst. Professor,

SHPT School of Library Science,

SNDT Women’s University, Churchgate,

Mumbai 400 020

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MATERIALS HAVE TO BE ORGANIZED SO THAT PEOPLE

CAN FIND THEM

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A CATALOG IS

• A list of library materials contained in a collection, a library, or a group of libraries, arranged according to some definite plan.– The catalog forms the basis for access to the

library’s collection

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Why do we need catalogs?

• For retrieval– Most collections are too large for someone to

remember every item in the collection

• For inventory– Catalogs serve as a record of what is owned and as

a reminder of what has been acquired, lost, replaced, etc.

Cataloguing refers to the activities connected with the bibliographic description of library materials and the assigning of access points (also called headings) to those descriptions.

purpose to create a library catalogue. functions as an index to the items in the library’s collection

(books, magazines, cassettes and other materials).

It enables patrons and staff to quickly determine:

1. if the wanted item is owned by the library, and if so, where in the collection the item will be found

2. which works by an author or on a particular subject are in the collection

Cataloguing

Cataloguing : Two Types

Descriptive Cataloguing: Describing the items and allocating the access points to it that have nothing to do with subjective matter. It comprises of

Description

Access Points

Subjective Cataloguing: It comprises of

Classification

Subject Headings

A catalog record is a surrogate (substitute) for the item itself.

Description (Identification)

• Identify a specific item

Is this the work I’m looking for?

• Evaluate an item

Will this item meet my information need?

Is this the same work as that?

Catalog Record

Access (Location and Collocation)

Locate a specific item Do you have _____?

• Gather the works of an author

What do you have by _____?

• Gather works on a subject

What do you have on _____?

• Gather all editions of a work

Access

Rules for descriptive cataloging come from AACR2R

AACR2R tells us such things as: Where to take the title from What to do if there is no publisher How to count pages How to make consistent headings for things

such as names and places

• bibliographic information is recorded into a bibliographic record.– This bibliographic record forms the basis of the

catalog.• The catalog could be a card catalog or an online catalog

H Gates, Bill, 1956-7572 The road ahead / Bill Gates, with Nathan Myhrvold .U6 and Peter Rinearson. -- New York : Viking, 1995.G381995 xiv, 286 p. : ill. ; 24 cm. + 1 computer laser optical disc (4 3/4 in.).

Includes index. System requirements for accompanying computer disc:

Microsoft Windows. ISBN 0670772895 : $29.95

1. Computer industry -- United States. 2. Telecommunications -- United States. 3. Computer networks -- United States. 4. Information technology -- United States 5. Information superhighway -- United States. I. Rinearson, Peter, 1954- II. Myhrvold, Nathan. III. Title.

95-43803

A Catalog Card

A MARC Record

008 960221s1995 nyuam 001 0 eng 010 $a 95043803 020 $a 0670772895 : $c $29.95040 $a DLC $c DLC $d DLC043 $a n-us---050 00 $a HE7572.U6 $b G38 1995082 00 $a 004.6/7 $2 20100 1 $a Gates, Bill, $d 1956-245 14 $a The road ahead / $c Bill Gates, with Nathan Myhrvold and Peter Rinearson.260 $a New York : $b Viking, $c 1995.300 $a xiv, 286 p. : $b ill. ; $c 24 cm. + $e 1 computer laser optical disc (4 3/4

in.)500 $a Includes index.538 $a System requirements for accompanying computer disc: Microsoft Windows.650 0 $a Computer industry $z United States.650 0 $a Telecommunication $z United States.650 0 $a Computer networks $z United States.650 0 $a Information technology $z United States.650 1 $a Information superhighway $z United States.700 1 $a Rinearson, Peter, $d 1954-700 1 $a Myhrvold, Nathan.

1841 Panizzi’s 91 rules1852 Charles Coffin Jewett’s code1853 Charles Coffin Jewett’s code (2nd ed.)1867 Rules for cataloguing in congressional library1876 C A Cutter’s rules for a printed dictionary catalogue1883 ALA’s condensed rules for an author and title catalogue1889 Cutter’s rules for a dictionary catalogue (2nd ed.)1891 Cutter’s rules for a dictionary catalogue (3rd ed.)1902 ALA’s condensed rules for an author and title catalogue (Advanced ed.)1904 Cutter’s rules for a dictionary catalogue (4th ed.)1905 Library of Congress supplementary rules on cataloguing

PTO

History Of Catalouging

1906 Library of Congress special rules on cataloguing1908 ALA and BLA’s cat rules: author & title entries1927 Vatican code1931 Ranganathan’s classified catalogue code1931 Pierson’s guide to the cataloguing of serials publications1949 Rules for descriptive cataloguing in the LC1961 Paris Principles1967 AACR I (North American and British Text)1968 MARC1971 ISBD1978 AACR II

1. To enable a person to find a book of which either A. the author) B. the title) is knownC. the subject)

2. To show what the library has D. by a given authorE. on a given subjectF. in a given kind of literature

3. To assist in the choice of a book G. as to its edition (bibliographically)

H. as to its character (literary or topical)

Objectives of the catalogue as per C A Cutter

AACR2 defines 3 levels of description:

• Level I (minimal)

• Level II (full) – most catalog at this level

• Level III (detailed) Libraries may choose to catalog some materials at full level and others at minimal, based on staffing, expertise (subject, language, format), cost, or any other criteria. For most libraries, it is not economically feasible to catalog everything at full level. Catalogers are constantly balancing the need to meet the goals of Description and Access with the cost of cataloging.

Levels of Description

Part 1 – Description

Chapter 1 – General Rules for Description

Lays out general principles across formats.

Subsequent chapters devoted to specific physical formats, elaborating on general rules and providing specific examples of application.

Chapter 2 – Books, Pamphlets, and Printed Sheets

Chapter 3 – Cartographic Materials (Maps)

Chapter 4 – Manuscripts (not always used - archival rules usually followed)

Chapter 5 – Music (Printed scores)

Structure of AACR2

Chapter 6 – Sound Recordings

Chapter 7 – Motion Pictures and Video recordings Chapter 8 – Graphic Materials (Filmstrips, Art, Photographs) Chapter 9 – Electronic Resources (including CD-ROMS, Internet resources) Chapter 10 – Three Dimensional Artefacts and Realia Chapter 11 – Microforms (LC does not follow) Chapter 12 – Continuing Resources (including Serials and Integrating Resources) Chapter 13 – Analysis (LC does not do “In” analytics)

Part 2 – Headings, Uniform Titles, and References

Chapter 21 – Choice of Access Points

Rules for selecting main and added entries.

Subsequent chapters deal with the form of the headings selected as access points.

Chapter 22 – Headings for Persons

Chapter 23 – Geographic Names

Chapter 24 – Headings for Corporate Bodies

Chapter 25 – Uniform Titles

Chapter 26 – References

Appendices

Elements of bibliographic descriptionTitle proper = Parallel title : Other title information [GMD] / Statement of responsibility ; Other statements of responsibility. – Edition area. – Special area for serials, maps, music. – Publication area. – Physical description. – (Series information). – Notes area. – Standard number.

Note the special punctuation (in red).This is the traditional layout for a catalog card

Areas of Description and ISBD Punctuation

The description is divided into the following areas:

Area 1 Title and statement of responsibility

Area 2 Edition

Area 3 Material (or Type of Publication) Specific Details

Area 4 Publication, distribution, etc.

Area 5 Physical description

Area 6 Series

Area 7 Notes

Area 8 Standard number and terms of availability

In the card format, each area is separated by a full stop, space, dash, space, unless it begins a new paragraph. Within each area, elements are introduced by special punctuation

Title proper = Parallel title : other title information / statement of responsibility ; other statements of responsibility. — Edition statement. — Place of publication : Publisher, date of publication.

Extent : other physical details ; size + accompanying material. — (Series title ; series numbering)

Notes. Standard number.

Sources of Description: Chief Sources of Information (for Area 1):

Type of Material Chief Source of Information

Type of Material Chief Source of Information

Books, pamphlets, printed texts

Title page or title page substitute

Serials Title page of first issue or title page substitute, which may be cover, caption, masthead, etc.

Electronic resources Resource itself, source with most complete information (must have Source of title note)

Sound recordings Item itself and permanent labels

Video recordings Title frames; integral container and labels

Graphic materials Item itself and permanent labels

Kits Unifying element (usually container)

Prescribed Sources of Information for (Books) Area Prescribed Sources of

Information

Title and statement of responsibility

Title page

Edition Title page, other preliminaries, colophon

Publication, distribution, etc.

Title page, other preliminaries, colophon

Physical description The whole publication

Series Series title page, monograph title page, cover, rest of publication

Note Any source

Standard number Any source

When an element of description comes from outside the prescribed sources, must enclose the element in [ ].

Bib Exchange Formats To facilitate the transfer of bibliographic

data between computer systems. To achieve economies by reducing the

duplication of effort implicit in different libraries acquiring and cataloguing the same material

To facilitate the international exchange of bibliographic data in machine-readable form between national bibliographic agencies

MARC (Machine-Readable Cataloging Record)

Is a format standard for the storage and exchange of bibliographic records and related information in machine-readable form

Information that goes in the MARC record is determined by various cataloging tools:

•AACR2R•Library of Congress Subject Headings (LCSH)•Dewey Decimal Classification System (DDC) and Library of Congress Classification System (LCC)

• MARC was designed by a group of 16 people in the middle 60’s.

• Designed by computer programmers, not librarians!

• Was designed to print card sets, not to be used as the basis for online catalogs

• Is not intuitive or user-friendly!

• Was not designed with AACR2R in mind

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Versions of MARC

• MARC 21 format for bibliographic data, 1999 ed. is the latest edition of the standard used in the United States.– Combines USMARC and CANMARC– Is constantly being updated and revised to keep up

with changes in the cataloging world

MARC

The record includes (not necessarily in this order):

1) a description of the item, 2) main entry and added entries, 3) subject headings, and 4) the classification or call number. (MARC

records often contain much additional information.)