UNIT 3 PHYSICAL FORM OF LIBRARY CATALOGUES

UNIT 3 PHYSICAL FORM OF LIBRARY CATALOGUES Structure 3.0 Objectives 3.1 Introduction 3.2 Different Physical Forms of Library Catalogues 3.2.1 Conventional Forms 3.2.2 Non Conventional/Modern Forms 3.3 Features for the Best Physical Form of Library Catalogue 3.4 Summary 3.5 Answers to Self Check Exercises 3.6 Key Words 3.7 References and Further Reading 3.0 OBJECTIVES In Unit 1, you have learnt about the definition, objectives and functions of a library catalogue and, also some of its typical characteristics as distinguished from other library records such as accession register shelf list and bibliographies. In this Unit, you are introduced to the physical forms of a library catalogue. After reading this Unit, you will be able to: describe the different physical forms of library catalogues; compare their relative advantages and disadvantages; explain the unit card principle which has facilitated centralised and cooperative cataloguing; state the features of a machine-readable catalogue as a versatile tool; and list the best features of the physical forms of library catalogue. 3.1 INTRODUCTION Over a period of time, library experts have tried to develop different physical forms of library catalogue, such as, bound register form, printed book form, sheaf form, card form and modern forms like visible index form, microform and machinereadable form. Although some of the older forms like bound register, sheaf catalogue are slowly becoming obsolete, the card catalogue continues to be popular, particularly in countries like India. The unit card principle that came up with the card catalogue has enabled the growth of centralised and cooperative cataloguing. Cataloguing-in-publication can also be traced to this development. Machine-readable catalogues with their versatility and efficiency are replacing the card catalogue. These catalogues have extended the scope of centralised cataloguing and library networks. A comparative statement of the features of the different physical forms of library catalogue is given to provide an overview of the relative merits and demerits of these physical forms of library catalogue. 3.2 DIFFERENT PHYSICAL FORMS OF LIBRARY CATALOGUES We have learnt that a library catalogue is an indispensable tool of a library and hence, its effectiveness in making its resources available to users must get the greatest attention. In the Library Form of Library Catalogues 35

History, Purpose and Types of Library Catalogues 36 preparation and production of a library catalogue, two aspects of its form have to be considered. One is the physical or outer form of the catalogue that relates to its external shape, size, appearance of the stationery to he used for recording entries of documents (e.g., card) and furniture or equipment to stock the stationery of bibliographical entries of documents of the library. The second one is the arrangement in a helpful sequence to retrieve information about documents in the library e.g., dictionary or classified catalogue. Each of these has a bearing on the other. In fact, ease of use, physical shape and size, space requirements, cost of physical production, maintenance, etc., have always influenced cataloguing over the years. Conversely, the preparation of different kinds of entries, provision of cross-references and similar other user oriented requirements of a library catalogue, have also influenced the choice of a particular physical form of a catalogue in libraries. The physical forms of library catalogues can be broadly studied under two groups: Conventional and Non-conventional/Modern. 3.2.1 Conventional Forms The conventional physical forms include: Bound register / Ledger form Printed book form Sheaf or Loose-leaf form, and Card form We shall study these forms with reference to their features, their relative advantages and disadvantages. i) ii) Bound Register/ Ledger Form In this form, the entries of documents of a library are written by hand in a bound register or ledger, pages are set apart for different letters of the alphabets. These alphabet are arranged alphabetically. Minimum information about the document such as author, title, edition, accession number and class number is given for each book. There may be a separate register for authors or titles or subjects. Advantages It is cheaper, it is simple and easy to handle or consult. You can find many entries on one page. Hence, few pages are required for this catalogue. Some space or pages are left at the end of an alphabet to accommodate new entries. Now-a-days multiple copies can be produced due to xeroxing facilities. Xerox copies of these catalogues can be placed at different locations in libraries. Even today small public school and college libraries have their catalogues in this form. Disadvantages It is not flexible. Entries for new books added cannot always be inserted at their proper places as the left out space is filled shortly. It is not up-to-date. Pages in the register get torn due to constant handling. Hence, new updated registers are to be prepared continuously. Typed Cyclostyled Form Revised version of bound register form came into existence due to the typewriter and cyclostyling machine. The entries are typed. Multiple copies (up to four) can be had from the typewriter. By using a cyclostyling machine, one may get multiple copies of the catalogue. This facilitated movement of catalogue from one room to another room. All the advantages of bound register form are applicable to this form. Pages of the register are now kept in plastic jackets to increase the life of the pages. These pages are filed in separate files. It is also difficult to provide additional entries to a document, in addition to the main entry. Hence, flexibility of different approaches to the catalogue may not be possible. Provision of cross-reference is even more difficult. All these naturally restrict the use of the catalogue. Most modern libraries have discarded this form of library catalogue. Printed Book Form The printed book form of library catalogue is one of its typical forms. These types of library catalogues are prepared conforming to all the standard principles and rules of cataloguing, with cross references and multiple entries.

In the nineteenth century, the most common physical form of a library catalogue was the printed book form. Especially, some of the big libraries like British Museum Library (now renamed as the British Library), the Library of Congress, National Library Calcutta, printed their catalogues in the book form. To keep the catalogue updated, they used to issue supplements to these catalogues at regular intervals, e.g. the catalogue of Bombay Branch of the Royal Asiatic Society of Bombay Library was kept up-to-date in this way. Advantages a) The catalogue can be brought out in multiple copies in desired numbers and can be priced and sold. b) Library users can refer to the catalogue, at their leisure at their home or work place and need not come to the library just to find out whether the library possesses a particular book of their choice. c) It is easier to consult a book catalogue as there are many entries on one page. d) It does not occupy much space and is easy to handle. e) The catalogue can be issued subject-wise thereby catering to the needs of different subject groups of users. Limitations a) It is costly to bring out printed catalogue. b) It takes more time to prepare the press copy. c) It becomes outdated by the time it is out of press. Preparing a print ready copy for the press takes a considerable amount of time and effort, and the items acquired for the library during this period cannot be included, resulting in numerous supplements. Consulting all these supplements is tedious and timeconsuming. d) At a given point of time, the catalogue cannot indicate the complete collection. e) It is not flexible. Insertion of entries for new books or deletion of entries for lost books is not possible. f) It is necessary to have qualified staff with the knowledge of cataloguing and printing process. In spite of the above-mentioned limitations, the printed book form of the library catalogue is attractive due to the many advantages associated with its use. The computerised printouts of a library catalogue are a near substitute of a printed book catalogue. iii) Sheaf or Loose-Leaf Form Sheaf form of library catalogue is also referred to 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. But, there may also be more than one entry on each slip or page. The entries are either handwritten or typed. New slips can be inserted in appropriate places without disturbing the existing order of arrangement of entries. It is also possible to remove entries for specific documents in case such documents are withdrawn from the library stock. Roughly, each volume of a sheaf catalogue may contain about 500 to 600 leaves. The volumes so constituted may be displayed on. special shelves with appropriate labels on their spines, indicating the order (either alphabetical or classified) of arrangement. At one time this form of catalogue became somewhat popular in countries like England and other European countries. Advantages a) It is adjustable and portable which makes it easy to consult from any part of the library, b) Its flexible nature renders it convenient to insert or delete entries as and when required. c) It can be kept updated without much difficulty. d) It is more compact and occupies less space: Disadvantages a) Generally one slip is used to record the particulars of one document only. This leads to wastage of space on slips, which are larger in size. Library Form of Library Catalogues 37

History, Purpose and Types of Library Catalogues b) If details pertaining to more than one document are entered on a single slip, it becomes necessary to rewrite the entire page. This situation results in loss of time and labour on the part of the library staff. c) Libraries using sheaf catalogue cannot participate in any cooperative cataloguing scheme or use facilities such as distribution of unit cards to minimise their cataloguing work. d) The catalogue has to he consulted in the library premises only. It is not possible to bring out multiple copies of this catalogue. e) Loss of slips due to mishandling by readers. iv) Card Form Library catalogue in the card form is by far the most popular physical form. It is widely prevalent in libraries throughout the world including India. 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 unauthorised 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 x 7.6 cm. is the universally adopted size for a catalogue card. Similarly, the sizes of cabinets, trays for a card catalogue are all of uniform standard. Consequently, most of these items of furniture could be obtained readily from commercial vendors. Advantages Some of salient features, which made the card catalogue quite popular are: a) It is flexible in keeping it constantly updated. b) The users and the library staff can handle it with ease. c) The cards are single, self-contained units. This feature permits additional approach points and cross references in the catalogue. d) The libraries using the card catalogue can participate in central and cooperative cataloguing scheme. This reduces the burden of the staff. In fact, the unit card principle is one of the most beneficial outcomes of the card catalogue. This principle paved the way for centralised cataloguing of documents at central place. The printed unit cards can be multiplied and distributed to other libraries at a fairly low price. The Library of Congress, USA, was the pioneer in starting this card service and many libraries in the United States and other countries use this service. The well-known commercial bibliographic publisher, H.W. Wilson and Co. also provides printed catalogue card service to libraries, for selected items. Cooperation in compiling bibliographic records is another extension of centralised cataloguing. Libraries participating in cooperative cataloguing provide catalogue entries to the Library of Congress of those documents that are not available at the Library of Congress. The Library of Congress gets them printed for distribution, as part of its catalogue card service. The British National Bibliography (now incorporated with the British Library) from its very inception in 1950, assumed responsibility as a national cataloguing agency. Besides its printed weekly and monthly editions and other cumulations, a printed card service is also made available on subscription to individual libraries. Cataloguing-in-Publication (CIP) Centralised cataloguing led to the logical step of publishing bibliographic entries of documents in the publication itself, on the reverse side of the title page. Ranganathan called it `prenatal cataloguing. This facility enables libraries to use the bibliographical data available on the book for the preparation of their catalogues. The Library of Congress was the pioneer in this enterprise. The British National Bibliography has also been participating in the CIP Programme from January 1977. Such facilities are yet to develop in countries like India. Disadvantages Though the card form of library catalogue is universally accepted, it also suffers from 38 some disadvantages. They are:

a) The card catalogue occupies large space in libraries. The problem of space is very acute in large libraries located in metropolitan cities. Libraries with a massive collection running into lakhs of documents with an annual addition of 10,000 volumes would need enormous space for its card catalogue. The cost of space is prohibitive in metropolitan cities and this has been a deterrent against continuing with the card catalogue in such libraries. Library Form of Library Catalogues b) The growth and complexity associated with the card catalogue call for greater maintenance cost. c) Due to inherent defects associated with the structure of a card catalogue, it is possible for a single person to monopolize a considerable number of trays at a time, precluding its use simultaneously by other users. d) It is not portable and hence the user has to go to the library for consulting it. This naturally leads to wastage of time, particularly if the library does not possess the documents of his interest. Self Check Exercises 1) Enumerate the physical forms of a library catalogue. 2) State two reasons for a card catalogue to be popular than printed book forms. Note: i) Write your answers in the space given below. ii) Check your answers with the answers given at the end of this Unit. 3.2.2 Non-Conventional/Modern Forms In many western countries, modern and sophisticated forms of library catalogue are slowly replacing the card catalogue. Some of these forms are: Visible index form Microform catalogue Machine-readable catalogue 1) Visible Index Form This form of catalogue is extensively used in libraries attached to business and industrial houses. In Indian libraries, however, its use is limited. Visible index catalogue consists of strips mounted on a frame or cards held flat, hinged and with edge of each card protruding so as to make the heading visible. The cards are usually of the size 12.5 x 20 cm.; the card is inserted into a hinged kraft pocket, exposing the top portion. These pockets are held in a specially prepared steel cabinet. Such steel cabinets are available in India under the trade name Kardex. Generally, Kardex is used in Indian libraries for maintaining records pertaining to current periodicals. There are variations of this type of commercially available equipment and are known by different trade names such as Chaindex and Stripdex. Except Kardex, which is somewhat 39

History, Purpose and Types of Library Catalogues 40 popular, the other two types are used in a few Indian libraries. Kardex is not usually recommended for library catalogues but useful for current periodical catalogues. 2) Microform Catalogue In microform catalogue, entries are 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 for consulting a microform catalogue. As mentioned earlier, microform catalogue may either be in the form of a microfilm or in the form of microfiche. Microfilm can be on a single reel, but generally it is housed (rolled) in a cassette containing two reels so that the film can be wound forwards or backwards within the container at the time of consultation. Microfilm readers usually allow the rotation of images through 90 degrees. On the other 'hand, microfiche is a transparent card type format. A reduction of nearly 42 x 42 indicates that the width and height of the microimage is 1/40 of that of the original. Microimage area is correspondingly 1/1600 of that of the original would give 200 frames per card. Microfiche has the advantage of direct access to a particular frame whereas microfilm requires a serial number through the film to locate a required entry, and serial search is a time consuming process compared to the direct access method afforded by microfiche. Microform catalogues are the output forms computerised cataloguing systems. These forms have been used extensively in the production of Iibrary catalogues since the early 1970s. Some of the advantages of microform catalogues are: Microform catalogues are compact and occupy less space in libraries. The space requirements of microform catalogues arise mainly because of space for microfilm or microfiche readers. They are portable and accessible to users depending upon the number of copies of catalogues and machines available. Multiple copies of these catalogues can be prepared easily and inexpensively. These catalogues are very easy to use and maintain. The main disadvantage of microform catalogues is that they cannot be used without microform readers. They also require special care and protection. They are, in fact, useful only in very large libraries where massive data has to be stored and retrieved. They may not be that much useful in a medium or small library. 3) Machine Readable Catalogue The past ten years have witnessed a great change in cataloguing practice with the increasing use of computers and network communications. Cataloguing standards have been rationalised to suit the changing cataloguing practices, which have been universally acknowledged and adopted. New physical forms of library catalogues have made their debut. The machine-readable catalogue is the most significant of these new forms of catalogue. In a machine-readable catalogue entries are rendered in a format which permits input and storage on magnetic tape or magnetic disc for manipulation in a computer. MARC format, UNIMARC, Common Communication Format (CCF) are standard formats. Access to the catalogue entries may be `off-line' or `on-line'. `Off-line' means that the computer can be used only at certain times. At the available computer time, search must be made for a collection or batch of enquiries. On=line systems, however, are linked directly to the computers which can be used immediately or at any time for processing enquiries and searching. There are three major computer produced physical forms of library catalogues which are relevant to off-line access. These are: Printed form: Entries are printed in a conventional book format and are available in multiple copies.

Card form: Each entry is transferred to one or more cards of standard catalogue card and are filed just as in a conventional card catalogue. Microform entries are transferred to microfilm or microfiche and are used with appropriate microform readers. In these forms, they are no more than the conventional catalogue forms, the only difference being their mode of production. In an on-line catalogue, the entries are held in computer files and can be projected on the screen or printouts obtained. The computer configuration needed for machine-readable catalogue is: A computer with keyboard and display units. Secondary storage facility. Terminals wherever necessary. Experiments with the use of computers for library operations such as cataloguing had their origin in the United States of America. It was in the year 1966 that a project named Machine-Readable Cataloguing (MARC in short) was launched with the active cooperation of the Library of Congress. This project was completed in 1967. The greatest contribution of MARC project to library services was the designing of bibliographic record format. The MARC record format was designed by the Library of Congress and the British Library also adopted it. The aim was to construct bibliographic records in machine-readable form and to facilitate re-formatting for a wide variety of purposes, one of which was production of records for the creation of library catalogues. These national efforts made it possible to download from the databases on magnetic tapes supplied by the Library of Congress or the British Library, to obtain the records for the stock of a specific library. Thus, a number of computer readable catalogues proliferated in USA, UK and other European countries. MARC II conforms to the Anglo-American Cataloguing Rules, `Second Edition (AACR-2) and International Standards Organisation standard ISO 2709'. Advantages The machine-readable catalogue performs, all the functions of a library catalogue with greater efficiency and speed than any other form. We shall spell out these advantages: A computer readable catalogue. can be kept updated with speed and efficiency. can search for any bibliographical element, such as author, subject, publisher, price. is user friendly. can easily be multiplied. Using a computer, one can store and sort catalogue entries automatically. The resultant computer output can be utilised in a number of ways. For example, the computer `printout' itself can be used as `master' and reproduced by offset printing process to obtain any number of copies. Alternatively, the output on magnetic tape may be used as the catalogue to access entries directly and one can search and know from it the availability of any document in a library. Disadvantages The only disadvantage of computerised catalogues, particularly, in India, is the acute shortage of manpower to design and operate machine-readable catalogues. Users should be tuned to the computerised systems to exploit fully the capability of a machine-readable catalogue. As a result of rapid development in computer and communication technologies, a number of libraries in the world are switching over to computer readable catalogues and in the process, several on-line catalogue networks have developed and are available for public access in libraries. In India, experiments to use computers for the production and use of library catalogues are going on, sooner or later computer readable catalogues will be a common feature of library services in India. Library Form of Library Catalogues 41

History, Purpose and Types of Library Catalogues Self Check Exercises 3) Discuss the advantages of microform catalogue. 4) Discuss the advantages of computerized catalogue. Note: 1) Write your answers in the space given below. 2) Check your answer with the answers given at the end of this Unit. 3.3 FEATURES FOR THE BEST PHYSICAL FORM OF LIBRARY CATALOGUE Despite the widespread use of the computer for cataloguing, a great many catalogues in the conventional format, such as card form, will continue to exist, at least in countries like India, for many years to come. Whatever physical form a catalogue may have, it should have the following features It must be easy to use. It must be easy to keep up-to-date. It should enable browsing on scanning over a number of entries at a time. Multiple copies must be easily produced. It must occupy as little space as possible. It should provide multiple access points. It may be relevant to compare and contrast the various physical forms of library catalogues to identify their best features. A comparative study of different physical forms of library catalogues by Hunter and Bakewell (1983) is reproduced below. 42

Library Form of Library Catalogues Self Check Exercise 5) List the best features of the physical forms of library catalogue. Note: i) Write your answer in the space given below. ii) Check your answer with the answers given at the end of this unit. 3.4 SUMMARY In this Unit, the different types of physical forms of library catalogues ' have been enumerated and described. These include conventional forms like Bound register, Printed book form, Sheaf or loose leaf form and Card form, Modem forms like visible index, microform and machine-readable forms. The advantages and limitations associated with each of these different forms are explained. With the advent of computers, the entire cataloguing process as well as the physical production of catalogues have undergone many changes, making library catalogue a versatile tool in a library. Modern machine-readable catalogues perform the functions of a library catalogue with more efficiency and speed. Whatever physical form a library catalogue may take, it should have the following essential features Ease of use, updating capability, browsing facility, easy production of multiple copies, occupies less space. A comparative statement of the different features of the physical forms of library catalogue is also given. 3.5 ANSWERS TO SELF CHECK EXERCISES' 1) The physical forms of library catalogues are: Bound register or ledger form Printed book form Sheaf or loose-leaf form Card form Visible index form 43

History, Purpose and Types of Library Catalogues 44 Microform and Machine-readable form 2) The two reasons why a card catalogue is more popular than a printed book form are: i) the card catalogue can always be kept updated which is the most essential requirement of a catalogue. ii) Addition to the catalogue does, not disturb or dislocate the existing arrangement of entries. 3) The advantages of a microform catalogue are: Microform catalogues are compact and occupy less space in libraries. They are portable and immediate access to the catalogue is possible. Multiple copies of these catalogues can be prepared easily and inexpensively. These catalogues are very easy to use and maintain. 4) The advantages of computerised catalogues are as follows : Using a computer, the entries can not only be stored and sorted out automatically, but also the resultant computer output can be utilised in a number of ways. For instance, the computer printout itself can be used as a master copy that can be reproduced by offset printing process. Alternatively the output on magnetic tape may be processed into a microform. Eventually, the computer itself may be used as the catalogue to access the entries directly. It can search any document in a library. 5) The best features of the physical form of library catalogue are i) ease of use, ii) easy to update, iii) permit browsing, iv) easy production of multiple copies, v) occupy very little space, and vi) serve as a good guide providing multiple access points. 3.6 KEY WORDS Bibliographic Record Format: The layout of presentation of bibliographical data of a document in a machine-readable form or in Cooperative Cataloguing: Centralised Cataloguing: Database: Downloading: Master: Microform: Unit Card: machine printout. The sharing by a number of libraries the cost and labour of cataloguing to avoid the duplication of effort common to each. The cataloguing of documents by a central agency or library and the distribution therefrom of printed entries on catalogue cards, or in machine-readable form, e.g. library of Congress printed card service. Information stored on computer files and accessible via a remote terminal and telecommunication link. To capture data online from a remote host computer and transfer it to the store of an in-house stand-alone system, e.g. a microcomputer, for processing. The plate or stencil for duplication or for off-set printing, from which multiple copies are made. A generic term indicating any form of document in a reduced form whether on flat or on roll film or on microfiche: A basic catalogue card, in the form of main entry a duplicate of which may be used as unit wherever an added entry for the particular book is required in any catalogue. 3.7 REFERENCES AND FURTHER READING Krishan Kumar (1993). Cataloguing. New Delhi: Har-Anand Publication: Hunter, Eric J. (1987). Computerised Cataloguing. London: Clive Bingley: Hunter, Eric J. and K.G.B. Bakewell (1983). Cataloguing. London: Clive Bingley. Rowley, Jennifer E. (1986). Computers for Libraries. London: Clive Bingley. Rowley, Jennifer E. (1987), Organising Knowledge. London: Gower.