S.D. Vyas Central Library Banasthali Vidyapith Banasthali Rajasthan

Annals of Library Science and Documentation 44, I; 1997; 1-17. MANAGEMENT OF BACKLOG CATALOGUING IN UNIVERSITY LIBRARIES IN RAJASTHAN* S.D. Vyas Central Library Banasthali Vidyapith Banasthali-304022 Rajasthan A survey study of eight university libraries in Rajasthan (India) to find out the cause of backloging in catalogue and the issues related to it identified the main reasons as the lack of technical manpower & machine use and addition of more books in the libraries than can be processed. Variables such as, cataloguing procedure, typing output, reasons for backloging, use of machine for controljing backlog, cataloguing tools, and filing & frequency are the key determinants. The respondents have no objection to the introduction of pre-natal cataloguing and printed cards service in addition to application of computers for cataloging. 'With the observed decline of using machines for cataloguing purpose, the backloging may witness an increase in the next decade, unless urgent steps are taken with increased automation. INTRODUCTION There has been considerable concern over the possible impact of increasing backlog in libraries. This concern is confined not only to the developing world, but also in developed countries, like USA. In recent years, many studies point out that backloging is found in more than 70-75% U.S. academic libraries. Backloging has implications not only for the health of the libraries which are old - possessing good collection, but also for new libraries. Study of backloging has drawn attention of the libraries specially in developing nations where automation is comparatively few or absent. It is proved that the use of machines or cataloguing-in-publication data given at the verso is inversely proportional to decrease in backloging of book material. University libraries are concerned about backlog of uncatalogued reading materials and no academic library exists without backlog. Survey studies have revealed that they have many factors in common. In the U.S. academic libraries, one survey study reported that the backlog existed in 85% of the responding libraries. Another study by Agnew, Landram and Richards about Association of Research Libraries (ARL) member libraries revealed that 77% of responding libraries had backlog for years ranging from 1 to 10 percent of their total collection. The results were consistent with another study on the survey of American research libraries in 1968, wherein it was found that 78% of the responding libraries had backlog [1]. A study conducted on the university college libraries about dassification practices found backlog in 41 % of the responding libraries [2]. It was conduded that some of the libraries, which had backlog, did not respond to this question and most probably the figures given by some libraries must have been underestimated due to certain reasons known to them [2]. The above studies imply that backlog problem did not disappear during 1960s and 1970s. According to Sally A. Rogers [1], there are not many artides published in recent years on cataloguing backlogs. Only eleven artides appeared on the subject in the Library Literature, 1986-1989. The problem of backlog is again causing concern as it did in the early 1950's. Few years back, the Library of Congress reported that it had 38 million unprocessed items for which it prepared a plan called areareage reduction management plan. Sally A. Rogers has classified backlog in two categories - 'normal' and 'historic'. 'rmal' backlogs routinely develop whenever the volume of incoming reading materials are high and some- A survey report based on a research project granted by the University Grants Commission (UGC) Vol 44 I March 1997

S. D. VYAS times used to stablize the cataloguing work flow when the volume is low. Sometimes they are created deliberately by libraries prefering to wait for national bibliographies and catalogues to come out. Such backlogs can be contained over a period of time by keeping a regular watch. In contrast, the 'historic' backlogs found in the libraries often consist of thousands of volumes that have been kept in waiting for years. Such backlogs could be good only when there is financial cut for a few years when no book budget is given to the libraries. Backlogs develop when more material is acquired than can be processed. Thus, the backlog problem is not confined to one country [3]. Of course, it seems to be more severe in the Third World countries, particularly in India, where the use of information technology is still not the order of the day. Dilys E. Morris perceives that automation will allow reduction in staffing and costs. Automation will have major impact on technical services, but it is quite unclear whether automation will be able to cope-up with backloging [4]. The reasons for backlog include staffing in cataloguing departments, retrospective conversion, collection development policies, cataloguing priorities, reclassification and recataloguing of the part or whole of the collection etc. Cataloguing is a time consuming job. Few factors like conversion from manual to computerized systems, more complicated cataloguing code and unlimited budgets contribute to the growth of backlog. In such a situation the reported strategies applied in American libraries include attacking the backlog through special projects, integrating backlog materials with the regular work flow, accepting more cataloguing copy with less editing, providing temporary or abbreviated cataloguing, expanding the role of paraprofessional staff and improving the efficiency of work flows and procedures. The assumption is that everything in the backlog should be catalogued. When backlogs are large, old, not much in demand and of uncertain origin, it may be difficult to decide the right approach and starting point to gain control. Sometimes, priorities are set e.g., the books which are of large size or of reference nature, text books, reports etc. are taken first for cataloguing and sometimes Hindi language books are given preference. Yet, it happens that a large volume of books get catalogued immediately while few remain in unprocessed items for years. Different strategies such as, provision of author and title access to uncatalogued items are followed by libraries. Rush cataloguing is also done in response to any user request for unprocessed items. According to a survey conducted by Behrens and Smith, 63.6% of the US academic libraries had backlogs and provided some type of public access catalogue to the uncatalogued materials. According to Piternick "that materials acquired by a library but whose presence in the library is inadequately recorded and displayed are of little use to library users". The real issue is of adequacy of access. In this connection, Sally A. Rogers commented "backlog consist of library materials that are less accessible than they should be. The technological advances that are rapidly improving access to all kinds of information are raising the expectations of library users and making the continued existence of large historic backlogs unacceptable" [5]. The above literature survey shows that the problem is mind bogling for academic librarians. Hence, the backloging problem was chosen as the topic of this survey study. To study backlog management of cataloguing in university libraries in Rajasthan, a questionnaire was designed (Appendix) to elicit information about how university libraries cope-up with backlog, and how they use any mechanical method and bibliographical organization, shelflist, subject heading and filing. Questionnaire survey has its own limitations as one can probe to a certain extent. The replies of respondents have to be believed, even if they do not reveal the real situation. There are six state universities universities in Rajasthan. and four deemed 1. Birla Institute of Technology and Science library, Pilani (); 2. Banasthali Vidyapith Library, Banasthali (); 3. Jai Naryan Vyas University Library, Jodhpur (); 4. Jain Vishva Bharati Library, Landu (JVBL); 5. Kota Open University Library, Kota (); 6. Maharshi Dayanand Saraswati University Library, Ajmer (); 7. Mohan Lal Sukhadia University Library, Udaipur (); 8. Rajasthan Agriculture University Library, 2 Ann Lib Sci Doc

MANAGEMENT OF BACKLOG CATALOGUING IN UNIVERSITY LIBRARIES IN RAJASTHAN Bikaner (RAUL); 9. Rajasthan University Library, Jaipur (); and 10. Rajasthan Vidyapith Library, Udaipur () While Banasthali Vidyapith, Birla Institute of Technology and Science, Rajasthan Vidyapith and Jain Vishva Bharti are deemed university institutions, the rest are state universities. The questionnaires were sent to these universities by registered post in the month of May 1994 and responses received back by July 1995 were considered for the study. Despite mailing by registered post and sending three reminders, the Rajasthan Agriculture University, Bikaner (RAUL) did not respond. A reply from the Jain Vishva Bharati was received intimating that there was no professional librarian in the university who can answer the questionnaire. STUDY OBJECTIVES The purpose of the present survey was aimed at investigating the following: * to know technical processing of the libraries, and volume of backlog in the libraries; * to know bibliographical tools used for cataloguing and whether correct cataloguing procedures and techniques are followed; * to know if any machine is used to cope-up backloging and whether the service of printed catalogue cards is prefered; to know the time taken for cataloguing book materials with full bibliographical data; to maintain and provide correct bibliographical * record for the users; to seek library co-operation among the libraries; and * to develop a networking of the state university libraries. To get a correct picture of the problem of backlog cataloguing, questionnaire was designed in such a manner that the respondents could easily comprehend the questions. sampling technique was employed since the number of institutions covered in the survey was not high. Table 1 University libraries of Rajasthan: establishment and total collection Year of establishment Total collection 1984 192,000 1984 160,000 JVBL 1991 26,355 1962 247,000 1987 75,000 1976 1962 93,000 RAUL 1987 100,000 1947 381,887 1987 123,500 Source: Universities handbook. 1995. Association of Indian Universities; Delhi. Development of university libraries in Rajasthan is a post independence phenomenon. The growth of library collection over the years since their establishment indicates a corresponding develop- ment of collection. The problem of backloging arose with the growth of the library collection as well as increased library finance. Vol 44 I March 1997 3

S. D. VYAS University libraries in Rajasthan are in disarray as far as technical processing of books is concerned. There is a need to take a holistic view to solve the problem. Use of information technology along with the co-operation of national and state library agencies with library networking facilities could definitely cut down the backlog problem of the libraries to some extent. CATALOGUING PROCEDURES AND MODE OF PREPARING CARDS follow AACRI cataloguing practice. Other libraries follow Classified Catalogue Code (CCC). follows the 4th edition of CCC. Fortunately, almost all the responding libraries prepare main author and title entries. However, subject entries are prepared only in,,, and. The,, and mentioned that they prepared shelflist entries. It is surprising that other libraries do not maintain shelf list. Table 2 shows the use of cataloguing code and entries prepared by responding institutions. Of the eight responding libraries, only and Table 2 Cataloguing code followed and type of entries prepared Cataloguing code Types of entries AACR I AACRI CCC, 5th ed. CCC, 5th ed. CCC, 5th ed. CCC, 5th ed. CCC, 4th ed. CCC, 5th ed. te: A = Author, T = Title, S1 = Subject, S2 = Shelf list A, T, S1 and S2 A, T, S1 and S2 M,A,T M,A,T M, A, T, S1 M, A, T, S1 and S2 M, A, T, S1 and S2 M,A,T Due to research in the universities, it has become a standard practice for the libraries to provide full bibliographical details of documents. Hence, they were asked to list all the items of information which they provide in the catalogue card. Date of birth and death given by the responding institutions is doubtful. The admitted that they did not give birth and death dates. Except, and, other libraries do not insist much on providing collation, bibliographical references and tracing information. Author's initials are expanded only in,,, and (Table 3). 4 Ann Lib Sci Doc

MANAGEMENT OF BACKLOG CATALOGUING IN UNIVERSITY LIBRARIES IN RAJASTHAN Table 3 Bibliographical information provided in catalogue cards Bibliographical information Authors' initials expanded, imprint, collation, subject heading and tracing Date of birth and death, authors' initials expanded, imprint, collation, bibliographical references, subject heading and tracing Date of birth and death, and collation Date of birth and death Date of birth and death, authors' initials expanded and tracing Date of birth and death, authors' initials expanded, imprint, subjer.t heading and tracing Date of birth and death, authors' initials expanded, imprint, collation, subject heading and tracing The respondents were asked to mention the daily output of cataloguing including classification as well as assigning subject headings. reported that it's cataloguing was done by computer. However, it is doubtful whether can catalogue 40 books per day (Table 4). If 40 books could be catalogued a day, there is no reason why there should be a backlog. There are 250 working days in a year, and at the rate of 40 books it comes to a total of 10,000 books in a year. It is unbelievable if acquisition comes to 10,000 titles a year. An average cost of a book is Rs. 300 per title, and at the above rate the book budget should be approximately Rs. 30,00,000. Cataloguing output differs from library to library as seen in the following table. Table 4 Cataloguing output and mode of cataloguing Documents catalogued per day 5 8 10 40 25 18 15 15 Mode of making catalogue cards Typed Typed Handwritten Handwritten Handwritten Handwritten Typed Handwritten Vol 44 I March 1997 5

S. D. VYAS From the above table, it is observed that mean cataloguing output comes to 16 books per day. If more than 16 books are catalogued per day, it is done at the cost of bibliographical details and editing. It is heartening to note that libraries favour cataloguing-in-publication data provided at the verso of a publication. Indian publishers should provide such data in the books. It is unfortunate what Dr. S.R. Ranganathan pleaded for in early fifties is still not implemented. He suggested pre-natal cataloguing where the publishers should send the final proof copy of the book to the National Central Reference Library and in return, the library shall prepare pre-natal cataloguing data before the book goes for printing and binding [6]. In, and, catalogue cards are typed, while these are handwritten in other libraries. For Hindi books cards are handwritten in. Typing is not made a prerequisite for appointment to the post of library assistants. However, is using computer for which data sheets have to be filled in. Books on order, serials and theses are given first preference for computerization. Generally, handwritten cards are still in vogue in the libraries. For revision of cataloguing work, all the libraries stated that catalogue cards were revised either by a senior professional or librarian. However, it seems that the information is hidden more than it revealed. Table 5 Up-to-dateness of tools/reference collection Response yes Surprisingly, bibliographical tools as well as reference collection is not up-to-date as majority of respondents admitted. Only, & use up-to-date bibliographical/refernces tools (Table 5). Shortage of funds and lack of interest in bibliographical references are the two major reasons cited by them. For perfect cataloguing, bibliographical tools must be provided in libraries. It is astonishing that though does not use any of the bibliographical tools for cataloguing, it's reference collection is up-to-date. Questions were asked as to whether sample entries were useful for cataloguing. Sample entries of the books are made only in the,, and (Table 6). Generally, there is sloppy cataloguing in the libraries. It is to be noted that people do not consult catalogue simply for searching a book; gathering information relevant for research is also the aim [7]. Table 6 Sample entry making by libraries Response Date entry sheets are in progress is already under computerization under the INFLIBNET networking programme. Hence, it's responses to the questions were not on expected lines. BOOK NUMBERING TOOLS, and use Cutter's Author Table for book numbers, while,,, and use. The libraries which use Cutter's Table generally follow Dewey Decimal Classification scheme. Surprisingly, uses Cutter's Table despite the fact that the library follows (Table 7). 6 Ann Lib Sci Doc

MANAGEMENT OF BACKLOG CATALOGUING IN UNIVERSITY LIBRARIES IN RAJASTHAN Table 7 Book numbering tools used by libraries Book numbering tool used Classification scheme used Cutter'sTable Cutter's Table Cutter's Table Dewey Decimal Classification Dewey Decimal Classification BACKLOGING The present study investigated as to how many books were catalogued in previous and the current year, as well as the total backlog in the libraries. Acquisition of book material is directly related to the cataloguing, as acquired materials have to be catalogued. Due to rise in foreign currency exchange rates no bulk purchase is now possible. Table 8 reveals that 5235 books were catalogued by last year. It shows a good acquisition. 's total collection of about 250,000 books plus current acquisition shall make a herculean task to convert the library records to computerized database. A total of 19,000 documents were still waiting for cataloguing by responding libraries. This figure exdudes,, and which did not fill in the column. Another way to look at backloging is that on an average, 4% of the total collection of every library is under backlog, as reported by respondents. To ensure that all the libraries answer questions regarding cataloguing backlog, few indirect questions were posed, and all the responding libraries answered at least one of the questions. Table 8 Backloging of book materials Total backlog Books catalogued Current backlog Percentage last year of backlog (as reported in the questionnaire) Nil 1661 Nil 1 4500 2000 1500 3-2500 - 5 10,000 Did not indicate 10,000 5 4500 5235 7480 - Did not indicate Did not indicate 300 5 Did not indicate 3529 Did not indicate - Did not indicate Did not indicate cataloguing 5 since 1988 Total 19,000 14,925 19,280 24 Vol 44 1 March 1997 7

S.D. VYAS Libraries were not comfortable in answering the questions of backloging. Only five libraries indicated that they had a backlog. The real picture is still not dear as total backlog is much more than reported above. When technical manpower strength is not commensurate with cataloguing load, backloging is likely to happen. It is already stated the cataloguing costs heavily. Secondly, the load of already catalogued books keeps them under constant pressure for recataloguing. Although it is not realized, but cataloguing studies reveal that on an average one man day in a week is required to do the above jobs. According to Dilys E. Morris recataloguing takes slightly less than one hour per title induding any authority work [4]. Cataloguing Table 10 of Book Bank books Response Table 9 Time involved to catalogue a book Time (in minutes) 30 40 30 12 10 20 no response no response Table 9 indicates that and did not fill in the column. Maximum and minimum time for cataloguing a book is taken by and respectively. Since both CCC and AACR are used in different libraries, it results in different timings. AACR practice of cataloguing is descriptive and time consuming. Cataloguing of book bank books is done in the,,,, and. As these books are frequently used, they are regularly weeded out. cataloguing of such books is done in the and (Table 10). If backloging is going to stay in the libraries for a considerable time then it would be wiser to provide public access for uncatalogued book materials as is done in the, and (Table 11). Table 11 Public access to uncatalogued book materials Response Remaining libraries make no efforts to provide public access. It is strange that those libraries which failed to provide public access to their users do not resort to fast cataloguing either. Table 11 indicates that a majority of the libraries make no attempt to provide public access to uncatalogued books. PRINTED CATALOGUE CARDS SERVICE AND CARD PREPARATION Respondents are divided over the issue of using 8 Ann Lib Sci Doc

MANAGEMENT OF BACKLOG CATALOGUING IN UNIVERSITY LIBRARIES IN RAJASTHAN machines for cataloguing and subscription to printed cards service. 50% of the responding institutions prefered to subscribe to this service, if available. Due to financial constraint, does not want to subscribe to printed catalogue cards. Much depends upon availability of printed card facility in the country. Backlog could be contained if ways and means are searched and pursued vigorously by libraries. For preparing as well as duplicating cards, typewriters are used. Where typewriters are not available, the cards are handwritten (Table 12). Table 12 Willingness to subscribe toptinted catalogue cards service and use of machanical means Response to printed cards service yes yes Use of machine Typewriter Typewriter as well by hand Computers (proposed) Did not fill in By hand Typewriter Typewriter By hand Computers are expected to be used in soon for cataloguing as well as for reproduction of cards. For Hindi language books, the cards are made in Hindi languages, but few libraries do not have even Hindi typewriters. Xerox machine could be of help for duplicating cards. In the and Table 13 Objection for introduction of unit card system Response t applicable t applicable Did not fill in the question, cards are prepared by hand. It is heartening to know that CCC user libraries have no objection to the introduction of unit card system (Table 13). USE OF CATALOGUING TOOLS technical section can function without proper use of cataloguing tools. To catalogue books correctly, knowledge in the use of such tools is necessary. Backlog is a common phenomenon in most of the libraries. Generally, it is because of the lack of proper use of bibliographical data available in the books. It was observed that books containing bibliographical data were catalogued immediately. Hence, cataloguers will have to master the cataloguing tools. Proper cataloguing-in-publication data given in books can lead to bibliographical control which is of prime concern now-a-days.," and which subscribe to few cataloguing tools answered that they did not use any of the available tools in the library. Vol 44 1 March 1997 9

S. D. VYAS Table 14 Use of cataloguing tools by libraries Response Tools subscribed.. ABPR, BIP, BNB, NUC, INB, Accession List: South Asia ABPR, BIP, IBIP, INB, Accession List: South Asia BRD,INB ABPR, BNB, CBI, INB BNB, BRD, CBI, INB, NUC INB, though not complete, is a current bibliographical record of our national intellectual output. Yet,, and do not subscribe to it. Another useful tool for cataloguing is Essays and General Literature Index (EGLI) which is not subscribed by any university library. EGLI analyses books which are anthologies. Hence, a cataloguer should check whether a book analysed in EGLI is in the library. If it is, he should put a stamp of 6,GLI on the card to indicate that it's contents have been analysed in EGLI. Book Review Digest (BRD) is, yet, another useful cataloguing tool which is subscribed by only and. Table 15 Maintenance of separate catalogue for Indian language books Response, for Hindi language, for Hindi language, for Urdu language books books books SEPARATE CATALOGUE FOR INDIAN LAN- GUAGE BOOKS A cataloguing policy is necessary to decide about separate catalogue for Indian language books in the library. A separate catalogue is maintained only in, and. In, for Hindi langauge books, there is a separate catalogue. did not fill in the column which shows that it has yet to formulate a cataloguing policy. The response in the above table shows that the question has not been properly comprehended by the respondents. Those libraries which gave negative response also maintain a separate catalogue for at least Hindi literature books. CATALOGUE SEQUENCES has not been cataloguing incoming book materials for past nine years. This is a serious handicap for access to library collection. The survey showed that author, subject and title catalogues were maintained separately in all the libraries except where it is combined. does not maintain subject catalogue. Whether the cards should be filed in one sequence or separately, depends upon the library policy. However, it has been experienced that the cards filed in one sequence sometimes cause confusion to both staff and users. 10 Ann Lib Sci Doc

MANAGEMENT OF BACKLOG CATALOGUING IN UNIVERSITY LIBRARIES IN RAJASTHAN SAMPLE ENTRY TYPING OUTPUT Sample entries are made in all the libraries except. and mentioned that sample entries were made by hand and typewriter respectively. Other libraries did not mention mode of making entry. The contradictory response by,, and may point out that these libraries do not make sample entries. Table 17 indicates that the libraries following AAGR do not show a high typing output than those which practice GGG which is a selective cataloguing than AAGR. Moreover, typing 100 to 120 cards a day, perhaps, point out that such libraries are doing it at the cost of editing and accuracy details which results into sloppy cataloguing. Table 17 Table 16 Whether sample entry is made Typing output Response (number of cards) Response, by hand Data entry sheets are filled in by hand, by typewriter 28 (aprox). 45 (aprox). 90 120 105 70 te : states that cataloguing is stopped for the last many years due to unavoidable circumstances. The above table exposes that responding libraries have not understood the question. As stated earlier, admitted that it had not been cataloguing book materials since 1988, but maintained that it made sample entries. SHELF LIST Shelf list is maintained only in the,,, and. Without shelf list no technical work is possible. Hence,not maintaining it is undesirable. Table 18 Maintenance of shelf list and it's use for stock verification Shelf list Whether used for stock verification, not at present, due to lack of staff, but not being updated NO Vol 44 I March 1997 II

S.D. VYAS Stock verification could be done with shelf list provided the libraries have such lists complete. Only maintains a complete shelf list and also uses it for stock verification. Reasons for Incomplete Shelfllst Except, in other responding libraries lack of technical manpower has been the main reason for incomplete shelf lists (Table 19). It is not dear whether the libraries need more staff or existing staff need more intensive training in technical work. Table 19 Reasons for incomplete shelf list Table 20 Subject headings Response Methods of subject headings L.C. List of Subject Headings Sears List of Subject Headings L.C. List of Subject Headings Chain Indexing Chain Indexing Chain Indexing Chain Indexing Reasons t applicable (i) Lack of technical manpower (ii) Books pour more in the library than can be processed Lack of technical manpower Lack of technical manpower Lack of technical manpower Lack of technical manpower Lack of technical manpower FILING For the mode of prevalent filing i.e., whether cards are filed "directly by lowering down" or "above the rod", the Table 21 indicates that majority of the libraries file cards "directly by lowering down". In, cards are not filed directly, but "above the rod" and a reviser then revises its correct placement in the drawer. This is because many times cards are not filed at correct places. Table 21 SUBJECT HEADINGS Table 20 provides information as to whether the respondents give subject headings, and if they give, which subject heading tools or techniques do they use. Filing technique Mode of filing Directly lowering down Above the rod Directly lowering down Directly lowering down Directly lowering down Directly lowering down regular work of cataloguing is being done 12 Ann Lib Sci Doc

MANAGEMENT OF BACKLOG CATALOGUING IN UNIVERSITY LIBRARIES IN RAJASTHAN Frequency v) Filing cards at a regular interval is a routine. There is no unanimity among the respondents about the frequency. While,, and file the cards every week, and file every fortnight, and and file every day (Table 22). A preferable frequency for filing cards in the library depends upon its technical requirement and library policy, If cards are filed everyday, it is far and good, but filing cards every fortnight may be unsuitable to the users as they would like to know about the new book materials as early as possible. vi) vii) viii) In majority of the libraries (63%), cards are prepared by hand, revised by senior professionals, which may be doubtful. 50% respondents admitted that only typewriter was used for duplicating cards; 63% respondents reported that their cataloguing tools were not up-to-date; 63% respondents also reported that they made a sample entry of the books; 63% of the respondents use for book number; FINDINGS. Frequency Table 22 of filing cards Frequency Fortnightly Weekly Fortnightly Everyday Weekly Weekly Everyday Weekly ix) x) 50% of the respondents admitted that they had a backlog of more than 5% of the total collection. 25% of the respondents did not reveal the percentage of the backlog, for which they gave no reason. The total backlog as revealed comes to a minimun of 19,500 books. and did not reveal their backlog, otherwise the total backlog figure would have gone up. 38% respondents did not indicate the number of books catalogued last year. The maximum backlog was found in (10,000 books). In, as stated earlier, the library is under computerization. However, from cataloguing point of view, the whole collection is backlog as admitted by the library; The AACR following libraries take more time in cataloguing a book than the CCC libraries. Same is true with the typing of cards; i) The majority of the respondents i.e. 6 out xi) of 8 (75%) use Classified Catalogue Code for cataloguing; xii) ii) Almost all the respondents give date of birth, and in majority of the libraries author's initials are also expanded; xiii) iii) Cataloguing output is found to be more in the CCC based libraries; xiv) iv) There is unanimity about the use of cataloguing-in-publication data available on xv) the verso of a book; 63% respondents catalogue Book Bank books as well as text books; 38% libraries provide public access to the uncatalogued items; Surprisingly, 50% respondents are willing to subscribe to printed catalogue cards; All CCC based libraries opt for the introduction of unit card system; 63% of the respondents use cataloguing tools like BNB, INB, ABPR, CBI, Vol 44 I March 1997 13

S. D. VYAS Accesssion List: South Asia etc.; xvi) Only 38% respondents maintain a separate catalogue for Indian language books; xvii) 75% of the respondents disclosed that they maintained separate sequence for author, title and subject entries; xviii) 63% i.e., 6 out 8 respondents maintain shelf list, but do not use it for stock verification. 75% respondents revealed that the lack of technical manpower was the main reason for incomplete shelf list; xiv) 50% respondents use chain indexing for deriving subject headings; xx) Majority (63%) of the respondents file the cards in the catalogue 'by directly lowering down'. However, 50% respondents reports that they file the cards every week. COMMENTS AND CONCLUSION The present study examines that the information about backloging is more hidden than revealed by the respondents. Lack of professional involvement in the technical issues is because there is no appreciation of cataloguing job in the libraries. Cataloguing routines go in perfunctory manner in the libraries in which no management technique is required. Respondents stated that they lacked sufficient technical manpower for cataloguing. On this issue, there is complete unanimity among the respondents. It is not dear whether they meant more manpower or highly qualified manpower, but it is true that the available manpower could not cope up with backlog cataloguing. Generally, libraries receive special grant, but there is no provision for the extra staff for that. Libraries acquire more books than they could process. Secondly, in library budget, there is insufficient allocation or no provision for automation and buying equipments. Hence, respondents do not use duplicating machine for the reproduction of cards. Despite S.R. Ranganathan's plea for providinq pre- natal cataloguing data on the verso by the National Central Reference Library, nothing has happened so far. There is lack of reliance among the libraries in the ability of the National Library and other national bibliographical agencies about printed catalogue cards service as well as cataloguing-in-publication. It is observed that while there are many problems in backloging, common to many libraries, there is no resource sharing among the respondent libraries about the exchange of ideas, publications, and technical co-operation of any kind. The findings are relevant for solutions to the problem. Clearly, any widespread abandonment of relevant technique used for backloging will have a substantial effect on both library cataloguing as well as automation. From analysing backloging problem of the libraries, other factors like cataloguing procedures, insistence on international format, application of machines, and cataloguing tools affect backlogging of the university libraries. It was also observed that without the study of information technology and a background in networking, application of technology would not solve the problem of backloging. The result shows that an early introduction of automation including networking of libraries is a must to completely overcome backloging problem. As computerized library services improve, the backloging may diminish. In the long run, circumstances will, perhaps, compel the libraries to go for automation which will reduce, and may even wipe out the current problem of backloging. Further, reducation in backloging will depend upon adopting correct planning strategies like stricter book selection policies as well as use of procedures and machines. If any national/ international co-operation is necessary, the authorities should go for it in the interest of national library development. The present initiative of the UGC for automation of libraries is in the right direction, and needs to be vigorously intensified. With the cost of computer (hardware and software) plummeting down, it should become easier for the libraries to go in for automation. This is the only panacea for backloging control. 14 Ann Lib Sci Doc

MANAGEMENT OF BACKLOG CATALOGUING IN UNIVERSITY LIBRARIES IN RAJASTHAN REFERENCES 1. ROGERS (Sally A). Backlog management: estimating resources needed to eliminate arrearages. Libr. Resour. Tech. Serv. 1991, January; 35, 1; 25-32. 2. KRISHAN KUMAR and VYAS (S D). Classification practices in Delhi University college libraries. Jour. Libr. Inf. Sci. 1979, June; 4, 1; 57-58. 4. MORRIS (Dilys E). Staff time and costs for cataloguing. Libr. Resour. Tech. Setv. 1992, January; 36, 1; 79-95. 5. ROGERS (Sally A). Ibid. p. 27. 6. RANGANATHAN (S R). Suchikaran. Granthalaya Vigyan. 1977, June; 8,1-2; 5. 7. JOLLEY (L). The principles of cataloguing. 1960. Crossby Lockwood; London. pp.1-11. 3. ROGERS (Sally A). Ibid. p. 26. Vol 44 I March 1997 15

S. D. VYAS APPENDIX QUESTIONNAIRE BACKLOG MANAGEMENT OF CATALOGUING IN UNIVERSITY LIBRARIES OF RAJASTHAN Name University Status (Designation) Date te: I will appreciate if you could fill in the following questionnaire. If space provided is not enough, please use extra sheet. 1. GENERAL 11 Do you prepare the following entries? (Check v ) Classifed Catalogue Dictionary Catalogue Main Entry Author Entry Title Entry Subject Entry Shelf Entry Others (if any) 12 Do you give the following bibliographica information in the catalogu card? (Check.,I) 1. Date of Birth and Death 2. Author's Initials Expanded 3. Imprint Date 4. Collation 5. Bibliography and Bibliographical References 6. Subject Heading 7. Tracing 13 Which Cataloguing code and edition of the same do you use? 14 How many books are classified/catalogued in a day? (te: This includes the time for assigning subject headings) 15 0.0 you think that cataloguing-in-publication data at verso is helpful to the cataloguers? (Check.,I) NO_.. If no, give your reasons. 16 Are the catalogue cards typed? (Check.,I) Typed (Check.,I) Handwritten (Check v ) In case these are typed, who type them. and who writes (if not typed) _ 17 15 the work of a cataloguer/classifier revised by senior professional or librarian? (Check.,I)._._. If no, give your reasons. 18 Is your biblicqraphtcal/reterence collection up-to-date, (Check.,I). If no, what are the reasons? 19.1. Does your library make a sample entry of books? (Check.,I). If no, how does your typist get the information from the book? 19.2. Which tools do you use to construct book numbers?(e.g. Cutter's Table or )(Chec:<.,I) 19.3. Number of books catalogued last year (1993-94). 2. BACKLOG 21 Indicate the approximate total items (books) in the backlog (including book bank and text book collection, if any) a. Cataloguing b. Recataloguing te: Cataloguing includes classification and subject heading. 22 How many current book items are lying pending for cataloguing? (Give actual number). (You can give number separately if you have non book material) 23 How much time do you take to catalogue a book? (It includes classification and assigning subject headings) 24 Did you catalogue 'Book Bank' or 'Text Book' collection? (Check.,I) If no, give your reasons. 25 What is the backlog percentage of the total collection of your library? (Check.,I) Percent 0-1 1-2 2-3 3-4 4-5 More than 5 26 Do you provide public access to your uncatalogued reading material? (Check,/ ).. If yes. how do you do that? (contd.) 16 Ann Lib Sci Doc

MANAGEMENT OF BACKLOG CATALOGUING IN UNIVERSITY LIBRARIES IN RAJASTHAN A PPENDIX(con tn.) 3. USE OF MACHINE TECHNIQUE AND BIBLIOGRAPHICAL ORGANISATION 31 If our National Library, Calcutta or any other agency supply you the printed catalogue cards for books would you be willing to subscribe? (Check v'). If no, give your reasons. 32 Do you use the following machine to duplicate your catalogue cards? (Check v') 1. Computer 2. Xeroxing Machine 3. Card Duplicator 4. Typewriter 5. By Hand 6. Any Other Method 33 In case you are using CCC, would you object to the introduction of unit card system? 34 Do you subscribe to the following bibliographical tools? (Check v') _ 1. National Union Catalogue (NUC) 2. Indian National Bibliography (INB) 3. British National Bibliography (BWB) 4. American Book Publishing Record (ABPR) 5. Essays and General Literature Index (EGLI) 6. Cumulative Book Index (CBI) 7. Book Review Digest (BRD) 8. Any other (please specify) 35 Do you maintain a separate catalogue for Indian language books? (Check v') Hindi Sanskrit Any other Modern Indian Languages 36 How many files (or sequences or parts) are there for your public catalogue. For example, you may have a separate catalogue for author. (Check v') 1. Author Catalogue 2. Title Catalogue 3. Subject Catalogue 37 Does your cataloguer make a sample entry by typewriter or by hand? (Check v') ~. If no, then how do they do it. 38 How many cards are typed in a day by the typists? (This includes handwritten cards also) 4. SHELFLIST 41 Do you maintain a shelflist catalogue? (Check v'). If no, give your reasons. 42 Do you use shelflist card for checking stock verification. (Check v') _~. If no, give your reasons. 43 If shelflist is not complete what are the reasons? (Check v') 1. Books are purchased more than periodicals 2. Books are purchased more than required 3. Lack of technical manpower 4. Any other reason. 5. USE OF SUBJECT HEADINGS Do you prepare subject heading entries? (Check v'). If yes, please indicate any of the following method of deriving subject headings. a. Chain Indexing b. Sears List of Subject Headings c. L.C. List of Subject Headings d. Any other (please specify) 6. FILING 61 How do you file the cards for new books in the public catalogue? (Check v') a. Above the rod. b. Directly lowering down 62 How frequently do you file catalogue cards in the public catalogue (Check v') a. Every day b. Every week c. Every fortnight Vol 44 I March 1997 17