UNIT 9 AUTOMATION OF CATALOGUING

Structure

9.0 Objectives 9.1 Introduction 9.2 Fuiictions of Automated Cataloguing 9.3 Components of Automated Cataloguing

9.3.1 Master File 9.3.2 OPAC Database 9.3.3 Retro-conversion

9.4 Features of Autonlated Cataloguing 9.5 Catalogue Service 9.6 Cataloguing Standards

9.6.1 ISBD 9.6.2 MARC 9i6.3 UNIMARC 9.6.4 CCF

9.7 Structure of Records 9.7.1 Records

9.8 Online Public Access Catalogue (OPAC ) 9.8.1 OPACs Available lnter~iatio~~ally

9.9 Cataloguing 9.9.1 Original Cataloguing 9.9.2 Copy Cataloguing 9.9.3 Retrospective Conversion 9.9.4 OutputsIReports

9.10 Software 9.10.1 'Independent Sothare 9.10.2 Integrated Library Management Software 9.10.3 Evaluation of Software

9 1 1 Implemelltatio~i and Management 9. I I . 1 Training the Staff and Educating Users 9.1 1.2 Performance Evaluation

9.12 Summary 9.13 Answers to Self Check Exercises 9.14 Key Words 9.15 References and Further Reading

After reading this Unit, you will be able to:

* acquire an intelligent insight into computerized catalogues and cataloguing;

distinguish the features of a computerized library catalogue database and the manual catalogue;

familiarise yourself with the concept of dispersed catalogue access, networks;

* understand the concept of shared cataloguing and OPAC; and

get yourself acquainted with management issues of computerized cataloguing in wider context of library automation.

9.1 INTRODUCTION Automation of Cahlquiag

Catalogue management modules offer advanced, comprehensive cataloguing and authority functions designed to ensure efficient and accurate maintenance of your library's holdings. Con~plying wit11 the commui~ication format for both bibliographic and authority records, the catalogue management module provides sophisticated options for adding, and searching the library's records. It safeguards authority control, reviews files and protects the integrity of the database.

Automated cataloguing started in the US in the 1940s using unit record machines in a unit record system. Thc catalogue is keypunched and the punched cards are then sorted into a desired filing sequence using the sorters. Sorted cards are then

.processed using the tabulators to obtain either book catalogues or card catalogues. The introduction of computers in the late 50s accelerated the use of automated techniques in the Library of Congress (LC). The appoiiltment of the King Committee to serve 'mechanization of information retrieval' in 1958 can be regarded as a corner-stone in the progress towards automation at the LC. This project was called MARC (Machine Readable Catalogue). Starting with MARC I, today the latest service available from OCLC is Worldcat, the world's largest bibliographic database and integrated cataloging service.

9.2 FUNCTIONS OF AUTOMATED CATALOGETING

There are several advantages of automated cataloguing. A well designed automated cataloguing system sl~ould have the following functions and advantages:

Creation of a record for a document only once. No main or added entries of catalogue are necessary

* Any field may be made searchable Composite and interactive searches extend versatility

, * Outputs can be obtained in any desired format. Data input and retrieval is much faster.

Repetitive work is eliminated a 0 Import/export of bibliographic data is possible.

Interlinking with external databases if possible,

Many integrated software packages are now available in the market for Automation of cataloguing.

9.3 COMPONENTS OF AUTOMATED CATALOGmG

Basic components of all the automated cataloguing packages incorporate the following:

9.3.1 Master File I

. -( As and when automation in library starts the first step is to convert the card catalogue into machine readable format and for this, certain decisions have to be taken before hand about authority file, format, cataloguing rules and subject

i headings. r

1

Automated Ho I

I Operations I

usekeeping In case a library has a plan to be a member of resource sharing data, the decision about the following at the very beginning is most important.

@ each library has to decide about the type of authority list, format to be followed, such as, MARC, CCF, etc. cataloguing codes/rules to be followed

@ form of headings, series treatment and subject headings define main entries and added entries.

9.3.2 OPAC Database

The Online Public Access Catalogue file contains the bibliographical data of document holdings of a library. It is important that the file should be prepared and validated before starting using this module. Various options such as the following should be available to create this file:

o Filling the input sheet giving bibliographical details of card catalogue (Retroconversion) Impcrt the records from MARC, OCLC(Bibliofi1e);LC in to temporary file.

* Import the locally created records using CDSIISIS, FoxPro, dBase (in IS0 2709 format) Validate the record as per CCF/MARC or any other format

@ Confirm duplicate records * Merge into existing OPAC

Retro-conversion is used for preparing the machine readable records from already existing catalogue cards. The data entry operators input the data either from card catalogue directly or through input sheets prepared and checked by cataloguer earlier. The data is input for all types of monographs.

Example of Input Sheet

Self Check Exercise

1) What are the functions of automated cataloguing?

Note: i) Write YOUS answers in the space given below.

ii) Check your answers with the answers given at the end of this Unit.

9.4 FEATURES OF AUTOMATED CATALOGUING

Soine of the soflware may provide Carry fields option while inputting worksheet. This optioil is used to carry the value of current field to next blank record. This helps data entry operator in fast entry. The data entered are stored in temporary file. Following are the important features wl~ ic l~ should be available in an automated cataloguing module:

* Import

This feature allows you to ililport all the records created by other sofiware packages, from MARC, database or OCL,C Retro-con, etc. into a temporary file. These records are checked for:

1) Mandotary fields , .

2) Optional fields 'W

3) Duplicate records (with existing OPAC)

Validatation

Validation is one of the important features in automated cataloguing when the records are copied in temporary file. The validatiotz is done to check the error in sub-field identifier, wrong type of data, etc. It should show the record by record validation.

Edit Temporary Record

In case any error is found in the record, the same is corrected with this feature built in the package.

The record is displayed on the screen and matched with existing recards using predefined matching patameters.

Automation of Cataloguing

Automated Housekeeping Export Operations

This feature allows to export the OPAC records in CCF/MARC/ISO 2709 Formats, for exchange of bibliographical information among libraries, One should take extra care in describing the' field delimiter, sub field identifier, length of directory, etc.

Merge

This feature allows you to finally merge the validated records of the temporary file into the main database (OPAC). Normally the system merges record one by onk and displays simultaneously the counters of records being merged fiom the validated file. All index files are updated automatically.

One of the fundamental Services that a library offers, in addition to collecting and preserving the fruits of a society's intellectual endeavors, is to describe and organize its collections in order to guide people to materials on a certain topic or by a certain author without them having to wander aimlessly through stacks filled with hundreds of thousands of items. Libraries collect information, make it readily available, and present that information in an organized fashion. For hundreds of years, libraries provided indexes and lists of what they owned in paper form, One of the most highly developed systems of this kind of access was the card catalogue. I

Many small and local software packages are available to print card catalogue. Internationally known package and Indian library software packages are also providing interface for printing of card catalogue and additional entry catalogue. Pre printed 5 x 3 inches catalogue cards may be used as stationary for printing catalogue cards.

9.6 CATALOGUING STANDARDS

9.6.1 ISBD

International Standard Bibliographic Description (ISBD) was developed out of a reso~utionWof the International Meeting of Cataloguing Experts, organized by the IFLA Committee on Cataloguing in Copenhagen in 1969, which, recommended that standardization of the form and content of bibliographic' description be established. This ISBD contained provisions covering machine- readable data files. However, when the ISBD(NBM) was being reviewed, together with the ISBD(CM), ISBD(M), and ISBD(S), by the ISBD Review Committee, hrmed by IFLA in 1981, it was decided that special consideration should be given to the rapidly increasing need for a separate ISBD for computer files.' with the development of programs and data files for smaller computers, the; ISBD (CF) was published in late 1988 as a result of developments like emergence of interactive multimedia; development of optical technology; availability of; remote electronic resources on the Internet and World Wide Web; and, reproductions of electronic resources. These formats conform to AACR.2 Rules : and are also useful for exchange of bibliographic data.

9.6.2 MARC Automation of Cataloguing

The introduction of computers in the late 50s accelerated tlze use of autoizlated techniques in tlze Library of Congress (LC). The results of the pilot study were reported at a conference held in LC in January 19G5. In December 1965, LC received further grant from Council of Library Reso~~rces (CLR) for the development of apilot operation to test the feasibility and utility ofllze distribution of machine readable catalogue data for use of libraries. This project was called MARC (Machine Readable Catalogue).

The first test tape was mailed to 16 libraries in USA in 1966. Tke MARC I wl.liclz is closely linked to the structure of LC catalogue card needed modification and standardization to meet machine requirements. The format structure of the pilot study which covered only monographs was to be extended to manipulate other forms of documents like serials, periodical literature, etc.

Based on tlze feedback of a library and ,the decision to develop an extended character set to cover all the lnsljor Roman alphabet Islizguag-es as well as romanized forms led to develol;ment of MARC 11. The British National Bibliography (BNB) developed a close contact with LC and took part in the designing of the MARC I1 format.

The MARC Record contains the following feature: 1) Leader 2) Directory 3) Control Field 4) Variable Field

The details of MARC has been discussed in Block - 2, Unit - 4 of this Course (MLI - 002)

Sample MARC Book Record

This example can be identified as a record for printed language material by code a, in Leaderl06, and further as a llzoilograph by code n~ in Leaderl07. The record contains the basic bibliographic information fields (fields 100, 245, 260, and 300), as well as additional fields (e.g., fields 020 (International Standard Book Number), 050 (Library of Congress Call Number), 082 (Dewey Decimal Classification Number), 246 (Varying farm of title), 500 (General Note), and 650 (Subject added entry topical term)).

LDR 24 Characters

*****nam##22*****#a#4500

00 1 <control number> 003 <control number identifier> 005 1992033 10922 12.7

1

I , Automated Housekeeping 008 820305 s 1991#### nyu#### ###### #001#0# erg##

Operations I 020 ## $a08453481 16 :$c$29.95 (£19.50 U.K.)

020 ## $a0845348205 (pblc.)

040 ## $a<organization code>$c<organization code> 050 14 $aPN1992.8.S4$bT47 1991 082 04 $a791.45/75/0973$219 1 00 1 # $aTerrace, Vincent,$dl948- 245 10 $aFifty years of television :$ba guide to series and pilots,

193 7-1 988 /$cVincent Terrace. 246 1 # $a50 years of televisioi~ 260 ## $aNew York :$bCornwall Books,$ccl991. 300 ## $a864 p. ;$c24 cm.

500 ## $aIncludes index.

650 #O $aTelevision pilot programs$zUnited States$vCatalogs. 650 #O $aTelevision serials$zUnited States$vCatalogs.

Self Cliccli Exercise

2) Describe in brief about MARC.

Note: i) Write your answers in the space given below.

ii) Check your answers with the answers given at the end of this Unit.

............................................................................................................

9.6.3 UNIMARC

MARC forniats were also developed in other countries like Canada, Latin America; Spain, Denmap, Australia, Japan, Germany, France, Belgium, Switzerland, etc, The multiplicity of these formats made it difficult to exchange n~achine readable data on an international scale. The IFLA Working Group on Content Desig11atol.s forn~ed in 1973 under the joint auspices of the Committee 012 Cataloguing and Committee on Mechanization took steps to establish what is known as 'UNIMARC', which could facilitate translation of records and international excha~zge of data.

The basics of 'UNIMARC' are ISBD wit11 full content designation provided for full data elements. Tbt: prinlary purpose of UNIMARC is to facilitate the internatiollal exchange of bibliographic data in machine-readable farm between national bibliograpl~ic agencies. UNIMARC may also be used as amodel for h e development of new machine-1-eadable bibliographic formats,

The scope of UNIMARC is to speciEy the content designators (tags, indicators and subfield codes) to be assigned to bibliograpl~ic records in machine-readable form and to specify the logical and physical format of the records. It covers monographs, serials, cartograpl~ic materials, music, sound recordings, graphics, projected and video materials, rare boolts and electronic resources.

UNIMARC is intended to be a carrier forinat for exchange purposes. It does not stipulate the form, content, or record structure of the data within individual systems. Records are usually str~~ctured in exchange tape format as the last stage in any conversion process after form, content, and co~ltent designator have been converted to tlle LTNIMARC standard. Those orga~lizations intencling to use UNIMARC for data interchange will find it usef~~l to co-ordinate their internal format content designators and field and sub field definitions with those in UNIMARC to reduce the complexity of data conversion when the records are converted into the UNIMARC exchange tape structure.

The fields, which are identified by three-character nu~neric tags, are arranged in fullctional blocks. These blocks organize the data according to its fuhction in a traditional catalogue record. In the table below, fields 0 - 1- hold the coded data while fields 2 - 8- contain the bibliographic data:

Block Example

0-Identification block 0 1 0 International S tai~dard Book Number

I-Coded information block 10 1 Language of the work

2-Descriptive information block 205 Edition staten~ent

3-Notes block 336 Type of computer file note

&Linking entry block 452 Edition in a different medium

5-Related title block 5 16 Spine tille

6-Subject analysis block 676 Dewey Decimal Classification

7-Intellect~\al responsibility block 700 Personal name - primary intellectual responsibility

( &International use block 80 1 Originating source

1 ?-Reserved for local use

In addition to the 9- block any other tag colltaining a 9 is available for local implementation.

The fields defined by UNIMARC provide for different kinds and levels of information. This can be show11 by looking at a typical record in the UNIMARC format.

001 01 921 22622@ 0 1 O##$aO- 19-2 12262-2$d£12,95@ 020##$aUS$b59- 12784@ 020#b$aGB$ bb59206 1 8@ 100##$a19590202d1959####~)~yOengy0 1 03####ba@ 101 1 #$aeng$cfre@ 102##$aGB$ben@

Automrtion of Catnloguing

I

11 I

I Automated Housekeeping 105##$aac######000ay(ij), - I Operations I 200 1 #$a{NSB) T11e (NSE)lost domain$f~lain-Fournier$gtrmslated from the

French by Frank Davison$gafterword by John Fowles$gillustrated by Ian Beck@ 2 1 O##$aOxford$cOxford University Press$d 1959@ 2 1 5##$aix,298p, 1 0 leaves of plates$cill, col.port$d23cm@ I

3 1 1 ##SaTranslation of: Le Grand Meaulnes. Paris : Emile-Pad, 19 13@ I

I

454#1$1001 db140203$15001 O$a{NSB)Le {NSE) Grand 1

Meaulnes$l700#0$aA1ain-Fournier$fl886- 19 14$121 O##$aParis$cErnile- Paul$d1913@ 500 1 O$a{NSB 1 Le (NSE) Grand Meaulnes$mEnglish@ 606##$aFrench fiction$2lc(i 676##$a843/.912$~19@ 680##$aPQ26 1 1 .OS5(&

700#0$aAlaii1-Fournicr,$i'l886- 19140 702#l $aDavison,$bFranl;@ 80 1 #O$aUK$bWE/NOA$c19590202$gAACR2@ 987OO$aNov. 1959/209@

UNIMARC.' ICccolz2' Es~inqzle: Almitz-Forrmier's novel "Le Grand Meaulnes", trnnslnterl irzto E~rglislt ns "Titer lost rlontnin".

9.6.4 CCF

Unesco's General Inlbrlnation Programme (PGI) recommended MARC format for libraries and ' U~~isist Refereilce Manual' for abstracting and indexing agencies. But, because it is col~~i:lon for developing countries to support only a single bibliograpl~ic agency, some countries have indicated that they find neither of tlzese two formats entirely satisfactory. The direct result of this dissatisfaction i

has been the developl~lellt of Coinrnon Communication Format (CCF). It was first published by U~~esco in 1984. It provides a standard for bibliographic records in maclline readable form that will be useful for both library and non-library agencies. It follows the rules for bibliographic record formats laid down in IS0 2709.

CCF Record Format

Elements Source of Record Date Language Physical Medium Types of Materials ISBN Number Document Number Title of the Document Edition Statement

Name of the Author Name of the Corporate Body Name of Meeting Place of Publication and Publisher Date of Publication Physics Description Series Statement Note Note on Bibliographical Relationship Classification No. Subject Descriptions Accession No.

Automation of Cataloguing

STRUCTURE OF RECORDS

The basic structure of records of CCF, MARC and UNIMARC, is based on IS0 2709.

Tl?e IS0 2709, CCF, MARC and UNIMARC and otl-ler formats have been designed to have definite cl~aracteristics such as:

0 Core elements to be identified in standard lnanner

Local elements to be identified in standard manner Accommodate Relationship

The record structure consists of Leader/ Record label 24 characters

Record length (5 Characters) Fixed contents (1 9 characters)

Directory 12/ 14 Characters (repeatable) Tag (3 characters) Length of data fields (4 characters) Starting character position (5 characters) Implantation defined section (only CCF) (2 characters)

m Data fields Indicators (2 characters) Sub fields identifier (2 Cl~aracters) pl field separator (1 character) Sub fields (variable length)

+ Record separator # (1 character)

9.7.1 Records

A file consists of several records arranged in an organized manner. Each record has a unique identification number, which is a Record Number such .as ISBN, LC card number, BNB number or any other like. T11e record is divided in several fields. Each field is identified as tag.

Automated Housekeeping o Tags Operations

A field in a record is identified as Tag nunlber. The CCFIMARC format provides a standard lnethod of giving labels (called tags) to commonly recognized individual elements of bibliographic records. Each tag consists of numerical digits of which the first three identify the field. (E.g., 245 stands for main title).

* Indicator i The remaining two digits are called indicator. The first digit is called 'level I Indicator' which shows wllether the field belollgs to nlain entry or to an allalytical 1 Entry. T l ~ e sccond indicator digit play different roles in different fields in which 1 they occur. For examplc. in title the second indicator digit indicates when it is to , be used as heading. I

@ Sub-Field

A separately identified part of s field is called a sub-field. Each sub-field is 1 indicated by lower case letters. The content of sub fields can only be interpreted within the content of the field. Sub field codes allow hierarchical indexing and 1 authority control. I

1

* Field ~errninator/~elirniters/~epa,htbrs I

I A delimiter is a character with uilique$eaning, used to mark a location within I l

a record. At the,end of directory and each field, n terminator mark is put, i

Record terminator is always last character of the record. 1 1

ONLINE PUBLIC ACCESS CATALOG'Ul?i IOPAC)

This is an online conlputerised catalogue thro~zgh which library materials are processed and retrieved. OPAC lets you search for terms o f your choice throughout the database of your library holdings of books and other records, This is an information retrieval module.

OPAC lets you sesrcl~ for tern1 of your choice througho;t the entire database or in specific fields. You control OPAC bymaking choices from a menu of commands. Several of the co~llmands alsddve function key equivalents. With OPAC you can search for terms, display/retrieved records, print or download

/ your search results, and save your search stateinent(s) to reuse in later sessions,

Here is an example of OP#F module which'covers the following activities:

Search Wizard : foi ./ easy searches

Expert Search : for searches using Boolean search.

Serial Search : for searching the bound and current issues of periodicals. I 1 New Strategy : following to erase all existing search statements . 11

I Load Saved : for executing a previously saved search strategy and use 1

. Strategy it in your current search session.

Save Current : for saving your search strategy ( search statements of Strategy - current session) in a file having extension for later use.

174

Resewation : for facilitating you to reserve the docurnel~rs froin OPAC , Automation of Cataloguing

Indices : for facilitating the selection of terms from the .

alphabetical list ol'all \vol+ds i11dexed.

Options : for selection of fields for display and print and number of records to be displayed at a time, etc.

Exanzplc of OPAC Mailr Me~zu

Search Option

Search option allows you to search for the required document(s), view and print the results. Search option is most powerfi.1 feature of n~ost of the automated systems. The following options are norlllally available in a search option:

Search Wizard Expert Search Serial Search New Strategy Load Saved Strategy Save Current Strategy Reservation

Search Statement

A search statement may be word, phrase or a Boolean statement. It should be typed in the search statement box nor~nally provided in an automated package, to retrieve the records containing it. Software package with OPAC facility should normally provide the features of download and showing issue status.

Search Wizard

This option is used to search required docunlents cauveniently, rapidly and easily. One can'find the docmlents by just following the instructions given on the screen. Wizard asks you questions and then use answers lo search your re~luired documents in the database. The option is very usefirl for novice users and ailows you to search the documeilts from three access points i.e. title, author, and keyword.

Automated Housekeeping Search wizard will look for documents that satisfy any one or all of the elements Operations you supply based on your document matching selection. Suppose, if you type a

title word, an autl-tor name, and a keyword wit11 any one field matching criteria, docume~lts that contain either of the three is retrieved. But if you type a title word, an author name, and a lceyword with all the fields matching criteria, doculnents that contai~~ all that title word, author name and keyword are retrieved.

I11 versatile software, yo11 can search a single collection or all collections together. If you know that a doculnent will be found in only one collection, it will usually be quiclcer to select only that collection to be searched. Indexes are normally provided lo assisis jrou in the selection of terms.

Limited fields are there t h a ~ coi~~niils one of a relatively small number of possible values. They are useIill for narrowing the scope of your search. Limit fields can only be used along will; Ihe senrcll statement number, e.g. #5 and dt-105.

I

Expert Search

In this search one can scarcl~ in a comprehensive way. A search statement may be single word or phrase or a complex statement where many terms are combined with Boolean operators. You can u$e parenthesis in your search statement but these should be matkeinatically corsect, otherwise these might give wrong results. Parenthesis is generally used to group synonyms. Search statements are discussed in details in the Boolean operators, field specific search and limit search later in this section.

A search statement can be any of the following:

Description Search Example

A word Computer A phrase Special library

A I-oot(truncated) wol-cl indicated by a question mark Library? A previous search request preceded by the # sign #3 Any o f the above. combined wit11 an operator Computer or library? or #3 Any of the above, grouped in parenthesis for clarity (Computer of computers)

and libraries

Field Specific Search

This feature allows to linlit your search by retrieving the records of a phase that has two search terins in the same field (which implies that the terms are adji~ceilt to each other in the order specified).

Limit Search

Boolean Search I

Boolean operators aTe used to broaden or narrow your search, The usage of these operators is described below:

, OR Operator

This operator is used at find prompt to broaden the search by looking for more than one term at a time. The OR operator is especially usefi~l when there are several synonymous or related terms to represent a concept.

Example Automntion of Cataloguing ,

1 i

atomic energy or nuclear energy

Retrieves records containing either ato~nic energy or nuclear energy, or both. More records are retrieved than wl~cn just atolnic energy or just nuclear energy had been searched.

AND Operator

This operator is used in expert search to narrow the search. And requires that both search terms be in the sallle record.

Example

computers and libraries

Retrieves only those records containing both computers and libraries. Records containing either computers or libraries are not retrieved.

@ NOT Operator

This operator is used in expert search to limit the search by excludiilg records containing a particular term.

Example

child not care

Retrieve records containing clzild but excludes tliose records containing care.

NOT can be useful in elilnillati~lg false hits (occurrences of a term that do not satisfy the search concept). However, NOT should be used carefully since it can also eliminate relevant records e.g., child not care would eliminate relevant records containing documents to both cllild and care.

9.8.1 OPACs Available Internationally

* MARC Online

Modem telecon~m~~icatioii technology has made it possible to connect computer terminals to renlote computers and carlyout a nunlber of operations interactively, This is generally referred to as on-line service. The computer responds to user's commands instantly providing the chances to select, a111elld and create records. This heralded another revolution in the cataloguing. Thus a vast number of records

Can be scanned instantly by Inally users simultaneously.

LOCAS

The British Library introduced in late 1 9707s, what is known as LOCAS (Local Catalogue Service). A subfile is maintained for each subscribing library. The data selected from UK MARC files and the local data supplied by the subscribing libraries are maintained in the subfile. The data are aillended to the local requirements by adding data like locatio~ls or special indexes and stripped of the details not needed.

The file is processed once in a month and the ilpdated catalogue is supplied to the local library inostly in the microform. The system is extremely flexible and can be manipulated to the type and form of the catalogue required by the local library. The OCLC in USA is also providing a similar service.

4

11 ~ u t o m e t e d ~ o u s e k e e ~ i f l g Self Check Exercises ' Operations

1 ' Opern 3) Write a short note on: I

i) Retro conversion

ii) OPAC

4) Define Boolean Search. Describe its various operations.

Note: i) Write your answers in the space given below.

ii) Check your answers with tlx answers given at the end of this Unit.

CATALOGUING

9.9.1 Original Cataloguing

It refers to cataloguil~g done for a unique item for which there is no cataloguing record available. The cataloguer must determine description according to t h e rules and must assign subject heading and classification. It is performed exclusively by professional cataloguer or by professional and support staff used for verification. It is input through a worksheet into catalogue module of Library management software.

9.9.2 Copy Cataloguing

It refers to cataloguing done by using cataloguing record from an outside source such as Library of Congress, OCLC or any other cataloguing service. In India DELNET is preparing a proposal to provide this service for Indian publications in social science discipline.

* Problems , in Copy Cataloguing

Any library using copy cataloguing must make some basic decisions:

0 How much is accepted without checking? (Because more checking is done less economical copy cataloguing becomes)

e Range of reviewing or editing activities

e ~cceptahie cataloguing codes

e Established form of headings, series treatment and subject heading.

Import Functions and MARC

MARC, OCLC and Library of Congress providcs the facility of copy cataloguing where in you need not do original cataloguing Siinply you have to locate the source of catalogue and copy it into your dambase by adding local hformation. Importing MARC records from your preferred MARC record source is painless! With just a few keystrokes you call load MARC records directly into your local sofiware/database. This will make your stal'i'lnore productive by reducing the a~nount of original cataloguiilg and local clatn w i r y recluired. Wlicil adding an original record to the database, si~nply select 111~ appropriate work form from the browse list. Library-defaulted infonliatiotl is automatically inserted into the new record. The user only needs to fill in the remaining iniormation. This feature, combined with simple import f~ii~ctioiis, will allow your cataloguers to become Inore productive quicltly.

* Cataloguing, Collection Management, ant1 Mcti~data Services

OCLC's collectio~l management, calalogillg ru~cl ~netaclnta services help you increase staff productivity and streai~~line the [low or library iz~aterials from tlte publisher to your library user. At the core of a11 tl~ese scsvices is Worldcat, the world's largest bibliographic database.

Connexion, the new integrated catalog~~i~lg scsvice. is now available. You choose when to start using it. Migration aids are available to help you plan your move.

Self Check Exercise

5) What is the difference between Original Cataloguing a~ id Copy Cataloguing?

Note: i) Write your answers in the space given below.

ii) Check your answers with the answers given fit the end of this Unit.

Automation of Cstrlaguing

9.9.3 Retrospective Conversion

For hundreds of years, libraries provided illdexes and l i s~s of what they owned only in paper form. One of the most 11ighly-developed systellls of this kind 0%

access was the card catalog. Many university library syste~ns still have a card catalog available for part of its collectioll wl~icl-I is not yet represented in the online catalog. Sadly, the information in tlie card catalog becomes more inaccurate every day because no new i~lforl~latiol~ or corrections to existing information have been added for many years.

179

Automated Housekeepi~ig .

Operations @ What is Retrospective onv version‘?

Retrospective cunversion is the process of turning a library's existing paper catalog records into machine-readable form. Retrospective conversion usually entails usille catalog ctrrds to find or create bibliographic records in a database of machine-readable records, such as OCLC (Worldcat), and bringing those records into tile existing local database. As we proceed, we are inventorying the colleciioll, repairing materials that are in poor colldition and entering the records for these n~aterials into the online catalog. The end result will b e greatly improved, as people will be ablc to search for them via a~itllor, title, subject, call number, and lceyword searclies.

e RECON Project

All potentiality arld success 01' the MARC Distlaib~ttion Service made Inany libraries to t11inl.r ol' cun\)el,ting their existills catalogues into machine readable form. Realizing that si~ch a tl.utid ofconvcrsiol~ at the local level will result in costly duplication and variation in the fbrmatting; and also being interested in the coilversion o f ils retrospcctivc records, LC launched the RECON (Retrospecli\le CON~rersion) pilot prqjecl in August 1969.

9.9.4 Outputs/Reports ..

I11 an au to~~~a ted cataloguing system, the data can be searched and various reports are generated, The Ibllowing are very popular outputs/reports from online catalogue:

Printed Boo1(

@ Catalogue Cat-tl

Dictionary: 11. is an alphabetical list of all the keywords/subject headings available in the database.

Accession Number List : It contains Accession number list of library holdings. The repost is sorted acccssio~l number wise.

@ Yearwise Titlc: It is list of all the titles for a given publication year or all titles. The list .is sorted on year and colltaiiled title, author and accession ntumber inforonnation.

* Online l'ublic Access Catalogue (QVAC)

* Metro- Networks Based Resaurce Sharing

Computerized cataloguing is by far the most common and important area of application in libraries. A local system can be developed by using MARC records followed in n system; or fio111 cooperative file of records held by several libraries; or from the local input Born the acqilisition system; or from the data on the 'list of addition' record. In India we haye neither a centralized system here from we can get records of (catalog~le entries) books, nor a cooperative system, However, local axes networks like CALIBNET, DELNET, MALIBNET, have developed sizeable size of database and they are to offer computerized cataloguing syslems in near ftlture, 'rhe UGC'S ~FLIBNET programme has also Relrocon prqjects for university librcvies,

Automation of Cntnloguing 9.10 SOFTWARE

9.10.1 Independent Software

The cataloguing f~inction also enstlres that all pcrt incn~ information is entered, and autoilla~ically checlts authority tiles clusi~rg tlie 121-ocess, allowiilg for an efficient alld high standard oTca[aloguing. Somc ol ' t l i~~ lkt~tures contributing to the efficiency of the cataloguing mocl~~le arc:

0 Creation of a record for n tlocun~ent only oncc..

Any field may be made searcl~able

Outputs can be obtained in any desired li)l.~~lat.

e Import/Export of bibliographic daru.

e Iilterlinkiilg with external databases

In addition to original cataloguing, bibliographic records may be ilnported froin otl~er sources such as METRO-NETW ORICS, CD-ROM databases and other electroi~ic sources.

a The system is MARC independciit. ullcl c;in ~ l i ~ ~ s renclily- handle multiple MARC formats.

@ The cataloguer is guided through the process by systcin prompting. These prompts call be tailored to confr)rnm lo thc i ~ l p ~ f l sequence required for a particular cataloguer and can be eithel* MARC tugs or 'plain 1?11glish' prompts,

Access to the Authority Files in'real-rime

Access to external a~~thoritjf Iilc so~~rccs is :ilso sul>portecl, such as New Title Announcements, CD-ROM and other sources via the Internet.

o Data fields sucl~ as authors, titles and others, h a w no restriction on thc length of the fields and multiple occurrences ol'a particular licld are provided for.

Multiple display formats can be requested. including ISBD, 239.50 and MARC.

The on-line, ii~teractive design ol' the S!~S~CIII I I I ~ ~ ~ I I S that however records are catalogued, original or importecl. they ilnrilecliatcly reilect across the complete system. This also applies to preliminary catalogue order records, with their order details.

Authority Files

The system allows global changes to authorily lile entries, with all changes being reflected iinlnedialely across the ciutubase a ~ ~ d all modules.

0 Autllority files can be intersogated interac lively dul.il~g original cataloguit~g.

The system has inherent capabilities, so 111at links between ISBN's and publishers are 'learned'.

External authority file entries can be imported and used to establish autl~ority files in the system.

This can be done at the time ofinitial database creatioll or on an on-going basis.

11 Autom:~ted Housekeeping

I Operations , 1 OP I

0 OPAC (0 11-line l'ublic Access) I Standard options to i ~ t i lise and offer access to other lletworked resources and a table 01' ucccssible sesources can be maintailled by the site for the i OPAC .~ ' l~esc can take various forms, and call include access to the OPACS t

of other institit~ions, and other databases. t

Multiple levels ol' OI'AC are supported.

Selectable featul-cs i~iclude record 'match', 'near-match' and keyword, search truncation. and the :hilily lo narrow search results from large result sets.

r Stal'f enq~iil.ies permit the saving of search strategies, results and boolean combina~ions ~ l '~ l iesc to custonzer-defined 'private' files, whic l~ then can be re-usecl as searcll strategies a1 a future date.

Optional inclusion o I' borrower sell-service f ~ ~ n c t i o n s including on-line appliealion Tor r~gis~raiioii.

9.10.2 Integrated Li bl-ary Management Software

It helps in automating all ns1,ects of initial ordering of items, indexing, enquiries, circulation, serials (11crioclica1.s) control and fillancia1 adlninistration. It should provicle widc range 01' precleIincd managen~ent reports and enables the easy generation oi'adhoc reports. As a nlod~~lar system, followi~lg the initial package installation. aclclitional li~nctions may be installed as and w l ~ e n required. Tlle modules should include:

@ Cataloguing

o Monoglxpl~ Accluisilions

Serials Colilrol (l'tric~clicals)

Circulation Control

Short Loans aiid Reserve Collection

In~erli brary Loans

Ol'AC (On-line I'~~blic Access)

Self-Service Facility

Community Information

Docunie~lt Storage and Delivery

International 1:ormat

Web ProductslServices

Some of the colnrllorl fcntul.es are:

e Powerf~~l f~~nc~ionality in all system modules.

System is totally modular in design,

e Colnpletely integrated.

Data is 0111~ entered once and inlinediately updates all relevant files and becoizzes available system-wide.

* Real-time, interactive system, which always provides current status iaibrmatiorr.

@ Basic system design allows ibr multiple collect i 011s and/or brai~cl~es,

e Sharing a coillinon bibliograpl~ic dntsibasc. i ) ~ . having autonomous databases.

@ Interface with World Wide Web,

Browser products and docunlelit tl-ansmission capabilities.

Internationally Known package

CAIRS Information Systelns

Librarian : Eurotecl~ Consl~ants Ltd

Inclian Software Packages

Softcvare Manuf;lcturcr/l)evelol>er

Suchika DESIDOC, Delhi

Granthalaya INSDOC, New [)elhi

SOUL ZNFLIRN ET

SANJAY NISSA'I'/DESIL)OC'

DELMS DL?SIDOC, DE1.I I I

LIBMAN TCasbah Systcms Soli\vare, Madras

LIBSYS Info - l'ek Cons~il ta~~t l'vt Ltd., New Delhi

OASIS Softlinlc India , New Dellli

DELSYS DELNET, Delhi

9.10.3 Evaluation of Software

Factor for measuring perfor111al.lce sho~rld be selected considering performance of other interilatiollally available soil\vare packiiges: Some of the parameters are

a ixeetillg the specificatiolls 0 response time, @ accuracy of output, e reliability etc.

A record of all ersors of Software should be inai1.1tnined along with the measures taken to remedy them.

9.11 IMPLEMENTATION AND MANAGEMENT

The impleinei~tation of a systelll in jrout. library rcquires dedicated teal11 and the suppoi-t of head of organization because it requil-cs coordination of rnnlly activities. Broadly it requires planning, trainii~g in use of soltware and database creation. These may be grouped illto the followi~~g broacl areas :

Ovel-all Planni~xg : This is essen~ially of managerial f~~nction which, calls for planning, controlling and schcclul ing.

e System Platform : You would rccluire hard\vare, operating system and support software

Automation of Catalogaing

' Au. I I I OP Automated Housekeeping e Database Creiiti011 : This will be a major activity of the system. An input I Operations worksheet is designed to gather the member data, bibliographical data. It

should be ensurecl that the data entered into the system is correct, no duplicatio~l is allowed, format of the data is to be imported from external

1 sources, it should be done as per the MARCiCCF format.

e Stnff Training : One of the lcey elenlents is the successful ilnplemelltation ol'any system is pcople. Since the automated system will have an impact o n not only to the pcuple who design, operate, and maintain the system, but also to those who t~tilise the ou~put generated by the systel~i, one oftheprinlary objective should be to train the staff and educate the users.

e Implementation Pla 11 : Out of [he three types of changeover procedurs, any one may be accep~cd when illstalling a new system.

Q llnnlcdiate Cili~nguover Approach: In this approach ma~lual system is terminated 011 it given date and replaced immediately by the computerized system. Precaution is to talcen that user services is not affected as there is no back-up system.

0 Parallel System i~pproach: In this approach up to a certain time both manual as well as compi~tel-ized systetm are made to run parallel. Once the computerized ~!~stcm is provided to be successf~il, the mallual systein abandoned. 'This is n better way of changeover than the earlier one as i t has some advantages like back-up system. User services are not disrupted. Birt the mail1 disadvantage is the cost involved in operating both systems. And there is iz great amount of duplication of work and activity.

Gri~dual Changeover Approach: Here the process is phased. The circulation SYS~CDI is clividcd illto several phases. Colnputerization is done according to the phases. After one phase is tested the lnanual part of that phase is dropped and t . 1 ~ second phase is taken up. This gives staff as well as users time to adjust and to 1c":i1.11.

9.11.1 Training tile Staff and Educating Users

Training is in~pslrlecl to all level of ~ ~ s e r s of the new circulation system, The kind of training Tor these ~llree levels will be different from each other. Training tile manageillelll of tllc library will be more a matter of generating interest and goodwill for the sys~em, rather than giving detailed instruction in the mechanism of the open~ion. End users of ll~e system of the library are to be educated about the new system ;uld its implications. Since they are the ones who would be accessillg the database, lllalte several searclles on the database, they should be trained abo L ~ I the vari OLIS search techniques and other related things.

9.11.2 . Performnnce Evaluation

It is the final phase oi' system analysis, design and implementation. Once' tile illlplellze~ltation of the system is over, you have to monitor and evaluate -the , system periodically. '~hroi~gh this process you would be able to identify area5 where objective are not being met, what is the cause and how it can be achieved, to identify areas which should be given priority for future development, ta nrnemw , tile effectiveness of the system RS far as hardware and software are Concerned, ai~d finally to justify the cxpel~diture.

I

k

9.112 SUMMARY

Automated cataloguing system started \\lit11 illli L record system in 1940s. But , the real revolu~tion started with the MARC project oi' the Library of Congress. With the success of this project, a iluinber of other co~ui~tries followed suit by designing and developing their ow11 MARC i'omlats. This necessitated standardization md development of conversion programme to have large and comprehei~sive databases.

Foliowing are the main processes illvolved in a computerized cataloguing systen~:

Creation of a record for a document only once. 0 No maill or added entries are necessary

Any field may made searcllable Composite and interactive searches exteilds versatility Outputs can be obtained ill any desired format. Data input and retrieval is much faster.

@ Repetitive work is eliminated * Import/export of bibliographic data is possible. * Interlinking wit11 external databases.

9.13 ANSWERS TO SELF CHECK EXERCISES

1) unction of Automatioil Cataloguing are:

0 Creation of a record for a doc~~lllellt only once.

@ No necessity of maill or added entries.

Searchablity of ally field.

Extend versatility for co~nposite and interactive searcl~es.

Outputs in any desired format.

Faster data input and retrieval.

0 Elimination of repetitive work.

Importjexport of bibljographic data.

Interlinking with external databases, if possible.

2) MARC started as a pilot project by Library of Congress in 1965 to test the feasibility and utility of the distribution of nzachine readable catalogue data for use in library. It was done in two pllases. viz. MARC 1 and MARC 11.

The format of MARC I was similar 10 Libraiy of Congress Catalogue and was limited to monographs. Later it was extended to other i?orll of documents incorporating major Roman languages.

3) a) Retro-conversion is tlie process of preparing machine readable record of already existing catalogue records of docu~nents.

b) OPAC refers to40nline Public Access Catalogue. It enables the users to search library records randomly or through specific fields.

Automation of Cataloguing I

Id

j

Automated Operations

86

Housekeeping 4) Use oi'operators to narrow or broaden the search is called Boolean Search. These operators asc AND, OR and NOT.

@ AND. requires that both search terms be in the same record.

e OR, is used to search the records by either of the terms connected by the operators.

e NOT, operator i s i~sed search the database by previous term, this term follo\\fi~~g tllc o~~crilto~. NOT.

5) Original cataloguing refers to cataloguing of record done by professional according to rules and standards. Copy cataloguing refers to cataloguing done by using cataloguiilg records illade available by an outside agency e.g. Library of Congress.

KEY WORDS Anonymous File Transfer 1'1.otocol (FTP) : It allows retrieval of electronic resources from a

reillote site without requiring a user ID or

Browsers password.

: Software programs for reading hypertext docunlents. Browsers are mounted locally either on site for terminal mode or on tlze user's PC c.g., Netscape, Intelllet Explorer,

: A software application that worlts on your behalf to extract a service from a server somewhere on the network.

Dial-up : A computer-to-computer connection made by using a terminal emulator, a modem and coizi~ecting via a telephone line; or a computer port that accepts dial-up coimections. Computer bulletin boards are usually accessed through dial- up connections.

File (Electl-onic : A basic unit in which electronic resources are Resou I-ccs) organized and stored. Electronic resources can

contain one or more files. File TI-snsfer : A protocol that defines how to transfer files from Protocol (FTP) one conlputer to another; also the access method

used to move files from a remote location to a local site for use. To retrieve issues, the user initiates an FTP session by logging into a remote llost computer, changing to the desired directory, and retrieving the files.

Home Page : The hypertext document that serves as the 'preiice' for a service or publication mounted on thq World Wide Web. It is normally an introductory screen that provides general i~lfor~nation about the institution maintaining the site, or a publication or group of publications available.

Hypertext Transfer Protocol (http)

Automatian of Cataloguing

: Method of prcscnting information in which selected words 01. other document elements, ull~en chosen. execute autoi~latic linlts to related documents or iiles. The liilked docunlents on the World Widc Web nlay contai11 grapl~ics, sound, or even mo\ ing images.

Internet Protocol (IP) : 'Tile 1110st ill~purt:~~lt of the ~)rotocols on which the InLernet is based. It allows a packet to traverse multiple net\vol.l<s on the way to its final destination. O l'tcu, this is used in conjunction tvitlz 'l'CP (l's~u~~srnission Control Protocol), as i 11 . I T I'll I],

IP Address

Modem

Portable Document Format (PIIF)

: The Intcmet 1'1.otocol or numeric address of a C O I I I ~ L I ~ ~ ~ - connected to the Internet. It consists o l ' f o ~ ~ s ilumbers separated by periods.

: A piecc of ecluipment that connects a computer to a data t r ans~~~i s s io~ l line (typically a telephone line ol'some sort).

: 'I'he lile Ibnnat of documents viewed and created by the Adobe Acrobat Reader, Acrobat Capture, Adobe Distiller, Adobe Excha~zge, and the Adobe Acrobat A~nber I1lug-in for Netscape Navigator. 'I'his lile j'or.n~:lt \\/as developed in hopes to s~:lncla~.clize li~smat~ing of dociul~zents that are used on (he Iniernet.

: A rn t~~ui i l ly~ d e ~ ~ r ~ i l i i ~ e d set of formats and p r o c e d ~ ~ r e s governing the exchange of information between different kinds of

Remote Access P.

(Electronic Resources) : I he i~sc of' elec~ronic resources via computer ~zetworlts. (AclC,'R2)

Standard Generalized Markup Language (SGML)

: A standard that provides a uniforn~ way of formattil~g textual cloc\lments so that they can be read by di f 'ercnl clocumei~t processing tools.

Server : SoB\vnrc tl~at allows a computes to offer a service to anotl~er compiitcs. Other conlputers contact the server program by means of matclling client software. Also, [he computer on which the server software runs is often called the "server."

Transmission Control I

I

Protocol (TCP) : One 01- the prolocols 011 which the Internet is based (connection-oriented reliable protocol). Often used in combination with IP (Internet Protocol) as in ?'CP/IP.

Telnet : The Illternet protocol for remote terminal con~zection service. Telllet allows a user at one

187

I AL Auto~nstecl Houseltecping site lo 1 og in and interact with a system at another i I 01 Opcrntions site just as if the user's terminal were connected i

directly to the remote computer. Title Screen : In the case of an electronic resource, a display of . (Electronic Resources) data that includes the title proper and usually, I

though not necessarily, the statement of responsibility and the data relating to publication. (A A CR 2)

: Uniform Resource Locator. Location information URL of all electronic resource expressed in a standardized format, which allows for electronic 1 I-esousces to be sent and received automatically. 'I'he World Wide Web uses the URL as the basis I ; of' linlting to other files and documents around the I11te1-net. A URL can be identified by a 1

protocol such as 'http' User 11) : Son~etimes called 'user name', userID is short

lbr 'user identification'. This precedes the @sign i n an e-mail address.

WAIS (\Vide Arcii : A very powerful nleans ofproviding indexing of Info]-tnation Scr\lcl-s) databases or selected collectioi~s of full-text

clocu~lle~lts across the Internet in addition to its search capabilities. WAIS databases include i

clocuments, images, sounds, and other types of !

data. World Wide Web (WWW): 14 hypertext-based system for locating and

accessing Internet resources which present materials to the user in the form of interlinked 1

: docul~~ents (which can include text, images, and I

digitized sound).

9.15 REFEIIENCES AND FURTHER READING

AACKZI1,CRIs: Cl1aptel.s I , 9, and 1 2, Appendix D, Glossary.

Belmont, Calif. : 1ntegl.n IVedia Group, c1996. (Cited in Definitions as Krol)

C'ONS'I3 Z<di/i~?g Griici'e: Section E. Technical Guidelines, Appendix N. Special I'hysical 1:ormnts. I

GwideTi17c.s. fhj? /he l i,sc) (!f'Fie/~I 8.56. I'repared by the Network Development and 1

MARC Siaildards Ol'tice, Library of Congress. Rev. August 1999. URL: http:N i

www. loc.g0~~l~~1nr~/856g~~id~'.l~tmI

Krol, Ecl. Adaplcd by Bruce l<lopfensteii~. The Whole Internet User's Guide ~ m t l ( 'L I ILI / I ) ,~I IL ' . AC;IC~CIII ic cd. i

.Nc~Lil~,yo ,!I~C/~O/~LII~J of' Ir~tel'neI Fords: A Glossary of Online Jurgon ~vith I

Dcfi17ilion,r of' t(17tl ..lci,or?)~tns. NetLingo, Inc., ~1995-2000. URL: http:// www,netlingo.com E

Suchi kn: ,4 Lih~.ury ,+I u/olllcr/ion Sqfr~vure Package: U ~ e r 's Reference Manual. t !