Week 8 & 9

Topics: The organization of library materials with emphasis on how to locate materials in
the library
Sub-headings
1. What is library catalogue
2. Two categories of library catalogues
3. The Basic Objectives of a Library Catalogue
4. Functions or role of catalogue in the library
5. Kinds or types of catalogue
6. Forms of catalogue
7. Characteristics of an ideal form of catalogue

Introduction
The library users/clientele is expected to use the collection of a library either for study or research or
reference. At any one time, the user may not find all the documents on the shelf. Therefore, in order to know
about the complete collection, reliance has to be placed on a dependable tool called the catalogue of the library.
A library catalogue is an indispensable/vital tool, which facilitates the use of library materials
The most important of the retrieval tools for organizing a library collection is the catalogue. It is a
list of materials such as books, microforms, audio recordings, etc, in a collection. The catalogue is more
or less an index to a collection.
The definition of catalogue is related to the very purpose of a catalogue. Catalogues are of various
kinds-library catalogues, bookseller’s catalogues, printer’s catalogues, publisher’s catalogues etc. here we are
concerned with library catalogues.

What is a library catalogue?

“A library catalogues is a list of all documents, which form the holdings of a library or group of libraries usually
arranged systematically in alphabetical order by call number, author, title, or subject”.

Importance of a Library Catalogue.

A library catalogue is an essential and important tool in a library. It is a must for a library, especially when the
collection becomes large. A library without a catalogue is like a town which has been developed without a
plan.

1. A library catalogue tells you what books you have in your library and where to find them. Most library
catalogues are arranged in alphabetical order.
2. It is a retrieval tool used for retrieving documents in a library collection. It is a pointer to the collection
of a library.
3. A library catalogue is a growing list, it is not static. This is because a library acquires new materials
regularly, hence the catalogue is constantly updated
4. It is a key to the resources of a library.
5. It provides statistical reports for library collections
6. It gives answers to users’ queries
7. To provide bibliographic information to library users
A catalogue is a guide to the materials present in the collection so that the retrieval of nay material could be
easy.
Without it, it would not be possible to know what is available and where.
 The person who prepares a catalogue is called a cataloguer.
 The process of preparing a catalogue is termed cataloguing, which denotes the various processes
involved in the preparation of entries and maintenance of a catalogues
Two categories of library catalogues

1. Single catalogue
2. Joint catalogue or union catalogue
Single library catalogue provides an index to all the materials being held by a particular library while joint
catalogue provides an index to all the materials being held by more than one library collection. It is a
combined list of all materials present in the participating libraries. A joint catalogue may include up to 10 or
more libraries. When a library catalogue lists holdings or part of holdings of two or more libraries, then it is
known as a union catalogue.

The Basic Objectives of a Library Catalogue

1. It enables a person to find a book by author, title or subject.
2. It shows what the library has by a given author, subject or a given kind of literature.
3. It assists a user to make choice of a book as to its (regards) the edition.
Functions of Catalogue
A catalogue performs a variety of functions. These include:
1. The catalogue should be an efficient instrument for ascertaining whether the library contains a particular
book specified by
- Its author and title, or which editions of a particular work in the library.
2. It enables a user to know if library has a particular item being sought in the collection.
3. It enables a user to locate an item on a subject present in a collection on the shelve, if the item has not
been borrowed by another user or mis-shelved or stolen from the library.
4. Providing a complete bibliographic description of every item in a library collection, which can be
accessed by the author, title, subject or any other access point.
5. Enabling a user to gain access to an item present in a collection through multiple access points such as
an author, a title or a subject. In a computerized catalogue, more access points may be provided, such
as: the edition number, publisher’ name, date of publication, place of publication, ISBN (International
Standard Book Number) etc

Types or Kinds of Catalogue:

The following are the chief types of library catalogues.

1. Title Catalogue
2. Author/Main Catalogue
3. Subject Catalogue
4. Dictionary Catalogue
5. Shelf list Catalogue
Title Catalogue: consists of entries for books under their titles arranged alphabetically, the title is the first
statement on the catalogue. This is prepared because the user may know only the title of a book he or she needs
without knowing the author. With the tile catalogue, he can locate the book. This type of catalogue is useful
because it is an alphabetical record of the titles of all the stock in the library.
Author/Main Catalogue: In this catalogue, the author’s name appears first on top of the catalogue entries.
This type of alphabetical catalogue tells what works of a given author are possessed by the library and whether
the library has a particular work of a given author. Author is a comprehensive term which includes editor,
compiler, illustrator, translator, etc.

Subject Catalogue: The subject of a book appears first on the first line of a subject catalogue, and it is always
written in CAPITAL LETTERS. Subject catalogue consist of subject entries arranged alphabetically. This is
another clue/sign that will lead a user to a book in the library. A user may not be interested in the author’s title
of a book but on the subject. As a result, subject catalogue is prepared.

Dictionary Catalogue: a catalogue in which all the entries (author, title, subject etc.) and their related
references are arranged together in one general alphabet. In some libraries or information centres, the catalogues
are not separated according to author, subject, title or any other but everything is filed in one alphabetical order.
This kind of filing constitutes Dictionary Catalogue.

Shelf list Catalogue: it is a catalogue of books in the order in which they stand on the shelves. They are
arranged according to the call number of the item. This kind of catalogue is unique. In addition to all the
information in other kinds of catalogue, each title is represented by a card usually given the author, title,
edition, number of volumes (if more than one), number of copies, call number, the price, date of purchase (gift
or donation or legal deposit) and accession number of the book which other catalogued do not have.
 The shelf list is a useful record for stocktaking or inventory which is an essential task in the library.
 In a library it can also serve some of the functions of an accession register. With these unique features,
charges for any lost item could be made easily. It is not generally used by the public.
Forms of Catalogue
A Catalogue may appear in a variety of forms. These include
1. Card catalogue
2 Book catalogue
3. Computer Output Microform (COM)
4. CD-ROM catalogue
5. On-line public Access catalogue (OPAC)

Card Catalogue: These are catalogue prepared on measuring 3 inches by 5 inches. For every item present in a
collection, there are at least three cards representing the author, title, and subject of the item. It is usual for an
item in a collection to have more than three cards, especially when there are two or more authors or where more
than one subject heading can represent an item. (So, it is possible for an item to have up to 10 cards). The
cards are filed in alphabetical order in trays, or cupboard drawers. If they are filed in drawers, the cards must be
designed in such a way that it will not be scattered easily. Holes are made where an iron rod passes and holds
the cards in place.

The Advantages of Card Catalogue:

1. It can be accessed by many users at a time since there are many drawers to be opened at a time.
2. It enables the library staff to insert and withdraw cards as they deem appropriate.
For example, when a new item has been acquired in the library and catalogued, it is possible to insert the
new card at the appropriate position in the catalogue cabinet.
3. It is easy to update card catalogues
4. It is not too expensive to acquire and maintain a card catalogue

In spite of these advantages, the cards in the catalogues need to be filed alphabetically either word-by-
word or letter-by-letter manually

The Disadvantages of Card Catalogue:

1. It occupies too much space, especially when the catalogue cabinets become too big.
2. One can also not replicate the card catalogue in multiples; the card catalogue cannot be made available
in several locations in institution where a library is situated.
3. It is slower to access

2. Book Catalogue: This is library collections printed out in form of a book probably in alphabetical order
by author, title, subject or a combination of all is called dictionary catalogue.

Advantages of a book catalogue

- It is very portable
- It can be replicated several times
- It can be made available at strategic places in an institution where the library is located or even
outside the institution
- It also does not occupy too much space
- A great number of entries can be seen at a glance.
- All books by the same author, title or subject can be seen without going from one drawer to the
other.

The Disadvantages of a Book Catalogue:

1. It is not easy to update the catalogue without discarding the former edition.
2. User’s time is wasted while waiting in turns to consult the book catalogue.
3. The book catalogue is not popular because of its inflexibility.
4. it is difficult to insert records of new books
5 It is not easy to update the catalogue except one prepares supplements at regular intervals. Thus, a new
book acquired may not appear in the catalogue until a supplement has been produced
3. Computer Output Microform (COM):- this is a form of catalogue in which the bibliographic records
appear on a microfiche or microfilm. It is always produced on these media by a computer. Microfilm and
microfiche are microforms because they cannot be read with the naked eyes. A machine or a reader is needed
before a user can read the records.

The Advantages of Computer Output microform Catalogue:

1. It does not occupy too many spaces.
2. Many copies can be produced.
3. It is easy to use if you have the hardware.
4. It is easy to update a COM catalogue than a book catalogue since it is compute produced
The Disadvantages of Computer Output microform Catalogue:
1. Microfiche or microfilm reader is necessary for one to be able to read the record.
2. The machine can be expensive because many readers have to be provided in multiple numbers.

4. CD-ROM catalogue: This is bibliographic records of a library collection. It is a large storage medium,
as the whole catalogue of a library can be in just one compact disc. It is computer manipulated, so it is an
online catalogue, but unlike the online public access catalogue (OPAC).

Advantages of CD-Rom catalogue

- It has a large storage memory
- It is portable
- Information on the disc can easily be shared
- The disc can be replicated severally
- It is less expensive
Disadvantages of a CD-ROM catalogue
- It is not flexible
- it can be very expensive
- it has all the advantages of all other forms of catalogue except that it is not easily updated one
needs a microcomputer and a CD-ROM drive to be able to access the catalogue, hence.
- It is fragile
On-line public Access catalogue (OPAC):- This is bibliographic records of all the documents in a collection
are store in the computer memory disk. This is the most modern form of a catalogue. One needs a
microcomputer with a large memory. .

Advantages of OPAC catalogue

- it is the most efficient
- it is very flexible as it can be updated easily
- it is possible to access the records through several points
- it does not occupy too much space and can be provided in many places
- the bibliographic records of a collection are input into the computer and can be accessed
instantly

Disadvantages of OPAC:
1. It is very expensive.
2. It requires electricity.
Characteristics of an ideal form of catalogue
None of the catalogue formats described above is perfect, because each form has one form of
disadvantage or the other.
1. Any form of catalogue must be flexible and easy to update: collection development in a library is
dynamic. New documents are regularly published and are expected to be acquired by a library thus,
creating catalogue entries for new documents will be a continuous activity in a library. In order to
add these new records to the catalogue, it should be easy to insert new documents into the existing
catalogue records while the card catalogue and the OPAC can easily be updated with new records,
2. Easy access to entries in a catalogue:- It should be possible to find the entry for a particular
document in the catalogue when needed. Sometimes, filing problems may cause obstacles to getting
entries. This usually occurs with card catalogues and other forms of catalogues. However, with
OPAC, this type of prom is eliminated.
3. A catalogue must not be too expensive to create and maintain:- Most forms of catalogues ae
very expensive to maintain, especially OPAC, Computer Output Microform and even card catalogue
but the book catalogue is relatively easy to create and maintain.
4. A catalogue should not occupy too much space:- An ideal catalogue should therefore be portable
and replicable. While book, OPAC and microform catalogues are fairly portable, card catalogue
occupies a lot of space.
5. A catalogue should be easy to replicate: - Most forms of catalogues are easily replicable except the
card catalogue. Multiple copies of book, opac and microform catalogues can be produced and placed
in strategic areas in the library and possible outside the library. This is virtually impossible with a
card catalogue

The description of every item in a collection is called the bibliographic record or bibliographic entry of
that item. The bibliographic record is the same irrespective of the form of catalogue. The only difference
is the physical appearance of the bibliographic record.

Review Question
1. Describe the different forms of a catalogue, and list the advantages and disadvantage of each form.

KINDS OF CATALOGUES
Title Catalogue
The Analytical engine: an introduction to
computer science using the internet
QA76
D35 Decker, Rick
The Analytical engine: an
introduction to computer science using the
internet/Rick Decker.-
Boston: Pios Publishing Company, 1998.
360p: Pbc, ISBN: 0-534-
Author Catalogue
95365-4
Includes index and Decker, Rick
bibliography. QA76
D35 Decker, Rick
1. Computer Science. 2. Internet The Analytical engine: an
(Computer introduction to computer science using the
Network). I. Title. internet/Rick Decker.-
Boston: Pios Publishing Company, 1998. introduction to computer science using the
360p: Pbc, ISBN: 0-534- internet/Rick Decker.-
95365-4 Boston: Pios Publishing Company, 1998.
Includes index and 360p: Pbc, ISBN: 0-534-95365-
bibliography. 4
Includes index and
1. Computer Science. 2. Internet bibliography.
(Computer
Network). I. Title. 1. Computer Science. 2. Internet (Computer
Network). I. Title.

Subject catalogue
Shelf list Catalogue
COMPUTER SCIENCE
QA76 QA76
D35 Decker, Rick D35 Decker, Rick
The Analytical engine: an The Analytical engine: an
introduction to computer science using the introduction to computer science using
internet/Rick Decker.- the internet/Rick Decker.-
Boston: Pios Publishing Company, 1998. Boston: Pios Publishing Company,
360p: Pbc, ISBN: 0-534- 1998.
95365-4 360p: Pbc, ISBN: 0-534-
Includes index and 95365-4
bibliography. Includes index and
bibliography.
1. Computer Science. 2. Internet (Computer
Network). I. Title. 1. Computer Science. 2. Internet
(Computer Network.
I. Title.
Subject Catalogue
Bought January 20th, 2010.
INTERNET(COMPUTER NETWORK) #5,000.00 Acc. 36920
QA76
D35 Decker, Rick
NOTE: Shelf list catalogue is not accessible to the
The Analytical engine: an
library users.