ORGANIZATION AND ACCESS TO

INFORMATION IN LIBRARY - III

Chapter 5
 TABLE OF CONTENTS

Organization of
Library Resources 01 02 Shelving
Procedure

03 Storage of Library Materials

 01
ORGANIZATION OF
LIBRARY
RESOURCES
 Organization of Library Resources

THE NEED TO ORGANIZE LIBRARY THE PURPOSE OF ORGANIZING LIBRARY

MATERIAL MATERIAL

1. To maximize search capabilities for 1. Ensure location of library material

users 2. Facilitate easy access for the material
2. Display the available resources 3. Enhance the effective utilization of the
3. Minimize physical, intellectual and time material
barriers. 4. Attract users to the library
 Organization of Library Resources
STEPS IN ORGANIZING LIBRARY MATERIAL

1. ACQUISITION 2. COLLECTION DEVELOPMENT

• To start organizing a library, a • After the librarian has accessed to the

librarian must know what users collection requirement, the next step is to
need. begin acquiring the items.

• The first step is to identify • The steps involved;

collections requirements. 1. Select the material based on the availability of
funds.
2. Place the order for purchase.
3. Acquire the material.
4. Maintain the records of the newly acquired
material.
 Organization of Library Resources
STEPS IN ORGANIZING LIBRARY MATERIAL ~ cont.
3. TECHNICAL PROCESSING OF
• Library material must be maintained to
LIBRARY MATERIAL stay effective and relevant to the
• Libraries adopt various methods to organize changing technologies.
their material. • Librarians must adopt various
• Most libraries have open access facility for procedures related to maintenance to
their users, the following steps are taken to keep the collection current and
organize library material; functional.
1. Process new material
• Cataloging of material • The procedures requires ;
• Classification of material 1. Care of library resources
2. Physical processing 2. Shelf maintenance
• Stamping 3. Maintaining records of collection
• Pasting development and use
• Labelling 4. Identifying the lost and damaged
3. Display the resources materials
4. Storing and shelving 5. Housekeeping activities for the
collection
 Library Resources (Materials/Collections in
Library)
• The library material are the records of
human knowledge on paper or in
• Many libraries also offer online access to
resources, allowing patrons to access
electronic form.
materials remotely.
• Its for easy handling, storage, use and
preservation.
• To develop the collections in library, we need
to know;
• The information contained in the
• The categories of reading material
documents represent the content and
• The types of library resources
knowledge.
• The forms of library resources
• The usage and characteristic of each
• These resources may vary depending on
library resources.
the type and size of the library, its focus
(academic, public, special collections,
etc.), and available funding.
 Library Resources
1. PRINTED 2. NON-PRINTED ; are available in 2 categories ~ Audio-
• Books Visual & Electronic.
• Periodicals
AUDIO-VISUAL ELECTRONIC
• Newspapers
• Reference books • Audio-cassettes • e-books
• Theses and dissertation • Videotapes • e-journals
• Standards • Motion picture film • e-databases
• Patents
• Maps • Slides • e-magazines
• Reports • Microforms • e-images
• CD- ROMs • e-audio
• DVDs • Digital library projects
• Photographs • Electronic exhibitions
 02
SHELVING
PROCEDURE
 Introduction
• The ideal situation in library is to
shelve all the information on a • The physical segregation may alter the
particular topic together, to make usage pattern and demand for
maximum used of all materials. materials.

• Library need to consider its own

• The physical arrangement of different policies and user needs.
types of materials however the varied
in some libraries due to reason such • There is no arrangement which can
as; be applied universally.
• The formats of library materials
• The need for security
• A shortage of shelf space
• The cost involved in processing
materials
 Factors Influence the Shelving Procedure
1. Classification System - The library may use different classification systems such as Dewey
Decimal Classification (DDC), Library of Congress Classification (LCC), or another system. The
shelving procedure will depend on the chosen classification system and the rules associated
with it.
2. Collection Size and Space - The size of the library's collection and available shelving space
will affect how items are shelved. Libraries with limited space may need to employ compact
shelving or prioritize certain materials for display.
3. Usage Patterns - Items that are frequently borrowed or accessed may be placed in more
accessible locations, such as near the entrance or in high-traffic areas. This helps patrons easily
find and retrieve popular materials.
4. Subject or Genre - Libraries often organize materials by subject or genre to facilitate browsing
and retrieval. Fiction books, for example, may be organized by genre (e.g., mystery, romance) or
author's last name, while non-fiction books are typically grouped by subject.
5. Accessibility and ADA Compliance - Libraries must ensure that shelving arrangements are
accessible to all patrons, including those with disabilities. Shelving heights, aisle widths, and
signage may be adjusted to comply with accessibility standards.
 Factors Influence the Shelving Procedure
6. Chronological Arrangement - Some libraries may shelve materials chronologically,
particularly for archival or historical collections. This could include newspapers, periodicals, or
other materials arranged by publication date.
7. Material Format - Different formats such as books, journals, DVDs, and audio recordings may
have specific shelving requirements based on their size, weight, and fragility.
8. Security Considerations - Libraries may have security measures in place, such as security
tags or locked cabinets, for certain high-value or rare materials. The shelving procedure may
accommodate these security measures.
9. Special Collections - Libraries with special collections or archives may have unique shelving
procedures to preserve and protect rare or valuable materials. These materials may be stored
in climate-controlled environments or restricted access areas.
10. Library Policies - Each library may have its own policies and guidelines regarding shelving
procedures, including how often materials are reshuffled, how items are labeled, and how
damaged or worn materials are handled.
 Shelving Arrangements
CLOSED ACCESS OPEN ACCESS
• This arrangement does not allow the
library user to collect materials directly
from the shelves. ● This arrangement allows
users to obtain required
• Library staff will collect the materials for materials from the shelves.
users.
● Most libraries are open
• In some libraries, particular users may be access.
given special authorization to access the
closed area.

• Stored collections such as non-print

materials, short loan and high use
collections, archives, manuscript and rare
books.
Factors Affecting Choice between Closed Possible Arrangement
and Open Access

1. The nature of information – whether Parts of the collection may be arranged ;

up-to-date or archival
2. The size of collections and the 1. By format – e.g. videos shelved together
accommodation 2. In alphabetical order – e.g. fictions
3. The need to avoid damage caused by books
handling 3. In numerical order – e.g. volumes within
4. The availability of staff to service the sets
collection 4. By classification number order – e.g.
5. The cost and difficulty of replacing non-fiction, serial (sometimes)
items 5. By audience – e.g. junior, adult
6. The availability and location of 6. By lending conditions – e.g. loan, short
equipment necessary to use an item loan
7. The need to preserve the privacy of 7. By size of print – e.g. large print
material.
 Location
FIXED LOCATION RELATIVE LOCATION
● If the collections is closed access, ● Most libraries, prefer to shelve
the items can be shelved in a fixed their materials in a relative
location. location, because users are able
● The styles ; to browse them on shelves.
1. Prescribe place – new items are ● The styles ;
added at the end of the 1. Items are grouped by subject
sequence. – classification number such
2. No subject order – item can be as DDC, LCC.
access by catalog. 2. As the collections expands,
3. Used for storage areas – rare items will be moved along
books collections the shelves but still remain in
4. Fixed location use a running the same position relative to
number – e.g. 123, 124, 125, ... other items
 Integration
TOTAL NON- PARTIAL
INTEGRATION / INTERGRATION INTEGRATION
INTERSHELVING SHELVING SHELVING
All library materials,
regardless of their All formats are stored Some materials are
format, are shelved in separately according shelved together,
one sequence. This is their needs. The less especially in similar
the ideal arrangement suitable for a format, while others
for a browsing browsing collection. are shelved
collection. separately.
Most common option
used in library.
 Shelving Practice
● Library staff need to be familiar with
classification schemes to ensure they
shelve materials in the correct location.

● Shelving is important process in all

libraries, because users need to be able
to access material without difficulty.

● A misplaced items is considered lost.

 Shelving Procedure
The shelving process can be divided into several steps;
1. Sort material by format – if the library 2. Sort within each format according to a
does not have a fully integrated shelving broad unit – the range of Classification
system. The categories ; scheme (DDC /LCC)
• Reference books
• Fiction books 3. Place the items on trolleys for
• Junior books reshelving, then arrange fully by call
• Large print books number.
• Non-fiction books
• Videos 4. Shelve the items
• CDs
• Current periodicals 5. Records statistics on the number of
• Bound periodicals items shelved each say.
• Microform
 Arrangement of library materials
~ Different format

• Most libraries have separate sequences

of shelving to house different sizes and
formats of materials.

• The usually use adjustable shelving to

cater for different requirements.

• If all materials are shelved together, the

library has to allow the maximum
heights on each shelf, which it takes up
much more space.
 02
STORAGE OF LIBRARY
MATERIALS
INTRODUCTION
● The basic aim of a library is to provide information
for its users.

● Choosing the right form of storage for each

format (of materials) are important to ensure that
all items remain in good condition.

● The storage method, depends on the following

factors;
1. Cost
2. Appearance
3. The space available
4. The library users
5. The staffing levels
6. The need to prevent damage to materials
7. The rarity of the materials
8. The special need/care for the specific
formats (materials)
• Most books are stored on bookshelves with book
supports to keep them upright.
PRINTED BOOKS
• They should be shelves too tightly, because they
are likely to be damaged when users try to remove
them.

• Books can withstand frequent handling before

needing repair or rebinding, but some libraries
cover books to prolong their life.

• Paperback books may be stored in wire,

freestanding baskets for ease of access.

• Large books should be stored horizontally on

shelves, but if several are piles on top of each
other the weight will causes damage.
• Rare or valuable manuscripts may be needed
MANUSCRIPTS
to be stored in secure area
Example – In a locked storeroom or
cupboard

• If they are on flat sheets, manuscripts may be

bound into books, files in loose-leaf folders or
stored in boxes.

• Rolled manuscripts are stored in cylinders.

• Most libraries display current issues of
periodicals on rack which hold the items
rigid and some use transparent plastic
PERIODICAL
covers to protect the issues.

• Unbound back issues of periodicals are

usually stored in pamphlet boxes.

• Some libraries microcopy back runs or buy

microform copies to save space and
preserve information.
● These formats are best stored flat in MAPS, PLAN
plan cabinets, but some libraries roll & DIAGRAMS
and store them in plastic, metal or
cardboard cylinders placed in
pigeon-hole racks.

● If they are fragile, they should be

interleaved with acid-free paper.

● Frequently used items may be

laminated.
• Recent issues of newspapers are often
stored in hanging file.
NEWSPAPERS &
NEWSPAPER CUTTING
• Older issues may be bound and stored
horizontally on specially designed shelving.
• Some libraries store older issues in
archives boxes or shrink-wrap their
newspapers.
• Newspaper cuttings are usually clipped
and stored in filling cabinets or shallow
drawers.
• Because newsprint deteriorates quickly,
many libraries preserve the information by
micro-copying newspapers or by
purchasing microform copies or stored in
CD-ROM.
• Microfiche maybe stored in envelopes,
boxes or slotted plastic panels.
MICROFORMS

• Microfilm is usually stored in small

reels in cardboard boxes which are
housed in special cabinets.
 FILMS & SLIDES
• Roll film is best stored in metal
canisters.

• Film strips may be stored in boxes.

• Slides are usually housed in slotted

drawers of in transparent plastic
sleeves.
 VIDEOTAPES &
• Videotapes are usually stored on
shelves because their outer casing is SOUND RECORDING
strong enough to protect them from
damage and can stand upright.
•Some libraries use video stands.

• Compact disc (CDs) are stored on

display racks, in a tower or on
shelves.

• Cassette tapes are usually stored in

cases or drawers or shelves in
similar cases to video containers.
• Computer software are used to be
in diskettes, but nowadays are in COMPUTER SOFTWARE
CDs. & ELECTRONIC
RESOURCES
• Electronic resources in library
consisting of data and/or
computer programs encoded for
reading connected to the
computer by CD-ROM drive or
network.

• Software applications, electronic

text, bibliographic databases, web
sites, e-books, e-journals
AAM 30
 THANKS
Does anyone have any questions?

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