My ContentLibrary and Information Centres ManagementBook Selection Tools Catalogues and Bibliographies Book Review Best of and Recommended Lists Online Bookstores Vendor Catalogue and online Inventory list Government Publication Current Book ListPrinciples of Book Selection Francis Drury's Principle Melvil Dewey's Principle Mc Colvin's Principl Ranganathan's Principles Helen E. HainesAcquisition Section (Library Material Purchasing)Technical Processing Need for Technical ProcessingOrganisational StructureClassification of Documents By Physical Characteristics By information CharacteristicsCirculation Section Circulation Systems Circulation Functions Aims of Circulation Services Scope of Circulation Services Circulation Desk or counter on Section Circulation Work Circulation Method Registration System Card System Browne System Newark System Automated Circulation SystemRFID (Radio Frequency Identification)Accession Register Serial ControlManagement of Periodicals Types of Periodicals Scholarly Periodicals Trade Periodicals Popular Periodicals Magazines Indexing Periodicals Abstracting Periodicals Newspapers Frequency of Periodicals Methods of Periodicals management Register System Ledger System Three Card System (Dr. S.R. Ranganathan) Register Card Check Card Classified Index CardKardexISBN (International Standard Book Number)ISSN (International Standard Serial Number)CoDENAnnual Reports and Statistics Objectives of StatisticsMaintenance and Stock verification Stock Rectification Need for Stock Verification Methods for stock verification Stock Varification by Accession Number Numerical Counting Method Stock verification by shelf list Method Advantages of stock verification Disadvantages of stock verificationPreservation and ConservationNeed for Preservation and ConservationCauses of Deterioration of Library Materials Internal on inherent vices External agents of deterioration Biological cause Environmental Causes Chemical Causes Mechanical Couses / DisasterBinding workPurpose and Objectives of BindingBinding ProcessForwarding and finishing include the following eight processes Collation Sewing Attaching covers Endpapers Gilding Headbands Hollow backs and Finishing
Library and Information Centres Management
Book Selection Tools and Principles; Library Acquisition, Technical Processing, Circulation, Serial Control, Maintenance and stock verification; Preservation and Conservation: Hazards and Control Measures of Library Materials.
Book Selection Tools
i. Catalogues and Bibliographies :
There are a number of commercial orgnisations like publishers, booksellers, distributors and printers whose main activity it to bring out publications about publications with a business motive. These publication are brought out at periodic intervals, i.e. regular periodicity and while some of these are priced publications, some are sent free to institutions and individuals either on request or in anticipation of a demand.
ii. Book Review :
Review columns appearing in newspapers and periodicals are an important aid for book selection. While selection tools discussed so far do not give sufficient information to judge the value of a book in terms of quality or suitability to a particular requirement, one can inter the quality of a book to a certain extent from the reputation of the author and the publishers. Book reviews appearing in newspapers and periodicals are often reliable sources to evaluate the quality of books. Even though only a small fraction of book published are actually reviewed, the book review is one of the most important selection tools. The state wide database master file premier is an excellent source for finding full text book reviews. The following are all available : Book List, Harm Book, Library Journal, Publishers. weekly, School Library Journal, VOYA.
iii. Best of and Recommended Lists :
These list can be used as checklists to make sure you did not miss a particularly good book. If you know that the community's reading choices are influenced by recommendations, you may want to consider recommended lists in your book selection process.
iv. Online Bookstores :
Online bookstores such as Amazon and Barnes and Noble provide quick and easy ways to find publication information for a wide range of books. They also provide a convenient method for purchasing books that are needed vary quickly. The disadvantage of these sources is that there is little professional critical opinion included.
v. Vendor Catalogue and online Inventory list :
Major library vendors such as baker and taylor and ingram maintain extensive bibliographic database for their customers. These database are interactive for ease of online ordering. At one time simple inventory lists containing information about items actually in stock and ready to be shipped, they have expanded to include both older titles which may or may not actually still be available and items not yet published but anticipated. Library customers have access to these extensive database which often also include book reviews.
vi. Government Publication :
Government publication come from all branches, divisions and levels of government. They embrace the entire universe of information, as there are very few subjects outside the scope of government activities. They provide reasonably priced current information on a variety of subjects.
vii. Current Book List :
Those that are published during the year - represent the majority of materials usally acquired by most libraries, although it may not always be so in case of large re-search, industrial and academic libraries which cater to the special requirements of their respective users. But even in these libraries, a large proportion of their acquisition may relate to current books.
Principles of Book Selection
The selection of book is the prime importance of all types of libraries because the selection controls increase in collection number. Selection of materials for a library requires sagacity, adroitnesss and attention to users needs for everything from books and periodicals to films and recordings. The type of library, financial resources, the readers and their reading needs are a major factors that influences selection.
i. Francis Drury's Principle :
The basic principle which still governs the selection of reading material for a library, was enunciated by drury in 1930. It states "To provide the right book to the right reader at the right time". The reader is the contral character. A document is right or otherwise in relation to the reader. It is to be provided when the reader needs it for use. The selector should know the readers and their requirements. He should select only that material which caters to the information, educational and recreational needs of the readers. The selected material should be procured expeditiously to be made available to the user when be needs it.
ii. Melvil Dewey's Principle :
Melvil Dewey's principle states, "The best reading for the largest number at the least cost". According to this principle a library should select, within the financial resources available, the best documents which may satisfy the information needs of the maximum number of readers.
iii. Mc Colvin's Principl :
L. R. Mc Colvin advanced his "Demand and Supply Theory" of book selection in 1925, He states. "Books in themselves are nothing. They have no more meaning than the white paper upon which they are printed, until they are made serviceable by demand. The more closely book selection is related to demand, the greater is the resultant and possible services". This theory advocates the selection of only those documents which are demanded by the users for their informational needs.
iv. Ranganathan's Principles :
Ranganathan's f irst, three laws of library science are helpful in formulating the principle of document selection.
a. The First Law (Books are for Use) makes it obligatory that only those documents should be selected which are of use to the clientele of a particular library. While selecting the documents, the present and potential requirements of the users must be kept in view. A school or public library should avoid the selection of castly, books, which are not likely to be in frequent demand. For a children's library, the books should be illustrated in bold type face and attractive.
b. The second law of Library Science (Every reader his/her Book) : directs the selector to cater to the informational needs of all the users of the library. The subject or the language or the style of exposition of documents to be selected should be in accordance with the requirement of the users.
c. Ranganathan's Third Law of Library Science (Every book its reader) : Suggests that all efforts should be made to put to use those documents of value which have been selected in anticipation of the needs of the users.
v. Helen E. Haines :
Helen E. Haines Living with Books (1935).
The Art of Book Selection.
Acquisition Section (Library Material Purchasing)
Library's acquisitions department is responsible for purchasing books and other document including serials for the library's collections. Libraries, both physical and digital, usually have four common broad goals that help dictate these responsibilities. These goals are significant to libraries in order to maintain the basic principle of access.
a. To acquire material as quickly as possible.
b. To maintain a high level of accuracy in all work procedure.
c. To keep work processes simple in onder to achieve the lowest possible unit cost.
d. To develop close friendly working relationships with other library units and vendors.
There are generally five steps taken in order to acquire material for a library collection, whether physical or digital.
a. Request Processing
b. Verification
c. Ordering
d. Reporting (fiscal management)
e. Receiving orders
Technical Processing
One of the important section in a library is the technical section as it occupies a pivotal position round which all other activities take place. It is called by other names, such as, processing department, technical processing section, cataloguing department, technical department, etc. Irrespective of the name by which it is called, the objective and functions of this section remain the same, while the acquisition is responsible for the building up of a good collection, it is the technical section that transforms the collection of documents into service-able units. This it achieves mainly by performing two functions, namely, technical processing which includes classification and cataloguing and physical preparation of the documents for circulation and use by the readers.
Need for Technical Processing
The need for technical processing has been brought about by a number of reasons/ factors. They are :
i. Accelerated growth of information resulting in the production of a large number of documents and, consequently, user problems of inadequate time for reading. and assimilation.
ii. Complexity in subject specialisation coupled with the interdisciplinary nature of information.
iii. Demand from readers for better services, etc.
In addition, the pressures of the five laws of library science, especially the second and third laws have forced libraries to seek new procedures in the arrangement and management of the collection. This has resulted in the development of new tools called vocabulary control devices - such as, classification scheme, thesauri, catalogue codes, subject heading lists, etc - for the purpose of classification and indexing of information. Some of the advantages of technical processing are :
i. It helps in the systematic, arrangement of document/ information and thereby facilitates storage and retrieval when ever necessary.
ii. It facilitate analysis of queries put by users.
iii. It helps in the preparation of information services and products.
Organisational Structure
The technical section, of a library, especially a university library, may consist of various units such as, classification unit, cataloguing unit, book processing unit etc. to carry out the routine work of technical processing. In the case of a small library, such a demarcation into different units may not be there. Irrespective of the size of the library, however it is necessary that this section be headed by a dynamic person with sufficient professional expertise and also be provided with staff to carry out the processing work. In addition, cooperation from other sections of the library is vital.
Classification of Documents
Documents of various types have been classified on the basis of their physical characteristics, familiarity and usage into four classes by Dr. S.R. Ranganathan. On the other hand, C. W. Hanson, and Denis Grogan have categorised these documents on the basis of information characteristics.
A. By Physical Characteristics :
The following is the schematic representation of the classification of documents as given by Ranganathan, Ranganathan recognises the four kinds of documents.
i. Conventional documents are those which are usually recorded on paper in a natural language by writing, typing, printing or some near- printing process. These are the most popular documents in use. These include books, periodicals, maps, atlases, etc.
ii. Neo - Conventional documents are a new class of micro- documents, such as standards specifications, patents, data, etc.
iii. Non-Conventional documents are a record in nonconventional size, shape or material. Audios, visuals, audio-visuals, microforms, etc. are included in this category.
iv. Meta document are a record of phenomena made directly, unmediated, by the human mind. They are an instrument record of natural and social phenomena made possible by instrument technology, photography radar etc.
B. By information Characteristics :
The schemes of classification advocated by Hanson and Groan are mainly based on the information characteristics. Hanson divides documents into two categories primary and secondary, Grogan does further and categorises them as primary, secondary and tertiary
i. Primary Document :
ii. Secondary Document :
iii. Tertiary Document :
Circulation Section
• Aims of circulation services
• Scope of circulation services
Circulation Systems
• Register System
• Card System
• Automated circulation system
• RFID (Radio Frequency Identification)
Circulation Functions
• Registration of Member
• Charging and Discharging Function
• Controlling Processes
Aims of Circulation Services
An efficient circulation section aims at ensuring maximum us of library materials by the users. It does so by adopting proper procedures, systems for charging and discharging and maintaining relevant records. It also aims at answering the following questions :
• If а particular book has been used or not?
• If issued, then
1. to whom it has been issued.?
2. when is it due for return?
which books have not been returned in time?
• Statistics of the issued book.
• To home a certain book is issued?
• Identification of a particular reader?
• How many books can a particular reader borrow?
• How many books are issued to a particular reader?
• For how many days a particular reader can keep a book?
• For how many days a particular book has been issued?
• How much overdue charge is due from a particular reader ?
• How much fine has been collected on a particular day?
• Which reader has reserved a particular book?
• How many books have been reserved by the readers?
Scope of Circulation Services
The circulation work includes the following :
• Registration of members.
• Maintenance of database of users.
• Charging and discharging.
• Renewal.
• Recall.
• Reservation.
• Collection of overdue fines.
• Maintenance of gate register, property counter and lockers.
Circulation Desk or counter on Section
Every library has a circulation desk or counter. It is generally located near the entrance of the library. It is a service point from where the books are issued and returned. The circulation desk is staffed by trained persons in order to handle circulation system and other queries of the readers.
Circulation section links the collections to the readers and thus supports the first two laws of library science. This section ensures the use of books by readers by offering issue/return facilities.
Circulation Work
Circulation work refers to all activities performed and procedures adopted for registration of users, issue and return of documents, maintenance of statistics, gate register, property counter and lockers. The circulation procedures exist to facilitate reader access to the books held by the library.
Circulation Method
• Register System
• Card System
• Automated System
Registration System
In this system, a register is maintained by the libraries and daily transactions are recorded sequentially by writing author, title of the book and the reader's name to whom the book has been issued or checked out. This method is not very popular at present but generally used in small or school libraries.
Card System
With the increase in the number of readers using libraries, it became necessary to devise some method of identifying both the book and the borrower. Thus the two card system, one card for the book and one for the borrower came into existence. First, identification cards were used, which were later substituted by borrowers card on which all book transactions were entered card system, two systems, namely the browne and the newark are popular and widely used in libraries.
i. Browne System :
Towards the end of the 19th century, Nina E. Browne devised a charging system which used pockets or envelopes for each borrower instead of cards. When a book was to be charged, the book card was removed and placed in the borrowers pocket which bore the borrower's name, address and registration number. These borrowers pockets, each containing one book card were then filed under the date either by call number, author or title of the book under circulation. This system involved only a single operation to make books available. Although considered to be notable advance over the temporary and permanent slip system, it had one shortcoming there was no permanent record of the loan.
ii. Newark System :
Around the turn of the century (about 1980) a new system come into use, which utilised the borrower's card and book card to the best advantage. This new system was adapted by the Network (New Jersey) public library, and soon become popular. The simplicity and flexibility of this system made it adaptable to both small and large public libraries. Its positive attributes include accurate files, conveniently located at the circulation desk by patron's name, due date and call number. It can also generate accurate statistical reports and accommodate different loan periods.
Automated Circulation System :
The advent of the computer in the 1960 and micro--Computer in the 70s and 80s radically altered ground rules. Now all sequences of encoded elements are possible and information on any management data can be derived. Important statistical data pertaining to collection use and library user can be obtained by manipulating the data accumulated in the circulation process. However library automation extends beyond circulation functions into the more integrated systems of cataloguing, acquisitions, decision support systems and virtually all other library operations. Advantages of speed, the ability to manage large amounts of data, and the long term trends of increasing computer power and decreasing cost have attracted libraries to automated circulation.
RFID (Radio Frequency Identification)
RFID, the quintessential pervasive computing technology, has been around us for many years and used by various organizations including library and information centres. RFID started replacing the traditional barcodes as its wireless identification capabilities promise to revolutionize the inventory control task. RFID based automatic checkout systems might tally up and pay the bills from supermarkets to library and information centres.
RFID was developed out of the reader experiments and development during the second world war. The actual data of invention is 1948 but this was followed by decodes of development and experimentation before commercial applications were implemented. If we trace they history of RFID, probably the work of Harry Stockman entitled 'communication by means of reflected power' exploring RFID is the landmark paper which was published in the proceedings of the IRE in 1948.
Today, Radio Frequency Identification technology is used for hundreds of applications in our daily life such as preventing theft of articles, collecting tolls without stopping, gaining entrance to buildings. automating parking, controlling access of vehicles to gated communities, corporate campuses and airports, dispensing goods. providing ski lift access and the growing opportunity to track a wealth of aspects in supply chain management. The following RFID timeline shows the major developments taken place in the field of RFID technology.
A RFID tag is a very small electronic device often the size of a seed or as thin as a piece of paper, which is capable of staring data and transmitting that data up to several meters. The reading device transmits a query signal- when the RFID tag senses the signal, it transmits the contents of its memory to the reading device. Many tags are not self powered. Instead, they get their power from the query signal. The information received by the reading device is transmitted to a server for processing. RFID tags have two primary advantages over the ubiquitous bar code. RFID tags carry unique identifiers. Unlike bar codes that typically provide a general product number, RFID tags allow vendors to serialize each individual item. This allows for significant granularity in distribution control. While bar codes must be read one at a time and at close range, multiple RFID tags can be read at once without any visibility to human or mechanical reading devices.
Accession Register
Every year the library authority collects new books or other materials from various sources for a library. When those materials arrived at the hand of the librarian then he keeps a permanent record of those materials on a register book. This register books are known as accession register.
This register has some specific f ields, such as accession number, date of arrival, author, call number, supplier name, supplier address, publisher name, place of publisher, price of the book etc. and this information may vary from library to library.
Accessioning process involves assigning accession numbers to the items received. Some system automatically generate the range of accession numbers and in some systems accession number has to be assigned by the operator.
Accession register the basic question involved in accessioning work is the choice of the Accession Register. The Accession Register is the basic and permanent record in the library about each document forming part of its collection. The general practice in libraries is to have a single register in which all types of documents whether purchased or received as gift or on rechange or as deposit are entered.
But some libraries have the practice of using separate accession registers for gift and deposited items still another practice is to have the accession list in card form. In this case, the card used at the stage of book selection will be converted into the accession card and filed in the accession number sequence and kept under safe custody.
Accession register shows chronological order of books was received in library. Standard size of the Accession Register is 16" X 13". Standard column of the Accession Register is 14.
i. Date
ii. Acc. No.
iii. Authors
iv. Title
v. Edition
vi. Volume
vii. Publisher
viii. Year
ix. Page
x. Source
xi. Price
xii. Call Number - Class No. plus Book No.
xiii. Date of Supply
xiv. Remark
Serial Control
Selection of Periodicals and Serials The selection of periodicals should be conditioned by the kind of library and its clientele. The association of special libraries and information bureaux have recommended the following criteria for selection the periodicals and serials.
i. Recommendations by specialists.
ii. Recommendations by members of the library staff.
iii. Opinions of librarians of other institution.
iv. Announcements and reviews.
v. Consultations of lists of most cited serials.
vi. 'Reference Counting' is another method to ascertain the usefulness of a particular serial in specific fields of knowledge.
Management of Periodicals
Periodical is one of the most important sources of information in the library. It carries the lastest information in all fields of the knowledge. The persons engaged in research and higher studies want to refer the periodicals to see their findings published and made known at the earliest. Various terms are used in the context of the periodicals i.e. serial magazine, journal, e-journal etc. News paper is also a type of periodicals.
Types of Periodicals
The periodicals contain various types of information i.e. research results, advertising the activities of an institution, firm or industry and entertainment. They can be categorised according to their nature of thought contents relating to the aims behind the publication and the time schedule required for their appearance. The periodicals can be classified as :
i. Scholarly Periodicals :
This type of periodicals includes the research papers and the articles in support of the academic activities of the scholars. Scholarly periodicals are generally devoted 68 to the educational build up of the society e.g. Indian journal of agricultural science, Indian journal of social research etc.
ii. Trade Periodicals :
This type of periodicals is published by the trade organizations, firms and industries for the advertisement of their product.
iii. Popular Periodicals :
A periodical publication which is simplified form of government department, society or other comportate body by which it is popularly known e.g. Femina Dharmayuga, Lokprabha, etc.
iv. Magazines :
Generally these are meant for the entertainment purpose. They contain the articles on various subjects by different authors e.g. India Today, Imprint, etc.
v. Indexing Periodicals :
This type of periodicals is fully devoted to the bibliographic information of the book or the articles published in other periodicals e.g. Indes India, Index Medicus.
vi. Abstracting Periodicals :
Abstracting periodicals publish only the abstract of the periodical articles, books, pamphlets, proceeding of seminars, etc. along with the bibliographic description e.g. Horticultural Abstracts Field Corp Abstracts etc.
vii. Newspapers :
Every morning maximum peoples are reading newspapers, to update from all news including in the newspapers, presently newspapers are published in so many language. All current information about not only research also social problems, environmental, sports and entertainment event also include. So newspaper is the complete mirror of all society.
Frequency of Periodicals :
Magazines periodicals and journals are published at various intervals. According to the frequency of their publication it may be daily, bi-weekly, weekly, fortnightly, monthly, bi-monthly, quarterly, half-yearly; annual or irregular.
i. Daily :
This type of periodical is published every day. The best example of this type of periodical is the "news papers". Example: Times of India, Hindustan Times, etc.
ii. Bi-weekly:
Bi-weekly periodicals are published twice a week.
iii. Weekly :
Weekly periodical is publishing on a particular day of a week. i.e. Economic and political weekly, India Today, Employment News etc.
iv. Fortnightly :
This periodical is issued twice in a month at the interval of fifteen days.
v. Monthly :
This type of periodical is issued in every month. Twelve issues are published in a year.
vi. Quarterly :
Quarterly periodicals are published four in a year and at the interval of three monthis.
vii. Half yearly :
Two issues are published in a year.
viii. Annually :
Only one issue of the periodical is published for a year.
ix. Irregular :
No specific time schedule is allotted for the publication of this type of periodicals.
Methods of Periodicals management :
Different methods are-used for the recording of the receipt of the periodicals, the most common are: Register System, Ledger system, One Card System, Three Card System, Kardex, Computerized Recording, etc.
Register System :
Many libraries use register for recording the receipt of the periodicals issues. In this method one page is allotted for recording many periodicals. In this system, the monthlies, quarterlies, half-yearly are recorded on one page. The information regarding the title, volume, year, publisher supplier, period, subscription, bill number and date are givan on the page. The system is not useful for recording number of periodicals. It is useful where the number of periodicals is limited. The periodicals are entered in the register in an alphabetical manner or according to their frequency of publication.
Ledger System :
The ledger system is somehow similar to the printed advanced register system. In this system the periodical issues are entered in a permanant ledge in an alphabetical manner or in a numerical manner and an index of the periodicals is given in the beginning of the ledger. Each page contains the following information. The specimen page of such a ledger may be a under. Name of the library, Place, Title; Frequency of publication, publisher and supplier.
Three Card System (Dr. S.R. Ranganathan) :
Dr. S.R. Ranganathan has introduced three card systems for the recording of the recipt of the periodicals in the library. In this system three different cards of the size 5"x3" are used, they are called register card, the check card and classified index card.
i. Register Card : This card its prepared in the name of the periodical and arranged alphabetically in a tray. The card consists of the information on title, publisher, vendor, class number, periodically, order number and date, note, volume and year, voucher number and date of payment annual subscription, volume and issue number date of publication and date of receipt. The complete information about the subscription payment can be seen at a glance.
ii. Check Card : Check card is the most important card which facilitates the checking of the receipt and non-receipt of a particular issue. It consist information or title, periodicity, volume and issue number /date of reminder, initials of the librarian.
iii. Classified Index Card : The classified cards provide additional information to a reader by making it easier to know as to which magazines on a particular subject are received in the library. It further facilitates a reader to know as to the periodicals holding of a library including the cumulative indexes, supplements etc. These cards are arranged in a classified order.
Kardex : Kardex is a steel apparatus specially manufactured by "Remington Rand of India" for the recording of the periodicals. The kardox cabinet is approximately 10% (broad) x24" (deep) x 20 1/2" (high). Each unit consists of 7 trays, holding 504 card holders with Sliding dust cover and locking device. For each periodical there are two cards namely bottom card and top card for the complete processes about recording.
ISBN (International Standard Book Number)
A system of numbering was developed in Great Britain as a name of Standard Book Number (SBN) in 1967. up to 1974, SBN was used in USA. Later SBN was recognised as International Standard Book Number (ISBN) in 1970 by International standard organization
From 1st January 2007, 13 digits ISBN was introduced. In India, ISBN are provided by Raja Rammohan Ray National Agency for ISBN (Dept. of Higher Education), Delhi. ISBN is given to any book, consists of five parts / components,
i. GSI Identifier (indicates Book Publishing 978/979).
ii. Group Identifier (consists of language and country, geographical region)
iii. Publisher Identifier (within 1-7 digit number)
iv. Book Identifier (within 1-6 digit Number)
v. Check Digit : To get the check digit follow the following procedure :
ISBN of a book is 978-91-95055-02-5
ISSN (International Standard Serial Number)
An ISSN is an 8 digit code used to identify newspapers, journals, magazines and periodicals of all kinds and on all media-print and electronic. An ISSN identifies all continuing resources, irrespective of their medium (print or electronic) newspapers, annual publications (reports, directories, lists etc.), journals magazines, collections, websites, databases, blogis, etc.
The ISSN takes the form of the acronym ISSN followed by two groups of four digits, separated by a hyphen. The eight digit to a check digit calculated according to a modules 11 algorithm on the basis of the 7 preceding digits, this eighth control digit may be an "X" if the result of the computing is equal to "10" in order to avoid any ambiguilty. Example
ISSN 0317-8471
ISSN 1050-124X
The ISSN system was first drafted by international organization for standard (ISO) in 1971 and published as ISO 3297 in 1975. ISO subcommittee TC 46/SC9 is responsible for maintaining the standard.
When a serial with the same content is published in more than one media type, a different ISSN is assigned to each media type. For example, many serials are published both in print and electronic media. The ISSN system refers to these types as print ISSN (P-ISSN) and electronic ISSN (e-ISSN), respectively.
Conversely, as defined in ISO 3297-2007 every serial in the ISSM system is also assigned a linking ISSN (ISSM-L), typically the same as the ISSN assigned to the serial in its first published medium which links together all ISSN assigned to the serial in every medium.
The Indian ISSM centre at the National Science library, NISCAIR is responsible for assigning ISSN to serials published in India.
CoDEN
According to ASTM standard E250, CoDEN, is a six character alphanumeric bibliographic code, that provides concise, unique and unambiguous identification of the title of periodicals (journals) and non-serial publication from all subject areas.
CoDEN became particularly common in the scientific community as a citation system for periodicals cited in technical and chemistry-related publications and as a search tool in many bibliographic catalogues. The CoDEN, designed by charles Bishop, was initially thought as a memory asid for the publications in his reference collection.
In 1953 he published his documentation system, originally designed as a four letter CoDEN system; volume and page numbers have been added, in order to cite and locate exactly an article in a magazine.
After Bishop, the four letter CoDEN system was further developed since 1961 by L.E. Kuentzel at the American Society for Testing of Material (ASTM). He also introduced the fifth character to CoDEN. In the beginning of the computer age the CoDEN was thought as a machine-readable identification system for periodicals. In several updates sine 1963, CoDEN were registered and published in the CoDEN for periodical titles by ASTM.
Although it was soon recognized in 1966 that a five character CoDEN would not be sufficient to provide all future periodical titles with CoDEN, it was still defined as a five character code as given in ASTM. Standard E250 until 1972. In 1976 the ASTM standard E250-76 defined a six-character CoDEN.
Beginning in the year 1975, the CoDEN system was within the responsibillity of the American Chemical Society. Today, the first four characters of the six character CoDEN for a periodical are taken from its title, followed by a fifth letter - one of the first six letters (A-F) of the alphabet. The sixth and last character of the CoDEN is an alphanumeric check character calculated from the preceding letters. CODEN always uses capital letters.
In contrast to a periodical CoDEN, the first two characters of a CoDEN assigned to a non-serial publication (e.g. conference proceeding) are digits. The third and fourth character are letters. The fifth and sixth character corresponds to the serial CoDEN, but differs in that the fifth character is taken from all letters of the alphabet.
In 1975 the international CoDEN service located at Chemical Abstracts Service (CAS) become responsible for further development of the CoDEN. The CoDEN is automatically assigned to all publications referred on CAS. On request of publishers the international CoDEN service also assigns CoDEN for non chemistry-related publications. For this reason CoDEN may also be found in other data bases (e.g. RTECS, or BIOSIS), and are assigned also to serials or magazines, which are not reffered in CAS.
Annual Reports and Statistics
An annual report is a comprehensive report on a company's activities throughout the preceding year. Annual reports are intended to give shareholders and other interested people information about the company's activities and financial performance.
Report may be considered as "Grey literature" most jurisdictions require companies to prepare and disclose annual reports, and many require the annual report to be filed at the company's registry. Companies listed on a stock exchange are also required to report at more frequent intervals (depeding upon the rules of the stock exchange involved).
Statistics word coined from latin word "status". It refers to a method of dealing with quantitative information involving collection, analysis, presentation and interpretation of data. It is a branch of mathematics which appears to have originated in 18 the century.
Characteristics of statistics it is the facts and figures which are presented is tabular or other forms. n it is regarded as one of the important tools for making decisions.
Objectives of Statistics
i. It helps to determine the growth of library.
ii. It helps to the librarian for comparison between previous and current library activities.
iii. It helps to controlling all the activities.
iv. It helps to librarian for evaluation of the staff performance.
v. It helps to write the history and reports of library.
vi. It helps the librarian in planning and controlling the activities of library. vii. It also helps us in comparing a particular library with other library.
Maintenance and Stock verification
Stock verification implies the physical check up of the articles on record. This is a common practice in all organisations whether private companies or government departments. In a narrow sense it means physical check up but in a broader sense it would mean to have an assessment of the collection of documents.
Stock Rectification :
According to Ranganathan, shelf rectification is the process of restoring order among the books. In an open access library, users have the freedom to select books of their choice from the shelves. While doing so, some users may intentionally or unintentionally misplace the books in the shelves and a book wrongly placed is as good as lost. All these would require restoration of order. This can be achieved by reading the shelves systematically and shifting the misplaced books on the shelves to their proper places.
Need for Stock Verification :
Despite its disadvantages and disfavour by librarians, some kind of accounting for the stock is generally felt to be necessary. Some are of the opinion that an annual inventory is essential to identify the administrative defectio and slackness and to take necessary action to rectify these tendencies. Stock verification need not be viewed as an unnecessary evil. There are many advantages of stock taking. However the desirability, or otherwise of stock varification depends on the size of the library collection. In large libraries, it is difficult to have a through regular physical checking. Such libraries may carryout sample verification of various sections in phases to ascertain the stock position.
Methods for stock verification :
Following is a brief description of the prevalent methods of stock taking.
i. Stock Varification by Accession Number :
The accession number of the books from the shelves are read by one person and another person checks and tick marks the corresponding accession number in the register. When all the books in the library and out in circulation are checked in this manner, the unmarked accession numbers give us a list of lost books.
ii. Numerical Counting Method :
This is another simple method, where in all the books on the shelves and the books out on loan are counted and tallied with the total number of books as per records. The comparism indicates the less of books in terms of only numbers. However, it does not reveal the particulars of the books and hence it serves only a limited purpose of stock verification, however, this method gives a rough idea of the extent of loss.
iii. Stock Verification by shelf list Method :
Maintenance of an up-to-date and accurate, shelf list is a pric-condition for this methods of stock taking. Shelf list an cards is very f lexible and facilitates speedy stock verification. The cards are taken to the stock and call number of each book on the shelf is read by one person and another person either ticks it or takes out and keeps it in-another tray. Otherwise the cards of missing books can be removed and kept it in another tray. Otherwise the cards of missing books can be removed and kept separately. This is an easy, simple and quick method. The trays containing the shelf register cards can be distributed among a number of persons and use and maintenance of simultaneous stock verification of various sections of the stack is possible. though time-consuming, this is a very efficient method of stock taking, and stock verification is also achieved in this method.
Advantages of stock verification
i. By revealing the number of books lost in a library it helps to replace the lost books.
ii. Gives an indication of books popular with readers although often in academic libraries such books are not necessarily those recommended in the course.
iii. Enables the library staff to get a better acquaintance with the books, which is very necessary for the maintenance staff.
iv. Ensures through dusting, cleaning and rearrangement.
v. Facilitates identification of worn-out books for mending, repair and binding.
vi. Helps to keep the library catalogue and other stock control records up-to-date.
vii. Gives an indication of the efficiency of the library staff with reference to vigilance and carefulness in maintaining the collection.
Disadvantages of stock verification
i. Regular routine of library work gets disturbed.
ii. Inconvenience to readers is caused.
iii. Considered to be a waste of time, energy and money by some.
iv. May turn out to be a futility since the reality may never be revealed for various reasons.
Preservation and Conservation
Library materials are in wide variety of sizes, shpes and formats which often present problems in relation to library storage and access procedures. Some of the materials like television sets, cassettes, cartridge, filim recording, computers etc. can prove heavy and combersome for handing, while other like slides, filmstrips and multi-media kits can prove very difficult to organize, shelve and control.
Library materials are the heart of libraries. They are vital access to learning and information, and in the future sustain knowledge and allow interpretation of the past. Every library, large or small should have a well defined program for preserving the materials which it houses. In planning for preventive preservation, users and staff should be ware of their roles in the preservation program.
Preservation and binding are those aspects of librarianship, that have frequently been neglected. It is generally acknowledged that in the present day pre-occupation with 'use of library materials' preservation aspect of documents has received too little attention. In order to build up a good collection, you should have the acknowledge as well as an appreciation of the collector's feelings about books. Some are of the opinion that the profession as a whole must demonstrate a better appreciation of books as objects of art in addition to their value as sources of knowledge.
Need for Preservation and Conservation :
The deterioration of library meterials form the basic problem of libraries and given rise to preservation and conservation needs. In the course of preserving materials, there is need to adequately consider the value of records in terms of its educational, socio-political and economic impact on society, and decide the period during which each class of documents might be kept for use and them destroyed or permanently preserved for future use. However, no library material is infinite. By their very nature, they are susceptible to deterioration, hence preserving and conserving them become ultra- important. In order to retain the information contained in all media of communication for effective use by future generations, there is the need to preserve, conserve both activities on them.
Causes of Deterioration of Library Materials :
Materials deteriorate as a result of :
a. Internal on inherent vices
b. External agents of deterioration
a. Internal on inherent vices
Internal or inherent vices caused by weakness in the chemical on physical make up of an object introduced during its manufacture. Early paper was made from clean lines, cotton, flox and strong fibers. It was not treated with bleaching agents and was not sized with ropin and alum. This type of paper aras permanent, durable and was chemically and physically strong enough to endure the wear and tear of the ages. Modern paper (paper produced since 19th century) has wood pulp as its basic raw materials instead of cotton and line rages. The wood pulp is bleached with chlorine and the paper sized with alum and rosin. This makes the paper acidic there by placing the paper in a jow PH condition Ph is a symbol used to signify the degree of acidity or alkalinity of any organic material.
External agents of deterioration :
The external agents can be classified as :
a. Biological cause :
Mold, mildew can cause serious, often irreparable damage to paper materials. The most common species affecting library and archivers materials are silver fish, bookworms, booklice and cockroaches. Most insects are not attracted to the paper, but rather to sizing, adhesiver and starches that are dark, wet, dirty, clustered and undisturbed. Mold and mildew are types of fungi, micro organisms that depend on other organisms for sustenance. Molds excrete enzymes that allow them to digest organic materials such as paper and book bindings, altering and weakening those materials.
b. Environmental Causes:
Researches indicate that cooler temperatures are preferred for library materials. According to library of congress preservation recommendations. an ideal environment for books is 550 F storage area. Mixed use store areas should be kept at 700 F. If library materials are stored separately from use areas, the temperature can be brought down further to 650F or less.
c. Chemical Causes :
Airboome contaminants in the form of gases and particulates can jeopardize the preservation of library, materials. Gaseous pollutants can originale indoors from photocopiers, painting, cleaning supplies, untreated wood and certain kinds of adhesives and plastics particulate pollution is also a great concern particulates come in the form of tiny solid substance from smoke, dust and vehicle engines. The library should be fully air conditioned, air conditioners are highly recommended for books. Air conditioners help in stabilizing the temperature and humidity for libraries They also help to filter out particulates and chemical pollutants.
d. Mechanical Couses / Disaster :
Mechanical damage to library materials includes the human factor and natural disaster. Natural damage to materials can be caused by earthquakes, fire, flood or water, while the human factors include careless handling, vandalism and improper support during storage.
Binding work
Bookbinding work is the process of physically assembling a book from an ordered stack of paper sheets that are folded together into sections or sometimes left as a stack of individual sheets. The stack is then bound together along one edge by either sewing with thread through the folds or by a layer of flexible adhesive. Alternative methods to binding a stack together that are cheaper but less permanent include loose-leaf rings, individual screw posts or binding posts, twin loop spine coils. plastic, spiral coils, and plastic spine combs.
Purpose and Objectives of Binding :
The objectives of library binding are:
a. To enhance the life span of library materials by insulating against wear and tear.
b. To improve the durable quality of library materials i.e. maintaining them in good shape while being used, and
c. To improve their aesthetic qualities by creating a new book and there by attracting readers to them.
Binding Process :
The binding of books is both a craft and an art although the artistic aspect has receded to the background in modem binding, except for some special categories of books. The production of binding is in two parts. All the processes of binding books before lettering and decoration, are known as "Forwarding". This is a craft, requiring a high degree of technical skill and also a good knowledge of materials and processes used in book, production. "Finishing' i.e. decoration of the cover in various styles, is an art in which some, binders of the past have attained substantial heights of achievement, comparable to artistic creativity. Finishing which embellishes a book with artistry, is regarded more difficult but forwarding is the most use maintenance of the library important.
Forwarding and finishing include the following eight processes : collation, sewing. attaching covers, Endpapers. gilding, headbands, hollow backs and finishing.
i. Collation :
Collation is the first task in the binding processes. All the parts and the pages of a volume have to be correctly sequenced. In the case of periodicals, collation is very important as it involves correct sequencing of the separate issues and insertion of usual title and content and index pages in the proper places.
ii. Sewing :
Before sewing the pages of a books must be pressed firmly, to expel air and also to crease the folds of the sheets. Books are to be trimmed before sewing. There are various styles of sewing. stabbing is the most primitive of these.
iii. Attaching Covers :
Regardless of the sewing method used, the sewn book must be "Knocked up" to be square at head and spine. By hammering along the back edges, the expansion resulting from the sewing can be reduced. The spine is glued with a thin hot glue diluted with some insecticide such as DDT. The book again is "knocked up" to round the spine and the spine, line. Preparation of cover boards for the book case requires exact measurements. To prevent the deposition of colouring matter of the boards from showing through the end papers, the boards are to be lined up and marked for sewing and for fixing tapes. The board is then attached to the book and pressed and the glue is let to dry.
iv. Endpapers :
Sheets before and after the text of a book are called endpapers and they may or may not be decorated. Marbling is the classic type of decoration used and commercial binders often use maps, engravings or pertinent photographs for endpaper illustration. The end papers perform a porodective function and thus require leaves for good quality paper.
v. Gilding :
Gilding on colouring edges may be done either at the time of trimming the edges or after cutting the boards. The purpose of gilding or colouring is primarily or colouring of the edges gives a smooth solid surface that will prevent dust accumulation. Secondly, The gilding on colouring enhances the "looks" of the book.
vi. Headbands :
Headbands function as decorative pieces. The back is lined up using different methods of lining up. However, the different methods of lining up have one thing in common, that is, smoothening of the surface of the spine by gluing a soft kraft paper over it.
vii. Hollow Backs :
Hollowbacks help save the spine from cracking. This kind of back is achieved by marking a kind of "tube" with heavy wrapping paper. A paper thre times the width of the spine is taken and one thickness is glued with the spine and two thicknesses apart from the spine. The binding is covered either wholly or partially by leather, cloth on paper. All the above processes described so far are known as "forwarding".
viii. Finishing :
Finishing is the final process of making the binding more artistic and attractive. This includest : preparation of the leather covering imaginative design for the cover tooling i.e. fixing the title, call number of the book, etc. on the spine or at any other place on the cover decoration i.e. giving the final touches to get a finish generally leather is used to provide fine covering for the bound book, but cloth or canvas is also used for this purpose. These covering materials have to be prepared for tooling. Tooling is the process of f ixing the letters of titles, call numbers, etc. On the leather or cloth binding with special lettering tools.
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