Library Form of Library

UNIT 3 PHYSICAL FORM OF LIBRARY Catalogues

CATALOGUES
Structure
3.0 Objectives
3.1 Introduction
3.2 Different Physical Forms of Library Catalogues
3.2.1 Conventional Forms
3.2.2 Non Conventional/Modern Forms
3.3 Features for the Best Physical Form of Library Catalogue
3.4 Summary
3.5 Answers to Self Check Exercises
3.6 Key Words
3.7 References and Further Reading
3.0 OBJECTIVES
In Unit 1, you have learnt about the definition, objectives and functions of a library
catalogue and, also some of its typical characteristics as distinguished from other
library records such as accession register shelf list and bibliographies. In this Unit,
you are introduced to the physical forms of a library catalogue.
After reading this Unit, you will be able to:
describe the different physical forms of library catalogues;
compare their relative advantages and disadvantages;
explain the unit card principle which has facilitated centralised and cooperative
cataloguing;
state the features of a machine-readable catalogue as a versatile tool; and
list the best features of the physical forms of library catalogue.
3.1 INTRODUCTION
Over a period of time, library experts have tried to develop different physical forms
of library catalogue, such as, bound register form, printed book form, sheaf form,
card form and modern forms like visible index form, microform and machine-
readable form.
Although some of the older forms like bound register, sheaf catalogue are slowly
becoming obsolete, the card catalogue continues to be popular, particularly in
countries like India.
The unit card principle that came up with the card catalogue has enabled the growth
of centralised and cooperative cataloguing. Cataloguing-in-publication can also be
traced to this development.
Machine-readable catalogues with their versatility and efficiency are replacing the
card catalogue. These catalogues have extended the scope of centralised cataloguing
and library networks.
A comparative statement of the features of the different physical forms of library
catalogue is given to provide an overview of the relative merits and demerits of these
physical forms of library catalogue.
3.2 DIFFERENT PHYSICAL FORMS OF LIBRARY
CATALOGUES
We have learnt that a library catalogue is an indispensable tool of a library and hence, its
effectiveness in making its resources available to users must get the greatest attention. In
the
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History, Purpose and Types of
Library Catalogues
36
preparation and production of a library catalogue, two aspects of its form have to be
considered. One is the physical or outer form of the catalogue that relates to its external
shape, size, appearance of the stationery to he used for recording entries of documents
(e.g., card) and furniture or equipment to stock the stationery of bibliographical entries of
documents of the library. The second one is the arrangement in a helpful sequence to
retrieve information about documents in the library e.g., dictionary or classified
catalogue. Each of these has a bearing on the other. In fact, ease of use, physical shape
and size, space requirements, cost of physical production, maintenance, etc., have always
influenced cataloguing over the years. Conversely, the preparation of different kinds of
entries, provision of cross-references and similar other user oriented requirements of a
library catalogue, have also influenced the choice of a particular physical form of a
catalogue in libraries. The physical forms of library catalogues can be broadly studied
under two groups: Conventional and Non-conventional/Modern.
3.2.1 Conventional Forms
The conventional physical forms include:
Bound register / Ledger form
Printed book form
Sheaf or Loose-leaf form, and
Card form
We shall study these forms with reference to their features, their relative advantages
and disadvantages.
i) Bound Register/ Ledger Form
In this form, the entries of documents of a library are written by hand in a bound
register or ledger, pages are set apart for different letters of the alphabets. These
alphabet are arranged alphabetically. Minimum information about the document such
as author, title, edition, accession number and class number is given for each book.
There may be a separate register for authors or titles or subjects.
Advantages
It is cheaper, it is simple and easy to handle or consult. You can find many entries on
one page. Hence, few pages are required for this catalogue. Some space or pages are
left at the end of an alphabet to accommodate new entries. Now-a-days multiple
copies can be produced due to xeroxing facilities. Xerox copies of these catalogues
can be placed at different locations in libraries. Even today small public school and
college libraries have their catalogues in this form.
Disadvantages
It is not flexible. Entries for new books added cannot always be inserted at their
proper places as the left out space is filled shortly. It is not up-to-date. Pages in the
register get torn due to constant handling. Hence, new updated registers are to be
prepared continuously.
Typed Cyclostyled Form
Revised version of bound register form came into existence due to the typewriter and
cyclostyling machine. The entries are typed. Multiple copies (up to four) can be had
from the typewriter. By using a cyclostyling machine, one may get multiple copies of
the catalogue. This facilitated movement of catalogue from one room to another
room. All the advantages of bound register form are applicable to this form. Pages of
the register are now kept in plastic jackets to increase the life of the pages. These
pages are filed in separate files.
It is also difficult to provide additional entries to a document, in addition to the main
entry. Hence, flexibility of different approaches to the catalogue may not be possible.
Provision of cross-reference is even more difficult. All these naturally restrict the use
of the catalogue. Most modern libraries have discarded this form of library catalogue.
ii) Printed Book Form
The printed book form of library catalogue is one of its typical forms. These types of
library catalogues are prepared conforming to all the standard principles and rules of
cataloguing, with cross references and multiple entries.
 Library Form of Library
In the nineteenth century, the most common physical form of a library catalogue was Catalogues
the printed book form. Especially, some of the big libraries like British Museum
Library (now renamed as the British Library), the Library of Congress, National
Library Calcutta, printed their catalogues in the book form. To keep the catalogue
updated, they used to issue supplements to these catalogues at regular intervals, e.g.
the catalogue of Bombay Branch of the Royal Asiatic Society of Bombay Library
was kept up-to-date in this way.
Advantages
a) The catalogue can be brought out in multiple copies in desired numbers and can
be priced and sold.
b) Library users can refer to the catalogue, at their leisure at their home or work
place and need not come to the library just to find out whether the library
possesses a particular book of their choice.
c) It is easier to consult a book catalogue as there are many entries on one page.
d) It does not occupy much space and is easy to handle.
e) The catalogue can be issued subject-wise thereby catering to the needs of
different subject groups of users.
Limitations
a) It is costly to bring out printed catalogue.
b) It takes more time to prepare the press copy.
c) It becomes outdated by the time it is out of press. Preparing a print ready copy
for the press takes a considerable amount of time and effort, and the items
acquired for the library during this period cannot be included, resulting in
numerous supplements. Consulting all these supplements is tedious and time-
consuming.
d) At a given point of time, the catalogue cannot indicate the complete collection.
e) It is not flexible. Insertion of entries for new books or deletion of entries for lost
books is not possible.
f) It is necessary to have qualified staff with the knowledge of cataloguing and
printing process.
In spite of the above-mentioned limitations, the printed book form of the library
catalogue is attractive due to the many advantages associated with its use. The
computerised printouts of a library catalogue are a near substitute of a printed book
catalogue.
iii) Sheaf or Loose-Leaf Form
Sheaf form of library catalogue is also referred to as loose-leaf form. A sheaf form of
catalogue is one in which slips of paper are put into a loose-leaf binder and bound by
some mechanical device into a volume. This is a loose-leaf binder format, which
provides the convenience of handling a book. In the sheaf form, each entry is made
on a separate slip. But, there may also be more than one entry on each slip or page.
The entries are either handwritten or typed. New slips can be inserted in appropriate
places without disturbing the existing order of arrangement of entries. It is also
possible to remove entries for specific documents in case such documents are
withdrawn from the library stock. Roughly, each volume of a sheaf catalogue may
contain about 500 to 600 leaves. The volumes so constituted may be displayed on.
special shelves with appropriate labels on their spines, indicating the order (either
alphabetical or classified) of arrangement. At one time this form of catalogue became
somewhat popular in countries like England and other European countries.
Advantages
a) It is adjustable and portable which makes it easy to consult from any part of the
library,
b) Its flexible nature renders it convenient to insert or delete entries as and when
required.
c) It can be kept updated without much difficulty.
d) It is more compact and occupies less space:
Disadvantages
a) Generally one slip is used to record the particulars of one document only. This
leads to wastage of space on slips, which are larger in size. 37
History, Purpose and Types of
Library Catalogues
38
b) If details pertaining to more than one document are entered on a single slip, it
becomes necessary to rewrite the entire page. This situation results in loss of
time and labour on the part of the library staff.
c) Libraries using sheaf catalogue cannot participate in any cooperative cataloguing
scheme or use facilities such as distribution of unit cards to minimise their
cataloguing work.
d) The catalogue has to he consulted in the library premises only. It is not possible
to bring out multiple copies of this catalogue.
e) Loss of slips due to mishandling by readers.
iv) Card Form
Library catalogue in the card form is by far the most popular physical form. It is
widely prevalent in libraries throughout the world including India.
In this form the bibliographical elements of every document are recorded on a single
card. This method of representing every document on a single card is known as the
unit card principle. These cards stand in card-trays or cabinets with a punched hole of
about half a centimeter from the bottom for inserting a locking rod. This locking
system keeps the cards from falling out and also prevents unauthorised persons from
removing any card from the tray. Because of its wide usage all over the world, many
aspects pertaining to the card catalogue are standardised. For example, 12.5 x 7.6 cm.
is the universally adopted size for a catalogue card. Similarly, the sizes of cabinets,
trays for a card catalogue are all of uniform standard. Consequently, most of these
items of furniture could be obtained readily from commercial vendors.
Advantages
Some of salient features, which made the card catalogue quite popular are:
a) It is flexible in keeping it constantly updated.
b) The users and the library staff can handle it with ease.
c) The cards are single, self-contained units. This feature permits additional
approach points and cross references in the catalogue.
d) The libraries using the card catalogue can participate in central and cooperative
cataloguing scheme. This reduces the burden of the staff.
In fact, the unit card principle is one of the most beneficial outcomes of the card
catalogue. This principle paved the way for centralised cataloguing of documents at
central place. The printed unit cards can be multiplied and distributed to other
libraries at a fairly low price. The Library of Congress, USA, was the pioneer in
starting this card service and many libraries in the United States and other countries
use this service. The well-known commercial bibliographic publisher, H.W. Wilson
and Co. also provides printed catalogue card service to libraries, for selected items.
Cooperation in compiling bibliographic records is another extension of centralised
cataloguing. Libraries participating in cooperative cataloguing provide catalogue
entries to the Library of Congress of those documents that are not available at the
Library of Congress. The Library of Congress gets them printed for distribution, as
part of its catalogue card service.
The British National Bibliography (now incorporated with the British Library) from
its very inception in 1950, assumed responsibility as a national cataloguing agency.
Besides its printed weekly and monthly editions and other cumulations, a printed card
service is also made available on subscription to individual libraries.
Cataloguing-in-Publication (CIP)
Centralised cataloguing led to the logical step of publishing bibliographic entries of
documents in the publication itself, on the reverse side of the title page. Ranganathan
called it `prenatal cataloguing. This facility enables libraries to use the
bibliographical data available on the book for the preparation of their catalogues. The
Library of Congress was the pioneer in this enterprise. The British National
Bibliography has also been participating in the CIP Programme from January 1977.
Such facilities are yet to develop in countries like India.
Disadvantages
Though the card form of library catalogue is universally accepted, it also suffers from
some disadvantages. They are:
 Library Form of Library
a) The card catalogue occupies large space in libraries. The problem of space is Catalogues
very acute in large libraries located in metropolitan cities. Libraries with a
massive collection running into lakhs of documents with an annual addition of
10,000 volumes would need enormous space for its card catalogue. The cost of
space is prohibitive in metropolitan cities and this has been a deterrent against
continuing with the card catalogue in such libraries.
b) The growth and complexity associated with the card catalogue call for greater
maintenance cost.
c) Due to inherent defects associated with the structure of a card catalogue, it is
possible for a single person to monopolize a considerable number of trays at a
time, precluding its use simultaneously by other users.
d) It is not portable and hence the user has to go to the library for consulting it.
This naturally leads to wastage of time, particularly if the library does not
possess the documents of his interest.
Self Check Exercises
1) Enumerate the physical forms of a library catalogue.
2) State two reasons for a card catalogue to be popular than printed book
forms.
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
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3.2.2 Non-Conventional/Modern Forms
In many western countries, modern and sophisticated forms of library catalogue are
slowly replacing the card catalogue. Some of these forms are:
Visible index form
Microform catalogue
Machine-readable catalogue
1) Visible Index Form
This form of catalogue is extensively used in libraries attached to business and
industrial houses. In Indian libraries, however, its use is limited.
Visible index catalogue consists of strips mounted on a frame or cards held flat,
hinged and with edge of each card protruding so as to make the heading visible. The
cards are usually of the size 12.5 x 20 cm.; the card is inserted into a hinged kraft
pocket, exposing the top portion. These pockets are held in a specially prepared steel
cabinet. Such steel cabinets are available in India under the trade name Kardex.
Generally, Kardex is used in Indian libraries for maintaining records pertaining to
current periodicals.
There are variations of this type of commercially available equipment and are known
by different trade names such as Chaindex and Stripdex. Except Kardex, which is
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History, Purpose and Types of
Library Catalogues
40
popular, the other two types are used in a few Indian libraries.
Kardex is not usually recommended for library catalogues but useful for current
periodical catalogues.
2) Microform Catalogue
In microform catalogue, entries are greatly reduced and printed upon a film or fiche.
The microform cannot be read by naked eyes. A suitable microform reader,
magnifies the reduced images on the film or fiche and projects them on to a screen is
necessary for consulting a microform catalogue.
As mentioned earlier, microform catalogue may either be in the form of a microfilm
or in the form of microfiche. Microfilm can be on a single reel, but generally it is
housed (rolled) in a cassette containing two reels so that the film can be wound
forwards or backwards within the container at the time of consultation. Microfilm
readers usually allow the rotation of images through 90 degrees.
On the other 'hand, microfiche is a transparent card type format. A reduction of
nearly 42 x 42 indicates that the width and height of the microimage is 1/40 of that of
the original. Microimage area is correspondingly 1/1600 of that of the original would
give 200 frames per card. Microfiche has the advantage of direct access to a
particular frame whereas microfilm requires a serial number through the film to
locate a required entry, and serial search is a time consuming process compared to the
direct access method afforded by microfiche.
Microform catalogues are the output forms computerised cataloguing systems. These
forms have been used extensively in the production of Iibrary catalogues since the
early 1970s.
Some of the advantages of microform catalogues are:
Microform catalogues are compact and occupy less space in libraries. The space
requirements of microform catalogues arise mainly because of space for microfilm or
microfiche readers.
They are portable and accessible to users depending upon the number of copies of
catalogues and machines available. Multiple copies of these catalogues can be
prepared easily and inexpensively. These catalogues are very easy to use and
maintain.
The main disadvantage of microform catalogues is that they cannot be used without
microform readers. They also require special care and protection. They are, in fact,
useful only in very large libraries where massive data has to be stored and retrieved.
They may not be that much useful in a medium or small library.
3) Machine Readable Catalogue
The past ten years have witnessed a great change in cataloguing practice with the
increasing use of computers and network communications. Cataloguing standards
have been rationalised to suit the changing cataloguing practices, which have been
universally acknowledged and adopted. New physical forms of library catalogues
have made their debut. The machine-readable catalogue is the most significant of
these new forms of catalogue.
In a machine-readable catalogue entries are rendered in a format which permits input
and storage on magnetic tape or magnetic disc for manipulation in a computer.
MARC format, UNIMARC, Common Communication Format (CCF) are standard
formats. Access to the catalogue entries may be `off-line' or `on-line'. `Off-line'
means that the computer can be used only at certain times. At the available computer
time, search must be made for a collection or batch of enquiries. On=line systems,
however, are linked directly to the computers which can be used immediately or at
any time for processing enquiries and searching.
There are three major computer produced physical forms of library catalogues which
are relevant to off-line access. These are:
Printed form: Entries are printed in a conventional book format and are available
in multiple copies.
 Library Form of Library
Card form: Each entry is transferred to one or more cards of standard catalogue Catalogues
card and are filed just as in a conventional card catalogue.
Microform entries are transferred to microfilm or microfiche and are used with
appropriate microform readers.
In these forms, they are no more than the conventional catalogue forms, the only
difference being their mode of production.
In an on-line catalogue, the entries are held in computer files and can be projected on
the screen or printouts obtained.
The computer configuration needed for machine-readable catalogue is:
A computer with keyboard and display units.
Secondary storage facility.
Terminals wherever necessary.
Experiments with the use of computers for library operations such as cataloguing had
their origin in the United States of America. It was in the year 1966 that a project
named Machine-Readable Cataloguing (MARC in short) was launched with the
active cooperation of the Library of Congress. This project was completed in 1967.
The greatest contribution of MARC project to library services was the designing of
bibliographic record format. The MARC record format was designed by the Library
of Congress and the British Library also adopted it. The aim was to construct
bibliographic records in machine-readable form and to facilitate re-formatting for a
wide variety of purposes, one of which was production of records for the creation of
library catalogues. These national efforts made it possible to download from the
databases on magnetic tapes supplied by the Library of Congress or the British
Library, to obtain the records for the stock of a specific library. Thus, a number of
computer readable catalogues proliferated in USA, UK and other European countries.
MARC II conforms to the Anglo-American Cataloguing Rules, `Second Edition
(AACR-2) and International Standards Organisation standard ISO 2709'.
Advantages
The machine-readable catalogue performs, all the functions of a library catalogue
with greater efficiency and speed than any other form. We shall spell out these
advantages: A computer readable catalogue.
can be kept updated with speed and efficiency.
can search for any bibliographical element, such as author, subject, publisher,
price.
is user friendly.
can easily be multiplied.
Using a computer, one can store and sort catalogue entries automatically. The
resultant computer output can be utilised in a number of ways. For example, the
computer `printout' itself can be used as `master' and reproduced by offset printing
process to obtain any number of copies. Alternatively, the output on magnetic tape
may be used as the catalogue to access entries directly and one can search and know
from it the availability of any document in a library.
Disadvantages
The only disadvantage of computerised catalogues, particularly, in India, is the acute
shortage of manpower to design and operate machine-readable catalogues. Users
should be tuned to the computerised systems to exploit fully the capability of a
machine-readable catalogue.
As a result of rapid development in computer and communication technologies, a
number of libraries in the world are switching over to computer readable catalogues
and in the process, several on-line catalogue networks have developed and are
available for public access in libraries. In India, experiments to use computers for the
production and use of library catalogues are going on, sooner or later computer
readable catalogues will be a common feature of library services in India.
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History, Purpose and Types of
Library Catalogues
42
Self Check Exercises
3) Discuss the advantages of microform catalogue.
4) Discuss the advantages of computerized catalogue.
Note: 1) Write your answers in the space given below.
2) Check your answer with the answers given at the end of this Unit.
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3.3 FEATURES FOR THE BEST PHYSICAL FORM OF
LIBRARY CATALOGUE
Despite the widespread use of the computer for cataloguing, a great many catalogues
in the conventional format, such as card form, will continue to exist, at least in
countries like India, for many years to come. Whatever physical form a catalogue
may have, it should have the following features
It must be easy to use.
It must be easy to keep up-to-date.
It should enable browsing on scanning over a number of entries at a time.
Multiple copies must be easily produced.
It must occupy as little space as possible.
It should provide multiple access points.
It may be relevant to compare and contrast the various physical forms of library
catalogues to identify their best features. A comparative study of different physical
forms of library catalogues by Hunter and Bakewell (1983) is reproduced below.
 Library Form of Library
Catalogues

Self Check Exercise

5) List the best features of the physical forms of library catalogue.
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this unit.
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3.4 SUMMARY
In this Unit, the different types of physical forms of library catalogues' have been
enumerated and described. These include conventional forms like Bound register, Printed
book form, Sheaf or loose leaf form and Card form, Modem forms like visible index,
microform and machine-readable forms. The advantages and limitations associated with
each of these different forms are explained.
With the advent of computers, the entire cataloguing process as well as the physical
production of catalogues have undergone many changes, making library catalogue a
versatile tool in a library. Modern machine-readable catalogues perform the functions
of a library catalogue with more efficiency and speed. Whatever physical form a
library catalogue may take, it should have the following essential features Ease of
use, updating capability, browsing facility, easy production of multiple copies,
occupies less space. A comparative statement of the different features of the physical
forms of library catalogue is also given.

3.5 ANSWERS TO SELF CHECK EXERCISES'

1) The physical forms of library catalogues are:
Bound register or ledger form
Printed book form
Sheaf or loose-leaf form
Card form
43
Visible index form
History, Purpose and Types of
Library Catalogues
44
Microform and
Machine-readable form
2) The two reasons why a card catalogue is more popular than a printed book
form are:
i) the card catalogue can always be kept updated which is the most
essential requirement of a catalogue.
ii) Addition to the catalogue does, not disturb or dislocate the existing
arrangement of entries.
3) The advantages of a microform catalogue are:
Microform catalogues are compact and occupy less space in libraries. They
are portable and immediate access to the catalogue is possible. Multiple
copies of these catalogues can be prepared easily and inexpensively. These
catalogues are very easy to use and maintain.
4) The advantages of computerised catalogues are as follows :
Using a computer, the entries can not only be stored and sorted out
automatically, but also the resultant computer output can be utilised in a
number of ways. For instance, the computer printout itself can be used as a
master copy that can be reproduced by offset printing process. Alternatively
the output on magnetic tape may be processed into a microform. Eventually,
the computer itself may be used as the catalogue to access the entries
directly. It can search any document in a library.
5) The best features of the physical form of library catalogue are
i) ease of use, ii) easy to update, iii) permit browsing, iv) easy production of
multiple copies, v) occupy very little space, and vi) serve as a good guide
providing multiple access points.
3.6 KEY WORDS
Bibliographic Record Format: The layout of presentation of bibliographical data of
a document in a machine-readable form or in
machine printout.
Cooperative Cataloguing: The sharing by a number of libraries the cost and
labour of cataloguing to avoid the duplication of
effort common to each.
Centralised Cataloguing: The cataloguing of documents by a central agency or
library and the distribution therefrom of printed
entries on catalogue cards, or in machine-readable
form, e.g. library of Congress printed card service.
Database: Information stored on computer files and accessible
via a remote terminal and telecommunication link.
Downloading: To capture data online from a remote host computer
and transfer it to the store of an in-house stand-alone
system, e.g. a microcomputer, for processing.
Master: The plate or stencil for duplication or for off-set
printing, from which multiple copies are made.
Microform: A generic term indicating any form of document in a
reduced form whether on flat or on roll film or on
microfiche:
Unit Card: A basic catalogue card, in the form of main entry a
duplicate of which may be used as unit wherever an
added entry for the particular book is required in any
catalogue.
3.7 REFERENCES AND FURTHER READING
Krishan Kumar (1993). Cataloguing. New Delhi: Har-Anand Publication: Hunter,
Eric J. (1987). Computerised Cataloguing. London: Clive Bingley:
Hunter, Eric J. and K.G.B. Bakewell (1983). Cataloguing. London: Clive Bingley.
Rowley, Jennifer E. (1986). Computers for Libraries. London: Clive Bingley.
Rowley, Jennifer E. (1987), Organising Knowledge. London: Gower.