CATALOGUING

Muhammad Naushad Ghazanfar

Deputy Librarian,
Institute of Pure and Applied Biology,
Bahauddin Zakariya University, Multan
60800
 MATERIALS HAVE TO BE
ORGANIZED SO THAT PEOPLE
CAN FIND THEM

2
 A CATALOG IS
• A list of library materials contained in a
collection, a library, or a group of libraries,
arranged according to some definite plan.
– The catalog forms the basis for access to the
library’s collection

3
 Why do we need catalogs?
• For retrieval
– Most collections are too large for someone to
remember every item in the collection
• For inventory
– Catalogs serve as a record of what is owned and as
a reminder of what has been acquired, lost,
replaced, etc.

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 Cataloguing

 Cataloguing refers to the activities connected with the bibliographic

description of library materials and the assigning of access points (also
called headings) to those descriptions.
 purpose to create a library catalogue.
 functions as an index to the items in the library’s collection (books,
magazines, cassettes and other materials).
It enables patrons and staff to quickly determine:
1. if the wanted item is owned by the library, and if so, where in the
collection the item will be found
2. which works by an author or on a particular subject are in the collection
Cataloguing : Two Types

 Descriptive Cataloguing: Describing the items and

allocating the access points to it that have nothing to
do with subjective matter. It comprises of
Description
Access Points
 Subjective Cataloguing: It comprises of
Classification
Subject Headings
 Catalog Record

A catalog record is a surrogate (substitute) for the item itself.

Description (Identification)
• Identify a specific item
Is this the work I’m looking for?
• Evaluate an item
Will this item meet my information need?
Is this the same work as that?
Access

Access (Location and Collocation)

Locate a specific item Do you have _____?
• Gather the works of an author
What do you have by _____?
• Gather works on a subject
What do you have on _____?
• Gather all editions of a work
Rules for descriptive cataloging come from
AACR2R
 AACR2R tells us such things as:
 Where to take the title from
 What to do if there is no publisher

 How to count pages

 How to make consistent headings for things such as

names and places
• bibliographic information is recorded into a
bibliographic record.
– This bibliographic record forms the basis of the
catalog.
• The catalog could be a card catalog or an online catalog
 A Catalog Card
H Gates, Bill, 1956-
7572 The road ahead / Bill Gates, with Nathan Myhrvold
.U6 and Peter Rinearson. -- New York : Viking, 1995.
G38
1995 xiv, 286 p. : ill. ; 24 cm. + 1 computer laser optical
disc (4 3/4 in.).

Includes index.
System requirements for accompanying computer disc:
Microsoft Windows.
ISBN 0670772895 : $29.95

1. Computer industry -- United States. 2.

Telecommunications -- United States. 3. Computer networks
-- United States. 4. Information technology -- United
States 5. Information superhighway -- United States. I.
Rinearson, Peter, 1954- II. Myhrvold, Nathan. III.
Title.

95-43803
 A MARC Record

008 960221s1995 nyuam 001 0 eng

010 $a 95043803
020 $a 0670772895 : $c $29.95
040 $a DLC $c DLC $d DLC
043 $a n-us---
050 00 $a HE7572.U6 $b G38 1995
082 00 $a 004.6/7 $2 20
100 1 $a Gates, Bill, $d 1956-
245 14 $a The road ahead / $c Bill Gates, with Nathan Myhrvold and Peter Rinearson.
260 $a New York : $b Viking, $c 1995.
300 $a xiv, 286 p. : $b ill. ; $c 24 cm. + $e 1 computer laser optical disc (4 3/4
in.)
500 $a Includes index.
538 $a System requirements for accompanying computer disc: Microsoft Windows.
650 0 $a Computer industry $z United States.
650 0 $a Telecommunication $z United States.
650 0 $a Computer networks $z United States.
650 0 $a Information technology $z United States.
650 1 $a Information superhighway $z United States.
700 1 $a Rinearson, Peter, $d 1954-
700 1 $a Myhrvold, Nathan.
 History Of Catalouging

1841 Panizzi’s 91 rules

1852 Charles Coffin Jewett’s code
1853 Charles Coffin Jewett’s code (2nd ed.)
1867 Rules for cataloguing in congressional library
1876 C A Cutter’s rules for a printed dictionary catalogue
1883 ALA’s condensed rules for an author and title catalogue
1889 Cutter’s rules for a dictionary catalogue (2nd ed.)
1891 Cutter’s rules for a dictionary catalogue (3rd ed.)
1902 ALA’s condensed rules for an author and title catalogue
(Advanced ed.)
1904 Cutter’s rules for a dictionary catalogue (4th ed.)
1905 Library of Congress supplementary rules on cataloguing
PTO
1906 Library of Congress special rules on cataloguing
1908 ALA and BLA’s cat rules: author & title entries
1927 Vatican code
1931 Ranganathan’s classified catalogue code
1931 Pierson’s guide to the cataloguing of serials publications
1949 Rules for descriptive cataloguing in the LC
1961 Paris Principles
1967 AACR I (North American and British Text)
1968 MARC
1971 ISBD
1978 AACR II
Objectives of the catalogue as per C A Cutter

1. To enable a person to find a book of which either

A. the author)
B. the title) is known
C. the subject)
2. To show what the library has
D. by a given author
E. on a given subject
F. in a given kind of literature
3. To assist in the choice of a book
G. as to its edition (bibliographically)
H. as to its character (literary or topical)
Levels of Description

AACR2 defines 3 levels of description:

• Level I (minimal)
• Level II (full) – most catalog at this level
• Level III (detailed)
Libraries may choose to catalog some materials at full
level and others at minimal, based on staffing, expertise
(subject, language, format), cost, or any other criteria.
For most libraries, it is not economically feasible to
catalog everything at full level. Catalogers are constantly
balancing the need to meet the goals of Description and
Access with the cost of cataloging.
 Structure of AACR2

Part 1 – Description
Chapter 1 – General Rules for Description
Lays out general principles across formats.
Subsequent chapters devoted to specific physical formats,
elaborating on general rules and providing specific
examples of application.
Chapter 2 – Books, Pamphlets, and Printed Sheets
Chapter 3 – Cartographic Materials (Maps)
Chapter 4 – Manuscripts (not always used - archival rules
usually followed)
Chapter 5 – Music (Printed scores)
Chapter 6 – Sound Recordings
Chapter 7 – Motion Pictures and Video recordings
Chapter 8 – Graphic Materials (Filmstrips, Art, Photographs)
Chapter 9 – Electronic Resources (including CD-ROMS,
Internet resources)
Chapter 10 – Three Dimensional Artefacts and Realia
Chapter 11 – Microforms (LC does not follow)
Chapter 12 – Continuing Resources (including Serials and
Integrating Resources)
Chapter 13 – Analysis (LC does not do “In” analytics)
Part 2 – Headings, Uniform Titles, and References
Chapter 21 – Choice of Access Points
Rules for selecting main and added entries.
Subsequent chapters deal with the form of the headings
selected as access points.
Chapter 22 – Headings for Persons
Chapter 23 – Geographic Names
Chapter 24 – Headings for Corporate Bodies
Chapter 25 – Uniform Titles
Chapter 26 – References
Appendices
Elements of bibliographic
description
Title proper = Parallel title : Other title information
[GMD] / Statement of responsibility ; Other
statements of responsibility. – Edition area. – Special
area for serials, maps, music. – Publication area. –
Physical description. – (Series information). – Notes
area. – Standard number.
 Note the special punctuation (in red).

 This is the traditional layout for a catalog card

Areas of Description and ISBD Punctuation
The description is divided into the following areas:
Area 1 Title and statement of responsibility
Area 2 Edition
Area 3 Material (or Type of Publication) Specific Details
Area 4 Publication, distribution, etc.
Area 5 Physical description
Area 6 Series
Area 7 Notes
Area 8 Standard number and terms of availability
In the card format, each area is separated by a full stop,
space, dash, space, unless it begins a new paragraph.
Within each area, elements are introduced by special
punctuation

Title proper = Parallel title : other title information /

statement of responsibility ; other statements of
responsibility. — Edition statement. — Place of publication
: Publisher, date of publication.
Extent : other physical details ; size + accompanying
material. — (Series title ; series numbering)
Notes. Standard number.
Sources of Description: Chief Sources of Information
(for Area 1):
Type of Material Chief Type of Material Chief Source of
Source of Information Information
Books, pamphlets, Title page or title page substitute
printed texts
Serials Title page of first issue or title
page substitute, which may be
cover, caption, masthead, etc.
Electronic resources Resource itself, source with most
complete information (must have
Source of title note)
Sound recordings Item itself and permanent labels
Video recordings Title frames; integral container
and labels
Graphic materials Item itself and permanent labels
Kits Unifying element (usually
container)
Prescribed Sources of Information for (Books)
Area Prescribed Sources of
Information
Title and statement of Title page
responsibility
Edition Title page, other preliminaries,
colophon
Publication, Title page, other preliminaries,
distribution, etc. colophon

Physical description The whole publication

Series Series title page, monograph title

page, cover, rest of publication
Note Any source
Standard number Any source
When an element of description comes from outside the prescribed
sources, must enclose the element in [ ].
Bib Exchange Formats
 To facilitate the transfer of bibliographic data
between computer systems.
 To achieve economies by reducing the duplication
of effort implicit in different libraries acquiring
and cataloguing the same material
 To facilitate the international exchange of
bibliographic data in machine-readable form
between national bibliographic agencies
MARC (Machine-Readable Cataloging
Record)
Is a format standard for the storage and exchange of
bibliographic records and related information in
machine-readable form
Information that goes in the MARC record is
determined by various cataloging tools:
•AACR2R
•Library of Congress Subject Headings (LCSH)
•Dewey Decimal Classification System (DDC) and
Library of Congress Classification System (LCC)
• MARC was designed by a group of 16 people
in the middle 60’s.
• Designed by computer programmers, not
librarians!
• Was designed to print card sets, not to be used
as the basis for online catalogs
• Is not intuitive or user-friendly!
• Was not designed with AACR2R in mind
 Versions of MARC
• MARC 21 format for bibliographic data, 1999
ed. is the latest edition of the standard used in
the United States.
– Combines USMARC and CANMARC
– Is constantly being updated and revised to keep up
with changes in the cataloging world

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MARC
The record includes (not necessarily in this order):
1) a description of the item,
2) main entry and added entries,
3) subject headings, and
4) the classification or call number. (MARC records
often contain much additional information.)