The Library and the Museum - Case Study Example

? Library and museum studies:   Case Study and Executive summary In order for a library to beeffective, the information in the library must be organized well. This paper shows how a proper organisation in a library, particularly through implementation of a catalogue system, can be used to increase the effectiveness of conducting a research in a library, in such a manner that it is easy for its users to search and access the information needed. The paper will demonstrate how skills of information organisations, including access to data base, descriptive cataloguing, physical arrangement on the shelves and subject heading, and retrieval can be applied in a medical library. The demonstration will be likened to a real life situation so that someone who lacks any knowledge about the library can understand. Outline: An Introduction A step-by-step plan A Conclusion Recommendations A Reference List of sources consulted. Bibliography: Introduction Any library, big or small, will be effective and serve its purpose, not only by having a collection of information sources, but also by making it easily accessible to its users. In order for a library to be effective, the information in the library must be organized in such a manner that it is easy for its users to search and access the information needed. This is a job of a professional information manager. There are certain national and international standards that need to be followed when organizing information, which will make the whole system effective and efficient. There is also a number of ways that can be used to manage and organize information - it is necessary to choose the ones that best suit the need of a particular library based on its collection. This report is a step by step plan to organize information in an organization. The plan has been designed bearing in mind the specific requirements of the organization, such as nature and size of the collection. This report addresses various issues such as sorting, cataloguing and physical arrangement of the collection. Numerous steps appropriate to the scenario will be proposed, and at the end, the recommendations will be made to choose the most appropriate ones. The information organization plan proposed in this report is based on the following philosophy from Jennifer Rowley: To make a collection accessible for research, the [information manager] must gather and analyse information about the collection, physically organise and arrange the materials into a useful order, and create appropriate finding aids so that the user might identify and locate relevant materials The paper will demonstrate how skills of information organisations, including, access to data base, descriptive cataloguing, physical arrangement on the shelves and subject heading, and retrieval can be applied in a medical library (Library of Congress 1988). The demonstration will be likened to a real life situation so that someone who lacks any knowledge about library can understand it. In particular, various standards, which include classification, subject access, and descriptive cataloguing will be used to discuss the appropriateness in the given situation. Problem statement Even though the library is a small collection, it is a collection of assorted publications. It consists of numerous items, which are put together with no organization what so ever. This has not only made it very difficult to find what is required, but also to recognise the collection. There are no catalogues or any form of cataloguing system, and the items are grouped in a random manner. The items are grouped on the shelves in vague categories, and there is an incomplete spreadsheet, which someone had tried to start as a catalogue/database. Hence, the collections need to be organised in an efficient manner so that it can be easily used by the users of the library. The organisation will also help the users identify not only what is where, but also what ought to be where. Given the array of items, a sort of a cataloguing system needs to be put in place. Collection The collection consists of different items organised in a random manner. It consists of annual reports and research reports of the organization along with promotional materials that are all mixed together. It also includes books (textbooks and reference books) mainly on occupational health and safety, customer service and computing, but also includes books from other subjects. The other items in the collection are newsletters, handbooks, pamphlets, information sheets and few random journals. Some videos and DVDs are included in the collection, as well. Requirements First, the task to be accomplished here is to gather all information about the collection, which include bibliographic data (author, subject, title, date, language, etc) of books, journals, videos, etc, and kinds of promotional materials, research report topics, dates of annual reports, and any other information about the collection that will be vital for understanding the nature of the collection and how to organizing it. Next step would be putting up of a catalogue of items and then physically arrange them accordingly (Wynar 1985). Step by Step Plan The following are the various steps that need to be implemented in order to organize the collection: Step 1: Sorting of the collection First step that needs to be taken is to sort the collection into different categories based on the nature of items. There is no easy way of doing this. The only way to do it is to sort it manually into different categories. The different categories that the collection needs to be sorted into are: Books Journals Annual Reports Research Reports Promotional Material Videos/DVDs Newsletters Handbooks/pamphlets/information sheets Organizing of the above is a tasking experience, especially because it consists of an array of collection, which was originally much disorganised. To enhance the arrangements of these collections, it will be very critical to ensure that the physical set ups; including library lacks, cabinets and library towers, are put in place so that similar collection can be put in common places in an organised manner. Also, it is advisable to ensure that library units are in order and are adequate to accommodate all the items listed above. To facilitate easy cleaning, the library units should be fitted with shelf liners. Organisation of the items is the next step is very critical here. For example, annual reports, research reports and promotional materials and so on should be sorted out. Similar items should be put together. The Videos/DVD should be handled carefully to ensure that none of them is placed in the wrong casing (Chan, 1986). Once all the items are cleaned and sorted out, the next step is storage units. Step 2: Catalogue of the items Cataloguing is the process of systematically recoding the details of the items in a library or collection. The details that are recorded during cataloguing are author, title, date, publisher, headings, physical description, and edition and so on. This is based on the different standards, which will be adopted. The library catalogues stores information for all the items of a particular library. Each item is described by some information, which is referred to as catalogue record or bibliographic record. The procedures that librarians follow when creating bibliographic record are referred to as cataloguing process. To undertake catalogue tasks, the librarian is required to record the details of the items that are published in an organised manner. For example, the librarian can use details such as the publisher, title, date, author, subject headings, physical description, call number, and edition among others. The cataloguing process is governed by a set of rules for transcribing and cataloguing information regarding the library items. Some of these standards are published in the “Anglo-American cataloguing rules (AACR2)” (Utah State Library 2012, par 1). AACR2 AACR2 is the second edition of Anglo American catalogue rules. These rules are designed so that they are used to develop lists and catalogues in libraries of all sizes. Included in the rules are access point’s provision and descriptions of all the materials found in the library, which are being collected at the present. AACR has principles, which include preparation of catalogues from what is in hand and not looking for information from other external sources. The other principle is the chief source of information. This concept is usually preferred where conflicts arise, and it is very ideal in addressing the problems faced in this case being studied here (Buhler, 2011). Under these standards, there are minor amendments and broader revisions, which are underway, aimed at ensuring that the rules are more coherent and consistent. This is informed by the functional requirements of bibliographic records. This is the third edition of the Anglo American cataloguing rules that are titled 'resource description and access'. A catalogue is made as shown in the diagram below. RDA RDA is the short form of Resource Description and Access. This is the new standard for metadata content that is used in support of identification, discovery and employment of resources used in information. This standard has been designed for an environment that is digital and is aimed at multinational use. It targets all the end users who are in dire need of identifying, finding, obtaining, selecting or using information. Also, among those who are targeted include those who want to organize and manage resources of information in a professional manner. RDA only deals with content that is metadata; therefore, it is independent of any communication format or precise technical storage. The main aim of advancing RDA to a help and support cataloguing system is to help end users who are advanced with the metadata content. RDA is trying to do away with much arcane terminologies and jargon mostly used in AACR, for example, Latin phrases that have been abbreviated like “s.n.” and “et al”. RDA content generally avoids abbreviations and has been written in plain English. With RDA format, terms with special meanings are clearly defined in the glossary. Online catalogue users, who are experts can benefit from these standards. For example, this is achieved through observing of the relationship between the description of the resource and content that have been transcribed in a specific manner. The direct impact on the design and functionality of online general catalogs based on AACR will be little. Generally, users will most probably not see a lot of difference, even though some tiny details may change. RDA has formulated an ontology that categorizes carrier types and information content. This has been achieved through collaborating with the trade publishing organization, ONIX. This is used to fine tune labels of AACR for formats of resources to make clear the difference between carrier formats and content - ‘Physical description’ metadata will reflect this. Of course, RDA would have a larger impact on catalogs that are based on metadata that has underdeveloped standards content. Through this, users would find a great improvement in the coherency and consistency of the content found in catalog records, hence improved effectiveness in looking for resources that are related (Dunshire 1998). Access points using Library of Congress Subject Headings –LCSH Headings of a subject are guided by library catalogue language, which facilitates research of the subject contents. The cataloguers should choose these headings for specific work. An average of 2 to 3 headings can be used for each work. The subdivisions of these subject headings are the most significant features, since they make it easy to understand the aspects of a particular topic, which cannot be revealed by the first heading. For instance, the Architecture of the 20th Century can be a subcategory of modern, Architecture and its cross reference or systemic structures are critical for extensive research on the topic. Here, the LCSH deeper terms are many and can really assist in forming a program of subtopics and a field of associated interest, which aids researching of the finer details, as well as the core areas. Step 3: physical arrangement on the shelves (LCS) Physical arrangement can be done through the Library of Congress System, which is used to group books according to the subject matter. It is comprised of whole numbers, decimal numbers and letters. It is described as follows: 1. Observe the letter(s) on the top row. Note that a single letter will appear before letter combination and should be read alphabetically. 2. When the letters have the same the numbers in the top line, they are put into consideration. They are read as whole numbers, and when putting them in shelves, numerical order is observed. 3. Change your attention to the second line if the first top lines are identical. Put them in the shelves with the single letter combination succeeding the single letters in alphabetical order. 4. If after the cuter symbol the initial letter or letters are matching, look for the number in the next position towards the right. File them in number order if they are different. 5. Shelf in numerical order if it is a copy or volume number. 6. At the beginning of the top of the line, you may have three or more letters on some call numbers. Organize by Genre. The first thing is to read the back cover of the book to come up with the best field the book fits. After you have sorted the books genre, group them together such that books of the same field are piled together. After piling, decide on the shelf to put each genre. This will ensure that all selected fields are assembled next to each other. Finally, label the shelf genre with bold font to make it easy for students to access the books in the field they are interested in without struggling so much. This will help he student economize time as the field are well indicated and properly placed. Organize by Dewey Decimal System First determine the Dewey Decimal number of each book which must be unique from others. The number will include the indentifying information like author, title, and genre of the book. You can either buy Dewey decimal classification systems in the OCLC, or search the book in the records of area library to determine the Dewey decimal system of the book. Use a tape and sticky tags to label the books with decimal numbers on both the front and back cover. Arrange the books by the decimal number from bottom going upwards and in numerical order. This will facilitate quick access of the books by the library users. Conclusion In order for a library to be effective, the information in the library must be organized. This paper has shown how a proper organisation in a library, particularly through implementation of a catalogue system, can be used to increase the effusiveness of conducting a research in a library in such a manner that it is easy for its users to search and access the information needed. Recommendation There are two standards that the library manager can choose, to be used when putting up of a catalogue system in this library, as described below: Option A: Anglo-American Cataloguing Rules The second edition of Anglo American cataloguing rules (AACR) is an international standard used in cataloguing all material types collected by libraries that are general. This cataloguing standard is used throughout Australia, the United Kingdom, USA, Canada and also the British library. It has been adopted partly or in full by 56 other countries in the world. Rules of cataloguing are not rigid; they must adjust or respond to the needs that are changing. Several issues that affect AACR implementation have been encountered recently, courtesy of the fast advancing speed of developments in technology – this has a strong impact on the patterns of publishing. The joint steering committee develops and maintains AACR. The British library is an active and full member of JSC. It is the responsibility of JSC to constantly revise the rules. If adopted, these rules will go a long way in ensuring an effective catalogue or any form of cataloguing system, and also ensure that the items are grouped in a systematic manner. Option B: RDA RDA, which is the acronym for Resource Description and Access, was published in 2010. It was developed to take the place of the revised second edition of the Anglo American Cataloguing Rules that were initially published in 1978. RDA is built on the foundations of ACCR2. However, RDA makes a higher standard in accessing and describing resources, since it was designed for today's digital world. The design of RDA makes it compatible with AACR2 legacy records. This standard has been designed for an environment that is digital and is aimed at multinational use. The way forward It is recommended that this library adopt option B rather than option A. This is because RDA is developed to integrate today modern digital word, and hence should be applied by libraries which are already advanced. It is the first time that catalogue system is being installed in this library, and perhaps the organisation is yet to invest in enough assets that support the modern digital functions and metadata. Furthermore, it will be cheaper to start with option A as it will require less expensive infrastructure. However, it is advisable that the library managers upgrades to RDA later, when enough infrastructures will be available. The following steps are also recommended to ensure efficient and effective use of the library: 1. Organize the library storage units. This is important because library will comprise of many collections such as DVDs, CDs, books, and magazines among others, allowing quick and easy access. The books and CDs can be arranged alphabetically by the author such that books of the same author are found on the same shelf. Use the title of the DVDs and arrange them alphabetically, and for the magazines, use the date starting with the most recent. 2. Put labels on the storage units. You can create designs or use straightforward labels. When labeling, only state where the alphabetical letter begins and this way you will economize on time when looking for something. 3. Stamping. This applies especially when many of your colleagues are coming for books and other collections. The stamp should contain your name. It is advisable that you stamp the initial page of books you own to avoid acceptance of a book, which is not yours and also to act as a reminder to the borrowers. . References Buhler, H 2011. AACR and RDA: one cataloguer’s reaction’s in Conversations with cataloguers in the 21st century, Libraries Unlimited, Santa Barbara. Chan, LM 1986, Library of Congress Subject Headings: Principles and Application, Libraries Unlimited, Littleton. Library of Congress 1988, Subject Headings, Sage, Washington, D.C. Wynar, BS 1985, Introduction to Cataloguing and Classification, 7th ed, Libraries Unlimited, Littleton, Co. Dunsire, G 1998, RDA and library systems, viewed on 18 June 2012, Utah State Library 2012, Cataloging Basics,viewed 18 June 2010, < http://library.utah.gov/programs/development/cataloging/basics.html> Bibliography Cutter, CA 1904, Rules for a Dictionary Catalog: Selections, Libraries Unlimited, Littleton. Jewett, C 1853, Smithsonian Catalogue System, Libraries Unlimited, Littleton. Virgil, LP 2003, Forging the Anglo-American Cataloging Alliance: Descriptive Cataloging, 1830-1908, Haworth Information Press, Binghamton, N.Y. Schweinsburg, J 1995, ‘Professional Awareness of the Ethics of Selection’ Journal of Information Ethics, vol. 4 no. 2, pp. 33-42. Wilson, P 1983, The Catalog as Access Mechanism: Background and Concepts, Libraries Unlimited, 1985, Littleton. Wynar, BS, 1985, Introduction to Cataloguing and Classification, 7th ed, Libraries Unlimited, Inc, Littleton, Co. Read More