I. Concept, Definition, and Purpose of the Library Catalogue
Definition and Origin
The term "Catalogue" is derived from the Greek phrase "KATALOGOS," where 'KATA' means 'according to' or 'by,' and 'LOGOS' means 'word,' 'order,' or 'reason'. Thus, a catalogue is a work whose contents are arranged in a systematic or reasonable way according to a set plan.
A library catalogue is defined as:
- A list of reading material (books, maps, stamps, sound recordings, etc.) available in a library or collection, arranged according to some definite plan or order.
- A record and a finding list, which identifies, traces, and locates a book in a library.
- A communication.
- An explanatory logical arranged inventory and key to the books and their content, differing from a bibliography by being confined to the books in a particular library.
- A record of the holdings of a library.
Purpose and Functions
The primary functions and purposes of the library catalogue are to provide multiple access points to the collection, facilitate subject retrieval, and serve as an inventory:
- Finding/Location Tool: The most basic purpose is to enable a person to find a book if the author or organization, the title, the subject, or the category is known. It tells you where the items are and how to get them.
- Inventory/Holdings Record: To show what the library has by a given author or organization, on a given subject, or in a given kind of literature or form of material. It acts as an inventory for the stock of documents.
- Assisting Choice: To assist the user in the choice of a book regarding its edition, content, or physical form.
- Collocation: To arrange author entries so that all works of an author are found together (in a dictionary catalogue), and to arrange subject entries so that like topics follow together and related topics are correlated.
- Subject Access: To provide access to the intellectual content of the document by providing subject description.
- Mechanization: To list the call number (Class no + Author mark) by which books may be located or obtained.
- Guidance: To employ cross references (e.g., 'see' and 'see also') to guide a reader from one entry or topic to another.
- Book Selection: To work as a book selection tool for other comparatively new or small libraries.
II. Structure and Types of Catalogue (Inner Forms)
The order, or mode of arrangement of entries, determines the inner form of the catalogue.
The sources primarily identify the following inner forms or types:
1. Dictionary Catalogue
This catalogue arrangement interfiles all entries (author, title, subject, series, etc.) in a single alphabetical sequence, resembling a dictionary.
- Main Entry: The main entry in a Dictionary Catalogue is prepared under the author.
- Entries Included: It is a compilation of all the main entries, added entries, subject entries, and reference cards. In the CCC framework, it is defined as "a catalogue which all the entries are word entries".
- Arrangement Example: Headings like Anatomy (Subject), Arivumathi (Author), and Asian Tour (Title) are arranged in one alphabetical sequence.
- Advantages: It is very easy to consult, requires no knowledge of a classification scheme to use, and is useful for specific information and ready reference.
- Limitations: It cannot bring related topics together, and references/cross references may confuse readers, creating complexity as the catalogue grows.
2. Classified Catalogue (Systematic Catalogue)
A Classified Catalogue is a subject catalogue in which the entries are arranged by some recognized system of classification symbol (notation), following the classification scheme adopted in the library.
- Main Entry: The main entry is given under the class to which the book belongs (i.e., according to the Call Number or Class Number notation).
- Components (Ranganathan's CCC): It consists of two parts: the Classified Part (containing Main Entry and Cross Reference Entries, arranged by number) and the Alphabetical Part (containing index entries like Class Index, Book Index, and Cross Reference Index Entries, arranged by word).
- Advantages: Main entries are arranged systematically and logically. The subjects are arranged one after another, placing allied and related subjects in close proximity. It is very helpful for a subject approach.
- Limitations: Readers may have a psychological aversion due to its complicated character. It may take more time to find an entry in a large library.
3. Other Catalogue Types
- Author Catalogue: A formal catalogue sorted alphabetically according to the authors' or editors' names.
- Title Catalogue: A formal catalogue sorted alphabetically according to the title of the entries.
- Subject Catalogue: A catalogue where headings designate the subject matter and the entries are arranged systematically for identification and retrieval.
- Alphabetical-Classified Catalogue: A catalogue combining elements of alphabetical and classified arrangements.
- Shelf List Catalogue: A formal catalogue with entries sorted in the same order as items are shelved (by call number). This serves as the primary inventory for the library.
III. Physical Forms of Catalogue
The physical forms represent the materials and the manner in which the catalogues are made available.
| Physical Form | Description | Key Features / Advantages | Disadvantages / Limitations |
|---|---|---|---|
| Book Catalogue (Printed Book/Page) | Entries are printed or written on pages bound in a volume. | Portable, gives more publicity. Easy to consult and fast search speed. Economical for small libraries. | Greatest drawback is up-to-dateness; latest additions find place only in supplements. Weeding out missing entries is impossible. Production is laborious and expensive. |
| Sheaf Catalogue (Loose-leaf form) | Entries are made on slips of paper inserted into a loose-leaf binder. | Combines advantages of book form (portability) and card catalogue (up-to-dateness, flexibility). Economical to produce. Insertion and removal of entries is possible. | Slips are flimsy; pages get folded easily. Filing and fixing is time-consuming and tedious. Difficult to multiply copies. |
| Card Catalogue | Entries are recorded on stiff paper cards (universally standardized size of 12.5 x 7.5 cm) arranged in trays/cabinets. | Flexible (expansion and withdrawal are easy), allowing constant updating. Permits additional approach points and cross-references. Allows participation in central/cooperative cataloguing (unit card principle). Cards are hard and durable. | Occupies large space in libraries. Growth and complexity lead to high maintenance cost. Not portable. Search speed is slower compared to book form. |
| Computerized/Online Catalogue (OPAC) | The catalogue is managed by computers, accessible via a digital interface. | Highly dynamic and flexible. Searching is very fast and accurate. Allows non-linear retrieval. Permits access by individual authors, titles, subject headings, etc.. Accessible via a local network (Intranet) or the Internet, extending service globally. | Can be expensive to establish and maintain. |
Online Public Access Catalogue (OPAC)
OPACs offer computerized Catalogue Search Services. They allow users to search the library database to know the status of books. The search can be conducted on elements such as Author Catalogue, Title Catalogue, and Subject Catalogue. OPACs, especially web-based ones, allow users to hyperlink to a list of similar items displayed by LCSH once one item of interest is located.
IV. Filing of Entries
Filing refers to the arrangement of catalogue entries according to a planned system. The essence of a library catalogue is the arrangement of entries.
Need for Filing Rules
A good filing system is necessary to save the time of the people who use it, bring together related entries, expose items the user may not know, and facilitate the manipulation and handling of the catalogue. An entry misfiled is an entry lost.
Arrangement in Different Catalogue Types
1. Filing in Dictionary Catalogue (Alphabetical Arrangement):
- Filing of word entries is known as Alphabetization.
- Entries are filed in a single alphabetical sequence (e.g., Anatomy, Arivumathi, Asian Tour).
- Rules generally avoid deviation from strictly alphabetical order.
- Rules like the ALA Filing Rules govern this arrangement.
2. Filing in Classified Catalogue (Classified Arrangement):
- The arrangement follows the Call Number or Class Number notation.
- Filing of numerical and/or symbol entries is known as classified arrangement.
- The entries in the classified part are arranged according to the call number, which provides the systematic, filiatory sequence of subjects.
- Ranganathan's Classified Catalogue Code (CCC) assigns values for the digits (numerals, letters, punctuation marks, and symbols) used as notation to guide filing in the classified part.
- The Shelf list is an example of a catalogue filed exclusively in classified order.
Digital Filing and Classification
Computerized catalogues (OPACs) rely on digital filing systems. One issue is that rigid alphabetical rules, like those in traditional systems, may file entries unhelpfully (e.g., ignoring articles like "A," "An," "The," leading to "BC of Atomic Physics" instead of "ABC..."). The first code to deal specifically with computer filing was published in 1966 by Theodore C. Hines and Jessica L. Harris. Automated systems, such as BLAISE, utilize rules prepared based on principles developed by the International Organisation for Standardization (ISO).