This document discusses Dr. S.R. Ranganathan's five laws of library science and how they relate to different types of libraries and their functions. It provides details on: 1) The five laws of library science - books are for use, every reader his/her book, every book its reader, save the time of the reader, and the library is a growing organism. 2) How different types of libraries (academic, public, special) fulfill general library functions like education and information provision, as well as their specific roles like supporting research or serving community needs. 3) Key aspects of book selection, acquisition, and ordering to develop balanced collections according to user needs and selection policies.

1. VIVEKANANDA COLLEGE
LIBRARY
Course Material
C.L.I.Sc.
(Certificate Course in Library and
Information Science)
Prepared By
Dr.M.PRABAKARAN
Librarian
Vivekananda College
Tiruvedakam West, Madurai District-625234, Tamil Nadu

2. 1
LIBRARY AND FIVE LAWS OF LIBRARY SCIENCE
Introduction:
Each branch of knowledge is being developed by the addition of new ideas, when
these ideas grew beyond limits man began to correlate them and attempted to explore the
underlying principles which govern these ideas. Thus a few basic laws or principles came
to be enunciated in each branch of knowledge. As such the field of library science has no
exception. Dr. S.R. Ranganathan enunciated the five laws of library science in 1928 and
was published in 1931. The five laws of library science are as follows,
1. Books Are For Use
2. Every Reader His/Her Book
3. Every Book Its Reader
4. Save The Time Of The Reader
5. Library Is A Growing Organisms
1. Library and First Law:
The first law is “Book Are For Use “The object of the library is to maximize the
use of books. Mere voluminous collection of book is useless, if they are not utilized by
the people. To maximize the use of the books, the following steps are to be taken,
a. The look of the library building should invite and attract more readers. The
building should be functional and should be located in an easily and easily
access able part of the locality.
b. The fittings and furniture should meet the requirements adequately.
c. The staff should be qualified and efficient and they should have a strong
confidence on the philosophy of service to the users.
d. The library should not waste its money on costly books. Books should be
selected and procured according to the requirements of the users.
e. The books should be classified catalogued and arranged according to helpful
sequence.
f. The damaged books should be repaired immediately
g. The library must have sufficient light and ventilation to attract more readers.
In order to fulfill the first law, the library has to follow these principles.
2. Library and Second Law:
The Second Law is “Every Reader His / Her Book”. Here the emphasis is on
the reader. The basic requisites to satisfy the second law are as follows,
a. The books should be selected according to the taste of the reader
b. The books are procured according to the requirements and taste

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c. If the books are not available in the library then it has to procure on inter
library loan basis so that the right books will be connected with the right
reader
d. The third preferable thing is Open Access System. In the open access system,
the user will have better changes to select the right books.
e. The hidden content of the book should be brought to the knowledge of the user
by giving cross reference entries.
3. Library and Third Law:
The third law is “Every book its Reader”. This points out that books are meant for
the readers and not for filling the stock room. The books cannot reach the readers and
hence it is the duty of the librarian to connect the books with the readers. So the
emphasis of the third law is on the book.
a. The librarian should not select books in languages, subjects and levels for which
there are not going to be many users. For such books, the library may depend on
Inter-library loan.
b. The next thing is that books should be arranged in a classified sequence. Such a
Classified arrangement will attract more readers.
c. Arrangement of books in the show-cases will attract readers. Sometimes, the
catching words like “Books of the Hour” etc will also attract the readers to go
through these books.
d. Avoiding subject-analytical entries in the catalogue will find readers for a book.
e. Open Access is another favorite of the Third Law. Under this system the chances
are more for the books to find the readers.
4. Library and Fourth Law:
The fourth law is “Save the Time of the Reader”. We can say in other words “Save
the tempo of the reader”. The tempo for reading is often momentary. It should be
harnessed at the very moment. That is what implied by the Fourth Law. The following
stops may be taken to fulfill this law.
a. Classified arrangement of books in the stock-room saves the objectives time of the
reader. If the books are arranged according to the classified order, the reader need
not examine all the shelves to find his requirements.
b. The catalogue cards should also be arranged according to the classified order. Thus
the IV law calls for classified arrangement of the books in the stack room and of the
cards in the catalogue-cabinets.
c. To save the objective time of the reader, the subject analytical entries must be give
to the composite books.
d. Apart from the above, the library authorities should also provide personal help
to the readers. Such kind of personal help is known as reference Service. This
kind of personal help will enable the readers to find the documents without any
delay and there by it saves the time of the reader.
e. Open Access, alone can save the subject time to the reader. In the open access
system the reader himself can go through the rack to find the required material.
Unnecessary delay is avoided.

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5. Library and Fifth Law:
The fifth law is “A library is a growing organism”. The library grows in terms of
documents, readers and staff. The nature of organic growth can be either growth as of the
body of a new body is like the growth of a child, it grows in all aspects. The growth of a
service, library is like the growth of a child, it grows in all aspects. The growth of service,
library is like the growth of an adult,. Here the old books are replaced by a new book; old
users are replaced by new users. To accommodate these additions, the library building
must be a spacious one, it must have sufficient place for expansion.
Every library to-day expects a steady growth in the number of readers. If all the public
of the locality became library goers, then it can be said that it has reached the adult stage
of growth.
The library should have adequate staff to render effective service to the readers. As the
documents and readers grow, the library staff also grows simultaneously.
TYPES AND FUNCTIONS OF LIBRARIES
Introduction:
Libraries have been considered as the cradle of civilization. No doubt, that the
Indian culture of society is shaped by the libraries. The functions of the libraries are
determined by the social forces. The library functions underwent a number of changes as
there have been a number of changes in social conditions.
Pierce Butler says, “Books are the social mechanism for preserving the racial
memory and the library are social apparatus for transferring this to the consciousness of
living individuals”.
So it is very clear that library is closely linked with the society.
Functions:
The general functions performed by a library (it may be an Academic, Public or
Special) are:
1. Opportunities to the people for life – long self education
2. Providing sufficient documents information to promote social, political,
economic and cultural development of the society.
3. Acting a centre for leisure.
4. Helps to promote the research in all the fields.
5. Preservation of library heritage for posterity.
6. To promote education and thereby lifting the literacy rate of the country

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Education Functions:
Apart from the general functions mentioned above, the libraries are now
concerned with the performance of the education functions which are performed by
different types of libraries in a different way.
Academic Libraries:
Academic library plays a major role in performing the educational function. Even
though they are satisfying a particular section of the community, their services can not be
underestimated. They help to educate people to educate other people in the society.
The University library, College library and School library, comes under the
category of academic library.
School Library:
Objectives
1. The main function is promoting the reading habit.
2. It helps the boys and girls to develop their knowledge in their field of interest.
It helps the children to learn from books without a teacher
User:
The users in a School library would mainly consist of teacher and student. A few
members would consist of the administrative staff.
Collection:
The School library should possess the following kinds of documents:
1. Text books and related curriculum enrichment material (like books on methods of
instruction, formulation of curriculum, psychology of children etc.)
2. Books for education, information and recreation
3. Reference Books
4. News papers, Weeklies and other Magazines
5. Audio-visual materials
Services:
Display of materials and information
Library orientation of a freshman
Circulation of Material
Assistance in the use of catalogue
Assistance in the search and location of materials;
Assistance in the use of reference books
Provision of information on request
Display of jackets of new books

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College Library:
As soon as the student finish their school life, they enter the college with some matured
mind. They need help from the social institutions to shape their life. Library as a social
institution is obligated to do some services to the students. They are;
Objectives :
a. It has to provide relevant text books for their studies.
b. It has to give instructions for the proper use of library resources and services .
c. Documentations and reprographic services are to be provided in all the possible
areas.
d. Adequate reference and bibliographical services are also to be provided
Services :
Display of materials and information
Library orientation of a freshman
Reader‟s advisory service
Circulation of Material
Reservation of materials
Bibliographic instruction
Assistance in the use of catalogue
Assistance in the search and location of materials;
Assistance in the use of reference books
Provision of information on request
Inter Library loan
Display of jackets of new books
Reprographic Service
University Library :
University library is the apex body of the academic library system. The
educational functions of the University Library are;
1. Providing resources necessary for research in fields of special interest
2. Helping the University teacher in keeping abreast of development in his
field
3. It has to open the door to the world wide of books that lie beyond the order
of one‟s own field of specialization and
4. It should bring books, students and scholars together under conditions which
encourage reading, for pleasure, self-discovery, personal growth and the
sharpening of intellectual curiosity

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Services :
Lending Service
Library Orientation and Bibliographic instruction
Provision of general and specific information
Assistance in the location of documents
Literature search
Reader‟s advisory Service
Compilation of Bibliographies, preparation of indexing and abstracting services
List of additions
Reservation of documents
Inter Library Loan
Holding of Library exhibitions including display of new additions to the library
Maintenance of Clippings
Maintenance of vertical files containing pamphlets like prospectuses, reports etc.
Reprographic Service
Translation Service
Public Library:
It is called as “People‟s University‟, because of the reason that every citizen
has free access
to the public library. It is run by the public fund and functions for the public cause.
The
educational functions of the public library are;
1. It has to give necessary information to develop the public awareness
2. It has to promote the literacy rate
3. It has to implement the concept of “Education for all”
4. It has to help the poor people for life long self-education
5. It has to provide study materials to the people in a nominal charge
6. It has to fulfill the object of democracy, universal education of people
Special Library:
This is a unique unit which develops a specialized kind of people for the development
of Science and Technology. It‟s main functions are;
1. Selection of documents and sources of information for the specialists
2. Providing current periodicals and abstracts for the scholars
3. Rendering SDI (Selective Dissemination of Information) Service
4. Providing translation services
5. Providing state of art reports
Conclusion :
As culture succeeded civilization followed, So the total volume of the record of man‟s
history is increasing day by day. All these recorded knowledge are to be brought to the notice
of the public. Library is the only suitable agency to do this job.

8. 7
LIBRARY ADMINISTRATION
BOOK SELECTION
Introduction
The library work may be broadly categorized into two kinds of jobs
namely work behind the scene and work with the readers. The work behind the
scene refers to all sorts of in-house operations like selection, acquisition,
technical processing and maintenance of reading materials. The work with the
readers refers to the actual service to the readers. The former work includes book
selection, acquisition, classification, cataloguing, binding and other mechanical
methods of reproduction.
Information Sources Development involves the two processes of Selection
and Acquisition.
BOOK SELECTION SECTION
Introduction
The role of library or an information centre is to provide the right
information to the right reader at the right time. The laws of library science say
that books should be used to the maximum extent and each and every reader
should be provided with the required information on books. Any library, however
large it may be, cannot procure all the books that are published. In order to
satisfy the needs of the clientele, the library should have a suitable book
selection policy.
Book Selection
Book selection procedures differ from library to library according to the
policies and management of library. Smaller libraries will be contented by simply
drawing up a list of books for purchase once a year, where as for bigger libraries
this is a continuous job. Book selection is a very responsible job.

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Steps involved in selection
 Analysis of the information needs of the users
 Formulation and implementation of selection policy to suit the objectives
of the library
 Acquisition programmes to build up a balanced collection
 Resource sharing and its impact on collection development
 Collection evaluation
Selection Policy
For developing a need based, balanced and updated collection, the policy
guidances are necessary. As collection development is continuous and never
ending, a well thought out long term policy is needed to accomplish the task of
collection development systematically. The collection development policy is laid
down by the highest authority keeping in view such factors as the objectives of
the organization, information needs of the users, resources available etc.
Three tiers in selection
1. The collection building activity operates at three levels. The financial and
administrative powers would rest with the highest executive authority that
may be represented by a library advisory committee.
2. The book selection committee, consisting of subject specialists forms the
second level.
3. The librarian and his staff constitute the third level.
Norms and Standards
The policy should also stipulate the norms and standards regarding the
following:
 Optimum size of collection
 Proposition of the allocation of funds to books, journals and other
categories of documents.
 Guidelines regarding the duplication of document

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 Procurement procedure for different types of reading materials.
Types of library and its influences on document selection
Public libraries are known for their diversity as each one of them has to
serve its own community. A public library should cater for such materials that
provide information on social problems, human problems, and cultural problems
and on daily needs of life.
The selection of documents at an academic library should be based on the
curricular, co-curricular and research needs of the respective institution.
The selection of document at special libraries should be based on the
specific requirements of its users.
Important selection tools
A very large number of documents are being produced every day in the
world. Unless one knows all titles that have been produced or going to be
published shortly, one cannot think of making a selection. Selection tools provide
the following information:
 Publisher‟s catalogue
 Book sellers‟ list
 Book review
 Reviewing periodicals
 National bibliographies
 Union catalogue
BOOK ORDER
Introduction
Acquisition of books, reports, etc is met with many difficulties. Acquiring the
treasure of knowledge is the biggest challenge for the librarians of research
institutions and organizations. The reasons for the same are obvious. They are:
 Users‟ requirement vis-à-vis inadequate financial resources.
 Problems in relation to

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 Standing order books, series books, multivolume books,
installment books, subscription books.
 Out of print and rare books
 Society publications
 Reports, conference proceedings
 Problems created by inefficiency of local book supplier
Inadequate Financial Resources
The information users in a developing country like India are more
demanding and exacting in their information requirements in terms of quality as
well as quantity than developed countries. So, if one wants to satisfy the five
laws of library science in regard to library collection, one requires a large amount
of money. At the same time, library budgets are allotted with small amount and
again the amount are divided into department wise. As a consequence, libraries
are unable to satisfy the demands of users.
Far off book markets
Most of the books purchased in Indian libraries are published generally in
West U.S.A, U.K. and Europe. In other words, the Chief Book Markets are far
away from India. This creates problems to libraries as they are not in apposition
to see and check the books that are selected for purchasing. This results in
ordering for books which may not be substantially different from those possessed
by the libraries. In turn, this would result in wastage of the limited financial
resources available in the libraries.
Indian Publication
In India, the publishing trade or the book selling trade is not organized on
proper lines. This creates problems to the acquisition librarian. In most cases, the
authors themselves play the role of publishers and book sellers. As they are not
familiar with business methods like the commercial group, they are not
responsive to the demands placed by librarians.

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Problems in relation to Standing Order Books
 Books belonging to a series whose volumes library has decided to buy
referred to a series books.
 Books in two or more volumes, all the volumes not being published
simultaneously are referred to as Multi-Volume books.
 Books in parts or in fascicules are referred to as installment books.
 Books for which advance payments has to be paid in full or in part before
actual publication are referred to as subscription books.
Out of print and rare books of classical value is another category of
publication which is important as no library can rely completely on current
publications. But these publications are not normally available in the formal
trade channels. One has to look for the either in books shops dealing with
second hand document or in personal collections of individuals.
Reports, especially, scientific and technical reports contain a substantial
proportion of research information and not available through normal trade
channels. Another problem in acquiring the reports is that they are most often
classified as restricted, confidential, secret, official use only etc.
Inefficiency of local book suppliers
It is a common practice in Indian Libraries that orders for documents are
placed, generally with the local book sellers. However there are some libraries
which place orders directly with the publishers or their agents for their required
documents. As the local booksellers have to be dependent on far off book
markets for supplies, there is a considerable time delay in attending to orders.
Other factors like small investment, weak organizational and administrative
machinery of local booksellers add to procurement problems of individual
libraries. Some of the factors affecting the efficiency of the suppliers or book
sellers are:
 Relationship between the library and the supplier
 The number of orders placed
 The time taken by the library to make payment of the bills
 The number of cancellation orders from the library
 The organizational and administrative capacity of the suppliers

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Acquisition Procedure
Books and other documents can be acquired by three ways. They are
 Acquisition through Gift/Donations
 Acquisition through Exchange
 Acquisition through Purchase
Acquisition through gifts/donations
Gift and donations constitute an important source in the acquisition of
reading materials in a library. One must be careful in accepting them as it may
cause administration problems involving the procedure of acceptance, technical
processing, placement and cost of maintenance.
Acquisition through Exchange
Acquisition through exchange is another mechanism by which collection
development can take place. Of course, it goes without saying that the library
should have material that can be exchanged.
Acquisition through Purchase
Since the library cannot build its collection purely on the basis of gifts and
exchange, acquisition by purchase becomes inevitable. In regard to acquisition by
purchase, a number of methods are followed by libraries. They are
 Tender system
 Quotation method
 Direct ordering with publishers
 Standing vendor method
 Open purchase
ACCESSIONING
Books are received along with bills. The bills are checked with order list.
The books are collated and tallied with bills. The books and bills along with
corresponding book order slips are handed over to the staff member responsible
for accessioning.

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Every volume added to the library receives a serial number in the order of
acquisition to the library collection. This includes books purchased or received in
exchange or as gift. This number is called accession number. Cumulated volumes
of periodicals which are to be bound and preserved in the library are also
accessioned.
Accession number given to a volume is added in the order slip. Thus, at
this stage, order slips become accession slips. Accession number is also recorded
at the back of the title page and on the conventional place of the volume.
Accession number should also be written against the respective item in the bill of
purchased book. Then the bill should be passed for payment.
All the accession slips are filed in the sequence of their accession numbers
in the accession cabinet. This must be done carefully. It is suggested that the
slips should be prepared from sheets of tough paper or cards.
In many libraries, accession slips are discarded after the books have been
classified and catalogued; and cards are filed in the public catalogue. They prefer
to have a separate bound register called an accession register. An accession
register constitutes records in which books are accessioned. The columns of the
accession register are given on the next page.
Accession register/accession slips is official stock record of the library.
Therefore, it may be kept under lock and key. This is necessary because
accession register form the basic record of books and other documents of the
library. This record gives a complete history of each book/periodical acquired by
the library. When a book is withdrawn, then the corresponding accession slip is
withdrawn or note regarding withdrawal is given in the accession register.
In case, a user loses a book, then with the help of details given the
accession register, the user may be asked either to make payment or to replace
the copy. If a library does not provide imprint and collation in the catalogue
entries, then a reference librarian can provide this information from accession
register or accession slip to user, who requests the information regarding a book
on loan or misplaced.

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Accession
No.
Date
of Accession
Author Title Ed.
Placeof
Publication
Publisher
Yearof
Publication
Pages
or
Volume
no.
Vendor
or
Supplier
Bill
no.
&
date
Price Date
of
withdrawal
Remarks

16. 15
SERIAL MANAGEMENT
Introduction
Periodical publication form an important part of today‟s world of information
as they act as principal disseminating media. Therefore, the work of the periodicals
publication section is important in libraries of universities, research institutions and
other learned bodies.
Definition
A periodical is defined as “a publication issued in successive parts usually at regular
intervals as a rule intend to be continued indefinitely” by A.L.A. Glossary of Library Terms.
Planning
Acquisition of periodicals, journals has many problems. These problems pertain to
selection, ordering and receipt of periodicals. They are:
 User‟s requirement or periodicals in terms of number and variety
 Spiraling cost of periodicals
 Far off publishers
 Problems created by inefficiency of local suppliers
 Advance payment of subscriptions
 Problems in receipt due to delay
This is not like the books, where the payments are made after the receipt of books. Thus
selection of a vendor for the supply of periodical becomes all the more important. Therefore,
the librarian should not be guided purely on the lowest quotation offered but on the
credibility and efficiency of the vendor concerned. In addition, a certain degree of risk is
involved in making advance payments to vendors. As an alternative, librarians have resorted
to direct subscriptions to the publishers. This involves considerable correspondence as well
as for getting foreign exchange. The library staffs encounter other problems such as
Delay in supply
Loss of issue leading to incomplete sets.

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Replacement of missing issue poses problems as the publishers print limited copies based
on the number of subscriptions. Thus, the library staff has to be very vigilant and efficient in
taking timely action for getting replacement copies. In order to ensure that the work in the
periodical section is carried out satisfactorily, Ranganathan has suggested the Three Card
System. In this system, three cards, each 3 x 5 inches are maintained for each periodical
publication subscribed by the library. They are called the Register Card, the Check Card and
the Classified Index Card.
Factors in Planning
The distinctive work of Periodical publication section is to be planned with reference
to the following factors:
 Standing Vendors
 Current Volumes
 Back Volumes
Job Analysis
The work of the Periodical Publication Section in relation to Current volumes and
Back volumes consists of the following items:
Periodical Publication Selection Work
Periodical Publication Ordering Work
Periodical Publication Receiving Work
Completion Work
Cumulative Index Work
Rounding Off Work
Periodical Publication Bill Passing Work
Loose Issue Shelving Work
Suspense Periodical Publication Work
Procedure
The procedures followed in the periodical publication section contain selection and
ordering. It goes by the following factors:
User‟s needs
Activities of the organization concerned
Periodicals currently being received
Availability of periodicals in the nearby libraries
Financial resources available
Once the decision-making is completed, the lists of approved items are sent to the
sanctioning authority and final sanction is obtained for ordering.

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Ordering Procedure
The procedure related to the ordering of periodicals is similar to that of books.
Periodical publication ordering work consists of the following annual jobs:
o Renewal Order Listing- Listing the periodical titles which are to be continued in the
coming year
o Renewal Order list tallying- Tallying the renewal order list with the registered cards
tray
o Renewal Order Writing – Writing of renewal order cards
o Renewal Order Tallying – Tallying renewal order cards with renewal order list
o Renewal order address verifying - verifying the address on renewal order cards
o Renewal order sorting – sorting the renewal order cards by
o Renewal order card transmitting – sending the sorted renewal cards to librarian for
signature
o Standing order cancelling – cancelling the order for items rejected from current list
o Financial diary annual posting – posting the annual subscription in the financial diary
Periodicals Receiving Procedure
The prompt receipt of the current issues of each periodical publication is to be
watched with great vigilance. This is being done by planning and adopting systematic
routines and procedure. Different methods have been adopted in different libraries to ensure
the receipt of all issues of each periodical subscribed. They can be categorized as follows:
 Ledger system
 Kardex system
 Three card system
Ledger System
In this system, a bound register is used to record the receipt of issue of each
periodical. For this purpose, one or a few pages are allotted to each periodical. Details like
publishers, periodicity, subscription, etc are to be indicated at the top of the page. The rest of
the page is divided into columns for year, month, volume and issue number, date of receipt,
remarks etc. Whenever a current issue is received, entries are made in the appropriate
columns. Periodically, the register is examined and reminders are sent to the publisher/agents
for non-receipt of issues. While this method is adequate for small library receiving few
periodicals, in case of large library it would be difficult.

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Kardex System
Remington Rand of India has introduced this system. It is a compact visible record
system which is placed in a filing cabinet, containing seven trays that can hold more than 500
cards. All the information that is provided for in a ledger system is provided for in this
system. It is a well designed printed card system that provides all information necessary for
periodicals receiving work, binding, etc... It has colour codes which can be used for
monitoring receipt or non-receipt of periodical issues. Many libraries in India use the Kardex
System with remarkable success.
Three Card Systems
The three card system was proposed and used by Ranganathan in the Madras
University Library. The three cards are: Register Card, Check Card and Classified Index
Card. While the Register Card is for registering, the check card is for vigilance, and the
classified index card shows the volumes available in the library in case of each periodical and
also gives details about the supplements, cumulative index etc. of each periodical. These
cards are arranged in a classified reference according to the class number of the periodicals.
FORMS AND REGISTERS
Introduction :
Forms and Registers play a vital role in the Library Administration since they provide
the work performed in the library in the past. The Registers are being maintained in the
Library for future reference. The following are considered to be important records of the
Library.
1. Gate Register / Vistor’s Register :
As this register is kept at the entrance of the Library, it is called as Gate Register.
From this register, one can ascertain how many members / readers used the library on a
particular date and also the type of readers. The following particulars are available in the
Gate Register.
Date , Serial Number, Name of the Visor, Address , Occupation, Purpose of visit and
Remarks

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2. Register of Members enrolled :
This register is maintained in the circulation section. It is maintained according to
serial number which is the Registration number of the Borrower / Member. The particulars
in this register are
S.No, Reg. No., Member Number, Name, Address, Receipt Number and Date, Amount of
Deposit / Withdrawal Number and Date, Signature of borrower
3. Accession Register:
Accession Register is treated as main record in a library. Usually Accession Registers are
of bound volumes so that the library can preserve the registers years together. Accession
Register contains the following particulars:
Accession No./Author/Title/Publishers‟ Name and address/
Price/vol./Collation/binding/Source of Supply/Bill No. & Date/
Call No./Remarks/
Accession number is nothing but the serial number given to the addition of books in a
chronological order. The total number of books available in the library may be seen from this
register. After the arrival of new books the following entries i.e. Accession no., author, title,
publisher, price etc. should be made in the accession register and then the accession number
should be entered in the verso of the title page of the book. Accession number is basic and it
is inseparable from the book., while it lives and dies in it. From the accession register one can
ascertain when a particular book was added to the library stack.
If a person loses a book, he can be told about the full history of the book, i.e. Author,
Title, Publishers, price etc. with the help of accession register. As the accession register
reveals the number of books available in the library, it is basic for claiming insurance amount
if any calamity happened.
4. Donation Register:
Each and every library should maintain a donation register which gives a details of the
Gift books as well as the donar who presented the books. All the books should be accepted as
gift after a through examinations. Out of date scientific books, toned books, soiled books,
cheapest edition etc. should not be accepted. Acknowledgement must promptly be made for
the receipt of gift or donated books. The donation register should contain the following
particular:
Date/S.No./D.No./Name and address of the donar/Details of the gift, Author/Title etc.

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5. Invoice/Bill passing Register:
Book sellers are asked to sent invoices in triplicate for their supply to the library. The
accession numbers should be written in the three copies of Invoice against each title. The
original copy of the invoices is sent to finance section after making necessary entries in the
bill passing register for payment. The remaining two copies are filed in chronological order
for future reference.
The bill passing register shows the amount allotted to each subject and the amount so far
spent and balance amount available. It contains the following particulars:
Date/Voucher No./Particulars of invoice/Amount/Cumulative total/
(Name of the publisher & Address:)
6. Register of Over Due Charges:
This register shows the overdue amount collected on every day from the members of
the library. This is maintained according to the date of receipt.
7. Shelf List or Shelf Register:
Shelf list is a card form contains all the information about a book. Shelf list card is
prepared for each and every book and arranged in classified order. i.e. the cards are arranged
as the books are arranged in stack room. These shelf list cards are mainly used for stock
verification work. As the shelf list is in card form, it is easy to insert the card of new book at
the appropriate place and withdraw the card if any withdrawal of book is made in the stack
room.
The shelf list cards contain the following particulars:
1. Call Number
2. Accession Number
3. Donation Number
4. Withdrawal Number
5. Author
6. Title
7. Series etc
8. Column provided for stock verifier signature.

22. 21
STOCK VERIFICATION
Introduction
Stock verification is done in all the organizations. Library as a social institutions has
to undertake stock verification. This is an administrative activity.
Need for Stock Verification:
1. In an open access system, there is a chance for the misplacement of a book and loss of
book. To know, this stock verification is essential.
2. In case of loss, this verification helps to take appropriate action.
Verification Methods:
1. Accession Register methods;
The books are verified with the accession register. Some mark(X) is made for the
books that are verified. The unmarked accession numbers are treated missing
books.
2. Separate register method:
In this register, the accession numbers are entered serially. The accession
numbers of each and every books is marked against the concerned number in the
register.
3. Separate sheet method:
The accession numbers are noted from number one to the last number in a
separate sheet. One man will read the accession number of the book, the other
man will make a cross mark (X) on the concerned accession number in the sheet.
The numbers that do not bear the mark (X) are treated as mission books.
4. Shelf List Method:
In this shelf list, all the details regarding a book is given. The cards are arranged
according to classified order. The books are verified with the concerned shelf list cards. If a
book is not found for a particular shelf list card, then the particulars of such cards are
prepared. That is treated as missing book.
Conclusion:
. All these methods help to conduct stock verification. Stock verification enables the
staff to acquire the knowledge regarding the collection. This helps the authorities to take
proper actions to prevent the less future

23. 22
INFORMATION
Introduction
The term information has been derived from two Latin words “Formation” and
“Forma”. Both the terms convey the same meaning of giving shape to something and
forming a pattern. Information is fact that you learn or discover.
Definition
J. Beekrr defines “Fact concerned with a subject is called information”
Prof. Falbisoft & Fly defines “Information is a symbol, which has the potential for
meaning”
Various Aspect of Information
News
It is a new or as interesting information or fresh events that are reported. Therefore,
we can define News as current information. The newspaper disseminates current information.
Data
It refers facts or statistics used for reference or analysis.
Information
It refers to an individual fact, statistics or a piece of information or a group of facts.
Information Service
Information service is an integrated set of components used for gathering, processing,
storing and communicating multiple types of information for improved community and
organizational efficiency.
An Information Service is a service, which provides (serves) data, knowledge and
information .

24. 23
Need for Information Service
A combination of several factors has resulted in the growing need for and importance
of information services. These factors which influence the information transfer cycle at
various different stages call upon information service. The following factors are as follows:
a) Growth of Literature
b) Publication
c) Growth of User Population
d) Information Awareness (Realisation)
e) Communication
a) Growth of Literature
The Growth of Literature is a key work for all scholars and students. It will also
interest the researchers those who involved with other fields of literary studies as well as
sociology, anthropology and other related disciplines. Growth of literature is one of the
important factors of information service.
b) Publication
The research literature in science and technology is being published in more than 50
languages of the world and over 50% of the materials appear in English. Cost of publication
is increasing in every year. So information service is needed.
c) Growth of User Population
An increase in the number of people that reside in a country, state, county, or city. To
determine whether there has been population growth. So Information service is needed.
d) Information Awareness
Information is a power which plays a vital role in the development and progress of an
individual. The value of information is in its utilization. So, information service is needed.

25. 24
e) Communication
Time factors is one of the barriers of communication. It includes delay in publication
itself, lack of awareness of the current information, lack of knowledge, etc. Required piece
of information is available or not from the reach of relevant user. It also includes the
location of a source of information, established away from the central place of easy access.
Purpose of Information Service
Provision of information on demand
Provision of Information in anticipation
Provision of information on Demand
A user feels the need for information He approaches the reference / information desk
and makes a request for information by means of a specific query. He would be provided an
answer to specific query on demand.
Provision of information in Anticipation
The second aspect aims to keep the users well informed and updated in their field of
specialization and also in the related subjects.
Scope of Information
The information service covers the field between the information production and the
demand for information.
 Selection of Information
 Collecting of Information
 Opening up of the information
 Preservation of information
 Access to the Information
 the detection and stimulation of the demand for information

26. 25
REFERENCE SERVICE – DEFINITON
Introduction :
Library is regarded as a social institution. It aims to maximize the use of resources
and services in a library. Open Access System has become the order of the day. Readers
can choose any book they like and read it freely.
Reference Service - Definition :
S.R. Ranganathan : Reference Service is a process of establishing a contact between a
“right reader and a right document at the right time in a right personal way”. It should be
rendered in a pin-pointed, exhaustive and expeditious manner.
Ala Glossary: That phase of library work which is directly concerned with assistance
to readers in locating information and in using the resources of a library in study and
research.
Margaret Hutchins: Reference service includes direct reference aids within a library
in person in search of information. It also denotes various library activities especially
aimed at making information as easily available as possible.
Louis shores: Reference is the division that interprets library‟s collection to its users.
Reference is to the library service what intelligence is to the military service.
Concept according to Ranganathan:
Reference Service is a process
It establishes a contact between readers and documents
It is provided in time
It is a personalized service
Reference Service – hub and foundation:
A library may be big or small. In order to run the library some routine works must
be done. They are
Book selection
Book ordering
Acquisition of reading materials
Accessioning
Classification and Cataloguing
Technical processing
Preparation of bibliographies
Advisory services etc.

27. 26
All or may of the above items of library works are regularly carried out. The primary aim
is rendering effective reference service. All the in-house operations are undertaken to promote
ultimately a personalized service called reference service alone can form the hub and foundation
of all library services.
Reference service includes all types of services which may provide assistance or
information to users.
They are
Initiation to freshmen
Ready Reference service
Long Reference service
Reprographic service
Documentation service
Referral service etc.
Conclusion:
Reference service enables libraries to deal with knowledge. The principle idea to make
available the relevant information to users in time and economic manner has evolved the concept
reference service.
TYPES OF REERENCE SERVICE
Introduction:
Dr. S.R. Ranganathan identified two types of reference services namely
1. Ready reference
2. Long range reference Service
Ready Reference Service:
Ready reference service is furnished in a very short time. Enquires are answered
almost immediately and it may not take more than half an hour. Time is the most important
feature of ready reference service.
The queries are answered from the readily available reference sources. The following
are the important reference sources.
1. Dictionaries
2. Encyclopedias
3. Year books
4. Hand books
5. Biographies
6. Atlases

28. 27
Business libraries and industrial libraries of the government are expected to offer this ready
reference service.
Even the education readers may not know how to refer some reference books. The reference
books and to find the relevant information.
Usually this type of reference service is consisting of simple questions like who is the
president of France?
Long Range Reference Service:
This service may take more than half an hour. The duration of for answering the
quires depend upon the user needs.
To answer the queries, the library may have to get the information from some other
library. Some times it may have to contact foreign libraries
Long range method may follow any of the following methods:
1. Current awareness service
2. Selective dissemination of information
3. Documentation service
4. Translation service etc.
Conclusion:
The ready reference service (Short range reference service) or Long range reference
service are all help to provide right information at the right time.

29. 28
STANDARD READY REFERENCE BOOKS
Introduction:
Reference books are different from ordinary books. Reference books are used for
specific information. It is not meant for continuous reading. Reference books are
considered as the prestigious collection of the library.
Types:
1. Encyclopedias :
An encyclopedias is a book which contains some information on subjects. The
information is arranged in an alphabetical order. With the help of the index one can
approach the information. There are two types of encyclopedias.
General Encyclopedia
Subject encyclopedia
2. Dictionaries;
A general Dictionary indicates spelling, meaning, pronunciations etc. Dictionary is
concerned with the word only and not with the thing represented by the word.
3. Year books :
In the year book, the events that occurred during a particular year is given. Now,
number of the particular year in country wise.
4. Gazette:
Gazette is the official publication of the government. The important official incidents are
notified in this gazette.
5. Maps & Atlas:
Maps and atlas is the other important reference source. Maps and atlases are
published in different types such as political, geographical etc.
6. Bibliography:
Bibliography is nothing but the list of books. Every country is publishing National
bibliography. Indian National Bibliography is the best example.
Conclusion:
Above mentioned reference books are notable reference books. To satisfy the needs of
The Readers these reference books are published.

30. 29
CLASSIFICATION
Introduction
Libraries aim at collecting available information to various forms of documents,
storing all collected documents, retrieving and disseminating needed documents, from the
collection. The main task of the librarian is to maximize the use of his/her collection to
satisfy the laws of library science.
Classification is one of the techniques used in libraries to arrange all documents in a
helpful sequence to facilitate easy retrieval.
Documents in Libraries
Libraries collect and store several types of documents like Printed Books, Journals,
Pamphlets, Reports, Photocopies, Films, Music, Map, Electronic Books & Journals, etc.
Arrangement of Documents in Libraries
Librarian aims to bring together the reader and the book. Another one aim is to make
the user to use the collections in library, at the maximum level. The utility of the collection
lies in the proper use by the readers. Proper arrangement is necessary to attract the readers.
In earlier stage the following arrangements are made by the library
Size Colour
Age of Reader Language
Value of Printing Date of Documents
Year of Publication Publisher
Price Author
Title Subject
Condition attached to use (Example : Text books, reference books etc)
In academic and special libraries even in public libraries, the majority of readers
approach specific documents on the basis of their subjects.

31. 30
What is Classification?
Classification means the action or process of classifying something. Arrangement of
ideas/objects in a systematic order. "Classification is derived from Latin Word
“CLASSIC”. It means process of grouping.
Classification is a mental process by which we group or separate things on the basis
of common characteristics.
A classification is an ordered set of related categories used to group data according to
its similarities. The Classification of disease according to symptoms.
Library Classification
Classification of documents in a Library or an Information centre is known as
library classification. The Library classification is designed with the Subjects of the
document as the most preferred characteristic of the book.
Definitions
According to W.C.B. Sayers “the arrangement of books on shelves or description of
them in the manner which is most helpful to those who read”
Arthur Malthy revises Sayers definition as “the systematic arrangement of books and
other materials on shelves or of catalogue and index entries in the manner which is most
useful to those who read or who seek a definite piece of information”.
According to Margaret Mann, Classification “is the arranging of things according to
likeness and unlikeness. It is the sorting and grouping of things, but, in addition,
classification of books is knowledge with adjustments made necessary by the physical form
of books”
According to prof. S.R.Ranganathan “it is the translation of the name of the subject of
a book into preferred artificial language of ordinal numbers, and the individualization of
several books dealing with the same specific subject by means of a further set of ordinal
numbers which represent some features of the book then their thought content”

32. 31
We find three important phrases.
 Artificial Language
 Ordinal Numbers
 Specific Subject
Needs of Library Classification
A service library acquires books for use. These are arranged so that their use
increases to optimum level. A Library Classification aims to achieve the same
1. Information Explosion
2. Continuous expansion of Knowledge
3. Complexity of Documents
4. To Satisfy the Fourth Law of Library Science
5. To maximise the use of documents
6. To fix a helpful place for newly added documents
7. To make quantitative study
8. To Weed – out of documents
1. Information Explosion
The amount of new documents are growing exponentially; we call this event as
“Information Explosion”. The new documents are being published in variety of forms and
variety of languages. Classification helps to solve the information explosion.
2. Continuous expansion of Knowledge
The number of subjects are continuously growing with more specialization. The new
subjects are formed by different mode like fission, fusion, distillation etc. For e.g. subjects
like Computer Science, Genetic Engineering, Bioinformatics, etc were not existing few years
ago. Now they are well established subjects. It is possible only through classification.
3. Complexity of Documents
New documents are being published now a-days. New documents are not only in
simple subjects, but also on compound and complex subjects. Complex subjects deal with
more than one subject. Classification schemes to deal with such complex subjects are
necessary. Example : Computers in Chemistry.

33. 32
4. To Satisfy the fourth law of Library Science
The essence of library service is to serve the users with reliable and timely
information, satisfying the fourth law “Save the time of reader”. This will possible only with
a good classification
5. To maximize the use of documents
Librarians‟ main function is to maximize the use of his/her collection by making
available each and every document available to the user without delay. For proper retrieval
and replacement, classification is necessary.
6. To fix a helpful place for newly added documents
New subjects are coming to the library not only on the existing subjects. New
documents cannot be placed randomly at any place. Classification helps to place such new
documents in the correct places.
7. To make quantitative study
The Librarian must know the strength and weaknesses of his/her collection. By means
of making quantitative studies he / she find this. Such studies could be easily conducted if all
the documents are arranged systematically with good classification.
8. To weed –out documents
Classification helps to withdraw unused documents from the collection and making
the remaining collection lively.
Purpose of Library Classification
1. Helpful Sequence
2. Correct Replacement
3. Addition of New Documents
4. Withdrawal of Documents from stock
5. Book Display
6. Other Purposes

34. 33
1. Helpful Sequence
The basic purpose of any library classification for a service library should be to
arrange documents in a helpful sequence most convenient to the user and library staff. The
documents are arranged in classes based on mutual relations between them.
2. Correct Replacement
It is essential that the library classification should enable the correct replacement of
documents after these have been returned from use.
3. Addition of New Document
A library will be acquiring new documents from time to time. Therefore, the library
classification should help in finding the most helpful place for each of these among the
existing collection of the library.
4. Withdrawal of the Documents from Stock
In case, the need arises to withdraw a document from the stock due to any reason,
then library classification should facilitate such a withdrawal.
5. Book Display
The Word display is adopted for a special exhibition of books and other materials on
a given topic. Library Classification should be helpful in book displays.
6. Other Purposes
a. Compilation of Bibliographies
b. Preparation of Catalogue
c. Classification of Information
d. Classification of suggestions received from users
e. Filing of non-book materials such as correspondence, photographs, films, etc.
f. Classification of statistics of various kinds
g. Arrangement of entries
h. Assist the library staff to prepare a list of documents for a branch library or
lending centre from the stock of the central library

35. 34
Schemes of Library Classification
More Classification schemes are available, but we have to learn only the following
two types of classification
 Dewey Decimal Classification
 Colon Classification
Dewey Decimal Classification
Introduction
The DDC was founded by Melville Dewey in 1876. The DDC classifies the world‟s
information into a hierarchal classification system. This system divides knowledge from the
broadest to the most specific topics. The DDC is the most widely used classification system
in the world because it is the most effective in organizing the world‟s information. No other
classification system is able to organize such diverse ranges of information as effectively as
the DDC. The DDC has been translated in to 30 languages.
Development
The DDC was founded by Melville Dewey in 1876. The DDC classifies the world‟s
information into a hierarchal classification system. One of Dewey's great strengths is that the
system is developed and maintained in a national bibliographic agency, the Library of
Congress. The Dewey editorial office is located in the Decimal Classification Division of the
Library of Congress.
Structure and Notation
The DDC is built on sound principles that make it ideal as a general knowledge
organization tool: meaningful notation in universally recognized Arabic numerals, well-
defined categories, well-developed hierarchies, and a rich network of relationships among
topics.
In the DDC, basic classes are organized by disciplines or fields of study. At the
broadest level, the DDC is divided into ten main classes, which together cover the entire
world of knowledge. Each main class is further divided into ten divisions, and each division

36. 35
into ten sections (not all the numbers for the divisions and sections have been used). The
three summaries of the DDC follow this introduction.
The first summary contains the ten main classes. The first digit in each three-digit
number represents the main class. For example, 500 represents Natural sciences and
Mathematics.
The second summary contains the hundred divisions. The second digit in each three-
digit number indicates the division. For example, 500 is used for general works on the
Sciences, 510 for Mathematics, 520 for Astronomy, 530 for Physics.
The third summary contains the thousand sections. The third digit in each three-digit
number indicates the section. Thus, 530 is used for general works on Physics, 531 for
Classical mechanics, 532 for Fluid mechanics, 533 for Gas mechanics.
Arabic numerals are used to represent each class in the DDC. A decimal point follows
the third digit in a class number, after which division by ten continues to the specific degree
of classification needed.
Arrangement of the DDC (AS PER THE 21st
Edition)
The print version of Edition 21 is composed of nine major parts in four volumes as
follows:
Volume 1:
(A) New Features: A brief explanation of the special features and changes in Edition 21
(B) Introduction: A description of the DDC and how to use it
(C) Glossary: Short definitions of terms used in the DDC
(D) Index to the Introduction and Glossary
(E) Tables: Seven numbered tables of notation that can be added to class numbers to
provide greater specificity:
T1 Standard Subdivisions
T2 Geographic Areas, Historical Periods, Persons
T3 Subdivisions for the Arts, for Individual Literatures, for Specific Literary Forms
T3-A Subdivisions for Works by or about Individual Authors

37. 36
T3-B Subdivisions for Works by or about More than One Author
T3-C Notation to Be Added Where Instructed in Table 3-B, 700.4, 791.4,
808–809
T4 Subdivisions of Individual Languages and Language Families
T5 Racial, Ethnic, National Groups
T6 Languages
T7 Groups of Persons
Except for notation from Table 1 (which may be added to any number unless
there is an instruction in the schedules or tables to the contrary), table notation may be
added only as instructed in the schedules and tables
(F) Lists that compare the previous edition with the new edition: Relocations and
Reductions; Comparative and Equivalence Tables; Reused Numbers
Volumes 2 and 3:
(G) Schedules: The organization of knowledge from 000–999
Volume 4:
(H) Relative Index: An alphabetical list of subjects with the disciplines in which they are
treated sub arranged alphabetically under each entry
(I) Manual: A guide to classifying in difficult areas, information on new schedules, and an
explanation of the policies and practices of the Decimal Classification Division at the
Library of Congress. Information in the Manual is arranged by the numbers in the
tables and schedules

38. 37
DDC STRUCTURE OF SUBJECTS
I STRUCTURE
000 – 099 - General Works
100 – 199 - Thinking & Feeling
200 – 299 - Religion
300 – 399 - Social Studies
400 – 499 - Languages
500 – 599 - Mathematics & Sciences
600 – 699 - Technology
700 – 799 - Arts & Sports
800 – 899 - Literature
900 – 999 - History & Geography
II STRUCTURE
500 – 509 - Science
510 – 519 - Mathematics
520 – 529 - Astronomy
530 – 539 - Physics
540 – 549 - Chemistry
550 – 559 - Earth Sciences & Geology
560 – 569 - Fossils & Prehistoric life
570 – 579 - Biology
580 – 589 - Botany (Plants)
590 – 599 - Zoology (Animals)

39. 38
III STRUCTURE
510 - Mathematics
511 - General Principles of Mathematics
512 - Algebra
513 - Arithmetic
514 - Topology
515 - Analysis
516 - Geometry
517 - Not used
518 - Numerical Analysis
519 - Probabilities and Applied Mathematics
Example : Algebra (512)
I Structure - 500 (Mathematics & Sciences)
II Structure - 510 (Mathematics)
III Structure - 512 (Algebra)

40. 39
COLON CLASSIFICATION
Introduction
Colon Classification is a system in library classification. It was developed by
S. R. Ranganathan. He applied the scheme to classify documents during 1924 to 1932. It was
the first ever faceted (or analytico-synthetic) classification. The first edition was published in
1933.
Ed 1 – 1933 Ed 2 - 1939 Ed 3 – 1960 Ed 4 – 1962
Ed 5 – 1957 Ed 6 – 1960 Ed 7 - 1987
"Colon classification" comes from the use of colons to separate facets in class
numbers. However, many other classification schemes, some of which are completely
unrelated, also use colons and other punctuation in various functions. The colon classification
uses 42 main classes that are combined with other letters, numbers and marks.
Analytico Synthetic Feature
CC is an analytic synthetic scheme. It does not give readymade class numbers. The
analytic synthetic feature means that the classifier should analyse the subject of such
document into different facets. Pick up numbers for each analysed facet from several parts of
the schedule and syntesise the final number.
Parts of Colon Classification
The 6th
edition of CC is in three parts namely
Part 1: Rules
Part 2: Schedules of Classification
Part 3: Schedule of classics and sacred books with special names
Call Number
The call number may be used by the readers in calling for a book. A call number
according to CC is made up of the Class number, Book Number and Collection Number. The
three elements stand distinct with the gap of two spaces.

41. 40
a) Class Number specifies the subject of book
b) Book Number is used to individualize each book. It may consist of one or more of
the following successive Facets: Language Number; Form Number, Year
Number, Accession part of Book Number; Volume Number; Copy Number, etc
c) Collection Number of book denotes the collection to which belongs
Example: An Introduction to Classification (2.51 K64 TB)
2.51 K64 TB
Class Number Book Number Collection Number
Facets
CC uses five primary categories, or facets, to further specify the sorting of a
publication.
Collectively, they are called PMEST:
 , Personality
 ; Matter or property
 : Energy
 . Space
 ' Time
Personality [P]
Personality isolates are the central themes/focus of any subject. Comma (,) is
connecting symbol for personality. All other isolates M, E, S, T are related to their central
focus.
Matter [M]
Matter isolates are the material substance or commodity. Matter ranges from chemical
elements or raw materials to finished products.
According to S.R. Ranganathan matter isolates are properties of things, persons, etc.,
Isolates such as intensity, quality etc are matter isolates. Therefore there are two group of
matters. Matter materials [MM] and matter property [MP]. Semi colon (;) is the connection
symbol of Matter

42. 41
Energy [E]
The Energy category generally covers action of entities. Colon (:) is the connection
symbol of Energy
Space [S]
This category covers the land areas like continents, countries, states, taluks, cities,
towns and villages. Dot (.) is connection symbol of Space
Time [T]
This category covers concepts, such as millennium, century, decade, year, month,
day. It also covers season‟s conditions caused by climate and weather such as dry, wet, snow
and storm. Single Inverted Comma („) is the connection symbol of Time.
Structure of Subject
Z Generalia
1 Universe of Knowledge
2 Library Science
3 Book Science
4 Journalism
A Natural Sciences
B Mathematics
C Physics
D Engineering
E Chemistry
F Technology
G Biology
H Geology
HZ Mining
I Botany
J Agriculture
K Zoology
KZ Animal Husbandry
L Medicine
LZ Pharmacognosy
M Useful arts
Δ Mysticism
N Fine arts
O Literature
P Linguistics
Q Religion
R Philosophy
S Psychology
T Education
U Geography
V History
W Political Science
X Economics
Y Sociology
Z Law

43. 42
LIBRARY CATALOGUE
Concept of library catalogue:
A modern library functions as a service institution whose main aim is to
maximize the use of its resources. Dr.S.R.Ranganathan, the father of Indian
Librarianship has promulgated the five laws of library science which basically focus
on the maximum utilization of documents in a library. To achieve this, a number of
techniques have to be adopted by the librarian. Catalogue is one such technique.
Origin of the word:
The word „Catalogue‟ comes from the Greek phrases „Kata‟ and „Logos‟.
„Kata‟ means according to or by. Logos has different meanings such as order, word,
and reason. Hence catalogue may be regarded as a work in which contents are
arranged in a reasonable way, according to a set of plan, or word by word. Catalogue
helps in identification and location of the materials.
Definition:
Dr.S.R.Ranganathan gives a precise definition of a catalogue in his Classified
Catalogue Code as a list of documents in a library or in a collection forming a
portion of it.
James Duff Brown in his Manual of Library Economy defines a catalogue as
an Explanatory, logically arranged inventory and key to the books and their contents
and it is confined to the books in a particular library.
The International Conference on Cataloguing Principles defined catalogue as
a comprehensive list of collection or collections of books, documents or similar
materials.
Functions:
A library catalogue is essentially a tool. S.R.Ranganathan summarizes the
functions as

44. 43
1. To disclose the every reader his or her documents
2. To secure for every document its reader
3. To save the time of the reader
4. To save the time of the staff
Objectives of catalogue:
In 1876, Charles Ammi Cutter (C.A. Cuttur) presented the three objectives of
library catalogue:
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)
Objective 1 emphasizes that the library catalogue should serve as a finding list for
specific documents. This would require provision for individual entries for each
book providing approach through author, title and subject.
Objective 2 emphasizes that the library catalogue should serve as a finding list for
groups of documents. This would require provision for a uniform entry for each
group.

45. 44
Objective 3 deals with document description in the catalogue. According to it, the
description should enable a user to distinguish between different editions of a given
document.
Types of library catalogue:
A catalogue is an essential tool for identification and location of reading
materials in a library. The catalogue can be classified on the basis of
1. Their physical format such as size, shape and appearance (physical forms)
2. The construction and arrangement of catalogue entries (inner forms)
Physical Forms of Catalogue:
A library is a growing organism. A library catalogue will keep growing. The
physical form of the library catalogue has accordingly undergone many changes.
The bound book form of the catalogue was in use over a long period of time.
This was replaced by paste down forms. Here entries are written, typed or printed on
strips of paper which are pasted in a sequence on the pages of a bound book, leaving
enough space between each entry so as to allow interpolation of entries in future.
Later size of leaf was reduced to contain one entry only. A stage came when small
leaves were found inconvenient to handle. Thus this form was replaced by the card
form of the catalogue. After a great deal of experience,12.5 cm and 7.5cm size of
card has been found most convenient. The thickness of these cards is 0.025 cm. on
which only one entry is entered. A catalogue may be conveniently presented in any
one of the following physical forms:
 Printed book form
 Sheaf form
 Card form
 Visible index
 Microform
 Machine readable form

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Printed book catalogue:
It is the easiest form of catalogue to use. It was familiar and widely used. A
number of entries are printed on each page of the book. The method of printing may
be a conventional one or by means of computer.
Sheaf catalogue:
It consists of individual sheets of paper of 6” x 4” size notched (vshape
cutting) at the left edge and protected by boards on front and back. The whole of it
is secured by a mechanical clasp or metal fastener. Each such binder holds about
500 – 600 slips. Each sheet has an entry and the entries can be arranged in any
desired order.
Card catalogue:
Card catalogue is the best and the most convenient way of displaying library
catalogue. In a card catalogue, entries are made on cards on uniform size of 12.5 x
7.5cms and arranged in a tray. Each entry can be arranged, sorted and adjusted in
anyway conveniently. Cards are filed in a catalogue card tray in upright position.
These trays are housed in a cabinet made of wood or steel. 1400 cards can be filed in
a tray
CATALOGUE CARD
O
.

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At the bottom of the cards, there are punched holes through which passes a
locking rod holding them secured together. Generally cabinets are placed at the
height of 3‟ or 3.5‟ above the floor.
Visible index:
In this form of catalogue, each entry is typed on a slip. These slips are
continuous with perforation for tearing off. The metal trays are attached to a free
standing spindle so that the whole thing can be spun around.
Microform:
In this form, entries are reduced and printed upon film. A suitable microfilm
reader magnifies the film and projects it on to a screen. Microfilm may be on a
single reel. It is housed in a cassette containing two reels. The film can be wound
backwards and forwards within its container.
Microfiche:
It is a transparent card type format. It has the advantage of direct access to a
particular frame.
Machine Readable Catalogue: (MARC)
A format permits input and storage in magnetic tape, magnetic disc for
manipulation in a computer. Access may be online or offline. Online systems are
linked directly with the computer and can be used immediately. Offline means
computer can be used at certain times.
Inner forms of catalogue:
Inner form means the construction and arrangement of entries in a library
catalogue. The various inner forms of catalogue are
1. Alphabetical catalogue
a. Author
b. Subject

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c. Title
d. Name
2. Classified catalogue
3. Alphabetical classed catalogue
Alphabetical Catalogue
a. Author Catalogue
Author catalogue consists of author entries arranged alphabetically. It is the
oldest and the most important type of catalogue. This type of catalogue tells what
works of a given author are available in the library.
b. Subject Catalogue
Subject catalogue consists of subject entries arranged alphabetically. This
catalogue satisfies the subject approach of the readers. In American libraries, this
catalogue is very popular. Several books on the same subject are put together.
c. Title Catalogue
Title catalogue consists of entries for books arranged alphabetically
according to the title. If two books of the same titles are found, the entries are
arranged according to the alphabetical order of the name of the authors.
d. Name Catalogue
Name catalogue consists of author catalogue and subject catalogue mixed in
one sequence arranged alphabetically. It is convenient to have in sequential array the
works by and works about an author.
Example: DICKENS, CHARLES – David Copperfile (person as author)
Dickens, Charles: A critical study by S.R.Ranganathan (person as
subject)
Classified catalogue
Classified Catalogue is primarily a subject catalogue arranged on the basis of
notation. This is its original form. But arrangement by notation or class number alone can

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satisfy only subject approach and author approach will remain unsatisfied resulting in limited
use of classified catalogue. We know that a common reader approaches the library and the
catalogue by author or title.
Therefore S.R. Ranganathan defines classified catalogue as a catalogue in which
some entries are number entries and some are word entries. Thus classified catalogue has two
parts, classified part and alphabetical part. Classified part is the main part and alphabetical
part is index or secondary part. Classified part contains number entries i.e. subject entries and
cross reference entries. These are arranged according to the call numbers assigned according
to the scheme of classification used. The alphabetical or index part contains index or added
entries which are arranged alphabetically.
Example
.
Alphabetico – classed catalogue
Alphabetico classed catalogue can be defined as an alphabetic subject
catalogue in which the subjects are grouped in broad classes with numerous
alphabetic subdivisions. It may also include author and title entries in the same
alphabet.
Suppose major divisions are mathematics, chemistry, botany etc., these would
be arranged in a classified order. Within mathematics, subdivisions like algebra,
analysis, calculus, geometry will be arranged alphabetically.

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Web Searching
What is Web Search?
A web search engine is a software system that is designed to search for information
on the World Wide Web.
Example : www.google.co.in, www.yahoo.com., www.rediff.com
Searching Techniques
1 Use unique, specific terms
It is simply amazing how many Web pages are returned when performing a search.
You might guess that the terms blue dolphin are relatively specialized. A Google search of
those terms returned 2,440,000 results! To reduce the number of pages returned, use unique
terms that are specific to the subject you are researching.
2 Use the minus operator (-) to narrow the search
Terms with multiple meanings can return a lot of unwanted results. The rarely used
but powerful minus operator, equivalent to a Boolean NOT, can remove many unwanted
results. For example, when searching for the insect caterpillar, references to the company
Caterpillar, Inc. will also be returned. Use Caterpillar -Inc to exclude references to the
company or Caterpillar -Inc -Cat to further refine the search.
3 Use quotation marks for exact phrases
Using quotation marks around a phrase will return only those exact words in that
order. It's one of the best ways to limit the pages returned. Example: "Be nice to nerds".Of
course, you must have the phrase exactly right -- and if your memory is as good as mine, that
can be problematic.
4: Don't use common words and punctuation
Common terms like a and the are called stop words and are usually ignored.
Punctuation is also typically ignored. But there are exceptions. Common words and
punctuation marks should be used when searching for a specific phrase inside quotes. There
are cases when common words like the are significant. For instance, Raven and The Raven
return entirely different results.

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5: Capitalization
Most search engines do not distinguish between uppercase and lowercase, even
within quotation marks. The following are all equivalent:
technology
Technology
TECHNOLOGY
"technology"
"Technology"
6: Drop the suffixes
It's usually best to enter the base word so that you don't exclude relevant pages. For
example, bird and not birds, walk and not walked. One exception is if you are looking for
sites that focus on the act of walking, enter the whole term walking.
7: Maximize AutoComplete
Ordering search terms from general to specific in the search box will display helpful
results in a drop-down list and is the most efficient way to use AutoComplete. Selecting the
appropriate item as it appears will save time typing. You have several choices for how the
AutoComplete feature works:
DIGITAL LIBRARY
Introduction
Digital libraries technologies will be drawn into and transform many institutional
forms including libraries, universities, laboratories, schools and business. The rate and extent
to which this occurs will depend upon numerous factors including:
 Externalities at the public level, such as
 resolution of legal issues surrounding intellectual property
 investment in national communications infrastructure
 Local institutional and organized constraints
 availability of resources
 user demands
 leadership of individuals who manage organizations
 Technology breakthrough capable of transforming social and occupational practices
on a very large scale

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Meaning
Digital Library basically stores information mainly in electronic format to
disseminate to a user community broadly.
Definition
According to Yerkey and Jorgensin, “Digital libraries are electronic libraries in which
large numbers of geographically distributed users can access the contents of large and diverse
repositories of electronic objects in the form of text, images, maps, sounds, videos,
catalogues, government, scientific and other data stored in hypertext hypermedia and
multimedia compositions like CD-ROMS, Online databases etc”,
MAIN OBJECTIVES
 To capture, store, manipulate and distribute information
 To introduce and provide new services
 To provide need-based and retrospective search services to the user
 To have large number of databases in CD‟S
 To provide networking facility and resource sharing
 To access national and international journals which are being published only
in machine readable form
 To digitize the documents for presentation and for space saving
 To improve the cost effectiveness of library operations
Content
The unit of a digital library is a digital object or information object which may be textual,
audio, video, image, numeric, computer program, or multimedia composites of such
components.
Key Features
A digital library is expected to support the following features
 Provide access to very large information collections
 Support multi-media content
 Network accessible

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 Provide user friendly interface
 Use declarative representation of documents in addition or as against image,
postscript, etc.,
 Unique referencing of digital objects
 Enable „link‟ representation to local/external objects (hypertext)
 Clearly separate the digital library and the user interface by employing client-
server architecture
 Support advanced search and retrieval
 Available for a long time
 Support traditional library missions of collection development, organization,
access and preservation
 Integrate personal, group, enterprise, public digital libraries
 Support publishing, annotation and integration of information
CHARACTERISTICS
 Digital library is a heterogeneous library, which contains hard copy to online
systems
 The full-fledged digital library is one in which all the information is available
in the digital form, this may however be difficult to achieve.
 Digital library consist of mostly electronic documents which are of the
reference type and the queries received and processed are also of reference
type in nature.
NEED FOR DIGITAL LIBRARY
 Large amount of digital content can be managed at an affordable cost
 Searching a material or information is easier
 Storage of information is easy
 Copies of information can be passed on to the users through internet
 Networking is possible

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Advantages of Digital Library
Ability to Search
The ability to search provides an enormous advantage to electronic materials when an
ASCII version is available. Online searching has been replacing printed abstracts journals.
Ubiquity
Another key advantage is ubiquity. Many simultaneous users can access a single
electronic copy from many locations. Copies can be delivered with electronic speed, and it
would be possible to reformat the material as per the reader. Since readers get a screen
display of the object, rather than a physical object, loss rates by theft are eliminated.
Support Wider Range of Material
Digital storage also permits libraries to expand the range of materials they can
provide to their users. Digital material can permit access to videotapes and new kinds of
multimedia material that are only on computer and have no equivalent in any traditional
format.
Developing a digital library mainly involves three steps:
1) Planning,
2) Implementation, and
3) Promotion and provision of services.
Planning involves outlining various tasks related to creation of the digital library,
developing strategies for handling these tasks, determining resources required and timeline
for accomplishing these tasks. We presented a planning checklist that you can use in
planning your digital library project.
Implementation involves setting up the IT infrastructure, establishment of the project
team, and management of workflow associated with digitization, creation and release of the
digital library collection, as per the plan.
After the collection is ready for use, it needs to be promoted, integrated with other
library services and its usage monitored.

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Diagram
Steps in the process of Digitization
a) Scanning
b) Indexing
c) Storages
d) Retrieval
Tools of Digitization
a) Scanners
b) Digital Camera
c) Computers
Conclusion
Now-a- days digital libraries have a vital role for the library users. Many research
scholars have getting the information through the digital library. Greenstone is a open access
digital library software. Another one is Dspace. Green stone is easier than Dspace.
******************
DIGITAL LIBRARY
PLANNING PROCEDURE IMPLEMENTATION
Server Configuration
Software (Open Access)
User Requirement
Type of Document
Type of Scanners
Installation of
Software &
Gathering of
Document
Retrieval of the
document