Table of Contents

Introduction & Acknowledgement

Part I: Organization and Management
Part II: Reference and Bibliography
Part III: Cataloguing and Classification
Part IV: Selection and Acquisition
Part V: Indexing and Abstracting
Part VI: Information Technology
References
Appendices
 LIBRARY ORGANIZATION AND MANAGEMENT
Management is the activity of directing people’s work to achieve
Acknowledgment organizational goals or simply getting things done through people. As an art,
This Librarians Licensure Examination (LLE) Reviewer was the mere application of the general principles can be subjected to
initiated from our desire to provide affordable and accessible options personalized interpretations of each individual. That there can be many
to LLE takers during this pandemic and beyond. We opted to collate means to achieve the end target. It requires skills from the manager for these
all available LIS resources to augment existing available LLE means to work out. For example, communicating, leadership, and goal-
reviewers. The questions were adapted and extracted from other setting tasks need skills derived from theoretical principles. As a science,
review materials, textbooks, and books carefully consolidated into a management starts with observation and follows organized steps. The
six-part reviewer. Other key sources and practice sheets are also scientific approach to management is applied during the decision-making
appended. process, planning, and integrating technological innovations into library
operation.
Evolution of Management Theories
This reviewer would not have been a reality without the contributions
of the following librarians and specialists. They shared their knowledge Things to Remember Persons to Know
through notes, outlines, questionnaires, resources, and guides that Scientific Management Movement
created these compiled notes and questions. We express gratitude to -Also known as machine model -Frederick Taylor is the Father of
-Assumed that workers are the Scientific Management
the contributors and peer reviewers for the 2020 and 2021 edition.
economically motivated Movement.
-Intending to increase production -Along with Frank and Lillian
Appreciations also go to our colleagues who have supported us in this with less time, proponents of this Gilbreth, Taylor conducted the
endeavor. We are also thankful for the kind and critical inputs of other movement introduced several Time and Motion study to find out
library professionals who rectified several information published studies to help companies to become how to work as efficiently as
more efficient through changing possible. While Taylor focused on
earlier; all in the name of helping aspiring librarians in their
procedures and using inventions. reducing time to increase
examination. We also tried making a Google Forms version of the
-The task bonus system is modified production and profit, the
questionnaires so reviewers could practice and retake the exams as from Taylor’s “a fair day’s pay for a Gilbreths worked on reducing the
much as they want. fair day’s work” premise, which work, or the motions are made in
means a worker should get “a fair a task, focusing more on the
Lauren P. Kipaan day's pay for a fair day's work”—no worker.
more, no less. If the worker didn’t -Henry Gantt also approached the
Director of Libraries
work the fair day’s work, he doesn’t goal of increasing efficiency
Benguet State University Library and Information Services deserve a fair day’s pay. Task bonus scientifically. Gantt devised a task
system is also called a progressive
rate system preferred by workers
willing to work harder for additional
wages.
-With the introduction of standard
time for a task to be done, the Gantt
chart was the tool used to provide a
graphic representation of the tasks to
occur in a specific period of time.
Classical movement
-Also called the traditional or
Universalist school, focusing on a
holistic view of the organization
resulting in a body of knowledge
called the administrative
management theory. Both the
founders of the theory of
management, Henry Fayol and
Frederick Taylor, believed that
workers are naturally lazy, and they
can be motivated by higher wages.
Human relations school
-The maxim in human relations -Elton Mayo founded the human
school is "a happy workforce is a relations movement. With his
productive workforce." Because famous Hawthorne study, which
and bonus system, where workers
finishing the standard task
assigned for the day received a
bonus on top of their daily wages.
Underperforming workers were
not penalized, and they still
received their daily wage,
irrespective of the work they had
completed that day.
-Henry Fayol is the father of the
classical movement.
-Max Weber designed the
bureaucratic mode and the rules
and procedures for a theory of
structure in organizations.
-Max Weber divided organizations
into hierarchies, establishing
strong lines of authority and
control.
-Lyndall Urwick and Luther
Gulick set the organization and
system movement, which
distinguished administration and
scientific management applicable
to the operational level. They also
devised the acronym
POSDCORB known in
management.
management is getting things done
through people, management study
should center on interpersonal
relations, thus making personnel
administration prominent.
1. One of the movements under the
human relations school is the
human behavior movement which
assumes that if management makes
employees happy, maximum
performance will be achieved.
2. Another movement is the self-
actualizing movement which
encourages employees to develop
social groups, move toward
employees' participation in
management, and allow democracy
within the organization.
led to the Hawthorne effect being
coined as an increase in worker
productivity produced by the
psychological stimulus of being
singled out and made to feel
important, four general
conclusions were drawn:
1. The aptitudes of individuals are
imperfect predictors of job
performance.
2. Informal organization affects
productivity. The Hawthorne
researchers discovered a group life
among the workers.
3. Work-group norms affect
productivity.
4. The workplace is a social
system.
-Chester Barnard's idea of
contribution-satisfaction
equilibrium is one key concept in
this movement. Barnard
emphasized the role of
communication as the first
function of managers.
-Peter Drucker introduced MBO
or Management by Objectives.
--Abraham Maslow proposed that
hierarchy of needs, saying people
have a complex set of needs. Self-
actualization is the highest need in
the hierarchy.
-Douglas McGregor contributed
Theory X and Theory Y.

System Approach
-The systems approach regards the
organization as a total system;
divided into three movements -
decision theory movement, general
systems theory movement, and
psychological theory movement.
1. Decision theory movement -
This movement introduced
mathematical methods and
quantitative models to serve as the
basis for all management decisions.
This movement also leads to the
introduction of management
information systems (MIS) and
decision support systems (DSS).
2. General systems theory
movement - General systems theory
movement integrates knowledge
from the biological, physical, and
physical sciences.
3. Psychological theory movement
- This movement views the human
being as a complex organism
metamorphosing through
1. Theory X assumes that physiological and psychological in interrelation among them and
employees dislike work, are lazy, stages to maturity. This movement with the environment.
and dislike responsibility, and includes a contingency -The psychological theory
must then be coerced to perform. approach/management-situational movement was based on the
1. Theory Y assumes that approach. personality theory.
employees like work, are creative,
and like responsibilities, and can Managerial Levels
exercise self-direction.
-Chester Barnard is the first
person to utilize the systems
approach in the field of
management. Apart from being
considered a behaviouralist as he
emphasized the psychological
aspects of management such as
“contribution-satisfaction
balance,” he is regarded as a
systems theorist simultaneously as
he viewed organizations as a social Management Functions
system.
-Early contributors of systems PLANNING
approach include Ludwing Von The function of management involves an assessment of the future, the
Bertalanfty, Lawrence J. determination of desired objectives, and the development of alternative
Henderson, W.G. Scott, Deniel courses to achieve such objectives.
Katz, Robert L. Kahn, W. Buckley,
and J.D. Thompson.
ORGANIZING
-Ludwig van Bertlanffy is the
father of general systems theory The function of management determines the specific activities necessary
movement. He was the first to talk to accomplish the planned goals. It is aimed to group the activities into a
about the "system theory of logical framework of the structure, assigning authority and responsibilities
organisms." At this point, a system to people for their accomplishment.
refers to a set of elements standing
 LEADING
The managerial function enables managers to communicate with and
influence subordinates towards the achievement of organizational goals.
An important ingredient of this function is motivation - the willingness to
exert high levels of effort towards organizational goals, conditioned by the
effort's ability to satisfy individual needs. Also called Directing.
CONTROLLING
It is the function of monitoring performance and undertaking corrective
action(s) to assure the attainment of predetermined goals and objectives
of the organization.
For top level managers, majority of their tasks involves planning
and decision-making which are conceptual skills. Interpersonal skills are
used by top level managers to effectively cooperate with te mid-managers
and make the line of command to work well.
For middle managers. Interpersonal skills are key to implement the
goals of the organization as a bridge of the plants to the outputs. Being one
to perform organizing and staffing, middle managers need to have
conceptual skills also for decision-making.
For low level managers, technical skills are key to perform
processes, procedures, or techniques as efficient as possible. As a role
model of other staff, they must also have the interpersonal skills to be able
to work with others. Conceptual skills are used on individual decisions or
tasks. They are also used by low level managers in plans intended for a
short range of people involved.
PLANNING
Planning is a never-ending or continuous process because after making
plans, one has to be in touch with the changes in changing environment and
selecting one best way. One of the things done in planning is assessment. It
is the first thing done to better understand what might affect the organization
while implementing its plans.
▪ SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis
SWOT analysis is one of the most popular strategic analysis models. It
involves looking at the strengths and weaknesses of an organization and any
opportunities and threats to the organization. It allows planning based on
the internal environment to be prepared for the external environment.
▪ TOWS (Threats, Opportunities, Weaknesses, Strengths) analysis
TOWS Analysis is a variant of the classic business tool, SWOT Analysis.
Instead of just identifying strengths, weaknesses, opportunities, and threats,
it allows you also to identify certain directions on how to put together each
factor into context—for example, maximizing strength to maximize
opportunities, maximizing strength to minimize threats, minimizing
weaknesses by taking advantage of opportunities, or minimizing weaknesses
while avoiding threats.
▪ PESTLE (Political, Economic, Social, Technological, Legal,
Environmental) analysis
PESTLE analysis is a fundamental tool for planning. It is a method of
assessing your business environment and its possible impact on the
organization’s performance. This analysis helps determine the effect of the
six external factors on the organization in terms of duration of impact, type
of change, rate of impact, and importance.
▪ SOAR (Strength, Opportunities, Aspirations, Results) analysis
SOAR is an acronym standing for Strengths, Opportunities, Aspirations,
and Results. Strengths and opportunities focus on your present situation,
whereas aspirations and results focus on your desired future situation. It is a
strategic planning tool that can help your organization create and execute its
strategy by focusing on your strengths and leveraging your organization’s
opportunities.
Several planning techniques
•Standards – the use of guidelines developed by various professional groups
to have a definite target on planned actions to be undertaken.
•Forecasting – library manager predicts based on the assumption about the
future. Forecasting is deemed accurate because forecasts are derived by
analyzing a set of past data from the past and presents trends. The analysis
helps in coming up with a model that is scientifically backed and the
probability of it being wrong are minimal.
•Projections – library manager outlines a trend of events based on some
type of analysis or qualitative judgments. Although the process is the same
with forecasting, projections reflect the desired outcomes while forecasts are
most likely to happen or more reasonably attainable.
•Predictions – library manager formulates an opinionated event to happen
or plan of action based on the facts and information available. Predictions
may also be drawn with or without facts.
VMGO (Vision, Mission, Goals, Objectives)
Planning is manifested in the VMGO of the organization. Although it is not
the only time where planning is done, VMGO draws the lines of limitations
and targets of an organization. It formalizes the planning that has been done.
Vision - the object of imagination of the library or an act of foresight.
Mission - it is the self-imposed duty of the organization.
Goals - general statement referring toward which efforts the library is
directed.
Objectives - measurable actions to be achieved by the organization.
Activities - predetermined act toward achieving library objectives.
Procedures - standard operations performed by the library staff in
dealing with specific activities.
Strategies - These are long-term objectives, state course/courses of action
adopted, and allocation of resources needed. They serve as a framework
that will guide thinking and action.
Policies - verbal, written, or implied overall guide sets up limits and
directions around which managerial action occurs.
a. Originated policy - This type of policy is developed to guide the general
operations of the organization. They flow mainly from the objectives
and are the primary source of policymaking in an organization.
b. Appealed policy - This forces a decision or policy. These are made out
of snap decisions.
c. Implied policy - This type of policy is unwritten and is developed from
actions that people see about them and believe to constitute policy.
d. External imposed policy - This type of policy comes through several
channels. They dictate the working in an institution.
ORGANIZING
Organizing is manifested in the organizational chart as it is the basic tool to
show authority relationships. It identifies the line of command and which
tasks are to be done by each person in the chart. It is the process or function
of determining the structure for allocating individual tasks and coordinating
activities.
Organizing Principles
•Centralization - This indicates that authority is concentrated at the
highest echelon of the hierarchy and that those at the top make most
decisions.
•Decentralization - Contrast to centralization, authority to make
decisions is pushed down in the organizational structure.
•Delegation - This is the downward transfer of formal authority from
one person to another within prescribed limits.
•Departmentation - This is the basis on which work and individuals
are grouped into manageable units. It could be either based on the
number of workers, function, territory, product, customer, or
process/equipment.
•Line and staff positions - Line positions are responsible and
accountable for the organization's objectives. Staff positions provide
support to the line position.
 •Scalar principle of hierarchy - This determines the chain of authority
ranging from the ultimate to the lowest ranks.
•Span of control - This refers to the number of people and/or activities
a manager can efficiently manage.
•Unity of command - The main idea here is that every person within
the organization should order from and report to only one person.
Staffing is the function that involves recruitment, selection, hiring,
placement, and development of human resources required by the
organization. It is also called human resource administration. It sees to it that
a qualified person is selected for each position.
The Staffing Process
1. Human Resource Planning
2. Recruitment
3. Selection
4. Induction and Orientation
5. Training and Development
6. Performance Appraisal
7. Transfers
8. Separation
LEADING
It is a leadership and management function that is highly
humanistic; enables managers to get things done through people – both
individually and in groups. It instills both a sense of responsibility and
accountability to every member of the organization.
Responsibility and Accountability
Responsibility - is the obligation to do an assigned task.
Accountability – means the obligation and initiative to carry out established
plans.
Leading is not simply making people do a task or carry out plans; they must
also have a reason why they must accomplish something and contribute to
the organization. That is where motivation enters.
There are several approaches through various theories in motivation.
1. Maslow's Hierarchy of Needs - Abraham Maslow proposed that people
have a complex set of needs arranged in a hierarchy of importance. They do
not operate at once but are organized in successive levels, and one need has
to be satisfied sufficiently before the need becomes operative.
2. Hertzberg's Two-Factor Theory - Frederick Hertzberg and his associates
distinguished between lower-level and higher-level needs and said that the
best way to motivate someone is to rearrange the job to make the job more
interesting and challenging. This is a way to develop a sense of satisfaction
in accomplishing the challenge on the task.
3. McGregor's Theory X and Y - Theory X assumes that workers are lazy,
dislike work and responsibility, and must be coerced to perform. Theory Y
assumes that workers are creative and like work and responsibility, and they
can exercise self-direction.
4. Victor Vroom’s Expectancy Theory – This assumes that it is not enough
to offer the person something to satisfy his or her important needs, but the
person must also be reasonably sure that he can obtain the reward. It could
be summed into the formula of motivation which is Motivation =
(Expectancy)x(Instrumentality)x(Valence).
Expectancy is the belief that effort leads to performance
Instrumentality is the belief that performance leads to an outcome
Valence is the extent to which one values the outcome.
5. David McClelland’s Achievement-Power-affiliation Theory - This was
developed by David McClelland. It is focused on three (3) crucial needs; need
to achieve, power, and affiliation.
6. B.F. Skinner’s Behavioral Modification – Skinner believed behavior is
shaped through systematic reinforcement and that punishment has limited
effects. The use of positive reinforcement to control or modify the behavior
of individuals or groups. It is encouraged that desired behaviors should be
reinforced.
7. Clayton Adlerfer’s ERG Theory - Clayton Adlerfer reworked Maslow's
hierarchy of needs theory. He argued that there are three groups of core
needs: existence, relatedness, and growth. In contrast to Maslow, ERG
theory assumes that more than one need may be operative simultaneously.
If the gratification of a higher-level need is hushed, the desire to satisfy a
lower-level need increases.
Leadership is an essential tool for leading or directing. It is the ability to
influence people toward the attainment of goals. An effective leader has the
ability to influence others in the desired direction and thus can determine
the extent to which both individual employees and organizations as a whole
reach their goals.
The leadership grid is a measure that involves two primary concerns in the
organization: concern for production and concern for people.
James McGregor Burns identified two types of leadership styles:
•Transactional leader - This is a leader who sees job performance as a
series of transactions with subordinates. The transactions consist of
exchanging rewards for services rendered or punishments for inadequate
performance.
•Transformational leader - This type of leader is skilled at getting
subordinates to transform their self-interest into the interest of the largest
group. They bring out the best in their subordinates.
According to Fred Fiedler, three situational variables determine how
favorable any particular situation is for a leader. These three constitute
Fiedler's Leadership Contingency Model.
1.Leader-member situation - the degree to which members like and trust a
leader and are willing to follow him/her
2.Task structure - the clarity and structure of the elements of the tasks to be
accomplished
3.Power position - the power and authority that are associated with the
leader's position
Different types of leadership
1. Autocratic leadership – also known as authoritarian, coercive or
commanding, this kind of leadership is run by decisions of the leader
alone without prior consultation from anyone. This is effective in cases
of crisis situations when immediate decisions are need.
2. Affiliative leadership – uses emotional bonds and the idea of
belongingness. Focused on building trust and particularly effective
during heightened stress. This is effective in boosting morale, improving
communication and creating harmonious working environment but
fragile due to its strong basis on trust.
3. Bureaucratic leadership – the textbook style of leadership and pure
base decisions on established policies and practices. Deemed ineffective
during crisis due to struggle in responding to change.
4. Participative leadership – values the knowledge, skills, and diversity of
the team members. This is similar to transformational leadership where
participative leaders could empower lower-level employees to exercise
authority and prepare them for higher functions and scope of
responsibility.
5. Delegative leadership – also known as the laissez faire which translates
to “Let them do”. A delegative leader entrusts decisions and offer
 minimal interference. This is opposite to affiliative where the team puts
their trust on their leader.
6. Absentee leadership – could develop from Laissez-faire leadership.
Absentee leaders are "people in leadership roles who are psychologically
absent from them. They were promoted into management, and enjoy the
privileges and rewards of a leadership role, but avoid meaningful
involvement with their teams." Absentee leaders take value out of an
organization without putting value in.
7. Emergent leadership - Emergent leadership is a type of leadership in
which a team member is not appointed or elected to a leadership role.
Instead, their leadership develops over time as a result of the team’s
interaction. An emergent leader needs to rely on influence rather than
authority, and often team members don’t immediately accept a new
leader who has not been appointed or elected.
8. Pacesetting leadership – this is the one who leads by examples. They
set high standards for themselves in the hope that others will follow suit.
A team comprised of self-motivated, high-performers who value
continuous improvement will thrive under the direction of a pacesetting
leader.
9. Inspirational leadership – somehow similar to leading by examples but
not by mere credentials, standards, or actual observable actions. Instead,
these leaders influence those around them positively and motivate others
towards success. This could be due to known adversities, radiating
positivity and passion, displayed integrity and principles are seen as
leadership qualities that people could be moved to improve or perform
better. This could be consciously or unconsciously employed.
10. Servant leadership - A servant leader is focused primarily on the well-
being of people and the communities to which they belong. Servant
leaders share authority, put the needs of others first, and help people
realize their full potential. They are concerned more with the well-being
of the societies in which they operate than their own functional
responsibilities. In a servant leadership organization, the leader exists to
serve his or her direct reports, not the other way around.
11. Strategic leadership - The main objective of strategic leadership is
productivity. To achieve this objective, a strategic leader must develop
an environment in which their employees are able to forecast the
organization’s needs within the context of their own responsibilities.
Rewards and incentive programs are popular tools employed by strategic
leaders to encourage employees to consistently perform at a high level.
Somewhat similar to transactional leadership.
12. Visionary leadership – visionary leaders are natural born problems
solvers and rely on abstract thinking to visualize possibilities that most
are unable to see. This kind of leadership creates a culture of innovation
among employees, contrary to bureaucratic where innovation and
creativity is stifled. They rely heavily on others to execute the vision.
Steve Jobs is an example of a visionary leader: passionate, open-minded,
and creative, he was most effective at inspiring forward momentum and
creating a culture of innovation during his two stints at Apple.
13. Transparent leadership - means leading with transparency, openness
and honesty. These leaders keep their team in the loop and share
information freely. The most important role of a leader is to set a clear
direction, be transparent about how to get there and stay the course.
14. Situational leadership – it where a leader adapts various leadership
style depending on the situation. Does not have permanent kind of
approach but is able to flexibly change behaviors based on the current
situation.
Communication is another essential tool for leading or directing. It provides
cohesiveness and direction in an organization. The typical elements of this
process include the following.
1.Source - This is the sender of the message. The source has some thought,
need, or information to communicate.
2.Message - The source has to encode the information in some form that
both sender and receiver can understand.
3.Channel - This is the link between the source and the receiver.
4.Receiver - This is none other than the recipient of the message.
5.Feedback - This is the receiver's response and the nature of activities
carried out by the receiver.
Forms of Communication
•Written communication - This form of communication provides a lasting
record and ensures uniformity in matters like policy.
•Oral/verbal communication - In this form of communication, there is
instant feedback through which clarifications can be accomplished.
•Non-verbal communication - Unwritten or unspoken; this can provide
many clues to an observer. Body language is a particular type.
Organizational Communication Flows
 Downward - Downward communication is when company leaders and
managers share information with lower-level employees. Unless requested
as part of the message, the senders don’t usually expect (or particularly
want) to get a response. An example may be an announcement of a new
CEO or notice of a merger with a former competitor. Other forms of high-
level downward communications include speeches, blogs, podcasts, and
videos. The most common types of downward communication are
everyday directives of department managers or line managers to
employees. These can even be in the form of instruction manuals or
company handbooks.
 Upwards - Information moving from lower-level employees to high-level
employees is upward communication (also sometimes called vertical
communication). For example, upward communication occurs when
workers report to a supervisor or when team leaders report to a
department manager. Items typically communicated upward include
progress reports, proposals for projects, budget estimates, grievances and
complaints, suggestions for improvements, and schedule concerns.
Sometimes a downward communication prompts an upward response,
such as when a manager asks for a recommendation for a replacement
part or an estimate of when a project will be completed.
 Horizontal - Horizontal communication involves the exchange of
information across departments at the same level in an organization (i.e.,
peer-to-peer communication). The purpose of most horizontal
communication is to request support or coordinate activities. People at
the same level in the organization can work together to work on problems
or issues in an informal and as-needed basis.
 Grapevine - Grapevine communication is defined as unstructured and
Informal network formed on social relationship rather than
organizational charts or job descriptions. It is actually an informal vehicle
through which message flows throughout the organization.
CONTROLLING
Controlling is the function of monitoring performance and undertaking
corrective action(s) to ensure the organization’s pre-determined goals and
objectives.
There are several techniques employed in controlling.
1. Evaluation - This identifies areas needing improvement with an aim
toward corrective action.
2. Cost-benefit analysis - This is a systematic approach that seeks to:
•determine whether or not a particular program or proposal is justified,
•rank various alternatives appropriate to a given set of alternatives, and
•ascertain the course of action needed to attain these objectives.
3. Management information system (MIS) - This is a technical tool to
gather data, summarize it, and present it as information to be used in the
control process and decision-making.
4. Decision support system (DSS) - As an extension of MIS, it takes
advantage of the continuous development in the database management and
modeling arena to offer software that supports computerized decision-
making.
5. Operations research - This is an experimental and applied science
devoted to observing, understanding, and predicting the behavior of
purposeful systems. Operations researchers are actively engaged in applying
the knowledge to practical problems.
6. Program evaluation and research technique (PERT) - PERT is a
method of planning and scheduling work that involves identifying all the key
activities in a particular project, devising the sequence of activities, and
arranging the duration of time for the performance of each phase of the work
to be done.
Budgeting
A special part of the controlling function is budgetary control - the method
of rationalization whereby estimates covering different periods of time are,
by the study of statistical records and analytical research of all kinds,
established for all, and everything that affects the life of a business concern
can be expressed in figures.
There are various techniques in budgeting that an organization can consider.
Here are some of them.
1. Line-item budgeting - This is the most common technique. In this
technique, the budget is divided into broad input classes or categories (such
as salaries or wages, materials and supplies, equipment, capital and
expenditures, and miscellaneous), with further subdivisions within these
categories. It can be inflexible unless the system allows the reallocation when
there is a need to do so. This budget is easy to prepare. Most of the allocations
are done by simply projecting current expenditures to next year, taking cost
increases into account. However, this technique has almost no direct
correlation with the organization's objectives.
2. Lump-sum - In this technique, there is a certain allocation given by the
parent institution to its sub-units, and it is up to the manager of each sub-
unit to decide how the sum will be broken into categories.
3. Formula budgeting - This uses pre-determined standards for the
allocation of financial resources. It is expressed in terms of a percentage of
the total institutional budget.
4. Program budgeting - Here, the budget is concerned with a particular
program with its set of activities and not with the individual items or
expenditures. It maintains that it is possible to relate the programs to
accomplishments to time/action objectives or activities stated in output
terms in the strategic planning process.
5. Performance budgeting - In this technique, expenditures are based on
the performance of activities and the efficiency of operations. Therefore, it
weighs more on quality over quantity of service. It is based on cost-benefit
analysis.
6. Planning Programming Budgeting System (PPBS) - This was developed
in the US by Rand Corporation and was introduced to the Department of
Defense by Robert McNamara in 1961. At that time, President Lyndon B.
Johnson directed all government agencies, including government-run
universities and colleges, to implement it. By 1965, it was used by all
agencies. The technique combines the best of both program budgeting and
performance budgeting. The emphasis is on planning and evaluation. It
begins with the establishment of goals and objectives and introduces
controlling measures. PPBS has the following specific steps:
•Identifying the objectives of the organization
•Presenting alternative ways to achieve objectives with cost-benefit
ratios presented for each
 •Identifying activities that are necessary for each program
•Evaluating the result so that action can be taken
It combines planning (stating objectives), translating into a program, and
stating requirements in budgetary terms (financing). The key to success is
the selection of criteria for evaluating each alternative against relevant
objectives.
7. Zero-based budgeting - This focuses on two basic questions:
• Are the current activities efficient and effective?
• Should current activities be eliminated or reduced to fund higher
priority new programs or reduce the current budget?
It requires organizations to review and evaluate each of their service
programs and activities based on output measures and costs.
Marketing
Marketing is the analysis, planning, implementation, and control of carefully
formulated programs designed to bring about voluntary exchange of values
with target markets to achieve the organization's objectives. The marketing
mix consists of the following:
1. Product - This is the tangible commodity or the intangible service
that an organization offers to its customers/clients.
2. Price - This refers to the amount of money customers/clients are
willing to part with to avail or use a product or service being offered.
3. Promotion - This is the provision of relevant information to
prospective customers/clients to persuade them to patronize a
product/service.
4. Place - This determines the availability in the right direction of an
organization's product/service and the accessibility of channels of
distribution.
SCHOOL LIBRARIES
I.HISTORICAL DEVELOPMENT OF SCHOOL LIBRARIES
▪ John Newberry (9 July 1713 - 22 December 1767)
- the "Father of Children's Literature." He was the first to
conceive the idea of publishing books for children
▪ Late 1800- School library services evolved
▪ 1876- Beginning of the Modem American Library movement
• Creation of the American Library Association (ALA) led by
Melvin Dewey.
• School Libraries were made of a small collection
▪ 1910- a High school library section was built within the New York
State Teachers Association.
• School Librarian primarily role is clerical
New York- recognized Librarians as Teachers rather than clerks.
▪ 1914- American Association of School Librarians (AASL) begin as
the School Library section of the American Library Association
• Board of education adopted regulations that made salaries of
qualified high school librarians comparable to teachers and
also recommended that librarians should be graduate of a
one-year course approved library school (Morris, 2010)
▪ 1915- California School Library Association was formed
• The Committee set the first library standard as a report for
schools of different sizes in the United States on Library
Organization and Equipment (CLOE) within the
Department of Secondary Education of the National
Education Association (NEA).
▪ 1920- The first effort of evaluating the school libraries was conducted
by the Library and education communities.
▪ 1960s- The greatest period of growth and development for school
libraries due to the increased support from private and public funds
for education.
▪ 1963-1968- Knapp School Libraries Project- funded the
establishment of model School library media centers across the
country.
▪ 1965- passage of Elementary and Secondary Education Act (ESEA)-
school libraries received significant federal support - part of the Great
Society legislation, which included Library Services and
Construction Act, Higher Education Act.
▪ 1969- first joint standards entitled "Standards for School Media
Programs" published by AASL and NEA Department of Audiovisual
Instruction (DA VI) coordinated by Frances Henne-terms media,
media specialist, media center, media program were used.
▪ 1975- DA VI become Association for Educational Communications
and Technology.
▪ 1989- California changed professional Library credential title to
Library Media teacher.
▪ Information Power (AASL & AECT, 1998)- standards expanded
the role of SLMS to instructional partner & program administrator
aside from the roles of teacher and information specialist.
▪ 1999- School libraries adopted the IFLA/UNESCO School Library
Manifesto
"The school library provides information and ideas that are
fundamental to functioning successfully in today's information and
knowledge-based society. The school library equips students with life-
long learning skills and develops the imagination, enabling them to
live as responsible citizens." II. SCHOOL LIBRARY IN THE PHILIPPINES
School Mission:
School library services must be provided equally to all school
community members, regardless of age, race, gender, religion,
nationality, language, professional or social status.
✔ Services and materials must be provided for those who are
unable to use mainstream library services and materials.
✔ Access to services and collections should be based on the
United Nations Universal Declaration of Human Rights and
Freedoms. It should not be subject to any form of ideological,
political, or religious censorship or commercial pressures.
Goals of the school library: SLMC is "integral to the educational
process.” (IFLA/UNESCO School Library Manifesto, 2006)- latest
revision
▪ 2000- School Library Media specialists become instructional partners
in curriculum development and assume active instructional roles in
their schools.
- Information literacy advocates
- School Library Media Centers become more virtual
▪ 2007 - First book on the new standards for SLMC, entitled
"Standards for the 21st-century learner (AASL, 2007)
▪ 2008- Leaming4life (AASL, 2008)
▪ 2009- Standards for the 21st century Leamer in Action (AASL,
2009b)
-Empowering learners: Guidelines for School Library Media
Programs (AASL, 2009a)
5 Roles of SLMS (AASL, 2009a):
1) Teacher
2) Instructional Partner
3) Program Administrator
4) Information Specialist
5) Leader
▪ 1898- end of the Spanish-American war opened a new chapter in
Philippine history.
▪ 1898-1945- American government was committed to establishing a
public education system and strong public service in the Philippines,
library development made an impact.
Lois Stewart Osborn- introduced the modem concept of a school
library in the Philippines.
Pampanga High School Library- First school library in the
Philippines
- All other library developments were made possible through the
initiative and effort of the American scholars and librarians who
 came to work for the US public service and the Filipino scholars who
carried a tradition from the previous century.
▪ 1946 to Today- growth of Modern Libraries in the Philippines.
▪ 1998- each elementary and secondary school must have a functional
library. Schools without libraries must establish them; those with
libraries must improve them (DO 6, s. 1998 - Policies and Programs
for School Library Development)
III. 21 CENTURY SCHOOL LIBRARY
ST
School Librarian
► is responsible for working with teachers to enrich the instruction program
through supplementary materials of every description, provide the necessary
materials, organize them for efficient use, teach the students what the
materials are and how they are used. Ideally, there should be one librarian
for every 500 students.
►It must reflect the needs of its school population, it must be properly and
adequately equipped to meet the needs of the curriculum and the users, the
set of standards must be followed.
Roles of School Libraries in Education
1. Vital instrument for quality education which helps students and teachers
find the information they need to carry out classroom learning activities and
to satisfy their interests.
2. Center of information sources. (Audio-visual center, and instructional
materials center whose functions include the following: systematically collect,
classify, store, and retrieve information, and assist in adopting this
information to suit their intended use).
3. It is a learning laboratory for developing critical thinking that promotes
multiple literacies.
4. Student Services: Reading, Viewing, and listening; reference; instruction
5. Teachers and administrators’ services: Curriculum development, assisting
in the use of materials
6. Library is a service center, reading center, guidance center, material
production center, and most importantly, teaching-learning center. The
library should be the center of a school is an integral and indispensable part
of it (DO 6, s. 1998)
Roles and functions of the school library and media center
1) Information Center
• Updates teachers of recent library acquisitions
• Makes teachers aware of materials available for pupils’ use
• Establishes linkages with community and other civic
organizations
• Continuously updates library collection
• Continuously promotes reading habits and awakens deeper
awareness of the importance of the library
• Provides consultancy services on the preparation and
development of information media
• Demonstrates innovations in teaching strategies
• Implements programs to help improve library facilities and
service
2) Audio/Video Center
• Makes available to pupils and teachers varied materials like films,
slides, filmstrips, etc.
• Makes available to pupils and teachers equipment like projectors,
VCR systems, cassette tape recorders, film projectors, computers,
etc.
• Provides a space for teachers to program materials
• Houses the projection area where previewing audio-visual
materials is done.
3) Learning Materials Center
• Develops skills in reading, writing, speaking, learning, visual
literacy, mathematics, etc.
• Diagnoses learners’ need and evaluates pupil growth and
development
• Makes available collection of information media to enhance the
teaching-learning process
• Includes general references like encyclopedias, atlas, maps, etc.
to the collection, as well as textbooks and supplementary
materials
 • Stimulates teachers’ and pupils interest and develop inquiry and
reading habit
**School Library main function: is to make instructional materials available
and accessible to teachers and learners to create positive reading/study habits
and develop the ability to use those materials efficiently and effectively as
tools of learning (DO 6, s. 1998).
IV. ADMINISTRATION AND STAFFING
1. A unified program integrating library and audiovisual programs under the
leadership of a qualified and competent professional is recommended.
2. Where there are two or more professional librarians, one is appointed as
the head to oversee the smooth implementation of services and the
supervision of personnel.
3. The school library media center shall be regularly evaluated in terms of its
services, personnel, and resources, not only by the students but also by the
faculty.
HUMAN RESOURCES
1. The SLMC shall be appropriately staffed by full-time licensed librarians
and trained clerical support, the number of which is proportionate to the
student population.
2. The professional/licensed librarian shall be given a faculty status, with
corresponding privileges and other benefits comparable to those of the
teaching faculty.
3. Participation in seminar workshops, conferences, and other continuing
professional education activities shall be encouraged and subsidized.
SIZE
► For enrollment of 500 or less: 1 full time professional librarian + 1 support
staff
► For enrollment of 1,000: 1 full-time professional head librarian/media
specialist, one full time librarian/media specialist + 2 support staff
► For enrollment of 2,000: 1 full-time professional head librarian/media
specialist, 2 full time librarian/ media specialist, + 4 support staff
Note: There shall be an additional librarian and two additional support staff
for every additional one thousand enrollment.
QUALIFICATIONS
Professional Librarian - BLS/BLIS graduate or BSE/ BSE Ed. major or
minor in Library Science, &
certified by the Board for Librarians/ RL
Note: The head librarian/media specialist must have graduate units in
Library and Information Science (LIS) or related field (e.g., MA major in
Educational Technology) and 5 years experience in the library.
Library Assistant/Clerk - College/ Secretarial graduate
Audiovisual Technician - 2-year course in Electronics
V. PHYSICAL FACILITIES OF SCHOOL LIBRARIES
► The library must accommodate at least 10% of the total school population.
The work areas must be
provided for among many types of materials and for library services. The
space allowance for
each reader must be at least 25 sq. ft.
► The library must be located as central as possible and in a relatively quiet
area.
► According to DO 6, s. 1998, there must be a separate building or room
properly constructed for a
school library which is well lighted, ventilated, free from noise, centrally
located to be accessible
to teachers and pupils, with the modified open-shelf system, and can
accommodate at least fifty (50)
pupils for library lessons once a week.
PHYSICAL SET UP
A. Building plan
-Building an SLMC Planning an SLMC, whether a new facility or a
simple remodeling project, is a consultative effort between the SLMS,
principal, Architect, and stakeholders. Staff, faculty, pupils/students,
and other people who will be the primary users of the library facility
should be involved in the planning (Morris, 2010).
B. Building structure and design
-2016 New Deped School Building Designs. Complies With The
National
 Building Code Of The Philippines 2010; Deped New School Building
Designs Architectural Features of the School Building will be
upgraded.
Factors to consider in the overall design:
a. Community resources accessibility
b. The technology used throughout the school
c. No. of department or decentralized collections available in the
school or district
C. Furniture and equipment (based on the Standards for School Libraries)
a. Reading tables and armless chairs must accommodate 15-25% of
the enrollment.
b. Minimum of three dictionary stands
c. At least two bulletin boards or depending on space available
d. Minimum of 4 step stools
e. 2 or 3 book trucks or carts
f. One computer for every 1000 enrollment
VI. SCHOOL LIBRARY COLLECTION
▪ Selection and acquisition of books and other library materials is a
cooperative endeavor of the librarian, faculty, and head of school.
▪ It should be based on a list of approved textbooks, teacher's manuals,
and supplementary materials.
▪ Teachers may recommend books and other instructional materials
needed in the classroom.
▪ Supplementary materials are also intended to be present in school
library collections. These are resources other than textbooks:
relevant and interesting books, newspapers, informational
pamphlets, and other materials printed in mother-tongue and
instructional languages reflecting local customs and concerns
textbooks and teachers’ manuals. ( either print or non-print
materials).
VII. BUDGET
► GOVERNMENT SCHOOL LIBRARY/HUB
- DO 48, s. 2010 - Guidelines for the Allocation of Centrally Procured
Supplementary Reading,
Reference and Other Instructional Materials for the Library Hubs
▪ Subject to the release of funds by the Department of Budget and
Management (DBM) to DepEd.
▪ The lump-sum budget is allotted sixty percent (60%) for elementary
titles and forty percent (40%) for secondary titles.
▪ The number of copies per title depends on the size of the Library
Hub are:
Library Size Number of Copies per Title
Large 36
Medium 25
Small 19
▪ Library funds in government schools must be 5-10% of the school
funds (based proportionately) as released by the Schools Division
Office (DO 6, s. 1998).
▪ DO 6, s. 1998- Policies and Programs for School Library
Development
- School libraries should procure basic print supplementary materials,
in addition to adequate copies of textbooks and teacher's manuals, in
accordance with the Guidelines on Supplementary Materials
Intended for Public Elementary and Secondary School
VIII. EVALUATION OF SCHOOL LIBRARIES AND OTHER ISSUES
► The school library should provide for its users’ educational, informational,
cultural, and recreational needs. Its collections should fulfill these needs so
that students and teachers will find fulfillment in their desire to learn and be
well informed.
► The following questions can serve as guidelines in evaluating the school
library services:
I. Are the materials in the collection appropriate for their users’ ages,
abilities, and background?
2. Are the materials accurate and up-to-date?
3. Does the library catch and hold the interest of the users?
4. Are the materials in the library organized and balanced in content?
5. Are the services of the library cost justified?
SPECIAL LIBRARIES
I.HISTORICAL DEVELOPMENT OF SPECIAL LIBRARIES
▪ July 2, 1909- marked the birth of the Special Libraries Association
(SLA). Twenty-six (26) librarians congregated at Bretton Woods in
New Hampshire, U.S.
John Cotton Dana is the founder of the association.
SLA Motto was quoted by John A. Lapp, which is "putting
knowledge to work."
▪ 1910- there were already approximately 100 special libraries.
▪ 1920- it grew to 1,000; and
▪ 1935- the number reached 1,500
▪ 1950's- the number increased up to 5,000
▪ 1965- the number was more than twice 10,500
▪ At present - approximately more than 19,000 special libraries and
still counting.
▪ 2019- Special Library Association serves more than 12,000
innovative information professionals in 83 countries. Its members
include corporate, academic, and government information
specialists and their strategic partners.
II.SPECIAL LIBRARIES IN THE PHILIPPINES
▪ 1954- establishment of the Association of Special Libraries of the
Philippines (ASLP)
- ASLP was represented by government and private libraries and
established a linkage between the private and public sectors.
▪ Rufo Buenviaje- father of special librarianship
▪ Juan C. Buenostro Jr.- writer of the first book published in the
Philippines in 1995 entitled" the management of special Libraries
and Information Center."
The growth of special libraries is owed to three basic factors:
1. information explosion
2. advances in computer and information technologies
3. the existence of an information society
▪ Special libraries associations in the Philippines
1. Association of Special Libraries in the Philippines (ASLP)- most
popular
- Consuelo M. Damaso (first ASLP President, 1954) became one
of the full-time professors of Library Science on April 1, 1961 of
the Institute of Library Science (now UP SLIS). She was
appointed Acting Director of the Institute on July 27, 1961. She
became the PLAI President in 1965-1967. She was awarded the
Severino I. Velasco Award as Conference Chairman in 1965.
The Association of Special Libraries of the Philippines (ASLP)
was established in 1954 as a result of the implementation plan
spearheaded by the Interdepartmental Reference Service (IDRS).
It took the place of the Philippine Council for US Aid
(PHILCUSA) which initiates the rehabilitation progress of
disorganized libraries.
Publication of ASLP includes the ASLP Journal, Bulletin,
Newsletter, and various souvenir programs available on their
website
2. Medical and Health Librarians' Association of the Philippines
(MAHLAP)
-The health and medical information providers, the librarians or
information specialists are working hand in hand with the
medical professionals for decades now. The recognition of the
importance of information providers led to the organization of
the Medical and Health Library Association of the Philippines
(MAHLAP) in 1988 and paved the way to the culling of medical
and health professional librarians in the country. The Philippine
Council for Health Research and Development (PCHRD), an
agency of the Department of Science and Technology (DOST),
played a vital role in the creation of MAHLAP. The idea of
organizing an association of medical and health librarians was
conceived at the seminar-workshop on "Current Management
Trends for Health Care Libraries," Cebu, 3-7 November 1986.
 3. Agricultural Librarians' Association of the Philippines (ALAP)
ALAP is the Agricultural Librarians Association of the
Philippines. The group consists of librarians, information
specialists, and other specialists working in agricultural
institutions. It was founded on June 2,1972 with postal address at
the University Library, UP Los Banos, College, Laguna.
Other special libraries
1. Asian Development Bank (ADB)
2. Asian Institute of Management (AIM)
3. Energy Research and Development Center (ERDC) under the
Philippine National Oil Company (PNOC)
4. International Center for Living and Aquatic Resources (ICLAR)
5. Southeast Asian Fisheries Development Center / Aquaculture
Department (SEAFDEC/AQD)
6. Tebtebba Foundation
III. 21st CENTURY SPECIAL LIBRARIES
► A special library is a library that is established, supported, and
administered by a business firm, private corporation, association,
government agency, or other special-interest groups or agencies to meet the
members of the parent institution’s needs pursuing organizational mission
and goals.
►A special library is also known as ...
● Information center (IC)
● Learning resource center (LRC)
● Corporate information center
● Business information center
● Work-place library (Claravall, 2005)
● Knowledge Management Center
►Special Library goal/s must: (Sabat, 1995)
● Support the information need of its parent organization (Need
anticipation)
● Provide information services, and reference advising (Professional
staff support)
►Special Library Objectives
● Objectives are set/align with the goals & activities of the organization
it serves.
● Objectives are carried out by three basic functions of the library:
acquisition, organization, and information dissemination.
►Types of Special Libraries
● Research
● Corporate or industrial
● Government
● Institutional
►Distinguishing Characteristics of special libraries
● Information function
Special libraries are to provide focused information for their special
clientele, continuingly to promote and support the mission and goals
of the parent institution. The information service is tailored to fit the
needs of the organization.
● Location
Special libraries are usually found in private and business
organizations while others serve the state and its government, or in
non-profit organizations, and so on. They are located in the nucleus
of the organization.
● Client
Special libraries serve a well-defined group of users.
IV. ADMINISTRATION AND STAFFING
A special library's place in the organization depends on the size of the
organization.
The decision where to put the library in an organization is based on:
1. Service sphere
How many departments will the library serve?
If a single department, the library is within that unit.
If an entire organization, the library is positioned to build and maintain
effective communication with all the departments it will serve. It is sometimes
 placed in the administrative services division, management division, or may - must be able to establish priorities for competing demands
stand independently. - Other characteristics: perseverance, a sense of intellectual
2. Immediate plans sympathy with other persons and their work while retaining
The organizational position of the library should be determined objectivity, and a sincere desire to work with and assist others in
according to the ultimate goal of service. furthering the organization's goals.
Special Library Functions ● Professional specialties
1. Acquisition - technical specialist (good cataloger, indexer, database expert,
- Published information (print or non-print; electronic; records manager, archivist, system analyst)
information sources that are publicly available like books, - Or a subject specialist (reference librarian, database searcher,
journals, and vertical file materials; CD-ROM; microforms; bibliographer, translator, abstractor, subject/course related
maps; and so on) earned appropriate to the organization, etc.)
- Internal information (information or materials produced or V. PHYSICAL FACILITIES OF SPECIAL LIBRARIES
generated internally like research reports, technical memoranda, Space and Equipment
working papers, correspondences, newsletters, etc.) 1. Location - The library must be visible and convenient to access.
- Outside resources 2. Area - Library space should be allocated and organized by functional
2. Organization activities like:
- Cataloging and classification - library user space (service and information area, lounge area, study
- Indexing carrels, group seating, etc.),
- Abstracting - professional and clerical staff work areas, and
3. Dissemination - administrative function areas.
- Readers' services 3. Area requirements - Open rectangular area is most desirable. Odd
- Reference and research service spaces cannot be as efficient but can be designed to accommodate
- Current awareness service (CAS) - routing, acquisition bulletin, needs. Examples of some typical area requirements are the following:
library display, newsletters, selective dissemination of - Small libraries -185.8 m2
information (SDI) - Large libraries - at least 929 m2
Special Library Personnel - For each library worker- 13.9 m2, but the typical is 9.3 m2 for each
In hiring professional staff in the library, the following should be considered: office worker.
● Education - The ratio of chairs to number of potential users- 1: 25 or 10% of
- Appropriate education (RL) and experience in professional the total clientele population
librarianship and subject knowledge are important. VI. SPECIAL LIBRARY COLLECTION
● Personal qualifications Special libraries are established as a result of a perceived need.
- must be able to deal and interact with diverse clients and Compared to other types of libraries, it deals with a specialized
personalities clientele/particular population, or with specialized materials/special
- must have good communication skills collections, or a combination of both. This greatly affects the collection
development of every special library. It has a very specialized collection and not just for a repository but for the need for information to
is very specific to what the clients need. achieve the parent organization’s goal. It is more of a support
- Subject scope of the collection role than a repository.
The scope of the collection of special libraries varies according to the 2. Internal information- collection of the information generated
type of organization it serves. It is also determined by; internally such as;
✔ the objectives of the organization and a) Research reports,
✔ the depth of subject of coverage in each field are governed by b) Technical memoranda,
the nature of the organization’s work. c) Laboratory notebooks,
The range of the subject scope may be very restricted. It may even be d) Working papers,
concerned with one narrow subject are. In some cases, new subject e) Correspondence,
areas are added to the collection as required by the latest projects f) House organs and newsletters,
and new technologies. g) Sales literature, and
- Selection of library materials h) Company competitive advertising.
The library director/manager uses selection tools in acquiring and These reflect more the repository function of special
selecting library/materials. There are several kinds of tools that can libraries. Serving as a record management facility for the
help in deciding what materials to choose and acquire. Another way organization and at the same time an information source of
is based on the recommendations and suggestions from his clients. previous reports, documents, and developments.
These recommendations and suggestions are a big help because of 3. Outside resources- special libraries may strive to be self-
direct communication between the selector and the end-user. sufficient on their primary subject area or heavily used material.
- Components of special library collection It is said that a special library’s best friend is the local directory
1. Published information- in most special libraries, periodicals of special libraries. Indeed, informal cooperation with other
provide the most up-to-date information and often form a large special libraries is a long-standing tradition in special
and important segment of the collection. Although, books are librarianship.
important in some special libraries, especially those in the fields VII. BUDGET
with no fast developments such as history, social sciences, Budget is considered as the library's primary planning and control device.
language, and literature. Up-to-date published information are The librarian prepares
mostly the needed information in special libraries that is why the annual budget and usually exercises full control over its allocation and
serials and periodicals such as; implementation.
a) magazines, The budget process, structure, and planning will depend upon the type of
b) newspapers, budget the organization
c) journals and or institution employs.
d) technical reports, Budget preparation variations:
because they must always be ahead of developments in their a) Lump-sum budget- budget is part of a larger budgetary unit, without
field. The goal of having a special library for an organization is further breakdown.
 b) Open-end budget - no definite budget is given.
c) The line-item budget is divided into operating expenses
(salaries/wages, materials, supplies, etc.) and capital outlay ( for long-
term investments like equipment, renovation, etc.)
d) Others - user estimates, comparison with other organizations, hire
consultants, budget ratios
Potential sources of funds for the library are:
- parent organization
- grants and donations
- fee-based services
- projects
VIII. EVALUATION OF SCHOOL LIBRARIES AND OTHER ISSUES
Evaluation and Measurement
Methods that can be considered in performing evaluation:
1. User surveys (formal or informal)- Formal user surveys can be
conducted by the management or outside groups. Informal user
surveys can be based on daily interaction with clients.
2. Statistics - This is accomplished by recording all library usage like
types of materials borrowed, frequency of use of a certain material,
number of reference questions answered, etc.
3. Objectives - Evaluation must be qualitative rather than quantitative
and must not be against accepted guidelines.
4. Annual reports - This compares the library's performance from the
previous year in terms of projects accomplished, objective
achievements, etc.
5. Valuing library services - This is defining the economic value of
information and information services and the value added by the
information professionals.
ACADEMIC LIBRARIES
I. HISTORY OF ACADEMIC LIBRARIES
▪ Est. 300 B.C.- Library of Alexandria by Ptolemy Soter
▪ Est. 7th Century B.C.- Library in Nineveh
(Although not specifically ‘academic libraries,’ Library of Alexandria
and Nineveh were the known great libraries that support
academicians a long time ago)
▪ Middle Ages- The common word for library in the early Middle
Ages was “armarium,” the name for the bookchest where the books
were kept. The librarian of such collection was known as the
“armarius.”
▪ 1424- Cambridge University Library had only 122 volumes at the
time.
▪ Mid-15th Century- The invention of movable type press by Johan
Gutenberg led to the fast development of printing, leading to the
increase of knowledge production.
▪ 18th Century- The ready availability of printed books also led to the
establishment of subscription libraries and book clubs, some of
which – like the journals – were based on learned societies.
▪ 1700- Bodleian Library at Oxford University increased 16,000
volumes in 1620 to 30,000 by 1700.
The history of academic libraries is tied with academia and the history of
universities.
▪ Ancient Universities- Cambridge, Oxford, St. Andrews, and
Aberdeen.
▪ 19th Century- University expansion
The number of universities expanded, and they started to throw off
their traditional curricula.
▪ 20th Century- Libraries continued to grow gradually during the early
years of the 20th century, but it became apparent that provision varied
enormously between institutions.
▪ 1921- The University Grant Committee investigated the situation
and, in a report published in 1921, made one of the most supportive
 and appreciative statements about libraries ever to emerge from a
quasi-government body:
“The character and efficiency of a university may be gauged by its
treatment of its central organ – the library. We regard the fullest
provision for library maintenance as the primary and most vital need
in the equipment of a university.”
▪ 1967- The Parry Report - Due to the severe economic recession
followed by WW2, little was done to ensure that a minimum standard
of library provision was made. It was not until the new universities
founded that a systematic review of provisions was undertaken in a
thorough investigation by a committee chaired by Dr. Thomas Parry.
Librarians were given a chance to plan a library from scratch. At the
end of the investigation, a report was made. It recognized that
libraries are expensive to build and maintain and recommended that
universities devote a minimum of around 6% of their revenue
expenditure to the library.
▪ 1975- The Atkinson Report - This reiterated that ‘the library is the
core of a university’ and also proposed the concept of a ‘self-
renewing’ library in which new accessions would be relieved by the
withdrawal of obsolete or unconsulted material to other stores.
▪ 1992- The Follett Report - The investigation of the Follett committee
chaired by Sir Brian Follett took into account the planned expansion
of higher education, the current and potential impact of information
technology on information provision, the possibilities of greater
cooperation and sharing of capital and recurrent resources; to
investigate the future national needs for the development of library
and information resources including operational and study space
requirements for teaching and research in higher education
institutions and to identify ways to meet those needs.
▪ 1994- The Anderson Report - The outcome of the investigation
following the Follett is to help further librarians respond to the
specific recommendations of the Follett Report. It led to the
establishment of the Research Support Libraries Programme
(RSLP). This major program, funded at 30 million pounds over three
years (academic years 1999-2002), has four strands:
1. Supporting access to major holdings libraries
2. Collaborative collection management projects
3. Research support for humanities and social science
collections
4. Targeted retrospective conversion of catalogs.
II. ACADEMIC LIBRARIAN
The Academic Librarian
An academic librarian's success is determined by the control of the
library's resources and services. The job of a college or university librarian
is highly political because there is a need to be in touch with the community
members to promote library services and obtain support from the faculty.
However, it must be avoided to influence academic decisions in areas
outside the library so that academic librarians will not be perceived as a
threat.
Threats in relationships with the academic community include
influencing academic decisions in areas outside the library, and indifference
of the faculty, in the action of the chief librarian. The chief librarian must
act as leader for the staff and library matters. It is crucial to be identified
with the library. The chief librarian must display good judgment over
organizational and professional matters and must take risks when necessary.
In most academic settings, the chief librarian must relate well with the board
of trustees, the president, the library committee, the dean, the faculty, the
students, and the finance officer. Suppose relationship with these people is
not good. In that case, the librarian will find members of groups such as the
school forum, the administrative council, or the curriculum committee,
among others, and will be appointed to represent the library outside the
institution.
Problems Faced by Academic Librarians
The main problem facing academic libraries is their inability to maintain
their acquisitions and services at previous levels due to:
• budget cuts and inflation
• staff cuts and competencies
• more resource allocations for ICT than acquisitions
• inadequate space
• absence of a strategic development plan
• low image of librarians as compared with the faculty, which might be
the reason for lack of cooperation of faculty
• administration's lack of knowledge and appreciation about the
importance of the library to education
Organization Culture in an Academic Environment
The parent institution of an academic library may be a small college or
a large university. These can be single site or multi-site and can either be
government or private. It is important for the library to keep in constant
touch with its parent institution and determine its objectives based on the
parent institution's mission, vision, and goals. For example, large university
libraries are usually more oriented to research than teaching. The library,
therefore, provides information services to support research activities. On
the other hand, undergraduate universities are focused on teaching; thus,
the library functions as a book resource.
Today, academic libraries have no monopoly on information resources
and services and must compete with other sources of information for funds
and services. Academic libraries, especially university libraries, operate in a
political environment. Academic support is crucial for their success. The
librarian must be seen to be exercising legitimate authority within the
framework of governance within the university.
In most academic settings, the library committee forms the central
matrix for this relationship. Library committees, however, must not be
controlling bodies but advisory bodies. There is a need for a good
relationship between the librarian and the chair of the committee. The
committee is a legitimizing body for policies, rules, and regulations, but the
librarian must see that she controls the minutes. It is very important for the
librarian to secure the minutes by any means.
In academic settings, certain questions are asked, such as:
• To whom is the librarian directly responsible?
• Who chooses library staff?
• Who controls the budget?
• Who represents the staff outside the institution?
III. 21st CENTURY ACADEMIC LIBRARY
The academic library is an institution within an academic parent institution
- the college or the university. Its primary purpose is to support the teaching,
research, and extension services functions of the university. In managing the
academic library, the approach is dictated by many factors like
• size of the user population (faculty, students, researchers,
administration, and staff)
• the thrust of the parent institution (college or university)
• funding
• presence of a library committee
• position of the librarian in the organization and the duties and
responsibilities given to him/her, and so on.
The academic library should have a vision and clear and concise objectives
aligned with the mission and vision of the parent institution. It must be
customer/client-based. Also, it must have concern for its staff. The academic
library must be efficient. The imaginative use of information and
communications technology (ICT) must be possessed. The academic library
must also have good public relations and should market its services. The
academic library must not be hesitant to implement necessary changes. It
must be designed for continual flexibility. These institutions must provide
first-class service.
IV. ADMINISTRATION AND STAFFING
Administration of Academic Libraries
▪ Management Issues
Efficient and effective management of academic libraries is affected
by several factors like
• administration of the library - functions, and objectives
• collections
• services and use
• cooperation
• staffing and personnel
• evaluation
• finance and budget
 • physical facilities
• automation and information technology
• marketing and public relations
▪ Functions and Objectives
Several factors affect functions and objectives in managing academic
libraries. These include:
• size and configuration of the parent institution (small, medium,
large, single site, multi-site, etc.)
• policies on staff selection, retention, termination, training, and so
on
• funding (source of funds, procedures for payment, budget
transfer, policies for money earned by the library, etc.)
• policies on selection of content
• role of the librarian and the immediate supervisor/authority
• attitude of officials, faculty, and students toward the library
• presence of a library board/committee or any other similar group
and its role
• relationship with administration
• technical services versus direct service to users
▪ Staffing and Personnel
Management of staff is a function of management style adopted
by the chief librarian. In times of austerity measures, management
styles become more and more autocratic because of the need for
control of resources. One type of authoritative style of management
is benevolent management. A tall and narrow organization
characterizes this with centralized decision-making but
acknowledges the experience of senior professionals who participate
in planning. Other styles are consultative and participative. An
academic librarian needs to have obtained an academic discipline
followed by a postgraduate degree in librarianship.
Issues concerning staffing and personnel management include:
• management style
• functional structure
• recruitment
• promotion
• performance evaluation
• job rotation
• job and management training
• stress
• implications of automation
• impacts of laws regulating the practice of librarianship
V. PHYSICAL FACILITIES
Facilities and Library Automation
Facilities are the following essential property to collections in any library.
Facilities can be grouped into the following categories
• furniture
• lighting
• temperature control
• space
• information and communications technology
The common trend in many libraries at present is automation because it
offers many benefits and conveniences. Here are some important pointers to
consider in library automation.
1. Use good quality yet reasonably-priced software applications.
2. Copy catalog materials from online databases from other libraries.
3. Acquire electronic and online reference materials.
4. Design a website for the library. The home page of the website must
display hyperlinks to every online resource available from the library.
5. Train library staff and library users in using ICT equipment, facilities,
and resources in the library.
6. Consider the latest developments in ICT, like wireless technology.
VI. ACADEMIC LIBRARY COLLECTION AND SERVICES
▪ Collection
Since the financial resource is finite in academic libraries,
academic librarians have to make decisions regarding the collection.
The collection must be guided by the nature of the academic library
and the mission and vision of the parent institution. Some issues
related to content are:
 • collection versus services • inter-library loan (ILL)
• librarian or faculty selection • level of service
• print or online 3. Circulation and reserve
• the balance between books and journals (60:40 or 40:60) • lending policy (category of use, lending time, number of
• the balance between acquisition and preservation (should maximum loans)
binding be less than twenty percent (20%) of combined • retention of stock
acquisition and preservation expenditures?) • manual versus automated
• preservation or weeding • user interface
• completeness versus resource sharing 4. Services to external users
• security • size of stock
• collection development policies • existence of a memorandum of agreement (MOA)
• involvement of the faculty and the students in the selection • size of the library
of materials ▪ Networking
▪ Services and Use Because of the increase in the availability of publications,
The idea of service is essential to identify the right objectives. libraries cannot purchase everything in the market. Instead, they
The academic library ideally is customer/client-based, concerned must have policies on which materials must be available from the
with and for its staff, efficient in its use of resources, imaginative in stock and which ones may be borrowed from other libraries if they
its use of technology, well managed, and visibly and demonstrably a are members of consortia. Certain issues exist in the cooperation of
first-class service. Services in an academic library include cataloging libraries. They include
and classification, circulation and reserve, serials management, and • cooperative versus decentralized acquisition
reference service to external users. • electronic transmission
Several issues concerning different areas of in-library use and • ILL versus DSS
services must be taken into account. • cost
1. Cataloging and classification • nature and specifications in the MOA
• manual versus automated • gift and exchange policies
• use of online facilities VI. BUDGET
• usability Financial management means controlling the amount of money spent
• in-house creation and ensuring that it does not exceed the amount of money available.
• quality control Academic libraries use several techniques in budgeting. These are:
• access • line-item budgeting
• presentation • lump-sum budgeting
2. Reference and information services • formula budgeting
• limitation to own stock versus resource sharing • program budgeting
• document delivery service (DDS) • performance budgeting
 • planning programming budgeting system (PPBS) VII. EVALUATION
Academic libraries should initiate projects that earn extra income for The concept of a good academic library is often difficult to define and
the library. The additional income provides greater flexibility and financial describe. There is no absolute perception of goodness, but there are
independence. Resources that can be income-generating are special standards of goodness such as those established by accrediting associations
collections that cannot be found in other libraries. Therefore, it will be of and organizations (e.g., PAASCU, PACOCOA, Phi Kappa Phi, ISO, ISA,
great interest to external users willing to pay a fee for access. The exposure AACCUP, and others). The rule of thumb is oriented to actual and potential
to external users will also provide contacts and can expand fee-based services. user needs, with actual users given high priority. Performance is measured in
Examples of actual and potential sources of income include: terms of user satisfaction. Performance measurement is defined as the
• charges to library users (fines, research fees, etc.) systematic measurement of the extent to which a library has achieved its
• sales to library users (photocopies, DDS, microfilm copies, objectives in a certain period of time. It is necessary for internal and external
withdrawn books, serials, furniture, and equipment) reasons.
• retail selling to library users (bookselling in book fairs or The two aspects of goodness - quality and value can be differentiated by
bookstores, stationery, refreshments, library publications, the following questions:
etc.) • How good is it?
• services to users (bibliographies, information retrieval • How much good does it do?
searches, photocopying, binding, computer repair, Goodness is also differentiated in terms of effectiveness (doing the right
consultancy, research, rentals, seminars and workshops, thing well) and benefit.
short courses, etc.) The evaluation process is coupled with some issues such as:
• other investments (donations, endowments, and bequests, • objectives and plan
sponsorship, friends of the library, etc.) • collection
When embarking on an income-generating project, be aware of expenses • services
that will be encountered. The parent institution must be mindful of the • staff
project and the income it will generate. Be aware also of pricing charges and • environment
account where the income will be deposited. These depend on expenditures. • reporting
Expenditure will include: • quantitative versus qualitative
• staff salaries • cost-effectiveness (doing the right thing well within a given
• consumables budget)
• communication • level of information (top and middle management, and
• travel operational level)
• training • inputs, process, and outputs
• marketing and publicity
• rentals and other charges
• taxes (if there are any)
• overheads
PUBLIC LIBRARIES
"The public library, the local gateway to knowledge, provides a basic
condition for lifelong learning, independent decision-making and cultural
development of the individual and social groups." (/FLA/UNESCO Public
Library Manifesto, 1994)
A public library is an organization established, supported, and funded by the
community, either through local, regional, or national government or
through some other form of community organization. It provides access to
knowledge, information, and works of the imagination through a range of
resources and services. It is equally available to all members of the
community regardless of race, nationality, age, gender, religion, language,
disability, economic and employment status, and educational attainment.
(IFLA)
▪ Roles/Purpose of Public Libraries (IFLA)
1. Education - supporting both individual and self conducted
education as well as formal education at all levels.
2. Information - the public library is the local center of information,
making all kinds of knowledge and information readily available
to its users.
3. Personal development - providing opportunities for personal
creative growth.
4. Children and young people - creating and strengthening reading
habits in children from an early age.
5. Cultural development - an important role of the library is to
focus on cultural and artistic development in the community.
6. Social role - the public library has an important role as a public
space and meeting place.
▪ Laws/Policies related to Philippine Public
LAW TITLE
Republic Act No. 7743 An Act Providing for the Establishment of
Congressional, City, And Municipal Libraries
and Barangay Reading Centers Throughout
the Philippines, Appropriating the Necessary
Funds Therefor and other purposes. The law
was passed on June 17, 1992.
Republic Act No. 6966 Philippine Librarianship Act: Regulating the
practice of Librarianship and prescribing the
qualifications of librarians. The law was
passed on November 19, 1992.
Republic Act No. 7356 An Act Creating The National Commission
For Culture And The Arts, Establishing
National Endowment Fund For Culture And
The Arts, And For Other Purposes enacted on
April 3, 1992.
Presidential Declaring the month of November 1991 and
Proclamation No.837 every year as Library and Information
Services Month. The proclamation was issued
in November 1991.
Presidential Designating the period from November 24 to
Proclamation No.109 30 each year as the National Book Week
Professional Regulation Code of Ethics for Registered Librarians
Commission Resolution issued on August 14, 1992
No.02 s. 1992
Professional Regulation Rules and Regulations implementing the
Commission Resolution Philippine Librarianship Act issued on July
No. 01 s. 1992 20, 1992
Commission on Audit Setting a policy regarding purchases and
Circular 94-012 acquisition of library books and materials,
fixing liability and accountability of
government librarians., retirement and
insurance of library books and materials, and
others.
Commission on Audit Requiring the settlement of and clearance
Circular No.155 from accountabilities of government officials
and employees prior to their transfer or
acceptance of their resignation issued on June
1992.
Executive Order No.496 Instituting the procedures and criteria for the
selection and the recommendation of
nominees for appointment to vacant positions
in the Professional Regulatory Boards under
the Professional Regulatory Commission
issued on December 9, 1991.
Executive Order No.118 Creating the Presidential Commission on
Culture and Arts issued on January 30, 1987.
Presidential Decree On Legal and Cultural Deposit issued on
No.812 October 18, 1975.
Presidential Decree No. On the compulsory licensing or reprinting of
285 as amended educational, scientific or cultural books and
materials as a temporary or emergency
measure whenever the prices thereof become
so exorbitant as to be detrimental to the
national interest, issued on September 3,
1974.
Presidential Decree No. On tax exemptions for all donations to the
373 National Museum, National Library and the
Archives of the National Historical Institute,
issued on January 9, 1974.
Presidential Decree No. Creating the Professional Regulation
223 Commission and prescribing its powers and
functions, issued on June 22, 1973.
Presidential Decree No. Copyright Law: Decree on the Protection of
49 Intellectual Property 1972.
Republic Act No. 3873 Changing the name of the Bureau of Public
Libraries to the National Library issued on
June 18, 1964.
Republic Act No. 411 Providing for the establishment, operation
and maintenance of municipal libraries
throughout the Philippines and appropriating
funds therefor enacted on June 18, 1949.
Republic Act No. 228 Amending the Revised Administrative Code
in its provision on data and documents
supplied to the Bureau of Public Libraries
enacted on June 5, 1948.
Executive Order No. 94 Renaming the National Library to "Bureau of
s.1947 Public Libraries”
Commonwealth Act No. Transferring the National Library from the
367 national Assembly to the Department of
Public Instruction and for other purposes
enacted on August 23, 1938.
Commonwealth Act. No. Abolishing the National Museum of the
4007 Philippine Islands, transferring its division of
history and fine arts to the National Library,
and all its other divisions to the Institute of
Science enacted in 1932.
Commonwealth Act. No. Creating the National Museum of the
3477 Philippine Islands providing for its powers,
functions and personnel and funds and
changing the name of the Philippine Library
and Museum to the National Library enacted
on December 7, 1928.
Act No. 2572 Consolidating the Philippine Public Library,
the Division of Archives, Patents, Copyrights
and Trademarks of the Executive Bureau and
the Law and Library Division of the
Philippine Assembly to form an organization
to be known as "Philippine Library and
Museum: under the administrative control of
the Secretary of Public Instruction issued on
February 4, 1916.
Act No. 1935 Consolidating all libraries belonging to any
branch of the Philippine Insular Government
for the creation of "The Philippine Library''
 and for the maintenance and regulation of the
same issued on May 20, 1909.
Act No. 1849 Providing for the establishment of a public
library to be known as "The Philippine Public
Library'' making suitable appropriation
therefore, and for other purposes enacted on
June 3, 1908.
Additional Laws/Policies:
Republic Act 7160 Local Government Code
Republic Act No. 10087 Changing The National Library to National
Library of the Philippines (NLP) enacted on
May 13, 2010.
Republic Act No. 9246 An Act Modernizing the Practice of
Librarianship in the Philippines Thereby
Repealing Republic Act No. 6966, Entitled
"An Act Regulating the Practice of
Librarianship and Prescribing the
Qualifications of Librarians," Appropriating
Funds Therefor and For Other Purposes
approved on February 19, 2004.
Republic Act No. 6557 An Act Establishing the Municipality of
Batac, Province of llocos Norte, the Crispina-
Marcos Memorial Library and Museum
enacted without Executive approval on
September 30, 1972.
Republic Act No. 10124 An Act Changing The Nomenclature of the
Tondo Congressional District Library in
Tayuman, Tondo, Manila into Sentro ng
Karunungan Library, Appropriating Funds
Therefor and For Other Purposes approved
on June 3, 2010
Professional Regulatory Prescription, Adoption, and Promulgation of
Board for Librarians the "Revised Standards for Philippines Public
Resolution No. 05 Libraries" issued on July 24, 2015.
Republic Act No. 8293 [An Act Prescribing the Intellectual Property
Code and Establishing the Intellectual
Property Office, Providing for Its Powers and
Functions, and for Other Purposes] otherwise
known as the Intellectual Property Code of the
Philippines.
Republic Act No. 10173 An Act Protecting Individual Personal
Information In Information And
Communications Systems In The
Government And The Private Sector,
Creating For This Purpose A National
Privacy Commission, And For Other
Purposes
▪ Standards for Philippines Public Libraries
a. Mission, Vision, Goals, Objectives
 Philosophy of service.
 Service to the needs of the community.
 Organization and maintenance of service for children, young
adults, persons with disabilities (PWD), senior citizens, and
other marginalized sectors.
 Organization of Friends Group to act as support for the
library.
 Promotion of local history, culture, and arts.
 Compliance with the mission, vision, and goals of the National
Library of the Philippines (NLP) and Local Government Unit
(LGU); and
 Provision on library development.
b. Library Administration
 Each library shall operate under the administrative
supervision of the local government unit and the technical
supervision of the NLP.
 The library shall be managed by a librarian and shall be
supported by paraprofessional staff.
  The library shall have as its immediate supervisor, the local
chief executive, or any designated local official in accordance
with existing law.
 The number of staff shall depend on the classification of the
local government unit. (see Table A)
 Librarians, paraprofessionals, administrative/clerical staff
shall be appointed to the plantilla positions pursuant to the
Civil Service and Salary Standardization Laws.
c. Collection Management
 The collection shall be based on the objectives of the library
and the needs of the community served.
 The collection shall include materials in all formats and be
organized according to existing standards.
 The library shall maintain a collection of local history, culture,
and arts.
 The library shall have a written collection development plan.
 The LGU shall provide a reasonable annual budget for
collection development.
 A minimum collection of three thousand (3,000) volumes and
provision of at least five percent (5%) annual increase of the
collection is required.
d. Services and Utilization
 The library shall provide basic services free of charge to
everyone in its service population.
 The library shall provide services with the highest degree of
efficiency and integrity.
 The library shall practice an open-shelf system.
 The library shall have a website to promote its services and
activities.
 The library shall provide resources for the wholesome
development of the community, without any discrimination.
 The library must have a children's corner, where children
could obtain information through reading books, focused and
unobstructed from other readers and researchers, etc., and
where educational enhancement activities can be held.
 The library shall observe service hours for the maximum
benefit of the community.
 The library shall have policies covering all of the following:
a) Use of facilities and display areas.
b) Rights and responsibilities of customers (Customer
behavior)
c) Children's use of the library
d) Access to the internet, and
e) Access to facilities and materials by a person with
disabilities.
e. Physical Facilities
 The library must be located, preferably in a separate building,
and shall be accessible to all users.
 The library shall always be included as a component unit in
the development plan of the LGU.
 The library shall provide spaces for the following:
a) Librarian/s and staff
b) Collection
c) Reading
d) Multimedia; and
e) other spaces as may be necessary
 Equipment and furniture shall be sufficiently provided for a
conducive learning environment.
 The library shall have facilities for information technology
and communication services.
 The library shall provide at least five (5) computer units with
internet access.
f. Financial Resources/Budget
 The library shall be provided with adequate and reasonable
budgetary appropriation to carry out effectively its plans and
programs.
 The library budget shall cover the following items:
 a) Personal services include salaries and wages and other Third- 1 Fulltime 1 Fulltime 1 Fulltime
benefits common and due to all civil service servants. Fifth Librarian Librarian Librarian
b) Maintenance and other operating expenses (MOEE) to Class
include, among others, funds for travel expenses, Sixth Not Applicable Not Applicable 1 Fulltime
attendance to seminars, training, conferences, and other Class Librarian
subscriptions. ▪ National Library of the Philippines
c) Capital outlay to include funds to purchase library Mandate
resources, equipment, and furniture. The National Library of the Philippines (NLP) is the repository
g. Linkages, Networking, and Collaborations of the printed and recorded cultural heritage of the country and other
 Libraries shall engage in networking, resource sharing, and intellectuals, literary, and information sources.
other forms of partnership. Vision
 The library shall organize Friends of the Library to support its By 2022, NLP shall have enhanced library facilities, relevant
activities. One staff member is appointed official friends' liaison library resources, and dynamic services that contribute to the
to ensure that friends have all they need to carry out a program intellectual, social, and cultural development of Filipino society.
of support for the library. Mission
 The library staff shall pursue continuing library education and Acquire, organize, conserve, and preserve Filipiniana materials
membership to professional associations to further enhance and provide equitable access to library resources through a system of
learning. public libraries throughout the country.
Standard Personnel to Man Public Libraries Timeline
Class Province Cities Municipalities ⮚ 1887- a royal decree Jed to the creation of Museo Biblioteca de
First 2 Fulltime 2 Fulltime 2 Full time Filipinas, the first National Library of the Philippines.
Class Librarians Librarians Librarians ⮚ 1901- Act No. 22 established the American Circulating Library
-1 Provincial -1 City Librarian -1 Municipal Division under the Bureau of Education.
Librarian -1 Assistant Librarian ⮚ 1928- Act No. 3477 separated the Museum from the Library.
-1 Assistant Librarian -1 Assistant After World War II, its location was from the Legislative
Librarian -4 Librarian Building to the former Bilibid Prison in Manila in 1945.
-4 Paraprofessionals -2 Paraprofessionals ⮚ 1947- Executive Order No. 94 series of 1947 changed the name
Paraprofessionals of the National Library to the Bureau of Public Libraries.
⮚ 1964- Republic Act No. 3873 reverted the name to The National
Second 1 Provincial 1 City Librarian 1 Municipal Library (TNL).
Class Librarian 3 Librarian ⮚ 2010- Pursuant to Republic Act No. 10067 and in accordance
3 Paraprofessionals 1 Paraprofessional with International Convention, the library is now recognized as
Paraprofessionals the National Library of the Philippines (NLP).
⮚ 2012- Since then the National Library of the Philippines
building has been undergoing retrofitting and restoration.
Roles of the NLP
1. Affiliating Regional, Provincial, Congressional, Cities,
Municipal Public Libraries, and Barangay Reading Centers
through a Memorandum of Agreement with Local Government
Units allocating materials to the same. As of 2014, there are
1,398 affiliated libraries throughout the country.
2. Collaborating with the National Archives of the Philippines,
National Historical Commission of the Philippines, National
Museum, Cultural Center of the Philippines, and the other
cultural agencies under the administrative supervision of the
National Commission for Culture and the Arts in the
implementation of Republic Act No. 10066 otherwise known as
the National Heritage Protection Act of 2009.
3. Coordinating with the National Committee of Libraries and
Information Services (NCLIS) the Search for Most Outstanding
Library and Library Services for Persons with Disabilities
(PWDs) in NLP Affiliated Public Libraries in the Philippines.
4. Coordinating with the Philippine Librarians Association, Inc.
(PLAI) the celebration of the National Library Day, National
Book Week, and the Library and Information Services Month
in November of each year as mandated by Presidential
Proclamations.
5. Assisting in the implementation of Republic Act No. 9246 or
The Philippine Librarianship Act of 2003 mandating the
Licensure Examination for Librarians.
6. Deputizing the Intellectual Property Office (IPO) in the
registration of Copyright registration and receiving deposits to
augment the NLP collection as mandated by the Intellectual
Property Code of the Philippines.
7. Serves as the National Center for ISBN, ISSN, and ISMN
Numbering System.
ORGANIZATION AND MANAGEMENT
INSTRUCTION: Read the following questions carefully. Choose the letter
that corresponds to the best answer. You can also use the Online Practice
Tool for Organization and Management.
1. Who said that “wages motivate lazy workers”?
a. Henry Fayol
b. Elton Mayo
c. Douglas McGregor
d. Frederick Taylor
2. Which of the following pair is correct?
a. Peter Drucker and Time Study
b. Scientific Management and Henry Fayol
c. Max Weber and Management by Objectives
d. General Systems Theory and Ludwig van Bertanffy
3. In the movement he pioneered, it poses that if employees are happy,
they are able to perform to the fullest. It also encouraged
development of social groups that primes employees’ participation
in management, and allow democracy within the organization.
a. Douglas McGregor
b. Chester Barnard
c. Elton Mayo
d. Max Weber
4. Who developed the study that was dubbed as the “science of
eliminating wastefulness resulting from ill-directed and inefficient
motions”? The main aim of this study is to find the scheme of least
wastage of labor.
a. Douglas McGregor
b. Chester Barnard
c. Elton Mayo
d. Frank and Lilian Gilbreth
5. Chester Barnard is the first person to utilize the systems approach in a. Scalar principle
the field of management. believes that it is the first function of b. Delegation
managers. c. Decentralization
a. Time and Motion d. Span of control
b. Cost-Benefit Analysis 10. What is being applied when the library director is allowing all
c. System Analysis library staff to perform decision making in of cataloging, circulation,
d. Communication and acquisition services?
6. What do you call the analytical process which involves an a. Scalar principle
assessment of the future, the determination of desired objectives, b. Delegation
and the development of alternative courses, to achieve such c. Decentralization
objectives? d. Span of control
a. Planning 11. After the recruitment process, information gathering about the
b. Organizing applicants is executed upon the objective of arriving at a decision to
c. Leading hire personnel.
d. Controlling a. Selection
7. They are meant to regulate personal and professional behavior for b. Training
the common good. They are flexible and specific, leaving no room c. Orientation
for doubt. d. Evaluation
a. Rules 12. Library managers of Philippine public libraries or state-run
b. Procedures university libraries are interested in building a team that would be
c. Strategies able to execute professional skills and exemplify professional
d. Budgets knowledge in librarianship. In that context, which of the following is
8. A planning technique wherein the library manager predicts based the basic requirement to decide in the selection process?
on the assumption about the future. a. Special Diploma from a well-known university
a. Forecasting b. Good Moral Certificate issued by prior employer or
b. Standards affiliation
c. Prediction c. Renewed Professional License issued by Professional
d. Projection Regulation Commission
9. What is being applied by the library manager in establishing d. Proof of Graduation attendance and Batch Yearbook
bureaucratic procedure and the line of communication within the 13. It is the managerial function that enables managers to communicate
library staff to assure the chain of authority ranging from the with and influence subordinates towards the achievement of
ultimate to the lowest ranks. organizational goals. An important ingredient of this function is
 motivation - the willingness to exert high levels of effort towards reduced to fund higher priority new programs or to reduce current
organizational goals, conditioned by the effort's ability to satisfy budget?
some individual needs. Also called as Directing a. Program budgeting
a. Planning b. Zero-based budgeting
b. Organizing c. Line item budgeting
d. Planning Programming Budgeting System
c. Leading
18. What do you call a planning technique which the library adopts by
d. Controlling
using guidelines developed by various professional groups?
14. In the theory developed by David McClelland, there are three
a. Developing formula
crucial needs that could be used for motivation. Which of the
b. Developing measures
following does not belong? c. Developing standards
a. Need to achieve d. Developing action plans
b. Need to satisfy 19. What do you call the verbal, written, or implied overall guide, which
c. Need to power sets up limits and directions around which managerial action takes
d. Need for affiliation place?
a. Activities
15. It is the function of monitoring performance and undertaking b. Policies
corrective action(s) to assure the attainment of predetermined goals c. Procedures
and objectives of the organization. d. Processes
a. Planning 20. This is a library document that enumerates its policies in relation to
b. Organizing its goals and objectives, and serves as a guide in decision-making.
c. Leading a. Library manual
d. Controlling b. Policy manual
16. It is a method of planning and scheduling work which involves c. Collection Development Policy statement
identifying all the key activities in a particular project, devising the d. Staff development manual
sequence of activities, and arranging the duration of time for the 21. The act modernizing the practice of librarianship in the Philippines
performance of each phase of the work to be done.
a. RA 6966
a. Cost-benefit analysis
b. RA 7743
b. Evaluation
c. RA 411
c. Operations research
d. Program evaluation and research technique d. RA 9246
17. This focuses on two basic questions: Are the current activities 22. What percentage of a school population must be accommodated by
efficient and effective? Should current activities be eliminated or the library at any given time?
a. 10%
 b. 15% c. Institution and Bylaws
c. 20% d. Scope and Delimitation
d. 25% 27. An association in the Philippines that upholds the profession of
academic and research librarianship in the country.
23. When an employee in the library reports to only one supervisor, a. PLAI
who gives assignments and makes assessments of the said employee, b. PAARL
what do you call that principle? c. PASLI
a. Unity in direction d. ASLP
b. Unity of command 28. Which of the following new normal set ups were implemented by
c. Unity of supervision library managers to assure the safety of employees and clients of the
d. Unity of work assignment library while maintaining the delivery of services without impending
24. The part of a library system that automates the processes of the basic tasks and functions of the library staff?
ordering, receiving, and claiming materials from suppliers and a. Social Distancing Protocols
returns and cancellations of materials. It can be done online if the b. Book Digitization and Scanning
system is linked to an external network. c. Alternative Work Arrangements
a. Cataloging system d. Book Deliveries and Drops
b. Circulation system 29. Which of the following new normal set ups were implemented by
c. Serial publications Control system library managers to continue the provision of information resources
d. Acquisition system through restructuring the mode of library circulation? Also allowing
25. It is the reorganization of operations for the purpose of providing users from remote and isolated areas to use library materials and
updated and improved services. It means the use of computer return books without the need of visiting the physical library?
technology and information communication technology to provide a. Social Distancing Protocols
better services to the users and better working environment for the b. Book Digitization and Scanning
staff. c. Alternative Work Arrangements
a. Re-structuring d. Book Deliveries and Drops
b. Re-engineering 30. Which of the following situations in the organization like the library
c. Re-calibration account for the vigorous growth of grapevine?
d. Automation a. Autocratic leadership
26. IFLA offered this as a series of ethical propositions for the guidance b. Secrecy
of individual librarians as well as other information workers, and for c. Poor Communication
the consideration of the Library and Information Associations when d. All of the above
creating or revisiting their own codes. 31. What system is used when salary increase is given to librarians
a. Code of Ethics and Professional Conduct based on who works the hardest and contributes more than others?
b. Implementing Rules and Regulations a. Length of service system
 b. Merit system c. Goal
c. Seniority system d. Objective
d. Valuable system 37. “To promote patriotism through setting up a Philippine History
32. Which phase of strategic planning gathers data about the social, corner or display, highlighting historical resources that are relevant
political, economic, demographic and technological trends which to monthly celebrations or holidays” is an example of?
impact the library? a. Vision
a. Forecasting b. Mission
b. Environmental scanning c. Goal
c. Performance audit d. Objective
d. SWOT analysis 38. It is defined as the social and informal sources of influence that one
33. “A world class public library providing quality information service uses to inspire action taken by others. It is a part of directing
through state-of-the-art facilities” is a statement of? function of management, where in managers are able to listen, build
a. Vision relationships, spire, motivate and persuade followers.
b. Mission a. Inheritance
c. Goal b. Leadership
d. Objective c. Patriotism
34. “To help in deterring disinformation and misinformation by d. Popularity
conducting information literacy training for every college researcher 39. Republic Act No. 7743 is an important legislation enacted into law
during the first quarter of the academic year” is an example of? in June 17, 1994 is also known as?
a. Vision a. An act promoting universal access to quality tertiary
b. Mission education by providing for free tuition and other school
c. Goal fees in state universities and colleges, local universities and
d. Objective colleges and state-run technical-vocational institutions…
35. “To create a city with information literate individuals through b. An act establishing the free internet access program in
adequate and sufficient information service inspired by credibility, public places in the country and appropriating funds
reliability and integrity” falls under? therefore
a. Vision c. An act establishing congressional, district, city, and
b. Mission municipal libraries and barangay reading centers
c. Goal throughout the country
d. Objective d. An act institutionalizing the Philippine Qualifications
36. “Protection of historical resources and artifacts from destruction, Framework (PQF), establishing the PQF-National
both from deterioration and censorship” is an example of? Coordinating Council (NCC) and appropriating funds
a. Vison therefore
b. Mission
40. Characteristics of management describing it as being not directly
visible but its presence is noticed in the form of concrete results.
a. Management is a social process
b. Management is action-based
c. Management is intangible
d. Management is all pervasive
41. When a manager is keeping track of the expenses, monitoring if the
action taken are aligned in the direction set, and provides
documentations, receipts, and records of what has transpired in the
organization’s activities, what kind of leadership is being applied?
a. Bureaucratic leadership
b. Transparent leadership
c. Emergent leadership
d. Pacesetting leadership
42. Which of the following pairs of leadership is contrasting?
a. Pacesetting leadership and Inspirational leadership
b. Visionary leadership and Emergent leadership
c. Participative leadership and Autocratic leadership
d. Absentee leadership and Delegative leadership
43. A type of plan that can be best described as the determination of the
basic long-term objectives of an enterprise and the adoption of
courses of actions and allocation of resources necessary to achieve
goals.
a. Policies
b. Strategies
c. Procedures
d. Rules
44. The following statements best describe “control”, except
a. The measurement and correction of performance in order
to make sure that the objectives and the plans devised to
attain them are being accomplished.
b. It implies the existence of goals and plans and the
regulation of the organization’s activities toward those
goals.
c. It is concerned with keeping things on track and successful
progress toward meeting specified objectives.
d. It is a basis for making important human resource
decisions.
45. It is the main goal of most special libraries.
a. Research function
b. Information function
c. Reader’s advisory function
d. Instruction function
46. This refers to the kind of service that the library offers to its clients,
which is adoptable and very accommodating to the needs of the
clients. This covers maintaining both traditional and electronic
resources, getting digital and virtual, more access to databases and
electronic document delivery, use of mobile text messages, referrals,
and more use of the internet.
a. Hybrid library services
b. Advanced library services
c. Flexible library services
d. Automated library services
47. This project aims to facilitate access to all types of library materials
nationwide through the public library system, and to establish
networking and resource sharing among public libraries by
introducing TINLIB and Library Solutions.
a. Philippine Library Information Network (PHILIN)
b. Public Libraries Information Center (PUBLIN)
c. Philippine e-Library Project
d. Association of Academic and Research Library
Information Network (ARALIN)
48. How will a library manager deal with difficult employees?
a. Critique the behavioral, personal, and intellectual factors
affecting their work
b. Create an environment where employees’ feedbacks are
passive-aggressively stifled
 c. Allow employees to assume your expectations by subtly d. Levine Querido
hinting it to them 54. Which of the following was awarded the Coretta Scott King Book
d. Immediately address issues head-on instead of piling up Award recognizing an African American author and illustrator of
concerns outstanding books for children and young adults?
49. Who is the Newbery Medal Winner 2022? An award for the most a. Watercress
outstanding contribution to children's literature. b. Unspeakable: The Tulsa Race Massacre
a. Andrea Wang c. The Last Cuentista
b. Donna Barba Higuera d. Me (Moth)
c. Carole Boston 55. A university has a student population of 5,500 plus the combined
d. Levine Querido academic and non-academic staff which is 1150. How many full time
50. What is the title of the book that won the Newbery Medal in 2022? professional librarians are required?
a. Watercress a. 2-3
b. Unspeakable: The Tulsa Race Massacre b. 4-5
c. The Last Cuentista c. 6-7
d. Me (Moth) d. 8-9
51. Which of the following was awarded the Randolph Caldecott Medal 56. Who is the incumbent PLAI President?
for the most distinguished American picture book for children a. Michael Pinto
2022? b. Elizabeth Peralejo
a. Watercress c. Elvira Lapuz
b. Unspeakable: The Tulsa Race Massacre d. Rene Manlangit
c. The Last Cuentista 57. Who is the incumbent PAARL President?
d. Me (Moth) a. Fernan R. Dizon
52. Who was the illustrator of the book that received the Caldecott b. Michael Anthony A. Mojica
medal in 2022? c. Sharon M. Samaniego
a. Jason Chin d. Engracia S. Santos
b. Floyd Cooper 58. Who is the incumbent IFLA President?
c. Shawn Harris a. Barbara Lison
d. Loveis Wise b. Christina Mackenzie
53. Who was awarded the Coretta Scott King (Author) Book Award c. Antonia Arahova
recognizing an African American author and illustrator of d. Huanwen Cheng
outstanding books for children and young adults? 59. When the librarian submits a report to the department head, what
a. Andrea Wang flow of communication is observed?
b. Donna Barba Higuera a. Downward
c. Carole Boston b. Upward
 c. Horizontal c. Library Outside visitor’s fee
d. Grapevine d. Intellectual Property and Copyright
60. How will libraries respond to various forms of censorship levied by 65. This refers to the number of people and/or activities a manager can
governing bodies? efficiently manage.
a. Interpret those decrees as imposed policies that libraries a. Scalar principle
must strictly follow b. Delegation
b. Treat those decrees as a matter of opinion and the state c. Decentralization
shall respect all decisions and choices d. Span of control
c. Put the decree in question and immediately defer the 66. Recruitment is a process of attracting the appropriate number of
suppression qualified individuals to apply for vacant positions in an
d. Check actions against the library manual before proceeding organization. There are three fundamental factors that need to be
with the directives considered in the process of recruitment, which of the following
61. What is R.A. 8293? does not belong?
a. Intellectual Property Code a. Job analysis
b. Electronic Commerce Act b. Job description
c. Protection of Lay-out Designs c. Source of application
d. Data Privacy Act of 2012 d. Placement
62. This is a set of required methods of handling activities. Specifically, 67. It determines the specific activities necessary to accomplish the
these are chronological sequence of steps to guide action. planned goals. It is aimed to group the activities into a logical
a. Rules framework of structure, assigning authority and responsibilities to
b. Procedures people for their accomplishment.
c. Strategies a. Planning
d. Budgets b. Organizing
63. When the librarian thinks that there is a need to migrate to RDA c. Leading
because the librarian is sensing positive feedback of his/her fellow d. Controlling
librarians from other libraries, what planning technique is being 68. Frederick Hertzberg and his associates examined the relationships
considered? between job satisfaction and productivity and showed that
a. Forecasts dissatisfaction was caused by extrinsic factors such as pay,
b. Standard supervision, working conditions, and company policies so-called
c. Prediction hygiene factors.
d. Projection a. Two-Factor Theory
64. Which of the following is an externally imposed policy? b. ERG Theory
a. One user per computer. c. Achievement-power-affiliation theory
b. Circulation policy d. Leadership Grid
69. This was proposed by James McGregor Burns and differentiated d. Contingency planning
two types of leader; transactional and transformational. 74. What would be the best scenario where autocratic leadership will be
a. Two-Factor Theory the most effective leadership style?
b. ERG Theory a. There is a medical emergency inside the library building
c. Achievement-power-affiliation theory where in a student suddenly collapsed
d. Leadership Grid b. There is a crisis management webinar and the staff are
70. According to Fred Fiedler, three situational variables determine arguing who shall be attending
how favorable any particular situation is for a leader. What is c. The library is preparing a budget for a million-worth of
Fiedler’s contribution to leadership? funding/grant
a. Leadership Contingency Model d. There is a political or personal dispute between two
b. ERG Theory employees
c. Achievement-power-affiliation theory 75. What would be the best professional/career development
d. Leadership grid opportunity that library managers provided for the library staff
71. It is a systematic approach which seeks to determine whether or not during the pandemic?
a particular program or proposal is justified. a. The librarians took the opportunity of online/remote
a. Cost-benefit analysis learning set-up during the pandemic to pursue higher
b. Evaluation education
c. Operations research b. The librarians enrolled in digital content management to
d. Program evaluation and research technique further their skills in the use of content management
72. The budget is divided into broad input classes or categories (such as software for creation of online contents
salaries or wages, materials and supplies, equipment, capitals and c. The librarians attended all free webinars offered during the
expenditures, and miscellaneous), with further subdivisions within pandemic that are relevant to librarianship and related
these categories. subjects
a. Lump sum d. The librarians acquired additional or advanced skills in
b. Formula budgeting information communication technologies to be more
c. Line item budgeting versed in the new ICT services to be implemented by
d. Performance budgeting libraries
73. It is the analysis, planning, implementation, and control of carefully 76. These are the standard operations performed by the library staff in
formulated programs designed to bring about voluntary exchange of dealing with specific situations or providing specific service?
values with target markets for the purpose of achieving the a. Activities
organization's objectives. b. Policy
a. Budgeting c. Procedures
b. Marketing d. Processes
c. Evaluation
77. Departmentalization covers the issue of centralization. Which best missions, and positioning libraries as leaders in assessment and
illustrates centralization? continuous improvement on their campuses. This standard was
a. High degree of delegation developed by ________
b. High degree of participation a. IFLA
c. High degree of control b. CHED
d. High degree of movement c. PAARL
78. It refers to the use of computers as an aid for library activities. d. ACRL
a. Library mechanization 82. It is the only nationally accredited professional organization of
b. Library automation librarians in the Philippines to date. At present, it serves as the
c. Library digitization umbrella organization for all library groups in the country.
d. Library computerization a. PLAI
79. Which area of library automation is involved in the creation, b. PAARL
storage, retrieval and management of bibliographic records and c. PASLI
indexes? d. ASLP
a. Cataloging system 83. It is mandated to formulate policy guidelines, as well as plan,
b. Circulation system develop, and implement programs or projects that will promote the
c. Serial publications Control system advancement of library and information services in the country,
d. Acquisition system with particular emphasis on the enrichment of the arts and culture
80. What will be the best strategy of an academic library manager to collections of libraries nationwide.
meet a deadline for multiple book listings needed to be updated for a. MAHLAP
accreditation? b. SFA
a. Designate librarians with booklists to prepare given that all c. NCCA-NCLIS
librarians should be skilled in preparing bibliographies d. PRC-BFL
b. Ask for volunteers and offer incentive or reward in return 84. When you prepare a strategic plan, you need to do a SWOT analysis
so that they would be motivated to finish it on time to be able to develop priorities. How will you do this?
c. Program the library system with permanent categories that a. Conduct a self-survey
would automated booklist generation, only needing b. Conduct an experimental research
reprogramming every time curriculum updates c. Interview students
d. De-load the responsibility of librarians and transfer the d. Involve the administration
booklist generation and update to the faculty in-charge 85. What is a grapevine in every organization like the library?
given that it is their program being accredited a. Formal communication system
81. The Standards for Libraries in Higher Education are designed to b. Informal communication system
guide academic libraries in advancing and sustaining their role as c. Internal communication system
partners in education students, achieving their institutions’ d. External communication system
86. A leader who exchanges rewards for services rendered and b. Leadership
punishment for inadequate performance. c. Organizing
a. Transactional leader d. Management
b. Authoritative leader 92. Republic Act No. 8525, a program that encourages private
c. Strategic leader institutions to support education, is also known as _____________.
d. Transformational leader a. Adopt a School Program
87. “To implement RDA cataloging standard in the every catalog b. School Library Act
records within 6 months” c. Adopt a Library Program
a. Vision d. Philippine Librarianship Act
b. Mission 93. Which of the following principles of management describes “unity is
c. Goal strength”?
d. Objective a. Specialization
88. “To support the research and extension of the agency through b. Esprit de corps
maintaining an information retrieval system tailored to the overall c. Remuneration
purpose and intentions of the agency” d. Span of Control
a. Vision 94. A type of power that comes from a formal management position and
b. Mission is based upon authority recognized in accordance with position in
c. Goal an organization structure.
d. Objective a. Legitimate power
89. “To improve the library system in terms of cataloging standards, b. Reward power
authority files and records control and management” c. Expert power
a. Vision d. Coercive power
b. Mission 95. Which of the following is the weakest kind of power?
c. Goal a. Legitimate power
d. Objective b. Reward power
90. “To empower staff through vitalizing workplace, providing c. Expert power
development opportunities and employing a fair appraisal d. Coercive power
mechanism” 96. A leader who uses rewards and incentive programs to ensure the
a. Vision quality of the employee’s job performance.
b. Mission a. Transactional leader
c. Goal b. Authoritative leader
d. Objective c. Strategic leader
91. It is defined as getting things done through people. d. Transformational leader
a. Administration
97. It is a collaborative project of the national library and four other
institutions - Department of Science and Technology (DOST),
Department of Agriculture (DA), Commission on Higher Education
(CHED), and the University of the Philippines System (UP System).
This was approved by the Commission on Information and
Communications Technology (CICT) under Chairperson Virgilio
Peňa.
a. Philippine Library Information Network (PHILIN)
b. Public Libraries Information Center (PUBLIN)
c. Philippine e-Library Project
d. Association of Academic and Research Library
Information Network (ARALIN)
98. It is the full implementation of the Integrated Library
Computerization project of The National Library. The Information
Technology Center of The National Library handles all activities
related to library automation. Online Public Access Catalog (OPAC)
is currently installed at the Filipiniana Division.
a. Philippine Library Information Network (PHILIN)
b. Public Libraries Information Center (PUBLIN)
c. Philippine e-Library Project
d. Association of Academic and Research Library
Information Network (ARALIN)
99. Which of the following are the objectives of management and
information system?
i . To assist library staff in routine decision-making
ii. To improve accountability and control over resources
iii. To modify budget allocations and expenditures based on arising
situations
iv. To improve the overall effectiveness of the library by focusing on
outcomes
v. To generate internal and external reports
vi. To improve the long-term planning process
vii. To take over the role of the librarian in information
management
viii. To facilitate activities related to performance measures.
a. i, iii, v, vi, vii, viii
b. i, ii, iv, v, vi, viii
c. ii, iv, v, vi, vii, viii
d. i, ii, v, vi, vii, viii
100. Which describes the administration of an academic library?
a. The supervision and control of the academic library shall
be under a personnel with good manners and right conduct
and is issued with Good Moral Certificate by previous
employment or affiliation
b. The academic library shall be administered and supervised
by a full time professional librarian with at least Doctorate
Degree in Library and Information Science or PhD in
Library Science.
c. The academic library shall be administered and supervised
by a librarian with ancestors who have been directors of big
libraries in the past.
d. The academic library shall be administered and supervised
by a known personality that has proven its love and passion
for libraries and have advocated library automation from in
the past.
LIBRARY REFERENCE SERVICES AND BIBLIOGRAPHY
I. Overview
Reference- is the act of referring/ consulting that phase of library work that
is directly concerned with assistance to readers in securing information and
in using the resources of a library for study and research.
Reference book- a book designed by its arrangement and treatments to be
consulted definite items of information rather than read consecutively.
Example materials are the General Reference. (Encyclopedia, atlas, almanac,
bibliographies, etc.)- contain information in all disciplines.
Reference question- any request for information or aid that requires the use
of any or more sources to determine the answer or which utilizes the
professional judgment of the librarian.
Reference Librarian- "the man, who is compelled to be all things to men,
who counting and no one trivial spends his days opening up to the
miscellaneous public the stores of the libraries material” (W.W. Bishop).
Reference service- the personal assistance given by the libraries to
individual readers in pursuit of information. The role is to make information
available to library customers by delivering service. Whatever librarians do;
otherwise known reference and information service or reader service.
Reference Work - refers to the phase of library work that is directly
concerned with assistance to readers in securing information and in using
the resources of the library in study and research (ALA, 1943)
II. History of Reference Work
1871 - Justin Winsor- In a sixty-page brochure published by the American
Society of Science, suggested the founding of free libraries and their
information, and the use of reference occurred once.
1876 - Samuel Swett Green- “Father of Reference Work”, identified four
components of reference service:
1. Instruct the reader in the ways of the library
2. Assist readers in solving inquiries
3. Aids the reader in the selection of good works
4. Promote the library within the community
1884 – Melvil Dewey- using the "reference library" two years before writing
and organizing the Dewey Decimal Classification scheme.
1910 – John Cotton Dana- He believed that the librarian’s prime duty was
not to answer questions but to instruct the inquirer in the use of materials by
which he can secure the answer himself. (Not all information should be
given; instead, the librarian should be the guide of the inquirer) He became
a librarian for 4 decades at a Public library. Notable for his innovations in
offering & promoting Library services.
William Warner Bishop- Believed in service rendered librarians in aid of
some sort of study." Librarians should provide service and assist their users
in quest of knowledge.” After some time, the term "reference" & "reference
service' cropped up in the profession,' publications & indexes.
III. Reference Service
Why Is It Important?
● Libraries have various information for everyone in the community
but work especially hard to meet individual needs.
● Libraries strive to provide equal, objective service for all patrons.
● Libraries promote the value of information for problem-solving in
everyday life or for entertainment and enlightenment.
The Reference Constants (Fixed)
1. Purpose- help users in their quest for knowledge (vast pool of
knowledge) or, more particularly, in that knowledge that requires its
usefulness and instrument powers.
2. Function- locates answers for users to provide this function
effectively; there must be supported duties and action, from a
selection of materials to adequate space and personnel.
 3. User- the lifeblood of reference service: who may have many reasons
for asking questions but eventually must decide upon the action he
is to take with the data supplied by the reference system.
4. Librarian- serves the intermediate or mediator between the user and
his needs and information sources to satisfy the needs and queries.
Levels of Reference Services
James lngresoll Wyer (1930)
1. Conservative
- assist if she is consulted not giving an exact answer, instruction, and
guidance only
- old fashioned, occasional personal assistance
- Limited to instruction and guidance
- Only for its users to be dependent on using the library
2. Liberal
- assists at all cost, will follow you wherever you go
- Librarian approaches users, "may I help you."
- Even the librarian search while the user waits
3. Moderate (middle)
Samuel Rothstein (1960) revived and relabeled Wyer’s Philosophy
1. Conservative = Minimum
2. Liberal = Maximum
3. Moderate = Middling
The Reference Process
Reference work is more than answering questions. Discovering and
meeting information needs is a process that involves finding the real
information need behind the questions. The reference process involves
open communication between you and the patron, working until the
demands are met.
Role of Reference Services
1. Finding information to answer specific questions
2. Helping customers find information for themselves.
3. Teaching people how to use library resources and how to do library
research
Reference process-communication process between the librarian and
the person posing the question with reference service, reference work, and
reference sources.
Steps of the Reference Process
1. Encouraging the patron to contact the library when there is an
information need (outreach).
2. Finding out what the actual information need is (the reference
interview).
3. Finding the information that will meet the need (reference search).
4. Making sure the patron's need has been met (follow-up).
Communication Process
1. Making sure the librarian’s understanding of the question coincides
with the actual information needs of the patron.
2. Analyzing, categorizing, or classifying the question on several
dimensions to formulate a search query.
3. Translating the terms of the question into the language of relevant
parts of the reference system.
4. Making various decisions involved in conducting the search itself.
5. Evaluating the information in terms of the patron and his needs.
Important things during the reference process
a. Encouraging the patron to contact the library when there is an
information need
b. Finding out what the patron's real information need is
c. Finding information that will meet the need
d. Following up and making sure the patron's information need has
been met
*Communication is the key
Categories of reference questions
1. Directional - tend to identify direction/ where is the location of
materials.
a. Common type of query. A good sense of direction and familiarity is
needed.
 b. Serves as an orientation to familiarize with different parts of the 1. Ensure the question, as understood by the librarian, coincide with
library. Qualifying questions would help the user to know the the actual information need of the patron. Analyzing, categorizing,
information. or classifying the question or a member of dimensions to formulate a
2. Ready-reference search strategy.
a.Comprises the bulk of reference questions. 2. Translating the terms of the questions into the language of relevant
b. 85-90% of questions asked in libraries and in information parts of the reference system.
centers. 3. Making various decisions involved in conducting the search itself.
c. Answers are found primarily in the fact-type of reference books. 4. Evaluating the information in terms of patron and his needs.
3. Specific search Steps in Conducting the Reference Interview (Cassell and Hiremath)
a.Variety and number of sources involve which tend to explain in 1. Establishing Rapport with the user
concise easy to understand fashion. - showing the expression of interest, smile, greet
b. Query heard of curious students. - signals are essential (verbal or non-verbal)
c. Librarians need to exhaust different materials. 2. Negotiating the question
4. Research - find out what the user really wants
a.Requires in-depth qualities for information directed to a librarian by - ask clarifying questions (give user chance to express his
an adult who is a specialist, professional, and expert in that field or reference needs)
who is on her way to becoming a specialist. Two Types of Questions:
Reference Interview a. Open-ended question - questions that encourage the user to
- the key to the reference process talk more
- answers the fundamental question: what does the patron really want to b. Close-ended question - generally leads to short answers like
know? Yes/No
Real Information Needs: Providing Answers to Unasked 3. Developing a Strategy and Communicating it to the User
Questions - conduct a search, selecting search terms and identifying the
The first question a patron asks is often simply a conversation opener -- a most appropriate sources.
way to say "hello." A patron's first question may be a way to determine if - explain the search
you are approachable and not an expression of the information need. 4. Locating the information and Evaluating it
Steps in Discovering the Real Information Need - Check the material if it complies with the user need
1. Make the patron feel comfortable. - Instruction in the use of the material should also be provided
2. Be approachable. if the user is unfamiliar with the source/s
3. Be sensitive. 5. Ensuring that the Question is Fully answered (the follow-up)
4. Assure confidentiality. - Follow-up questions are necessary to check whether their
Charles Bunge asserted an outline of what reference librarians must questions are responded to or not
consider when someone asks a question. 6. Closing the Interview
- Confirmation is needed from the user
 - It should be completed on an open note
* Listening - the most crucial part of the reference interview
III. TYPES/FUNCTIONS OF REFERENCE SERVICES
1. Direct reference service - consists of personal assistance provided to
library patrons in pursuit of information
a. Reference queries services
a.1 Direction - Focused on the standard "where" questions;
answers requires geographical knowledge of key locations
a.2. Ready reference - queries answered by a simple fact.
Answers are found quickly in one or two easy-to-identify, prepared
at hand reference works.
a.3. Specific-search questions (bibliographical inquiry) -
answers almost always take the form of giving the user a document,
a list of citations, a book, a report, an internet site, etc.
*Bibliographic verification - Provide facts about
publication rather than events, places, or organizations. (specific
about the book, title, and author, etc.)
• Checking information about the book/ material
may include but not be limited to the author.
• List of books, journals, or reading materials.
• User’s information about the document is correct
and complete.
End Note - end of the chapter.
Foot Note - bottom of the page.
a.4. Research questions - involve answering complex
questions that cannot be answered from one source; usually, queries
come from an adult specialist seeking detailed information to assist
in specific work.
b. Instruction
The aim is to guide the user in the use of the library and its resources
b.1. Formal bibliographic instruction
b.1.1. Orientation tours
b.1.2. Formal courses
b.1.3. Use of user Guides, and instructional flyers,
brochures, and signage.
b.2. Informal bibliographic instructions
b.2.1. Teaching or demonstrating how to use a catalog
or any reference tool when the question is being
answered, or material ad located, or even research
conducted.
b.2.2. Reference desk
b.3 User Education
b.3.1 The origins of library user education can be traced
back more than 170 years. The earliest evidence of
instruction lecturing to undergraduates--was found at
Harvard College in the 1820s.
Reitz (2004) has defined User education in Dictionary
of Library and Information Science -"all the activities
involved in teaching users how to make the best
possible use of library resources, services and facilities,
including formal and informal instruction delivered by
a librarian or other staff member one-on-one- or in a
group. Also includes online tutorials, audiovisual
materials, and printed guides and pathfinders. A
broader term than 'bibliographic instruction.’"
b.3.2 Components of User Education
a. Library orientation means introducing the
users to the general methods of usage and
services and the layout such as building and
sections of the libraries, stacking arrangement,
rules and regulations, and facilities available in a
particular library.
b. Library instruction means to provide specific
education on how to use and understand specific
information sources, information systems,
information services, and tools. It gives
 instructions to the users on how to select, get and
use particular information resources.
c. Bibliographic instruction means to use the
bibliographic tools to provide guidance to
understand the features of these tools and their
nature of subject coverage.
b.3.3 Need for user education
a. Literature explosion and information
explosion
b. E-Resources v Automation
c. Variety of Library Services
d. Multiple Database Searching Techniques
e. Internet
f. Information System and Information
Networking
b.3.4 Objectives of user education
a. To familiarize the user with the automated library
services such as OPAC.
b. To identify the user’s specific information
resources as per their information needs;
c. To enhance and improve the user's abilities to
select appropriate information sources;
d. To tram the users in the use of information
resources;
e. To extract the information from information
system;
f. To train the users to exploit the library resources
effectively;
g. To encourage the users to get the assistance of
library professionals;
h. To train and develop the skills in the users for
independent specific information searching;
i. To acquaint them with various national and
international information networks and databases.
j. To educate the users in CD - ROM database
searching as well as online searching.
c. Reader's advisory/ Guidance
•Giving options to your clients
•Recommend readings
•New acquisitions
•Term paper counseling - sometimes called term paper
assistance or research consultation usually offered at a
location other than the reference desk where the librarian
can spend more time guiding each student on an individual
basis. It provides a level of flexibility and attention.
• Bibliotherapy - assist with problematic users.
► Personal assistance
► To help users in reading inspirational books that
will result in good.
► A more specialized form of guidance related in its
goals to reference advisory works.
► But generally practiced in a group.
Two types of Bibliotherapy
1. Clinical Bibliotherapy is used to encourage self-
understanding or behavioral change.
2. Developmental Bibliotherapy is used without need variety of
individuals in schools or in public libraries to promote self-
knowledge, personal growth, and the successful completion
of developmental tasks associated with various life stages.
d. Information services - consists of finding information for the user
or assisting the user in finding much-needed information.
- provide the user directly with all the bibliographic or non-
bibliographic information needed or with sources that
embody it
-take a variety of form from simple tracking down of
bibliographic citations
• Ready reference question- the most basic information
service
 • Reference desk- deal with more complex
questions.
* Even how simple the question is, you still have the
responsibility to help the user in her quest for
knowledge.
d.1 Current Awareness Services - aims to let the user know
about recently added materials to a collection or database.
-ensures that library clients are kept up-to-date with
information in their interest or subject areas.
Services include:
• Selective dissemination of information (SDI)
• Bibliographies or reading lists
• Journal circulation
• Displays
• New titles lists
• Circulation of the journal title and content pages
• Newspaper clippings
• Bookmarking relevant internet sites
• Current awareness bulletins
d.2 Abstracting and indexing service - provided for easier
access of periodical articles, newspapers, and conference
proceedings
d.3 Technical inquiry service / Technology instruction -
Teaching library customers how to independently use online
and computer-based resources such as the Internet, the
library catalog, subscription databases, and productivity
software provided by the library (ex: word processing). It also
includes the use of electronic equipment provided by the
library such as photocopiers, printers, assistive devices, and
microfilm/fiche reader-printers
d.4 Translation service - documents/manuscripts are
translated into the language the patron understands
d.5 Reprographic service - includes various types of
reproductions through photocopies, photographs, scanning,
printing, electronic storage in databases, digital copying on
CDs and DVDs
e. Electronic reference service
e.1. Chat/Instant Messaging
e.2. Videoconferencing
e.3 E-mail (Electronic mail)
e.4. Text messaging
e.5. Fax (Telefacsimile)
f. Retrospective search services– retrieving all relevant materials,
on a given topic, by a given author published within a certain period.
2. Indirect reference service- consists of behind-the-scenes activities that
help provide access to the library's collection and extend the library's services
through cooperation with other libraries.
a. Evaluation and selection of reference sources- recognizing
various types of materials needed for adequate service. (Collection
Management and Development)
b. Processing and maintenance of library catalogs,
bibliographies, and other reference aids- organization and
administration of reference; coordination - on how to trace the
material; librarian may spend some time preparing Special
bibliography. (Technical Services)
c. Referral Services- providing the patron with information about
the group or agency that can provide needed assistance.
- Helping put patrons in contact with the best agency for
their needs
- staff and materials (Resource sharing; Consortium)
d. Interlibrary loan (ILL)- is a service whereby a user of one library
can borrow books or receive photocopies of documents owned by
another library. It has two operations: borrowing and lending.
Purpose of ILL:
*To aid the researcher in acquiring specialized material
from other libraries.
 *To assist the general reader in borrowing material
otherwise inaccessible because of lack of complete library
resources.
e. Document Delivery- the supply of journal articles/references and
other copies on a personalized basis.
f. Networks- a formal arrangement whereby several libraries or
other organizations engage in familiar patterns, or exchange of
information, materials, services, or all three for some functional
purpose ·
IV. LIBRARY USER SURVEY and USER NEEDS
Reasons for user survey:
1. To gauge user satisfaction
2. To assess users' needs (usage)
3. To learn more about outcomes-that is, the end results of using the library
4. To gather demographic information about library users
*Short survey- focuses on customer satisfaction
*Medium survey - add questions about library usage
*Long survey- add questions about library usage; also includes
demographics (statistical data)
SURVEY DESIGN
The most important points to consider when designing surveys are:
• What are your organization's information needs, i.e., what do you
need to know?
• What are the characteristics of the respondents?
A. Type and Content of Survey
a. Satisfaction
The most common type of survey is designed to determine
what the library is doing well in its users' opinions and what
areas can be improved.
b. Usage
Usage refers to patrons' behaviors (e.g., "How often do you
use the library in a typical month?").
c. Outcomes
Outcomes can be described as what was accomplished or
gained by using the library. Incorporating a question into
your survey which asks whether you may contact respondents
at a later date can be an excellent way to collect outcome
information. Alternately, questions about what users hope to
achieve by using the library (i.e., intended outcomes) can
somewhat satisfy these types of research questions.
d. Demographics
Demographics questions assess respondents' educational and
cultural backgrounds, age, gender, and so forth.
B. Sample Size Needed for Meaningful Analysis
A good sample should represent the population it speaks for
in all characteristics except size (for example, proportions of
male to female, old to young, education levels, etc.).
The sample size must be large enough to be reflective of the
general population. Before distributing your survey, identify
your target sample size using a tool such as a sample size
calculator.
Consider offering respondents an incentive to reach your
sample sizes, such as candy or prizes, to encourage
participation.
C. Method of Distribution
Surveys can be offered in-house, mailed, or accessed
electronically.
● In-house surveys are easy to collect and accessible;
however, they only capture information from those
already using the library.
● Mailing surveys to everyone in your service area, or
a sample thereof, can be an excellent way to hear
from those who do not regularly use the library but is
considerably costlier than administering them in-
house. Mail surveys also have lower response rates
than other delivery methods.
 ● Electronic surveys can also reach people beyond the 10. Part1c1pates m the improvement of the local information
library's walls but exclude those without computer system.
access or skills. Additionally, if the survey is 11. Teaches fellow library staff to enhance their skills.
embedded i.n your library's homepage, it won't be 12. Creates finding tools and websites to assist information
seen by non-library users. Lastly, electronic surveys seekers.
can be vulnerable to security risks, which can Characteristics / Attitude of a Reference Librarian
compromise the quality of the data you collect. 1. Discipline
D. Data Analysis • focus
May use tools, such as Survey Monkey, have built-in features • applies communication techniques
for data analysis, or you might choose to use databases or • develop a strategy in a particular case
statistical software like SPSS, Jamovi, etc. • self-control and self-strategy
Comments could be coded and analyzed in-depth unless your • direct to the point
goal was simply to pull definitive statements as sources of 2. Desire to help
anecdotal evidence. • Commitment to helping people
If resources allow, consider hiring a research professional to 3. Sensitivity
analyze and present your data. • limits the relationship between the librarian and users
V. THE REFERENCE LIBRARIAN • respectful
Responsibilities of the Modern Reference Librarian 4. Patience
1. Provides information to library users on request. • to deal with cranky, arrogant, insensitive individuals
2. Evaluates selects and weeds reference materials. • to remain calm and persistent
3. Assist library users in their own searches in resolving • cordial enough to the users
information needs. 5. Broad Knowledge
4. Counsels library users on effective search strategies. • basic information
5. Clarifies information queries and demands throughout the • reading is critical
search process. 6. Knowledge of reference section
6. Instructs and evaluates users on search techniques and • identifies general and specific information
information resources. • know what material to consult
7. Organize print, non-print, and electronic information to VI. REFERENCE AND INFORMATION SOURCES
promote access. THE REFERENCE COLLECTION
8. Protects users’ right to privacy, confidentiality, and 1. Book
intellectual freedom. Today, the term refers to the codex- a set of folded sheets of
9. Participates in professional activities to improve the paper sewn or stapled along one edge and enclosed with
profession and personal knowledge. protective covers and written contained within it. It is a non-
periodical printed publication of at least 49 pages, exclusive of
 the cover page. This may be ordinary stock or sometimes called
borderline books.
Reference Books are arranged and treatment intended to be
suitable for being referred to or consulted.
The generic 'reference book,’ designed to be consulted for
bits of information rather than to be read consecutively, includes
typically: almanacs, bibliographies, bibliography sources, card
catalog, union list, dictionaries, directories, encyclopedias,
geographical references, government documentation, guides to
the literature, handbooks, indexes, manuals, monographs and
text, non-biographical directories and yearbooks.
2. Serial
These are publications in any medium issued in successive
parts bearing numerical or chronological designations and
intended to continue indefinitely. Included are: periodicals,
annuals, journals proceedings, transactions of societies, and numbered
monographic series and
other categories.
3. Audiovisual materials
Non-book/non-print) are aids to teaching through ear and
eye, come in audio and visual formats which convey information
by sound and image rather than text. These include audio
recording, slides, film strips, videotapes, motion pictures, and models.
4. Report Literature
Report literature is a distinct document form significant in
scientific/technical fields. Grey literature form (a publication
unavailable through normal bookselling channels) contains
information that may or may not eventually appear in some
conventionally published form but because of its currency.
Included are: technical notes and memoranda, preprints, conference
proceedings, and papers, and research and development reports.
5. Government Publications
Originate from and issued at the expense and authority of
any office of a legally recognized government or international
organization. These are called government or just documents.
Also referred to as grey or gray literature.
6. Other types of reference collection
Ephemera- current material that is of temporary interest
and value. (i.e., posters, tickets, collectibles)
Pamphlets- a short publication, sometimes defined as
having at least five or not more than forty-eight pages, but not
part of a serial.
Brochure- a short printed work, consisting of only a few
leaves, merely stitched together with thread or cord and not
otherwise bound.
Clippings- a collection of clippings from current newspapers
and periodicals and other sources, arranged in some definite
order in a VERTICAL FILE (a case or drawer in which material
may be filed vertically).
TIMELINESS OF REFERENCE SOURCES
1. PRIMARY SOURCE is original material that has not been
filtered through interpretation, condensation, or evaluation by a
second party.
A primary publication is an original, unpublished report of
research or scholarship, usually in its initial, unedited form. It is
usually the first print appearance research and scholarship by an
individual or group. Primary publications are generally the
results of experiments or surveys, and maybe unpublished as
articles in primary journals, or as conference proceedings,
individually published or unpublished distributed reports,
unpublished dissertations.
a) Theses/Dissertations - an essay or treatise presented by a
candidate in partial fulfillment of the requirement of a
degree.
b) Manuscripts are generally documents of any kind written
by hand, but a more particularly original version of literary
or musical composition in handwritten or typescript form
before it has been printed. Information professionals
 distinguish between manuscripts, which might legitimately
form part of the library collection, and official documents or
records, which are regarded as ARCHIVES (anon-current
records of an institution, organization, business, or person,
created for working. Purposed and retained by the creator,
or successor, for reference and or historical instances.
c) Patents - when an investor makes a new and valuable
invention - that is a technical idea embodied in a process or
product - patent allows him or her to develop and produce
this within the protection of a limited clime monopoly,
usually sixteen to twenty years, in. return the inventor has to
deposit in public place protection given is a type of
intellectual property.
d) Daily Newspaper Report- a publication usually issued
daily or weekly, traditionally containing the most recent
news.
e) College Invisible - an information-sharing group such as
those that have existed from many areas in science and other
disciplines; membership of such groups is mainly dependent
on personal communication and often initiated of this
college.
f) Other primary sources:
• Artifacts (e.g., coins, plant specimens, fossils, furniture,
tools, clothing, all from the time under study);
• Audio recordings (e.g., radio programs)
• Diaries; • Internet communications on email, listservs;
• Interviews (e.g., oral histories, telephone, e-mail);
• Journal articles published in peer-reviewed publications;
• Letters;
• Original Documents (i.e., birth certificate, will, marriage
license, trial transcript);
• Photographs
• Proceedings of Meetings, conferences, and symposia;
• Records of organizations, government agencies (e.g.,
annual report, treaty, constitution, government
document};
• Speeches;
• Survey Research (e.g., market surveys, public opinion
polls);
• Video recordings (e.g. television programs);
• Works of art, architecture, literature, and music (e.g.,
paintings, sculptures, musical scores, buildings, novels,
poems)
2. SECONDARY SOURCE - are based on primary sources. This
has been modified, selected, or rearranged for a particular
purpose or audience; published with explanations on the subject
matter bibliographic and substantive structure.
a) Encyclopedia - a database (essentially, any systematically
ordered collection, in whatever form) containing
information on all subjects, or limited to a particular field or
subject, arrange in systematic (usually alphabetical) order.
b) Fact-type books - book of facts.
c) Almanacs - a publication usually appearing annually,
containing an assortment of factual information often
having solid statistical content.
d) Directory - a database, traditionally in book form,
containing lists of the names, addresses, sometimes with
other information added, of people, organizations or
business, in a particular area, or with some shared interest
such as membership of a specific trade or profession.
e) Index - an alphabetical list of topics, names of persons,
places, etc., mentioned in a book or series of books,
indicating at what place or places they appear in the source
documents/s, usually by page number.
f) Other secondary sources:
• Bibliographies (also considered tertiary);
• Biographical works;
 • Commentaries, criticisms;
• Dictionaries, Encyclopedias (also considered tertiary);
• Histories;
• Journal articles (depending on the disciple can be
primary);
• Magazine and newspaper articles (this distinction varies
by discipline);
• Monographs, other than fiction and autobiography;
• Textbooks (also considered tertiary);
• Web site (also considered primary).
3. TERTIARY SOURCE - This is thrice removed from the
primary source; considered to be a standard reference or source
type; consists of information that is a distillation and collection
of primary and secondary sources.
a. Dictionary - a list and explanation of the words of a
language or the vocabulary of a particular subject; the terms
are arranged alphabetically in order in information retrieval,
it can be used as synonyms with THESAURUS (a lexicon in
which words are grouped by concept, thus providing a
grouping or classification of synonyms or near-synonyms,
and equivalent classes of terminology.
b. Other tertiary sources:
• Almanacs;
• Bibliographies (also considered secondary);
• Chronologies;
• Dictionaries and Encyclopedias (also considered
secondary);
• Directories;
• Factbooks;
• Guidebooks;
• Indexes, abstracts, bibliographies used to locate primary
and secondary sources;
• Manuals;
• Textbooks (also be secondary).
FORMS OF REFERENCE SOURCES
1. Control-Access-Directional Type
a. Bibliography - the first broad class or form of the reference
source. It is the systematic listing and analytical study of
books, manuscripts, and other documents. It is compiled to
provide comprehensive coverage of its chosen field.
● Control - It serves as a control device. It inventories what
is produced day-to-day, year-to-year, in such a way to
enable the compiler (and the user) to feel he has control
via the organization of the steady flow of knowledge;
This is done through research (finding specific source},
identification, description, and classification.
● Access - once an item is controlled, the individual items
are so organized for easy access to facilitate intellectual
work; the aim of bibliography is to assist inquirer in
discovering the existence or determining which may be
of interest to him (by Robinson).
● Direction - bibliography usually does not give the user a
definitive answer but serves to direct him to the source
of a solution.
2. Source Type
a. Encyclopedia - the most used single source; they may be
defined as works containing informative articles on subjects
in every field of knowledge; usually arranged in alphabetical
order; these are used to answer specific questions about X
person or X topic or general queries which may begin with
"I want something about X ...”
b. Fact sources - (includes yearbooks, almanacs, handbooks,
manuals, and directories. All these types have many
different qualities but share a common element: "they are all
used to look up factual material for quick reference work.
Together they cover almost every facet of human knowledge.
 ● Yearbook - an annual volume of current information in
descriptive and or statistical form sometimes limited to
a particular field.
● Almanac - an annual publication containing a calendar,
frequently accompanied by astronomical data and other
information; a yearly book of statistics additional
information sometimes in a particular field.
● Handbook - a small reference book.
● Manual - a compact book that treats the essentials of a
subject concisely; a book of rules for guidance.
● Digest - a brief condensation of a written work, often in
other words than those of the original.
● Compendium/compend - a work that presents in
condensed form principal points of a more extensive
work or a work that treats a large subject briefly or in
outline.
c. Dictionaries - those sources which deal primarily will
include all aspects of words from proper definition to
spelling.
d. Biographical sources - those forms which are self-evident
sources of information on people distinguished in some
particular field of interest.
e. Geographical sources –
● Atlas - a volume of maps, plates, engravings, tablets, etc.,
with or without descriptive letterpress from raised
surfaces, such as type, rather than by lithographic
process).
● Gazetteer - a geographical dictionary listing and
locating, usually through grid references, the names of
places or features, and frequently providing a varying
amount of descriptive, geographical, historical, or
statistical information.
● Map - a flat representation usually of the earth's surface
or a section of it.
f.
Government documents - any printed or processes paper,
book, periodical, pamphlet, or map, originating in, or
printed with an imprint of, or at the expense and by the
authority of, any office of a legally organized government.
EVALUATING REFERENCE SOURCES
1. Authority
a. refers to the qualification and reputation of the author
b. who is the contributor of that materials
c. accuracy of the sources
d. check the credibility of the author, the one who created and
the one who contributed the creation of the content
2. Scope
a. the subject matter of the material
b. what is the focus in terms of language, translation, edition
purpose?
3. Treatment
a. appropriate to the audience in terms of content, approach,
artistic and literary quantity
b. considered the readability and objectivity
c. get material suitable to their thinking
4. Arrangement
a. would have alphabetical, logical, depending on the
sequence, classified, chronological - retro - present - back -
past - present, geographical, quick and easy to use,
adequacy of cross-reference.
5. Format
a. the physical make-up of the book
b. type, paper, margins, fonts, and layout
c. bibliography and documentation, bibliographical
reference, citation (old and new)
d. how and where information was obtained.
 e. illustrations - there are pictures (black and white, colored,
sketch), well-chosen, compliments the text
6. Special Features
a. Special Features ' - outstanding qualities of the materials
b. glossy, online link
EVALUATING SERIALS
1. Authority of the author, editor, contributors, and producers
2. Systems of reference when articles assess its quality by its
experts - where is the source
3. Inclusion of serials in standard abstracting/indexing tools
4. Balance of the paper; balance of articles and emphasis
5. Report only original articles or also printed one
EVALUATING GEOGRAPHICAL SOURCES
1. Currency - up-to-date; includes the copyright date/ edition
2. Use of color to enable different data
3. Symbols - used standard of symbols
4. Proportion - refers to projections used; some used three
dimensional
5. Grid use - key reference square, letters, and number index to
these squares to locate places.
Ex. E5. D6 with page no. of map
6. Binding - provide strength to open easily will lay flat. The entire
map should be visible and not hidden by the part of the binding.
7. Marginal Information - at the minimum should include the
scale, type of projection, symbols, and significance of colors.
8. Index - should be comprehensive, alphabetical, and clearly list
all places, names, expect plan/reference, exact map, longitude
and latitude, and grid information.
REFERENCE SOURCES
A. DICTIONARIES
a. History
● Glosses: marginal or interlinear notes; inserted into Latin
manuscripts to define or render them in vernacular Teutonic,
Romanic, and Celtic tongues; philologically essential and
represent the oldest rudiments of bilingual, or dual-language,
dictionaries.
● Dictionarius: Latin term appeared around 1225 when the
English grammarian John of Garland (Joannes de Garlandia)
defined the word as the title of a collection of Latin words
arranged by subject to use learners.
● Dictionaries provide information about words. Guide words,
headword, part of speech, etymology/origin, synonym,
antonyms, usage, definitions, pronunciation, syllabication, etc.
● Terms:
o Dictionary: a book containing a selection of words of a
language or of some particular subjects, arranged
alphabetically with explanations about them (Webster)
o Lexicology: the study of the formation, meaning, and use of
words of idiomatic combinations of two words.
o Lexicon: the vocabulary of a particular language, field, social
class, person, etc.; a dictionary of foreign language t usually
of Greek, Latin, or Hebrew (Thorndike)
o Lexicography: the writing, editing, or compiling of
dictionaries.
o Lexicographer: a writer, editor, or compiler of a dictionary.
o Jargon: specialized language concerned with a particular
subject, culture, or profession
o Glossary: a list of particular, technical, or complex words
with explanations or comments (Thorndike); an alphabetical
list of abstruse, obsolete, unusual, specialized, dialectal, or
other terms concerned with a subject field with definitions
o Gradus: a dictionary designed to aid in writing poetry
o Thesaurus or Verborum: a storehouse of treasury knowledge
b. Types of dictionary
● Types of Dictionary according to form
o Descriptive [recording how the language is actually used]
o Prescriptive [advocating how it ought to be used]
● Types of Dictionary according to length
o Unabridged: [300,000-600,000 entries or over 265,000
entries]
▪ Webster’s 3rd New International Dictionary
▪ The Random House Dictionary
o Abridged: [50,000-200,000 entries or 130,000-180,000
entries]
▪ The American Heritage Dictionary of the English Language
▪ Webster’s 9th New College Dictionary
▪ Webster’s New World Dictionary of the American Language
▪ The Random House College Dictionary
o Reduced-Word: [limited to under 60,000 entries]
▪ Oxford American Dictionary
▪ Concise Oxford Dictionary of Current English
● Types of Dictionary according to content
o Historical dictionaries provide the history of a word from
its introduction into the language to the present.
o Etymological/Diachronic dictionaries emphasize the
analysis of components of words and their cognates in other
languages. These dictionaries emphasize the linguistic and
grammatical history of the word usage.
o Period or specialized scholarly dictionaries focus on a
particular place or period.
o Foreign language dictionaries are self-explanatory. We
have all looked up words in French or Spanish or other
Western European languages.
o Subject dictionaries focus on word definitions in a subject
area, such as finance, law, botany, electronics, physics, etc.
o Slang dictionaries define terms used in ordinary, informal
speech. These terms may include jargon, obscenities, or
short words that quickly go in and out of use.
o Thesaurus. It contains synonyms and antonyms, usually
without definitions. Its purpose is to provide writers with
alternate or more specific words.
o Dual-language Dictionary has two sections, the first being
a dictionary of terms in one language with definitions in a
second language. The second section is the reverse, with
words in the second language and definitions in the first
language.
o Dialect dictionaries give regional variants and usage for
words within a language. It may include some slang.
o Usage Dictionaries prescribe how a word should be used,
based on how it has been used in the past.
o Specialized Dictionaries are dictionaries of specific use,
such as The Random House Cross-Word Puzzle Dictionary
or the Collins Scrabble Dictionary.
o Other dictionaries include abbreviations, synonyms,
antonyms, acronyms, reversals (A man, a plan, a canal,
Panama0 rhyming, idioms, quotations, phrases, and
dictionary of usage and style.
B. ENCYCLOPEDIAS
a. History
● From the Greek word egkuklopaideia, which means instruction
in the circle of knowledge
● It is an effort to bring together information from all branches
of knowledge from a single subject, arranged in alphabetical
order for ready reference.
● Pliny the Elder (A.D. 23-79) – Natural History – 31 books
survive; Most of the material was taken from other works;
20,000 facts from 100 authors; deals with everything from the
universe and zoology to the fine arts.
● Isidore of Seville (A.D. 560-636): Etymologies: 20 volumes; a
gathering of human knowledge; gave the origins of names and
words he wrote about
● Bartholomew de Glanville or Bartholomaeus Anglicus (1360):
He taught theology in Paris, and he was the author of De
proprietatibus rerum (first pub. c.1470), a famous medieval
encyclopedia of natural history.
 ● Diderot (18th Century): the eternal optimist, believed it possible created for young learned ages three to six. Children are
to capture all knowledge in his great Encyclopedie. This work introduced to various texts and genres, including rhymes,
remains a mystical experience through which the minds of narratives, puzzles, and riddles. - Key vocabulary words are
Europe passed (Hugh Kenner). Kenner then goes on to cleverly. highlighted throughout and defined at the back of each
Summarize the content and purpose of an encyclopedia. Today, book. The set is ideal for pre-readers and early readers as
the general set serves a variety of purposes. Still, its essential each volume contain activities to build thinking and
one is to capsulize and organize the world's accumulated comprehension skills necessary to build language skills.
knowledge, or at least that part of interest to readers. Through o Young Children's Encyclopedia: Prepared specifically for
detailed and brief facts, an effort is made to include a wide children just learning to read and not yet in elementary
variety of information from all fields. school, it consisted of 16 volumes, in which all the
● 3 Categories of Organization for Encyclopedias illustrations were in color and the accompanying
o By format: division of work into volumes (single informative text brief.
volume or multivolume) ● WORLD BOOK
o By Scope: general or subject o World Book: the most popular among children and young
o By audience: for a child, teenager, layperson people's set
(general); subject expert of near expert in that o Childcraft: a set for beginning readers; not really an
field (subject) encyclopedia
b. Examples of Encyclopedias ● GROLIER INCORPORATED
● ENCYCLOPEDIA BRITANNICA EDUCATIONAL o The Encyclopedia Americana
CORPORATION o The Encyclopedia International
o Encyclopedia Britannica: Written by Nobel laureates, o Academic American Encyclopedia
historians, curators, professors, and other notable experts, o The Catholic Encyclopedia
this is a trusted resource with a balanced global perspective. ● MACMILLAN EDUCATIONAL CORP.
o Compton’s Encyclopedia: is a home and school o Collier's
encyclopedia first published in 1922 as Compton's Pictured o Merit Students Encyclopedia
Encyclopedia. o The Encyclopedia of Philosophy
o Children's Britannica: Complete set, Volumes 1-20. o Harvard Classics, etc.
o The Annals of America: Twenty-two volume set ● FUNK & WAGNALLS
chronologically organized that consists of a collection of o Funk & Wag nails New Encyclopedia
2,202 original source materials (including articles, speeches, ● OTHERS
letters, songs, poems, official documents, etc.) providing a
o New Caxton Encyclopedia
documentary history of America
o Everyman's Encyclopedia
o Britannica Discovery Library: lavishly illustrated 12-
o New Standard Encyclopedia
volume set of "concepts and values" books specifically
 c. More examples of Encyclopedia
● ADULT ENCYCLOPEDIAS
o The Encyclopedia Britannica- best known in the Western
World
▪ Micropedia (12 volumes)- short, actual, ready-reference
materials arranged in alphabetical order; neologism
coined by Mortimer J. Adler from the ancient Greek
words for “small” and “instruction or brief lessons.
▪ Macropedia (19 volumes)- is the third part of the
Encyclopaedia Britannica with 699 articles arranged
alphabetically, with 24 pages per article.
▪ Propedia and 2-volume index:
Propedia- a guide to related items within the 2 works;
single volume is arranged by broad subjects to outline
human knowledge and to show relationships between
ideas, person and events; intended as a topical
organization of the Britannica's contents
o The Encyclopedia Americana: based on the 7th ed. of the
German encyclopedia Brockhaus Konversations Lexicon.
This series is one of the largest general encyclopedias in the
English language with more than 45,000 articles, most of
them more than 500 words; covers American, Canadian
geography, and history; written by over 6,000 contributors.
● POPULAR ADULT & HIGH SCHOOL SETS
o Academic American Encyclopedia
▪ 21-volume general English-language encyclopedia
published in 1980. It was first produced by Arete
Publishing; Grolier acquired the encyclopedia in 1982.
It has also been published under the names Grolier
Academic Encyclopedia, Grolier International
Encyclopedia, Lexicon Universal Encyclopedia,
Macmillan Family Encyclopedia, Barnes & Noble New
American Encyclopedia, and Global International
Encyclopedia.
▪An abridged version was known as the Grolier
Encyclopedia of Knowledge.
▪ Academic CD-ROM - the first set to take full advantage
of the new technologies; in 1990, illustrations were
introduced on CD-ROM only. 1/10 of those printed were
included and excluded maps, flags, diagrams of the
human body.
▪ This evolved into 1992 The New Grolier Multimedia
Encyclopedia, later named. The Grolier Multimedia
Encyclopedia.
o Collier's Encyclopedia
▪ a general encyclopedia first published in 1950-51 in the
United States and continuously revised. Originally in 20
volumes, Collier's was expanded to 24 volumes for a
significant revision in 1962. It is a well-reputed work with
coverage reflecting secondary-school and college
curricula. Its style is concise and readable. Most of the
articles are signed, many by world-renowned scholars.
o Funk & Wagnalls New Encyclopedia
▪ relatively close to the Academic American in content;
short articles.
▪ Contains slightly over 9000 illustrations, of which about
one-third are in color.
▪ Volume 29 is a detailed index, and in the last part of
volume 28, one finds bibliographies, reading lists, and
subject outlines. The bibliographies are both current
and representative of the best material in the field.
o The Canadian Encyclopedia
▪ Originally published in book form in 1985, The
Canadian Encyclopedia has been free of charge online
since 1999. The Encyclopedia is the most authoritative
and comprehensive reference of all things Canadian
(from Pierre Trudeau and Louis Riel to the Great
Depression) for students, readers, and scholars across
 Canada and throughout the world. The content of The
Canadian Encyclopedia is updated daily and is available
in both official languages. It is home to more than 40,000
articles, 6,000 interactive maps, graphs, photographs,
and animations.
● CHILDREN AND YOUNG ADULTS’ ENCYCLOPEDIAS
o World Book
▪ more illustrations than any set (29,000 plates, 24000 of
which are in color).
▪ An encyclopedia published in the United States; "the
number-one selling print encyclopedia in the world.”
▪ World Books is also published in electronic form for the
Microsoft Windows and Apple Macintosh; available
online at http://www.worldbook.com; The Information
Finder is its CD-ROM version.
o Merit Students Encyclopedia
▪ articles do not shy away from controversial issues.
▪ There were twenty volumes, with two volumes of a
dictionary in the set.
o Compton’s Encyclopedia and Fact Index
▪ is a home and school encyclopedia first published in
1922 as "Compton's Pictured Encyclopedia"; "Pictured"
was removed from the title with the 1968 edition; the
encyclopedia is now advertised as Compton's by
Britannica.
▪ Unique for its Fact Index in each volume with a
cumulative fact index in the final volume to the whole
set; serves both as an index to each volume and as a
source of ready reference for basic queries.
▪ Compton's Multimedia Encyclopedia (CD ROM
version) is -the first to include all the illustrations,
including those in color and 60-second sound.
▪ Also features the 65,000 Merriam-Webster Intermediate
Dictionary.
o New Book of Knowledge
▪ intended primarily for children in grades three and up.
▪ Based initially on Grolier's older Book of Knowledge,
first published by Grolier Publishing in 1890 and ended
in 1963.
▪ presents coverage of a wide range of topics that fulfills
the informational and recreational needs of elementary
and middle school students.
o Children’s Britannica
▪ a rival of the New Book of Knowledge.
▪ A revised version of Britannica Jr. which was not
successful.
● ONE-VOLUME ENCYCLOPEDIAS
o Concise Columbia Encyclopedia
▪ This comprehensive reference book provides the most
current information available in a concise, portable
format. The Third Edition includes 17,000 entries, over
50,000 cross-references, 210 maps, 100 photographs, and
more than 100 tables, charts, and illustrations.
o The Random House Encyclopedia
▪ one-volume encyclopedia, but 13,500, has been
illustrated in 11,325 in color.
● FOREIGN PUBLISHED ENCYCLOPEDIAS
o French: Grand Dictionnaire Encyclopedique Larousse
▪ It is an encyclopedia, and a dictionary merged in a single
alphabetical listing. Beneath the standard dictionary
(meanings, usages) entry comes to the encyclopedic
section.
o German: Brockhaus Enzyklopadie (first issued as
Fravenzimmer Lexikon)
▪ The current 21st edition contains about 300,000 entries
on 24,000 pages, with about 35,000 maps, graphics, and
tables. It is the largest German-language printed
encyclopedia in the 21st century. A digital multimedia
 encyclopedia based on the Brockhaus Enzyklopadie is
available under the name Brockhaus Multimedia!
Premium, which is similar to Microsoft Encarta.
o Italian: Enciclopedia Italiana
▪ one of the significant European records of the arts; an
Italian encyclopedia, generally regarded as the most
authoritative of that language
▪ The encyclopedia is often known as Enciclopedia
Treccani, for its developer Giovanni Treccani. The first
edition was published serially between 1925 and 1936.
In all, 35 volumes were published, plus one index
volume. The set contained 60,000 articles and 50 million
words.
o Japanese: Kodansha Encyclopedia of Japan
▪ a comprehensive English language encyclopedia first
published in 1983 that covers a broad range of topics on
Japan.
▪ First published by Kodansha in 1983, followed by a
supplemental volume in 1986, the encyclopedia was
created by both Japanese (680) and non-Japanese
scholars (524) from 27 nations. Japanese scholars
produced 40 percent of the text, while foreign scholars
wrote the remaining 60 percent. Japanese and American
scholars wrote the majority of the articles. Many articles
are English translations from Japanese encyclopedias.
▪ More than 11,000 entries are covering 37 categories of
information.
o Russian: The Great Soviet Encyclopedia
▪ is a new universal Russian encyclopedia in 30 volumes,
published since 2004
o Spanish: Enciclopedia Universal llustrada Europeo-
Americana (Espasa)
▪ also called Enciclopedia Espasa, or Enciclopedia Espasa-
Calpe.
▪ 72 volumes published from 1908 to 1930 plus a ten-
volume appendix published 1930-1933. Between 1935
and 2003, 33 supplemental volumes were published plus
an index, another A-Z appendix, and an atlas for 118
volumes.
▪ currently the longest printed encyclopedia with 105,000
pages and 165,200,000 words as of 1986
● SUBJECT ENCYCLOPEDIAS
o Encyclopedia of Library and Information Science
▪ 33 published volumes with 2 helpful indexes.
▪ Written by 1300 eminent, international experts-offers,
librarians, information/computer scientists,
bibliographers, documentalists, systems analysts, and
students, convenient access to library and information
science techniques and tools. Impeccably researched,
cross-referenced, alphabetized by subject, and
generously illustrated, the Encyclopedia of Library and
Information Science integrates the essential theoretical
and practical information accumulating in this rapidly
growing field.
o ALA Yearbook of Library and Information Services
o More Subject Encyclopedias
▪ Philosophy and Psychology
▪ The Concise Encyclopedia of Western Philosophy
and Philosophers
▪ Encyclopedia of Psychology
▪ Religion and Mythology
▪ The Catholic Encyclopedia
▪ The Encyclopedia of Religion
▪ An Encyclopedia of Religion and Ethics
▪ History
▪ Encyclopedia of World History
▪ Education
▪ Encyclopedia of Education and Research
▪ Fine Arts ▪ Willy Encyclopedia of Energy and Environment
▪ Encyclopedia of World Art ▪ Social Science
▪ The Focal Encyclopedia of Encyclopedia of ▪ The International Encyclopedia of the Social
Photography Sciences
▪ Literature ▪ Encyclopedia of Family Life
▪ Cassells Encyclopedia of Literature ▪ Encyclopedia of Social Issues
▪ Business ▪ Sports
▪ Encyclopedia of Banking and Finance ▪ Encyclopedia of Sports Science
▪ The Concise Blackwell Encyclopedia of Management ▪ The Cultural Encyclopedia of Baseball
▪ Ethnic Studies ▪ The Official NBA Basketball Encyclopedia
▪ Africana: The Encyclopedia of the African and o Comparing Encyclopedia
African-American Experience Encyclopedia Level Special Aids Notable Aspects
▪ History
▪ Encyclopedia of Women's History in America Americana Educated Bibliography after Science, technology,
▪ Encyclopedia of the Victorian World adult article, cross- evaluation of
▪ Encyclopedia of the Holocaust references, topical literary and artistic
▪ Encyclopedia of Vietnam War index, maps in text, works, texts of
▪ The Sixties in America pronunciation, historical
▪ Law signed articles. documents,
▪ American Justice information on
▪ Encyclopedia of Gun Control and Gun Rights United States towns,
▪ Great American Trails cities, states, history
▪ Censorship of each century.
▪ Performing Arts
▪ The International Encyclopedia of Dance Britannica Educated Bibliography after Science, applied
▪ The Garland Encyclopedia of World Music adult article, cross- science, medicine,
▪ The Film Encyclopedia references, a pre-twentieth
▪ Science detailed and century art "covers
▪ McGraw-Hill Encyclopedia of Science and comprehensive subjects in depth."
Technology index, maps (in atlas
▪ The Environment Encyclopedia c. The Encyclopedia
volume), signed
of Mammals
articles.
▪ Macmillan Encyclopedia of Physics
▪ Encyclopedia of Microbiology
Collier's Junior Bibliography (in the All modern subjects, Almanacs are a compendium of valuable data and statistics relating
college, last volume- by popular style to countries, personalities, events, subjects, and the like. While
high subject, not by yearbooks are the annual volume of current information in
school, article), cross- descriptive and or statistical forms. The fundamental purpose is to
general references, index, record the year's active activities by country, subject, or specialized
area. The essential difference with almanac is that the almanac will also
public maps in text,
include considerable retrospective material, which may not be in the average
pronunciation,
yearbook.
signed articles.
a. History
Compton's High Bibliography after Broad subject area ● Almanac (Spanish Arabic al manakh, roughly translated "a
school, article, cross- article, the study calendar of the heavens").
upper references, fact- outlines with many ● 1200 BC - a book arranged by months, weeks, and days, with
elementar index in each articles, fact-index, pertinent information concerning the sun’s rising and setting,
the time of low and high tides, and calendars of holidays.
y grades volume, maps and readability,
● The earliest existing printed almanac is that of the German
other visual aids in illustrative material
mathematician and astronomer Regiomontanus (originally
text, pronunciation,
named Johannes Muller), whose illustrated 12- leaf Kalendarium
list of contributors. Novum was printed in 1476 in both red (for lucky days) and
World Book High Graded Readability (written black in Venice, Italy.
● 16th Century: "Philomath" almanacs, known as such because
school, bibliography with for age and grade
their editors affixed this word, meaning "lover of learning," to
children some annotations levels), reading and
their names, served as calendars, atlases, agricultural and
home after articles, cross- study guide,
medical advisers, and textbooks.
references, maps, illustration, simple,
b. Examples of almanacs and yearbooks
and other visual aids orderly style, study Almanacs
in text and signed outlines ● World Almanac and Book of Facts: began in 1868 as a
articles. publication of the New York World newspaper; now available in
CD-ROM as part of the Microsoft bookshelf CD-ROM
Columbia Office, Brief bibliography Brevity, United
Reference library.
home, after article, cross- States towns,
● Information Please Almanac: a single-page statistical profile of
general references, obscure people,
the US appears before the title page; has much in common with
public pronunciation place, names the World Almanac; with a quick thumb index.
C. ALMANACS & YEARBOOKS ● The Whitaker's Almanacs: is on standard information about
events of the year, foreign countries, and international statistics;
 it emphasizes more on emerging nations; founded in London in
1868; published by Joseph Whitaker.
● Readers Digest Almanacs gravitates more to the methods of
encyclopedia yearbooks than to standard form set by traditional
almanacs.
● Official Associated Press Almanacs: stronger on statistical
data arranged under such broad categories; the most vital point
is the emphasis on biographical information and current data on
the world's nations - in alphabetical order by country.
● Negro Almanacs: 32 chapters plus selected and useful
bibliography on black materials for the library; sections cover
everything from biographical material to civil rights, legal status
for blacks, income, and education.
● Peoples Almanac: series of three books published in 1975,
1978, and 1981; the almanac format departs from a traditional
almanac and included many obscure facts, lists, and esoteric
knowledge.
Yearbooks
● Encyclopedia Supplements - are annual or periodic
publications issued by an encyclopedia publisher to supplement
encyclopedic information with more recent developments.
o Adult Encyclopedia Supplement New International
Encyclopedia: The most extensive continuous series of any
adult encyclopedia supplement found currently on
American reference shelves.
o Americana Annual: with a chronological index in front;
list of important dates, necrology, list of prizes and awards,
and other tabulations of colleges, universities, societies, and
organizations which considerable data on each agency. The
section on sports brings records and scores together.
o Britannica Book of the Year: updates of the New
Encyclopedia Britannica; a chronicle of events of a given
year; has The Year in Review section; Surpasses other
yearbooks in the number of entries and attractiveness of
format.
o Ten Eventful Years: a record of events preceding,
including, and following World War 11, 1937 through
1946.
o Colliers Yearbook: a well-written and well-organized
annual; because subjects are treated under broad headings,
the number of entries does not adequately reflect Collier's
Yearbook's coverage.
o Story of Our Time: supplement for the Grolier
Encyclopedia; provides a good deal for popular information
in a very readable style.
● School Encyclopedia Supplements
o The World Annual Supplement: is paperbound and
punched for insertion in a binder supplied to encyclopedia
purchaser; 350 articles are included in each supplement
covering subjects selected because of their interest to young
people.
o Book of Knowledge Annual: 80 extensive subjects chosen
for interest to children, formerly known as Children's Book
of the Year.
o World Topics: quarterly, paperbound supplement to the
American Educator, punched for a loose-leaf binder.
D. HANDBOOKS & MANUALS
a. Handbooks
● Purpose: ready-reference sources for given fields of
knowledge; emphasis is on established knowledge rather than
on recent advances' their value is in-depth information in a
narrow field.
● More likely is a miscellaneous group of facts centered around
one central theme or subject area; from German Handbuch,
a book which could be held in hand comfortably.
● a book containing rules and regulations
Examples of Handbook
● Books of Days and Firsts
o American Book of Days: listed what major or minor
event(s) took place each day.
o Chase's Annual Events: published every fall; traces the
events of the previous year and marks the upcoming year's
day-by-day celebrations.
o Kane's Famous First Facts: by Joseph Nathan Kane;
contains American "first" in everything (first toothbrush to
a first major discovery)
● Etiquette
o Emily Post's Etiquette: the judge of good manners;
arranged in question and answer format.
o Miss Manner's Guide for the Turn of the Millennium by
Judith Martin: advice on office manners
● Literature
o Magill's Master Plots: by Frank N. Magill; a condensation
of almost every important classic in the English language.
▪ Direct Sources
1. Survey of Contemporary Literature: includes
additional plots for 2300 more books published 1954-
1976
2. Magill's Literary Annual: a continuation of the survey
set (1976 to present); contains sketches for 200 fiction
and non-fiction titles published the previous year.
▪ Indirect Sources
1. Masterplots II
2. Monarch Literature Notes
3. Cliff's Notes: founded by Cliff Hillegas, who mastered
the art of condensing books into 70-90 easy-to-read
pages.
● Quotations
o Bartlett, John. Familiar Quotations, 5t,h ed. Boston: Little
Brown and Company, 1980.
o Stevenson, Burton E. The Home Book of Quotations,
Classical and Modern, 10th ed. New York: Dodd, Mead &
Company, Inc. 1967.
▪ quotes are arranged by subject and there is a detailed
author-title index.
o The Oxford Dictionary of Quotations, 3rd ed. New York:
Oxford University Press, 1979.
● Concordances
o is an alphabetical index of the principal words in a book -
or more likely, in the total works of a single author - along
with their context, BASIC PURPOSE: to enable students of
literature to study the literary style of an author based on
the use of given words; more often to run down elusive
quotations
▪ Strong's Concordance to the Bible
▪ Alexander Cruden's Complete Concordance to the
Old and New Testament (first published in 1737)
● Other Classifications of Handbooks
o Curiosity Handbook: a collection of miscellaneous facts
wherein questions are "fugitive" - or involved several hours
of search.
▪ Kane's Famous First Facts
▪ Tavenner's Brief Facts: abbreviations, animals, art
masterpieces, athletic records, battles, Bible
characters, book of the first rank; presented mainly in
tabular form.
o Literary and Historical Handbooks: Includes allusions,
quotations, holidays, and events.
▪ Oxford Companion to American Literature: short
biographies and bibliographies of American Authors;
nearly 1900 summaries and description of the
important American novel, stories, essays, poems, and
plays.
 ▪ Calendar Handbooks: Half literary and half a. History
historical, which provides information about holidays, ● The first directory compiled was Domesday Book in 1086 by order
anniversaries, and festivals. of William I or William the Conqueror
▪ Anniversaries and Holidays (Chicago, American b. Categories of Directories
Library Association, 1983) which offer succinct ● Local Directories- two types are
data and additional readings; o telephone books and
▪ Book of Days (Ann Arbor: Mich., 1987) o city directories
summarizing primary events and suggesting ● Government Directories- include post offices, army and navy
readings and visual sources of particular us to posts, and the thousand and one different services offered by
mark the day's event(s). federal states and city governments.
▪ History Handbooks: Chronologically arranged date ● Institutional Directories- Includes a list of schools,
books. foundations, libraries, hospitals, etc.
▪ Readers Handbook by reverend E. Cobham ● Professional Directories- mainly list of manufacturers'
Brewer information about companies, industries, and services.
▪ Historic Notebook ● Trade and Business Directories
o Statistical Handbooks c. Examples of Directories
▪ Cities Supplement ( 1947) ● Directories of Directories: provide listings and descriptions of
▪ Country Data Book {1947) various directories
▪ Historical Statistics of the United States 1789-1945 o Directories in Print: formerly Directory of Directories
(1949) o City and State Directories in Print: has little overlap with
o Documentary Handbooks Directories in Print
▪ Documents of American History o International Directories in Print
b. Manuals o Organizations Master Index
● Tends typically to be equated with how-to-do-it. ● Associations and Foundations
o Cookbooks o Encyclopedia of Associations: lists and dutifully describes
o Home Maintenance over 25000 groups
o Health and First aid o The Foundation Directory
o Etiquette and Correspondence ● Education
o Recreation, handicrafts, and Hobbies o American Universities and Colleges
E. DIRECTORIES o Comparative Guide to American Colleges
A list of persons or organizations, systematically arranged, usually in o Lovejoy's College Guide
alphabetical or classed order, giving address, affiliations, etc. for o World of Learning (British)
individuals and address, officers, functions, and similar data for F. BIOGRAPHICAL SOURCES
organizations.
It may contain facts about an individual (birth/death dates,
childhood, education, accomplishments, etc. Maybe a list of
bibliographical citations leading the user to other works which
contain the biographies themselves.
Biography
-a study sharply defined by two definite events, birth, and death (by
the writer Edmund Goose)
Genealogy
-defined as the making of a human pedigree through the linkage of
primary biological data found in records with name, date, and places
a. Current Biographical Directories
● Who's Who in America: biennial since 1899
o Who's Who in America Online=Marquis Who's Who
o 79 000 records in Who's Who in America and the 15,000
records in Who's Who in S&T
● Who's Who: first published in Britain on January 15, 1849.
b. Current Biographical Dictionaries
● Current Biography: monthly and cumulated annually; emphasis
on 200 international personalities, primarily those influencing
the American scene
● The New York Times Biographical Service: biographies are
usually written by individuals who do not cite sources
● Newsmakers (Gale Research Co.): launched in 1985 to rival the
2 aforementioned
c. Retrospective Biographical Dictionaries
● McGraw-Hill Encyclopedia of World Biography
● Webster's New Biographical Dictionary; brief biographies for
about 40000 people from the beginning of history through the
early 1970s
● New Century Cyclopedia of Names: broader in coverage than
other biographical reference works, including entries for places,
events, literary works, and fictitious and mythological
characters, as well as for important people from the past.
● Cambridge Biographical Dictionary (1990); popular culture
(sports & music individuals), prominent women
● Chamber's Biographical Dictionary: 20000 prominent people
with emphasis on British and Americans
d. Retrospective Biographical Dictionaries: National
● Dictionary of American Biography (DAB): one must be dead to
be included
● National Cyclopedia of American Biography: 76 v. of
biographical essays on nearly 70000 Americans; biographies are
grouped by occupation or work area.
● Who Was Who in America: reproduces Who's Who with recently
dead individuals; entries that appeared in Who's Who are
transferred here after the person dies.
● Dictionary of National Biography (DNB): covers prominent
deceased persons from England, Wales, Scotland, Ireland as well
as those from British colonies and non-British citizens who lived
in England and contributed to its history; about 36,000 entries.
G. GEOGRAPHICAL SOURCES
Geography: comes from two Greek words: GEO meaning the earth
and GRAPHEIN meaning to write; it is a science that describes the
earth's surface
a. History
● The Eskimos, without surveying instruments, have drawn maps
of Northern Canada and other large areas.
● The Marshall Islander's Sea Charts were made out of the
midribs of palm leaves and shells.
● The Babylonians made maps on clays.
● The Egyptians painted their maps on the lid of a sarcophagus
plant.
● The Chinese developed a network for location purposes.
● The Greeks speculated that the earth was a sphere.
● Eratosthenes produced a remarkably accurate measure of the
Earth's circumference.
● Ptolemy compiled a gazetteer of 8000 places.
 ● 12th century: The Chinese produced the first printed maps.
● The Arabs, using geographical observations, were able to locate
places in terms of latitude and longitude.
● 14th century: Portland chart was made possible through the
magnetic compass.
● Martin Berhaim culminated Medieval cartography through his
small globe.
● 16th century: Gerhardus Mercator devised projections and
produced a great atlas published after his death.
● The first modern atlas appeared: Theatrum Orbis Terrarum
● 18th century: The French initiated modern topographic surveys
on a national scale.
● 19th century: small scale mapping was introduced and
developed.
● Recently, man-made satellites have improved our knowledge of
the earth.
b. Categories of Geographical Sources
● Maps, Globes, Atlases
o Map: a representation of the outer boundaries of the Earth
on a FLAT SURFACE.
o Globe: is the only relatively accurate representation of the
earth.
o Atlas: a volume containing a collection of maps.
*CARTOGRAPHY-is the art of map-making.
**Cartographer-maker
o Kinds of Map
▪ Chart-map of water
▪ Thematic- a map designed for multiple purposes.
▪ Physical- a map that traces the various features of the
land.
▪ Route- shows roads, railroads, bridges, etc.
▪ Political- limited to political boundaries of the present.
▪ Historical- indicate boundary lines of the past.
▪ City- a thematic map of a city
▪ Economic- deals with natural resources, industries,
transportation
▪ Topographic- are a detailed record of a land area, giving
geographic positions and elevations for both natural and
man-made features.
▪ Cadastral- a large-scale map showing the boundaries of
subdivisions of land, usually with the directions and
lengths thereof and the areas of individual tracts,
compiled to describe and record ownership.
▪ Geological- represents the distribution of different types of
rock and surficial deposits and locations of geologic
structures such as faults and folds.
▪ Road- a map, especially one designed for motorists,
showing the streets of a city, state, or other areas.
▪ Meteorological- a map showing the state of the weather
over a large area.
Terms
▪ Projection is the systematic transformation of locations
on earth (spherical) to a map (flat surface).
o Cylindrical Map Projections
o Conic Map Projections
o Azimuthal Map Projection
o Mercator
▪ Latitude: vertical distance north or south from the
equator
▪ Longitude: horizontal distance east and west from the
equator
▪ Equator: imaginary horizontal line that circles the
earth.
▪ Prime Meridian: imaginary vertical line that runs
through Greenwich, England.
● Gazetteers are geographical dictionaries for finding lists of
cities, mountains, rivers, population, etc.
 ● Travel Guides, a.k.a guidebook; give additional information
about a place such as how to get there, landmarks, historical
sites, transportation, center for amusement, recreation, and
leisure.
c. Major Size World Atlases
● Times Atlas of the World (London): best single-volume atlas
● The New York Times Atlas of the World: a shorter version of
the Times Atlas of the World
● The New International Atlas (Rand McNally): more current
than the Times Atlas of the World
d. Intermediate to Small-Scale-Atlases
● Gold Medallion World Atlas: largest of those issued by
Hammond
● Citation World Atlas: an abbreviated version of the Medallion
● National Geographic Atlas
● Rand McNally Cosmopolitan World Atlas: heaviest emphasis on
American maps
e. Thematic Maps and Atlases
-Focus on a particular aspect of geographical interest
-Usually, historical, economic, political shown graphically on a
map
● The Times Atlas of World History: broke a long tradition of
Eurocentricity ( emphasis on the history of Europe)
● William Shepherd's Historical Atlas: covers from about 3000
B.C.; 240 outline maps; no essays; designed for students 3. Rand
McNally Atlas of World History: covers from Prehistory (about
40,000 B.C.); 115 full-page size outline maps, has essays;
designed for the general audience
H. BIBLIOGRAPHIES
a. History
● The word bibliography was derived from the two Greek words
billion, which literally means book, and graphein, which means
"to write.”
● Its definition as "the writing of books" was used in post-classical
Greece.
● Bibliographies lead to other information sources; are lists of
books and other materials that provide author, title, and
publication information.
● Annotated bibliographies also include a brief description or
summary of the item.
● Bibliographies are sometimes referred to as "Guides to the
Literature ... "
b. Historical Development
● 1761: The meaning of bibliography as the writing first writing of
books was used as 1761 as indicated by the definition of the word
"bibliographer" in Fenning's English Dictionary of that date as
"one who copies books."
● 1845-1850: Louis Jacob de Saint Charles used the word
"bibliographia" in his book with the same title.
● 18th Century: In France, the meaning of the word bibliography
emerged as a form of library science.
● 19th Century: Germany, the bibliography was defined as the
science of books.
c. Bibliography Types
● Analytical bibliography: also a historical study, based upon the
assumption that books, especially those printed by hand before
the first quarter of the 19th century, contain a great deal of
evidence about their own production.
● Historical Bibliography: concerned with the compilation of
bibliographies of older books and the history of the book trade
and book production, the history of reading, and the use of
books and history of books as a physical and cultural object.
● Descriptive Bibliography: Used for bibliographies that give
extended descriptions based on complete bibliographical
analysis.
● Textual Bibliography: A bibliography that highlights textual
variations between a manuscript and the printed book or various
editions.
● Universal Bibliography: A universal bibliography is an
exhaustive inventory of all the works that have ever been
published; It includes everything published, issued, pressed in
the field of communications from the beginning to the present
to the future; the concept of universality means that time;
territory, language, subject, or form does not necessarily limit a
bibliography.
*Conrad Gesner - "father of bibliography"; first attempt to create a
universal bibliography with his work Bibliotheca Universalis.
● National Bibliography: A bibliography, which is limited to
materials published within a given country, can be limited in
scope to a section of a country, a city, or even a hamlet.
o National Library Catalog: Lists down all works which are
cataloged by the library and other member libraries of a
system regardless of their country of origin; It is not limited
by time, territory, language, subject, or forms of
communication.
o Union Catalog: an inventory common to several libraries that
lists some or all of their publications maintained in one or
more orders of arrangement
● Trade Bibliography: A bibliography issued for and usually by
the booksellers and publishers of a particular nation· its
emphasis is on the basic purchasing area.
o Books in Print (SIP): Issued on October on each year; Print,
Online via DIALOGS database, CD-ROM disk, Microfiche
o Paperbound Books in Print: by R.R Bowker; list the books that
can be purchased from American Publishers
o American Book Publishing Record: R.R Bowker Company, 1960
- (Monthly; annual accumulation.)
o Cumulative Books Index: The H.W Wilson Company, 1898 -
(Monthly- except august, bound semiannual accumulation)
o Publishers Trade List Annual: R.R. Bowker Company, 1873-
(Annual)
● Subject Bibliography: intended for research workers and other
special areas.
o Information Sources in Science and Technology
o Information Sources in Science and Technology: A Practical
Guide to Traditional and Online
o Use of Social Sciences Literature
o Humanities: Selective Guide to Information Sources
I. INDEXES & ABSTRACTS
a. Index: from the Latin word "indicare" which means "to point
out.” It indicates where the information can be found.; an
organized grouping of terms intended to facilitate access to a
document or collection of documents in any medium or format.
● Traditional Indexes
o Periodical Indexes/ Indexes to periodical Literature -
These list the large, general subjects treated and the
various subdivisions of each subject. It also indicates
where the material can be found on each of the several
aspects of a subject.
o Subject Indexes - The purpose is to index materials in a
narrow subject field
▪ Humanities lndex.197 4 to date, quarterly; 350 English
language periodicals; Humanities here is taken to
mean archaeology and classical studies, folklore,
history, language, and literature.
▪ Social Sciences Index. 1974 to date, quarterly; 355
English language of periodicals and anthropology,
area studies, economics, and related areas.
▪ General Science Index. 1978 to date, monthly; 111
English language, general, monthly.
b. Abstracts: summary of the essential content of another longer
document; a form of current bibliography in when distributions
to periodicals, other collections, and sometimes books are
 summarized accompanied by bibliographical citations to enable Any publication originating in or issued with the imprint of, or at the
the publications to be traced frequently arranged in classified expense and by the authority of, any office of a legally organized
order. government or international organization.
● General a. Executive Publications - All documents issued from the
o Dissertations Abstracts International: Ann Arbor, Ml: president’s office and the different departments and cabinets.
University Microfilms International, 1938. Monthly b. Congressional Publications - Congressional publications are
● Periodical basically a record of congressional activities, from debates in
o Periodical Abstract Ondisc. Ann Harbor, Ml: University Congress to committee hearings and reports.
Microfilms, 1988. Monthly ● The Congressional Records, Laws, Hearings, Committee
o Readers' Guide Abstracts: Print Edition. New York: Prints, Serial Set
HG.W. Wilson Company, 1983. 10 issues per year. c. Judicial Publications – Judicial publications are primarily
o Wilsonline, 1983 to date. Quarterly publications of the courts; most important consist of the Supreme
o Wilsondisc: CD-ROM, 1983 to date. Quarterly court’s decisions. Of all the government documents, the area of
o Magazine Article Summaries (Formerly: Popular judicial publications is the most highly specialized. Work with
Magazines Review). Birmingham, AL: EBSCO, 1987 these materials requires considerable knowledge of the
● Science and Technology governmental organization and, except general questions, is
o Biological Abstracts. Philadelphia: Biosciences probably best left to the special law library or legislative reference
Information Service of Biological Abstracts, 1926 to date, service.
11 bimonthly. CD-ROM: Publisher, 1989.
o Chemical Abstract.- Columbus, OH: Chemical Abstracts
Service, 1907 to date, weekly
● Social Science
o Economics Abstracts. The Hague: Martinuss Nijhoff 1953
to date
● Humanities
o Language Teaching and Linguistics Abstracts. London:
Cambridge University Press, 1968. Quarterly.
J. GOVERNMENT PUBLICATIONS
A government document is any publication that is printed at
government expense or published by the authority of a
governmental body. Documents may be considered in terms of
issuing agencies.
REFERENCE AND BIBLIOGRAPHY 5. Although unable to provide the needed information immediately,
INSTRUCTION: Read the following questions carefully. Choose the letter the librarian exerted much effort and was able to retrieve the desired
that corresponds to the best answer. You can also use the Online Practice information. What kind of searching was done by the librarian?
Tool for Reference and Biliography. a. Ineffective search
1. Samuel Swett Green, the Father of Reference Service, introduced the b. Effective search
four prime functions of the Reference Librarian in his article c. Efficient search
“Personal relations between librarians and readers” published in the d. Exclusive search
Library Journal 1876. The following are the four prime functions, 6. What if the librarian was able to provide an information immediately
except: but retrieved information which was not exactly the desired
a. Instructing patrons how to use the library information?
b. Answering patron’s queries a. Ineffective search
c. Selecting resources that aids the parent organization b. Effective search
d. Promoting the library within the community c. Efficient search
2. According to this author, reference service is an art to be applied in d. Exclusive search
any given situation rather than one static entity capable of finite 7. Louis Shores identified types of question by subject and which
description. specific reference books could answer the question. The following
a. Vavrek are correctly paired except:
b. Katz a. Encyclopedia = Fact Questions
c. Wyer b. Manuals = How to Questions
d. Rothstein c. Dictionaries = Language Questions
3. In the book authored by William Katz, titled “Introduction to d. Yearbook = Trends Questions
Reference Work”, he classified reference sources into two broad 8. It is used by teachers, librarians, and parents; meant to help children
categories. In which category does bibliographies, indexes, and grow and develop through books involving activities such as reading,
abstracts belong? writing, and discussion to work through trauma or to introduce
a. Source Type developmentally-appropriate topics.
b. General Reference Books a. Support Groups
c. Specialized or Subject Reference Books b. Clinical Bibliotherapy
d. Control-Access-Directional Type c. Developmental Bibliotherapy
4. Which of the following is not a source type category of reference d. Booktalking
books? 9. Which of the following is the correct pair of Reference Service and
a. Manual Reference Function?
b. Biographical sources a. Library marketing – Instruction Function
c. Bibliographies b. Collection Analysis – Appraisal Function
d. Geographical sources c. Freshmen Orientation – Supervision Function
 d. Indexing and Abstracting services – Research Function c. Research question answered through moderate level
10. What function is being performed by librarians when librarians are d. Research question answered through liberal level
advising reading materials and help students develop information 14. The heart of reference work is the question. Aside from questions
literacy especially for those having a hard time distinguishing fake requiring answers, some of the patron’s queries require a specific
new online? service. Which among the following pairs are possible:
a. Guidance function i Directional - Conservative
b. Information function ii Directional - Moderate
c. Bibliographic function iii Directional - Liberal
d. Instruction function iv Ready-Reference - Moderate
11. A freshman student, working on a report about the school’s history v Specific Search – Moderate
and background, asked you where the newspaper clippings/vertical vi Specific Search - Liberal
files are. What level of reference service is needed, according to vii Research question - Conservative
Samuel Rothstein? viii Research question - Moderate
a. Minimum ix Research question – Liberal
b. Moderate a. i, iv, v, vi, viii, ix
c. Middling b. i, ii, iv, v, vi, viii, ix
d. Liberal c. i, ii, iii, iv, v, vi, viii, ix
12. A librarian from the neighbouring academic library is working on a d. i, ii, iv, v, vi, vii, viii, ix
bibliometric study to measure the impact factor of the journal that 15. This type of biography lists notable persons from the past sometimes
their university published last year. The librarian only needed the phrased as “distinguished yet extinguished”?
permission to use your library. What level of reference service is a. Universal Biography
needed, according to James Wyer? b. Retrospective Biography
a. Conservative c. Current Biography
b. Moderate d. Historical Biography
c. Middling 16. What type of directory are you going to refer when looking for state-
d. Minimum run Business Schools within your locality?
13. A student, who had already asked for print resources yesterday for a a. Government directories
research background, came for another research counselling. When b. Trade & Business directories
asked for related studies which the student’s research methodology c. Institutional directories
could be patterned, the city librarian offered online journals and d. Local directories
instructed how to navigate such databases. Which of the following 17. There are two broad types of bibliographies, namely; Analytic and
summarizes the reference process? Descriptive bibliography. The following are descriptive bibliography
a. Specific search answered through moderate level except:
b. Specific search answered through liberal level a. Systematic enumerative
 b. Selective bibliography
c. Critical bibliography
d. Bibliography of bibliographies
18. Which of the of the following is the most credible source of
information that could help AB in History student in understanding
historical events during the American and Japanese Period?
a. Currently published History Books in the 21st century
b. History Books published during the mid to late 20th century
c. Historical archives during the early 19th century
d. Tiktok videos by online content creators and vlogs by
YouTubers with millions of subscribers
19. A patron who was apprehended by a police officer yesterday visited
the library to fact check the law violation verbatim to the video
recorded. What type of handbook are you going to use?
a. Statistics handbook
b. Documentary handbook
c. Parliamentary handbook
d. Curiosities handbook
20. Part of the reference librarians’ instruction function is to impart
library and information-related literacy through forms of formal
library teaching sessions, seminars, or even unit programs. Which
would be the most effective way of teaching students in selecting and
retrieving credible information to be used for research papers?
a. Conduct a webinar on how to use Wikipedia as a
jumpstarted of a research inquiry
b. Conducting a webinar on the identifying types of
information sources and evaluating them using established
criteria
c. Conducting a webinar on how to extract the references and
citations from a TikTok video
d. Conducting a webinar on how to use Facebooks videos as
primary source of information
21. A high school student approached the librarian asking for help in
which would provide first-hand information about current events.
Primary sources of information are known to be information that are
created at the time of the event is occurring. Which of the following
is considered a primary source of information available on
unconventional information sources?
a. A TikTok video from a content creator explaining what
happened through a green screen of a live interview
b. A Facebook page sharing an excerpt of a political analyst
critiquing a debate aired yesterday
c. A record of the news coverage of a public forum streamed
live on YouTube yesterday
d. A meme out from screenshots of a tweet that trended
yesterday
22. How would librarians best encourage the responsible use of
unconventional sources of information, such as social networking
pages and sites?
a. Support the prevailing freedom of expression through
engaging in online discourse and forums while still
respecting various opinions that are bound by facts and
evidences
b. Promote fact-checking and information validation among
library patrons through conducting media and information
literacy in the context of current events
c. Be an example of sharing only information contents that
legitimately came from credible sources and validated by
reliable sources of information
d. Contribute to the creation of a disinformation-free online
space through actively debunking false information being
disseminated online
23. Which of the following examples are considered a secondary source
of information retrieved from unconventional sources of
information?
a. A Facebook post that contains a list of links to different
websites, pages, and posts explaining how vaccines work
 b. A blog that compiled and compared how the different c. Conduct electronic document delivery of the scanned library
vaccine brands company developed their vaccines through materials
citing technical reports disclosed by the companies d. Subscription to electronic database for teaching resources
c. A documentary from a state-run broadcasting channel that 27. A student transferred in the middle of the school year and
narrated the vaccine development race of the different approached your desk and asked for a library orientation. Instead of
companies setting up the presentation for your library orientation, you decided
d. A student manual for medicine students explaining the to conduct a library tour for the transferee. What reference service is
difference of mRNA, viral vector, and protein subunit done?
vaccines a. Formal reference service
24. Which of the following is best given to a patron working on a b. Informal reference service
research about food processing machines currently patented by c. Roving reference service
Filipinos? d. On-the-spot reference service
a. Current Awareness Service 28. The librarian is handing out manuals for proper bibliographic
b. Bibliographic verification citation and even posting infographic posters of detailed citation
c. Document Delivery rules and format. What reference service is being performed by the
d. Selective Dissemination of Information librarian?
25. A faculty is asking for reference books needed to complete this a. Formal reference service
semester’s syllabus due tomorrow. The request that reached the b. Informal reference service
library included the list of titles specifically needed. Which is the best c. Roving reference service
service to be given? d. On-the-spot reference service
a. Current Awareness Service 29. It is one of the new roles of librarians which develops gateways, leads
b. Bibliographic verification research and development projects, designs search engines, and
c. Document Delivery repurpose intelligent agents.
d. Selective Dissemination of Information a. Leader
26. During the pandemic, school librarians utilized book scanning to b. Collaborator
provide information services remotely. In some case, teachers c. Access engineer
needed the prepared assessment tools on textbooks and reference d. Colleague
books to be used in the module created. What is the best service to 30. What division of the library work is responsible for arranging or
be given by the school librarian to provide the teachers a copy of organizing the books to be shelved in a systematic manner for easier
parts of books and textbooks? location, retrieval and access of materials?
a. Deliver the books and textbooks to teachers working from a. Technical Division
home b. Circulation Division
b. Provision of reprographic service for teachers to have their c. Reference Division
own copy d. Acquisition Division
31. What division of the library work is responsible for the distribution c. Bibliographic function
and dissemination of materials intended for home use, and d. Appraisal function
frequently assumes responsibility for reader’s advisory service as 36. It is a technique used in reference interview to elicit further
well? information or gain valuable background information such as why
a. Technical Division the information is needed or to what use the information will be. It
b. Circulation Division is also called sense-making questioning.
c. Reference Division a. Using open-ended questions
d. Acquisition Division b. Using neutral questioning
32. It is a function of reference work that consists of maintaining an c. Using close-ended questions
efficient reference service through proper organization of facilities, d. Using active listening
selection of materials, direction of personnel, and study of clientele. 37. It is a technique used in reference interview to focus narrowly and
a. Supervision function distinctly on a particular subject or source and help further the
b. Information function librarian understand the information need usually through
c. Bibliographic function presenting the user with options from which to choose.
d. Appraisal function a. Using open-ended questions
33. It is a function of reference work that includes the evaluation of the b. Using neutral questioning
reference department through collection assessment, user study, and c. Using close-ended questions
personnel evaluation. d. Using active listening
a. Supervision function 38. Pupils in an elementary school library tend to ask the same questions
b. Information function every time. After the school librarian answers the question to a pupil,
c. Bibliographic function another is expected to ask it again. What reference service is
d. Appraisal function observed?
34. It is a function of reference work that includes literacy programs and a. Formal reference service
library teaching programs, either as orientation or individualized b. Informal reference service
instruction. c. Liberal reference service
a. Instruction function d. Conservative reference service
b. Information function 39. The librarian conducts library orientation every beginning of the
c. Guidance function school year. The orientation consists of introducing, collection,
d. Appraisal function sections, services, staff, policies and house rules of the library. What
35. It is a function of reference work that promotes library collection reference service is performed?
through providing bibliographies or title lists of recommended a. Formal reference service
books for informational, academic or recreational reading. b. Informal reference service
a. Supervision function c. Intensive reference service
b. Information function d. Indirect reference service
40. He was the first to hire a staff with the title of “reference librarian”
and establish a team of librarians to provide personal assistance to
users and was the first to use the phrase “reference department”.
a. Melvil Dewey
b. Andrew Carnegie
c. Samuel Swett Green
d. Samuel Rothstein
41. In the information literacy standard approved by the Association of
College and Research Libraries, which of the following is not
included?
a. Information literacy
b. Independent learning
c. Social Responsibility
d. Critical thinking
42. What is the “I’m feeling lucky” option in Google used for?
a. Takes the searcher to sites with freebies
b. Takes the searcher directly to Google’s single top site for a
topic
c. Takes the searcher to a one-stop website loaded with
everything needed
d. Takes the searcher to the easiest sites to be accessed
43. It is the British counterpart of Robert Balay’s Guide to Reference
Books.
a. Reference sources for Small and Medium Sized Libraries
b. Walford’s Guide to Reference Material
c. Guide to Reference Materials
d. Philosophy: A Guide to the Reference Literature
44. His idea of reference service is to help the user learn by instructing
them instead of spoiling the user by simply answering queries.
a. William Warner Bishop
b. S.R. Ranganathan
c. John Cotton Dana
d. William Katz
45. Which of the following is the correct pair?
a. Reference Service is the same regardless traditional or
digital - Lipow
b. Reference librarian is an information therapist - Bunge
c. Question handling is the major function of reference service
- Robinson
d. Reference is an art - Guerrier
46. “A person’s right to use the library should not be denied or abridged
because of origin, age, background, or views”. This statement
promoting equal access regardless origin, age, background, or views,
is extracted from;
a. Code of Ethics for Registered Librarians
b. ALA Code of Ethics
c. Library Bill of Rights
d. Code of Ethics for Archivists
47. A person’s right to use the library should not be denied or abridged
because of origin, age, background, or views”. Which of the following
violates the statement?
a. Denying library user due to inability to present vaccination
ID
b. Limiting the use of the computers in the library to give
chance to others
c. Removing the loaning privileges of patron’s with overdue
fines
d. Banning persons from entering the library due to alleged
leftist affiliation
48. “To promote open and equitable access to their services and the
records in their care without discrimination or preferential
treatment and in accordance with legal requirements, cultural
sensitivities, and institutional policies”. This statement promoting
open and equitable access is extracted from;
a. Code of Ethics for Registered Librarians
b. ALA Code of Ethics
c. Library Bill of Rights
d. Code of Ethics for Archivists
49. “We provide the highest level of service to all library users through a. abridgement
appropriate and usefully organized resources; equitable service b. abbreviation
policies; equitable access; and accurate, unbiased, and courteous c. root searching
responses to all requests”. This statement concerned with the d. truncation
provision of equitable resources, services and access, is extracted 53. When one determines whether the level of writing adopted by a
from; reference book is intended for undergraduate, graduate, or faculty,
a. Code of Ethics for Registered Librarians which aspect of reference book is being evaluated?
b. ALA Code of Ethics a. Special features
c. Library Bill of Rights b. Scope
d. Code of Ethics for Archivists c. Format
50. “Librarians should not discriminate against any library user. They d. Treatment
should always make known to the public the resources and services 54. Interlibrary loan is also known as, except;
of the library”. This statement warning librarians from a. Inter-loan
discriminating library users is extracted from: b. Library resource sharing
a. Code of Ethics for Registered Librarians c. Direct consortial borrowing
b. ALA Code of Ethics d. Interlending
c. Library Bill of Rights 55. According to Louis Shores, these are lists of written, printed or
d. Code of Ethics for Archivists otherwise produced records of civilizations, which may include
51. The following are examples of a negative closure or when the books, serials, pictures, films, maps, records, manuscript and any
reference interview is ended abruptly without real examination of other media of communication.”
the user’s question or an adequate attempt to meet the users need, a. catalog
except: b. bibliography
a. Advising that the user should have formulated the research c. shelflist
topic before asking for reference help d. listing
b. Immediately referring the user to a library or institution that 56. According to Ranganathan, it should have all published materials,
specializes on the topic worked on and could provide better whether books or parts of tem or periodicals or articles in them or
resources than your library combination of them at all times.”
c. Helping the user accept that there are really scarce resources a. Selective Bibliography
about the topic b. Trade Bibliography
d. Telling the user to come back tomorrow because the library c. Universal Bibliography
is about to close d. Bibliography of Bibliography
52. It refers to the shortening of words or eliminating some characters
from a longer term to pick up variants. It is a form of Boolean
operator ‘OR’. It is also called stemming.
57. According to L.M. Harrods, it is a bibliography which lists the books 61. The library needs an encyclopaedia suitable for adult users. Due to
and other publications published or distributed in significant budgetary constraints, it was also decided that the encyclopaedia
quantity, in a particular country.” should be a free online version with numerous illustrations, maps
a. Trade bibliography and videos. Which would be the best to be considered?
b. Current Bibliography a. Encyclopaedia Americana
c. Selective Bibliography b. WorldBook Online
d. National Bibliography c. Encyclopaedia Britannica
58. Which among the following are considered to be the reason why d. New Book of Knowledge Online
patrons use real-time digital reference? 62. The school principal noticed the lack of encyclopaedia in the library.
i. They can anonymously ask questions To avoid missing volumes, the principal discouraged multi volume
ii. Real-time means no delay so information is conveniently sets but demanded an encyclopaedia full of illustrations.
obtained a. Columbia Encyclopaedia
iii. Reference could take place anytime and anywhere b. Compton’s Encyclopaedia
iv. Allows face to face interaction with librarians c. Random House Encyclopaedia
v. Information are tailored to their personal requests d. World Book’s Childcraft
vi. Availing the service makes them look trendy 63. The school library is budget short but needs to have an encyclopedia.
a. i, ii, iii, vi Which would be the least practical online encyclopedia to be
b. i, ii, iii, iv considered by the school librarian?
c. i, ii, iii, v a. Free Internet Encyclopaedia
d. ii, iii, v, vi b. Encyberpedia
59. Technical services such as cataloguing and classification organizes c. World Book Online
the collection are considered as d. Knowledge Adventure Encyclopaedia
a. Formal reference service 64. It is a type of specific-entry encyclopaedia stripped of adjectives and
b. Informal reference service adverbs and limited to a skeleton of information.
c. Direct reference service a. Almanac
d. Indirect reference service b. Yearbook
60. Indexing and abstracting services provides easier access and c. Annual
navigation of the libraries’ collection, thus saving the time of the d. Compendium
user. What type of reference service is indexing and abstracting? 65. You were asked to present the notable focal persons of Library
a. Formal reference service organizations in the Philippines from the past to present. What
b. Informal reference service reference book are you going to refer?
c. Direct reference service a. Professional Biographical Dictionary
d. Indirect reference service b. Specific Subject Handbook
c. Professional Directory
 d. Subject-specialized Encyclopaedia 70. A dance teacher is looking for Philippine fold dances per region. The
66. Gazetteers are defined as geographical dictionary. It is the index of teacher needs to know how to demonstrate each dance to the class.
an atlas found at the end of atlases. Which of the following resources would best satisfy the information
a. Both the statements are true need? In the 2nd edition CCP Encyclopaedia of Philippine Art,
b. Only the first statement is true which volume is Dance?
c. Only the first statement is false a. Multimedia or Interactive resources on Philippine folk
d. Both the statements are false dances
67. With the rise of electronic and digital products for geographical b. Volume 8 of 1st edition CCP Encyclopaedia of Philippine
sources, the library must consider library equipment, such as Art
computers, drives, scanners and readers when selecting materials. c. Volume 8 of 2nd edition CCP Encyclopaedia of Philippine
What criteria is being considered? Art
a. Format d. Textbook on Philippine Folk Dances
b. Authority 71. Which volume of the 1st edition CCP Encyclopaedia of Philippine
c. Special Feature Art would be most helpful for students researching on Filipino
d. Style paintings and drawings?
68. What is being evaluated when the librarian is checking if the book is a. Volume 4
laser or thermal printed, or if it is made of alkaline paper, or if it is b. Volume 6
hard or soft bound? c. Volume 8
a. Format d. Volume 9
b. Special Features 72. Which volume of the 1st edition CCP Encyclopaedia of Philippine
c. Arrangement Art would be helpful for students working with the development of
d. Style cinematography and motion pictures in the Philippines?
69. A group of freshmen BS in Architecture students flocked at the a. Volume 4
library looking for resources that would help them in their b. Volume 6
assignment in one of their major courses. Which of the following c. Volume 8
materials would most likely provide them the information they d. Volume 9
need? 73. What is the addition in the 2nd edition of CCP Encylopaedia of
a. Theses and dissertations of BS in Architecture for the last 3 Philippine Art?
years a. Broadcast Art
b. Bibliography of Architecture related books in the library b. Digital Art
c. Volume 4 of 2nd edition CCP Encyclopaedia of Philippine c. Installation Art
Art d. Index
d. Volume 4 of 1st edition CCP Encyclopaedia of Philippine 74. The index of the 2nd edition of CCP Encylopedia of Philippine Art
Art is _____.
 a. Is the same as the 1st edition b. World Book Dictionary
b. Is no longer available c. Oxford English Dictionary
c. Is found in each volume d. Collins Dictionary
d. Is in a separate volume 80. dictionary?
75. What bibliographies are accompanied with notes, short explanations a. Merriam-Webster’s Dictionary
or brief summaries? b. World Book Dictionary
a. Annotated bibliography c. Oxford English Dictionary
b. Descriptive bibliography d. Collins Dictionary
c. Textual bibliography 81. Which publisher is sanctioned by Western Scrabble Players
d. Subject bibliography Association (WESPA) to publish the official list of scrabble words into
76. Which of the following are one-volume encyclopaedia an Official Scrabble Dictionary?
i Cambridge Encyclopaedia a. Merriam-Webster’s
ii Random House Encyclopaedia b. World Book
iii Compton’s Encyclopaedia c. Oxford
iv Concise Columbia Encyclopaedia d. Collins
v Colliers Encyclopaedia 82. “I want to know everything about vermi-composting”
a. i, iii, iv, v a. Encyclopaedia
b. i, ii, iv, v b. Handbook
c. i, ii, iv c. Dictionary
d. i, ii, v d. Manual
77. It is a type of biographical source that indicates which title should be 83. “How to make pile compost?”
consulted in order to locate the needed information about a person. a. Encyclopaedia
a. Bio-bibliographical source b. Handbook
b. Direct Biographical source c. Dictionary
c. Indirect Biographical source d. Manual
d. Biblio-biographical source 84. The following are examples of primary information sources except;
78. In evaluating reference sources, scope is one the criteria for a. art original
dictionaries and is often communicated in which part of the material? b. speeches
a. Appendix c. photographs
b. Title page d. biography
c. Introduction 85. The following are examples of secondary source of information,
d. Spine except;
79. Which is an etymological dictionary? a. textbooks
a. Merriam-Webster’s Dictionary b. criticism
 c. autobiography c. Negotiation
d. reviews d. Reference interview
86. Which of the following is not a tertiary source of information? 91. The librarian was able to provide a value-added answer in which
a. encyclopaedia situation?
b. bibliography i Predicted the potential uses of the information requested
c. newspapers and was able to include related works
d. textbooks ii The information was completely given to the user ahead of
87. It is a method used for personalized or user-specific services such as the deadline
selective dissemination of information, to obtain background iii Wrote the Background of the study for the user
information, preferences and other details to help customize the iv Suggested resources available from other libraries and
reference or information service to be offered. contacted cooperating librarians for referral
a. User study v Assumed the purpose of the inquiry and identified the
b. Client Profiling needed resources based on best judgment
c. Community needs assessment vi Provided annotation and summary of the various resources
d. User satisfaction survey that needed by the user
88. It is the systematic method of providing proper and correct vii Simply cut and pasted information or extracted information
information to the users through determining the real information from websites with complete citation sent through e-mail.
needed and be able to identify the suitable source of answer. viii Shared a link of an online agricultural database perfect for
a. Search process the researcher’s queries.
b. Reference process a. ii, iii, v, viii
c. Negotiation b. i, iv, vi, vii
d. Reference interview c. i, iii, v, viii
89. The part of the reference process that serves as the conversation d. ii, v, vi, vii
between the reference librarian and the library user for the purpose of 92. The librarian was able to provide a skilled answer in which situation?
clarifying the user’s needs and aiding the user in meeting those needs. i Checked good the table of contents if the user’s query could
a. Search process be answer by the material
b. Reference process ii Explained the difference between the two similar titles when
c. Negotiation the user asked
d. Reference interview iii Drafted the Background of the study for the user
90. It is the part of the reference process in which the librarian locates iv Escort the user to the section where the needed materials
the answer to a given question or the process of matching up the could be browsed
question with the source most likely to yield the answer. v Handed the user a compiled abstract
a. Search process vi Provided a list of the best websites where the user’s query
b. Reference process could be answered
 vii Simply cut and pasted information or extracted information b. Poor knowledge of resources
from websites with complete citation sent through e-mail. c. Inappropriate answer
viii Suggesting materials that are known to have well- d. Avoidance
constructed indexes. 95. When the librarian is passing difficult questions to another staff, or
a. i, ii, vi, viii acting busy behind the desk, or trying not to be noticed by the user, it
b. i, v, vi, vii is called ________.
c. iii, iv, vi, viii a. Wrong information
d. iii, v, vi, vii b. Poor knowledge of resources
93. The librarian was able to provide an elementary answer in which c. Lack of follow-up
situation? d. Avoidance
i Asked if the query requires an immediate answer or if the 96. Which are the best methods to improve poor knowledge of
request could wait. resources?
ii Handed the user a compilation of abstracts and indexes of i Shelf-reading
journals arranged by subject ii Experience sharing
iii Checked if the title of the books could possibly contain the iii Familiarization
answer to the question iv Weeding
iv Pointing the OPAC or online catalogue’s location v Memorizing collection
v Provided materials that are available in the library and vi Cataloging
informed the user that other libraries had better resources a. i, ii, iii, iv
regarding the topic. b. i, iv, v, vi
vi Showed the user a general encyclopaedia that could possibly c. i, ii, iv, v
contain the answer to the question d. i, iii, iv, vi
vii Simply cut and pasted information or extracted information 97. What is the correct APA citation among the following:
from websites with complete citation sent through e-mail. a. Cassell, K.A., & Hiremath, U. (2011). Reference and
viii Escort the user to the shelves where to browse information services in the 21st century : An introduction
a. ii, iii, v, vi, vii, viii (2nd ed.). New York : Neal-Schuman Publishers, Inc.
b. i, iv, v, vi, vii, viii b. Cassell, Kay Ann & Hiremath, Uma (2011). Reference and
c. iii, iv, v, vi, vii, viii information services in the 21st century : An introduction.
d. i, ii, iii, iv, vi, viii (2nd edition). New York : Neal-Schuman Publishers, Inc.
c. Cassell, K.A. & Hiremath, U. (2011) Reference and
94. When the librarian is being rattled by a hurrying patron and information services in the 21st century : an introduction.
pressured to just answer anything that comes to mind, there is a 2nd ed. New York ; Neal-Schuman Publishers, Inc.
tendency to provide?
a. Wrong information
 d. Cassell, K.A, & Hiremath, U. (2011). Reference and
information services in the 21st century : An introduction.
2nd edition. New York : Neal-Schuman Publishers, Inc.
98. What is the correct APA citation for an online Journal article among
the following:
a. Ryan, M (2019). Portal: Libraries And The Academy 2019
Johns Hopkins University Press Award for Best Article.
Portal: Libraries And The Academy, 19-3.
b. Ryan, Marianne (2019). Portal: Libraries and the Academy
2019 Johns Hopkins University Press Award for Best Article.
Portal: Libraries and the Academy, 19(3). doi:
10.1353/pla.2019.0030
c. Ryan, M. (2019) portal: libraries and the academy 2019
Johns Hopkins University Press Award for Best Article.
portal: libraries and the academy, 19(3). doi:
10.1353/pla.2019.0030
d. Ryan, M. (2019). Portal: Libraries and the Academy 2019
Johns Hopkins University Press Award for Best Article.
Portal: Libraries and the Academy, 19(3). doi:
10.1353/pla.2019.0030
100. What is the correct MLA citation for an article within a book
among the following:
a. Tyckoson, David A. History and Functions of Reference
Service. “Reference and Information Services: an
Introduction”, 4th ed. Edited by Richard E. Bopp and
Linda C. Smith. Libraries Unlimited, 2011, p. 420-469.
b. Tyckoson, David A. History and Functions of Reference
Service. “Reference and Information Services: an
Introduction,” 4th ed. Edited by Richard E. Bopp and
Linda C. Smith. Libraries Unlimited, 2011, pp. 420-469.
c. Tyckoson, David A. “History And Functions Of Reference
Service.” Reference And Information Services: An
Introduction, 4th ed. Edited by Richard E. Bopp and Linda
C. Smith. Libraries Unlimited, 2011, pp. 420-469.
d. Tyckoson, David A. “History and Functions of Reference
Service.” Reference and Information Services: an
Introduction, 4th ed. Edited by Richard E. Bopp and Linda
C. Smith. Libraries Unlimited, 2011, pp. 420-469.

99. What is the correct MLA citation for a book among the following:
a. Cassell, Kay Ann., and Uma Hiremath. Reference and
Information Services in the 21st Century: an Introduction.
2nd ed., New York : Neal-Schuman, 2011.
b. Cassell, Kay Ann., and Hiremath, Uma. Reference and
information services in the 21st century: an introduction.
2nd ed., New York ; Neal-Schuman, 2011.
c. Cassell, K.A., and Uma Hiremath. “Reference and
information services in the 21st century: an introduction.
2nd ed.,” New York ,Neal-Schuman, 2011.
d. Cassell, Kay Ann., and Uma Hiremath. “Reference And
Information Services In The 21st Century: An Introduction.
2nd ed.,” Neal-Schuman, 2011.
CATALOGING AND CLASSIFICATION
The early systems of library arrangement were merely utilitarian in
purpose. Many of the earlier catalogs were arranged by title, and some
showed groupings by broad subjects, chronological arrangement, or
arrangement, or arrangement by author, by order of accession, by size, or
even by the color of the binding. But the rapid growth of library collections
and their use during the nineteenth century resulted in a definite need for
better methods of book arrangement in library collection so that the
substantive content would be apparent to the user.
Library Catalogs
A library catalog is a kind of bibliographic file. It differs from a
bibliography or a periodical index in that all its records pertain to items in
one or more libraries and carry information on where items can be located.
Library catalogs represent a single institution’s holdings; other catalogs show
the holdings of several libraries or collections (union catalogs). A library
catalog lists, arranges, and describes the holdings of a specific library
collection. Cataloging is a process of preparing a catalog, or preparing entries
for a catalog.
A library catalog consists of a set of records that provide data about
the items in the collection or collections the catalog represents. The data in
each record include:
a. A bibliographic description giving the identification,
publication, and physical characteristics of the resource;
b. For a physical item, a call number that indicates the physical
location of the item in the collection; and
c. Most records also include subject terms which state succinctly
the subject content of the resource.
The main functions of a library catalog are to enable a patron to
determine:
a. Whether the library contains a certain book,
b. Which works by a particular author are in the collection,
c. Which editions of a particular work the library has, and
d. What materials the library has on a particular subject.
Forms of library catalog
1. Book catalogs – is a list in book form of the holdings of a
particular library collection or group of collections, with the
cataloging records displayed in page format. This is the oldest
form of a library catalog.
2. Card catalogs – cataloging entries were recorded on 3 by 5
cards, one entry per card or set of cards. Each entry could then
be revised, inserted, or deleted without affecting other entries.
3. Microform catalogs – was a variant of the book catalog, and
served many situations as an interim device between card and
online catalogs. It contained cataloging records in micro-image
and required the use of a microform reader for viewing.
4. Online catalogs – records are retrieved directly from a
computer database. In this mode, individual cataloging records
or parts thereof are retrieved by means of access points or search
keys and are displayed on a monitor. An online catalog can be
integrated with other library operations such as cataloging,
acquisitions, and circulation, resulting in an integrated online
system Machine-readable cataloging records form the basic
units of an online catalog. For a cataloging record to be machine-
readable, it must not only be input into a computer, but also its
various elements must be tagged or labeled in such a way that
they can be stored, manipulated, and eventually retrieved in all
the ways that are inappropriate for technical and reference
services in libraries.
5. CD-ROM catalogs – periodically, usually quarterly, copied into
compact disks, which can be accessed through stand-alone
microcomputers.
Arrangement of entries in a catalog
1. Dictionary catalogs – entries are arranged into one alphabetical
file.
2. Divided catalogs – the divided catalog, one for main, added
entries and the other for subject entries only.
 3. Classified catalogs – arranged based upon a system of
classification. For example, the shelflist, a record of the holdings
of a library arranged by classification number, is a classified
catalog.
Cataloging operations
1. Copy cataloging
Catalogers in local libraries make heavy use of bibliographic
records prepared elsewhere. Sources of such records are the
Library of Congress, OhioLink, OCLC (Online Computer
Library Center), which has absorbed two other major networks,
WLN (Western Library Network) and RLIN (Research Libraries
Information Network). OCLC’s WorldCat is now the largest
cataloging database.
2. Original cataloging
For an item for which no cataloging record exists, catalogers do
full cataloging.
3. Adaptation
A record of similar work or item is revised or “adapted”.
Cataloging files
1. Bibliographic file
The bibliographic file contains cataloging records. This is the file
that a library user interacts with.
2. Shelflist
It consists of an array of duplicates of main entry records
arranged in shelf order.
3. Authority file
A cataloging tool that records the standardized forms of names
and topical terms that have been authorized as headings, i.e.
access points, along with their associated cross-references.
Cataloging procedures
1. Resource description (also called descriptive cataloging), the
preparation of bibliographic descriptions and the determination
of bibliographic access points;
2. Subject analysis (often referred to as subject cataloging or the
operation of assigning subject headings);
3. Classification, the assignment of classification numbers and
book numbers;
4. Authority work, the determination of the standardized forms of
subject terms and names; and
5. MARC Tagging, for those doing online cataloging.
Cataloging concepts and principles
Principles Description
1. Panizzi’s Sir Anthony Panizzi, a cataloger and later became the
Principles principal librarian of the British Museum Department of
Printed Books. He formulated 91 rules to be used in
compiling the catalog of the British Museum. Such rules
are hailed as “the ancestor of all modern library
cataloging code”.
2. Jewett’s Charles C. Jewett, appointed librarian and assistant
Principles secretary at the Smithsonian Institution soon after its
establishment in Washington, D.C., in 1946. He
embarked on an effort to establish a great national
library, one that would incorporate within it is a union
catalog of the holdings of all public libraries in the United
States. He envisioned the union catalog as the first step
in a course that would lead eventually to a universal
catalog.
3. Cutter’s Charles Ammi Cutter, a librarian at Harvard College
Principles and later appointed the librarian of the Boston
Athenaeum. He was responsible for compiling “Rules
For A Dictionary Catalog”, in which he claimed to set
forth rules in a systematic way or to investigate what
might be called the first principles of cataloging that first
appeared in 1876 as an adjunct to a government
publication on the state of American libraries. His
statement, “the convenience of the public is always to be
set before the ease of the cataloger”, placed the focus of
catalog design squarely on the user.
4. Lubetzky’s Seymour Lubetzky, a librarian at the Library of
Principles Congress and later a faculty member of the school of
Library Services at the University of California, Los
Angeles. He advocated logical rather than situational
rules. He was a prolific writer and produced many
publications about cataloging, such as:
a. Studies of Descriptive Cataloging (1946)
b. Cataloging Rules and Principles (1953)
c. Code of Cataloging Rules (1960)
d. Principles of Cataloging (1969)
5. Paris The International Conference on Cataloging Principles
Principles was held in Paris on October 9-18, 1961 under the
auspices of the International Federation of Library
Associations and Institutions (IFLA). In essence, the
Paris Principles drew heavily upon Seymour Lubetzky’s
1960 draft cataloging code and Cutter’s objectives. One
frequently cited feature of this document is its
endorsement of corporate entry and natural, rather than
grammatical, arrangement of title.
6. International After the Paris Conference, the International Meeting of
Standard Cataloging Experts was held in Copenhagen in 1969. At
Bibliographic this meeting, an international working group was
Description established for the purpose of developing a standard
(ISBD) order and content for describing monographic materials.
7. Universal The theme of the 39th IFLA meeting in 1973 was the ideal
Bibliographic of universal bibliographic control, and this concept was
Control adopted as a goal for ultimate international cooperation.
(UBC) The basic idea of UBC is having each document
cataloged only once, as near to the source of publication
as possible, and making basic bibliographic data on all
publications, issued in all countries, universally and
promptly available in a form that is internationally
acceptable.
8. Functional In the mid-1990s, an IFLA study group developed FRBR.
Requirements This is a conceptual model for viewing the structure and
for relationships of bibliographic and authority records. It
Bibliographic came with a companion volume Functional
Records Requirements for Authority Data (FRAD) and with an
(FRBR) expansion called Functional Requirements for Subject
Authority Data (FRSAD).
Development of Standards for Resource Description
Code Description
1. British Museum Also known as Panizzi’s 91 rules, reflected the
Cataloging Rules functions of the catalog as an inventory list and
(1839) finding list.
2. Jewett’s Rules Contains 33 rules which were largely based on
(1853) Panizzi’s rules. Jewett advocated stringent and
detailed rules that should leave little to the individual
judgment of the cataloger. Jewett’s discussion of
subject headings represents the earliest call for the
codifying of subject heading practice.
He was also known as the Great Man of Cataloguing
for developing principles that took a “back-to-basics”
approach.
3. Cutter’s Rules The Rules for a Printed Dictionary Catalogue, which
(1876) formed Part II of the US Bureau of Education
Publication, Public Libraries in the United States,
contains 36 rules covering descriptive cataloging,
subject headings, and filing.
4. AA (1908) The major aim of the code was to meet the
requirements of larger academic and research
libraries.
5. Prussian Originally developed as a standardized system of
Instructions cataloging for Prussian libraries. PI preferred entry
(1938) under title instead of corporate entry and
grammatical arrangement of title is preferred over the
natural or mechanical arrangement.
6. ALA (1941 The ALA (1941 Draft) was an elaboration of AA
Draft) (1908). The reason for the elaboration was the need
for standardization required by centralized and
cooperative cataloging.
7. Vatican code The Vatican rules were developed for the purpose of
(1948) compiling a general catalog of the printed books in
the Vatican Library after its reorganization in the
 1920s. Considered the most comprehensive and best-
structured code at the time. The code contains rules
for entry, description, subject headings, and filing,
with ample examples throughout.
8. ALA (1949) ALA cataloging rules for author and title entries were
criticized for being long and confusing because it
provided duplicate and overlapping rules to meet
identical conditions. However, together with LC
(1949), ALA (1949) served as the standard for
descriptive cataloging for American libraries until the
appearance of AACR in 1967.
9. LC (1949) The rules cover bibliographic descriptions only,
excluding the choice of entries and forms of heading.
10. AACR (1967) Anglo-American Cataloging Rules were received with
mixed feelings. Its logical arrangement and its
emphasis on conditions of authorship rather than on
types of work were considered to be a great
improvement over the previous codes. However,
some critics lamented the compromises made in the
face of practical considerations and also the code’s
inadequate handling of non-print materials.
11. AACR2 (1978) In 1973, it was felt that the appropriate time had come
for an overhaul of the AACR. Certain significant
development since the publication of AACR pointed
to the desirability of a revision. Michael Gorman and
Paul W. Winkler were appointed editors of the second
edition of AACR. In the revision, the Joint Steering
Committee decided to conform to international
agreements and standards, particularly the Paris
Principles and the ISBD.
12. AACR2R (1998) By the late 1990s, sufficient additions, deletions, and
changes had been accumulated since 1988 to warrant
a new issue of the second edition. A new revision of
AACR2R containing the rules of the 1988 revision
and the updates since then, was issued.
13. AACR2R (2002) It contains changes and additions since 1998,
particularly with regard to the treatment of electronic
resources. Annual updates continue to be issued
between editions.
14. The Concise For libraries that do not need the details embodied in
AACR2 (2004) the full edition of AACR, a concise version, prepared
by Michael Gorman, one of the editors of AACR, had
been published at appropriate intervals since 1981.
The current edition accompanies AACR2R (2002).
The intent of the concise version, as the second
edition of the AACR2 without many of that
comprehensive work’s rules for out-of-the-way and
complex materials.
15. RDA (Resource In the early 2000s, discussion began on a new edition
Description and of AACR, which will include provisions for rapidly
Access) developing information items and packages
(particularly electronic resources) and will
incorporate the concepts set forth in the Functional
Requirements for Bibliographic Records (FRBR).
Furthermore, it will be made more hospitable to new
and varying forms and types of information-bearing
items and previous codes have been
Cataloging
Descriptive Cataloging - The phase of the cataloging process
concerned with the identification and description of library material and the
recording of this information in the form of a catalog entry.
I. Bibliographic Description
Areas and Elements of Bibliographic Description
1. Title and Statement of Responsibility Area
a. Title Proper - The chief name of an item, including any
alternative title but excluding parallel titles and other title
information.
Transcribed from the chief source of information exactly as
to wording, order, and spelling, but not necessarily as to
punctuation and capitalization (AACR2R, 2002). A supplied title
is enclosed in square brackets ([ ])
 i. Alternative Title - The second part of a title proper which
consists of two parts, each of which is a title; the parts are
joined by or (or its equivalent in another language)
For example: The tempest, or, The enchanted island.
ii. Parallel titles are the title proper of an edition, in another
language or script (ODLIS, 2021). It is preceded by an equals
sign (=)
For example: Wood Cree [sound recording] = Les Cris des
forets.
b. Other Title Information - A title borne by an item other than the
title proper, parallel, or series title(s). It may also refer to any
phrase appearing in conjunction with the title proper, etc.,
indicative of the character, contents, etc., of the item or the
motives for, or occasion of, its production or publication. Other
title information is preceded by a colon (:)
c. General Material Designation (GMD) - A term indicating the
broad class of material to which an item belongs. An optional
addition.
GMD is enclosed in square brackets (ex. [sound recording])
Examples of GMD include activity cards, art original, braille,
manuscript, kit, game, cartographic material, etc.
d. Statement of responsibility - A statement, transcribed from the
item being described, relating to persons responsible for the
intellectual or artistic content of the item, to corporate bodies
from which the content emanates, or to persons or corporate
bodies responsible for the performance of the content of the
item.
Preceded by a slash and subsequent statements of responsibility
is preceded by a semi-colon (;)
2. Edition Area
a. Edition Area - This area is preceded by a full stop, space, dash,
space (. - -)
i. Edition - all copies produced from essentially the same type
image (whether by direct contact or by photographic or other
methods) and issued by the same entity.
ii. Impression - all copies of an edition of a book, pamphlet, etc.,
printed at one time.
iii. Issue - copies of an edition forming a distinct group that are
distinguished from other copies of that edition by minor but
well-defined variations.
iv. Reprint - new printing of an item made from the original type
image, commonly by photographic methods.
b. Edition statement
i. Statement of responsibility relating to the edition –
Preceded by a slash ( /);
Transcribe a statement of responsibility relating to one or
more editions, but not to all editions, of a given work
following the edition statement if there is one.
Example:
The nether world [GMD]: a novel / George Gissing. - - [New
ed., repr.] / edited, with an introduction, by John Goode
ii. Statement relating to a named revision of an edition –
If an item is a revision of an edition, transcribe the statement
relating to that revision following the edition statement and its
statements of responsibility.
Example:
The pocket Oxford dictionary of current English [GMD]/
compiled by F. G. Fowler & H.W. Fowler. - 4th ed. / revised by
H. G. Le Mesurier and E. McIntosh, Reprinted with
corrections
3. Material Specific Details
This area is preceded by a full stop, space, dash
This area is used for description of cartographic materials, music,
electronic resources, continuing resources, and in some
circumstances, microforms.
a. Mathematical and Other Material Specific Data Area (for
cartographic materials) - For cartographic materials such as
maps, atlases, and globes.
Statement of scale, statement of projection ( ; ), statement of
coordinates and equinox, both coordinates and equinox;
precede the statement of equinox with a semicolon ( ; ), precede
statement of epoch with a comma ( , )
Example:
Scale l :253,240 ; transverse mercator proj. Everest spheroid (E
79° - E 86° / N 20° - N 12° ; eq. 1950, epoch 1948.5)
b. Musical Presentation Area - For musical materials
Indicates the physical presentation of the music.
Transcribe a statement found in the chief source of information
indicating the physical presentation of the music. Optionally,
transcribe the parallel statements, each preceded by an equals
sign.
Example:
Orchester-Partitur
Score and set of parts
Miniature score
Partitura = Partition
Jatzopartitura = Playing score
c. File Characteristics Area - For computer files / machine-readable
data area
Enclose each statement of the number of records, statements,
etc., in parentheses.
Example:
Computer data (1 file : 600 records, 240,000 bytes)
Computer program (1 file : 200 statements)
Computer data (2 files : 800,125 records) and programs (3 files :
7260, 3490, 5076 bytes)
d. Numeric and/or Alphabetic, Chronological or Other
Designation Area or Numbering Area - For serials
Give numeric and/or alphabetic designation of the first issue of
a serial given in that issue.
Examples:
Vol. 3., no. 7.
Vol. ASSP-22, no. 1 (Feb. 1974)-
Vol. 1, no. 1 (Nov. 1943)-v. 10., no. 12 (June 1953) ; no. 1 (July
1974)-
Vol. 3, no. 6 (Aug/Sept. 1970)-v. 5, no. 3 (March 1972)
e. Special data for cartographic materials, music, and serials - For
cartographic, musical, or serial item in microform –
Give the third area data depending on the content of the
microform.
Give Mathematical Data for cartographic items, Musical
Presentation for music items, and Chronological or Other
designation or Numbering for serial items.
4. Publication, Distribution, etc. Area
Source of information: chief source of information or from any other
source prescribed in this area. In this area, record information about
the place, name, and date of all types of publishing, distributing,
releasing, and issuing activities.
Preceded by a full stop, space, dash, space (. - - )
Precede a second or subsequently named place of publication,
distribution, etc. by a semicolon.
a. Place of Publication
[S.l.] or sine loco is used when place of publication is not stated
or [Place of publication not identified]
b. Name of Publisher, Distributor, etc.
Preceded by a colon :
[s.n.] or sine nomine is used when the publisher’s name is not
indicated or [publisher not identified]
 c. Date of Publication, Distribution, etc.
Preceded by a comma (,)
If no date of publication, distribution, etc., copyright date, or date
of manufacture appears in an item, supply an approximate date
of publication:
[1989 or 1990] one year or the other
d. Accompanying Material
[1979?] probable date
[between 1906-1912] use only for dates fewer than 20 years apart
[ca. 1960] approximate date
[ 197-] decade certain
[197-?] probable decade
[18--] century certain
[18--?] probable century
5. Physical Description Area
Preceded by a full stop, space, dash, space (. - - ) or start a new
paragraph
a. Extent of item (including specific material designation)
Number of physical units of parts (3 v.) or pagination (150 p.)
b. Other Physical Details
Illustrative matter
For books, pamphlets, and printed sheets, use (ill.)
For general illustrative matter, specify one or more of the
following if considered important: coats of arms, facsimiles,
forms, genealogical tables, maps, music, plans, portraits, samples
Other physical details differ for the following types of materials:
cartographic materials, Manuscripts, Music, Sound Recordings,
Motion Pictures and Video recordings, Graphic Materials,
Computer Files, Three Dimensional Artefacts and Realia,
Microforms, Serials.
c. Dimension
Preceded by a semi-colon (;)
Height given in centimeters rounded up to the next whole
number (Books, pamphlets, and printed sheets)
Dimensions differ for the following types of materials:
Cartographic materials, Manuscripts, Music, Sound Recordings,
Motion Pictures and Video recordings, Graphic Materials,
Computer Files, Three Dimensional Artefacts and Realia,
Microforms, Serials.
Preceded by a plus sign ( +)
Material issued with, and intended to be used with, the item
being catalogued.
Examples of Physical Description Area for:
● Cartographic Materials.
1 map: col. ; 25 x35 cm.
1 map: col. ; 80 x 57 cm. folded to 21 x 10 cm.
1 globe : col., mounted on metal stand; 12 cm. in diameter
● Sound Recordings
1 sound cassette ( 60 mins.) : 3 ¾ ips, stereo.
1 sound disc (50 mins.) : 33 1/3 rpm, stereo ; 4 ¾in. + 1
pamphlet.
● Motion Pictures and Video recordings
1 film reel (12 min.) : sd., b&w; 16 mm.+ 1 teacher's guide
1 videodisc (38 min.) : sd., col. ; 12 in.
2 film cassettes (30 min. each) : si., col. ; standard 8 mm. 1 v.
(28 p. : ill. ; 22 cm.)
● Graphic Materials
16 flashcards : col. ; 28 x 10 cm.
1 flip chart (8 sheets): double sided, col. ; 23 x 18 cm.
24 photographs: b&w ; 13 x 18 cm.
● Multimedia (Kits)
400 lesson cards, 40 answer key booklets, 1 student record, 1
teacher's handbook,
1 placement test ; in container 18 x 25 x 19 cm.
42 various pieces ; in box 20 x 12 x 6 cm.
● Computer files
 1 computer disk : col. ; 5 ¼ in. 7. Note Area
1 computer optical disk : col. ; 4 ¾ in + 1 user manual and Important details about the item (found in the chief source of
addendum. information) that have no place in the description or other details to
● 3D Artefacts and Realia be indicated as prescribed in standard formats for description such as
1 sculpture : polished bronze ; 110 cm. high. AACR. Each note starts a new paragraph. A note may either be
6 microscope slides : stained ; 3 x 8 cm. FORMAL (copied from the item), or INFORMAL (supplied by the
1 diorama (various pieces): col. ; in box 30 x 25 x 13 cm. cataloger).
2 jigsaw puzzles : cardboard, col. ; in boxes 20 x 30 x 5cm. Must be brief and easily understood.
● Microforms 8. Standard Number and Terms of Availability Area
1 microform reel : col. & ill. ; 16 cm. a. New paragraph after notes.
20 aperture cards ; 9 x 19 cm. b. ISBN, ISSN and price.
● Published Music II. Choice of Access Points
1 miniature score (34 p.) : ill. ; 18 cm.
1 score ( vii, 32 p.); 28 cm.+ 1 sound tape reel (60 min. : analog, Access Points - Name, term or code, under which a bibliographic record is
7 ½ ips, searched, identified, entered, or filed in a catalog; it is a key for retrieval and
mono. ; 7 in.,½ in tape) key for filing in display
● Serials Main Entry - The complete catalogue record of an item, the main entry may
108 v. : ill. ; 25 cm.+ 18 maps (col. ; 65 x 90 cm. or smaller) include the tracings.
*completed serial* Added Entry - An entry, additional to the main entry, by which an item is
v. : ill. ; 25 cm. represented in a catalogue, a secondary entry.
6. Series Area Entry - A record of an item in a catalog
Preceded by full stop, space, dash, space and enclosed in parentheses Entry Word - The word by which an entry is arranged in the catalogue. The
[. - - (McGraw series in education, )] "filing medium"
Contains the following (same punctuation marks as the main Authorship - Pertains to the origin of the intellectual or artistic content of
description apply): the work.
a. Title proper of series 1. Personal Author - Person chiefly responsible for the creation of the
b. Parallel Title of Series intellectual or artistic content of a work (writers of books, composers
c. Other Title Information of Series of music, painters and sculptors, photographers, compilers of
d. Statements of Responsibility Relating to Series bibliographies, cartographers)
e. ISSN a. General Rule
f. Numbering Within Series (preceded by a semi-colon ; )
i. Enter a work by one or more persons under the heading for
g. Subseries
the personal author, the principal personal author, or the
h. More than one series statement
probable personal author.
 ii. In some cases of shared personal authorship and mixed
personal authorship, enter under the heading for the person
named first.
b. Works for Single Personal Authorship
i. For works of single personal authorship, entry is under the
author.
c. Works for Shared Responsibility
i. Works produced by the collaboration of two or more persons
who performed the same kind of activity such as writing,
adapting, or performing.
ii. Entry is under the principal responsibility if indicated (by the
wording or layout of the chief source of information of the
item being cataloged), if not, enter under the heading named
first.
d. Works with Mixed Responsibility
i. Previously existing works that have been modified
(adaptations, revisions, translations) and new works in which
different persons or bodies performing different kinds of
activity.
ii. For Mixed responsibility, entry is under:
1. Adapter for a paraphrase, rewriting, adaptation for
children, or version in a different literary form.
2. Writer for the text for a work that consists of a text for
which an artist has provided illustrations.
3. Artist for separately published illustrations
4. Original author of an edition that has been revised,
enlarged, updated, etc., by another person if the original
author is still considered to be responsible for the work.
5. Reviser of an edition if the original author is no longer
considered to be responsible for the work.
6. Commentator of a work consisting of a text and a
commentary by a different person, if the latter is
emphasized
7. Author of the text of a work consisting of a text and a
commentary by a different person, if the text is
emphasized.
8. Original author of a translation
9. Biographer-critic of a work by a writer accompanied by, or
interwoven with, biographical or critical material, if the
latter is emphasized.
10. Writer of a work accompanied by, or interwoven with,
biographical or critical material by another person who is
presented as editor, compiler, etc.
2. Corporate Body - An organization or group of persons that is
identified by a particular name and that acts, or may act, as an entity
a. Works of an administrative nature dealing with the corporate
body itself or its internal policies, procedures, and/or operations;
its finances; its officers and/or staff; or its resources.
b. Some legal and governmental works of the following types: laws,
decrees of the chief executive that have the force of law,
administrative regulations, constitutions, court rules, treatise,
etc., court decisions, legislative hearings, religious laws, liturgical
works.
c. Works that record the collective thought of the body.
d. Works that report the collective activity of a conference, of an
expedition, or of an event, falling within the definition of a
corporate body.
e. Sound recordings, films, Video recordings, and written records of
performances resulting from the collective activity of a
performing group as a whole, where the responsibility of the
group goes beyond that of mere performance, execution, etc.
 f. Cartographic materials emanating from a corporate body other
than a body merely responsible for their publication or
distribution.
g. Official communications from heads of state, heads of
government, heads of international bodies, popes, patriarchs,
bishops, etc., are entered under their corporate headings.
3. Entry under Title - A work is entered under Title if:
a. The author is unknown and no corporate body is responsible
b. The work has more than three authors and none of them is the
principal author and no corporate body is responsible.
c. It is a collection or a work produced under editorial direction and
has a collective title.
d. It is not by a person or persons and is issued by a corporate body
but is not one of the types of publications listed previously.
e. It is a sacred scripture or an ancient anonymous work.
Types of Headings
1. Headings for Persons
The determination of a personal name heading is normally based on
information obtained from the chief sources of information in works
by that person issued in his or her language.
a. Entry under Surname
A name containing a surname is entered under that surname.
Compound Surnames - a surname consisting of two or more
proper names is entered according to the preferred or
established form (if known)
Surnames with Separately Written Prefixes - these names are
entered according to the usage of the person's language or
country of residence. For American and British names, the entry
element is the prefix.
b. Entry under Title of Nobility
The elements in the name are arranged in the following order:
Proper name in the title, personal name in the direct order, the
term of rank in the vernacular.
c. Entry under Given Name, etc.
A name that consists of a given name or given names only is
entered under the part of the name as listed in reference sources
d. Entry under Phrase
Enter in direct order a name that consists of a phrase or
appellation that does not contain a forename.
Additions to Names
Titles of Nobility and Terms of Honour
The title of nobility or a British term of honour is added after the
name if the title or term appears commonly in association with the name in
the person's works or reference sources.
Saints
The word Saint is added after the name of the Christian Saint
(excluding popes, emperors, empresses, kings or queens)
Additions to Names Entered under Surname Only
The addition is in the form of a word or phrase associated with the
name in works by the person or in reference sources.
Additions to Names Entered under Given Name
Royalty. A phrase consisting of the title and the name of the state or
people governed is added.
Popes. Pope is added.
Bishops, etc. The title or phrase consisting of the title and the name
of the latest see (if applicable) is added.
Distinguishing persons with the same name
Dates
Hathaway, Anne, 1556-1623.
Hathaway, Anne, 1982- .
Fuller forms of names
The fuller form of the name is added in parentheses
***If the dates and fuller form of name are not available to
distinguish between two or more identical headings, another element is used
for this purpose. This element may be a suitable brief term, a term of address,
a title of position or office, initials of an academic degree, initials denoting
membership in an organization.
2. Geographic Names in Headings
a. To distinguish between corporate bodies with the same name, as
additions to other corporate names, and as headings for
governments and non-governmental communities.
b. The basic principle is to use the English form of the name of a place
if there is one in general use. Otherwise, the vernacular form is used.
c. The name of a larger place is added to the name of place located
within a larger place. Unless the place is located within one of the
exceptional countries, this geographic qualifier normally consists of
the name of the country.
d. If the name of the country fails to distinguish between two places
with the same name, the name of a smaller geographic entity is also
added.
e. In the case of a number of countries , the name of a jurisdiction
immediately below the country level is used as the geographic
qualifier. These exceptional countries include Australia, Canada,
Great Britain, and the United States.
f. Geographic qualifiers are not added to the states, provinces,
territories, etc., within the exceptional countries (England,
Massachusetts, Northern Ireland, Ontario)
3. Headings for Corporate Bodies
Enter a corporate body directly under the name by which it is
commonly identified, except when the rules that follow provide for
entering it under the name of a higher or related body or under the
name of the government.
a. Subordinate and Related Bodies
University of Illinois. Library
Electrochemical Society. Electronics Division.
American Society of Chemical Engineers. Vibrations and
Sound Committee.
b. Direct or Indirect Subheading
Direct Subheading
American Library Association. Reference Tools Advisory
Committee.
American Library Association Reference and Adult Services
Division.
Reference Tools Advisory Committee.
Indirect Subheading
American Library Association. Reference and Adult
Services Division. History Section. Bibliography and
Indexes Committee.
American Library Association. Reference and Adult
Services Division
c. Conferences, Congresses, Meetings, etc.
Headings for these are established in the form:
*** Name of conference (number if any: date
[year/mo./inclusive days] : place or institution).
d. Governments and Government Bodies
United States.
Chicago (Ill.)
Edinburgh (Scotland)
National Research Council (U.S.)
University of North Dakota.
Library of Congress.
United States. Internal Revenue Service.
California. Bureau of Employment Agencies.
Cambridge (Mass.). Division of Parks and Forestry.
e. Government Official
Forms:
1. Heading for Government. Title of the Office.
2. Heading for Government. Title of the Office (Inclusive
years of the reign of incumbency : Name of Person in Brief
Form)
3. Works by pope, patriarchs, bishops, etc., are treated
similarly.
Ex. Catholic Church. Pope (1978- : John Paul II)
4. Uniform Titles ex. Bible. N. T. Luke. English. New English. 1965 Bible.
The particular title by which a work that has appeared under varying titles English. Living Bible. 1989.
is to be identified for cataloging purposes. The uniform title brings together 2. For selections and miscellaneous extracts from the Bible, the
under one heading the various manifestations ( ex. Editions, translations) of elements are arranged in the following manner:
a work regardless of how many different titles it has appeared under. a. Bible. [language]. [version]. Selections. [date].
*** If you use a uniform title, choose the title by which the work is ex. Bible. English. Authorized. Selections. 1972.
best known (decide this by consulting reference sources and other b. Bible. [O.T. or N. T.]. [individual book or group of
publications of the same works, but if in doubt, choose the earliest books]. [language]. [version]. Selections. [date].
titles) ex. Bible. O.T. Psalms. English. New International.
*** If the entry is under name heading, place the uniform title Selections. 1988.
between the name heading and the title proper, and enclose the 3. Other sacred scriptures.
uniform title in square brackets [ ] Rules pertaining to the uniform titles for other sacred scriptures,
*** Choose a title in the original language. such as the Koran, Talmud, and Vedas, are also provided.
Examples: ex. Koran. Surat al-Baqarah
Dickens, Charles Talmud. English. Selections.
[Pickwick papers] Vedas. Atharvaveda.
The posthumous papers of the Pickwick Club III. Subject Cataloging
Shakespeare, William The process of providing subject access points to bibliographic
[Hamlet] records. The process of assigning subject headings to materials being
The tragical history of Hamlet, Prince of Denmark cataloged.
Swift, Jonathan Objectives of Subject Cataloging
[Gulliver's travels] 1. To provide access by subject to all relevant materials.
France 2. To provide subject access to materials through all suitable
[Constitution (1946)] principles of subject organization.
Canada. Dept. of Public Works 3. To bring together references to materials which treat
[Annual report (1965)] substantially the same subject regardless of disparities in
Teorema. English terminology.
Theorem 4. To show affiliations among subject fields.
5. Special Rules for the Bible 5. To provide entry to any subject field at any level of analysis.
The general formula for the heading for a particular version 6. To provide entry through any vocabulary common to any
of the Bible: considerable group as users.
1. Bible. [O.T. or N.T]. [individual book or group of books]. 7. To provide a formal description of the subject content.
[language]. [version]. [year]. 8. To provide means for the user to make selection from among all
items in any particular category.
Basic Principles
1. The User and the Usage
The convenience of the public is always to be set before the ease
of the cataloger Haykin calls this guiding principle "the reader
as the focus."
2. Literary Warrant
The principle which allows a category to exist in a classification
or thesaurus only if a work exists for that category. The use of an
actual collection or holdings of a library or actual published
works as the basis for developing a classification scheme or
thesaurus.
3. Uniform Heading
Use of one heading in one form only for a given subject,
purposely to avoid scattering of terms.
a. Choice among synonymous terms
ex. Church history
Ecclesiastical history
Religious history
b. Choice between variant spellings
ex. Labor Catalog Archaeology Aesthetics
Labour Catalogue Archeology Esthetics
c. Choice between English and foreign terms
Cutter's rule concerning language states:
"When possible let the heading be in English, but a
foreign word may be used when no English word
expresses the subject of a work."
Foreign terms should be used only under the following
conditions (Haykin):
1. When the concept is foreign to the Anglo-American
experience and no satisfactory term for it exists. ex.
Reallast, Precieuses
2. When, especially in the case of scientific names, the
foreign term is precise, whereas the English one is not.
ex. Ophiodon elongates, rather than Buffalo cod, or Blue cod
d. Choice between technical (or scientific) and popular terms
The choice must be different in a general library serving a
general public from that in a special library serving
specialists.
ex. Cockroaches instead of Blattariae, and Lizards instead
of Lacertilia.
In some cases, scientific terms are used instead of popular
ones.
ex. Ascorbic acid instead of Vitamin C and Bioflavanoids
instead of Vitamin P.
e. Choice between obsolete and current terms
Current term is preferred.
ex. Computers instead of Electronic-calculating machines
4. Unique Heading
Each heading should represent only one subject.
*Homograph. A word that is spelled the same as another
word but differs in meaning and origin and may differ in
pronunciation and syllabication.
A modifier is added to differentiate between the
homographs.
ex. Rings (Jewelry)
Rings (Algebra)
Rings (Gymnastics)
5. Specific Entry and Coextensivity
Specific entry. An item is entered under its subject
heading, not under the heading of a class which includes
the subject.
ex. "The Cat"
Cats (Specific direct entry)
Zoology - Vertebrates - Mammals - Domestic
animals - Cats (Specific indirect entry)
6. Pre-Coordination and Post-Coordination
a. Pre-coordinate system - multiple terms representing a
topic and its aspects are pre-combined in the source
 vocabulary or by the cataloger or the indexer at the
time of cataloging or indexing using prepositions or
other devices to show how the terms are interrelated.
b. Post-coordinate system - terms for the main subject
and its aspects are simply listed separately and the
searchers combine the terms at the point of retrieval.
Subject Cataloging Systems
1. The List of Subject Headings for use in Dictionary Catalogs
(1895) - used by the American Library Association and is based
on Cutter's principles. Editions: 1895, 1898, 1911.
2. Subject Headings used in the Dictionary Catalogues of the
Library of Congress (1910-1914) became a standard tool for
subject cataloging for American Libraries.
3. Library of Congress Subject Headings
a. Originally designed as a controlled vocabulary for
representing the subject and form of the books and serials in
the Library of Congress collection, with the purpose of
providing subject access points to the bibliographic records
contained in the Library of Congress Catalogs.
b. It is also used as a tool for subject cataloging and indexing
by other countries.
4. List of Subject Headings for Small Libraries (1923) was compiled
by Minnie Earl Sears, intended for medium-sized or small
libraries.
5. Sears List of Subject Headings (6th ed.)
6. Medical Subject Headings is the system designed and used by
the National Library of Medicine for assigning subject headings
to books and journal articles in the medical sciences.
Subject Cataloging Process
1. Subject analysis or conceptual analysis - identifying the
concepts/topics in a work and determining what aspects of it the
users will be interested in
a. Write down the title of the document. (Raw Title)
b. Read through the other parts of the item: Introduction,
Foreword, Preface, Table of Contents, etc. in order to
identify and express the specific content of the item.
(Expressive Title)
c. Write down the Kernel Title by arranging the kernel terms
which denote each of the substantive ideas and dropping the
auxiliary words and connectives such as articles,
prepositions and conjunctions.
d. Write down the Transformed Title by rearranging the kernel
terms in a sequence that would show which concept is the
most significant.
e. Replace the terms in the transformed title with standard
terms using a standard list or controlled vocabulary.
2. Translation takes place at the stage when standard terms
contained in the controlled vocabulary are used to represent the
subject heading of an item.
Forms of Headings
1. Single-concept headings - appear in the form of single-word
terms or multiple-word terms.
a. Single-word headings - a single noun or substantive is chosen
as the heading when it represents the object or concept
precisely. e.g. noun headings: Chapels, Economics,
Forgery, Humanism, Railroads substantives: Aged, Poor,
Sick
b. Multiple-word headings - when a concept or object cannot be
expressed properly by a single noun (word), a phrase is used.
● Adjectival phrase - consists of an adjectival modifier
followed by a noun or noun phrase : Military supplies,
Rural churches, Jewish etiquette, American drama,
Brownian movements, Laminated plastics,
Carpenter's square, California Railroad Strike, 1894
● Prepositional phrase - consists of two or more nouns,
with or without modifiers, connected by preposition (s):
Children as musicians, Community mental health
 services for children, Grooming for men, Divine
rights of kings, Communication in birth control,
Discrimination in housing, Catalog of art, Church
and state in Wales
● Conjunctive phrase headings - consists of two or more
nouns, with or without modifiers, connected by the word
"and" or ending with "etc." is used : Good and evil, Libel
and slander, Crime and criminals, Boats and
boating, Religion and international affairs,
Literature and society, Television and children
2. Inverted headings - used to bring significant word into
prominent positions as the entry elements : Chemistry,
Organic/ Knowledge, Theory of/ Insurance, Life/
Insurance, Social
3. Multiple concept headings.
Subdivisions of Main Headings
1. Topical Subdivision - a subdivision that represents a kind or a
part of the main subject. Use to limit the concept expressed by
the heading to a special subtopic.
e.g. Heart -- Diseases, Agriculture -- Taxation,
Nursing - Research
2. Form Subdivision - an extension of a subject heading based on
the bibliographic or physical form or literary or artistic genre on
which the material in a work is organized and/or presented.
e.g. Nursing- Study and teaching, Education - Examinations,
questions, etc.
3. Chronological subdivision - also called period or time
subdivisions. Used with heading for the history of a place or
subject.
e.g. Philippines - History - 16th century, United States -
History - 21st century, France-History- Revolution, 1789-
1793, English Literature- Middle English, 1500-1700
4. Geographic subdivision - indicates the origin or locality of the
main subject and may be used after subjects that lend themselves
to geographic treatment.
a. Direct geographic subdivision - the name of the place follows
the heading or another subdivision immediately without the
interposition of the name of a larger geographic entity. e.g.
Education, Elementary - Philippines, Music - Indonesia,
Art – Thailand
b. Indirect geographic subdivision-the name of the larger
geographic entity, normally the name of the country, is
interposed between the main heading and the and the place
in question. e.g. Charities - Philippines - Manila
5. Free-floating subdivision - a subdivision that may be used
under any existing appropriate subject heading for the first time
without establishing the usage editorially.
e.g. -- Accounting/ -- Addresses, essays, etc./ Taxation/
Examinations/ Examinations, questions, etc. / Problems,
exercises, etc. / Handbooks, manuals, etc. /Maps/
Environmental aspects/ History/ English language/
Economic aspects/ Atlases/ Legal, status, law, etc. I Study
and teaching/ Law and legislation/ History and criticism /
Methods
Cross References - are provided to connect related headings in the catalog
1. See ( or Use) Reference - a reference from a term or name not used as a
heading to one that is used.
e.g. Third world countries
See
Developing countries
2. See also (BT, NT, and RT) references- connect headings that are related
in some way, either hierarchically or otherwise.
Related Term (RT) reference is used to link headings that are related in
concept but not in a hierarchical sense.
e.g. Physicians
 RT Medicine Title: The first golden age of the Viennese symphony: Haydn, Mozart,
Broader Term (BT) and Narrower Term (NT) indicate hierarchical Beethoven, and Schubert
relationship and all headings connected by these terms are all valid. Subject Headings: Symphony-18th century.
e.g. Poetry Symphony - 19th century.
BR Literature Haydn, Joseph, 1732-1809. Symphonies.
NT Classical poetry Beethoven, Ludwig van, 1770-1827. Symphonies.
Lyric poetry Schubert, Franz Peter, 1797-1828. Symphonies.
3. General Reference- direct the user to a group or category of headings Symphonies - Analysis, appreciation.
instead of to individual members of the group or category. Sometimes 4. Multi-element work- if a work treats a single subject from
called the blanket reference and is represented by the symbol SA different aspects or contains various elements of one topic, use
e.g. Atlases one pre-coordinated heading, if there is one available.
SA subdivision Maps under names of countries, cities, etc. and other topics. Title: Chemical plant management in Japan
General Guidelines in Assigning Subject Headings Subject Heading: Chemical plants - Japan - Management
1. Specificity- assign the most specific heading which represents exactly IV. Classification
the contents of the item. The act of organizing the universe of knowledge into some
2. Works on single topic- assign the heading which represents exactly systematic order in the library context, classification refers both to the
the content of the item development of schemes for the systematic display of all aspects of the
3. Multi-topical work various fields of knowledge and lo the art of arranging books or other objects
*** Two or three related topics in a work- if a heading that exists in conformity with such schemes. It is used both for the creation of a
represents precisely the two or three topics, do not assign it on the classification scheme. It is used both for the creation of a classification
two or three headings. e.g. scheme and for its application.
Title: The distinctive excellences in Greek and Latin Literature For clarity, the inventor or creator of a classification scheme or a person
Subject Heading: Classical literature who is engaged in the theory of classification is called a classificationist, while
*** Rule of three - If a broad heading exists, but includes two or the person who applies such a scheme is referred to as a classifier.
three topics in question, assign two or three headings, not the Purpose of Classification
broader heading. 1. To arrange items in the library shelves in a logical order
Title: Infants, children, and adolescence 2. To provide systematic display of bibliographic entries in printed
Subject Headings: Child development catalogs, bibliographies and indexes 'Collocation system'.
Infants - Development 3. In some online catalogs, classification serves a direct retrieval
Adolescence function.
*** Rule of four - means that specific headings are preferred a. As a shelving device, classification helps the user identify
when the work being cataloged deals with four topics, each of and locate a work through a call number and to group all
which forms only a small portion of a general topic. works of a kind together.
 b. As a retrieval tool, classification may help to identify and
retrieve a group of related items as well as specific known
items.
Basic concepts / types of classification
1. Traditional theory of classification/logical or philosophical
principles of classification
Classification begins with the universe of knowledge as a whole and
divides it into successive stages of classes and subclasses, with a
chosen characteristic as the basis for each stage.
2. Modern classification theory
Places emphasis on facet analysis and synthesis or the “breaking up”
of a subject into its component parts and the synthesis or
“reassembling of those parts as required by the document to be
represented.
3. Close classification
The content of a work is specified by a notation to the fullest extent
possible. It is classing each subject as completely as possible, taking
into consideration all available minute subdivisions as represented
in the particular classification schedule.
4. Broad classification
A work is placed in a broad class by use of notation that has been
logically abridged. It is classing the material in main divisions and
subdivisions without using the minute breakdown of individual
categories. Example, one library may need to classify the King James
Bibles using DDC in 220.52…, whereas a library with a small
collection of books in this area may cut back to the broad number
220.
Notation
A device consisting of numerals, letters, and/or, other symbols used to
represent the main subordinate divisions of a classification scheme.
1. Pure notation – one kind of symbol is used consistently
2. Mixed notation – two or more kinds of symbols are used
3. Hierarchical notation – one that reflects the structural order or
hierarchy of the classification
4. Expressive notation – one that expresses relationships among
coordinate subjects.
General Principles of Classification
1. Consider usefulness
2. Class by subject, then by form / Make subject the primary
consideration
3. Use the most specific number or classification available
4. Do not classify from the index alone
Classification of multi topical works
1. Determine the dominant subject or the phase relations.
a. Dominant subject – classify under the dominant subject when
one can be determined
b. Phase relations – interrelationships of subjects treated in a work.
i. Influence phase – classify a work about the influence of one
thing on another under the subject or author being
influenced.
ii. Bias phase – classify a work on a particular subject written
with a bias toward, or aiming at a specific group of readers.
iii. Tool or application phase – classify a work such as Chemical
calculations: an introduction to the use of mathematics in
chemistry under the subject chemistry instead of the tool
mathematics.
iv. Comparison phase – class under the subject emphasized or
under the first subject.
2. Class under first subject – if the dominant subject cannot be
ascertained, class under the first subject.
3. Class under broader subject – class under the broader subject of a
work dealing with two or three subjects that are subdivisions of a
broader subject and that together constitute the major portion of that
subject.
 Historical Development of the Organization of Information
Antiquity
2000 BC Sumerian tablet, one of the oldest lists of books, found at
Nippur. Sixty-two titles are recorded on this tablet of which
24 are titles of currently known literary works.
1500 BC The Hittites recorded bibliographic information of written
works onto tablets. Their tablets included colophons, a set of
data at the end of a "document" that traced kinds of
bibliographic data, such as number of the tablet in a series,
its title, and the name of the scribe.
650 BC The citizens in the city of Nineveh developed a library that
provided a collection that had a systematic means of order
and authenticity.
Greek civilization has contributed to the incarnation of the
"main entry" concept, a western civilization manifestation.
Early Far Eastern societies and even today designate a work's
title as its main entry.
Middle Ages
In Europe, there were church and monastery libraries. The
demand for knowledge was not of great interest to the
common man and woman.
8th
Catalogs of library holdings during this period were largely
Century inventories of relatively small collections.
800 -1200 There is evidence of very broad subject arrangements. The
categories were usually two: Biblical and Humanistic
1300 At the end of the 13th century, a milestone in the organization
of information was attempted. The Registrum Librorum
Angliae, a union list of holdings of English monastery
libraries.
European Renaissance
1450 ca. The printing press was invented - creating an explosion in
publishing and duplicate copies of works. The vocation of
"Bibliographer" became a by-product of the existence of the
printing press.
1595 St. Martin's Priory at Dover, the first list designated as
a catalog. The catalog had 3 sections of arrangement.
Part 1. Call number - located the exact location, where a
volume could be found.
Part 2. Also arranged by call number. Contain the contents
of each volume, with paging and opening words.
Part 3. Alphabetical listing by author and title and entries of
each volume found within a published work, called an
analytical entry.
1596 Andrew Maunsell, an English bookseller, compiled his
Catalog of English Printed Books that was prefaced with
rules of entry. Maunsell introduced the entry of personal
names listed under surnames rather than forenames. This
concept helped to promote the early developments of
bibliographic control.
College libraries were just developing with very small
collections that were arranged in an inventory fashion.
From Inventories to Codifying Devices
1697 Konrad Gesner published an author bibliography. Included
was a preface that offered cross-references and variations of
names.
1698 Konrad Gesnar published a subject index.
1791 Frederic Rostgaard published a discourse on cataloging in
which he called for subject arrangement subdivided
chronologically and by size of volume. Rostgaard also
promoted a supplementary author index.
1792 Following the French Revolution, the French government
sent out instructions for cataloging the collections of the
libraries that had been confiscated throughout France. This
marks the first instance of a national code. Libraries were
 directed to make card catalogs--the first instance of card
catalogs. The reverse sides of playing cards were used as the
source for recording the information.
Period of Codification
1831 Anthony Panizzi, a lawyer and political refugee from Italy
and an assistant librarian at the British Museum was a strong
advocate of cataloging and subject analysis. Panizzi authored
a cataloging code known as the "91 rules". Panizzi is credited
with the start of developing the "modern" theories of
cataloging.
1850 Charles C. Jewett marked the introduction of the American
influence to cataloging and arrangement. Jewett built on
Panizzi's earlier efforts. Jewett is credited with developing
rules for entry as they relate to corporate authors.
1876 Charles Cutter published his Rules for a Printed Dictionary
Catalogue. Cutter's efforts placed emphasis on establishing
rules on filing entries. Cutter was also the first to establish
rules for subject headings.
Melvil Dewey, issued anonymously the first edition of his
classification. Dewey divided all knowledge into ten main
classes, with each of those divided again into ten divisions,
and each of those divided into ten sections. Dewey is a
landmark in the area of classification. Now in its 21st edition
(DDC21).
Description
In the twentieth century, the emphasis on description was
rooted in codes.
1908 The British and the Americans collaborated on a code in
1908. This collaboration was significant, because it serves as
the first international cataloging code to be established
1931 Americans and Italians collaborated to publish the
Vatican Code. It was quickly accepted by catalogers in many
countries as the best and most complete code in existence,
but because it was written in Italian, most Americans could
not apply it.
1941 The British and the Americans cooperated on publishing a
second edition to the volume that was written in 1908. This
code was written in two parts: one for entry and heading,
and one for description.
The Library of Congress (LC) Rules for Descriptive
Cataloging, served as a substitute to the second part of the
British and the American effort.
1949 The revisions, A.L.A Cataloging rules for Author and Title
Entries, were written after great criticism by Andrew
Osborn in an article that he authored entitled "The Crisis in
Cataloging."
1967 The Americans and the British collaborated to establish the
Anglo-American Cataloging Rules. Because there was
disagreement on a few points, this work was published in two
separate versions: North American and British.
The presidents of the colleges and universities in the state of
Ohio founded the Ohio College Library Center (OCLC) to
develop a computerized system in which the libraries of Ohio
academic institutions could share resources and reduce costs.
1974 The International Federation of Library Associations (IFLA)
issued the International Standard Bibliographic
Description (ISBD), produced as a means for the
international communication of bibliographic information.
The ISBD's objectives were to make records from different
sources interchangeable, to facilitate their interpretation
against language barriers, and to facilitate the conversion of
such records to machine-readable form.
1977 The Research Libraries Information Network (RLIN)
was established to serve research libraries.
1978 The AACR2 was published to accommodate the
developments established by the ISBD, to address non-book
 materials, to take into account machine processing of
bibliographic records, and to reconcile the British and
American texts.
1988 A revised edition of the AACR2 was published.
1998 The latest revised edition of the AACR2 was published.
Classifications Schemes / Systems
1. Expansive Classification "EC" (Charles Ammi Cutter, 1837-1903)
- For the Boston Athenaeum
- Published 1891-1893
- Served as a model for the early development of the Library of Congress
Classification
2. Universal Decimal Classification or Universal Classification System
- UDC
- An adaptation of DDC
- The UDC was developed by the Belgian bibliographers Paul Otlet and
Henri La Fontaine at the end of the 19th century.
-UDC is used in around 150,000 libraries in 130 countries and in many
bibliographical services which require detailed content indexing.
-UDC is also used in national bibliographies of around 30 countries.
Examples of large databases indexed by UDC include:
NEBIS (The Network of Libraries and Information Centers in
Switzerland) — 2.6 million records
COBIB.SI (Slovenian National Union Catalogue) — 3.5 million
records
Hungarian National Union Catalogue (MOKKA) — 2.9 million
records
VINITI RAS database (All-Russian Scientific and Technical
Information Institute of Russian Academy of Science) with 28
million records
Meteorological & Geoastrophysical Abstracts (MGA) with 600
journal titles
PORBASE (Portuguese National Bibliography) with 1.5 million
records
3. Subject Classification "SC" (James Duff Brown, 1862-1914)
- First appeared in 1906
- Follows the order of scientific progression
- Brown is famous for his "one-place theory," he was also responsible for
the Quinn-Brown Classification (with Henry Quinn) in 1849, which was
modified by Brown and was published in 1898 as Adjustable
Classification.
4. Colon Classification (Shiyali Ramamrita Ranganathan, 1892-1972)
- 1st edition was published in 1933
- 6th edition appeared in 1963
- 7th edition published in 1987 (continued by M.A. Gopinath due to
Ranganathan's death)
- S.R. Ranganathan's best known writing was Prolegomena to Library
Classification
- S.R. Ranganathan was considered by many because of his contributions
to the theory of facet analysis and synthesis.
5. Bibliographic Classification "BC" (Henry Evelyn Bliss, 1870-1955)
- Organization of knowledge and the system of the sciences (1929), and
Organization of knowledge in libraries and the subject approach to
books (1933; 2nd ed. 1939).
- In 1967 an abridged BC was published by the School Library
Association.
- From the beginning, several principles guided Bliss's work, these are:
consensus, collocation of related subjects, subordination of special to
general, gradation in specialty, and the opportunity for
alternative locations and treatments.
6. Dewey Decimal Classification System (Melvil Dewey, 1851-1931)
- Conceived as a classification of knowledge for the purpose of
organizing a library.
- Oldest classification system.
- In Dewey Decimal Classification, the universe of knowledge is
divided into ten main divisions each called a main class, and each main
class is further divided into ten divisions, and each division into ten
sections.
e.g 532
 500 Main Class Science 4. Former-heading notes - are given only when a heading has been
30 Division Physics altered to such a degree that the new heading bears little or no
2 Section Gas mechanics resemblance to the old.
- A decimal point or dot follows the third digit in a class number, after 5. Variant-name notes- used for synonyms and near synonyms.
which division by ten continues to the specific degree of classification 6. Class-here notes - list major topics in a class which may be broader
needed. The dot is used as a psychological pause to break the or narrower than the heading, overlap it, or define another way of
monotony of numerical digits and to ease the transcription and looking at essentially the same material.
copying of the class number. 7. Including notes - identify topics that have "standing" in the number
Volume 1: where the note is found.
**Tables** 8. Class-elsewhere notes - lead the classifier to interrelated topics, or
Volume 2: distinguish, among numbers in the same notational hierarchy.
**The organization of Knowledge from 000-599 9. See references
Volume 3: 10. See also references
**The organization of knowledge from 600-999 11. Discontinued notes - indicate that all or part of the contents have
Volume 4: been moved to a different number.
**Relative index. 12. Do-not-use notes - instruct the user not to use all or part of the regular
Tables in DDC *on Volume 1 standard subdivision notation or an add table provision in favor of a
Table 1. Standard subdivisions special, or standard subdivisions at a broader number.
Table 2. Geographic Areas 7. Library of Congress Classification
Table 3. Subdivisions for the Arts, for Individual Literatures, for Specific - Designed by J.C.M. Hanson and Charles Martel using Cutter's
Literary Forms Expansive Classification as basis
T3A- Subdivisions for works by or about individual authors - For notation it uses a three element pattern: first, single capital
T3B - Subdivisions for works by or about more than one author letters for main classes , with one or two capital letters for their
T3C - Notation to be added (Table 3B, 700.4, 791.4, 808-809 subclasses, second, Arabic integers from 1 to 9999 for subdivisions,
Table 4. Subdivisions of individual languages and Language families and third, cutter number for individual books. Decimal integers
Table 5. Racial, Ethnic and National Groups and the use of Cutter numbers were allowed to accommodate
Table 6. Languages expansion.
Notes - Consists of 21 classes in over 40 separately published schedules
1. Definition notes - indicate the meaning of a term in the heading (volumes)
2. Scope notes - indicate whether the meaning of the number is - Organization of divisions within a class, subclass, or subject
narrower or broader than what is apparent from the heading originally followed a general pattern known as Martel's seven
3. Number-built notes - identify and explain the source of built points:
numbers included in the schedules and tables 1. General form divisions
2. Theory/Philosophy
 3. History
4. Treatises and general work
5. Law/Regulation/State relations
6. Study and teaching
7. Special subjects and subdivisions of subjects
- Main classes consist of single capital letters.
- Subclasses - each of the main classes, with the exception of E, F, and
Z is divided into subclasses that represent disciplines or major
branches of the main class.
- Divisions - each subclass is further divided into divisions that
represent components of the subclass. Each of the divisions, in turn,
has subdivisions specifying different aspects of the subject, such as
form, time, place, and more detailed subject subdivisions.
Tables in LC
Tables of General applications
1. Tables for geographic divisions by means of cutter numbers
* Regions and countries in one alphabet (By country A-Z or By region or
country, A-Z)
2. Biography table
* When works about a person, including autobiography, letters,
speeches, and biography, are classed in a number designated for individual
biography, they are sub-arranged according to the biography table.
Tables of limited applications
1. Tables applicable to an individual class or subclass
● Author tables used throughout the schedules for class P,
Language and Literature
● Form tables used in the schedules of class K, Law
● Geographic tables in class H, Social Sciences and class S,
Agriculture.
2. Tables of internal sub-arrangement - designed for use with specific
spans of numbers that are scattered throughout the schedules.
Notes
Scope notes - explain the type of works to be classified in that subject, may
refer the classifier to related topics elsewhere in the schedule or in another
schedule.
1. Including notes - list subjects which are included within a subject
2. See notes - refer the classifier to a number elsewhere in the schedules,
often as a result of reclassification decisions. A number in
parentheses indicates that the number is no longer in use and a see
reference is given.
3. Confer notes (Cf)- indicate that related topics are classified elsewhere
in the schedules.
4. Apply table notes- refer the classifier to a table with subdivision
instructions so that the same instruction is not repeated on the same
page or several times over a couple of pages.
V. MARC BASICS
MARC - Machine Readable Cataloging
• the transcription of the descriptions used in AACR to a language that
computer systems can read and manipulate. This was developed by the
Library of Congress in consultation with other libraries. This enabled
many libraries from all over the world to exchange cataloging data with
each other. UNIMARC was created as an international version and
used widely in Europe but has not become the international standard.
USES of MARC format
• printing catalog data in a variety of formats such as subject
bibliographies
• producing other products such as accessions lists, shelf lists, book and
spine labels
• producing different types of catalogs such as microfiche and online
public access catalogs
• standardizing a machine-readable format for bibliographic records for
exchange of cataloging data among libraries all over the world.
The MARC Record Publication, New York : Lothrop 260 ## $a New York:
The record structure distribution area Lee & Shepard Books, $b Lothrop Lee &
• an implementation of national and international standards, such as the c1987 Shepard Books $c
Information Interchange Format ANSI Z39.2 and Format for Information c1987.
Exchange ISO 2709
Physical description 25 p. : col. Ill. ; 26 cm. 300 ## $a 25 p. : $b col.
The content designation
area ill. ; $c 26 cm.
• codes and conventions that explicitly identify and characterize the data
elements within a record to facilitate the manipulation of data, defined in the Note area Hungry raccoons feast 520 ## $a Hungry
MARC 21 Format for Bibliographic Data and other MARC 21 formats at night in a field of raccoons feast at night
maintained by the Library of Congress ripe corn in a field of ripe corn.
The data content of the record
• defined by external standards such as AACR2, Library of Congress Subject added
Raccoons 650 #1 $a Raccoons.
Subject Headings (LCSH), etc. entries
The MARC 21 Format for Bibliographic Data contains data elements for the
Local call number 599.74 ARN 900 ## $a 599.74 ARN
following types of materials:
● Books Local barcode
● Continuing resources 8009 901 ## $a 8009
number
● Computer files
● Maps Local price $15.00 903 ## $a $15.00
● Music
● Sound recordings
● Visual materials AACR2 RDA
● Mixed materials
1. heading Authorized access point
Signposts Data Record
100 1# $a Arnosky, 2. author, composer…etc. creator
Main entry Amosky, Jim
Jim.
3. main entry Preferred title + authorized access
245 10 $a Raccoons point for creator if appropriate
Title and statement Raccoons and ripe
and ripe corn / $b Jim 4. uniform title (1) preferred title (+ other
of responsibility corn / Jim Arnosky
Arnosky. information to differentiate)
(2) conventional collective title
Edition statement 1st ed 250 ## $a 1st ed.
5. see reference Variant access point
 6. see also reference Authorized access point for related • 2XX fields - Titles, edition, imprint
entity • 3XX fields - Physical description, etc.
• 4XX fields - Series statements (as shown in item)
7. physical description Carrier description
• 5XX fields - Notes
8. GMD (1) media type + • 6XX fields - Subject added entries
(2) carrier type + • 7XX fields - Added entries other than subject or series
(3) content type • 8XX fields - Series added entries (other authoritative forms)
BASIC RESOURCE DESCRIPTION AND ACCESS
9. chief source Preferred sources
Source of information
• For multi-sheet, multi-page – use title page
MARC21 Formats • Treat as an integral part of the resource any storage medium
Bibliographic format case/box/housing/cartridge as part of the resource itself and a
• for encoding bibliographic data in records that are surrogates for possible source of information
information packages • Early printed sources – colophon, cover, caption
Authority format • Moving images – title frame(s)
• for encoding authority data collected in authority records created to Recording titles
help control the content of those surrogate record fields that are • Transcribe as it appears on the source of information
subject to authority control • Abridge a long title
Holdings format • For serial title or integrating resource, correct obvious typographic
• for encoding data elements in holdings records that show the errors and make a note
holdings and location data for information packages described in • If a title of a serial includes a date, name, number that varies from
surrogate records issue to issue, omit this date, name number etc Use (…) to indicate
omission
• If a title mentions earlier title, title absorbed etc. that may or may
Community information format not be grammatically linked to the rest of the title, do not transcribe.
• for encoding data in records that contain information about events, Record earlier title as related work
programs, services, and the like • If a title of a serial includes a date, name, number that varies from
Classification data format issue to issue, omit this date, name number etc Use (…) to indicate
• for encoding data elements related to classification numbers, the omission
captions associated with them, their hierarchies, and the subject • If a title mentions earlier title, title absorbed etc. that may or may
headings with which they correlate. not be grammatically linked to the rest of the title, do not transcribe.
MARC Tag Fields Record earlier title as related work
• 0XX fields - Control information, numbers, codes • Parts, sections and supplements – record the common title followed
• 1XX fields - Main entry by the title of the part/section supplement. Use full stop to separate
 • Advanced calculus. Student handbook • Earlier variant title* (2.3.7)
• Journal of polymer science. Part A, General papers • Later variant title* (2.3.8)
• Progress in nuclear energy. Series II, Reactors • Key title (2.3.9)
Example • Abbreviated title (2.3.10)
RDA REF RDA ELEMENT DATA Title proper* (2.3.2)
2.3.2 Title proper CA magazine • Title in more than one form or language or script – choose the main
language of the written, spoken or sung content of the resource;
2.3.9 Key title CA magazine
choose the form on the basis of sequence, layout or typography, or
(Toronto)
most comprehensive form
2.3.10 Abbreviated title CA mag. (Tor.) CRISP
• Source of information reads: CRISP. Complex Radar Image and
Signal Processing
MARC MARC INDICATORS DATA Collective title and titles of individual contents
FIELD FIELD • Record collective title as the title proper
TAG • Record individual contents as titles of related works
Other elements as part of the title proper
210 Abbreviated 0# $a CA mag. $b • Musical composition, medium of performance, key etc. – treat as
key title (Tor.) title proper
– Songs & dances
222 Key Title #0 $a CA magazine
– Rhapsody
$b (Toronto
– Piano concertos 1 & 2
245 Title 00 $a CA magazine. • Scale in cartographic resource – include in title if stated in the title
statement – Topographic 1:500,000 low flying chart
• No title
– Take from another source
Title proper* (2.3.2)
– Devise a title
• Title proper and earlier and later variants of the title proper are core
• Changes in title proper
elements. Other titles are optional
– Change in a subsequent part - Record later title as a later
Title
variation of the title proper
• Title proper (2.3.2)
– Serials (major) – make new description and relate the two
• Parallel title (2.3.3)
works
• Other title information (2.3.4)
– Serials (minor) – record as later variation in the title proper
• Parallel other title information (2.3.5)
Parallel title (2.3.3)
• Variant title (2.3.6)
• Title proper in another language or script
 • Take from any source within the resource RDA Ref RDA Element Data
• Transcribe as such 2.3.2 Title proper 219 days
Other title information (2.3.4) 2.3.6 Variant title Two hundred and
• Information appearing in conjunction with and is subordinate to the nineteen days
title proper of a resource Earlier variant title* (2.3.7)
• May be supplied for cartographic resources and moving images • Title proper, parallel title, other title information, or parallel other
Bourne legacy : [trailer] title information appearing on an earlier iteration of an integrating
Variant title (2.3.6) resource that differs from that on the current iteration
• Title associated with a resource that differs from a title recorded as – Securities law, fraud—SEC rule 10b-5
the title proper, a parallel title, an alternative title or other title • Earlier title proper appearing on iterations 1967-
information October? 1979
– Appears in the resource itself Later variant title* (2.3.8)
– Associated through reference sources • A title proper, parallel title, other title information, or parallel other
– Assigned by agency, creator, previous owners, custodians title information appearing on a later issue or part of a multipart
– Corrections to titles appearing in the resource in an incorrect monograph or serial that differs from that on the first or earliest issue
form or part
– Part of the title RDA Ref RDA Element Data
Example 2.3.2 Title proper Annual report of
RDA Ref RDA Element Data pipeline safety
2.3.8 Later variant title Annual report on
2.3.2 Title proper Black X-mas
pipeline safety
2.3.3 Parallel title Noël noir 2.20.2.4 Title variations, Later variant title
inaccuracies, and appearing on issues
deletions from 199 on
2.3.6 Variant title Black Christmas
Key title (2.3.9)
• Unique name assigned to a resource by an ISSN registration agency
RDA Ref RDA Element Data Abbreviated title (2.3.10)
2.3.2 Title proper Tolkien Society • Title that has been abbreviated for purposes of indexing
home page Devised title
2.3.6 Variant title Welcome to the • For resources with no title itself and no title associated with it from
Tolkien Society other sources
home page • Indicate – nature of the resource and/or subject
– Photograph of Theodore Roosevelt
– Sydney Bicycle Club Badge
 • Music – include medium of performance, numeric designation, key • A word or phrase or group of characters identifying a particular
and other distinguishing characteristics applicable revision of a named edition
• Map – name of area and subject portrayed reprinted with corrections
• Moving images – name or product and advertisement Designation : 4th ed.
• Archival resources – name of creator, source, collector New edition, revised, reset, and illustrated
– Daniel Murray Collection of W.E.B. Du Bois photographs Designation: World’s classics edition
displayed at the International Exposition in Paris, 1900 Numbering of serials* (2.6)
Statement of responsibility* (2.4) • Numeric and/or alphabetic designation of first issue or part (2.6.2),
• Transcribe in the form in which it appears on the source of chronological designation of first issue or part (2.6.3), numeric
information and/or alphabetic designation of last issue or part (2.6.4), and
• More than one – record as single statement chronological designation of last issue or part (2.6.5) are core
Edited by P.C. Wason and P.N Johnson-Laird elements. Other numbering is optional
Duke Ellington and his orchestra • Record numbers expressed as numerals or as words
Compiled and edited by Richard L. Coulton with the assistance • Transcribe other words, characters or groups of words as they
of voluntary aid appear on the source of information
• More than three in the same function – omit all but the first, indicate • July/August 2005
what has been omitted, enclose indication in square brackets • Vol. 1, no. 1
Roger Colbourne [and six others] • Summer 1978
• For clarification of role – enclose in square brackets RDA ref RDA element DATA
[music by] Mario Castelnuovo-Tedesco 2.3.2 Title proper CA magazine
• Noun phrases – treat as part of statement 2.6.2 Numeric and/or alphabetic volume 104, no. 1
research and text by Colin Barham designation of first issue or
Edition statement* (2.5) part of sequence
• Transcribe as it appears on the source of information 2.6.3 Chronological designation January 1974
Second edition of first issue or part of
Director’s cut sequence
2nd edition • Ceased publication – record the numbering for both the first issue
Revised edition and last issue; if first issue is not available, record only the last issue
Household ed. Production statement (2.7)
• If a designation consists of a letter or letters and/or a number or • Place of production (2.7.2) – inscription, fabrication, construction of
numbers without accompanying words, add an appropriate word a resource in an unpublished form
enclosed in square brackets • Record both the local place and the name of the larger jurisdiction
3e [edition] if present. Full address may be included.
Designation of a named revision of an edition* (2.5.6)
 • If place of production is not identified, record a probable place of
production
• [Salem, Mass.] Publication statement* (2.8)
• [Port Alberni, British Columbia?] • Publisher’s name and date of publication are core elements for
• [Denmark] published resources. Place of publication is optional
• [France?] • Place of publication (2.8.2) – include both local place name and
• Producer’s name (2.7.4) larger jurisdiction if present on the source
• Record words or phrases indicating the function performed • More than one place – record place names in the order indicated by
by a person, family, or corporate body as they appear on the the sequence, layout, typography
resource • If two or more publishers and two or more places associated with one
• If no producer is named, record producer not identified or more of them, record the place names associated with each
• Date of production (2.7.6) publisher
• Date associated with inscription, fabrication, construction RDA ref RDA element DATA
etc. of a resource in an unpublished form 2.3.2 Title proper Encoding across frontiers
• Archival resource – date the resource was produced or the 2.4.2 Statement of Bill Stockting, Fabienne
dates of record keeping activities responsibility relating to Queyroux, editors
• Collection – date of production or publication of the sources title proper
contained in the collection 2.8.2 Place of publication New York
Multipart monographs, serials and integrating resources 2.8.2 Place of publication London
• If first issue/part is available record date of production of that issue 2.8.2 Place of publication Victoria (AU)
followed by a hyphen 2.8.4 Publisher’s name The Haworth Information
1999- Press, an imprint of the
• Ceased or completed multipart monographs, serials and integrating Haworth Press, Inc.
resources 2.11 Copyright date ©2005
1999-2009 • If the place of publication is not identified, record the probable
• Completed but first issue is not available place and make a note.
-2002 • If neither is known or no probable place can be determined, record
• For integrating resources, supply the date of the last update if Place of publication not identified
considered important
Publisher’s name* (2.8.4)
• If production date is the same for all parts, record only that date as
• If more than one publisher’s name appears on the source of
a single date
information, only the first recorded is required
• If dates cannot be approximated, do not record any
• Record as found in the source of information
• If not identified or cannot be determined record date of production not
• Record words or phrases indicating function other than publishing
identified
– SAGE Publications on behalf of McGill University
 • Source of information reads: Published by SAGE • Distributor’s name is a core element if the publisher is not identified.
Publications on behalf of McGill University Date of distribution is a core element if the date of publication is not
• If more than one is named, record the publisher’s names in the order identified. Place of publication is optional
indicated by sequence, layout or typography • If no known place or distributor name, record Place of distribution not
• If no publisher is identified, record publisher not identified identified and distributor not identified
• If resource is unpublished (manuscript, painting, sculpture) record • If date of distribution is neither known or probable, record date of
nothing in the name of publisher’s name sub-element distribution not identified
Date of publication* (2.8.6) Manufacture statement** (2.10)
• Record the date of publication as it appears on the source of • Core element if neither a publisher nor a distributor is identified.
information Date of manufacture is a core element if neither the date of
• Date of publication is not identified, record date of distribution, or publication, date of distribution nor the copyright date is identified.
copyright date or date of manufacture. If neither is identified, supply Place of manufacture is optional
a probable date [1987?] • If place of manufacture is neither known or probable, record Place of
• If no probable date can be supplied, record date of publication not manufacture not identified
identified • If no manufacturer is named, record manufacturer not identified
RDA ref RDA element DATA Copyright date** (2.11)
2.3.2 Title proper Black X-mas • Copyright date is a core element if neither the date of publication
2.4.2 Statement of produced by James Wong nor the date of distribution is identified
responsibility and Glen Morgan • Precede by copyright symbol © or the phonogram symbol è or by
relating to title copyright or phonogram if symbol cannot be reproduced
proper Series statement* (2.12)
2.8.2 Place of Place of publication not • Title proper of series (2.12.2), numbering within series (2.12.9), title
publication identified proper of subseries (2.12.10), and numbering within subseries
2.8.4 Publisher’s name publisher not identified (2.12.17) are core elements. Other sub-elements of series are optional
2.8.6 Date of publication date of publication not RDA RDA element DATA
identified ref
2.9.2 Place of Montreal, QC 2.3.2 Title proper The organization of
distribution information
2.9.4 Distributor’s name distributed exclusively in 2.4.2 Statement of Arlene G. Taylor
Canada by TVA Films responsibility
2.11 Copyright date ©2007 relating to title
DISTRIBUTION STATEMENT** (2.9) proper
2.5.2 Designation of second edition
edition
 2.12.2 Title proper of Library and information Preferred citation (2.16)
series science text series • A citation for a resource in the form preferred by the creator,
2.13 Mode of issuance single unit publisher, custodian, indexing or abstracting service
• Take preferred citation from any source
Fletcher, P.R., (2004) PhD Thesis – How Tertiary Level Physics Students
Mode of issuance (2.13) Learn and Conceptualise Quantum Mechanics (School of Physics,
• A categorization reflecting whether a resource is issued in one or University of Sydney)
more parts, the way it is updated, and its intended termination Custodial history (2.17)
– single unit • Record previous ownership or custodianship of a resource
– multipart monograph Previously owned by L. McGarry, 1951-1963
– serial This collection was assembled by Mr. Stempel in pursuit of his interest in
– integrating resource South Australian history, and was presented to him to the Libraries Board
Frequency (2.14) of South Australia in 1964
• How often issues or parts of a serial are released Immediate source of acquisition (2.18)
• Frequency of update for integrating resource • The source from which the agency directly acquired a resource and
• Terms: the circumstances under which it was received
– daily Purchased from Sotheby’s, London, May 26, 2000
– bi-weekly Received from Charles Edward Eaton, Chapel Hill, N.C., in a number of
– monthly installments beginning in 1977
– semimonthly Identifier of the item (2.19)
– annual • Alphanumeric string associated with an item that serves to
– biennial differentiate the item from other items
– irregular Note (2.20)
Identifier for the manifestation* (2.15) • Note on title
• If there is more than one identifier for the manifestation, prefer an • Note on statement of responsibility
internationally recognized identifier if applicable. Additional • Note on edition statement
identifiers for the manifestation are optional • Note on numbering of serials
• ISBN • Note on production statement
• ISSN • Note on publication statement
• URN • Note on distribution statement
• fingerprints • Note on manufacture statement
• Publishers’ numbers • Note on series statement
• plate numbers • Note on frequency
• URI
 • Note on issue, part, or iteration used as basis for identification of the 1. Entry is under the principal author or first-named author if there are
resource four or more authors responsible for the work.
SOME CHANGES IN DESCRIPTIVE CATALOGING 2. Do not abbreviate Department to “ Dept.” in names of corporate
(FROM AACR2 TO RDA) bodies.
A. DESCRIPTION 3. Spell out “O.T.” to Old Testament and “N.T.” to New Testament.
1. No General Material Designation (GMD) is indicated after the title 4. If a book or part of the Bible is being cataloged, have a direct
proper of non-prints. Instead, it is represented by content type (MARC subheading, such as, Bible. Genesis (instead of Bible. O.T. Genesis)
tag 336), media type (tag 337), and carrier type (tag 338). 5. The name or form of name of a family is now a basis for constructing
2. The “rule of three” for four or more authors (e.g. Jose Sison … [et al.] preferred access points and variant access points representing that
is not applicable in the statement of responsibility. Instead, transcribe family. The other basis for constructing access points are the names of
all the names of the creators in the statement of responsibility, or as an persons and corporate bodies, and preferred title of works.
option, write only the name of the first-named author followed by [and
three others] if there are four authors.
3. Do not abbreviate terms or convert numerals. Abbreviate only if the
data (e.g. edition statement, place of publication, publisher, numbering,
etc.) appear in an abbreviated form in the sources.
4. If there is no place of publication or probable place do not write [s.l.].
Instead, give [place of publication not indicated].
5. If no publisher is identified give [publisher not indicated], not [s.n.]
6. If there is no date of publication or probable date give [date of
publication not identified] for single part monographs. For multipart
monographs, serials and integrating resources, do not give [date of
publication not identified]; omit it if the dates cannot be approximated.
7. For extent of item, do the following:
a. Do not abbreviate pages to “p.”, volumes to “v.”, color to “col.”,
illustrations to “ill.”
b. Use “approximately” (not ca.) and “that is” (not i.e.).
c. Use “unnumbered” rather than enclosing the numeral in square
brackets.
Example: 28 unnumbered pages
8. Do not spell out cm., mm. and in. in dimensions because they are not
abbreviations; they are symbols.
B. ACCESS POINTS
Example of an RDA Entry in MARC Bibliographic Record CATALOGING AND CLASSIFICATION
INSTRUCTION: Read the following questions carefully. Choose the letter
245 10 $a Sleepless in Seattle / $c produced by Gary Foster ; that corresponds to the best answer. You can also use the Online Practice
directed by Nora Ephron. Tool for Cataloging and Classification.
264 #1 $a Culver City, California : $b Columbia Tristar Home 1. A record of the headings under which an item is represented in the
Entertainment, $c c2003. catalog; a record of the references which have been made to a name
300 ## $a 1 DVD (approximately 105 minutes) : $b digital, sound, or to the title of an item that is represented in the catalog
color ; $c 12 cm. a. Access point
336 ## $a moving image $2 rdacontent b. Tracing
337 ## $a video $2 rdamedia c. Subject heading
338 ## $a videodisc $2 rdacarrier d. Added entry
511 ## $a Cast: Tom Hanks, Meg Ryan 2. This is a word or phrase enclosed in parentheses following the
650 #0 $a Love stories heading and is used to resolve semantic ambiguity
700 1# $a Foster, Gary, $e film producer a. Adjective
700 1# $a Ephron, Nora, $e film director b. Identifier
700 1# $a Hanks, Tom, $e actor c. Qualifier
700 1# $a Ryan, Meg, $e actor d. Series
3. The basic guideline in assigning subject headings is
Example of an AACR2 Entry in MARC Bibliographic Record a. Assign as many headings as possible to an individual work
b. Assign the most specific heading which represents exactly
245 10 $a Sleepless in Seattle $h [videorecording] / $c produced by the contents of an item
Gary Foster ; directed by Nora Ephron. c. Observe consistency of subject
260 ## $a Culver City, Calif. : $b Columbia Tristar Home d. Assign at least three subject headings to an individual work
Entertainment, $c c2003. 4. A cataloger is allowed to assign a heading for the subtopic
300 ## $a 1 videodisc (ca. 105 min.) : $b sd., col. ; 4 ¾ in. discussed in the item in addition to the heading assigned for the
511 ## $a Cast: Tom Hanks, Meg Ryan main topic if the subtopic covers at least
650 #0 $a Love stories a. 10 percent of the entire work
700 1# $a Foster, Gary b. 15 percent of the entire work
700 1# $a Ephron, Nora c. 5 percent of the entire work
d. 20 percent of the entire work
5. The first step in determining the subject content of a book is by
a. Reading a book technically
b. Consulting a controlled vocabulary
c. Preparing a concept list
 d. Assigning a classification 11. Which of the following guidelines should be applied to a work
6. This type of classification indicates that the content of a work is dealing with two or three subjects that are subdivisions of a broader
specified by a notation to the fullest extent possible subject
a. Broad classification a. Class under the broader subject
b. Close classification b. Class under the first subject
c. Modern classification c. Class under the last subject
d. Traditional classification d. Class under the dominant subject
7. Which classification theory states that classification begins with the 12. The organization of divisions within a class, subclass, or subject in
universe of knowledge and divides it into successive stages of LCC follows a general pattern known as
classes and subclasses, with a chosen characteristic as the basis for a. Brown’s seven points
each stage b. Hanson’s seven points
a. Broad classification c. Martel’s seven points
b. Close classification d. Bliss’ seven points
c. Modern classification theory 13. This is a subdivision in DDC that represents a frequently recurring
d. Traditional theory of classification physical form or approach applicable to any subject of discipline
8. A device consisting of numerals, letters and /or other symbols used a. Geographic subdivisions
to present the main and subordinate divisions of a classification b. Standard subdivisions
scheme c. Language subdivisions
a. Notation d. Form subdivisions
b. Work mark 14. In filing the following notations, which is the correct arrangement?
c. Call number i. 020.76 C737 2011
d. Cutter number ii. 020.76 C737 2006
9. A notation that reflects the structural order of classification iii. 021. 72069 Ab354 2011
a. Pure notation iv. 021.72 C737 2001
b. Hierarchical notation a. iii, i, ii, iv
c. Mixed notation b. ii, iv, i, iii
d. Expressive notation c. ii, i, iv, iii
10. Which should be considered first in classifying a multi-topical work d. i, iii, ii, iv
wherein the dominant subject cannot be ascertained 15. In filing the following notations, which is the correct arrangement?
a. First subject i. QL 453.8123 N39
b. Second subject ii. QL 453.82 S14
c. Last subject iii. QL 453.8301 T9
d. None of the above iv. QL 453.8113 V17
a. iv, ii, iii, i
 b. ii, iv, i, iii d. Choose entries that are varied compared with other entries,
c. i, ii, iv, iii so that multiple principles are taken into consideration
d. iv, i, ii, iii 19. Which of the following is not a common complaint regarding
16. The library acquired the latest edition of the World Book AACR2?
Encyclopedia. It is a multi-volume set with 22 volumes and each a. Lacking Logical Structure
volume has varied number of pages. On initial estimation, the b. Hierarchical relationships are missing
cataloger assessed the set to contain a total of 15,000 pages. But c. No provision for digital resources or guidelines for dealing
when validated with the accession record, the set contains exactly, with digital materials
14,877 pages which was actually close to the estimation. Which will d. Published after Functional Requirements for Bibliographic
be the correct transcription of the material’s physical description? records
a. 14,877 p. 20. RDA gives guidelines for identifying and recording data in
b. 22 v. bibliographic and authority records. It is a ______
c. [15,000] pages a. Cataloging standard
d. 22 v, [14,877] pages b. Encoding standard
17. In 1876, Cutter outlined objects, means, and reasons for choice of c. Display standard
entry that aids in library cataloguing. Which of the following is not d. Content standard
included in the objects? 21. The obvious addition or change in RDA is the tags 336, 337, and
a. To enable a person to find a book of which either the 338 for the content, media, and carrier type. In encoding with
author, the title, or the subject is known MARC, which element in AACR2 was replaced by the three tags?
b. To show what the library has by a given author or subject a. General material details
in a given kind of literature b. General material designation
c. To assist the librarians in the inventory of collections by an c. Specific material designation
author, subject, form of literature d. Material specific details
d. To assist in the choice of a book as to its edition 22. Which tag will the media type be encoded in MARC format if
(bibliographically) and as to its character (literary or following AACR2 instead of RDA?
topical) a. Tag 245, subfield h
18. In reasons for choice outlined by Cutter, which of the following is a b. Tag 245, subfield k
valid reason for choosing an entry? c. Tag 337, subfield a
a. Choose entry that is consistent with other entries, so that d. Tag 337, subfield 2
one principle can cover all 23. What is the most urgent reasons why Local libraries must adopt
b. Choose entry of varied forms compared with other entries, RDA in the Philippines?
so that it could cover the varied search strategies of users a. AACR2 is complex while RDA provides simpler
c. Choose entry that is consistent with other entries, so that instructions and general provisions
assigning entries will be easy. b. AACR2 is no longer relevant to cataloging digital resources
 c. RDA is the trend and local libraries must keep up with the d. All of the above
new and upcoming trends. 29. In a material with more than three persons with the same
d. RDA harmonizes and unites the different opinions and responsibility and function, which of the following is the correct
perspectives of Filipino librarians transcription of data in RDA?
24. He was also known as the Great Man of Cataloguing for developing a. Lualhati Bautista, [and six others]
principles that took a “back-to-basics” approach. b. Lualhati Bautista [and six others]
a. Anthony Panizzi c. Lualhati Bautista … et al.
b. Charles Jewett d. Lualhati Bautista … [et al.].
c. Charles Ammi Cutter 30. It is the process of maintaining consistency in the verbal form used
d. Seymour Lubetzky to represent an access point in a catalog and the further process of
25. In transcribing the abbreviation ‘i.e.’ in the cataloging record, showing the relationships among names, works, and subjects.
which of the is to be followed in RDA? a. Authority control
a. Transcribe ‘i.e.’ enclosed in square brackets b. Authority work
b. Transcribe ‘id est’ only c. Access control
c. Replace ‘i.e.’ with ‘that is’ d. All of the above
d. Replace ‘i.e.’ with ‘that is’ then enclose in square brackets 31. Headings that refer to the “aboutness” of a work
26. In transcribing the abbreviation ‘ca.’ which means ‘circa’. in the a. Form headings
cataloging record, which of the is to be followed in AACR2? b. Name headings
a. Transcribe ‘ca..’ enclosed in square brackets c. Topical headings
b. Transcribe ‘ca.’ only d. Geographic headings
c. Replace ‘ca.’ with ‘approx.’ or ‘approximately’ 32. This type of heading indicates the artistic, literary or bibliographic
d. Replace ‘ca.’ with ‘approximately’ then enclose in square form of a work rather than its subject content
brackets a. Form heading
27. In Functional Requirements for Bibliographic Records conceptual b. Name heading
model, which of the following relationship statements is true? c. Topical heading
a. An expression is the realization of one or more work d. Geographic heading
b. A manifestation may embody one and only one expression 33. What should not be done when copy cataloging?
c. An item may exemplify one and only one manifestation i. Conform copied cataloging data with localized standards for
d. A work is realized through one and only one expression the cataloging by removing unnecessary tags, elements, and
28. In RDA, cm., mm. and in. are not spelled out for the dimensions fields
and are treated as ii. Carry all tags, elements, and field regardless necessary with
a. Abbreviations the institutionalized cataloging standard
b. SI Units
c. Metric symbols
 iii. Modify the copied cataloging data to fit with localized 38. Which of the following is the material specific details for serial
standards by adding tags, elements, and fields, established in publications?
the institutionalized cataloging standard a. Mathematical and Other Material Specific Data Area
iv. Copy the catalog record as is, to accurately represent the b. File Characteristics Area
record in the institution’s catalog. c. Numeric and/or Alphabetic, Chronological or Other
a. i and iv Designation Area or Numbering Area
b. ii and iii d. Special data for cartographic materials, music, and serials
c. iii and i 39. The heading or the main entry in AACR2 is referred to as ______
d. iv and ii in RDA.
34. Which of the following levels of cataloging does NOT exist? a. Preferred access point
a. Abbreviated-level cataloging b. Authorized access point
b. Minimal-level cataloging c. Variant access point
c. Core-level cataloging d. Main access point
d. Basic-level cataloging 40. In AACR2, the chief source of information is the term that refers to
35. Which level of cataloguing meets the requirements of second-level the source of bibliographic data prescribed by AACR2 as having
description in Second level of description (1.0D2)? precedence over all others in the preparation of the bibliographic
a. Dublin core cataloging description of an item, usually the title page. However, in RDA,
b. Minimal-level cataloging what is used instead of chief source?
c. Core-level cataloging a. Preferred source
d. Full-level cataloging b. Authorized source
36. Which level of cataloguing meets the requirements of first-level c. Variant source
description (1.0D1) and some of the requirements of second-level d. Main source
description (1.0D2)? 41. The Illustrated History of Archaeology edited by Richard D. Lee
a. Dublin core cataloging a. Lee, Richard D.
b. Minimal-level cataloging b. Illustrated history of archaeology
c. Core-level cataloging c. The illustrated history of archaeology
d. Full-level cataloging d. The Illustrated history of archaeology
37. Which of the following is the material specific details for 42. A globe mounted on a metal stand with 16 cm. in diameter,
microforms? transcribe as
a. Mathematical and Other Material Specific Data Area a. globe : mounted ; 16 cm.
b. File Characteristics Area b. 1 globe : mounted on metal stand ; 16 cm. in diam.
c. Numeric and/or Alphabetic, Chronological or Other c. 1 globe : mounted ; 16 cm.
Designation Area or Numbering Area
d. 1 globe : mounted on metal stand ; 16 cm. in diam.
d. Special data for cartographic materials, music, and serials
43. What is the LCC assigned notation for Ethics?
 a. BJ d. CIP
b. BF 50. Cataloging procedure where terms like forms of headings are
c. BS standardized to avoid confusion and to facilitate information
d. BL retrieval
44. Which group does not exist in the LCC? a. MARC tagging
a. U, V, X, Y, Z b. Authority work
b. U, W, X, Y, Z c. Descriptive cataloging
c. N, O, Q, V, W d. Subject cataloging
d. I, O, W, X, Y 51. The contents of bibliographic files, they represent information
45. What is the LCC assigned notation for Philippine literature? entities by providing description of the item and access points
a. PS a. Bibliographic records
b. PL b. Bibliographic description
c. PT c. Bibliographic database
d. PZ d. Authority records
46. What is the DDC assigned notation for Agriculture? 52. Organizing recorded information according to established
a. 630 standards to make them easily identifiable and retrievable
b. 620 a. Indexing
c. 610 b. Bibliographic control
d. 600 c. Cataloging
47. What is the DDC assigned notation for Political science? d. All of the above
a. 310 53. A cataloging procedure where the item is assigned bibliographic
b. 320 description and access points
c. 330 a. Authority works
d. 340 b. Subject cataloging
48. What is U in LCC and 355 in DDC notation? c. MARC tagging
a. Military science d. Descriptive cataloging
b. Naval Science 54. A type of bibliographic file which contains records of items
c. Science contained or found in a single library or group of libraries
d. Library Science a. Index
49. A system that allows the computer to read and process cataloging b. Library software
records c. Bibliography
a. OCLC d. Library catalog
b. OPAC 55. Also known as the verso of the title page
c. MARC a. Table of contents
 b. Preface 60. Which title is preceded by, or, or its equivalent in another
c. Copyright page language?
d. Foreword a. Alternative title
56. A cataloging operation where the cataloger supplies all the b. Other title information
bibliographic data c. Parallel title
a. Copy cataloging d. Translated title
b. Adaptation 61. Which of the following is the correct transcription of the
c. Authority work numbering within a series?
d. Original cataloging a. (Works / Charles Dickens ; v. 12)
57. In transcribing the description of a 3rd edition of the book titled, b. (Works / Charles Dickens : v. 12)
Introduction to indexing and abstracting authored by Donald B. c. (Works / Charles Dickens, v. 12)
Cleveland and Ana D. Cleveland. What punctuation precedes d. (Works / Charles Dickens – v. 12)
Donald B. Cleveland and Ana D. Cleveland? 62. In cases of subsequent statement of responsibility or mixed
a. / responsibility, elements with different responsibilities are separated
b. : by which punctuation?
c. ; a. ;
d. , b. :
58. When an item is accompanied by a map, or a computer disk, or an c. ,
atlas, which of the following could not be done? d. /
a. Make a separate entry and indicate the relationships 63. What is the correct transcription of film The Seventies or Dekada
through adding 772 or 006 ’70 directed by Chito S. Roño and written by Lualhati Bautista
b. Make a multilevel description by creating separate levels of a. The seventies [motion picture] = Dekada ’70 / directed by
description for each accompaniment in a single record but Chito S. Roño; written by Lualhati Bautista
with distinction b. The seventies [film] = Dekada ’70 / directed by Chito S.
c. Indicate the accompanying material in the general material Roño; written by Lualhati Bautista
details enclosed in square brackets. c. The seventies [motion picture] = Dekada ’70 / Chito S.
d. Give the number of physical units in Arabic numerals and Roño, director and Lualhati Bautista, writer
the name of the accompanying material at the end of the d. The seventies [film] = Dekada ’70 / Chito S. Roño, director;
physical description Lualhati Bautista, writer
59. General material designation is enclosed in ? 64. Our tour : 10 British jewelers in Germany and Australia = Auf
a. {sound recording} Tournee : zehn britische Goldscgmiede in Deutschland
b. “sound recording” motion picture
c. [sound recording]
d. (sound recording)
 a. Our tour [Motion Picture] : 10 British jewelers in Germany will be her salvation. Illuminating the dramatic
and Australia = Auf Tournee : zehn britische history of the Marcos-era Philippines, this story of
Goldscgmiede in Deutschland youthful passion is a tour de force.
b. Our tour : [motion picture] 10 British jewelers in Germany xi. 586 __ $a PEN/Open Book Award, 2013
and Australia = Auf Tournee : zehn britische xii. 650 _0 $a Amnesiacs $z New York (State) $z New York
Goldscgmiede in Deutschland $v Fiction.
c. Our tour : 10 British jewelers in Germany and Australia = xiii. 650 _0 $a Women revolutionaries $x Philippines
Auf Tournee : zehn Britische Goldscgmiede in $v Fiction.
Deutschland [motion picture] xiv. 651 _0 $a Philippines $x History $y 1946-1986 $v Fiction.
d. Our tour [motion picture] : 10 British jewelers in Germany xv. 655 _7 $a Romantic suspense novels. $2 sears
and Australia = Auf Tournee : zehn britische Goldscgmiede
in Deutschland a. vii, x, xii, xiii
65. In a sample MARC record of a book below, which of the following b. vii, ix, x, xi
MARC tags needs corrections c. v, ix, x, xiii
i. 020 __ $a 9780393062946 (hardcover) d. iv, vii, viii, xiv
ii. 050 00 $a PR 9550.9.A66 $b G86 2012 66. Mathematical data area (cartographic materials) has 3 elements:
iii. 092 00 $a 823/.914 $2 23 statement of scale, statement of coordinate and equinox, and
iv. 100 1_ $a Apostol, Gina. a. numeric and/or alphabetic designation
v. 245 12 $a Gun dealers' daughter : $b a novel / b. chronological designation
$c Gina Apostol. c. statement of altitude
vi. 250 __ $a 1st American ed. d. statement of projection
vii. 260 __ $a New York : $b W. W. Norton & Co., 67. If no statement of scale is found on a map, and cannot be
$c©2012. ascertained, write
viii. 300 __ $a 294 p. ; $c 22 cm. a. no scale
ix. 500 __ $a Originally published: Manila : $b Published b. Scale not found
and exclusively distributed by Anvil Pub., $c c. Scales vary
©2010. d. Scale indeterminable
x. 520 3_ $a At university in Manila, young, bookish Soledad 68. If a map has 3 or more scales, write
Soliman falls in with radical friends, defying her a. no scale
wealthy parents and their society crowd. Drawn in b. Scale not found
by two romantic young rebels, Sol initiates a c. Scales vary
conspiracy that quickly spirals out of control. Years d. Scale indeterminable
later, far from her homeland, Sol reconstructs her 69. When the number and/or type of pieces in a set of non-print
fractured memories, writing a confession she hopes materials cannot be ascertained easily or named concisely, write
 a. various pieces c. Illustration
b. pieces cannot be counted d. Plates
c. type indeterminable 75. A title of a publication appearing on a leaf preceding the title page
d. various piece a. Half title
70. A statement at the back or end of an item giving information about b. Running title
one or more of the following: title, author(s), publisher, printer, c. Collective title
date of publication or printing. d. Main title
a. Colophon 76. A person who collaborates with one or more other persons to
b. Copyright produce a work in relation to which the collaborators perform the
c. Summary same function.
d. None of the above a. Editor
71. A word, phrase or group of characters representing a distinct unit b. Compiler
of bibliographic information and forming an area of the description c. Reviser
a. Data d. Joint Author
b. Element 77. A title borne by an item other than the title proper, or parallel, or
c. Field series title(s); also any phrase appearing in conjunction with the
d. Entry word title proper.
72. The source of bibliographic data to be given preference as the a. Half title
source from which a bibliographic description (or portion thereof) b. Running title
is prepared. c. Other title information
a. Title d. Main title
b. Copyright page 78. One of the temporary divisions of a printed item that, for
c. Collective title convenience for printing or publication, is issued in small
d. Chief source of information installments, usually incomplete of themselves
73. Usually appears on the verso of the title page of a book and states a. Fascicle
that the book’s contents are the property of the author or publisher. b. Part
a. Patent c. Volume
b. ISBN d. Section
c. Copyright 79. One of the subordinate units into which an item has been divided
d. Publication by the author, publisher or manufacturer. In case of printed
74. An illustration preceding the title page of a book and usually on the monographs, generally synonymous with volume
verso of the half title page a. Fascicle
a. Portrait b. Part
b. Frontispiece c. Volume
 d. Section c. Subject Classification
80. The author’s discussion of the various aspects of the creation of the d. Bibliographic Classification
book, follows the title page of the book. 86. It is known to be the oldest classification system
a. Introduction a. Colon Classification
b. Foreword b. Expansive Classification
c. Preface c. Subject Classification
d. All of the above d. DDC
81. A name assumed by an author to conceal his or her identity 87. One of his best known writing was the Prolegomena to Library
a. Common name Classification
b. Proper name a. Henry Evelyn Bliss
c. Alternative name b. Charles Ammi Cutter
d. Pseudonym c. SR Ranganathan
82. The right hand-page of a book, usually bearing the odd page d. James Duff Brown
number 88. He is known for the DDC System
a. Verso a. Melvil Dewey
b. Recto b. John Dewey
c. Manu c. Dewey Decimal
d. Right page d. John Melvil Dewey
83. A catalog in which entries are divided to form more than one 89. In DDC, it is used as psychological pause to break the monotony of
alphabetical sequence numerical digits and to ease the transcription and copying of the
a. Classed catalog class number
b. Divided catalog a. Dot
c. Alphabetical specific catalog b. Slash
d. Dictionary catalog c. Comma
84. This principle in subject cataloging states that the convenience of d. Apostrophe
the user is always to be set before the case of the cataloger 90. Indicate that all or part of the contents have been moved to a
a. Unique heading different number
b. Literary warrant a. Discontinued notes
c. Uniform heading b. Do-not-use notes
d. The user and the usage c. Class-elsewhere notes
85. It served as a model for the early development of the Library of d. Including notes
Congress Classification 91. Instruct the classifier not to use all or part of the regular standard
a. Universal Decimal Classification subdivision notation
b. Expansive Classification a. Discontinued notes
 b. Do-not-use notes c. Material specific details and terms of availability
c. Class-elsewhere notes d. Specific material designation and other physical details
d. Including notes 98. The additional area of description used for cataloging non-prints is
92. List major topics in a class which may be broader or narrower than indicated after
the heading, overlap it, or define another way of looking at a. the publication, distribution, etc., area
essentially the same material b. the edition statement
a. Class here notes c. the title proper
b. Do-not-use notes d. statement of responsibility
c. Including notes 99. Which best describes General Material Designation?
d. Class-elsewhere notes a. Indicates the broad class of material to which an item
93. Standard subdivisions in DDC is found in belongs
a. Table 1 b. It is an optional addition to the description of non-prints
b. Table 2 c. It is an element of information that is indicated after the
c. Table 3 title proper of a non-print material
d. Table 4 d. All of the above
94. Proponents of the Library of Congress Classification 100. The exact location of the general material designation is
a. Hanson & Martel after:
b. Dewey & Martel a. statement of responsibility
c. Bliss & Cutter b. parallel title
d. Brown & Bliss c. other title information
95. For LC notation Main Classes are represented by d. title proper
a. Single capital letters
b. Double capital letters
c. Roman numerals
d. Arabic numerals
96. For LC notation Subdivisions are represented by
a. Arabic integers
b. Roman integers
c. Single capital letters
d. Double capital letters
97. The rules applied in descriptive cataloging of non-print materials
are almost the same to the rules used for books, except
a. Specific material designation and note information
b. General material designation and material specific details
LIBRARY COLLECTION MANAGEMENT
The process of making certain the library meets the information needs of its
service population in a timely and economical manner; using information
resources produced both inside and outside of the organization (Evans,
2005).
Collection Management is a process of information gathering,
communication, coordination policy formulation, evaluation, and
planning. These processes, in turn, influence decisions about the
acquisition, retention, and provision of access to information sources in
support of the intellectual needs of a given library community.
Collection Development is a term representing the process of
systematically building library collections to serve study, teaching
research, recreational and other needs of library users. The process
includes selecting and deselection of current and retrospective
materials, planning coherent strategies for continuing acquisition, and
evaluating collections to ascertain how well they serve user needs.
It is an important behind the scene task. As Johnson (2004) aptly described
it: "Collection development and management are the meat and potatoes of
libraries. If you don't have a collection, you don't have a library."
I. History
A. First philosophies
a. Gabriel Naude (1600s): It may be laid down as a maxim that
there is no book whatsoever, be if never be so bad or disparaged,
but may it time be sought for by someone.
b. Jean-Baptiste Cotton des Hounoyes (1780): Libraries should
consist only of books of genuine merit and of well-approved
utility with new additions guided by enlightened economy.
c. Christian Gottlob Heyne (1763-1812). A primary advocate of
librarians in the development of library collections.
d. John Cotton Dana: Book selection should be left to the
librarians, directed by the trustees or a book committee.
B. Timeline
a. Late 1960’s - use of the term collection development over
selection
b. 1977 - collection development as a new specialization
c. Early 1980’s - use of the term collection management
d. Mid 1980’s - offered as a course in professional library schools
II. Trends and issues
A. Collection development policies
a. Detailed versus outline of general principles
b. Reasons for revision:
i. To simplify a restrictive and prescriptive policy
ii. Emergence of electronic content
iii. Emphasis on access over ownership
iv. Emergence of open access
B. Demand-Driven Acquisition (DDA)
a. Ownership versus access
b. Spend monies in a more efficient and targeted manner
c. Lorcan Dempsey: We have seen a progressive move away from
purchasing and local storage at one end of a spectrum toward general
facilitated access at the other.
C. Open access and open access investments
a. Open access: unrestricted online access to scholarly research
primarily intended for scholarly journal articles; promises to
remove both the price barriers and the permission barriers that
undermine library efforts to provide access to scholarly record
as well as helping to address the serials crisis.
i. Budapest Open Access Initiative (February 2002)
ii. Bethesda Statement on Open Access Publishing (June 2003)
iii. Berlin Declaration on Open Access to Knowledge in the
Sciences and Humanities (October 2003)
b. Degrees of open access:
i. Gratis: free online access (free to read)
ii. Libre: free online access plus some re-use rights
c. Methods of open access:
i. Gold: option for authors to make their work openly accessible
in an open access journal
 ii. Green: practice of depositing articles in an open access
repository that can be institutional or disciplinary
d. APC - Article processing charges
D. Big deals
a. The amount spent on big deals as a percentage of the collection
budget is quite significant and in some cases, very high.
b. Serials expenditures and continuations budget
E. Collection budget
a. Deployment to diverse ways that are non-traditional and value-
added
i. Beyond content and resources for research and teaching
Examples: MARC records; memberships; discovery services;
ILL/resource sharing; physical processing;
binding/preservation and digitization projects
b. Flat budget versus declining budget versus increasing budget
c. The collections budget clearly faces significant pressures as
different types of expenditures are being added in the digital
era, whereas, practically, none are being removed.
F. Rationalizing
a. Rightsizing collections: to free up space and to collaborate in
order to provide access to a wider range of resources
(collaborative collection building).
b. [. . .] a shared approach to print management is on the rise, and
we anticipate that a large part of existing print collections,
distribu1ed across many libraries, will move into coordinated
or shared management -within a few years (Dempsey, Malpas,
and Lavoie, 2014).
c. collective collection and collective collection initiatives
i. CRL's Print Archive Network (PAN)
ii. Western Regional Storage Trust (WEST)
iii. Eastern Academic Scholars Trust (EAST)
iv. CRL's Print Archives and Preservation Registry (PAPR)
G. Demonstrating value
a. Because libraries no longer have a monopoly on the provision
of access to information, the value that they add to that content
is now just as important as the content itself (Levine-Clark,
2014).
b. Approaches:
i. Quantitative:
 Usage data
 Faculty output measures
 Citation analysis
 Cost-per-use analyses
ii. Qualitative:
 Communicating student success stories
 Developing new services to meet identified university
priorities
 Community engagement
H. Local digital collections
a. Digitization of local archival and special collections is of great
strategic importance; it enables sharing of unique holdings with
a global audience, expanding access and increasing visibility for
the institution.
b. The goal is to enrich the scholarly environment with useful
books and other documents that would otherwise remain
hidden from scholars and students, and to shift our focus from
resources and activities that make relatively little contribution
to that environment to those that will have the greatest
enriching effect upon it (Anderson, 2013).
III. General Principles of Collection Development (Evans, 2005)
1. Collection development should be geared primarily to
identified needs rather than to an abstract standard of quality
2. Collection development to be effective must be responsive to
the total community needs, not just to those of the current or
the most active users
 3. Collection development should be carried out with knowledge
of and participation in cooperative programs at the local,
regional, and national levels
4. Collection development must consider all formats for inclusion
in the collection.
5. Collection development was, is and always will be a subjective
biased work. The intervention of a selector's personal values
into the process can never be completely avoided.
6. Collection development is not something that one learns
entirely in the classroom or from reading. Only through
practice and making mistakes will a person become proficient
in the process of developing a collection.
IV. Laws of Collection Development in Relation to the Size of a
Library's Service Community
1. As the size of the service community increases, the degree of
divergence of individual information needs increases.
2. As the degree of divergence in individual information needs
increases, the need for cooperative programs of informational
materials sharing increases.
3. It will never be possible to completely satisfy all the information
needs of any individual or class of clientele in the service
community.
V. Community Analysis
1. Importance of community analysis:
a. Provides factual data· on what the clientele needs to
·provide the right information to the right reader at the
right time
b. Provide a valuable mechanism for patron input into the
process of collection development
2. Data needed in community analysis
a. User population and categories
b. Course offerings, curricula, research and development
programs, community development programs
c. Social and educational organizations that reflect
community values
d. Cultural, religious and recreational organizations, ex.
youth clubs, parish council
e. Other information centers/libraries within the community
3. Sources of information
a. Key informants
b. Community forums
c. Social indicators
d. Field surveys
VI. Collection Development Policy
 A document that serves as a day-to-day working tool that
provides the necessary guidelines for carrying out the majority
of tasks within the area of collection building (Gardner, 1981).
 Blueprint for the operations of a library as a whole, for it is
through this policy that the library carries out its central tasks
of acquiring, organizing, and managing library materials
(Gregory, 2004).
Importance of Collection Development Policies
1. Informs everyone about the nature and scope of the
collection
2. Informs everyone of collecting priorities and aids in the
allocation and coordination of responsibilities and duties
3. Forces thinking and commitment to meet organizational
goals
4. Sets quality standards for inclusion and exclusion of
materials
5. Reduces the influence of single selector and personal
biases
6. Provides an orientation, in-service training tool for new
staff
7. Helps ensure ·a degree of consistency and continuity in
administration over time and despite staff turnover
8. Saves time and guides staff in decision making over
routine work in the day-to-day activities
9. Guides staff in handling complaints
10. Aids in rationalizing budget fund allocations, especially if
funds are limited
11. Serves as a public relations document
12. Provides a means of assessing the overall performance of
the collection development program
13. Makes possible interpretation of written words much more
consistent, clear and precise than interpretation of spoken
words.
Functions of Collection Development Policy (Gorman and
Howes, 1990)
1. Planning Function
2. External Communication Function
3. Internal Communication Function
 A robust marketing program using every resource
available, even the collection development policy,
not only raises the visibility of the library,
promotes the use of the · library collection, and
better serves library patrons, but it also sends a
clear message to campus administrators and other
relevant stakeholders regarding the enduring
value and worth of the library (Fought et al., 2016).
Parts of a Collection Development Policy (Gregory, 2004)
1. Title page/ cover
2. Signature page
3. Table of contents
4. Statement of purpose
5. Background statement
6. Responsibility for collection development and
management
7. Mission, goals, and objective statements
8. Identification of target audiences
9. Budgeting and funding
10. Selection or evaluation criteria
11. Analysis of subject fields
12. Analysis of collection by format
13. Selection aids
14. Intellectual freedom
15. Collection maintenance and weeding
16. Gift policy and procedures
17. Replacements
18. Special Collections
19. Revision
VII. Collection Evaluation
 the systematic consideration of a collection to determine its
intrinsic merit or its "goodness." The evaluation seeks to
examine or describe collections either in their own terms or in
relation to other collections and checking mechanisms (list,
standards, etc.)- How well does the collection support the goals,
needs, and mission of the library and the parent organization
(Johnson, 2004).
Purposes of Collection Evaluation
1. To search for a more accurate understanding of the scope,
depth, and utility of the collections
2. To prepare a guide to and a basis for collection development
3. To aid in the preparation of a collection development policy
4. To measure the effectiveness of a collection development
policy
5. To determine collection adequacy or quality
6. To help rectify inadequacies in library holdings and lo
suggest ways to improve them
7. To focus human and financial resources on areas most
needing attention
8. To aid justification for book budget increases
9. To demonstrate to administrators that something is being
done about the demands for "more money"
10. To establish the existence of special strengths, as well as 3a Basic Instructional Support Level
weaknesses, in the collection 3b Intermediate Instructional Support Level
11. To check the need for weeding and collection control and 3c Advanced Instructional Support Level
to establish areas of priority of need 4 Research Level
Tools for Collection Evaluation 5 Comprehensive
1. RLG Conspectus Assessment Techniques
*uses six levels 1. Shelflist counts and analysis: the best starting point to get an
a. A valuable tool developed by RLG based on the easy snapshot of a particular subject collection.
combined collection development policies of their 2. List checking, a frequently used assessment method that
member libraries. should be used when lists are readily identifiable, current, and
b. Only one standard code is accepted in all types of available.
libraries. 3. Shelf scanning: An appropriate technique when most of the
c. With the use of this tool, collection density, materials are on the shelves provides about the condition and
collection intensity, and collection policy can be extent of the collection very quickly.
indicated and coded clearly on a worksheet. 4. Expert (faculty or consultant) opinion: an important
Density - the extent of existing collections technique but may be difficult to obtain, especially for small to
Intensity - current collecting activity medium-sized libraries that cannot hire subject bibliographers.
Policy - the desired level for future collecting 5. Client-centered methods: a variety of techniques involving
Collection Strength Codes the gathering and analysis of statistics relating to circulation,
ALA Guidelines RLG Conspectus reference, interlibrary loan, cataloging, acquisitions, online
A - Comprehensive 5 - Comprehensive and CD-ROM database searches. Circulation, interlibrary
B - Research 4 - Research loans, and online search information may be more useful in
C - Study 3 - Study guiding spot purchases than long-term collection efforts that
D - Basic 2 - Basic aim to build in-depth and comprehensive collections.
E - Minimal 1 - Minimal VIII. Selection
0 - Not Collected  The process of deciding what materials to acquire for the
2. The Western Library Network/OCLC Western collection
Conspectus scale  It results from a combination of knowledge, experience, and
*uses more levels (ten as opposed to six) intuition of a collections librarian (Johnson,2004).
0 Out of Scope  The selection decisions a collection development librarian
1a Minimal Information Level: uneven coverage makes, therefore, necessarily involve a form of intellectual
1b Minimal Information Level: focused coverage triage. Deciding what items to forgo, what to cut, and what
2a Basic Information Level: introductory to keep (Gregory 2011).
2b Basic Information Level: advanced Selection Theories
 Theory of Book Selection (1925) - Lionel McColvin
1. Information should be as accurate as possible.
2. Items should be complete and balanced regarding the
subject and intended scope.
3. Authors should distinguish between fact and opinion.
4. Information should be current (frequently, the
determining criteria for collection).
5. Writing style and treatment of the subject should be
appropriate to the type of demand the book will answer.
6. The title should reflect the cultural values of its country
of origin.
7. Consider physical characteristics when deciding
between two books with similar content.
 Book Selection (1930) - Francis Drury
1. Establish suitable standards for judging all books.
2. Apply criteria intelligently, evaluating the book’s
content for inherent worth.
3. Strive to get the best title on any subject, but add
mediocre title that will be read rather than superior titles
that will be unread.
4. Duplicate the best rather than acquire the many.
5. Stock the classics and standards.
6. Select for positive use.
7. Develop the local history collection.
8. Be broadminded and unprejudiced in selection.
9. Do select fiction.
10. Buy editions in bindings suitable for circulation and
borrowing.
11. Know publishers, costs, and values.
12. Know authors and their works.
 Living with Books (1950) - Helen Haines
1. Know the community’s character and interests.
2. Be familiar with subjects of current interest.
3. Represent subjects applicable to these conditions.
4. Make the collection of local history materials useful and
extensive.
5. Provide materials for organized groups whose activities
and interests can be related to books.
6. Provide materials for both actual and potential readers.
7. Avoid selecting books that are not in demand; withdraw
books that are no longer useful.
8. Select some books of permanent value regardless of their
potential use.
9. Practice impartiality in selection. Do not favor certain
hobbies or opinions. In controversial or sectarian
subjects, accept gifts if purchase is undesirable.
10. As much as possible, provide for the needs of specialists.
11. Strive not for a “complete” collection, but for the best;
best books in a subject, the best book by an author, the
most useful volumes of a series.
12. Prefer inferior book that will be read over a superior one
that will not.
13. Keep abreast of current thoughts and opinions.
14. Maintain promptness and regularity in supplying new
books, especially for books that are both good and
popular.
 Library Book Selection (1952 & 1990) - Shiyali
Ramamrita Ranganathan
1. Books are for use.
2. Every reader his books.
3. Every book its reader.
4. Save the time of the reader.
5. A library is a growing organism.
 Selecting Materials for Libraries (1981) - Robert
Broadus
1. Be aware of the impact of publicity that may stimulate
demand.
2. Consider the duration as the intensity of the demand.
 3. Weigh the amount of possible opposition to a tile.
Controversy stimulates demand.
4. Include a reasonably high percentage of standards and
classics in the collection.
5. Consider past loans of specific titles and subjects. Past
use is one of the most reliable predictors of future use.
6. Make some provision for serving the needs of potentials
users in the community. Having made such a provision,
advertise it.
7. Weigh the differences between true demand (which
reflects individual needs) and artificial demand
(resulting from organized propaganda efforts).
 Building Library Collection (1985) – Curley & Broderick
1. Large public libraries with both a heterogeneous
community to serve and a reasonable book budget can
in theory apply most collection principles with little
modification within the total library system.
2. Medium-sized libraries are similar, except that funding
usually forces greater care in selection. Mistakes are
most costly.
3. Small public libraries are the most limited. Most can
only hope to meet the most significant community
demands, and they may lack both the professional staff
and the money to do more.
4. College libraries serve a more homogeneous population.
In most cases, demand is the operative principle: college
libraries acquire materials needed to support the
instructional programs. No one questions the quality of
the material if the request originated with a faculty
member or department.
 Other contribution to collection development
advocacies
1. The American Public Library (1929) – Arthur Bostwick –
Demand as the average taste of users.
2. A Manual of Practical Book (1939) Harold Bonny – Knowing
the community’s tastes and needs.
3. Building Library Collection (1974) Mary Duncan Carter and
Wallace John Bonk – Building a collection rather than
selecting individual title. Places emphasis on demand
than quality.
4. Book Selection: an introduction to principles and practices
(1974) –David Spiller – Library supports educational
programs.
5. Collect Development (1980) – William Katz – inclusion of all
formats in the collection.
6. Library collection: their origin, selection and development (1981)
– Richard Gardner – Reviewing is an important element
in selection.
Foundations for Effective Selection Gorman and Howes,
1990)
1. The selection process is related to other professional
activities and is dependent on them both for policy
decisions and practical procedures. Selection is port of
the overall collection development process and must be
viewed in this perspective.
2. One should update professional competence by regular
reading in the literature concerning the principles and
practices of collection building, selection, publishing,
reviewing, and acquisitions.
3. 3. One must have an intimate knowledge of the library's
purpose, collections, and user groups. These are the key
factors in the effective, responsible selection of library
materials.
4. A good selector will develop over time a sound
understanding of how the publishing industry and the
book trade operate; this includes how library materials
of all types are generated, distributed, and sold.
 5. One should become fully familiar with the publishing general interests of
policies, advertising media, publicity outlets, names of the community.
senior editors and general reliability of those publishers School Teacher- Commitment to Published
whose lists are most directly relevant to the library's Librarian + educational needs of reviews, reviewing
collection-building requirements. committee of students and journals catering
6. One should become fully familiar with the key reviewing teaching staff curriculum support specifically to
media and read reviews regularly to keep abreast of + for teachers. materials for
critical opinions on books and other library materials. administrator Ensure to have a children and
7. One should become fully familiar with trade and greater variety of young adults,
national bibliographies and understand their strengths materials because of approval plans
and weaknesses regarding the library's collection heavy reliance on
building requirements. audio, visual and
8. One should always make independent but well-informed other non-print
judgments about what materials are to be selected for o media in teaching.
library, as the competent professional is in the best Academic Faculty Embraces variations Trade
position to determine the right materials for the specific members + on subject focus, publications,
collection and its users. discipline disciplinary ranges, national
Selection Environment librarians and levels of bibliographies,
Type of Primary Selection Priority Selection Tools readership. reviewing
Library Selector Commonly Used journals, scholarly
Public Senior Because user groups Approval plans, journals, indexing
Librarian + in the public library trade literature services.
local authority setting range across promotions, Special Users The librarians tends Current
entire social and timely reviews in to be specialist with a information from
cultural spectrum, mass circulation narrow subject focus publishers and
the selection of magazines and and in most cases suppliers,
materials must newspapers. vigilant on the indexing and
reflect and cater to currency of abstracting
diversity. collection. sources.
Emphasis is on
current titles
produced by trade
publishers as theses
re most suited to the
 Selection Criteria Types of Characteristics Advantages Disadvantages Example
General rules (Gregory, 2011) Selection
1. Library materials are best selected based on suitability for inclusion in the Aids
collection. Current Contain citation Identify new Usually only  American
2. The collection should be an unbiased source of information that sources for information materials as provide for Book
in-print they become author Publishing
represents as many points of view as possible.
books available; searches; Record
3. Subjects should be covered in a manner appropriate to the library's
particularly subject  Books in
anticipated users' needs. useful in searches are Print
4. No material should be excluded from the collection because of the race, large time-
religion, gender, national origin, sexual preference, or political view of the libraries consuming; do
author, the material, or the user. attempting not contain
Specific Criteria (ASTAFS approach) to achieve review/content
1. Authority of creators. This criterion concerns the qualifications and broad information.
reputation of those who have created the material. Creators include coverage.
authors, publishers and in the case of audio-visual materials, producers. Catalogs, Marketing May contain Advertising  Some
flyers, and material more copy tends to catalog
2. Scope. This criterion is concerned with the breadth and depth of coverage
announcem designed and information present the collection in
afforded by the work, including both intended and actual coverage.
ents distributed by than in item in its most Publishers
3. Treatment and Level. The work should be pitched at the right level for the publishers. print lists. favorable light. Trade List
intended audience and the discussion should neither down to nor above Annual
the reader. Current Designed to Save staff “Differential  Library
4. Arrangement. This criterion generally looks at the organization of content, review promote or time in marketing” Journal
paying special· attention to both content and format. The material should sources evaluate works. locating/revi may affect  Wilson
be arranged in a way that facilitates the development and logic of the text. Three types of ewing newly promotion of Library
5. Format. This criterion is particular with technical and aesthetic reviews: published title; only a Bulletin
1. Reviews for works. small  Choice
considerations. Check if the material was produced to a high standard
persons percentage of  Booklist
physically and is likely to withstand substantial use. However, keep in
making their total book out-  New York
mind that the physical features should not override the primary concern:
living buying put reviewed; Times
the intellectual content of the material. books delay in reviews Sunday
6. Special considerations or special features. This is concerned if the work has 2. Reviews for appearance in Book
features that set it apart from (and ideally above) all similar works. The subject print; reviewer Reviews
selector looks for something special that will give on item some positive specialists competence
benefit to the users in the context of a particular collection. 3. Reviews for varies; reviews
the general tend not to be
public
 critical in Recommen Lists of items Useful when Impractical to  Public
nature. ded, best recommended used strive to collect Library
National A listing of Means for Main entry and  British and core for purchase. carefully. every item; list catalog
bibliographi books published identifying subject entries National collection becomes dated  Books for
es in or about a out-of-print can vary among Bibliograph lists immediately Junior
country. Usually materials sources; little y upon College
non-profit for consistency in  National publication. Libraries
origin. Contain retrospectiv listing series. Union Select Listing prepared Can exist Currency and  Reference
citation e collection Catalog bibliographi by subject for virtually selectivity Sources for
information. developmen (Compleme es experts and any subject. issues exists. Small and
t. nted by including critical Medium-
OCLC & evaluations. Sized
RLIN) Libraries.
Online Cooperative and Access to No all countries  OCLC Other Selection Aids
databases individual millions of well  RLIN  Review or approval copies
library catalogs; records represented in  Trial offers
serve as partial worldwide; online systems.  Demonstrations
replacement for usually do
 Book fairs and bookstores
national not need
 Visits to other libraries
bibliographies. separate
access to  Vending machines
national  In-house information
bibliograph Selection and Evaluation of Electronic Resources
y; useful for Electronic resources: materials that require computer access, whether
verification through a personal computer, mainframe, or handheld mobile device. They
work; may either be accessed remotely via the Internet or locally. Some of the most
information frequently encountered types are:
can be
 E-journals
downloaded
 E-books
and serve as
a
 Full-text (aggregated) databases
bibliographi  Indexing and abstracting databases
c record in  Reference databases (biographies, dictionaries, directories,
online encyclopedias, etc.)
catalog.  Numeric and statistical databases
 E-images
 E-audio/visual resources
1. Content e. Customization, e.g., branding
a. Support the main research aims and goals of the f. Provision of bibliographic data, e.g., MARC records
organization g. Data security and archiving policies
b. Complement or add depth or breadth to the existing 5. Supply
collection supported by subject profiles a. Purchase model, e.g., purchase, subscribe, pay per view,
c. Be of a certain quality, e.g., peer-reviewed, or hove a rental
reputable producer b. Pricing models, e.g., selective v. big deal
d. Support the requirements of the/a key audience c. Access options, i.e., single user, multiple users
e. Generate an acceptable level of use d. Archiving and post-termination rights
2. Technical Requirements/Feasibility e. Maintenance fees
a. Availability, e.g., remote access, stand-alone access f. Cancellation rights
b. Authentication, e.g., IP [Internet Protocol] filtering or 6. Licensing
login password a.
Model/Standard license
c. Hardware. and software compatibility and capability b.
Governing laws
d. Storage and maintenance, e.g., remote hosting v. local c.
Liability for unauthorized use
hosting d.
Definition of authorized users
e. Platforms that facilitate access to e-resources e.
Definition of authorized sites
3. Functionality and Reliability f.
Fair use provision
a. Search and retrieval functionality, e.g., truncation, g.
Termination
browsing, search history, transliteration h.
Refunds
b. Exporting and downloading, e.g., printing, e-mail, i.
Period of agreement
downloading to a machine, and downloading to on an j.
Compliance with the governing laws of the library’s or
electronic device consortium's legal jurisdiction (province, state, country)
c. Sorting and ranking abilities for database results. For Materials Producers and Distributors
example, author, title, date, relevancy, facets, etc. Functions of Publishers
d. Interface, e.g., system intuitiveness, navigation, help, 1. Tap sources of materials (concepts)
and tutorials 2. Raise and supply the capital to produce salable products
e. Reliability and availability, e.g., response times, 24/7 3. Aid in the development of the material
access 4. Contract for the manufacturing (duplication, packaging, etc.) of
4. Vendor Support the product
a. User training and support 5. Distribute materials, including promoting and advertising
b. Trials and product demonstrations 6. Maintain records of sales, contracts, and correspondence
c. Technical support and system notification process relating to the production and sale of the materials
d. Statistical reporting Functional Areas of Publishing
 1. Administration - Deals with overseeing the activities, ensuring
coordination, and making certain there are adequate funds
available to do the desired work
2. Editorial - Publishing houses decide what to produce
3. Production - Considers the issues such as page size, typeface,
number and type of illustrative materials, and cover design, as
well as typesetting, printing and binding
4. Marketing - Responsible for promoting and selling the
product; Provides input about the sales potential of the title
5. Fulfillment - Needed to process on order, including
warehousing of the materials; least controllable cost factor for a
publisher
6. Distribution - A major problem for both publishers and
libraries because of the number of channels end the
implications for acquiring a specific publication
Different Types of Publishers
1. Trade - produces a wide range of titles, both fiction and non-
fiction, that have wide sales potential for the so-called general
reader. Ex. Harper-Collins, Knopf, Macmillan, Doubleday, etc.
2. Specialty - restrict output to a few areas or subjects. The
audience of this type is smaller and more critical. It includes
reference, children1 s microform, music etc. Ex. Gale
3. Textbook - target audience are primary and secondary schools.
Ex. Scott, Foresman/ Addison Wesley, Rex, Anvil
4. Subject specialty - have narrow markets that are easy to identify
and exist for a variety of fields. Ex. Harry Abrams (Art), E.C.
Schirmer (Music), Academic Press (Scientific), West Publishing
(Lew), WB Saunders (Medical)
5. Vanity Presses/ Subsidy - receive most of their operating funds
from the authors whose work they publish. Ex. Author House
6. Private presses - their operations are not intended as income-
generating. Ex. Harry Morris, Bird and Poull Presses.
7. Scholarly- as part of not-for-profit organizations, receive
subsidies. Most are port of an academic institution, research
institution, or learned society.
8. Government presses - world's largest publishers. Their
combined annual output dwarfs commercial output. Ex.
International (UNESCO), national (US Government Printing
Office)
9. Paperback - produce two types of work, quality trade
paperbacks and mass market paperbacks. They may publish
original paperbacks, that is first edition in a paperback.
10. Newspaper and periodical - retain reporters or writers as
members of their staff. They are commercial publishers of
popular materials, specialty publishers, children's publishers,
scholarly or academic publishers, and government publishers.
11. Associations and reprint houses- have professional and special
interest groups and associations frequently establish their own
publishing houses. Ex. ALA
12. Small presses - these are actually literary Presses. They are small
but are as diverse as international publishing conglomerates.
Censorship and Intellectual Freedom
Censorship - the active suppression of books, journals, newspapers, theater
pieces, lectures, discussions, radio and television programs, films, art
works, etc. either partially or in the entirety - that is deemed objectionable
on moral, political, military, or other grounds (Hauptman, 1988).
Censorship is the act of prohibiting the publication, circulation or
representation of materials considered objectionable. Censor is an official
empowered to examine written or printed matter as manuscripts, books,
plays, serials, and non-print materials in order to forbid publication,
circulation or representation if it contains anything objectionable.
Types of censorship:
 mandated by the law
 demanded by individuals or groups
 exercised by the librarian
 Premises which a censor works on:
 Materials/books can harm people
 Government has a responsibility to protect people from
themselves
 The protection of the youth, the weak is more important than
adult freedom • There is a consensus that exist about what is
obscene • There is a consensus about what is good literature and
should be
IX. Acquisitions
 The process of ordering and receiving materials for library or
archival collections by purchase, exchange, or gift, which may
include budgeting and negotiating with outside agencies, such as
publishers, dealers, and vendors, to obtain resources to meet the
needs of the institution's clientele, in the most economical and
expeditious manner.
 The four B1 s in acquisitions work are buy, beg, borrow, and
barter.
Eight Standard Methods of Library Acquisitions
1. Firm order: An order placed with a dealer specifying a time limit
for delivery and a price which must not exceed without the
customer's prior approval.
2. Standing order: A general order to a dealer to supply the volumes
or parts of a particular title or type of publication as they appear,
until notified otherwise.
3. Approval plans: An arrangement by which a publisher or
wholesaler assumes the responsibility for selecting and supplying,
subject to return privileges, all publications as issued, fitting a
library's collection profile specified in terms of subjects, levels,
formats, prices, languages, etc.
4. Blanket order: A plan by which a publisher or wholesaler agrees
to supply to a library one copy of all publications, as issued within
the specified limits of the plan, generally without return privileges.
5. Subscriptions (for serials): The arrangement by which, in return
for a sum paid in advance, a periodical, newspaper, or other serial
is provided for a specified number of issues.
6. Leased Collection: A revolving collection of popular works in
high demand provided to a library by a leasing service for a rental
fee.
7. Gifts: Acquiring library materials through donations.
8. Exchange programs: The arrangement by which a library sends
to another library its own publications, or those of the institution
with which it is connected, such as university, and receives in
return publications from the other library; or sends duplicates
from its collection to another library and receives other materials
in return.
Budgeting and Fiscal Management
Approaches in Budgeting
1. Lump-sum budget provides for the allocation· of a specified
amount of money to an organization or entity as a whole. It allows
administrators maximum flexibility in expenditures but obviously
provides very limited built-in accountability to the parent
organization.
2. Program budgeting seeks to tie resources to areas of
organizational objectives and activities. The focus in this method
of budgeting is on the library's activities and the funds are to be
earmarked for programs or services that the library plans to
provide. For instance, if a library decides to provide a Current
Awareness Service, the cost of that Service is calculated and the
expenditure estimated. The budget is thus prepared on the basis
of the cost of programs and whether a program has to continue,
get modified or deleted.
3. Zero-based budge (ZBB) requires justifications of budget
allocations without reference to past allocations in order to
overcome the inevitable organizational bias towards continuing as
always. ZBB is an operating, planning and budgeting process that
requires each manager to justify his entire budget request in detail
 from scratch and shifts the burden of proof to each manager to
justify why he should spend at all.
4. Line-item budgeting is also called incremental budgeting because
the object is usually to add to the existing figures. The most
common type of budget that divides items of expenditure, line-by-
line, into broad categories such as books and journals, salaries and
allowances, equipment, supplies, capital expenditure,
contingencies, etc., with further subdivisions for each of these
broad categories. This is the usual traditional method that
prepares the current budget by considering past expenditure on
each item, hence called historical budgeting.
5. Formula budgeting uses predetermined standards for the
allocation of monetary resources. Such a budget is technical and
easy to prepare. It does not require special skills to prepare the
same. This method tries to relate some inputs like users served,
academic programs supported, and ratio of book stock to total
funds of parent body based on financial norms and standards. The
formulae are used for financial estimation as well as budget
justification. This appears to be a broad and quick method and
hence saves a lot of time.
6. Performance budgeting requires careful accumulation of
quantitative data over a period of time based on the performance
of activities and emphasizes the efficiency of operations. This
budgeting method is similar to program budgeting, but the
emphasis shifts from programs to performance. Management
techniques such as cost-benefit analysis are used to measure the
performance and establish norms.
7. Planning Programming Budgeting System (PPBS) combines
the best of both program budgeting and performance budgeting.
The emphasis is on planning. It begins with the establishment of
goals and objectives and ends with the formulation of programs or
services. Two key elements of PPBS are budgeting and systems
analysis. As an extension of program budgeting, PPBS involves
systems analysis and/or other cost-effectiveness processes to
provide a more systematic and comprehensive comparison of costs
and benefits of alternative approaches to a policy goal or program
objective.
X. Collection Maintenance
Weeding
The process of removing material from the open shelves of a library
and reassessing its value in terms of current needs. Once the material
has been removed, it can be relegated, discorded, transferred to group
storage, or disposed of or by sale.
Reasons for weeding:
 Assure continued quality in the collection
 To save money and improve services and collections
 The material and the information may be out-of-date
 The material may be worn out physically
 Better editions of a specific title may be available, even though
the content may be the same
 Community needs may have changed
 Institutional objectives may have changed so that library
objectives must change also
 Unwanted material can get in the way and has a ‘hindrance
effect" (more effective use of library's space and staff)
 Costs of storage
Barriers to weeding:
 Lack of time
 Procrastination
 Fear of making a mistake
Technique in weeding:
 Periodic collection inventories or reviews
o CREW (Continuous Review, Evaluation, and Weeding)
o MUSTIE
 Misleading – factually inaccurate
 Ugly – worn beyond mending or rebinding
 Superseded – by a new edition or by a much better
book
  Trivial – of no discernable literacy or scientific merit
 Irrelevant – to the needs and interests of the library’s
community
 Elsewhere – the material is easily obtained from
another library
o Shelf Scanning
Collection Protection and Security
 Preservation - activities intended to prevent, retard, or stop
deterioration of materials or to retain the intellectual content
of materials no longer physically intact.
 Conservation - the treatment of the physical items in order to
extend their usable life; Maximizing the endurance or
minimizing the deterioration of an object through time, with
as little change to the object as possible.
o Conservator - Trained professional who treats objects to
repair damage, maximize endurance, and minimize
deterioration.
o Conservation Options - Basic binding and repair.
Reformatting (Preservation microfilming and digitization)
 Restoration - the process that involves treating damaged
material to return it as close as possible to its original state.
o Basic Elements
 Proper handling of items by staff members and users
 Appropriate environmental conditions with minimal
fluctuations
 Climate control - The ability to adjust and regulate
the temperature and relative humidity of a
particular environment.
 Ultraviolet filter - A filter that can be placed over
windows, skylights, and fluorescent light tubes,
between the light source and museum object to
remove or reduce harmful ultraviolet rays in the
light.
 Ultraviolet radiation - Radiation of wavelengths
shorter than 400nm, found in light from the sun,
sky, and most artificial light sources; it is invisible
and strongly affects collections.
 Security against theft and mutilation
 Planning for and responding to disasters
 Protection of electronic resources
o Practical tips to extend the useful life of materials
 Good housekeeping
Integrated Pest Management: The selection, integration,
and implementation of pest management methods
based on predicted economic, ecological, and
sociological consequences.
A decision-making process that helps one decide if a
treatment is necessary and appropriate, where the
treatment should be administered when treatment
should be applied, and what strategies should be
integrated for immediate and long-term results.
 Shelves should be the proper height for the items
placed on them and should not be packed too tightly.
 Storage containers and protective enclosures should
be archivally sound
 Book drops should be padded and emptied frequently
 Utilize supplies that are add-free, non-damaging, and
safe for workers for in-house cleaning and simple
mending
Acid-free: A term loosely used for papers and other
materials that are often pH neutral or alkaline
buffered; it could be any pH from 6 to 11.
SELECTION AND ACQUISITION reconstruction to meet current needs and contemporary standards of
INSTRUCTION: Read the following questions carefully. Choose the letter design.
that corresponds to the best answer. You can also use the Online Practice a. Preservation
Tool for Selection and Acquisition. b. Conservation
1. Prolonging the existence of library and archival materials by c. Restoration
maintaining them in a condition suitable for use, either in their d. Renovation
original format or in a form more durable, through retention under 5. Who advocated for public libraries but also promoted that basic
proper environmental conditions or actions taken after a book or education is the goal of school libraries?
collection has been damaged to prevent further deterioration. a. Harold V. Bonny
a. Preservation b. Mary Carter, Wallace Bonk, et al.
b. Conservation c. Arthur Bostwick
c. Restoration d. Helen Haines
d. Renovation 6. When a librarian is applying magnesium oxide on books, which
2. The physical process of returning a damaged, worn, or otherwise could be evident from the white powdery residues on books’ pages,
altered document to what is perceived to be its original condition, or especially on wood-pulp paper intended to slow disintegration, the
to as close an approximation of the original condition as possible, following are achieved, except:
ideally (but not necessarily) by the use of good conservation practices. a. Deacidification
a. Preservation b. Dealkalization
b. Conservation c. Neutralization
c. Restoration d. Alkalization
d. Renovation 7. What is the librarian performing in item #6?
3. Physical or chemical intervention to ensure the survival of a. Preservation
manuscripts, books, and other documents, for example, the storage of b. Conservation
materials under controlled environmental conditions or the treatment c. Restoration
of mildew-infected paper with a chemical inhibitor. d. Renovation
a. Preservation 8. When the librarian is using magnetic plastic covers to assure a
b. Conservation durable protection, using non-acidic tapes to avoid yellowing, storing
c. Restoration them away from direct sunlight and maintaining proper air
d. Renovation circulation and humidity, which of the following is being performed?
4. A major refurbishing of existing facilities to make them appear new a. Preservation
or like new. In a library, this can mean anything from repainting, b. Conservation
recarpeting, and installing new ADA-compliant furnishings c. Restoration
and equipment to the complete gutting of an old building and d. Renovation
9. When the librarian is rebinding the loose pages of an old book to viii. Marketing the collection
make it sturdy and usable, which of the following is being performed? ix. Analyzing usage statistics
a. Preservation x. Developing disaster risk reduction program
b. Conservation a. i, iii, v, vi, viii, and ix
c. Restoration b. i, ii, iii, iv, v, vi, vii, viii, ix, and x
d. Renovation c. i, iv, vi, vii, and ix
10. When the librarian is using paper pulp to fill in or complete torn or d. i, ii, iv, v, vi, vii, and ix
holed pages, and uses toning colors to match the original color of the 13. Which of the following processes are part of the library manual?
paper, which of the following is being performed? i. Formulating criteria for selection
a. Preservation ii. Implementing preservation and conservation
b. Conservation measures
c. Restoration iii. Arranging the collection according to established
d. Renovation organization methods
11. In the depreciation of library material scale, which is for library iv. Cooperative decision making within library
books? consortia and with other libraries
a. 15% of original cost per year with 6-year life-time expectancy v. Facilitating access to resources
b. 10% of original cost per year with 10-year life-time vi. Determining collection strengths, level or intensity
expectancy vii. Identifying user needs, current trends and
c. 10% of original cost per year with 17-year life-time community interests
expectancy viii. Marketing the collection
d. 14% of original cost per year with 7-year of life-time ix. Analyzing usage statistics
expectancy x. Developing disaster risk reduction program
12. Which of the following processes are part of collection development? a. i, iii, v, vi, viii, and ix
i. Formulating criteria for selection b. i, ii, iii, iv, v, vi, vii, viii, ix, and x
ii. Implementing preservation and conservation c. i, iv, vi, vii, and ix
measures d. i, ii, iv, v, vi, vii, and ix
iii. Arranging the collection according to established 14. A formal arrangement in which a publisher or wholesaler agrees
organization methods to select and supply, subject to return privileges specified in
iv. Cooperative decision making within library advance, publications exactly as issued that fit a library's pre-
consortia and with other libraries established collection development profile.
v. Facilitating access to resources a. Approval plan
vi. Determining collection strengths, level or intensity b. Blanket Order
vii. Identifying user needs, current trends and c. Firm Order
community interests d. Book lease plan
15. An acquisitions plan offered by some book jobbers that allows b. McNaughton Plan
a library or library system to lease an agreed-upon number of c. Farmington Plan
popular fiction and nonfiction titles, usually for a fixed monthly fee. d. Subscription
After a prescribed period of time, or a decline in demand, titles 19. A plan that ensures the presence and availability in some libraries of
are returned for credit toward new books usually selected from a the United States of one copy of each book of research value
monthly list provided by the jobber. published in foreign countries.
a. Approval plan a. Greenaway Plan
b. Blanket Order b. McNaughton Plan
c. Firm Order c. Farmington Plan
d. Book lease plan d. Subscription
16. It is the most common acquisition method if the library knows what it 20. Acceptance by libraries of environment-friendly discard options, such
wants. It is used when ordering on a per title basis. as book sales, book giveaways, paperback swaps, and recycling. Some
a. Approval plan companies specialize in reselling library discards.
b. Blanket Order a. Green weeding
c. Firm Order b. Green libraries
d. Book lease plan c. Green books
17. An agreement in which a publisher or dealer supplies to d. Green shelves
a library or library system one copy of each title as issued, on the 21. An edition that includes passages omitted from other versions or
basis of a profile established in advance by the purchaser. These editions, usually because the language or content was considered
plans are used mainly by large academic and public libraries to offensive to some readers.
reduce the amount of time required for selection and acquisition and a. Facsimile edition
to speed the process of getting new titles into circulation. This does b. Expurgated edition
not allow returns. c. Special edition
a. Approval plan d. Unexpurgated edition
b. Blanket Order 22. A term used to refer to the treatment to expurgated editions.
c. Firm Order Originated from the treatment of the Old Testament, Canterbury
d. Book lease plan Tales, Gulliver’s Travel and Shakespeare’s works.
18. A form of blanket order plan in which a large library or library a. Bowdlerized
system agrees to receive from a publisher for a nominal price b. Excommunicated
one advance copy of all the trade books it publishes, to c. Censor
encourage acquisitions librarians to order selected titles in advance d. Blue-pencil
of publication. The publisher relies on the probability that a sufficient 23. An act of censorship where authorities seize, confiscate, raid, and/or
number of titles will be ordered in multiple copies to cover its costs. pull out materials with polarizing topics often against a reigning
a. Greenaway Plan administration or regime.
 a. Book purging d. Collection goal
b. Book banning 28. The other term used to express the relative degree of effort that
c. Book hauling should be maintained for the development of a subject collection that
d. Book challenging meets the library’s mission.
24. It is an attempt to remove or restrict materials, based upon the a. Collection levels
objections of a person or group. It does not simply involve a person b. Acquisitions commitment
expressing a point of view; rather, they are an attempt to remove c. Collection development
material from the curriculum or library, thereby restricting the access d. Collection goal
of others. As such, they are a threat to freedom of speech and choice. 29. Communities of two or more libraries formally bound to coordinate,
a. Book purging cooperate on, or consolidate specified functions. It may be based on
b. Book banning geography, type of library, or subject.
c. Book hauling a. Consortia
d. Book challenging b. Cooperative collection development
25. It is the removal of those challenged materials and is being prevented c. Collection development and management program
to be sold in bookstores, be displayed and housed in libraries, to be d. Library network
owned by private individuals. 30. What are the reasons for conducting a community needs assessment
a. Book purging or analysis?
b. Book banning i. For collection development
c. Book hauling ii. To locate service focus
d. Book challenging iii. For the record purposes
26. It is a second or subsequent impression of the previously published iv. To adjust staffing patterns
edition, usually with a different title, cover design or cover v. For collection assessment
illustration. vi. To adjust resource allocations
a. Reprint vii. For community engagement
b. Re-issue viii. To follow emerging trends in neighboring
c. Impression community
d. Newsprint a. i, ii, iii, iv, v
27. It is the other term used to express the relative effort presently b. i, iv, v, vi, vii
expended on the development of a subject collection. It is expressed c. i, iv, v, vi, viii
as the collection strength that will result if the present effort d. i, ii, iv, v, vi
continues overtime. 31. Which of the following is not a use of collection development policy?
a. Collection levels a. To help ensure the diverse policy interpretation especially
b. Acquisitions commitment during staff turnover
c. Collection development b. To guide staff in handling complaints
 c. To aid in weeding and evaluating the collection d. Paul Mosher
d. To aid in rationalizing budget allocations
32. Which of the following is a use of collection development policy? 37. According to him, libraries must stock on classic, select fiction and
a. To provide means of assessing overall performance of the develop local history.
collection development program a. William Katz
b. To provide proof for accreditation matters b. Robert Broadus
c. To silence complaints from insisting clients c. Francis Drury
d. To confuse staff with what should be done in certain d. David Spiller
situations 38. The following can be attributed to Francis Drury, except:
33. The recommended annual growth rate of the collection, according to a. Libraries must acquire long established literary standards
CHED Memo, No.22, Series of 2021, shall be maintained at what and literary landmarks
percent? b. Libraries must strengthen historical knowledge of the
a. 3% community through developing local history collection
b. 5% c. Libraries must select fictional collection with various
c. 10% translations to cater users across language
d. 14% d. Librarians must know that there is an appropriate reading
34. Which of the following is a qualitative collection analysis? material for a specific audience at a given time
a. Circulation statistics 39. 15% of original cost per year with 6-year life-time expectancy is the
b. Content overlap studies depreciation rate for which library material?
c. Ratio measures a. Library Books
d. Collection mapping b. Encyclopedias
35. Which of the following is a quantitative collection analysis? c. Software
a. Citation analysis d. Textbooks
b. User opinion surveys 40. 10% of original cost per year with 10-year life-tome expectancy is the
c. Verification studies depreciation rate for which library material?
d. Collection mapping a. Encyclopedias
36. According to him, without clear and reliable information about b. Textbooks
what is happening within an organization and in its interactions with its c. Software
customers and suppliers, it is impossible to make well-founded decisions d. None of the above
to guide future development or even to monitor the effects of decision 41. The act of prohibition of the production, distribution, circulation,
that have been made in the past. or display of a work by a governing authority on grounds that it contains
a. Peter Brophy objectionable or dangerous material.
b. Richard Gardner a. Censorship
c. Robert Broadus b. Suppression
 c. Biblioclast b. Collection development
d. Libricide c. Collection assessment
42. A systematic state-sponsored destruction of books and libraries. d. Selection and Acquisition
Twentieth-century examples include book burnings and attacks on 46. This guides the processes of managing the collection by establishing
libraries in Europe by the Nazis and the destruction of the National extent of usage, and circulation, and facilitating access by defining
Library of Bosnia and Herzegovina in 1992 by the Serbs during the siege restrictions or limitations.
of Sarajevo. The term is used by author Rebecca Knuth in her study. a. Collection Management Policy Statement
a. Censorship b. Collection Development Policy Statement
b. Suppression c. Library Operations and Procedures Guideline
c. Biblioclast d. Selection and Acquisition Guideline
d. Libricide 47. The following are general guidelines in preservation work, except:
43. Withholding or withdrawal of a work from publication or a. Establish minimum required care and treatment for all
circulation by an author or publisher, by an ecclesiastic or government holdings, not just selected rare or expensive items.
authority, or by court action, usually because it contains material b. In as much as possible, perform preservation work without
considered objectionable by those with the authority to prevent public altering or interfering with the originals through invasive
distribution. preservation works
a. Censorship c. Validate new techniques, technologies, and preservation
b. Suppression innovations by testing before implementing in larger scale.
c. Biblioclast d. Improve the physical characteristics of the materials being
d. Libricide treated for aesthetic purposes
44. A book, pamphlet, newspaper, broadsheet, speech, song, 48. A subpart of the Selection and acquisition guideline which enables
etc., published and distributed in secrecy, without official knowledge or the library to achieve quality, objectivity and consistency in the process of
sanction, usually expressing controversial views during a time of political identifying which materials to be acquired and ensures that resources
unrest and censorship. satisfy the information needs of the customers.
a. Propaganda publication a. Weeding out policy
b. Clandestine publication b. Acquisition policy
c. Vanity publication c. Selection policy
d. Subsidized publication d. Procurement policy
45. It is the process of information gathering, communication, 49. Included in the acquisition policy, this helps achieve transparency
coordination, policy making, evaluation, and planning that results in in transactions and ensure efficient use of budget during purchase and
decisions about the acquisition, retention, and provision of access to subscription.
information sources in support of the intellectual needs of a given a. Weeding out policy
community. b. Acquisition policy
a. Collection management c. Selection policy
 d. Procurement policy a. Weeding out Policy
50. Which of the following processes are part of collection b. Selection Policy
management? c. Procurement Policy
i. Formulating criteria for selection d. Acquisition Policy
ii. Implementing preservation and conservation 54. When the librarian is unsure of the legal procedures regarding
measures acquisitions, specifically on the forms and necessary transactions where
iii. Arranging the collection according to established transparency is needed, which of the following should be consulted first?
organization methods. a. Weeding out Policy
iv. Cooperative decision making within library b. Selection Policy
consortia and with other libraries c. Procurement Policy
v. Facilitating access to resources d. Acquisition Policy
vi. Determining collection strengths, level or intensity 55. A student is asking if they can suggest titles for the library to
vii. Identifying user needs, current trends and acquire and wonders why they need to ask for their facilitator’s
community interests recommendation, which policy shall be the reference of librarians for the
viii. Marketing the collection justification?
ix. Analyzing usage statistics a. Weeding out Policy
x. Developing disaster risk reduction program b. Selection Policy
a. i, iii, v, vi, viii, and ix c. Procurement Policy
b. i, ii, iii, iv, v, vi, vii, viii, ix, and x d. Acquisition Policy
c. i, iv, vi, vii, and ix 56. A publisher provided a list for an approval plan, which includes
d. i, ii, iv, v, vi, vii, and ix titles that have potential to be included in the libraries’ collection.
51. It is considered as the heart of the collection development process. However, majority of the titles offered do not match the audience
a. Acquisition level or the readers’ level. Which policy shall be the librarians
b. Selection reference to justify the titles to be deselected?
c. Evaluation a. Weeding out Policy
d. Budget b. Selection Policy
52. It is the process of ensuring the degree to which the library acquires c. Procurement Policy
the materials it intends to acquire in accordance with stated parameters. d. Acquisition Policy
a. Resource allocation 57. An order to supply each succeeding issues of a serial, periodical or
b. Collection evaluation annual publication, or subsequent volumes of a work published in a
c. User needs assessment number of volumes issued intermittently. Also called continuation order
d. Collection maintenance or till-forbidden order.
53. When discarding or weeding books, which of the following should a. Firm order
be first consulted by the librarians? b. Blanket order
 c. Standing order c. Collection Aspects
d. Purchase order d. Collection Strength
58. An edition which portions have been deleted usually to satisfy 63. It is the other term used to refer to is the current quality of a subject
moral or political objections, an alternative to banning the work collection in a particular library in conspectus work.
completely from publication or distribution. a. Collection levels
a. Facsimile edition b. Acquisitions commitment
b. Expurgated edition c. Collection development
c. Special edition d. Collection goal
d. Unexpurgated edition 64. It states the options for removing unwanted materials acquired by
59. A portion of a work printed and issued before the publication of the purchase, gift, deposit, or other means, as governed by local, parent-
complete work. A paper submitted at a conference which is published agency, legal, and other restrictions. These options include exchange,
prior to the holding of the conference. donation to other agencies, sale, and discard.
a. Manuscript a. Scope notes
b. Preprint b. Collection codes
c. Draft c. Disposition policy
d. Newsprint edition d. Conspectus
60. A copy of an article published in a periodical, specially reprinted for 65. Description of local holdings or policies that supplement the codes
the author’s use, but retaining the numbering of the issue from which it specified for each subject in a conspectus. A description of preservation
was taken. Sometimes called a separate. project is an example of this.
a. Reprint a. Scope notes
b. Offprint b. Collection codes
c. Preprint c. Disposition policy
d. Newsprint edition d. Conspectus
61. It is the relative degree of effort that should be maintained for the 66. The state of a collection and the state of collection building at a
development of a subject collection that meets the library’s mission. point in time.
a. Current Collecting Intensity a. Collection aspects
b. Desired Collecting Intensity b. Collection strength
c. Collection Aspects c. Collection intensity
d. Existing Collection Strength d. Collection levels
62. It is the current quality of a subject collection in a particular library. 67. A selection philosophy which views to stick on the building a
It may be temporarily at a higher or lower level than that of current or collection for the current patrons.
desired collecting intensity. a. Pluralist
a. Current Collecting Intensity b. Traditionalist
b. Desired Collecting Intensity c. Liberal
 d. Minimalist x. Verification studies
68. Which of the following is not a use of collection development a. ii, iii, iv, vi, vii, viii
policy? b. i, ii, vi, ix, x
a. To inform everyone about the nature and scope of the c. i, iv, iv, v, vii, viii
collection d. ii, iv, v, vii, viii, x
b. To inform everyone that they are the priorities of the 72. The following are reasons for de-selection except?
collection a. To keep the library in best possible condition
c. To generate some degree of commitment to meeting b. To find justification for budget requests
organization goals c. Alleviate space problems, especially for small libraries
d. To set standard for inclusion and exclusion d. Improve accessibility of the collection
69. Which of the following is not a use of collection development 73. Which of the following are benefits of Cooperative Collection
policy? Development?
a. To force the thought about organizational priorities for the a. Potential for improving both information and materials
collection accessed by users and as well as staff
b. To inform every one of the collection priorities b. Greater possibility of limiting stretched resources
c. To reinforce the influence of a single selector and personal c. Increases the breadth and depth of material available to
biases users of member libraries
d. To provide a training and orientation tool for the new staff d. Joint projects can increase the visibility of enhancements
70. In the common features of Collection Management Policies, which and improvements
of the following freedom statements are necessary? 74. The type of library where the members of the community will
a. Freedom to Abode have a significant role in materials selection and decisions to purchase
b. Freedom of Expression and acquire. Sometimes the librarian will just have to ensure that s/he is
c. Freedom to Read able to understand and interpret the unexpressed needs of her
d. Freedom of Citizenry community to be able to determine the kinds or materials these users
71. Which of the following are use and user-based collection analysis? would like to find in the library collection.
i. Interlibrary loan statistics a. Public Library
ii. Ratio measures b. School Library
iii. Citation analysis c. Academic Library
iv. Focus groups d. Special Library
v. Document Delivery statistics 75. According to him, selection process considers both education and
vi. Content overlap studies demand. He also identified various tools or methods used for selection
vii. User observation (such as examination, publishers’ information, reviews and listings)
viii. User opinion survey a. William Katz
ix. Materials budget and growth analysis b. Robert Broadus
 c. Francis Drury
d. David Spiller
76. According to David Spiller, selection process considers both
education and demand. In the process itself, which of the following
best helps the librarians in deciding which materials are to be
included in the collection?
a. Following the preferences and respecting the majority of
user’s interests
b. Use of various selection aids that provides criteria of a good
criteria of library materials
c. Basing from the existing records of the collection and
deciding which were already acquired before
d. Deriving utilization from shelf statistics and circulations
statistics to decide which books are busy
77. This is what Richard Gardner emphasized as an integral part of
libraries’ collection development that there should be a permanent
record of acquisition guidelines that librarians must refer to whenever
selecting or deselecting books.
a. Written Collection Development Policy
b. Implied Collection Development Policy
c. Imposed Collection Development Policy
d. Appealed Collection Development Policy
78. With the numerous roles a librarian should perform, William Katz
said that collection development is a debate between a librarian and
a/an
a. Economist
b. Political Science expert
c. Business Manager
d. Specialist
79. In the depreciation of library material scale, which is for software?
a. 15% of original cost per year with 6-year life-time expectancy
b. 10% of original cost per year with 10-year life-time
expectancy
c. 10% of original cost per year with 17-year life-time
expectancy
d. 14% of original cost per year with 7-year of life-time
expectancy
80. According to CHED Memo, No.22, Series of 2021, which of the
following is the recommended percent replacement of older materials
each year?
a. 15-20%
b. 10-15%
c. 5-10%
d. 3-5%
81. According to CHED Memo, No.22, Series of 2021, the preventive
measures that shall be undertaken to protect and preserve the
collection, except:
a. The library shall have policies on security and control as
safeguards from damage, loss, mutilation and theft.
b. A disaster preparedness, response and recovery plan for the
collection shall be formulated and implemented such as
microfilming and digitization of special/archival collections.
c. Proper environment conditions shall be maintained and
good housekeeping practices shall be implemented.
d. Implement first aid treatments to conserve damaged and
deteriorated materials in accordance with existing
standards and accepted practices for conservation.
82. According to CHED Memo, No.22, Series of 2021, newly-established
institutions shall at least have how many titles as a start-up library
collection to be granted government recognition?
a. 3,000 titles
b. 5,000 titles
c. 7,000 titles
d. 9,000 titles
83. The minimum start-up collection shall be in combination of print
and electronic formats given the ratio shall be determined by the
institution based on:
 a. Modalities of flexible learning strategies imposed
b. Available budget and allocation for the library
c. Access and usage of students and staffs
d. Available physical and cloud space of the library
84. Which module is mostly not available in the Philippine Scenario
ILS?
a. Indexing Module
b. Cataloging Module
c. Circulation Module
d. Acquisition Module
85. It is based on ongoing assessment of the information needs of library
clientele, usage statistics analysis, and demographic projections
primarily for the decision-making process in determining how the
library’s resources support its clientele. Often impacted by budgetary
limitations (IFLA).
a. Collection management
b. Collection development
c. Collection assessment
d. Acquisition
86. This guides the processes of collection development by establishing
priorities and facilitating decision making in selection and
acquisition.
a. Collection Management Policy Statement
b. Collection Development Policy Statement
c. Library Operations and Procedures Guideline
d. Selection and Acquisition Guideline
87. This guides all the departments, sections and services and their
functions, activities, operations, policies and procedures within the
library. It is what a staff consults whenever there are crucial
situations, especially when the staff have divided opinions and
decisions. IT is also what new hires are reviewing to be familiar with
the overall operations of the library.
a. Collection Management Policy Statement
b. Collection Development Policy Statement
c. Library Operations and Procedures Guideline
d. Selection and Acquisition Guideline
88. A subpart of the Selection and acquisition guideline which guides the
library’s acquisition of materials to be added in the library collection.
a. Weeding out policy
b. Acquisition policy
c. Selection policy
d. Procurement policy
89. Included in the selection policy, which is synonymous to de-selection
process, this provides criteria on determining those that are
necessarily be removed to improve the collection as well as the SOPs
to be followed such as discarding and any means of relieving
accountability.
a. Weeding out policy
b. Acquisition policy
c. Selection policy
d. Procurement policy
90. One of the goals of weeding is to improve the health of the collection
through removing those with outdated or misleading information.
Even books with trivial information, and titles that are irrelevant to
users’ needs. Which of the following librarians does not have logical
reasons for a choosing not to weed or discard?
a. The librarian in-charge of the Filipiniana section chose to
keep old books in the collection
b. The librarian that chose to not to discard the old but
established as standard references for a degree program
c. The librarian chose not to weed books so that the shelves
won’t look empty
d. The librarian in-charge chose to keep multiple copies of a
heavily used title
91. A selection philosophy which is the middle ground point of view and
comes up with a selection philosophy as wide in scope as it is
generous people.
a. Pluralist
 b. Traditionalist 94. Which of the following should not be considered in selecting the
c. Liberal vendor or supplier?
d. Minimalist a. Services
92. Which of the following are collection based collection analysis? b. Special or additional services
i. Circulation statistics c. Financial considerations and viabilities
ii. In-house use statistics d. Freebies
iii. Interlibrary loan statistics 95. The type of library where its selection process is not an exclusive
iv. Hits and downloads responsibility of a librarian but is a task dictated by the prevailing need of
v. Costs per use the most active users of the collection?
vi. Usability testing a. Public Library
vii. Collection size and growth b. School Library
viii. Collection size standards and formulas c. Academic Library
ix. List Checking d. Special Library
x. Collection mapping 96. More common in the US, a type of publisher that specializes in
a. i, ii, iii, iv, v producing books at the author’s expense, used mainly by writers
b. vii, viii, ix, x whose works have been rejected by commercial publishers, and by
c. i, v, vii, viii, x individuals of private means who are convinced they have an
d. ii, iii, iv, viii important message to impart to the world.
93. Which of the following is included in H.F. McGraw’s Criteria for a. Private press
de-selection? b. University Press
i. Physical condition c. Vanity press
ii. Duplicates d. Small Press
iii. Qualitative worth 97. It is granted by the author or the person responsible for the work, to
iv. Unsolicited and unwanted gifts the publisher to produce or publish the work in different formats
v. Quantitative worth based on the original material.
vi. Obsolete books, especially in the sciences a. Copyright
vii. Superseded editions b. Licensing agreement
viii. Books that are infested, dirty, shabby, etc. c. Subsidiary rights
ix. Unused, unneeded volumes of sets d. Legal rights
x. Periodicals with no indexes 98. It is the process of managing the budget to cover different subject
a. i, iii, v, vi, vii, viii, ix, x materials or formats.
b. ii, iv, vi, vii, viii, ix, x a. Resource allocation
c. ii, iii, v, vi, vii, viii, ix, x b. Collection evaluation
d. i, ii, iv, vi, vii, viii, ix, x c. User needs assessment
 d. Collection maintenance INDEXING AND ABSTRACTING
99. Which is the correct order of acquisition purchase? What is Indexing?
i. Bibliographic verification It is the process of analyzing the informational content of records of
ii. Preparation of purchase order knowledge and expressing the informational content in the language of the
iii. Purchase request indexing system (a set of prescribed procedures, either manual and/or
iv. Record verification automated, intended for indexing)
v. Bidding and Deliberation Index
vi. Delivery receipt - Latin word indicare, which means "to point out”
vii. Request for quotation - a guide to the contents of a knowledge record systematic analysis
viii. Request Approval of such records, arranged in an organized way
ix. Technical processing - list of bibliographic information found in a document or a
x. Clearing of records collection of documents arranged in order according to some
a. iv, i, iii, viii, vii, v, ii, vi, ix, x specified datum such as author, subject, or topic keyword
b. i, iii, viii, v, ii, vi, vii, ix, iv, x Document
c. i, iv, iii, viii, v, ii, vi, vii, ix, x - physical carrier of organized information; maybe print or non-
d. i, iii, viii, vii, v, ii, vi, ix, iv, x print, including digital form
100. According to CHED Memorandum, No.22, Series of 2021, an Collection
initial core collection of ________ in various formats (print or non- - used to denote any body of materials indexed, which may be a
print), usually selected with the aid of standard lists and other single or a composite text (e.g. treatise, anthology, encyclopedia,
selection tools, is deemed necessary to meet the educational needs of periodical, etc.).
the academic community. - also refers to group of documents to the contents of which
a. 5,000 well selected books for college libraries and 10,000 reference is made or expected to be made in an index (e.g.
titles for university libraries documents scanned by an indexing service. o database or
b. 10,000 well selected books for college libraries and 15,000 abstracts, etc.). It may also pertain to a set of rep1esenlations (e.g.
titles for university libraries maps, drawings, reproductions of art, or other objects).
c. 15,000 well selected books for college libraries and *An index is made up of index entries (individual records in the index).
university libraries Basic Elements of an Index
d. 20,000 well selected books for college libraries and 1. Index heading - This is a term chosen to represent in the index the
university libraries item or concept derived from the material being indexed.
2. Index subheading - This refers to the heading that is subsumed
under a heading to indicate a modifying or subordinate relationship.
3. Qualifier - This is a term added to a heading, but separated from it
by punctuation (preferably parentheses) in order to distinguish the
heading from homographs in the same index.
 4. Scope note - This pertains to the explanation added to a heading to
clarify the range of the subject matter encompassed or the usage of
the heading within the index.
5. Locator - This element leads the user directly to the part of the
document or collection containing the information to which the
index heading refers.
Functions and uses
1. To allow an indexer to represent the subject matter of the document
in a consistent way.
2. To bring vocabulary used by the searcher into coincidence with the
vocabulary used by the indexer.
3. To provide means whereby searcher can modulate a search strategy
in order to achieve high recall or high precision as varying
circumstances demand.
General purposes
1. To minimize the time and effort of finding information
2. To maximize the searching success of the user
Types of indexes
A. According to arrangement
a. Alphabetical index is based on the orderly principles of
letters in the alphabet and used for /he arrangement of
subject headings, cross references, and qualifying terms. m
well as main headings.
b. Classified index has its contents arranged on the basis of
relation among concepts represented by headings (e.g.
hierarchy, inclusion, chronology, and other association).
c. Concordance is an alphabetical index of all the principal
words appearing in a single text or in the multi-volume work
of a single author with a pointer to the precise point at which
the word occurs. The index shows a very contextual
occurrence of a word. The need for indexes was first felt
when the English Bible was made available to ordinary
people. This paved the way for Alexander Cruden in 1737
to prepare the Concordance of the Bible.
A concordance is used to:
i. to locate a partly or completely remembered passage
ii. to assemble subject matter
iii. to compare and analyze word meaning and usage
d. Numerical or serial order - Included in this group are
patent-number indexes (e.g. The Numerical Patent Index of
Chemical Abstracts) and table indexes.
B. According to the Type of Material Indexed
a. Book index or back-of-the-book index
i. an alphabetical list of words, or group of words at
the back of the book giving a page location of the
subject or name associated with each word or group
of words.
ii. Book index is prepared in order to
1. Reduce the frustration of information
overload
2. Permit a browser in a bookstore to compare
books prior to purchase)
3. Collect the different ways of wording the
same concept
4. Provide well-worded sub-entries (rather than
long strings of unanalyzed page references.
5. Guide a user directly to a specific aspect of a
topic
6. Filter information for the reader
iii. The contents of the index must satisfy the following
conditions
1. It must bring together references to similar
concepts that are scattered in the text.
2. All significant items in the text must appear
in the index.
3. Items and concepts in the text must be
represented by appropriate, precise,
accurate unambiguous headings.
 4. Index entry headings should be consistent in
form and in usage.
5. The book index should represent the text
and is not a vehicle for expressing the
indexer's own views and interests.
iv. Components of Book Index
1. Entry - This is the principal subdivision of
the index.
2. Heading - This identifies the subject and is
the top line in the index entry hierarchy.
3. Subentry/subheading - This is a line of
indented text that immediately follows the
heading. It usually represents some aspect of
the main heading.
4. Locator - This tells the reader where to find
the item or material pertaining to the
subject.
5. Cross-reference - This is an internal index
navigation guide. They usually take the
forms see and see also.
b. Periodical index
i. based on the same principles and has the same
general objective m u book index but has a broader
scope, Periodical indexes are open-ended projects
usually performed by a group of people. Each issue
of a periodical may deal with unrelated topics by
several authors, written in different styles and aimed
at different users.
c. Newspaper index
i. uses the same principles and objectives as the
previous index types except for some problems
occurring to them.
1. A newspaper article may contain names,
places, or even subjects that may not occur
again (problem in vocabulary control)
2. Multiple editions that some newspapers
tend to have may cause some stories to be
added, dropped, or shifted to other pages
d. Index to audio-visual materials
i. Multimedia sources - textual labeling is needed
(index terms or descriptive-narrative) along with
image matching
ii. Sound databases - usually feature sound browsers
which allow fuzzy searches on audio databases.
There are sound databases that can utilize speech
recognition technology for retrieving television news
segments. Such is used to create transcripts of the
audio portion of the broadcast, which are then
stored in a searchable form
C. According to Forms of Literature
a. Index to short stories
i. Example: Shod Story Index (NY: H.W. Wilson,
1953) - This index lists stories in both book and
periodical collections. It provides entries for author,
title, and subject. This index is issued annually, with
over 3,000 s1ories included each year. Short story
index provides a list of books and periodicals that
were analyzed. Five-year cumulative issues are also
provided.
b. Index to plays
i. Example: Play Index (NY: H.W. Wilson 1953)
Unlike Short Story Index, this index is published
irregularly. It provides author, ti1Ie, and subject
index entries to individually published plays and
play collections. An author entry contains the
author's full name, title of the ploy, a brief
 description notes, the number of acts and scenes, the
size of the cost, and the number of sets required. It
contains a cast analysis that helps a librarian locate
plays for a number of players required.
c. Index to poems (first-line index)
i. Example: The Columbia Granger's Index to Poetry.
9th ed. (NY: Columbia University Press, 1990, 2048
p. Also available in CD-ROM).
This publication indexed close to 400 poetry
anthologies. It provides four (4) indexes: by
first line, author, subject, and title. It serves
as a guide in locating a poem in a particular
anthology. It is also valuable in locating
elusive quotations either by first line or by
subject. The index provides access to over
40,000 poems.
ii. The Columbia Granger's Guide to Poetry
Anthologies (NY: Columbia University Press, 1991)
This publication provides an annotated,
descriptive, and critical appraisal of all the
anthologies indexed in the 9117 edition of
The Columbia Granger's Index to Poetry,
with attention given to the audience for the
particular works. The annotations were
prepared by William and Linda Katz
d. Index to essays
i. Example: Essay and General Literature Index (NY:
Columbia University Press, 1990) - This index
consists of analy1ical subject entries to the contents
of approximately 300 collected works on every
subject from art to rneclici11e. It is useful in
approaching an author's work via his/her name and
locating criticism of the author's efforts. Regular
issues of four-year cumulation for the previous index
issues are provided.
D. According to Physical Form and Other Categories
a. Card indexes (e.g., card catalog)
b. Printed indexes (e.g., indexes in printed book or serial
formats) ·- These indexes contain indexer's markings on the
items. They are constructed through the use of bibliographic
worksheets.
c. Microform indexes
d. Computerized indexes (e.g., online indexes, indexe1 in CD-
ROM)
*Indexes can also be categorized by the type of index headings they
contain
a. Subject index - provides access to the topics treated in
documents and/or features of documentary units (e.g., genre,
format, etc.). Index subject headings are arranged
alphabetically or in other systematic order.
b. Author index - provides access to information on documents
cited by the author's name in the indexed document, or it
lists documents distinguished by author's name in the
indexed collection. 3. Name index - provides access to names
contained in documents. whether or persons, organizations,
or other animate or inanimate objects which are identified
by a proper name.
Steps in indexing
A. Decide which topics in the item are relevant to the potential user of
the document
B. Decide which topics truly capture the content of the document
C. Determine terms that come as close as possible to the terminology
used in the document
D. Decide on index terms and the specificity of those terms Group
references to information that is scattered in the text of the
document
 E. Combine headings and subheadings into related multi-level B. Specificity
headings - the extent to which a concept or topic in a document is identified
F. Direct the user seeking information under terms not used to those by a precise term in the hierarchy of its genus-species relationship.
that are being listed by means of see references and to related terms - Example: An information resource about musicians is entered
see also references under Musicians and not Performing artists.
G. Arrange the index into a systematic presentation C. Coextensive entry
Steps in ACTUAL indexing - means that the subject heading will cover all but not more than the
A. Record the bibliographic data concepts covered in the document.
B. Analyze the content/ Content analysis - Example: For a document that deals both with musicians and
a. The title dor1cers, should be Musicians and dancers.
b. The abstract D. Consistency
c. The text itself - the extent to which agreement exists on the terms to be used to
d. The references section index some documents. It requires that items on the same subject be
C. Determine subject facets conceptually analyzed and translated in the same way.
D. Convert to the indexing language - two types of consistency level
E. Review what has been done 1. inter-indexer consistency
Indexing Principles and Concepts 2. intra-indexer contingency
A. Exhaustivity - factors that influence indexing consistency.
- the extent to which concepts or topics are made retrievable by 1. Number of concepts represented
means of index terms. 2. Size of vocabulary
- Degree of exhaustivity Indexing methods
a. Depth indexing aims to extract all the main concepts dealt A. Derived or derivative indexing
with in a document, recognizing many subthemes and B. Assigned indexing
subtopics. Indexing languages
b. Summarization identifies only a dominant, overall subject of - system of naming or identifying subjects contained in a
the item, recognizing only concepts embodied in the main document
theme. Features
Summarization Depth indexing a. Vocabulary - This refers to terms selected for the indexing
of concepts. It employs certain classes of words, adjectives,
participles and gerunds, few prepositions and conjunctions,
almost no adverbs, pronouns or verbs, and no interjections.
There are two types of vocabulary.
Document retrieval Information retrieval
 i. Index vocabulary – consists of index terms which
are assigned to express the concepts of the author.
These are also called the descriptors.
ii. Approach vocabulary – Consists of terms which are
used as lead-in terms to the index terms.
b. Syntax - This refers to the combination and modification of
terms to form headings and multi-level headings or to form
search statements for non-displayed indexes. It is concerned
with the clearness of expression, with efficient and
unambiguous communication and is language dependent.
Syntactic relationships may be shown in several ways.
i. Recall devices – These are indexing language devices
that group terms together into classes of one type or
another so that such devices will allow
improvements in recall in search operation and will
make the index consistent in assigning index terms
that represent the subject contents of document.
1. Synonyms
2. Control of Word
3. Hierarchical relationship
ii. Precision devices – These are indexing language
devices that when used with association with terms
will increase the shades of meaning of the terms.
Hence, such devices will improve precision in both
indexing and search operations. The most common
type of such devices are:
1. Term coordination or combination of two
or more different terms with different
meaning to come up with a distinct index
term with specific meaning. These are
called:
a. Adjectival headings
b. Phrase headings
c. Compound headings
2. Subheadings or subdivision are terms or
phrases that are used main headings or
index terms to subdivide certain subjects
into more specific topics or show a particular
aspect of a given subject or index term.
c. Semantics - This is actually the study of meaning
expressed in communications such as words. In indexing,
semantics indicate class relations among index terms.
Semantic relationships are categorized as follows.
i. Equivalence relationship - This kind of semantic
relationship implies that there will be more than
one term denoting the same concept. Equivalence
is expressed through any of the following.
1. synonyms (e.g., Feminism ↔ Women's
Liberation Movement)
2. quasi-synonyms (e.g., Economics ↔ Cost
and financing)
3. preferred spelling (e.g., Program ↔
Programme)
4. acronyms and abbreviations (e.g., ALA →
American Library Association)
5. current and established terms (e.g.,
Developing countries ↔ Third world ↔
Underdeveloped areas ↔ Less developed
countries)
6. translation (e.g., Manila hemp ↔ Abaca)
ii. Hierarchical relationship - This kind of semantic
relationship is manifested in various instances.
1. genus/species (e.g., Agroindustry → Food
industry →
Meat industry)
2. whole/part relationships (e.g., Foot →
Toes)
iii. Affinitive/associative relationships - Such
 relationships are displayed with the use of related
terms.
1. Example: Men - Women
Education – Teaching
Maintenance – Repairing
Types of Indexing Language
A. Natural language
a. Natural language tends to improve recall because it
provides more access points but reduces precision.
b. In natural language, redundancy is greater.
c. Natural language uses more current terms.
d. Natural language tends to be favored by subject specialists
or the end-user.
B. Controlled vocabulary
a. It controls synonyms by choosing one form as the standard
term.
b. It makes distinctions among homographs.
Example: Security (Law)
Security (Psychology)
c. It establishes the size or scope.
d. It usually records hierarchical and affinitive/associative
relations.
e. It controls variant spellings.
C. Free Language
a. Does not consist of a list of terms distinct from those used
to describe concepts in a subject area.
b. It is free in the sense that there are no constraints on the
terms that can be used in the indexing process. It is the
nature of a free language that any word or term that suits
the subject may be assigned as an indexing term.
c. Terms may be computer or human assigned.
d. Most common in a computer-indexing environment.
Controlled vocabulary uses several syndetic devices.
 USE and USE FOR (for synonymy)
o USE indicates that another term is to be used in
preference.
o UF (Used for) indicates that a term is used instead of
another.
 BT, NT, and RT (references for differing levels specificity
and certain near-synonyms and antonyms.
o BT - indicates that the term is broader in scope in
relation to other terms within the unit.
o NT - suggests that the term is narrower in scope
o RT - indicates the availability of related terms to the
term in the unit.
 parenthetical qualifiers (for semantic ambiguities)
o Example: Mercury (Planet)
Mercury (Chemical element)
Mercury (Mythology)
Controlled vocabulary offers advantages for the indexer and the
user of the index.
 It increases the probability that both indexer and searcher will
express a particular concept in the same way, so as to improve
the matching process and enable the searcher to find what is
being looked up to.
 It increases the probability that both indexer and searcher can
be led to a desired topic by the syndetic features.
 It increases the probability that the same term will be used by
different indexers or by the same indexer at different times to
ensure consistency.
 It helps to speed the indexing process and especially the
searching process by making it unnecessary to imagine and to
look up possible or likely synonyms if the term looked up is
not in the database.
 It helps searchers to focus their thoughts when they approach
the information system without a full and precise realization of
what information they need.
Coupled with these advantages are some disadvantages.
  Indexing with controlled vocabulary can mean high input costs,
since it is usually done by people who must read the document,
discern the various ideas it contains, then match these with
appropriate terms in the authority lists.
 Controlled vocabulary indexing is prone to human error in
interpreting a document's subject matter.
 Different indexing languages may be incompatible, even with
the same discipline or subject, making searching in different
databases difficult.
 There is a possibility that the controlled vocabulary may be
inadequate. The indexer and the searcher are limited to the
terminology used, to the scope of each content (term or
notation), and to the structure of the existing system.
Subject Heading Lists and Thesauri
Controlled vocabulary is channeled in two basic forms.
 Subject heading list - This is an alphabetical list of subject headings
with cross references from not preferred terms and headings to
preferred ones, and linking devices between related terms and
headings. It often includes separate sequences of standardized
subheadings that may be combined with subject headings.
Rules for applying subheadings usually accompany the list. A
subject heading is used primarily to index textual, book-length
documents, with one or two terms that capture what the
document is all about. Examples of subject heading lists are the
following.
o Library of Congress Subject Headings (LCSH) - LCSH is used
in conjunction with the Subject Cataloging Manual:
Subject Headings, a document that contains policies
and practices of the Library of Congress. LCSH is
updated continuously. Electronic updates are available
via subscriptions to Cataloger's Desktop and through
various bibliographic utilities such as RLIN and OCLC.
o Sears List of Subject Headings - This list is intended for
small collections used by persons with general needs. Its
main users are public and school libraries. It is also
continuously updated (updates are available in
electronic form).
o Medical Subject Headings (MeSH) - This list is used to
provide subject access points on every bibliographic
record created at the National Library of Medicine.
In printed version, MeSH comprises three (3) volumes
- one volume for a hierarchical listing, another volume
that is alphabetically-arranged that includes scope
note, and a volume of permuted alphabetical listing in
which every word of a phrase is brought into lead
position.
 Thesaurus - The term thesaurus is derived from Latin, which
means "treasure." It is used to control indexing vocabulary in
one subject or field of interest, ranging from Agriculture to
Vocational Training and to the European Communities. It is
a controlled indexing language vocabulary arranged in a
known order and structured so that equivalence,
homographic, hierarchical, and associative relationship
indicators among terms are displayed clearly and identified
by standardized relationship indicators that are reciprocally
employed. More than the subject heading list, a thesaurus is
based on terms and concepts that appear on the actual text of
documents being indexed. A thesaurus aims to promote
consistency in the indexing of documents, predominantly for
post- coordinate information retrieval systems, and to
facilitate searching by linking lead-in terms with descriptors.
Indexes and Indexing systems
I. Title-Based Derivative Indexes
A title-based derivative index is generated merely by obtaining and
analyzing contexts present in document or article titles. There are two (2)
known indexing systems that are centered in this principle.
 KWIC (Keyword in Context) indexing was introduced by Hans
Peter Luhn in 1959. It is a rotated index commonly derived from
 the titles of documents. Each keyword appearing in the title becomes
an entry point and highlights in some way by setting it off at the
center of the page. KWIC indexing employs the following principles.
o Titles are generally informative.
o The words extracted from the title can be used effectively to
guide the user to an article or a paper likely to contain the
desired information.
o Although the meaning of the word viewed in isolation may be
ambiguous or too general, the context surrounding the word
helps to define and explain its meaning.
 KWOK (Keyword Out of Context) indexing system is also a rotated
index but uses a different method. Keywords that become the access
points are set off on the left-hand margin of the page, or sometimes,
they are used as though they were subject headings. A keyword used
as an entry point in a KWOC index is not usually repeated in the
title but is replaced by an asterisk (*) or some other symbols.
Below are some examples of how KWIC and KWOC indexes are
constructed. Examples:
Document titles - Blue-Eyed Cats in Texas
The Cat and the Fiddle
Dogs and Cats and Their Diseases The Cat and the Economy
II. String and Permuted Indexes
A string indexing system is a word-based system in which the indexer
analyzes the various aspects of a complex subject treated in a document
and records the aspects as words, along with "role operators" (that is,
instructions to the computer). The computer program combines these
words into a string of terms that represents a brief summary of the
document's content. Then, the program provides index entries by
automatically recasting the string under every significant term that forms
part of the string.
Timothy C. Craven cited two main characteristics of a string index.
1. Each indexed term normally has a number of index entries containing
at least one of the same terms.
2. Computer software (index string generator) generates the description
part (index string) of each index entry according to regular and explicit
syntactical rules.
 PRECIS (Preserved Context Index System) - This is a method of
subject indexing developed by Derek Austin for the British
National Bibliography (1971-1973) in order to produce printed
alphabetical subject entries. It involves
a. determining the subject content of the document
b. analyzing the subject statement to determine the role of
each significant term (action term, location term, an
agent or object of the action)
c. computer manipulation of the coded string to produce
index entries
d. determining the relationship of the term to other terms
in the database and how should all these terms be linked
 POPSI (Postulate-based Permuted Subject Indexing) - This indexing
system was developed at the Documentation Research and
Training Center in India, following the classification ideas of
S.R. Ranganathan. The coding used for the index string
generator in this system is based on the indicator system of Colon
Classification (also by S.R. Ranganathan). A comma (",")
precedes the entity segment, a semicolon (";") before the property
segment; a colon (":") before a process segment; a hyphen ("-")
before a qualifying sub-segment; and a greater-than sign (">")
before a narrower term.
 NEPHIS (Nested Phrase Indexing System) - This system was
developed by Timothy C. Craven. In this system, the input string
was designed to be a phrase in ordinary language. Four (4)
different coding symbols are used - the left and right angular
brackets ("<" and ">") which mark the beginning and the end of a
phrase embedded, or "nested" within the large phrase; question
mark ("?") which indicates that what follows is a connective to be
included only in those index strings in which the connective has
something to which to connect; and the at-sign ("@"), used either
at the beginning of wither the input string or the nested phrase,
 which indicates that what follows is not an access term.
 CIFT (Contextual Indexing and Faceted Taxonomic Access System) - This
system was developed for the Modern Language Association
(MLA). In this indexing system, alphabetical subject entries are
created from strings provided by indexers who assign facets
derived from literature, linguistics, and folklore. This system was
published with the MLA International Bibliography. A CIFT
index string has three parts - a heading to be displayed in bold
capitals; a subheading, in mixed upper and lower case boldface;
and a subheading, in typeface of ordinary weight. A lead term
repeated in the subheading is capitalized; author dates appear
only in the heading.
III. Faceted and Chain Indexes
 Faceted Indexes
Faceted indexes are products of a type of systematic
classification that is often called as analytico-synthetic system. A
facet analysis is a tightly controlled process by which simple
concepts are organized into carefully defined categories by
connecting class numbers on the basic concepts.
A faceted index is pre-coordinated at the time of indexing
and is arranged in classification order rather than straight
alphabetical order. S.R. Ranganathan introduced faceted
classification system by publishing his basic works in the system
on the 1930s.
 Chain indexing
Chain indexes are prepared though a simple technique of
constructing an organized set of entries for an alphabetical
subject index of a classified catalog. They provide that every
concept becomes linked, or chained, to its directly related
concept in the hierarchy system.
Chain indexing involves the creation of multi-level
headings that consist of "chains" of terms extracted from a
classification scheme, arranged in an inverse citation order of
facets to that of the classification scheme itself. S.R. Ranganathan
also introduced this as part of his Colon Classification, which
uses synthesis or number building. The number representing
some complex subject is arrived at by joining the notational
elements that represent more elemental subjects.
Guidelines for Indexing
Selection of Documents and Periodical Titles for Indexing
There are certain factors to be considered in· the selection of periodical
titles for indexing. These are the following.
o Usefulness
o subject coverage or content
o class and range of readership
o availability in most libraries
o indexing of titles in other indexing services
When indexing particular documents, especially books, these are the
only parts that should be considered for the process.
o body of the text that is directly relevant to the subject matter,
scope, and audience of the book
o introduction
o chapter headings
o footnotes and endnotes (if they present material not found in the
text itself)
o personal names
o quotations (should be paraphrased if lengthy)
o appendices (if they contain important material omitted in the
body)
o illustrative matter, e.g., charts, maps graphs, drawings, etc. (if
they me printed several pages away from the page containing the
textual discussion)
Subject indexing
These are the five specific steps in subject indexing.
1. Recording locators (may sometimes be the bibliographic data
about the document)
a. When indexing printed books, pamphlets, periodicals,
and other printed documents, use locators that refer to
 the page numbers, separating locators with a comma
(","). It is necessary to distinguish between different
sequences of numbers.
Example: Livingstone, Ken 1/3, 1/97, 3/94 or
Livingstone, Ken 1:3, 1/97; 3:94
b. When indexing a collection of documents, locators
should give complete information about each document.
In the case of periodical articles, each locator normally
consists of the title of the article, the author(s) of the
article (if named), the title of the periodical (often in an
abbreviated form that is explained in the introductory
notes), the periodical's volume number and date, and the
inclusive pagination of the document.
Example: Computer simulation
Building working computer models. R. Collison
and Peter Farcas. Computer univ. 16:37-41 Jan-
Feb '89. Tables
Computer-simulated robotic arms. Bits & bytes.
8:26 Jan '89. ill.
c. If a document treats a subject continuously in a
consecutively numbered sequence, reference should be
made to the first and last numbered elements only (e.g.,
7-18).
d. Exceptionally, where space constraints apply or where
the locators are extremely long (e.g., 10003-10009),
numbers may be omitted so that the only changed digits
of the second locator are given (e.g., 10003-9).
Conventionally, the digits 10-19in each hundred are
given in full (e.g., 14-17, 412-18).
2. Content analysis - Some factors may affect this activity.
a. Environmental situations - If there is labor shortage or
other critical time factors, this process may be hurried.
The various physical environmental factors such as noise
and other factors that determine the conduciveness of a
workplace may also affect the process.
b. Policy decisions - Guidelines imposed by agencies are
generally concerned with selecting certain content
indicators and the rejection of others. For example,
indexers of scientific literature may be told to
concentrate on the methodology, measurement,
equipment used, and the results, ignoring historical
materials.
c. Decision of the indexer - This determines which aspects
of the subjects must be emphasized and which aspects
are deemphasized.
d. Content analysis must cover the following parts of the
document being indexed.
i. Title - Even though some titles are vague and are
not related to the document subjects, they are
still considered basic indexing units and serve as
the first sop in determining subject content.
ii. Abstract - This is the actual information-packed
miniature of the document. Good abstracts can
be fundamental indicators of subject content
iii. List of contents - This gives an overview of the
actual contents of the document.
iv. Text - It is also necessary to examine the4
introduction, summary, and conclusion.
Likewise, section headings and first and last
sentences of paragraphs should also be given
primary attention.
v. Illustrations, diagrams, tables, and their captions
vi. Reference section (bibliography) - The references
for the work cited by authors are also considered
subject indicators.
e. Consider the following steps in conceptual analysis
i. Scan the document by examining its content and
identifying what is being discussed. This could
 help in simply getting the raw title. A raw title is
the title found on the title page or the need of a
document.
ii. Read through other parts of the document and
pay attention to the following: (a) introduction,
(b) table of contents, (c) abstract, (d) summary
and conclusions, (illustrations, diagrams, tables
and their captions, and (f) highlighted keywords
iii. Once the aboutness of the document has been
identified, the specific content of the document
will be turned inside out by writing the
expressive title or the expanded version of the
raw title.
iv. Underline the terms in the expressive title that
were not on the raw title.
v. Write down the kernel title by retaining the
substantive keywords which denote each of the
substantive ideas and dropping the auxiliary
words and connectives such as articles,
prepositions, and conjunctions
vi. Write down the categorization of each kernel
term from the kernel title. This will give you the
analyzed title.
vii. Then check for the equivalent words for the
terms from the authority list. It will give you the
transformed title.
3. Subject determination - At this point, the indexer determines
the aboutness of the document. It entails the formulation of a
concept list. The following guidelines must be observed.
a. Choose the concept which would be regarded as the
most appropriate by a given community of users, bearing
in mind the purpose of the index.
b. If necessary, modify both indexing tools and procedures
as a result of feedback from inquiries. Such modification
should not be taken to a point where the structure or
logic of the indexing language is distorted.
c. No arbitrary limit should be set on the number of terms
or descriptors which can be assigned to a document.
This should be determined entirely by the amount of
information contained in the document related to the
expected needs of the users of the index.
d. Concepts should be identified as specifically as possible.
More general concepts may be preferred in some
circumstances, depending upon the following factors.
i. Extent to which the indexer considers that over-
specificity might adversely affect the
performance of the indexing system - For
example, an indexer might decide that very
specific models of equipment may be
represented by more general terms such as the
name of the maker and perhaps of the family of
models, especially when these concepts occur in
the fringe areas of the subject field covered by
the index.
ii. Weight attached to a concept by the author - If
an indexer considers that an idea is not fully
developed or is referred to only casually by the
author, indexing at a more general level might
be justified.
4. Conversion to the index language - Terms in the concept list
must be matched against those available in the controlled
vocabulary. The following practices must be observed in the
translation process.
a. Concepts that are already translated into indexing terms
should be translated into their preferred terms.
b. Terms that represent new concepts should be checked
for accuracy and acceptability in reference tools such as:
i. Dictionaries and encyclopedias recognized by
 authorities in their fields
ii. Thesauri (especially those constructed following
ISO 2788 or ISO 5964)
iii. classification schemes
iv. subject specialists (especially those with some
knowledge in indexing or documentation)
c. Suppose the concepts are not yet present in an existing
thesaurus or classification scheme. In that case, these
may be expressed by terms or descriptors which are
admitted to the indexing language immediately, or they
may be represented temporarily by more general terms,
the new concepts being proposed as candidates for later
addition.
5. Preparation of index entries - The indexer may use a pre-
printed form or bibliographic sheet encoding to prepare and
organize the index entries obtained. The process of editing index
elements (e/g/ cross-references, spelling, punctuation, headings,
subheadings, missing entries, and unnecessary entries) is also
undertaken at this point. In organizing the index entries, the
indexer may opt to arrange the entries alphabetically (either
word by word or letter by letter), or in a classified system.
Factors that affect the quality of an index
1. Qualifications and expertise of the indexer
a. subject knowledge
b. knowledge of users' needs
c. experience
d. concentration level
e. reading ability and comprehension
f. impartiality
2. Hospitability of the indexing language being employed
a. This determines whether to admit new terms or changes
in terminology freely and respond to users' new needs.
Evaluating indexes
The process of evaluating indexes is to determine their effectiveness,
efficiency, and value. The following guidelines will help the indexer,
librarian, or even the user to determine the quality of an index.
• Subject errors
• Generic searching
• Terminology
• Internal guidance
• Cross references
• Accuracy in referring
• Entry scattering
• Entry differentiation
• Spelling and punctuation
• Filing
• Layout
• Length and type
• Cost
• Standards
Two highlighted aspects should be looked at in evaluating the quality of an index.
 Recall Ratio - the ratio of relevant documents retrieved to the total
number of relevant documents potentially available in the file.
Recoil depends on the level of Exhaustivity allowed by the
indexing policy.
 Relevance Ratio - the ratio of the relevant documents retrieved to
the total numbers of the document retrieved
Indexing Standards
A. International Organization for Standardization (ISO)
a. ISO 2788-1996 - Documentation - Guidelines for the
establishment and development of monolingual thesauri
*Revised by ISO 25964-1:2011 and ISO 25964-2:2013
- ISO 25964:1-2011 - Information and documentation —
Thesauri and interoperability with other vocabularies —
Part 1: Thesauri for information retrieval
gives recommendations for the development and
 maintenance of thesauri intended for information
retrieval applications. It is applicable to vocabularies used
for retrieving information about all types of information
resources, irrespective of the media used (text, sound, still
or moving image, physical object or multimedia)
including knowledge bases and portals, bibliographic
databases, text, museum or multimedia collections, and
the items within them.
- ISO 25964-2:2013 - Information and documentation —
Thesauri and interoperability with other vocabularies —
Part 2: Interoperability with other vocabularies
b. ISO 5964-1985 - Documentation - Guidelines for the
establishment and development of multilingual thesauri
*Revised by ISO 25964-1:2011 and ISO 25964-2:2013
c. ISO 5963-1985 - Documentation - Methods for examining
documents, determining their subjects, and selecting
indexing terms - Describes general techniques for
document analysis which should apply in all indexing
situations. These techniques can be employed by any
agency in which human indexers analyses the subjects of
documents and express these subjects in indexing terms.
Is intended to promote standard practice within an
agency or network of agencies as well as between different
indexing agencies, especially those which exchange
bibliographic records.
d. ISO 999-1996 - Information and documentation-
Guidelines for the content, organization, and presentation
of indexes - Gives guidelines for the content, arrangement
and presentation of indexes to books, periodicals, reports,
patent documents and other written documents, also to
non-print materials, such as electronic documents, films,
sound and video recordings.
e. ISO 4-1997 - Information and documentation - Rules for
the abbreviation of title words and titles of publications (It
publishes List of Serial Title Word Abbreviations which
includes title word abbreviations in over 50 languages.) -
This International Standard gives rules for abbreviating
titles of serials and, if appropriate, non-serial documents
in languages using the Latin, Cyrillic and Greek
alphabets. This International Standard also serves as the
basis for the establishment of title word abbreviations by
the ISSN Network.
B. National Information Standards Organization (NISO)
a. ANSI/NISO Z93.2 - l994 (R200l) Information
Interchange Format (Equivalent to ISO 2709) - The basis
for the MARC (Machine Readable Catalog) record, this
standard specifies the requirements for a generalized
interchange format that can be used for the
communication of records in any media.
b. ANSI/NISO Z39.14 - l 997 (R2002) Guidelines for
Abstracts - This standard helps authors and editors
prepare useful abstracts by describing the components of
an abstract and the appropriate styles and formats.
Numerous examples illustrate the instructions presented
in the standard and clarify how to handle special cases.
c. ANSI/NISO Z39.53-2001 Codes for the Representation of
Languages for Information Interchange - A standardized
3-character code to indicate language in the exchange of
information is defined. Codes are given for languages,
contemporary and historical.
d. ANSI/NISO Z39.19 - 2005 Guidelines for the
Construction, Format, and Management of Monolingual
Thesauri (Equivalent to ISO 2788) - Presents guidelines
and conventions for the contents, display, construction,
testing, maintenance, and management of monolingual
controlled vocabularies. It focuses on controlled
vocabularies that are used for the representation of
content objects in knowledge organization systems
 including lists, synonym rings, taxonomies, and thesauri. analysis and concept identification, especially applicable
e. ANSI/NISO Z39.4-2021 Criteria for Indexes - This to systems in which subjects of documents are expressed
standard provides guidelines for the content, in summary form, and concepts recorded in the terms of
organization, and presentation of indexes used for the a controlled indexing language. Applicable within an
retrieval of documents and parts of documents. It deals agency, or between agencies, particularly those which
with the principles of indexing regardless of the type of exchange bibliographic records.
material indexed, the indexing method used, the medium e. BS ISO 999-1996- Information and documentation-
of the index, or the method of presentation for searching. Guidelines for the content, organization, and presentation
It emphasizes three processes essential for all indexes: of indexes - Gives guidelines for the content, arrangement
comprehensive design, vocabulary management, and and presentation of indexes to books, periodicals, reports,
syntax. patent documents and other written documents, also to
C. British Standards Institution (BSI) non-print materials, such as electronic documents, films,
a. BS 1749: 1985 - Recommendations for alphabetical sound and video recordings.
arrangement and the filing order of numbers and symbols f. BS DD CEN/TS 14463: 2003- Health informatics -
- Guidance on arranging entries within lists of all kinds, Supports the transfer of the majority of hierarchical
e.g. bibliographies, catalogues, directories and indexes. A healthcare classification systems between organizations
comprehensive list of examples amplifies the and dissimilar software products.
recommendations made.
b. BS 5726: 1987 - Guide to establishment and development
of monolingual thesauri - Contents, layout, methods of
construction and maintenance of a monolingual
thesaurus covering terms which constitute the working
vocabulary of an indexing agency that employs human
indexers to analyses the subject content of documents.
c. BS 6478: 1984 - Guide to filing bibliographic information
in libraries and documentation - Gives filing principles for
incorporation into the filing rules of individual
bibliographies, libraries and documentation centers.
Applicable to the exchange of bibliographic records in
machine-readable form, and to manipulation of these
records by manual and machine-based techniques.
d. BS 6529: 1984 - Recommendations for examining
documents, determining their subject, and selecting
indexing terms - General techniques for document
ABSTRACTS AND ABSTRACTING  Brevity – It must be brief or shorter than the document. It
Abstracts are accurate representations of the important contents of a must be worthwhile to be used as a substitute of the original
document. Usually, it is accompanied by an adequate bibliographic document.
description to enable the user to trace the original document, which  Clarity – It must be clear, written in complete thought and
qualifies it as a document surrogate. must not replace the author’s idea. It may be paraphrased but
Other types of Document Surrogates the ideas encoded in the document must still be interpreted
 Annotation – This is a note added below the bibliographic for the enhancement of the literary quality of the abstract.
reference or title of a document by way of comment or brief Parts of an Abstract
description of what the document is about. It usually appears in  Bibliographic reference - This contains the complete
one or two sentences only. bibliographic citation of the original document.
 Extract – This document surrogate is actually a portion of a o Document identification number
document lifted from the results, conclusions, or o Author(s)
recommendations to represent the aboutness of the document. It o Author affiliation
is easy to produce an extract because this is just a matter of lifting o Title
any portion of the document, which is thought of giving the reader o Source of document
an idea of what the document is about. o Original document
 Summary – This type of surrogate is usually found at the end of  Abstract proper or the body - The body contains data from
the document, which is intended to complete the reader's the original document and indicates or describes the content
orientation and present some of the highlights for the reader to of the original.
remember. Author of the document does this to restate the o Purpose
important findings and conclusions of the document. o Methodology
 Abridgement – This document surrogate is a reduction in terms o Results
of length of the original document that aims to present only the o Conclusion
major points. Non-major points are omitted.  Signature - This indicates the abstractor's name (either the
 Synopsis – This is similar to a summary. Example – short resume full name or initials may be given) and his affiliation. This
at the back of a pocketbook. usually comes at the end of the abstract.
 Terse literature – This document surrogate is a condensation of o This part is optional
the original. This is done by using statements that are highly
abbreviated to encapsulate the major points. Example – short Purpose of Abstract
articles found in the Reader’s Digest.  Abstracts facilitate selection
Three Basic Characteristics of an Abstract (ABC)  Abstract save the time of the reader
 Accuracy – It must be error free. It means that abstractor  Abstract facilitate literature search
must exert effort to prevent the occurrence of error in the  Abstracts promote current awareness
presentation of the document surrogate to the reader.  Abstract overcome language barrier
  Abstracts also aid in the compilation and provision of other
tools such as indexes, bibliographies, and reviews.
Types of Abstract
 Types of Abstract According to Type of Information (True
Form Abstracts)
o Indicative (Descriptive) abstract - indicates what the
document is about. Its main purpose is to indicate to the
reader of the abstract whether or not he/she would want
to read the original document.
o Informative abstract - provides readers with quantitative
and qualitative information in the present document.
Ideally, such an abstract obviates the necessity to refer to
the original. It is intended for experimental studies but
not for theoretical studies or opinion articles.
o Indicative-informative abstract - This is the
combination of the two abstracts mentioned above. Parts
of the abstracts are written in informative or indicative
style. Major aspects of the document are written in an
informative way, while minor aspects are written
indicatively. This mixed-style can utilize not too many
words and not too little words just enough to be able to
transmit information effectively.
o Critical abstract – is really a condensed critical
review that when applied to reports, journal articles,
and other relatively brief items, serve much the same
purpose as a critical book review. It is subjective and
evaluative. The abstractor expresses views on the
quality of the author's work or contrasts it with the
work of others. It might mention weaknesses of the
methodology used, how the population was sampled,
or compare the results with other research done by
another author.
 Types of Abstract According to Form
o Telegraphic abstract – is written in a telegram style
and therefore imprecise. It is written in incomplete
sentences and really resembles a telegram. It contains a
string of keywords which serve as a crude indicator of the
subject scope of the document. This abstract type is
computer produced based on word counts; the higher the
possibility that these words will be part of the words
through.
o Modular abstracts – are rare because it is somewhat
customized on the request of the customer. In this
particular abstract, the document is abstracted using the
following methods: First, the citation will be given.
Second, the annotation. Third, the indicative abstract.
Fourth, the informative abstract. Then fifth, the critical
abstract.
o Statistical or tabular abstract - a summary of the data
presented in tabular form. This is used in certain
specialized subjects, such as economics, sociology, other
social sciences, and applied sciences like engineering.
Data is frequently emphasized exclusively in statistical
and tabular forms.
o Structure abstract - abstract in a non-narrative form
wherein the abstractor lists the items in a worksheet or
template as these are found in the document. This kind of
abstract works well only for a subject area in which the
essential elements/items are more or less the same from
one study to another. This abstract may also take a form
in which subheadings (e.g., background of the study,
objectives, methods, results, and conclusion) are included
to facilitate scanning. Such type is commonly used in
abstracting medical journals.
o Mini-abstract - highly structured abstract designed
primarily for computer-aided searches. It actually is an
index-cum-abstract rolled into one. The terms used in this
abstract are drawn from a controlled vocabulary and
 arranged in a specific sequence, nearly approximating a 4. Follow the standard abstract format
sentence structure. It is also known as machine-readable 5. Check the draft abstract
index-abstract. 6. Edit and polish the draft
 Types of Abstract According to Who Prepared the 7. Write the final abstract
Abstract Approximat
Component Description
o Author-prepared abstract - These abstracts are prepared e Proportion
by authors of documents for publication together with the Nature and States the “what” and the
document. This is submitted on time since it generally scope of the boundaries and limitation of 3%
accompanies the article for publication. However, authors document the study/document
do not necessarily write the best abstracts since they lack States the “why” of the study.
training and experience in abstracting as well as This should be stated unless
knowledge of abstracting rules. this is already clear from the
Objectives 7%
o Subject-expert prepared abstract - This type of abstract document's title or can be
is prepared by a professional in the subject field derived from the remainder
concerned. It may be an excellent high-quality abstract if port of the abstract.
the subject expert is trained and experienced in the Describes briefly but
methods and procedures of abstracting. In general, comprehensively the
subject experts volunteer as abstractors, but may not techniques or approaches
submit their abstracts on time. They are given a modest used, the tests and the
honorarium or none at all if they volunteer. Another measurements employed,
agendum they might have is to be up-to-date to and the respondents studied.
developments in their fields by getting liberal access to The techniques of
information in the documents they abstract. approaches employed should
o Professional abstractor-prepared abstract - This kind be described but only to the
Methodology 15%
of abstract is prepared by a professional abstractor, a degree necessary for
person who has been trained in the procedures and comprehension. New
methods of abstracting. He/she is one who has attained techniques should be
experience in abstracting, has foreign language expertise, identified clearly and the
and can cover subject areas in which subject areas cannot basic methodological
be found. principle, the range of
Steps in Writing an Abstract operation and the accuracy
1. Read the document obtained would be described
2. Note down the key information as well.
3. Organize the key information Findings Presents concisely the results 70%
 the study. Results and Abstracting Standards
conclusions should be clearly  Armed Services for Technical Information Agency (ASTIA) -
presented. These may be Guidelines for Cataloging and Abstracting. 2002.
abstracted jointly to avoid  Defense Documentation Center (DDC) - Abstracting Scientific
redundancy. and Technical Reports of Defense-Sponsored RRDT/E AD
Gives the conclusions of the 667000. 1968.
Conclusion study and suggested courses 5%  UNESCO - Guide for the Preparation of Author's Abstracts
of action to be taken for Publication. 1968.
Writing style in Abstracts  International Organization for Standardization (ISO) - ISO
 Topic sentence - Begin the abstract with a topic sentence. 214-1976 - Documentation: Abstracts for Publication and
 Sentences within the abstract - Use complete sentences but Documentation. 1976.
simple and transitional words and phrases for coherence. Presents guidelines for the preparation and presentation of
 Verbs - Use verbs in the active voice. abstracts of documents. Applies to abstracts prepared by the
 Pronouns - Use third-person pronouns. authors of primary documents, and to their publication, because
 Language - Use simple language. such abstracts can be both helpful to the readers of these
 Abbreviations - Use commonly understood and easily intelligible documents and reproducible with little or no change in secondary
abbreviations. publications and services. The basic guidelines are also suitable
 Terminology - Use standard and familiar terms. Avoid the use of for the preparation of abstracts by persons other than the authors.
trade jargons and colloquial terms. Cancels and replaces ISO Recommendation R 214-1961, of which
 Verbosity - Ideas in phases must be completely expressed through it constitutes a technical revision.
the minimum number of words.
 Redundancy - Avoid the use of a word whose meaning is already
conveyed elsewhere in a passage.
 Number of words - This determines the specified length of the
abstract.
o There is a direct correlation between the length of an
original document and its abstract. Generally, the following
number of words for each type of abstract will apply,
 annotation - 5-15 words
 indicative abstracts - 20-30 words
 informative abstracts - l 00-150 words.
 In special cases, abstracts may run to as many as 205-
500 words
INDEXING AND ABSTRACTING b. Controlled vocabulary
INSTRUCTION: Read the following questions carefully. Choose the letter c. Dictionary
that corresponds to the best answer. You can also use the Online Practice d. Uncontrolled vocabulary
Tool for Indexing and Abstracting. 6. These are universal, unique and permanent identification tags
1. The type of abstract that is considered to be the most for online content that is registered in an online directory and
appropriate for medical journals. cover any form of digital files including text, image, video,
a. Slanted abstract audio and even software.
b. Discipline-oriented abstract a. URL
c. Structured abstract b. IPs
d. Author-prepared abstract c. DOIs
2. These are indexes to the content of individual monograph d. Search engine
publications, which are usually placed at the end of the book 7. An analytic-synthetic classification system developed in 1933
and subject and name terms are arranged alphabetically. by S. R. Ranganathan.
a. Name indexes a. Library of Congress Classification
b. Book indexes b. Decimal Classification
c. Author indexes c. Colon Classification
d. Journal indexes d. Universal Classification
3. An abstract that is aimed at mission-oriented activity, 8. A/An _____________________ list is a related group of words
emphasizing selected material from the original documents. or phrases adopted by a particular group of people to be used
a. Informative abstract in an indexing activity. It implies a controlled vocabulary
b. Slanted abstract where indexers must adhere to when preparing a document.
c. Indicative abstract a. Keyword
d. Critical abstract b. Name
4. According to F. W. Lancaster, a modular abstract is consisting c. Authority
of five parts: an annotation, an indicative abstract, an d. Subject
informative abstract, a critical abstract and ____________ 9. An ANSI accredited association responsible for the
a. Citation development of the Z39 series.
b. Subject headings a. ALA
c. Bibliography b. ISO
d. Summary c. NISO
5. An authority file of terms that shows the full scope of each d. British Standards Association
term along with its relationship to broader terms, narrower 10. PRECIS stands for
terms, and related terms. a. Preserved Context Index System
a. Thesaurus b. Preserved Content Index System
 c. Pre-Coordinate Index System a. Indexing system
d. d. Preserved Concise Index System b. Controlled vocabulary
11. Verbose writing is a no-no in abstracting. Choose the more c. Depth of indexing
concise form for “in the shape of a rectangle” d. List of subject headings
a. Shape 17. Which of the following cannot be considered as form headings?
b. Rectangular a. Encyclopedias and dictionaries
c. Rectangle b. Science fiction
d. Shapely c. Essays
12. An index first published in 1900 by H.W. Wilson notable for d. Short story
the emphasis it placed on subject access and good referencing. 18. This is the representation of terms in headings by making
a. Index Medicus every possible combination of terms.
b. Readers’ Guide to Periodical Literature a. Permuted index
c. Index to the Social Sciences b. Alphabetical index
d. ALA Index to Periodical Literature c. Numeric index
13. What is an not an indication that the subject heading entry was d. Open-end index
once used as a heading? 19. An indexing scheme that combines single terms to create
a. Not written in bold letters composite subject concepts.
b. Followed by UF note a. Pre-coordinate indexing
c. Followed by USE note b. Coordinate indexing
d. Included in the list of canceled headings c. Post-coordinate indexing
14. It consists of a list of articles, with a sublist under each article d. Derivative indexing
of subsequently published papers that cite the article. 20. The list that saves the time of the users because it prevents
a. Citation index from using such terms included in the list which are not used
b. Alphabetical index as keywords or access points.
c. Author index a. Authority list
d. Classified index b. Stop list
15. A type of index whose entry points are people, organizations, c. Controlled vocabulary
corporate authors, government agencies and the like are called d. Thesaurus
a. Alphabetical index 21. The suggested length of abstract for thesis and dissertation is
b. Book index ______________ words.
c. Author index a. 250
d. Periodical index b. 100
16. The result of the combined effects of exhaustivity and c. 300
specificity in an index. d. 30
22. A type of indexing where terms are combined prior to d. Summarization
searching wherein it is not easy to combine terms at the time a 28. Bow & bow, wind & wind, bass & bass, does & does, tear & tear,
search is performed. sow & sow are paired examples of
a. Post-coordinate indexing a. Homonyms
b. Automatic indexing b. Homographs
c. Pre-coordinate indexing c. Homophones
d. Probabilistic indexing d. Homophobes
23. Someone who prepares an index is called 29. Ring & ring, race & race, fly & fly, kind & kind, are paired
a. Bibliographer examples of
b. Indexer a. Homonyms
c. Librarian b. Homographs
d. Abstractor c. Homophones
24. POPSI stands for d. Homophobes
a. Postulate Based Permuted Subject Indexing 30. This is the type of indexing language generally preferred by
b. Postulate Permuted Subject Index users or subject specialists.
c. Postulate Permutation Subject Index a. Controlled indexing
d. Permuted or Postulate Subject Index b. Assigned indexing
25. An entry in an index, in which a user’s chosen word matches a c. Natural language indexing
word in the index, giving the user a starting point in the search. d. none of the above
a. Access point 31. When you search the entire document looking for matches of
b. Search term natural language terms, you are doing
c. Keyword a. Surfing
d. Added entry b. Natural language searching
26. A word from the natural language of a document that is c. Free-text searching
considered significant for indexing. d. Scanning
a. Summary 32. The words Victorian, Alzheimer, Celsius, Fahrenheit,
b. Abstract Newtonian are examples of
c. Keyword a. Eponyms
d. Search term b. Eomeonyms
27. This refers to the range of topic coverage of an indexed c. Etymonyms
document. d. Bumonyms
a. Exhaustivity 33. The words write & right, knight & night, berry & bury, graft &
b. Consistency graphed are examples of
c. Specificity a. Homonyms
 b. Homographs 38. An ISO standard that provides for the guidelines for preparing
c. Homophones and presenting abstracts, subject analysis, style to be used and
d. Homophobes length of abstract.
34. Which of the following is a not a topical subject heading? a. ISO 214
a. Short stories b. ISO 999
b. Essay c. ISO 5964
c. Fiction d. ISO 5963
d. Poetry 39. How do abstracts save the time of the reader?
35. Which of the following statements do not describe the a. Abstracts are usually shorter than the whole paper
similarity between a thesauri and subject headings list? b. Abstracts indicate the major content of the whole
a. Both are made up of single terms and bound terms to paper
represent single concepts c. Abstracts gave the subject coverage of the whole paper
b. Both provide subject access to information by d. Abstracts generally give useful information about the
providing terminology that can be consistent whole paper
c. Both choose preferred terms and make references 40. The number one common sense criteria in evaluating an
from non-used terms abstract is that it should
d. Both provide hierarchies so that terms are presented a. Exclude unimportant information
in relation to their broader, narrower and related b. Represent what the item is all about
terms c. Be error free
36. Abstracts are used to find d. Be brief and readable
a. A particular known item suggested from a reference 41. Refers to a highly structured abstract designed primarily for
b. A comprehensive overview of a field, subfield, or searching by computer.
concept in the field a. Indicative abstract
c. Other works by an author recently discovered by the b. Critical abstract
user c. Mini-abstract
d. All of the above d. Informative abstract
37. This is the key unit in the reference of an abstract because it 42. A type of automatic indexing in which the significant words in
provides the location of the paper. It should be accurate and a string are rotated and displayed, surrounded by the other
consistent and follows some standard conventions for citing. words in the string.
a. Funding agency a. KWIC
b. Author affiliation b. KWAC
c. Publication source c. KWOC
d. Title d. KWAD
43. An abbreviated version of a document created by drawing d. Help in minimizing efforts by users in searching
sentences from the document itself. relevant information
a. Abstract 49. Simply put, this is the use of computers in indexing.
b. Summary a. Derivative indexing
c. Extract b. Manual indexing
d. Annotation c. Automatic indexing
44. A plan or method for systematically identifying useful data or d. Coordinate indexing
documents in an information storage file. 50. The combination and modification of terms to form headings
a. Search strategy and multilevel headings or to form search statements.
b. Search formulation a. Vocabulary
c. Keywords b. Syntax
d. Search terms c. Semantics
45. Good quality abstracts have the following characteristics d. Diction
a. Accuracy, originality, brevity 51. A presentation of the substance of a body of material in a
b. Acceptability, accuracy, brevity condensed form or by reducing it to its main points Is called a
c. Clarity, brevity, accuracy a. Extract
d. Relevance, clarity, accuracy b. Annotation
46. The ratio of the number of relevant documents retrieved to the c. Summary
total number of documents retrieved d. Terse literature
a. Recall 52. The process by which the subject matter or content of a
b. Search result document is represented in an index
c. Precision a. Content analysis
d. Keyword b. Abstracting
47. Indexing system developed for the Modern Languages Association c. Cataloging
(MLA) by J.D. Anderson. d. Subject indexing
a. POPSI 53. The _____________ is a key device in identifying information
b. CIFT for retrieval and users will often depend on it to help them
c. NEPHIS decide if the material is useful or not.
d. PRECIS a. Author’s name
48. The following are the acknowledged uses of indexes, except b. Name of publisher
a. Give indications on the relationships among terms c. Title
found in the document d. Date of publication
b. Identify relevant information
c. Help in the development of services of the library
54. This type of abstract provides the content of the original paper c. Recall
without data or comment. It simply describes what type of d. Search result
record is being abstracted and what it is about. 60. __________ terms are words that allow the user to enter the
a. Critical abstract vocabulary structure of an index. If these are not allowable
b. Indicative abstract descriptors, these will refer the user to a term that is
c. Informative abstract acceptable.
d. Slanted abstract a. Preferred
55. The ideal length of abstract for notes and short b. Identifier
communications is __________ words. c. Entry
a. 250 d. Keyword
b. 30 61. Which of the following manifests equivalence relationship?
c. 100 a. Doctor & Physician
d. 300 b. Health care professionals & Nurse
56. A brief but accurate representation of the contents of a c. Surgeon & Surgery
document. d. Medical Technician & Computer Technician
a. Summary 62. Which of the following is most likely to be indexed?
b. Abstract a. Encyclopedia
c. Index b. Geographical sources
d. Annotation c. Biographical sources
57. A list of terms derived directly from the text of a document. d. Researches and Manuscripts
a. Keywords 63. Which of the following manifests associative relationship?
b. Controlled vocabulary a. Doctor & Physician
c. Search terms b. Health care professionals & Nurse
d. Derived vocabulary c. Surgeon & Surgery
58. An index term identified as the preferred representation for d. Medical Technician & Computer Technician
the aboutness of a topic in a document. 64. It is the process of analyzing the contents of a document and
a. Descriptor assigning index terms to represent the names of persons,
b. Entry places, titles and subject matter of documents and for these to
c. Keyword serve as access points in locating and retrieving information
d. Extract from the document.
59. This refers to the degree to which retrieved informational a. Indexing
materials satisfies the needs of the user. b. Classifying
a. Relevance c. Abstracting
b. Precision d. Cataloging
65. The following are uses of index, except: c. Asbestos & Minerals
a. Facilitate reference to the specific item d. Bible & Bible stories
b. Disclose relationships 71. What relationship is manifested by smoked meat and etag?
c. Give nomenclature guidance a. Equivalence
d. Provide superficial review of a subject field b. Associative
66. The arrangement of indexes by H.W. Wilson are generally c. Hierarchical
a. Classified index d. No relation
b. Periodical 72. What relationship is manifested by Computer and
c. Alphabetical index motherboard
d. None of the above a. Equivalence
67. It is a method by which words or phrases occurring in the title b. Associative
or text of a document are utilized as index terms by a human c. Hierarchical
indexer or computer. d. No relation
a. Derived indexing 73. “Bluish in color”
b. Post-coordinate indexing a. colored blue
c. Assigned indexing b. blue
d. Pre-coordinate indexing c. bluish
68. Derived indexing is also called d. somewhat blue in color
a. Constructive indexing 74. Which volume is the index of the 23rd edition of Dewey
b. Controlled indexing Decimal Classification?
c. Extractive indexing a. 2
d. Natural indexing b. 4
69. It is the combination and modification of terms to form simple c. 6
or multilevel index terms. It is concerned with the clarity of d. 8
expression, efficient and unambiguous communication. 75. In the process developed by S.R. Ranganathan, analytico-
Relationship among these terms is ad hoc or temporary. synthetic method, which title is supplied by the indexer as
a. Syntax taken from the title of the document and/or the other parts of
b. Context the documents? This is the descriptive form of the subject
c. Vocabulary content of the document.
d. Semantics a. Raw title
70. Which of the following does not manifests hierarchical b. Kernel title
relationship? c. Expressive title
a. Bicycles & Cycling d. Transformed title
b. Asia & Southeast Asia
76. Highly abbreviated statement that encapsulates the major b. Excerpta Medica
points of a document. c. Bulletin Signaletique
a. Terse Literature d. Psychological Abstracts
b. Annotation 82. “Audible to the ear”
c. Extract a. Heard
d. Summary b. audible
77. An abstract designed to rouse the reader’s interest. c. ear
a. Highlight abstract d. hearable
b. Hyphenated abstract 83. This principle of abstracting stresses, unnecessary redundancy
c. Homotopic abstract and verbosity.
d. Homogeneous abstract a. accuracy
78. I. The availability of the index is noted on the general note. b. brevity
II. The table of contents is noted on the content note. c. clarity
III. The index is entered on the general note. d. consistency
IV. The table of contents is entered on the content note. 84. What is the purpose of indicators in MARC tags?
a. I & IV is true and II & III is false a. For indicating purposes
b. II & III is true and I & IV is false b. To provide an indication for cataloger to input fields
c. I & II is true and III & IV is false c. For indexing purposes
d. III & IV is true and I & II is false d. To indicate the necessary locators for the cataloger
79. The methodology of the study is allotted approximately ____ 85. The body of the abstract should be so organized to contain the
of the abstract. following information in a prescribed sequence. Which of the
a. 3% following is the correct sequence?
b. 15% a. Objective, methodology, conclusions, results
c. 7% b. Purpose, methodology, results, conclusions
d. 70% c. Objective, purpose, methodology, results, conclusions
80. According to Lancaster, an abstract is an accurate and brief d. Purpose, objective, methodology, conclusions, results
____ of a document. 86. It is a free data exploration tool that lets marketers better
a. Version understand what audiences are interested in and curious
b. Description about, in real-time. Many marketers use this data as a way to
c. Derivative gain insight into customer behavior.
d. Representation a. Google Analytics
81. Which of the following abstracting services include critical b. Google Trends
abstracts? c. Cambridge Analytica
a. Mathematical Reviews d. Cambridge Trends Search
87. It directs the user from the preferred or established terms and 92. SA (See also) references are also called as
phrases to the unpreferred or unestablished terms that are not a. General references
or no longer used as subject headings. b. See also references
a. See references c. Bibliographic reference
b. See also references d. Specific reference
c. Bibliographic reference 93. Which of the following is most likely to be indexed?
d. SA (See also) a. Encyclopedia
88. This activity is referred to as machine aided indexing wherein b. Geographical sources
the text is analyzed by means of computer algorithms. c. Biographical sources
a. content-based image indexing d. Researches and Manuscripts
b. HTML indexing 94. It directs the user from unpreferred or unestablished terms and
c. automatic indexing phrases to the preferred or established terms that are used as
d. concept-based image indexing subject headings.
89. It is not a specific heading but refers to a certain group or a. See references
category of things that may be established as headings as b. See also references
needed. c. Bibliographic reference
a. See references d. SA (See also)
b. See also references 95. Of the four things that can happen in using an index, the good
c. Bibliographic reference one is
d. SA (See also) a. You do not find any information although it is there
90. These are abstract prepared by the acknowledged specialists in b. You find information, but it is not what you thought it
the subject field. would be
a. Author prepared abstracts c. You find information and it is exactly what you need
b. Professional abstractors d. You find a part of the information that you need
c. Discipline oriented abstracts 96. The following are considered forms of controlled vocabulary,
d. Subject-expert oriented abstracts except
91. A controlled vocabulary provides for semantic structuring a. Classification schedules
which was designed to provide the following except b. subject authority files
a. Control synonyms by choosing one form as a standard c. Thesauri
b. Facilitate easy search d. Dictionary
c. Distinguish among homographs 97. A vocabulary of approved list of words that can be used as
d. Link together terms whose meanings are most closely index terms. It is also used to manage synonyms and near
related synonyms and to bring together semantically related terms.
a. Free texts
 b. Semantics INFORMATION TECHNOLOGY
c. Controlled vocabulary According to the Implementing Rules and Regulations (IRR) of
d. Uncontrolled vocabulary Republic Act 9246, otherwise known as ‘The Philippine Librarianship Act of
98. The quantitative ratio of the number of retrieved relevant 2003’, information technology (IT) is "electronic means of capturing.
documents to the total number of relevant documents in a processing and communicating information for fast delivering of services
collection.
and other operations."
a. Recall
Two Categories of Information Technology
b. Search results
c. Precision  Information processing, such as computer systems
d. Keyword  Information dissemination, such as telecommunication systems
99. This refers to an alphabetical index of the words appearing in a What is ICT?
text with a pointer to the precise point at which each word  Information
occurs.  Communication
a. Subject headings  Technology
b. Abstract Technologies that are used to create, collect, consolidate. and communicate
c. Concordance multimedia information. These include typewriters, computers, fax
d. Controlled vocabulary machine, photocopying machines: computers, telephones, cameras, radios,
100. This step in abstracting involves reviewing all the points in a
etc. In today's information age, the information is usually created, stored,
document and deciding which ones are important.
and transferred in digital format.
a. Recording the reference
Development of Computers and Information Systems
b. Writing the annotation
c. Content analysis Pre-computer Age of Equipment
d. Identifying the abstractor  ca. 500 BC - Abacus is one of the earliest invented over 2000 years
ago by Asian merchants to speed up calculations. It is a simple hand
device for recording numbers or performing simple calculations like
addition. It was first used n Babylon.
Calculating Machines - Calculating machines were first introduced in the
17th century.
 1614 - John Napier invented a system of moveable rods, referred to
as Napier's Rods. which allowed for multiplication, division, and
square and cube root calculation
  1623 - Wilhelm Schickard developed the so-called "Calculating
Clock." It was mechanical, naturally, and was capable of adding and
subtracting six6igit numbers.
 1625 - William Oughtred invented the slide rule that can perform
direct multiplication and division.
 1642 - Blaise Pascal built a workable calculating machine that could
perform additions and subtractions. Pascal was credited for building
the first calculating machine in 1642 that perform addition and
subtraction, a precursor of the digital computer.
 1671 - Gottfried Wilhelm von Leibniz built the first calculating
machine called Stepped Reckoner that could multiply and divide as
well as add and subtract.
 1820 - Charles Xavier Thomas de Colmar invented the first
mechanical calculator that was available for commercial use. He
produces a machine called an Arithmometer.
 1874 - Frank S. Baldwin developed the first mechanical calculator
produced in the United States. Baldwin was also well known for
inventing the Baldwin Computing Engine (1890), the Baldwin
Calculator (1902), and the Monroe Calculator (1913, with co-
developer Jay Monroe).
 1886 - William Seward Burroughs invented the first commercially
available calculator that was both a calculating and listing machine.
His Calculating Machine was patented in 1888. Burroughs later
founded the Burroughs Corporation, now the UNISYS Corporation.
 1886 - Dorr Felt created in Chicago the Comptometer, the first
mechanical calculator to be driven solely by the action of pressing
keys rather than by other mechanisms such as dialing. In 1889, Felt
went on to bring out the very first printing desk calculator.
Punched hard Information Processing
 1801 - Joseph Jacquard invented a machine (known as Jacquard
Loom) that could automatically weave patterned cloth. The
Jacquard concept of recording data in the form of holes punched in
cards was used in the design of punched-card information processing
equipment.
 1890 - Dr. Herman Hollerith was the first person to suggest that
punched card be used for Information processing. He Is often
referred to as the Father of Information Processing.
 1911- Hollerith's firm merged with three other companies to form
the Computing Tabulating- Recording Company with Thomas J.
Watson Sr. as president.
 1924 - Watson changed the name of the company to International
Business Machines (IBM)
Early Computers
 1822 - Charles Babbage designed his first mechanical computer
known as the Difference Engine
 1833 - Babbage also designed the Analytical/ Engine, the forerunner
of modern computers. He is often referred to as the "Father of
Modern Computers."
 1842-1843 - Augusta Ada Lovelace provided complete details as to
exactly how the analytical engine was to work. She often is called the
"World's first computer programmer".
 1848 - George Boole devised binary algebra, known today as Boolean
Algebra. This was essential for a binary computer to be developed,
which happened after almost a hundred years later.
 1941 - Atanasoff-Berry Computer (ABC) - a computer made up of
electronic parts. Professor John Vincent Atanasoff and Clifford
Berry are given credit for designing the world’s first electronic
computing machine. The ABC pioneered important elements of
modern computing, including binary arithmetic and electronic
switching elements, but its special-purpose nature and lack of a
changeable, stored-program distinguish it from modern computers.
  1941 - Kondrad Zuse developed Z3, the “World’s first functional,
general-purpose, program-controlled computer." Z3 was a binary 64-
bit floating point calculator featuring programmability with loops
but without conditional jumps, with memory and a calculation unit
based in telephone relays.
 1943 - MARC I also known as Automatic Sequence-Controlled
Calculator (ASTM), was designed by Professor Howard Aiken of
Harvard University and built by IBM engineers. It was the first
"computer-like" machine to be built and the first operating machine
that could execute long computations automatically.
 1946 - J. Presper Eckert and John Mauchly designed and built the
Electronic Numerical Integrator and Computer(ENIAC), the
“World’s first universal electronic computer” to be made fully
operational. ENIAC was built for the US Army for ballistic
trajectories and tests of hydrogen bomb theories.
Types of Computers and Information Systems
A computer can be defined as an electronic device that has the ability to
accept data, store and execute a program of instructions, perform
mathematical and logical operations on data, and report the results. A
computer system has the following common features regardless of brand,
type, or size.
 Input and output devices
 Primary and secondary storage
 Processor and control unit
 Peripheral devices
Modern digital computers are all conceptually similar, regardless of size.
Nevertheless, they can be divided into several categories on the basis of cost
and performance.
1. Mainframes - are large, relatively expensive machine that offer
extensive problem-solving capabilities. They often have several
processors. Mainframes are used mainly by large organizations (e.g.,
banks. insurance companies).
2. Minicomputers or Midrange computer - is a scaled-down version
of the mainframe. This is a middle-size computer.
3. Microcomputers - The smallest and least expensive type of
computer system, also known as a personal computer (PC) or a
micro.
 Traditionally, microcomputers are designed to be operated
by one user at a time, using the keyboard or mouse for data
entry and a monitor or printer for display output.
 Microcomputer systems can be classified as desktop,
portable, or hand-held units.
 Desktop computers - are those found most often in
schools, homes, and businesses. Portable computers,
such as laptops and notebooks, are designed for
users who would like to use the same microcomputer
at several sites. These computers are characterized
as being lightweight and compact (able to fit into a
carrying case).
 Hand-held computers - like palmtop computers and
Personal Digital Assistants POSs) - look and behave
a lot like standard pocket calculators.
 Server - computer that is specifically optimized to
provide software and other resources to other
computers over a network; and
 Server farm - a large group of servers maintained by a
commercial vendor and made available via
subscription for electronic commerce and other
activities requiring heavy use of servers.
Specialized types of computers
1. Embedded Computers - a microprocessor designed to operate
within another tool. Embedded computers are not as flexible as
general-purpose microcomputers. The purpose of embedded
computers is to expand the capacities of the tools we use (e.g., the
microprocessor in the refrigerator helps regulate the refrigerator’s
temperature to keep the food fresh).
2. Supercomputers - The most advanced and expensive type of
computer. Supercomputer use is usually limited to such
organizations as large oil companies, the US Department of Defense.
and the National Aeronautics and Space Administration (NASA).
This is a highly sophisticated and powerful computer that can
perform very complex operations in extreme speed.
3. Fault-Tolerated Computers - These machines are designed so that
they never crash. To achieve this, the manufacturer duplicates all
important components of the processing hardware. Fault-tolerated
computers are especially useful in hazardous environments or in
situations where an organization cannot afford to be without
processing power, e.g., hospitals, scientific laboratories, nuclear
power plants.
4. Workstation - this is a desktop computer with enhanced graphics,
mathematical, and communications capabilities that can make it
especially useful to perform complicated task at once. They are ideal
for office work.
5. Thin client - this computer functions only when connected to a
server.
Stored programs
The stored program concept was a major advance in computer
technology because it gave much more flexibility in the use of the machine.
Just who invented the concept is a matter of controversy. Credit generally is
given to John Von Neumann of Pennsylvania University, one of the most
brilliant mathematicians in the U. S.
 1949 - Proposed by John Von Neumann, the Electronic Discrete
Variable Automatic Computer (EDVAC) was designed so that It
would be capable of storing and completed until 1951. The machine.
named Electronic Delay Storage Automatic Calculator(EDSAC) was
finished in the year 1949. Thus, EDSAC is acknowledged as the
“World’s first operating electronic computer that stored its program
of instructions."
 1951 - The Universal Automatic Computer (UNIVAC), developed
by J. Presper Eckert and John Mauchly, is the “World's first business
computer". The most famous UNIVAC product was the UNIVAC I
mainframe computer of 1951, which became known for predicting
the outcome of the US presidential election the following year.
Generation of Computers
1. First Generation Computers (ca. 1940-1956) - Computers were
very large in size and had thousands of Vacuum tubes. These tubes
produced so much heat that special air-conditioning was required to
cool computer rooms. Punched cards were used for input and output
while magnetic drums for memory. The machines had small
memory capacities, and preparation of the program of Instructions
was difficult.
2. Second Generation Computers (ca. 1956-1963) - solid state
Transistors replaced the vacuum tubes. The transistors were
developed by William Shockley, John Bardeen, and Walter Brattain
in 1947 at Bell Labs but did not see widespread use in computers
until the 1950’s. Computers with transistor produced much less heat
than those made with vacuum tubes. These machines were much
faster, smaller in size, and much more reliable in operation. Data
input and output could be recorded on magnetic tape as well as on
punched cards.
3. Third Generation Computers (ca. 1964-1971) - The development
of the Integrated Circuit (IC) was the hallmark of the third
generation computers. Transistors were miniaturized and placed on
silicon chips, called semiconductors, which drastically increased the
speed, efficiency, and storage capacity of computers, Jack Kilby of
Texas Instruments and Robes Noyce of Fairchild Semiconductors
were credited for developing the IC. Instead of punched cards and
printouts, users interacted with third generation computers through
keyboards and monitors and interfaced with an operating system,
which allowed the device to run many different applications at one
time with a central program that monitored the memory. Third
generation computers included smaller and less expensive machines
called minicomputers.
4. Four Generation Computers (ca. 1971- Present) - The
microprocessor brought the fourth generation of computers. as
thousands of integrated circuits were built onto a single silicon chip.
The microprocessor developed by Gilbert Hyatt and Marcian E.
Hoff of Intel Corp., operates 10,000 times faster than first generation
machines. Fourth Generation Machine also have target memories,
for storage of data and provide faster access to stored data and
information. Fourth generation computers also saw the development
of GUls. the mouse and handheld devices.
5. Fifth Generation Computers (Present and Beyond) -
microprocessor is still the processing hardware of computers. Fifth
generation computing devices, based on Artificial Intelligence are
still in development. Although, there are some applications, such as
voice recognition, that are being used today. The use of Parallel
Processing and Superconductors is helping to make artificial
intelligence a reality. Quantum computation and molecular and
nanotechnology will radically change the face of computers in years
to come. The goal of fifth generation computing is to develop devices
that respond to natural language input and are capable of learning
and self-organization.
Computer-Based Information System
A computer is a device made up of a combination of electronic and
electromechanical components. By itself, a computer has no intelligence and
is referred to as the hardware. It can’t be used until it is connected to other
parts of the computer system. A computer system is a combination of the
elements, data/information, people, procedures, hardware, and software. An
additional component, though not always available, is communication. It
relies on computer hardware and software for processing and disseminating
information. The Librarian or information specialist provides and delivers
information systems services, which nowadays is usually computer-based.
A. Data vs. Information
Information system is not a concept that is purely confined in computers. An
information system (IS) is a set of people, procedures and resources that
collects, transforms, and disseminates information in an organization. It is a
system that accepts data resources as input and processed them as
information products as output.
Data consist of raw facts and figures that are process into
information.
Information is summarized data or otherwise manipulated
(processed data).
Types of Data
1. Numeric - numbers and numeric symbols
2. Text / Textual – letters, numbers, and special characters
3. Audio-Visual - voice and music, computer graphics, visua1
images, video sequences, etc.
4. Physical - light, temperature, pressure, etc.
B. People (Information specialists, librarians, knowledge workers, IT
specialists, etc.)
 i. Computer professional- is a person who has formal education
in the technical aspects of computers, such as computer
programmers, systems analysts, information systems manager,
etc.
ii. User or End-User - is a person without much technical
knowledge of computers but uses computers to perform
professional or personal tasks, enhance learning, or have fun.
C. Procedures
i. Operating Procedures — rules for using any hardware or
software correctly.
ii. Emergency Procedures — used for troubleshooting in events
like computer crash or failure.
D. Computer Hardware
The computer hardware is the equipment and devices that make up a
computer system as opposed to the programs that are used on it. A digital
computer is not a single machine; rather, it is a system composed of distinct
elements.
• input devices
• Central processing unit
• Primary storage devices
• Secondary storage devices
• Output devices
• Communication devices
For information to flow through a computer system and be in form suitable
for processing, all symbols, pictures, or words must be reduced to a string of
binary digits. A binary digit is called a bit. It represents the smallest unit of
data in a computer system. It can only have one of two states (e.g., true or
false, on or off) represented by 0 or 1. A byte is a string of eight (8) bits, used
to store one number or character in a computer system.
Computers continue to become smaller, faster, more reliable, less costly to
purchase and maintain, and more interconnected within computer networks.
input devices are directed toward direct data input that ids more natural and
easy to use, while output devices are geared toward direct output methods
that communicate naturally, quickly, and clearly.
I. Input devices - enable a computer user to enter data, commands
and programs into the CPU. It consists of devices that take data
and programs that people read or comprehend and convert them
to a form the computer can process.
a. Text input Devices
 Keyboard
The keyboard - Standard Keyboard Layout
 This is commonly known as the QWERTY
keyboard, named after the six leftmost
characters in the top row of alphabetic
characters on most keyboards—the standard
layout of most typewriters and computer
keyboards. An alternative layout, the Dvorak
keyboard, is considered more efficient, but the
QWERTY keyboard has the advantage of
familiarity. This is the most common input
device. Information typed at the typewriter-like
keyboard is translated by the computer into
recognizable patterns.
 A standard computer keyboard has about 100
keys.
 Most keyboards have keys arranged in five
groups:
o Alphanumeric keys
o Numeric keypad
o Function keys
o Modifier keys
o Cursor-movement keys
b. Pointing Devices  Computed tomography
 Mouse  Magnetic resonance imaging
 Trackballs  Position emission tomography
 Touch screens  Medical ultrasonography
 Light pens g. Sensors
 Digitized tablets h. Human-Biology input devices
 Pen-based systems i. Magnetic ink character recognition
c. Game Controllers j. Graphic Tablets - This pointing device is also called a
 Steering Wheel digitizing tablet. It is a flat plastic rectangle with subsurface
 Joystick electronics, used in conjunction with a pointing device in
 Gamepad or Joypad Paddle many engineering and design applications as well as in
 Jog dial/shuttle (or knob) illustration work. When a pointing device, like a puck (or
 Wii Remote even the finger) is moved on the surface of the tablet, the
d. Imaging and Video Input Devices location of the device is translated to a specific on-screen
 Image Scanners cursor position.
 Web Cam k. Puck - This is often used in engineering applications. It is a
 Fingerprint reader mouse-1ike device with buttons for selecting items or
 Fingerprint scanner choosing commands and a clear plastic section extending
 Barcode Reader 3D Scanner from one end with cross hairs printed on it. The intersection
 Smart cards and optical cards of the cross hairs on the puck points to a location on the
 Voice recognition devices graphics tablet, which in turn is mapped to a specific location
 Digital camera on the screen. Since the puck’s cross hairs are on a
 Digital camcorder transparent surface, a drawing can easily be traced by
 Portable media player placing it between the graphics tablet and the puck and
 Microsoft Kinect Sensor moving the cross hair over the lines of the drawing.
 Laser rangefinder
 Eye gaze tracker II. Central Processing Unit (CPU)
e. Audio-input devices Central Processing Unit (CPU) - follows the instructions of the software to
 Microphone manipulate data into information. The procedure that transforms data into
 Midi-keyboard or other musical instrument useful information is called processing. This function is divided between the
f. Medical Imaging computer’s processor and memory. The processor is also called the central
processing unit (CPU). It manages all devices and performs the actual
processing of data. It is referred to as the brain of the computer system.
The CPU consists of one or more chips attached to the computer’s main
circuit board (the motherboard). Chips are also called microprocessors.
The speed and performance of a computer’s microprocessor help determine
a computer’s processing power. These are based on the following:
a. Word length — This refers to the number of bits that the computer
can process at one time (e.g., a 64-bit chip can process 64 bits, or 8
bytes in a single cycle). The larger the word length, the greater the
computer’s speed.
b. Cycle speed — This is measured in megahertz (MHz) or gigahertz
(OHz). This indicates the number of cycles per second (e.g., a 500
MHz Intel Pentium III processor will have 500 million cycles per
second).
c. Data bus width — This acts as a superhighway between the CPU,
primary storage, and other devices, which determines how much
data can be moved at one time. The 8088 chip having 16-bit word
length but only an 8-bit data bus width can process data in 16-bit
chunks but could only be moved 8 bits at a time.
Most CPU chips and microprocessors are composed of four functional
sections:
 Arithmetic/logic unit – this gives the chip its calculating ability and
permits arithmetical and logical operations.
 Registers – These are temporary storage areas that hold data, keep
track of instructions, and hold the location and results of these
operations.
 Control section – The control section has three principal duties.
o It times and regulates the operations of the entire computer
system.
o Its instruction decoder reads the patterns of data in a
designated register and translates the pattern into an
activity, such as adding or comparing.
o Its interrupt unit indicates the order in which individual
operations use the CPU, and regulates the amount of CPU
time that each operation may consume.
o Internal bus – This segment of a CPU chip or
microprocessor is a network of communication lines that
connects the internal elements of the computer system.
There are three types of CPU buses:
 Control bus – This consists of a line that senses input
signals and another line that generates control
signals from within the CPU.
 Address bus – This is a one-way line from the
processor that handles the location of data in
memory addresses.
 Data bus – This is a two-way transfer line that both
reads data from memory and writes new data into
memory.
There are certain ways that can speed up processing.
 Reduced instruction set computing (RISC) — This technology is used
to enhance the speed of microprocessors by embedding only the
most frequently used instructions on a chip.
 Parallel processing — This is a type of processing in which more than
one instruction can be processed at a time by breaking down a
problem into smaller parts and processing them simultaneously with
multiple processors.
 Massively parallel processing — This is similar to parallel processing,
only that hundreds or thousands of processing chips are used to
attack large computing problems simultaneously.
The manner in which data are input into the computer affects how the data
can be processed. Information systems collect and process information in
one or two
 Batch processing — This is a method of collecting and processing
data in which transactions are accumulated and stored until a
 specified time when it is convenient or necessary to process them as ROM is non-volatile. ROM can only be read from it; it cannot be
a group. written to. ROM chips come from manufacturers with programs
 On-line processing – In this method, transactions are entered already burned in or stored. ROM is used in general-purpose
directly into the computer system and processed immediately computers to store important or frequently-used programs. Like
Aside from the computer’s CPU, another computer hardware that can be RAM, ROM chips are linked by circuitry to the CPU.
considered under this category is the motherboard (or the main board). This Primary storage has three main functions.
is the main circuit board containing the primary components of a computer  They store all or part of the software program that is being executed.
system. This board contains the microprocessor, main memory. support  They store the operating system programs that manage the
circuitry, and bus controller and connector. Other boards, including operation of the computer.
expansion memory and input/output boards, may attach to the motherboard  They hold the data that the program is using.
via the bus connector. How Data and Programs are represented in the Computer
III. Primary Storage Computers use the two-state. 0/1 binary system to represent data.
Primary storage refers to temporary storage of data and program Two common binary coding schemes are:
instructions during processing. It is also known as internal storage since it • ASCII — American Standard Code for Information Interchange, most
stores data in the computer memory. There are two types. widely used for microcomputers; originally a 7-bit character encoding
 RAM (Random Access Memory) — These are chips that are mounted system, now an 8-bit character encoding.
directly on the computer’s main circuit board, or in chips mounted • EBCDIC — Extended Binary-Coded Decimal Interchange Code, 8-bit
on peripheral cards that plug into the computer's main circuit board. character encoding commonly used in mainframes.
They are called so because the computer can directly access any Computer storage capacity is expressed in Bits, Bytes, Kilobyte’
randomly chosen location in the same amount of time. These RAM Megabyte, Gigabyte, Terabytes,
chips consist of millions of switches that are sensitive to changes in Petabytes, Exabyte, and Zettabyte
electric current. So-called static RAM chips hold their data as long Bit short for binary digit (0s and 1s)
as current flows through the circuit, whereas dynamic RAM Byte 8 bits (usually represent one
(DRAM)) chips need high or low voltages applied at regular character, digit, or symbol)
intervals—every two milliseconds or soil they are not to lose their Kilobyte (KB) 1.024 Bytes (1.0241)
information. RAM is used for short-term storage of data or program Megabyte (MB) 1.024 KB (1.0242)
instructions. It is volatile - meaning its contents will be lost when the Gigabyte (GB) 1.024 MB (1.0243)
computer’s electric supply Is turned off. Terabyte (TB) 1.024 GB (1.0244)
 ROM (Read-Only Memory) — These chips form commands, data, or Petabyte (PB) 1.024 TB (1.0245)
Exabyte (EB) 1.024 PB (1.0246)
programs that the computer needs to function correctly. RAM chips
Zettabyte (ZB) 1.24 (1.0247)
are like pieces of paper that can be written on erased, and used again;
ROM chips are like a book, with its words already set on each page.
 IV. Secondary Storage
Secondary storage stores data and instructions when they are not used in
processing. Relatively. they are long-term, non-volatile storage of data
outside the CPU or primary storage, Secondary storage is also known as
external storage because it does not use the computer memory to store data.
External storage devices, which ye located within the computer housing,
are external to the main circuit board. These devices store data as charges
on a magnetically sensitive medium such as a magnetic tape or, more
commonly, on a disk coated with a fine layer of metallic particles.
The most popular secondary storage devices include the following.
 Magnetic disks — This broad category includes the following.
o Floppy disk — The floppy disk in normal use stores about
800 KB or about 1.4 MB.
o ZIP disk — A ZIP disk is much like a floppy disk but has a
greater capacity.
o Hard disk - Hard, or “fixed” disk cannot be removed from
their disk-drive cabinets, containing the electronics ad and
writing data on to the magnetic disk surfaces. Hard disks
currently used with personal computers can store from
several hundred megabytes to several Gigabytes.
o RAID (Redundant Array of Inexpensive Disks) — This is
a disk storage technology to boost disk performance by
packing more than 100 smaller disk drives with a control
chip and specialized software in a single large unit to deliver
data over multiple paths simultaneously.
o Optical disks — These disks use the same laser techniques
that are used to create audio compact discs (CDs). Under this
genre are:
 CD-ROM — This is an acronym for compact disc
read-only memory, a form of storage characterized
by high capacity {roughly S00 MB) and the use of
laser optics rather than magnetic means for reading
data.
 WORM — This is an acronym for write once, read
many. This is very much like the CD-ROM. This
type of optical disc can be read and reread but
cannot be altered after it has been recorded.
WORMs are high-capacity storage devices. Because
they cannot be erased and re-recorded, they are
suited to storing archives and other large bodies of
unchanging information.
 CD-R and CD-RW — In simple definition, these are
blank CD-ROM that are ready for data storage. A
CD-R is similar to a WORM which cannot be erased
or re-recorded. A CD-RW is capable of being erased
and re-recorded.
 DVD - This is short for digital versatile disc. The
group of DVD disc formats includes various forms
of data recording for computer purposes, including
discs that contain pre-recorded data (DVD-ROM)
and discs that can be rewritten many times (DVD-
RAM). These are several times the capacity of
C&ROMs. The simple single-layer version of the
DVD holds between 3.7 and 4.38 GB (with double-
layer versions holding 15.9 GB). compared to the
650 MB of CD-ROMs. These higher capacity discs
are used particularly for computer games and in
multimedia applications.
 DVD-R and DVD-RW - These are blank optical
disks in DVO format ready for data storage, just like
CD-R and CR-RW
  Blu-ray — mainly used in high-definition video and
data storage.
 Lightscribe - a specially coated recordable CD and
DVD media designed for producing laser-etched
labels with text or graphics using Lightscribe optical
disc recording techno1ogy.
 Mass Storage Device
o USB Flash Drive —are typically removable and rewritable.
much shorter than a floppy disk and weigh less than 2 ounces
(56g) Storage capabilities typically range from 64 MB to 64
GB with steady improvements in sizes and price per
gigabyte.
o Solid-State Drive (SSD) — a data storage device that uses
solid-state memory to store persistent data.
V. Output Hardware - devices that translate information processed
by the computer into a form that humans can understand.
The most common output device can deliver either the soft copy or the hard
copy of the data. Devices that render soft copy are the following
 Video display unit IDU) - This is commonly known as the
monitor, which displays characters and graphics on a
television-like screen. It usually has a cathode ray tube like an
ordinary television set, but small, portable computers use
liquid crystal displays (LCDs) or electroluminescent screens.
 Audio output devices - These are respon5ible for the sound
that the user hears from the computer. These include the
sound card and the speakers. The sound card is a computer
circuit board that allows the computer to receive sound in
digital form and reproduce it through speakers.
 External storage devices - These Include floppy disks,
compact disks, external hard disks, etc.
 Interactive multimedia - This is the combination of audio,
video, and text on high capacity compact discs. CD-I includes
such features as image display and resolution, animation,
special effects, and audio. Interactive multimedia includes the
following materials:
 e-books and e-newspapers
 electronic classroom presentation technologies
 full motion videoconferencing
 imaging
 graphic design tools
 video and voice mail
 interactive web pages
 multimedia web sites (they render digitized music and
videos)
There are only two output devices known to render hard copy of
data.
a. Printers - These are computer peripherals that put text or a
computer-generated image on paper or on another medium,
such as transparency. Printers can be categorized in several
different ways. The most common distinction is impact and
non-impact.
 Impact printers physically strike the paper and are
exemplified by pin dot-matrix printers and daisy-
wheel printers.
 Non-impact printers include every other type of
print mechanism, including thermal, inkjet, and
laser printers.
 Permanent (Hardcopy) - refers to the printed output
 Printers
1. Dot-matrix (Impact Printer)
2. Inkjet (Non-Impact Printer)
3. Laser (Non-impact Printer)
 4. Thermal (Impact printer)
5. Braille embossed (Impact printer)
b. Computer output microform - these are output devices that
can render microscopic format of documents.
 Temporary (Softcopy) — refers to data that is shown
on a display screen or is in audio or voice form
 CRT (Cathode ray tube)
 Flat-panel display (LCD)
 Plasma display devices
 Multimedia projectors
 Audio-output (voice and sound-output)
 Video output (Film recorder)
 Action - consists of processing data that initiate some
form of action or process control activity
 CAD / CAM (Computer-aided design / Computer-
aided manufacturing /machining)
 Robotics system
VI. Communication Devices
Communication devices control the passing of information to and from
communication networks. It consists of both physical devices and software
that link the various pieces of hardware and transfer data from one physical
location to another. Computers and communications equipment can be
connected in networks for sharing voice, data, images, sound, video, or even
a combination of all these.
a. Modem (modular-demodulator) - convert a computer’s
digital signals to analog. and vice versa.
b. Facsimile Transmission (Fax) modem - a modem with a fax
capability. Allows the PC to talk directly to fax machines and
to send and receive fax messages. High-speed modems have
been developed that work at speeds of 2 megabits per
second. These are used as components in leading-edge
communications services.
c. Network Interface Card (NIC) or LAN card — commonly
used when computers are part of a LAN or connected to the
Internet using broadband connection
d. Wireless Network Interface Card — used for wireless
connection to a LAN or the Internet,
Telecommunication, which is communications over a distance
using technology to overcome that distance, has the following
system components.
 Computer terminals which process information. input
and output devices that send or receive data.
 Communication channel. Which include the telephone
line, fiber-optic cables, coaxial cables, and wireless
transmission technologies like infra-red (IR) and
Bluetooth technologies.
 Communication processors such as modems,
multiplexers. controllers, and front-end processors.
 Communication software which controls input and
output activities and manages other function networks
in the communication networks.
Others
a. Peripheral —a piece of computer hardware that is attached
to a host computer to expand its capabilities. Typical
examples include joysticks, printers, and scanners.
b. Computer port — series as an interface between the
computer and other computers or peripheral devices.
Physically, a port is a specialized outlet on a piece of
equipment to which a plug or cable connects
i. Parallel – a type of interface found on computers for
connecting various peripherals. It is also known as a
printer port or Centronics port.
 ii. Serial – a serial communication physical interface
through which information transfers in or out one
but at a time (in contrast with parallel).
iii. PS/2 – used connecting some keyboards and mice
into a PC compatible computer system.
iv. IEEE 1394 – a serial bus interface standard for high-
speed communications and isochronous real-time
data transfer, frequently used in a personal
computer and digital audio and digital video
devices. The interface is also known by the brand
names of FireWire (Apple Inc.), i.Link (Sony), and
Lynx (Texas Instruments).
v. Universal Serial Bus (USB) — a serial bus standard to
interface devices to a host computer designed to
allow many peripherals to be connected using a
single standardized interface socket and to improve
the plug-and-play capabilities by allowing devices to
be connected and disconnected without rebooting
the computer or turning off the device.
vi. Ethernet - port used to connect a computer to a
wired network.
E. Computer Software
i. System Software - coordinates the various parts of the
computer system manages the resources and runs basic
operations.
a. Operating System — starts up the computer and
manages the basic operations
 MS DOS/ Windows 9S/98/2000/NT/Millennium
ed. / XP by Microsoft Corporation.
 OS/2 by IMB and IBM-compatible
microcomputers
 UNIX - originally developed at Bell Labs.
 Linux — Unix-like operating systems commonly
distributed as open-source (e.g., Redhat, Fedora.
Debian, BSD)
 Macintosh OS by Apple Computers
b. Utility Software — used to support enhance, or expand
existing programs in a computer system.
 Screen saver — utility program that supposedly
prevents a monitor’s display screen from being
etched by an unchanging image.
 Data recovery — used top recover data from
damaged, failed, corrupted, or inaccessible
secondary storage media when it cannot be
accessed normally.
 Backup utilities – copies data so that these
additional copies maybe used to restore the original
after a data loss event.
 Virus protection software— scans hard disk,
diskettes, and the microcomputer’s memory to
detect virus.
 Data compression – encodes information using
fewer bits (or other information-bearing units)
through use of specific encoding schemes to reduce
the consumption of expensive resources, such as
hard disk space or transmission bandwidth (e.g.
WinZip)
 Defragment tools — reduces the amount of
fragmentation in file systems by physically
reorganizing the contents of the disk to store the
pieces of each file close together and contiguously.
 Device drivers — utility program that enables an
application program to function with a specific
hardware device.
 c. Language translators —translates a program written by a  Lotus Word
programmer into machine language.  WordStar
 Compilers  SMS Word
 Interpreters  OpenOffice Writer (Open-source)
 Assemblers b. Desktop Publishing (DTP) —using a microcomputer
and mouse, scanner, laser, printer, and a Desktop
System Software Capabilities Publishing software for mixing text with graphics to
 Multitasking — ability of an operating system to produce high-quality output.
enable two or more programs or tasks to execute  Adobe PageMaker
concurrently.  Microsoft Publisher
 Multiprogramming — refers to multi-user operating  QuarkXpress
systems. c. Electronic Spreadsheets — allows users to create tables
 Time-sharing — single computer’s processing of the by entering data into rows and columns arranged as a
tasks of several users at different stations in round- grid on a display screen
robin fashion.  MS Excel
 Multiprocessing — used of two or more computers  VisiCalc — the first electronic spreadsheet developed
linked together to perform work at the same time. by Daniel Bricklin and Robert Frankston of Harvard
ii. Application Software — software programs designed to Business School in the l970s
satisfy a user's specific needs. Applications software can be  Lotus 123
custom written for the system (custom software) or  OpenOffice Calc (open-source)
purchased at a store or from a catalog (Off-the-shelf or  SPSS
packed software). d. Graphics Software — enables users to produce many
Types of application software types of graphics creations
• General purpose application software Presentation Graphics — These are programs that
• General business management software create quality graphics presentations that can
• Special discipline software incorporate charts, sound, animation. photos, and
• Library management software video clips
• Information retrieval software  MS PowerPoint
 Lotus Freelance Graphics
a. Word Processing —allows you to create, edit, revise,  Harvard Graphics.
stole, and print documents.  OpenOffice Impress (open-source)
 WordPerfect
 Image processing software — These are intended in incorporating information from the web into documents
producing and editing high-quality images and (e.g. MS Office 2000. XP, and 2OO3).
photos, which can be used in other works or can be  MS Office
shared online or through devices like digital  Lotus Notes
cameras. h. Personal information management software - These are
 Free Drawing Graphics equipped with appointment scheduling systems,
 Corel Draw calendars, contact lists, e-mail browsers, and other
 Adobe PhotoShop/PhotoDeluxe, applications used for organizing personal data and
 PaintBrush information.
e. Multimedia Systems - allow users to combine text with  MS Outlook
graphics, sounds, video, and animation in one single  Palm OS
presentation or project. i. Electronic mail software — These programs facilitate
 Multimedia Encyclopedias computer-to-computer exchange of messages. Web
 Computer animation (cartoons) - the sequencing of browsers and PC software suites also have e-mail
single drawings, or frames resulting in motion. capabilities.
 MovieMaker  MS Outlook
 Filmora  Mozilla
 Vegas Pro  Eudora
 Adobe Animate  Pegasus
f. Database management software — These are used for j. Web browsers - These are easy-to-use software tools for
creating and manipulating lies, creating files and accessing information in the World Wide Web and the
databases to store data and combining information for Internet.
reports.  MS Internet Explorer
 MS Access  Netscape Navigator
 Integrated Library System Software  Opera
 File Maker Pro  Google Chrome
g. Integrated software packages and software suites —  Mozilla Firefox
These come in bundles of two or more applications,  Brave
which provide easy transfer of data between them. k. Web authoring software —These are intended in the
Integrated software suites have capabilities for creation of high quality Web pages and Web sites. They
supporting collaborative work on the web or usually apply a WYSIWYG working environment,
 allowing the less skilled Web developers to come up with sequences, .wav files. etc.), and video files (MPEG files.
competitive work results. AVI files, etc.). They are also used to access the media
 MS FrontPage content of optical discs (e.g. VCD. DVD. audio CD) or
 Adobe GoLive other storage devices that contain media.
l. Web Conferencing or Video Conferencing Software –  Windows Media Player
These boomed during the pandemic when face-to-face  Cyberlink Power DVD
activities were limited.  Creative Media Center
 Skype  VLC Media Player
 Zoom q. Computer-aided design software — These are highly
 Google Meet specialized software used in creating designs like
 Microsoft Teams architectural and engineering designs. They are capable
m. Reference suite software — These are the electronic of rendering three-dimensional images.
counterpart of the printed reference sources known, like  Autodesk AutoCAD
encyclopedias, dictionaries, atlases, and so on. Common Features of Applications Software
 MS Encarta Reference Suite  WYSIWYG — “What You See Is What You Get" —any special
 Compton’s Interactive Encyclopedia typeface, graphics, or formats would appear on the monitor exactly
n. Media authoring software — These are intended to be as they would be printed.
used in producing various types of media like video,  White space - unused areas of the document.
music, animations, and so on.  Cursor — movable symbol on the display screen that shows you
 Pinnacle where you may enter the next data.
 Cakewalk Studio  Scrolling — moving quickly upward or downward through the text
 Sonic Foundry Acid Pro or other screen display.
 Macromedia Flash  Panning — moving to the left or right of the screen.
o. Music notation software — These are chiefly intended for  Word-wrap and cursor control — word processing features that
the production of printed music. Some music notation automatically produce soft returns.
software applications are integrated with features that  Desktop - the area of the screen that Is available for GUI
function like media authoring software. applications, usually the entire screen area.
 Finale  Clipboard — a program features that provides temporary storage for
 Voyetra MusicWrite data you wish to transfer between applications.
 Cakewalk Score Writer  Desk / Desktop Accessories - a program that provides a feature
p. Media players — These are intended to playback media commonly found on a conventional office desktop.
files like music files (e.g. audio tracks, mp3 files, MIDl
  Clipart — Pre-packed artwork designed to be imported into text
documents or charts by desktop publishing or presentation graphics
software.
 Object Linking and Embedding (OLE) — a feature that lets you
embed an object created using one application into another
application.
User Interface — combination of menu options, Icons, and commands we use
when working with a
computer program.
 Command-driven or Character User interface (CUI) — employs a
screen prompt that indicates that the system is ready to accept a new
command.
 Shell Interface or Menu-driven - navigating through a shell by
selecting many options.
 Graphical User Interface (GUI) - uses a mouse that controls the
location of a screen pointer.
 Natural Language — allows the user to activate program options by
writing or speaking in the native language.
Software Packages
 Shareware - Copyrighted, commercial software programs that are
designed to let the user try them out first before buying. Often
downloadable from the internet or distributed on CD-ROMs
bundled with a computer peripheral.
 Freeware — software available for use at no costs of for an optional
fee. It is different from shareware, where the user is obliged to pay
(e.g., after some trial period or for additional functionality).
 Integrated Software — a collection of several applications in a single
package with a common set of commands and the ability to work
together and share data e.g., MS Works, Lotus Works, and
Integrated Library Systems.
 GroupWare — Software that is used on a network and serves a group
of users working together on the same project, e.g., Lotus Notes: also
known as collaborative software.
 Software Suite — application bundled together and usually sold for a
fraction of what the software would cost if bought individually, e.g.,
Microsoft Office, Kingsoft Office, Lotus SmartSuite: also referred to
as office suite or productivity suite. Some open-source alternatives
are OpenOffice and NeoOffice.
Library Management Software
 Programs used for performing functions specific to library services:
- Cataloguing/lndexing
- Online Public Access Catalog (OPAC)
- Serials management
- Collection management
- Circulation
- Other services: e.g., interlibrary loan
- Integrated library services with combinations or all of the above
 Examples of Library Management Software
- Mandarin by Mandarin Library Automation
- ResourceMate by Jaywil Software Development
- Alexandria by COMPanion
- Koha ILS by Liblime
- L4U by SRB Education Solutions
- OPALS by OPAL
- ConcorInfiniti by Concord lnfiniti
- Destiny Library Manager by Follett Corporation
- insignia Library System by insignia Software
- LIBRARIAN by CR2 Technologies
Library Management System is a software used to manage the
catalog of a library. This helps to keep the records of whole transactions of
the books available in the library.
Information retrieval software  Database - collection of related files, group of stored, integrated
 Used for specialized databases such a‹ abstracts and indexes, (cross-referenced) data elements that can be retrieved and
electronic journals, electronic books, etc. available on: manipulated with great flexibility to produce information.
- CD-ROM File Management System — was coined to describe the traditional approach
- Remote online access services to managing data and information.
- The Internet Database Management System (DBMS) - a computer-based system for
- Onsite multi-user licensed databases mounted as tapes or on defining, creating, manipulating, controlling, managing, and using
hard disks databases.
- In-house databases File Access Methods
 Z39.5o Gateway  Sequential Access - to find a file means starting with the first record
o A national and international (ISO 23950) standard defining and looking at each consecutive record in the file, one at a time until
a protocol for computer-to-computer information retrieval. the specific record is found.
Makes it possible for a user in one system to retrieve  Direct Access or Random Access - uses an index or other technique
information from other computer systems (that also have to identify a record’s location within a file and can directly access the
this gateway) Without knowing the search syntax that is used file without processing other records.
by those other systems. It was originally approved by the Types of Database Structures
National Information Standards Organization (NISO) in  Hierarchical or Tree Structure - follows a top-down structure:
1988. resembles a family tree. With each child records subordinate to
Examples of Services Using Information Retrieval Software parent records.
 Applied Science and Technology Index  Network or Plex model - similar to a hierarchical model but each
 Readers Guide Abstracts child record can have more than one parent record. Thus, a child
 DIALOG record can be reached through more than one parent.
 EBSCO How  Relational Model - The most flexible type of organization, relates, or
 ERIC connects, data in different files through the use of key fields, or
 Others common data elements. Data elements are stored in different tables
Data Resources Management made up of rows and columns.
Overview of the Data Hierarchy Common Database Jargons
 Character or Byte —group of 8 bits. Consists of a single alphabetic,  Schema - overall description of the database, including its entities,
numeric, or other symbol, attributes, relationships, etc.
 Field — unit of data consisting of one or more characters  Relation - a table with columns and rows
 Record — collection of related fields  Entity - a person, place, thing, or event about which information
 File — collection of related records must be kept
  Attribute - a named columns and rows
 Tuple - a row of a relation
 Cardinality - the cardinality of a relation is the number of tuples it
contains
 Key field - attribute used to identify a unique record in a database
table.
 Structured Query Language (SQL) - an ANSI and ISO standard
database computer language designed for the retrieval and
management of data in relational database management systems
(RDBMS), database schema creation and modification. and database
object access control management.
Many database management software packages make use of SQL
(Structured Query Language). It is the most prominent data manipulation
language today.
A typical database consists of several database objects. The following objects
are the usual components of a database. Other database management
programs may use a different name for some of the objects.
 Table
A table is the basic unit for storing a collection of data. A
table’s definition consists of a list of fields, each of which stores a
discrete piece of information for a single record.
 Queries
Queries enable the user to extract a subset of data from a
single table, from a group of related tables, or from other queries,
using criteria you define. By saving a query as a database object, the
query can be run at any time, using the current contents of the
database. They may sometimes look exactly like a table; the crucial
difference is that each row of the query’s results may consist of fields
drawn from several tables. A query may also contain calculated
fields, which display results based on the contents of other fields.
 Forms
Forms enable users to enter, view. and edit information,
generally one record at a time. They can closely resemble paper
1orms such as invoices and timesheets, or they are organized for data
entry with data validation rules. A form may also include a subform
that displays Information from a related table.
 Reports
Reports enable the user to present data from one or more
tables or queries in a readable style and a professional format
generally for printed output. A report may Include detailed lists of
specific data, with each row consisting of a single record, or it may
provide a statistical summary of a large quantity of information. A
report design can include grouping and sorting options.
 Macro
A macro is a set of one or more actions that perform a
particular operation, such as opening a form or printing a report.
Macros can help to automate common tasks. For example, the user
can rim a macro that prints a report when a user clicks a command
button. A macro can be one macro composed of a sequence of
actions, or it can be a macro group.
 Module
A module is essentially a collection of declarations,
statements. and procedures stored together as one named unit to
organize Visual Basic code or may other code used by the database
which are generated by other programming languages.
In designing a database, the following steps should be applied:
 Determine the purpose of your database.
The first step in designing a database is to determine its purpose and
how it is to be used.
o Talk to people who will use the database.
o Brainstorm about the questions you and they would like the
database to answer.
 o Sketch out the reports you would like the database to
produce. Gather the forms you currently use to record your
data.
As you determine the purpose of your database. a list of
information you want from the database will begin to
emerge. From that, you can determine what facts you need
to store in the database and what subject each fact belongs
to. These facts correspond to the fields (columns) in your
database, and the subjects that those facts belong to
correspond to the tables.
 Determine the fields you need in the database.
Each field is a fact about a particular subject. For example,
you might need to store the following facts about customers:
company name, address, city, state, and phone number. You need
to create a separate field for each of these facts.
 Determine the relationships between tables.
Now that you have divided your information into tables and
identified primary key fields. you need a way to tell the database how
to bring related information back together again in meaningful ways.
To do this, you define relationships between tables.
 Refine the design.
After designing the tables, fields, and relationships needed,
it is time to study the design and detect any flaws that might remain.
It is easier to change the database design at this point than it will be
after you have filled the tables with data.
 Test the design.
Enter enough sample data in your tables so as to test the
design. To test the relationships in the database, see if you can create
queries to get the answers you want. Create rough drafts of forms
and reports and see if they show the data expected. Look for
unnecessary duplications of data and eliminate them.
 Enter data and create other database objects.
If table structures meet design principles described and are
determined to serve their purpose effectively, then it is time to go
ahead and add all existing data to the tables. Other database objects
can already be created at this point, such as queries, forms, reports,
macros, modules, and other available objects.
Classifying Databases
Databases can be classified in different ways. They can be classified
by their intended use and function, or by their structure.
 By intended use and function
 Operational databases (e.g. HR database, inventory database,
customer database)
 Distributed database — This is a replicate copy or a part of a
database to network servers at a variety of sites.
 External database — This database is designed to be published
in the World Wide Web which can be accessed through the
Internet, with charge or free.
 By structure
 Relational DBMS — This is a type of logical database model that
represents all data in the database as simple two-dimensional
tables called relations. The tables appear similar to flat files, but
the information in one file can be easily extracted and combined.
 Hierarchical DBMS — This is an o\der logical database model
that organizes data in a treelike structure. A record is subdivided
into segments that are connected to each other in one-to-many
parent-child relationships.
 Network DBMS — This is also an older logical database model
that is useful for depicting many-to-many relationships.
 Object-oriented DBMS — This is a database for storing graphics
and multimedia and has the capabilities of a relational DBMS
for sorting traditional information.
Trends in Database Management
The notable factor to the trends in database programming and
management is the continuous advancement of information management
practices. Listed below are some of these trends.
 Multidimensional data analysis
This is the capability for manipulating and analyzing large
volumes of data from multiple perspectives. It is also known as on-
line analytical processing (OLAP).
 Data warehouses
A data warehouse is a database with reporting and query
tools. that stores current and historical data extracted from various
operational systems and consolidated for management reporting
analysis.
 Data mining
This is the analysis of large pools of data to find patterns and
rules that can be used to guide decision-making and predict future
behavior.
 Hypermedia databases
These are common in the Web. Hypermedia was used as an
approach to data management that organizes data as a network of
nodes linked in any pattern the user specifies. The nodes can contain
text, graphics, sound, full-motion video, or executable programs.
Issues and Trends in IT: Issues Affecting Libraries and Information
Centers
Even if there are so many developments in hardware, software, and network
technologies, there are several issues in IT that are of great concern to
Libraries and Information centers.
 Licensing
Like in any of the many areas of commerce in which licenses
are required, licensing also applies in commercially distributed
software. This is a very big concern since the cost of licensed software
is too high nowadays. Some institutions that cannot afford to
purchase a licensed software resort to the use of pirated software. An
alternative to expensive licensed software is the use of shareware
(software that is distributed on the basis of an honor system), or
freeware (a computer program given away free of charge). Most
shareware is distributed free of charge, but the author usually
requests that you pay a small fee if you like the program or use it on
a regular basis. Freeware is often made available on bulletin boards
and through user groups. An independent program developer might
offer a product as freeware either for personal satisfaction or to assess
its reception among interested users.
 Piracy
Software piracy is a crime of robbery for private ends.
Software programs are reengineered and redistributed by
unauthorized bodies for their own gains. They usually unlock the
software by providing passwords, serial numbers, or codes required
for installation. There are also times at which they unlock the
software by using cracking program tools.
 Computer viruses
A computer virus is a program that “infects” computer files
usually other executable programs) by inserting copies of itself in
those files. This is usually done in such a manner that the copies will
be executed when the file is loaded into memory. allowing them to
infect still other files, and so on. Viruses often have damaging side
effects, sometimes intentionally, sometimes not. PC users can
safeguard their files using anti-virus software packages such as
Norton Anti-virus, McAfee Virus Scan. AVG Anti-Virus. and so on.
These programs can detect viruses. and often repair the damage
done by them.
The increase in transactions over the Internet has greatly
increased the chance of virus infection. so anti-virus measures have
been introduced to promote the growth of electronic business.
 Digital certificates can be used to validate the identity of people and
organizations on the Internet. digital signatures can prove the
identity of an individual, and Secure Electronic Transaction (SET)
mechanisms have been developed to allow safe credit card
transactions.
E-mail viruses remain a major threat, however—during 2000, many
large organizations were brought down by a virus attached to an e-
mail message entitled “I Love You”. In 2002 a new type of virus
appeared that allowed unauthorized users to access private
information (such as credit card details). This virus, known as
“Bugbear”, was carried via e-mail and affected many users.
 Data theft
This is a more serious problem than software piracy.
Computer system hackers (or crackers) mutilate the encryption of
restricted databanks and databases and make unauthorized use of
the information/data contained in them. The use of these data may
be intended for unlawful activities like theft.
 Spam and junk mails
Spam or unsolicited e-mail is the electronic equivalent of
junk mail. People usually send spam in order to sell products and
services to draw traffic to websites or to promote moneymaking
schemes. Unlike physical junk mail, spam does not stop if it is
unsuccessful. When marketing departments send junk mail, they
incur some expense, so give up if they do not succeed. Spam costs
virtually nothing to send, and so it persists, whatever the recipient
does.
Spam can easily be confused with legitimate bulk e-mail. According
to Mail Abuse Prevention System (MAPS), an electronic message is
regarded as spam only if the recipient’s personal identity is irrelevant
because the message is equally applicable to many others. The
recipient has not granted permission for it to be sent, and the
message appears to the recipient to give a disproportionate benefit
to the sender. Spam has become a big problem over the past few
years as it consumes large amounts of the recipient’s time and
Internet capacity. It is also an enduring problem as it is virtually
impossible to determine where it originates. The first spam was sent
as long ago as 1978 by a Digital Equipment Corporation sales
representative to advertise a computer equipment demonstration.
The initial defense against spam was to block mail from domains
that are known to be senders, but it is relatively easy for spam
senders to send from a new domain. The most effective measure now
available is to use one of the e-mail filters on the market that saves
the user from having to manually his through his or her inbox.
Legislation introduced in the European Union in December 2003
makes it a criminal offense to send spam unless the recipient has
agreed in advance to accept it. Similar legislation was signed into law
in the US in the same month.
• Obsolescence of hardware and software
The very fast developments in computer technology mean
the very quick obsolescence of computer devices. Both hardware
and software are subject to this problem. This can be resolved by
downloading software updates from the Internet. Unused
computers which are left because of purchasing newer one can be
donated to charitable institutions so that they become useful once
more.
Computers drain critical resources such as electricity and
paper. They also produce unwanted electrical and chemical, and
bulk-waste side effects. As a society, we 3hould adopt a more
environmentally position with respect to use, manufacture, and
disposal of computer equipment and devices. This is known as
green computing (environmentally sensible computing).
• High costs in electricity
A computer will never work without electricity. The
electrical consumption of computers becomes a big deal if the
 institution has many computer units which are run simultaneously.
Always set the computer to a mode at which the monitor and the
hard drive is automatically turned off when not in use. Green
computing is also a solution to this problem.
 Health issues
Ergonomics (or human factor engineering), the science and
technology emphasizing the safety, comfort, and ease of use of
human-operated machines such as computers. Its goal is to produce
systems that are user-friendly, safe, comfortable, and easy to use.
Institutions which make use of computers in their daily
activities should consider using ergonomically correct furniture
(e.g., chairs and tables) and devices (e.g., mouse, keyboard. etc.)
 Computer system capabilities
Computers continue to become smaller, faster, more
reliable, less expensive to purchase and maintain, and more
interconnected within computer networks and other electronic
gadgets and devices.
 Input technology trends
Input devices are becoming more natural and easy to use.
Even programming languages are becoming to be structured like
human language, making them easier and faster to understand.
 Output technology trends
Output devices are geared toward direct output methods
that communicate naturally, quickly, and clearly.
 Trends in storage media
The capacity of data storage media is continuously growing.
Primary storage media are starting to use microelectronic circuits
while secondary storage media are using magnetic and optical
media.
One continuing trend in computer development is
microminiaturization, the effort to compress more circuit elements
into smaller and smaller chip space. Researchers are also trying to
speed up circuitry functions through the use of superconductivity,
the phenomenon of decreased electrical resistance observed in
certain materials at very low temperatures. As the physical limits of
silicon-chip computer processors are being approached, scientists are
exploring the potential of the next generation of computer
technology, using, for instance, devices based on deoxyribonucleic
acid (DNA).
The fifth-generation computer effort to develop computers
that can solve complex problems in ways that might eventually merit
the description “creative” is another trend in computer
development, the ideal goal being true artificial intelligence. One
path actively being explored is parallel processing computing, which
uses many chips to perform several different tasks at the same lime.
Parallel processing may eventually be able to duplicate to some
degree the complex feedback, approximating and assessing
functions of human thought. One important parallel processing
approach is the neural network, which mimics the architecture of the
nervous system. Another ongoing trend is the increase in computer
networking, which now employs the worldwide data
communications system of satellite and cable links to connect
computers globally. There is also a great deal of research into the
possibility of “optical” computers—hardware that processes not pulse
of electricity but much faster pulses of light.
Bibliographic Networks
Use of Networks in Reference Services
Ex. The use of a formal bibliographic facility like the OCLC would enable a
reference librarian to answer
Three basic types of questions
1. The bibliographic query
2. The verification query
3. The location query
 Functions of bibliographic networks
1. Rapid location of a book, article, document, etc.
2. Acquisition of materials through either direct or indirect file use.
3. Circulation control and remote catalog access.
4. Shared cataloging, which allows the members to catalog most of
the ongoing collections at a computer terminal.
5. Online access to Library of Congress Name & Authority File.
Major bibliographic utilities and networks
1. North America
o The Online Computer Library Center (OCLC)
o The Research Libraries Group (RLG), which operates the
Research Libraries Information Network (RLIN)
o The Western Library Network (WLN)
o Auto-Graphics, Incorporated, which operates the
Impact/ONLINE CAT service
o A-G Canada, a subsidiary of Auto-Graphics that operates
Impact/MARCit, a bibliographic utility originally developed
by UTLAS
o Brodart Automation, which operates the interactive Access
System (IAS)
o The Library Corporation. which offers the ITS.MARC
cataloging service
o Data Research Associates, which operates Open DRA Net. an
Internet-based information service that provides online access
to cataloging records and other databases.
2. United Kingdom
o BLCMP (Birmingham Libraries Cooperative Mechanization
Project)
o LASER (London and South East Library Region)
o SLS (information Systems Ltd)
3. Europe
o BIBSYS (Bibliotek System) – Norway
o LIBRIS (Library Information System) – Sweden
o PICA (Project gelntegreerde Catalogue Automatisering) —
Netherlands
Major research networks
1. Europe
o RARE (Reseaux Associes Pour La Recherche Europeenne)
o JANET (Joint Academic Network) — UK
o SURFnet — Netherlands
o NORDUnet - Scandinavian countries
o EARN (European Academic Research Networks)
2. United States
o INTERNET — evolved from ARPANET (Advanced Research
Project Agency) - US Department of National Defense.
o BITNET — links more than 3000 academic on4 research
institutions in the US.
o Usenet — is a loose assemblage of UNIX-bases sites.
Other Networks
 MEDIARS (Medical Literature Analysis and Retrieval System)
Two subject-oriented networks in health and sciences
developed in the 1960s by the National Library of medicine which
produced 21 major indexes, including Index Medicus
 AGRICOLA
An online agricultural database developed by the National
Agricultural Library (NAL) in J962 which included indexes to
worldwide journals and monographic literature and US government
report on general agriculture, food, etc.
 MARC
Database that provided the resource for establishing and
developing cooperative cataloging services by OCLC, BALLOTS,
and later RLIN
 INTERNET
 Network of networks
 Telnet
This can be used for consulting remote catalogs or OPAC or
access other databases
 APPROTECH (Asian Alliance for Appropriate Technology
Practitioners)
A non-government organization concerned with the
information needs for appropriate technology for rural-based
populations.
 APINMAP (Asia Pacific Information Network on Medicinal and
Aromatic Plants)
The network that caters to the health information needs of
rural based population through use of indigenous plants having
medicinal value.
 AGIMFONET-SEA (Agricultural Information Networks of
Southeast Asia)
The network that ties together fine Southeast countries and
disseminates Information in the field of agriculture and related
fields.
 INNERTAP (Information Network on New and Renewable
Energy Resources and Technologies for Asia and the Pacific)
The networks that collects and disseminates information
and environment-friendly energy resources being coordinated by the
Energy Research and Development Center of the Philippines
National Oil Corporation.
 ASTINFO (Regional Network for the Exchange of Information
and Experience in Science and Technology in Asia and the
Pacific)
Sponsored by UNESCO, it is aimed at improving the access
and use of scientific and technological information among the
participating countries.
 ALBASA
Cooperative project of libraries in Visayas and Mindanao for
the acquisition of library materials. For Colleges and Universities of
Visayas and Mindanao
 ARALIN (Association of Research and Academic Libraries
Information Network)
Database (CDS/lSIS)
 NISST (National Information System for Science and
Technology
Ties together all the science and technology-oriented
libraries and information centers in the country, be they in public or
private sectors.
Library Networks
 AGRIS
(International System for Agricultural Science and
Technology) It is a global public database providing access to
bibliographic information on agricultural science and technology.
The database is maintained by CIARD, and its content is provided
by participating institutions from all around the globe that form the
network of AGRIS centers
Sponsored by FAO, it is a cooperative undertaking of some
80 countries for the development of a comprehensive scientific
database on the agricultural sciences
 DOST-ESEP (Dept. of Science & Technology — Engineering A
Science Education)
A Library network on science and technology established in
the 90s with 10 academic institutions as members.
 HAIN (Health Action Information Network)
 HERDIN (Health Research and Development Information
Network)
 The network that makes available health and medical
information to doctors and health care practitioners managed and
coordinated by the Philippine Council for Health
 NATLINE (National tabor Information Network)
 PAIS (Philippine Agricultural Information Network)
 PASFIS (Philippine Aquatic Science & Fisheries information
System)
INFORMATION TECHNOLOGY
INSTRUCTION: Read the following questions carefully. Choose the letter
that corresponds to the best answer. You can also use the Online Practice
Tool for Indexing and Abstracting.
1. A system unit is the part of a computer that houses primary
devices which perform operations and produce results for
complex calculations. It includes the motherboard, CPU,
RAM and other components, as well as the case in which
these devices are housed. This unit performs the majority of
the functions that a computer is required to do. Which of the
following best describes the system unit?
a. It houses the processing hardware and software for a
computer
b. It contains other components, such as storage devices,
power supply, cooling hardware, processors, several types
of memory and peripheral devices
c. Primary devices are interconnected through sets of wires
called buses on the motherboard
d. All of the above
2. It is a circuit board consisting of computer chips also called
integrated circuits. It is considered the backbone that ties the
computer's components together at one spot and allows them
to talk to each other.
a. Central Processing unit
b. Hard drive
c. Hard disk
d. Motherboard
3. These are rectangular metal racks inside the system unit that
house storage devices.
a. Drive bays
b. Motherboard
c. Processor
d. Power Supply
4. It is a volatile memory, which stores information temporarily. individuals choose Linux for their servers because it is open
Information is also being stored electrically on transistors so source, secure, and flexible. Who developed this operating
data disappears when there is no electric current. system?
a. Flash Memory a. Linus Torvalds
b. Registers b. Steve Wozniak
c. RAM c. Steve Jobs
d. ROM d. Bill Gates
5. Consists of non-volatile chips located on the motherboard into 8. Android phones, along with tablets, Chromebooks, digital
which data programs have been permanently stored. The storage devices, personal video recorders, cameras, and
memory does not depend on an electric current to save data, wearables, are running on which operating system?
instead, data is written to individual cells using binary code. a. Windows OS
a. RAM b. Linux
b. ROM c. OS X
c. Registers d. Chrome OS
d. Flash Memory 9. It performs a specific task, usually related to managing or
6. Heat sinks are one of the most common forms of thermal maintaining the computer system. It assists the Operating
management in technology, machinery, and even in natural System to manage, organize, maintain, and optimize the
systems. These are small components typically made out of functioning of the computer system.
aluminum with fins that help to dissipate heat. What are other a. System software
cooling systems used in computers? b. Application software
i. Freezers c. Operating software
ii. Liquid Cooling system d. Utility Software
iii. Ion pump cooling 10. It primarily helps in setting the conditions of license
iv. Immersion cooling agreement with the user – explain what are and aren't allowed
v. Cooling stand to do with the software, the conditions under which the access
vi. Air conditioners
might be limited or terminated, copyright provisions etc. It
also gives you the right to use a software program and
a. iii, iv, v, vi
specifies the conditions under which the software can be used.
b. i, iii, v, vi
c. ii, iii, iv, v a. FAQ
b. EULA
d. i, ii, iii, v
7. Between one and two-thirds of the webpages on the Internet c. TAC
d. All of the Above
are generated servers running Linux. Companies and
11. It was the first widely used open source software. d. Apply the same standards online as we do in public
a. LibreOffice 17. It is a long-life and non-volatile storage chip that is widely
b. Linux used in embedded systems. It can keep stored data and
c. Lynx information even when the power is off. It can be electrically
d. LinkedIn erased and reprogrammed.
12. The following are videoconferencing applications; except, a. RAM
a. Zoom b. ROM
b. GoOnMeeting c. Registers
c. Cisco WebEx d. Flash Memory
d. Google Meet 18. These are high-speed memory locations built into the CPU
13. A network topology where all network devices connect to a used to store data and intermediary results during processing.
central device and if the central device fails, the network a. RAM
cannot work. b. ROM
a. Star Network c. Registers
b. Bus Network d. Flash Memory
c. Mesh Network 19. Which of the following is not true?
d. P2P Network a. The Internet connects different network of computers
14. A network topology where all network devices connect to a together
central cable. b. The internet has an unlimited number of users
a. Star Network c. The internet is accessible to anyone
b. Bus Network d. The Internet is safe as compared to the intranet
c. Mesh Network 20. A server that contains, sends and receives electronic mail
d. P2P Network a. Web
15. A network topology where network devices are interconnected b. Mail
so that the messages can take any several possible paths. c. DHCP
a. Star Network d. DNS
b. Bus Network 21. Below are advantages of a mesh topology except,
c. Mesh Network a. Heavily dependent on the network medium
d. P2P Network b. Can handle heavy traffic
16. Everything listed below is true for netiquette except, c. No single point of failure
a. Refusing cultural differences d. Easy to identify faults
b. Refusing to empower abuse and harassment while online 22. Below are advantages of a star topology except,
c. Recognize that the internet is an extension of society a. Simplicity of operation
 b. Easy to detect faults d. Meta
c. Lots of network redundancy
d. Can handle heavy traffic 27. Place search results can be filtered by the following except
23. Search engine that does not track its users’ activities. Although a. Price
is still relies on advertising to generate revenue, the ads are b. Time
not personalized to each user. c. Rating
a. Yahoo d. Cuisine
b. AOL 28. Protocol used to display web pages securely. This is
c. Bing particularly important when users transmit sensitive data,
d. DuckDuckGo such as by logging into a bank account, email service, or
24. Which network does not belong to the group? health insurance provider.
a. Local Area Network a. FTP
b. Wide Area Network b. FTPS
c. Wired Network c. HTTP
d. Metropolitan Area Network d. HTTPS
25. DBMS stands for 29. Who created the World Wide Web which was originally
a. Database Monitoring Server conceived and developed to meet the demand for automated
b. Database Monitoring System information-sharing between scientists in universities and
c. Database Management System institutes around the world?
d. Database Management Server a. Vinton Cerf
26. “The metaverse” is a phrase first used in Neal Stephenson’s b. Marc Andersen
1992 cyberpunk science-fiction novel, Snow Crash. The book c. Tim Berners-Lee
is about a dystopian society where people escape the harsh d. Robert Morris
conditions of a corporation-ruled society by using headsets to 30. He was considered as one of the Fathers of Internet due to his
enter an immersive virtual world. But with the change of the development of the TCP/IP protocol suite and the
Facebook, Inc. multinational technology company, the term
architecture that enabled the global “network of networks”
can best be described as a developing vision of the internet
that the Internet has become.
where multisensory enhancements, such as virtual reality (VR)
a. Vinton Cerf
headsets, enable users to do things like work, meet with
b. Marc Andreessen
friends, shop, and play games as digital avatars. What is the
c. Tim Berners-Lee
new name of the Facebook, Inc. company?
d. Robert Morris
a. Metaphor
b. Metaverse
c. Metadata
31. He is also one of the Fathers of Internet as the co-inventor of controls. For example, if you add a command button to a
the TCP/IP protocols and was responsible for the originating form, you associate the button's OnClick event to a macro,
DARPA’s Internet program. and the macro contains the commands that you want the
a. Robert Kahn button to perform each time it is clicked.
b. Lawrence Roberts a. Queries
c. Leonard Kleinrock b. Tables
d. Ray Tomlinson c. Macros
32. A web browser is a software program that allows a user to d. Forms
locate, access, and display web pages. In common usage, a web 36. The programming language used in Microsoft Access
browser is usually shortened to "browser." Who released the a. VBA
first web browser? b. MySQL
a. Vinton Cerf c. JavaScript
b. Marc Andreessen d. C++
c. Tim Berners-Lee 37. Academic Libraries Book Acquisition Systems Association,
d. Robert Morris Inc. is a network of agencies and institutions engaged in
33. What was the first web browser released for accessing files, health research and development in the Central Visayas
graphics and other documents on the World Wide Web and started with 13 original members. Who was the first ALBASA
sometimes credited with being the application that made the manager?
web available to the general public? a. Diosdado David
a. Netscape b. Eva Brillo
b. Mosaic c. Fr. Rafael Boromeo
c. America On-Line (AOL) d. Nela Serrato
d. Internet Explorer 38. Refers to a set of moral rules or a code of behaviour applied to
34. It is a library of resources available to computer users through the online environment. As a responsible netizen, you should
the global Internet. It enables users to view a wide variety of observe these rules to help make cyberspace a safe place.
information, including magazine archives, public and college a. Netiquette
library resources, and current world and business news. b. Computer Ethics
a. Database c. Technology Ethics
b. World Wide Web d. Social Etiquette
c. Ethernet 39. It is a malicious attempt to disrupt normal traffic of a targeted
d. Online Public Access Catalog (OPAC) server, service or network by overwhelming the target or its
35. In Microsoft Access, it is a tool that allows you to automate surrounding infrastructure with a flood of Internet traffic.
tasks and add functionality to your forms, reports, and a. Hacking
 b. SYN Flood consistency and uniformity of used entry. Which of the
c. Phishing following metadata Entry can be found in the record you are
d. DDoS attack to create?
40. With the increase of people creating contents on Youtube, i. 100 $ a Trajeda, Aristotle
many are interested on how to reach more audience and ii. 100 $ a 3G E-Learning LCC
increase viewers. Many refer to this as something that works iii. 110 $a 3G E-Learning LCC
behind the scene on how contents are being advertised, iv. 110 $a 3G E-learning FZ LCC
arranged and presented on the platform. v. 700 $a Trajeda, Aristotle
a. Advertisement vi. 700 $ a 3G E-Learning LCC
b. Algorithm vii. 710 $a 3G E-Learning LCC
c. Clickbait viii. 710 $a 3G E-learning FZ LCC
d. Subscribers
41. Microblogging is a type of blog that lets users publish short a. iii and v
text updates. Bloggers can usually use a number of service for b. iv only
the updates including instant messaging, e-mail, or Twitter. c. i and viii
d. i and vi
The posts are called microposts, while the act of using these
44. It is data-encoding system, developed by IBM and used mostly
services to update your blog is called microblogging. Another
on its computers, that uses a unique eight-bit binary code for
example of microblog is evident in the following except;
each number and alphabetic character as well as punctuation
a. Facebook
marks and accented letters and non-alphabetic characters.
b. Instagram
c. Tumbler a. ASCII
d. Wordpress b. UNICODE
A. c. EBCDIC
42. What is the most basic language Microsoft made? d. UNIX
45. A part of computer that stores applications, documents and
a. DirectX
b. Batch system operating information into cells that has unique
c. C++ addresses.
d. Visual Basic a. Memory
43. The book “Engineering mechanics” is published by 3G E- b. Hard Disk
Learning LCC as indicated in its title page. The book c. Data Disk
however, have an author by the name of Aristotle Trajeda. d. Central Processing Unit
Previously, the library enters the corporate name entry 3G E-
learning FZ LCC for all books published by this publisher for
 46. It is a methodology that is typically used to develop, maintain b. Bias
and replace information systems for improving the quality of c. Fake news
the software design and development process. d. Memes
a. System Life Cycle 52. The following ICT solutions became new trends during the
b. Program Life Cycle pandemic, except,
c. Software Development Life Cycle a. Teleconferencing Softwares
d. Software Licensing Development Cycle b. Digital Content Management Softwares
47. What is the correct way of making a header in HTML? c. Library Management Systems
a. <head> text </head> d. Learning Management Systems
b. <h> text </h>
53. A challenge-response test in the form of an image of distorted text
c. <header> text </header>
the user must enter that to determine whether the user is human or
d. <h1> text </h1>
an automated bot.
48. Which of the following is the correct way of making a string in
a. Captcha
Java?
b. Authentication
a. String "Text";
c. Terms and Conditions
b. String text = 'text';
c. String text = "text" d. Authorization
d. String text = "text"; 54. A combination of keyboard characters meant to represent a facial
49. Which of the following is the correct way to use the standard expression. Frequently used in electronic communications to
namespace in C++? convey a particular meaning, much like tone of voice is used in
a. Using namespace std; spoken communications.
b. Using standard namespace; a. Emoticon
c. Using namespace standard; b. Smileys
d. Standard namespace used; c. Emoji
50. Which of the following is a teleconferencing software? d. Animoji
a. BlueJane 55. A book format that became famous for libraries as it is portable via
b. BigBlueButton online platforms during the height of pandemic where physical
c. WhereBlue
transactions at the library were restricted.
d. Blueboard Collaborate
a. CD ROM books
51. It is a form of disinformation where a manipulated, altered, twisted
b. Audiobooks
information about an event or happening is spread to conform to a
c. Facebook
specific belief set or agenda.
d. E-books
a. Conspiracy theory
56. CGI is a mechanism used by most web servers to process data c. Information Storage and Renewal Server
received from a client browser (e.g., a user). CGI scripts contain the d. Information Storage and Renewal System
instructions that tell the web server what to do with the data. What 62. It is a widely used network protocol for transferring files between
does CGI Stands for? computers over a TCP/IP-based network, such as the internet. FTP
a. Client Graphic Interface lets people and applications exchange and share data within their
b. Common Graphic Instructions offices and across the Internet.
c. Client Gateway Instructions a. FTPS
d. Common Gateway Interface b. FTP
57. It is an institutionalized group of internet users that seeks to c. HTTP
interfere in political opinions and decision-making d. HTTPS
a. Cyberterrorists 63. Search engine that is most popular in China. Its features and
b. Political supporters services are similar to those of Google, but its focus is on China,
c. Alter accounts where it controls most of the search market. Baidu censors search
d. Troll factory results and other content in accordance with Chinese regulations.
58. What does &nbsp mean? a. DuckDuckGo
a. No Border Space Padding b. Bing
b. Non-breaking space c. Baidu
c. No between spaces d. Yahoo
d. Non-Bordered Space Padding 64. Which search operator is used to search word definitions?
59. In HTML, how do you insert a link? a. define:
a. <a><href=”link”></a> b. expound:
b. <ahref=”link”></ahref> c. meaning:
c. <a href=”link”></a> d. site:
d. <ahref>link</a> 65. Below are disadvantages of a mesh topology except
60. Which search operator is used to compare? a. Difficult to troubleshoot
a. filetype: b. Lots of network redundancy
b. define: c. Lots of cabling is required
c. price: d. Scalability depends on the capacity of the central bus and the
d. vs cable type
61. ISRS stands for : 66. Which of the following is not true?
a. Information Storage and Retrieval Server a. The hub connects two devices
b. Information Storage and Retrieval System b. The bridge connects LANs
 c. The bridge can filter content c. i, ii, iii, iv, viii, ix
d. The hub is not intelligent d. i, ii, iii, ix
67. Which of the following actions should be made first in order to 69. In question 69, which of the following added services and
maximize an enormous financial grant intended for information infrastructures are necessary to be implemented by the library to fit
and communication technology (ICT) facilities (i.e 7.5 million the new normal set up, in a condition where there are no budget
pesos)? restrictions to be considered?
a. Internal planning and auditing a. i, ii, viii, ix
b. User satisfaction survey b. i, ii, iv, v, vi, vii, x
c. Internal staff meeting c. i, ii, iii, iv, viii, ix
d. User needs analysis d. i, ii, iii, ix

68. During the pandemic, libraries were one of the social places which
the IATF suggested to be closed to limit the movement and 70. In question 69, what if there are budget restrictions that the library
crowding of people. Many libraries followed the protocols to should consider?
protect the welfare of its clients and the library staff. In order to a. i, ii, viii, ix
still provide services, libraries shifted online or imposed hybrid b. i, ii, iv, v, vi, vii, x
service delivery. Which among the following added services and c. i, ii, iii, iv, viii, ix
infrastructures are necessary to be implemented by the library to fit d. i, ii, iii, ix
the new normal set up? 71. It is the total time that it takes for a hard drive to read or write data
i. Online Reference Services a. Seek time
ii. Online Document Delivery Service b. Data Movement time
iii. Book Drops c. Rotational Delay
iv. Book/Document Delivery System d. Disk access time
v. Foot Operated Hand sanitizer 72. An optical disk drive uses a laser beam to read the data from the
vi. Sensor Buzzers disk as it is spinning. Data are recorded through microscopic holes
vii. Hands Free Door Mechanism forming the _______ of the optical disc that represents the 1s and
viii. Book Disinfection 0s which are readable by a digital computer.
ix. Digitization Services a. Grooves
x. UV Light disinfection b. Holes and Mounds
c. Pits and Lands
a. i, ii, viii, ix d. Tracks and Clusters
b. i, ii, iv, v, vi, vii, x
73. In creating catalog records in MARC format, Tag 504 is also 78. It is the process of identifying and moving data that is no longer
known as actively being used from regular storage systems to a separate long-
a. Bibliography note term archival storage system
b. Series note a. Archaic storage
c. Content note b. Alternative storage
d. Local information note c. Data Archiving
74. Tag 502 is also known as the d. Cloud storage
a. Bibliography note 79. What will be the indicator for tag 245 _ _ $a The Complete guide
b. Summary note to being lost / $c Sam Badisneighm, editor.
c. Dissertation note a. 0 4
d. Abstract note b. 0 0
75. What denotes the difference between Summary note and Abstract c. 1 4
note? d. 1 0
a. They have different MARC tag locations 80. Touch screens are display devices that are touched with the finger
b. They have different first indicators or display constant to interact by means of selecting commands or otherwise provide
controller input to the computer. Touch screens are what type of device?
c. The have different subfields a. Input device
d. They have different second indicators b. Output device
76. Which tag is the Added Series Title note entered? c. Both a and b
a. 800 d. None of the above
b. 811 81. The quality of ________ determines the graphic capabilities of a
c. 810 computer. These are also called graphics cards which generates the
d. 830 video signal sent to a computer display.
77. It is a method of storing data on two or more hard drives that work a. Video Cards
together to record redundant copies. It is used to protect critical b. Aspect Ratio
data on large storage systems. c. Screen resolution
a. Network Storage d. All of the above
b. Cloud Storage 82. Which of the following is an impact printer?
c. Flash Memory a. Laser printer
d. Redundant Arrays of Independent Discs b. Thermal printer
c. Ink-jet printer
d. Dot-matrix printer
83. Which tag is the Abstract and Summary note entered? obj = new shape();
a. 500 a. create a reference obj of the class shape and an object of type
b. 520 shape on the heap
c. 500 and 501 b. create an object of type shape on the heap or stack depending
d. 520 and 521 on its size
84. Which second indicator in the tag 650 denotes that the Subject c. creates an object of class shape
heading was based from LC Subject headings? d. create an object of type shape on the stack
a. 0 89. What will be the output of the following code snippet?
b. 1 using System;
c. 6 class program
d. 7 {
85. Which second indicator in the tag 650 denotes that the Sears list static void Main(string[] args)
was the basis of the subject cataloguing? {
a. 0 int num = 2;
b. 1 fun1 (ref num);
c. 6 Console.WriteLine(num);
d. 7 Console.ReadLine();
86. Tag 900 is also known as }
a. Local Information note static void fun1(ref int num)
b. Content note {
c. Series note num = num * num * num;
d. Bibliography note }
87. It is a location on the motherboard into which expansion card are }
inserted. Expansion cards are used to add extra functionality to a a. 2
computer. b. 4
a. Expansion ports c. 6
b. Expansion slots d. 8
c. Expansion buses 90. Which of the following is not a front-end programming language?
d. Expansion cords a. HTML
88. Which of the following statements are correct for the given code b. PHP
snippet: c. Javascript
shape obj; d. CSS
91. Which of the following is not a back-end programming language? d. Projected Reality
a. Java 97. It is a system for securely recording and storing information and
b. Ruby transactions in a database that is duplicated and distributed across
c. Python a network of computer systems.
d. CSS a. Blockchain
92. A search engine that helps clean ocean waters and limit carbon b. Cryptocurrency
emissions. c. Non-Fungible Tokens
a. Ekoru d. Forex
b. Ecosia 98. These are unique and noninterchangeable. It uses blockchain
c. giveWater technology to provide verifiable proof of ownership of the item it is
d. Elliot for Water associated with. Essentially, it is a digital certificate of authenticity.
93. A search Engine that gives 80% of its profit into reforestation. a. Blockchain
a. Ekoru b. Cryptocurrency
b. Ecosia c. Non-Fungible Tokens
c. giveWater d. Forex
d. Elliot for Water 99. It is an interactive experience that places digital elements to your
94. Which of the following files is a document? smartphone camera to create an illusion that the digital content
a. Untitled.odf you see is part of the real world around you. It is a technology that
b. Untitled.asf alters your perception of reality by digitally superimposing
c. Untitled.svg information onto live camera feed.
d. Untitled.zip a. Augmented Reality
95. Which of the following files is a video file? b. Virtual Reality
a. Untitled.odf c. Extended Reality
b. Untitled.asf d. Projected Reality
c. Untitled.svg 100. Which of the following categories of operating systems are installed
d. Untitled.zip in cars, kiosks, and other consumer electronics?
96. It blends the physical and the virtual worlds together and extends a. Personal Operating System
them all the way out to the background and beyond. It transforms b. Mobile Operating System
the world around us into personalized experiences. c. Server Operating System
a. Augmented reality d. Embedded Operating system
b. Virtual Reality
c. Extended Reality
REFERENCES:

● Bongalos, F. S. (2008). Librarians licensure examination

reviewer. Quezon City: C & E
Publishing.
● Buenrostro, J. C. (2006). The Complete reviewer for the
librarians licensure examination. Quezon
City: Great Books Publishing.
● Buenrostro, J. C. (2018). Abstracting and indexing made easy.
Quezon City: Great Books Trading.
● Buenrostro, J. C., & Bhagwani, E. T. (2004). More than books:
perspectives on the management of
information resources and services in libraries. Quezon
City: Published and exclusively distributed by Great
Books Trading.
● Buenrostro, J. C., Buenrostro, J. S., Magbag, T. D. J., &
Marasigan, R. P. (2018). The complete
reviewer for librarians licensure examination. Quezon
City: Great Books Trading.
● Cassell, K. A., & Hiremath, U. (2006). Reference and
information services in the 21st century: an
introduction. London: Facet Publishing.
● Gregory, V. L. (2019). Collection development and
management for 21st century library
collections: an introduction. Chicago: ALA Neal-
Schuman.
● Huber, J. J. (2013). Lean Library Management: Eleven
Strategies for Reducing Costs and [REPUBLIC ACT NO. 9246]
AN ACT MODERNIZING THE PRACTICE OF LIBRARIANSHIP
Improving Customer Services. New Delhi, India: DBS
IN THE PHILIPPINES THEREBY REPEALING REPUBLIC ACT
Imprints. NO. 6966, ENTITLED: “AN ACT REGULATING THE PRACTICE
● Katz, W. A. (2002). Introduction to reference work: reference OF LIBRARIANSHIP AND PRESCRIBING THE
QUALIFICATIONS OF LIBRARIANS,” APPROPRIATING FUNDS
services and reference processes.
THEREFOR AND FOR OTHER PURPOSES
New York: McGraw-Hill. Be it enacted by the Senate and House of Representatives of the Philippines in Congress
● National Library of the Philippines. (2014). Cataloging policy assembled:
ARTICLE
statements and Rda guidelines for TITLE, STATEMENT OF POLICY, DEFINITION
Philippine libraries. Manila. OF TERMS, SCOPE OF THE PRACTICE
SECTION 1. Short Title. – This Act shall be known as “The Philippine
● Pymm, B., & Hickey, D. d. (2004). Learn library management.
Librarianship Act of 2003.”
Maryland (Estados Unidos): SEC 2. Statement of Policy. – The State recognizes the essential role of
Scarecrow Press, Inc. librarianship as a profession in developing the intellectual capacity of the
citizenry thus making library service a regular component for national
● Stueart, R. D., & Moran, B. B. (2007). Library and information development. It shall, through honest, effective and credible licensure
center management. Westport, examination and regulatory measures, undertake programs and activities
that would promote and nurture the professional growth and well-being of
Conn: Libraries Unlimited.
competent, virtuous, productive and well-rounded librarians whose
● Taylor, A. G., Miller, D. P., & Wynar, B. S. (2000). Wynars standards of practice and service shall be characterized by excellence,
introduction to cataloging and quality, and geared towards world-class global competitiveness.
SEC 3. Objectives. – This Act shall govern the following:
classification / Arlene G. Taylor ; with the assistance of (a) National examination for licensure, registration of librarians, issuance of
David P. Miller. Englewood, CO: Libraries Unlimited. Certificate of Registration and Professional Identification Card;
(b) Supervision, control and regulation of practice of librarianship;
● Totterdell, A., Gill, J., & Hornsey, A. (2005). An introduction
(c) Integration of librarians under one national organization; and
to library and information work. (d) Development of professional competence of librarians.
London: Facet. SEC 4. Definition of Terms. – As used in this Act, the following terms shall be
defined:
● Woolls, B. (2008). The school library media manager. (a) Librarian – refers to an individual who is a bona fide holder of a
Westport, CT: Libraries Unlimited. Certificate of Registration and Professional Identification Card issued by the
Professional Regulatory Board for Librarians and by the Professional
Regulation Commission in accordance with this Act.
(b) Commission – refers to the Professional Regulation Commission.
(c) Board – refers to the Professional Regulatory Board for Librarians.
SEC 5. Scope of the Practice of Librarianship. – Librarianship shall deal with the
performance of the librarian’s functions, which shall include, but not be
limited to the following:
(1) Selection and acquisition of multi-media sources of information which
would best respond to clientele’s need for adequate, relevant and timely
information;
(2) Cataloguing and classification of knowledge or sources of information
into relevant organized collections and creation of local databases for speedy
access, retrieval or delivery of information;
(3) Development of computer-assisted/computer-backed information
systems which would permit online and network services;
(4) Establishment of library systems and procedures; dissemination of
information; rendering of information, reference and research assistance;
archiving; and education of users;
(5) Teaching, lecturing and reviewing of library, archives and information
science subjects, including subjects given in the licensure examination;
(6) Rendering of services involving technical knowledge/expertise in
abstracting, indexing, cataloguing and classifying; or the preparation of
bibliographies, subject authority lists, thesauri and union catalogues/lists;
(7) Preparation, evaluation or appraisal of plans, programs and/or projects
for the establishment, organization, development and growth of libraries or
information centers, and the determination of library requirements for
space, buildings, structures or facilities;
(8) Provision of professional and consultancy services or advice on any aspect
of librarianship; and
(9) Organization, conservation, preservation and restoration of historical and
cultural documents and other intellectual properties.
ARTICLE II
CREATION OF THE PROFESSIONAL
REGULATORY BOARD FOR LIBRARIANS
SEC 6. Creation and Composition of the Board. – There is hereby created a
Professional Regulatory Board for Librarians, hereinafter called the Board,
under the administrative supervision and control of the Professional
Regulation Commission, hereinafter referred to as the Commission, to be
composed of a Chairperson and two (2) members who shall be appointed by
the President of the Philippines from among the list of three (3)
recommendees for each position submitted by the Commission from among
the list of five (5) nominees for each position submitted by the accredited,
integrated national professional organization of librarians from among the
librarians of recognized standing who qualify under SEC 7 of this Act. The
new Board shall be constituted within three (3) months from the effectivity
of this Act.
SEC 7. Qualifications of Members of the Board. – The Chairperson and members
of the Board, at the time of their appointment, shall possess the following
qualifications:
(a) A natural born citizen and resident of the Philippines;
(b) A good reputation and moral character;
(c) A librarian as defined in “section 4(a)” of this Act;
(d) Active in the practice of librarianship for at least ten (10) years, five (5)
years of which is in a managerial position;
(e) Must not be a member of the faculty of a university, college, school or
institution conferring the academic degree on librarianship, or offering
review classes for librarian licensure examination; nor a person who has a
direct or indirect pecuniary interest in any such institution; and
(f) Must not be an incumbent officer of the accredited, integrated national
professional organization of librarians.
SEC 8. Powers, Functions and Duties of the Board. – The Board shall exercise
executive/administrative, rulemaking and quasi-judicial powers in carrying
out the provisions of this Act. It shall be vested with the following specific
powers, functions, duties and responsibilities:
(a) To promulgate and administer rules and regulations necessary to carry
out the provisions of this Act;
(b) To administer oaths in connection with the administration of this Act;
(c) To adopt an official seal of the Board;
(d) To issue, suspend or revoke the Certificate of Registration and
Professional Identification Card or grant or cancel a temporary/special
permit;
(e) To look into the conditions affecting the practice of librarianship, and
when necessary, adopt such measures as may be deemed proper for the
enhancement and maintenance of high ethical, moral and professional
standards of librarianship;
(f) To adopt policies and set the standards for all types of libraries, librarians
and the practice of librarianship;
(g) To ensure, in coordination with the Commission on Higher Education
(CHED), that all institutions offering library, archives and information
science education comply with prescribed standards for curriculum, faculty
and facilities for course offerings of library science, or library and
information science;
(h) To adopt and prescribe a Code of Ethics and a Code of Technical
Standards for Librarians;
(i) To hear and decide administrative cases involving violations of this Act,
its Implementing Rules and Regulations or the Code of Ethics or the Code
of Technical Standards for Librarians; and for this purpose, issue subpoena
ad testificandum and subpoena duces tecum to ensure the appearance of
witnesses and the presentation of documents in connection therewith;
(j) To prescribe guidelines in the Continuing Professional Education (CPE)
in coordination with the accredited and integrated association for
professional librarians;
(k) To prepare, adopt, issue or amend the syllabi or terms of specification of
subjects for the librarian licensure examination consistent with the policies
and standards set by the CHED; and
(l) To discharge other powers and duties as the Board may deem necessary
for the practice of librarianship and the continued growth and development
of librarians, libraries and library education in the Philippines.
The policies, resolutions, rules and regulations issued or promulgated by the
Board shall be subject to review and approval of the Commission. However,
the Board’s decision, resolution or order rendered in administrative case
shall be subject to review only if on appeal.
SEC 9. Term of Office. – The Chairperson and the members of the Board shall
hold office for a term of three (3) years until their successors shall have been
appointed and duly qualified: Provided, That members of the first Board to
be appointed after the approval of this Act shall hold office for the following
terms: the Chairperson for three (3) years, one member for two (2) years and
the other member for one (1) year: Provided further, That the Chairperson
or any member may be reappointed for another term of three (3) years but
in no case shall the whole term exceed six (6) years. Interim vacancies in the
Board shall be filled for the unexpired portion of the term only. Each
member shall take the proper oath of office.
SEC 10. Compensation of the Board. – The Chairperson and members of the
Board shall receive compensation and allowances comparable to that being
received by the Chairperson and members of existing regulatory boards
under the Commission as provided for in the General Appropriations Act.
SEC 11. Removal or Suspension of Board Members. – The Chairperson or any
member of the Board may be removed or suspended by the President of the
Philippines on recommendation of the Commission if found guilty after a
proper administrative investigation, based on the following grounds: neglect
of duty, incompetence, unprofessional, unethical, immoral or dishonorable
conduct; any violation of this Act, or the Code of Ethics and the Code of
Technical Standards for Librarians; or commission or toleration of
irregularities in the examination such as manipulation, rigging of
examination results, disclosure of secrets and information on examination
questions prior to conduct of examination, tampering of grades or final
judgment, or criminal offense involving moral turpitude.
SEC 12. Executive Officer and the Secretary of the Board. – The Chairperson of
the Commission shall be the Executive Officer of the Board and shall
conduct the licensure examination for librarians. The Commission shall
designate the Secretary of the Board and shall provide the Secretariat and
other support services to implement the provisions of this Act.
All records of the Board including the examination papers, minutes of
deliberations, and records of administrative proceedings and investigations
shall be kept by the Commission under the direct custody of the Secretary.
SEC 13. Annual Report. – The Board shall submit to the Commission after the
close of each calendar year, its annual report of accomplishments which shall
include a detailed account of the operation of the Board for the year and the
appropriate recommendation on issues or problems affecting the profession.
ARTICLE III
LICENSURE EXAMINATION AND REGISTRATION
SEC 14. Examinations. – Applicants for registration, except those specifically
allowed under SEC 19 of this Act, shall be required to undergo a written
licensure examination to be given by the Board in such places and dates the
Commission may designate subject to compliance with the requirements
prescribed by the Commission.
SEC 15. Qualifications of Applicants. – Applicants for licensure examination
must meet the following qualifications at the time of filing of applications:
(a) Citizen of the Philippines or a foreign citizen whose country has
reciprocity with the Philippines as regards the practice of librarianship;
(b) Good health and good moral character; and
(c) Graduate of Bachelor’s degree in Library Science and Information
Science: Provided, That a holder of a master’s degree in Library and
Information Science shall be allowed to qualify for application to the
licensure examinations: Provided, further; That within five (5) years from the
effectivity of this Act, holders of the following degrees shall also be allowed
to qualify for application to the licensure examination:
(1) Bachelor of Science in Education or Elementary Education; or Bachelor
of Arts with a major or specialization in Library Science;
(2) Master of Arts in Library Science or Library and Information Science; or
(3) Any masteral degree with concentration in Library Science.
SEC 16. Scope of Examination. – The licensure examination for librarianship
shall consist of the following subjects:
(1) selection and acquisition of multi-media sources of information;
(2) cataloguing and classification;
(3) indexing and abstracting;
(4) reference, bibliography and information services;
(5) organization, management and development and maintenance of multi-
media based library or information service, laws, trends and practices
affecting the profession; and
(6) information technology.
The Board is hereby authorized to modify or add to the subjects listed above
as the needs and demands in the library profession may require.
SEC 17. Rating in the Board Examination. – To be qualified as having passed
the licensure examination, a candidate must obtain a weighted general
average of seventy-five percent (75%), with no grade lower than fifty percent
(50%) in any subject.
SEC 18. Report of Results of Examination. – The Board shall report to the
Commission the results of the examination and the ratings of the examinees
within ten (10) days after the examination.
SEC 19. Registration Without Examination. – Upon application and payment of
the required fees, the Board shall issue a Certificate of Registration and
Professional Identification Card to an applicant who, on the date of
effectivity of Republic Act No. 6966, is:
(a) a practicing librarian who has completed at least a bachelor’s degree and
a librarian or supervising librarian eligible;
(b) a practicing librarian who has completed at least a bachelor’s degree,
eighteen (18) units in Library Science, five (5) years experience in
librarianship, and a first grade eligible or its equivalent;
(c) a practicing librarian who has completed a masteral degree in Library
Science or Library and Information Science, and a first grade eligible or its
equivalent; or
(d) a practicing librarian who has completed at least a bachelor’s degree,
eighteen (18) units in Library Science, and seven (7) years experience in
librarianship.
Those who qualify under this section shall be given three (3) years within
which to apply for registration upon the effectivity of this Act.
SEC 20. Issuance of Certificate of Registration and Professional Identification Card. –
The Commission, on recommendation of the Board, shall issue a Certificate
of Registration and Professional Identification Card to each person who
passed the licensure examination for librarians and to those who are
registered without examination under this Act and shall enter the name of
the registered professional in the Roster of Philippine Librarians.
The Certificate of Registration shall bear the signature of the Chairperson
of the Commission and the Chairperson and members of the Board, stamped
with the official seals of the Board and the Commission indicating that the
person named therein is entitled to the practice of the profession with all the
privileges appurtenant thereto. The said certificate of registration shall
remain in full force and effect until suspended or revoked in accordance with
this Act.
A professional identification card bearing the name and signature of the
registrant, registration number, date of issuance, expiry date, duly signed by
the Chairperson of the Commission, shall likewise be issued to every
registrant who has paid the prescribed fee.
SEC 21. Oath of Profession. – All successful examinees qualified for
registration and all qualified applicants for registration without examination
shall be required to take an oath of profession before any Commission
Officer, or member of the Board or any government official authorized to
administer oaths, prior to entering into the practice of librarianship in the
Philippines.
SEC 22. Refusal to Issue Certificate of Registration and Professional Identification
Card. – The Board shall not register any successful examinee nor any
applicant for registration without examination if he/she has been convicted
by a court of competent jurisdiction of any criminal offense involving moral
turpitude or has been found guilty of immoral and dishonorable conduct
after investigation of the Board, or has been declared to be of unsound mind.
The reason for the refusal shall be set forth in writing.
SEC 23. Revocation and Suspension of Certificate of Registration and Professional
Identification Card or Cancellation of Temporary/Special Permit. – The Board has
the power, after due notice and hearing, to revoke or suspend the Certificate
of Registration or cancel a temporary or special permit of any librarian on
any ground stated under section 22 of this Act, or for any of the following:
unprofessional or dishonorable conduct; malpractice; incompetence; serious
ignorance or negligence in the practice of librarianship; fraud; deceit or
falsification in obtaining a certificate of registration, professional
identification card, or temporary/special permit; abetment of illegal practice
by allowing illegal use of his/her certificate of registration, or professional
identification card, or temporary/special permit; practice of profession
during the period of suspension; or any violation of this Act, its
Implementing Rules and Regulations, the Code of Ethics or the Code of
Technical Standards for Librarians, or Board policies. The respondent may
appeal the Board’s decision, order/resolution to the Commission within
fifteen (15) days from receipt thereof.
SEC 24. Reissuance of Revoked Certificate of Registration and Replacement of Lost
Certificate of Registration and Professional Identification Card. – The Board after
two (2) years from the date of revocation of the Certificate of Registration
may reissue a certificate upon proper application.
A new Certificate of Registration and Professional Identification Card or
temporary/special permit, which has been lost, destroyed or mutilated, may
be reissued after payment of the required fee prescribed by the Commission.
SEC 25. Roster of Librarians. – The Board, in coordination with the accredited
and integrated national organization of librarians, shall maintain an up-to-
date, complete and properly organized Roster, which shall include those who
had been issued Certificates of Registration under Republic Act No. 6966
and those who shall qualify under this Act, to contain the following data:
(a) alphabetical list by surname of librarians with their addresses and license
numbers;
(b) the list of licensees, numerically arranged by license numbers; and
(c) such other lists which the Board may deem necessary.
Copies of the Roster, which shall be provided to the National Library, the
Civil Service Commission, and the accredited national organization of
librarians, shall be kept as permanent record.
 ARTICLE IV
PRACTICE OF LIBRARIANSHIP
SEC 26. Illegal Practice of Librarianship. – A person who does not have a valid
Certificate of Registration and Professional Identification Card or a
temporary/special permit from the Commission shall not practice or offer to
practice librarianship in the Philippines or assume any position, which
involve performing the function of a librarian as provided under SEC 5 of
this Act.
SEC 27. Certificate of Registration/Professional Identification Card and Professional
Tax Receipt. – The Certificate of Registration, Professional Identification
Card and Professional Tax Receipt number of the librarian shall be reflected
in any document issued/signed in connection with the practice of the
profession.
SEC 28. Foreign Reciprocity. – A librarian from another country shall be
admitted for licensure examination, be issued a Certificate of Registration
and Professional Identification Card and be entitled to the rights and
privileges appurtenant to this Act, if the country or state he/she is a citizen
of or subject, permits Filipino librarians to practice librarianship on an equal
basis as the librarians of said country or state: Provided, That the
requirements for Certificate of Registration in said country or state are
substantially the same as the requirements under this Act: Provided, further,
That the law of such country or state grants Filipino librarians the same
privileges as the citizens/subjects of that country/state.
SEC 29. Vested Rights: Automatic Registration of Practicing Librarians. – All
practicing librarians who are registered at the time this Act takes effect shall
automatically be registered.
SEC 30. Integrated and Accredited National Organization of Librarians. – All
registered librarians shall be integrated under a single organization
recognized and accredited by the Board and approved by the Commission.
A librarian duly registered and licensed by the Board and the Commission
shall automatically become a member of the integrated and accredited
professional organization and shall receive the benefits and privileges
appurtenant thereto upon payment of the required fees and dues.
Membership in the integrated and accredited professional organization shall
not be a bar to membership in any other association of librarians.
SEC 31. Employment of Librarians. – Only qualified and licensed librarians
shall be employed as librarians in all government libraries. Local
government units shall be given a period of three (3) years from the approval
of this Act to comply with this provision.
ARTICLE V
PENAL AND FINAL PROVISIONS
SEC 32. Penal Provisions. – Any person who practices or offers to practice any
function of a librarian as provided for under SEC 5 of this Act who is not
registered and has not been issued by the Commission a Certificate of
Registration and Professional Identification Card, or a temporary
license/permit or who violates any of the provisions of this Act, its
Implementing Rules and Regulations, shall, upon conviction, be penalized
by a fine of not less than Thirty thousand pesos (P30,000.00) nor more than
One hundred-thousand pesos (P100,000.00), or imprisonment of not less
than one (1) month nor more than three (3) years at the discretion of the
court.
SEC 33. Funding Provision. – The Chairperson of the Professional Regulation
Commission shall immediately include in the Commission’s program the
implementation of this Act, the funding of which shall be included in the
annual General Appropriations Act.
SEC 34. Transitory Provision. – The present Board shall continue to function
in the interim until such time as the new Board shall have been constituted
pursuant to this Act.
SEC 35. Implementing Rules and Regulations. – The Board, subject to the
approval of the Commission, shall promulgate, adopt and issue rules and
regulations, and the Code of Ethics and the Code of Technical Standards for
Librarians which shall take effect fifteen (15) days following publication in
the Official Gazette or newspaper of general circulation.
SEC 36. Separability Clause. – If any clause, provision, paragraph or part
hereof shall be declared unconstitutional or invalid, such judgment shall not
affect, invalidate or impair any other part hereof, but such judgment shall be
merely confined to the clause, provision, paragraph or part directly involved
in the controversy in which such judgment has been rendered.
SEC 37. Repealing Clause. – Republic Act No. 6966 is hereby repealed and all
other laws, decrees, orders, rules, regulations, ordinances or parts thereof
which are inconsistent with this Act are hereby repealed or amended
accordingly.
SEC 38. Effectivity. – This Act shall take effect fifteen (15) days following its
publication in the Official Gazette or a national newspaper of general
circulation.
Approved,
(Sgd.) JOSE DE VENECIA JR.
(Sgd.) FRANKLIN M. DRILON Speaker of the House
President of the Senate of Representatives
This Act which is a consolidation of House Bill No. 5351 and Senate Bill No.
2579 was finally passed by the House of Representatives and the Senate on
December 2, 2003 and December 16, 2003, respectively.
(Sgd.) ROBERTO P. NAZARENO
(Sgd.) OSCAR G. YABES Secretary General
Secretary of the Senate House of Representatives
Approved: FEB 9 2004
(Sgd.) GLORIA MACAPAGAL-ARROYO
President of the Philippines
Republic Act No. 9246: GOVPH. (2004, February 9). Retrieved June 4, 2020, from
https://www.officialgazette.gov.ph/2004/02/09/republic-act-no-9246/
 REPUBLIC ACT NO. 8981
AN ACT MODERNIZING THE PROFESSIONAL REGULATION
COMMISSION, REPEALING FOR THE PURPOSE
PRESIDENTIAL DECREE NUMBERED TWO HUNDRED AND
TWENTY-THREE, ENTITLED "CREATING THE PROFESSIONAL
REGULATION COMMISSION AND PRESCRIBING ITS POWERS
AND FUNCTIONS," AND FOR OTHER PURPOSES
Be it enacted by the Senate and House of Representatives of the Philippines Congress
assembled:
Section 1. Title – This Act shall be called the "PRC Modernization Act of
2000."
Section 2. Statement of Policy – The State recognizes the important role of
professionals in nation-building and, towards this end, promotes the
sustained development of a reservoir of professionals whose competence has
been determined by honest and credible licensure examinations and whose
standards of professional service and practice are internationally recognized
and considered world-class brought about the regulatory measures,
programs and activities that foster professional growth and advancement.
Section 3. Professional Regulation Commission – There is hereby created a three-
man commission to be known as the Professional Regulation Commission,
hereinafter referred to as the Commission, which shall be attached to the
office of the President for general direction and coordination.
Section 4. Composition – The Commission shall be headed by one (1) full-
time Chairperson and two (2) full-time Commissioners, all to be appointed
by the President for a term of seven (7) years without reappointment to start
from the time they assume office. Appointments to a vacancy that occurs
before the expiration of the term of a Commissioner shall cover only the
unexpired term of the immediate predecessor. At the expiration of the
Chairperson, the most senior of the Commissioners shall temporarily
assume and perform the duties and functions of the Chairperson until a
permanent Chairperson is appointed by the President.
The Chairperson or Commissioner shall be at least forty (40) years of age,
holding a valid certificate of registration/professional license and a valid
professional identification card or a valid certificate of competency issued by
the Commission or a valid professional license issued by any government
agency, familiar with the principles and methods of professional regulation
and/or licensing and has had at least five (5) years of executive or
management experience: Provided, That, one (1) of the Commissioners must
be a past Chairperson/member of a Professional Regulatory Board.
Section 5. Exercise of Powers and Functions of the Commission – The Chairperson
of the Commission, and the Commissioners as members thereof shall sit and
act as a body to exercise general administrative, executive and policy-making
functions of the Commission. The Commission shall establish and maintain
a high standard of admission to the practice of all professions and at all times
ensure and safeguard the integrity of all licensure examinations.
The Chairperson shall act as the presiding and chief executive officer of the
Commission. As presiding officer, he/she shall preside over the meetings of
the Commission sitting as a collegial body. As chief executive officer of the
Commission, he/she shall be responsible for the implementation of the
policies and the programs adopted by the Commission for the general
administration of the Commission. He/she shall perform such other
activities which are necessary for the effective exercise of the powers,
functions and responsibilities of the Commission.
Section 6. Compensation and Other Benefits – The Chairperson shall receive
compensation and allowances equivalent to that of a Department Secretary
while the Commissioners shall receive compensation and allowances
equivalent to that of an Undersecretary. The Chairperson and the members
of the Commission shall be entitled to retirement benefits provided under
Republic Act Numbered Fifteen Hundred and Sixty Eight, as amended by
Republic Act Numbered Three Thousand Five Hundred and Ninety Five.
Section 7. Powers, Functions and Responsibilities of the Commission – The powers,
functions, and responsibilities of the Commission are as follows:
(a) To administer, implement and enforce the regulatory policies of
the national government with respect to the regulation and licensing
of the various professions and occupations under its jurisdiction
including the enhancement and maintenance of professional and
occupational standards and ethics and the enforcement of the rules
and regulations relative thereto:
(b) To perform any and all acts, enter into contracts, make such rules
and regulations and issue such orders and other administrative
issuance as may be necessary in the execution and implementation
of its functions and the improvement of its services;
(c) To review, revise, and approve resolutions, embodying policies
promulgated by the Professional Regulatory Boards in the exercise
of their powers and functions or in implementing the laws regulating
their respective professions and other official actions on non-
ministerial matters within their respective jurisdictions;
(d) To administer and conduct the licensure examinations of the
various regulatory boards in accordance with the rules and
regulations promulgated by the Commission; determine and fix the
places and dates of examinations; use publicly or privately owned
buildings and facilities for examination purposes; conduct more
than one (1) licensure examination: Provided, That, when there are
two (2) or more examinations given in a year, at least one (1)
examinations shall be held on weekdays (Monday to
Friday): Provided, further, That, if only one (1) examination is given in
a year, this shall be held only on weekdays: Provided, finally, That, the
Commission is also authorized to require the completion of a
refresher course where the examinee has failed to pass three (3)
times, except as otherwise provided by law; approve the results of
examinations and the release of the same; adopt measures to
preserve the integrity and inviolability of licensure examinations;
appoint supervisors and room watchers from among the employees
of the government and/or private individuals with baccalaureate
degrees, who have been trained by the Commission for the purpose
and who shall be entitled to a reasonable daily allowance for every
examination day actually attended, to be determined and fixed by
the Commission; publish the list of successful examinees; provide
schools, colleges and universities, public and private, offering
courses for licensure examinations, with copies of sample test
questions on examinations recently conducted by the Commission
and copies of the syllabi or terms of specifications of subjects for
licensure examinations; and impose the penalty of suspension or
prohibition from taking licensure examinations to any examinee
charged and found guilty of violating the rules and regulations
governing the conduct of licensure examinations promulgated by the
Commission;
(e) To admit the successful examinees to the practice of the
profession or occupation; cause the entry of their names on its
registry book and computerized database; issue certificates of
registration/professional license, bearing the registrant’s name,
picture, and registration number, signed by all the members of the
Board concerned and the Chairperson, with the official seal of the
Board and the Commission affixed thereto which certificate shall be
the authority to practice; and at the option of the professional
concerned, ministerially issue the professional identification card, to
be used solely for the purpose of identification, upon payment of the
appropriate amount: Provided, That, marine deck and marine
engineer officers shall also be issued endorsement certificates
exclusively by the Commission pursuant to the 1978 and 1995
Standards of Training, Certification and Watch-keeping (STCW)
Convention, to the exclusion of any other government agency,
Section 1(2) of Executive Order No. 149, Series of 1999 and
provisions of other existing laws, executive orders, administrative
issuance/regulations to the contrary notwithstanding: Provided,
further, That, once a certificate of registration/professional license, or
certificate of competency, in the case of marine deck and engine
officers are issued, this cannot be withdrawn, cancelled, revoked, or
suspended except for just cause as may be provided by law after due
notice and hearing;
(f) To have custody of all the records of the various Boards, including
examination papers, minutes of deliberation, records of
administrative cases and investigations and examination results for
control and disposition;
(g) To determine and fix the amount of fees to be charged and
collected for examination, registration, registration without
examination, professional identification card, certification, docket,
appeal, replacement, accreditation, including surcharges and other
fees not specified under the provisions of Republic Act Numbered
Four Hundred Sixty Five as amended by Republic Act Numbered
Sixty Five Hundred and Eleven or to charge and collect reasonable
fees at the rates higher than the rates provided thereunder subject to
the approval by the Office of the President.
(h) To appoint subject to the Civil Service laws, rules, and
regulations, officials and employees of the Commission necessary for
the effective performance of its functions and responsibilities;
prescribe their duties and fix their compensation subject to the
provisions of Republic Act Numbered Six Thousand Seven
Hundred and Fifty Eight and allowances including other fringe
benefits; and to assign and/or reassign personnel as the exigency of
the service requires subject to the Civil Service laws, rules and
regulations; and to organize or reorganize the structure of the
Commission; and create or abolish positions or change the
designation of existing positions in accordance with a staffing
pattern prepared by it and approved by the Office of the President
upon the recommendation of the Department of Budget and
Management (DBM) to meet the changing conditions or as the need
arises: Provided, That, such changes shall not affect the employment
status of the incumbents, reduce their ranks and/or salaries nor shall
result in their separation from the service;
(i) To submit and recommend to the President of the Philippines the
names of licensed/registered professionals for appointment as
members of the various Professional Regulatory Boards from among
those nominated to fill up vacancies pursuant to the provisions of
Executive Order No. 496, Series of 1991;
(j) Upon recommendation of the Professional Regulatory Board
concerned, to approve the registration of and authorize the issuance
of a certificate of registration/license and professional identification
card with or without examination to a foreigner who is registered
under the laws of his state or country and whose certificate of
registration issued therein has not been suspended or
revoked: Provided, That, the requirements for the registration or
licensing in said foreign state or country are substantially the same
as those required and contemplated by the laws of the Philippines
and that the laws of such foreign state or country allow the citizens
of the Philippines to practice the profession on the same basis and
grant the same privileges as those enjoyed by the subjects or citizens
of such foreign state or country: Provided, further, That, the
Commission may, upon recommendation of the Board concerned,
authorize the issuance of a certificate of registration/license or a
special temporary permit to foreign professionals who desire to
practice their professions in the country under reciprocity and other
international agreements; consultants in foreign-funded, joint
venture or foreign-assisted projects of the government, employees of
Philippine or foreign private firms or institutions pursuant to law, or
health professionals engaged in humanitarian mission for a limited
period of time: Provided, finally, That agencies, organizations or
individuals whether public or private, who secure he services of a
foreign professional authorized by law to practice in the Philippines
for reasons aforementioned, shall be responsible for securing a
special permit from the Professional Regulation Commission (PRC)
and the Department of Labor and Employment (DOLE), pursuant
to PRC and DOLE rules:
(k) To authorize any officer of the Commission to administer oaths:
(l) To supervise foreign nations who are authorized by existing laws
to practice their professions either as holders of a certificate of
registration and a professional identification card or a temporary
special permit in the Philippines; to ensure that the terms and
conditions for their practice or of their employment are strictly
complied with; to require the hiring or employing government
agency or private entity/institution to secure a temporary special
permit from the concerned Board subject to approval by the
Commission and to file a criminal complaint against the head of the
government agency or officers of the said private entity/institution,
who shall be liable under the penalty provided for in the concerned
professional regulatory law or the penalty imposed pursuant to this
Act, when the professional was hired and allowed to practice his/her
profession without permit; to file upon due process request for
deportation with the Bureau of Immigration and Deportation (BID);
and to supervise professionals who were former citizens of the
Philippines and who had been registered and issued a certificate of
registration and a professional identification card prior to their
naturalization as foreign citizens, who may, while in the country on
a visit, sojourn or permanent residence, practice their
profession: Provided, That, prior to the practice of their profession
they shall have first been issued a special permit and updated
professional identification card by the Board concerned subject to
approval by the Commission and upon payment of the permit and
annual registration fees;
(m) To monitor the performance of schools in licensure examinations
and publish the results thereof in a newspaper of national
circulation;
(n) To adopt and institute a comprehensive rating system for
universities, colleges, and training institutes based on the passing
ratio and overall performance of students in board examinations;
(o) To exercise administrative supervision over the various
professional regulatory boards and its members;
(p) To adopt and promulgate such rules and regulations as may be
necessary to effectively implement policies with respect to the
regulation and practice of the professions;
(q) To implement the program for the full computerization of all
licensure examinations given by the various professional regulatory
boards including the registration of professionals not later than the
year 2003 and other operations of the Commission;
(r) To investigate and decide administrative matters involving
officers and employees under the jurisdiction of the Commission;
(s) To investigate motu proprio or upon the filing of a verified
complaint, any member of the Professional Regulatory Boards for
neglect of duty, incompetence, unprofessional, unethical, immoral
or dishonorable conduct, commission of irregularities in the
licensure examinations which taint or impugn the integrity and
authenticity of the results of the said examinations and, if found
guilty, to revoke or suspend their certificates of registration and
professional licenses/identification cards and to recommend to the
President of the Philippines their suspension or removal from office
as the case may be;
(t) To issue summons, subpoena and subpoena duces tecum in connection
with the investigation of cases against officials and employees of the
Commission and the members of the Professional Regulatory
Boards;
(u) To hold in contempt in erring party or person only upon
application with a court of competent jurisdiction;
(v) To call upon or request any department, instrumentality, office,
bureau, institution or agency of the government including local
government units to render such assistance as it may require, or to
coordinate or cooperate in order to carry out, enforce or implement
the professional regulatory policies of the government or any
program or activity it may undertake pursuant to the provisions of
this Act;
(w) To initiate an investigation, upon complaint under oath by an
aggrieved party, of any person, whether a private individual or
professional, local or foreign, who practices the regulated profession
or occupation without being authorized by law, or without being
registered with and licensed by the concerned regulatory board and
issued the corresponding license/professional identification card or
temporary or special permit, or who commits any of the prohibited
acts provided in the regulatory laws of the various professions, which
acts are criminal in nature, and if the evidence so warrants, to
forward the records of the case to the office of the city or provincial
prosecutor for the filing of the corresponding information in court
by the lawyers of the legal services of the Commission who may
 prosecute said case/s upon being deputized by the Secretary of
Justice;
(x) To prepare an annual report of accomplishments on the
programs, projects and activities of the Commission during the year
for submission to Congress after the close of its calendar year and
make appropriate recommendations on issues and/or problems
affecting the Commission, the Professional Regulatory Board, and
the various professions under its jurisdiction; and
(y) To perform such other functions and duties as may be necessary
to carry out the provisions of this Act, the various professional
regulatory laws, decrees, executive orders and other administrative
issuance.
Section 8. Regional Offices – The Commission is hereby authorized to create
regional offices as may be necessary to carry out their functions mandated
under this Act.
Section 9. Powers, Functions and Responsibilities of the Various Professional
Regulatory Boards – The various, professional regulatory boards shall retain
the following powers, functions and responsibilities:
(a) To regulate the practice of the professions in accordance with the
provisions of their respective professional regulatory laws;
(b) To monitor the conditions affecting the practice of the profession
or occupation under their respective jurisdictions and whenever
necessary, adopt such measures as may be deemed proper for the
enhancement of the profession or occupation and/or the
maintenance of high professional, ethical and technical standards,
and for this purpose the members of the Board duly authorized by
the Commission with deputized employees of the Commission, may
conduct ocular inspection in industrial, mechanical, electrical or
chemical plants or establishments, hospitals, clinics, laboratories,
testing facilities, mines and quarries, other engineering facilities and
in the case of schools, in coordination with the Commission on
Higher Education (CHED);
(c) To hear and investigate cases arising from violations of their
respective laws, the rules and regulations promulgated thereunder
and their Codes of Ethics and, for this purpose, may issue
summons, subpoena and subpoena duces tecum to alleged violators
and/or witnesses to compel their attendance in such investigations
or hearings: Provided, That, the decision of the Professional
Regulatory Board shall, unless appealed to the Commission, become
final and executory after fifteen (15) days from receipt of notice of
judgment or decision;
(d) To delegate the hearing or investigation of administrative cases
filed before them except in cases where the issue or question
involved strictly concerns the practice of the profession or
occupation, in which case, the hearing shall be presided over by at
least one (1) member of the Board concerned assisted by a Legal or
Hearing Officer of the Commission;
(e) To conduct, through the Legal Officers of the Commission,
summary proceedings on minor violations of their respective
regulatory laws, violations of the rules and regulations issued by the
boards to implement their respective laws, including violations of the
general instructions to examinees committed by examinees, and
render summary judgment thereon which shall, unless appealed to
the Commission, become final and executory after fifteen (15) days
from receipt of notice of judgment or decision;
(f) Subject to final approval by the Commission, to recommend
registration without examination and the issuance of corresponding
certificate of registration and professional identification card;
(g) After due process, to suspend, revoke or reissue, reinstate
certificate of registration or licenses for causes provided by law;
(h) To prepare, adopt and issue the syllabi or tables of specifications
of the subjects for examinations in consultation with the academe;
determine and prepare the questions for the licensure examinations
which shall strictly be within the scope of the syllabus or table of
specifications of the subject for examination; score and rate the
examination papers with the name and signature of the Board
member concerned appearing thereon and submit the results in all
subjects duly signed by the members of the Board to the Commission
 within ten (10) days from the last day of examination unless
extended by the Commission for justifiable cause/s; and subject to
the approval by the Commission, determine the appropriate passing
general average rating in an examination if not provided for in the
law regulating the profession; and
(i) To prepare an annual report of accomplishments on programs,
projects and activities of the Board during the year for submission to
the Commission after the close of each calendar year and make
appropriate recommendations on issues or problems affecting the
profession to the Commission.
Section 10. Compensation of the Members of the Professional Regulatory Boards –
The members of the Professional Regulatory Boards shall receive
compensation equivalent to, at least, two salary grades lower than the salary
grade of the Commissioners: Provided, That the Chairperson of the
Regulatory Board shall receive a monthly compensation of two steps higher
than the members of the Board, and: Provided, further, That they shall be
entitled to other allowances and benefits provided under existing laws.
Section 11. Person to Teach Subjects for Licensure Examination on all
Professions – All subjects for licensure examinations shall be taught by
persons who are holders of valid certificates of registration and valid
professional licenses of the profession and who comply with the other
requirements of the CHED.
Section 12. Assistance of Law Enforcement Agency – Any law enforcement
agency shall, upon call or request of the Commission or of any Professional
Regulatory Board, render assistance in enforcing the regulatory law of the
profession including the rules and regulations promulgated thereunder by
prosecuting the violators thereof in accordance with law and the rules of
court.
Section 13. Appropriations – The amount necessary to carry out the initial
implementation of this Act shall be charged against the current year’s
appropriations of the Professional Regulation Commission. Thereafter, such
sums as may be necessary for the continued implementation of this Act shall
be included in the succeeding General Appropriations Act.
Section 14. Authority to Use Income – In addition to the annual appropriations
of the Commission provided under the Annual General Appropriations Act,
the Commission is hereby authorized to use its income not exceeding the
amount of Forty-five million pesos (P45,000,000.00) a year for a period of
five (5) years after the effectivity of this Act to implement the program for
full computerization of the operations of the Commission, subject to the
usual accounting and auditing requirements.
Section 15. Penalties for Manipulation and Other Corrupt Practices in the Conduct
of Professional Examinations –
(a) Any person who manipulates or rigs licensure examination
results, secretly informs or makes known licensure examination
questions prior to the conduct of the examination or tampers with
the grades in professional licensure examinations shall, upon
conviction, be punished by imprisonment of not less than six (6)
years and one (1) day to not more than twelve (12) years or a fine of
not less than Fifty thousand pesos (P50,000.00) to not more than One
hundred thousand pesos (P100,000.00) or both such imprisonment
and fine at the discretion of the court.
(b) In case the offender is an officer or employee of the Commission
or a member of the regulatory board, he/she shall be removed from
office and shall suffer the penalty of perpetual absolute
disqualification from public office to addition to the penalties
prescribed in the preceding section of this Act;
(c) The penalty of imprisonment ranging from four (4) years and one
(1) day to six (6) years or a fine ranging from Twenty thousand pesos
(P20,000.00) to not more than Forty-nine thousand pesos
(P49,000.00), or both imprisonment and fine at the discretion of the
court, shall be imposed upon the accomplices. The penalty of
imprisonment ranging from two (2) years and one (1) day to four (4)
years or a fine ranging from Five thousand pesos (P5,000.00) to not
more than Nineteen thousand pesos (P19,000.00), or both
imprisonment and fine at the discretion of the court, shall be
imposed upon the accessories.
Section 16. Penalties for Violation of Section 7 – Subparagraph (1) by Heads of Section 21. Effectivity – This Act shall take effect after fifteen (15) days
Government Agencies or Officers of Private Entities/Institutions – Any head of a following its publication in the Official Gazette or in two (2) newspapers of
government agency or officer(s) of a private firm/institution who violates general circulation, whichever is earlier.
Section 7 – subpar. (1) of this Act shall be punished by imprisonment of not Approved: December 05, 2000
less than six (6) months and one (1) day to not more than six (6) years, or a
fine of not less than Fifty thousand pesos (P50,000.00) to not more than Five (Sgd.)JOSEPH EJERCITO ESTRADA
hundred thousand pesos (P500,000.00) or both at the discretion of the court. President of the Philippines
Section 17. Implementing Rules and Regulations – Within ninety (90) days after
the approval of this Act, the Professional Regulation Commission, together An Act Modernizing The Professional Regulation Commission, Repealing For The
with representatives of the various Professional Regulatory Boards and Purpose Presidential Decree Numbered Two Hundred And Twenty-Three, Entitled
accredited professional organizations, the DBM, and the CHED shall "Creating The Professional Regulation Commission And Prescribing Its Powers And
prepare and promulgate the necessary rules and regulations needed to Functions," And For Other Purposes. (n.d.). Retrieved June 4, 2020, from
implement the provisions of this Act. https://lawphil.net/statutes/repacts/ra2000/ra_8981_2000.html
Section 18. Transitory Provisions – The incumbent Commissioner and two (2)
incumbent Associate Commissioners shall serve as Chairperson and
Commissioners respectively under the terms for which they have been
appointed without need of new appointments. The incumbent Executive
Director shall likewise serve as Assistant Commissioner without need of new
appointment.
Section 19. Separability Clause – If any provision of this Act or the application
of such provision to any person or circumstances is declared invalid or
unconstitutional, the remainder of this Act or application of such provisions
to other persons or circumstance shall not be affected by such declaration.
Section 20. Repealing Clause – Republic Act. No. 546, Presidential Decree No.
223, as amended by Presidential Decree No. 657, Republic Act No. 5181,
and Executive Order No. 266, Series of 1995 are hereby repealed. Section 23
(h) of Republic Act No. 7836, Section 4 (m & s). Section 23 of Republic Act
No. 7920, and Section 29 of Republic Act No. 8050, insofar as it requires
completion of the requirements of the Continuing Professional Education
(CPE) as a condition for the renewal of the license are hereby repealed. All
other laws, orders, rules and regulations or resolutions and all part/s thereof
inconsistent with the provisions of this Act are hereby repealed or amended
accordingly.
 Library Bill of Rights
The American Library Association affirms that all libraries are forums for
information and ideas, and that the following basic policies should guide
their services.

I. Books and other library resources should be provided for the interest,
information, and enlightenment of all people of the community the library
serves. Materials should not be excluded because of the origin, age,
background, or views of those contributing to their creation.
II. Libraries should provide materials and information presenting all points
of view on current and historical issues. Materials should not be proscribed
or removed because of partisan or doctrinal disapproval.
III. Libraries should challenge censorship in the fulfillment of their
responsibility to provide information and enlightenment.
IV. Libraries should cooperate with all persons and groups concerned with
resisting abridgment of free expression and free access to ideas.
V. A person’s right to use a library should not be denied or abridged because
of origin, age, background, or views.
VI. Libraries which make exhibit spaces and meeting rooms available to the
public they serve should make such facilities available on an equitable basis,
regardless of the beliefs or affiliations of individuals or groups requesting
their use.
VII. All people, regardless of origin, age, background, or views, possess a
right to privacy and confidentiality in their library use. Libraries should
advocate for, educate about, and protect people’s privacy, safeguarding all
library use data, including personally identifiable information.
Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18,
1948; February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019.
Inclusion of “age” reaffirmed January 23, 1996.
"Library Bill of Rights", American Library Association, June 30, 2006.
http://www.ala.org/advocacy/intfreedom/librarybill (Accessed June 4, 2020)
Document ID: 669fd6a3-8939-3e54-7577-996a0a3f8952