ORGANIZATION OF

MATERIALS
 ORGANIZATION OF MATERIAL in :
Library
Archives
Museum
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▪ IN THIS TOPIC WE WILL LEARN ABOUT

1. ORGANIZATION OF MATERIALS FOR :

a) Library
b) Archives
c) Museum

2. TOOLS USED FOR :

a) Organizing materials in Library
b) Organizing materials in Archives
c) Organizing materials in Museum

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ORGANIZATION OF
MATERIALS FOR
LIBRARY
Before we starts…
What are What tools
library needed to
material ? How to organize ?
organize it ?

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Library materials
▪ Is known as the collections of the library.
▪ The collections in library can be divided into two categories
:-
a. Printed
b. Non-Printed

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 Collections in library
▪ Printed ▪ Non-printed

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3. ______________________
3. ______________________
4. ______________________
4. ______________________ 5. ______________________
5. ______________________ 6. ______________________

6. ______________________ 7. ______________________
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How to organize library material
?
▪ Normally in library, there are a few process to organize the
material, such as..

▪ Cataloguing involves…
a) Descriptive cataloguing
b) Subject cataloguing
c) Classification
▪ Indexing
▪ Abstracting

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CATALOGUING
▪ Definition of cataloguing

The process of making entries for a catalogue be describing volumes

according to fairy well-codified rules. This involves the selection and
arrangement of items signifying the physical aspects of a book or non-
book. (Encyclopedia Britannica)

Cataloguing is one method of bibliographic control where recorded

information being organized or arranged according to established
standards and they are made readily identifiable and retrievable.

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 CATALOGUING
▪ In other word..

Cataloguing is the process of

creating entries for a catalog.

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The activities/stages involved in
cataloging are:-
1. Create a description of the physical item.
2. Choose certain name and titles (serves as access points).
3. Do the authority work on those names and titles.
4. Do the subject analysis.
5. Choose the subject headings and classification numbers
to represent the subject analysis.
6. Create the call number.
▪ Coded all records created with the Machine-Readable
Cataloging (MARC) format ~ for the purpose of displaying
them in online system).

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a) DESCRIPTIVE
CATALOGING
▪ Is cataloguing process that is concerned with the
identification and description of an item, the recording
of this information in the form of a cataloguing record
and the selection and formation of access point (with
the exception of subject access point).

▪ Descriptive cataloguing describes the physical make-up of

an item and identifies the responsibility for intellectual
contents.

▪ The descriptions of the catalog are constructed according

to a standard style selected by a particular community.
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 a) DESCRIPTIVE
CATALOGING
~ continue
▪ In descriptive cataloguing, it involves 3 steps;

1. Physically description – description of a particular item started

with title and end with notes.
2. Determined main entry and added entry or entries.
3. Identify the responsibility for the contents of the material.
(without refers to subject classification)

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In Other Words,
DESCRIPTIVE CATALOGUING -

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STEP 1 –

▪ Drafting a set of information that includes :

1. The item’s title
2. The agent responsible (author, etc..)
3. The edition
4. The place and date of publication
5. The publisher
6. The physical description
7. The series statement
8. The standard number

NORMALLY KNOWN AS 8 AREAS –

ACCORDING TO ISBD & REFERED TO AACR
2
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 STEP 2 –
▪ Deciding the access points
▪ main entry
▪ added entries

THE IDEA IS TO CHOOSE THE MAIN

RESPONSIBILITY FOR THE ITEM/MATERIAL AND
THE WHAT'S LEFT WILL BE NOTED/CREDITED
IN ADDED ENTRIS

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 STEP 3 --
▪ Determined the proper form for the names and titles selected
as main and added entries.

TO FORM THE MAIN ENTRY AS STATED IN

AACR 2
FOR EXAMPLE ;

The main entry – John Marshall

The proper form in main entry should be

written as Marshall, John

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Ok.. Let’s flash back a little bit…
3 step in descriptive cataloguing
are :-

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The contents of catalogue
▪ The elements in cataloguing records
consists of four parts :
a) Headings
b) Descriptions
c) Tracing
d) call number / class number

▪ The basic rules for headings and

descriptions in catalogue record
▪ Anglo – American Cataloguing Rules 2nd ed.
2002 Revision (2005 updated)

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 The contents of catalogue
Call
no. Headings

Class
no. Main Entry
Proper title = Parallel title : other
information title / Statement of responsibility . -
Edition . - Place of publication : Name of Description
publisher, Year of publication.
Pre, Pages : Illustration ; Size . – (Series)

Note
ISBN/ISSN
1. Subject heading 2. Subject heading
I. Added entry for joint authors, editors. II. Title added entry Tracing
III. Series.

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The contents of catalogue :
HEADING
▪ The first sequence of characters (number, name, word or
phrase) at the beginning of a catalogue
▪ Heading is also called as main entry and is part of access
points
▪ Types of HEADING : -
▪ Author
▪ Corporate name
▪ Title

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 The contents of catalogue :
DESCRIPTION
▪ Bibliographic description is divided INTO 8 areas.
▪ These areas are the SAME areas as in;
▪ ISBD
▪ AACR2

▪ The areas in description are ;

▪ AREA 1 – Title and statement of responsibility
▪ AREA 2 – Edition
▪ AREA 3 – Material specific details
▪ AREA 4 – Publication
▪ AREA 5 – Physical description
▪ AREA 6 – Series
▪ AREA 7 – Notes
▪ AREA 8 – Standard number & terms of availability
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The contents of catalogue :
TRACING
▪ Subject analysis – subject of the material.
▪ An indication on a main catalogue record showing under
what are the additional headings added entries & the
record of all the related reference can be made.
▪ The record of the heading under which an item is
represented in a catalogue.

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The contents of catalogue :
CALL NUMBER

▪ Consisting of the class number, book or item number

▪ sometimes other data such as date, volume number, copy
number,
▪ which provides identification of an individual item and its shelf
location.

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Example of record catalogue ;

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LIST THE FOUR CONTENT OF CATALOGUE RECORD.

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b) SUBJECT CATALOGING
▪ Subject cataloguing involves determining what
subject concept or concepts are covered by the
intellectual content of a work.

▪ Once this has been determined, as many subject

headings as are appropriate are chosen from a
standard list.

▪ The final step in the process usually is to choose

a classification number from whatever
classification scheme is used by the library.

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b) SUBJECT CATALOGING
– the purpose

▪ Provide access by subject to all relevant materials.

▪ Bring together all references in one subject together.
▪ Provide entry at any levels of analysis.
▪ Provide a formal description of the subject content of the
item.

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 In other words,
SUBJECT CATALOGUING
▪ Is a process of providing subject access point to catalogue
record.

▪ The process of assigning subject heading to material being

catalogued.

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 SUBJECT CATALOGUING
~ the importance
▪ It helps in determining subject content when the title of the
work does not completely indicate what the material is all
about.

▪ It provides access to all relevant materials by subject.

▪ It brings together all references to materials on the same

subject.

▪ It shows subject fields affiliations.

▪ It provides a formal description of subject content.

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Examples of record catalogue with
subject heading

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c) CLASSIFICATION
▪ The act of organizing universe of knowledge into systematic
order.

▪ Broadly defined, is the act of organizing universe of knowledge

into systematic order.

▪ The systematic arrangement by subject of books and other

materials on shelves or of catalog and index entries in the
manner which is most useful to those who read or who seek a
definite piece of information.

▪ Classification it determines a classification number for an item,

which represents the subject of the work in a number and/or
letters, and provides a location for an item in a collection.

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c) CLASSIFICATION
- continue
a) Library classification
▪ Systematic arrangement by subject of books and other
materials on shelves or of catalog and index entries in the
manner which is most useful to those who read or who seek a
definite piece of information.

▪ Represents the subject of the work in a number/letters, and

provide a location for an item in a collection.

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c) CLASSIFICATION
- continue
b) Materials in the library may be classified by
▪ Format
▪ books, serials, reference, audiovisual, fiction, non-fiction, etc.

▪ Use
▪ children, adult, foreign language, etc.

▪ Subject or topic

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 c) CLASSIFICATION
~ the objectives
▪ Help user to identify and locate a work through a call number.

▪ Group all works of a kind together.

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 CLASSIFICATION
~ basic concept

▪ Knowledge as a whole are divided into

successive stages of classes and subclasses,
with a chosen characteristic for each stage.
▪ Example
▪ Science – Zoology – Mammals – Cats

▪ Classification Process
▪ Begin by determining the subject content.
▪ Identify the principal concepts in the work
under consideration.
▪ Use the specific subfield (number) available.
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 Organization of
38 materials in
archives

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Before we starts…
What are What tools
archives needed to
material ? How to organize ?
organize it ?

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Materials in Archives

▪ Archives usually consist of unique items, and unlike

Libraries, cannot take advantage of standardized
organization.

▪ Archives preserve records of enduring value; these may be

organizational or personal records.

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Materials in Archives
~ Continue

▪ They are not necessarily old, and may come in different

formats.

▪ Unlike libraries, archival materials are arranged and

described in groups.

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Defining the records and archives
materials
~ Records
4. Photos or other
1. Books documentary materials
regardless of format..
2. Papers ▪ Made or received by any
public or private
3. Maps institution in
undertaking of its
obligations or in
connection with the
transaction of its proper
business, and preserved
by that institution as
evidence of its functions,
operations, or other
activities, or because of
the informational value
contained therein.

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Defining the records and archives
materials
~ Archives Materials
▪ Those records of any PUBLIC or PRIVATE institutions
which are adjudged worthy of preservation for reference
and research purposes and which have be deposited or
have been selected for deposit in an archival institution.

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 Process Materials in
Archives

1 2 3
Acquire /
Appraise Arrangement
Acquisition

4 5

Description Preservation

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Processing Materials : Archives
~ Appraise
▪ In an archival context, appraisal is the process of
determining whether records and other materials have
permanent (archival) value.
▪ May be done at the collection, creator, series, file, or item
level.
▪ Can take place prior to donation and prior to physical
transfer, at or after accessioning.

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Processing Materials : Archives
~ Acquire / Acquisition

▪ The process of identifying and acquiring, by donation or

purchase, historical materials from sources outside the
archival institution.
▪ The value of records for the ongoing business of the agency
of records creation or its successor in function.

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Processing Materials : Archives
~ Arrangement
▪ Variety: the only constant
▪ Provenance
▪ Original Order
▪ Levels
▪ Physical vs. intellectual order

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Processing Materials : Archives
~ Arrangement
1. Variety: the only constant

▪ Collections vary greatly in size, format and complexity.

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Processing Materials : Archives
~ Arrangement
2. Provenance
▪ Information regarding origins and custody of item or
collection
▪ Maintains relationship between records and individuals,
families, or organizations that created, accumulated, or
maintained them in conduct of activity
▪ Records should be maintained according to their origin and
not intermingled with those of another provenance.

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Processing Materials : Archives
~ Arrangement

3. Original Order 4. Levels

▪ Important in theory, but ▪ Collection, series,

often violated in practice subseries
▪ Series often determined by
▪ Materials should be kept
subject, function, or form
in the order in which they
▪ Within a series, filing
were originally created,
system: chronological,
maintained or used. geographical, alphabetical,
▪ However, materials often etc.
come to archive in no
usable order.

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Processing Materials : Archives
~ Arrangement

5. Intellectual vs. physical order

▪ One intellectual series could include all materials on a selected

topic, however those materials could be:
▪ papers (one area of stacks),
▪ books (another area of stacks),
▪ maps (require flat storage), and
▪ photographs (require cold storage

☝ This complicates retrieval as well as arrangement and

description.

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Processing Materials : Archives
~ Description
▪ Description
▪ Process of creating tools that
DACS: Describing Archives:
facilitate access and improve A Content Standard
security by creating records of ▪ Some of the elements
collection and minimizing
handling of originals. addressed by DACS:
▪ Collections are described from
▪ Required elements for
general to specific, starting
with the whole, then different levels of
proceeding to components description (minimum,
(series, subseries, folders, and optimum, added value)
items).
▪ Title formation
▪ Describe
▪ Used standards such as DACS ▪ Forms of names
▪ Elements and examples of
biographies and collection
▪ Methods overviews (and much,
▪ Database tracking much more)
▪ Finding aids
▪ Catalogue records
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Processing Materials : Archives
~ Preservation
▪ Preservation is a crucial element in the whole operation of
a records programme.
▪ The aim of archival preservation is to prolong the usable
life of useful research information in two ways.
▪ First, preventive preservation seeks to reduce risks of damage
and to slow down the rate of deterioration.
▪ This aim is usually accomplished by selecting good quality materials
and by providing suitable storage environments and safe handling
procedures.
▪ Secondly, prescriptive preservation is a means of identifying
and treating or copying damaged materials to restore useful
access to the information.

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 Organization of
54 materials in
museum

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Before we starts…
What are the What tools
museum needed to
material ? How to organize ?
organize it ?

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 Museum..

▪ Materials in museum are related closely according to the

type of museums.
▪ Cultural heritage collections require a great deal of
care and protection in order to ensure their safety from
external loss or damage, but they also require in-depth
documentation to assist in tracking the life of the
object within the holding institution.
▪ To accommodate these needs, collectors adhere to
collections management and collections care
standards and practices, which serve to create a safe
environment for collection objects with clear and
precise accompanying documentation.

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▪ Where collections care addresses the physical actions
necessary to prevent or delay damages of cultural
heritage, collection management can be defined as "a
process of information gathering, communication,
coordination, policy formulation, evaluation, and
planning”.
▪ These processes influence decisions about records
management and the collections management policy,
which outlines protocols for the collection scope,
collections care, and emergency planning and response.
▪ Although museum collections may be very different from one
another in content, they share other similar characteristics.
They all contain large numbers of individual items, many
different kinds of objects, specimens, artworks, documents, and
artefacts, and all are representative of the “natural, cultural,
and scientific heritage”.
▪ Specifically, many museum collections are large and
complicated.

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 create museum’s
collection ?
• Collections management is the term applied to the
various legal, ethical, technical, and practical methods by
which museum collections are assembled, organized,
researched, interpreted, and preserved.

• Collections management focuses on the care of collections with

concern for their long-term physical well-being and
safety.

• It is concerned with issues of preservation, use of

collections, and record keeping, as well as how the
collections support the museum’s mission and purpose.

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▪ The term collections management also is used to describe
the specific activities undertaken in the management
process.

▪ Managing collections effectively is critical to ensuring that

the collections support the museum’s mission.

▪ This also is vital in order to make the most of the always-

limited resources of time, money, equipment, materials,
physical space, and staff.

▪ Equally, collections management needs to be based upon

clearly defined policy and procedures that guide every-day
decision- making and activities.

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The three key elements of collections
management :

1. Registration of collections provides baseline institutional

accountability for the many and various objects,
artefacts, specimens, samples, and documents that the
museum holds in trust for current and future
generations of humanity.
2. Preservation of collections is an important, active aspect
of collections management that underlies all other
museum activities.
3. Providing controlled access to collections through exhibit
or research fulfils the museum’s mission to educate and
interpret while protecting collections at the same time.
▪ Addressing registration, preservation and access issues in
writing can also be used to provide a framework for the
collections management policy.

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Registration
▪ Museum registration is concerned with the policies and
procedure by which collections are acquired and formally
entered into the register of the holding of the museum, and
how they are managed, tracked, and sometimes even
disposed of after that point.

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Registration
~ Process for permanent material
1. Acquisition and Accessioning
▪ These are the methods by which a museum obtains
its collections.
▪ The most common methods are gift, bequest, and
purchase. exchange, field collection, and any other
means by which title (ownership) is transferred to the
museum.
▪ It is very important that criteria are established to
determine what is collected.
▪ All objects and collections acquired must have good
title, must support the goals of the museum and be
free from conditions or restrictions on their use.
▪ The museum also must be able to provide for their
long-term care and preservation.
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Registration
~ Process for permanent material
2. Cataloguing, numbering, and marking
▪ Cataloguing is the process of identifying in descriptive
detail each collections object and assigning it a
unique identifying number.
▪ All objects in the permanent collections should be
catalogued.
▪ Catalogue information should include descriptive details,
classification or other identification, physical
dimensions, provenance (origin and history of the
object in terms of location of find, previous ownership,
and means of acquisition), the accession number, and
storage location.
▪ The catalogue entry may also include a photograph or
sketch, and any other additional applicable information.

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Registration
~ Process for permanent material
3. Numbering and marking of objects in
the collection
▪ Numbering and marking collections is the process of
associating a unique identifying number with a
collections object and marking or labelling the object
with that number.
▪ The number may be an accession number or a
catalogue number.
▪ It is done so that objects can uniquely be identified.
▪ The marking method must be permanent so that the
number does not wear off, yet be reversible so that it
can be removed if necessary.

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Registration
~ Loan Materials
▪ Loans
▪ Loans are the temporary removal or reassignment of
an object or collection from its normal ownership or
location.
▪ An incoming loan is borrowed by the museum from a
lender – its owner or other normal holder, which can be
another museum or an individual. It involves a change
of location of objects and collections but not of title
(legal ownership).
▪ An outgoing loan is the opposite: it involves lending out
to another museum’s collections. Again there is a change
of location, but not of title.

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Registration
~ Process for Loan (materials)
▪ Condition Reports
▪ The Condition Report is a document composed of a written
and visual description of an object’s appearance, state of
preservation, and any defects, at a particular point in time.
▪ The first condition report should be made when an object is
accessioned (or received on loan).
▪ It then is updated each time the object is involved in any
activity, such as inclusion in an exhibition or display or
before and after an outward loan.
▪ By doing this, any damage that has occurred will immediately
be noticed.
▪ The condition report also should be updated after any
accidental damage and before conservation treatment is
carried out.

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Preservation of collections,
involves…

1. Collection storage
2. Handling and moving collection
3. Photography
4. Insurance
5. Conservation of collections
6. Preparing for disaster

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Preservation of collections
~ Collection Storage
▪ Collections storage refers to the physical space where collections
are housed when not on exhibition or being researched.
▪ The term is also used to describe the various kinds of furniture,
equipment, methods and materials that are used in the spaces
used for the museum’s storage and study collections.
▪ Many collections spend the major part of their time in storage.
Collection storage areas protect objects against harmful factors
in the environment, accidents, disasters, and theft, and
preserve them for the future.
▪ For these reasons, collections storage is not dead space where
nothing happens, but is space where preservation of collections
actively occurs.

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Preservation of collections
~ Handling and moving collections
▪ Collections are at increased risk of damage while they are
being handled and moved.
▪ However, there has to be a balance between protection and
preservation since it would be very hard to study, exhibit
or otherwise use museum specimens and collections if they
cannot be handled at all.
▪ To prevent damage it is essential to be very careful and use
common sense when handling objects of any size and type.

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Preservation of collections
~ Photography
▪ Photography is an integral and specialized part of the
documentation of museum collections.

▪ A photograph is not only a visual record of an object but also

aids in research, education, and retrieval of an object if it is
misplaced and as evidence in support of an insurance claim if
something is lost or stolen.

▪ A photograph also documents the condition of an object at a

particular point in time so that future comparisons can be
made.

▪ For this reason high quality photography is essential.

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Preservation of collections
~ Insurance
▪ Insurance of collections is generally regarded as an integral
part of risk management, which is a term used to describe
the process of reducing the likelihood of damage or loss of
collections by eliminating or at least minimising hazards.
▪ Insurance is not a substitute for poor collections
management and security, and unique objects and
collections are irreplaceable, but it can provide some
monetary compensation in the unhappy event of damage
or loss of objects and collections.
▪ The aim of the insurance that is purchased is to provide
sufficient monetary compensation to repair or replace the
collections in the event of their damage or loss.

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Preservation of collections
~ Conservation of the collections
▪ Preventive conservation is the subject of another chapter,
but it is vital to stress here that this is a very important
aspect of collections management.

▪ It has to underlie every aspect of museum policy and

operations and must be seen as the responsibility of every
staff member on an ongoing basis.

▪ Also, collections must be monitored on a regular basis to

determine when an object or collection needs the attention
of a conservator.

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Preservation of collections
~ Preparing for Disaster
▪ Disaster preparedness and response are also very
important parts of the overall collections management
responsibilities.

▪ It should however be stressed here that the aim should be

to ensure that preparing prevents as far as possible
emergency situations, whether due to natural disasters,
civil emergencies such as fire, or the effects of armed
conflict, but does not lead to the loss of or serious damage
to the museum collections.

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 TOOLS

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75 Tools used for
cataloguing in
library

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Tools used for cataloguing in
library
▪ In library, there are several tools needed to complete a
catalogue records.

▪ Each tools are different, and it also meant for different

purposes. For example,
▪ AACR2 is needed for Descriptive Cataloguing.
▪ LCSH / SLSH (choose ONE only) is for Subject Analysis
(Cataloguing)
▪ LCC / DDC / UDC (choose ONE only) is for Classification.

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Summary :
Tools for cataloguing in library
TASKS TOOLS

DESCRIPTIVE ANGLO AMERICAN CATALOGUING

CATALOGUING RULES 2 update 2005 (AACR 2)

1. LIBRARY OF CONGRESS SUBJECT

SUBJECT ANALYSIS / HEADING (LCSH)
CATALOGUING
2. SEARS LIST SUBJECT HEADING
(SLSH)

1. LIBRARY OF CONGRESS
CLASSIFICATION (LCC)

2. DEWEY DECIMAL CLASSIFICATION

CLASSIFICATION
(DDC)

3. UNIVERSAL DECIMAL
CLASSIFICATION (UDC)
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 TOOLS : Used for
DESCRIPTIVE CATALOGUING

▪ Descriptive cataloguing is a process to determine the 8 areas in

catalogue record.
▪ The 8 areas is actually derived from International Standard
Bibliographic Description, also famously known as ISBD.
▪ ISBD defines the 8 areas in descriptive cataloguing,
including of the multiple elements with structured
classification. Which includes a set of punctuations to identify
and separate the elements and areas.
▪ The ISBD is useful and applicable for descriptions of
bibliographic resources in any type of catalogue.

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The 8 areas in descriptive cataloguing are :

AREA DESCRIPTION

AREA 1 Title and Statement of Responsibility Area

AREA 2 Edition Area

Material (or Type of Publication) Specific Details

AREA 3 Area (only for Cartographic materials, Music,
Continuing Resources (and some of microforms)

AREA 4 Publication, Distribution etc. Area

AREA 5 Physical Description Area

AREA 6 Series Area

AREA 7 Note Area

AREA 8 Standard Number and Terms of Availability Area

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TOOLS : Used for Descriptive Cataloguing
~ Anglo-American Cataloging Rules 2nd 2002

▪ First published in 1967 and prepared by American Library

Association, Library of Congress, British Library Association
and Canadian Library Association.

▪ The most famous and all-embracing cataloging codes.

▪ Gives general, specific rules and guidelines for all information

items in cataloging work.

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TOOLS : Used for Descriptive Cataloguing
~ Anglo-American Cataloging Rules 2nd 2002
▪ Divided into 2 section

▪ Section 1 – Description
▪ Consists of rules for physical description form
▪ Chapter 1-12

▪ Section 2 – Choice of access point, heading for person, heading for

corporate bodies, uniform title and reference
▪ Consist of rules for heading and form of names
▪ Chapter 21-26

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AACR 2
~ Section 1 – Description

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AACR 2
~ Section 1 - Description

▪ Each of area (the 8 areas) are discussed thoroughly in

Section 1.

▪ Section 1 in AACR consists of rules for physical description

form for every materials in library.

▪ There are 12 chapter that describing the physical

description.

▪ The chapters are organized according to the material

supposedly available in library.

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Section 1 - Description
Chapter 1 General rules for description
Chapter 2 Books, pamphlets, and printed sheet
Chapter 3 Cartographic materials
Chapter 4 Manuscripts
Chapter 5 Music (printed music)
Chapter 6 Sound recording
Chapter 7 Motion pictures and video recording
Chapter 8 Graphic materials
Chapter 9 Computer files
Chapter 10 Three dimensional artifacts and relia
Chapter 11 Microforms
Chapter 12 Serials
Chapter 13 Analysis
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AACR 2
~ Section 2 – Headings,
Uniform Titles and References

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AACR 2
~ Section 2 – Headings, Uniform Titles and
References
▪ Section 2 in AACR2 discussed thoroughly the Choice of
Access Points, The forms of names including the uniform
titles and references.
▪ Choice of Access Point (Chapter 21) – discussed
who/whom should be the Main Entry. And the rest of co-
author or shared responsibility will be automatically in
Added Entry.
▪ Chapter 22, 23, 24 and 25 discussed about the form of
names should be entered. These 4 chapters thoroughly
discussed how to form a name. For example, a person
name, corporate bodies, the name of country, the court of
law, a mosque etc..
▪ Chapter 26 is about how to create a reference see or see
also according to need in library.

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~ Section 2 – Choice of
access
Chapter 21 Choice of Access Points

Chapter 22 Headings for Person

Chapter 23 Geographic Names

Chapter 24 Heading for Corporate Bodies

Chapter 25 Uniform Titles

Chapter 26 References

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TOOLS : Used for
Subject Cataloguing
▪ There are 2 tools available for subject cataloguing.

▪ Library will have to choose only ONE.

▪ The tools are :

▪ Library of Congress Subject Heading (LCSH)
▪ Sears List Subject Heading (SLSH)

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TOOLS : Used for Subject
Cataloguing
~ Library Of Congress Subject Heading
(LCSH)

The Library of Congress Subject Headings

(LCSH) comprise a thesaurus of subject headings, maintained
by the United States Library of Congress,
for use in bibliographic records.

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TOOLS : Used for Subject
Cataloguing
~ Library Of Congress Subject Heading
(LCSH)

▪ LCSH are applied to every item within a library’s collection and

facilitate a user’s access to items in the catalogue that pertain
to similar subject matter.

▪ Purpose of LCSH is providing subject access points to the

bibliographic records contains in the Library of Congress
catalogues.

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TOOLS : Used for Subject
Cataloguing
~ Library Of Congress Subject Heading
(LCSH)

▪ LCSH is now available in three

format:

▪ Print format
▪ Machine readable format – also
available on CD-ROM (CDMARC
Subjects)
▪ Microfiche

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TOOLS : Used for Subject Cataloguing
~ Sears List Subject Heading (SLSH)

▪ SLSH was developed by Minnie Earl Sears in 1923.

▪ Since the first edition, the Sears List has served the unique
needs of small and medium- sized libraries.

▪ SLSH suggested headings appropriate for use in their catalogs

and providing patterns and instructions for adding new
headings as they are required.

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TOOLS : Used for Subject
Cataloguing
~ Sears List Subject Heading (SLSH)
▪ The successive editors of SLSH have faced need to
accommodate change while maintaining a sound continuity.

▪ The new and revised headings in each edition reflect

developments in the material catalogued, in the use of the
English languages, and in cataloguing theory and practice.

▪ The Sears List of Subject Headings (popularly called the Sears

List) is a known tool for assigning standardized subject
headings to all types of documents in a general small libraries
having up to 20,000 titles in all subjects.

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TOOLS : Used for Subject
Cataloguing
~ Sears List Subject Heading (SLSH)
▪ The Sears List Subject Headings is a thesaurus-like database
delivering a core list of headings, together with patterns and
examples to guide the cataloguer in creating further headings
as needed.

▪ The aim is always to make library collections as easily

available as possible to library users.

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TOOLS : Used for Classification
▪ There are TWO famous tools used for classification in library.

▪ Library will only have to choose ONE scheme only.

▪ The tools are :

▪ Library of Congress Classification (LCC)
▪ Dewey Decimal Classification (DDC)

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TOOLS : Used for Classification
~ continue
▪ Other library classification schemes are ;
▪ Universal Decimal Classification (UDC)
▪ Colon Classification
▪ Bibliographic Classification System
▪ Subject Classification System
▪ Expansive Classification System
▪ National Library of Medicine Classification

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 TOOLS : Used for Subject
Cataloguing
~ Library of Congress Classification
(LCC)
▪ LCC was established under responsible of J.C.M
Hanson and Charles Martel in 1987.

▪ For notation, it was decided at the outset to use

a three-element pattern:
▪ Single capital letters for main classes and two capitals
letters for subclasses
▪ Arabic integers from 1 to 9999
▪ Cutter number for individual works.

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 NOTE !

• No main classes I, O, W,
X, or Y
• These letter do appear as
second or third symbols
in various LCC
subclasses

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TOOLS : Used for Subject
Cataloguing
~ Dewey Decimal Classification (DDC)

▪ The Dewey Decimal Classification System is the most widely

used method for classifying books in the library.

▪ This system is a general knowledge organization tool that is

continuously revised to keep pace with knowledge.  

▪ It is named after Melvil Dewey, an American Librarian who

developed it in 1876.

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TOOLS : Used for Subject
Cataloguing
~ Dewey Decimal Classification (DDC)

▪ This system is a numerical scheme for the arrangement of

subjects of nonfiction books, and it classifies books by dividing
them into 10 main subject groups that are called categories.

▪ Each category is represented by figures beginning with 000

and going on to 999. In other words, it is a system of numbers
used to mark and arrange mostly non-fiction books.

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AAM 102
Can you lists all the necessaries ?
What are the collections
What is library material ?
in the library ?
▪ _________________________ ▪ _______________________
_________________________ ▪ _______________________
_________________________ ▪ _______________________
_________________________
_________________________
▪ _______________________
_________________________ ▪ _______________________
_________________________ ▪ _______________________
_________________________ ▪ _______________________
_________________________
▪ _______________________
▪ _______________________

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~continue…
How to organize it ?
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
AAM
The stages needed to organize
library materials…
▪ _______________________
▪ _______________________
▪ _______________________
+
▪ _______________________
▪ _______________________
104
~ continue…
▪ The tools needed…

1. ___________________________________________

2. __________________________________________________________
__________________________________________________________

3. __________________________________________________________
__________________________________________________________

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Please mix & match the process with
the tools needed..
PROCESS
TOOLS

LCC
Descriptive
Cataloguing LCSH
UDC

Subject
Cataloguing DDC
SLSH

Classification
AACR 2
AAM 106
List the tools according to the
process…
AACR 2

LCSH

SLSH

LCC

DDC

UDC
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 Tools for
108
description &
arrangement in
archives

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Tools used in archives
~ For description

International Standard Archive Description ISAD (G)

▪ It was developed by a Committee of the International

Council on Archives (ICA).
▪ The Committee based its work where possible on existing
national standards for archival description.
▪ The first edition came out in 1996 and it was revised in
2000.
▪ ISAD(G) provides guidelines for creating descriptions of
archival materials, establishing a model based on the
principle of respect des fonds within a multi-level description.

AAM 109
Tools used in archives
~ For Corporate Bodies, Person or Families
▪ ISAAR (CPF) is the International Standard Archival
Authority Record For Corporate Bodies, Persons and
Families; its second edition was adopted by the committee
in 2003.

▪ An International Standard Archival Authority Record

(ISAAR) is a form of authority control record, standardized
by the Committee of Descriptive Standards of the
International Council on Archives.

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 Other example of standards used in
archives according to countries
United States of America – Archives, Personal Papers, and
Manuscripts (APPM) - Describing Archives: A Content Standard
(DACS)

▪ APPM
▪ It’s a standard for developing a
catalogue of archival materials,
principally at the collection
level, with consistent
descriptions and access points
that can be integrated into
bibliographic catalogs
constructed using Anglo-
American Cataloguing Rules.
▪ APPM was compiled by Steven
L. Hensen. It was first
published by the Library of
Congress in 1983, and a
second, revised edition was
published by the Society of
American Archivists in 1989.
▪ DACS
▪ was officially approved by the
Society of American Archivists
as an SAA standard in March
2004.
▪ DACS is an output-neutral set
of rules for describing archives,
personal papers, and
manuscript collections, and
can be applied to all material
types. It is the U.S.
implementation of
international standards (i.e.,
ISAD(G) and ISAAR(CPF)) for
the description of archival
materials and their creators.
▪ DAACS replace Archives,
Personal Papers, and
Manuscripts (APPM).

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 Other example of standards used in archives
according to countries

BRITISH CANADA
▪ Manual of Archival ▪ Rules of Archival
Description (MAD) Description (RAD)
▪ A British guideline for ▪ is the Canadian archival
describing archival descriptive standard.
collections. ▪ It is overseen by the
▪ MAD is a proposing Canadian Committee on
standards for archival Archival Description of the
finding aids. Canadian Council of
▪ The British determined Archives.
that AACR 2 was ▪ Similar in structure to
inherently unsuitable for AACR2, it was last revised
archival description. in 2008.

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113
Tool for in
museum

AAM
The International Guidelines for Museum Object
Information: The CIDOC Information Categories

▪ is a description of the Information Categories that can be

used when developing records about the objects in
museum collections.

▪ The Guidelines can be adopted by an individual museum,

national documentation organization, or system developer,
as the basis for a working museum documentation system.
▪ The International Guidelines for Museum Object
Information: The CIDOC Information Categories was
developed by ICOM (International Council of Museum) in
conjunction with UNESCO.

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