Physical forms of Catalogue
Types of library catalogues
The four types of library catalogues are listed below.
1. Card catalogue
2. Book catalogue
3. COM catalogue
4. On-line Public Access Catalogue (OPAC)
The four types of library catalogues are listed below.
1. Card catalogue
2. Book catalogue
3. COM catalogue
4. On-line Public Access Catalogue (OPAC)
Access points
Library catalogues provide access to items by their author, title, subject, co-author, translator, illustrator, and by series title. Each author’s name, or title, etc. is often referred to as an access point or entry. The catalogue will also provide the call number for each item, so that it may be located on the shelf.
Card catalogue format
All catalogues contain bibliographic records, but may represent this information differently.
OPAC format
To see the bibliographic record of Introduction to library public services displayed in Red River College (RRC)’s Library’s on-line catalogue, go to RRC’s Library Website:
http://www.rrc.mb.ca/library Click on “Search for books, etc.” on the right-hand side of the page. The “Simple Search” screen will appear with a “Search for” box. Enter the title of the book, Introduction to library public services. Then in the “Search by” menu, select “Title keyword” and then click on “Search”. The search will generate only two titles, select the first one, which is the 1992 edition. Note that each part of the record is labelled, making it easy for the library client to understand what information is being provided. Notice how certain items are underlined. If you were to point your mouse and click on Evans, G. Edward, the catalogue would automatically display a listing of all the works the library has by authors with the surname Evans. This list of course includes all titles by G. Edward Evans that the library has in the collection. Similarly, if you were to point and click on the subject heading “Reference services (Libraries)”, the catalogue would display a list of all the items available in the library on that subject.
The wide variety of on-line catalogues available on the Internet can be explored through Libdex: The Library Index (formerly, webCATS: Library Catalogues on the World Wide Web), created by Peter Scott and Doug Macdonald of the University of Saskatchewan Libraries. Its Web site address is http://www.libdex.com
Advantages and Disadvantages
Each of the four major types of catalogues has its advantages and disadvantages.
Card Catalogues
Until the early 1990s, this was the most familiar type of catalogue. The card catalogue is made up of 7.5 cm x 12.5 cm cards, each containing a full bibliographic record or part of a bibliographic record. These cards have a small hole in the middle of the card near the bottom edge. The cards are filed alphabetically by the entry in metal or wooden drawers in cabinets.
Each drawer has a rod extending the full length of the drawer. The rod is fed through the hole at the bottom of each card to keep them secure whenever a drawer is removed for consultation. The rod also serves the purpose of allowing filing to be double-checked for accuracy. When cards are first filed, they are placed above the rods. Another library staff member will then double-checked the filing. When all cards are filed correctly, the rod is removed to allow the new cards to fall into place and then returned to the drawer to secure the cards once more.
Card catalogues are often divided catalogues. This usually means that the catalogue is divided into two (or three) alphabetical sequences, one for authors and titles (or titles may have its own alphabetical sequence in a three-way divided catalogue) and one for subject headings. If a card catalogue is a dictionary catalogue, it is one alphabetical sequence with all entries inter-filed. Most libraries prefer divided catalogues.The fronts of the cabinet drawers have labels to indicate which alphabetical sequence is contained in each drawer, assisting the library user in quickly identifying the drawer they need to consult. In a divided catalogue, the labels may be colour-coded to identify whether a drawer belongs to the author/title or subject alphabetical sequence.
Although most libraries have now abandoned the card catalogue, we must not lose sight of the fact that it was a truly ingenious invention, serving the needs of library patrons admirably for many years. Unfortunately its disadvantages now outweigh its advantages in an electronic age.
Card catalogue advantages
1. Flexibility and currency: Staff time and size of collection growth permitting, cards for new materials can be added quickly and cards easily removed for those items no longer in the collection. The card catalogue is as up-to-date as your cataloguing and filing.
2. Ease of use: Library clients are comfortable with the alphabetical approach and can easily adapt to a divided catalogue. It is not much different from using either the white or yellow pages of a phone book. The white pages are for specific names of people and businesses (author/title drawers) and the yellow pages are for listings of companies in a particular type of business or people in a specific profession (subject drawers).
3. Availability: The likelihood of more than one person needing the same catalogue drawer at the same time is minimal. Unless, of course, every student in a class has been given exactly the same topic to research. This is often referred to as a queuing problem (i.e. everyone must wait in line).
4. Costs: In smaller libraries, the cost of maintaining a card catalogue is not overly expensive. Card stock is readily available and there are software programs that can produce catalogue cards on a computer printer. Libraries can now order prepared catalogue cards from their book supplier, which may only require the call number to be added.
Card catalogue disadvantages
1. Size: As the collection grows, so does the card catalogue. This takes up precious space which could be used to house more materials.
2. Human error: Even the most careful filer can make mistakes and these mistakes can be overlooked by someone checking for accuracy. A single card misfiled can lead to another card being misfiled. When large academic libraries had card catalogues, double-runs as they were fondly called, could become extremely large, resulting in hours of re-filing cards in their proper order. When a horrified gasp from a co-worker was heard as they were filing or checking it was known exactly what they had discovered.
3. Ease of use: Because of the way cards are filed, only one bibliographic item can be viewed at a time. Only the first word of a title or subject heading is accessible. If a patron cannot remember the first word of a title or does not know the exact subject heading, he or she may not find the item.
4. Costs: It takes time to file and pull cards and staff time is costly. When libraries have branches, it can be expensive to maintain many catalogues in many locations.
5. Flexibility and currency: Individual cards are not easily altered and may have to be reprinted. Before computer production of cards, many libraries purchased electric erasers to remove outdated headings on cards. Electric erasers were delicate instruments to use. If a person pressed too hard, the eraser would eat right through the card stock.
Book catalogues
A book catalogue lists bibliographic records in alphabetical order by various entries, or by classification number. There may be more than one record on each page. The pages are then bound into a cover, forming a book. Canadiana, a list of materials of Canadian origin or interest catalogued by the National Library, is an example of a book catalogue.
Book catalogue advantages
1. Ease of use: A book catalogue is like using a dictionary and requires little instruction in use. A whole page of entries can be scanned at once.
2. Size: It is compact in size, allowing it to be carried anywhere within the library.
3. Costs: The first copy is the most expensive to produce. If the book catalogue is not too large, many copies can be made and distributed throughout the library, to classrooms, offices or other branch libraries.
Book catalogue disadvantages
1. Ease of use: Unless multiple copies are made, there is a queuing problem. Only one person can use the catalogue at a time.
2. Flexibility and currency: Bibliographic records for new materials cannot be inserted. A whole new book catalogue must be produced or a supplement created. Supplements require the library patron to search in at least two alphabetic sequences for each item.
Microform catalogues
There are two types of microform catalogues. Some libraries have photographed each catalogue card in alphabetical sequence then transferred these images onto microform or microfiche. When bibliographic records were first available in electronic format, high-speed cameras would photograph screen images and these images would be transferred onto microform. These are known as COM or computer output microform catalogues.Microform catalogues have been quickly overtaken by on-line catalogues are now primarily used as a backup when an on-line system goes down.
Microform catalogue advantages
1. Ease of use: Like the book catalogue, many records can be scanned at one time. Indexes can provide easy access to a specific alphabetic sequence. Headings at the top of the fiche indicate the first entry on each fiche and each fiche is numbered sequentially for easy filing.
2. Size: Microfiche or microfilm takes up very little storage space and can store many records on one fiche or film.
3. Costs: Multiple copies are very inexpensive to produce.
Microform catalogue disadvantages
1. Ease of use: Microform is an extremely unpopular format. Equipment is required to use the catalogue. Fiche can be easily misfiled or placed one behind another in the holders. Library users are frustrated when the fiche they require is missing. Many copies of the catalogue and machines are required to avoid problems with queuing.
2. Flexibility and currency: New bibliographic records can not be inserted, nor can records for lost items be deleted. Like the book catalogue, the entire catalogue must be reproduced to incorporate changes. Most libraries choose to produce supplements.
3. Costs: The first copy of the microform catalogue is very expensive to produce. There are also maintenance costs involved with the equipment.
Integrated library systems
It is important to understand that an OPAC is merely a single module within an integrated library system. The major functions within a library are:
Card catalogue format
All catalogues contain bibliographic records, but may represent this information differently.
OPAC format
To see the bibliographic record of Introduction to library public services displayed in Red River College (RRC)’s Library’s on-line catalogue, go to RRC’s Library Website:
http://www.rrc.mb.ca/library Click on “Search for books, etc.” on the right-hand side of the page. The “Simple Search” screen will appear with a “Search for” box. Enter the title of the book, Introduction to library public services. Then in the “Search by” menu, select “Title keyword” and then click on “Search”. The search will generate only two titles, select the first one, which is the 1992 edition. Note that each part of the record is labelled, making it easy for the library client to understand what information is being provided. Notice how certain items are underlined. If you were to point your mouse and click on Evans, G. Edward, the catalogue would automatically display a listing of all the works the library has by authors with the surname Evans. This list of course includes all titles by G. Edward Evans that the library has in the collection. Similarly, if you were to point and click on the subject heading “Reference services (Libraries)”, the catalogue would display a list of all the items available in the library on that subject.
The wide variety of on-line catalogues available on the Internet can be explored through Libdex: The Library Index (formerly, webCATS: Library Catalogues on the World Wide Web), created by Peter Scott and Doug Macdonald of the University of Saskatchewan Libraries. Its Web site address is http://www.libdex.com
Advantages and Disadvantages
Each of the four major types of catalogues has its advantages and disadvantages.
Card Catalogues
Until the early 1990s, this was the most familiar type of catalogue. The card catalogue is made up of 7.5 cm x 12.5 cm cards, each containing a full bibliographic record or part of a bibliographic record. These cards have a small hole in the middle of the card near the bottom edge. The cards are filed alphabetically by the entry in metal or wooden drawers in cabinets.
Each drawer has a rod extending the full length of the drawer. The rod is fed through the hole at the bottom of each card to keep them secure whenever a drawer is removed for consultation. The rod also serves the purpose of allowing filing to be double-checked for accuracy. When cards are first filed, they are placed above the rods. Another library staff member will then double-checked the filing. When all cards are filed correctly, the rod is removed to allow the new cards to fall into place and then returned to the drawer to secure the cards once more.
Card catalogues are often divided catalogues. This usually means that the catalogue is divided into two (or three) alphabetical sequences, one for authors and titles (or titles may have its own alphabetical sequence in a three-way divided catalogue) and one for subject headings. If a card catalogue is a dictionary catalogue, it is one alphabetical sequence with all entries inter-filed. Most libraries prefer divided catalogues.The fronts of the cabinet drawers have labels to indicate which alphabetical sequence is contained in each drawer, assisting the library user in quickly identifying the drawer they need to consult. In a divided catalogue, the labels may be colour-coded to identify whether a drawer belongs to the author/title or subject alphabetical sequence.
Although most libraries have now abandoned the card catalogue, we must not lose sight of the fact that it was a truly ingenious invention, serving the needs of library patrons admirably for many years. Unfortunately its disadvantages now outweigh its advantages in an electronic age.
Card catalogue advantages
1. Flexibility and currency: Staff time and size of collection growth permitting, cards for new materials can be added quickly and cards easily removed for those items no longer in the collection. The card catalogue is as up-to-date as your cataloguing and filing.
2. Ease of use: Library clients are comfortable with the alphabetical approach and can easily adapt to a divided catalogue. It is not much different from using either the white or yellow pages of a phone book. The white pages are for specific names of people and businesses (author/title drawers) and the yellow pages are for listings of companies in a particular type of business or people in a specific profession (subject drawers).
3. Availability: The likelihood of more than one person needing the same catalogue drawer at the same time is minimal. Unless, of course, every student in a class has been given exactly the same topic to research. This is often referred to as a queuing problem (i.e. everyone must wait in line).
4. Costs: In smaller libraries, the cost of maintaining a card catalogue is not overly expensive. Card stock is readily available and there are software programs that can produce catalogue cards on a computer printer. Libraries can now order prepared catalogue cards from their book supplier, which may only require the call number to be added.
Card catalogue disadvantages
1. Size: As the collection grows, so does the card catalogue. This takes up precious space which could be used to house more materials.
2. Human error: Even the most careful filer can make mistakes and these mistakes can be overlooked by someone checking for accuracy. A single card misfiled can lead to another card being misfiled. When large academic libraries had card catalogues, double-runs as they were fondly called, could become extremely large, resulting in hours of re-filing cards in their proper order. When a horrified gasp from a co-worker was heard as they were filing or checking it was known exactly what they had discovered.
3. Ease of use: Because of the way cards are filed, only one bibliographic item can be viewed at a time. Only the first word of a title or subject heading is accessible. If a patron cannot remember the first word of a title or does not know the exact subject heading, he or she may not find the item.
4. Costs: It takes time to file and pull cards and staff time is costly. When libraries have branches, it can be expensive to maintain many catalogues in many locations.
5. Flexibility and currency: Individual cards are not easily altered and may have to be reprinted. Before computer production of cards, many libraries purchased electric erasers to remove outdated headings on cards. Electric erasers were delicate instruments to use. If a person pressed too hard, the eraser would eat right through the card stock.
Book catalogues
A book catalogue lists bibliographic records in alphabetical order by various entries, or by classification number. There may be more than one record on each page. The pages are then bound into a cover, forming a book. Canadiana, a list of materials of Canadian origin or interest catalogued by the National Library, is an example of a book catalogue.
Book catalogue advantages
1. Ease of use: A book catalogue is like using a dictionary and requires little instruction in use. A whole page of entries can be scanned at once.
2. Size: It is compact in size, allowing it to be carried anywhere within the library.
3. Costs: The first copy is the most expensive to produce. If the book catalogue is not too large, many copies can be made and distributed throughout the library, to classrooms, offices or other branch libraries.
Book catalogue disadvantages
1. Ease of use: Unless multiple copies are made, there is a queuing problem. Only one person can use the catalogue at a time.
2. Flexibility and currency: Bibliographic records for new materials cannot be inserted. A whole new book catalogue must be produced or a supplement created. Supplements require the library patron to search in at least two alphabetic sequences for each item.
Microform catalogues
There are two types of microform catalogues. Some libraries have photographed each catalogue card in alphabetical sequence then transferred these images onto microform or microfiche. When bibliographic records were first available in electronic format, high-speed cameras would photograph screen images and these images would be transferred onto microform. These are known as COM or computer output microform catalogues.Microform catalogues have been quickly overtaken by on-line catalogues are now primarily used as a backup when an on-line system goes down.
Microform catalogue advantages
1. Ease of use: Like the book catalogue, many records can be scanned at one time. Indexes can provide easy access to a specific alphabetic sequence. Headings at the top of the fiche indicate the first entry on each fiche and each fiche is numbered sequentially for easy filing.
2. Size: Microfiche or microfilm takes up very little storage space and can store many records on one fiche or film.
3. Costs: Multiple copies are very inexpensive to produce.
Microform catalogue disadvantages
1. Ease of use: Microform is an extremely unpopular format. Equipment is required to use the catalogue. Fiche can be easily misfiled or placed one behind another in the holders. Library users are frustrated when the fiche they require is missing. Many copies of the catalogue and machines are required to avoid problems with queuing.
2. Flexibility and currency: New bibliographic records can not be inserted, nor can records for lost items be deleted. Like the book catalogue, the entire catalogue must be reproduced to incorporate changes. Most libraries choose to produce supplements.
3. Costs: The first copy of the microform catalogue is very expensive to produce. There are also maintenance costs involved with the equipment.
Integrated library systems
It is important to understand that an OPAC is merely a single module within an integrated library system. The major functions within a library are:
- Acquisitions
- Cataloguing
- Circulation
- Serials
- Reference (online public access catalogue, access to electronic reference resources)
Integrated library systems definitions
An integrated library system automates library functions. Beverly Duval states that “An integrated library system is one whose functions use a single database made up of a collection of files. All the functions are fully interactive with one another and are kept automatically in synchronization. For example, if a book is checked out at circulation, that is simultaneously reflected in the OPAC”. (Duval, Beverly and Main, Linda. Automated library systems: a librarian’s guide and teaching manual. Westport, Conn.: Meckler, 1992. p.5)
An integrated library system can talk or interface with external sources on the Internet such as vendors for library materials and cataloguing utilities where cataloguing records can be imported into the local library’s catalogue.You may also hear the term turnkey system. Duval defines this term as, “an automated library system which has been designed, programmed and tested by a vendor and then offered for sale to libraries, ready to be installed and operated. In theory, when the system is delivered and installed, all that is required is to plug it in and turn it on”. (Ibid, p. 258)
Most libraries do not develop their own systems, as there is a wide variety of systems on the market. However, note carefully Duval’s wording, “in theory”. It is not always that easy to install a new automated system and have it running smoothly right away. Library staff find that when they change another system (called “migrating” in the library world), all sorts of unforeseen issues arise. Many of them stem from inconsistent or unsophisticated use of MARC coding. Because turnkey systems often developed for a ‘standard library’, you may find that you will have to make compromises in your choice of system. Often features or complete modules may be missing or still in development. Until very recently, many integrated library systems targeted to school libraries did not have either acquisitions or serials modules.