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RETRIEVAL TOOLS

Retrieval tools systems created forretrieval of information

They contain records that aresurrogates record gives enoughinformation such as author, title, dateof creation, etc that can serve as a

short representation of an informationpackage

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Surrogate records are arranged orretrieved by access points it can bea name, title or subject terms

In online systems an access points canbe almost any word in a record

Retrieval tools are essential as basicbuilding blocks for a system that willorganize recorded information that iscollected by libraries, archives,museums, etc.

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BASIC RETRIEVAL TOOLS

Bibliographies

Catalogs

Indexes

Abstract Bibliographic databases

Bibliographic utilities

Finding aids Registers

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BIBLIOGRAPHIES

Lists of information packages

Bibliographies bring together lists of sourcesbased on subject matter, on authors or bytime periods

Some bibliographies include annotations

Each information packages represented inthe list has a short description author,title, edition, publisher, place and date of

publication and some may include thephysical characteristics of a book or non-book

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The description may be constructedaccording to various styles, one ofwhich is chosen by the creator of thebibliography such as:

-APA (American Psychological

Association)-Chicago Manual Style

-MLA (Modern Language Association)

-Science (Scientific Style and Format)-Turabian Style Manual (USGovernment Style Manual)

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Each bibliography has a particularfocus of arrangement such as:

1. Subject bibliographies gatheringtogether publications or informationpackages that are about particularsubject

2. Author bibliographies of all orsome works of a particular author

3. Language bibliographies of textual

entities in which the text is in acertain language

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4. Time period bibliographies listing all works

that came to light in a particular time period

5. Locale bibliographies listing all informationpackages created in a particular location

6. Publishers bibliographies listing allproducts of a particular publisher

7. Form bibliographies listing informationpackages that appear in a certain form,format or genre (videocassette, electronicresources, poetry, bibliographies etc.)

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Bibliography can be a part of ascholarly work and consist of theinformation sources that wereconsulted to by the author orcompiler, or they can be completely

separate entities an individual list oflists

Some bibliographies includeannotations, brief notes or abstracts

that offer additional comment orsummary of a particular work

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CATALOG

Catalog provide access to individualitems within collections of informationpackages

Description of the information packagelonger than a bibliography description

The description assigned one or more

access points author, title, subject

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An access points is constructed in acertain order and it is maintained

under authority control Description are constructed according

to standard:

- AACR2 for libraries, some archives andmuseums

- GILS (Government InformationLocator Service) for some government

information packages- Dublin Core for Internet information

packages etc.

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ZA 4080

.D44

2003

Pace, Andrew K

The ultimate digital library / Andrew K. Pace and

Sharon Pace.- Chicago : American Library Association,2003.

xvi, 168p. : 23 cm.

ISBN 1-866-746-7252

1. Digital library 2. Electronic Library

I. Pace, Sharon II. Title

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PURPOSE

Catalogs served two main group:

According1. The employees / librarian of the

organization

2. User / patron of the organization

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According to Charles A. Cutter (1904),catalog should be able:

-To enable a person to find a book of whicheither:

-The author

-The title

-The subjectis known.

- To show what the library has

-By a given author

-On a given subject

-In a given kind of literature

-To assist in the choice of a book

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Catalog also act as an inventory of thecollection shelflist has been used to

accomplish this purpose

Catalog represents just the holdings ofone institution

Union catalog represents the holdingof more than one institution have

the location of the item being heldbeside than the call number

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Normally union catalog will be maintained bybibliographic utilities such as OCLC (Online

Computer Library Center)

Internet serve as a giant union catalogbecause online catalog comply to Z39.50protocol

It allows user to search another computerand transfer search results without userhaving to know the the search commands of

the remote computer

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FORMS OF CATALOG

Catalog have different formats:

-Book-Card

-COM (Computer Output Microform)

-OPAC (Online Public Access Catalog)

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Library catalog ( traditional)

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Online Catalog

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ARRANGEMENTS OF CATALOGS

Alphabetically

Authors

Titles

Subject

Numerically

An internal accession numerical

sequence Classification

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INDEXES

Indexes provide access to the analyzedcontents of bibliographic entities articlesin a journal, short stories in a collection,papers in a conference proceeding, etc.

Back-of-the-book indexes also provideaccess to analyzed contents of one work butthey are not retrieval tools but aid to

retrieve information found in the text theyare prepared at the time of publication

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Indexes are not limited to what isavailable in local setting and theydo not usually give locationinformation

Indexes are available in print, CD-ROM, or on-line

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TYPES OF INDEX

Periodical/General index cover manyperiodicals in a broad or specificsubject field (The Reader Guide to

Periodical Literature) Subject indexes index material in a

narrow subject field (LibraryLiterature)

Newspaper indexes (IndeksSuratkhabar Malaysia)

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Serials indexes to report bothpublished & unpublishedgovernment documents

Materials in collection indexes cover collections of poems, play,

fiction, song etc. (The SpeechIndex)

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ABSTRACT

A form of current bibliography in whichsometimes book or articles are summarized

Accompanied by adequate bibliographical

descriptions to enable the publications orarticles to be traced arrange in classifiedorder

Provides a clue to the relevance of thematerial & helps user to determine whetherhe really wants the particular materials

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Abstracts

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Format varies arrange under broadsubject headings, with appropriateauthor & subject indexing

Types of abstract:

- Indicative

- Informative

- Critical

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Purpose of abstracts:

To help the users in deciding whetherthe contents of the paper are suchthat they need to read it in full

To save the users time in informationgathering and selection

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BIBLIOGRAPHIC DATABASE

It is a collection of printed or numericrecords which have been transformedand stored in a computer

eg: LISA, ERIC, NSTP ONLINE, BINAR,MENTARI etc.

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ERIC database

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BIBLIOGRAPHIC UTILITIES

Is an organizations which maintain on-line bibliographic databases & givingcomputer support to any interested user

Is a non-profit organization serving as asource of bibliographic data stored inmachine readable form, which data are

available to those affiliated with the utility

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Is the collection name for a group ofcomputer service organizations that

maintain large databases ofcataloguing records and offer variouscataloguing support services andrelated products to libraries and other

customers who access those recordson an on-line

The databases maintained by mostbibliographic utilities are essentiallyonline union catalogs

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Databases maintained by bibliographicutilities contain two kinds of information

1. Descriptive cataloguing and classificationdata in MARC format

2. Holdings information for libraries that haveadded specific items to their collections

Major bibliographic utilities:

1. OCLC

2. RLIN

3. SILAS4. AGRIS

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OCLC

Founded in Ohio (1967) known as OhioCollege Library Center by the Presidents ofOhio State colleges and universities

Objectives:

to develop computerized system in which thelibraries of Ohio academic institutions could

share resources and reduce costs

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Introduced as online sharedcataloguing system for libraries in1971

OCLC was first demonstrated tolibrarians during IFLA & UNESCO

seminar in Liverpool 1971

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Product of OCLC:

1. WorldCat Database

- Most consulted database in highereducation

- Over 42 million cataloguing recordscreated by libraries around the world

- Spans over 4000 years of recorded

knowledge- 400 languages represented

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2. Cataloguing

- Provide cataloguing service (themost heavily used cataloging servicesin the world)

- Offers CatExpress (a web-based

copy cataloguing service)- Cooperative Online Resource Catalog(CORC)

- OCLC CJK Software for Chinese,Japanese & Korean

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3. Reference

- Offers FirstSearch (comprehensive online

searching service with more than 85databases & 7 million full text articles)

- Sitesearch help libraries build & extend

access to text & image databases

- Resource Sharing OCLC interlibrary loanallow libraries borrow and lend throughnetwork of 6700 participating libraries

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4. Preservation offer high qualitypreservation (microfilming &digitization)

5. DDC provides printed &electronic resources to help libraries

use the DDC

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MALMARC

Early 1970s UNESCO mooted the idea ofestablish a regional information systems

Fostered the idea that the National Libraryand the libraries of UM, UKM, USM, UPM &UTM to consider linkages themselves

UNESCO donated to Malaysia a complete set

of the hardware needed for the proposedpilot project

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The coordinator for the MALMARC projectwas USM library it have the most

powerful computer among the universitiesinvolved

Introduces in 1978 due to PNMcomputerization process of its collection

The system was shared cataloguingsystem among university libraries andNational Library of Malaysia

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RLIN

The research Library Group (RLG) operates the Research LibrariesInformation Network (RLIN)

An internationally availablebibliographic information system

Includes bibliographic database an

online Union Catalog of more than 63million items

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Used by comprehensive researchlibraries

Services and products- Reference searching

- Cataloguing and authority work

- Archives & manuscript processing- Interlibrary loan

Support searching & input inJapanese, Arabic, Chinese, Korean,

Persian, Hebrew, Yiddish & Cyrillicusing suite of scripts known asJACKPHYPlus

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Used by libraries as a tool fortechnical processing on localsystems

Online record transfer via theinternet

Downloading RLIN search results inthe MARC format

Enables library & archive staff toenter records online to the shareddatabase from tape or FTP (file

transfer protocol)

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SILAS

Serves as a National Bibliography database providing machine-readable records for alltypes of library materials

It offers co-operative on-line share

cataloging Also serves as National Union Catalog

which shows libraries in Singapore have aparticular title, books by author or subject

Over 7 million records are contained inSILAS database useful tool for locatinglibrary materials

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Advantages:

1. Reduces original cataloguing &increases copy cataloguing

2. Reduces duplication in cataloguing3. Facilitate interlibrary loan

4. Enhances the national informationstructure

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AGRIS

International Information System forAgricultural Sciences & Technology wascreated to facilitate the exchange ofinformation and to identify the worldwideliterature dealing with all aspects ofagriculture

A cooperative system in which participatingcountries input references to the literature

produce within their boundaries 160national & 30 regional centers submit about13 000 items per month

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AGRIN a microcomputer packagebased on UNESCOs CDS-ISIS is aworking tool for the AGRIS

participating centres

Enables them to exchange data withcoordinating centre as well as buildup local databases

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BIBLIOGRAPHIC UTILITIES SERVICES

1. Shared cataloguing

- Ease cataloguing process

- Standardized cataloguing description

& facilitate exchanging of records

2. Online union catalog

- Ease the process of retrievingcataloguing records

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3. Acquisition works

- Help Info. Professionals in acquiringmaterials for collection development

- Ease selection what is, what wasavailable

4. Online information searching- Facilitate access to current & timely

information

5. Reference service- Help Info. Professionals in providing an

effective reference services

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FINDING AIDS

Finding aids are long descriptions ofarchival collections

A finding aids may also be called an

inventory Finding aids describes a collection in

archives

The finding aids itself is often

catalogued a surrogate record to beavailable in the institutions catalog

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HEINZ HOUSE PAPERS

FINDING AIDS

Scope and Contents Note

Arrangement of Heinz House Papers

Description of the Heinz House Papers

- Subgroup I. Legislative Records 16.7lin. ft.

- Subgroup II. Personal/Political Records 7.3 lin. ft.

- Subgroup III. Press Relations/MediaActivity Records 4.7 lin. ft.

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- Subgroup IV. Office AdministrationRecords 0.3 lin. ft.

Appraisal and Sampling Note

Appendices

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REGISTERS

Register is the primary control tools formuseums

A register may also be called an accessionlog

Functions of registers is same as catalogalthough it has additional kind of accesspoints

During registration process, the registrar will

identify the object, the donor, anyassociations, any information needed forinsurance purposes, etc.

An identification number is assigned