Isc402 Practical Cataloguing
Isc402 Practical Cataloguing
Isc402 Practical Cataloguing
SCHOOL OF EDUCATION
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Descriptive cataloguing is that part of the cataloguing process concerned with
the identification and description of bibliographic details of a book and whose
purpose is to consistently describe each item in the library so that it is
distinguishable from all others. The description is carried out based on rules
as contained in any one of the cataloguing codes earlier studied. Specifically,
this course shall refer to the AACR2 which is widely used in libraries
throughout the English speaking world today.
Part 1 of the AACR2 deals with the provision of information describing the
item being catalogued. Part II of the AACR2 deals with the rules for the
determination and establishment of headings or access points in the
catalogue under which the descriptive information is to be presented to
catalogue users. It also deals with the making of references to those
headings. This part is important because the description is not usable
without headings.
The basic rules for the description of all library materials are found in chapter
1 of the AARC2. These rules are for general applicability. Chapters 2-12 cover
rules for specific type of materials. An important point to note is that
description of the physical item should be based, in the first instance, on the
chapter dealing with the class of material to which the item belongs.
To identify and describe an item, the cataloguer looks at the chief source of
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information for most of the details. Usually, the chief source of information
gives the fullest bibliographic details of the item. Such details as author,
fullest form of title, the name and/or number of the edition, the name of the
publisher distributor etc and the place and date of publication are some of
the bibliographic details usually found in the chief source of information. The
chief source of information varies according to the type of material being
catalogued. In materials such as books, manuscripts, serials and printed
music, the chief source of information is the title page. In microforms and
films, the chief source is the title frame. And for all other types of material,
the chief source of information is outlined in the AACR 2 within the sections
dealing with the materials.
Where the chief source of information is lacking for one reason or the other
cataloguing rules prescribe alternative sources.
1. Title
This is generally the first element the cataloguer notices from the chief
source of information. This is the title obtained from the official title page of
the item (Chief source) and may or may not adequately describe the contents
of the item.
(b) Alternative title: It is introduced by the word “or” and it amplifies the title
proper.
(c) Parallel title: This is simply the title proper written in another language.
(d) Explanatory title- This is title information following title proper, which is
meant to further clarify the tile. It is usually, but not always, preceded by a
colon. It can also be presented in lighter type than the title proper.
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NB: The title proper plus other titles found in the chief source of information
might not be the only titles. Other titles exist such as cover title; binder’s title;
series title or even a running title which is different from the title proper in that
it is repeated at the top of each page. The cataloguer must note those titles
that differ significantly from the title proper and patrons who may only know
the items by these other titles should be properly directed to the item.
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quality works in certain areas and patrons in particular will go for such quality
works basing their judgement on the name of the publisher. The same case
applies to the place of publication. For instance, Clive Bingley is reputed for
publishing quality books in the field of Library and information science while
Mc Graw-Hill reputed for quality works in Science and Technology. The
importance of date of publication is that it enables a person to gauge the
currency of the information in the publication.
7. Notes: They follow the series statement if there is one. There are
various kinds of notes and the common are contents notes. Such contents as
bibliographies should be included here if the item contains some.
The standard numbers e.g. the ISBN and ISSN should be given if the item
being catalogued has one since these are becoming increasingly important as
a means of internationally identifying document. These numbers are usually
to be found on the back of the title page.
9. Tracings: These are records on the main entry card (if the card form
catalogue is used) indicating other headings under which the item will be
found. Although it is not part of description, it is included in the catalogue
entry so as to direct attention to all headings under which the item has been
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entered should there be a need to withdraw its records. There are 4 types:
It is also not part of description but a catalogued item is still not locatable on
the library shelves unless its shelf location is indicated on the catalogue
record. The shelf location of the item is shown by the use of what is known
as call number or call mark. This is a combination of the class number and
the bookmark
Three levels of description are set out in the AACR2 but only two are invariably
used – i.e. levels 1 and 2.
These examples also include headings though these are not part of
description. This is because description without headings may not be useful
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to either the library or the patron.
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2.5 Indentions
The term indention is used in cataloguing to refer to the distances from the
left end of a catalogue card to the point at which the various lines of heading
and description begin. The purpose of indentions is to ensure uniformity in
setting out the various parts of an entry.
1.First Indention also known as author indention is the distance from the left
hand side to the point where the author’s surname starts.
2.The Second Indention also known as the title indention which is the 2nd
vertical line from which the title begins. All added entry headings also begin
on the second indention. Also, the physical description items begin at this
indention and so are notes and tracings. All descriptive elements beginning
from the title going down to the date of publication form one paragraph. And
because all this information will more often than not occupy more than one
line, after the first title line, the information is continued on the first or author
indention.
3.The 3rd indention which is the point at which the author’s name continues if
it fails to fit on the first author line. It is used is when the authors’ name is too
long to fit on the first line which begins on the author indention.
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NB: With regard to spacing from one indention to another, various spacings
are recommended in various publications. There are no strict rules as long as
the different parts of a catalogue entry are laid out conspicuously.
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3.3 Punctuation.
These are laid down in the AACR 2 but the following schematic illustration will
help the understanding of the provisions of the AACR 2 as well as the
necessary indentions. Punctuations as used here are those pertaining to
catalogue entry in which the second level of description is followed.
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Adapted from: AACR2
Each new area of the catalogue entry is separated from the following area by
a full stop, space, dash, space (. - ) unless the following area begins a new
paragraph. In that case, the preceding area ends with a full stop unless
another punctuation mark, e.g. a closing bracket or parenthesis makes the full
stop unnecessary.
3.4 Capitalization
In general, rules for capitalization follow the standard style for the language
involved. Appendix “A” in the AACR 2 is on capitalization and it gives
guidance on capitalization throughout a catalogue entry right from the
heading through to standard numbers.
1. Title
An exception to the normal usage for the language involved concerns the title.
The title should be recorded as a sentence with the first word only being
capitalized. But where the main entry of a work is under title and the first word
of the title happens to be an article (i.e. a, an or the), both the article and the
next word of the title are capitalized. E.g.
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NB: The first word of every alternative title or parallel title is as rule
capitalized. E.g.
2. Acronyms
Activity 2: QUIZ: What does the rule on capitalization from the AACR2
stipulate?
3.5: Numerals
All roman numerals are retained in headings for corporate bodies which have
them as part of their names e.g. XXth Century Heating and Ventilating Co.
2. The date of publication in the distribution etc area e.g. 1900, not MCM
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3. Other physical details elements within the physical description area e.g.
23cm, not, XXIII cm.
NOT
3 in 1 building society
iii. Substitution
Spelt-out numerals are substituted for Arabic numerals in the following areas
of bibliographic description:
NOTE:A numeral that is the first word a note is spelt-out e.g. First edition
published in 1960 NOT 1st edition published in 1960.
v. Ordinal numerals
In the case of English language items, ordinal numerals are recorded in the
following form: 2nd, 3rd, and 4th. This is commonly used in recording of the
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edition statement.
Activity 3: Discussion: What are numerals and why are they important in
cataloguing?
The general rule is to enter works by one or more persons under the heading
for the personal author according to the specific instructions given in Rules
given in the AACR2
Activity 1: Assignment: Look for an AACR 2: Write down what the following
rules state: 21.4A, 21.5B, 21.6 and 21.8 – 21.17.
Added entries are made as provided in Rules 21.29 – 21.30- Write down
what the rule on added entries states
When cataloguing works emanating from one personal author, the main entry
for that work is the author. Study the following example:
Using the AACR2 and following the second level of description, prepare main
catalogue entries for books whose title page details and other relevant details
are provided below.
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a) A work by One Personal Author:
Other Details:
This book belongs to the teacher profession series and it is title number five.
It measures twenty three centimetres in height and twelve centimetres in
width. It has sixteen preliminary pages and text pages are marked seventeen
to two hundred and thirty nine. It has a bibliography covering pages 235-239.
Its ISBN is 0-2321-6543-5
Given the above details, the correct description for the above work would be
as follows when all the rules of indentions, capitalization, punctuations,
abbreviations and the order in which the elements should follow have been
observed:
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NB: In the Above Example,
The main entry is under the author’s name
Added entries are made under the subject, editor, Title and series
Only the first and second indentions have been used
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Other Details:
Given the above details where there is a work by two or three persons or
bodies, and principal responsibility is not attributed to any of them by wording
the work is entered under heading for the first named author (Rule 21.6C1).
The names of the second and third authors are included among the added
entries. The correct description of that work would be as follows when all the
rules of indentions, capitalization, punctuations, abbreviations and the order in
which the elements should follow have been observed.
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Activity 2: QUIZ: In the above catalogue entries, identify the rules applied
throughout the catalogue entry
i. The main entry is under the name of the first named author
ii. The second authors name is included among the added entry headings
iii. All the persons responsible for the intellectual ideas of the work
including illustrators are included under the area for statement of
responsibility as well as added entry.
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iv. Where bibliographies appear at the end of every chapter in the notes
area indicate: includes bibliographies.
When cataloguing a work that has three personal authors and none of the
authors has been named as the principle author, the AACR2 recommends that
the main entry for such a work should be made under the name of the first
named author.
Other Details
The book belongs to the sociology development series and it is title number
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ten. It has 7 unnumbered preliminary pages and text pages begin from
number up to add up to page seven hundred and sixty one. The book
measures 12.1cm in width and 11.2cm in height. It has a bibliography from
page 723 to page 734. Its ISBN is 99998-978-79. The book is illustrated and
all the illustrations are in colour.
Given the above details, the main entry of the above work will be under the
first named author and the other two authors would be included in the section
for added entries as follows:
The above work is produced by three personal authors and none of them was
named as the principal author. The main entry was under the name of the first
named author and added entries were made under the name of the second
and third authors. The decision is guided by rule 21.6C 1 of the AACR2 which
states that: If responsibility is shared between two or three persons or bodies
and principal responsibility is not attributed to any of them by wording or
layout, enter under the heading for the one named first. Make added entries
under the heading for the others.
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Activity 1: QUIZ: What do the rules in the AACR2 specify about the main entry
of a work produced by three authors?
Other Details
This book has twenty preliminary pages marked in roman numerals and other
text pages are numbered 1-343. The book is illustrated and some of the
illustrations are in colour. It measures eighteen centimetres in width and
sixteen centimetres in height. It has a bibliography from page 289-295 and its
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ISBN is 92-876-876-78.
Given the above details of a work by four personal authors, the work is
entered under the title since none of them has been named as the principal
author. The correct description of that work when all the rules of indentions,
capitalization, punctuations, abbreviations and the order in which the
elements should follow have been observed would be as follows:
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ii. Only the first named author is included under the statement of
responsibility area and (et. al.) used to mean “and others”
iii. The work is illustrated and only some of the illustrations are in colour.
Instead of indicating only ill., the description will be ill. (some col.).
A work produced under editorial direction is entered under the title and rule
21.7B of the AACR2 is applicable in that case. Added entries are made under
the headings for the editors, compilers, illustrators, or translators.
Activity 1: QUIZ: Who is an editor and how does an editor differ from an
author?
Below are details obtained from the title page of a book that has been
produced under editorial direction. From the details provided, you will notice
that there is no person named as the author. In that case, the main entry for
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that work cannot be under the author but under the book’s title.
Other Details
The book is 27.1cm wide and 22cm high. This paperback edition is title
number six in the Mathematics Education Series. Its ISBN is 0-7456-8769-6. A
bibliography is found at the end of every chapter. The book is illustrated and
some of the illustrations are in colour. Although the preliminary pages are
unnumbered, they add up to 13 and other text pages which are in Arabic
numerals start from page 1 to 267. The probable date of publication is 1999.
Given the above details of a work produced under editorial direction, the work
is entered under the title. The correct description of that work when all the
rules of indentions, capitalization, punctuations, abbreviations and the order in
which the elements should follow have been observed would be as follows:
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Activity 2: Discussion: Can an editor be taken as the author? What do the
rules specify?
i. There is no author and that work is enter under its title according to
rule 21.7 of the AACR2
ii. Added entries are made under the subject, names of the editor,
illustrator and the person responsible for the compilation of the
preface of the book.
iii. Since the actual date of publication is not indicated but what is
indicated is the probable date of publication, it is put in a question
mark and enclosed in parenthesis e.g (1990?). The decision is guided
by rule 1.4F7 of the AACR2.
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iv. The only indention applicable in this case is the Hanging Indention.
Activity 3: Assignment: What does rule number 1.4F 7 of the AACR 2 Specify
and how is it relevant?
A work emanating from one or more corporate bodies is entered under the
heading for the appropriate corporate body according to rule 21.1B 2 of the
AACR2.
Example:
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Other Details:
The preliminary pages are five while text pages begin from page 1-71. It is
twenty four centimetres in width and twelve centimetres in height. It is
illustrated and only some illustrations are in colour. It has a bibliography at the
end of every chapter. Its ISBN is 0I-789-098-06.
Given the above work emanating from a government, the description would be
as follows:
i. The heading is used first before the heading for the appropriate
corporate body (Rule 24.3E).
iii. The two dimensions i.e height and the width are given because
the width is greater than the height (Rule 2.5D 2).
Activity 2: Assignment: What does the general rule in the AACR2 specify
regarding works emanating from governments?
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7.5: Work emanating from other Corporate Bodies e.g a Subordinate
Example.
Other Details:
The above text is illustrated. It belongs to the “Human Rights Series” and it is
number 8. Preliminary pages are three and text pages are marked from page
one to two hundred and fourteen. It has a bibliography from page 210-212. Its
ISBN is 1-9898-9876-0. The dimensions are 14x12cm. Given the details above,
the description will be as follows:
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Activity 3: What does the term subordinate department of an organization
refer to?
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Other Details
Preliminary pages are unnumbered and add up to 17 and other text pages of
the proceedings are marked from page 18 to 301. This was published in the
year 2006 in both hard and paperback. The ISBN for the hard copy is 23-446-
565-53 while that for the paper back is 22-554-765-65. The proceedings were
later copyrighted in 2008. This paperback edition measures 12cm in width
and 10cm in height. It has a bibliography from page 289 to 295. Given the
above details, the description for the above proceeding will be as follows:
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NB: In the description above,
ii. Add the year in which the conference was held if the heading is
for a single meeting. Add specific dates if necessary (Rule 24.7B
3)
Subject cataloguing is the process which concerns itself with the subject
matter of items catalogued and it therefore includes classification and the
determination of appropriate subject headings for the items. The subject is
determined by use of a subject headings list of controlled vocabulary terms.
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9.3.2: Purposes of Subject Cataloguing
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The choice of terms for a subject headings list must be guided by the
following principles:
1. The reader as focus: This means that the heading chosen must be that
which the reader will seek in the catalogue i.e. If we know or can
presume what the reader will look under.
2. Unity: A subject catalogue must bring together under one heading all
the works which deal principally or exclusively with the subject
whatever the terms applied to it by the authors of the books.
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4. Serial phrases- These are phrases that give a series of nouns
which express a concept e.g. Hotels, motels. Or Associations, Institutions
LCSH is very comprehensive and is meant for large libraries. It is based on the
stock of the Library of Congress itself and because of the size of this stock,
the value of the list to small libraries is limited. Sears list on the other hand
was first prepared by Minnie Earl Sears in 1923 purposely for small libraries.
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UF Used For
BT Broader Topic
RT Related Topic
SA See also
NT Narrower Topic
Drug abuse 613.8; 616.8 -Use for materials on the misuse of drugs in a broad
sense. Materials limited to addiction to hard drugs such as opium, heroin etc
are entered under Narcotic habit. However, these scope notes are not
widespread.
Use of the Sears List of Subject Headings (Sears) and the Library of Congress
Subject Headings (LCSH) in libraries to determine the subject of a work is
essential for consistency purposes. These standard lists help to ensure all
items on a particular subject are found under the same heading. This makes it
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possible for such items to appear in the same place in the catalogue.
For instance, if the subject heading list indicates that all books about cats
should be assigned the subject CATS, using this authorized heading helps to
eliminate the possibility of listing under CATS and others under FELINES. Even
if the title of the book reads “All about Felines”, the subject heading assigned
to that book will be CATS and not FELINES. That way, all books on that
subject will be listed in one place in the catalogue for the patron to find. The
patron does not have to imagine all the possible synonyms for the word he is
looking for. By doing this, the cataloguer is able to observe the principle of
unity.
Such a work requires to be entered under the most specific subject possible
following the principle of specificity. The most likely subject heading would be:
NB:The subdivision finance is what the books dwells on (subject) while Kenya
is the geographic subdivision
- : If you come across a word preceded by one dash in the subject headings
e.g (– finance) it means that that word cannot be used alone and has to be
used in conjunction with another word. This requires the cataloguer to go
backwards and establish the root of that word which in the example above is
higher education
- - : Two dashes means that a particular word has subdivisions and those
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subdivisions can further be subdivided.
Kenya can only be used where the subject heading “higher education” has the
direction “May Subdiv. Geog.”
b. Record Structure
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c. The actual Content
Each field (field denotes the place where cataloguing data is entered) in a
MARC is represented by a three digit code (from 000-999) and it provides
particular information about the record it describes e.g author, title, ISBN,
publisher, date etc.
Field 100 for example is the field designated for the author of a work while
field 245 is designated for the title of a work and field 260 is for publisher.
Each field is further subdivided into subfields using a single letter or a number
designation. For example:
b---for publisher
MARC records are stored and transmitted as binary files with several MARC
records condensed together into a single file. MARC adopts the use of ISO
2709 standard to define the structure of each record. Library of Congress also
developed the MARC XML scheme as an alternative record structure. That
structure made it possible for MARC records to be represented in XML mark
up language.
10.3.3: Content
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determined by other standards like the AACR which defines how the physical
characteristics of books should be expressed. On the other hand, the Library
of Congress Subject Headings provides a list of terms that can be used to
describe the main content of an item.
MARC FIELD/
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800-840. Series added entry, - Title; personal author
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