Information Management

1. Information Management NoWAL CLIP, October 2008

2. What do we mean by “Information Management”? Simply, making information resources available.

3. “ The objective of the organisation of knowledge is to permit that information or knowledge to be found again on a later occasion…Poor organisation makes it difficult to find something later” Jennifer Rowley Organising knowledge: an introduction…Gower, 1987

4. Objectives: • To identify the basic principles of information management (3.1) • Explain the purpose and procedures of cataloguing, classification and indexing (3.2) • Analyse the key library/information functions within the following contexts: (2.2) • Internally • Within the parent organisation • Externally

5. Information resources are made available via a process • Selecting • Acquiring • Organising • Storing • Providing access (retrieval)

6. What is cataloguing? “ The organisation of information about an item in order to make it retrievable via a catalogue. ”

7. Descriptive cataloguing Hunter, Eric., Eric Joseph, 1930- Cataloguing / Eric J. Hunter and K.G.B. Bakewell.- 3rd ed. / revised and expanded by Eric J. Hunter.- London : Library Association, 1991.- xxvvii, 307p : ill ; 24cm .- ISBN 085157467X Bakewell, K.G.B., Kenneth Graham Bartlett, 1931- Cataloguing / Eric J. Hunter and K.G.B. Bakewell.- 3rd ed. / revised and expanded by Eric J. Hunter.- London : Library Association, 1991.- xxvii, 307p : ill ; 24cm .- ISBN 085157467X

8. The basic catalogue record: • Author • Title • Place of publication • Publisher • Date of publication • Edition • Number of pages • Number of volumes • Location (Class number) Points of entry

9. MARC (Machine Readable Catalogue) • Developed mainly to help the production of British National Bibliography (BNB) • Helps the exchange of electronic catalogue records • Cataloguers use a pre-designed form

10. Hunter, Eric., Eric Joseph, 1930- Cataloguing / Eric J. Hunter and K.G.B. Bakewell.- 3rd ed. / revised and expanded by Eric J. Hunter.- London : Library Association, 1991.- xxvvii, 307p : ill ; 24cm .- ISBN 085157467X

12. Descriptive cataloguing Anglo - American Cataloguing Rules 2nd edition

13. Anglo-American Cataloguing Rules (AACR2, Rev) • Adopted by most English speaking countries, translated into 14 foreign languages • “Designed for use in the construction of catalogues…The rules cover the description and provision of access points for all library materials commonly collected”

14. Problems • Interpretation - International - Local • Access points - Forms of heading

15. Approaches to providing access to information • Author • Title • Subject

16. Title • Now the accepted “main” form of entry

17. Who should do cataloguing? • Specialists more able to provide quality catalogue records, but • Most records now “bought in” - therefore cataloguing becomes an editing job • Cataloguers now work for library supply companies!

18. Problems in cataloguing (1) • Ensuring consistency • Cronin, A • Cronin, A.J. • Cronin, Anthony • Cronin, Anthony J. • Cronin, Anthony John • Cronin, A. John

19. Problems in cataloguing (2) • Who is the author? • Single author • Two or more authors • A corporate author eg government departments

20. Problems in cataloguing (3) • How to treat works without authors: • Unknown author • Edited works

21. Problems in cataloguing (4) • Corporate authors • Use the name by which commonly identified • Governments • Government bodies • Government officials • Legislative bodies • Conferences, congress, symposia, meetings • Subordinate and related bodies

22. So why catalogue??? • Accessibility • Quality • Co-operation

23. Conclusions Cataloguing rules enable the description and organisation of information in order to make it logically and easily retrievable.

24. Classification

25. Classification The object of classification is “to create and preserve a subject order of maximum helpfulness to information seekers”

26. Classification Documents are classified so that, when an individual seeks an item on a particular topic, the documents on that topic can be retrieved.

27. Some history… • Fixed locations • Melville Dewey (1851-1931) • Relative locations • DDC published 1876

28. Classification • “Relative” location of subjects is a great time-saver – permits browsing • Allows subjects which are growing to preserve the shelf arrangement • Subjects are first broken down into sub-groups, which are then assigned a numeric code. • Notations: shorthand for class names

29. DDC22 • DDC22 in 4 Volumes • Vol. 1 = Introduction & tables • Vol. 2 = Schedules 000-599 • Vol. 3 = Schedules 600-999 • Vol. 4 = Relative index & manual

30. 000 Generalities 100 Philosophy & Psychology 200 Religion 300 Social Sciences 400 Languages 500 Natural Science & Mathematics 600 Technology & Applied Science 700 The Arts 800 Literature 900 Geography & History Principles of Dewey Ten main classes

31. Principles of Dewey • 300 = Social Sciences • 330 = Economics • 338 = Production

32. Hierarchy 600 Technology and applied sciences 630 Agriculture & related technology 636 Animal husbandry 636.7 Dogs 636.72 Non sporting dogs 636.728 Poodles

33. Tables Vol.1 • Table 1=Standard subdivisions • Table 2=Geographic areas, historical periods, persons • Table 3=Subdivisions from the arts, for individual literatures, for specific literary forms • Table 4=Subdivisions for individual languages and language families • Table 5=Racial, ethnic, national groups • Table 6=Languages • Table 7=Groups of persons

34. Using the Tables Dictionary of Wine Making 641.87203 Biography of a Ballerina 792.8092

35. Rules of 0 -07 Teaching Mathematics = 510 Teaching maths = 510.7 Animal husbandry = 636 But husbandry of small animals = 636.07 Teaching animal husbandry = 636.007

36. Number Building The Travel Industry 338.4791 Careers in the Travel Industry 338.4791023

37. Problems • Services to blind children with mental illness. • Services to the blind 362.41 • Services to children 362.7 • Services to mentally ill 362.2 add –08 from Table 1

38. Problems Bias American/Christianity Either / or First of two rule Too long numbers: 338.47677210942733 = Cotton manufacturing industry in Manchester

39. Further Information DDC Multimedia Tour at: http://www.oclc.org/dewey/about/ddctour/index.htm Practice Dewey at: http://www.thrall.org/dewey/

40. Library of Congress • Was a special scheme for the L 0f C • Based on the contents of the library, rather than any theory! • Each main subject is separate • Uses a combination of letters and numbers in its notation eg QD400 • Used by some UK university libraries

41. Universal Decimal Classification (UDC) • Loosely based on Dewey, but more flexibility available (uses “facets”) • Used in special libraries • Is a British Standard! • Uses arbitrary signs (eg + / :) to show relationships - confusing shelf order

42. Bliss Bibliographic Classification • Henry Bliss, 1935, revised by staff at University of North London • Logically arranged • Subjects developed from general to particular • Notation is alphabetical eg TB - Economic History • Not widely used

43. Other schemes • London Classification of Business • INSPEC • Moys’ Classification Scheme for law books • FIAF classification for literature on film and television

44. Functions of classification in summary • Assists physical arrangement of items on shelf • Helps users to find out what is in the collection - the full collection is revealed • Classification is used for arranging published catalogues and bibliographies • Supports reference services