LLE 2022 REVIEWER

Acknowledgment

This Librarians Licensure Examination (LLE) Reviewer was initiated from our desire to provide affordable and accessible options to LLE takers during this pandemic and beyond. We opted to collate all available LIS resources to augment existing available LLE reviewers. The questions were adapted and extracted from other review materials, textbooks, and books carefully consolidated into a six-part reviewer. Other key sources and practice sheets are also appended.

Thisreviewerwouldnothavebeenarealitywithoutthecontributions of the generous librarians and specialists. They shared their knowledge through notes, outlines, questionnaires, resources, and guides that created these compiled notes and questions. We express gratitude to the contributors and peer reviewers for the 2020 and 2021 edition.

Appreciations also go to our colleagues who have supported us in this endeavor. We are also thankful for the kind and critical inputs of other library professionals who rectified several information published earlier; all in the name of helping aspiring librarians in their examination. We also tried making a Google Forms version of the questionnaires so reviewers could practice and retake the exams as much as they want.

Lauren P. Kipaan Director of Libraries

Benguet State University Library and Information Services

LIBRARY ORGANIZATION

AND MANAGEMENT

Management is the activity of directing people’s work to achieve organizational goals or simply getting things done through people. As an art, the mere application of the general principles can be subjected to personalized interpretations of each individual. That there can be many means to achieve the end target. It requires skills from the manager for these means to work out. For example, communicating, leadership, and goalsetting tasks need skills derived from theoretical principles. As a science,

management starts with observation and follows organized steps. The scientific approach to management is applied during the decision-making process, planning, and integrating technological innovations into library operation.

Evolution of Management Theories

Things to Remember Persons to Know Scientific Management Movement

-Also known as machine model

-Assumed that workers are economically motivated -Intending to increase production with less time, proponents of this movement introduced several studies to help companies to become more efficient through changing procedures and using inventions.

-The task bonus system is modified from Taylor’s “a fair day’s pay for a fair day’s work” premise, which means a worker should get “a fair day's pay for a fair day's work” no more, no less. If the worker didn’t work the fair day’s work, he doesn’t deserve a fair day’s pay. Task bonus

-Frederick Taylor is the Father of the Scientific Management Movement.

-Along with Frank and Lillian Gilbreth, Taylor conducted the Time and Motion study to find out how to work as efficiently as possible. While Taylor focused on reducing time to increase production and profit, the Gilbreths worked on reducing the work, or the motions are made in a task, focusing more on the worker.

-Henry Gantt also approached the goal of increasing efficiency scientifically. Gantt devised a task

system is also called a progressive rate system preferred by workers willing to work harder for additional wages.

-With the introduction of standard time for a task to be done, the Gantt chart was the tool used to provide a graphic representation of the tasks to occur in a specific period of time.

Classical movement

-Also called the traditional or Universalist school, focusing on a holistic view of the organization resulting in a body of knowledge called the administrative management theory. Both the founders of the theory of management, Henry Fayol and Frederick Taylor, believed that workers are naturally lazy, and they can be motivated by higher wages.

and bonus system, where workers finishing the standard task assigned for the day received a bonus on top of their daily wages. Underperforming workers were not penalized, and they still received their daily wage, irrespective of the work they had completed that day.

-Henry Fayol is the father of the classical movement.

-Max Weber designed the bureaucratic mode and the rules and procedures for a theory of structure in organizations. -Max Weber divided organizations into hierarchies, establishing strong lines of authority and control.

-Lyndall Urwick and Luther Gulick set the organization and system movement, which distinguished administration and scientific management applicable to the operational level. They also devised the acronym POSDCORB known in management.

Human relations school

-The maxim in human relations school is "a happy workforce is a productive workforce." Because

-Elton Mayo founded the human relations movement. With his famous Hawthorne study, which

management is getting things done through people, management study should center on interpersonal relations, thus making personnel administration prominent.

1. One of the movements under the human relations school is the human behavior movement which assumes that if management makes employees happy, maximum performance will be achieved.

2. Another movement is the selfactualizing movement which encourages employees to develop social groups, move toward employees' participation in management, and allow democracy within the organization.

led to the Hawthorne effect being coined as an increase in worker productivity produced by the psychological stimulus of being singled out and made to feel important, four general conclusions were drawn:

1. The aptitudes of individuals are imperfect predictors of job performance.

2. Informal organization affects productivity. The Hawthorne researchers discovered a group life among the workers.

3. Work-group norms affect productivity.

4. The workplace is a social system.

-Chester Barnard's idea of contribution-satisfaction equilibrium is one key concept in this movement. Barnard emphasized the role of communication as the first function of managers.

-Peter Drucker introduced MBO or Management by Objectives.

--Abraham Maslow proposed that hierarchy of needs, saying people have a complex set of needs. Selfactualization is the highest need in the hierarchy.

-Douglas McGregor contributed Theory X and Theory Y.

System Approach

-The systems approach regards the organization as a total system; divided into three movementsdecision theory movement, general systems theory movement, and psychological theory movement.

1. Decision theory movementThis movement introduced mathematical methods and quantitative models to serve as the basis for all management decisions. This movement also leads to the introduction of management information systems (MIS) and decision support systems (DSS).

2. General systems theory movement - General systems theory movement integrates knowledge from the biological, physical, and physical sciences.

3. Psychological theory movement - This movement views the human being as a complex organism metamorphosing through

1. Theory X assumes that employees dislike work, are lazy, and dislike responsibility, and must then be coerced to perform.

1. Theory Y assumes that employees like work, are creative, and like responsibilities, and can exercise self-direction.

-Chester Barnard is the first person to utilize the systems approach in the field of management. Apart from being considered a behaviouralist as he emphasized the psychological aspects of management such as “contribution-satisfaction balance,” he is regarded as a systems theorist simultaneously as he viewed organizations as a social system.

-Early contributors of systems approach include Ludwing Von Bertalanfty, Lawrence J. Henderson, W.G. Scott, Deniel Katz, Robert L. Kahn, W. Buckley, and J.D. Thompson. -Ludwig van Bertlanffy is the father of general systems theory movement. He was the first to talk about the "system theory of organisms." At this point, a system refers to a set of elements standing

physiological and psychological stages to maturity. This movement includes a contingency approach/management-situational approach.

in interrelation among them and with the environment.

-The psychological theory movement was based on the personality theory.

Managerial Levels

Management Functions

PLANNING

The function of management involves an assessment of the future, the determination of desired objectives, and the development of alternative courses to achieve such objectives.

ORGANIZING

The function of management determines the specific activities necessary to accomplish the planned goals. It is aimed to group the activities into a logical framework of the structure, assigning authority and responsibilities to people for their accomplishment.

LEADING

The managerial function enables managers to communicate with and influence subordinates towards the achievement of organizational goals. An important ingredient of this function is motivation - the willingness to exert high levels of effort towards organizational goals, conditioned by the effort's ability to satisfy individual needs. Also called Directing.

CONTROLLING

It is the function of monitoring performance and undertaking corrective action(s) to assure the attainment of predetermined goals and objectives of the organization.

For top level managers, majority of their tasks involves planning and decision-making which are conceptual skills. Interpersonal skills are used by top level managers to effectively cooperate with te mid-managers and make the line of command to work well.

For middle managers. Interpersonal skills are key to implement the goals of the organization as a bridge of the plants to the outputs. Being one to perform organizing and staffing, middle managers need to have conceptual skills also for decision-making.

For low level managers, technical skills are key to perform processes, procedures, or techniques as efficient as possible. As a role model of other staff, they must also have the interpersonal skills to be able to work with others. Conceptual skills are used on individual decisions or tasks. They are also used by low level managers in plans intended for a short range of people involved.

PLANNING

Planning is a never-ending or continuous process because after making plans, one has to be in touch with the changes in changing environment and selecting one best way. One of the things done in planning is assessment. It is the first thing done to better understand what might affect the organization while implementing its plans.

SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis

SWOT analysis is one of the most popular strategic analysis models. It involves looking at the strengths and weaknesses of an organization and any opportunities and threats to the organization. It allows planning based on the internal environment to be prepared for the external environment. ▪

TOWS (Threats, Opportunities, Weaknesses, Strengths) analysis

TOWS Analysis is a variant of the classic business tool, SWOT Analysis. Instead of just identifying strengths, weaknesses, opportunities, and threats, it allows you also to identify certain directions on how to put together each factor into context for example, maximizing strength to maximize opportunities, maximizing strength to minimize threats, minimizing weaknesses by taking advantage of opportunities, or minimizing weaknesses while avoiding threats. ▪

PESTLE (Political, Economic, Social, Technological, Legal, Environmental) analysis

PESTLE analysis is a fundamental tool for planning. It is a method of assessing your business environment and its possible impact on the organization’s performance. This analysis helps determine the effect of the six external factors on the organization in terms of duration of impact, type of change, rate of impact, and importance. ▪

SOAR

(Strength, Opportunities, Aspirations, Results) analysis

SOAR is an acronym standing for Strengths, Opportunities, Aspirations, and Results. Strengths and opportunities focus on your present situation, whereas aspirations and results focus on your desired future situation. It is a strategic planning tool that can help your organization create and execute its strategy by focusing on your strengths and leveraging your organization’s opportunities.

Several planning techniques

•Standards – the use of guidelines developed by various professional groups to have a definite target on planned actions to be undertaken.

•Forecasting – library manager predicts based on the assumption about the future. Forecasting is deemed accurate because forecasts are derived by analyzing a set of past data from the past and presents trends. The analysis helps in coming up with a model that is scientifically backed and the probability of it being wrong are minimal.

•Projections – library manager outlines a trend of events based on some type of analysis or qualitative judgments. Although the process is the same with forecasting, projections reflect the desired outcomes while forecasts are most likely to happen or more reasonably attainable.

•Predictions – library manager formulates an opinionated event to happen or plan of action based on the facts and information available. Predictions may also be drawn with or without facts.

VMGO (Vision, Mission, Goals, Objectives)

Planning is manifested in the VMGO of the organization. Although it is not the only time where planning is done, VMGO draws the lines of limitations and targets of an organization. It formalizes the planning that has been done.

Vision - the object of imagination of the library or an act of foresight. Mission - it is the self-imposed duty of the organization.

Goals - general statement referring toward which efforts the library is directed.

Objectives - measurable actions to be achieved by the organization. Activities - predetermined act toward achieving library objectives.

Procedures - standard operations performed by the library staff in dealing with specific activities.

Strategies - These are long-term objectives, state course/courses of action adopted, and allocation of resources needed. They serve as a framework that will guide thinking and action.

Policies - verbal, written, or implied overall guide sets up limits and directions around which managerial action occurs.

a. Originated policy - This type of policy is developed to guide the general operations of the organization. They flow mainly from the objectives and are the primary source of policymaking in an organization.

b. Appealed policy - This forces a decision or policy. These are made out of snap decisions.

c. Implied policy - This type of policy is unwritten and is developed from actions that people see about them and believe to constitute policy.

d. External imposed policy - This type of policy comes through several channels. They dictate the working in an institution.

ORGANIZING

Organizing is manifested in the organizational chart as it is the basic tool to show authority relationships. It identifies the line of command and which tasks are to be done by each person in the chart. It is the process or function of determining the structure for allocating individual tasks and coordinating activities.

Organizing Principles

•Centralization - This indicates that authority is concentrated at the highest echelon of the hierarchy and that those at the top make most decisions.

•Decentralization - Contrast to centralization, authority to make decisions is pushed down in the organizational structure.

•Delegation - This is the downward transfer of formal authority from one person to another within prescribed limits.

•Departmentation - This is the basis on which work and individuals are grouped into manageable units. It could be either based on the number of workers, function, territory, product, customer, or process/equipment.

•Line and staff positions - Line positions are responsible and accountable for the organization's objectives. Staff positions provide support to the line position.

•Scalar principle of hierarchy - This determines the chain of authority ranging from the ultimate to the lowest ranks.

•Span of control - This refers to the number of people and/or activities a manager can efficiently manage.

•Unity of command - The main idea here is that every person within the organization should order from and report to only one person. Staffing is the function that involves recruitment, selection, hiring, placement, and development of human resources required by the organization. It is also called human resource administration. It sees to it that a qualified person is selected for each position.

The Staffing Process

LEADING

It is a leadership and management function that is highly humanistic; enables managers to get things done through people – both individually and in groups. It instills both a sense of responsibility and accountability to every member of the organization.

Responsibility and Accountability

Responsibility - is the obligation to do an assigned task. Accountability – means the obligation and initiative to carry out established plans.

Leading is not simply making people do a task or carry out plans; they must also have a reason why they must accomplish something and contribute to the organization. That is where motivation enters.

There are several approaches through various theories in motivation. 1. Maslow's Hierarchy of Needs - Abraham Maslow proposed that people have a complex set of needs arranged in a hierarchy of importance. They do not operate at once but are organized in successive levels, and one need has to be satisfied sufficiently before the need becomes operative.

2. Hertzberg's Two-Factor Theory - Frederick Hertzberg and his associates distinguished between lower-level and higher-level needs and said that the best way to motivate someone is to rearrange the job to make the job more interesting and challenging. This is a way to develop a sense of satisfaction in accomplishing the challenge on the task.

3. McGregor's Theory X and Y - Theory X assumes that workers are lazy, dislike work and responsibility, and must be coerced to perform. Theory Y assumes that workers are creative and like work and responsibility, and they can exercise self-direction.

4. Victor Vroom’s Expectancy Theory – This assumes that it is not enough to offer the person something to satisfy his or her important needs, but the person must also be reasonably sure that he can obtain the reward. It could be summed into the formula of motivation which is Motivation = (Expectancy)x(Instrumentality)x(Valence).

Expectancy is the belief that effort leads to performance

Instrumentality is the belief that performance leads to an outcome

Valence is the extent to which one values the outcome.

5. David McClelland’s Achievement-Power-affiliation Theory - This was developed by David McClelland. It is focused on three (3) crucial needs; need to achieve, power, and affiliation.

6. B.F. Skinner’s Behavioral Modification – Skinner believed behavior is shaped through systematic reinforcement and that punishment has limited effects. The use of positive reinforcement to control or modify the behavior of individuals or groups. It is encouraged that desired behaviors should be reinforced.

7. Clayton Adlerfer’s ERG Theory - Clayton Adlerfer reworked Maslow's hierarchy of needs theory. He argued that there are three groups of core needs: existence, relatedness, and growth. In contrast to Maslow, ERG theory assumes that more than one need may be operative simultaneously.

If the gratification of a higher-level need is hushed, the desire to satisfy a lower-level need increases.

Leadership is an essential tool for leading or directing. It is the ability to influence people toward the attainment of goals. An effective leader has the ability to influence others in the desired direction and thus can determine the extent to which both individual employees and organizations as a whole reach their goals.

The leadership grid is a measure that involves two primary concerns in the organization: concern for production and concern for people.

James McGregor Burns identified two types of leadership styles:

•Transactional leader - This is a leader who sees job performance as a series of transactions with subordinates. The transactions consist of exchanging rewards for services rendered or punishments for inadequate performance.

•Transformational leader - This type of leader is skilled at getting subordinates to transform their self-interest into the interest of the largest group. They bring out the best in their subordinates.

According to Fred Fiedler, three situational variables determine how favorable any particular situation is for a leader. These three constitute Fiedler's Leadership Contingency Model.

1.Leader-member situation - the degree to which members like and trust a leader and are willing to follow him/her

2.Task structure - the clarity and structure of the elements of the tasks to be accomplished

3.Power position - the power and authority that are associated with the leader's position

Different types of leadership

1. Autocratic leadership – also known as authoritarian, coercive or commanding, this kind of leadership is run by decisions of the leader alone without prior consultation from anyone. This is effective in cases of crisis situations when immediate decisions are need.

2. Affiliative leadership – uses emotional bonds and the idea of belongingness. Focused on building trust and particularly effective during heightened stress. This is effective in boosting morale, improving communication and creating harmonious working environment but fragile due to its strong basis on trust.

3. Bureaucratic leadership – the textbook style of leadership and pure base decisions on established policies and practices. Deemed ineffective during crisis due to struggle in responding to change.

4. Participative leadership – values the knowledge, skills, and diversity of the team members. This is similar to transformational leadership where participative leaders could empower lower-level employees to exercise authority and prepare them for higher functions and scope of responsibility.

5. Delegative leadership – also known as the laissez faire which translates to “Let them do”. A delegative leader entrusts decisions and offer

minimal interference. This is opposite to affiliative where the team puts their trust on their leader.

6. Absentee leadership – could develop from Laissez-faire leadership. Absentee leaders are "people in leadership roles who are psychologically absent from them. They were promoted into management, and enjoy the privileges and rewards of a leadership role, but avoid meaningful involvement with their teams." Absentee leaders take value out of an organization without putting value in.

7. Emergent leadership - Emergent leadership is a type of leadership in which a team member is not appointed or elected to a leadership role. Instead, their leadership develops over time as a result of the team’s interaction. An emergent leader needs to rely on influence rather than authority, and often team members don’t immediately accept a new leader who has not been appointed or elected.

8. Pacesetting leadership – this is the one who leads by examples. They set high standards for themselves in the hope that others will follow suit. A team comprised of self-motivated, high-performers who value continuous improvement will thrive under the direction of a pacesetting leader.

9. Inspirational leadership – somehow similar to leading by examples but not by mere credentials, standards, or actual observable actions. Instead, these leaders influence those around them positively and motivate others towards success. This could be due to known adversities, radiating positivity and passion, displayed integrity and principles are seen as leadership qualities that people could be moved to improve or perform better. This could be consciously or unconsciously employed.

10. Servant leadership - A servant leader is focused primarily on the wellbeing of people and the communities to which they belong. Servant leaders share authority, put the needs of others first, and help people realize their full potential. They are concerned more with the well-being of the societies in which they operate than their own functional

responsibilities. In a servant leadership organization, the leader exists to serve his or her direct reports, not the other way around.

11. Strategic leadership - The main objective of strategic leadership is productivity. To achieve this objective, a strategic leader must develop an environment in which their employees are able to forecast the organization’s needs within the context of their own responsibilities. Rewards and incentive programs are popular tools employed by strategic leaders to encourage employees to consistently perform at a high level. Somewhat similar to transactional leadership.

12. Visionary leadership – visionary leaders are natural born problems solvers and rely on abstract thinking to visualize possibilities that most are unable to see. This kind of leadership creates a culture of innovation among employees, contrary to bureaucratic where innovation and creativity is stifled. They rely heavily on others to execute the vision. Steve Jobs is an example of a visionary leader: passionate, open-minded, and creative, he was most effective at inspiring forward momentum and creating a culture of innovation during his two stints at Apple.

13. Transparent leadership - means leading with transparency, openness and honesty. These leaders keep their team in the loop and share information freely. The most important role of a leader is to set a clear direction, be transparent about how to get there and stay the course.

14. Situational leadership – it where a leader adapts various leadership style depending on the situation. Does not have permanent kind of approach but is able to flexibly change behaviors based on the current situation.

Communication is another essential tool for leading or directing. It provides cohesiveness and direction in an organization. The typical elements of this process include the following.

1.Source - This is the sender of the message. The source has some thought, need, or information to communicate.

2.Message - The source has to encode the information in some form that both sender and receiver can understand.

3.Channel - This is the link between the source and the receiver.

4.Receiver - This is none other than the recipient of the message.

5.Feedback - This is the receiver's response and the nature of activities carried out by the receiver.

Forms of Communication

•Written communication - This form of communication provides a lasting record and ensures uniformity in matters like policy.

•Oral/verbal communication - In this form of communication, there is instant feedback through which clarifications can be accomplished.

•Non-verbal communication - Unwritten or unspoken; this can provide many clues to an observer. Body language is a particular type.

Organizational Communication Flows



Downward - Downward communication is when company leaders and managers share information with lower-level employees. Unless requested as part of the message, the senders don’t usually expect (or particularly want) to get a response. An example may be an announcement of a new CEO or notice of a merger with a former competitor. Other forms of highlevel downward communications include speeches, blogs, podcasts, and videos. The most common types of downward communication are everyday directives of department managers or line managers to employees. These can even be in the form of instruction manuals or company handbooks.



Upwards - Information moving from lower-level employees to high-level employees is upward communication (also sometimes called vertical communication). For example, upward communication occurs when workers report to a supervisor or when team leaders report to a department manager. Items typically communicated upward include progress reports, proposals for projects, budget estimates, grievances and complaints, suggestions for improvements, and schedule concerns.



Sometimes a downward communication prompts an upward response, such as when a manager asks for a recommendation for a replacement part or an estimate of when a project will be completed.

Horizontal - Horizontal communication involves the exchange of information across departments at the same level in an organization (i.e., peer-to-peer communication). The purpose of most horizontal communication is to request support or coordinate activities. People at the same level in the organization can work together to work on problems or issues in an informal and as-needed basis.



Grapevine - Grapevine communication is defined as unstructured and Informal network formed on social relationship rather than organizational charts or job descriptions. It is actually an informal vehicle through which message flows throughout the organization.

CONTROLLING

Controlling is the function of monitoring performance and undertaking corrective action(s) to ensure the organization’s pre-determined goals and objectives.

There are several techniques employed in controlling.

1. Evaluation - This identifies areas needing improvement with an aim toward corrective action.

2. Cost-benefit analysis - This is a systematic approach that seeks to:

•determine whether or not a particular program or proposal is justified, •rank various alternatives appropriate to a given set of alternatives, and

•ascertain the course of action needed to attain these objectives.

3. Management information system (MIS) - This is a technical tool to gather data, summarize it, and present it as information to be used in the control process and decision-making.

4. Decision support system (DSS) - As an extension of MIS, it takes advantage of the continuous development in the database management and modeling arena to offer software that supports computerized decisionmaking.

5. Operations research - This is an experimental and applied science devoted to observing, understanding, and predicting the behavior of purposeful systems. Operations researchers are actively engaged in applying the knowledge to practical problems.

6. Program evaluation and research technique (PERT) - PERT is a method of planning and scheduling work that involves identifying all the key activities in a particular project, devising the sequence of activities, and arranging the duration of time for the performance of each phase of the work to be done.

Budgeting

A special part of the controlling function is budgetary control - the method of rationalization whereby estimates covering different periods of time are, by the study of statistical records and analytical research of all kinds, established for all, and everything that affects the life of a business concern can be expressed in figures.

There are various techniques in budgeting that an organization can consider. Here are some of them.

1. Line-item budgeting - This is the most common technique. In this technique, the budget is divided into broad input classes or categories (such as salaries or wages, materials and supplies, equipment, capital and expenditures, and miscellaneous), with further subdivisions within these categories. It can be inflexible unless the system allows the reallocation when there is a need to do so. This budget is easy to prepare. Most of the allocations are done by simply projecting current expenditures to next year, taking cost

increases into account. However, this technique has almost no direct correlation with the organization's objectives.

2. Lump-sum - In this technique, there is a certain allocation given by the parent institution to its sub-units, and it is up to the manager of each subunit to decide how the sum will be broken into categories.

3. Formula budgeting - This uses pre-determined standards for the allocation of financial resources. It is expressed in terms of a percentage of the total institutional budget.

4. Program budgeting - Here, the budget is concerned with a particular program with its set of activities and not with the individual items or expenditures. It maintains that it is possible to relate the programs to accomplishments to time/action objectives or activities stated in output terms in the strategic planning process.

5. Performance budgeting - In this technique, expenditures are based on the performance of activities and the efficiency of operations. Therefore, it weighs more on quality over quantity of service. It is based on cost-benefit analysis.

6. Planning Programming Budgeting System (PPBS) - This was developed in the US by Rand Corporation and was introduced to the Department of Defense by Robert McNamara in 1961. At that time, President Lyndon B. Johnson directed all government agencies, including government-run universities and colleges, to implement it. By 1965, it was used by all agencies. The technique combines the best of both program budgeting and performance budgeting. The emphasis is on planning and evaluation. It begins with the establishment of goals and objectives and introduces controlling measures. PPBS has the following specific steps:

•Identifying the objectives of the organization

•Presenting alternative ways to achieve objectives with cost-benefit ratios presented for each

•Identifying activities that are necessary for each program

•Evaluating the result so that action can be taken

It combines planning (stating objectives), translating into a program, and stating requirements in budgetary terms (financing). The key to success is the selection of criteria for evaluating each alternative against relevant objectives.

7. Zero-based budgeting - This focuses on two basic questions:

• Are the current activities efficient and effective?

• Should current activities be eliminated or reduced to fund higher priority new programs or reduce the current budget?

It requires organizations to review and evaluate each of their service programs and activities based on output measures and costs.

Marketing

Marketing is the analysis, planning, implementation, and control of carefully formulated programs designed to bring about voluntary exchange of values with target markets to achieve the organization's objectives. The marketing mix consists of the following:

1. Product - This is the tangible commodity or the intangible service that an organization offers to its customers/clients.

2. Price - This refers to the amount of money customers/clients are willing to part with to avail or use a product or service being offered.

3. Promotion - This is the provision of relevant information to prospective customers/clients to persuade them to patronize a product/service.

4. Place - This determines the availability in the right direction of an organization's product/service and the accessibility of channels of distribution.

SCHOOL LIBRARIES

I.HISTORICAL DEVELOPMENT OF SCHOOL LIBRARIES

John Newberry (9 July 1713 - 22 December 1767)

- the "Father of Children's Literature." He was the first to conceive the idea of publishing books for children ▪

Late 1800- School library services evolved ▪ 1876- Beginning of the Modem American Library movement

• Creation of the American Library Association (ALA) led by Melvin Dewey.

• School Libraries were made of a small collection ▪ 1910- a High school library section was built within the New York State Teachers Association.

• School Librarian primarily role is clerical New York- recognized Librarians as Teachers rather than clerks. ▪

1914- American Association of School Librarians (AASL) begin as the School Library section of the American Library Association

• Board of education adopted regulations that made salaries of qualified high school librarians comparable to teachers and also recommended that librarians should be graduate of a one-year course approved library school (Morris, 2010) ▪

1915- California School Library Association was formed

• The Committee set the first library standard as a report for schools of different sizes in the United States on Library Organization and Equipment (CLOE) within the Department of Secondary Education of the National Education Association (NEA). ▪

1920- The first effort of evaluating the school libraries was conducted by the Library and education communities. ▪

1960s- The greatest period of growth and development for school libraries due to the increased support from private and public funds for education. ▪

1963-1968- Knapp School Libraries Project- funded the establishment of model School library media centers across the country.

▪

1965- passage of Elementary and Secondary Education Act (ESEA)school libraries received significant federal support - part of the Great Society legislation, which included Library Services and Construction Act, Higher Education Act.

▪ 1969- first joint standards entitled "Standards for School Media Programs" published by AASL and NEA Department of Audiovisual Instruction (DA VI) coordinated by Frances Henne-terms media, media specialist, media center, media program were used.

▪ 1975- DA VI become Association for Educational Communications and Technology.

▪ 1989- California changed professional Library credential title to Library Media teacher.

▪

Information Power (AASL & AECT, 1998)- standards expanded the role of SLMS to instructional partner & program administrator aside from the roles of teacher and information specialist.

▪ 1999- School libraries adopted the IFLA/UNESCO School Library Manifesto

"The school library provides information and ideas that are fundamental to functioning successfully in today's information and knowledge-based society. The school library equips students with lifelong learning skills and develops the imagination, enabling them to live as responsible citizens."

School Mission:

School library services must be provided equally to all school community members, regardless of age, race, gender, religion, nationality, language, professional or social status.

✔ Services and materials must be provided for those who are unable to use mainstream library services and materials.

✔ Access to services and collections should be based on the United Nations Universal Declaration of Human Rights and Freedoms. It should not be subject to any form of ideological, political, or religious censorship or commercial pressures.

Goals of the school library: SLMC is "integral to the educational process.” (IFLA/UNESCO School Library Manifesto, 2006)- latest revision ▪

2000- School Library Media specialists become instructional partners in curriculum development and assume active instructional roles in their schools.

- Information literacy advocates

- School Library Media Centers become more virtual ▪

2007 - First book on the new standards for SLMC, entitled "Standards for the 21st-century learner (AASL, 2007) ▪

2008- Leaming4life (AASL, 2008) ▪

2009- Standards for the 21st century Leamer in Action (AASL, 2009b)

-Empowering learners: Guidelines for School Library Media Programs (AASL, 2009a)

5 Roles of SLMS (AASL, 2009a): 1) Teacher 2) Instructional Partner 3) Program Administrator 4) Information Specialist 5) Leader

II. SCHOOL LIBRARY IN THE PHILIPPINES

1898- end of the Spanish-American war opened a new chapter in Philippine history. ▪

1898-1945- American government was committed to establishing a public education system and strong public service in the Philippines, library development made an impact.

Lois Stewart Osborn- introduced the modem concept of a school library in the Philippines.

Pampanga High School Library- First school library in the Philippines

- All other library developments were made possible through the initiative and effort of the American scholars and librarians who

came to work for the US public service and the Filipino scholars who carried a tradition from the previous century.

▪ 1946 to Today- growth of Modern Libraries in the Philippines.

▪ 1998- each elementary and secondary school must have a functional library. Schools without libraries must establish them; those with libraries must improve them (DO 6, s. 1998 - Policies and Programs for School Library Development)

III. 21ST CENTURY SCHOOL LIBRARY School Librarian

► is responsible for working with teachers to enrich the instruction program through supplementary materials of every description, provide the necessary materials, organize them for efficient use, teach the students what the materials are and how they are used. Ideally, there should be one librarian for every 500 students.

►It must reflect the needs of its school population, it must be properly and adequately equipped to meet the needs of the curriculum and the users, the set of standards must be followed.

Roles of School Libraries in Education

1. Vital instrument for quality education which helps students and teachers find the information they need to carry out classroom learning activities and to satisfy their interests.

2. Center of information sources. (Audio-visual center, and instructional materials center whose functions include the following: systematically collect, classify, store, and retrieve information, and assist in adopting this information to suit their intended use).

3. It is a learning laboratory for developing critical thinking that promotes multiple literacies.

4. Student Services: Reading, Viewing, and listening; reference; instruction

5. Teachers and administrators’ services: Curriculum development, assisting in the use of materials

6. Library is a service center, reading center, guidance center, material production center, and most importantly, teaching-learning center. The library should be the center of a school is an integral and indispensable part of it (DO 6, s. 1998)

Roles and functions of the school library and media center

1) Information Center

• Updates teachers of recent library acquisitions

• Makes teachers aware of materials available for pupils’ use

• Establishes linkages with community and other civic organizations

• Continuously updates library collection

• Continuously promotes reading habits and awakens deeper awareness of the importance of the library

• Provides consultancy services on the preparation and development of information media

• Demonstrates innovations in teaching strategies

• Implements programs to help improve library facilities and service

2) Audio/Video Center

• Makes available to pupils and teachers varied materials like films, slides, filmstrips, etc.

• Makes available to pupils and teachers equipment like projectors, VCR systems, cassette tape recorders, film projectors, computers, etc.

• Provides a space for teachers to program materials

• Houses the projection area where previewing audio-visual materials is done.

3) Learning Materials Center

• Develops skills in reading, writing, speaking, learning, visual literacy, mathematics, etc.

• Diagnoses learners’ need and evaluates pupil growth and development

• Makes available collection of information media to enhance the teaching-learning process

• Includes general references like encyclopedias, atlas, maps, etc. to the collection, as well as textbooks and supplementary materials

• Stimulates teachers’ and pupils interest and develop inquiry and reading habit

**School Library main function: is to make instructional materials available and accessible to teachers and learners to create positive reading/study habits and develop the ability to use those materials efficiently and effectively as tools of learning (DO 6, s. 1998).

IV. ADMINISTRATION AND STAFFING

1. A unified program integrating library and audiovisual programs under the leadership of a qualified and competent professional is recommended.

2. Where there are two or more professional librarians, one is appointed as the head to oversee the smooth implementation of services and the supervision of personnel.

3. The school library media center shall be regularly evaluated in terms of its services, personnel, and resources, not only by the students but also by the faculty.

HUMAN RESOURCES

1. The SLMC shall be appropriately staffed by full-time licensed librarians and trained clerical support, the number of which is proportionate to the student population.

2. The professional/licensed librarian shall be given a faculty status, with corresponding privileges and other benefits comparable to those of the teaching faculty.

3. Participation in seminar workshops, conferences, and other continuing professional education activities shall be encouraged and subsidized.

SIZE

► For enrollment of 500 or less: 1 full time professional librarian + 1 support staff

► For enrollment of 1,000: 1 full-time professional head librarian/media specialist, one full time librarian/media specialist + 2 support staff

► For enrollment of 2,000: 1 full-time professional head librarian/media specialist, 2 full time librarian/ media specialist, + 4 support staff

Note: There shall be an additional librarian and two additional support staff for every additional one thousand enrollment.

QUALIFICATIONS

Professional Librarian - BLS/BLIS graduate or BSE/ BSE Ed. major or minor in Library Science, & certified by the Board for Librarians/ RL

Note: The head librarian/media specialist must have graduate units in Library and Information Science (LIS) or related field (e.g., MA major in Educational Technology) and 5 years experience in the library.

Library Assistant/Clerk - College/ Secretarial graduate Audiovisual Technician - 2-year course in Electronics

V. PHYSICAL FACILITIES OF SCHOOL LIBRARIES

► The library must accommodate at least 10% of the total school population. The work areas must be provided for among many types of materials and for library services. The space allowance for each reader must be at least 25 sq. ft.

► The library must be located as central as possible and in a relatively quiet area.

► According to DO 6, s. 1998, there must be a separate building or room properly constructed for a school library which is well lighted, ventilated, free from noise, centrally located to be accessible to teachers and pupils, with the modified open-shelf system, and can accommodate at least fifty (50) pupils for library lessons once a week.

PHYSICAL SET UP

A. Building plan

-Building an SLMC Planning an SLMC, whether a new facility or a simple remodeling project, is a consultative effort between the SLMS, principal, Architect, and stakeholders. Staff, faculty, pupils/students, and other people who will be the primary users of the library facility should be involved in the planning (Morris, 2010).

B. Building structure and design

-2016 New Deped School Building Designs. Complies With The National

Building Code Of The Philippines 2010; Deped New School Building Designs Architectural Features of the School Building will be upgraded.

Factors to consider in the overall design:

a. Community resources accessibility

b. The technology used throughout the school

c. No. of department or decentralized collections available in the school or district

C. Furniture and equipment (based on the Standards for School Libraries)

a. Reading tables and armless chairs must accommodate 15-25% of the enrollment.

b. Minimum of three dictionary stands

c. At least two bulletin boards or depending on space available

d. Minimum of 4 step stools

e. 2 or 3 book trucks or carts

f. One computer for every 1000 enrollment

VI. SCHOOL LIBRARY COLLECTION

▪

Selection and acquisition of books and other library materials is a cooperative endeavor of the librarian, faculty, and head of school.

▪

It should be based on a list of approved textbooks, teacher's manuals, and supplementary materials.

▪

Teachers may recommend books and other instructional materials needed in the classroom.

▪

Supplementary materials are also intended to be present in school library collections. These are resources other than textbooks: relevant and interesting books, newspapers, informational pamphlets, and other materials printed in mother-tongue and instructional languages reflecting local customs and concerns textbooks and teachers’ manuals. ( either print or non-print materials).

VII. BUDGET

► GOVERNMENT SCHOOL LIBRARY/HUB

- DO 48, s. 2010 - Guidelines for the Allocation of Centrally Procured Supplementary Reading,

Reference and Other Instructional Materials for the Library Hubs

Subject to the release of funds by the Department of Budget and Management (DBM) to DepEd. ▪

The lump-sum budget is allotted sixty percent (60%) for elementary titles and forty percent (40%) for secondary titles. ▪

The number of copies per title depends on the size of the Library Hub are:

Library Size Number of Copies per Title

Large 36

Medium 25 Small 19 ▪

Library funds in government schools must be 5-10% of the school funds (based proportionately) as released by the Schools Division Office (DO 6, s. 1998). ▪

DO 6, s. 1998- Policies and Programs for School Library Development

- School libraries should procure basic print supplementary materials, in addition to adequate copies of textbooks and teacher's manuals, in accordance with the Guidelines on Supplementary Materials Intended for Public Elementary and Secondary School

VIII. EVALUATION OF SCHOOL LIBRARIES AND OTHER ISSUES

► The school library should provide for its users’ educational, informational, cultural, and recreational needs. Its collections should fulfill these needs so that students and teachers will find fulfillment in their desire to learn and be well informed.

► The following questions can serve as guidelines in evaluating the school library services:

I. Are the materials in the collection appropriate for their users’ ages, abilities, and background?

2. Are the materials accurate and up-to-date?

3. Does the library catch and hold the interest of the users?

4. Are the materials in the library organized and balanced in content?

5. Are the services of the library cost justified?

SPECIAL LIBRARIES

I.HISTORICAL DEVELOPMENT OF SPECIAL LIBRARIES

▪

July 2, 1909- marked the birth of the Special Libraries Association (SLA). Twenty-six (26) librarians congregated at Bretton Woods in New Hampshire, U.S. John Cotton Dana is the founder of the association.

SLA Motto was quoted by John A. Lapp, which is "putting knowledge to work." ▪ 1910- there were already approximately 100 special libraries. ▪ 1920- it grew to 1,000; and ▪ 1935- the number reached 1,500 ▪ 1950's- the number increased up to 5,000 ▪ 1965- the number was more than twice 10,500 ▪ At present - approximately more than 19,000 special libraries and still counting. ▪ 2019- Special Library Association serves more than 12,000 innovative information professionals in 83 countries. Its members include corporate, academic, and government information specialists and their strategic partners.

II.SPECIAL LIBRARIES IN THE PHILIPPINES

▪ 1954- establishment of the Association of Special Libraries of the Philippines (ASLP)

- ASLP was represented by government and private libraries and established a linkage between the private and public sectors. ▪ Rufo Buenviaje- father of special librarianship ▪ Juan C. Buenostro Jr.- writer of the first book published in the Philippines in 1995 entitled" the management of special Libraries and Information Center."

The growth of special libraries is owed to three basic factors:

1. information explosion

2. advances in computer and information technologies

3. the existence of an information society

Special libraries associations in the Philippines

1. Association of Special Libraries in the Philippines (ASLP)- most popular

- Consuelo M. Damaso (first ASLP President, 1954) became one of the full-time professors of Library Science on April 1, 1961 of the Institute of Library Science (now UP SLIS). She was appointed Acting Director of the Institute on July 27, 1961. She became the PLAI President in 1965-1967. She was awarded the Severino I. Velasco Award as Conference Chairman in 1965.

The Association of Special Libraries of the Philippines (ASLP) was established in 1954 as a result of the implementation plan spearheaded by the Interdepartmental Reference Service (IDRS).

It took the place of the Philippine Council for US Aid (PHILCUSA) which initiates the rehabilitation progress of disorganized libraries.

Publication of ASLP includes the ASLP Journal, Bulletin, Newsletter, and various souvenir programs available on their website

2. Medical and Health Librarians' Association of the Philippines (MAHLAP)

-The health and medical information providers, the librarians or information specialists are working hand in hand with the medical professionals for decades now. The recognition of the importance of information providers led to the organization of the Medical and Health Library Association of the Philippines (MAHLAP) in 1988 and paved the way to the culling of medical and health professional librarians in the country. The Philippine Council for Health Research and Development (PCHRD), an agency of the Department of Science and Technology (DOST), played a vital role in the creation of MAHLAP. The idea of organizing an association of medical and health librarians was conceived at the seminar-workshop on "Current Management Trends for Health Care Libraries," Cebu, 3-7 November 1986.

3. Agricultural Librarians' Association of the Philippines (ALAP) ALAP is the Agricultural Librarians Association of the Philippines. The group consists of librarians, information specialists, and other specialists working in agricultural institutions. It was founded on June 2,1972 with postal address at the University Library, UP Los Banos, College, Laguna.

Other special libraries

1. Asian Development Bank (ADB)

2. Asian Institute of Management (AIM)

3. Energy Research and Development Center (ERDC) under the Philippine National Oil Company (PNOC)

4. International Center for Living and Aquatic Resources (ICLAR)

5. Southeast Asian Fisheries Development Center / Aquaculture Department (SEAFDEC/AQD)

6. Tebtebba Foundation

III. 21st CENTURY SPECIAL LIBRARIES

► A special library is a library that is established, supported, and administered by a business firm, private corporation, association, government agency, or other special-interest groups or agencies to meet the members of the parent institution’s needs pursuing organizational mission and goals.

►A special library is also known as ...

● Information center (IC)

● Learning resource center (LRC)

● Corporate information center ● Business information center

● Work-place library (Claravall, 2005)

● Knowledge Management Center

►Special Library goal/s must: (Sabat, 1995)

● Support the information need of its parent organization (Need anticipation)

● Provide information services, and reference advising (Professional staff support)

►Special Library Objectives

● Objectives are set/align with the goals & activities of the organization it serves.

● Objectives are carried out by three basic functions of the library: acquisition, organization, and information dissemination.

►Types of Special Libraries

● Research

● Corporate or industrial

● Government

● Institutional

►Distinguishing Characteristics of special libraries

● Information function

Special libraries are to provide focused information for their special clientele, continuingly to promote and support the mission and goals of the parent institution. The information service is tailored to fit the needs of the organization.

● Location

Special libraries are usually found in private and business organizations while others serve the state and its government, or in non-profit organizations, and so on. They are located in the nucleus of the organization.

● Client

Special libraries serve a well-defined group of users.

IV. ADMINISTRATION AND STAFFING

A special library's place in the organization depends on the size of the organization.

The decision where to put the library in an organization is based on:

1.

Service sphere

How many departments will the library serve?

If a single department, the library is within that unit.

If an entire organization, the library is positioned to build and maintain effective communication with all the departments it will serve. It is sometimes

placed in the administrative services division, management division, or may stand independently.

2. Immediate plans

The organizational position of the library should be determined according to the ultimate goal of service.

Special Library Functions

1. Acquisition

- Published information (print or non-print; electronic; information sources that are publicly available like books, journals, and vertical file materials; CD-ROM; microforms; maps; and so on) - Internal information (information or materials produced or generated internally like research reports, technical memoranda, working papers, correspondences, newsletters, etc.) -

Special Library Personnel

In hiring professional staff in the library, the following should be considered:

● Education - Appropriate education (RL) and experience in professional librarianship and subject knowledge are important.

● Personal qualifications - must be able to deal and interact with diverse clients and personalities - must have good communication skills

- must be able to establish priorities for competing demands

- Other characteristics: perseverance, a sense of intellectual sympathy with other persons and their work while retaining objectivity, and a sincere desire to work with and assist others in furthering the organization's goals.

● Professional specialties

- technical specialist (good cataloger, indexer, database expert, records manager, archivist, system analyst)

- Or a subject specialist (reference librarian, database searcher, bibliographer, translator, abstractor, subject/course related earned appropriate to the organization, etc.)

V. PHYSICAL FACILITIES OF SPECIAL LIBRARIES

Space and Equipment

1. Location - The library must be visible and convenient to access.

2. Area - Library space should be allocated and organized by functional activities like:

- library user space (service and information area, lounge area, study carrels, group seating, etc.),

- professional and clerical staff work areas, and

- administrative function areas.

3. Area requirements - Open rectangular area is most desirable. Odd spaces cannot be as efficient but can be designed to accommodate needs. Examples of some typical area requirements are the following:

- Small libraries -185.8 m2

- Large libraries - at least 929 m2

- For each library worker- 13.9 m2, but the typical is 9.3 m2 for each office worker.

- The ratio of chairs to number of potential users- 1: 25 or 10% of the total clientele population

VI. SPECIAL LIBRARY COLLECTION

Special libraries are established as a result of a perceived need. Compared to other types of libraries, it deals with a specialized clientele/particular population, or with specialized materials/special collections, or a combination of both. This greatly affects the collection

development of every special library. It has a very specialized collection and is very specific to what the clients need.

- Subject scope of the collection

The scope of the collection of special libraries varies according to the type of organization it serves. It is also determined by; ✔ the objectives of the organization and ✔ the depth of subject of coverage in each field are governed by the nature of the organization’s work.

The range of the subject scope may be very restricted. It may even be concerned with one narrow subject are. In some cases, new subject areas are added to the collection as required by the latest projects and new technologies.

- Selection of library materials

The library director/manager uses selection tools in acquiring and selecting library/materials. There are several kinds of tools that can help in deciding what materials to choose and acquire. Another way is based on the recommendations and suggestions from his clients. These recommendations and suggestions are a big help because of direct communication between the selector and the end-user.

- Components of special library collection

1. Published information- in most special libraries, periodicals provide the most up-to-date information and often form a large and important segment of the collection. Although, books are important in some special libraries, especially those in the fields with no fast developments such as history, social sciences, language, and literature. Up-to-date published information are mostly the needed information in special libraries that is why serials and periodicals such as; a) magazines, b) newspapers, c) journals and d) technical reports, because they must always be ahead of developments in their field. The goal of having a special library for an organization is

not just for a repository but for the need for information to achieve the parent organization’s goal. It is more of a support role than a repository.

2. Internal information- collection of the information generated internally such as; a) Research reports, b) Technical memoranda, c) Laboratory notebooks, d) Working papers, e) Correspondence, f) House organs and newsletters, g) Sales literature, and h) Company competitive advertising. These reflect more the repository function of special libraries. Serving as a record management facility for the organization and at the same time an information source of previous reports, documents, and developments.

3. Outside resources- special libraries may strive to be selfsufficient on their primary subject area or heavily used material. It is said that a special library’s best friend is the local directory of special libraries. Indeed, informal cooperation with other special libraries is a long-standing tradition in special librarianship.

VII. BUDGET

Budget is considered as the library's primary planning and control device. The librarian prepares the annual budget and usually exercises full control over its allocation and implementation. The budget process, structure, and planning will depend upon the type of budget the organization or institution employs.

Budget preparation variations: a) Lump-sum budget- budget is part of a larger budgetary unit, without further breakdown.

b) Open-end budget - no definite budget is given.

c) The line-item budget is divided into operating expenses (salaries/wages, materials, supplies, etc.) and capital outlay ( for longterm investments like equipment, renovation, etc.)

d) Others - user estimates, comparison with other organizations, hire consultants, budget ratios

Potential sources of funds for the library are:

- parent organization

- grants and donations

- fee-based services - projects

VIII. EVALUATION OF SCHOOL LIBRARIES AND OTHER ISSUES

Evaluation and Measurement

Methods that can be considered in performing evaluation:

1. User surveys (formal or informal)- Formal user surveys can be conducted by the management or outside groups. Informal user surveys can be based on daily interaction with clients.

2. Statistics - This is accomplished by recording all library usage like types of materials borrowed, frequency of use of a certain material, number of reference questions answered, etc.

3. Objectives - Evaluation must be qualitative rather than quantitative and must not be against accepted guidelines.

4. Annual reports - This compares the library's performance from the previous year in terms of projects accomplished, objective achievements, etc.

5. Valuing library services - This is defining the economic value of information and information services and the value added by the information professionals.

ACADEMIC LIBRARIES

I. HISTORY OF ACADEMIC LIBRARIES

▪

▪

Est. 300 B.C.- Library of Alexandria by Ptolemy Soter

Est. 7th Century B.C.- Library in Nineveh (Although not specifically ‘academic libraries,’ Library of Alexandria and Nineveh were the known great libraries that support academicians a long time ago)

▪

Middle Ages- The common word for library in the early Middle Ages was “armarium,” the name for the bookchest where the books were kept. The librarian of such collection was known as the “armarius.”

▪

1424- Cambridge University Library had only 122 volumes at the time.

▪

Mid-15th Century- The invention of movable type press by Johan Gutenberg led to the fast development of printing, leading to the increase of knowledge production.

▪

18th Century- The ready availability of printed books also led to the establishment of subscription libraries and book clubs, some of which – like the journals – were based on learned societies.

▪

1700- Bodleian Library at Oxford University increased 16,000 volumes in 1620 to 30,000 by 1700.

The history of academic libraries is tied with academia and the history of universities.

▪

Ancient Universities- Cambridge, Oxford, St. Andrews, and Aberdeen.

▪

19th Century- University expansion The number of universities expanded, and they started to throw off their traditional curricula.

▪

20th Century- Libraries continued to grow gradually during the early years of the 20th century, but it became apparent that provision varied enormously between institutions.

▪

1921- The University Grant Committee investigated the situation and, in a report published in 1921, made one of the most supportive

and appreciative statements about libraries ever to emerge from a quasi-government body: “The character and efficiency of a university may be gauged by its treatment of its central organ – the library. We regard the fullest provision for library maintenance as the primary and most vital need in the equipment of a university.”

▪ 1967- The Parry Report - Due to the severe economic recession followed by WW2, little was done to ensure that a minimum standard of library provision was made. It was not until the new universities founded that a systematic review of provisions was undertaken in a thorough investigation by a committee chaired by Dr. Thomas Parry. Librarians were given a chance to plan a library from scratch. At the end of the investigation, a report was made. It recognized that libraries are expensive to build and maintain and recommended that universities devote a minimum of around 6% of their revenue expenditure to the library.

▪ 1975- The Atkinson Report - This reiterated that ‘the library is the core of a university’ and also proposed the concept of a ‘selfrenewing’ library in which new accessions would be relieved by the withdrawal of obsolete or unconsulted material to other stores.

▪ 1992- The Follett Report - The investigation of the Follett committee chaired by Sir Brian Follett took into account the planned expansion of higher education, the current and potential impact of information technology on information provision, the possibilities of greater cooperation and sharing of capital and recurrent resources; to investigate the future national needs for the development of library and information resources including operational and study space requirements for teaching and research in higher education institutions and to identify ways to meet those needs.

▪ 1994- The Anderson Report - The outcome of the investigation following the Follett is to help further librarians respond to the specific recommendations of the Follett Report. It led to the establishment of the Research Support Libraries Programme

(RSLP). This major program, funded at 30 million pounds over three years (academic years 1999-2002), has four strands:

1. Supporting access to major holdings libraries

2. Collaborative collection management projects

3. Research support for humanities and social science collections

4. Targeted retrospective conversion of catalogs.

II. ACADEMIC LIBRARIAN

The Academic Librarian

An academic librarian's success is determined by the control of the library's resources and services. The job of a college or university librarian is highly political because there is a need to be in touch with the community members to promote library services and obtain support from the faculty. However, it must be avoided to influence academic decisions in areas outside the library so that academic librarians will not be perceived as a threat.

Threats in relationships with the academic community include influencing academic decisions in areas outside the library, and indifference of the faculty, in the action of the chief librarian. The chief librarian must act as leader for the staff and library matters. It is crucial to be identified with the library. The chief librarian must display good judgment over organizational and professional matters and must take risks when necessary. In most academic settings, the chief librarian must relate well with the board of trustees, the president, the library committee, the dean, the faculty, the students, and the finance officer. Suppose relationship with these people is not good. In that case, the librarian will find members of groups such as the school forum, the administrative council, or the curriculum committee, among others, and will be appointed to represent the library outside the institution.

Problems Faced by Academic Librarians

The main problem facing academic libraries is their inability to maintain their acquisitions and services at previous levels due to:

• budget cuts and inflation

• staff cuts and competencies

• more resource allocations for ICT than acquisitions

• inadequate space

• absence of a strategic development plan

• low image of librarians as compared with the faculty, which might be the reason for lack of cooperation of faculty

• administration's lack of knowledge and appreciation about the importance of the library to education Organization Culture in an Academic Environment

The parent institution of an academic library may be a small college or a large university. These can be single site or multi-site and can either be government or private. It is important for the library to keep in constant touch with its parent institution and determine its objectives based on the parent institution's mission, vision, and goals. For example, large university libraries are usually more oriented to research than teaching. The library, therefore, provides information services to support research activities. On the other hand, undergraduate universities are focused on teaching; thus, the library functions as a book resource.

Today, academic libraries have no monopoly on information resources and services and must compete with other sources of information for funds and services. Academic libraries, especially university libraries, operate in a political environment. Academic support is crucial for their success. The librarian must be seen to be exercising legitimate authority within the framework of governance within the university.

In most academic settings, the library committee forms the central matrix for this relationship. Library committees, however, must not be controlling bodies but advisory bodies. There is a need for a good relationship between the librarian and the chair of the committee. The committee is a legitimizing body for policies, rules, and regulations, but the librarian must see that she controls the minutes. It is very important for the librarian to secure the minutes by any means.

In academic settings, certain questions are asked, such as:

• To whom is the librarian directly responsible?

• Who chooses library staff?

• Who controls the budget?

III. 21st CENTURY ACADEMIC LIBRARY

The academic library is an institution within an academic parent institution - the college or the university. Its primary purpose is to support the teaching, research, and extension services functions of the university. In managing the academic library, the approach is dictated by many factors like

• size of the user population (faculty, students, researchers, administration, and staff)

• the thrust of the parent institution (college or university)

• funding

• presence of a library committee

• position of the librarian in the organization and the duties and responsibilities given to him/her, and so on.

The academic library should have a vision and clear and concise objectives aligned with the mission and vision of the parent institution. It must be customer/client-based. Also, it must have concern for its staff. The academic library must be efficient. The imaginative use of information and communications technology (ICT) must be possessed. The academic library must also have good public relations and should market its services. The academic library must not be hesitant to implement necessary changes. It must be designed for continual flexibility. These institutions must provide first-class service.

IV. ADMINISTRATION AND STAFFING

Administration of Academic Libraries

▪

Management Issues

Efficient and effective management of academic libraries is affected by several factors like

• administration of the library - functions, and objectives

• collections

• services and use

• cooperation

• staffing and personnel

• evaluation

• finance and budget

• Who represents the staff outside the institution?

• physical facilities

• automation and information technology

• marketing and public relations ▪

Functions and Objectives

Several factors affect functions and objectives in managing academic libraries. These include:

• size and configuration of the parent institution (small, medium, large, single site, multi-site, etc.)

• policies on staff selection, retention, termination, training, and so on

• funding (source of funds, procedures for payment, budget transfer, policies for money earned by the library, etc.)

• policies on selection of content

• role of the librarian and the immediate supervisor/authority

• attitude of officials, faculty, and students toward the library

• presence of a library board/committee or any other similar group and its role

• relationship with administration

• technical services versus direct service to users ▪

Staffing and Personnel

Management of staff is a function of management style adopted by the chief librarian. In times of austerity measures, management styles become more and more autocratic because of the need for control of resources. One type of authoritative style of management is benevolent management. A tall and narrow organization characterizes this with centralized decision-making but acknowledges the experience of senior professionals who participate in planning. Other styles are consultative and participative. An academic librarian needs to have obtained an academic discipline followed by a postgraduate degree in librarianship.

Issues concerning staffing and personnel management include:

• management style

• functional structure

• recruitment

• promotion

• performance evaluation

• job rotation

• job and management training

• stress

• implications of automation

• impacts of laws regulating the practice of librarianship

V. PHYSICAL FACILITIES

Facilities and Library Automation

Facilities are the following essential property to collections in any library. Facilities can be grouped into the following categories

• furniture

• lighting

• temperature control

• space

• information and communications technology

The common trend in many libraries at present is automation because it offers many benefits and conveniences. Here are some important pointers to consider in library automation.

1. Use good quality yet reasonably-priced software applications.

2. Copy catalog materials from online databases from other libraries.

3. Acquire electronic and online reference materials.

4. Design a website for the library. The home page of the website must display hyperlinks to every online resource available from the library.

5. Train library staff and library users in using ICT equipment, facilities, and resources in the library.

6. Consider the latest developments in ICT, like wireless technology.

VI. ACADEMIC LIBRARY COLLECTION AND SERVICES

▪

Collection

Since the financial resource is finite in academic libraries, academic librarians have to make decisions regarding the collection. The collection must be guided by the nature of the academic library and the mission and vision of the parent institution. Some issues related to content are:

• collection versus services • librarian or faculty selection • print or online

• the balance between books and journals (60:40 or 40:60) • the balance between acquisition and preservation (should binding be less than twenty percent (20%) of combined acquisition and preservation expenditures?) • preservation or weeding

completeness versus resource sharing

security

collection development policies • involvement of the faculty and the students in the selection of materials

Services and Use

The idea of service is essential to identify the right objectives. The academic library ideally is customer/client-based, concerned with and for its staff, efficient in its use of resources, imaginative in its use of technology, well managed, and visibly and demonstrably a first-class service. Services in an academic library include cataloging and classification, circulation and reserve, serials management, and reference service to external users.

Several issues concerning different areas of in-library use and services must be taken into account.

1. Cataloging and classification

manual versus automated

use of online facilities

usability

in-house creation

quality control

access

presentation 2. Reference and information services

limitation to own stock versus resource sharing

document delivery service (DDS)

• inter-library loan (ILL) • level of service

3. Circulation and reserve

• lending policy (category of use, lending time, number of maximum loans) • retention of stock • manual versus automated • user interface

4. Services to external

users

• size of stock • existence of a memorandum of agreement (MOA) • size of the library

Networking

Because of the increase in the availability of publications, libraries cannot purchase everything in the market. Instead, they must have policies on which materials must be available from the stock and which ones may be borrowed from other libraries if they are members of consortia. Certain issues exist in the cooperation of libraries. They include • cooperative versus decentralized acquisition

electronic transmission

ILL versus DSS

cost

nature and specifications in the MOA

gift and exchange policies

VI. BUDGET

Financial management means controlling the amount of money spent and ensuring that it does not exceed the amount of money available. Academic libraries use several techniques in budgeting. These are: • line-item budgeting • lump-sum budgeting • formula budgeting

program budgeting • performance budgeting

• planning programming budgeting system (PPBS)

Academic libraries should initiate projects that earn extra income for the library. The additional income provides greater flexibility and financial independence. Resources that can be income-generating are special collections that cannot be found in other libraries. Therefore, it will be of great interest to external users willing to pay a fee for access. The exposure to external users will also provide contacts and can expand fee-based services. Examples of actual and potential sources of income include:

• charges to library users (fines, research fees, etc.)

• sales to library users (photocopies, DDS, microfilm copies, withdrawn books, serials, furniture, and equipment)

• retail selling to library users (bookselling in book fairs or bookstores, stationery, refreshments, library publications, etc.)

• services to users (bibliographies, information retrieval searches, photocopying, binding, computer repair, consultancy, research, rentals, seminars and workshops, short courses, etc.)

• other investments (donations, endowments, and bequests, sponsorship, friends of the library, etc.)

When embarking on an income-generating project, be aware of expenses that will be encountered. The parent institution must be mindful of the project and the income it will generate. Be aware also of pricing charges and account where the income will be deposited. These depend on expenditures. Expenditure will include:

salaries

travel

training

marketing and publicity

rentals and other charges

taxes (if there are any) • overheads

VII. EVALUATION

The concept of a good academic library is often difficult to define and describe. There is no absolute perception of goodness, but there are standards of goodness such as those established by accrediting associations and organizations (e.g., PAASCU, PACOCOA, Phi Kappa Phi, ISO, ISA, AACCUP, and others). The rule of thumb is oriented to actual and potential user needs, with actual users given high priority. Performance is measured in terms of user satisfaction. Performance measurement is defined as the systematic measurement of the extent to which a library has achieved its objectives in a certain period of time. It is necessary for internal and external reasons.

The two aspects of goodness - quality and value can be differentiated by the following questions:

• How good is it?

• How much good does it do?

Goodness is also differentiated in terms of effectiveness (doing the right thing well) and benefit. The evaluation process is coupled with some issues such as:

objectives and plan

collection

services

staff

environment

reporting

quantitative versus qualitative

cost-effectiveness (doing the right thing well within a given budget) • level of information (top and middle management, and operational level) • inputs, process, and outputs

PUBLIC LIBRARIES

"The public library, the local gateway to knowledge, provides a basic condition for lifelong learning, independent decision-making and cultural development of the individual and social groups." (/FLA/UNESCO Public Library Manifesto, 1994)

A public library is an organization established, supported, and funded by the community, either through local, regional, or national government or through some other form of community organization. It provides access to knowledge, information, and works of the imagination through a range of resources and services. It is equally available to all members of the community regardless of race, nationality, age, gender, religion, language, disability, economic and employment status, and educational attainment. (IFLA) ▪

Roles/Purpose of Public Libraries (IFLA)

1. Education - supporting both individual and self conducted education as well as formal education at all levels.

2. Information - the public library is the local center of information, making all kinds of knowledge and information readily available to its users.

3. Personal development - providing opportunities for personal creative growth.

4. Children and young people - creating and strengthening reading habits in children from an early age.

5. Cultural development - an important role of the library is to focus on cultural and artistic development in the community.

6. Social role - the public library has an important role as a public space and meeting place. ▪

Laws/Policies related to Philippine Public LAW TITLE

Republic Act No. 7743 An Act Providing for the Establishment of Congressional, City, And Municipal Libraries and Barangay Reading Centers Throughout the Philippines, Appropriating the Necessary

Funds Therefor and other purposes. The law was passed on June 17, 1992.

Republic Act No. 6966 Philippine Librarianship Act: Regulating the practice of Librarianship and prescribing the qualifications of librarians. The law was passed on November 19, 1992.

Republic Act No. 7356 An Act Creating The National Commission For Culture And The Arts, Establishing National Endowment Fund For Culture And The Arts, And For Other Purposes enacted on April 3, 1992.

Presidential Proclamation No.837 Declaring the month of November 1991 and every year as Library and Information Services Month. The proclamation was issued in November 1991.

Presidential Proclamation No.109

Professional Regulation Commission Resolution No.02 s. 1992

Professional Regulation Commission Resolution No. 01 s. 1992

Commission on Audit Circular 94-012

Designating the period from November 24 to 30 each year as the National Book Week

Code of Ethics for Registered Librarians issued on August 14, 1992

Rules and Regulations implementing the Philippine Librarianship Act issued on July 20, 1992

Setting a policy regarding purchases and acquisition of library books and materials, fixing liability and accountability of government librarians., retirement and insurance of library books and materials, and others.

Commission on Audit Circular No.155

Requiring the settlement of and clearance from accountabilities of government officials and employees prior to their transfer or acceptance of their resignation issued on June 1992.

Executive Order No.496 Instituting the procedures and criteria for the selection and the recommendation of nominees for appointment to vacant positions in the Professional Regulatory Boards under the Professional Regulatory Commission issued on December 9, 1991.

Executive Order No.118 Creating the Presidential Commission on Culture and Arts issued on January 30, 1987.

Presidential Decree No.812 On Legal and Cultural Deposit issued on October 18, 1975.

Presidential Decree No. 285 as amended On the compulsory licensing or reprinting of educational, scientific or cultural books and materials as a temporary or emergency measure whenever the prices thereof become so exorbitant as to be detrimental to the national interest, issued on September 3, 1974.

Presidential Decree No. 373 On tax exemptions for all donations to the National Museum, National Library and the Archives of the National Historical Institute, issued on January 9, 1974.

Presidential Decree No. 223 Creating the Professional Regulation Commission and prescribing its powers and functions, issued on June 22, 1973.

Presidential Decree No. 49 Copyright Law: Decree on the Protection of Intellectual Property 1972.

Republic Act No. 3873 Changing the name of the Bureau of Public Libraries to the National Library issued on June 18, 1964.

Republic Act No. 411 Providing for the establishment, operation and maintenance of municipal libraries throughout the Philippines and appropriating funds therefor enacted on June 18, 1949.

Republic Act No. 228

Amending the Revised Administrative Code in its provision on data and documents supplied to the Bureau of Public Libraries enacted on June 5, 1948.

Executive Order No. 94 s.1947 Renaming the National Library to "Bureau of Public Libraries”

Commonwealth Act No. 367 Transferring the National Library from the national Assembly to the Department of Public Instruction and for other purposes enacted on August 23, 1938.

Commonwealth Act. No. 4007 Abolishing the National Museum of the Philippine Islands, transferring its division of history and fine arts to the National Library, and all its other divisions to the Institute of Science enacted in 1932.

Commonwealth Act. No. 3477 Creating the National Museum of the Philippine Islands providing for its powers, functions and personnel and funds and changing the name of the Philippine Library and Museum to the National Library enacted on December 7, 1928.

Act No. 2572 Consolidating the Philippine Public Library, the Division of Archives, Patents, Copyrights and Trademarks of the Executive Bureau and the Law and Library Division of the Philippine Assembly to form an organization to be known as "Philippine Library and Museum: under the administrative control of the Secretary of Public Instruction issued on February 4, 1916.

Act No. 1935 Consolidating all libraries belonging to any branch of the Philippine Insular Government for the creation of "The Philippine Library''

and for the maintenance and regulation of the same issued on May 20, 1909.

Act No. 1849 Providing for the establishment of a public library to be known as "The Philippine Public Library'' making suitable appropriation therefore, and for other purposes enacted on June 3, 1908.

Additional Laws/Policies:

Republic Act 7160 Local Government Code

Republic Act No. 10087 Changing The National Library to National Library of the Philippines (NLP) enacted on May 13, 2010.

Republic Act No. 9246 An Act Modernizing the Practice of Librarianship in the Philippines Thereby Repealing Republic Act No. 6966, Entitled "An Act Regulating the Practice of Librarianship and Prescribing the Qualifications of Librarians," Appropriating Funds Therefor and For Other Purposes approved on February 19, 2004.

Republic Act No. 6557 An Act Establishing the Municipality of Batac, Province of llocos Norte, the CrispinaMarcos Memorial Library and Museum enacted without Executive approval on September 30, 1972.

Republic Act No. 10124 An Act Changing The Nomenclature of the Tondo Congressional District Library in Tayuman, Tondo, Manila into Sentro ng Karunungan Library, Appropriating Funds Therefor and For Other Purposes approved on June 3, 2010

Professional Regulatory Board for Librarians

Resolution No. 05

Prescription, Adoption, and Promulgation of the "Revised Standards for Philippines Public Libraries" issued on July 24, 2015.

Republic Act No. 8293 [An Act Prescribing the Intellectual Property Code and Establishing the Intellectual Property Office, Providing for Its Powers and Functions, and for Other Purposes] otherwise known as the Intellectual Property Code of the Philippines.

Republic Act No. 10173 An Act Protecting Individual Personal Information In Information And Communications Systems In The Government And The Private Sector, Creating For This Purpose A National Privacy Commission, And For Other Purposes

Standards for Philippines Public Libraries

a.

Mission, Vision, Goals, Objectives

Philosophy of service.

Service to the needs of the community.

Organization and maintenance of service for children, young adults, persons with disabilities (PWD), senior citizens, and other marginalized sectors.

Organization of Friends Group to act as support for the library.

Promotion of local history, culture, and arts.

Compliance with the mission, vision, and goals of the National Library of the Philippines (NLP) and Local Government Unit (LGU); and

Provision on library development.

b. Library Administration

Each library shall operate under the administrative supervision of the local government unit and the technical supervision of the NLP.

The library shall be managed by a librarian and shall be supported by paraprofessional staff.

The library shall have as its immediate supervisor, the local chief executive, or any designated local official in accordance with existing law. 

The number of staff shall depend on the classification of the local government unit. (see Table A)

Librarians, paraprofessionals, administrative/clerical staff shall be appointed to the plantilla positions pursuant to the Civil Service and Salary Standardization Laws.

c. Collection Management

The collection shall be based on the objectives of the library and the needs of the community served.

The collection shall include materials in all formats and be organized according to existing standards.

The library shall maintain a collection of local history, culture, and arts.

The library shall have a written collection development plan.

The LGU shall provide a reasonable annual budget for collection development.

A minimum collection of three thousand (3,000) volumes and provision of at least five percent (5%) annual increase of the collection is required.

d. Services and Utilization

The library shall provide basic services free of charge to everyone in its service population.

The library shall provide services with the highest degree of efficiency and integrity.

The library shall practice an open-shelf system.

The library shall have a website to promote its services and activities.

The library shall provide resources for the wholesome development of the community, without any discrimination.

The library must have a children's corner, where children could obtain information through reading books, focused and

unobstructed from other readers and researchers, etc., and where educational enhancement activities can be held. 

The library shall observe service hours for the maximum benefit of the community. 

The library shall have policies covering all of the following: a) Use of facilities and display areas.

b) Rights and responsibilities of customers (Customer behavior)

c) Children's use of the library d) Access to the internet, and e) Access to facilities and materials by a person with disabilities.

e. Physical Facilities

The library must be located, preferably in a separate building, and shall be accessible to all users. 

The library shall always be included as a component unit in the development plan of the LGU. 

The library shall provide spaces for the following: a) Librarian/s and staff b) Collection c) Reading d) Multimedia; and e) other spaces as may be necessary 

Equipment and furniture shall be sufficiently provided for a conducive learning environment. 

The library shall have facilities for information technology and communication services. 

The library shall provide at least five (5) computer units with internet access.

f. Financial Resources/Budget

The library shall be provided with adequate and reasonable budgetary appropriation to carry out effectively its plans and programs. 

The library budget shall cover the following items:

a) Personal services include salaries and wages and other benefits common and due to all civil service servants.

b) Maintenance and other operating expenses (MOEE) to include, among others, funds for travel expenses, attendance to seminars, training, conferences, and other subscriptions.

c) Capital outlay to include funds to purchase library resources, equipment, and furniture.

g. Linkages, Networking, and Collaborations

Libraries shall engage in networking, resource sharing, and other forms of partnership.

The library shall organize Friends of the Library to support its activities. One staff member is appointed official friends' liaison to ensure that friends have all they need to carry out a program of support for the library.

The library staff shall pursue continuing library education and membership to professional associations to further enhance learning.

Sixth Class Not Applicable Not Applicable 1 Fulltime Librarian

National Library of the Philippines

Mandate

The National Library of the Philippines (NLP) is the repository of the printed and recorded cultural heritage of the country and other intellectuals, literary, and information sources.

Vision

By 2022, NLP shall have enhanced library facilities, relevant library resources, and dynamic services that contribute to the intellectual, social, and cultural development of Filipino society.

Mission

Acquire, organize, conserve, and preserve Filipiniana materials and provide equitable access to library resources through a system of public libraries throughout the country.

Timeline

⮚ 1887- a royal decree Jed to the creation of Museo Biblioteca de Filipinas, the first National Library of the Philippines.

⮚ 1901- Act No. 22 established the American Circulating Library Division under the Bureau of Education.

⮚ 1928- Act No. 3477 separated the Museum from the Library. After World War II, its location was from the Legislative Building to the former Bilibid Prison in Manila in 1945.

⮚ 1947- Executive Order No. 94 series of 1947 changed the name of the National Library to the Bureau of Public Libraries.

⮚ 1964- Republic Act No. 3873 reverted the name to The National Library (TNL).

⮚ 2010- Pursuant to Republic Act No. 10067 and in accordance with International Convention, the library is now recognized as the National Library of the Philippines (NLP).

⮚ 2012- Since then the National Library of the Philippines building has been undergoing retrofitting and restoration.

Roles of the NLP

1. Affiliating Regional, Provincial, Congressional, Cities, Municipal Public Libraries, and Barangay Reading Centers through a Memorandum of Agreement with Local Government Units allocating materials to the same. As of 2014, there are 1,398 affiliated libraries throughout the country.

2. Collaborating with the National Archives of the Philippines, National Historical Commission of the Philippines, National Museum, Cultural Center of the Philippines, and the other cultural agencies under the administrative supervision of the National Commission for Culture and the Arts in the implementation of Republic Act No. 10066 otherwise known as the National Heritage Protection Act of 2009.

3. Coordinating with the National Committee of Libraries and Information Services (NCLIS) the Search for Most Outstanding Library and Library Services for Persons with Disabilities (PWDs) in NLP Affiliated Public Libraries in the Philippines.

4. Coordinating with the Philippine Librarians Association, Inc. (PLAI) the celebration of the National Library Day, National Book Week, and the Library and Information Services Month in November of each year as mandated by Presidential Proclamations.

5. Assisting in the implementation of Republic Act No. 9246 or The Philippine Librarianship Act of 2003 mandating the Licensure Examination for Librarians.

6. Deputizing the Intellectual Property Office (IPO) in the registration of Copyright registration and receiving deposits to augment the NLP collection as mandated by the Intellectual Property Code of the Philippines.

7. Serves as the National Center for ISBN, ISSN, and ISMN Numbering System.

ORGANIZATION AND MANAGEMENT

INSTRUCTION: Read the following questions carefully. Choose the letter that corresponds to the best answer. You can also use the Online Practice Tool for Organization and Management.

1. Who said that “wages motivate lazy workers”?

a. Henry Fayol b. Elton Mayo c. Douglas McGregor d. Frederick Taylor

2. Which of the following pair is correct?

a. Peter Drucker and Time Study b. Scientific Management and Henry Fayol c. Max Weber and Management by Objectives d. General Systems Theory and Ludwig van Bertanffy

3. In the movement he pioneered, it poses that if employees are happy, they are able to perform to the fullest. It also encouraged development of social groups that primes employees’ participation in management, and allow democracy within the organization.

a. Douglas McGregor b. Chester Barnard c. Elton Mayo d. Max Weber

4. Who developed the study that was dubbed as the “science of eliminating wastefulness resulting from ill-directed and inefficient motions”? The main aim of this study is to find the scheme of least wastage of labor.

a. Douglas McGregor b. Chester Barnard c. Elton Mayo d. Frank and Lilian Gilbreth

5. Chester Barnard is the first person to utilize the systems approach in the field of management. believes that it is the first function of managers.

a. Time and Motion b. Cost-Benefit Analysis c. System Analysis d. Communication

6. What do you call the analytical process which involves an assessment of the future, the determination of desired objectives, and the development of alternative courses, to achieve such objectives?

a. Planning b. Organizing c. Leading d. Controlling

7. They are meant to regulate personal and professional behavior for the common good. They are flexible and specific, leaving no room for doubt.

a. Rules b. Procedures c. Strategies d. Budgets

8. A planning technique wherein the library manager predicts based on the assumption about the future.

a. Forecasting b. Standards c. Prediction d. Projection

9. What is being applied by the library manager in establishing bureaucratic procedure and the line of communication within the library staff to assure the chain of authority ranging from the ultimate to the lowest ranks.

a. Scalar principle

b. Delegation

c. Decentralization

d. Span of control

10. What is being applied when the library director is allowing all library staff to perform decision making in of cataloging, circulation, and acquisition services?

a. Scalar principle b. Delegation c. Decentralization d. Span of control

11. After the recruitment process, information gathering about the applicants is executed upon the objective of arriving at a decision to hire personnel.

a. Selection b. Training c. Orientation d. Evaluation

12. Library managers of Philippine public libraries or state-run university libraries are interested in building a team that would be able to execute professional skills and exemplify professional knowledge in librarianship. In that context, which of the following is the basic requirement to decide in the selection process?

a. Special Diploma from a well-known university b. Good Moral Certificate issued by prior employer or affiliation

c. Renewed Professional License issued by Professional Regulation Commission

d. Proof of Graduation attendance and Batch Yearbook

13. It is the managerial function that enables managers to communicate with and influence subordinates towards the achievement of organizational goals. An important ingredient of this function is

motivation - the willingness to exert high levels of effort towards organizational goals, conditioned by the effort's ability to satisfy some individual needs. Also called as Directing

a. Planning b. Organizing c. Leading d. Controlling

14. In the theory developed by David McClelland, there are three crucial needs that could be used for motivation. Which of the following does not belong?

a. Need to achieve b. Need to satisfy c. Need to power d. Need for affiliation

15. It is the function of monitoring performance and undertaking corrective action(s) to assure the attainment of predetermined goals and objectives of the organization. a. Planning b. Organizing c. Leading d. Controlling

16. It is a method of planning and scheduling work which involves identifying all the key activities in a particular project, devising the sequence of activities, and arranging the duration of time for the performance of each phase of the work to be done.

a. Cost-benefit analysis b. Evaluation c. Operations research d. Program evaluation and research technique

17. This focuses on two basic questions: Are the current activities efficient and effective? Should current activities be eliminated or

reduced to fund higher priority new programs or to reduce current budget?

a. Program budgeting

b. Zero-based budgeting c. Line item budgeting d. Planning Programming Budgeting System

18. What do you call a planning technique which the library adopts by using guidelines developed by various professional groups?

a. Developing formula b. Developing measures c. Developing standards d. Developing action plans

19. What do you call the verbal, written, or implied overall guide, which sets up limits and directions around which managerial action takes place?

a. Activities b. Policies c. Procedures d. Processes

20. This is a library document that enumerates its policies in relation to its goals and objectives, and serves as a guide in decision-making.

a. Library manual b. Policy manual c. Collection Development Policy statement d. Staff development manual

21. The act modernizing the practice of librarianship in the Philippines

a. RA 6966 b. RA 7743 c. RA 411 d. RA 9246

22. What percentage of a school population must be accommodated by the library at any given time?

a. 10%

b. 15%

c. 20% d. 25%

23. When an employee in the library reports to only one supervisor, who gives assignments and makes assessments of the said employee, what do you call that principle?

a. Unity in direction b. Unity of command c. Unity of supervision d. Unity of work assignment

24. The part of a library system that automates the processes of ordering, receiving, and claiming materials from suppliers and returns and cancellations of materials. It can be done online if the system is linked to an external network.

a. Cataloging system b. Circulation system c. Serial publications Control system d. Acquisition system

25. It is the reorganization of operations for the purpose of providing updated and improved services. It means the use of computer technology and information communication technology to provide better services to the users and better working environment for the staff.

a. Re-structuring b. Re-engineering c. Re-calibration d. Automation

26. IFLA offered this as a series of ethical propositions for the guidance of individual librarians as well as other information workers, and for the consideration of the Library and Information Associations when creating or revisiting their own codes.

a. Code of Ethics and Professional Conduct b. Implementing Rules and Regulations

c. Institution and Bylaws

d. Scope and Delimitation

27. An association in the Philippines that upholds the profession of academic and research librarianship in the country.

a. PLAI

b. PAARL

c. PASLI d. ASLP

28. Which of the following new normal set ups were implemented by library managers to assure the safety of employees and clients of the library while maintaining the delivery of services without impending the basic tasks and functions of the library staff?

a. Social Distancing Protocols

b. Book Digitization and Scanning

c. Alternative Work Arrangements

d. Book Deliveries and Drops

29. Which of the following new normal set ups were implemented by library managers to continue the provision of information resources through restructuring the mode of library circulation? Also allowing users from remote and isolated areas to use library materials and return books without the need of visiting the physical library?

a. Social Distancing Protocols

b. Book Digitization and Scanning

c. Alternative Work Arrangements

d. Book Deliveries and Drops

30. Which of the following situations in the organization like the library account for the vigorous growth of grapevine?

a. Autocratic leadership

b. Secrecy

c. Poor Communication

d. All of the above

31. What system is used when salary increase is given to librarians based on who works the hardest and contributes more than others?

a. Length of service system

b. Merit system

c. Seniority system d. Valuable system

32. Which phase of strategic planning gathers data about the social, political, economic, demographic and technological trends which impact the library?

a. Forecasting b. Environmental scanning c. Performance audit d. SWOT analysis

33. “A world class public library providing quality information service through state-of-the-art facilities” is a statement of?

a. Vision b. Mission c. Goal d. Objective

34. “To help in deterring disinformation and misinformation by conducting information literacy training for every college researcher during the first quarter of the academic year” is an example of?

a. Vision b. Mission c. Goal d. Objective

35. “To create a city with information literate individuals through adequate and sufficient information service inspired by credibility, reliability and integrity” falls under?

a. Vision b. Mission c. Goal d. Objective

36. “Protection of historical resources and artifacts from destruction, both from deterioration and censorship” is an example of?

a. Vison b. Mission

c. Goal d. Objective

37. “To promote patriotism through setting up a Philippine History corner or display, highlighting historical resources that are relevant to monthly celebrations or holidays” is an example of?

a. Vision b. Mission c. Goal d. Objective

38. It is defined as the social and informal sources of influence that one uses to inspire action taken by others. It is a part of directing function of management, where in managers are able to listen, build relationships, spire, motivate and persuade followers.

a. Inheritance b. Leadership c. Patriotism d. Popularity

39. Republic Act No. 7743 is an important legislation enacted into law in June 17, 1994 is also known as?

a. An act promoting universal access to quality tertiary education by providing for free tuition and other school fees in state universities and colleges, local universities and colleges and state-run technical-vocational institutions… b. An act establishing the free internet access program in public places in the country and appropriating funds therefore

c. An act establishing congressional, district, city, and municipal libraries and barangay reading centers throughout the country

d. An act institutionalizing the Philippine Qualifications Framework (PQF), establishing the PQF-National Coordinating Council (NCC) and appropriating funds therefore

40. Characteristics of management describing it as being not directly visible but its presence is noticed in the form of concrete results.

a. Management is a social process

b. Management is action-based

c. Management is intangible d. Management is all pervasive

41. When a manager is keeping track of the expenses, monitoring if the action taken are aligned in the direction set, and provides documentations, receipts, and records of what has transpired in the organization’s activities, what kind of leadership is being applied?

a. Bureaucratic leadership

b. Transparent leadership

c. Emergent leadership

d. Pacesetting leadership

42. Which of the following pairs of leadership is contrasting?

a. Pacesetting leadership and Inspirational leadership b. Visionary leadership and Emergent leadership

c. Participative leadership and Autocratic leadership d. Absentee leadership and Delegative leadership

43. A type of plan that can be best described as the determination of the basic long-term objectives of an enterprise and the adoption of courses of actions and allocation of resources necessary to achieve goals.

a. Policies b. Strategies c. Procedures d. Rules

44. The following statements best describe “control”, except

a. The measurement and correction of performance in order to make sure that the objectives and the plans devised to attain them are being accomplished.

b. It implies the existence of goals and plans and the regulation of the organization’s activities toward those goals.

c. It is concerned with keeping things on track and successful progress toward meeting specified objectives.

d. It is a basis for making important human resource decisions.

45. It is the main goal of most special libraries.

a. Research function b. Information function

c. Reader’s advisory function d. Instruction function

46. This refers to the kind of service that the library offers to its clients, which is adoptable and very accommodating to the needs of the clients. This covers maintaining both traditional and electronic resources, getting digital and virtual, more access to databases and electronic document delivery, use of mobile text messages, referrals, and more use of the internet.

a. Hybrid library services

b. Advanced library services c. Flexible library services d. Automated library services

47. This project aims to facilitate access to all types of library materials nationwide through the public library system, and to establish networking and resource sharing among public libraries by introducing TINLIB and Library Solutions.

a. Philippine Library Information Network (PHILIN)

b. Public Libraries Information Center (PUBLIN)

c. Philippine e-Library Project

d. Association of Academic and Research Library Information Network (ARALIN)

48. How will a library manager deal with difficult employees?

a. Critique the behavioral, personal, and intellectual factors affecting their work

b. Create an environment where employees’ feedbacks are passive-aggressively stifled

c. Allow employees to assume your expectations by subtly hinting it to them

d. Immediately address issues head-on instead of piling up concerns

49. Who is the Newbery Medal Winner 2022? An award for the most outstanding contribution to children's literature.

a. Andrea Wang b. Donna Barba Higuera c. Carole Boston d. Levine Querido

50. What is the title of the book that won the Newbery Medal in 2022?

a. Watercress

b. Unspeakable: The Tulsa Race Massacre c. The Last Cuentista d. Me (Moth)

51. Which of the following was awarded the Randolph Caldecott Medal for the most distinguished American picture book for children 2022?

a. Watercress

b. Unspeakable: The Tulsa Race Massacre c. The Last Cuentista d. Me (Moth)

52. Who was the illustrator of the book that received the Caldecott medal in 2022?

a. Jason Chin b. Floyd Cooper c. Shawn Harris d. Loveis Wise

53. Who was awarded the Coretta Scott King (Author) Book Award recognizing an African American author and illustrator of outstanding books for children and young adults?

a. Andrea Wang b. Donna Barba Higuera c. Carole Boston

d. Levine Querido

54. Which of the following was awarded the Coretta Scott King Book Award recognizing an African American author and illustrator of outstanding books for children and young adults?

a. Watercress b. Unspeakable: The Tulsa Race Massacre c. The Last Cuentista d. Me (Moth)

55. A university has a student population of 5,500 plus the combined academic and non-academic staff which is 1150. How many full time professional librarians are required?

a. 2-3 b. 4-5 c. 6-7 d. 8-9

56. Who is the incumbent PLAI President?

a. Michael Pinto b. Elizabeth Peralejo c. Elvira Lapuz d. Rene Manlangit

57. Who is the incumbent PAARL President?

a. Fernan R. Dizon b. Michael Anthony A. Mojica c. Sharon M. Samaniego d. Engracia S. Santos

58. Who is the incumbent IFLA President?

a. Barbara Lison b. Christina Mackenzie c. Antonia Arahova d. Huanwen Cheng

59. When the librarian submits a report to the department head, what flow of communication is observed?

a. Downward b. Upward

c. Horizontal

d. Grapevine

60. How will libraries respond to various forms of censorship levied by governing bodies?

a. Interpret those decrees as imposed policies that libraries must strictly follow

b. Treat those decrees as a matter of opinion and the state shall respect all decisions and choices

c. Put the decree in question and immediately defer the suppression

d. Check actions against the library manual before proceeding with the directives

61. What is R.A. 8293?

a. Intellectual Property Code b. Electronic Commerce Act c. Protection of Lay-out Designs d. Data Privacy Act of 2012

62. This is a set of required methods of handling activities. Specifically, these are chronological sequence of steps to guide action.

a. Rules b. Procedures c. Strategies d. Budgets

63. When the librarian thinks that there is a need to migrate to RDA because the librarian is sensing positive feedback of his/her fellow librarians from other libraries, what planning technique is being considered?

a. Forecasts b. Standard c. Prediction d. Projection

64. Which of the following is an externally imposed policy?

a. One user per computer. b. Circulation policy

c. Library Outside visitor’s fee

d. Intellectual Property and Copyright

65. This refers to the number of people and/or activities a manager can efficiently manage.

a. Scalar principle b. Delegation

c. Decentralization d. Span of control

66. Recruitment is a process of attracting the appropriate number of qualified individuals to apply for vacant positions in an organization. There are three fundamental factors that need to be considered in the process of recruitment, which of the following does not belong?

a. Job analysis b. Job description c. Source of application d. Placement

67. It determines the specific activities necessary to accomplish the planned goals. It is aimed to group the activities into a logical framework of structure, assigning authority and responsibilities to people for their accomplishment.

a. Planning b. Organizing c. Leading d. Controlling

68. Frederick Hertzberg and his associates examined the relationships between job satisfaction and productivity and showed that dissatisfaction was caused by extrinsic factors such as pay, supervision, working conditions, and company policies so-called hygiene factors.

a. Two-Factor Theory

b. ERG Theory

c. Achievement-power-affiliation theory d. Leadership Grid

69. This was proposed by James McGregor Burns and differentiated two types of leader; transactional and transformational.

a. Two-Factor Theory

b. ERG Theory

c. Achievement-power-affiliation theory d. Leadership Grid

70. According to Fred Fiedler, three situational variables determine how favorable any particular situation is for a leader. What is Fiedler’s contribution to leadership?

a. Leadership Contingency Model b. ERG Theory

c. Achievement-power-affiliation theory d. Leadership grid

71. It is a systematic approach which seeks to determine whether or not a particular program or proposal is justified.

a. Cost-benefit analysis b. Evaluation c. Operations research d. Program evaluation and research technique

72. The budget is divided into broad input classes or categories (such as salaries or wages, materials and supplies, equipment, capitals and expenditures, and miscellaneous), with further subdivisions within these categories.

a. Lump sum b. Formula budgeting c. Line item budgeting d. Performance budgeting

73. It is the analysis, planning, implementation, and control of carefully formulated programs designed to bring about voluntary exchange of values with target markets for the purpose of achieving the organization's objectives.

a. Budgeting b. Marketing c. Evaluation

d. Contingency planning

74. What would be the best scenario where autocratic leadership will be the most effective leadership style?

a. There is a medical emergency inside the library building where in a student suddenly collapsed

b. There is a crisis management webinar and the staff are arguing who shall be attending

c. The library is preparing a budget for a million-worth of funding/grant

d. There is a political or personal dispute between two employees

75. What would be the best professional/career development opportunity that library managers provided for the library staff during the pandemic?

a. The librarians took the opportunity of online/remote learning set-up during the pandemic to pursue higher education

b. The librarians enrolled in digital content management to further their skills in the use of content management software for creation of online contents

c. The librarians attended all free webinars offered during the pandemic that are relevant to librarianship and related subjects

d. The librarians acquired additional or advanced skills in information communication technologies to be more versed in the new ICT services to be implemented by libraries

76. These are the standard operations performed by the library staff in dealing with specific situations or providing specific service?

a. Activities

b. Policy c. Procedures d. Processes

77. Departmentalization covers the issue of centralization. Which best illustrates centralization?

a. High degree of delegation

b. High degree of participation

c. High degree of control d. High degree of movement

78. It refers to the use of computers as an aid for library activities.

a. Library mechanization b. Library automation c. Library digitization d. Library computerization

79. Which area of library automation is involved in the creation, storage, retrieval and management of bibliographic records and indexes?

a. Cataloging system b. Circulation system c. Serial publications Control system d. Acquisition system

80. What will be the best strategy of an academic library manager to meet a deadline for multiple book listings needed to be updated for accreditation?

a. Designate librarians with booklists to prepare given that all librarians should be skilled in preparing bibliographies b. Ask for volunteers and offer incentive or reward in return so that they would be motivated to finish it on time

c. Program the library system with permanent categories that would automated booklist generation, only needing reprogramming every time curriculum updates

d. De-load the responsibility of librarians and transfer the booklist generation and update to the faculty in-charge given that it is their program being accredited

81. The Standards for Libraries in Higher Education are designed to guide academic libraries in advancing and sustaining their role as partners in education students, achieving their institutions’

missions, and positioning libraries as leaders in assessment and continuous improvement on their campuses. This standard was developed by ________

a. IFLA b. CHED c. PAARL d. ACRL

82. It is the only nationally accredited professional organization of librarians in the Philippines to date. At present, it serves as the umbrella organization for all library groups in the country.

a. PLAI b. PAARL c. PASLI d. ASLP

83. It is mandated to formulate policy guidelines, as well as plan, develop, and implement programs or projects that will promote the advancement of library and information services in the country, with particular emphasis on the enrichment of the arts and culture collections of libraries nationwide.

a. MAHLAP b. SFA c. NCCA-NCLIS d. PRC-BFL

84. When you prepare a strategic plan, you need to do a SWOT analysis to be able to develop priorities. How will you do this? a. Conduct a self-survey b. Conduct an experimental research c. Interview students d. Involve the administration

85. What is a grapevine in every organization like the library?

a. Formal communication system b. Informal communication system c. Internal communication system d. External communication system

86. A leader who exchanges rewards for services rendered and punishment for inadequate performance.

a. Transactional leader b. Authoritative leader c. Strategic leader d. Transformational leader

87. “To implement RDA cataloging standard in the every catalog records within 6 months”

a. Vision b. Mission c. Goal d. Objective

88. “To support the research and extension of the agency through maintaining an information retrieval system tailored to the overall purpose and intentions of the agency”

a. Vision b. Mission c. Goal d. Objective

89. “To improve the library system in terms of cataloging standards, authority files and records control and management”

a. Vision b. Mission c. Goal d. Objective

90. “To empower staff through vitalizing workplace, providing development opportunities and employing a fair appraisal mechanism”

a. Vision b. Mission c. Goal d. Objective

91. It is defined as getting things done through people. a. Administration

b. Leadership c. Organizing d. Management

92. Republic Act No. 8525, a program that encourages private institutions to support education, is also known as _____________.

a. Adopt a School Program b. School Library Act c. Adopt a Library Program d. Philippine Librarianship Act

93. Which of the following principles of management describes “unity is strength”?

a. Specialization b. Esprit de corps c. Remuneration d. Span of Control

94. A type of power that comes from a formal management position and is based upon authority recognized in accordance with position in an organization structure. a. Legitimate power b. Reward power c. Expert power d. Coercive power

95. Which of the following is the weakest kind of power? a. Legitimate power b. Reward power c. Expert power d. Coercive power

96. A leader who uses rewards and incentive programs to ensure the quality of the employee’s job performance. a. Transactional leader b. Authoritative leader c. Strategic leader d. Transformational leader

97. It is a collaborative project of the national library and four other institutions - Department of Science and Technology (DOST), Department of Agriculture (DA), Commission on Higher Education (CHED), and the University of the Philippines System (UP System). This was approved by the Commission on Information and Communications Technology (CICT) under Chairperson Virgilio Peňa.

a. Philippine Library Information Network (PHILIN)

b. Public Libraries Information Center (PUBLIN)

c. Philippine e-Library Project

d. Association of Academic and Research Library Information Network (ARALIN)

98. It is the full implementation of the Integrated Library Computerization project of The National Library. The Information Technology Center of The National Library handles all activities related to library automation. Online Public Access Catalog (OPAC) is currently installed at the Filipiniana Division.

a. Philippine Library Information Network (PHILIN)

b. Public Libraries Information Center (PUBLIN)

c. Philippine e-Library Project

d. Association of Academic and Research Library Information Network (ARALIN)

99. Which of the following are the objectives of management and information system?

i. To assist library staff in routine decision-making ii. To improve accountability and control over resources iii. To modify budget allocations and expenditures based on arising situations

iv. To improve the overall effectiveness of the library by focusing on outcomes

v. To generate internal and external reports

vi. To improve the long-term planning process

vii. To take over the role of the librarian in information management

viii. To facilitate activities related to performance measures.

a. i, iii, v, vi, vii, viii

b. i, ii, iv, v, vi, viii

c. ii, iv, v, vi, vii, viii

d. i, ii, v, vi, vii, viii

100. Which describes the administration of an academic library?

a. The supervision and control of the academic library shall be under a personnel with good manners and right conduct and is issued with Good Moral Certificate by previous employment or affiliation

b. The academic library shall be administered and supervised by a full time professional librarian with at least Doctorate Degree in Library and Information Science or PhD in Library Science.

c. The academic library shall be administered and supervised by a librarian with ancestors who have been directors of big libraries in the past.

d. The academic library shall be administered and supervised by a known personality that has proven its love and passion for libraries and have advocated library automation from in the past.

LIBRARY REFERENCE SERVICES AND BIBLIOGRAPHY

I. Overview

Reference- is the act of referring/ consulting that phase of library work that is directly concerned with assistance to readers in securing information and in using the resources of a library for study and research.

Reference book- a book designed by its arrangement and treatments to be consulted definite items of information rather than read consecutively. Example materials are the General Reference. (Encyclopedia, atlas, almanac, bibliographies, etc.)- contain information in all disciplines.

Reference question- any request for information or aid that requires the use of any or more sources to determine the answer or which utilizes the professional judgment of the librarian.

Reference Librarian- "the man, who is compelled to be all things to men, who counting and no one trivial spends his days opening up to the miscellaneous public the stores of the libraries material” (W.W. Bishop).

Reference service- the personal assistance given by the libraries to individual readers in pursuit of information. The role is to make information available to library customers by delivering service. Whatever librarians do; otherwise known reference and information service or reader service.

Reference Work - refers to the phase of library work that is directly concerned with assistance to readers in securing information and in using the resources of the library in study and research (ALA, 1943)

II. History of Reference Work

1871 - Justin Winsor- In a sixty-page brochure published by the American Society of Science, suggested the founding of free libraries and their information, and the use of reference occurred once.

1876 - Samuel Swett Green- “Father of Reference Work”, identified four components of reference service:

1. Instruct the reader in the ways of the library

2. Assist readers in solving inquiries

3. Aids the reader in the selection of good works

4. Promote the library within the community

1884 – Melvil Dewey- using the "reference library" two years before writing and organizing the Dewey Decimal Classification scheme.

1910 – John Cotton Dana- He believed that the librarian’s prime duty was not to answer questions but to instruct the inquirer in the use of materials by which he can secure the answer himself. (Not all information should be given; instead, the librarian should be the guide of the inquirer) He became a librarian for 4 decades at a Public library. Notable for his innovations in offering & promoting Library services.

William Warner Bishop- Believed in service rendered librarians in aid of some sort of study." Librarians should provide service and assist their users in quest of knowledge.” After some time, the term "reference" & "reference service' cropped up in the profession,' publications & indexes.

III. Reference Service

Why Is It Important?

● Libraries have various information for everyone in the community but work especially hard to meet individual needs.

● Libraries strive to provide equal, objective service for all patrons.

● Libraries promote the value of information for problem-solving in everyday life or for entertainment and enlightenment.

The Reference Constants (Fixed)

1. Purpose- help users in their quest for knowledge (vast pool of knowledge) or, more particularly, in that knowledge that requires its usefulness and instrument powers.

2. Function- locates answers for users to provide this function effectively; there must be supported duties and action, from a selection of materials to adequate space and personnel.

3. User- the lifeblood of reference service: who may have many reasons for asking questions but eventually must decide upon the action he is to take with the data supplied by the reference system.

4. Librarian- serves the intermediate or mediator between the user and his needs and information sources to satisfy the needs and queries.

Levels of Reference Services

James lngresoll Wyer (1930)

1. Conservative - assist if she is consulted not giving an exact answer, instruction, and guidance only

- old fashioned, occasional personal assistance

- Limited to instruction and guidance

- Only for its users to be dependent on using the library

2. Liberal - assists at all cost, will follow you wherever you go

- Librarian approaches users, "may I help you."

- Even the librarian search while the user waits

3. Moderate (middle)

Samuel Rothstein (1960) revived and relabeled Wyer’s Philosophy

1. Conservative = Minimum

2. Liberal = Maximum

3. Moderate = Middling

The Reference Process

Reference work is more than answering questions. Discovering and meeting information needs is a process that involves finding the real information need behind the questions. The reference process involves open communication between you and the patron, working until the demands are met.

Role of Reference Services

1. Finding information to answer specific questions

2. Helping customers find information for themselves.

3. Teaching people how to use library resources and how to do library research

Reference process-communication process between the librarian and the person posing the question with reference service, reference work, and reference sources.

Steps of the Reference Process

1. Encouraging the patron to contact the library when there is an information need (outreach).

2. Finding out what the actual information need is (the reference interview).

3. Finding the information that will meet the need (reference search).

4. Making sure the patron's need has been met (follow-up).

Communication Process

1. Making sure the librarian’s understanding of the question coincides with the actual information needs of the patron.

2. Analyzing, categorizing, or classifying the question on several dimensions to formulate a search query.

3. Translating the terms of the question into the language of relevant parts of the reference system.

4. Making various decisions involved in conducting the search itself.

5. Evaluating the information in terms of the patron and his needs.

Important things during the reference process

a.Encouraging the patron to contact the library when there is an information need

b.Finding out what the patron's real information need is

c.Finding information that will meet the need

d.Following up and making sure the patron's information need has been met

*Communication is the key

Categories of reference questions

1. Directional - tend to identify direction/ where is the location of materials.

a.Common type of query. A good sense of direction and familiarity is needed.

b.Serves as an orientation to familiarize with different parts of the library. Qualifying questions would help the user to know the information.

2. Ready-reference

a.Comprises the bulk of reference questions.

b. 85-90% of questions asked in libraries and in information centers.

c.Answers are found primarily in the fact-type of reference books.

3. Specific search

a.Variety and number of sources involve which tend to explain in concise easy to understand fashion.

b. Query heard of curious students.

c.Librarians need to exhaust different materials.

4. Research

a.Requires in-depth qualities for information directed to a librarian by an adult who is a specialist, professional, and expert in that field or who is on her way to becoming a specialist.

Reference Interview

- the key to the reference process

- answers the fundamental question: what does the patron really want to know?

Real Information Needs: Providing Answers to Unasked Questions

The first question a patron asks is often simply a conversation opener a way to say "hello." A patron's first question may be a way to determine if you are approachable and not an expression of the information need.

Steps in Discovering the Real Information Need

1. Make the patron feel comfortable.

2. Be approachable.

3. Be sensitive.

4. Assure confidentiality.

Charles Bunge asserted an outline of what reference librarians must consider when someone asks a question.

1. Ensure the question, as understood by the librarian, coincide with the actual information need of the patron. Analyzing, categorizing, or classifying the question or a member of dimensions to formulate a search strategy.

2. Translating the terms of the questions into the language of relevant parts of the reference system.

3. Making various decisions involved in conducting the search itself.

4. Evaluating the information in terms of patron and his needs.

Steps in Conducting the Reference Interview (Cassell and Hiremath)

1. Establishing Rapport with the user

- showing the expression of interest, smile, greet - signals are essential (verbal or non-verbal)

2. Negotiating the question

- find out what the user really wants - ask clarifying questions (give user chance to express his reference needs)

Two Types of Questions: a. Open-ended question - questions that encourage the user to talk more b. Close-ended question - generally leads to short answers like Yes/No

3. Developing a Strategy and Communicating it to the User - conduct a search, selecting search terms and identifying the most appropriate sources. - explain the search

4. Locating the information and Evaluating it

- Check the material if it complies with the user need - Instruction in the use of the material should also be provided if the user is unfamiliar with the source/s

5. Ensuring that the Question is Fully answered (the follow-up)

- Follow-up questions are necessary to check whether their questions are responded to or not

6. Closing the Interview

- Confirmation is needed from the user

- It should be completed on an open note

* Listening - the most crucial part of the reference interview

III. TYPES/FUNCTIONS OF REFERENCE SERVICES

1. Direct reference service - consists of personal assistance provided to library patrons in pursuit of information

a. Reference queries services

a.1 Direction - Focused on the standard "where" questions; answers requires geographical knowledge of key locations a.2. Ready reference - queries answered by a simple fact. Answers are found quickly in one or two easy-to-identify, prepared at hand reference works.

a.3. Specific-search questions (bibliographical inquiry)answers almost always take the form of giving the user a document, a list of citations, a book, a report, an internet site, etc.

*Bibliographic verification - Provide facts about publication rather than events, places, or organizations. (specific about the book, title, and author, etc.)

• Checking information about the book/ material may include but not be limited to the author.

• List of books, journals, or reading materials.

• User’s information about the document is correct and complete.

End Note - end of the chapter.

Foot Note - bottom of the page.

a.4. Research questions - involve answering complex questions that cannot be answered from one source; usually, queries come from an adult specialist seeking detailed information to assist in specific work.

b. Instruction

The aim is to guide the user in the use of the library and its resources b.1. Formal bibliographic instruction b.1.1. Orientation tours b.1.2. Formal courses

b.1.3. Use of user Guides, and instructional flyers, brochures, and signage.

b.2. Informal bibliographic instructions

b.2.1. Teaching or demonstrating how to use a catalog or any reference tool when the question is being answered, or material ad located, or even research conducted.

b.2.2. Reference desk

b.3 User Education

b.3.1 The origins of library user education can be traced back more than 170 years. The earliest evidence of instruction lecturing to undergraduates was found at Harvard College in the 1820s.

Reitz (2004) has defined User education in Dictionary of Library and Information Science -"all the activities involved in teaching users how to make the best possible use of library resources, services and facilities, including formal and informal instruction delivered by a librarian or other staff member one-on-one- or in a group. Also includes online tutorials, audiovisual materials, and printed guides and pathfinders. A broader term than 'bibliographic instruction.’"

b.3.2 Components of User Education

a. Library orientation means introducing the users to the general methods of usage and services and the layout such as building and sections of the libraries, stacking arrangement, rules and regulations, and facilities available in a particular library.

b. Library instruction means to provide specific education on how to use and understand specific information sources, information systems, information services, and tools. It gives

instructions to the users on how to select, get and use particular information resources.

c. Bibliographic instruction means to use the bibliographic tools to provide guidance to understand the features of these tools and their nature of subject coverage.

b.3.3 Need for user education a. Literature explosion and information explosion

b. E-Resources v Automation c. Variety of Library Services d. Multiple Database Searching Techniques e. Internet f. Information System and Information Networking

b.3.4 Objectives of user education

a. To familiarize the user with the automated library services such as OPAC.

b. To identify the user’s specific information resources as per their information needs;

c. To enhance and improve the user's abilities to select appropriate information sources; d. To tram the users in the use of information resources;

e. To extract the information from information system;

f. To train the users to exploit the library resources effectively;

g. To encourage the users to get the assistance of library professionals;

h. To train and develop the skills in the users for independent specific information searching;

i. To acquaint them with various national and international information networks and databases.

j. To educate the users in CD - ROM database searching as well as online searching.

c. Reader's advisory/ Guidance

•Giving options to your clients

•Recommend readings

•New acquisitions

•Term paper counseling - sometimes called term paper assistance or research consultation usually offered at a location other than the reference desk where the librarian can spend more time guiding each student on an individual basis. It provides a level of flexibility and attention.

• Bibliotherapy - assist with problematic users.

► Personal assistance

► To help users in reading inspirational books that will result in good.

► A more specialized form of guidance related in its goals to reference advisory works.

► But generally practiced in a group.

Two types of Bibliotherapy

1. Clinical Bibliotherapy is used to encourage selfunderstanding or behavioral change.

2. Developmental Bibliotherapy is used without need variety of individuals in schools or in public libraries to promote selfknowledge, personal growth, and the successful completion of developmental tasks associated with various life stages.

d. Information services - consists of finding information for the user or assisting the user in finding much-needed information.

- provide the user directly with all the bibliographic or nonbibliographic information needed or with sources that embody it

-take a variety of form from simple tracking down of bibliographic citations

• Ready reference question- the most basic information service

• Reference desk- deal with more complex questions.

* Even how simple the question is, you still have the responsibility to help the user in her quest for knowledge.

d.1 Current Awareness Services - aims to let the user know about recently added materials to a collection or database. -ensures that library clients are kept up-to-date with information in their interest or subject areas. Services include: • Selective dissemination of information (SDI) • Bibliographies or reading lists • Journal circulation

Displays

New titles lists • Circulation of the journal title and content pages

d.2 Abstracting and indexing service - provided for easier access of periodical articles, newspapers, and conference proceedings

d.3 Technical inquiry service / Technology instructionTeaching library customers how to independently use online and computer-based resources such as the Internet, the library catalog, subscription databases, and productivity software provided by the library (ex: word processing). It also includes the use of electronic equipment provided by the library such as photocopiers, printers, assistive devices, and microfilm/fiche reader-printers

d.4 Translation service - documents/manuscripts are translated into the language the patron understands

d.5 Reprographic service - includes various types of reproductions through photocopies, photographs, scanning,

printing, electronic storage in databases, digital copying on CDs and DVDs

e. Electronic reference service

e.1. Chat/Instant Messaging e.2. Videoconferencing e.3 E-mail (Electronic mail) e.4. Text messaging e.5. Fax (Telefacsimile)

f. Retrospective search services– retrieving all relevant materials, on a given topic, by a given author published within a certain period.

2. Indirect reference service- consists of behind-the-scenes activities that help provide access to the library's collection and extend the library's services through cooperation with other libraries.

a. Evaluation and selection of reference sources- recognizing various types of materials needed for adequate service. (Collection Management and Development)

b. Processing and maintenance of library catalogs, bibliographies, and other reference aids- organization and administration of reference; coordination - on how to trace the material; librarian may spend some time preparing Special bibliography. (Technical Services)

c. Referral Services- providing the patron with information about the group or agency that can provide needed assistance.

- Helping put patrons in contact with the best agency for their needs

- staff and materials (Resource sharing; Consortium)

d. Interlibrary loan (ILL)- is a service whereby a user of one library can borrow books or receive photocopies of documents owned by another library. It has two operations: borrowing and lending.

Purpose of ILL:

*To aid the researcher in acquiring specialized material from other libraries.

*To assist the general reader in borrowing material otherwise inaccessible because of lack of complete library resources.

e. Document Delivery- the supply of journal articles/references and other copies on a personalized basis.

f. Networks- a formal arrangement whereby several libraries or other organizations engage in familiar patterns, or exchange of information, materials, services, or all three for some functional purpose ·

IV. LIBRARY USER SURVEY and USER NEEDS

Reasons for user survey:

1. To gauge user satisfaction

2. To assess users' needs (usage)

3. To learn more about outcomes-that is, the end results of using the library

4. To gather demographic information about library users

*Short survey- focuses on customer satisfaction

*Medium survey - add questions about library usage

*Long survey- add questions about library usage; also includes demographics (statistical data)

SURVEY DESIGN

The most important points to consider when designing surveys are:

• What are your organization's information needs, i.e., what do you need to know?

• What are the characteristics of the respondents?

A. Type and Content of Survey

a. Satisfaction

The most common type of survey is designed to determine what the library is doing well in its users' opinions and what areas can be improved.

b. Usage

Usage refers to patrons' behaviors (e.g., "How often do you use the library in a typical month?").

c. Outcomes

Outcomes can be described as what was accomplished or gained by using the library. Incorporating a question into your survey which asks whether you may contact respondents at a later date can be an excellent way to collect outcome information. Alternately, questions about what users hope to achieve by using the library (i.e., intended outcomes) can somewhat satisfy these types of research questions.

d. Demographics

Demographics questions assess respondents' educational and cultural backgrounds, age, gender, and so forth.

B. Sample Size Needed for Meaningful Analysis

A good sample should represent the population it speaks for in all characteristics except size (for example, proportions of male to female, old to young, education levels, etc.).

The sample size must be large enough to be reflective of the general population. Before distributing your survey, identify your target sample size using a tool such as a sample size calculator.

Consider offering respondents an incentive to reach your sample sizes, such as candy or prizes, to encourage participation.

C. Method of Distribution

Surveys can be offered in-house, mailed, or accessed electronically.

● In-house surveys are easy to collect and accessible; however, they only capture information from those already using the library.

● Mailing surveys to everyone in your service area, or a sample thereof, can be an excellent way to hear from those who do not regularly use the library but is considerably costlier than administering them inhouse. Mail surveys also have lower response rates than other delivery methods.

●

Electronic surveys can also reach people beyond the library's walls but exclude those without computer access or skills. Additionally, if the survey is embedded i.n your library's homepage, it won't be seen by non-library users. Lastly, electronic surveys can be vulnerable to security risks, which can compromise the quality of the data you collect.

D. Data Analysis

May use tools, such as Survey Monkey, have built-in features for data analysis, or you might choose to use databases or statistical software like SPSS, Jamovi, etc.

Comments could be coded and analyzed in-depth unless your goal was simply to pull definitive statements as sources of anecdotal evidence.

If resources allow, consider hiring a research professional to analyze and present your data.

V. THE REFERENCE LIBRARIAN

Responsibilities of the Modern Reference Librarian

1. Provides information to library users on request.

2. Evaluates selects and weeds reference materials.

3. Assist library users in their own searches in resolving information needs.

4. Counsels library users on effective search strategies.

5. Clarifies information queries and demands throughout the search process.

6. Instructs and evaluates users on search techniques and information resources.

7. Organize print, non-print, and electronic information to promote access.

8. Protects users’ right to privacy, confidentiality, and intellectual freedom.

9. Participates in professional activities to improve the profession and personal knowledge.

10. Part1c1pates m the improvement of the local information system. 11. Teaches fellow library staff to enhance their skills. 12. Creates finding tools and websites to assist information seekers.

Characteristics / Attitude of a Reference Librarian 1. Discipline

focus

applies communication techniques

develop a strategy in a particular case

self-control and self-strategy

direct to the point 2. Desire to help

Commitment to helping people 3. Sensitivity

limits the relationship between the librarian and users

respectful 4. Patience

to deal with cranky, arrogant, insensitive individuals

to remain calm and persistent

cordial enough to the users 5. Broad Knowledge

basic information

reading is critical 6. Knowledge of reference section

identifies general and specific information

know what material to consult

VI. REFERENCE AND INFORMATION SOURCES

THE REFERENCE COLLECTION

1.

Book

Today, the term refers to the codex- a set of folded sheets of paper sewn or stapled along one edge and enclosed with protective covers and written contained within it. It is a nonperiodical printed publication of at least 49 pages, exclusive of

the cover page. This may be ordinary stock or sometimes called borderline books.

Reference Books are arranged and treatment intended to be suitable for being referred to or consulted.

The generic 'reference book,’ designed to be consulted for bits of information rather than to be read consecutively, includes typically: almanacs, bibliographies, bibliography sources, card catalog, union list, dictionaries, directories, encyclopedias, geographical references, government documentation, guides to the literature, handbooks, indexes, manuals, monographs and text, non-biographical directories and yearbooks.

2. Serial

These are publications in any medium issued in successive parts bearing numerical or chronological designations and intended to continue indefinitely. Included are: periodicals, annuals, journals proceedings, transactions of societies, and numbered monographic series and other categories.

3. Audiovisual materials

Non-book/non-print) are aids to teaching through ear and eye, come in audio and visual formats which convey information by sound and image rather than text. These include audio recording, slides, film strips, videotapes, motion pictures, and models.

4. Report Literature

Report literature is a distinct document form significant in scientific/technical fields. Grey literature form (a publication unavailable through normal bookselling channels) contains information that may or may not eventually appear in some conventionally published form but because of its currency. Included are: technical notes and memoranda, preprints, conference proceedings, and papers, and research and development reports.

5. Government Publications

Originate from and issued at the expense and authority of any office of a legally recognized government or international

organization. These are called government or just documents. Also referred to as grey or gray literature.

6. Other types of reference collection

Ephemera- current material that is of temporary interest and value. (i.e., posters, tickets, collectibles)

Pamphlets- a short publication, sometimes defined as having at least five or not more than forty-eight pages, but not part of a serial.

Brochure- a short printed work, consisting of only a few leaves, merely stitched together with thread or cord and not otherwise bound.

Clippings- a collection of clippings from current newspapers and periodicals and other sources, arranged in some definite order in a VERTICAL FILE (a case or drawer in which material may be filed vertically).

TIMELINESS OF REFERENCE SOURCES

1. PRIMARY SOURCE is original material that has not been filtered through interpretation, condensation, or evaluation by a second party.

A primary publication is an original, unpublished report of research or scholarship, usually in its initial, unedited form. It is usually the first print appearance research and scholarship by an individual or group. Primary publications are generally the results of experiments or surveys, and maybe unpublished as articles in primary journals, or as conference proceedings, individually published or unpublished distributed reports, unpublished dissertations.

a) Theses/Dissertations - an essay or treatise presented by a candidate in partial fulfillment of the requirement of a degree.

b) Manuscripts are generally documents of any kind written by hand, but a more particularly original version of literary or musical composition in handwritten or typescript form before it has been printed. Information professionals

distinguish between manuscripts, which might legitimately form part of the library collection, and official documents or records, which are regarded as ARCHIVES (anon-current records of an institution, organization, business, or person, created for working. Purposed and retained by the creator, or successor, for reference and or historical instances.

c) Patents - when an investor makes a new and valuable invention - that is a technical idea embodied in a process or product - patent allows him or her to develop and produce this within the protection of a limited clime monopoly, usually sixteen to twenty years, in. return the inventor has to deposit in public place protection given is a type of intellectual property.

d) Daily Newspaper Report- a publication usually issued daily or weekly, traditionally containing the most recent news.

e) College Invisible - an information-sharing group such as those that have existed from many areas in science and other disciplines; membership of such groups is mainly dependent on personal communication and often initiated of this college.

f) Other primary sources:

• Artifacts (e.g., coins, plant specimens, fossils, furniture, tools, clothing, all from the time under study);

• Audio recordings (e.g., radio programs)

• Diaries; • Internet communications on email, listservs;

• Interviews (e.g., oral histories, telephone, e-mail);

• Journal articles published in peer-reviewed publications;

• Letters;

• Original Documents (i.e., birth certificate, will, marriage license, trial transcript);

• Photographs

• Proceedings of Meetings, conferences, and symposia;

• Records of organizations, government agencies (e.g., annual report, treaty, constitution, government document};

• Speeches;

• Survey Research (e.g., market surveys, public opinion polls);

• Video recordings (e.g. television programs);

• Works of art, architecture, literature, and music (e.g., paintings, sculptures, musical scores, buildings, novels, poems)

2. SECONDARY SOURCE - are based on primary sources. This has been modified, selected, or rearranged for a particular purpose or audience; published with explanations on the subject matter bibliographic and substantive structure.

a) Encyclopedia - a database (essentially, any systematically ordered collection, in whatever form) containing information on all subjects, or limited to a particular field or subject, arrange in systematic (usually alphabetical) order.

b) Fact-type books - book of facts.

c) Almanacs - a publication usually appearing annually, containing an assortment of factual information often having solid statistical content.

d) Directory - a database, traditionally in book form, containing lists of the names, addresses, sometimes with other information added, of people, organizations or business, in a particular area, or with some shared interest such as membership of a specific trade or profession.

e) Index - an alphabetical list of topics, names of persons, places, etc., mentioned in a book or series of books, indicating at what place or places they appear in the source documents/s, usually by page number.

f) Other secondary sources:

• Bibliographies (also considered tertiary);

• Biographical works;

• Commentaries, criticisms;

• Dictionaries, Encyclopedias (also considered tertiary);

• Histories;

• Journal articles (depending on the disciple can be primary);

• Magazine and newspaper articles (this distinction varies by discipline);

• Monographs, other than fiction and autobiography;

• Textbooks (also considered tertiary);

• Web site (also considered primary).

3. TERTIARY SOURCE - This is thrice removed from the primary source; considered to be a standard reference or source type; consists of information that is a distillation and collection of primary and secondary sources.

a. Dictionary - a list and explanation of the words of a language or the vocabulary of a particular subject; the terms are arranged alphabetically in order in information retrieval, it can be used as synonyms with THESAURUS (a lexicon in which words are grouped by concept, thus providing a grouping or classification of synonyms or near-synonyms, and equivalent classes of terminology.

b. Other tertiary sources:

• Almanacs;

• Bibliographies (also considered secondary);

• Chronologies;

• Dictionaries and Encyclopedias (also considered secondary);

• Directories;

• Factbooks;

• Guidebooks;

• Indexes, abstracts, bibliographies used to locate primary and secondary sources;

• Manuals;

• Textbooks (also be secondary).

FORMS OF REFERENCE SOURCES

1. Control-Access-Directional Type

a. Bibliography - the first broad class or form of the reference source. It is the systematic listing and analytical study of books, manuscripts, and other documents. It is compiled to provide comprehensive coverage of its chosen field.

● Control - It serves as a control device. It inventories what is produced day-to-day, year-to-year, in such a way to enable the compiler (and the user) to feel he has control via the organization of the steady flow of knowledge; This is done through research (finding specific source}, identification, description, and classification.

● Access - once an item is controlled, the individual items are so organized for easy access to facilitate intellectual work; the aim of bibliography is to assist inquirer in discovering the existence or determining which may be of interest to him (by Robinson).

● Direction - bibliography usually does not give the user a definitive answer but serves to direct him to the source of a solution.

2. Source Type

a. Encyclopedia - the most used single source; they may be defined as works containing informative articles on subjects in every field of knowledge; usually arranged in alphabetical order; these are used to answer specific questions about X person or X topic or general queries which may begin with "I want something about X ...”

b. Fact sources - (includes yearbooks, almanacs, handbooks, manuals, and directories. All these types have many different qualities but share a common element: "they are all used to look up factual material for quick reference work. Together they cover almost every facet of human knowledge.

● Yearbook - an annual volume of current information in descriptive and or statistical form sometimes limited to a particular field.

● Almanac - an annual publication containing a calendar, frequently accompanied by astronomical data and other information; a yearly book of statistics additional information sometimes in a particular field.

● Handbook - a small reference book.

● Manual - a compact book that treats the essentials of a subject concisely; a book of rules for guidance.

● Digest - a brief condensation of a written work, often in other words than those of the original.

● Compendium/compend - a work that presents in condensed form principal points of a more extensive work or a work that treats a large subject briefly or in outline.

c. Dictionaries - those sources which deal primarily will include all aspects of words from proper definition to spelling.

d. Biographical sources - those forms which are self-evident sources of information on people distinguished in some particular field of interest.

e. Geographical sources –

● Atlas - a volume of maps, plates, engravings, tablets, etc., with or without descriptive letterpress from raised surfaces, such as type, rather than by lithographic process).

● Gazetteer - a geographical dictionary listing and locating, usually through grid references, the names of places or features, and frequently providing a varying amount of descriptive, geographical, historical, or statistical information.

● Map - a flat representation usually of the earth's surface or a section of it.

f. Government documents - any printed or processes paper, book, periodical, pamphlet, or map, originating in, or printed with an imprint of, or at the expense and by the authority of, any office of a legally organized government.

EVALUATING REFERENCE SOURCES

1. Authority

a. refers to the qualification and reputation of the author b. who is the contributor of that materials c. accuracy of the sources d. check the credibility of the author, the one who created and the one who contributed the creation of the content

2. Scope

a. the subject matter of the material

b. what is the focus in terms of language, translation, edition purpose?

3. Treatment

a. appropriate to the audience in terms of content, approach, artistic and literary quantity b. considered the readability and objectivity c. get material suitable to their thinking

4. Arrangement

a. would have alphabetical, logical, depending on the sequence, classified, chronological - retro - present - backpast - present, geographical, quick and easy to use, adequacy of cross-reference.

5. Format

a. the physical make-up of the book

b. type, paper, margins, fonts, and layout c. bibliography and documentation, bibliographical reference, citation (old and new) d. how and where information was obtained.

e. illustrations - there are pictures (black and white, colored, sketch), well-chosen, compliments the text

6. Special Features

a. Special Features ' - outstanding qualities of the materials b. glossy, online link

EVALUATING SERIALS

1. Authority of the author, editor, contributors, and producers 2. Systems of reference when articles assess its quality by its experts - where is the source 3. Inclusion of serials in standard abstracting/indexing tools 4. Balance of the paper; balance of articles and emphasis 5. Report only original articles or also printed one

EVALUATING GEOGRAPHICAL SOURCES

1. Currency - up-to-date; includes the copyright date/ edition 2. Use of color to enable different data 3. Symbols - used standard of symbols 4. Proportion - refers to projections used; some used three dimensional 5. Grid use - key reference square, letters, and number index to these squares to locate places.

Ex. E5. D6 with page no. of map 6. Binding - provide strength to open easily will lay flat. The entire map should be visible and not hidden by the part of the binding. 7. Marginal Information - at the minimum should include the scale, type of projection, symbols, and significance of colors. 8. Index - should be comprehensive, alphabetical, and clearly list all places, names, expect plan/reference, exact map, longitude and latitude, and grid information.

REFERENCE SOURCES

A. DICTIONARIES

a. History

● Glosses: marginal or interlinear notes; inserted into Latin manuscripts to define or render them in vernacular Teutonic,

Romanic, and Celtic tongues; philologically essential and represent the oldest rudiments of bilingual, or dual-language, dictionaries.

● Dictionarius: Latin term appeared around 1225 when the English grammarian John of Garland (Joannes de Garlandia) defined the word as the title of a collection of Latin words arranged by subject to use learners.

● Dictionaries provide information about words. Guide words, headword, part of speech, etymology/origin, synonym, antonyms, usage, definitions, pronunciation, syllabication, etc.

● Terms:

o Dictionary: a book containing a selection of words of a language or of some particular subjects, arranged alphabetically with explanations about them (Webster)

o Lexicology: the study of the formation, meaning, and use of words of idiomatic combinations of two words.

o Lexicon: the vocabulary of a particular language, field, social class, person, etc.; a dictionary of foreign language t usually of Greek, Latin, or Hebrew (Thorndike)

o Lexicography: the writing, editing, or compiling of dictionaries.

o Lexicographer: a writer, editor, or compiler of a dictionary.

o Jargon: specialized language concerned with a particular subject, culture, or profession

o Glossary: a list of particular, technical, or complex words with explanations or comments (Thorndike); an alphabetical list of abstruse, obsolete, unusual, specialized, dialectal, or other terms concerned with a subject field with definitions

o Gradus: a dictionary designed to aid in writing poetry

o Thesaurus or Verborum: a storehouse of treasury knowledge

b. Types of dictionary

● Types of Dictionary according to form

o Descriptive [recording how the language is actually used]

o Prescriptive [advocating how it ought to be used]

●

Types of Dictionary according to length

o

Unabridged: [300,000-600,000 entries or over 265,000 entries]

Webster’s 3rd New International Dictionary ▪

▪

The Random House Dictionary

o Abridged: [50,000-200,000 entries or 130,000-180,000 entries] ▪

The American Heritage Dictionary of the English Language ▪

Webster’s 9th New College Dictionary ▪

Webster’s New World Dictionary of the American Language ▪

The Random House College Dictionary

o Reduced-Word: [limited to under 60,000 entries] ▪

Oxford American Dictionary ▪

Concise Oxford Dictionary of Current English

● Types of Dictionary according to content

o Historical dictionaries provide the history of a word from its introduction into the language to the present.

o Etymological/Diachronic dictionaries emphasize the analysis of components of words and their cognates in other languages. These dictionaries emphasize the linguistic and grammatical history of the word usage.

o Period or specialized scholarly dictionaries focus on a particular place or period.

o Foreign language dictionaries are self-explanatory. We have all looked up words in French or Spanish or other Western European languages.

o Subject dictionaries focus on word definitions in a subject area, such as finance, law, botany, electronics, physics, etc.

o Slang dictionaries define terms used in ordinary, informal speech. These terms may include jargon, obscenities, or short words that quickly go in and out of use.

o Thesaurus. It contains synonyms and antonyms, usually without definitions. Its purpose is to provide writers with alternate or more specific words.

o Dual-language Dictionary has two sections, the first being a dictionary of terms in one language with definitions in a second language. The second section is the reverse, with words in the second language and definitions in the first language.

o Dialect dictionaries give regional variants and usage for words within a language. It may include some slang.

o Usage Dictionaries prescribe how a word should be used, based on how it has been used in the past.

o Specialized Dictionaries are dictionaries of specific use, such as The Random House Cross-Word Puzzle Dictionary or the Collins Scrabble Dictionary.

o Other dictionaries include abbreviations, synonyms, antonyms, acronyms, reversals (A man, a plan, a canal, Panama0 rhyming, idioms, quotations, phrases, and dictionary of usage and style.

B. ENCYCLOPEDIAS

a. History

● From the Greek word egkuklopaideia, which means instruction in the circle of knowledge

● It is an effort to bring together information from all branches of knowledge from a single subject, arranged in alphabetical order for ready reference.

● Pliny the Elder (A.D. 23-79) – Natural History – 31 books survive; Most of the material was taken from other works; 20,000 facts from 100 authors; deals with everything from the universe and zoology to the fine arts.

● Isidore of Seville (A.D. 560-636): Etymologies: 20 volumes; a gathering of human knowledge; gave the origins of names and words he wrote about

● Bartholomew de Glanville or Bartholomaeus Anglicus (1360): He taught theology in Paris, and he was the author of De proprietatibus rerum (first pub. c.1470), a famous medieval encyclopedia of natural history.

● Diderot (18th Century): the eternal optimist, believed it possible to capture all knowledge in his great Encyclopedie. This work remains a mystical experience through which the minds of Europe passed (Hugh Kenner). Kenner then goes on to cleverly. Summarize the content and purpose of an encyclopedia. Today, the general set serves a variety of purposes. Still, its essential one is to capsulize and organize the world's accumulated knowledge, or at least that part of interest to readers. Through detailed and brief facts, an effort is made to include a wide variety of information from all fields.

●

3 Categories of Organization for Encyclopedias

o By format: division of work into volumes (single volume or multivolume)

o By Scope: general or subject

o By audience: for a child, teenager, layperson (general); subject expert of near expert in that field (subject)

b. Examples of Encyclopedias

● ENCYCLOPEDIA BRITANNICA EDUCATIONAL CORPORATION

o Encyclopedia Britannica: Written by Nobel laureates, historians, curators, professors, and other notable experts, this is a trusted resource with a balanced global perspective.

o Compton’s Encyclopedia: is a home and school encyclopedia first published in 1922 as Compton's Pictured Encyclopedia.

o Children's Britannica: Complete set, Volumes 1-20.

o The Annals of America: Twenty-two volume set chronologically organized that consists of a collection of 2,202 original source materials (including articles, speeches, letters, songs, poems, official documents, etc.) providing a documentary history of America

o Britannica Discovery Library: lavishly illustrated 12volume set of "concepts and values" books specifically

created for young learned ages three to six. Children are introduced to various texts and genres, including rhymes, narratives, puzzles, and riddles. - Key vocabulary words are highlighted throughout and defined at the back of each book. The set is ideal for pre-readers and early readers as each volume contain activities to build thinking and comprehension skills necessary to build language skills. o Young Children's Encyclopedia: Prepared specifically for children just learning to read and not yet in elementary school, it consisted of 16 volumes, in which all the illustrations were in color and the accompanying informative text brief.

c. More examples of Encyclopedia

● ADULT ENCYCLOPEDIAS

o The Encyclopedia Britannica- best known in the Western World ▪ Micropedia (12 volumes)- short, actual, ready-reference materials arranged in alphabetical order; neologism coined by Mortimer J. Adler from the ancient Greek words for “small” and “instruction or brief lessons. ▪ Macropedia (19 volumes)- is the third part of the Encyclopaedia Britannica with 699 articles arranged alphabetically, with 24 pages per article. ▪

Propedia and 2-volume index: Propedia- a guide to related items within the 2 works; single volume is arranged by broad subjects to outline human knowledge and to show relationships between ideas, person and events; intended as a topical organization of the Britannica's contents

o The Encyclopedia Americana: based on the 7th ed. of the German encyclopedia Brockhaus Konversations Lexicon. This series is one of the largest general encyclopedias in the English language with more than 45,000 articles, most of them more than 500 words; covers American, Canadian geography, and history; written by over 6,000 contributors.

● POPULAR ADULT & HIGH SCHOOL SETS

o Academic American Encyclopedia ▪ 21-volume general English-language encyclopedia published in 1980. It was first produced by Arete Publishing; Grolier acquired the encyclopedia in 1982. It has also been published under the names Grolier Academic Encyclopedia, Grolier International Encyclopedia, Lexicon Universal Encyclopedia, Macmillan Family Encyclopedia, Barnes & Noble New American Encyclopedia, and Global International Encyclopedia.

An abridged version was known as the Grolier Encyclopedia of Knowledge. ▪

Academic CD-ROM - the first set to take full advantage of the new technologies; in 1990, illustrations were introduced on CD-ROM only. 1/10 of those printed were included and excluded maps, flags, diagrams of the human body. ▪

This evolved into 1992 The New Grolier Multimedia Encyclopedia, later named. The Grolier Multimedia Encyclopedia.

o Collier's Encyclopedia ▪ a general encyclopedia first published in 1950-51 in the United States and continuously revised. Originally in 20 volumes, Collier's was expanded to 24 volumes for a significant revision in 1962. It is a well-reputed work with coverage reflecting secondary-school and college curricula. Its style is concise and readable. Most of the articles are signed, many by world-renowned scholars.

o Funk & Wagnalls New Encyclopedia ▪ relatively close to the Academic American in content; short articles. ▪ Contains slightly over 9000 illustrations, of which about one-third are in color. ▪

Volume 29 is a detailed index, and in the last part of volume 28, one finds bibliographies, reading lists, and subject outlines. The bibliographies are both current and representative of the best material in the field.

o

The Canadian Encyclopedia

Originally published in book form in 1985, The Canadian Encyclopedia has been free of charge online since 1999. The Encyclopedia is the most authoritative and comprehensive reference of all things Canadian (from Pierre Trudeau and Louis Riel to the Great Depression) for students, readers, and scholars across

Canada and throughout the world. The content of The Canadian Encyclopedia is updated daily and is available in both official languages. It is home to more than 40,000 articles, 6,000 interactive maps, graphs, photographs, and animations.

● CHILDREN AND YOUNG ADULTS’ ENCYCLOPEDIAS

o World Book

▪ more illustrations than any set (29,000 plates, 24000 of which are in color).

▪ An encyclopedia published in the United States; "the number-one selling print encyclopedia in the world.”

▪ World Books is also published in electronic form for the Microsoft Windows and Apple Macintosh; available online at http://www.worldbook.com; The Information Finder is its CD-ROM version.

o Merit Students Encyclopedia

▪ articles do not shy away from controversial issues.

▪ There were twenty volumes, with two volumes of a dictionary in the set.

o Compton’s Encyclopedia and Fact Index

▪ is a home and school encyclopedia first published in 1922 as "Compton's Pictured Encyclopedia"; "Pictured" was removed from the title with the 1968 edition; the encyclopedia is now advertised as Compton's by Britannica.

▪

Unique for its Fact Index in each volume with a cumulative fact index in the final volume to the whole set; serves both as an index to each volume and as a source of ready reference for basic queries.

▪

Compton's Multimedia Encyclopedia (CD ROM version) is -the first to include all the illustrations, including those in color and 60-second sound.

▪ Also features the 65,000 Merriam-Webster Intermediate Dictionary.

o New Book of Knowledge

intended primarily for children in grades three and up.

Based initially on Grolier's older Book of Knowledge, first published by Grolier Publishing in 1890 and ended in 1963. ▪ presents coverage of a wide range of topics that fulfills the informational and recreational needs of elementary and middle school students.

o Children’s Britannica

a rival of the New Book of Knowledge.

A revised version of Britannica Jr. which was not successful.

● ONE-VOLUME ENCYCLOPEDIAS

o Concise Columbia Encyclopedia

This comprehensive reference book provides the most current information available in a concise, portable format. The Third Edition includes 17,000 entries, over 50,000 cross-references, 210 maps, 100 photographs, and more than 100 tables, charts, and illustrations.

o The Random House Encyclopedia

one-volume encyclopedia, but 13,500, has been illustrated in 11,325 in color.

●

FOREIGN PUBLISHED ENCYCLOPEDIAS

o French: Grand Dictionnaire Encyclopedique Larousse

It is an encyclopedia, and a dictionary merged in a single alphabetical listing. Beneath the standard dictionary (meanings, usages) entry comes to the encyclopedic section.

o German: Brockhaus Enzyklopadie (first issued as Fravenzimmer Lexikon) ▪

The current 21st edition contains about 300,000 entries on 24,000 pages, with about 35,000 maps, graphics, and tables. It is the largest German-language printed encyclopedia in the 21st century. A digital multimedia

encyclopedia based on the Brockhaus Enzyklopadie is available under the name Brockhaus Multimedia! Premium, which is similar to Microsoft Encarta.

o Italian: Enciclopedia Italiana ▪ one of the significant European records of the arts; an Italian encyclopedia, generally regarded as the most authoritative of that language ▪ The encyclopedia is often known as Enciclopedia Treccani, for its developer Giovanni Treccani. The first edition was published serially between 1925 and 1936. In all, 35 volumes were published, plus one index volume. The set contained 60,000 articles and 50 million words.

o Japanese: Kodansha Encyclopedia of Japan ▪ a comprehensive English language encyclopedia first published in 1983 that covers a broad range of topics on Japan. ▪ First published by Kodansha in 1983, followed by a supplemental volume in 1986, the encyclopedia was created by both Japanese (680) and non-Japanese scholars (524) from 27 nations. Japanese scholars produced 40 percent of the text, while foreign scholars wrote the remaining 60 percent. Japanese and American scholars wrote the majority of the articles. Many articles are English translations from Japanese encyclopedias. ▪ More than 11,000 entries are covering 37 categories of information.

o Russian: The Great Soviet Encyclopedia ▪ is a new universal Russian encyclopedia in 30 volumes, published since 2004

o Spanish: Enciclopedia Universal llustrada EuropeoAmericana (Espasa)

▪ also called Enciclopedia Espasa, or Enciclopedia EspasaCalpe.

72 volumes published from 1908 to 1930 plus a tenvolume appendix published 1930-1933. Between 1935 and 2003, 33 supplemental volumes were published plus an index, another A-Z appendix, and an atlas for 118 volumes.

▪ currently the longest printed encyclopedia with 105,000 pages and 165,200,000 words as of 1986

● SUBJECT ENCYCLOPEDIAS

o Encyclopedia of Library and Information Science

33 published volumes with 2 helpful indexes.

Written by 1300 eminent, international experts-offers, librarians, information/computer scientists, bibliographers, documentalists, systems analysts, and students, convenient access to library and information science techniques and tools. Impeccably researched, cross-referenced, alphabetized by subject, and generously illustrated, the Encyclopedia of Library and Information Science integrates the essential theoretical and practical information accumulating in this rapidly growing field.

o ALA Yearbook of Library and Information Services o More Subject Encyclopedias

Fine Arts

Encyclopedia of World Art

The Focal Encyclopedia of Encyclopedia of Photography

Literature

Cassells Encyclopedia of Literature

Business

Encyclopedia of Banking and Finance

The Concise Blackwell Encyclopedia of Management

Ethnic Studies

Africana: The Encyclopedia of the African and African-American Experience

History

Encyclopedia of Women's History in America

Encyclopedia of the Victorian World

Encyclopedia of the Holocaust

Encyclopedia of Vietnam War

The Sixties in America

Law

American Justice

Encyclopedia of Gun Control and Gun Rights

Great American Trails

Censorship

Performing Arts

The International Encyclopedia of Dance

The Garland Encyclopedia of World Music

The Film Encyclopedia

Science

McGraw-Hill Encyclopedia of Science and Technology

The Environment Encyclopedia c. The Encyclopedia of Mammals

Macmillan Encyclopedia of Physics

Encyclopedia of Microbiology

Willy Encyclopedia of Energy and Environment

Social Science

The International Encyclopedia of the Social Sciences

Encyclopedia of Family Life

Encyclopedia of Social Issues

Sports

Encyclopedia of Sports Science

The Cultural Encyclopedia of Baseball

The Official NBA Basketball Encyclopedia o Comparing Encyclopedia

Encyclopedia Level Special Aids

Americana

Educated adult Bibliography after article, crossreferences, topical index, maps in text, pronunciation, signed articles.

Notable Aspects

Science, technology, evaluation of literary and artistic works, texts of historical documents, information on United States towns, cities, states, history of each century.

Britannica

Educated adult Bibliography after article, crossreferences, a detailed and comprehensive index, maps (in atlas volume), signed articles.

Science, applied science, medicine, pre-twentieth century art "covers subjects in depth."

Collier's Junior college, high school, general public

Bibliography (in the last volume- by subject, not by article), crossreferences, index, maps in text, pronunciation, signed articles.

All modern subjects, popular style

Compton's High school, upper elementar y grades

Bibliography after article, crossreferences, factindex in each volume, maps and other visual aids in text, pronunciation, list of contributors.

Broad subject area article, the study outlines with many articles, fact-index, readability, illustrative material

World Book High school, children home

Graded bibliography with some annotations after articles, crossreferences, maps, and other visual aids in text and signed articles.

Readability (written for age and grade levels), reading and study guide, illustration, simple, orderly style, study outlines

Columbia Office, home, general public

Brief bibliography after article, crossreferences, pronunciation

C. ALMANACS & YEARBOOKS

Brevity, United States towns, obscure people, place, names

Almanacs are a compendium of valuable data and statistics relating to countries, personalities, events, subjects, and the like. While yearbooks are the annual volume of current information in descriptive and or statistical forms. The fundamental purpose is to record the year's active activities by country, subject, or specialized area. The essential difference with almanac is that the almanac will also include considerable retrospective material, which may not be in the average yearbook.

a. History

● Almanac (Spanish Arabic al manakh, roughly translated "a calendar of the heavens").

● 1200 BC - a book arranged by months, weeks, and days, with pertinent information concerning the sun’s rising and setting, the time of low and high tides, and calendars of holidays.

● The earliest existing printed almanac is that of the German mathematician and astronomer Regiomontanus (originally named Johannes Muller), whose illustrated 12- leaf Kalendarium Novum was printed in 1476 in both red (for lucky days) and black in Venice, Italy.

● 16th Century: "Philomath" almanacs, known as such because their editors affixed this word, meaning "lover of learning," to their names, served as calendars, atlases, agricultural and medical advisers, and textbooks.

b. Examples of almanacs and yearbooks Almanacs

● World Almanac and Book of Facts: began in 1868 as a publication of the New York World newspaper; now available in CD-ROM as part of the Microsoft bookshelf CD-ROM Reference library.

● Information Please Almanac: a single-page statistical profile of the US appears before the title page; has much in common with the World Almanac; with a quick thumb index.

● The Whitaker's Almanacs: is on standard information about events of the year, foreign countries, and international statistics;

it emphasizes more on emerging nations; founded in London in 1868; published by Joseph Whitaker.

● Readers Digest Almanacs gravitates more to the methods of encyclopedia yearbooks than to standard form set by traditional almanacs.

● Official Associated Press Almanacs: stronger on statistical data arranged under such broad categories; the most vital point is the emphasis on biographical information and current data on the world's nations - in alphabetical order by country.

● Negro Almanacs: 32 chapters plus selected and useful bibliography on black materials for the library; sections cover everything from biographical material to civil rights, legal status for blacks, income, and education.

● Peoples Almanac: series of three books published in 1975, 1978, and 1981; the almanac format departs from a traditional almanac and included many obscure facts, lists, and esoteric knowledge. Yearbooks

● Encyclopedia Supplements - are annual or periodic publications issued by an encyclopedia publisher to supplement encyclopedic information with more recent developments.

o Adult Encyclopedia Supplement New International Encyclopedia: The most extensive continuous series of any adult encyclopedia supplement found currently on American reference shelves.

o Americana Annual: with a chronological index in front; list of important dates, necrology, list of prizes and awards, and other tabulations of colleges, universities, societies, and organizations which considerable data on each agency. The section on sports brings records and scores together.

o Britannica Book of the Year: updates of the New Encyclopedia Britannica; a chronicle of events of a given year; has The Year in Review section; Surpasses other

yearbooks in the number of entries and attractiveness of format.

o Ten Eventful Years: a record of events preceding, including, and following World War 11, 1937 through 1946.

o Colliers Yearbook: a well-written and well-organized annual; because subjects are treated under broad headings, the number of entries does not adequately reflect Collier's Yearbook's coverage.

o Story of Our Time: supplement for the Grolier Encyclopedia; provides a good deal for popular information in a very readable style.

● School Encyclopedia Supplements

o The World Annual Supplement: is paperbound and punched for insertion in a binder supplied to encyclopedia purchaser; 350 articles are included in each supplement covering subjects selected because of their interest to young people.

o Book of Knowledge Annual: 80 extensive subjects chosen for interest to children, formerly known as Children's Book of the Year.

o World Topics: quarterly, paperbound supplement to the American Educator, punched for a loose-leaf binder.

D. HANDBOOKS & MANUALS

a. Handbooks

● Purpose: ready-reference sources for given fields of knowledge; emphasis is on established knowledge rather than on recent advances' their value is in-depth information in a narrow field.

● More likely is a miscellaneous group of facts centered around one central theme or subject area; from German Handbuch, a book which could be held in hand comfortably.

● a book containing rules and regulations

Examples of Handbook

●

Books of Days and Firsts

o American Book of Days: listed what major or minor event(s) took place each day.

o Chase's Annual Events: published every fall; traces the events of the previous year and marks the upcoming year's day-by-day celebrations.

o Kane's Famous First Facts: by Joseph Nathan Kane; contains American "first" in everything (first toothbrush to a first major discovery)

● Etiquette

o Emily Post's Etiquette: the judge of good manners; arranged in question and answer format.

o Miss Manner's Guide for the Turn of the Millennium by Judith Martin: advice on office manners

● Literature

o Magill's Master Plots: by Frank N. Magill; a condensation of almost every important classic in the English language. ▪

Direct Sources

1. Survey of Contemporary Literature: includes additional plots for 2300 more books published 19541976

2. Magill's Literary Annual: a continuation of the survey set (1976 to present); contains sketches for 200 fiction and non-fiction titles published the previous year. ▪

Indirect Sources

1. Masterplots II

2. Monarch Literature Notes

3. Cliff's Notes: founded by Cliff Hillegas, who mastered the art of condensing books into 70-90 easy-to-read pages.

●

Quotations

o Bartlett, John. Familiar Quotations, 5t,h ed. Boston: Little Brown and Company, 1980.

o Stevenson, Burton E. The Home Book of Quotations, Classical and Modern, 10th ed. New York: Dodd, Mead & Company, Inc. 1967.

▪

quotes are arranged by subject and there is a detailed author-title index.

o The Oxford Dictionary of Quotations, 3rd ed. New York: Oxford University Press, 1979.

● Concordances

o is an alphabetical index of the principal words in a bookor more likely, in the total works of a single author - along with their context, BASIC PURPOSE: to enable students of literature to study the literary style of an author based on the use of given words; more often to run down elusive quotations ▪

Strong's Concordance to the Bible ▪

Alexander Cruden's Complete Concordance to the Old and New Testament (first published in 1737)

● Other Classifications of Handbooks

o Curiosity Handbook: a collection of miscellaneous facts wherein questions are "fugitive" - or involved several hours of search. ▪ Kane's Famous First Facts ▪

Tavenner's Brief Facts: abbreviations, animals, art masterpieces, athletic records, battles, Bible characters, book of the first rank; presented mainly in tabular form.

o Literary and Historical Handbooks: Includes allusions, quotations, holidays, and events. ▪

Oxford Companion to American Literature: short biographies and bibliographies of American Authors; nearly 1900 summaries and description of the important American novel, stories, essays, poems, and plays.

Calendar Handbooks: Half literary and half historical, which provides information about holidays, anniversaries, and festivals.

Anniversaries and Holidays (Chicago, American Library Association, 1983) which offer succinct data and additional readings;

Book of Days (Ann Arbor: Mich., 1987) summarizing primary events and suggesting readings and visual sources of particular us to mark the day's event(s).

History Handbooks: Chronologically arranged date books.

Readers Handbook by reverend E. Cobham Brewer

Historic Notebook

Cities Supplement ( 1947)

Country Data Book {1947)

Historical Statistics of the United States 1789-1945 (1949)

E. DIRECTORIES

A list of persons or organizations, systematically arranged, usually in alphabetical or classed order, giving address, affiliations, etc. for individuals and address, officers, functions, and similar data for organizations.

a. History

● The first directory compiled was Domesday Book in 1086 by order of William I or William the Conqueror

b. Categories of Directories

● Local Directories- two types are

telephone books and

city directories

● Government Directories- include post offices, army and navy posts, and the thousand and one different services offered by federal states and city governments.

● Institutional Directories- Includes a list of schools, foundations, libraries, hospitals, etc. ● Professional Directories- mainly list of manufacturers' information about companies, industries, and services. ● Trade and Business Directories

c. Examples of Directories

● Directories of Directories: provide listings and descriptions of various directories

Directories in Print: formerly Directory of Directories

City and State Directories in Print: has little overlap with Directories in Print

International Directories in Print

Master Index

of Associations: lists and dutifully describes over 25000 groups

F. BIOGRAPHICAL SOURCES

It may contain facts about an individual (birth/death dates, childhood, education, accomplishments, etc. Maybe a list of bibliographical citations leading the user to other works which contain the biographies themselves.

Biography

-a study sharply defined by two definite events, birth, and death (by the writer Edmund Goose)

Genealogy

-defined as the making of a human pedigree through the linkage of primary biological data found in records with name, date, and places

a.

Current Biographical Directories

● Who's Who in America: biennial since 1899

o Who's Who in America Online=Marquis Who's Who

o 79 000 records in Who's Who in America and the 15,000 records in Who's Who in S&T

● Who's Who: first published in Britain on January 15, 1849.

b. Current Biographical Dictionaries

● Current Biography: monthly and cumulated annually; emphasis on 200 international personalities, primarily those influencing the American scene

● The New York Times Biographical Service: biographies are usually written by individuals who do not cite sources

● Newsmakers (Gale Research Co.): launched in 1985 to rival the 2 aforementioned

c.

Retrospective Biographical Dictionaries

● McGraw-Hill Encyclopedia of World Biography

● Webster's New Biographical Dictionary; brief biographies for about 40000 people from the beginning of history through the early 1970s

● New Century Cyclopedia of Names: broader in coverage than other biographical reference works, including entries for places, events, literary works, and fictitious and mythological characters, as well as for important people from the past.

● Cambridge Biographical Dictionary (1990); popular culture (sports & music individuals), prominent women

● Chamber's Biographical Dictionary: 20000 prominent people with emphasis on British and Americans

d. Retrospective Biographical Dictionaries: National

● Dictionary of American Biography (DAB): one must be dead to be included

● National Cyclopedia of American Biography: 76 v. of biographical essays on nearly 70000 Americans; biographies are grouped by occupation or work area.

● Who Was Who in America: reproduces Who's Who with recently dead individuals; entries that appeared in Who's Who are transferred here after the person dies.

● Dictionary of National Biography (DNB): covers prominent deceased persons from England, Wales, Scotland, Ireland as well as those from British colonies and non-British citizens who lived in England and contributed to its history; about 36,000 entries.

G. GEOGRAPHICAL SOURCES

Geography: comes from two Greek words: GEO meaning the earth and GRAPHEIN meaning to write; it is a science that describes the earth's surface

a. History

● The Eskimos, without surveying instruments, have drawn maps of Northern Canada and other large areas.

● The Marshall Islander's Sea Charts were made out of the midribs of palm leaves and shells.

● The Babylonians made maps on clays.

● The Egyptians painted their maps on the lid of a sarcophagus plant.

● The Chinese developed a network for location purposes.

● The Greeks speculated that the earth was a sphere.

● Eratosthenes produced a remarkably accurate measure of the Earth's circumference.

● Ptolemy compiled a gazetteer of 8000 places.

● 12th century: The Chinese produced the first printed maps.

● The Arabs, using geographical observations, were able to locate places in terms of latitude and longitude.

● 14th century: Portland chart was made possible through the magnetic compass.

● Martin Berhaim culminated Medieval cartography through his small globe.

● 16th century: Gerhardus Mercator devised projections and produced a great atlas published after his death.

● The first modern atlas appeared: Theatrum Orbis Terrarum

● 18th century: The French initiated modern topographic surveys on a national scale.

● 19th century: small scale mapping was introduced and developed.

● Recently, man-made satellites have improved our knowledge of the earth.

b. Categories of Geographical Sources

● Maps, Globes, Atlases

o Map: a representation of the outer boundaries of the Earth on a FLAT SURFACE.

o Globe: is the only relatively accurate representation of the earth.

o Atlas: a volume containing a collection of maps.

*CARTOGRAPHY-is the art of map-making.

**Cartographer-maker

o Kinds of Map

Chart-map of water

Thematic- a map designed for multiple purposes.

Physical- a map that traces the various features of the land. ▪

Route- shows roads, railroads, bridges, etc.

Political- limited to political boundaries of the present. ▪ Historical- indicate boundary lines of the past. ▪ City- a thematic map of a city

Economic- deals with natural resources, industries, transportation ▪

Topographic- are a detailed record of a land area, giving geographic positions and elevations for both natural and man-made features. ▪

Cadastral- a large-scale map showing the boundaries of subdivisions of land, usually with the directions and lengths thereof and the areas of individual tracts, compiled to describe and record ownership. ▪

Geological- represents the distribution of different types of rock and surficial deposits and locations of geologic structures such as faults and folds. ▪ Road- a map, especially one designed for motorists, showing the streets of a city, state, or other areas. ▪

Meteorological- a map showing the state of the weather over a large area.

Terms

▪ Projection is the systematic transformation of locations on earth (spherical) to a map (flat surface). o Cylindrical Map Projections o Conic Map Projections

Azimuthal Map Projection

Mercator

Latitude: vertical distance north or south from the equator

Longitude: horizontal distance east and west from the equator

Equator: imaginary horizontal line that circles the earth.

Prime Meridian: imaginary vertical line that runs through Greenwich, England. ● Gazetteers are geographical dictionaries for finding lists of cities, mountains, rivers, population, etc.

● Travel Guides, a.k.a guidebook; give additional information about a place such as how to get there, landmarks, historical sites, transportation, center for amusement, recreation, and leisure.

c. Major Size World Atlases

● Times Atlas of the World (London): best single-volume atlas

● The New York Times Atlas of the World: a shorter version of the Times Atlas of the World

● The New International Atlas (Rand McNally): more current than the Times Atlas of the World

d. Intermediate to Small-Scale-Atlases

● Gold Medallion World Atlas: largest of those issued by Hammond

● Citation World Atlas: an abbreviated version of the Medallion

● National Geographic Atlas

● Rand McNally Cosmopolitan World Atlas: heaviest emphasis on American maps

e. Thematic Maps and Atlases

-Focus on a particular aspect of geographical interest -Usually, historical, economic, political shown graphically on a map

● The Times Atlas of World History: broke a long tradition of Eurocentricity ( emphasis on the history of Europe)

● William Shepherd's Historical Atlas: covers from about 3000 B.C.; 240 outline maps; no essays; designed for students 3. Rand McNally Atlas of World History: covers from Prehistory (about 40,000 B.C.); 115 full-page size outline maps, has essays; designed for the general audience

H. BIBLIOGRAPHIES

a. History

● The word bibliography was derived from the two Greek words billion, which literally means book, and graphein, which means "to write.”

● Its definition as "the writing of books" was used in post-classical Greece.

● Bibliographies lead to other information sources; are lists of books and other materials that provide author, title, and publication information.

● Annotated bibliographies also include a brief description or summary of the item.

● Bibliographies are sometimes referred to as "Guides to the Literature ... "

b. Historical Development

● 1761: The meaning of bibliography as the writing first writing of books was used as 1761 as indicated by the definition of the word "bibliographer" in Fenning's English Dictionary of that date as "one who copies books."

● 1845-1850: Louis Jacob de Saint Charles used the word "bibliographia" in his book with the same title.

● 18th Century: In France, the meaning of the word bibliography emerged as a form of library science.

● 19th Century: Germany, the bibliography was defined as the science of books.

c. Bibliography Types

● Analytical bibliography: also a historical study, based upon the assumption that books, especially those printed by hand before the first quarter of the 19th century, contain a great deal of evidence about their own production.

● Historical Bibliography: concerned with the compilation of bibliographies of older books and the history of the book trade and book production, the history of reading, and the use of books and history of books as a physical and cultural object.

● Descriptive Bibliography: Used for bibliographies that give extended descriptions based on complete bibliographical analysis.

● Textual Bibliography: A bibliography that highlights textual variations between a manuscript and the printed book or various editions.

● Universal Bibliography: A universal bibliography is an exhaustive inventory of all the works that have ever been published; It includes everything published, issued, pressed in the field of communications from the beginning to the present to the future; the concept of universality means that time; territory, language, subject, or form does not necessarily limit a bibliography.

*Conrad Gesner - "father of bibliography"; first attempt to create a universal bibliography with his work Bibliotheca Universalis.

● National Bibliography: A bibliography, which is limited to materials published within a given country, can be limited in scope to a section of a country, a city, or even a hamlet.

o National Library Catalog: Lists down all works which are cataloged by the library and other member libraries of a system regardless of their country of origin; It is not limited by time, territory, language, subject, or forms of communication.

o Union Catalog: an inventory common to several libraries that lists some or all of their publications maintained in one or more orders of arrangement

● Trade Bibliography: A bibliography issued for and usually by the booksellers and publishers of a particular nation· its emphasis is on the basic purchasing area.

o Books in Print (SIP): Issued on October on each year; Print, Online via DIALOGS database, CD-ROM disk, Microfiche

o Paperbound Books in Print: by R.R Bowker; list the books that can be purchased from American Publishers

o American Book Publishing Record: R.R Bowker Company, 1960 - (Monthly; annual accumulation.)

o Cumulative Books Index: The H.W Wilson Company, 1898(Monthly- except august, bound semiannual accumulation)

o Publishers Trade List Annual: R.R. Bowker Company, 1873(Annual)

● Subject Bibliography: intended for research workers and other special areas.

o Information Sources in Science and Technology

o Information Sources in Science and Technology: A Practical Guide to Traditional and Online

o Use of Social Sciences Literature

o Humanities: Selective Guide to Information Sources

I. INDEXES & ABSTRACTS

a. Index: from the Latin word "indicare" which means "to point out.” It indicates where the information can be found.; an organized grouping of terms intended to facilitate access to a document or collection of documents in any medium or format.

● Traditional Indexes

o Periodical Indexes/ Indexes to periodical LiteratureThese list the large, general subjects treated and the various subdivisions of each subject. It also indicates where the material can be found on each of the several aspects of a subject.

o Subject Indexes - The purpose is to index materials in a narrow subject field ▪ Humanities lndex.197 4 to date, quarterly; 350 English language periodicals; Humanities here is taken to mean archaeology and classical studies, folklore, history, language, and literature. ▪

Social Sciences Index. 1974 to date, quarterly; 355 English language of periodicals and anthropology, area studies, economics, and related areas. ▪

General Science Index. 1978 to date, monthly; 111 English language, general, monthly.

b. Abstracts: summary of the essential content of another longer document; a form of current bibliography in when distributions to periodicals, other collections, and sometimes books are

summarized accompanied by bibliographical citations to enable the publications to be traced frequently arranged in classified order.

● General

o Dissertations Abstracts International: Ann Arbor, Ml: University Microfilms International, 1938. Monthly

● Periodical

o Periodical Abstract Ondisc. Ann Harbor, Ml: University Microfilms, 1988. Monthly

o Readers' Guide Abstracts: Print Edition. New York: HG.W. Wilson Company, 1983. 10 issues per year.

o Wilsonline, 1983 to date. Quarterly

o Wilsondisc: CD-ROM, 1983 to date. Quarterly

o Magazine Article Summaries (Formerly: Popular Magazines Review). Birmingham, AL: EBSCO, 1987

● Science and Technology

o Biological Abstracts. Philadelphia: Biosciences Information Service of Biological Abstracts, 1926 to date, 11 bimonthly. CD-ROM: Publisher, 1989.

o Chemical Abstract.- Columbus, OH: Chemical Abstracts Service, 1907 to date, weekly

● Social Science

o Economics Abstracts. The Hague: Martinuss Nijhoff 1953 to date

● Humanities

o Language Teaching and Linguistics Abstracts. London: Cambridge University Press, 1968. Quarterly.

J. GOVERNMENT PUBLICATIONS

A government document is any publication that is printed at government expense or published by the authority of a governmental body. Documents may be considered in terms of issuing agencies.

Any publication originating in or issued with the imprint of, or at the expense and by the authority of, any office of a legally organized government or international organization.

a. Executive Publications - All documents issued from the president’s office and the different departments and cabinets.

b. Congressional Publications - Congressional publications are basically a record of congressional activities, from debates in Congress to committee hearings and reports.

● The Congressional Records, Laws, Hearings, Committee Prints, Serial Set

c. Judicial Publications – Judicial publications are primarily publications of the courts; most important consist of the Supreme court’s decisions. Of all the government documents, the area of judicial publications is the most highly specialized. Work with these materials requires considerable knowledge of the governmental organization and, except general questions, is probably best left to the special law library or legislative reference service.

REFERENCE AND BIBLIOGRAPHY

INSTRUCTION: Read the following questions carefully. Choose the letter that corresponds to the best answer. You can also use the Online Practice Tool for Reference and Biliography.

1. Samuel Swett Green, the Father of Reference Service, introduced the four prime functions of the Reference Librarian in his article “Personal relations between librarians and readers” published in the Library Journal 1876. The following are the four prime functions, except:

a. Instructing patrons how to use the library b. Answering patron’s queries

c. Selecting resources that aids the parent organization d. Promoting the library within the community

2. According to this author, reference service is an art to be applied in any given situation rather than one static entity capable of finite description. a. Vavrek b. Katz c. Wyer d. Rothstein

3. In the book authored by William Katz, titled “Introduction to Reference Work”, he classified reference sources into two broad categories. In which category does bibliographies, indexes, and abstracts belong?

a. Source Type b. General Reference Books c. Specialized or Subject Reference Books d. Control-Access-Directional Type

4. Which of the following is not a source type category of reference books?

a. Manual b. Biographical sources c. Bibliographies d. Geographical sources

5. Although unable to provide the needed information immediately, the librarian exerted much effort and was able to retrieve the desired information. What kind of searching was done by the librarian? a. Ineffective search b. Effective search c. Efficient search d. Exclusive search

6. What if the librarian was able to provide an information immediately but retrieved information which was not exactly the desired information? a. Ineffective search b. Effective search c. Efficient search d. Exclusive search

7. Louis Shores identified types of question by subject and which specific reference books could answer the question. The following are correctly paired except: a. Encyclopedia = Fact Questions b. Manuals = How to Questions c. Dictionaries = Language Questions d. Yearbook = Trends Questions 8. It is used by teachers, librarians, and parents; meant to help children grow and develop through books involving activities such as reading, writing, and discussion to work through trauma or to introduce developmentally-appropriate topics. a. Support Groups

d. Indexing and Abstracting services – Research Function

10. What function is being performed by librarians when librarians are advising reading materials and help students develop information literacy especially for those having a hard time distinguishing fake new online?

a. Guidance function

b. Information function c. Bibliographic function d. Instruction function

11. A freshman student, working on a report about the school’s history and background, asked you where the newspaper clippings/vertical files are. What level of reference service is needed, according to Samuel Rothstein?

a. Minimum b. Moderate c. Middling d. Liberal

12. A librarian from the neighbouring academic library is working on a bibliometric study to measure the impact factor of the journal that their university published last year. The librarian only needed the permission to use your library. What level of reference service is needed, according to James Wyer?

a. Conservative b. Moderate c. Middling d. Minimum

13. A student, who had already asked for print resources yesterday for a research background, came for another research counselling. When asked for related studies which the student’s research methodology could be patterned, the city librarian offered online journals and instructed how to navigate such databases. Which of the following summarizes the reference process?

a. Specific search answered through moderate level

b. Specific search answered through liberal level

c. Research question answered through moderate level d. Research question answered through liberal level

14. The heart of reference work is the question. Aside from questions requiring answers, some of the patron’s queries require a specific service. Which among the following pairs are possible:

i Directional - Conservative

ii Directional - Moderate iii Directional - Liberal

iv Ready-Reference - Moderate

v Specific Search – Moderate

vi Specific Search - Liberal vii Research question - Conservative viii Research question - Moderate ix Research question – Liberal

a. i, iv, v, vi, viii, ix b. i, ii, iv, v, vi, viii, ix c. i, ii, iii, iv, v, vi, viii, ix d. i, ii, iv, v, vi, vii, viii, ix

15. This type of biography lists notable persons from the past sometimes phrased as “distinguished yet extinguished”? a. Universal Biography b. Retrospective Biography c. Current Biography d. Historical Biography

16. What type of directory are you going to refer when looking for staterun Business Schools within your locality? a. Government directories b. Trade & Business directories c. Institutional directories d. Local directories

17. There are two broad types of bibliographies, namely; Analytic and Descriptive bibliography. The following are descriptive bibliography except: a. Systematic enumerative

b. Selective bibliography

c. Critical bibliography

d. Bibliography of bibliographies

18. Which of the of the following is the most credible source of information that could help AB in History student in understanding historical events during the American and Japanese Period?

a. Currently published History Books in the 21st century

b. History Books published during the mid to late 20th century

c. Historical archives during the early 19th century

d. Tiktok videos by online content creators and vlogs by YouTubers with millions of subscribers

19. A patron who was apprehended by a police officer yesterday visited the library to fact check the law violation verbatim to the video recorded. What type of handbook are you going to use?

a. Statistics handbook

b. Documentary handbook

c. Parliamentary handbook d. Curiosities handbook

20. Part of the reference librarians’ instruction function is to impart library and information-related literacy through forms of formal library teaching sessions, seminars, or even unit programs. Which would be the most effective way of teaching students in selecting and retrieving credible information to be used for research papers?

a. Conduct a webinar on how to use Wikipedia as a jumpstarted of a research inquiry

b. Conducting a webinar on the identifying types of information sources and evaluating them using established criteria

c. Conducting a webinar on how to extract the references and citations from a TikTok video

d. Conducting a webinar on how to use Facebooks videos as primary source of information

21. A high school student approached the librarian asking for help in which would provide first-hand information about current events.

Primary sources of information are known to be information that are created at the time of the event is occurring. Which of the following is considered a primary source of information available on unconventional information sources?

a. A TikTok video from a content creator explaining what happened through a green screen of a live interview

b. A Facebook page sharing an excerpt of a political analyst critiquing a debate aired yesterday

c. A record of the news coverage of a public forum streamed live on YouTube yesterday

d. A meme out from screenshots of a tweet that trended yesterday

22. How would librarians best encourage the responsible use of unconventional sources of information, such as social networking pages and sites?

a. Support the prevailing freedom of expression through engaging in online discourse and forums while still respecting various opinions that are bound by facts and evidences

b. Promote fact-checking and information validation among library patrons through conducting media and information literacy in the context of current events

c. Be an example of sharing only information contents that legitimately came from credible sources and validated by reliable sources of information

d. Contribute to the creation of a disinformation-free online space through actively debunking false information being disseminated online

23. Which of the following examples are considered a secondary source of information retrieved from unconventional sources of information?

a. A Facebook post that contains a list of links to different websites, pages, and posts explaining how vaccines work

b. A blog that compiled and compared how the different vaccine brands company developed their vaccines through citing technical reports disclosed by the companies

c. A documentary from a state-run broadcasting channel that narrated the vaccine development race of the different companies

d. A student manual for medicine students explaining the difference of mRNA, viral vector, and protein subunit vaccines

24. Which of the following is best given to a patron working on a research about food processing machines currently patented by Filipinos?

a. Current Awareness Service

b. Bibliographic verification

c. Document Delivery d. Selective Dissemination of Information

25. A faculty is asking for reference books needed to complete this semester’s syllabus due tomorrow. The request that reached the library included the list of titles specifically needed. Which is the best service to be given?

a. Current Awareness Service b. Bibliographic verification c. Document Delivery d. Selective Dissemination of Information

26. During the pandemic, school librarians utilized book scanning to provide information services remotely. In some case, teachers needed the prepared assessment tools on textbooks and reference books to be used in the module created. What is the best service to be given by the school librarian to provide the teachers a copy of parts of books and textbooks?

a. Deliver the books and textbooks to teachers working from home

b. Provision of reprographic service for teachers to have their own copy

c. Conduct electronic document delivery of the scanned library materials d. Subscription to electronic database for teaching resources

27. A student transferred in the middle of the school year and approached your desk and asked for a library orientation. Instead of setting up the presentation for your library orientation, you decided to conduct a library tour for the transferee. What reference service is done?

a. Formal reference service b. Informal reference service c. Roving reference service d. On-the-spot reference service

28. The librarian is handing out manuals for proper bibliographic citation and even posting infographic posters of detailed citation rules and format. What reference service is being performed by the librarian?

a. Formal reference service b. Informal reference service c. Roving reference service d. On-the-spot reference service

29. It is one of the new roles of librarians which develops gateways, leads research and development projects, designs search engines, and repurpose intelligent agents. a. Leader b. Collaborator c. Access engineer d. Colleague

30. What division of the library work is responsible for arranging or organizing the books to be shelved in a systematic manner for easier location, retrieval and access of materials?

a. Technical Division b. Circulation Division c. Reference Division d. Acquisition Division

31. What division of the library work is responsible for the distribution and dissemination of materials intended for home use, and frequently assumes responsibility for reader’s advisory service as well?

a. Technical Division b. Circulation Division c. Reference Division d. Acquisition Division

32. It is a function of reference work that consists of maintaining an efficient reference service through proper organization of facilities, selection of materials, direction of personnel, and study of clientele.

a. Supervision function b. Information function c. Bibliographic function d. Appraisal function

33. It is a function of reference work that includes the evaluation of the reference department through collection assessment, user study, and personnel evaluation.

a. Supervision function b. Information function c. Bibliographic function d. Appraisal function

34. It is a function of reference work that includes literacy programs and library teaching programs, either as orientation or individualized instruction.

a. Instruction function b. Information function c. Guidance function d. Appraisal function

35. It is a function of reference work that promotes library collection through providing bibliographies or title lists of recommended books for informational, academic or recreational reading.

a. Supervision function b. Information function

c. Bibliographic function

d. Appraisal function

36. It is a technique used in reference interview to elicit further information or gain valuable background information such as why the information is needed or to what use the information will be. It is also called sense-making questioning.

a. Using open-ended questions b. Using neutral questioning c. Using close-ended questions d. Using active listening

37. It is a technique used in reference interview to focus narrowly and distinctly on a particular subject or source and help further the librarian understand the information need usually through presenting the user with options from which to choose.

a. Using open-ended questions b. Using neutral questioning c. Using close-ended questions d. Using active listening

38. Pupils in an elementary school library tend to ask the same questions every time. After the school librarian answers the question to a pupil, another is expected to ask it again. What reference service is observed?

a. Formal reference service b. Informal reference service c. Liberal reference service d. Conservative reference service

39. The librarian conducts library orientation every beginning of the school year. The orientation consists of introducing, collection, sections, services, staff, policies and house rules of the library. What reference service is performed?

a. Formal reference service b. Informal reference service c. Intensive reference service d. Indirect reference service

40. He was the first to hire a staff with the title of “reference librarian” and establish a team of librarians to provide personal assistance to users and was the first to use the phrase “reference department”.

a. Melvil Dewey b. Andrew Carnegie c. Samuel Swett Green d. Samuel Rothstein

41. In the information literacy standard approved by the Association of College and Research Libraries, which of the following is not included?

a. Information literacy

b. Independent learning c. Social Responsibility d. Critical thinking

42. What is the “I’m feeling lucky” option in Google used for?

a. Takes the searcher to sites with freebies

b. Takes the searcher directly to Google’s single top site for a topic

c. Takes the searcher to a one-stop website loaded with everything needed d. Takes the searcher to the easiest sites to be accessed

43. It is the British counterpart of Robert Balay’s Guide to Reference Books.

a. Reference sources for Small and Medium Sized Libraries b. Walford’s Guide to Reference Material c. Guide to Reference Materials

d. Philosophy: A Guide to the Reference Literature

44. His idea of reference service is to help the user learn by instructing them instead of spoiling the user by simply answering queries.

a. William Warner Bishop b. S.R. Ranganathan c. John Cotton Dana d. William Katz

45. Which of the following is the correct pair?

a. Reference Service is the same regardless traditional or digital - Lipow

b. Reference librarian is an information therapist - Bunge

c. Question handling is the major function of reference service - Robinson

d. Reference is an art - Guerrier

46. “A person’s right to use the library should not be denied or abridged because of origin, age, background, or views”. This statement promoting equal access regardless origin, age, background, or views, is extracted from;

a. Code of Ethics for Registered Librarians

b. ALA Code of Ethics

c. Library Bill of Rights

d. Code of Ethics for Archivists

47. A person’s right to use the library should not be denied or abridged because of origin, age, background, or views”. Which of the following violates the statement?

a. Denying library user due to inability to present vaccination ID

b. Limiting the use of the computers in the library to give chance to others

c. Removing the loaning privileges of patron’s with overdue fines

d. Banning persons from entering the library due to alleged leftist affiliation

48. “To promote open and equitable access to their services and the records in their care without discrimination or preferential treatment and in accordance with legal requirements, cultural sensitivities, and institutional policies”. This statement promoting open and equitable access is extracted from;

a. Code of Ethics for Registered Librarians

b. ALA Code of Ethics

c. Library Bill of Rights d. Code of Ethics for Archivists

49. “We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests”. This statement concerned with the provision of equitable resources, services and access, is extracted from;

a. Code of Ethics for Registered Librarians

b. ALA Code of Ethics

c. Library Bill of Rights d. Code of Ethics for Archivists

50. “Librarians should not discriminate against any library user. They should always make known to the public the resources and services of the library”. This statement warning librarians from discriminating library users is extracted from:

a. Code of Ethics for Registered Librarians

b. ALA Code of Ethics c. Library Bill of Rights d. Code of Ethics for Archivists

51. The following are examples of a negative closure or when the reference interview is ended abruptly without real examination of the user’s question or an adequate attempt to meet the users need, except:

a. Advising that the user should have formulated the research topic before asking for reference help b. Immediately referring the user to a library or institution that specializes on the topic worked on and could provide better resources than your library

c. Helping the user accept that there are really scarce resources about the topic d. Telling the user to come back tomorrow because the library is about to close

52. It refers to the shortening of words or eliminating some characters from a longer term to pick up variants. It is a form of Boolean operator ‘OR’. It is also called stemming.

a. abridgement b. abbreviation c. root searching d. truncation

53. When one determines whether the level of writing adopted by a reference book is intended for undergraduate, graduate, or faculty, which aspect of reference book is being evaluated? a. Special features b. Scope c. Format d. Treatment

54. Interlibrary loan is also known as, except; a. Inter-loan b. Library resource sharing c. Direct consortial borrowing d. Interlending

55. According to Louis Shores, these are lists of written, printed or otherwise produced records of civilizations, which may include books, serials, pictures, films, maps, records, manuscript and any other media of communication.” a. catalog b. bibliography c. shelflist d. listing

56. According to Ranganathan, it should have all published materials, whether books or parts of tem or periodicals or articles in them or combination of them at all times.” a. Selective Bibliography b. Trade Bibliography c. Universal Bibliography d. Bibliography of Bibliography

57. According to L.M. Harrods, it is a bibliography which lists the books and other publications published or distributed in significant quantity, in a particular country.”

a. Trade bibliography

b. Current Bibliography c. Selective Bibliography d. National Bibliography

58. Which among the following are considered to be the reason why patrons use real-time digital reference?

i. They can anonymously ask questions

ii. Real-time means no delay so information is conveniently obtained

iii. Reference could take place anytime and anywhere iv. Allows face to face interaction with librarians

v. Information are tailored to their personal requests

vi. Availing the service makes them look trendy

a. i, ii, iii, vi b. i, ii, iii, iv c. i, ii, iii, v d. ii, iii, v, vi

59. Technical services such as cataloguing and classification organizes the collection are considered as

a. Formal reference service b. Informal reference service c. Direct reference service d. Indirect reference service

60. Indexing and abstracting services provides easier access and navigation of the libraries’ collection, thus saving the time of the user. What type of reference service is indexing and abstracting?

a. Formal reference service b. Informal reference service c. Direct reference service d. Indirect reference service

61. The library needs an encyclopaedia suitable for adult users. Due to budgetary constraints, it was also decided that the encyclopaedia should be a free online version with numerous illustrations, maps and videos. Which would be the best to be considered?

a. Encyclopaedia Americana b. WorldBook Online c. Encyclopaedia Britannica d. New Book of Knowledge Online

62. The school principal noticed the lack of encyclopaedia in the library. To avoid missing volumes, the principal discouraged multi volume sets but demanded an encyclopaedia full of illustrations.

a. Columbia Encyclopaedia b. Compton’s Encyclopaedia c. Random House Encyclopaedia d. World Book’s Childcraft

63. The school library is budget short but needs to have an encyclopedia. Which would be the least practical online encyclopedia to be considered by the school librarian?

a. Free Internet Encyclopaedia b. Encyberpedia c. World Book Online d. Knowledge Adventure Encyclopaedia

64. It is a type of specific-entry encyclopaedia stripped of adjectives and adverbs and limited to a skeleton of information. a. Almanac b. Yearbook c. Annual d. Compendium

65. You were asked to present the notable focal persons of Library organizations in the Philippines from the past to present. What reference book are you going to refer?

a. Professional Biographical Dictionary b. Specific Subject Handbook c. Professional Directory

d. Subject-specialized Encyclopaedia

66. Gazetteers are defined as geographical dictionary. It is the index of an atlas found at the end of atlases.

a. Both the statements are true b. Only the first statement is true c. Only the first statement is false d. Both the statements are false

67. With the rise of electronic and digital products for geographical sources, the library must consider library equipment, such as computers, drives, scanners and readers when selecting materials. What criteria is being considered?

a. Format b. Authority c. Special Feature d. Style

68. What is being evaluated when the librarian is checking if the book is laser or thermal printed, or if it is made of alkaline paper, or if it is hard or soft bound?

a. Format b. Special Features c. Arrangement d. Style

69. A group of freshmen BS in Architecture students flocked at the library looking for resources that would help them in their assignment in one of their major courses. Which of the following materials would most likely provide them the information they need?

a. Theses and dissertations of BS in Architecture for the last 3 years

b. Bibliography of Architecture related books in the library

c. Volume 4 of 2nd edition CCP Encyclopaedia of Philippine Art

d. Volume 4 of 1st edition CCP Encyclopaedia of Philippine Art

70. A dance teacher is looking for Philippine fold dances per region. The teacher needs to know how to demonstrate each dance to the class. Which of the following resources would best satisfy the information need? In the 2nd edition CCP Encyclopaedia of Philippine Art, which volume is Dance?

a. Multimedia or Interactive resources on Philippine folk dances

b. Volume 8 of 1st edition CCP Encyclopaedia of Philippine Art

c. Volume 8 of 2nd edition CCP Encyclopaedia of Philippine Art d. Textbook on Philippine Folk Dances

71. Which volume of the 1st edition CCP Encyclopaedia of Philippine Art would be most helpful for students researching on Filipino paintings and drawings?

a. Volume 4 b. Volume 6 c. Volume 8 d. Volume 9

72. Which volume of the 1st edition CCP Encyclopaedia of Philippine Art would be helpful for students working with the development of cinematography and motion pictures in the Philippines?

a. Volume 4 b. Volume 6 c. Volume 8 d. Volume 9

73. What is the addition in the 2nd edition of CCP Encylopaedia of Philippine Art?

a. Broadcast Art b. Digital Art c. Installation Art d. Index

74. The index of the 2nd edition of CCP Encylopedia of Philippine Art is _____.

a. Is the same as the 1st edition

b. Is no longer available c. Is found in each volume d. Is in a separate volume

75. What bibliographies are accompanied with notes, short explanations or brief summaries?

a. Annotated bibliography b. Descriptive bibliography c. Textual bibliography d. Subject bibliography

76. Which of the following are one-volume encyclopaedia i Cambridge Encyclopaedia ii Random House Encyclopaedia iii Compton’s Encyclopaedia iv Concise Columbia Encyclopaedia v Colliers Encyclopaedia

a. i, iii, iv, v b. i, ii, iv, v c. i, ii, iv d. i, ii, v

77. It is a type of biographical source that indicates which title should be consulted in order to locate the needed information about a person. a. Bio-bibliographical source b. Direct Biographical source c. Indirect Biographical source d. Biblio-biographical source

78. In evaluating reference sources, scope is one the criteria for dictionaries and is often communicated in which part of the material?

a. Appendix b. Title page c. Introduction d. Spine

79. Which is an etymological dictionary?

a. Merriam-Webster’s Dictionary

b. World Book Dictionary c. Oxford English Dictionary d. Collins Dictionary

80. dictionary?

a. Merriam-Webster’s Dictionary b. World Book Dictionary c. Oxford English Dictionary d. Collins Dictionary

81. Which publisher is sanctioned by Western Scrabble Players Association (WESPA) to publish the official list of scrabble words into an Official Scrabble Dictionary?

a. Merriam-Webster’s b. World Book c. Oxford d. Collins

82. “I want to know everything about vermi-composting” a. Encyclopaedia b. Handbook c. Dictionary d. Manual 83. “How to make pile compost?” a. Encyclopaedia b. Handbook c. Dictionary d. Manual

84. The following are examples of primary information sources except; a. art original b. speeches c. photographs d. biography

85. The following are examples of secondary source of information, except; a. textbooks b. criticism

c. autobiography d. reviews

86. Which of the following is not a tertiary source of information?

a. encyclopaedia b. bibliography c. newspapers d. textbooks

87. It is a method used for personalized or user-specific services such as selective dissemination of information, to obtain background information, preferences and other details to help customize the reference or information service to be offered.

a. User study b. Client Profiling c. Community needs assessment d. User satisfaction survey

88. It is the systematic method of providing proper and correct information to the users through determining the real information needed and be able to identify the suitable source of answer.

a. Search process b. Reference process c. Negotiation d. Reference interview

89. The part of the reference process that serves as the conversation between the reference librarian and the library user for the purpose of clarifying the user’s needs and aiding the user in meeting those needs.

a. Search process b. Reference process c. Negotiation d. Reference interview

90. It is the part of the reference process in which the librarian locates the answer to a given question or the process of matching up the question with the source most likely to yield the answer.

a. Search process b. Reference process

c. Negotiation

d. Reference interview

91. The librarian was able to provide a value-added answer in which situation?

i Predicted the potential uses of the information requested and was able to include related works

ii The information was completely given to the user ahead of the deadline

iii Wrote the Background of the study for the user

iv Suggested resources available from other libraries and contacted cooperating librarians for referral

v Assumed the purpose of the inquiry and identified the needed resources based on best judgment

vi Provided annotation and summary of the various resources that needed by the user

vii Simply cut and pasted information or extracted information from websites with complete citation sent through e-mail.

viii Shared a link of an online agricultural database perfect for the researcher’s queries.

a. ii, iii, v, viii b. i, iv, vi, vii c. i, iii, v, viii d. ii, v, vi, vii

92. The librarian was able to provide a skilled answer in which situation?

i Checked good the table of contents if the user’s query could be answer by the material

ii Explained the difference between the two similar titles when the user asked

iii Drafted the Background of the study for the user

iv Escort the user to the section where the needed materials could be browsed

v Handed the user a compiled abstract

vi Provided a list of the best websites where the user’s query could be answered

vii Simply cut and pasted information or extracted information from websites with complete citation sent through e-mail.

viii Suggesting materials that are known to have wellconstructed indexes.

a. i, ii, vi, viii b. i, v, vi, vii c. iii, iv, vi, viii d. iii, v, vi, vii

93. The librarian was able to provide an elementary answer in which situation?

i Asked if the query requires an immediate answer or if the request could wait.

ii Handed the user a compilation of abstracts and indexes of journals arranged by subject

iii Checked if the title of the books could possibly contain the answer to the question

iv Pointing the OPAC or online catalogue’s location

v Provided materials that are available in the library and informed the user that other libraries had better resources regarding the topic.

vi Showed the user a general encyclopaedia that could possibly contain the answer to the question

vii Simply cut and pasted information or extracted information from websites with complete citation sent through e-mail.

viii Escort the user to the shelves where to browse

a. ii, iii, v, vi, vii, viii b. i, iv, v, vi, vii, viii c. iii, iv, v, vi, vii, viii d. i, ii, iii, iv, vi, viii

94. When the librarian is being rattled by a hurrying patron and pressured to just answer anything that comes to mind, there is a tendency to provide?

a. Wrong information

b. Poor knowledge of resources c. Inappropriate answer d. Avoidance

95. When the librarian is passing difficult questions to another staff, or acting busy behind the desk, or trying not to be noticed by the user, it is called ________.

a. Wrong information b. Poor knowledge of resources c. Lack of follow-up d. Avoidance

96. Which are the best methods to improve poor knowledge of resources?

i Shelf-reading ii Experience sharing iii Familiarization iv Weeding v Memorizing collection vi Cataloging

a. i, ii, iii, iv b. i, iv, v, vi c. i, ii, iv, v d. i, iii, iv, vi

97. What is the correct APA citation among the following:

a. Cassell, K.A., & Hiremath, U. (2011). Reference and information services in the 21st century : An introduction (2nd ed.). New York : Neal-Schuman Publishers, Inc. b. Cassell, Kay Ann & Hiremath, Uma (2011). Reference and information services in the 21st century : An introduction. (2nd edition). New York : Neal-Schuman Publishers, Inc. c. Cassell, K.A. & Hiremath, U. (2011) Reference and information services in the 21st century : an introduction. 2nd ed. New York ; Neal-Schuman Publishers, Inc.

d. Cassell, K.A, & Hiremath, U. (2011). Reference and information services in the 21st century : An introduction. 2nd edition. New York : Neal-Schuman Publishers, Inc.

98. What is the correct APA citation for an online Journal article among the following:

a. Ryan, M (2019). Portal: Libraries And The Academy 2019 Johns Hopkins University Press Award for Best Article. Portal: Libraries And The Academy, 19-3.

b. Ryan, Marianne (2019). Portal: Libraries and the Academy 2019 Johns Hopkins University Press Award for Best Article. Portal: Libraries and the Academy, 19(3). doi: 10.1353/pla.2019.0030

c. Ryan, M. (2019) portal: libraries and the academy 2019 Johns Hopkins University Press Award for Best Article. portal: libraries and the academy, 19(3). doi: 10.1353/pla.2019.0030

d. Ryan, M. (2019). Portal: Libraries and the Academy 2019 Johns Hopkins University Press Award for Best Article. Portal: Libraries and the Academy, 19(3). doi: 10.1353/pla.2019.0030

99. What is the correct MLA citation for a book among the following:

a. Cassell, Kay Ann., and Uma Hiremath. Reference and Information Services in the 21st Century: an Introduction. 2nd ed., New York : Neal-Schuman, 2011.

b. Cassell, Kay Ann., and Hiremath, Uma. Reference and information services in the 21st century: an introduction. 2nd ed., New York ; Neal-Schuman, 2011.

c. Cassell, K.A., and Uma Hiremath. “Reference and information services in the 21st century: an introduction. 2nd ed.,” New York ,Neal-Schuman, 2011.

d. Cassell, Kay Ann., and Uma Hiremath. “Reference And Information Services In The 21st Century: An Introduction. 2nd ed.,” Neal-Schuman, 2011.

100. What is the correct MLA citation for an article within a book among the following:

a. Tyckoson, David A. History and Functions of Reference Service. “Reference and Information Services: an Introduction”, 4th ed. Edited by Richard E. Bopp and Linda C. Smith. Libraries Unlimited, 2011, p. 420-469.

b. Tyckoson, David A. History and Functions of Reference Service. “Reference and Information Services: an Introduction,” 4th ed. Edited by Richard E. Bopp and Linda C. Smith. Libraries Unlimited, 2011, pp. 420-469.

c. Tyckoson, David A. “History And Functions Of Reference Service.” Reference And Information Services: An Introduction, 4th ed. Edited by Richard E. Bopp and Linda C. Smith. Libraries Unlimited, 2011, pp. 420-469.

d. Tyckoson, David A. “History and Functions of Reference Service.” Reference and Information Services: an Introduction, 4th ed. Edited by Richard E. Bopp and Linda C. Smith. Libraries Unlimited, 2011, pp. 420-469.

CATALOGING AND CLASSIFICATION

The early systems of library arrangement were merely utilitarian in purpose. Many of the earlier catalogs were arranged by title, and some showed groupings by broad subjects, chronological arrangement, or arrangement, or arrangement by author, by order of accession, by size, or even by the color of the binding. But the rapid growth of library collections and their use during the nineteenth century resulted in a definite need for better methods of book arrangement in library collection so that the substantive content would be apparent to the user.

Library Catalogs

A library catalog is a kind of bibliographic file. It differs from a bibliography or a periodical index in that all its records pertain to items in one or more libraries and carry information on where items can be located. Library catalogs represent a single institution’s holdings; other catalogs show the holdings of several libraries or collections (union catalogs). A library catalog lists, arranges, and describes the holdings of a specific library collection. Cataloging is a process of preparing a catalog, or preparing entries for a catalog.

A library catalog consists of a set of records that provide data about the items in the collection or collections the catalog represents. The data in each record include:

a. A bibliographic description giving the identification, publication, and physical characteristics of the resource; b. For a physical item, a call number that indicates the physical location of the item in the collection; and c. Most records also include subject terms which state succinctly the subject content of the resource.

The main functions of a library catalog are to enable a patron to determine:

a. Whether the library contains a certain book, b. Which works by a particular author are in the collection, c. Which editions of a particular work the library has, and d. What materials the library has on a particular subject.

Forms of library catalog

1. Book catalogs – is a list in book form of the holdings of a particular library collection or group of collections, with the cataloging records displayed in page format. This is the oldest form of a library catalog.

2. Card catalogs – cataloging entries were recorded on 3 by 5 cards, one entry per card or set of cards. Each entry could then be revised, inserted, or deleted without affecting other entries.

3. Microform catalogs – was a variant of the book catalog, and served many situations as an interim device between card and online catalogs. It contained cataloging records in micro-image and required the use of a microform reader for viewing.

4. Online catalogs – records are retrieved directly from a computer database. In this mode, individual cataloging records or parts thereof are retrieved by means of access points or search keys and are displayed on a monitor. An online catalog can be integrated with other library operations such as cataloging, acquisitions, and circulation, resulting in an integrated online system Machine-readable cataloging records form the basic units of an online catalog. For a cataloging record to be machinereadable, it must not only be input into a computer, but also its various elements must be tagged or labeled in such a way that they can be stored, manipulated, and eventually retrieved in all the ways that are inappropriate for technical and reference services in libraries.

5. CD-ROM catalogs – periodically, usually quarterly, copied into compact disks, which can be accessed through stand-alone microcomputers.

Arrangement of entries in a catalog

1. Dictionary catalogs – entries are arranged into one alphabetical file.

2. Divided catalogs – the divided catalog, one for main, added entries and the other for subject entries only.

3. Classified catalogs – arranged based upon a system of classification. For example, the shelflist, a record of the holdings of a library arranged by classification number, is a classified catalog.

Cataloging operations

1. Copy cataloging

Catalogers in local libraries make heavy use of bibliographic records prepared elsewhere. Sources of such records are the Library of Congress, OhioLink, OCLC (Online Computer Library Center), which has absorbed two other major networks, WLN (Western Library Network) and RLIN (Research Libraries Information Network). OCLC’s WorldCat is now the largest cataloging database.

2.

Original cataloging

For an item for which no cataloging record exists, catalogers do full cataloging.

3. Adaptation

A record of similar work or item is revised or “adapted”.

Cataloging files

1.

Bibliographic file

The bibliographic file contains cataloging records. This is the file that a library user interacts with.

2. Shelflist

It consists of an array of duplicates of main entry records arranged in shelf order.

3. Authority file

A cataloging tool that records the standardized forms of names and topical terms that have been authorized as headings, i.e. access points, along with their associated cross-references.

Cataloging procedures

1. Resource description (also called descriptive cataloging), the preparation of bibliographic descriptions and the determination of bibliographic access points;

2. Subject analysis (often referred to as subject cataloging or the operation of assigning subject headings);

3. Classification, the assignment of classification numbers and book numbers;

4. Authority work, the determination of the standardized forms of subject terms and names; and

5. MARC Tagging, for those doing online cataloging.

Cataloging concepts and principles

Principles Description

1. Panizzi’s Principles

Sir Anthony Panizzi, a cataloger and later became the principal librarian of the British Museum Department of Printed Books. He formulated 91 rules to be used in compiling the catalog of the British Museum. Such rules are hailed as “the ancestor of all modern library cataloging code”.

2. Jewett’s Principles

Charles C. Jewett, appointed librarian and assistant secretary at the Smithsonian Institution soon after its establishment in Washington, D.C., in 1946. He embarked on an effort to establish a great national library, one that would incorporate within it is a union catalogoftheholdings ofallpubliclibraries intheUnited States. He envisioned the union catalog as the first step in a course that would lead eventually to a universal catalog.

3. Cutter’s Principles

Charles Ammi Cutter, a librarian at Harvard College and later appointed the librarian of the Boston Athenaeum. He was responsible for compiling “Rules For A Dictionary Catalog”, in which he claimed to set forth rules in a systematic way or to investigate what might be called the first principles of cataloging that first appeared in 1876 as an adjunct to a government publication on the state of American libraries. His statement, “the convenience of the public is always to be set before the ease of the cataloger”, placed the focus of catalog design squarely on the user.

4. Lubetzky’s Principles

Seymour Lubetzky, a librarian at the Library of Congress and later a faculty member of the school of Library Services at the University of California, Los Angeles. He advocated logical rather than situational rules. He was a prolific writer and produced many publications about cataloging, such as:

a. Studies of Descriptive Cataloging (1946) b. Cataloging Rules and Principles (1953) c. Code of Cataloging Rules (1960) d. Principles of Cataloging (1969)

5. Paris Principles

The International Conference on Cataloging Principles was held in Paris on October 9-18, 1961 under the auspices of the International Federation of Library Associations and Institutions (IFLA). In essence, the Paris Principles drew heavily upon Seymour Lubetzky’s 1960 draft cataloging code and Cutter’s objectives. One frequently cited feature of this document is its endorsement of corporate entry and natural, rather than grammatical, arrangement of title.

6. International Standard Bibliographic Description (ISBD)

7. Universal Bibliographic Control (UBC)

After the Paris Conference, the International Meeting of Cataloging Experts was held in Copenhagen in 1969. At this meeting, an international working group was established for the purpose of developing a standard order and content for describing monographic materials.

Thethemeofthe39th IFLAmeetingin1973was theideal of universal bibliographic control, and this concept was adopted as a goal for ultimate international cooperation. The basic idea of UBC is having each document cataloged only once, as near to the source of publication as possible, and making basic bibliographic data on all publications, issued in all countries, universally and promptly available in a form that is internationally acceptable

8. Functional Requirements for Bibliographic

Inthemid-1990s,anIFLAstudygroupdeveloped FRBR. This is a conceptual model for viewing the structure and relationships of bibliographic and authority records. It came with a companion volume Functional

Records (FRBR)

Requirements for Authority Data (FRAD) and with an expansion called Functional Requirements for Subject Authority Data (FRSAD).

Development of Standards for Resource Description Code Description

1. British Museum Cataloging Rules (1839)

2. Jewett’s Rules (1853)

Also known as Panizzi’s 91 rules, reflected the functions of the catalog as an inventory list and finding list.

Contains 33 rules which were largely based on Panizzi’s rules. Jewett advocated stringent and detailed rules that should leave little to the individual judgment of the cataloger. Jewett’s discussion of subject headings represents the earliest call for the codifying of subject heading practice.

He was also known as the Great Man of Cataloguing for developing principles that took a “back-to-basics” approach.

3. Cutter’s Rules (1876)

The Rules for a Printed Dictionary Catalogue, which formed Part II of the US Bureau of Education Publication, Public Libraries in the United States, contains 36 rules covering descriptive cataloging, subject headings, and filing.

4. AA (1908) The major aim of the code was to meet the requirements of larger academic and research libraries.

5. Prussian Instructions (1938)

6. ALA (1941 Draft)

7. Vatican code (1948)

Originally developed as a standardized system of cataloging for Prussian libraries. PI preferred entry under title instead of corporate entry and grammatical arrangementof titleis preferredover the natural or mechanical arrangement.

The ALA (1941 Draft) was an elaboration of AA (1908). The reason for the elaboration was the need for standardization required by centralized and cooperative cataloging.

The Vatican rules were developed for the purpose of compiling a general catalog of the printed books in the Vatican Library after its reorganization in the

1920s. Considered the most comprehensive and beststructured code at the time. The code contains rules for entry, description, subject headings, and filing, with ample examples throughout.

8. ALA (1949) ALA cataloging rules for author and title entries were criticized for being long and confusing because it provided duplicate and overlapping rules to meet identical conditions. However, together with LC (1949), ALA (1949) served as the standard for descriptive cataloging for American libraries until the appearance of AACR in 1967.

9. LC (1949) The rules cover bibliographic descriptions only, excluding the choice of entries and forms of heading.

10. AACR (1967) Anglo-American Cataloging Rules were received with mixed feelings. Its logical arrangement and its emphasis on conditions of authorship rather than on types of work were considered to be a great improvement over the previous codes. However, some critics lamented the compromises made in the face of practical considerations and also the code’s inadequate handling of non-print materials.

11. AACR2 (1978) In1973,itwas feltthatthe appropriatetimehadcome for an overhaul of the AACR. Certain significant development since the publication of AACR pointed to the desirability of a revision. Michael Gorman and Paul W. Winkler were appointed editors of the second edition of AACR. In the revision, the Joint Steering Committee decided to conform to international agreements and standards, particularly the Paris Principles and the ISBD.

12. AACR2R (1998) By the late 1990s, sufficient additions, deletions, and changes had been accumulated since 1988 to warrant a new issue of the second edition. A new revision of AACR2R containing the rules of the 1988 revision and the updates since then, was issued.

13. AACR2R (2002) It contains changes and additions since 1998, particularly with regard to the treatment of electronic

14. The Concise AACR2 (2004)

resources. Annual updates continue to be issued between editions.

For libraries that do not need the details embodied in the full edition of AACR, a concise version, prepared by Michael Gorman, one of the editors of AACR, had been published at appropriate intervals since 1981. The current edition accompanies AACR2R (2002). The intent of the concise version, as the second edition of the AACR2 without many of that comprehensive work’s rules for out-of-the-way and complex materials.

15. RDA (Resource Description and Access)

In the early 2000s, discussion began on a new edition of AACR, which will include provisions for rapidly developing information items and packages (particularly electronic resources) and will incorporate the concepts set forth in the Functional Requirements for Bibliographic Records (FRBR). Furthermore, it will be made more hospitable to new and varying forms and types of information-bearing items and previous codes have been

Cataloging

Descriptive Cataloging - The phase of the cataloging process concerned with the identification and description of library material and the recording of this information in the form of a catalog entry.

I. Bibliographic Description

Areas and Elements of Bibliographic Description

1. Title and Statement of Responsibility Area

a. Title Proper - The chief name of an item, including any alternative title but excluding parallel titles and other title information.

Transcribed from the chief source of information exactly as to wording, order, and spelling, but not necessarily as to punctuation and capitalization (AACR2R, 2002). A supplied title is enclosed in square brackets ([ ])

i. Alternative Title - The second part of a title proper which consists of two parts, each of which is a title; the parts are joined by or (or its equivalent in another language)

For example: The tempest, or, The enchanted island.

ii. Parallel titles are the title proper of an edition, in another language or script (ODLIS, 2021). It is preceded by an equals sign (=)

For example: Wood Cree [sound recording] = Les Cris des forets.

b. Other Title Information - A title borne by an item other than the title proper, parallel, or series title(s). It may also refer to any phrase appearing in conjunction with the title proper, etc., indicative of the character, contents, etc., of the item or the motives for, or occasion of, its production or publication. Other title information is preceded by a colon (:)

c. General Material Designation (GMD) - A term indicating the broad class of material to which an item belongs. An optional addition.

GMD is enclosed in square brackets (ex. [sound recording]) Examples of GMD include activity cards, art original, braille, manuscript, kit, game, cartographic material, etc.

d. Statement of responsibility - A statement, transcribed from the item being described, relating to persons responsible for the intellectual or artistic content of the item, to corporate bodies from which the content emanates, or to persons or corporate bodies responsible for the performance of the content of the item.

Preceded by a slash and subsequent statements of responsibility is preceded by a semi-colon (;)

2. Edition Area

a. Edition Area - This area is preceded by a full stop, space, dash, space (. - -)

i. Edition - all copies produced from essentially the same type image (whether by direct contact or by photographic or other methods) and issued by the same entity.

ii. Impression - all copies of an edition of a book, pamphlet, etc., printed at one time.

iii. Issue - copies of an edition forming a distinct group that are distinguished from other copies of that edition by minor but well-defined variations.

iv. Reprint - new printing of an item made from the original type image, commonly by photographic methods.

b. Edition statement

i. Statement of responsibility relating to the edition –Preceded by a slash ( /);

Transcribe a statement of responsibility relating to one or more editions, but not to all editions, of a given work following the edition statement if there is one.

Example:

The nether world [GMD]: a novel / George Gissing. - - [New ed., repr.] / edited, with an introduction, by John Goode

ii. Statement relating to a named revision of an edition –

If an item is a revision of an edition, transcribe the statement relating to that revision following the edition statement and its statements of responsibility.

Example: The pocket Oxford dictionary of current English [GMD]/ compiled by F. G. Fowler & H.W. Fowler. - 4th ed. / revised by H. G. Le Mesurier and E. McIntosh, Reprinted with corrections

3. Material Specific Details

This area is preceded by a full stop, space, dash

This area is used for description of cartographic materials, music, electronic resources, continuing resources, and in some circumstances, microforms.

a. Mathematical and Other Material Specific Data Area (for cartographic materials) - For cartographic materials such as maps, atlases, and globes.

Statement of scale, statement of projection ( ; ), statement of coordinates and equinox, both coordinates and equinox; precede the statement of equinox with a semicolon ( ; ), precede statement of epoch with a comma ( , )

Example:

Scale l :253,240 ; transverse mercator proj. Everest spheroid (E 79° - E 86° / N 20° - N 12° ; eq. 1950, epoch 1948.5)

b. Musical Presentation Area - For musical materials

Indicates the physical presentation of the music. Transcribe a statement found in the chief source of information indicating the physical presentation of the music. Optionally, transcribe the parallel statements, each preceded by an equals sign.

Example: Orchester-Partitur Score and set of parts Miniature score Partitura = Partition Jatzopartitura = Playing score

c. File Characteristics Area - For computer files / machine-readable data area

Enclose each statement of the number of records, statements, etc., in parentheses.

Example:

Computer data (1 file : 600 records, 240,000 bytes)

Computer program (1 file : 200 statements)

Computer data (2 files : 800,125 records) and programs (3 files : 7260, 3490, 5076 bytes)

d. Numeric and/or Alphabetic, Chronological or Other Designation Area or Numbering Area - For serials

Give numeric and/or alphabetic designation of the first issue of a serial given in that issue.

Examples: Vol. 3., no. 7. Vol. ASSP-22, no. 1 (Feb. 1974)Vol. 1, no. 1 (Nov. 1943)-v. 10., no. 12 (June 1953) ; no. 1 (July 1974)Vol. 3, no. 6 (Aug/Sept. 1970)-v. 5, no. 3 (March 1972)

e. Special data for cartographic materials, music, and serials - For cartographic, musical, or serial item in microform –Give the third area data depending on the content of the microform.

Give Mathematical Data for cartographic items, Musical Presentation for music items, and Chronological or Other designation or Numbering for serial items.

4. Publication, Distribution, etc. Area

Source of information: chief source of information or from any other source prescribed in this area. In this area, record information about the place, name, and date of all types of publishing, distributing, releasing, and issuing activities.

Preceded by a full stop, space, dash, space (. - - ) Precede a second or subsequently named place of publication, distribution, etc. by a semicolon.

a. Place of Publication [S.l.] or sine loco is used when place of publication is not stated or [Place of publication not identified]

b. Name of Publisher, Distributor, etc. Preceded by a colon : [s.n.] or sine nomine is used when the publisher’s name is not indicated or [publisher not identified]

c. Date of Publication, Distribution, etc.

Preceded by a comma (,)

If no date of publication, distribution, etc., copyright date, or date of manufacture appears in an item, supply an approximate date of publication:

[1989 or 1990] one year or the other [1979?] probable date [between 1906-1912] use only for dates fewer than 20 years apart [ca. 1960] approximate date [ 197-] decade certain [197-?] probable decade [18 ] century certain [18 ?] probable century

5. Physical Description Area

Preceded by a full stop, space, dash, space (. - - ) or start a new paragraph

a. Extent of item (including specific material designation)

Number of physical units of parts (3 v.) or pagination (150 p.)

b. Other Physical Details

Illustrative matter

For books, pamphlets, and printed sheets, use (ill.)

For general illustrative matter, specify one or more of the following if considered important: coats of arms, facsimiles, forms, genealogical tables, maps, music, plans, portraits, samples Other physical details differ for the following types of materials: cartographic materials, Manuscripts, Music, Sound Recordings, Motion Pictures and Video recordings, Graphic Materials, Computer Files, Three Dimensional Artefacts and Realia, Microforms, Serials.

c. Dimension

Preceded by a semi-colon (;)

Height given in centimeters rounded up to the next whole number (Books, pamphlets, and printed sheets)

Dimensions differ for the following types of materials:

Cartographic materials, Manuscripts, Music, Sound Recordings, Motion Pictures and Video recordings, Graphic Materials, Computer Files, Three Dimensional Artefacts and Realia, Microforms, Serials.

d. Accompanying Material

Preceded by a plus sign ( +)

Material issued with, and intended to be used with, the item being catalogued.

Examples of Physical Description Area for:

●

Cartographic Materials.

1 map: col. ; 25 x35 cm.

1 map: col. ; 80 x 57 cm. folded to 21 x 10 cm.

1 globe : col., mounted on metal stand; 12 cm. in diameter

● Sound Recordings

1 sound cassette ( 60 mins.) : 3 ¾ ips, stereo.

1 sound disc (50 mins.) : 33 1/3 rpm, stereo ; 4 ¾in. + 1 pamphlet.

● Motion Pictures and Video recordings

1 film reel (12 min.) : sd., b&w; 16 mm.+ 1 teacher's guide

1 videodisc (38 min.) : sd., col. ; 12 in.

2 film cassettes (30 min. each) : si., col. ; standard 8 mm. 1 v. (28 p. : ill. ; 22 cm.)

● Graphic Materials

16 flashcards : col. ; 28 x 10 cm.

1 flip chart (8 sheets): double sided, col. ; 23 x 18 cm.

24 photographs: b&w ; 13 x 18 cm.

● Multimedia (Kits)

400 lesson cards, 40 answer key booklets, 1 student record, 1 teacher's handbook,

1 placement test ; in container 18 x 25 x 19 cm.

42 various pieces ; in box 20 x 12 x 6 cm.

● Computer files

1 computer disk : col. ; 5 ¼ in.

1 computer optical disk : col. ; 4 ¾ in + 1 user manual and addendum.

● 3D Artefacts and Realia 1 sculpture : polished bronze ; 110 cm. high. 6 microscope slides : stained ; 3 x 8 cm. 1 diorama (various pieces): col. ; in box 30 x 25 x 13 cm. 2 jigsaw puzzles : cardboard, col. ; in boxes 20 x 30 x 5cm.

● Microforms

1 microform reel : col. & ill. ; 16 cm. 20 aperture cards ; 9 x 19 cm.

● Published Music

1 miniature score (34 p.) : ill. ; 18 cm. 1 score ( vii, 32 p.); 28 cm.+ 1 sound tape reel (60 min. : analog, 7 ½ ips, mono. ; 7 in.,½ in tape)

● Serials 108 v. : ill. ; 25 cm.+ 18 maps (col. ; 65 x 90 cm. or smaller) *completed serial* v. : ill. ; 25 cm.

6. Series Area

Preceded by full stop, space, dash, space and enclosed in parentheses

[. - - (McGraw series in education, )] Contains the following (same punctuation marks as the main description apply): a. Title proper of series b. Parallel Title of Series c. Other Title Information of Series d. Statements of Responsibility Relating to Series e. ISSN f. Numbering Within Series (preceded by a semi-colon ; ) g. Subseries h. More than one series statement

7. Note Area

Important details about the item (found in the chief source of information) that have no place in the description or other details to be indicated as prescribed in standard formats for description such as AACR. Each note starts a new paragraph. A note may either be FORMAL (copied from the item), or INFORMAL (supplied by the cataloger). Must be brief and easily understood.

8. Standard Number and Terms of Availability Area

a. New paragraph after notes.

b. ISBN, ISSN and price.

II. Choice of Access Points

Access Points - Name, term or code, under which a bibliographic record is searched, identified, entered, or filed in a catalog; it is a key for retrieval and key for filing in display

Main Entry - The complete catalogue record of an item, the main entry may include the tracings.

Added Entry - An entry, additional to the main entry, by which an item is represented in a catalogue, a secondary entry.

Entry - A record of an item in a catalog

Entry Word - The word by which an entry is arranged in the catalogue. The "filing medium"

Authorship - Pertains to the origin of the intellectual or artistic content of the work.

1. Personal Author - Person chiefly responsible for the creation of the intellectual or artistic content of a work (writers of books, composers of music, painters and sculptors, photographers, compilers of bibliographies, cartographers)

a. General Rule

i. Enter a work by one or more persons under the heading for the personal author, the principal personal author, or the probable personal author.

ii. In some cases of shared personal authorship and mixed personal authorship, enter under the heading for the person named first.

b. Works for Single Personal Authorship

i. For works of single personal authorship, entry is under the author.

c.

Works for Shared Responsibility

i. Works produced by the collaboration of two or more persons who performed the same kind of activity such as writing, adapting, or performing.

ii. Entry is under the principal responsibility if indicated (by the wording or layout of the chief source of information of the item being cataloged), if not, enter under the heading named first.

d. Works with Mixed Responsibility

i. Previously existing works that have been modified (adaptations, revisions, translations) and new works in which different persons or bodies performing different kinds of activity.

ii. For Mixed responsibility, entry is under:

1. Adapter for a paraphrase, rewriting, adaptation for children, or version in a different literary form.

2. Writer for the text for a work that consists of a text for which an artist has provided illustrations.

3. Artist for separately published illustrations

4. Original author of an edition that has been revised, enlarged, updated, etc., by another person if the original author is still considered to be responsible for the work.

5. Reviser of an edition if the original author is no longer considered to be responsible for the work.

6. Commentator of a work consisting of a text and a commentary by a different person, if the latter is emphasized

7. Author of the text of a work consisting of a text and a commentary by a different person, if the text is emphasized.

8. Original author of a translation

9. Biographer-critic of a work by a writer accompanied by, or interwoven with, biographical or critical material, if the latter is emphasized.

10. Writer of a work accompanied by, or interwoven with, biographical or critical material by another person who is presented as editor, compiler, etc.

2. Corporate Body - An organization or group of persons that is identified by a particular name and that acts, or may act, as an entity

a. Works of an administrative nature dealing with the corporate body itself or its internal policies, procedures, and/or operations; its finances; its officers and/or staff; or its resources.

b. Some legal and governmental works of the following types: laws, decrees of the chief executive that have the force of law, administrative regulations, constitutions, court rules, treatise, etc., court decisions, legislative hearings, religious laws, liturgical works.

c. Works that record the collective thought of the body.

d. Works that report the collective activity of a conference, of an expedition, or of an event, falling within the definition of a corporate body.

e. Sound recordings, films, Video recordings, and written records of performances resulting from the collective activity of a performing group as a whole, where the responsibility of the group goes beyond that of mere performance, execution, etc.

f. Cartographic materials emanating from a corporate body other than a body merely responsible for their publication or distribution.

g. Official communications from heads of state, heads of government, heads of international bodies, popes, patriarchs, bishops, etc., are entered under their corporate headings.

3. Entry under Title - A work is entered under Title if:

a. The author is unknown and no corporate body is responsible

b. The work has more than three authors and none of them is the principal author and no corporate body is responsible.

c. It is a collection or a work produced under editorial direction and has a collective title.

d. It is not by a person or persons and is issued by a corporate body but is not one of the types of publications listed previously.

e. It is a sacred scripture or an ancient anonymous work.

Types of Headings

1. Headings for Persons

The determination of a personal name heading is normally based on information obtained from the chief sources of information in works by that person issued in his or her language.

a. Entry under Surname

A name containing a surname is entered under that surname. Compound Surnames - a surname consisting of two or more proper names is entered according to the preferred or established form (if known)

Surnames with Separately Written Prefixes - these names are entered according to the usage of the person's language or country of residence. For American and British names, the entry element is the prefix.

b. Entry under Title of Nobility

The elements in the name are arranged in the following order: Proper name in the title, personal name in the direct order, the term of rank in the vernacular.

c. Entry under Given Name, etc.

d.

A name that consists of a given name or given names only is entered under the part of the name as listed in reference sources

Entry under Phrase

Enter in direct order a name that consists of a phrase or appellation that does not contain a forename.

Additions to Names

Titles of Nobility and Terms of Honour

The title of nobility or a British term of honour is added after the name if the title or term appears commonly in association with the name in the person's works or reference sources.

Saints

The word Saint is added after the name of the Christian Saint (excluding popes, emperors, empresses, kings or queens)

Additions to Names Entered under Surname Only

The addition is in the form of a word or phrase associated with the name in works by the person or in reference sources. Additions to Names Entered under Given Name

Royalty. A phrase consisting of the title and the name of the state or people governed is added.

Popes. Pope is added.

Bishops, etc. The title or phrase consisting of the title and the name of the latest see (if applicable) is added. Distinguishing persons with the same name

Dates

Hathaway, Anne, 1556-1623. Hathaway, Anne, 1982- .

Fuller forms of names

The fuller form of the name is added in parentheses

***If the dates and fuller form of name are not available to distinguish between two or more identical headings, another element is used for this purpose. This element may be a suitable brief term, a term of address, a title of position or office, initials of an academic degree, initials denoting membership in an organization.

2. Geographic Names in Headings

a. To distinguish between corporate bodies with the same name, as additions to other corporate names, and as headings for governments and non-governmental communities.

b. The basic principle is to use the English form of the name of a place if there is one in general use. Otherwise, the vernacular form is used.

c. The name of a larger place is added to the name of place located within a larger place. Unless the place is located within one of the exceptional countries, this geographic qualifier normally consists of the name of the country.

d. If the name of the country fails to distinguish between two places with the same name, the name of a smaller geographic entity is also added.

e. In the case of a number of countries , the name of a jurisdiction immediately below the country level is used as the geographic qualifier. These exceptional countries include Australia, Canada, Great Britain, and the United States.

f. Geographic qualifiers are not added to the states, provinces, territories, etc., within the exceptional countries (England, Massachusetts, Northern Ireland, Ontario)

3. Headings for Corporate Bodies

Enter a corporate body directly under the name by which it is commonly identified, except when the rules that follow provide for entering it under the name of a higher or related body or under the name of the government.

a. Subordinate and Related Bodies

University of Illinois. Library

Electrochemical Society. Electronics Division. American Society of Chemical Engineers. Vibrations and Sound Committee.

b. Direct or Indirect Subheading

Direct Subheading

American Library Association. Reference Tools Advisory Committee.

American Library Association Reference and Adult Services Division.

Reference Tools Advisory Committee. Indirect Subheading

American Library Association. Reference and Adult Services Division. History Section. Bibliography and Indexes Committee.

American Library Association. Reference and Adult Services Division

c. Conferences, Congresses, Meetings, etc. Headings for these are established in the form: *** Name of conference (number if any: date [year/mo./inclusive days] : place or institution).

d. Governments and Government Bodies

United States. Chicago (Ill.)

Edinburgh (Scotland)

National Research Council (U.S.)

University of North Dakota. Library of Congress.

United States. Internal Revenue Service. California. Bureau of Employment Agencies. Cambridge (Mass.). Division of Parks and Forestry.

e. Government Official Forms:

1. Heading for Government. Title of the Office.

2. Heading for Government. Title of the Office (Inclusive years of the reign of incumbency : Name of Person in Brief Form)

3. Works by pope, patriarchs, bishops, etc., are treated similarly.

Ex. Catholic Church. Pope (1978- : John Paul II)

4. Uniform Titles

The particular title by which a work that has appeared under varying titles is to be identified for cataloging purposes. The uniform title brings together under one heading the various manifestations ( ex. Editions, translations) of a work regardless of how many different titles it has appeared under.

*** If you use a uniform title, choose the title by which the work is best known (decide this by consulting reference sources and other publications of the same works, but if in doubt, choose the earliest titles)

*** If the entry is under name heading, place the uniform title between the name heading and the title proper, and enclose the uniform title in square brackets [ ]

*** Choose a title in the original language. Examples: Dickens, Charles [Pickwick papers]

The posthumous papers of the Pickwick Club Shakespeare, William [Hamlet]

The tragical history of Hamlet, Prince of Denmark Swift, Jonathan [Gulliver's travels] France [Constitution (1946)]

Canada. Dept. of Public Works [Annual report (1965)] Teorema. English Theorem

5. Special Rules for the Bible

The general formula for the heading for a particular version of the Bible:

1. Bible. [O.T. or N.T]. [individual book or group of books]. [language]. [version]. [year].

ex. Bible. N. T. Luke. English. New English. 1965 Bible. English. Living Bible. 1989.

2. For selections and miscellaneous extracts from the Bible, the elements are arranged in the following manner:

a. Bible. [language]. [version]. Selections. [date]. ex. Bible. English. Authorized. Selections. 1972.

b. Bible. [O.T. or N. T.]. [individual book or group of books]. [language]. [version]. Selections. [date]. ex. Bible. O.T. Psalms. English. New International. Selections. 1988.

3. Other sacred scriptures.

Rules pertaining to the uniform titles for other sacred scriptures, such as the Koran, Talmud, and Vedas, are also provided. ex. Koran. Surat al-Baqarah Talmud. English. Selections. Vedas. Atharvaveda.

III. Subject Cataloging

The process of providing subject access points to bibliographic records. The process of assigning subject headings to materials being cataloged.

Objectives of Subject Cataloging

1. To provide access by subject to all relevant materials.

2. To provide subject access to materials through all suitable principles of subject organization.

3. To bring together references to materials which treat substantially the same subject regardless of disparities in terminology.

4. To show affiliations among subject fields.

5. To provide entry to any subject field at any level of analysis.

6. To provide entry through any vocabulary common to any considerable group as users.

7. To provide a formal description of the subject content.

8. To provide means for the user to make selection from among all items in any particular category.

Basic Principles

1. The User and the Usage

The convenience of the public is always to be set before the ease of the cataloger Haykin calls this guiding principle "the reader as the focus."

2. Literary Warrant

The principle which allows a category to exist in a classification or thesaurus only if a work exists for that category. The use of an actual collection or holdings of a library or actual published works as the basis for developing a classification scheme or thesaurus.

3. Uniform Heading

Use of one heading in one form only for a given subject, purposely to avoid scattering of terms.

a. Choice among synonymous terms ex. Church history Ecclesiastical history Religious history

b. Choice between variant spellings ex. Labor Catalog Archaeology Aesthetics Labour Catalogue Archeology Esthetics

c. Choice between English and foreign terms Cutter's rule concerning language states:

"When possible let the heading be in English, but a foreign word may be used when no English word expresses the subject of a work."

Foreign terms should be used only under the following conditions (Haykin):

1. When the concept is foreign to the Anglo-American experience and no satisfactory term for it exists. ex. Reallast, Precieuses

2. When, especially in the case of scientific names, the foreign term is precise, whereas the English one is not. ex. Ophiodon elongates, rather than Buffalo cod, or Blue cod

d. Choice between technical (or scientific) and popular terms

The choice must be different in a general library serving a general public from that in a special library serving specialists.

ex. Cockroaches instead of Blattariae, and Lizards instead of Lacertilia.

In some cases, scientific terms are used instead of popular ones.

ex. Ascorbic acid instead of Vitamin C and Bioflavanoids instead of Vitamin P.

e. Choice between obsolete and current terms Current term is preferred.

ex. Computers instead of Electronic-calculating machines

4. Unique Heading

Each heading should represent only one subject.

*Homograph. A word that is spelled the same as another word but differs in meaning and origin and may differ in pronunciation and syllabication.

A modifier is added to differentiate between the homographs.

ex. Rings (Jewelry) Rings (Algebra) Rings (Gymnastics)

5. Specific Entry and Coextensivity

Specific entry. An item is entered under its subject heading, not under the heading of a class which includes the subject.

ex. "The Cat" Cats (Specific direct entry)

Zoology - Vertebrates - Mammals - Domestic animals - Cats (Specific indirect entry)

6. Pre-Coordination and Post-Coordination

a. Pre-coordinate system - multiple terms representing a topic and its aspects are pre-combined in the source

vocabulary or by the cataloger or the indexer at the time of cataloging or indexing using prepositions or other devices to show how the terms are interrelated.

b. Post-coordinate system - terms for the main subject and its aspects are simply listed separately and the searchers combine the terms at the point of retrieval.

Subject Cataloging Systems

1. The List of Subject Headings for use in Dictionary Catalogs (1895) - used by the American Library Association and is based on Cutter's principles. Editions: 1895, 1898, 1911.

2. Subject Headings used in the Dictionary Catalogues of the Library of Congress (1910-1914) became a standard tool for subject cataloging for American Libraries.

3. Library of Congress Subject Headings

a. Originally designed as a controlled vocabulary for representing the subject and form of the books and serials in the Library of Congress collection, with the purpose of providing subject access points to the bibliographic records contained in the Library of Congress Catalogs.

b. It is also used as a tool for subject cataloging and indexing by other countries.

4. List of Subject Headings for Small Libraries (1923) was compiled by Minnie Earl Sears, intended for medium-sized or small libraries.

5. Sears List of Subject Headings (6th ed.)

6. Medical Subject Headings is the system designed and used by the National Library of Medicine for assigning subject headings to books and journal articles in the medical sciences.

Subject Cataloging Process

1. Subject analysis or conceptual analysis - identifying the concepts/topics in a work and determining what aspects of it the users will be interested in

a. Write down the title of the document. (Raw Title)

b. Read through the other parts of the item: Introduction, Foreword, Preface, Table of Contents, etc. in order to identify and express the specific content of the item. (Expressive Title)

c. Write down the Kernel Title by arranging the kernel terms which denote each of the substantive ideas and dropping the auxiliary words and connectives such as articles, prepositions and conjunctions.

d. Write down the Transformed Title by rearranging the kernel terms in a sequence that would show which concept is the most significant.

e. Replace the terms in the transformed title with standard terms using a standard list or controlled vocabulary.

2. Translation takes place at the stage when standard terms contained in the controlled vocabulary are used to represent the subject heading of an item.

Forms of Headings

1. Single-concept headings - appear in the form of single-word terms or multiple-word terms.

a. Single-word headings - a single noun or substantive is chosen as the heading when it represents the object or concept precisely. e.g. noun headings: Chapels, Economics, Forgery, Humanism, Railroads substantives: Aged, Poor, Sick

b. Multiple-word headings - when a concept or object cannot be expressed properly by a single noun (word), a phrase is used.

● Adjectival phrase - consists of an adjectival modifier followed by a noun or noun phrase : Military supplies, Rural churches, Jewish etiquette, American drama, Brownian movements, Laminated plastics, Carpenter's square, California Railroad Strike, 1894

● Prepositional phrase - consists of two or more nouns, with or without modifiers, connected by preposition (s): Children as musicians, Community mental health

services for children, Grooming for men, Divine rights of kings, Communication in birth control, Discrimination in housing, Catalog of art, Church and state in Wales

● Conjunctive phrase headings - consists of two or more nouns, with or without modifiers, connected by the word "and" or ending with "etc." is used : Good and evil, Libel and slander, Crime and criminals, Boats and boating, Religion and international affairs, Literature and society, Television and children

2. Inverted headings - used to bring significant word into prominent positions as the entry elements : Chemistry, Organic/ Knowledge, Theory of/ Insurance, Life/ Insurance, Social

3. Multiple concept headings.

Subdivisions of Main Headings

1. Topical Subdivision - a subdivision that represents a kind or a part of the main subject. Use to limit the concept expressed by the heading to a special subtopic. e.g. Heart Diseases, Agriculture Taxation, Nursing - Research

2. Form Subdivision - an extension of a subject heading based on the bibliographic or physical form or literary or artistic genre on which the material in a work is organized and/or presented. e.g. Nursing- Study and teaching, Education - Examinations, questions, etc.

3. Chronological subdivision - also called period or time subdivisions. Used with heading for the history of a place or subject.

e.g. Philippines - History - 16th century, United StatesHistory - 21st century, France-History- Revolution, 17891793, English Literature- Middle English, 1500-1700

4. Geographic subdivision - indicates the origin or locality of the main subject and may be used after subjects that lend themselves to geographic treatment.

a. Direct geographic subdivision - the name of the place follows the heading or another subdivision immediately without the interposition of the name of a larger geographic entity. e.g. Education, Elementary - Philippines, Music - Indonesia, Art – Thailand

b. Indirect geographic subdivision-the name of the larger geographic entity, normally the name of the country, is interposed between the main heading and the and the place in question. e.g. Charities - Philippines - Manila

5. Free-floating subdivision - a subdivision that may be used under any existing appropriate subject heading for the first time without establishing the usage editorially. e.g. Accounting/ Addresses, essays, etc./ Taxation/ Examinations/ Examinations, questions, etc. / Problems, exercises, etc. / Handbooks, manuals, etc. /Maps/ Environmental aspects/ History/ English language/ Economic aspects/ Atlases/ Legal, status, law, etc. I Study and teaching/ Law and legislation/ History and criticism / Methods

Cross References - are provided to connect related headings in the catalog

1. See ( or Use) Reference - a reference from a term or name not used as a heading to one that is used. e.g. Third world countries

See

Developing countries

2. See also (BT, NT, and RT) references- connect headings that are related in some way, either hierarchically or otherwise. Related Term (RT) reference is used to link headings that are related in concept but not in a hierarchical sense. e.g. Physicians

RT Medicine

Broader Term (BT) and Narrower Term (NT) indicate hierarchical relationship and all headings connected by these terms are all valid. e.g. Poetry

BR Literature NT Classical poetry

Lyric poetry

3. General Reference- direct the user to a group or category of headings instead of to individual members of the group or category. Sometimes called the blanket reference and is represented by the symbol SA e.g. Atlases

SA subdivision Maps under names of countries, cities, etc. and other topics.

General Guidelines in Assigning Subject Headings

1. Specificity- assign the most specific heading which represents exactly the contents of the item.

2. Works on single topic- assign the heading which represents exactly the content of the item

3. Multi-topical work

*** Two or three related topics in a work- if a heading that exists represents precisely the two or three topics, do not assign it on the two or three headings. e.g.

Title: The distinctive excellences in Greek and Latin Literature

Subject Heading: Classical literature

*** Rule of three - If a broad heading exists, but includes two or three topics in question, assign two or three headings, not the broader heading.

Title: Infants, children, and adolescence

Subject Headings: Child development Infants - Development Adolescence

*** Rule of four - means that specific headings are preferred when the work being cataloged deals with four topics, each of which forms only a small portion of a general topic.

Title: The first golden age of the Viennese symphony: Haydn, Mozart, Beethoven, and Schubert

Subject Headings: Symphony-18th century.

Symphony - 19th century. Haydn, Joseph, 1732-1809. Symphonies. Beethoven, Ludwig van, 1770-1827. Symphonies. Schubert, Franz Peter, 1797-1828. Symphonies. Symphonies - Analysis, appreciation.

4. Multi-element work- if a work treats a single subject from different aspects or contains various elements of one topic, use one pre-coordinated heading, if there is one available.

Title: Chemical plant management in Japan

Subject Heading: Chemical plants - Japan - Management IV. Classification

The act of organizing the universe of knowledge into some systematic order in the library context, classification refers both to the development of schemes for the systematic display of all aspects of the various fields of knowledge and lo the art of arranging books or other objects in conformity with such schemes. It is used both for the creation of a classification scheme. It is used both for the creation of a classification scheme and for its application.

For clarity, the inventor or creator of a classification scheme or a person who is engaged in the theory of classification is called a classificationist, while the person who applies such a scheme is referred to as a classifier.

Purpose of Classification

1. To arrange items in the library shelves in a logical order

2. To provide systematic display of bibliographic entries in printed catalogs, bibliographies and indexes 'Collocation system'.

3. In some online catalogs, classification serves a direct retrieval function.

a. As a shelving device, classification helps the user identify and locate a work through a call number and to group all works of a kind together.

b. As a retrieval tool, classification may help to identify and retrieve a group of related items as well as specific known items.

Basic concepts / types of classification

1. Traditional theory of classification/logical or philosophical principles of classification

Classification begins with the universe of knowledge as a whole and divides it into successive stages of classes and subclasses, with a chosen characteristic as the basis for each stage.

2. Modern classification theory

Places emphasis on facet analysis and synthesis or the “breaking up” of a subject into its component parts and the synthesis or “reassembling of those parts as required by the document to be represented.

3. Close classification

The content of a work is specified by a notation to the fullest extent possible. It is classing each subject as completely as possible, taking into consideration all available minute subdivisions as represented in the particular classification schedule.

4. Broad classification

A work is placed in a broad class by use of notation that has been logically abridged. It is classing the material in main divisions and subdivisions without using the minute breakdown of individual categories. Example, one library may need to classify the King James Bibles using DDC in 220.52…, whereas a library with a small collection of books in this area may cut back to the broad number 220.

Notation

A device consisting of numerals, letters, and/or, other symbols used to represent the main subordinate divisions of a classification scheme.

1. Pure notation – one kind of symbol is used consistently

2. Mixed notation – two or more kinds of symbols are used

3. Hierarchical notation – one that reflects the structural order or hierarchy of the classification

4. Expressive notation – one that expresses relationships among coordinate subjects.

General Principles of Classification

1. Consider usefulness

2. Class by subject, then by form / Make subject the primary consideration

3. Use the most specific number or classification available

4. Do not classify from the index alone

Classification of multi topical works

1. Determine the dominant subject or the phase relations.

a. Dominant subject – classify under the dominant subject when one can be determined

b. Phase relations – interrelationships of subjects treated in a work.

i. Influence phase – classify a work about the influence of one thing on another under the subject or author being influenced.

ii. Bias phase – classify a work on a particular subject written with a bias toward, or aiming at a specific group of readers.

iii. Tool or application phase – classify a work such as Chemical calculations: an introduction to the use of mathematics in chemistry under the subject chemistry instead of the tool mathematics.

iv. Comparison phase – class under the subject emphasized or under the first subject.

2. Class under first subject – if the dominant subject cannot be ascertained, class under the first subject.

3. Class under broader subject – class under the broader subject of a work dealing with two or three subjects that are subdivisions of a broader subject and that together constitute the major portion of that subject.

Historical Development of the Organization of Information

Antiquity

2000 BC Sumerian tablet, one of the oldest lists of books, found at Nippur. Sixty-two titles are recorded on this tablet of which 24 are titles of currently known literary works.

1500 BC The Hittites recorded bibliographic information of written works onto tablets. Their tablets included colophons, a set of data at the end of a "document" that traced kinds of bibliographic data, such as number of the tablet in a series, its title, and the name of the scribe.

650 BC The citizens in the city of Nineveh developed a library that provided a collection that had a systematic means of order and authenticity.

Greek civilization has contributed to the incarnation of the "main entry" concept, a western civilization manifestation. Early Far Eastern societies and even today designate a work's title as its main entry.

Middle Ages

In Europe, there were church and monastery libraries. The demand for knowledge was not of great interest to the common man and woman.

8th Century Catalogs of library holdings during this period were largely inventories of relatively small collections.

800 -1200 There is evidence of very broad subject arrangements. The categories were usually two: Biblical and Humanistic

1300 At the end of the 13th century, a milestone in the organization of information was attempted. The Registrum Librorum Angliae, a union list of holdings of English monastery libraries.

European Renaissance

1450 ca. The printing press was invented - creating an explosion in publishing and duplicate copies of works. The vocation of

"Bibliographer" became a by-product of the existence of the printing press.

1595 St. Martin's Priory at Dover, the first list designated as a catalog. The catalog had 3 sections of arrangement.

Part 1. Call number - located the exact location, where a volume could be found.

Part 2. Also arranged by call number. Contain the contents of each volume, with paging and opening words.

Part 3. Alphabetical listing by author and title and entries of each volume found within a published work, called an analytical entry.

1596

Andrew Maunsell, an English bookseller, compiled his Catalog of English Printed Books that was prefaced with rules of entry. Maunsell introduced the entry of personal names listed under surnames rather than forenames. This concept helped to promote the early developments of bibliographic control.

College libraries were just developing with very small collections that were arranged in an inventory fashion.

From Inventories to Codifying Devices

1697

Konrad Gesner published an author bibliography. Included was a preface that offered cross-references and variations of names.

1698

1791

Konrad Gesnar published a subject index.

Frederic Rostgaard published a discourse on cataloging in which he called for subject arrangement subdivided chronologically and by size of volume. Rostgaard also promoted a supplementary author index.

1792

Following the French Revolution, the French government sent out instructions for cataloging the collections of the libraries that had been confiscated throughout France. This marks the first instance of a national code. Libraries were

1831

directed to make card catalogs the first instance of card catalogs. The reverse sides of playing cards were used as the source for recording the information.

Period of Codification

Anthony Panizzi, a lawyer and political refugee from Italy and an assistant librarian at the British Museum was a strong advocate of cataloging and subject analysis. Panizzi authored a cataloging code known as the "91 rules". Panizzi is credited with the start of developing the "modern" theories of cataloging.

1850 Charles C. Jewett marked the introduction of the American influence to cataloging and arrangement. Jewett built on Panizzi's earlier efforts. Jewett is credited with developing rules for entry as they relate to corporate authors.

1876 Charles Cutter published his Rules for a Printed Dictionary Catalogue. Cutter's efforts placed emphasis on establishing rules on filing entries. Cutter was also the first to establish rules for subject headings.

Melvil Dewey, issued anonymously the first edition of his classification. Dewey divided all knowledge into ten main classes, with each of those divided again into ten divisions, and each of those divided into ten sections. Dewey is a landmark in the area of classification. Now in its 21st edition (DDC21).

Description

In the twentieth century, the emphasis on description was rooted in codes.

1908 The British and the Americans collaborated on a code in 1908. This collaboration was significant, because it serves as the first international cataloging code to be established

1931 Americans and Italians collaborated to publish the Vatican Code. It was quickly accepted by catalogers in many countries as the best and most complete code in existence,

but because it was written in Italian, most Americans could not apply it.

1941 The British and the Americans cooperated on publishing a second edition to the volume that was written in 1908. This code was written in two parts: one for entry and heading, and one for description.

The Library of Congress (LC) Rules for Descriptive Cataloging, served as a substitute to the second part of the British and the American effort.

1949 The revisions, A.L.A Cataloging rules for Author and Title Entries, were written after great criticism by Andrew Osborn in an article that he authored entitled "The Crisis in Cataloging."

1967 The Americans and the British collaborated to establish the Anglo-American Cataloging Rules. Because there was disagreement on a few points, this work was published in two separate versions: North American and British. The presidents of the colleges and universities in the state of Ohio founded the Ohio College Library Center (OCLC) to develop a computerized system in which the libraries of Ohio academic institutions could share resources and reduce costs.

1974 The International Federation of Library Associations (IFLA) issued the International Standard Bibliographic Description (ISBD), produced as a means for the international communication of bibliographic information. The ISBD's objectives were to make records from different sources interchangeable, to facilitate their interpretation against language barriers, and to facilitate the conversion of such records to machine-readable form.

1977 The Research Libraries Information Network (RLIN) was established to serve research libraries.

1978 The AACR2 was published to accommodate the developments established by the ISBD, to address non-book

materials, to take into account machine processing of bibliographic records, and to reconcile the British and American texts.

1988 A revised edition of the AACR2 was published. 1998 The latest revised edition of the AACR2 was published.

Classifications Schemes / Systems

1. Expansive Classification "EC" (Charles Ammi Cutter, 1837-1903)

- For the Boston Athenaeum

- Published 1891-1893

- Served as a model for the early development of the Library of Congress Classification

2. Universal Decimal Classification or Universal Classification System

- UDC

- An adaptation of DDC

- The UDC was developed by the Belgian bibliographers Paul Otlet and Henri La Fontaine at the end of the 19th century.

-UDC is used in around 150,000 libraries in 130 countries and in many bibliographical services which require detailed content indexing.

-UDC is also used in national bibliographies of around 30 countries. Examples of large databases indexed by UDC include:

NEBIS (The Network of Libraries and Information Centers in Switzerland) 2.6 million records

COBIB.SI (Slovenian National Union Catalogue) 3.5 million records

Hungarian National Union Catalogue (MOKKA) 2.9 million records

VINITI RAS database (All-Russian Scientific and Technical Information Institute of Russian Academy of Science) with 28 million records

Meteorological & Geoastrophysical Abstracts (MGA) with 600 journal titles

PORBASE (Portuguese National Bibliography) with 1.5 million records

3. Subject Classification "SC" (James Duff Brown, 1862-1914)

- First appeared in 1906

- Follows the order of scientific progression

- Brown is famous for his "one-place theory," he was also responsible for the Quinn-Brown Classification (with Henry Quinn) in 1849, which was modified by Brown and was published in 1898 as Adjustable Classification.

4. Colon Classification (Shiyali Ramamrita Ranganathan, 1892-1972)

- 1st edition was published in 1933

- 6th edition appeared in 1963

- 7th edition published in 1987 (continued by M.A. Gopinath due to Ranganathan's death)

- S.R. Ranganathan's best known writing was Prolegomena to Library Classification

- S.R. Ranganathan was considered by many because of his contributions to the theory of facet analysis and synthesis.

5. Bibliographic Classification "BC" (Henry Evelyn Bliss, 1870-1955)

- Organization of knowledge and the system of the sciences (1929), and Organization of knowledge in libraries and the subject approach to books (1933; 2nd ed. 1939).

- In 1967 an abridged BC was published by the School Library Association.

- From the beginning, several principles guided Bliss's work, these are: consensus, collocation of related subjects, subordination of special to general, gradation in specialty, and the opportunity for alternative locations and treatments.

6. Dewey Decimal Classification System (Melvil Dewey, 1851-1931)

- Conceived as a classification of knowledge for the purpose of organizing a library.

- Oldest classification system.

- In Dewey Decimal Classification, the universe of knowledge is divided into ten main divisions each called a main class, and each main class is further divided into ten divisions, and each division into ten sections. e.g 532

Main Class Science 30 Division Physics

2 Section Gas mechanics

- A decimal point or dot follows the third digit in a class number, after which division by ten continues to the specific degree of classification needed. The dot is used as a psychological pause to break the monotony of numerical digits and to ease the transcription and copying of the class number.

Volume 1: **Tables**

Volume 2: **The organization of Knowledge from 000-599

Volume 3: **The organization of knowledge from 600-999

Volume 4: **Relative index.

Tables in DDC *on Volume 1

Table 1. Standard subdivisions

Table 2. Geographic Areas

Table 3. Subdivisions for the Arts, for Individual Literatures, for Specific Literary Forms

T3A- Subdivisions for works by or about individual authors

T3B - Subdivisions for works by or about more than one author

T3C - Notation to be added (Table 3B, 700.4, 791.4, 808-809

Table 4. Subdivisions of individual languages and Language families

Table 5. Racial, Ethnic and National Groups

Table 6. Languages

Notes

1. Definition notes - indicate the meaning of a term in the heading

2. Scope notes - indicate whether the meaning of the number is narrower or broader than what is apparent from the heading

3. Number-built notes - identify and explain the source of built numbers included in the schedules and tables

4. Former-heading notes - are given only when a heading has been altered to such a degree that the new heading bears little or no resemblance to the old.

5. Variant-name notes- used for synonyms and near synonyms.

6. Class-here notes - list major topics in a class which may be broader or narrower than the heading, overlap it, or define another way of looking at essentially the same material.

7. Including notes - identify topics that have "standing" in the number where the note is found.

8. Class-elsewhere notes - lead the classifier to interrelated topics, or distinguish, among numbers in the same notational hierarchy.

9. See references

10. See also references

11. Discontinued notes - indicate that all or part of the contents have been moved to a different number.

12. Do-not-use notes - instruct the user not to use all or part of the regular standard subdivision notation or an add table provision in favor of a special, or standard subdivisions at a broader number.

7. Library of Congress Classification

- Designed by J.C.M. Hanson and Charles Martel using Cutter's Expansive Classification as basis

- For notation it uses a three element pattern: first, single capital letters for main classes , with one or two capital letters for their subclasses, second, Arabic integers from 1 to 9999 for subdivisions, and third, cutter number for individual books. Decimal integers and the use of Cutter numbers were allowed to accommodate expansion.

- Consists of 21 classes in over 40 separately published schedules (volumes)

- Organization of divisions within a class, subclass, or subject originally followed a general pattern known as Martel's seven points:

1. General form divisions

2. Theory/Philosophy

3. History

4. Treatises and general work

5.

Law/Regulation/State relations

6. Study and teaching

7. Special subjects and subdivisions of subjects

- Main classes consist of single capital letters.

- Subclasses - each of the main classes, with the exception of E, F, and Z is divided into subclasses that represent disciplines or major branches of the main class.

- Divisions - each subclass is further divided into divisions that represent components of the subclass. Each of the divisions, in turn, has subdivisions specifying different aspects of the subject, such as form, time, place, and more detailed subject subdivisions.

Tables in LC

Tables of General applications

1. Tables for geographic divisions by means of cutter numbers

* Regions and countries in one alphabet (By country A-Z or By region or country, A-Z)

2. Biography table

* When works about a person, including autobiography, letters, speeches, and biography, are classed in a number designated for individual biography, they are sub-arranged according to the biography table.

Tables of limited applications

1. Tables applicable to an individual class or subclass

●

Author tables used throughout the schedules for class P,

Language and Literature

●

Form tables used in the schedules of class K, Law

● Geographic tables in class H, Social Sciences and class S, Agriculture.

2. Tables of internal sub-arrangement - designed for use with specific spans of numbers that are scattered throughout the schedules.

Notes

Scope notes - explain the type of works to be classified in that subject, may refer the classifier to related topics elsewhere in the schedule or in another schedule.

1. Including notes - list subjects which are included within a subject

2. See notes - refer the classifier to a number elsewhere in the schedules, often as a result of reclassification decisions. A number in parentheses indicates that the number is no longer in use and a see reference is given.

3. Confer notes (Cf)- indicate that related topics are classified elsewhere in the schedules.

4. Apply table notes- refer the classifier to a table with subdivision instructions so that the same instruction is not repeated on the same page or several times over a couple of pages.

V. MARC BASICS

MARC - Machine Readable Cataloging

• the transcription of the descriptions used in AACR to a language that computer systems can read and manipulate. This was developed by the Library of Congress in consultation with other libraries. This enabled many libraries from all over the world to exchange cataloging data with each other. UNIMARC was created as an international version and used widely in Europe but has not become the international standard.

USES of MARC format

• printing catalog data in a variety of formats such as subject bibliographies

• producing other products such as accessions lists, shelf lists, book and spine labels

• producing different types of catalogs such as microfiche and online public access catalogs

• standardizing a machine-readable format for bibliographic records for exchange of cataloging data among libraries all over the world.

The MARC Record

The record structure • an implementation of national and international standards, such as the Information Interchange Format ANSI Z39.2 and Format for Information Exchange ISO 2709

Publication, distribution area New York : Lothrop Lee & Shepard Books, c1987

260 ## $a New York: $b Lothrop Lee & Shepard Books $c c1987.

Physical description area 25 p. : col. Ill. ; 26 cm. 300 ## $a 25 p. : $b col. ill. ; $c 26 cm.

Note area Hungry raccoons feast at night in a field of ripe corn

520 ## $a Hungry raccoons feast at night in a field of ripe corn.

Subject added entries Raccoons 650 #1 $a Raccoons.

Local call number 599.74 ARN 900 ## $a 599.74 ARN

Local barcode number 8009 901 ## $a 8009 Local price $15.00 903 ## $a $15.00

6. see also reference

Authorized access point for related entity 7. physical description Carrier description

8. GMD

(1) media type + (2) carrier type + (3) content type 9. chief source Preferred sources

MARC21 Formats

Bibliographic format

• for encoding bibliographic data in records that are surrogates for information packages

Authority format

• for encoding authority data collected in authority records created to help control the content of those surrogate record fields that are subject to authority control

Holdings format

• for encoding data elements in holdings records that show the holdings and location data for information packages described in surrogate records

Community information format

• for encoding data in records that contain information about events, programs, services, and the like

Classification data format

• for encoding data elements related to classification numbers, the captions associated with them, their hierarchies, and the subject headings with which they correlate.

MARC Tag Fields

• 0XX fields - Control information, numbers, codes

• 1XX fields - Main entry

•

•

2XX fields - Titles, edition, imprint

3XX fields - Physical description, etc.

• 4XX fields - Series statements (as shown in item)

•

5XX fields - Notes

• 6XX fields - Subject added entries

• 7XX fields - Added entries other than subject or series

• 8XX fields - Series added entries (other authoritative forms)

BASIC RESOURCE DESCRIPTION AND ACCESS

Source of information

• For multi-sheet, multi-page – use title page

• Treat as an integral part of the resource any storage medium case/box/housing/cartridge as part of the resource itself and a possible source of information

• Early printed sources – colophon, cover, caption

• Moving images – title frame(s)

Recording titles

• Transcribe as it appears on the source of information

• Abridge a long title

• For serial title or integrating resource, correct obvious typographic errors and make a note

• If a title of a serial includes a date, name, number that varies from issue to issue, omit this date, name number etc Use (…) to indicate omission

• If a title mentions earlier title, title absorbed etc. that may or may not be grammatically linked to the rest of the title, do not transcribe. Record earlier title as related work

• If a title of a serial includes a date, name, number that varies from issue to issue, omit this date, name number etc Use (…) to indicate omission

• If a title mentions earlier title, title absorbed etc. that may or may not be grammatically linked to the rest of the title, do not transcribe. Record earlier title as related work

• Parts, sections and supplements – record the common title followed by the title of the part/section supplement. Use full stop to separate

•

Example

Advanced calculus. Student handbook

• Journal of polymer science. Part A, General papers

• Progress in nuclear energy. Series II, Reactors

RDA REF RDA ELEMENT DATA

2.3.2 Title proper CA magazine

2.3.9 Key title CA magazine (Toronto)

2.3.10 Abbreviated title CA mag. (Tor.)

MARC FIELD TAG

MARC FIELD INDICATORS DATA

$a CA mag. $b (Tor.) 222 Key Title #0 $a CA magazine $b (Toronto 245 Title statement 00 $a CA magazine.

210 Abbreviated key title 0#

Title proper* (2.3.2)

• Title proper and earlier and later variants of the title proper are core elements. Other titles are optional

Title

• Title proper (2.3.2)

• Parallel title (2.3.3)

• Other title information (2.3.4)

• Parallel other title information (2.3.5)

• Variant title (2.3.6)

•

Earlier variant title* (2.3.7)

• Later variant title* (2.3.8)

• Key title (2.3.9)

• Abbreviated title (2.3.10)

Title proper* (2.3.2)

• Title in more than one form or language or script – choose the main language of the written, spoken or sung content of the resource; choose the form on the basis of sequence, layout or typography, or most comprehensive form

CRISP

•

Source of information reads: CRISP. Complex Radar Image and Signal Processing

Collective title and titles of individual contents

• Record collective title as the title proper

• Record individual contents as titles of related works

Other elements as part of the title proper

• Musical composition, medium of performance, key etc. – treat as title proper

– Songs & dances

– Rhapsody

– Piano concertos 1 & 2

• Scale in cartographic resource – include in title if stated in the title

– Topographic 1:500,000 low flying chart

• No title

– Take from another source

– Devise a title

•

Changes in title proper

–

Change in a subsequent part - Record later title as a later variation of the title proper

– Serials (major) – make new description and relate the two works

– Serials (minor) – record as later variation in the title proper

Parallel title (2.3.3)

• Title proper in another language or script

• Take from any source within the resource

• Transcribe as such

Other title information (2.3.4)

• Information appearing in conjunction with and is subordinate to the title proper of a resource

• May be supplied for cartographic resources and moving images

Bourne legacy : [trailer]

Variant title (2.3.6)

• Title associated with a resource that differs from a title recorded as the title proper, a parallel title, an alternative title or other title information – Appears in the resource itself – Associated through reference sources – Assigned by agency, creator, previous owners, custodians – Corrections to titles appearing in the resource in an incorrect form – Part of the title

Example

RDA Ref RDA Element Data

2.3.2 Title proper Black X-mas 2.3.3 Parallel title Noël noir 2.3.6 Variant title Black Christmas

RDA Ref RDA Element Data 2.3.2 Title proper Tolkien Society home page 2.3.6 Variant title Welcome to the Tolkien Society home page

RDA Ref RDA Element Data

2.3.2 Title proper 219 days

2.3.6 Variant title Two hundred and nineteen days

Earlier variant title* (2.3.7)

• Title proper, parallel title, other title information, or parallel other title information appearing on an earlier iteration of an integrating resource that differs from that on the current iteration

– Securities law, fraud SEC rule 10b-5

• Earlier title proper appearing on iterations 1967October? 1979

Later variant title* (2.3.8)

• A title proper, parallel title, other title information, or parallel other title information appearing on a later issue or part of a multipart monograph or serial that differs from that onthe first or earliest issue or part

RDA Ref RDA Element Data

2.3.2 Title proper Annual report of pipeline safety

2.3.8 Later variant title Annual report on pipeline safety

2.20.2.4 Title variations, inaccuracies, and deletions

Later variant title appearing on issues from 199 on Key title (2.3.9)

• Unique name assigned to a resource by an ISSN registration agency

Abbreviated title (2.3.10)

• Title that has been abbreviated for purposes of indexing Devised title

• For resources with no title itself and no title associated with it from other sources

• Indicate – nature of the resource and/or subject

– Photograph of Theodore Roosevelt

– Sydney Bicycle Club Badge

• Music – include medium of performance, numeric designation, key and other distinguishing characteristics applicable

• Map – name of area and subject portrayed

• Moving images – name or product and advertisement

• Archival resources – name of creator, source, collector

– Daniel Murray Collection of W.E.B. Du Bois photographs displayed at the International Exposition in Paris, 1900 Statement of responsibility* (2.4)

• Transcribe in the form in which it appears on the source of information

• More than one – record as single statement

Edited by P.C. Wason and P.N Johnson-Laird Duke Ellington and his orchestra

Compiled and edited by Richard L. Coulton with the assistance of voluntary aid

• More than three in the same function – omit all but the first, indicate what has been omitted, enclose indication in square brackets Roger Colbourne [and six others]

• For clarification of role – enclose in square brackets [music by] Mario Castelnuovo-Tedesco

• Noun phrases – treat as part of statement research and text by Colin Barham Edition statement* (2.5)

• Transcribe as it appears on the source of information

Second edition

Director’s cut 2nd edition

Revised edition

Household ed.

• If a designation consists of a letter or letters and/or a number or numbers without accompanying words, add an appropriate word enclosed in square brackets 3e [edition]

Designation of a named revision of an edition* (2.5.6)

•

A word or phrase or group of characters identifying a particular revision of a named edition

reprinted with corrections

Designation : 4th ed. New edition, revised, reset, and illustrated Designation: World’s classics edition

Numbering of serials* (2.6)

• Numeric and/or alphabetic designation of first issue or part (2.6.2), chronological designation of first issue or part (2.6.3), numeric and/or alphabetic designation of last issue or part (2.6.4), and chronological designation of last issue or part (2.6.5) are core elements. Other numbering is optional

• Record numbers expressed as numerals or as words

• Transcribe other words, characters or groups of words as they appear on the source of information

• July/August 2005

• Vol. 1, no. 1

• Summer 1978

RDA ref RDA element DATA

2.3.2 Title proper CA magazine

2.6.2 Numeric and/or alphabetic designation of first issue or part of sequence

2.6.3 Chronological designation of first issue or part of sequence

volume 104, no. 1

January 1974

• Ceased publication – record the numbering for both the first issue and last issue; if first issue is not available, record only the last issue

Production statement (2.7)

• Place of production (2.7.2) – inscription, fabrication, construction of a resource in an unpublished form

• Record both the local place and the name of the larger jurisdiction if present. Full address may be included.

• If place of production is not identified, record a probable place of production

• [Salem, Mass.]

• [Port Alberni, British Columbia?]

• [Denmark]

• [France?]

• Producer’s name (2.7.4)

• Record words or phrases indicating the function performed by a person, family, or corporate body as they appear on the resource

• If no producer is named, record producer not identified

• Date of production (2.7.6)

• Date associated with inscription, fabrication, construction etc. of a resource in an unpublished form

• Archival resource – date the resource was produced or the dates of record keeping activities

• Collection – date of production or publication of the sources contained in the collection

Multipart monographs, serials and integrating resources

• If first issue/part is available record date of production of that issue followed by a hyphen 1999-

• Ceased or completed multipart monographs, serials and integrating resources 1999-2009

• Completed but first issue is not available -2002

• For integrating resources, supply the date of the last update if considered important

• If production date is the same for all parts, record only that date as a single date

• If dates cannot be approximated, do not record any

• If not identified or cannot be determined record date of production not identified

Publication statement* (2.8)

•

Publisher’s name and date of publication are core elements for published resources. Place of publication is optional

• Place of publication (2.8.2) – include both local place name and larger jurisdiction if present on the source

• More than one place – record place names in the order indicated by the sequence, layout, typography

• If two or more publishers and two or more places associated with one or more of them, record the place names associated with each publisher

RDA ref RDA element DATA

2.3.2 Title proper Encoding across frontiers

2.4.2 Statement of responsibility relating to title proper

Bill Stockting, Fabienne Queyroux, editors

2.8.2 Place of publication New York

2.8.2 Place of publication London

2.8.2 Place of publication Victoria (AU)

2.8.4 Publisher’s name The Haworth Information Press, an imprint of the Haworth Press, Inc.

2.11 Copyright date ©2005

•

If the place of publication is not identified, record the probable place and make a note.

• If neither is known or no probable place can be determined, record Place of publication not identified

Publisher’s name* (2.8.4)

• If more than one publisher’s name appears on the source of information, only the first recorded is required

• Record as found in the source of information

•

Record words or phrases indicating function other than publishing

– SAGE Publications on behalf of McGill University

•

Source of information reads: Published by SAGE Publications on behalf of McGill University

• If more than one is named, record the publisher’s names in the order indicated by sequence, layout or typography

• If no publisher is identified, record publisher not identified

• If resource is unpublished (manuscript, painting, sculpture) record nothing in the name of publisher’s name sub-element Date of publication* (2.8.6)

• Record the date of publication as it appears on the source of information

• Date of publication is not identified, record date of distribution, or copyright date or date of manufacture. If neither is identified, supply a probable date [1987?]

• If no probable date can be supplied, record date of publication not identified

RDA ref RDA element DATA

2.3.2 Title proper Black X-mas

2.4.2 Statement of responsibility relating to title proper

produced by James Wong and Glen Morgan

2.8.2 Place of publication Place of publication not identified

2.8.4 Publisher’s name publisher not identified

2.8.6 Date of publication date of publication not identified

2.9.2 Place of distribution Montreal, QC

2.9.4 Distributor’s name distributed exclusively in Canada by TVA Films

2.11 Copyright date ©2007

DISTRIBUTION STATEMENT** (2.9)

•

Distributor’s name is a core element if the publisher is not identified. Date of distribution is a core element if the date of publication is not identified. Place of publication is optional

• If no known place or distributor name, record Place of distribution not identified and distributor not identified

• If date of distribution is neither known or probable, record date of distribution not identified

Manufacture statement** (2.10)

• Core element if neither a publisher nor a distributor is identified. Date of manufacture is a core element if neither the date of publication, date of distribution nor the copyright date is identified. Place of manufacture is optional

• If place of manufacture is neither known or probable, record Place of manufacture not identified

• If no manufacturer is named, record manufacturer not identified

Copyright date** (2.11)

• Copyright date is a core element if neither the date of publication nor the date of distribution is identified

• Precede by copyright symbol © or the phonogram symbol è or by copyright or phonogram if symbol cannot be reproduced

Series statement* (2.12)

• Title proper of series (2.12.2), numbering within series (2.12.9), title proper of subseries (2.12.10), and numbering within subseries (2.12.17) are core elements. Other sub-elements of series are optional RDA ref RDA element DATA

2.3.2 Title proper The organization of information

2.4.2 Statement of responsibility relating to title proper

Arlene G. Taylor

2.5.2 Designation of edition second edition

2.12.2 Title proper of series Library and information science text series

2.13 Mode of issuance single unit

Mode of issuance (2.13)

• A categorization reflecting whether a resource is issued in one or more parts, the way it is updated, and its intended termination – single unit – multipart monograph – serial – integrating resource

Frequency (2.14) • How often issues or parts of a serial are released • Frequency of update for integrating resource • Terms: – daily – bi-weekly – monthly – semimonthly – annual – biennial – irregular

Identifier for the manifestation* (2.15)

• If there is more than one identifier for the manifestation, prefer an internationally recognized identifier if applicable. Additional identifiers for the manifestation are optional • ISBN

Preferred citation (2.16)

• A citation for a resource in the form preferred by the creator, publisher, custodian, indexing or abstracting service

• Take preferred citation from any source Fletcher, P.R., (2004) PhD Thesis – How Tertiary Level Physics Students Learn and Conceptualise Quantum Mechanics (School of Physics, University of Sydney) Custodial history (2.17)

• Record previous ownership or custodianship of a resource

Previously owned by L. McGarry, 1951-1963 This collection was assembled by Mr. Stempel in pursuit of his interest in South Australian history, and was presented to him to the Libraries Board of South Australia in 1964

Immediate source of acquisition (2.18)

• The source from which the agency directly acquired a resource and the circumstances under which it was received

Purchased from Sotheby’s, London, May 26, 2000

Received from Charles Edward Eaton, Chapel Hill, N.C., in a number of installments beginning in 1977

Identifier of the item (2.19)

• Alphanumeric string associated with an item that serves to differentiate the item from other items

Note (2.20)

• Note on title

• Note on statement of responsibility

• Note on edition statement

• Note on numbering of serials

• Note on production statement

• Note on publication statement

• Note on distribution statement

• Note on manufacture statement

• Note on series statement

• Note on frequency

Note on issue, part, or iteration used as basis for identification of the resource

SOME CHANGES IN DESCRIPTIVE CATALOGING (FROM AACR2 TO RDA)

A. DESCRIPTION

1. No General Material Designation (GMD) is indicated after the title proper of non-prints. Instead, it is represented by content type (MARC tag 336), media type (tag 337), and carrier type (tag 338).

2. The “rule of three” for four or more authors (e.g. Jose Sison … [et al.] is not applicable in the statement of responsibility. Instead, transcribe all the names of the creators in the statement of responsibility, or as an option, write only the name of the first-named author followed by [and three others] if there are four authors.

3. Do not abbreviate terms or convert numerals. Abbreviate only if the data (e.g. edition statement, place of publication, publisher, numbering, etc.) appear in an abbreviated form in the sources.

4. If there is no place of publication or probable place do not write [s.l.]. Instead, give [place of publication not indicated].

5. If no publisher is identified give [publisher not indicated], not [s.n.]

6. If there is no date of publication or probable date give [date of publication not identified] for single part monographs. For multipart monographs, serials and integrating resources, do not give [date of publication not identified]; omit it if the dates cannot be approximated.

7. For extent of item, do the following:

a. Do not abbreviate pages to “p.”, volumes to “v.”, color to “col.”, illustrations to “ill.”

b. Use “approximately” (not ca.) and “that is” (not i.e.).

c. Use “unnumbered” rather than enclosing the numeral in square brackets.

Example: 28 unnumbered pages

8. Do not spell out cm., mm. and in. in dimensions because they are not abbreviations; they are symbols.

B. ACCESS POINTS

1. Entry is under the principal author or first-named author if there are four or more authors responsible for the work.

2. Do not abbreviate Department to “ Dept.” in names of corporate bodies.

3. Spell out “O.T.” to Old Testament and “N.T.” to New Testament.

4. If a book or part of the Bible is being cataloged, have a direct subheading, such as, Bible. Genesis (instead of Bible. O.T. Genesis)

5. The name or form of name of a family is now a basis for constructing preferred access points and variant access points representing that family. The other basis for constructing access points are the names of persons and corporate bodies, and preferred title of works.

Example of an RDA Entry in MARC Bibliographic Record

245 10

$a Sleepless in Seattle / $c produced by Gary Foster ; directed by Nora Ephron.

264 #1 $a Culver City, California : $b Columbia Tristar Home Entertainment, $c c2003.

300 ## $a 1 DVD (approximately 105 minutes) : $b digital, sound, color ; $c 12 cm.

336 ## $a moving image $2 rdacontent

337 ## $a video $2 rdamedia

338 ## $a videodisc $2 rdacarrier

511 ## $a Cast: Tom Hanks, Meg Ryan

650 #0 $a Love stories

700 1# $a Foster, Gary, $e film producer

700 1# $a Ephron, Nora, $e film director

700 1# $a Hanks, Tom, $e actor

700 1# $a Ryan, Meg, $e actor

Example of an AACR2 Entry in MARC Bibliographic Record

245 10

$a Sleepless in Seattle $h [videorecording] / $c produced by Gary Foster ; directed by Nora Ephron.

260 ## $a Culver City, Calif. : $b Columbia Tristar Home Entertainment, $c c2003.

300 ## $a 1 videodisc (ca. 105 min.) : $b sd., col. ; 4 ¾ in.

511 ## $a Cast: Tom Hanks, Meg Ryan

650 #0 $a Love stories

700 1# $a Foster, Gary

700 1# $a Ephron, Nora

CATALOGING AND CLASSIFICATION

INSTRUCTION: Read the following questions carefully. Choose the letter that corresponds to the best answer. You can also use the Online Practice

Tool for Cataloging and Classification.

1. A record of the headings under which an item is represented in the catalog; a record of the references which have been made to a name or to the title of an item that is represented in the catalog a. Access point b. Tracing c. Subject heading d. Added entry

2. This is a word or phrase enclosed in parentheses following the heading and is used to resolve semantic ambiguity a. Adjective b. Identifier c. Qualifier d. Series

3. The basic guideline in assigning subject headings is a. Assign as many headings as possible to an individual work b. Assign the most specific heading which represents exactly the contents of an item c. Observe consistency of subject d. Assign at least three subject headings to an individual work

4. A cataloger is allowed to assign a heading for the subtopic discussed in the item in addition to the heading assigned for the main topic if the subtopic covers at least a. 10 percent of the entire work b. 15 percent of the entire work c. 5 percent of the entire work d. 20 percent of the entire work

5. The first step in determining the subject content of a book is by a. Reading a book technically b. Consulting a controlled vocabulary c. Preparing a concept list

d. Assigning a classification

6. This type of classification indicates that the content of a work is specified by a notation to the fullest extent possible

a. Broad classification b. Close classification c. Modern classification d. Traditional classification

7. Which classification theory states that classification begins with the universe of knowledge and divides it into successive stages of classes and subclasses, with a chosen characteristic as the basis for each stage

a. Broad classification b. Close classification c. Modern classification theory d. Traditional theory of classification

8. A device consisting of numerals, letters and /or other symbols used to present the main and subordinate divisions of a classification scheme a. Notation b. Work mark c. Call number d. Cutter number

9. A notation that reflects the structural order of classification a. Pure notation b. Hierarchical notation c. Mixed notation d. Expressive notation

10. Which should be considered first in classifying a multi-topical work wherein the dominant subject cannot be ascertained

a. First subject b. Second subject c. Last subject d. None of the above

11. Which of the following guidelines should be applied to a work dealing with two or three subjects that are subdivisions of a broader subject

a. Class under the broader subject b. Class under the first subject c. Class under the last subject d. Class under the dominant subject

12. The organization of divisions within a class, subclass, or subject in LCC follows a general pattern known as

a. Brown’s seven points b. Hanson’s seven points c. Martel’s seven points d. Bliss’ seven points

13. This is a subdivision in DDC that represents a frequently recurring physical form or approach applicable to any subject of discipline

a. Geographic subdivisions b. Standard subdivisions c. Language subdivisions d. Form subdivisions

14. In filing the following notations, which is the correct arrangement?

i. 020.76 C737 2011 ii. 020.76 C737 2006 iii. 021. 72069 Ab354 2011 iv. 021.72 C737 2001 a. iii, i, ii, iv b. ii, iv, i, iii c. ii, i, iv, iii d. i, iii, ii, iv

15. In filing the following notations, which is the correct arrangement?

i. QL 453.8123 N39 ii. QL 453.82 S14 iii. QL 453.8301 T9 iv. QL 453.8113 V17 a. iv, ii, iii, i

b. ii, iv, i, iii

c. i, ii, iv, iii

d. iv, i, ii, iii

16. The library acquired the latest edition of the World Book Encyclopedia. It is a multi-volume set with 22 volumes and each volume has varied number of pages. On initial estimation, the cataloger assessed the set to contain a total of 15,000 pages. But when validated with the accession record, the set contains exactly, 14,877 pages which was actually close to the estimation. Which will be the correct transcription of the material’s physical description?

a. 14,877 p.

b. 22 v.

c. [15,000] pages

d. 22 v, [14,877] pages

17. In 1876, Cutter outlined objects, means, and reasons for choice of entry that aids in library cataloguing. Which of the following is not included in the objects?

a. To enable a person to find a book of which either the author, the title, or the subject is known

b. To show what the library has by a given author or subject in a given kind of literature

c. To assist the librarians in the inventory of collections by an author, subject, form of literature

d. To assist in the choice of a book as to its edition (bibliographically) and as to its character (literary or topical)

18. In reasons for choice outlined by Cutter, which of the following is a valid reason for choosing an entry?

a. Choose entry that is consistent with other entries, so that one principle can cover all

b. Choose entry of varied forms compared with other entries, so that it could cover the varied search strategies of users

c. Choose entry that is consistent with other entries, so that assigning entries will be easy.

d. Choose entries that are varied compared with other entries, so that multiple principles are taken into consideration

19. Which of the following is not a common complaint regarding AACR2?

a. Lacking Logical Structure b. Hierarchical relationships are missing c. No provision for digital resources or guidelines for dealing with digital materials d. Published after Functional Requirements for Bibliographic records

20. RDA gives guidelines for identifying and recording data in bibliographic and authority records. It is a ______

a. Cataloging standard b. Encoding standard c. Display standard d. Content standard

21. The obvious addition or change in RDA is the tags 336, 337, and 338 for the content, media, and carrier type. In encoding with MARC, which element in AACR2 was replaced by the three tags?

a. General material details b. General material designation c. Specific material designation d. Material specific details

22. Which tag will the media type be encoded in MARC format if following AACR2 instead of RDA?

a. Tag 245, subfield h b. Tag 245, subfield k c. Tag 337, subfield a d. Tag 337, subfield 2

23. What is the most urgent reasons why Local libraries must adopt RDA in the Philippines?

a. AACR2 is complex while RDA provides simpler instructions and general provisions b. AACR2 is no longer relevant to cataloging digital resources

c. RDA is the trend and local libraries must keep up with the new and upcoming trends.

d. RDA harmonizes and unites the different opinions and perspectives of Filipino librarians

24. He was also known as the Great Man of Cataloguing for developing principles that took a “back-to-basics” approach.

a. Anthony Panizzi b. Charles Jewett c. Charles Ammi Cutter d. Seymour Lubetzky

25. In transcribing the abbreviation ‘i.e.’ in the cataloging record, which of the is to be followed in RDA?

a. Transcribe ‘i.e.’ enclosed in square brackets b. Transcribe ‘id est’ only c. Replace ‘i.e.’ with ‘that is’ d. Replace ‘i.e.’ with ‘that is’ then enclose in square brackets

26. In transcribing the abbreviation ‘ca.’ which means ‘circa’. in the cataloging record, which of the is to be followed in AACR2?

a. Transcribe ‘ca..’ enclosed in square brackets b. Transcribe ‘ca.’ only c. Replace ‘ca.’ with ‘approx.’ or ‘approximately’ d. Replace ‘ca.’ with ‘approximately’ then enclose in square brackets

27. In Functional Requirements for Bibliographic Records conceptual model, which of the following relationship statements is true?

a. An expression is the realization of one or more work b. A manifestation may embody one and only one expression c. An item may exemplify one and only one manifestation d. A work is realized through one and only one expression

28. In RDA, cm., mm. and in. are not spelled out for the dimensions and are treated as a. Abbreviations b. SI Units c. Metric symbols

d. All of the above

29. In a material with more than three persons with the same responsibility and function, which of the following is the correct transcription of data in RDA?

a. Lualhati Bautista, [and six others] b. Lualhati Bautista [and six others] c. Lualhati Bautista … et al. d. Lualhati Bautista … [et al.].

30. It is the process of maintaining consistency in the verbal form used to represent an access point in a catalog and the further process of showing the relationships among names, works, and subjects.

a. Authority control b. Authority work c. Access control d. All of the above

31. Headings that refer to the “aboutness” of a work a. Form headings b. Name headings c. Topical headings d. Geographic headings

32. This type of heading indicates the artistic, literary or bibliographic form of a work rather than its subject content a. Form heading b. Name heading c. Topical heading d. Geographic heading

33. What should not be done when copy cataloging?

i. Conform copied cataloging data with localized standards for the cataloging by removing unnecessary tags, elements, and fields

ii. Carry all tags, elements, and field regardless necessary with the institutionalized cataloging standard

iii. Modify the copied cataloging data to fit with localized standards by adding tags, elements, and fields, established in the institutionalized cataloging standard

iv. Copy the catalog record as is, to accurately represent the record in the institution’s catalog.

a. i and iv b. ii and iii c. iii and i d. iv and ii

34. Which of the following levels of cataloging does NOT exist?

a. Abbreviated-level cataloging

b. Minimal-level cataloging c. Core-level cataloging d. Basic-level cataloging

35. Which level of cataloguing meets the requirements of second-level description in Second level of description (1.0D2)?

a. Dublin core cataloging b. Minimal-level cataloging c. Core-level cataloging d. Full-level cataloging

36. Which level of cataloguing meets the requirements of first-level description (1.0D1) and some of the requirements of second-level description (1.0D2)?

a. Dublin core cataloging b. Minimal-level cataloging c. Core-level cataloging d. Full-level cataloging

37. Which of the following is the material specific details for microforms?

a. Mathematical and Other Material Specific Data Area

b. File Characteristics Area c. Numeric and/or Alphabetic, Chronological or Other Designation Area or Numbering Area

d. Special data for cartographic materials, music, and serials

38. Which of the following is the material specific details for serial publications?

a. Mathematical and Other Material Specific Data Area

b. File Characteristics Area c. Numeric and/or Alphabetic, Chronological or Other Designation Area or Numbering Area d. Special data for cartographic materials, music, and serials

39. The heading or the main entry in AACR2 is referred to as ______ in RDA.

a. Preferred access point b. Authorized access point c. Variant access point d. Main access point

40. In AACR2, the chief source of information is the term that refers to the source of bibliographic data prescribed by AACR2 as having precedence over all others in the preparation of the bibliographic description of an item, usually the title page. However, in RDA, what is used instead of chief source?

a. Preferred source b. Authorized source c. Variant source d. Main source

41. The Illustrated History of Archaeology edited by Richard D. Lee

a. Lee, Richard D. b. Illustrated history of archaeology c. The illustrated history of archaeology d. The Illustrated history of archaeology

42. A globe mounted on a metal stand with 16 cm. in diameter, transcribe as

a. globe : mounted ; 16 cm. b. 1 globe : mounted on metal stand ; 16 cm. in diam. c. 1 globe : mounted ; 16 cm. d. 1 globe : mounted on metal stand ; 16 cm. in diam.

43. What is the LCC assigned notation for Ethics?

a. BJ b. BF c. BS d. BL

44. Which group does not exist in the LCC?

a. U, V, X, Y, Z b. U, W, X, Y, Z c. N, O, Q, V, W d. I, O, W, X, Y

45. What is the LCC assigned notation for Philippine literature? a. PS b. PL c. PT d. PZ

46. What is the DDC assigned notation for Agriculture?

a. 630 b. 620 c. 610 d. 600

47. What is the DDC assigned notation for Political science?

a. 310 b. 320 c. 330 d. 340

48. What is U in LCC and 355 in DDC notation? a. Military science b. Naval Science c. Science d. Library Science

49. A system that allows the computer to read and process cataloging records

a. OCLC b. OPAC c. MARC

d. CIP

50. Cataloging procedure where terms like forms of headings are standardized to avoid confusion and to facilitate information retrieval

a. MARC tagging b. Authority work c. Descriptive cataloging d. Subject cataloging

51. The contents of bibliographic files, they represent information entities by providing description of the item and access points

a. Bibliographic records b. Bibliographic description c. Bibliographic database d. Authority records

52. Organizing recorded information according to established standards to make them easily identifiable and retrievable a. Indexing b. Bibliographic control c. Cataloging d. All of the above

53. A cataloging procedure where the item is assigned bibliographic description and access points a. Authority works b. Subject cataloging c. MARC tagging d. Descriptive cataloging

54. A type of bibliographic file which contains records of items contained or found in a single library or group of libraries a. Index b. Library software c. Bibliography d. Library catalog

55. Also known as the verso of the title page a. Table of contents

b. Preface

c. Copyright page

d. Foreword

56. A cataloging operation where the cataloger supplies all the bibliographic data

a. Copy cataloging

b. Adaptation

c. Authority work d. Original cataloging

57. In transcribing the description of a 3rd edition of the book titled, Introduction to indexing and abstracting authored by Donald B. Cleveland and Ana D. Cleveland. What punctuation precedes Donald B. Cleveland and Ana D. Cleveland?

a. / b. : c. ; d. ,

58. When an item is accompanied by a map, or a computer disk, or an atlas, which of the following could not be done?

a. Make a separate entry and indicate the relationships through adding 772 or 006

b. Make a multilevel description by creating separate levels of description for each accompaniment in a single record but with distinction

c. Indicate the accompanying material in the general material details enclosed in square brackets.

d. Give the number of physical units in Arabic numerals and the name of the accompanying material at the end of the physical description

59. General material designation is enclosed in ?

a. {sound recording} b. “sound recording” c. [sound recording] d. (sound recording)

60. Which title is preceded by, or, or its equivalent in another language?

a. Alternative title b. Other title information c. Parallel title d. Translated title

61. Which of the following is the correct transcription of the numbering within a series?

a. (Works / Charles Dickens ; v. 12) b. (Works / Charles Dickens : v. 12) c. (Works / Charles Dickens, v. 12) d. (Works / Charles Dickens – v. 12)

62. In cases of subsequent statement of responsibility or mixed responsibility, elements with different responsibilities are separated by which punctuation?

a. ; b. : c. , d. /

63. What is the correct transcription of film The Seventies or Dekada ’70 directed by Chito S. Roño and written by Lualhati Bautista

a. The seventies [motion picture] = Dekada ’70 / directed by Chito S. Roño; written by Lualhati Bautista

b. The seventies [film] = Dekada ’70 / directed by Chito S. Roño; written by Lualhati Bautista

c. The seventies [motion picture] = Dekada ’70 / Chito S. Roño, director and Lualhati Bautista, writer d. The seventies [film] = Dekada ’70 / Chito S. Roño, director; Lualhati Bautista, writer

64. Our tour : 10 British jewelers in Germany and Australia = Auf Tournee : zehn britische Goldscgmiede in Deutschland motion picture

a. Our tour [Motion Picture] : 10 British jewelers in Germany and Australia = Auf Tournee : zehn britische Goldscgmiede in Deutschland

b. Our tour : [motion picture] 10 British jewelers in Germany and Australia = Auf Tournee : zehn britische Goldscgmiede in Deutschland

c. Our tour : 10 British jewelers in Germany and Australia = Auf Tournee : zehn Britische Goldscgmiede in Deutschland [motion picture]

d. Our tour [motion picture] : 10 British jewelers in Germany and Australia = Auf Tournee : zehn britische Goldscgmiede in Deutschland

65. In a sample MARC record of a book below, which of the following MARC tags needs corrections

i. 020 __ $a 9780393062946 (hardcover)

ii. 050 00 $a PR 9550.9.A66 $b G86 2012

iii. 092 00 $a 823/.914 $2 23

iv. 100 1_ $a Apostol, Gina.

v. 245 12 $a Gun dealers' daughter : $b a novel / $c Gina Apostol.

vi. 250 __ $a 1st American ed.

vii. 260 __ $a New York : $b W. W. Norton & Co., $c©2012.

viii. 300 __ $a 294 p. ; $c 22 cm.

ix. 500 __ $a Originally published: Manila : $b Published and exclusively distributed by Anvil Pub., $c ©2010.

x. 520 3_ $a At university in Manila, young, bookish Soledad Soliman falls in with radical friends, defying her wealthy parents and their society crowd. Drawn in by two romantic young rebels, Sol initiates a conspiracy that quickly spirals out of control. Years later, far from her homeland, Sol reconstructs her fractured memories, writing a confession she hopes

will be her salvation. Illuminating the dramatic history of the Marcos-era Philippines, this story of youthful passion is a tour de force.

xi. 586 __ $a PEN/Open Book Award, 2013

xii. 650 _0 $a Amnesiacs $z New York (State) $z New York $v Fiction.

xiii. 650 _0 $a Women revolutionaries $x Philippines $v Fiction.

xiv. 651 _0 $a Philippines $x History $y 1946-1986 $v Fiction.

xv. 655 _7 $a Romantic suspense novels. $2 sears

a. vii, x, xii, xiii b. vii, ix, x, xi c. v, ix, x, xiii d. iv, vii, viii, xiv

66. Mathematical data area (cartographic materials) has 3 elements: statement of scale, statement of coordinate and equinox, and a. numeric and/or alphabetic designation b. chronological designation c. statement of altitude d. statement of projection

67. If no statement of scale is found on a map, and cannot be ascertained, write a. no scale b. Scale not found c. Scales vary d. Scale indeterminable

68. If a map has 3 or more scales, write a. no scale b. Scale not found c. Scales vary d. Scale indeterminable

69. When the number and/or type of pieces in a set of non-print materials cannot be ascertained easily or named concisely, write

a. various pieces b. pieces cannot be counted c. type indeterminable d. various piece

70. A statement at the back or end of an item giving information about one or more of the following: title, author(s), publisher, printer, date of publication or printing. a. Colophon b. Copyright c. Summary d. None of the above

71. A word, phrase or group of characters representing a distinct unit of bibliographic information and forming an area of the description a. Data b. Element c. Field d. Entry word

72. The source of bibliographic data to be given preference as the source from which a bibliographic description (or portion thereof) is prepared.

a. Title b. Copyright page c. Collective title d. Chief source of information

73. Usually appears on the verso of the title page of a book and states that the book’s contents are the property of the author or publisher. a. Patent b. ISBN c. Copyright d. Publication

74. An illustration preceding the title page of a book and usually on the verso of the half title page

a. Portrait b. Frontispiece

c. Illustration d. Plates

75. A title of a publication appearing on a leaf preceding the title page

a. Half title b. Running title c. Collective title d. Main title

76. A person who collaborates with one or more other persons to produce a work in relation to which the collaborators perform the same function. a. Editor b. Compiler c. Reviser d. Joint Author

77. A title borne by an item other than the title proper, or parallel, or series title(s); also any phrase appearing in conjunction with the title proper.

a. Half title b. Running title c. Other title information d. Main title

78. One of the temporary divisions of a printed item that, for convenience for printing or publication, is issued in small installments, usually incomplete of themselves a. Fascicle b. Part c. Volume d. Section

79. One of the subordinate units into which an item has been divided by the author, publisher or manufacturer. In case of printed monographs, generally synonymous with volume a. Fascicle b. Part c. Volume

d. Section

80. The author’s discussion of the various aspects of the creation of the book, follows the title page of the book.

a. Introduction b. Foreword c. Preface d. All of the above

81. A name assumed by an author to conceal his or her identity

a. Common name b. Proper name c. Alternative name d. Pseudonym

82. The right hand-page of a book, usually bearing the odd page number a. Verso b. Recto c. Manu d. Right page

83. A catalog in which entries are divided to form more than one alphabetical sequence

a. Classed catalog b. Divided catalog c. Alphabetical specific catalog d. Dictionary catalog

84. This principle in subject cataloging states that the convenience of the user is always to be set before the case of the cataloger a. Unique heading b. Literary warrant c. Uniform heading d. The user and the usage

85. It served as a model for the early development of the Library of Congress Classification

a. Universal Decimal Classification b. Expansive Classification

c. Subject Classification d. Bibliographic Classification

86. It is known to be the oldest classification system a. Colon Classification b. Expansive Classification c. Subject Classification d. DDC

87. One of his best known writing was the Prolegomena to Library Classification

a. Henry Evelyn Bliss b. Charles Ammi Cutter c. SR Ranganathan d. James Duff Brown

88. He is known for the DDC System

a. Melvil Dewey b. John Dewey c. Dewey Decimal d. John Melvil Dewey

89. In DDC, it is used as psychological pause to break the monotony of numerical digits and to ease the transcription and copying of the class number a. Dot b. Slash c. Comma d. Apostrophe

90. Indicate that all or part of the contents have been moved to a different number

a. Discontinued notes b. Do-not-use notes c. Class-elsewhere notes d. Including notes

91. Instruct the classifier not to use all or part of the regular standard subdivision notation a. Discontinued notes

b. Do-not-use notes

c. Class-elsewhere notes d. Including notes

92. List major topics in a class which may be broader or narrower than the heading, overlap it, or define another way of looking at essentially the same material

a. Class here notes b. Do-not-use notes c. Including notes d. Class-elsewhere notes

93. Standard subdivisions in DDC is found in a. Table 1 b. Table 2 c. Table 3 d. Table 4

94. Proponents of the Library of Congress Classification a. Hanson & Martel b. Dewey & Martel c. Bliss & Cutter d. Brown & Bliss

95. For LC notation Main Classes are represented by a. Single capital letters b. Double capital letters c. Roman numerals d. Arabic numerals

96. For LC notation Subdivisions are represented by a. Arabic integers b. Roman integers c. Single capital letters d. Double capital letters

97. The rules applied in descriptive cataloging of non-print materials are almost the same to the rules used for books, except a. Specific material designation and note information b. General material designation and material specific details

c. Material specific details and terms of availability d. Specific material designation and other physical details

98. The additional area of description used for cataloging non-prints is indicated after a. the publication, distribution, etc., area b. the edition statement c. the title proper d. statement of responsibility

99. Which best describes General Material Designation?

a. Indicates the broad class of material to which an item belongs b. It is an optional addition to the description of non-prints c. It is an element of information that is indicated after the title proper of a non-print material d. All of the above

100. The exact location of the general material designation is after: a. statement of responsibility b. parallel title c. other title information d. title proper

LIBRARY COLLECTION MANAGEMENT

The process of making certain the library meets the information needs of its service population in a timely and economical manner; using information resources produced both inside and outside of the organization (Evans, 2005).

Collection Management is a process of information gathering, communication, coordination policy formulation, evaluation, and planning. These processes, in turn, influence decisions about the acquisition, retention, and provision of access to information sources in support of the intellectual needs of a given library community.

Collection Development is a term representing the process of systematically building library collections to serve study, teaching research, recreational and other needs of library users. The process includes selecting and deselection of current and retrospective materials, planning coherent strategies for continuing acquisition, and evaluating collections to ascertain how well they serve user needs. It is an important behind the scene task. As Johnson (2004) aptly described it: "Collection development and management are the meat and potatoes of libraries. If you don't have a collection, you don't have a library."

I. History

A. First philosophies

a. Gabriel Naude (1600s): It may be laid down as a maxim that there is no book whatsoever, be if never be so bad or disparaged, but may it time be sought for by someone.

b. Jean-Baptiste Cotton des Hounoyes (1780): Libraries should consist only of books of genuine merit and of well-approved utility with new additions guided by enlightened economy.

c. Christian Gottlob Heyne (1763-1812). A primary advocate of librarians in the development of library collections.

d. John Cotton Dana: Book selection should be left to the librarians, directed by the trustees or a book committee.

B. Timeline

a. Late 1960’s - use of the term collection development over selection

b. 1977 - collection development as a new specialization

c. Early 1980’s - use of the term collection management

d. Mid 1980’s - offered as a course in professional library schools

II. Trends and issues

A. Collection development policies

a. Detailed versus outline of general principles

b. Reasons for revision:

i. To simplify a restrictive and prescriptive policy

ii. Emergence of electronic content

iii. Emphasis on access over ownership

iv. Emergence of open access

B. Demand-Driven Acquisition (DDA)

a. Ownership versus access

b. Spend monies in a more efficient and targeted manner

c. Lorcan Dempsey: We have seen a progressive move away from purchasing and local storage at one end of a spectrum toward general facilitated access at the other.

C. Open access and open access investments

a. Open access: unrestricted online access to scholarly research primarily intended for scholarly journal articles; promises to remove both the price barriers and the permission barriers that undermine library efforts to provide access to scholarly record as well as helping to address the serials crisis.

i. Budapest Open Access Initiative (February 2002)

ii. Bethesda Statement on Open Access Publishing (June 2003)

iii. Berlin Declaration on Open Access to Knowledge in the Sciences and Humanities (October 2003)

b. Degrees of open access:

i. Gratis: free online access (free to read)

ii. Libre: free online access plus some re-use rights

c. Methods of open access:

i. Gold: option for authors to make their work openly accessible in an open access journal

ii. Green: practice of depositing articles in an open access repository that can be institutional or disciplinary

d. APC - Article processing charges

D. Big deals

a. The amount spent on big deals as a percentage of the collection budget is quite significant and in some cases, very high.

b. Serials expenditures and continuations budget

E. Collection budget

a. Deployment to diverse ways that are non-traditional and valueadded

i. Beyond content and resources for research and teaching

Examples: MARC records; memberships; discovery services; ILL/resource sharing; physical processing; binding/preservation and digitization projects

b. Flat budget versus declining budget versus increasing budget

c. The collections budget clearly faces significant pressures as different types of expenditures are being added in the digital era, whereas, practically, none are being removed.

F. Rationalizing

a. Rightsizing collections: to free up space and to collaborate in order to provide access to a wider range of resources (collaborative collection building).

b. [. . .] a shared approach to print management is on the rise, and we anticipate that a large part of existing print collections, distribu1ed across many libraries, will move into coordinated or shared management -within a few years (Dempsey, Malpas, and Lavoie, 2014).

c. collective collection and collective collection initiatives

i. CRL's Print Archive Network (PAN)

ii. Western Regional Storage Trust (WEST)

iii. Eastern Academic Scholars Trust (EAST)

iv. CRL's Print Archives and Preservation Registry (PAPR)

G. Demonstrating value

a. Because libraries no longer have a monopoly on the provision of access to information, the value that they add to that content is now just as important as the content itself (Levine-Clark, 2014).

b. Approaches: i. Quantitative:

Usage data

Faculty output measures

Citation analysis

Cost-per-use analyses

ii. Qualitative:

Communicating student success stories

Developing new services to meet identified university priorities

Community engagement

H. Local digital collections

a. Digitization of local archival and special collections is of great strategic importance; it enables sharing of unique holdings with a global audience, expanding access and increasing visibility for the institution.

b. The goal is to enrich the scholarly environment with useful books and other documents that would otherwise remain hidden from scholars and students, and to shift our focus from resources and activities that make relatively little contribution to that environment to those that will have the greatest enriching effect upon it (Anderson, 2013).

III.General Principles of Collection Development (Evans, 2005)

1. Collection development should be geared primarily to identified needs rather than to an abstract standard of quality

2. Collection development to be effective must be responsive to the total community needs, not just to those of the current or the most active users

3. Collection development should be carried out with knowledge of and participation in cooperative programs at the local, regional, and national levels

4. Collection development must consider all formats for inclusion in the collection.

5. Collection development was, is and always will be a subjective biased work. The intervention of a selector's personal values into the process can never be completely avoided.

6. Collection development is not something that one learns entirely in the classroom or from reading. Only through practice and making mistakes will a person become proficient in the process of developing a collection.

IV. Laws of Collection Development in Relation to the Size of a Library's Service Community

1. As the size of the service community increases, the degree of divergence of individual information needs increases.

2. As the degree of divergence in individual information needs increases, the need for cooperative programs of informational materials sharing increases.

3. It will never be possible to completely satisfy all the information needs of any individual or class of clientele in the service community.

V. Community Analysis

1. Importance of community analysis:

a. Provides factual data· on what the clientele needs to ·provide the right information to the right reader at the right time

b. Provide a valuable mechanism for patron input into the process of collection development

2. Data needed in community analysis

a. User population and categories

b. Course offerings, curricula, research and development programs, community development programs

c. Social and educational organizations that reflect community values

d. Cultural, religious and recreational organizations, ex. youth clubs, parish council

e. Other information centers/libraries within the community

3. Sources of information

a. Key informants

b. Community forums

c. Social indicators

d. Field surveys

VI. Collection Development Policy

A document that serves as a day-to-day working tool that provides the necessary guidelines for carrying out the majority of tasks within the area of collection building (Gardner, 1981). 

Blueprint for the operations of a library as a whole, for it is through this policy that the library carries out its central tasks of acquiring, organizing, and managing library materials (Gregory, 2004).

Importance of Collection Development Policies

1. Informs everyone about the nature and scope of the collection

2. Informs everyone of collecting priorities and aids in the allocation and coordination of responsibilities and duties

3. Forces thinking and commitment to meet organizational goals

4. Sets quality standards for inclusion and exclusion of materials

5. Reduces the influence of single selector and personal biases

6. Provides an orientation, in-service training tool for new staff

7. Helps ensure ·a degree of consistency and continuity in administration over time and despite staff turnover

8. Saves time and guides staff in decision making over routine work in the day-to-day activities

Guides staff in handling complaints

Aids in rationalizing budget fund allocations, especially if funds are limited

Provides a means of assessing the overall performance of the collection development program

Makes possible interpretation of written words much more consistent, clear and precise than interpretation of spoken words. Functions of

A robust marketing program using every resource available, even the collection development policy, not only raises the visibility of the library, promotes the use of the · library collection, and better serves library patrons, but it also sends a clear message to campus administrators and other relevant stakeholders regarding the enduring value and worth of the library (Fought et al., 2016). Parts of a

2004)

9. Budgeting and funding

10. Selection or evaluation criteria

11. Analysis of subject fields 12. Analysis of collection by format 13. Selection aids 14. Intellectual freedom 15. Collection maintenance and weeding 16. Gift policy and procedures 17. Replacements 18. Special Collections 19. Revision

VII. Collection Evaluation



the systematic consideration of a collection to determine its intrinsic merit or its "goodness." The evaluation seeks to examine or describe collections either in their own terms or in relation to other collections and checking mechanisms (list, standards, etc.)- How well does the collectionsupport the goals, needs, and mission of the library and the parent organization (Johnson, 2004).

Purposes of Collection Evaluation

1. To search for a more accurate understanding of the scope, depth, and utility of the collections

2. To prepare a guide to and a basis for collection development

3. To aid in the preparation of a collection development policy

4. To measure the effectiveness of a collection development policy

5. To determine collection adequacy or quality

6. To help rectify inadequacies in library holdings and lo suggest ways to improve them

7. To focus human and financial resources on areas most needing attention

8. To aid justification for book budget increases

9. To demonstrate to administrators that something is being done about the demands for "more money"

10. To establish the existence of special strengths, as well as weaknesses, in the collection

11. To check the need for weeding and collection control and to establish areas of priority of need Tools for Collection Evaluation

1. RLG Conspectus

*uses six levels

a. A valuable tool developed by RLG based on the combined collection development policies of their member libraries.

b. Only one standard code is accepted in all types of libraries.

c. With the use of this tool, collection density, collection intensity, and collection policy can be indicated and coded clearly on a worksheet.

Density - the extent of existing collections

Intensity - current collecting activity

Policy - the desired level for future collecting Collection Strength Codes ALA

3a

3b

3c

4

Basic Instructional Support Level

Intermediate Instructional Support Level

Advanced Instructional Support Level

Research Level

Comprehensive Assessment Techniques

5

1. Shelflist counts and analysis: the best starting point to get an easy snapshot of a particular subject collection.

2. List checking, a frequently used assessment method that should be used when lists are readily identifiable, current, and available.

3. Shelf scanning: An appropriate technique when most of the materials are on the shelves provides about the condition and extent of the collection very quickly.

4. Expert (faculty or consultant) opinion: an important technique but may be difficult to obtain, especially for small to medium-sized libraries that cannot hire subject bibliographers.

5. Client-centered methods: a variety of techniques involving the gathering and analysis of statistics relating to circulation, reference, interlibrary loan, cataloging, acquisitions, online and CD-ROM database searches. Circulation, interlibrary loans, and online search information may be more useful in guiding spot purchases than long-term collection efforts that aim to build in-depth and comprehensive collections.

VIII. Selection

The process of deciding what materials to acquire for the collection

It results from a combination of knowledge, experience, and intuition of a collections librarian (Johnson,2004).

The selection decisions a collection development librarian makes, therefore, necessarily involve a form of intellectual triage. Deciding what items to forgo, what to cut, and what to keep (Gregory 2011).

Selection Theories

Theory of Book Selection (1925) - Lionel McColvin

1. Information should be as accurate as possible.

2. Items should be complete and balanced regarding the subject and intended scope.

3. Authors should distinguish between fact and opinion.

4. Information should be current (frequently, the determining criteria for collection).

5. Writing style and treatment of the subject should be appropriate to the type of demand the book will answer.

6. The title should reflect the cultural values of its country of origin.

7. Consider physical characteristics when deciding between two books with similar content. 

Book Selection (1930) - Francis Drury

1. Establish suitable standards for judging all books.

2. Apply criteria intelligently, evaluating the book’s content for inherent worth.

3. Strive to get the best title on any subject, but add mediocre title that will be read rather than superior titles that will be unread.

4. Duplicate the best rather than acquire the many.

5. Stock the classics and standards.

6. Select for positive use.

7. Develop the local history collection.

8. Be broadminded and unprejudiced in selection.

9. Do select fiction.

10. Buy editions in bindings suitable for circulation and borrowing.

11. Know publishers, costs, and values.

12. Know authors and their works. 

Living with Books (1950) - Helen Haines

1. Know the community’s character and interests.

2. Be familiar with subjects of current interest.

3. Represent subjects applicable to these conditions.

4. Make the collection of local history materials useful and extensive.

5. Provide materials for organized groups whose activities and interests can be related to books.

6. Provide materials for both actual and potential readers.

7. Avoid selecting books that are not in demand; withdraw books that are no longer useful.

8. Select some books of permanent value regardless of their potential use.

9. Practice impartiality in selection. Do not favor certain hobbies or opinions. In controversial or sectarian subjects, accept gifts if purchase is undesirable.

10. As much as possible, provide for the needs of specialists.

11. Strive not for a “complete” collection, but for the best; best books in a subject, the best book by an author, the most useful volumes of a series.

12. Prefer inferior book that will be read over a superior one that will not.

13. Keep abreast of current thoughts and opinions.

14. Maintain promptness and regularity in supplying new books, especially for books that are both good and popular.

Library Book Selection (1952 & 1990) - Shiyali Ramamrita Ranganathan

1. Books are for use. 2. Every reader his books. 3. Every book its reader. 4. Save the time of the reader. 5. A library is a growing organism.

Selecting Materials for Libraries (1981) - Robert Broadus

1. Be aware of the impact of publicity that may stimulate demand.

2. Consider the duration as the intensity of the demand.

3. Weigh the amount of possible opposition to a tile. Controversy stimulates demand.

4. Include a reasonably high percentage of standards and classics in the collection.

5. Consider past loans of specific titles and subjects. Past use is one of the most reliable predictors of future use.

6. Make some provision for serving the needs of potentials users in the community. Having made such a provision, advertise it.

7. Weigh the differences between true demand (which reflects individual needs) and artificial demand (resulting from organized propaganda efforts). 

Building Library Collection (1985) – Curley & Broderick

1. Large public libraries with both a heterogeneous community to serve and a reasonable book budget can in theory apply most collection principles with little modification within the total library system.

2. Medium-sized libraries are similar, except that funding usually forces greater care in selection. Mistakes are most costly.

3. Small public libraries are the most limited. Most can only hope to meet the most significant community demands, and they may lack both the professional staff and the money to do more.

4. College libraries serve a more homogeneous population. In most cases, demand is the operative principle: college libraries acquire materials needed to support the instructional programs. No one questions the quality of the material if the request originated with a faculty member or department. 

Other contribution to collection development advocacies

1. The American Public Library (1929) – Arthur Bostwick –Demand as the average taste of users.

2. A Manual of Practical Book (1939) Harold Bonny – Knowing the community’s tastes and needs.

3. Building Library Collection (1974) Mary Duncan Carter and Wallace John Bonk – Building a collection rather than selecting individual title. Places emphasis on demand than quality.

4. Book Selection: an introduction to principles and practices (1974) –David Spiller – Library supports educational programs.

5. Collect Development (1980) – William Katz – inclusion of all formats in the collection.

6. Library collection: their origin, selection and development (1981) – Richard Gardner – Reviewing is an important element in selection.

Foundations for Effective Selection Gorman and Howes, 1990)

1. The selection process is related to other professional activities and is dependent on them both for policy decisions and practical procedures. Selection is port of the overall collection development process and must be viewed in this perspective.

2. One should update professional competence by regular reading in the literature concerning the principles and practices of collection building, selection, publishing, reviewing, and acquisitions.

3. 3. One must have an intimate knowledge of the library's purpose, collections, and user groups. These are the key factors in the effective, responsible selection of library materials.

4. A good selector will develop over time a sound understanding of how the publishing industry and the book trade operate; this includes how library materials of all types are generated, distributed, and sold.

5. One should become fully familiar with the publishing policies, advertising media, publicity outlets, names of senior editors and general reliability of those publishers whose lists are most directly relevant to the library's collection-building requirements.

6. One should become fully familiar with the key reviewing media and read reviews regularly to keep abreast of critical opinions on books and other library materials.

7. One should become fully familiar with trade and national bibliographies and understand their strengths and weaknesses regarding the library's collection building requirements.

8. One should always make independent but well-informed judgments about what materials are to be selected for o library, as the competent professional is in the best position to determine the right materials for the specific collection and its users.

Selection Environment

Type of Library Primary Selector

Public Senior Librarian + local authority

Selection Priority Selection Tools

Commonly Used

Because user groups in the public library setting range across entire social and cultural spectrum, the selection of materials must reflect and cater to diversity. Emphasis is on current titles produced by trade publishers as theses re most suited to the

Approval plans, trade literature promotions, timely reviews in mass circulation magazines and newspapers.

School TeacherLibrarian + committee of teaching staff + administrator

general interests of the community.

Commitment to educational needs of students and curriculum support for teachers. Ensure to have a greater variety of materials because of heavy reliance on audio, visual and other non-print media in teaching.

Published reviews, reviewing journals catering specifically to materials for children and young adults, approval plans

Academic Faculty members + discipline librarians

Embraces variations on subject focus, disciplinary ranges, and levels of readership.

Trade publications, national bibliographies, reviewing journals, scholarly journals, indexing services.

Special Users

The librarians tends to be specialist with a narrow subject focus and in most cases vigilant on the currency of collection.

Current information from publishers and suppliers, indexing and abstracting sources.

Selection Criteria

General rules (Gregory, 2011)

1. Library materials are best selected based on suitability for inclusion in the collection.

2. The collection should be an unbiased source of information that represents as many points of view as possible.

3. Subjects should be covered in a manner appropriate to the library's anticipated users' needs.

4. No material should be excluded from the collection because of the race, religion, gender, national origin, sexual preference, or political view of the author, the material, or the user.

Specific Criteria (ASTAFS approach)

1. Authority of creators. This criterion concerns the qualifications and reputation of those who have created the material. Creators include authors, publishers and in the case of audio-visual materials, producers.

2. Scope. This criterion is concerned with the breadth and depth of coverage afforded by the work, including both intended and actual coverage.

3. Treatment and Level. The work should be pitched at the right level for the intended audience and the discussion should neither down to nor above the reader.

4. Arrangement. This criterion generally looks at the organization of content, paying special· attention to both content and format. The material should be arranged in a way that facilitates the development and logic of the text.

5. Format. This criterion is particular with technical and aesthetic considerations. Check if the material was produced to a high standard physically and is likely to withstand substantial use. However, keep in mind that the physical features should not override the primary concern: the intellectual content of the material.

6. Special considerations or special features. This is concerned if the work has features that set it apart from (and ideally above) all similar works. The selector looks for something special that will give on item some positive benefit to the users in the context of a particular collection.

Types of Selection Aids

Current sources for in-print books

Characteristics Advantages Disadvantages Example

Contain citation information

Identify new materials as they become available; particularly useful in large libraries attempting to achieve broad coverage.

Usually only provide for author searches; subject searches are timeconsuming; do not contain review/content information.

Catalogs, flyers, and announcem ents

Marketing material designed and distributed by publishers.

May contain more information than in print lists.

Advertising copy tends to present the item in its most favorable light.

American Book Publishing Record

Books in Print

Current review sources

Designed to promote or evaluate works. Three types of reviews:

1. Reviews for persons making their living buying books

2. Reviews for subject specialists

3. Reviews for the general public

Save staff time in locating/revi ewing newly published works.

“Differential marketing” may affect promotion of title; only a small percentage of total book output reviewed; delay in reviews appearance in print; reviewer competence varies; reviews tend not to be

Some catalog collection in Publishers Trade List Annual

Library Journal

Wilson Library Bulletin

Choice

Booklist

New York Times Sunday Book Reviews

National bibliographi es

A listing of books published in or about a country. Usually non-profit origin. Contain citation information.

Means for identifying out-of-print materials for retrospectiv e collection developmen t.

critical in nature.

Main entry and subject entries can vary among sources; little consistency in listing series.

 British National Bibliograph y  National Union Catalog (Compleme nted by OCLC & RLIN)

Online databases Cooperative and individual library catalogs; serve as partial replacement for national bibliographies.

Access to millions of records worldwide; usually do not need separate access to national bibliograph y; useful for verification work; information can be downloaded and serve as a bibliographi c record in online catalog.

No all countries well represented in online systems.

 OCLC  RLIN

Recommen ded, best and core collection lists

Lists of items recommended for purchase.

Useful when used carefully.

Impractical to strive to collect every item; list becomes dated immediately upon publication.

Books for Junior College Libraries Select bibliographi es

Can exist for virtually any subject.

Currency and selectivity issues exists.

Listing prepared by subject experts and including critical evaluations. 

Selection Aids

 Review or approval copies  Trial offers  Demonstrations  Book fairs and bookstores  Visits to other libraries  Vending machines  In-house information

Reference Sources for Small and MediumSized Libraries.

1. Content

a. Support the main research aims and goals of the organization

b. Complement or add depth or breadth to the existing collection supported by subject profiles

c. Be of a certain quality, e.g., peer-reviewed, or hove a reputable producer

d. Support the requirements of the/a key audience

e. Generate an acceptable level of use

2.Technical Requirements/Feasibility

a. Availability, e.g., remote access, stand-alone access

b. Authentication, e.g., IP [Internet Protocol] filtering or login password

c. Hardware. and software compatibility and capability

d. Storage and maintenance, e.g., remote hosting v. local hosting

e. Platforms that facilitate access to e-resources

3.Functionality and Reliability

a. Search and retrieval functionality, e.g., truncation, browsing, search history, transliteration

b. Exporting and downloading, e.g., printing, e-mail, downloading to a machine, and downloading to on an electronic device

c. Sorting and ranking abilities for database results. For example, author, title, date, relevancy, facets, etc.

d. Interface, e.g., system intuitiveness, navigation, help, and tutorials

e. Reliability and availability, e.g., response times, 24/7 access

4.Vendor Support

a. User training and support

b. Trials and product demonstrations

c. Technical support and system notification process

d. Statistical reporting

5.Supply

6.Licensing

1. Administration - Deals with overseeing the activities, ensuring coordination, and making certain there are adequate funds available to do the desired work

2. Editorial - Publishing houses decide what to produce

3. Production - Considers the issues such as page size, typeface, number and type of illustrative materials, and cover design, as well as typesetting, printing and binding

4. Marketing - Responsible for promoting and selling the product; Provides input about the sales potential of the title

5.

Fulfillment - Needed to process on order, including warehousing of the materials; least controllable cost factor for a publisher

6. Distribution - A major problem for both publishers and libraries because of the number of channels end the implications for acquiring a specific publication

Different Types of Publishers

1. Trade - produces a wide range of titles, both fiction and nonfiction, that have wide sales potential for the so-called general reader. Ex. Harper-Collins, Knopf, Macmillan, Doubleday, etc.

2. Specialty - restrict output to a few areas or subjects. The audience of this type is smaller and more critical. It includes reference, children1 s microform, music etc. Ex. Gale

3.

Textbook - target audience are primary and secondary schools. Ex. Scott, Foresman/ Addison Wesley, Rex, Anvil

4. Subject specialty - have narrow markets that are easy to identify and exist for a variety of fields. Ex. Harry Abrams (Art), E.C. Schirmer (Music), Academic Press (Scientific), West Publishing (Lew), WB Saunders (Medical)

5. Vanity Presses/ Subsidy - receive most of their operating funds from the authors whose work they publish. Ex. Author House

6. Private presses - their operations are not intended as incomegenerating. Ex. Harry Morris, Bird and Poull Presses.

7. Scholarly- as part of not-for-profit organizations, receive subsidies. Most are port of an academic institution, research institution, or learned society.

8. Government presses - world's largest publishers. Their combined annual output dwarfs commercial output. Ex. International (UNESCO), national (US Government Printing Office)

9. Paperback - produce two types of work, quality trade paperbacks and mass market paperbacks. They may publish original paperbacks, that is first edition in a paperback.

10. Newspaper and periodical - retain reporters or writers as members of their staff. They are commercial publishers of popular materials, specialty publishers, children's publishers, scholarly or academic publishers, and government publishers.

11. Associations and reprint houses- have professional and special interest groups and associations frequently establish their own publishing houses. Ex. ALA

12. Small presses - these are actually literary Presses. They are small but are as diverse as international publishing conglomerates.

Censorship and Intellectual Freedom

Censorship - the active suppression of books, journals, newspapers, theater pieces, lectures, discussions, radio and television programs, films, art works, etc. either partially or in the entirety - that is deemed objectionable on moral, political, military, or other grounds (Hauptman, 1988).

Censorship is the act of prohibiting the publication, circulation or representation of materials considered objectionable. Censor is an official empowered to examine written or printed matter as manuscripts, books, plays, serials, and non-print materials in order to forbid publication, circulation or representation if it contains anything objectionable.

Types of censorship:

mandated by the law

demanded by individuals or groups

exercised by the librarian





Premises which a censor works on:

Materials/books can harm people

Government has a responsibility to protect people from themselves



The protection of the youth, the weak is more important than adult freedom • There is a consensus that exist about what is obscene • There is a consensus about what is good literature and should be

IX. Acquisitions



The process of ordering and receiving materials for library or archival collections by purchase, exchange, or gift, which may include budgeting and negotiating with outside agencies, such as publishers, dealers, and vendors, to obtain resources to meet the needs of the institution's clientele, in the most economical and expeditious manner.



The four B1 s in acquisitions work are buy, beg, borrow, and barter.

Eight Standard Methods of Library Acquisitions

1. Firm order: An order placed with a dealer specifying a time limit for delivery and a price which must not exceed without the customer's prior approval.

2. Standing order: A general order to a dealer to supply the volumes or parts of a particular title or type of publication as they appear, until notified otherwise.

3. Approval plans: An arrangement by which a publisher or wholesaler assumes the responsibility for selecting and supplying, subject to return privileges, all publications as issued, fitting a library's collection profile specified in terms of subjects, levels, formats, prices, languages, etc.

4. Blanket order: A plan by which a publisher or wholesaler agrees to supply to a library one copy of all publications, as issued within the specified limits of the plan, generally without return privileges.

5. Subscriptions (for serials): The arrangement by which, in return for a sum paid in advance, a periodical, newspaper, or other serial is provided for a specified number of issues.

6. Leased Collection: A revolving collection of popular works in high demand provided to a library by a leasing service for a rental fee.

7. Gifts: Acquiring library materials through donations.

8. Exchange programs: The arrangement by which a library sends to another library its own publications, or those of the institution with which it is connected, such as university, and receives in return publications from the other library; or sends duplicates from its collection to another library and receives other materials in return.

Budgeting and Fiscal Management Approaches in Budgeting

1. Lump-sum budget provides for the allocation· of a specified amount of money to an organization or entity as a whole. It allows administrators maximum flexibility in expenditures but obviously provides very limited built-in accountability to the parent organization.

2. Program budgeting seeks to tie resources to areas of organizational objectives and activities. The focus in this method of budgeting is on the library's activities and the funds are to be earmarked for programs or services that the library plans to provide. For instance, if a library decides to provide a Current Awareness Service, the cost of that Service is calculated and the expenditure estimated. The budget is thus prepared on the basis of the cost of programs and whether a program has to continue, get modified or deleted.

3. Zero-based budge (ZBB) requires justifications of budget allocations without reference to past allocations in order to overcome the inevitable organizational bias towards continuing as always. ZBB is an operating, planning and budgeting process that requires each manager to justify his entire budget request in detail

from scratch and shifts the burden of proof to each manager to justify why he should spend at all.

4. Line-item budgeting is also called incremental budgeting because the object is usually to add to the existing figures. The most common type of budget that divides items of expenditure, line-byline, into broad categories such as books and journals, salaries and allowances, equipment, supplies, capital expenditure, contingencies, etc., with further subdivisions for each of these broad categories. This is the usual traditional method that prepares the current budget by considering past expenditure on each item, hence called historical budgeting.

5. Formula budgeting uses predetermined standards for the allocation of monetary resources. Such a budget is technical and easy to prepare. It does not require special skills to prepare the same. This method tries to relate some inputs like users served, academic programs supported, and ratio of book stock to total funds of parent body based on financial norms and standards. The formulae are used for financial estimation as well as budget justification. This appears to be a broad and quick method and hence saves a lot of time.

6. Performance budgeting requires careful accumulation of quantitative data over a period of time based on the performance of activities and emphasizes the efficiency of operations. This budgeting method is similar to program budgeting, but the emphasis shifts from programs to performance. Management techniques such as cost-benefit analysis are used to measure the performance and establish norms.

7. Planning Programming Budgeting System (PPBS) combines the best of both program budgeting and performance budgeting. The emphasis is on planning. It begins with the establishment of goals and objectives and ends with the formulation of programs or services. Two key elements of PPBS are budgeting and systems analysis. As an extension of program budgeting, PPBS involves systems analysis and/or other cost-effectiveness processes to

provide a more systematic and comprehensive comparison of costs and benefits of alternative approaches to a policy goal or program objective.

X. Collection Maintenance Weeding

The process of removing material from the open shelves of a library and reassessing its value in terms of current needs. Once the material has been removed, it can be relegated, discorded, transferred to group storage, or disposed of or by sale.

Better editions of a specific title may be available, even though the content may be the same

Institutional objectives may have changed so that library objectives must change also

material can get in the way and has a ‘hindrance effect" (more effective use of library's space and staff)

Trivial – of no discernable literacy or scientific merit  Irrelevant – to the needs and interests of the library’s community 

Elsewhere – the material is easily obtained from another library

o Shelf Scanning

Collection Protection and Security 

Preservation - activities intended to prevent, retard, or stop deterioration of materials or to retain the intellectual content of materials no longer physically intact. 

Conservation - the treatment of the physical items in order to extend their usable life; Maximizing the endurance or minimizing the deterioration of an object through time, with as little change to the object as possible.

o Conservator - Trained professional who treats objects to repair damage, maximize endurance, and minimize deterioration.

o Conservation Options - Basic binding and repair. Reformatting (Preservation microfilming and digitization) 

Restoration - the process that involves treating damaged material to return it as close as possible to its original state.

o Basic Elements

Proper handling of items by staff members and users

Appropriate environmental conditions with minimal fluctuations 

Climate control - The ability to adjust and regulate the temperature and relative humidity of a particular environment. 

Ultraviolet filter - A filter that can be placed over windows, skylights, and fluorescent light tubes, between the light source and museum object to remove or reduce harmful ultraviolet rays in the light.

Ultraviolet radiation - Radiation of wavelengths shorter than 400nm, found in light from the sun, sky, and most artificial light sources; it is invisible and strongly affects collections. 

Security against theft and mutilation  Planning for and responding to disasters

Protection of electronic resources

o Practical tips to extend the useful life of materials

Good housekeeping

Integrated Pest Management: The selection, integration, and implementation of pest management methods based on predicted economic, ecological, and sociological consequences.

A decision-making process that helps one decide if a treatment is necessary and appropriate, where the treatment should be administered when treatment should be applied, and what strategies should be integrated for immediate and long-term results.

Shelves should be the proper height for the items placed on them and should not be packed too tightly.

Storage containers and protective enclosures should be archivally sound

Book drops should be padded and emptied frequently

Utilize supplies that are add-free, non-damaging, and safe for workers for in-house cleaning and simple mending

Acid-free: A term loosely used for papers and other materials that are often pH neutral or alkaline buffered; it could be any pH from 6 to 11.

SELECTION AND ACQUISITION

INSTRUCTION: Read the following questions carefully. Choose the letter that corresponds to the best answer. You can also use the Online Practice Tool for Selection and Acquisition.

1. Prolonging the existence of library and archival materials by maintaining them in a condition suitable for use, either in their original format or in a form more durable, through retention under proper environmental conditions or actions taken after a book or collection has been damaged to prevent further deterioration.

a. Preservation b. Conservation c. Restoration d. Renovation

2. The physical process of returning a damaged, worn, or otherwise altered document to what is perceived to be its original condition, or to as close an approximation of the original condition as possible, ideally (but not necessarily) by the use of good conservation practices.

a. Preservation b. Conservation c. Restoration d. Renovation

3. Physical or chemical intervention to ensure the survival of manuscripts, books, and other documents, for example, the storage of materials under controlled environmental conditions or the treatment of mildew-infected paper with a chemical inhibitor.

a. Preservation b. Conservation c. Restoration d. Renovation

4. A major refurbishing of existing facilities to make them appear new or like new. In a library, this can mean anything from repainting, recarpeting, and installing new ADA-compliant furnishings and equipment to the complete gutting of an old building and

reconstruction to meet current needs and contemporary standards of design.

a. Preservation b. Conservation c. Restoration d. Renovation

5. Who advocated for public libraries but also promoted that basic education is the goal of school libraries? a. Harold V. Bonny b. Mary Carter, Wallace Bonk, et al. c. Arthur Bostwick d. Helen Haines

6. When a librarian is applying magnesium oxide on books, which could be evident from the white powdery residues on books’ pages, especially on wood-pulp paper intended to slow disintegration, the following are achieved, except: a. Deacidification b. Dealkalization c. Neutralization d. Alkalization

7. What is the librarian performing in item #6? a. Preservation b. Conservation c. Restoration d. Renovation

8. When the librarian is using magnetic plastic covers to assure a durable protection, using non-acidic tapes to avoid yellowing, storing them away from direct sunlight and maintaining proper air circulation and humidity, which of the following is being performed?

a. Preservation b. Conservation c. Restoration d. Renovation

9. When the librarian is rebinding the loose pages of an old book to make it sturdy and usable, which of the following is being performed?

a. Preservation

b. Conservation

c. Restoration d. Renovation

10. When the librarian is using paper pulp to fill in or complete torn or holed pages, and uses toning colors to match the original color of the paper, which of the following is being performed?

a. Preservation b. Conservation c. Restoration d. Renovation

11. In the depreciation of library material scale, which is for library books?

a. 15% of original cost per year with 6-year life-time expectancy

b. 10% of original cost per year with 10-year life-time expectancy

c. 10% of original cost per year with 17-year life-time expectancy

d. 14% of original cost per year with 7-year of life-time expectancy

12. Which of the following processes are part of collection development?

i. Formulating criteria for selection

ii. Implementing preservation and conservation measures

iii. Arranging the collection according to established organization methods

iv. Cooperative decision making within library consortia and with other libraries

v. Facilitating access to resources

vi. Determining collection strengths, level or intensity

vii. Identifying user needs, current trends and community interests

viii. Marketing the collection ix. Analyzing usage statistics

x. Developing disaster risk reduction program

a. i, iii, v, vi, viii, and ix b. i, ii, iii, iv, v, vi, vii, viii, ix, and x c. i, iv, vi, vii, and ix d. i, ii, iv, v, vi, vii, and ix

13. Which of the following processes are part of the library manual?

i. Formulating criteria for selection ii. Implementing preservation and conservation measures iii. Arranging the collection according to established organization methods iv. Cooperative decision making within library consortia and with other libraries v. Facilitating access to resources vi. Determining collection strengths, level or intensity vii. Identifying user needs, current trends and community interests viii. Marketing the collection ix. Analyzing usage statistics x. Developing disaster risk reduction program

a. i, iii, v, vi, viii, and ix b. i, ii, iii, iv, v, vi, vii, viii, ix, and x c. i, iv, vi, vii, and ix d. i, ii, iv, v, vi, vii, and ix

14. A formal arrangement in which a publisher or wholesaler agrees to select and supply, subject to return privileges specified in advance, publications exactly as issued that fit a library's preestablished collection development profile.

a. Approval plan b. Blanket Order c. Firm Order d. Book lease plan

15. An acquisitions plan offered by some book jobbers that allows a library or library system to lease an agreed-upon number of popular fiction and nonfiction titles, usually for a fixed monthly fee. After a prescribed period of time, or a decline in demand, titles are returned for credit toward new books usually selected from a monthly list provided by the jobber.

a. Approval plan

b. Blanket Order

c. Firm Order d. Book lease plan

16. It is the most common acquisition method if the library knows what it wants. It is used when ordering on a per title basis.

a. Approval plan

b. Blanket Order

c. Firm Order d. Book lease plan

17. An agreement in which a publisher or dealer supplies to a library or library system one copy of each title as issued, on the basis of a profile established in advance by the purchaser. These plans are used mainly by large academic and public libraries to reduce the amount of time required for selection and acquisition and to speed the process of getting new titles into circulation. This does not allow returns.

a. Approval plan

b. Blanket Order

c. Firm Order d. Book lease plan

18. A form of blanket order plan in which a large library or library system agrees to receive from a publisher for a nominal price one advance copy of all the trade books it publishes, to encourage acquisitions librarians to order selected titles in advance of publication. The publisher relies on the probability that a sufficient number of titles will be ordered in multiple copies to cover its costs.

a. Greenaway Plan

b. McNaughton Plan

c. Farmington Plan d. Subscription

19. A plan that ensures the presence and availability in some libraries of the United States of one copy of each book of research value published in foreign countries.

a. Greenaway Plan b. McNaughton Plan c. Farmington Plan d. Subscription

20. Acceptance by libraries of environment-friendly discard options, such as book sales, book giveaways, paperback swaps, and recycling. Some companies specialize in reselling library discards.

a. Green weeding b. Green libraries c. Green books d. Green shelves

21. An edition that includes passages omitted from other versions or editions, usually because the language or content was considered offensive to some readers.

a. Facsimile edition b. Expurgated edition c. Special edition d. Unexpurgated edition

22. A term used to refer to the treatment to expurgated editions. Originated from the treatment of the Old Testament, Canterbury Tales, Gulliver’s Travel and Shakespeare’s works. a. Bowdlerized b. Excommunicated c. Censor d. Blue-pencil

23. An act of censorship where authorities seize, confiscate, raid, and/or pull out materials with polarizing topics often against a reigning administration or regime.

a. Book purging

b. Book banning

c. Book hauling

d. Book challenging

24. It is an attempt to remove or restrict materials, based upon the objections of a person or group. It does not simply involve a person expressing a point of view; rather, they are an attempt to remove material from the curriculum or library, thereby restricting the access of others. As such, they are a threat to freedom of speech and choice.

a. Book purging

b. Book banning c. Book hauling d. Book challenging

25. It is the removal of those challenged materials and is being prevented to be sold in bookstores, be displayed and housed in libraries, to be owned by private individuals.

a. Book purging b. Book banning c. Book hauling d. Book challenging

26. It is a second or subsequent impression of the previously published edition, usually with a different title, cover design or cover illustration.

a. Reprint b. Re-issue c. Impression d. Newsprint

27. It is the other term used to express the relative effort presently expended on the development of a subject collection. It is expressed as the collection strength that will result if the present effort continues overtime.

a. Collection levels

b. Acquisitions commitment c. Collection development

d. Collection goal

28. The other term used to express the relative degree of effort that should be maintained for the development of a subject collection that meets the library’s mission.

a. Collection levels b. Acquisitions commitment c. Collection development d. Collection goal

29. Communities of two or more libraries formally bound to coordinate, cooperate on, or consolidate specified functions. It may be based on geography, type of library, or subject.

a. Consortia b. Cooperative collection development c. Collection development and management program d. Library network

30. What are the reasons for conducting a community needs assessment or analysis?

i. For collection development ii. To locate service focus iii. For the record purposes iv. To adjust staffing patterns v. For collection assessment vi. To adjust resource allocations vii. For community engagement viii. To follow emerging trends in neighboring community

a. i, ii, iii, iv, v b. i, iv, v, vi, vii c. i, iv, v, vi, viii d. i, ii, iv, v, vi

31. Which of the following is not a use of collection development policy?

a. To help ensure the diverse policy interpretation especially during staff turnover b. To guide staff in handling complaints

c. To aid in weeding and evaluating the collection

d. To aid in rationalizing budget allocations

32. Which of the following is a use of collection development policy?

a. To provide means of assessing overall performance of the collection development program

b. To provide proof for accreditation matters c. To silence complaints from insisting clients d. To confuse staff with what should be done in certain situations

33. The recommended annual growth rate of the collection, according to CHED Memo, No.22, Series of 2021, shall be maintained at what percent?

a. 3% b. 5% c. 10% d. 14%

34. Which of the following is a qualitative collection analysis?

a. Circulation statistics b. Content overlap studies c. Ratio measures d. Collection mapping

35. Which of the following is a quantitative collection analysis?

a. Citation analysis b. User opinion surveys c. Verification studies d. Collection mapping

36. According to him, without clear and reliable information about what is happening within an organization and in its interactions with its customers and suppliers, it is impossible to make well-founded decisions to guide future development or even to monitor the effects of decision that have been made in the past.

a. Peter Brophy

b. Richard Gardner

c. Robert Broadus

d. Paul Mosher

37. According to him, libraries must stock on classic, select fiction and develop local history.

a. William Katz b. Robert Broadus c. Francis Drury d. David Spiller

38. The following can be attributed to Francis Drury, except:

a. Libraries must acquire long established literary standards and literary landmarks b. Libraries must strengthen historical knowledge of the community through developing local history collection c. Libraries must select fictional collection with various translations to cater users across language d. Librarians must know that there is an appropriate reading material for a specific audience at a given time

39. 15% of original cost per year with 6-year life-time expectancy is the depreciation rate for which library material? a. Library Books b. Encyclopedias c. Software d. Textbooks

40. 10% of original cost per year with 10-year life-tome expectancy is the depreciation rate for which library material? a. Encyclopedias b. Textbooks c. Software d. None of the above

41. The act of prohibition of the production, distribution, circulation, or display of a work by a governing authority on grounds that it contains objectionable or dangerous material.

a. Censorship b. Suppression

c. Biblioclast d. Libricide

42. A systematic state-sponsored destruction of books and libraries. Twentieth-century examples include book burnings and attacks on libraries in Europe by the Nazis and the destruction of the National Library of Bosnia and Herzegovina in 1992 by the Serbs during the siege of Sarajevo. The term is used by author Rebecca Knuth in her study.

a. Censorship b. Suppression c. Biblioclast d. Libricide

43. Withholding or withdrawal of a work from publication or circulation by an author or publisher, by an ecclesiastic or government authority, or by court action, usually because it contains material considered objectionable by those with the authority to prevent public distribution.

a. Censorship b. Suppression c. Biblioclast d. Libricide

44. A book, pamphlet, newspaper, broadsheet, speech, song, etc., published and distributed in secrecy, without official knowledge or sanction, usually expressing controversial views during a time of political unrest and censorship.

a. Propaganda publication b. Clandestine publication c. Vanity publication d. Subsidized publication

45. It is the process of information gathering, communication, coordination, policy making, evaluation, and planning that results in decisions about the acquisition, retention, and provision of access to information sources in support of the intellectual needs of a given community.

a. Collection management

b. Collection development

c. Collection assessment

d. Selection and Acquisition

46. This guides the processes of managing the collection by establishing extent of usage, and circulation, and facilitating access by defining restrictions or limitations.

a. Collection Management Policy Statement b. Collection Development Policy Statement

c. Library Operations and Procedures Guideline d. Selection and Acquisition Guideline

47. The following are general guidelines in preservation work, except:

a. Establish minimum required care and treatment for all holdings, not just selected rare or expensive items. b. In as much as possible, perform preservation work without altering or interfering with the originals through invasive preservation works

c. Validate new techniques, technologies, and preservation innovations by testing before implementing in larger scale. d. Improve the physical characteristics of the materials being treated for aesthetic purposes

48. A subpart of the Selection and acquisition guideline which enables the library to achieve quality, objectivity and consistency in the process of identifying which materials to be acquired and ensures that resources satisfy the information needs of the customers.

a. Weeding out policy b. Acquisition policy c. Selection policy d. Procurement policy

49. Included in the acquisition policy, this helps achieve transparency in transactions and ensure efficient use of budget during purchase and subscription.

a. Weeding out policy b. Acquisition policy c. Selection policy

d. Procurement policy

50. Which of the following processes are part of collection management?

i. Formulating criteria for selection ii. Implementing preservation and conservation measures

iii. Arranging the collection according to established organization methods.

iv. Cooperative decision making within library consortia and with other libraries v. Facilitating access to resources vi. Determining collection strengths, level or intensity vii. Identifying user needs, current trends and community interests viii. Marketing the collection ix. Analyzing usage statistics

x. Developing disaster risk reduction program

a. i, iii, v, vi, viii, and ix b. i, ii, iii, iv, v, vi, vii, viii, ix, and x c. i, iv, vi, vii, and ix d. i, ii, iv, v, vi, vii, and ix

51. It is considered as the heart of the collection development process.

a. Acquisition b. Selection c. Evaluation d. Budget

52. It is the process of ensuring the degree to which the library acquires the materials it intends to acquire in accordance with stated parameters.

a. Resource allocation b. Collection evaluation c. User needs assessment d. Collection maintenance

53. When discarding or weeding books, which of the following should be first consulted by the librarians?

a. Weeding out Policy

b. Selection Policy c. Procurement Policy d. Acquisition Policy

54. When the librarian is unsure of the legal procedures regarding acquisitions, specifically on the forms and necessary transactions where transparency is needed, which of the following should be consulted first?

a. Weeding out Policy b. Selection Policy c. Procurement Policy d. Acquisition Policy

55. A student is asking if they can suggest titles for the library to acquire and wonders why they need to ask for their facilitator’s recommendation, which policy shall be the reference of librarians for the justification?

a. Weeding out Policy b. Selection Policy c. Procurement Policy d. Acquisition Policy

56. A publisher provided a list for an approval plan, which includes titles that have potential to be included in the libraries’ collection. However, majority of the titles offered do not match the audience level or the readers’ level. Which policy shall be the librarians reference to justify the titles to be deselected?

a. Weeding out Policy b. Selection Policy c. Procurement Policy d. Acquisition Policy

57. An order to supply each succeeding issues of a serial, periodical or annual publication, or subsequent volumes of a work published in a number of volumes issued intermittently. Also called continuation order or till-forbidden order.

a. Firm order b. Blanket order

c. Standing order

d. Purchase order

58. An edition which portions have been deleted usually to satisfy moral or political objections, an alternative to banning the work completely from publication or distribution.

a. Facsimile edition

b. Expurgated edition

c. Special edition d. Unexpurgated edition

59. A portion of a work printed and issued before the publication of the complete work. A paper submitted at a conference which is published prior to the holding of the conference.

a. Manuscript b. Preprint c. Draft d. Newsprint edition

60. A copy of an article published in a periodical, specially reprinted for the author’s use, but retaining the numbering of the issue from which it was taken. Sometimes called a separate.

a. Reprint b. Offprint c. Preprint d. Newsprint edition

61. It is the relative degree of effort that should be maintained for the development of a subject collection that meets the library’s mission.

a. Current Collecting Intensity b. Desired Collecting Intensity c. Collection Aspects d. Existing Collection Strength

62. It is the current quality of a subject collection in a particular library. It may be temporarily at a higher or lower level than that of current or desired collecting intensity.

a. Current Collecting Intensity

b. Desired Collecting Intensity

c. Collection Aspects

d. Collection Strength

63. It is the other term used to refer to is the current quality of a subject collection in a particular library in conspectus work.

a. Collection levels b. Acquisitions commitment c. Collection development d. Collection goal

64. It states the options for removing unwanted materials acquired by purchase, gift, deposit, or other means, as governed by local, parentagency, legal, and other restrictions. These options include exchange, donation to other agencies, sale, and discard.

a. Scope notes b. Collection codes c. Disposition policy d. Conspectus

65. Description of local holdings or policies that supplement the codes specified for each subject in a conspectus. A description of preservation project is an example of this.

a. Scope notes b. Collection codes c. Disposition policy d. Conspectus

66. The state of a collection and the state of collection building at a point in time. a. Collection aspects b. Collection strength c. Collection intensity d. Collection levels

67. A selection philosophy which views to stick on the building a collection for the current patrons.

a. Pluralist b. Traditionalist c. Liberal

d. Minimalist

68. Which of the following is not a use of collection development policy?

a. To inform everyone about the nature and scope of the collection

b. To inform everyone that they are the priorities of the collection

c. To generate some degree of commitment to meeting organization goals

d. To set standard for inclusion and exclusion

69. Which of the following is not a use of collection development policy?

a. To force the thought about organizational priorities for the collection

b. To inform every one of the collection priorities

c. To reinforce the influence of a single selector and personal biases

d. To provide a training and orientation tool for the new staff

70. In the common features of Collection Management Policies, which of the following freedom statements are necessary?

a. Freedom to Abode b. Freedom of Expression c. Freedom to Read d. Freedom of Citizenry

71. Which of the following are use and user-based collection analysis? i. Interlibrary loan statistics ii. Ratio measures iii. Citation analysis iv. Focus groups v. Document Delivery statistics vi. Content overlap studies vii. User observation viii. User opinion survey ix. Materials budget and growth analysis

x. Verification studies

a. ii, iii, iv, vi, vii, viii b. i, ii, vi, ix, x

c. i, iv, iv, v, vii, viii d. ii, iv, v, vii, viii, x

72. The following are reasons for de-selection except?

a. To keep the library in best possible condition b. To find justification for budget requests c. Alleviate space problems, especially for small libraries d. Improve accessibility of the collection

73. Which of the following are benefits of Cooperative Collection Development?

a. Potential for improving both information and materials accessed by users and as well as staff b. Greater possibility of limiting stretched resources c. Increases the breadth and depth of material available to users of member libraries d. Joint projects can increase the visibility of enhancements and improvements

74. The type of library where the members of the community will have a significant role in materials selection and decisions to purchase and acquire. Sometimes the librarian will just have to ensure that s/he is able to understand and interpret the unexpressed needs of her community to be able to determine the kinds or materials these users would like to find in the library collection.

a. Public Library b. School Library c. Academic Library d. Special Library

75. According to him, selection process considers both education and demand. He also identified various tools or methods used for selection (such as examination, publishers’ information, reviews and listings)

a. William Katz b. Robert Broadus

c. Francis Drury

d. David Spiller

76. According to David Spiller, selection process considers both education and demand. In the process itself, which of the following best helps the librarians in deciding which materials are to be included in the collection?

a. Following the preferences and respecting the majority of user’s interests

b. Use of various selection aids that provides criteria of a good criteria of library materials

c. Basing from the existing records of the collection and deciding which were already acquired before d. Deriving utilization from shelf statistics and circulations statistics to decide which books are busy

77. This is what Richard Gardner emphasized as an integral part of libraries’ collection development that there should be a permanent record of acquisition guidelines that librarians must refer to whenever selecting or deselecting books.

a. Written Collection Development Policy b. Implied Collection Development Policy c. Imposed Collection Development Policy d. Appealed Collection Development Policy

78. With the numerous roles a librarian should perform, William Katz said that collection development is a debate between a librarian and a/an

a. Economist b. Political Science expert

c. Business Manager d. Specialist

79. In the depreciation of library material scale, which is for software?

a. 15% of original cost per year with 6-year life-time expectancy b. 10% of original cost per year with 10-year life-time expectancy

c. 10% of original cost per year with 17-year life-time expectancy

d. 14% of original cost per year with 7-year of life-time expectancy

80. According to CHED Memo, No.22, Series of 2021, which of the following is the recommended percent replacement of older materials each year?

a. 15-20% b. 10-15% c. 5-10% d. 3-5%

81. According to CHED Memo, No.22, Series of 2021, the preventive measures that shall be undertaken to protect and preserve the collection, except:

a. The library shall have policies on security and control as safeguards from damage, loss, mutilation and theft.

b. A disaster preparedness, response and recovery plan for the collection shall be formulated and implemented such as microfilming and digitization of special/archival collections. c. Proper environment conditions shall be maintained and good housekeeping practices shall be implemented.

d. Implement first aid treatments to conserve damaged and deteriorated materials in accordance with existing standards and accepted practices for conservation.

82. According to CHED Memo, No.22, Series of 2021, newly-established institutions shall at least have how many titles as a start-up library collection to be granted government recognition?

a. 3,000 titles b. 5,000 titles c. 7,000 titles d. 9,000 titles

83. The minimum start-up collection shall be in combination of print and electronic formats given the ratio shall be determined by the institution based on:

a. Modalities of flexible learning strategies imposed

b. Available budget and allocation for the library

c. Access and usage of students and staffs

d. Available physical and cloud space of the library

84. Which module is mostly not available in the Philippine Scenario ILS?

a. Indexing Module

b. Cataloging Module

c. Circulation Module d. Acquisition Module

85. It is based on ongoing assessment of the information needs of library clientele, usage statistics analysis, and demographic projections primarily for the decision-making process in determining how the library’s resources support its clientele. Often impacted by budgetary limitations (IFLA).

a. Collection management

b. Collection development

c. Collection assessment d. Acquisition

86. This guides the processes of collection development by establishing priorities and facilitating decision making in selection and acquisition.

a. Collection Management Policy Statement

b. Collection Development Policy Statement

c. Library Operations and Procedures Guideline d. Selection and Acquisition Guideline

87. This guides all the departments, sections and services and their functions, activities, operations, policies and procedures within the library. It is what a staff consults whenever there are crucial situations, especially when the staff have divided opinions and decisions. IT is also what new hires are reviewing to be familiar with the overall operations of the library.

a. Collection Management Policy Statement

b. Collection Development Policy Statement

c. Library Operations and Procedures Guideline

d. Selection and Acquisition Guideline

88. A subpart of the Selection and acquisition guideline which guides the library’s acquisition of materials to be added in the library collection.

a. Weeding out policy b. Acquisition policy c. Selection policy d. Procurement policy

89. Included in the selection policy, which is synonymous to de-selection process, this provides criteria on determining those that are necessarily be removed to improve the collection as well as the SOPs to be followed such as discarding and any means of relieving accountability.

a. Weeding out policy b. Acquisition policy c. Selection policy d. Procurement policy

90. One of the goals of weeding is to improve the health of the collection through removing those with outdated or misleading information. Even books with trivial information, and titles that are irrelevant to users’ needs. Which of the following librarians does not have logical reasons for a choosing not to weed or discard?

a. The librarian in-charge of the Filipiniana section chose to keep old books in the collection

b. The librarian that chose to not to discard the old but established as standard references for a degree program

c. The librarian chose not to weed books so that the shelves won’t look empty

d. The librarian in-charge chose to keep multiple copies of a heavily used title

91. A selection philosophy which is the middle ground point of view and comes up with a selection philosophy as wide in scope as it is generous people. a. Pluralist

b. Traditionalist c. Liberal d. Minimalist

92. Which of the following are collection based collection analysis?

i. Circulation statistics ii. In-house use statistics iii. Interlibrary loan statistics iv. Hits and downloads v. Costs per use vi. Usability testing vii. Collection size and growth viii. Collection size standards and formulas ix. List Checking x. Collection mapping

a. i, ii, iii, iv, v b. vii, viii, ix, x c. i, v, vii, viii, x d. ii, iii, iv, viii

93. Which of the following is included in H.F. McGraw’s Criteria for de-selection?

i. Physical condition ii. Duplicates iii. Qualitative worth iv. Unsolicited and unwanted gifts v. Quantitative worth vi. Obsolete books, especially in the sciences vii. Superseded editions viii. Books that are infested, dirty, shabby, etc. ix. Unused, unneeded volumes of sets x. Periodicals with no indexes

a. i, iii, v, vi, vii, viii, ix, x b. ii, iv, vi, vii, viii, ix, x c. ii, iii, v, vi, vii, viii, ix, x d. i, ii, iv, vi, vii, viii, ix, x

94. Which of the following should not be considered in selecting the vendor or supplier?

a. Services b. Special or additional services c. Financial considerations and viabilities d. Freebies

95. The type of library where its selection process is not an exclusive responsibility of a librarian but is a task dictated by the prevailing need of the most active users of the collection?

a. Public Library b. School Library c. Academic Library d. Special Library

96. More common in the US, a type of publisher that specializes in producing books at the author’s expense, used mainly by writers whose works have been rejected by commercial publishers, and by individuals of private means who are convinced they have an important message to impart to the world.

a. Private press b. University Press c. Vanity press d. Small Press

97. It is granted by the author or the person responsible for the work, to the publisher to produce or publish the work in different formats based on the original material.

a. Copyright b. Licensing agreement c. Subsidiary rights d. Legal rights

98. It is the process of managing the budget to cover different subject materials or formats.

a. Resource allocation b. Collection evaluation c. User needs assessment

d. Collection maintenance

99. Which is the correct order of acquisition purchase?

i. Bibliographic verification ii. Preparation of purchase order iii. Purchase request iv. Record verification v. Bidding and Deliberation vi. Delivery receipt vii. Request for quotation viii. Request Approval ix. Technical processing

x. Clearing of records

a. iv, i, iii, viii, vii, v, ii, vi, ix, x b. i, iii, viii, v, ii, vi, vii, ix, iv, x

c. i, iv, iii, viii, v, ii, vi, vii, ix, x d. i, iii, viii, vii, v, ii, vi, ix, iv, x

100. According to CHED Memorandum, No.22, Series of 2021, an initial core collection of ________ in various formats (print or nonprint), usually selected with the aid of standard lists and other selection tools, is deemed necessary to meet the educational needs of the academic community.

a. 5,000 well selected books for college libraries and 10,000 titles for university libraries

b. 10,000 well selected books for college libraries and 15,000 titles for university libraries

c. 15,000 well selected books for college libraries and university libraries

d. 20,000 well selected books for college libraries and university libraries

INDEXING AND ABSTRACTING

What is Indexing?

It is the process of analyzing the informational content of records of knowledge and expressing the informational content in the language of the indexing system (a set of prescribed procedures, either manual and/or automated, intended for indexing)

Index

- Latin word indicare, which means "to point out”

- a guide to the contents of a knowledge record systematic analysis of such records, arranged in an organized way

- list of bibliographic information found in a document or a collection of documents arranged in order according to some specified datum such as author, subject, or topic keyword

Document

- physical carrier of organized information; maybe print or nonprint, including digital form

Collection

- used to denote any body of materials indexed, which may be a single or a composite text (e.g. treatise, anthology, encyclopedia, periodical, etc.).

- also refers to group of documents to the contents of which reference is made or expected to be made in an index (e.g. documents scanned by an indexing service. o database or abstracts, etc.). It may also pertain to a set of rep1esenlations (e.g. maps, drawings, reproductions of art, or other objects).

*An index is made up of index entries (individual records in the index).

Basic Elements

of an Index

1. Index heading - This is a term chosen to represent in the index the item or concept derived from the material being indexed.

2. Index subheading - This refers to the heading that is subsumed under a heading to indicate a modifying or subordinate relationship.

3. Qualifier - This is a term added to a heading, but separated from it by punctuation (preferably parentheses) in order to distinguish the heading from homographs in the same index.

4. Scope note - This pertains to the explanation added to a heading to clarify the range of the subject matter encompassed or the usage of the heading within the index.

5. Locator - This element leads the user directly to the part of the document or collection containing the information to which the index heading refers.

Functions and uses

1. To allow an indexer to represent the subject matter of the document in a consistent way.

2. To bring vocabulary used by the searcher into coincidence with the vocabulary used by the indexer.

3. To provide means whereby searcher can modulate a search strategy in order to achieve high recall or high precision as varying circumstances demand.

General purposes

1. To minimize the time and effort of finding information

2. To maximize the searching success of the user

Types of indexes

A.

According to arrangement

a. Alphabetical index is based on the orderly principles of letters in the alphabet and used for /he arrangement of subject headings, cross references, and qualifying terms. m well as main headings.

b. Classified index has its contents arranged on the basis of relation among concepts represented by headings (e.g. hierarchy, inclusion, chronology, and other association).

c. Concordance is an alphabetical index of all the principal words appearing in a single text or in the multi-volume work of a single author with a pointer to the precise point at which the word occurs. The index shows a very contextual occurrence of a word. The need for indexes was first felt when the English Bible was made available to ordinary people. This paved the way for Alexander Cruden in 1737 to prepare the Concordance of the Bible.

A concordance is used to:

i. to locate a partly or completely remembered passage

ii. to assemble subject matter

iii. to compare and analyze word meaning and usage

d. Numerical or serial order - Included in this group are patent-number indexes (e.g. The Numerical Patent Index of Chemical Abstracts) and table indexes.

B. According to the Type of Material Indexed

a. Book index or back-of-the-book index

i. an alphabetical list of words, or group of words at the back of the book giving a page location of the subject or name associated with each word or group of words.

ii. Book index is prepared in order to

1. Reduce the frustration of information overload

2. Permit a browser in a bookstore to compare books prior to purchase)

3. Collect the different ways of wording the same concept

4. Provide well-worded sub-entries (rather than long strings of unanalyzed page references.

5. Guide a user directly to a specific aspect of a topic

6. Filter information for the reader

iii. The contents of the index must satisfy the following conditions

1. It must bring together references to similar concepts that are scattered in the text.

2. All significant items in the text must appear in the index.

3. Items and concepts in the text must be represented by appropriate, precise, accurate unambiguous headings.

4. Index entry headings should be consistent in form and in usage.

5. The book index should represent the text and is not a vehicle for expressing the indexer's own views and interests.

iv. Components of Book Index

1. Entry - This is the principal subdivision of the index.

2. Heading - This identifies the subject and is the top line in the index entry hierarchy.

3. Subentry/subheading - This is a line of indented text that immediately follows the heading. It usually represents some aspect of the main heading.

4. Locator - This tells the reader where to find the item or material pertaining to the subject.

5. Cross-reference - This is an internal index navigation guide. They usually take the forms see and see also.

b. Periodical index

i. based on the same principles and has the same general objective m u book index but has a broader scope, Periodical indexes are open-ended projects usually performed by a group of people. Each issue of a periodical may deal with unrelated topics by several authors, written in different styles and aimed at different users.

c. Newspaper index

i. uses the same principles and objectives as the previous index types except for some problems occurring to them.

d.

1. A newspaper article may contain names, places, or even subjects that may not occur again (problem in vocabulary control)

2. Multiple editions that some newspapers tend to have may cause some stories to be added, dropped, or shifted to other pages

Index to audio-visual materials

i. Multimedia sources - textual labeling is needed (index terms or descriptive-narrative) along with image matching

ii. Sound databases - usually feature sound browsers which allow fuzzy searches on audio databases. There are sound databases that can utilize speech recognition technology for retrieving television news segments. Such is used to create transcripts of the audio portion of the broadcast, which are then stored in a searchable form

C. According to Forms of Literature

a.

Index to short stories

i. Example: Shod Story Index (NY: H.W. Wilson, 1953) - This index lists stories in both book and periodical collections. It provides entries for author, title, and subject. This index is issued annually, with over 3,000 s1ories included each year. Short story index provides a list of books and periodicals that were analyzed. Five-year cumulative issues are also provided.

b. Index to plays

i. Example: Play Index (NY: H.W. Wilson 1953) Unlike Short Story Index, this index is published irregularly. It provides author, ti1Ie, and subject index entries to individually published plays and play collections. An author entry contains the author's full name, title of the ploy, a brief

description notes, the number of acts and scenes, the size of the cost, and the number of sets required. It contains a cast analysis that helps a librarian locate plays for a number of players required.

c. Index to poems (first-line index)

i. Example: The Columbia Granger's Index to Poetry. 9th ed. (NY: Columbia University Press, 1990, 2048 p. Also available in CD-ROM).

This publication indexed close to 400 poetry anthologies. It provides four (4) indexes: by first line, author, subject, and title. It serves as a guide in locating a poem in a particular anthology. It is also valuable in locating elusive quotations either by first line or by subject. The index provides access to over 40,000 poems.

ii. The Columbia Granger's Guide to Poetry Anthologies (NY: Columbia University Press, 1991) This publication provides an annotated, descriptive, and critical appraisal of all the anthologies indexed in the 9117 edition of The Columbia Granger's Index to Poetry, with attention given to the audience for the particular works. The annotations were prepared by William and Linda Katz

d. Index to essays

i. Example: Essay and General Literature Index (NY: Columbia University Press, 1990) - This index consists of analy1ical subject entries to the contents of approximately 300 collected works on every subject from art to rneclici11e. It is useful in approaching an author's work via his/her name and locating criticism of the author's efforts. Regular

issues of four-year cumulation for the previous index issues are provided.

D. According to Physical Form and Other Categories

a. Card indexes (e.g., card catalog)

b. Printed indexes (e.g., indexes in printed book or serial formats) ·- These indexes contain indexer's markings on the items. They are constructed through the use of bibliographic worksheets.

c. Microform indexes

d. Computerized indexes (e.g., online indexes, indexe1 in CDROM)

*Indexes can also be categorized by the type of index headings they contain

a. Subject index - provides access to the topics treated in documents and/or features of documentary units (e.g., genre, format, etc.). Index subject headings are arranged alphabetically or in other systematic order.

b. Author index - provides access to information on documents cited by the author's name in the indexed document, or it lists documents distinguished by author's name in the indexed collection. 3. Name index - provides access to names contained in documents. whether or persons, organizations, or other animate or inanimate objects which are identified by a proper name.

Steps in indexing

A. Decide which topics in the item are relevant to the potential user of the document

B. Decide which topics truly capture the content of the document

C. Determine terms that come as close as possible to the terminology used in the document

D. Decide on index terms and the specificity of those terms Group references to information that is scattered in the text of the document

E. Combine headings and subheadings into related multi-level headings

F. Direct the user seeking information under terms not used to those that are being listed by means of see references and to related terms see also references

G. Arrange the index into a systematic presentation

Steps in ACTUAL indexing

A. Record the bibliographic data

B. Analyze the content/ Content analysis

a. The title b. The abstract c. The text itself d. The references section

C. Determine subject facets

D. Convert to the indexing language

E. Review what has been done

Indexing Principles and Concepts

A. Exhaustivity

- the extent to which concepts or topics are made retrievable by means of index terms.

- Degree of exhaustivity

a. Depth indexing aims to extract all the main concepts dealt with in a document, recognizing many subthemes and subtopics.

b. Summarization identifies only a dominant, overall subject of the item, recognizing only concepts embodied in the main theme.

Summarization Depth indexing

Document retrieval Information retrieval

B. Specificity

- the extent to which a concept or topic in a document is identified by a precise term in the hierarchy of its genus-species relationship.

- Example: An information resource about musicians is entered under Musicians and not Performing artists.

C. Coextensive entry

- means that the subject heading will cover all but not more than the concepts covered in the document.

- Example: For a document that deals both with musicians and dor1cers, should be Musicians and dancers.

D. Consistency

- the extent to which agreement exists on the terms to be used to index some documents. It requires that items on the same subject be conceptually analyzed and translated in the same way.

- two types of consistency level

1. inter-indexer consistency

2. intra-indexer contingency

- factors that influence indexing consistency.

1. Number of concepts represented

2. Size of vocabulary

Indexing methods

A. Derived or derivative indexing

B. Assigned indexing

Indexing languages

- system of naming or identifying subjects contained in a document

Features

a. Vocabulary - This refers to terms selected for the indexing of concepts. It employs certain classes of words, adjectives, participles and gerunds, few prepositions and conjunctions, almost no adverbs, pronouns or verbs, and no interjections. There are two types of vocabulary.

i. Index vocabulary – consists of index terms which are assigned to express the concepts of the author. These are also called the descriptors.

ii. Approach vocabulary – Consists of terms which are used as lead-in terms to the index terms.

b. Syntax - This refers to the combination and modification of terms to form headings and multi-level headings or to form search statements for non-displayed indexes. It is concerned with the clearness of expression, with efficient and unambiguous communication and is language dependent. Syntactic relationships may be shown in several ways.

i. Recalldevices – These are indexing language devices that group terms together into classes of one type or another so that such devices will allow improvements in recall in search operation and will make the index consistent in assigning index terms that represent the subject contents of document.

1. Synonyms

2. Control of Word

3. Hierarchical relationship

ii. Precision devices – These are indexing language devices that when used with association with terms will increase the shades of meaning of the terms. Hence, such devices will improve precision in both indexing and search operations. The most common type of such devices are:

1. Term coordination or combination of two or more different terms with different meaning to come up with a distinct index term with specific meaning. These are called:

a. Adjectival headings

b. Phrase headings

c. Compound headings

2. Subheadings or subdivision are terms or phrases that are used main headings or index terms to subdivide certain subjects into more specific topics or show a particular aspect of a given subject or index term.

c. Semantics - This is actually the study of meaning expressed in communications such as words. In indexing, semantics indicate class relations among index terms. Semantic relationships are categorized as follows.

i. Equivalence relationship - This kind of semantic relationship implies that there will be more than one term denoting the same concept. Equivalence is expressed through any of the following.

1. synonyms (e.g., Feminism ↔ Women's Liberation Movement)

2. quasi-synonyms (e.g., Economics ↔ Cost and financing)

3. preferred spelling (e.g., Program ↔ Programme)

4. acronyms and abbreviations (e.g., ALA → American Library Association)

5. current and established terms (e.g., Developing countries ↔ Third world ↔ Underdeveloped areas ↔ Less developed countries)

6. translation (e.g., Manila hemp ↔ Abaca)

ii. Hierarchical relationship - This kind of semantic relationship is manifested in various instances.

1. genus/species (e.g., Agroindustry → Food industry → Meat industry)

2. whole/part relationships (e.g., Foot → Toes)

iii. Affinitive/associative relationships - Such

relationships are displayed with the use of related terms.

1. Example: Men - Women Education – Teaching Maintenance – Repairing

Types of Indexing Language

A. Natural language

a. Natural language tends to improve recall because it provides more access points but reduces precision.

b. In natural language, redundancy is greater.

c. Natural language uses more current terms.

d. Natural language tends to be favored by subject specialists or the end-user.

B. Controlled vocabulary

a. It controls synonyms by choosing one form as the standard term.

b. It makes distinctions among homographs.

Example: Security (Law) Security (Psychology)

c. It establishes the size or scope.

d. It usually records hierarchical and affinitive/associative relations.

e. It controls variant spellings.

C. Free Language

a. Does not consist of a list of terms distinct from those used to describe concepts in a subject area.

b. It is free in the sense that there are no constraints on the terms that can be used in the indexing process. It is the nature of a free language that any word or term that suits the subject may be assigned as an indexing term.

c. Terms may be computer or human assigned.

d. Most common in a computer-indexing environment.

Controlled vocabulary uses several syndetic devices.  USE and USE FOR (for synonymy)

o USE indicates that another term is to be used in preference.

o UF (Used for) indicates that a term is used instead of another. 

BT, NT, and RT (references for differing levels specificity and certain near-synonyms and antonyms.

o BT - indicates that the term is broader in scope in relation to other terms within the unit.

o NT - suggests that the term is narrower in scope

o RT - indicates the availability of related terms to the term in the unit.

parenthetical qualifiers (for semantic ambiguities)

o Example: Mercury (Planet)

Mercury (Chemical element)

Mercury (Mythology)

Controlled vocabulary offers advantages for the indexer and the user of the index. 

It increases the probability that both indexer and searcher will express a particular concept in the same way, so as to improve the matching process and enable the searcher to find what is being looked up to.

It increases the probability that both indexer and searcher can be led to a desired topic by the syndetic features.

It increases the probability that the same term will be used by different indexers or by the same indexer at different times to ensure consistency. 

It helps to speed the indexing process and especially the searching process by making it unnecessary to imagine and to look up possible or likely synonyms if the term looked up is not in the database. 

It helps searchers to focus their thoughts when they approach the information system without a full and precise realization of what information they need.

Coupled with these advantages are some disadvantages.

Indexing with controlled vocabulary can mean high input costs, since it is usually done by people who must read the document, discern the various ideas it contains, then match these with appropriate terms in the authority lists. 

Controlled vocabulary indexing is prone to human error in interpreting a document's subject matter. 

Different indexing languages may be incompatible, even with the same discipline or subject, making searching in different databases difficult. 

There is a possibility that the controlled vocabulary may be inadequate. The indexer and the searcher are limited to the terminology used, to the scope of each content (term or notation), and to the structure of the existing system.

Subject Heading Lists and Thesauri

Controlled vocabulary is channeled in two basic forms. 

Subject heading list - This is an alphabetical list of subject headings with cross references from not preferred terms and headings to preferred ones, and linking devices between related terms and headings. It often includes separate sequences of standardized subheadings that may be combined with subject headings. Rules for applying subheadings usually accompany the list. A subject heading is used primarily to index textual, book-length documents, with one or two terms that capture what the document is all about. Examples of subject heading lists are the following.

o Library of Congress Subject Headings (LCSH) - LCSH is used in conjunction with the Subject Cataloging Manual: Subject Headings, a document that contains policies and practices of the Library of Congress. LCSH is updated continuously. Electronic updates are available via subscriptions to Cataloger's Desktop and through various bibliographic utilities such as RLIN and OCLC.

o Sears List of Subject Headings - This list is intended for small collections used by persons with general needs. Its



main users are public and school libraries. It is also continuously updated (updates are available in electronic form).

o Medical Subject Headings (MeSH) - This list is used to provide subject access points on every bibliographic record created at the National Library of Medicine. In printed version, MeSH comprises three (3) volumes - one volume for a hierarchical listing, another volume that is alphabetically-arranged that includes scope note, and a volume of permuted alphabetical listing in which every word of a phrase is brought into lead position.

Thesaurus - The term thesaurus is derived from Latin, which means "treasure." It is used to control indexing vocabulary in one subject or field of interest, ranging from Agriculture to Vocational Training and to the European Communities. It is a controlled indexing language vocabulary arranged in a known order and structured so that equivalence, homographic, hierarchical, and associative relationship indicators among terms are displayed clearly and identified by standardized relationship indicators that are reciprocally employed. More than the subject heading list, a thesaurus is based on terms and concepts that appear on the actual text of documents being indexed. A thesaurus aims to promote consistency in the indexing of documents, predominantly for post- coordinate information retrieval systems, and to facilitate searching by linking lead-in terms with descriptors.

Indexes and Indexing systems

I. Title-Based Derivative Indexes

A title-based derivative index is generated merely by obtaining and analyzing contexts present in document or article titles. There are two (2) known indexing systems that are centered in this principle.



KWIC (Keyword in Context) indexing was introduced by Hans Peter Luhn in 1959. It is a rotated index commonly derived from



the titles of documents. Each keyword appearing in the title becomes an entry point and highlights in some way by setting it off at the center of the page. KWIC indexing employs the following principles.

o Titles are generally informative.

o The words extracted from the title can be used effectively to guide the user to an article or a paper likely to contain the desired information.

o Although the meaning of the word viewed in isolation may be ambiguous or too general, the context surrounding the word helps to define and explain its meaning.

KWOK (Keyword Out of Context) indexing system is also a rotated index but uses a different method. Keywords that become the access points are set off on the left-hand margin of the page, or sometimes, they are used as though they were subject headings. A keyword used as an entry point in a KWOC index is not usually repeated in the title but is replaced by an asterisk (*) or some other symbols. Below are some examples of how KWIC and KWOC indexes are constructed. Examples:

Document titles - Blue-Eyed Cats in Texas

The Cat and the Fiddle

Dogs and Cats and Their Diseases The Cat and the Economy

II.String and Permuted Indexes

A string indexing system is a word-based system in which the indexer analyzes the various aspects of a complex subject treated in a document and records the aspects as words, along with "role operators" (that is, instructions to the computer). The computer program combines these words into a string of terms that represents a brief summary of the document's content. Then, the program provides index entries by automatically recasting the string under every significant term that forms part of the string.

Timothy C. Craven cited two main characteristics of a string index.

1. Each indexed term normally has a number of index entries containing at least one of the same terms.

2. Computer software (index string generator) generates the description

part (index string) of each index entry according to regular and explicit syntactical rules. 

PRECIS (Preserved Context Index System) - This is a method of subject indexing developed by Derek Austin for the British National Bibliography (1971-1973) in order to produce printed alphabetical subject entries. It involves

a. determining the subject content of the document b. analyzing the subject statement to determine the role of each significant term (action term, location term, an agent or object of the action)

c. computer manipulation of the coded string to produce index entries

d. determining the relationship of the term to other terms in the database and how should all these terms be linked 

POPSI (Postulate-based Permuted Subject Indexing) - This indexing system was developed at the Documentation Research and Training Center in India, following the classification ideas of S.R. Ranganathan. The coding used for the index string generator in this system is based on the indicator system of Colon Classification (also by S.R. Ranganathan). A comma (",") precedes the entity segment, a semicolon (";") before the property segment; a colon (":") before a process segment; a hyphen ("-") before a qualifying sub-segment; and a greater-than sign (">") before a narrower term. 

NEPHIS (Nested Phrase Indexing System) - This system was developed by Timothy C. Craven. In this system, the input string was designed to be a phrase in ordinary language. Four (4) different coding symbols are used - the left and right angular brackets ("<" and ">") which mark the beginning and the end of a phrase embedded, or "nested" within the large phrase; question mark ("?") which indicates that what follows is a connective to be included only in those index strings in which the connective has something to which to connect; and the at-sign ("@"), used either at the beginning of wither the input string or the nested phrase,

which indicates that what follows is not an access term. 

CIFT (Contextual Indexing and Faceted Taxonomic Access System) - This system was developed for the Modern Language Association (MLA). In this indexing system, alphabetical subject entries are created from strings provided by indexers who assign facets derived from literature, linguistics, and folklore. This system was published with the MLA International Bibliography. A CIFT index string has three parts - a heading to be displayed in bold capitals; a subheading, in mixed upper and lower case boldface; and a subheading, in typeface of ordinary weight. A lead term repeated in the subheading is capitalized; author dates appear only in the heading.

III. Faceted and Chain Indexes

Faceted Indexes

Faceted indexes are products of a type of systematic classification that is often called as analytico-synthetic system. A facet analysis is a tightly controlled process by which simple concepts are organized into carefully defined categories by connecting class numbers on the basic concepts.

A faceted index is pre-coordinated at the time of indexing and is arranged in classification order rather than straight alphabetical order. S.R. Ranganathan introduced faceted classification system by publishing his basic works in the system on the 1930s.

Chain indexing

Chain indexes are prepared though a simple technique of constructing an organized set of entries for an alphabetical subject index of a classified catalog. They provide that every concept becomes linked, or chained, to its directly related concept in the hierarchy system.

Chain indexing involves the creation of multi-level headings that consist of "chains" of terms extracted from a classification scheme, arranged in an inverse citation order of facets to that of the classification scheme itself. S.R. Ranganathan

also introduced this as part of his Colon Classification, which uses synthesis or number building. The number representing some complex subject is arrived at by joining the notational elements that represent more elemental subjects.

Guidelines for Indexing

Selection of Documents and Periodical Titles for Indexing

There are certain factors to be considered in· the selection of periodical titles for indexing. These are the following.

o Usefulness

o subject coverage or content

o class and range of readership

o availability in most libraries

o indexing of titles in other indexing services

When indexing particular documents, especially books, these are the only parts that should be considered for the process.

o body of the text that is directly relevant to the subject matter, scope, and audience of the book

o introduction

o chapter headings

o footnotes and endnotes (if they present material not found in the text itself)

o personal names

o quotations (should be paraphrased if lengthy)

o appendices (if they contain important material omitted in the body)

o illustrative matter, e.g., charts, maps graphs, drawings, etc. (if they me printed several pages away from the page containing the textual discussion)

Subject indexing

These are the five specific steps in subject indexing.

1. Recording locators (may sometimes be the bibliographic data about the document)

a. When indexing printed books, pamphlets, periodicals, and other printed documents, use locators that refer to

the page numbers, separating locators with a comma (","). It is necessary to distinguish between different sequences of numbers.

Example: Livingstone, Ken 1/3, 1/97, 3/94 or Livingstone, Ken 1:3, 1/97; 3:94

b. When indexing a collection of documents, locators should give complete information about each document. In the case of periodical articles, each locator normally consists of the title of the article, the author(s) of the article (if named), the title of the periodical (often in an abbreviated form that is explained in the introductory notes), the periodical's volume number and date, and the inclusive pagination of the document.

Example: Computer simulation Building working computer models. R. Collison and Peter Farcas. Computer univ. 16:37-41 JanFeb '89. Tables

Computer-simulated robotic arms. Bits & bytes. 8:26 Jan '89. ill.

c. If a document treats a subject continuously in a consecutively numbered sequence, reference should be made to the first and last numbered elements only (e.g., 7-18).

d. Exceptionally, where space constraints apply or where the locators are extremely long (e.g., 10003-10009), numbers may be omitted so that the only changed digits of the second locator are given (e.g., 10003-9).

Conventionally, the digits 10-19in each hundred are given in full (e.g., 14-17, 412-18).

2. Content analysis - Some factors may affect this activity.

a. Environmental situations - If there is labor shortage or other critical time factors, this process may be hurried. The various physical environmental factors such as noise and other factors that determine the conduciveness of a

workplace may also affect the process.

b. Policy decisions - Guidelines imposed by agencies are generally concerned with selecting certain content indicators and the rejection of others. For example, indexers of scientific literature may be told to concentrate on the methodology, measurement, equipment used, and the results, ignoring historical materials.

c. Decision of the indexer - This determines which aspects of the subjects must be emphasized and which aspects are deemphasized.

d. Content analysis must cover the following parts of the document being indexed.

i. Title - Even though some titles are vague and are not related to the document subjects, they are still considered basic indexing units and serve as the first sop in determining subject content.

ii. Abstract - This is the actual information-packed miniature of the document. Good abstracts can be fundamental indicators of subject content

iii. List of contents - This gives an overview of the actual contents of the document.

iv. Text - It is also necessary to examine the4 introduction, summary, and conclusion. Likewise, section headings and first and last sentences of paragraphs should also be given primary attention.

v. Illustrations, diagrams, tables, and their captions

vi. Reference section (bibliography) - The references for the work cited by authors are also considered subject indicators.

e. Consider the following steps in conceptual analysis

i. Scan the document by examining its content and identifying what is being discussed. This could

help in simply getting the raw title. A raw title is the title found on the title page or the need of a document.

ii. Read through other parts of the document and pay attention to the following: (a) introduction, (b) table of contents, (c) abstract, (d) summary and conclusions, (illustrations, diagrams, tables and their captions, and (f) highlighted keywords

iii. Once the aboutness of the document has been identified, the specific content of the document will be turned inside out by writing the expressive title or the expanded version of the raw title.

iv. Underline the terms in the expressive title that were not on the raw title.

v. Write down the kernel title by retaining the substantive keywords which denote each of the substantive ideas and dropping the auxiliary words and connectives such as articles, prepositions, and conjunctions

vi. Write down the categorization of each kernel term from the kernel title. This will give you the analyzed title.

vii. Then check for the equivalent words for the terms from the authority list. It will give you the transformed title.

3. Subject determination -

At this point, the indexer determines the aboutness of the document. It entails the formulation of a concept list. The following guidelines must be observed.

a. Choose the concept which would be regarded as the most appropriate by a given community of users, bearing in mind the purpose of the index.

b. If necessary, modify both indexing tools and procedures as a result of feedback from inquiries. Such modification

should not be taken to a point where the structure or logic of the indexing language is distorted.

c. No arbitrary limit should be set on the number of terms or descriptors which can be assigned to a document. This should be determined entirely by the amount of information contained in the document related to the expected needs of the users of the index.

d. Concepts should be identified as specifically as possible. More general concepts may be preferred in some circumstances, depending upon the following factors.

i. Extent to which the indexer considers that overspecificity might adversely affect the performance of the indexing system - For example, an indexer might decide that very specific models of equipment may be represented by more general terms such as the name of the maker and perhaps of the family of models, especially when these concepts occur in the fringe areas of the subject field covered by the index.

ii. Weight attached to a concept by the author - If an indexer considers that an idea is not fully developed or is referred to only casually by the author, indexing at a more general level might be justified.

4. Conversion to the index language - Terms in the concept list must be matched against those available in the controlled vocabulary. The following practices must be observed in the translation process.

a. Concepts that are already translated into indexing terms should be translated into their preferred terms.

b. Terms that represent new concepts should be checked for accuracy and acceptability in reference tools such as: i. Dictionaries and encyclopedias recognized by

authorities in their fields

ii. Thesauri (especially those constructed following ISO 2788 or ISO 5964)

iii. classification schemes

iv. subject specialists (especially those withsome knowledge in indexing or documentation)

c. Suppose the concepts are not yet present in an existing thesaurus or classification scheme. In that case, these may be expressed by terms or descriptors which are admitted to the indexing language immediately, or they may be represented temporarily by more general terms, the new concepts being proposed as candidates for later addition.

5. Preparation of index entries - The indexer may use a preprinted form or bibliographic sheet encoding to prepare and organize the index entries obtained. The process of editing index elements (e/g/ cross-references, spelling, punctuation, headings, subheadings, missing entries, and unnecessary entries) is also undertaken at this point. In organizing the index entries, the indexer may opt to arrange the entries alphabetically (either word by word or letter by letter), or in a classified system.

Factors that affect the quality of an index

1. Qualifications and expertise of the indexer a. subject knowledge b. knowledge of users' needs c. experience d. concentration level e. reading ability and comprehension f. impartiality

2. Hospitability of the indexing language being employed

a. This determines whether to admit new terms or changes in terminology freely and respond to users' new needs.

Evaluating indexes

The process of evaluating indexes is to determine their effectiveness, efficiency, and value. The following guidelines will help the indexer, librarian, or even the user to determine the quality of an index.

Subject errors

Generic searching

Terminology

Internal guidance

Cross references

Accuracy in referring

Entry scattering

Entry differentiation

Spelling and punctuation

Filing

Length and type

Standards

Two highlighted aspects should be looked at in evaluating the quality of an index.

Recall Ratio - the ratio of relevant documents retrieved to the total number of relevant documents potentially available in the file. Recoil depends on the level of Exhaustivity allowed by the indexing policy. 

Relevance Ratio - the ratio of the relevant documents retrieved to the total numbers of the document retrieved

Indexing

Standards

A. International Organization for Standardization (ISO)

a. ISO 2788-1996 - Documentation - Guidelines for the establishment and development of monolingual thesauri

*Revised by ISO 25964-1:2011 and ISO 25964-2:2013 - ISO 25964:1-2011 - Information and documentation

Thesauri and interoperability with other vocabularies

Part 1: Thesauri for information retrieval gives recommendations for the development and

maintenance of thesauri intended for information retrieval applications. It is applicable to vocabularies used for retrieving information about all types of information resources, irrespective of the media used (text, sound, still or moving image, physical object or multimedia) including knowledge bases and portals, bibliographic databases, text, museum or multimedia collections, and the items within them.

- ISO 25964-2:2013 - Information and documentation

Thesauri and interoperability with other vocabularies Part 2: Interoperability with other vocabularies

b. ISO 5964-1985 - Documentation - Guidelines for the establishment and development of multilingual thesauri *Revised by ISO 25964-1:2011 and ISO 25964-2:2013

c. ISO 5963-1985 - Documentation - Methods for examining documents, determining their subjects, and selecting indexing terms - Describes general techniques for document analysis which should apply in all indexing situations. These techniques can be employed by any agency in which human indexers analyses the subjects of documents and express these subjects in indexing terms. Is intended to promote standard practice within an agency or network of agencies as well as between different indexing agencies, especially those which exchange bibliographic records.

d. ISO 999-1996 - Information and documentationGuidelines for the content, organization, and presentation of indexes - Gives guidelines for the content, arrangement and presentation of indexes to books, periodicals, reports, patent documents and other written documents, also to non-print materials, such as electronic documents, films, sound and video recordings.

e. ISO 4-1997 - Information and documentation - Rules for the abbreviation of title words and titles of publications (It

publishes List of Serial Title Word Abbreviations which includes title word abbreviations in over 50 languages.)This International Standard gives rules for abbreviating titles of serials and, if appropriate, non-serial documents in languages using the Latin, Cyrillic and Greek alphabets. This International Standard also serves as the basis for the establishment of title word abbreviations by the ISSN Network.

B. National Information Standards Organization (NISO)

a. ANSI/NISO Z93.2 - l994 (R200l) Information Interchange Format (Equivalent to ISO 2709) - The basis for the MARC (Machine Readable Catalog) record, this standard specifies the requirements for a generalized interchange format that can be used for the communication of records in any media.

b. ANSI/NISO Z39.14 - l 997 (R2002) Guidelines for Abstracts - This standard helps authors and editors prepare useful abstracts by describing the components of an abstract and the appropriate styles and formats. Numerous examples illustrate the instructions presented in the standard and clarify how to handle special cases.

c. ANSI/NISO Z39.53-2001 Codes for the Representation of Languages for Information Interchange - A standardized 3-character code to indicate language in the exchange of information is defined. Codes are given for languages, contemporary and historical.

d. ANSI/NISO Z39.19 - 2005 Guidelines for the Construction, Format, and Management of Monolingual Thesauri (Equivalent to ISO 2788) - Presents guidelines and conventions for the contents, display, construction, testing, maintenance, and management of monolingual controlled vocabularies. It focuses on controlled vocabularies that are used for the representation of content objects in knowledge organization systems

including lists, synonym rings, taxonomies, and thesauri.

e. ANSI/NISO Z39.4-2021 Criteria for Indexes - This standard provides guidelines for the content, organization, and presentation of indexes used for the retrieval of documents and parts of documents. It deals with the principles of indexing regardless of the type of material indexed, the indexing method used, the medium of the index, or the method of presentation for searching. It emphasizes three processes essential for all indexes: comprehensive design, vocabulary management, and syntax.

C. British Standards Institution (BSI)

a. BS 1749: 1985 - Recommendations for alphabetical arrangement and the filing order of numbers and symbols - Guidance on arranging entries within lists of all kinds, e.g. bibliographies, catalogues, directories and indexes. A comprehensive list of examples amplifies the recommendations made.

b. BS 5726: 1987 - Guide to establishment and development of monolingual thesauri - Contents, layout, methods of construction and maintenance of a monolingual thesaurus covering terms which constitute the working vocabulary of an indexing agency that employs human indexers to analyses the subject content of documents.

c. BS 6478: 1984 - Guide to filing bibliographic information in libraries and documentation - Gives filing principles for incorporation into the filing rules of individual bibliographies, libraries and documentation centers. Applicable to the exchange of bibliographic records in machine-readable form, and to manipulation of these records by manual and machine-based techniques.

d. BS 6529: 1984 - Recommendations for examining documents, determining their subject, and selecting indexing terms - General techniques for document

analysis and concept identification, especially applicable to systems in which subjects of documents are expressed in summary form, and concepts recorded in the terms of a controlled indexing language. Applicable within an agency, or between agencies, particularly those which exchange bibliographic records.

e. BS ISO 999-1996- Information and documentationGuidelines for the content, organization, and presentation of indexes - Gives guidelines for the content, arrangement and presentation of indexes to books, periodicals, reports, patent documents and other written documents, also to non-print materials, such as electronic documents, films, sound and video recordings.

f. BS DD CEN/TS 14463: 2003- Health informaticsSupports the transfer of the majority of hierarchical healthcare classification systems between organizations and dissimilar software products.

ABSTRACTS AND ABSTRACTING

Abstracts are accurate representations of the important contents of a document. Usually, it is accompanied by an adequate bibliographic description to enable the user to trace the original document, which qualifies it as a document surrogate.

Other types of Document Surrogates 

Annotation – This is a note added below the bibliographic reference or title of a document by way of comment or brief description of what the document is about. It usually appears in one or two sentences only.

Extract – This document surrogate is actually a portion of a document lifted from the results, conclusions, or recommendations to represent the aboutness of the document. It is easy to produce an extract because this is just a matter of lifting any portion of the document, which is thought of giving the reader an idea of what the document is about. 



Summary – This type of surrogate is usually found at the end of the document, which is intended to complete the reader's orientation and present some of the highlights for the reader to remember. Author of the document does this to restate the important findings and conclusions of the document. 

Abridgement – This document surrogate is a reduction in terms of length of the original document that aims to present only the major points. Non-major points are omitted. 

Synopsis – This is similar to a summary. Example – short resume at the back of a pocketbook.



Terse literature – This document surrogate is a condensation of the original. This is done by using statements that are highly abbreviated to encapsulate the major points. Example – short articles found in the Reader’s Digest.

Three Basic Characteristics of an Abstract (ABC)



Accuracy – It must be error free. It means that abstractor must exert effort to prevent the occurrence of error in the presentation of the document surrogate to the reader.

Brevity – It must be brief or shorter than the document. It must be worthwhile to be used as a substitute of the original document.

Clarity – It must be clear, written in complete thought and must not replace the author’s idea. It may be paraphrased but the ideas encoded in the document must still be interpreted for the enhancement of the literary quality of the abstract. Parts of an Abstract

Bibliographic reference - This contains the complete bibliographic citation of the original document. o Document identification number

document

Abstract proper or the body - The body contains data from the original document and indicates or describes the content of the original. o Purpose o Methodology

Signature - This indicates the abstractor's name (either the full name or initials may be given) and his affiliation. This usually comes at the end of the abstract. o This part is optional

Purpose of Abstract

save the time of the reader

facilitate literature search

promote current awareness

overcome language barrier

Abstracts also aid in the compilation and provision of other tools such as indexes, bibliographies, and reviews.

Types of Abstract



Types of Abstract According to Type of Information (True Form Abstracts)

o Indicative (Descriptive) abstract - indicates what the document is about. Its main purpose is to indicate to the reader of the abstract whether or not he/she would want to read the original document.

o Informative abstract - provides readers with quantitative and qualitative information in the present document. Ideally, such an abstract obviates the necessity to refer to the original. It is intended for experimental studies but not for theoretical studies or opinion articles.

o Indicative-informative abstract - This is the combination of the two abstracts mentioned above. Parts of the abstracts are written in informative or indicative style. Major aspects of the document are written in an informative way, while minor aspects are written indicatively. This mixed-style can utilize not too many words and not too little words just enough to be able to transmit information effectively.

o Critical abstract – is really a condensed critical review that when applied to reports, journal articles, and other relatively brief items, serve much the same purpose as a critical book review. It is subjective and evaluative. The abstractor expresses views on the quality of the author's work or contrasts it with the work of others. It might mention weaknesses of the methodology used, how the population was sampled, or compare the results with other research done by another author.



Types of Abstract According to Form

o Telegraphic abstract – is written in a telegram style

and therefore imprecise. It is written in incomplete sentences and really resembles a telegram. It contains a string of keywords which serve as a crude indicator of the subject scope of the document. This abstract type is computer produced based on word counts; the higher the possibility that these words will be part of the words through.

o Modular abstracts – are rare because it is somewhat customized on the request of the customer. In this particular abstract, the document is abstracted using the following methods: First, the citation will be given. Second, the annotation. Third, the indicative abstract. Fourth, the informative abstract. Then fifth, the critical abstract.

o Statistical or tabular abstract - a summary of the data presented in tabular form. This is used in certain specialized subjects, such as economics, sociology, other social sciences, and applied sciences like engineering. Data is frequently emphasized exclusively in statistical and tabular forms.

o Structure abstract - abstract in a non-narrative form wherein the abstractor lists the items in a worksheet or template as these are found in the document. This kind of abstract works well only for a subject area in which the essential elements/items are more or less the same from one study to another. This abstract may also take a form in which subheadings (e.g., background of the study, objectives, methods, results, and conclusion) are included to facilitate scanning. Such type is commonly used in abstracting medical journals.

o Mini-abstract - highly structured abstract designed primarily for computer-aided searches. It actually is an index-cum-abstract rolled into one. The terms used in this abstract are drawn from a controlled vocabulary and



arranged in a specific sequence, nearly approximating a sentence structure. It is also known as machine-readable index-abstract.

Types of Abstract According to Who Prepared the Abstract

o Author-prepared abstract - These abstracts are prepared by authors of documents for publication together with the document. This is submitted on time since it generally accompanies the article for publication. However, authors do not necessarily write the best abstracts since they lack training and experience in abstracting as well as knowledge of abstracting rules.

o Subject-expert prepared abstract - This type of abstract is prepared by a professional in the subject field concerned. It may be an excellent high-quality abstract if the subject expert is trained and experienced in the methods and procedures of abstracting. In general, subject experts volunteer as abstractors, but may not submit their abstracts on time. They are given a modest honorarium or none at all if they volunteer. Another agendum they might have is to be up-to-date to developments in their fields by getting liberal access to information in the documents they abstract.

o Professional abstractor-prepared abstract - This kind of abstract is prepared by a professional abstractor, a person who has been trained in the procedures and methods of abstracting. He/she is one who has attained experience in abstracting, has foreign language expertise, and can cover subject areas in which subject areas cannot be found.

Steps in Writing an Abstract

1. Read the document 2. Note down the key information 3. Organize the key information

4. Follow the standard abstract format

5. Check the draft abstract

6. Edit and polish the draft

7. Write the final abstract

Component Description

Nature and scope of the document

Objectives

Methodology

Approximat e Proportion

States the “what” and the boundaries and limitation of the study/document 3%

States the “why” of the study. This should be stated unless this is already clear from the document's title or can be derived from the remainder port of the abstract.

Describes briefly but comprehensively the techniques or approaches used, the tests and the measurements employed, and the respondents studied. The techniques of approaches employed should be described but only to the degree necessary for comprehension. New techniques should be identified clearly and the basic methodological principle, the range of operation and the accuracy obtained would be described as well.

7%

15%

Findings Presents concisely the results 70%

Conclusion

the study. Results and conclusions should be clearly presented. These may be abstracted jointly to avoid redundancy.

Gives the conclusions of the study and suggested courses of action to be taken 5%

Writing style in Abstracts

Topic sentence - Begin the abstract with a topic sentence.  Sentences within the abstract - Use complete sentences but simple and transitional words and phrases for coherence. 

Verbs - Use verbs in the active voice. 

Pronouns - Use third-person pronouns. 

Language - Use simple language. 

Abbreviations - Use commonly understood and easily intelligible abbreviations. 

Terminology - Use standard and familiar terms. Avoid the use of trade jargons and colloquial terms. 

Verbosity - Ideas in phases must be completely expressed through the minimum number of words. 

Redundancy - Avoid the use of a word whose meaning is already conveyed elsewhere in a passage. 

Number of words - This determines the specified length of the abstract.

o There is a direct correlation between the length of an original document and its abstract. Generally, the following number of words for each type of abstract will apply,  annotation - 5-15 words  indicative abstracts - 20-30 words  informative abstracts - l 00-150 words. 

In special cases, abstracts may run to as many as 205500 words

Abstracting Standards

Armed Services for Technical Information Agency (ASTIA)Guidelines for Cataloging and Abstracting. 2002. 

Defense Documentation Center (DDC) - Abstracting Scientific and Technical Reports of Defense-Sponsored RRDT/E AD 667000. 1968. 

UNESCO - Guide for the Preparation of Author's Abstracts for Publication. 1968.

International Organization for Standardization (ISO) - ISO 214-1976 - Documentation: Abstracts for Publication and Documentation. 1976.

Presents guidelines for the preparation and presentation of abstracts of documents. Applies to abstracts prepared by the authors of primary documents, and to their publication, because such abstracts can be both helpful to the readers of these documents and reproducible with little or no change in secondary publications and services. The basic guidelines are also suitable for the preparation of abstracts by persons other than the authors. Cancels and replaces ISO Recommendation R 214-1961, of which it constitutes a technical revision.

INDEXING AND ABSTRACTING

INSTRUCTION: Read the following questions carefully. Choose the letter that corresponds to the best answer. You can also use the Online Practice Tool for Indexing and Abstracting.

1. The type of abstract that is considered to be the most appropriate for medical journals.

a. Slanted abstract b. Discipline-oriented abstract c. Structured abstract d. Author-prepared abstract

2. These are indexes to the content of individual monograph publications, which are usually placed at the end of the book and subject and name terms are arranged alphabetically. a. Name indexes b. Book indexes c. Author indexes d. Journal indexes

3. An abstract that is aimed at mission-oriented activity, emphasizing selected material from the original documents. a. Informative abstract b. Slanted abstract c. Indicative abstract d. Critical abstract

4. According to F. W. Lancaster, a modular abstract is consisting of five parts: an annotation, an indicative abstract, an informative abstract, a critical abstract and __ a. Citation b. Subject headings c. Bibliography d. Summary

5. An authority file of terms that shows the full scope of each term along with its relationship to broader terms, narrower terms, and related terms. a. Thesaurus

b. Controlled vocabulary

c. Dictionary d. Uncontrolled vocabulary

6. These are universal, unique and permanent identification tags for online content that is registered in an online directory and cover any form of digital files including text, image, video, audio and even software.

a. URL b. IPs c. DOIs d. Search engine

7. An analytic-synthetic classification system developed in 1933 by S. R. Ranganathan.

a. Library of Congress Classification b. Decimal Classification c. Colon Classification d. Universal Classification

8. A/An _____________________ list is a related group of words or phrases adopted by a particular group of people to be used in an indexing activity. It implies a controlled vocabulary where indexers must adhere to when preparing a document.

a. Keyword b. Name c. Authority d. Subject

9. An ANSI accredited association responsible for the development of the Z39 series.

a. ALA b. ISO c. NISO d. British Standards Association

10. PRECIS stands for

a. Preserved Context Index System b. Preserved Content Index System

c. Pre-Coordinate Index System d. d. Preserved Concise Index System

11. Verbose writing is a no-no in abstracting. Choose the more concise form for “in the shape of a rectangle”

a. Shape b. Rectangular c. Rectangle d. Shapely

12. An index first published in 1900 by H.W. Wilson notable for the emphasis it placed on subject access and good referencing. a. Index Medicus

b. Readers’ Guide to Periodical Literature c. Index to the Social Sciences d. ALA Index to Periodical Literature

13. What is an not an indication that the subject heading entry was once used as a heading?

a. Not written in bold letters b. Followed by UF note c. Followed by USE note d. Included in the list of canceled headings

14. It consists of a list of articles, with a sublist under each article of subsequently published papers that cite the article. a. Citation index b. Alphabetical index c. Author index d. Classified index

15. A type of index whose entry points are people, organizations, corporate authors, government agencies and the like are called a. Alphabetical index b. Book index c. Author index d. Periodical index

16. The result of the combined effects of exhaustivity and specificity in an index.

a. Indexing system

b. Controlled vocabulary c. Depth of indexing d. List of subject headings

17. Which of the following cannot be considered as form headings?

a. Encyclopedias and dictionaries b. Science fiction c. Essays d. Short story

18. This is the representation of terms in headings by making every possible combination of terms.

a. Permuted index b. Alphabetical index c. Numeric index d. Open-end index

19. An indexing scheme that combines single terms to create composite subject concepts.

a. Pre-coordinate indexing b. Coordinate indexing c. Post-coordinate indexing d. Derivative indexing

20. The list that saves the time of the users because it prevents from using such terms included in the list which are not used as keywords or access points.

a. Authority list b. Stop list c. Controlled vocabulary d. Thesaurus

21. The suggested length of abstract for thesis and dissertation is ______________ words.

a. 250 b. 100 c. 300 d. 30

22. A type of indexing where terms are combined prior to searching wherein it is not easy to combine terms at the time a search is performed.

a. Post-coordinate indexing b. Automatic indexing c. Pre-coordinate indexing d. Probabilistic indexing

23. Someone who prepares an index is called

a. Bibliographer b. Indexer c. Librarian d. Abstractor

24. POPSI stands for

a. Postulate Based Permuted Subject Indexing b. Postulate Permuted Subject Index c. Postulate Permutation Subject Index d. Permuted or Postulate Subject Index

25. An entry in an index, in which a user’s chosen word matches a word in the index, giving the user a starting point in the search.

a. Access point b. Search term c. Keyword d. Added entry

26. A word from the natural language of a document that is considered significant for indexing.

a. Summary b. Abstract c. Keyword d. Search term

27. This refers to the range of topic coverage of an indexed document.

a. Exhaustivity b. Consistency c. Specificity

d. Summarization

28. Bow & bow, wind & wind, bass & bass, does & does, tear & tear, sow & sow are paired examples of a. Homonyms b. Homographs c. Homophones d. Homophobes

29. Ring & ring, race & race, fly & fly, kind & kind, are paired examples of a. Homonyms b. Homographs c. Homophones d. Homophobes

30. This is the type of indexing language generally preferred by users or subject specialists. a. Controlled indexing b. Assigned indexing c. Natural language indexing d. none of the above

31. When you search the entire document looking for matches of natural language terms, you are doing a. Surfing b. Natural language searching c. Free-text searching d. Scanning

32. The words Victorian, Alzheimer, Celsius, Fahrenheit, Newtonian are examples of a. Eponyms b. Eomeonyms c. Etymonyms d. Bumonyms

33. The words write & right, knight & night, berry & bury, graft & graphed are examples of a. Homonyms

b. Homographs

c. Homophones

d. Homophobes

34. Which of the following is a not a topical subject heading?

a. Short stories b. Essay c. Fiction d. Poetry

35. Which of the following statements do not describe the similarity between a thesauri and subject headings list?

a. Both are made up of single terms and bound terms to represent single concepts b. Both provide subject access to information by providing terminology that can be consistent c. Both choose preferred terms and make references from non-used terms d. Both provide hierarchies so that terms are presented in relation to their broader, narrower and related terms

36. Abstracts are used to find

a. A particular known item suggested from a reference b. A comprehensive overview of a field, subfield, or concept in the field c. Other works by an author recently discovered by the user d. All of the above

37. This is the key unit in the reference of an abstract because it provides the location of the paper. It should be accurate and consistent and follows some standard conventions for citing.

a. Funding agency b. Author affiliation c. Publication source d. Title

38. An ISO standard that provides for the guidelines for preparing and presenting abstracts, subject analysis, style to be used and length of abstract.

a. ISO 214 b. ISO 999 c. ISO 5964 d. ISO 5963

39. How do abstracts save the time of the reader?

a. Abstracts are usually shorter than the whole paper b. Abstracts indicate the major content of the whole paper c. Abstracts gave the subject coverage of the whole paper d. Abstracts generally give useful information about the whole paper

40. The number one common sense criteria in evaluating an abstract is that it should

a. Exclude unimportant information b. Represent what the item is all about c. Be error free d. Be brief and readable

41. Refers to a highly structured abstract designed primarily for searching by computer.

a. Indicative abstract b. Critical abstract c. Mini-abstract d. Informative abstract

42. A type of automatic indexing in which the significant words in a string are rotated and displayed, surrounded by the other words in the string.

a. KWIC b. KWAC c. KWOC d. KWAD

43. An abbreviated version of a document created by drawing sentences from the document itself.

a. Abstract b. Summary c. Extract d. Annotation

44. A plan or method for systematically identifying useful data or documents in an information storage file. a. Search strategy b. Search formulation c. Keywords d. Search terms

45. Good quality abstracts have the following characteristics a. Accuracy, originality, brevity b. Acceptability, accuracy, brevity c. Clarity, brevity, accuracy d. Relevance, clarity, accuracy

46. The ratio of the number of relevant documents retrieved to the total number of documents retrieved a. Recall b. Search result c. Precision d. Keyword

47. Indexing system developed for the Modern Languages Association (MLA) by J.D. Anderson. a. POPSI b. CIFT c. NEPHIS d. PRECIS

48. The following are the acknowledged uses of indexes, except a. Give indications on the relationships among terms found in the document b. Identify relevant information c. Help in the development of services of the library

d. Help in minimizing efforts by users in searching relevant information

49. Simply put, this is the use of computers in indexing. a. Derivative indexing b. Manual indexing c. Automatic indexing d. Coordinate indexing

50. The combination and modification of terms to form headings and multilevel headings or to form search statements. a. Vocabulary b. Syntax c. Semantics d. Diction

51. A presentation of the substance of a body of material in a condensed form or by reducing it to its main points Is called a a. Extract b. Annotation c. Summary d. Terse literature 52. The process by which the subject matter or content of a document is represented in an index a. Content analysis b. Abstracting c. Cataloging d. Subject indexing

53. The _____________ is a key device in identifying information for retrieval and users will often depend on it to help them decide if the material is useful or not. a. Author’s name b. Name of publisher c. Title d. Date of publication

54. This type of abstract provides the content of the original paper without data or comment. It simply describes what type of record is being abstracted and what it is about.

a. Critical abstract b. Indicative abstract c. Informative abstract d. Slanted abstract

55. The ideal length of abstract for notes and short communications is __________ words.

a. 250 b. 30 c. 100 d. 300

56. A brief but accurate representation of the contents of a document. a. Summary b. Abstract c. Index d. Annotation

57. A list of terms derived directly from the text of a document. a. Keywords b. Controlled vocabulary c. Search terms d. Derived vocabulary

58. An index term identified as the preferred representation for the aboutness of a topic in a document. a. Descriptor b. Entry c. Keyword d. Extract

59. This refers to the degree to which retrieved informational materials satisfies the needs of the user.

a. Relevance b. Precision

c. Recall

d. Search result

60. __________ terms are words that allow the user to enter the vocabulary structure of an index. If these are not allowable descriptors, these will refer the user to a term that is acceptable.

a. Preferred b. Identifier c. Entry d. Keyword

61. Which of the following manifests equivalence relationship?

a. Doctor & Physician

b. Health care professionals & Nurse c. Surgeon & Surgery d. Medical Technician & Computer Technician

62. Which of the following is most likely to be indexed?

a. Encyclopedia b. Geographical sources c. Biographical sources d. Researches and Manuscripts

63. Which of the following manifests associative relationship?

a. Doctor & Physician b. Health care professionals & Nurse c. Surgeon & Surgery d. Medical Technician & Computer Technician

64. It is the process of analyzing the contents of a document and assigning index terms to represent the names of persons, places, titles and subject matter of documents and for these to serve as access points in locating and retrieving information from the document.

a. Indexing b. Classifying c. Abstracting d. Cataloging

65. The following are uses of index, except: a. Facilitate reference to the specific item b. Disclose relationships c. Give nomenclature guidance d. Provide superficial review of a subject field

66. The arrangement of indexes by H.W. Wilson are generally a. Classified index b. Periodical c. Alphabetical index d. None of the above

67. It is a method by which words or phrases occurring in the title or text of a document are utilized as index terms by a human indexer or computer.

a. Derived indexing b. Post-coordinate indexing c. Assigned indexing d. Pre-coordinate indexing

68. Derived indexing is also called a. Constructive indexing b. Controlled indexing c. Extractive indexing d. Natural indexing

69. It is the combination and modification of terms to form simple or multilevel index terms. It is concerned with the clarity of expression, efficient and unambiguous communication. Relationship among these terms is ad hoc or temporary. a. Syntax b. Context c. Vocabulary d. Semantics

70. Which of the following does not manifests hierarchical relationship?

a. Bicycles & Cycling b. Asia & Southeast Asia

c. Asbestos & Minerals d. Bible & Bible stories

71. What relationship is manifested by smoked meat and etag?

a. Equivalence b. Associative c. Hierarchical d. No relation 72. What relationship is manifested by Computer and motherboard

a. Equivalence b. Associative c. Hierarchical d. No relation 73. “Bluish in color”

a. colored blue b. blue c. bluish d. somewhat blue in color

74. Which volume is the index of the 23rd edition of Dewey Decimal Classification?

a. 2 b. 4 c. 6 d. 8

75. In the process developed by S.R. Ranganathan, analyticosynthetic method, which title is supplied by the indexer as taken from the title of the document and/or the other parts of the documents? This is the descriptive form of the subject content of the document.

a. Raw title b. Kernel title c. Expressive title d. Transformed title

76. Highly abbreviated statement that encapsulates the major points of a document.

a. Terse Literature b. Annotation c. Extract d. Summary

77. An abstract designed to rouse the reader’s interest. a. Highlight abstract b. Hyphenated abstract c. Homotopic abstract d. Homogeneous abstract

78. I. The availability of the index is noted on the general note. II. The table of contents is noted on the content note. III. The index is entered on the general note.

IV. The table of contents is entered on the content note.

a. I & IV is true and II & III is false b. II & III is true and I & IV is false c. I & II is true and III & IV is false d. III & IV is true and I & II is false

79. The methodology of the study is allotted approximately ____ of the abstract.

a. 3% b. 15% c. 7% d. 70%

80. According to Lancaster, an abstract is an accurate and brief ____ of a document. a. Version b. Description c. Derivative d. Representation

81. Which of the following abstracting services include critical abstracts?

a. Mathematical Reviews

b. Excerpta Medica

c. Bulletin Signaletique

d. Psychological Abstracts

82. “Audible to the ear”

a. Heard b. audible c. ear d. hearable

83. This principle of abstracting stresses, unnecessary redundancy and verbosity.

a. accuracy b. brevity c. clarity d. consistency

84. What is the purpose of indicators in MARC tags?

a. For indicating purposes b. To provide an indication for cataloger to input fields c. For indexing purposes d. To indicate the necessary locators for the cataloger

85. The body of the abstract should be so organized to contain the following information in a prescribed sequence. Which of the following is the correct sequence?

a. Objective, methodology, conclusions, results b. Purpose, methodology, results, conclusions c. Objective, purpose, methodology, results, conclusions d. Purpose, objective, methodology, conclusions, results

86. It is a free data exploration tool that lets marketers better understand what audiences are interested in and curious about, in real-time. Many marketers use this data as a way to gain insight into customer behavior.

a. Google Analytics

b. Google Trends c. Cambridge Analytica

d. Cambridge Trends Search

87. It directs the user from the preferred or established terms and phrases to the unpreferred or unestablished terms that are not or no longer used as subject headings.

a. See references b. See also references

c. Bibliographic reference d. SA (See also)

88. This activity is referred to as machine aided indexing wherein the text is analyzed by means of computer algorithms.

a. content-based image indexing b. HTML indexing c. automatic indexing d. concept-based image indexing

89. It is not a specific heading but refers to a certain group or category of things that may be established as headings as needed.

a. See references b. See also references c. Bibliographic reference d. SA (See also)

90. These are abstract prepared by the acknowledged specialists in the subject field.

a. Author prepared abstracts b. Professional abstractors c. Discipline oriented abstracts d. Subject-expert oriented abstracts

91. A controlled vocabulary provides for semantic structuring which was designed to provide the following except

a. Control synonyms by choosing one form as a standard b. Facilitate easy search

c. Distinguish among homographs d. Link together terms whose meanings are most closely related

92. SA (See also) references are also called as

a. General references

b. See also references

c. Bibliographic reference d. Specific reference

93. Which of the following is most likely to be indexed?

a. Encyclopedia b. Geographical sources c. Biographical sources d. Researches and Manuscripts

94. It directs the user from unpreferred or unestablished terms and phrases to the preferred or established terms that are used as subject headings.

a. See references b. See also references c. Bibliographic reference d. SA (See also)

95. Of the four things that can happen in using an index, the good one is

a. You do not find any information although it is there b. You find information, but it is not what you thought it would be c. You find information and it is exactly what you need d. You find a part of the information that you need

96. The following are considered forms of controlled vocabulary, except a. Classification schedules b. subject authority files c. Thesauri d. Dictionary

97. A vocabulary of approved list of words that can be used as index terms. It is also used to manage synonyms and near synonyms and to bring together semantically related terms. a. Free texts

b. Semantics

c. Controlled vocabulary d. Uncontrolled vocabulary

98. The quantitative ratio of the number of retrieved relevant documents to the total number of relevant documents in a collection.

a. Recall b. Search results c. Precision d. Keyword

99. This refers to an alphabetical index of the words appearing in a text with a pointer to the precise point at which each word occurs.

a. Subject headings b. Abstract c. Concordance d. Controlled vocabulary

100. This step in abstracting involves reviewing all the points in a document and deciding which ones are important.

a. Recording the reference b. Writing the annotation c. Content analysis d. Identifying the abstractor

INFORMATION TECHNOLOGY

According to the Implementing Rules and Regulations (IRR) of Republic Act 9246, otherwise known as ‘The Philippine Librarianship Act of 2003’, information technology (IT) is "electronic means of capturing. processing and communicating information for fast delivering of services and other operations."

Two Categories of Information Technology

Information processing, such as computer systems

Information dissemination, such as telecommunication systems What is ICT?

Information

Communication

Technology

Technologies that are used to create, collect, consolidate. and communicate multimedia information. These include typewriters, computers, fax machine, photocopying machines: computers, telephones, cameras, radios, etc. In today's information age, the information is usually created, stored, and transferred in digital format.

Development of Computers and Information Systems

Pre-computer Age of Equipment

ca. 500 BC - Abacus is one of the earliest invented over 2000 years ago by Asian merchants to speed up calculations. It is a simple hand device for recording numbers or performing simple calculations like addition. It was first used n Babylon.

Calculating Machines - Calculating machines were first introduced in the 17th century. 

1614 - John Napier invented a system of moveable rods, referred to as Napier's Rods. which allowed for multiplication, division, and square and cube root calculation

1623 - Wilhelm Schickard developed the so-called "Calculating Clock." It was mechanical, naturally, and was capable of adding and subtracting six6igit numbers. 

1625 - William Oughtred invented the slide rule that can perform direct multiplication and division. 

1642 - Blaise Pascal built a workable calculating machine that could perform additions and subtractions. Pascal was credited for building the first calculating machine in 1642 that perform addition and subtraction, a precursor of the digital computer. 

1671 - Gottfried Wilhelm von Leibniz built the first calculating machine called Stepped Reckoner that could multiply and divide as well as add and subtract.

1820 - Charles Xavier Thomas de Colmar invented the first mechanical calculator that was available for commercial use. He produces a machine called an Arithmometer. 





1874 - Frank S. Baldwin developed the first mechanical calculator produced in the United States. Baldwin was also well known for inventing the Baldwin Computing Engine (1890), the Baldwin Calculator (1902), and the Monroe Calculator (1913, with codeveloper Jay Monroe).

1886 - William Seward Burroughs invented the first commercially available calculator that was both a calculating and listing machine. His Calculating Machine was patented in 1888. Burroughs later founded the Burroughs Corporation, now the UNISYS Corporation.



1886 - Dorr Felt created in Chicago the Comptometer, the first mechanical calculator to be driven solely by the action of pressing keys rather than by other mechanisms such as dialing. In 1889, Felt went on to bring out the very first printing desk calculator.

Punched hard Information Processing 

1801 - Joseph Jacquard invented a machine (known as Jacquard Loom) that could automatically weave patterned cloth. The

Jacquard concept of recording data in the form of holes punched in cards was used in the design of punched-card information processing equipment. 

1890 - Dr. Herman Hollerith was the first person to suggest that punched card be used for Information processing. He Is often referred to as the Father of Information Processing. 

1911- Hollerith's firm merged with three other companies to form the Computing Tabulating- Recording Company with Thomas J. Watson Sr. as president. 

1924 - Watson changed the name of the company to International Business Machines (IBM)

Early Computers

1822 - Charles Babbage designed his first mechanical computer known as the Difference Engine 

1833 - Babbage also designed the Analytical/ Engine, the forerunner of modern computers. He is often referred to as the "Father of Modern Computers." 

1842-1843 - Augusta Ada Lovelace provided complete details as to exactly how the analytical engine was to work. She often is called the "World's first computer programmer". 

1848 - George Boole devised binary algebra, known today as Boolean Algebra. This was essential for a binary computer to be developed, which happened after almost a hundred years later. 

1941 - Atanasoff-Berry Computer (ABC) - a computer made up of electronic parts. Professor John Vincent Atanasoff and Clifford Berry are given credit for designing the world’s first electronic computing machine. The ABC pioneered important elements of modern computing, including binary arithmetic and electronic switching elements, but its special-purpose nature and lack of a changeable, stored-program distinguish it from modern computers.

1941 - Kondrad Zuse developed Z3, the “World’s first functional, general-purpose, program-controlled computer." Z3 was a binary 64bit floating point calculator featuring programmability with loops but without conditional jumps, with memory and a calculation unit based in telephone relays. 

1943 - MARC I also known as Automatic Sequence-Controlled Calculator (ASTM), was designed by Professor Howard Aiken of Harvard University and built by IBM engineers. It was the first "computer-like" machine to be built and the first operating machine that could execute long computations automatically. 

1946 - J. Presper Eckert and John Mauchly designed and built the Electronic Numerical Integrator and Computer(ENIAC), the “World’s first universal electronic computer” to be made fully operational. ENIAC was built for the US Army for ballistic trajectories and tests of hydrogen bomb theories.

Types of Computers and Information Systems

A computer can be defined as an electronic device that has the ability to accept data, store and execute a program of instructions, perform mathematical and logical operations on data, and report the results. A computer system has the following common features regardless of brand, type, or size. 

Input and output devices 

Primary and secondary storage 

Processor and control unit 

Peripheral devices

Modern digital computers are all conceptually similar, regardless of size. Nevertheless, they can be divided into several categories on the basis of cost and performance.

1. Mainframes - are large, relatively expensive machine that offer extensive problem-solving capabilities. They often have several

processors. Mainframes are used mainly by large organizations (e.g., banks. insurance companies).

2. Minicomputers or Midrange computer - is a scaled-down version of the mainframe. This is a middle-size computer.

3. Microcomputers - The smallest and least expensive type of computer system, also known as a personal computer (PC) or a micro. 

Traditionally, microcomputers are designed to be operated by one user at a time, using the keyboard or mouse for data entry and a monitor or printer for display output. 

Microcomputer systems can be classified as desktop, portable, or hand-held units. 

Desktop computers - are those found most often in schools, homes, and businesses. Portable computers, such as laptops and notebooks, are designed for users who would like to use the same microcomputer at several sites. These computers are characterized as being lightweight and compact (able to fit into a carrying case). 

Hand-held computers - like palmtop computers and Personal Digital Assistants POSs) - look and behave a lot like standard pocket calculators. 

Server - computer that is specifically optimized to provide software and other resources to other computers over a network; and 

Server farm - a large group of servers maintained by a commercial vendor and made available via subscription for electronic commerce and other activities requiring heavy use of servers.

Specialized types of computers

1. Embedded Computers - a microprocessor designed to operate within another tool. Embedded computers are not as flexible as general-purpose microcomputers. The purpose of embedded computers is to expand the capacities of the tools we use (e.g., the microprocessor in the refrigerator helps regulate the refrigerator’s temperature to keep the food fresh).

2. Supercomputers - The most advanced and expensive type of computer. Supercomputer use is usually limited to such organizations as large oil companies, the US Department of Defense. and the National Aeronautics and Space Administration (NASA). This is a highly sophisticated and powerful computer that can perform very complex operations in extreme speed.

3. Fault-Tolerated Computers - These machines are designed so that they never crash. To achieve this, the manufacturer duplicates all important components of the processing hardware. Fault-tolerated computers are especially useful in hazardous environments or in situations where an organization cannot afford to be without processing power, e.g., hospitals, scientific laboratories, nuclear power plants.

4. Workstation - this is a desktop computer with enhanced graphics, mathematical, and communications capabilities that can make it especially useful to perform complicated task at once. They are ideal for office work.

5. Thin client - this computer functions only when connected to a server.

Stored programs

The stored program concept was a major advance in computer technology because it gave much more flexibility in the use of the machine. Just who invented the concept is a matter of controversy. Credit generally is

given to John Von Neumann of Pennsylvania University, one of the most brilliant mathematicians in the U. S.



1949 - Proposed by John Von Neumann, the Electronic Discrete Variable Automatic Computer (EDVAC) was designed so that It would be capable of storing and completed until 1951. The machine. named Electronic Delay Storage Automatic Calculator(EDSAC) was finished in the year 1949. Thus, EDSAC is acknowledged as the “World’s first operating electronic computer that stored its program of instructions."



1951 - The Universal Automatic Computer (UNIVAC), developed by J. Presper Eckert and John Mauchly, is the “World's first business computer". The most famous UNIVAC product was the UNIVAC I mainframe computer of 1951, which became known for predicting the outcome of the US presidential election the following year.

Generation of Computers

1. First Generation Computers (ca. 1940-1956) - Computers were very large in size and had thousands of Vacuum tubes. These tubes produced so much heat that special air-conditioning was required to cool computer rooms. Punched cards were used for input and output while magnetic drums for memory. The machines had small memory capacities, and preparation of the program of Instructions was difficult.

2. Second Generation Computers (ca. 1956-1963) - solid state Transistors replaced the vacuum tubes. The transistors were developed by William Shockley, John Bardeen, and Walter Brattain in 1947 at Bell Labs but did not see widespread use in computers until the 1950’s. Computers with transistor produced much less heat than those made with vacuum tubes. These machines were much faster, smaller in size, and much more reliable in operation. Data input and output could be recorded on magnetic tape as well as on punched cards.

3. Third Generation Computers (ca. 1964-1971) - The development of the Integrated Circuit (IC) was the hallmark of the third generation computers. Transistors were miniaturized and placed on silicon chips, called semiconductors, which drastically increased the speed, efficiency, and storage capacity of computers, Jack Kilby of Texas Instruments and Robes Noyce of Fairchild Semiconductors were credited for developing the IC. Instead of punched cards and printouts, users interacted with third generation computers through keyboards and monitors and interfaced with an operating system, which allowed the device to run many different applications at one time with a central program that monitored the memory. Third generation computers included smaller and less expensive machines called minicomputers.

4. Four Generation Computers (ca. 1971- Present) - The microprocessor brought the fourth generation of computers. as thousands of integrated circuits were built onto a single silicon chip. The microprocessor developed by Gilbert Hyatt and Marcian E. Hoff of Intel Corp., operates 10,000 times faster than first generation machines. Fourth Generation Machine also have target memories, for storage of data and provide faster access to stored data and information. Fourth generation computers also saw the development of GUls. the mouse and handheld devices.

5. Fifth Generation Computers (Present and Beyond)microprocessor is still the processing hardware of computers. Fifth generation computing devices, based on Artificial Intelligence are still in development. Although, there are some applications, such as voice recognition, that are being used today. The use of Parallel Processing and Superconductors is helping to make artificial intelligence a reality. Quantum computation and molecular and nanotechnology will radically change the face of computers in years to come. The goal of fifth generation computing is to develop devices

that respond to natural language input and are capable of learning and self-organization.

Computer-Based Information System

A computer is a device made up of a combination of electronic and electromechanical components. By itself, a computer has no intelligence and is referred to as the hardware. It can’t be used until it is connected to other parts of the computer system. A computer system is a combination of the elements, data/information, people, procedures, hardware, and software. An additional component, though not always available, is communication. It relies on computer hardware and software for processing and disseminating information. The Librarian or information specialist provides and delivers information systems services, which nowadays is usually computer-based.

A. Data vs. Information Information system is not a concept that is purely confined in computers. An information system (IS) is a set of people, procedures and resources that collects, transforms, and disseminates information in an organization. It is a system that accepts data resources as input and processed them as information products as output.

Data consist of raw facts and figures that are process into information.

Information is summarized data or otherwise manipulated (processed data).

Types of Data

1. Numeric - numbers and numeric symbols

2. Text / Textual – letters, numbers, and special characters

3. Audio-Visual - voice and music, computer graphics, visua1 images, video sequences, etc.

4. Physical - light, temperature, pressure, etc.

B. People (Information specialists, librarians, knowledge workers, IT specialists, etc.)

i. Computer professional- is a person who has formal education in the technical aspects of computers, such as computer programmers, systems analysts, information systems manager, etc.

ii. User or End-User - is a person without much technical knowledge of computers but uses computers to perform professional or personal tasks, enhance learning, or have fun.

C. Procedures

i. Operating Procedures rules for using any hardware or software correctly.

ii. Emergency Procedures used for troubleshooting in events like computer crash or failure.

D. Computer Hardware

The computer hardware is the equipment and devices that make up a computer system as opposed to the programs that are used on it. A digital computer is not a single machine; rather, it is a system composed of distinct elements.

• input devices

• Central processing unit

• Primary storage devices

• Secondary storage devices

• Output devices

• Communication devices

For information to flow through a computer system and be in form suitable for processing, all symbols, pictures, or words must be reduced to a string of binary digits. A binary digit is called a bit. It represents the smallest unit of data in a computer system. It can only have one of two states (e.g., true or false, on or off) represented by 0 or 1. A byte is a string of eight (8) bits, used to store one number or character in a computer system.

Computers continue to become smaller, faster, more reliable, less costly to purchase and maintain, and more interconnected within computer networks. input devices are directed toward direct data input that ids more natural and

easy to use, while output devices are geared toward direct output methods that communicate naturally, quickly, and clearly.

I. Input devices - enable a computer user to enter data, commands and programs into the CPU. It consists of devices that take data and programs that people read or comprehend and convert them to a form the computer can process.

a. Text input Devices Keyboard

The keyboard - Standard Keyboard Layout

This is commonly known as the QWERTY keyboard, named after the six leftmost characters in the top row of alphabetic characters on most keyboards the standard layout of most typewriters and computer keyboards. An alternative layout, the Dvorak keyboard, is considered more efficient, but the QWERTY keyboard has the advantage of familiarity. This is the most common input device. Information typed at the typewriter-like keyboard is translated by the computer into recognizable patterns.

A standard computer keyboard has about 100 keys.

Computed tomography 

Magnetic resonance imaging

Position emission tomography Medical ultrasonography

g. Sensors

h. Human-Biology input devices

i. Magnetic ink character recognition

j. Graphic Tablets - This pointing device is also called a digitizing tablet. It is a flat plastic rectangle with subsurface electronics, used in conjunction with a pointing device in many engineering and design applications as well as in illustration work. When a pointing device, like a puck (or even the finger) is moved on the surface of the tablet, the location of the device is translated to a specific on-screen cursor position.

k. Puck - This is often used in engineering applications. It is a mouse-1ike device with buttons for selecting items or choosing commands and a clear plastic section extending from one end with cross hairs printed on it. The intersection of the cross hairs on the puck points to a location on the graphics tablet, which in turn is mapped to a specific location on the screen. Since the puck’s cross hairs are on a transparent surface, a drawing can easily be traced by placing it between the graphics tablet and the puck and moving the cross hair over the lines of the drawing.

II. Central Processing Unit (CPU)

Central Processing Unit (CPU) - follows the instructions of the software to manipulate data into information. The procedure that transforms data into useful information is called processing. This function is divided between the computer’s processor and memory. The processor is also called the central

processing unit (CPU). It manages all devices and performs the actual processing of data. It is referred to as the brain of the computer system. The CPU consists of one or more chips attached to the computer’s main circuit board (the motherboard). Chips are also called microprocessors. The speed and performance of a computer’s microprocessor help determine a computer’s processing power. These are based on the following:

a. Word length This refers to the number of bits that the computer can process at one time (e.g., a 64-bit chip can process 64 bits, or 8 bytes in a single cycle). The larger the word length, the greater the computer’s speed.

b. Cycle speed This is measured in megahertz (MHz) or gigahertz (OHz). This indicates the number of cycles per second (e.g., a 500 MHz Intel Pentium III processor will have 500 million cycles per second).

c. Data bus width This acts as a superhighway between the CPU, primary storage, and other devices, which determines how much data can be moved at one time. The 8088 chip having 16-bit word length but only an 8-bit data bus width can process data in 16-bit chunks but could only be moved 8 bits at a time.

Most CPU chips and microprocessors are composed of four functional sections:

 Arithmetic/logic unit – this gives the chip its calculating ability and permits arithmetical and logical operations.

 Registers – These are temporary storage areas that hold data, keep track of instructions, and hold the location and results of these operations.

 Control section – The control section has three principal duties.

o It times and regulates the operations of the entire computer system.

o Its instruction decoder reads the patterns of data in a designated register and translates the pattern into an activity, such as adding or comparing.

o Its interrupt unit indicates the order in which individual operations use the CPU, and regulates the amount of CPU time that each operation may consume.

o Internal bus – This segment of a CPU chip or microprocessor is a network of communication lines that connects the internal elements of the computer system. There are three types of CPU buses:

 Control bus – This consists of a line that senses input signals and another line that generates control signals from within the CPU.



Address bus – This is a one-way line from the processor that handles the location of data in memory addresses.



Data bus – This is a two-way transfer line that both reads data from memory and writes new data into memory.

There are certain ways that can speed up processing.

 Reduced instruction set computing (RISC) This technology is used to enhance the speed of microprocessors by embedding only the most frequently used instructions on a chip.

 Parallel processing This is a type of processing in which more than one instruction can be processed at a time by breaking down a problem into smaller parts and processing them simultaneously with multiple processors.

 Massively parallel processing This is similar to parallel processing, only that hundreds or thousands of processing chips are used to attack large computing problems simultaneously. The manner in which data are input into the computer affects how the data can be processed. Information systems collect and process information in one or two

 Batch processing This is a method of collecting and processing data in which transactions are accumulated and stored until a

specified time when it is convenient or necessary to process them as a group.

 On-line processing – In this method, transactions are entered directly into the computer system and processed immediately Aside from the computer’s CPU, another computer hardware that can be considered under this category is the motherboard (or the main board). This is the main circuit board containing the primary components of a computer system. This board contains the microprocessor, main memory. support circuitry, and bus controller and connector. Other boards, including expansion memory and input/output boards, may attach to the motherboard via the bus connector.

III. Primary Storage

Primary storage refers to temporary storage of data and program instructions during processing. It is also known as internal storage since it stores data in the computer memory. There are two types.

 RAM (Random Access Memory) These are chips that are mounted directly on the computer’s main circuit board, or in chips mounted on peripheral cards that plug into the computer's main circuit board. They are called so because the computer can directly access any randomly chosen location in the same amount of time. These RAM chips consist of millions of switches that are sensitive to changes in electric current. So-called static RAM chips hold their data as long as current flows through the circuit, whereas dynamic RAM (DRAM)) chips need high or low voltages applied at regular intervals every two milliseconds or soil they are not to lose their information. RAM is used for short-term storage of data or program instructions. It is volatile - meaning its contents will be lost when the computer’s electric supply Is turned off.

 ROM (Read-Only Memory) These chips form commands, data, or programs that the computer needs to function correctly. RAM chips are like pieces of paper that can be written on erased, and used again; ROM chips are like a book, with its words already set on each page.

ROM is non-volatile. ROM can only be read from it; it cannot be written to. ROM chips come from manufacturers with programs already burned in or stored. ROM is used in general-purpose computers to store important or frequently-used programs. Like RAM, ROM chips are linked by circuitry to the CPU.

Primary storage has three main functions.

 They store all or part of the software program that is being executed.

 They store the operating system programs that manage the operation of the computer.

 They hold the data that the program is using.

How Data and Programs are represented in the Computer

Computers use the two-state. 0/1 binary system to represent data. Two common binary coding schemes are:

• ASCII American Standard Code for Information Interchange, most widely used for microcomputers; originally a 7-bit character encoding system, now an 8-bit character encoding.

• EBCDIC Extended Binary-Coded Decimal Interchange Code, 8-bit character encoding commonly used in mainframes.

Computer storage capacity is expressed in Bits, Bytes, Kilobyte’ Megabyte, Gigabyte, Terabytes, Petabytes, Exabyte, and Zettabyte

Bit short for binary digit (0s and 1s)

Byte 8 bits (usually represent one character, digit, or symbol)

Kilobyte (KB) 1.024 Bytes (1.0241)

Megabyte (MB) 1.024 KB (1.0242)

Gigabyte (GB) 1.024 MB (1.0243)

Terabyte (TB) 1.024 GB (1.0244)

Petabyte (PB) 1.024 TB (1.0245)

Exabyte (EB) 1.024 PB (1.0246)

Zettabyte (ZB) 1.24 (1.0247)

IV. Secondary Storage

Secondary storage stores data and instructions when they are not used in processing. Relatively. they are long-term, non-volatile storage of data outside the CPU or primary storage, Secondary storage is also known as external storage because it does not use the computer memory to store data. External storage devices, which ye located within the computer housing, are external to the main circuit board. These devices store data as charges on a magnetically sensitive medium such as a magnetic tape or, more commonly, on a disk coated with a fine layer of metallic particles. The most popular secondary storage devices include the following. 

Magnetic disks This broad category includes the following.

o Floppy disk The floppy disk in normal use stores about 800 KB or about 1.4 MB.

o ZIP disk A ZIP disk is much like a floppy disk but has a greater capacity.

o Hard disk - Hard, or “fixed” disk cannot be removed from their disk-drive cabinets, containing the electronics ad and writing data on to the magnetic disk surfaces. Hard disks currently used with personal computers can store from several hundred megabytes to several Gigabytes.

o RAID (Redundant Array of Inexpensive Disks) This is a disk storage technology to boost disk performance by packing more than 100 smaller disk drives with a control chip and specialized software in a single large unit to deliver data over multiple paths simultaneously.

o Optical disks These disks use the same laser techniques that are used to create audio compact discs (CDs). Under this genre are: 

CD-ROM

This is an acronym for compact disc read-only memory, a form of storage characterized by high capacity {roughly S00 MB) and the use of

laser optics rather than magnetic means for reading data.

WORM This is an acronym for write once, read many. This is very much like the CD-ROM. This type of optical disc can be read and reread but cannot be altered after it has been recorded. WORMs are high-capacity storage devices. Because they cannot be erased and re-recorded, they are suited to storing archives and other large bodies of unchanging information. 



CD-R and CD-RW In simple definition, these are blank CD-ROM that are ready for data storage. A CD-R is similar to a WORM which cannot be erased or re-recorded. A CD-RW is capable of being erased and re-recorded. 

DVD - This is short for digital versatile disc. The group of DVD disc formats includes various forms of data recording for computer purposes, including discs that contain pre-recorded data (DVD-ROM) and discs that can be rewritten many times (DVDRAM). These are several times the capacity of C&ROMs. The simple single-layer version of the DVD holds between 3.7 and 4.38 GB (with doublelayer versions holding 15.9 GB). compared to the 650 MB of CD-ROMs. These higher capacity discs are used particularly for computer games and in multimedia applications.



DVD-R and DVD-RW - These are blank optical disks in DVO format ready for data storage, just like CD-R and CR-RW





Blu-ray mainly used in high-definition video and data storage.

Lightscribe - a specially coated recordable CD and DVD media designed for producing laser-etched labels with text or graphics using Lightscribe optical disc recording techno1ogy.

Mass Storage Device

o USB Flash Drive are typically removable and rewritable. much shorter than a floppy disk and weigh less than 2 ounces (56g) Storage capabilities typically range from 64 MB to 64 GB with steady improvements in sizes and price per gigabyte.

o Solid-State Drive (SSD) a data storage device that uses solid-state memory to store persistent data.

V. Output Hardware - devices that translate information processed by the computer into a form that humans can understand.

The most common output device can deliver either the soft copy or the hard copy of the data. Devices that render soft copy are the following

 Video display unit IDU) - This is commonly known as the monitor, which displays characters and graphics on a television-like screen. It usually has a cathode ray tube like an ordinary television set, but small, portable computers use liquid crystal displays (LCDs) or electroluminescent screens.

 Audio output devices - These are respon5ible for the sound that the user hears from the computer. These include the sound card and the speakers. The sound card is a computer circuit board that allows the computer to receive sound in digital form and reproduce it through speakers.

 External storage devices - These Include floppy disks, compact disks, external hard disks, etc.

 Interactive multimedia - This is the combination of audio, video, and text on high capacity compact discs. CD-I includes such features as image display and resolution, animation, special effects, and audio. Interactive multimedia includes the following materials:  e-books and e-newspapers  electronic classroom presentation technologies  full motion videoconferencing  imaging  graphic design tools  video and voice mail  interactive web pages  multimedia web sites (they render digitized music and videos)

There are only two output devices known to render hard copy of data.

a. Printers - These are computer peripherals that put text or a computer-generated image on paper or on another medium, such as transparency. Printers can be categorized in several different ways. The most common distinction is impact and non-impact.

 Impact printers physically strike the paper and are exemplified by pin dot-matrix printers and daisywheel printers.

 Non-impact printers include every other type of print mechanism, including thermal, inkjet, and laser printers.

 Permanent (Hardcopy) - refers to the printed output 

Printers

1. Dot-matrix (Impact Printer) 2. Inkjet (Non-Impact Printer) 3. Laser (Non-impact Printer)

4. Thermal (Impact printer)

5. Braille embossed (Impact printer)

b. Computer output microform - these are output devices that can render microscopic format of documents.

 Temporary (Softcopy) refers to data that is shown on a display screen or is in audio or voice form

CRT (Cathode ray tube)

Flat-panel display (LCD)

Plasma display devices

Multimedia projectors

Audio-output (voice and sound-output)

Video output (Film recorder)  Action - consists of processing data that initiate some form of action or process control activity 

CAD / CAM (Computer-aided design / Computeraided manufacturing /machining)

Robotics system

VI. Communication Devices

Communication devices control the passing of information to and from communication networks. It consists of both physical devices and software that link the various pieces of hardware and transfer data from one physical location to another. Computers and communications equipment can be connected in networks for sharing voice, data, images, sound, video, or even a combination of all these.

a. Modem (modular-demodulator) - convert a computer’s digital signals to analog. and vice versa.

b. Facsimile Transmission (Fax) modem - a modem with a fax capability. Allows the PC to talk directly to fax machines and to send and receive fax messages. High-speed modems have been developed that work at speeds of 2 megabits per second. These are used as components in leading-edge communications services.

c. Network Interface Card (NIC) or LAN card commonly used when computers are part of a LAN or connected to the Internet using broadband connection

d. Wireless Network Interface Card used for wireless connection to a LAN or the Internet, Telecommunication, which is communications over a distance using technology to overcome that distance, has the following system components.

 Computer terminals which process information. input and output devices that send or receive data.

 Communication channel. Which include the telephone line, fiber-optic cables, coaxial cables, and wireless transmission technologies like infra-red (IR) and Bluetooth technologies.

 Communication processors such as modems, multiplexers. controllers, and front-end processors.

 Communication software which controls input and output activities and manages other function networks in the communication networks.

Others

a. Peripheral a piece of computer hardware that is attached to a host computer to expand its capabilities. Typical examples include joysticks, printers, and scanners.

b. Computer port series as an interface between the computer and other computers or peripheral devices. Physically, a port is a specialized outlet on a piece of equipment to which a plug or cable connects

i. Parallel – a type of interface found on computers for connecting various peripherals. It is also known as a printer port or Centronics port.

ii. Serial – a serial communication physical interface through which information transfers in or out one but at a time (in contrast with parallel).

iii. PS/2 – used connecting some keyboards and mice into a PC compatible computer system.

iv. IEEE 1394 – a serial bus interface standard for highspeed communications and isochronous real-time data transfer, frequently used in a personal computer and digital audio and digital video devices. The interface is also known by the brand names of FireWire (Apple Inc.), i.Link (Sony), and Lynx (Texas Instruments).

v. Universal Serial Bus (USB) a serial bus standard to interface devices to a host computer designed to allow many peripherals to be connected using a single standardized interface socket and to improve the plug-and-play capabilities by allowing devices to be connected and disconnected without rebooting the computer or turning off the device.

vi. Ethernet - port used to connect a computer to a wired network.

E. Computer Software

i. System Software - coordinates the various parts of the computer system manages the resources and runs basic operations.

a. Operating System starts up the computer and manages the basic operations

 MS DOS/ Windows 9S/98/2000/NT/Millennium ed. / XP by Microsoft Corporation.

 OS/2 by IMB and IBM-compatible microcomputers

 UNIX - originally developed at Bell Labs.

 Linux Unix-like operating systems commonly distributed as open-source (e.g., Redhat, Fedora. Debian, BSD)

 Macintosh OS by Apple Computers

b. Utility Software used to support enhance, or expand existing programs in a computer system.

 Screen saver utility program that supposedly prevents a monitor’s display screen from being etched by an unchanging image.

 Data recovery used top recover data from damaged, failed, corrupted, or inaccessible secondary storage media when it cannot be accessed normally.

 Backup utilities – copies data so that these additional copies maybe used to restore the original after a data loss event.

 Virus protection software scans hard disk, diskettes, and the microcomputer’s memory to detect virus.

 Data compression – encodes information using fewer bits (or other information-bearing units) through use of specific encoding schemes to reduce the consumption of expensive resources, such as hard disk space or transmission bandwidth (e.g. WinZip)

 Defragment tools reduces the amount of fragmentation in file systems by physically reorganizing the contents of the disk to store the pieces of each file close together and contiguously.

 Device drivers utility program that enables an application program to function with a specific hardware device.

c. Language translators translates a program written by a programmer into machine language.

 Compilers

 Interpreters

 Assemblers

System Software Capabilities

 Multitasking ability of an operating system to enable two or more programs or tasks to execute concurrently.

 Multiprogramming refers to multi-user operating systems.

 Time-sharing single computer’s processing of the tasks of several users at different stations in roundrobin fashion.

 Multiprocessing used of two or more computers linked together to perform work at the same time.

ii. Application Software software programs designed to satisfy a user's specific needs. Applications software can be custom written for the system (custom software) or purchased at a store or from a catalog (Off-the-shelf or packed software).

Types of application software

• General purpose application software

• General business management software

• Special discipline software

• Library management software

• Information retrieval software

a. Word Processing allows you to create, edit, revise, stole, and print documents.

 WordPerfect

 Lotus Word

 WordStar

 SMS Word

 OpenOffice Writer (Open-source)

b. Desktop Publishing (DTP) using a microcomputer and mouse, scanner, laser, printer, and a Desktop Publishing software for mixing text with graphics to produce high-quality output.

 Adobe PageMaker

 Microsoft Publisher

 QuarkXpress

c. Electronic Spreadsheets allows users to create tables by entering data into rows and columns arranged as a grid on a display screen

 MS Excel

 VisiCalc the first electronic spreadsheet developed by Daniel Bricklin and Robert Frankston of Harvard Business School in the l970s

 Lotus 123

 OpenOffice Calc (open-source)

 SPSS

d. Graphics Software enables users to produce many types of graphics creations

Presentation Graphics These are programs that create quality graphics presentations that can incorporate charts, sound, animation. photos, and video clips

 MS PowerPoint

 Lotus Freelance Graphics

 Harvard Graphics.

 OpenOffice Impress (open-source)

Image processing software These are intended in producing and editing high-quality images and photos, which can be used in other works or can be shared online or through devices like digital cameras.

 Free Drawing Graphics

 Corel Draw

 Adobe PhotoShop/PhotoDeluxe,  PaintBrush

e. Multimedia Systems - allow users to combine text with graphics, sounds, video, and animation in one single presentation or project.  Multimedia Encyclopedias

 Computer animation (cartoons) - the sequencing of single drawings, or frames resulting in motion.

 MovieMaker  Filmora

 Vegas Pro  Adobe Animate

f. Database management software These are used for creating and manipulating lies, creating files and databases to store data and combining information for reports.

 MS Access  Integrated Library System Software  File Maker Pro

g. Integrated software packages and software suites

These come in bundles of two or more applications, which provide easy transfer of data between them. Integrated software suites have capabilities for supporting collaborative work on the web or

incorporating information from the web into documents (e.g. MS Office 2000. XP, and 2OO3).

 MS Office

 Lotus Notes

h. Personal information management software - These are equipped with appointment scheduling systems, calendars, contact lists, e-mail browsers, and other applications used for organizing personal data and information.

 MS Outlook

 Palm OS

i. Electronic mail software These programs facilitate computer-to-computer exchange of messages. Web browsers and PC software suites also have e-mail capabilities.

 MS Outlook

 Mozilla  Eudora

 Pegasus

j. Web browsers - These are easy-to-use software tools for accessing information in the World Wide Web and the Internet.

 MS Internet Explorer

 Netscape Navigator

 Opera

 Google Chrome

 Mozilla Firefox  Brave

k. Web authoring software These are intended in the creation of high quality Web pages and Web sites. They usually apply a WYSIWYG working environment,

allowing the less skilled Web developers to come up with competitive work results.

 MS FrontPage  Adobe GoLive

l. Web Conferencing or Video Conferencing Software –These boomed during the pandemic when face-to-face activities were limited.

 Skype  Zoom  Google Meet  Microsoft Teams

m. Reference suite software These are the electronic counterpart of the printed reference sources known, like encyclopedias, dictionaries, atlases, and so on.  MS Encarta Reference Suite  Compton’s Interactive Encyclopedia

n. Media authoring software These are intended to be used in producing various types of media like video, music, animations, and so on.  Pinnacle  Cakewalk Studio  Sonic Foundry Acid Pro  Macromedia Flash

o. Music notation software These are chiefly intended for the production of printed music. Some music notation software applications are integrated with features that function like media authoring software.  Finale  Voyetra MusicWrite  Cakewalk Score Writer

p. Media players These are intended to playback media files like music files (e.g. audio tracks, mp3 files, MIDl

sequences, .wav files. etc.), and video files (MPEG files. AVI files, etc.). They are also used to access the media content of optical discs (e.g. VCD. DVD. audio CD) or other storage devices that contain media.

 Windows Media Player

 Cyberlink Power DVD

 Creative Media Center

 VLC Media Player

q. Computer-aided design software These are highly specialized software used in creating designs like architectural and engineering designs. They are capable of rendering three-dimensional images.

 Autodesk AutoCAD

Common Features of Applications Software

 WYSIWYG “What You See Is What You Get" any special typeface, graphics, or formats would appear on the monitor exactly as they would be printed.

 White space - unused areas of the document.

 Cursor movable symbol on the display screen that shows you where you may enter the next data.

 Scrolling moving quickly upward or downward through the text or other screen display.

 Panning moving to the left or right of the screen.

 Word-wrap and cursor control word processing features that automatically produce soft returns.

 Desktop - the area of the screen that Is available for GUI applications, usually the entire screen area.

 Clipboard a program features that provides temporary storage for data you wish to transfer between applications.

 Desk / Desktop Accessories - a program that provides a feature commonly found on a conventional office desktop.



Clipart Pre-packed artwork designed to be imported into text documents or charts by desktop publishing or presentation graphics software.

 Object Linking and Embedding (OLE) a feature that lets you embed an object created using one application into another application.

User Interface combination of menu options, Icons, and commands we use when working with a computer program.

 Command-driven or Character User interface (CUI) employs a screen prompt that indicates that the system is ready to accept a new command.

 Shell Interface or Menu-driven - navigating through a shell by selecting many options.

 Graphical User Interface (GUI) - uses a mouse that controls the location of a screen pointer.

 Natural Language allows the user to activate program options by writing or speaking in the native language.

Software Packages

 Shareware - Copyrighted, commercial software programs that are designed to let the user try them out first before buying. Often downloadable from the internet or distributed on CD-ROMs bundled with a computer peripheral.

 Freeware software available for use at no costs of for an optional fee. It is different from shareware, where the user is obliged to pay (e.g., after some trial period or for additional functionality).

 Integrated Software a collection of several applications in a single package with a common set of commands and the ability to work together and share data e.g., MS Works, Lotus Works, and Integrated Library Systems.



GroupWare Software that is used on a network and serves a group of users working together on the same project, e.g., Lotus Notes: also known as collaborative software.



Software Suite application bundled together and usually sold for a fraction of what the software would cost if bought individually, e.g., Microsoft Office, Kingsoft Office, Lotus SmartSuite: also referred to as office suite or productivity suite. Some open-source alternatives are OpenOffice and NeoOffice.

Library Management Software



Programs used for performing functions specific to library services:

- Cataloguing/lndexing

- Online Public Access Catalog (OPAC)

- Serials management

- Collection management

- Circulation

- Other services: e.g., interlibrary loan

- Integrated library services with combinations or all of the above

 Examples of Library Management Software

- Mandarin by Mandarin Library Automation

- ResourceMate by Jaywil Software Development

- Alexandria by COMPanion

- Koha ILS by Liblime

- L4U by SRB Education Solutions

- OPALS by OPAL

- ConcorInfiniti by Concord lnfiniti

- Destiny Library Manager by Follett Corporation

- insignia Library System by insignia Software

- LIBRARIAN by CR2 Technologies

Library Management System is a software used to manage the catalog of a library. This helps to keep the records of whole transactions of the books available in the library.

Information retrieval software

Used for specialized databases such a‹ abstracts and indexes, electronic journals, electronic books, etc. available on: - CD-ROM - Remote online access services - The Internet - Onsite multi-user licensed databases mounted as tapes or on hard disks - In-house databases

Z39.5o Gateway

o A national and international (ISO 23950) standard defining a protocol for computer-to-computer information retrieval. Makes it possible for a user in one system to retrieve information from other computer systems (that also have this gateway) Without knowing the search syntax that is used by those other systems. It was originally approved by the National Information Standards Organization (NISO) in 1988.

Character or Byte group of 8 bits. Consists of a single alphabetic, numeric, or other symbol,

Field unit of data consisting of one or more characters

Database - collection of related files, group of stored, integrated (cross-referenced) data elements that can be retrieved and manipulated with great flexibility to produce information.

File Management System was coined to describe the traditional approach to managing data and information.

Database Management System (DBMS) - a computer-based system for defining, creating, manipulating, controlling, managing, and using databases.

File Access Methods



Sequential Access - to find a file means starting with the first record and looking at each consecutive record in the file, one at a time until the specific record is found.



Direct Access or Random Access - uses an index or other technique to identify a record’s location within a file and can directly access the file without processing other records.

Types of Database Structures



Hierarchical or Tree Structure - follows a top-down structure: resembles a family tree. With each child records subordinate to parent records.



Network or Plex model - similar to a hierarchical model but each child record can have more than one parent record. Thus, a child record can be reached through more than one parent.



Relational Model - The most flexible type of organization, relates, or connects, data in different files through the use of key fields, or common data elements. Data elements are stored in different tables made up of rows and columns.

Common Database Jargons

Schema - overall description of the database, including its entities, attributes, relationships, etc. 



Relation - a table with columns and rows 

Entity - a person, place, thing, or event about which information must be kept

Attribute - a named columns and rows 

Tuple - a row of a relation 

Cardinality - the cardinality of a relation is the number of tuples it contains 

Key field - attribute used to identify a unique record in a database table. 

Structured Query Language (SQL) - an ANSI and ISO standard database computer language designed for the retrieval and management of data in relational database management systems (RDBMS), database schema creation and modification. and database object access control management.

Many database management software packages make use of SQL (Structured Query Language). It is the most prominent data manipulation language today.

A typical database consists of several database objects. The following objects are the usual components of a database. Other database management programs may use a different name for some of the objects. 

Table

A table is the basic unit for storing a collection of data. A table’s definition consists of a list of fields, each of which stores a discrete piece of information for a single record. 

Queries

Queries enable the user to extract a subset of data from a single table, from a group of related tables, or from other queries, using criteria you define. By saving a query as a database object, the query can be run at any time, using the current contents of the database. They may sometimes look exactly like a table; the crucial difference is that each row of the query’s results may consist of fields drawn from several tables. A query may also contain calculated fields, which display results based on the contents of other fields.

Forms

Forms enable users to enter, view. and edit information, generally one record at a time. They can closely resemble paper 1orms such as invoices and timesheets, or they are organized for data entry with data validation rules. A form may also include a subform that displays Information from a related table.

Reports

Reports enable the user to present data from one or more tables or queries in a readable style and a professional format generally for printed output. A report may Include detailed lists of specific data, with each row consisting of a single record, or it may provide a statistical summary of a large quantity of information. A report design can include grouping and sorting options.

Macro

A macro is a set of one or more actions that perform a particular operation, such as opening a form or printing a report. Macros can help to automate common tasks. For example, the user can rim a macro that prints a report when a user clicks a command button. A macro can be one macro composed of a sequence of actions, or it can be a macro group.

Module

A module is essentially a collection of declarations, statements. and procedures stored together as one named unit to organize Visual Basic code or may other code used by the database which are generated by other programming languages.

In designing a database, the following steps should be applied:  Determine the purpose of your database. The first step in designing a database is to determine its purpose and how it is to be used.

o Talk to people who will use the database.

o Brainstorm about the questions you and they would like the database to answer.

o Sketch out the reports you would like the database to produce. Gather the forms you currently use to record your data.

As you determine the purpose of your database. a list of information you want from the database will begin to emerge. From that, you can determine what facts you need to store in the database and what subject each fact belongs to. These facts correspond to the fields (columns) in your database, and the subjects that those facts belong to correspond to the tables. 

Determine the fields you need in the database.

Each field is a fact about a particular subject. For example, you might need to store the following facts about customers: company name, address, city, state, and phone number. You need to create a separate field for each of these facts. 

Determine the relationships between tables.

Now that you have divided your information into tables and identified primary key fields. you need a way to tell the database how to bring related information back together again in meaningful ways. To do this, you define relationships between tables. 

Refine the design.

After designing the tables, fields, and relationships needed, it is time to study the design and detect any flaws that might remain. It is easier to change the database design at this point than it will be after you have filled the tables with data. 

Test the design.

Enter enough sample data in your tables so as to test the design. To test the relationships in the database, see if you can create queries to get the answers you want. Create rough drafts of forms and reports and see if they show the data expected. Look for unnecessary duplications of data and eliminate them.

Enter data and create other database objects.

If table structures meet design principles described and are determined to serve their purpose effectively, then it is time to go ahead and add all existing data to the tables. Other database objects can already be created at this point, such as queries, forms, reports, macros, modules, and other available objects.

Classifying Databases

Databases can be classified in different ways. They can be classified by their intended use and function, or by their structure. 

By intended use and function

 Operational databases (e.g. HR database, inventory database, customer database)

 Distributed database This is a replicate copy or a part of a database to network servers at a variety of sites.

 External database This database is designed to be published in the World Wide Web which can be accessed through the Internet, with charge or free. 

By structure

 Relational DBMS This is a type of logical database model that represents all data in the database as simple two-dimensional tables called relations. The tables appear similar to flat files, but the information in one file can be easily extracted and combined.



This is an o\der logical database model that organizes data in a treelike structure. A record is subdivided into segments that are connected to each other in one-to-many parent-child relationships.

Hierarchical DBMS

 Network DBMS This is also an older logical database model that is useful for depicting many-to-many relationships.

 Object-oriented DBMS This is a database for storing graphics and multimedia and has the capabilities of a relational DBMS for sorting traditional information.

Trends in Database Management

The notable factor to the trends in database programming and management is the continuous advancement of information management practices. Listed below are some of these trends.

Multidimensional data analysis

This is the capability for manipulating and analyzing large volumes of data from multiple perspectives. It is also known as online analytical processing (OLAP).

Data warehouses

A data warehouse is a database with reporting and query tools. that stores current and historical data extracted from various operational systems and consolidated for management reporting analysis.

Data mining

This is the analysis of large pools of data to find patterns and rules that can be used to guide decision-making and predict future behavior.

Hypermedia databases

These are common in the Web. Hypermedia was used as an approach to data management that organizes data as a network of nodes linked in any pattern the user specifies. The nodes can contain text, graphics, sound, full-motion video, or executable programs.

Issues and Trends in IT: Issues Affecting Libraries and Information Centers

Even if there are so many developments in hardware, software, and network technologies, there are several issues in IT that are of great concern to Libraries and Information centers.

Licensing

Like in any of the many areas of commerce in which licenses are required, licensing also applies in commercially distributed software. This is a very big concern since the cost of licensed software

is too high nowadays. Some institutions that cannot afford to purchase a licensed software resort to the use of pirated software. An alternative to expensive licensed software is the use of shareware (software that is distributed on the basis of an honor system), or freeware (a computer program given away free of charge). Most shareware is distributed free of charge, but the author usually requests that you pay a small fee if you like the program or use it on a regular basis. Freeware is often made available on bulletin boards and through user groups. An independent program developer might offer a product as freeware either for personal satisfaction or to assess its reception among interested users.

Piracy

Software piracy is a crime of robbery for private ends. Software programs are reengineered and redistributed by unauthorized bodies for their own gains. They usually unlock the software by providing passwords, serial numbers, or codes required for installation. There are also times at which they unlock the software by using cracking program tools.

Computer viruses

A computer virus is a program that “infects” computer files usually other executable programs) by inserting copies of itself in those files. This is usually done in such a manner that the copies will be executed when the file is loaded into memory. allowing them to infect still other files, and so on. Viruses often have damaging side effects, sometimes intentionally, sometimes not. PC users can safeguard their files using anti-virus software packages such as Norton Anti-virus, McAfee Virus Scan. AVG Anti-Virus. and so on. These programs can detect viruses. and often repair the damage done by them.

The increase in transactions over the Internet has greatly increased the chance of virus infection. so anti-virus measures have been introduced to promote the growth of electronic business.

Digital certificates can be used to validate the identity of people and organizations on the Internet. digital signatures can prove the identity of an individual, and Secure Electronic Transaction (SET) mechanisms have been developed to allow safe credit card transactions.

E-mail viruses remain a major threat, however during 2000, many large organizations were brought down by a virus attached to an email message entitled “I Love You”. In 2002 a new type of virus appeared that allowed unauthorized users to access private information (such as credit card details). This virus, known as “Bugbear”, was carried via e-mail and affected many users.

Data theft

This is a more serious problem than software piracy. Computer system hackers (or crackers) mutilate the encryption of restricted databanks and databases and make unauthorized use of the information/data contained in them. The use of these data may be intended for unlawful activities like theft. 

Spam and junk mails

Spam or unsolicited e-mail is the electronic equivalent of junk mail. People usually send spam in order to sell products and services to draw traffic to websites or to promote moneymaking schemes. Unlike physical junk mail, spam does not stop if it is unsuccessful. When marketing departments send junk mail, they incur some expense, so give up if they do not succeed. Spam costs virtually nothing to send, and so it persists, whatever the recipient does.

Spam can easily be confused with legitimate bulk e-mail. According to Mail Abuse Prevention System (MAPS), an electronic message is regarded as spam only if the recipient’s personal identity is irrelevant because the message is equally applicable to many others. The recipient has not granted permission for it to be sent, and the message appears to the recipient to give a disproportionate benefit

to the sender. Spam has become a big problem over the past few years as it consumes large amounts of the recipient’s time and Internet capacity. It is also an enduring problem as it is virtually impossible to determine where it originates. The first spam was sent as long ago as 1978 by a Digital Equipment Corporation sales representative to advertise a computer equipment demonstration. The initial defense against spam was to block mail from domains that are known to be senders, but it is relatively easy for spam senders to send from a new domain. The most effective measure now available is to use one of the e-mail filters on the market that saves the user from having to manually his through his or her inbox.

Legislation introduced in the European Union in December 2003 makes it a criminal offense to send spam unless the recipient has agreed in advance to accept it. Similar legislation was signed into law in the US in the same month.

• Obsolescence of hardware and software

The very fast developments in computer technology mean the very quick obsolescence of computer devices. Both hardware and software are subject to this problem. This can be resolved by downloading software updates from the Internet. Unused computers which are left because of purchasing newer one can be donated to charitable institutions so that they become useful once more.

Computers drain critical resources such as electricity and paper. They also produce unwanted electrical and chemical, and bulk-waste side effects. As a society, we 3hould adopt a more environmentally position with respect to use, manufacture, and disposal of computer equipment and devices. This is known as green computing (environmentally sensible computing).

• High costs in electricity

A computer will never work without electricity. The electrical consumption of computers becomes a big deal if the

institution has many computer units which are run simultaneously. Always set the computer to a mode at which the monitor and the hard drive is automatically turned off when not in use. Green computing is also a solution to this problem.

Health issues

Ergonomics (or human factor engineering), the science and technology emphasizing the safety, comfort, and ease of use of human-operated machines such as computers. Its goal is to produce systems that are user-friendly, safe, comfortable, and easy to use. Institutions which make use of computers in their daily activities should consider using ergonomically correct furniture (e.g., chairs and tables) and devices (e.g., mouse, keyboard. etc.)

Computer system capabilities

Computers continue to become smaller, faster, more reliable, less expensive to purchase and maintain, and more interconnected within computer networks and other electronic gadgets and devices.

Input technology trends

Input devices are becoming more natural and easy to use. Even programming languages are becoming to be structured like human language, making them easier and faster to understand.

Output technology trends

Output devices are geared toward direct output methods that communicate naturally, quickly, and clearly.

Trends in storage media

The capacity of data storage media is continuously growing. Primary storage media are starting to use microelectronic circuits while secondary storage media are using magnetic and optical media.

One continuing trend in computer development is microminiaturization, the effort to compress more circuit elements

into smaller and smaller chip space. Researchers are also trying to speed up circuitry functions through the use of superconductivity, the phenomenon of decreased electrical resistance observed in certain materials at very low temperatures. As the physical limits of silicon-chip computer processors are being approached, scientists are exploring the potential of the next generation of computer technology, using, for instance, devices based on deoxyribonucleic acid (DNA).

The fifth-generation computer effort to develop computers that can solve complex problems in ways that might eventually merit the description “creative” is another trend in computer development, the ideal goal being true artificial intelligence. One path actively being explored is parallel processing computing, which uses many chips to perform several different tasks at the same lime. Parallel processing may eventually be able to duplicate to some degree the complex feedback, approximating and assessing functions of human thought. One important parallel processing approach is the neural network, which mimics the architecture of the nervous system. Another ongoing trend is the increase in computer networking, which now employs the worldwide data communications system of satellite and cable links to connect computers globally. There is also a great deal of research into the possibility of “optical” computers hardware that processes not pulse of electricity but much faster pulses of light.

Bibliographic Networks

Use of Networks in Reference Services

Ex. The use of a formal bibliographic facility like the OCLC would enable a reference librarian to answer

Three basic types of questions

1. The bibliographic query

2. The verification query

3. The location query

Functions of bibliographic networks

1. Rapid location of a book, article, document, etc.

2. Acquisition of materials through either direct or indirect file use.

3. Circulation control and remote catalog access.

4. Shared cataloging, which allows the members to catalog most of the ongoing collections at a computer terminal.

5. Online access to Library of Congress Name & Authority File. Major bibliographic utilities and networks

1. North America

o The Online Computer Library Center (OCLC)

o The Research Libraries Group (RLG), which operates the Research Libraries Information Network (RLIN)

o The Western Library Network (WLN)

o Auto-Graphics, Incorporated, which operates the Impact/ONLINE CAT service

o A-G Canada, a subsidiary of Auto-Graphics that operates Impact/MARCit, a bibliographic utility originally developed by UTLAS

o Brodart Automation, which operates the interactive Access System (IAS)

o The Library Corporation. which offers the ITS.MARC cataloging service

o Data Research Associates, which operates Open DRA Net. an Internet-based information service that provides online access to cataloging records and other databases.

2. United Kingdom

o BLCMP (Birmingham Libraries Cooperative Mechanization Project)

o LASER (London and South East Library Region)

o SLS (information Systems Ltd)

3. Europe

o BIBSYS (Bibliotek System) – Norway

o

LIBRIS (Library Information System) – Sweden

o PICA (Project gelntegreerde Catalogue Automatisering) Netherlands

Major research networks

1. Europe

o RARE (Reseaux Associes Pour La Recherche Europeenne)

o JANET (Joint Academic Network) UK

o SURFnet Netherlands

o NORDUnet - Scandinavian countries

o EARN (European Academic Research Networks)

2.

United States

o INTERNET evolved from ARPANET (Advanced Research Project Agency) - US Department of National Defense.

o BITNET links more than 3000 academic on4 research institutions in the US.

o Usenet is a loose assemblage of UNIX-bases sites.

Other Networks 

MEDIARS (Medical Literature Analysis and Retrieval System)

Two subject-oriented networks in health and sciences developed in the 1960s by the National Library of medicine which produced 21 major indexes, including Index Medicus 

AGRICOLA

An online agricultural database developed by the National Agricultural Library (NAL) in J962 which included indexes to worldwide journals and monographic literature and US government report on general agriculture, food, etc. 

MARC

Database that provided the resource for establishing and developing cooperative cataloging services by OCLC, BALLOTS, and later RLIN  INTERNET

Network of networks

 Telnet

This can be used for consulting remote catalogs or OPAC or access other databases



APPROTECH (Asian Alliance for Appropriate Technology Practitioners)

A non-government organization concerned with the information needs for appropriate technology for rural-based populations.



APINMAP (Asia Pacific Information Network on Medicinal and Aromatic Plants)

The network that caters to the health information needs of rural based population through use of indigenous plants having medicinal value.



AGIMFONET-SEA (Agricultural Information Networks of Southeast Asia)

The network that ties together fine Southeast countries and disseminates Information in the field of agriculture and related fields.



INNERTAP (Information Network on New and Renewable Energy Resources and Technologies for Asia and the Pacific)

The networks that collects and disseminates information and environment-friendly energy resources being coordinated by the Energy Research and Development Center of the Philippines National Oil Corporation.



ASTINFO (Regional Network for the Exchange of Information and Experience in Science and Technology in Asia and the Pacific)

Sponsored by UNESCO, it is aimed at improving the access and use of scientific and technological information among the participating countries.



ALBASA

Cooperative project of libraries in Visayas and Mindanao for the acquisition of library materials. For Colleges and Universities of Visayas and Mindanao

ARALIN (Association of Research and Academic Libraries Information Network)

Database (CDS/lSIS)

 NISST (National Information System for Science and Technology

Ties together all the science and technology-oriented libraries and information centers in the country, be they in public or private sectors.

Library Networks



AGRIS (International System for Agricultural Science and Technology) It is a global public database providing access to bibliographic information on agricultural science and technology. The database is maintained by CIARD, and its content is provided by participating institutions from all around the globe that form the network of AGRIS centers

Sponsored by FAO, it is a cooperative undertaking of some 80 countries for the development of a comprehensive scientific database on the agricultural sciences



DOST-ESEP (Dept. of Science & Technology Engineering A Science Education)

A Library network on science and technology established in the 90s with 10 academic institutions as members.





HAIN (Health Action Information Network)

HERDIN (Health Research and Development Information Network)

The network that makes available health and medical information to doctors and health care practitioners managed and coordinated by the Philippine Council for Health

 NATLINE (National tabor Information Network)

 PAIS (Philippine Agricultural Information Network)

 PASFIS (Philippine Aquatic Science & Fisheries information System)

INFORMATION TECHNOLOGY

INSTRUCTION: Read the following questions carefully. Choose the letter that corresponds to the best answer. You can also use the Online Practice Tool for Indexing and Abstracting.

1. A system unit is the part of a computer that houses primary devices which perform operations and produce results for complex calculations. It includes the motherboard, CPU, RAM and other components, as well as the case in which these devices are housed. This unit performs the majority of the functions that a computer is required to do. Which of the following best describes the system unit?

a. It houses the processing hardware and software for a computer

b. It contains other components, such as storage devices, power supply, cooling hardware, processors, several types of memory and peripheral devices

c. Primary devices are interconnected through sets of wires called buses on the motherboard d. All of the above

2. It is a circuit board consisting of computer chips also called integrated circuits. It is considered the backbone that ties the computer's components together at one spot and allows them to talk to each other.

a. Central Processing unit b. Hard drive c. Hard disk d. Motherboard

3. These are rectangular metal racks inside the system unit that house storage devices.

a. Drive bays b. Motherboard c. Processor d. Power Supply

4. It is a volatile memory, which stores information temporarily. Information is also being stored electrically on transistors so data disappears when there is no electric current.

a. Flash Memory b. Registers c. RAM d. ROM

5. Consists of non-volatile chips located on the motherboard into which data programs have been permanently stored. The memory does not depend on an electric current to save data, instead, data is written to individual cells using binary code. a. RAM b. ROM c. Registers d. Flash Memory

6. Heat sinks are one of the most common forms of thermal management in technology, machinery, and even in natural systems. These are small components typically made out of aluminum with fins that help to dissipate heat. What are other cooling systems used in computers?

i. Freezers ii. Liquid Cooling system iii. Ion pump cooling iv. Immersion cooling v. Cooling stand vi. Air conditioners

a. iii, iv, v, vi b. i, iii, v, vi c. ii, iii, iv, v d. i, ii, iii, v

7. Between one and two-thirds of the webpages on the Internet are generated servers running Linux. Companies and

individuals choose Linux for their servers because it is open source, secure, and flexible. Who developed this operating system?

a. Linus Torvalds

b. Steve Wozniak

c. Steve Jobs d. Bill Gates

8. Android phones, along with tablets, Chromebooks, digital storage devices, personal video recorders, cameras, and wearables, are running on which operating system?

a. Windows OS b. Linux c. OS X d. Chrome OS

9. It performs a specific task, usually related to managing or maintaining the computer system. It assists the Operating System to manage, organize, maintain, and optimize the functioning of the computer system.

a. System software b. Application software c. Operating software d. Utility Software

10. It primarily helps in setting the conditions of license agreement with the user – explain what are and aren't allowed to do with the software, the conditions under which the access might be limited or terminated, copyright provisions etc. It also gives you the right to use a software program and specifies the conditions under which the software can be used.

a. FAQ b. EULA c. TAC d. All of the Above

11. It was the first widely used open source software. a. LibreOffice b. Linux c. Lynx d. LinkedIn

12. The following are videoconferencing applications; except, a. Zoom b. GoOnMeeting c. Cisco WebEx d. Google Meet

13. A network topology where all network devices connect to a central device and if the central device fails, the network cannot work.

a. Star Network b. Bus Network c. Mesh Network d. P2P Network

14. A network topology where all network devices connect to a central cable.

a. Star Network b. Bus Network c. Mesh Network d. P2P Network

15. A network topology where network devices are interconnected so that the messages can take any several possible paths. a. Star Network b. Bus Network c. Mesh Network d. P2P Network

16. Everything listed below is true for netiquette except, a. Refusing cultural differences b. Refusing to empower abuse and harassment while online c. Recognize that the internet is an extension of society

d. Apply the same standards online as we do in public

17. It is a long-life and non-volatile storage chip that is widely used in embedded systems. It can keep stored data and information even when the power is off. It can be electrically erased and reprogrammed.

a. RAM b. ROM c. Registers d. Flash Memory

18. These are high-speed memory locations built into the CPU used to store data and intermediary results during processing. a. RAM b. ROM c. Registers d. Flash Memory

19. Which of the following is not true?

a. The Internet connects different network of computers together b. The internet has an unlimited number of users c. The internet is accessible to anyone d. The Internet is safe as compared to the intranet

20. A server that contains, sends and receives electronic mail a. Web b. Mail c. DHCP d. DNS

21. Below are advantages of a mesh topology except, a. Heavily dependent on the network medium b. Can handle heavy traffic c. No single point of failure d. Easy to identify faults

22. Below are advantages of a star topology except, a. Simplicity of operation

b. Easy to detect faults

c. Lots of network redundancy d. Can handle heavy traffic

23. Search engine that does not track its users’ activities. Although is still relies on advertising to generate revenue, the ads are not personalized to each user.

a. Yahoo b. AOL c. Bing d. DuckDuckGo

24. Which network does not belong to the group?

a. Local Area Network b. Wide Area Network c. Wired Network d. Metropolitan Area Network

25. DBMS stands for

a. Database Monitoring Server b. Database Monitoring System c. Database Management System d. Database Management Server

26. “The metaverse” is a phrase first used in Neal Stephenson’s 1992 cyberpunk science-fiction novel, Snow Crash. The book is about a dystopian society where people escape the harsh conditions of a corporation-ruled society by using headsets to enter an immersive virtual world. But with the change of the Facebook, Inc. multinational technology company, the term can best be described as a developing vision of the internet where multisensory enhancements, such as virtual reality (VR) headsets, enable users to do things like work, meet with friends, shop, and play games as digital avatars. What is the new name of the Facebook, Inc. company?

a. Metaphor b. Metaverse c. Metadata

d. Meta

27. Place search results can be filtered by the following except

a. Price b. Time c. Rating d. Cuisine

28. Protocol used to display web pages securely. This is particularly important when users transmit sensitive data, such as by logging into a bank account, email service, or health insurance provider.

a. FTP b. FTPS c. HTTP d. HTTPS

29. Who created the World Wide Web which was originally conceived and developed to meet the demand for automated information-sharing between scientists in universities and institutes around the world?

a. Vinton Cerf b. Marc Andersen c. Tim Berners-Lee d. Robert Morris

30. He was considered as one of the Fathers of Internet due to his development of the TCP/IP protocol suite and the architecture that enabled the global “network of networks” that the Internet has become.

a. Vinton Cerf b. Marc Andreessen

c. Tim Berners-Lee d. Robert Morris

31. He is also one of the Fathers of Internet as the co-inventor of the TCP/IP protocols and was responsible for the originating DARPA’s Internet program.

a. Robert Kahn b. Lawrence Roberts c. Leonard Kleinrock d. Ray Tomlinson

32. A web browser is a software program that allows a user to locate, access, and display web pages. In common usage, a web browser is usually shortened to "browser." Who released the first web browser?

a. Vinton Cerf b. Marc Andreessen c. Tim Berners-Lee d. Robert Morris

33. What was the first web browser released for accessing files, graphics and other documents on the World Wide Web and sometimes credited with being the application that made the web available to the general public?

a. Netscape b. Mosaic c. America On-Line (AOL) d. Internet Explorer

34. It is a library of resources available to computer users through the global Internet. It enables users to view a wide variety of information, including magazine archives, public and college library resources, and current world and business news.

a. Database b. World Wide Web c. Ethernet d. Online Public Access Catalog (OPAC)

35. In Microsoft Access, it is a tool that allows you to automate tasks and add functionality to your forms, reports, and

controls. For example, if you add a command button to a form, you associate the button's OnClick event to a macro, and the macro contains the commands that you want the button to perform each time it is clicked.

a. Queries b. Tables c. Macros d. Forms

36. The programming language used in Microsoft Access

a. VBA b. MySQL c. JavaScript d. C++

37. Academic Libraries Book Acquisition Systems Association, Inc. is a network of agencies and institutions engaged in health research and development in the Central Visayas started with 13 original members. Who was the first ALBASA manager?

a. Diosdado David b. Eva Brillo c. Fr. Rafael Boromeo d. Nela Serrato

38. Refers to a set of moral rules or a code of behaviour applied to the online environment. As a responsible netizen, you should observe these rules to help make cyberspace a safe place.

a. Netiquette b. Computer Ethics c. Technology Ethics d. Social Etiquette

39. It is a malicious attempt to disrupt normal traffic of a targeted server, service or network by overwhelming the target or its surrounding infrastructure with a flood of Internet traffic.

a. Hacking

b. SYN Flood c. Phishing d. DDoS attack

40. With the increase of people creating contents on Youtube, many are interested on how to reach more audience and increase viewers. Many refer to this as something that works behind the scene on how contents are being advertised, arranged and presented on the platform. a. Advertisement b. Algorithm c. Clickbait d. Subscribers

41. Microblogging is a type of blog that lets users publish short text updates. Bloggers can usually use a number of service for the updates including instant messaging, e-mail, or Twitter. The posts are called microposts, while the act of using these services to update your blog is called microblogging. Another example of microblog is evident in the following except; a. Facebook b. Instagram c. Tumbler d. Wordpress

42. What is the most basic language Microsoft made? a. DirectX b. Batch c. C++ d. Visual Basic

43. The book “Engineering mechanics” is published by 3G ELearning LCC as indicated in its title page. The book however, have an author by the name of Aristotle Trajeda. Previously, the library enters the corporate name entry 3G Elearning FZ LCC for all books published by this publisher for

A.

consistency and uniformity of used entry. Which of the following metadata Entry can be found in the record you are to create?

i. 100 $ a Trajeda, Aristotle

ii. 100 $ a 3G E-Learning LCC iii. 110 $a 3G E-Learning LCC iv. 110 $a 3G E-learning FZ LCC v. 700 $a Trajeda, Aristotle vi. 700 $ a 3G E-Learning LCC vii. 710 $a 3G E-Learning LCC viii. 710 $a 3G E-learning FZ LCC

a. iii and v b. iv only c. i and viii d. i and vi

44. It is data-encoding system, developed by IBM and used mostly on its computers, that uses a unique eight-bit binary code for each number and alphabetic character as well as punctuation marks and accented letters and non-alphabetic characters.

a. ASCII b. UNICODE c. EBCDIC d. UNIX

45. A part of computer that stores applications, documents and system operating information into cells that has unique addresses.

a. Memory b. Hard Disk c. Data Disk d. Central Processing Unit

46. It is a methodology that is typically used to develop, maintain and replace information systems for improving the quality of the software design and development process.

a. System Life Cycle b. Program Life Cycle c. Software Development Life Cycle d. Software Licensing Development Cycle

47. What is the correct way of making a header in HTML?

a. <head> text </head> b. <h> text </h> c. <header> text </header> d. <h1> text </h1>

48. Which of the following is the correct way of making a string in Java?

a. String "Text"; b. String text = 'text'; c. String text = "text" d. String text = "text"; 49. Which of the following is the correct way to use the standard namespace in C++?

a. Using namespace std; b. Using standard namespace; c. Using namespace standard; d. Standard namespace used; 50. Which of the following is a teleconferencing software? a. BlueJane b. BigBlueButton c. WhereBlue d. Blueboard Collaborate

51. It is a form of disinformation where a manipulated, altered, twisted information about an event or happening is spread to conform to a specific belief set or agenda. a. Conspiracy theory

b. Bias c. Fake news d. Memes

52. The following ICT solutions became new trends during the pandemic, except,

a. Teleconferencing Softwares b. Digital Content Management Softwares c. Library Management Systems d. Learning Management Systems

53. A challenge-response test in the form of an image of distorted text the user must enter that to determine whether the user is human or an automated bot. a. Captcha b. Authentication c. Terms and Conditions d. Authorization

54. A combination of keyboard characters meant to represent a facial expression. Frequently used in electronic communications to convey a particular meaning, much like tone of voice is used in spoken communications.

a. Emoticon b. Smileys c. Emoji d. Animoji

55. A book format that became famous for libraries as it is portable via online platforms during the height of pandemic where physical transactions at the library were restricted.

a. CD ROM books b. Audiobooks c. Facebook d. E-books

56. CGI is a mechanism used by most web servers to process data received from a client browser (e.g., a user). CGI scripts contain the instructions that tell the web server what to do with the data. What does CGI Stands for? a. Client Graphic Interface b. Common Graphic Instructions c. Client Gateway Instructions d. Common Gateway Interface 57. It is an institutionalized group of internet users that seeks to interfere in political opinions and decision-making a. Cyberterrorists

c. Information Storage and Renewal Server

d. Information Storage and Renewal System

62. It is a widely used network protocol for transferring files between computers over a TCP/IP-based network, such as the internet. FTP lets people and applications exchange and share data within their offices and across the Internet.

a. FTPS b. FTP c. HTTP d. HTTPS

63. Search engine that is most popular in China. Its features and services are similar to those of Google, but its focus is on China, where it controls most of the search market. Baidu censors search results and other content in accordance with Chinese regulations. a. DuckDuckGo b. Bing c. Baidu d. Yahoo

64. Which search operator is used to search word definitions?

a. define: b. expound: c. meaning: d. site:

65. Below are disadvantages of a mesh topology except

a. Difficult to troubleshoot

b. Lots of network redundancy c. Lots of cabling is required d. Scalability depends on the capacity of the central bus and the cable type

66. Which of the following is not true?

a. The hub connects two devices b. The bridge connects LANs

c. The bridge can filter content

d. The hub is not intelligent

67. Which of the following actions should be made first in order to maximize an enormous financial grant intended for information and communication technology (ICT) facilities (i.e 7.5 million pesos)?

a. Internal planning and auditing b. User satisfaction survey c. Internal staff meeting d. User needs analysis

68. During the pandemic, libraries were one of the social places which the IATF suggested to be closed to limit the movement and crowding of people. Many libraries followed the protocols to protect the welfare of its clients and the library staff. In order to still provide services, libraries shifted online or imposed hybrid service delivery. Which among the following added services and infrastructures are necessary to be implemented by the library to fit the new normal set up?

i. Online Reference Services ii. Online Document Delivery Service iii. Book Drops iv. Book/Document Delivery System v. Foot Operated Hand sanitizer vi. Sensor Buzzers vii. Hands Free Door Mechanism viii. Book Disinfection ix. Digitization Services x. UV Light disinfection

a. i, ii, viii, ix b. i, ii, iv, v, vi, vii, x

c. i, ii, iii, iv, viii, ix

d. i, ii, iii, ix

69. In question 69, which of the following added services and infrastructures are necessary to be implemented by the library to fit the new normal set up, in a condition where there are no budget restrictions to be considered?

a. i, ii, viii, ix b. i, ii, iv, v, vi, vii, x c. i, ii, iii, iv, viii, ix d. i, ii, iii, ix

70. In question 69, what if there are budget restrictions that the library should consider?

a. i, ii, viii, ix b. i, ii, iv, v, vi, vii, x c. i, ii, iii, iv, viii, ix d. i, ii, iii, ix

71. It is the total time that it takes for a hard drive to read or write data a. Seek time b. Data Movement time c. Rotational Delay d. Disk access time

72. An optical disk drive uses a laser beam to read the data from the disk as it is spinning. Data are recorded through microscopic holes forming the _______ of the optical disc that represents the 1s and 0s which are readable by a digital computer.

a. Grooves b. Holes and Mounds c. Pits and Lands d. Tracks and Clusters

73. In creating catalog records in MARC format, Tag 504 is also known as a. Bibliography note b. Series note c. Content note d. Local information note

74. Tag 502 is also known as the a. Bibliography note b. Summary note c. Dissertation note d. Abstract note

75. What denotes the difference between Summary note and Abstract note?

a. They have different MARC tag locations b. They have different first indicators or display constant controller c. The have different subfields d. They have different second indicators

76. Which tag is the Added Series Title note entered?

a. 800 b. 811 c. 810 d. 830

77. It is a method of storing data on two or more hard drives that work together to record redundant copies. It is used to protect critical data on large storage systems. a. Network Storage b. Cloud Storage c. Flash Memory d. Redundant Arrays of Independent Discs

78. It is the process of identifying and moving data that is no longer actively being used from regular storage systems to a separate longterm archival storage system

a. Archaic storage b. Alternative storage c. Data Archiving d. Cloud storage

79. What will be the indicator for tag 245 _ _ $a The Complete guide to being lost / $c Sam Badisneighm, editor.

a. 0 4 b. 0 0 c. 1 4 d. 1 0

80. Touch screens are display devices that are touched with the finger to interact by means of selecting commands or otherwise provide input to the computer. Touch screens are what type of device?

a. Input device b. Output device c. Both a and b d. None of the above

81. The quality of ________ determines the graphic capabilities of a computer. These are also called graphics cards which generates the video signal sent to a computer display.

a. Video Cards b. Aspect Ratio c. Screen resolution d. All of the above

82. Which of the following is an impact printer?

a. Laser printer

b. Thermal printer

c. Ink-jet printer d. Dot-matrix printer

83. Which tag is the Abstract and Summary note entered?

a. 500 b. 520 c. 500 and 501 d. 520 and 521

84. Which second indicator in the tag 650 denotes that the Subject heading was based from LC Subject headings?

a. 0 b. 1 c. 6 d. 7

85. Which second indicator in the tag 650 denotes that the Sears list was the basis of the subject cataloguing? a. 0 b. 1 c. 6 d. 7

86. Tag 900 is also known as a. Local Information note b. Content note c. Series note d. Bibliography note

87. It is a location on the motherboard into which expansion card are inserted. Expansion cards are used to add extra functionality to a computer. a. Expansion ports b. Expansion slots c. Expansion buses d. Expansion cords

88. Which of the following statements are correct for the given code snippet: shape obj;

obj = new shape();

a. create a reference obj of the class shape and an object of type shape on the heap

b. create an object of type shape on the heap or stack depending on its size c. creates an object of class shape d. create an object of type shape on the stack

89. What will be the output of the following code snippet? using System; class program { static void Main(string[] args) { int num = 2; fun1 (ref num); Console.WriteLine(num); Console.ReadLine(); } static void fun1(ref int num) { num = num * num * num; } } a. 2 b. 4 c. 6 d. 8

90. Which of the following is not a front-end programming language? a. HTML b. PHP c. Javascript d. CSS

91. Which of the following is not a back-end programming language? a. Java b. Ruby c. Python d. CSS

92. A search engine that helps clean ocean waters and limit carbon emissions. a. Ekoru b. Ecosia c. giveWater d. Elliot for Water

93. A search Engine that gives 80% of its profit into reforestation. a. Ekoru b. Ecosia c. giveWater d. Elliot for Water

94. Which of the following files is a document?

a. Untitled.odf b. Untitled.asf c. Untitled.svg d. Untitled.zip

95. Which of the following files is a video file? a. Untitled.odf b. Untitled.asf c. Untitled.svg d. Untitled.zip

96. It blends the physical and the virtual worlds together and extends them all the way out to the background and beyond. It transforms the world around us into personalized experiences. a. Augmented reality b. Virtual Reality c. Extended Reality

d. Projected Reality

97. It is a system for securely recording and storing information and transactions in a database that is duplicated and distributed across a network of computer systems.

a. Blockchain b. Cryptocurrency

c. Non-Fungible Tokens

d. Forex

98. These are unique and noninterchangeable. It uses blockchain technology to provide verifiable proof of ownership of the item it is associated with. Essentially, it is a digital certificate of authenticity.

a. Blockchain b. Cryptocurrency

c. Non-Fungible Tokens d. Forex

99. It is an interactive experience that places digital elements to your smartphone camera to create an illusion that the digital content you see is part of the real world around you. It is a technology that alters your perception of reality by digitally superimposing information onto live camera feed.

a. Augmented Reality b. Virtual Reality c. Extended Reality d. Projected Reality

100. Which of the following categories of operating systems are installed in cars, kiosks, and other consumer electronics?

a. Personal Operating System

b. Mobile Operating System

c. Server Operating System

d. Embedded Operating system

REFERENCES:

● Bongalos, F. S. (2008). Librarians licensure examination reviewer. Quezon City: C & E Publishing.

● Buenrostro, J. C. (2006). The Complete reviewer for the librarians licensure examination. Quezon City: Great Books Publishing.

● Buenrostro, J. C. (2018). Abstracting and indexing made easy. Quezon City: Great Books Trading.

● Buenrostro, J. C., & Bhagwani, E. T. (2004). More than books: perspectives on the management of information resources and services in libraries. Quezon City: Published and exclusively distributed by Great Books Trading.

● Buenrostro, J. C., Buenrostro, J. S., Magbag, T. D. J., & Marasigan, R. P. (2018). The complete reviewer for librarians licensure examination. Quezon City: Great Books Trading.

● Cassell, K. A., & Hiremath, U. (2006). Reference and information services in the 21st century: an introduction. London: Facet Publishing.

● Gregory, V. L. (2019). Collection development and management for 21st century library collections: an introduction. Chicago: ALA NealSchuman.

● Huber, J. J. (2013). Lean Library Management: Eleven Strategies for Reducing Costs and

Improving Customer Services. New Delhi, India: DBS Imprints.

● Katz, W. A. (2002). Introduction to reference work: reference services and reference processes. New York: McGraw-Hill.

● National Library of the Philippines. (2014). Cataloging policy statements and Rda guidelines for Philippine libraries. Manila.

● Pymm, B., & Hickey, D. d. (2004). Learn library management. Maryland (Estados Unidos): Scarecrow Press, Inc.

● Stueart, R. D., & Moran, B. B. (2007). Library and information center management. Westport, Conn: Libraries Unlimited.

● Taylor, A. G., Miller, D. P., & Wynar, B. S. (2000). Wynars introduction to cataloging and classification / Arlene G. Taylor ; with the assistance of David P. Miller. Englewood, CO: Libraries Unlimited.

● Totterdell, A., Gill, J., & Hornsey, A. (2005). An introduction to library and information work. London: Facet.

● Woolls, B. (2008). The school library media manager. Westport, CT: Libraries Unlimited.

[REPUBLIC ACT NO. 9246]

AN ACT MODERNIZING THE PRACTICE OF LIBRARIANSHIP

IN THE PHILIPPINES THEREBY REPEALING REPUBLIC ACT NO. 6966, ENTITLED: “AN ACT REGULATING THE PRACTICE OF LIBRARIANSHIP AND PRESCRIBING THE QUALIFICATIONS OF LIBRARIANS,” APPROPRIATING FUNDS

THEREFOR AND FOR OTHER PURPOSES

Be it enacted by the Senate and House of Representatives of the Philippines in Congress assembled:

ARTICLE

TITLE, STATEMENT OF POLICY, DEFINITION OF TERMS, SCOPE OF THE PRACTICE

SECTION 1. Short Title. – This Act shall be known as “The Philippine Librarianship Act of 2003.”

SEC 2. Statement of Policy. – The State recognizes the essential role of librarianship as a profession in developing the intellectual capacity of the citizenry thus making library service a regular component for national development. It shall, through honest, effective and credible licensure examination and regulatory measures, undertake programs and activities that would promote and nurture the professional growth and well-being of competent, virtuous, productive and well-rounded librarians whose standards of practice and service shall be characterized by excellence, quality, and geared towards world-class global competitiveness.

SEC 3. Objectives. – This Act shall govern the following:

(a) National examination for licensure, registration of librarians, issuance of Certificate of Registration and Professional Identification Card; (b) Supervision, control and regulation of practice of librarianship; (c) Integration of librarians under one national organization; and (d) Development of professional competence of librarians.

SEC 4. Definition of Terms. – As used in this Act, the following terms shall be defined:

(a) Librarian – refers to an individual who is a bona fide holder of a Certificate of Registration and Professional Identification Card issued by the

Professional Regulatory Board for Librarians and by the Professional Regulation Commission in accordance with this Act.

(b) Commission – refers to the Professional Regulation Commission.

(c) Board – refers to the Professional Regulatory Board for Librarians.

SEC 5. Scope of the Practice of Librarianship. – Librarianship shall deal with the performance of the librarian’s functions, which shall include, but not be limited to the following:

(1) Selection and acquisition of multi-media sources of information which would best respond to clientele’s need for adequate, relevant and timely information;

(2) Cataloguing and classification of knowledge or sources of information into relevant organized collections and creation of local databases for speedy access, retrieval or delivery of information;

(3) Development of computer-assisted/computer-backed information systems which would permit online and network services;

(4) Establishment of library systems and procedures; dissemination of information; rendering of information, reference and research assistance; archiving; and education of users;

(5) Teaching, lecturing and reviewing of library, archives and information science subjects, including subjects given in the licensure examination;

(6) Rendering of services involving technical knowledge/expertise in abstracting, indexing, cataloguing and classifying; or the preparation of bibliographies, subject authority lists, thesauri and union catalogues/lists; (7) Preparation, evaluation or appraisal of plans, programs and/or projects for the establishment, organization, development and growth of libraries or information centers, and the determination of library requirements for space, buildings, structures or facilities;

(8) Provision of professional and consultancy services or advice on any aspect of librarianship; and

(9) Organization, conservation, preservation and restoration of historical and cultural documents and other intellectual properties.

ARTICLE II

CREATION OF THE PROFESSIONAL REGULATORY BOARD FOR LIBRARIANS

SEC 6. Creation and Composition of the Board. – There is hereby created a Professional Regulatory Board for Librarians, hereinafter called the Board, under the administrative supervision and control of the Professional Regulation Commission, hereinafter referred to as the Commission, to be composed of a Chairperson and two (2) members who shall be appointed by the President of the Philippines from among the list of three (3) recommendees for each position submitted by the Commission from among the list of five (5) nominees for each position submitted by the accredited, integrated national professional organization of librarians from among the librarians of recognized standing who qualify under SEC 7 of this Act. The new Board shall be constituted within three (3) months from the effectivity of this Act.

SEC 7. Qualifications of Members of the Board. – The Chairperson and members of the Board, at the time of their appointment, shall possess the following qualifications:

(a) A natural born citizen and resident of the Philippines;

(b) A good reputation and moral character;

(c) A librarian as defined in “section 4(a)” of this Act;

(d) Active in the practice of librarianship for at least ten (10) years, five (5) years of which is in a managerial position;

(e) Must not be a member of the faculty of a university, college, school or institution conferring the academic degree on librarianship, or offering review classes for librarian licensure examination; nor a person who has a direct or indirect pecuniary interest in any such institution; and (f) Must not be an incumbent officer of the accredited, integrated national professional organization of librarians.

SEC 8. Powers, Functions and Duties of the Board. – The Board shall exercise executive/administrative, rulemaking and quasi-judicial powers in carrying out the provisions of this Act. It shall be vested with the following specific powers, functions, duties and responsibilities:

(a) To promulgate and administer rules and regulations necessary to carry out the provisions of this Act;

(b) To administer oaths in connection with the administration of this Act;

(c) To adopt an official seal of the Board;

(d) To issue, suspend or revoke the Certificate of Registration and Professional Identification Card or grant or cancel a temporary/special permit;

(e) To look into the conditions affecting the practice of librarianship, and when necessary, adopt such measures as may be deemed proper for the enhancement and maintenance of high ethical, moral and professional standards of librarianship;

(f) To adopt policies and set the standards for all types of libraries, librarians and the practice of librarianship;

(g) To ensure, in coordination with the Commission on Higher Education (CHED), that all institutions offering library, archives and information science education comply with prescribed standards for curriculum, faculty and facilities for course offerings of library science, or library and information science;

(h) To adopt and prescribe a Code of Ethics and a Code of Technical Standards for Librarians;

(i) To hear and decide administrative cases involving violations of this Act, its Implementing Rules and Regulations or the Code of Ethics or the Code of Technical Standards for Librarians; and for this purpose, issue subpoena ad testificandum and subpoena duces tecum to ensure the appearance of witnesses and the presentation of documents in connection therewith;

(j) To prescribe guidelines in the Continuing Professional Education (CPE) in coordination with the accredited and integrated association for professional librarians;

(k) To prepare, adopt, issue or amend the syllabi or terms of specification of subjects for the librarian licensure examination consistent with the policies and standards set by the CHED; and

(l) To discharge other powers and duties as the Board may deem necessary for the practice of librarianship and the continued growth and development of librarians, libraries and library education in the Philippines.

The policies, resolutions, rules and regulations issued or promulgated by the Board shall be subject to review and approval of the Commission. However, the Board’s decision, resolution or order rendered in administrative case shall be subject to review only if on appeal.

SEC 9. Term of Office. – The Chairperson and the members of the Board shall hold office for a term of three (3) years until their successors shall have been appointed and duly qualified: Provided, That members of the first Board to be appointed after the approval of this Act shall hold office for the following terms: the Chairperson for three (3) years, one member for two (2) years and the other member for one (1) year: Provided further, That the Chairperson or any member may be reappointed for another term of three (3) years but in no case shall the whole term exceed six (6) years. Interim vacancies in the Board shall be filled for the unexpired portion of the term only. Each member shall take the proper oath of office.

SEC 10. Compensation of the Board. – The Chairperson and members of the Board shall receive compensation and allowances comparable to that being received by the Chairperson and members of existing regulatory boards under the Commission as provided for in the General Appropriations Act.

SEC 11. Removal or Suspension of Board Members. – The Chairperson or any member of the Board may be removed or suspended by the President of the Philippines on recommendation of the Commission if found guilty after a proper administrative investigation, based on the following grounds: neglect of duty, incompetence, unprofessional, unethical, immoral or dishonorable conduct; any violation of this Act, or the Code of Ethics and the Code of Technical Standards for Librarians; or commission or toleration of irregularities in the examination such as manipulation, rigging of examination results, disclosure of secrets and information on examination questions prior to conduct of examination, tampering of grades or final judgment, or criminal offense involving moral turpitude.

SEC 12. Executive Officer and the Secretary of the Board. – The Chairperson of the Commission shall be the Executive Officer of the Board and shall conduct the licensure examination for librarians. The Commission shall

designate the Secretary of the Board and shall provide the Secretariat and other support services to implement the provisions of this Act. All records of the Board including the examination papers, minutes of deliberations, and records of administrative proceedings and investigations shall be kept by the Commission under the direct custody of the Secretary.

SEC 13. Annual Report. – The Board shall submit to the Commission after the close of each calendar year, its annual report of accomplishments which shall include a detailed account of the operation of the Board for the year and the appropriate recommendation on issues or problems affecting the profession.

ARTICLE III

LICENSURE EXAMINATION AND REGISTRATION

SEC 14. Examinations. – Applicants for registration, except those specifically allowed under SEC 19 of this Act, shall be required to undergo a written licensure examination to be given by the Board in such places and dates the Commission may designate subject to compliance with the requirements prescribed by the Commission.

SEC 15. Qualifications of Applicants. – Applicants for licensure examination must meet the following qualifications at the time of filing of applications: (a) Citizen of the Philippines or a foreign citizen whose country has reciprocity with the Philippines as regards the practice of librarianship; (b) Good health and good moral character; and (c) Graduate of Bachelor’s degree in Library Science and Information Science: Provided, That a holder of a master’s degree in Library and Information Science shall be allowed to qualify for application to the licensure examinations: Provided, further; That within five (5) years from the effectivity of this Act, holders of the following degrees shall also be allowed to qualify for application to the licensure examination:

(1) Bachelor of Science in Education or Elementary Education; or Bachelor of Arts with a major or specialization in Library Science; (2) Master of Arts in Library Science or Library and Information Science; or (3) Any masteral degree with concentration in Library Science.

SEC 16. Scope of Examination. – The licensure examination for librarianship shall consist of the following subjects:

(1) selection and acquisition of multi-media sources of information;

(2) cataloguing and classification;

(3) indexing and abstracting;

(4) reference, bibliography and information services;

(5) organization, management and development and maintenance of multimedia based library or information service, laws, trends and practices affecting the profession; and

(6) information technology.

The Board is hereby authorized to modify or add to the subjects listed above as the needs and demands in the library profession may require.

SEC 17. Rating in the Board Examination. – To be qualified as having passed the licensure examination, a candidate must obtain a weighted general average of seventy-five percent (75%), with no grade lower than fifty percent (50%) in any subject.

SEC 18. Report of Results of Examination. – The Board shall report to the Commission the results of the examination and the ratings of the examinees within ten (10) days after the examination.

SEC 19. Registration Without Examination. – Upon application and payment of the required fees, the Board shall issue a Certificate of Registration and Professional Identification Card to an applicant who, on the date of effectivity of Republic Act No. 6966, is:

(a) a practicing librarian who has completed at least a bachelor’s degree and a librarian or supervising librarian eligible;

(b) a practicing librarian who has completed at least a bachelor’s degree, eighteen (18) units in Library Science, five (5) years experience in librarianship, and a first grade eligible or its equivalent;

(c) a practicing librarian who has completed a masteral degree in Library Science or Library and Information Science, and a first grade eligible or its equivalent; or

(d) a practicing librarian who has completed at least a bachelor’s degree, eighteen (18) units in Library Science, and seven (7) years experience in librarianship.

Those who qualify under this section shall be given three (3) years within which to apply for registration upon the effectivity of this Act.

SEC

20. Issuance of Certificate of Registration and Professional Identification Card

. –

The Commission, on recommendation of the Board, shall issue a Certificate of Registration and Professional Identification Card to each person who passed the licensure examination for librarians and to those who are registered without examination under this Act and shall enter the name of the registered professional in the Roster of Philippine Librarians.

The Certificate of Registration shall bear the signature of the Chairperson of the Commission and the Chairperson and members of the Board, stamped with the official seals of the Board and the Commission indicating that the person named therein is entitled to the practice of the profession with all the privileges appurtenant thereto. The said certificate of registration shall remain in full force and effect until suspended or revoked in accordance with this Act.

A professional identification card bearing the name and signature of the registrant, registration number, date of issuance, expiry date, duly signed by the Chairperson of the Commission, shall likewise be issued to every registrant who has paid the prescribed fee.

SEC 21. Oath of Profession. – All successful examinees qualified for registration and all qualified applicants for registration without examination shall be required to take an oath of profession before any Commission Officer, or member of the Board or any government official authorized to administer oaths, prior to entering into the practice of librarianship in the Philippines.

SEC 22. Refusal to Issue Certificate of Registration and Professional Identification Card. – The Board shall not register any successful examinee nor any applicant for registration without examination if he/she has been convicted by a court of competent jurisdiction of any criminal offense involving moral turpitude or has been found guilty of immoral and dishonorable conduct after investigation of the Board, or has been declared to be of unsound mind. The reason for the refusal shall be set forth in writing.

SEC 23. Revocation and Suspension of Certificate of Registration and Professional Identification Card or Cancellation of Temporary/Special Permit. – The Board has the power, after due notice and hearing, to revoke or suspend the Certificate of Registration or cancel a temporary or special permit of any librarian on

any ground stated under section 22 of this Act, or for any of the following: unprofessional or dishonorable conduct; malpractice; incompetence; serious ignorance or negligence in the practice of librarianship; fraud; deceit or falsification in obtaining a certificate of registration, professional identification card, or temporary/special permit; abetment of illegal practice by allowing illegal use of his/her certificate of registration, or professional identification card, or temporary/special permit; practice of profession during the period of suspension; or any violation of this Act, its Implementing Rules and Regulations, the Code of Ethics or the Code of Technical Standards for Librarians, or Board policies. The respondent may appeal the Board’s decision, order/resolution to the Commission within fifteen (15) days from receipt thereof.

SEC 24. Reissuance of Revoked Certificate of Registration and Replacement of Lost Certificate of Registration and Professional Identification Card. – The Board after two (2) years from the date of revocation of the Certificate of Registration may reissue a certificate upon proper application. A new Certificate of Registration and Professional Identification Card or temporary/special permit, which has been lost, destroyed or mutilated, may be reissued after payment of the required fee prescribed by the Commission.

SEC 25. Roster of Librarians. – The Board, in coordination with the accredited and integrated national organization of librarians, shall maintain an up-todate, complete and properly organized Roster, which shall include those who had been issued Certificates of Registration under Republic Act No. 6966 and those who shall qualify under this Act, to contain the following data: (a) alphabetical list by surname of librarians with their addresses and license numbers; (b) the list of licensees, numerically arranged by license numbers; and (c) such other lists which the Board may deem necessary. Copies of the Roster, which shall be provided to the National Library, the Civil Service Commission, and the accredited national organization of librarians, shall be kept as permanent record.

ARTICLE IV PRACTICE OF LIBRARIANSHIP

SEC 26. Illegal Practice of Librarianship. – A person who does not have a valid Certificate of Registration and Professional Identification Card or a temporary/special permit from the Commission shall not practice or offer to practice librarianship in the Philippines or assume any position, which involve performing the function of a librarian as provided under SEC 5 of this Act.

SEC 27. Certificate of Registration/Professional Identification Card and Professional Tax Receipt. – The Certificate of Registration, Professional Identification Card and Professional Tax Receipt number of the librarian shall be reflected in any document issued/signed in connection with the practice of the profession.

SEC 28. Foreign Reciprocity. – A librarian from another country shall be admitted for licensure examination, be issued a Certificate of Registration and Professional Identification Card and be entitled to the rights and privileges appurtenant to this Act, if the country or state he/she is a citizen of or subject, permits Filipino librarians to practice librarianship on an equal basis as the librarians of said country or state: Provided, That the requirements for Certificate of Registration in said country or state are substantially the same as the requirements under this Act: Provided, further, That the law of such country or state grants Filipino librarians the same privileges as the citizens/subjects of that country/state.

SEC 29. Vested Rights: Automatic Registration of Practicing Librarians. – All practicing librarians who are registered at the time this Act takes effect shall automatically be registered.

SEC 30. Integrated and Accredited National Organization of Librarians. – All registered librarians shall be integrated under a single organization recognized and accredited by the Board and approved by the Commission. A librarian duly registered and licensed by the Board and the Commission shall automatically become a member of the integrated and accredited professional organization and shall receive the benefits and privileges appurtenant thereto upon payment of the required fees and dues.

Membership in the integrated and accredited professional organization shall not be a bar to membership in any other association of librarians.

SEC 31. Employment of Librarians. – Only qualified and licensed librarians shall be employed as librarians in all government libraries. Local government units shall be given a period of three (3) years from the approval of this Act to comply with this provision.

ARTICLE V

PENAL AND FINAL PROVISIONS

SEC 32. Penal Provisions. – Any person who practices or offers to practice any function of a librarian as provided for under SEC 5 of this Act who is not registered and has not been issued by the Commission a Certificate of Registration and Professional Identification Card, or a temporary license/permit or who violates any of the provisions of this Act, its Implementing Rules and Regulations, shall, upon conviction, be penalized by a fine of not less than Thirty thousand pesos (P30,000.00) nor more than One hundred-thousand pesos (P100,000.00), or imprisonment of not less than one (1) month nor more than three (3) years at the discretion of the court.

SEC 33. Funding Provision. – The Chairperson of the Professional Regulation Commission shall immediately include in the Commission’s program the implementation of this Act, the funding of which shall be included in the annual General Appropriations Act.

SEC 34. Transitory Provision. – The present Board shall continue to function in the interim until such time as the new Board shall have been constituted pursuant to this Act.

SEC 35. Implementing Rules and Regulations. – The Board, subject to the approval of the Commission, shall promulgate, adopt and issue rules and regulations, and the Code of Ethics and the Code of Technical Standards for Librarians which shall take effect fifteen (15) days following publication in the Official Gazette or newspaper of general circulation.

SEC 36. Separability Clause. – If any clause, provision, paragraph or part hereof shall be declared unconstitutional or invalid, such judgment shall not affect, invalidate or impair any other part hereof, but such judgment shall be

merely confined to the clause, provision, paragraph or part directly involved in the controversy in which such judgment has been rendered.

SEC 37. Repealing Clause. – Republic Act No. 6966 is hereby repealed and all other laws, decrees, orders, rules, regulations, ordinances or parts thereof which are inconsistent with this Act are hereby repealed or amended accordingly.

SEC 38. Effectivity. – This Act shall take effect fifteen (15) days following its publication in the Official Gazette or a national newspaper of general circulation.

Approved,

(Sgd.) FRANKLIN M. DRILON

President of the Senate

(Sgd.) JOSE DE VENECIA JR. Speaker of the House of Representatives

This Act which is a consolidation of House Bill No. 5351 and Senate Bill No. 2579 was finally passed by the House of Representatives and the Senate on December 2, 2003 and December 16, 2003, respectively.

(Sgd.) ROBERTO P. NAZARENO

(Sgd.)

OSCAR G. YABES

Secretary of the Senate

Secretary General House of Representatives

Approved: FEB 9 2004 (Sgd.) GLORIA MACAPAGAL-ARROYO

President of the Philippines

Republic Act No. 9246: GOVPH. (2004, February 9). Retrieved June 4, 2020, from https://www.officialgazette.gov.ph/2004/02/09/republic-act-no-9246/

REPUBLIC ACT NO. 8981

AN ACT MODERNIZING THE PROFESSIONAL REGULATION COMMISSION, REPEALING FOR THE PURPOSE

PRESIDENTIAL DECREE NUMBERED TWO HUNDRED AND TWENTY-THREE, ENTITLED "CREATING THE PROFESSIONAL REGULATION COMMISSION AND PRESCRIBING ITS POWERS AND FUNCTIONS," AND FOR OTHER PURPOSES

Be it enacted by the Senate and House of Representatives of the Philippines Congress assembled:

Section 1. Title – This Act shall be called the "PRC Modernization Act of 2000."

Section 2. Statement of Policy – The State recognizes the important role of professionals in nation-building and, towards this end, promotes the sustained development of a reservoir of professionals whose competence has been determined by honest and credible licensure examinations and whose standards of professional service and practice are internationally recognized and considered world-class brought about the regulatory measures, programs and activities that foster professional growth and advancement.

Section 3. Professional Regulation Commission – There is hereby created a threeman commission to be known as the Professional Regulation Commission, hereinafter referred to as the Commission, which shall be attached to the office of the President for general direction and coordination.

Section 4. Composition – The Commission shall be headed by one (1) fulltime Chairperson and two (2) full-time Commissioners, all to be appointed by the President for a term of seven (7) years without reappointment to start from the time they assume office. Appointments to a vacancy that occurs before the expiration of the term of a Commissioner shall cover only the unexpired term of the immediate predecessor. At the expiration of the Chairperson, the most senior of the Commissioners shall temporarily assume and perform the duties and functions of the Chairperson until a permanent Chairperson is appointed by the President.

The Chairperson or Commissioner shall be at least forty (40) years of age, holding a valid certificate of registration/professional license and a valid professional identification card or a valid certificate of competency issued by

the Commission or a valid professional license issued by any government agency, familiar with the principles and methods of professional regulation and/or licensing and has had at least five (5) years of executive or management experience: Provided, That, one (1) of the Commissioners must be a past Chairperson/member of a Professional Regulatory Board.

Section 5. Exercise of Powers and Functions of the Commission – The Chairperson of the Commission, and the Commissioners as members thereof shall sit and act as a body to exercise general administrative, executive and policy-making functions of the Commission. The Commission shall establish and maintain a high standard of admission to the practice of all professions and at all times ensure and safeguard the integrity of all licensure examinations. The Chairperson shall act as the presiding and chief executive officer of the Commission. As presiding officer, he/she shall preside over the meetings of the Commission sitting as a collegial body. As chief executive officer of the Commission, he/she shall be responsible for the implementation of the policies and the programs adopted by the Commission for the general administration of the Commission. He/she shall perform such other activities which are necessary for the effective exercise of the powers, functions and responsibilities of the Commission.

Section 6. Compensation and Other Benefits – The Chairperson shall receive compensation and allowances equivalent to that of a Department Secretary while the Commissioners shall receive compensation and allowances equivalent to that of an Undersecretary. The Chairperson and the members of the Commission shall be entitled to retirement benefits provided under Republic Act Numbered Fifteen Hundred and Sixty Eight, as amended by Republic Act Numbered Three Thousand Five Hundred and Ninety Five.

Section 7. Powers, Functions and Responsibilities of the Commission – The powers, functions, and responsibilities of the Commission are as follows:

(a) To administer, implement and enforce the regulatory policies of the national government with respect to the regulation and licensing of the various professions and occupations under its jurisdiction including the enhancement and maintenance of professional and occupational standards and ethics and the enforcement of the rules and regulations relative thereto:

(b) To perform any and all acts, enter into contracts, make such rules and regulations and issue such orders and other administrative issuance as may be necessary in the execution and implementation of its functions and the improvement of its services;

(c) To review, revise, and approve resolutions, embodying policies promulgated by the Professional Regulatory Boards in the exercise of their powers and functions or in implementing the laws regulating their respective professions and other official actions on nonministerial matters within their respective jurisdictions;

(d) To administer and conduct the licensure examinations of the various regulatory boards in accordance with the rules and regulations promulgated by the Commission; determine and fix the places and dates of examinations; use publicly or privately owned buildings and facilities for examination purposes; conduct more than one (1) licensure examination: Provided, That, when there are two (2) or more examinations given in a year, at least one (1) examinations shall be held on weekdays (Monday to Friday): Provided, further, That, if only one (1) examination is given in a year, this shall be held only on weekdays: Provided, finally, That, the Commission is also authorized to require the completion of a refresher course where the examinee has failed to pass three (3) times, except as otherwise provided by law; approve the results of examinations and the release of the same; adopt measures to preserve the integrity and inviolability of licensure examinations; appoint supervisors and room watchers from among the employees of the government and/or private individuals with baccalaureate degrees, who have been trained by the Commission for the purpose and who shall be entitled to a reasonable daily allowance for every examination day actually attended, to be determined and fixed by the Commission; publish the list of successful examinees; provide schools, colleges and universities, public and private, offering courses for licensure examinations, with copies of sample test questions on examinations recently conducted by the Commission and copies of the syllabi or terms of specifications of subjects for

licensure examinations; and impose the penalty of suspension or prohibition from taking licensure examinations to any examinee charged and found guilty of violating the rules and regulations governing the conduct of licensure examinations promulgated by the Commission;

(

e) To admit the successful examinees to the practice of the profession or occupation; cause the entry of their names on its registry book and computerized database; issue certificates of registration/professional license, bearing the registrant’s name, picture, and registration number, signed by all the members of the Board concerned and the Chairperson, with the official seal of the Board and the Commission affixed thereto which certificate shall be the authority to practice; and at the option of the professional concerned, ministerially issue the professional identification card, to be used solely for the purpose of identification, upon payment of the appropriate amount: Provided, That, marine deck and marine engineer officers shall also be issued endorsement certificates exclusively by the Commission pursuant to the 1978 and 1995 Standards of Training, Certification and Watch-keeping (STCW) Convention, to the exclusion of any other government agency, Section 1(2) of Executive Order No. 149, Series of 1999 and provisions of other existing laws, executive orders, administrative issuance/regulations to the contrary notwithstanding: Provided, further, That, once a certificate of registration/professional license, or certificate of competency, in the case of marine deck and engine officers are issued, this cannot be withdrawn, cancelled, revoked, or suspended except for just cause as may be provided by law after due notice and hearing;

(f) To have custody of all the records of the various Boards, including examination papers, minutes of deliberation, records of administrative cases and investigations and examination results for control and disposition;

(g) To determine and fix the amount of fees to be charged and collected for examination, registration, registration without

examination, professional identification card, certification, docket, appeal, replacement, accreditation, including surcharges and other fees not specified under the provisions of Republic Act Numbered Four Hundred Sixty Five as amended by Republic Act Numbered Sixty Five Hundred and Eleven or to charge and collect reasonable fees at the rates higher than the rates provided thereunder subject to the approval by the Office of the President.

(h) To appoint subject to the Civil Service laws, rules, and regulations, officials and employees of the Commission necessary for the effective performance of its functions and responsibilities; prescribe their duties and fix their compensation subject to the provisions of Republic Act Numbered Six Thousand Seven Hundred and Fifty Eight and allowances including other fringe benefits; and to assign and/or reassign personnel as the exigency of the service requires subject to the Civil Service laws, rules and regulations; and to organize or reorganize the structure of the Commission; and create or abolish positions or change the designation of existing positions in accordance with a staffing pattern prepared by it and approved by the Office of the President upon the recommendation of the Department of Budget and Management (DBM) to meet the changing conditions or as the need arises: Provided, That, such changes shall not affect the employment status of the incumbents, reduce their ranks and/or salaries nor shall result in their separation from the service;

(i) To submit and recommend to the President of the Philippines the names of licensed/registered professionals for appointment as members of the various Professional Regulatory Boards from among those nominated to fill up vacancies pursuant to the provisions of Executive Order No. 496, Series of 1991;

(j) Upon recommendation of the Professional Regulatory Board concerned, to approve the registration of and authorize the issuance of a certificate of registration/license and professional identification card with or without examination to a foreigner who is registered under the laws of his state or country and whose certificate of

registration issued therein has not been suspended or revoked: Provided, That, the requirements for the registration or licensing in said foreign state or country are substantially the same as those required and contemplated by the laws of the Philippines and that the laws of such foreign state or country allow the citizens of the Philippines to practice the profession on the same basis and grant the same privileges as those enjoyed by the subjects or citizens of such foreign state or country: Provided, further, That, the Commission may, upon recommendation of the Board concerned, authorize the issuance of a certificate of registration/license or a special temporary permit to foreign professionals who desire to practice their professions in the country under reciprocity and other international agreements; consultants in foreign-funded, joint venture or foreign-assisted projects of the government, employees of Philippine or foreign private firms or institutions pursuant to law, or health professionals engaged in humanitarian mission for a limited period of time: Provided, finally, That agencies, organizations or individuals whether public or private, who secure he services of a foreign professional authorized by law to practice in the Philippines for reasons aforementioned, shall be responsible for securing a special permit from the Professional Regulation Commission (PRC) and the Department of Labor and Employment (DOLE), pursuant to PRC and DOLE rules: (k) To authorize any officer of the Commission to administer oaths: (l) To supervise foreign nations who are authorized by existing laws to practice their professions either as holders of a certificate of registration and a professional identification card or a temporary special permit in the Philippines; to ensure that the terms and conditions for their practice or of their employment are strictly complied with; to require the hiring or employing government agency or private entity/institution to secure a temporary special permit from the concerned Board subject to approval by the Commission and to file a criminal complaint against the head of the government agency or officers of the said private entity/institution,

who shall be liable under the penalty provided for in the concerned professional regulatory law or the penalty imposed pursuant to this Act, when the professional was hired and allowed to practice his/her profession without permit; to file upon due process request for deportation with the Bureau of Immigration and Deportation (BID); and to supervise professionals who were former citizens of the Philippines and who had been registered and issued a certificate of registration and a professional identification card prior to their naturalization as foreign citizens, who may, while in the country on a visit, sojourn or permanent residence, practice their profession: Provided, That, prior to the practice of their profession they shall have first been issued a special permit and updated professional identification card by the Board concerned subject to approval by the Commission and upon payment of the permit and annual registration fees;

(m) To monitor the performance of schools inlicensure examinations and publish the results thereof in a newspaper of national circulation;

(n) To adopt and institute a comprehensive rating system for universities, colleges, and training institutes based on the passing ratio and overall performance of students in board examinations;

(o) To exercise administrative supervision over the various professional regulatory boards and its members;

(p) To adopt and promulgate such rules and regulations as may be necessary to effectively implement policies with respect to the regulation and practice of the professions;

(q) To implement the program for the full computerization of all licensure examinations given by the various professional regulatory boards including the registration of professionals not later than the year 2003 and other operations of the Commission;

(r) To investigate and decide administrative matters involving officers and employees under the jurisdiction of the Commission;

(s) To investigate motu proprio or upon the filing of a verified complaint, any member of the Professional Regulatory Boards for

neglect of duty, incompetence, unprofessional, unethical, immoral or dishonorable conduct, commission of irregularities in the licensure examinations which taint or impugn the integrity and authenticity of the results of the said examinations and, if found guilty, to revoke or suspend their certificates of registration and professional licenses/identification cards and to recommend to the President of the Philippines their suspension or removal from office as the case may be;

(t) To issue summons, subpoena and subpoena duces tecum in connection with the investigation of cases against officials and employees of the Commission and the members of the Professional Regulatory Boards;

(u) To hold in contempt in erring party or person only upon application with a court of competent jurisdiction;

(v) To call upon or request any department, instrumentality, office, bureau, institution or agency of the government including local government units to render such assistance as it may require, or to coordinate or cooperate in order to carry out, enforce or implement the professional regulatory policies of the government or any program or activity it may undertake pursuant to the provisions of this Act;

(w) To initiate an investigation, upon complaint under oath by an aggrieved party, of any person, whether a private individual or professional, local or foreign, who practices the regulated profession or occupation without being authorized by law, or without being registered with and licensed by the concerned regulatory board and issued the corresponding license/professional identification card or temporary or special permit, or who commits any of the prohibited acts provided in the regulatory laws of the various professions, which acts are criminal in nature, and if the evidence so warrants, to forward the records of the case to the office of the city or provincial prosecutor for the filing of the corresponding information in court by the lawyers of the legal services of the Commission who may

prosecute said case/s upon being deputized by the Secretary of Justice;

(x) To prepare an annual report of accomplishments on the programs, projects and activities of the Commission during the year for submission to Congress after the close of its calendar year and make appropriate recommendations on issues and/or problems affecting the Commission, the Professional Regulatory Board, and the various professions under its jurisdiction; and

(y) To perform such other functions and duties as may be necessary to carry out the provisions of this Act, the various professional regulatory laws, decrees, executive orders and other administrative issuance.

Section 8. Regional Offices – The Commission is hereby authorized to create regional offices as may be necessary to carry out their functions mandated under this Act.

Section 9. Powers, Functions and Responsibilities of the Various Professional Regulatory Boards – The various, professional regulatory boards shall retain the following powers, functions and responsibilities:

(a) To regulate the practice of the professions in accordance with the provisions of their respective professional regulatory laws;

(b) To monitor the conditions affecting the practice of the profession or occupation under their respective jurisdictions and whenever necessary, adopt such measures as may be deemed proper for the enhancement of the profession or occupation and/or the maintenance of high professional, ethical and technical standards, and for this purpose the members of the Board duly authorized by the Commission with deputized employees of the Commission, may conduct ocular inspection in industrial, mechanical, electrical or chemical plants or establishments, hospitals, clinics, laboratories, testing facilities, mines and quarries, other engineering facilities and in the case of schools, in coordination with the Commission on Higher Education (CHED);

(c) To hear and investigate cases arising from violations of their respective laws, the rules and regulations promulgated thereunder

and their Codes of Ethics and, for this purpose, may issue summons, subpoena and subpoena duces tecum to alleged violators and/or witnesses to compel their attendance in such investigations or hearings: Provided, That, the decision of the Professional Regulatory Board shall, unless appealed to the Commission, become final and executory after fifteen (15) days from receipt of notice of judgment or decision;

(d) To delegate the hearing or investigation of administrative cases filed before them except in cases where the issue or question involved strictly concerns the practice of the profession or occupation, in which case, the hearing shall be presided over by at least one (1) member of the Board concerned assisted by a Legal or Hearing Officer of the Commission;

(e) To conduct, through the Legal Officers of the Commission, summary proceedings on minor violations of their respective regulatory laws, violations of the rules and regulations issued by the boards to implement their respective laws, including violations of the general instructions to examinees committed by examinees, and render summary judgment thereon which shall, unless appealed to the Commission, become final and executory after fifteen (15) days from receipt of notice of judgment or decision;

(f) Subject to final approval by the Commission, to recommend registration without examination and the issuance of corresponding certificate of registration and professional identification card;

(g) After due process, to suspend, revoke or reissue, reinstate certificate of registration or licenses for causes provided by law;

(h) To prepare, adopt and issue the syllabi or tables of specifications of the subjects for examinations in consultation with the academe; determine and prepare the questions for the licensure examinations which shall strictly be within the scope of the syllabus or table of specifications of the subject for examination; score and rate the examination papers with the name and signature of the Board member concerned appearing thereon and submit the results in all subjects duly signed by the members of the Board to the Commission

within ten (10) days from the last day of examination unless extended by the Commission for justifiable cause/s; and subject to the approval by the Commission, determine the appropriate passing general average rating in an examination if not provided for in the law regulating the profession; and

(i) To prepare an annual report of accomplishments on programs, projects and activities of the Board during the year for submission to the Commission after the close of each calendar year and make appropriate recommendations on issues or problems affecting the profession to the Commission.

Section 10. Compensation of the Members of the Professional Regulatory Boards –The members of the Professional Regulatory Boards shall receive compensation equivalent to, at least, two salary grades lower than the salary grade of the Commissioners: Provided, That the Chairperson of the Regulatory Board shall receive a monthly compensation of two steps higher than the members of the Board, and: Provided, further, That they shall be entitled to other allowances and benefits provided under existing laws.

Section 11. Person to Teach Subjects for Licensure Examination on all Professions – All subjects for licensure examinations shall be taught by persons who are holders of valid certificates of registration and valid professional licenses of the profession and who comply with the other requirements of the CHED.

Section 12. Assistance of Law Enforcement Agency – Any law enforcement agency shall, upon call or request of the Commission or of any Professional Regulatory Board, render assistance in enforcing the regulatory law of the profession including the rules and regulations promulgated thereunder by prosecuting the violators thereof in accordance with law and the rules of court.

Section 13. Appropriations – The amount necessary to carry out the initial implementation of this Act shall be charged against the current year’s appropriations of the Professional Regulation Commission. Thereafter, such sums as may be necessary for the continued implementation of this Act shall be included in the succeeding General Appropriations Act.

Section 14. Authority to Use Income – In addition to the annual appropriations of the Commission provided under the Annual General Appropriations Act, the Commission is hereby authorized to use its income not exceeding the amount of Forty-five million pesos (P45,000,000.00) a year for a period of five (5) years after the effectivity of this Act to implement the program for full computerization of the operations of the Commission, subject to the usual accounting and auditing requirements.

Section

15. Penalties for Manipulation and Other Corrupt Practices in the Conduct of Professional Examinations –

(a) Any person who manipulates or rigs licensure examination results, secretly informs or makes known licensure examination questions prior to the conduct of the examination or tampers with the grades in professional licensure examinations shall, upon conviction, be punished by imprisonment of not less than six (6) years and one (1) day to not more than twelve (12) years or a fine of not less than Fifty thousand pesos (P50,000.00) to not more than One hundred thousand pesos (P100,000.00) or both such imprisonment and fine at the discretion of the court.

(b) In case the offender is an officer or employee of the Commission or a member of the regulatory board, he/she shall be removed from office and shall suffer the penalty of perpetual absolute disqualification from public office to addition to the penalties prescribed in the preceding section of this Act;

(c) The penalty of imprisonment ranging from four (4) years and one (1) day to six (6) years or a fine ranging from Twenty thousand pesos (P20,000.00) to not more than Forty-nine thousand pesos (P49,000.00), or both imprisonment and fine at the discretion of the court, shall be imposed upon the accomplices. The penalty of imprisonment ranging from two (2) years and one (1) day to four (4) years or a fine ranging from Five thousand pesos (P5,000.00) to not more than Nineteen thousand pesos (P19,000.00), or both imprisonment and fine at the discretion of the court, shall be imposed upon the accessories.

Section 16. Penalties for Violation of Section 7 – Subparagraph (1) by Heads of Government Agencies or Officers of Private Entities/Institutions – Any head of a government agency or officer(s) of a private firm/institution who violates Section 7 – subpar. (1) of this Act shall be punished by imprisonment of not less than six (6) months and one (1) day to not more than six (6) years, or a fine of not less than Fifty thousand pesos (P50,000.00) to not more than Five hundred thousand pesos (P500,000.00) or both at the discretion of the court.

Section 17. Implementing Rules and Regulations – Within ninety (90) days after the approval of this Act, the Professional Regulation Commission, together with representatives of the various Professional Regulatory Boards and accredited professional organizations, the DBM, and the CHED shall prepare and promulgate the necessary rules and regulations needed to implement the provisions of this Act.

Section 18. Transitory Provisions – The incumbent Commissioner and two (2) incumbent Associate Commissioners shall serve as Chairperson and Commissioners respectively under the terms for which they have been appointed without need of new appointments. The incumbent Executive Director shall likewise serve as Assistant Commissioner without need of new appointment.

Section 19. Separability Clause – If any provision of this Act or the application of such provision to any person or circumstances is declared invalid or unconstitutional, the remainder of this Act or application of such provisions to other persons or circumstance shall not be affected by such declaration.

Section 20. Repealing Clause – Republic Act. No. 546, Presidential Decree No. 223, as amended by Presidential Decree No. 657, Republic Act No. 5181, and Executive Order No. 266, Series of 1995 are hereby repealed. Section 23 (h) of Republic Act No. 7836, Section 4 (m & s). Section 23 of Republic Act No. 7920, and Section 29 of Republic Act No. 8050, insofar as it requires completion of the requirements of the Continuing Professional Education (CPE) as a condition for the renewal of the license are hereby repealed. All other laws, orders, rules and regulations or resolutions and all part/s thereof inconsistent with the provisions of this Act are hereby repealed or amended accordingly.

Section 21. Effectivity – This Act shall take effect after fifteen (15) days following its publication in the Official Gazette or in two (2) newspapers of general circulation, whichever is earlier.

Approved: December 05, 2000

(Sgd.)JOSEPH EJERCITO ESTRADA

President of the Philippines

An Act Modernizing The Professional Regulation Commission, Repealing For The Purpose Presidential Decree Numbered Two Hundred And Twenty-Three, Entitled "Creating The Professional Regulation Commission And Prescribing Its Powers And Functions," And For Other Purposes. (n.d.). Retrieved June 4, 2020, from https://lawphil.net/statutes/repacts/ra2000/ra_8981_2000.html

Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, age, background, or views of those contributing to their creation.

II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

V. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.

VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

VII. All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality in their library use. Libraries should advocate for, educate about, and protect people’s privacy, safeguarding all library use data, including personally identifiable information.

Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019. Inclusion of “age” reaffirmed January 23, 1996.

"Library Bill of Rights", American Library Association, June 30, 2006. http://www.ala.org/advocacy/intfreedom/librarybill (Accessed June 4, 2020)

Document ID: 669fd6a3-8939-3e54-7577-996a0a3f8952

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● Buenrostro, J. C. (2018). Abstracting and indexing made easy. Quezon City: Great Books Trading.

● Buenrostro, J. C., & Bhagwani, E. T. (2004). More than books: perspectives on the management of information resources and services in libraries. Quezon City: Published and exclusively distributed by Great Books Trading.

● Buenrostro, J. C., Buenrostro, J. S., Magbag, T. D. J., & Marasigan, R. P. (2018). The complete reviewer for librarians licensure examination. Quezon City: Great Books Trading.

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● Huber, J. J. (2013). Lean Library Management: Eleven Strategies for Reducing Costs and Improving Customer Services. New Delhi, India: DBS Imprints.

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● Stueart, R. D., & Moran, B. B. (2007). Library and information center management. Westport, Conn: Libraries Unlimited.

● Taylor, A. G., Miller, D. P., & Wynar, B. S. (2000). Wynars introduction to cataloging and classification / Arlene G. Taylor ; with the assistance of David P. Miller. Englewood, CO: Libraries Unlimited.

● Totterdell, A., Gill, J., & Hornsey, A. (2005). An introduction to library and information work. London: Facet.

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