Topic 3: Information Organization PDF

**TOPIC 3** **INFORMATION ORGANIZATION** **OBJECTIVES** By the end of this unit you should be able to - Define terms used in information organization - Have a clear understanding of how information is organized in the library - Understand different classification systems used in the...

**TOPIC 3** **INFORMATION ORGANIZATION** **OBJECTIVES** By the end of this unit you should be able to - Define terms used in information organization - Have a clear understanding of how information is organized in the library - Understand different classification systems used in the library - Identify different library collections - Understanding of how information is organized at USIU Library. **3.0 Definitions of concepts and terms** ***Cataloguing*** This is the process of creating entries for a catalog in the library and it usually includes bibliographic descriptions, Subject analysis, assignment of classification notation and activities involved in physically preparing the item for the shelf. ***The catalog record*** The catalog record defines and describes the bibliographic unit being cataloged- a single interview, multiple interviews of a person, or an entire oral history project. ***Classification*** This is the process of arranging subjects into classes in organization of information. It the process of determining where an information package fits into the given hierarchy of knowledge and assigning a specific code (Notations) that represents hierarchy. ***Classification Notations*** This is a set of letters, symbols or a combination of the three that are usually assigned to certain level of knowledge hierarchy in a class scheme ***Classification scheme*** This is a specification of systematic organization of knowledge ***Call Numbers*** A call number is the number on the spine label of a library item, which shows where it is shelved. It usually consists of a class number, a book number and often a location symbol. 3.1. Information Organization This is the process of arranging or classifying information to facilitate its use. It involves description of documents, their contents, features and purpose and the organization of these descriptions in order to make the documents and their parts accessible to persons seeking them. **Why is it important to organize information?** Before you can retrieve any information you sought for, it is necessary that you know how the information is originated and organized. The organization is thus the key to easy retrieval of information or accessing a library's collection. When information is organized, there is easy accessibility to it. For example, when you visit the library and you want to search for a book on the shelve if the books are not properly placed you will end up walking around the shelves without getting the book you are looking for because they are not organized as they should be. **How information is organized in the library** Libraries organize information/ knowledge for purposes of retrieval and posterity. The processes involved in organization of information in the libraries include the following: 1. Collection development- this is the first step and it is a process in which library/information centre materials are acquired. Acquisition is always by direct purchase, gifts, donations and exchanges. 2. New materials are classified or arranged according to some order- it is a process of accessioning and putting materials into subject categories. 3. Materials are then categorized- this is a description of physical item which involves choosing certain names and titles as access points for searching the catalogue. 4. Materials are then physically arranged - Removing or adding book jacket - Placing security strips in information items - Putting call numbers labels and barcodes - Treat the items and arranging them on the shelves and cabinets The Library uses two main approaches to organize information sources namely i. Content ii. Format. The content is composed of the subject and the characteristics of information. Format refers to the medium used to present or store information. Therefore, materials will be located in different physical locations based on subject or physical format type. I. **Organization by Content** **Subject** i. **Library of Congress** Libraries use various classification systems to organize their materials by subject on the shelves within the library stack rooms. Every book in the library has a specific label with a call number that is unique to that book. This allows library users to browse the shelves and find similar books grouped by subject. USIU uses the Library of Congress Classification System to organize its collection by subject. The Library of Congress (LC) was constructed when Putnam Herbert was the Librarian of the United States of America Congress in 1897 and the congress was the law-making body of the United States of America. The format used in the Library of Congress was the one Thomas Jefferson used in classifying his library because the initial library of congress was destroyed during the colonial war of 1815. The library of congress has 21 main classes. It uses alphabets for the main classes. For expansion, it can use 2 letters of the alphabets to form a class but the 21 main classes are one alphabet each. The Library of Congress also uses numerical. It can have 1-4 digits to form a subject. It also uses decimals for expansion. In other words, it is alphanumeric in representing a subject. The 21 main classes are as follows: ***Example:** **REF HG 1385 J5 2022*** *where* ***REF** is the location symbol (Reference section)* ***HG** is a general subject (Commerce)* ***1385** is a specific subject (WTO)* ***J5** author (Julie)* ***2022** (Date of publication.)* ii. **Dewey decimal classification** Dewey decimal classification is majorly used in public libraries. It has not as accommodative/ expansive as the library of congress classification scheme. Academic libraries use more of the library of congress. Dewey decimal classification has **4** volume tools for classification. Vol.1 = Tables Vol. 2= Schedules (has classification symbol of 000-500) Vol. 3= Schedules (has classification symbol of 600-900) Vol. 4= Index. Dewey Decimal Classification (DDC) uses SEARS lists of subject heading which is to select the subject heading of the material you are classifying. **The ten main classes are:** **Class 000** is the most general class and is used for works not limited to any one specific discipline, e.g., encyclopedias, newspapers, general periodicals. This class is also used for certain specialized disciplines that deal with knowledge and information, e.g., computer science, library and information science, journalism. Each of the other main classes (100-900) comprises a major discipline or group of related disciplines. **Class 100** covers philosophy, parapsychology and occultism, and psychology. **Class 200** is devoted to religion. **Class 300** covers the social sciences. Class 300 includes sociology, anthropology, statistics, political science, economics, law, public administration, social problems and services, education, commerce, communications, transportation, and customs. **Class 400** comprises language, linguistics, and specific languages. Literature, which is arranged by language, is found in 800. **Class 500** is devoted to the natural sciences and mathematics. **Class 600** is technology. **Class 700** covers the arts: art in general, fine and decorative arts, music, and the performing arts. Recreation, including sports and games, is also classed in 700. **Class 800** covers literature, and includes rhetoric, prose, poetry, drama, etc. Folk literature is classed with customs in 300. **Class 900** is devoted primarily to history and geography. A history of a specific subject is classed with the subject. Since the parts of the DDC are arranged by discipline, not subject, a subject may appear in more than one class. For example, "clothing" has aspects that fall under several disciplines. The psychological influence of clothing belongs in 155.95 as part of the discipline of psychology; customs associated with clothing belong in 391 as part of the discipline of customs; and clothing in the sense of fashion design belongs in 746.92 as part of the discipline of the arts. Each main class has 10 subdivisions ***Example A book on wigs would be classified under 646.7248*** -------------- ---------------------------------------------------------- **600** Technology (Applied sciences) **640** Home and family management **646** Sewing, clothing, management of personal and family life **646.7** Management of personal and family life **646.72** Care of hair, face, skin, nails **646.724** Care of hair **646.7248** Wigs -------------- ---------------------------------------------------------- iii. **Elizabeth Moys Classification Scheme (Moys)** The Moys Classification Scheme is a system of library classification for legal materials. It was designed by Betty Moys and first published in 1968. It is used primarily in law libraries in many common law jurisdictions such as Canada, Australia, New Zealand, and the United Kingdom. The Moys system is designed to fit into a library that utilizes the Library of Congress Classification (LCC). The primary reason for this is that LCC had not fully developed the K class (the class for Law) at the time when the Moys system was developed. Besides, LCC is the main classification system used in academic libraries. This commonality is the rationale behind adopting the same notation style used in the LCC Class K. The subclasses and enumeration are very different in the two systems. Though, as with LCC, a set of numbers follows the class letters to indicate specific subject areas (however there is notably less use of decimal points in the Moys system than in LCC). **Basic Structure of the Moys Classification Scheme** **Basic General Classes** iv. **Universal Decimal Classification (UDC)** Universal Decimal Classification (UDC) owes its origin to the Dewey Decimal Classification (DDC). This classification scheme is widely used in French-speaking countries of North Africa, in Spain and Latin America and throughout Eastern Europe. In the English-speaking world, it is used by special libraries and most especially in those with a strong emphasis on technological interests. There are many similarities between DDC and UDC, for instance, the ten (10) main classes of DDC are retained in UDC. However, class 4 (language class) was merged with class 8 (Literature class) in UDC. Main class of UDC 0 Generalities of knowledge. 1 Philosophy. Metaphysics. Psychology. Logic. Ethics. 2 Religions. Theology 3 Social Science. Statistics. Politics. Economics. Trade. Law. Government. 4 Currently vacant. Formerly Linguistics; Philosophy 5 Mathematics and Natural sciences 6 Applied Science, medicine technology 7 The arts. Recreation. Entertainment. Sport 8 Language. Linguistics. Literature 9 Geography. Biography. History ***Example of UDC notations*** v. **Bliss Classification** Bliss Classification is also called Bibliographic classification (BC). It was devised by Henry Evelyn Bliss in 1935. The system is used most at length in British libraries. It consists of 35 main classes, consisting of 9 numerical and 26 alphabetical classes. It has a notation system that utilizes upper case and lowercase Roman letters; with Arabic numerals for common subdivisions. Each main class and each subclass is fully faceted. The outline of bliss classification is as follows: Generalia, phenomena, knowledge, information science and Technology vi. **Colon classification** The Colon Classification (CC) has a set of main classes that are divided into facets. All facets are regarded as manifestations of five fundamental categories namely: a\. Space b\. Energy c\. Matter d\. Personality Main classes of Colon Classification II. **Organization by format** When information is recorded and stored, it exists in a physical form called a format. There are two (2) broad categories of format: - Print materials: these are information sources in paper form like books, journals and magazines, newspapers, government documents, maps and atlases. - Electronic (digital): this is information that is recorded, stored and retrieved with the aid of information and communication technology (ICT). Such are the E-books, E-journals, Websites, databases, CDROMS and DVDs. Storage of digital materials is usually on a server accessible through the Internet or local server. - Audio-visual: These can be analogue or digital materials in specialized formats. For example, music CDs, DVDs, VHS tapes, reel-to-reel tapes, cassettes. ***\*\*\*\*(Refer to notes in topic 2 on information formats)*** In most libraries, materials are arranged by format, with books in one area, magazines and journals in another. When one identifies an information source, it is important to note its format. If it is digital and on the Web, one may have easier access than if it is a print source which is only available when the library is open. Within the different formats are different source types that may be located separately. **3.3 Library collections** **Functions of Library Classification** Library classification encompasses a wide range of functions and the work of a Library Services Specialist typically is focused in one or more of the following core functions. Descriptions of work functions included below are not meant to be all-inclusive or indicate a specific skill level within the classification; rather, they are examples that illustrate the variety of activities that often fall under each core function. i. ***Circulation:*** Staff circulation desk and/or oversee daily circulation operations; check library materials in and out using library systems; update and maintain patron database; prepare circulation reports; follow-up on overdue materials and collect fines; handle lost and damaged materials; oversee stack maintenance; assist patrons in finding materials and with questions related to circulation policies and procedures; and resolve patron problems related to circulation functions. ii. ***Interlibrary Loans:*** Handle borrowing and/or lending requests for library materials from patrons; retrieve and process requests through various joint resource sharing systems and cooperative efforts with other libraries; verify eligibility of requests; verify bibliographic information and conduct bibliographic searches related to requests; troubleshoot problem requests; compile and analyze borrowing and lending statistics; and follow-up on overdue materials and recalls. iii. ***Reserves:*** Staff reserve service point and/or oversee daily operations; consult with faculty about course materials to be placed on reserve; provide assistance to faculty in organizing materials to be placed on reserve; process both paper and electronic materials to be placed on reserve; ensure that copyright requirements are met for all reserve items; maintain reserve collection, e-reserves, and related Web pages; and administer reserve module in the library system. iv. ***Serials:*** Receive and process periodicals and serials in all formats using library systems and prepare them for use; identify missing items and use appropriate claiming methods to obtain missing materials; identify changes in title or status of standing order serials and periodicals and notify cataloguing; work with vendor to troubleshoot serial related problems; and monitor expenditures for serials and periodicals and verify and process serials invoices. v. ***Acquisitions and Receiving:*** Handle library acquisitions processing from ordering library materials (including print, non-print and specialized materials) to receiving and processing materials on the library system and preparing them for use; verify accuracy of materials received against orders placed; monitor acquisition expenditures and process vendor invoices for payment; troubleshoot acquisitions related problems with vendors; and compile expenditures for annual statistics and audit reports. vi. ***Bindery and Book Repair:*** Perform, coordinate or supervise library's book repair, preservation, and/or bindery operations, both those performed within the library and those that are outsourced. **3.4 USIU-Africa Library.** **Library collections** i. Periodicals ii. Audio visual materials iii. Reference collection iv. Short loan collection v. Course text vi. Africana collection vii. American studies collection viii. U.N. Collection ix. Circulation collection x. Archives collection. xi. E -- resources - OPAC, - E-journals, - E-books, - Databases, - Tutorials - [Online Wiley Tutorial](http://olabout.wiley.com/WileyCDA/Section/id-397512.html) - [Elgar Online Tutorial](https://www.elgaronline.com/page/tour/take-a-tour) - [IEEE Webinars](http://ieeexplore.ieee.org/Xplorehelp/#/ieee-xplore-training/user-guides) - [Sage Journals User Guide](https://www.usiu.ac.ke/images/library/guides/Sage_Journals_User_guide.pdf) - [Cambridge User Guide](https://www.usiu.ac.ke/images/library/guides/Cambridge_User_Guide.pdf) - [Oxford Journals User Guide](https://www.usiu.ac.ke/images/library/guides/Oxford_Journals_User_Guide.pdf) https://youtu.be/jZpgkBA-vN8