RETRIEVAL TOOLS

Retrieval tools systems created for retrieval of information They contain records that are surrogates record gives enough information such as author, title, date of creation, etc that can serve as a short representation of an information package

Surrogate records are arranged or retrieved by access points it can be a name, title or subject terms In online systems an access points can be almost any word in a record Retrieval tools are essential as basic building blocks for a system that will organize recorded information that is collected by libraries, archives, museums, etc.

BASIC RETRIEVAL TOOLS

Bibliographies Catalogs Indexes Abstract Bibliographic databases Bibliographic utilities Finding aids Registers

BIBLIOGRAPHIES

Lists of information packages Bibliographies bring together lists of sources based on subject matter, on authors or by time periods Some bibliographies include annotations Each information packages represented in the list has a short description author, title, edition, publisher, place and date of publication and some may include the physical characteristics of a book or nonbook

The description may be constructed according to various styles, one of which is chosen by the creator of the bibliography such as: -APA (American Psychological Association) -Chicago Manual Style -MLA (Modern Language Association) -Science (Scientific Style and Format) -Turabian Style Manual (US Government Style Manual)


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Each bibliography has a particular focus of arrangement such as: Subject bibliographies gathering together publications or information packages that are about particular subject Author bibliographies of all or some works of a particular author Language bibliographies of textual entities in which the text is in a certain language

4. Time period bibliographies listing all works that came to light in a particular time period 5. Locale bibliographies listing all information packages created in a particular location 6. Publishers bibliographies listing all products of a particular publisher 7. Form bibliographies listing information packages that appear in a certain form, format or genre (videocassette, electronic resources, poetry, bibliographies etc.)

Bibliography can be a part of a scholarly work and consist of the information sources that were consulted to by the author or compiler, or they can be completely separate entities an individual list of lists Some bibliographies include annotations, brief notes or abstracts that offer additional comment or summary of a particular work

CATALOG

Catalog provide access to individual items within collections of information packages Description of the information package longer than a bibliography description The description assigned one or more access points author, title, subject

An access points is constructed in a certain order and it is maintained under authority control Description are constructed according to standard: AACR2 for libraries, some archives and museums GILS (Government Information Locator Service) for some government information packages Dublin Core for Internet information packages etc.

ZA 4080 .D44 2003

1. Digital library I. Pace, Sharon

2. Electronic Library
II. Title

PURPOSE

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Catalogs served two main group: According The employees / librarian of the organization User / patron of the organization

According to Charles A. Cutter (1904), catalog should be able: -To enable a person to find a book of which either: -The author -The title -The subject is known. - To show what the library has -By a given author -On a given subject -In a given kind of literature -To assist in the choice of a book

Catalog also act as an inventory of the collection shelflist has been used to accomplish this purpose
Catalog represents just the holdings of one institution Union catalog represents the holding of more than one institution have the location of the item being held beside than the call number

Normally union catalog will be maintained by bibliographic utilities such as OCLC (Online Computer Library Center) Internet serve as a giant union catalog because online catalog comply to Z39.50 protocol
It allows user to search another computer and transfer search results without user having to know the the search commands of the remote computer

FORMS OF CATALOG

Catalog have different formats:

Library catalog ( traditional)

Online Catalog

ARRANGEMENTS OF CATALOGS

Alphabetically Authors Titles Subject Numerically An internal accession numerical sequence Classification

INDEXES

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

Back-of-the-book indexes also provide access to analyzed contents of one work but they are not retrieval tools but aid to retrieve information found in the text they are prepared at the time of publication

Indexes are not limited to what is available in local setting and they do not usually give location information Indexes are available in print, CDROM, or on-line

TYPES OF INDEX

Periodical/General index cover many periodicals in a broad or specific subject field (The Reader Guide to Periodical Literature) Subject indexes index material in a narrow subject field (Library Literature) Newspaper indexes (Indeks Suratkhabar Malaysia)

Serials indexes to report both published & unpublished government documents

Materials in collection indexes cover collections of poems, play, fiction, song etc. (The Speech Index)

ABSTRACT

A form of current bibliography in which sometimes book or articles are summarized Accompanied by adequate bibliographical descriptions to enable the publications or articles to be traced arrange in classified order Provides a clue to the relevance of the material & helps user to determine whether he really wants the particular materials

Abstracts

Format varies arrange under broad subject headings, with appropriate author & subject indexing Types of abstract: - Indicative - Informative - Critical

Purpose of abstracts:

To help the users in deciding whether the contents of the paper are such that they need to read it in full
To save the users time in information gathering and selection

BIBLIOGRAPHIC DATABASE

It is a collection of printed or numeric records which have been transformed and stored in a computer eg: LISA, ERIC, NSTP ONLINE, BINAR, MENTARI etc.

ERIC database

BIBLIOGRAPHIC UTILITIES

Is an organizations which maintain online bibliographic databases & giving computer support to any interested user Is a non-profit organization serving as a source of bibliographic data stored in machine readable form, which data are available to those affiliated with the utility

Is the collection name for a group of computer service organizations that maintain large databases of cataloguing records and offer various cataloguing support services and related products to libraries and other customers who access those records on an on-line
The databases maintained by most bibliographic utilities are essentially online union catalogs

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Databases maintained by bibliographic utilities contain two kinds of information Descriptive cataloguing and classification data in MARC format Holdings information for libraries that have added specific items to their collections Major bibliographic utilities: OCLC RLIN SILAS AGRIS

OCLC

Founded in Ohio (1967) known as Ohio College Library Center by the Presidents of Ohio State colleges and universities Objectives: to develop computerized system in which the libraries of Ohio academic institutions could share resources and reduce costs

Introduced as online shared cataloguing system for libraries in 1971

Product of OCLC:
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WorldCat Database - Most consulted database in higher education - Over 42 million cataloguing records created by libraries around the world - Spans over 4000 years of recorded knowledge - 400 languages represented

2. Cataloguing - Provide cataloguing service (the most heavily used cataloging services in the world) - Offers CatExpress (a web-based copy cataloguing service) - Cooperative Online Resource Catalog (CORC) - OCLC CJK Software for Chinese, Japanese & Korean

3. Reference - Offers FirstSearch (comprehensive online searching service with more than 85 databases & 7 million full text articles)
- Sitesearch help libraries build & extend access to text & image databases - Resource Sharing OCLC interlibrary loan allow libraries borrow and lend through network of 6700 participating libraries

4. Preservation offer high quality preservation (microfilming & digitization)

5. DDC provides printed & electronic resources to help libraries use the DDC

MALMARC

Early 1970s UNESCO mooted the idea of establish a regional information systems Fostered the idea that the National Library and the libraries of UM, UKM, USM, UPM & UTM to consider linkages themselves UNESCO donated to Malaysia a complete set of the hardware needed for the proposed pilot project

The coordinator for the MALMARC project was USM library it have the most powerful computer among the universities involved Introduces in 1978 due to PNM computerization process of its collection The system was shared cataloguing system among university libraries and National Library of Malaysia

RLIN

The research Library Group (RLG) operates the Research Libraries Information Network (RLIN) An internationally available bibliographic information system Includes bibliographic database an online Union Catalog of more than 63 million items

Used by comprehensive research libraries Services and products - Reference searching - Cataloguing and authority work - Archives & manuscript processing - Interlibrary loan Support searching & input in Japanese, Arabic, Chinese, Korean, Persian, Hebrew, Yiddish & Cyrillic using suite of scripts known as JACKPHYPlus

Used by libraries as a tool for technical processing on local systems Online record transfer via the internet Downloading RLIN search results in the MARC format Enables library & archive staff to enter records online to the shared database from tape or FTP (file transfer protocol)

SILAS

Serves as a National Bibliography database providing machine-readable records for all types of library materials It offers co-operative on-line share cataloging Also serves as National Union Catalog which shows libraries in Singapore have a particular title, books by author or subject Over 7 million records are contained in SILAS database useful tool for locating library materials

Advantages:
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Reduces original cataloguing & increases copy cataloguing Reduces duplication in cataloguing Facilitate interlibrary loan Enhances the national information structure

AGRIS

International Information System for Agricultural Sciences & Technology was created to facilitate the exchange of information and to identify the worldwide literature dealing with all aspects of agriculture A cooperative system in which participating countries input references to the literature produce within their boundaries 160 national & 30 regional centers submit about 13 000 items per month

AGRIN a microcomputer package based on UNESCOs CDS-ISIS is a working tool for the AGRIS participating centres Enables them to exchange data with coordinating centre as well as build up local databases

BIBLIOGRAPHIC UTILITIES SERVICES

Shared cataloguing Ease cataloguing process Standardized cataloguing description & facilitate exchanging of records

2. Online union catalog - Ease the process of retrieving cataloguing records

3. Acquisition works - Help Info. Professionals in acquiring materials for collection development - Ease selection what is, what was available 4. Online information searching - Facilitate access to current & timely information 5. Reference service - Help Info. Professionals in providing an effective reference services

FINDING AIDS

Finding aids are long descriptions of archival collections A finding aids may also be called an inventory Finding aids describes a collection in archives The finding aids itself is often catalogued a surrogate record to be available in the institutions catalog

HEINZ HOUSE PAPERS FINDING AIDS

Scope and Contents Note Arrangement of Heinz House Papers Description of the Heinz House Papers - Subgroup I. Legislative Records 16.7 lin. ft. - Subgroup II. Personal/Political Records 7.3 lin. ft. - Subgroup III. Press Relations/Media Activity Records 4.7 lin. ft.

- Subgroup IV. Office Administration Records 0.3 lin. ft.

Appraisal and Sampling Note Appendices

REGISTERS

Register is the primary control tools for museums A register may also be called an accession log Functions of registers is same as catalog although it has additional kind of access points During registration process, the registrar will identify the object, the donor, any associations, any information needed for insurance purposes, etc. An identification number is assigned