Library Skills 101
Library
“A place in which musical, artistic or reference materials (as books, manuscripts,
records or films) are kept for use but not for sale.”
Merriam-Webster’s collegiate dictionary, 10th ed. 1993.
Prepared by:
Diana Pazdera
Hakima Lamari
Trish Nicol
April 2007
Purpose
The intention of this training manual is to provide
information on processes and procedures as
they pertain to the School District #36
(Surrey) Libraries.
The target audience is Teacher- Librarians and
clerks that work in the libraries.
It is hoped that this handout will be a quick and easy
reference guide for you in supporting
Surrey’s students and teachers.
Your feedback is appreciated and can be sent to:
Nicolette Olson, Systems Trainer
olson_n@sd36.bc.ca
Hakima Lamari,
Library & Information Technologist
lamari_h@sd36.bc.ca
Thank you
TABLE OF CONTENTS
FirstClass Conference Communication ....................................................... 6
How is a Library organized? ....................................................................... 7
The Cutter system ...................................................................................... 7
Dewey Decimal Classification ..................................................................... 8
The Power of Dewey................................................................................. 11
Collections and Prefixes ........................................................................... 12
The Spine Label........................................................................................ 13
Shelving books ......................................................................................... 14
Destiny Terminology ................................................................................. 15
Steps for Receiving Items ......................................................................... 16
Steps for Receiving Items ......................................................................... 16
Steps For Discarding Material ................................................................... 16
Full Processing Procedure for New items on Destiny................................ 17
Destiny Title Entry Sheet .......................................................................... 18
Cataloguing-In-Publication DATA (CIP) .................................................... 19
MARC ....................................................................................................... 21
Purpose of a Catalogue ............................................................................ 22
General Label Placement Information ....................................................... 24
Spine Label Samples ................................................................................ 24
Spine label placement for non-book material ............................................ 25
Additional Resources - cataloguing information. ....................................... 27
Common Abbreviations............................................................................. 28
Glossary ................................................................................................... 29
D:\106739308.doc
February 2006
5
FIRSTCLASS CONFERENCE COMMUNICATION
Please use these conferences to send and receive general information. All conferences can
be read by all staff.
If you have any concerns with the program, please check the conference for up to date
information before calling the service desk.
Location: SD 36 Staff Conferences > District Programs > LBRY Libraries
Conference
About This Conference
Contributors
This conference is to provide a forum for Information
Management Services, CISC and LRS to provide
information regarding Libraries to all staff.
*
*
*
This conference is to provide a forum for elementary
teacher librarians to send and receive information about
library related issues.
This conference is to provide a forum for secondary
teacher librarians to send and receive information about
library related issues.
This conference is to provide a forum for French teacher
librarians to send and receive information about library
related issues.
This conference is to provide teacher librarians general
information regarding: Periodicals; Barcode Scanners;
Vendor Promotions; Supplies; ERAC; Copyright
Information; etc.
This conference is to provide teacher librarians general
information regarding: guidelines to ordering library
materials; standard library order forms and various lists of
library resources.
This conference is to provide updates to the Destiny
Manual or useful tips and tricks for using Destiny.
This conference is to provide the Library Program &
Handbook Revision Working Group a communication tool.
This is a copy of the INFO SERVICES ALERTS conference
which provides information to all technology users
regarding system/network status at School District 36.
*
Teacher-Librarians have contributory permissions to these conferences.
Library Skills 101
6
IMS
CISC
LRS
TLs & TOCs
IMS
CISC
LRS
TLs & TOCs
IMS
CISC
LRS
TLs & TOCs
IMS
CISC
LRS
IMS
CISC
LRS
IMS
CISC
LRS
IMS
CISC
LRS.
Library P & H
Revision
Working Group
IMS
HOW IS A LIBRARY ORGANIZED?
There are two types of items or materials in a library.
Fiction
books are stories, which have been invented by the imagination of
the author; they are imaginary accounts of people, places and things.
Non-fiction
books of facts, reality, true events or happenings.
There are two distinct systems used to organize items in a school library.
Cutter system
uses the first three letters of the author’s last name to organize fiction
books/items alphabetically.
Dewey
or Dewey Decimal Classification system divides knowledge-based
books/items (or non-fiction) into broad sections.
THE CUTTER SYSTEM
Cutters are used to organize items that are fiction (nonfactual stories). They’re organized
alphabetically using the first three letters of the author’s last name. The cutter information
is indicated on the spine label on the item and the shelf number in the item record.
If you have several items by the same author you would refer to the title to determine
the order. This is also true for items without authors. See the following example:
CUTTER
ABR
ABR
ABR
ABR
ABR
D:\106739308.doc
AUTHOR
Abraham, John
Abraham, John
Abraham, Tom
<none>
Abramson, Harry
TITLE
Jake takes a holiday
My invisible friend
Dinosaur jokes
Abram’s folly
A bone for Oscar
February 2006
7
DEWEY DECIMAL CLASSIFICATION
In 1876, Melvil Dewey developed a number system, the Dewey Decimal Classification
system, to arrange non-fiction library books by subject. This system is the most widely
used in the world. It is in use in 135 different countries and has been translated into
many different languages. In North America, 95% of school and public libraries use this
system to organize the library.
Purposes:
1. To provide a system for organizing knowledge no matter its form (e.g. books,
videos, electronic records, etc.)
2. The notation is expressed in a “symbolic language”. Arabic numerals in Dewey
are used to represent the classes in a classification scheme.
3. Provides a unique meaning for the class as well as its meaning relative to other
classes.
4. Basically reveals subject content in context.
5. Provides an “address”, a device to locate the physical object in a specific area
of the library.
The Dewey decimal system coordinates materials on the same subject and on related
subjects to make items easier to find on the shelves by using a combination of letters
and numbers.
The Dewey system has ten main classes, which are listed below.
000 Generalities*
100 Philosophy and Psychology
200 Religion
300 Social Science
400 Language
500 Natural Science and Mathematics
600 Technology (Applied Sciences)
700 Arts
800 Literature
900 Geography and History
Each of the above classes has ten divisions. These divisions are further divided--and
then further divided.
The more numbers, the more specific the subject is. In this way, the Dewey
classification system progresses from the general to the specific. For complete and
exact headings or detailed summary for each number see the Dewey Decimal
Classification System. The decimal place is used to make the number even more
specific.
*Each number created using the Dewey system has 3 digits before the decimal.
Library Skills 101
8
The Hundred Division
000
010
020
030
040
050
060
070
080
090
100
110
120
130
140
150
160
170
180
190
200
210
220
230
240
250
260
270
280
290
300
310
320
330
340
350
360
370
380
390
400
410
420
430
440
450
460
470
480
490
Generalities
Bibliography
Library & Information
General encyclopedic works
[unassigned]
General serial publications
General organizations & museology
News media, journalism, publishing
General collections
Manuscripts & rare books
Philosophy & Psychology
Metaphysics
Epistemology, causation, humankind
Paranormal phenomena
Specific philosophical schools
Psychology
Logic
Ethics (Moral philosophy)
Ancient, medieval, Oriental philosophy
Modern western philosophy
Religion
Philosophy & theory of religion
Bible
Christianity, Christian theology
Christian moral & devotional theology
Christian orders & local church
Social & ecclesiastical theology
History of Christianity & Christian church
Christian denominations & sects
Comparative religion & other religions
Social Sciences
Collections of general statistics
Political science
Economics
Law
Public administration & military science
Social problems & services; associations
Education
Commerce, communications, transportation
Customs, etiquette, folklore
Language
Linguistics
English & Old English
Germanic languages German
Romance languages French
Italian, Romanian, Rhaeto-Romanic
Spanish & Portuguese languages
Italic languages Latin
Hellenic languages Classical Greek
Other languages
D:\106739308.doc
February 2006
9
500
510
520
530
540
550
560
570
580
590
600
610
620
630
640
650
660
670
680
690
700
710
720
730
740
750
760
770
780
790
800
810
820
830
840
850
860
870
880
890
900
910
920
930
940
950
960
970
980
990
Natural Sciences & Mathematics
Mathematics
Astronomy & allied sciences
Physics
Chemistry & allied sciences
Earth sciences
Palaeontology Paleozoology
Life sciences Biology
Plants
Animals
Technology (Applied Sciences)
Medical sciences Medicine
Engineering & allied operations
Agriculture & related technologies
Home economics & family living
Management & auxiliary services
Chemical engineering
Manufacturing
Manufacture for specific uses
Buildings
The Arts
Civic & landscape art
Architecture
Plastic arts Sculpture
Drawing & decorative arts
Painting & paintings
Graphic arts Printmaking & prints
Photography & photographs
Music
Recreational & performing arts
Literature
American literature in English
English & Old English literatures
Literatures of Germanic languages
Literatures of Romance languages
Italian, Romanian, Rhaeto-Romanic
Spanish & Portuguese literatures
Italic literature Latin
Hellenic literature Classical Greek
Literatures of other languages
Geography & History
Geography & travel
Biography, genealogy, insignia
History of ancient world to ca. 499
General history of Europe
General history of Asia Far East
General history of Africa
General history of North America
General history of South America
General history of other areas
The Thousand Sections of 500 - Natural sciences & mathematics
500
501
502
503
504
505
506
507
508
509
510
511
512
513
514
515
516
517
518
519
520
521
522
523
524
525
526
527
528
529
530
531
532
533
534
535
536
537
538
539
540
541
542
543
544
545
546
547
548
549
Natural Sciences & Mathematics
Philosophy & theory
Miscellany
Dictionaries & encyclopedias
[unassigned]
Serial publications
Organizations & management
Education, research, related topics
Natural history
Historical, geographic, persons treatment
Mathematics
General principals of mathematics
Algebra, number theory
Arithmetic
Topology
Analysis
Geometry
[unassigned]
Numerical analysis
Probabilities & applied mathematics
Astronomy & allied sciences
Celestial mechanics
Techniques, equipment, materials
Specific celestial bodies & phenomena
[unassigned]
Earth (Astronomical geography)
Mathematical geography
Celestial navigation
Ephemeredes
Chronology
Physics
Classical mechanics Solid mechanics
Fluid mechanics Liquid mechanics
Pneumatics (Gas mechanics)
Sound & related vibrations
Light & paraphotic phenomena
Heat
Electricity & electronics
Magnetism
Modern physics
Chemistry & allied sciences
Physical & theoretical chemistry
Techniques, equipment, materials
Analytical chemistry
Qualitative analysis
Quantitative analysis
Inorganic chemistry
Organic chemistry
Crystallography
Mineralogy
Library Skills 101
550
551
552
553
554
555
556
557
558
559
560
561
562
563
564
565
566
567
568
569
570
571
572
573
574
575
576
577
578
579
580
581
582
583
584
585
586
587
588
589
590
591
592
593
594
595
596
597
598
599
10
Earth Sciences
Geology, hydrology, meteorology
Petrology
Economic geology
Earth sciences of Europe
Earth sciences of Asia
Earth sciences of Africa
Earth sciences of North America
Earth sciences of South America
Earth sciences of other area
Palaeontology Paleozoology
Palaeontology; fossil micro organisms
Fossil invertebrates
Fossil marine & seashore invertebrates
Fossil molluscs & mollusc-like animals
Fossil arthropods
Fossil chordates
Fossil cold-blooded vertebrates
Fossil birds
Fossil mammals
Life sciences Biology
Physiology & related subjects
Biochemistry
Specific systems in animals
[unassigned]
Specific parts of & systems in plants
Genetics & evolution
Ecology
Natural history of organisms
Micro organisms, fungi, algae
Plants (Botany)
Specific topics in natural history
Plants noted for characteristics & flowers
Dicotyledons
Monocotyledons
Gymnosperms Conifers
Seedless plants
Vascular seedless plants
Bryophytes
[unassigned]
Animals (Zoology)
Specific topics in natural history
Invertebrates
Marine & seashore invertebrates
Mollusc & mollusc-like animals
Arthropods
Chordates
Cold-blooded vertebrates Fishes
Birds
Mammals
THE POWER OF DEWEY
Example: butterfly
Information about butterflies will come under the class natural sciences (500's). This
means that the first number of the call number will be a 5 which has the following ten
divisions.
510 Mathematics
540 Chemistry
570 Life Sciences
520 Astronomy
550 Earth Sciences
580 Plants (Botany)
590 Animals (Zoology)
530 Physics
560 Palaeontology
To get closer, butterflies are found under the 590 Animals (Zoology). Now we know that
the second number of the call number will be a 9 which has the following ten sections:
591 Specific topic in
594 Mollusks
597 Cold-blooded
natural history
vertebrates
595 Arthropods
592 Invertebrates
598 Birds
593 Protozoa
596 Chordates
599 Mammals
Insects, including butterflies would fall under 595. The 595's are further divided by the
use of decimals to specify what type of insects.
500--Natural Science
590—Animals (Zoology)
595--Anthropods
595.7--Insects
595.78—Moths & Butterflies
595.789--Butterflies
Filing Example
REMEMBER: The more numbers, the more specific. REMEMBER: When filing in a
decimal system, file digit by digit--not by whole number.
Look at this example:
331
331.01
331.011
331.016
331.02
331.026
331.041
331.041
331.042
331.1
331.198
331.2
The Teacher-Librarian is responsible for assigning the spine label information.
D:\106739308.doc
February 2006
11
COLLECTIONS AND PREFIXES
The following are general rules which may not always apply, but in most of our school
libraries the following COLLECTIONS or areas are defined this way so that patrons can
quickly find the items they are looking for. For example:
Collection
Description
Spine label example
Area in the library
Easy Fiction
(prefix is bold for illustration only)
Books suitable for children who are just learning to
read, usually easy reading books with lots of
pictures and simple texts. These are filed by
Cutter with the prefix E.
E
BAR
E
MUN
Books which are suitable for those who can read
and enjoy reading a good story. The text is more
advanced with longer sentences, advanced word
structure suitable for the more advanced reader.
May also be called Intermediate Fiction. These
are filed by Cutter with the prefix FIC.
FIC
DIC
FIC
SHE
Non-Fiction
Books which are about true events and
happenings. These are filed using Dewey-Cutter
without a prefix.
331.198
MOR
595.789
SMI
Paperbacks
Books which have a shorter “life” than hardcover,
sometimes these have minimal cataloguing and
may be filed by Dewey-Cutter with the prefix PBK.
PBK
DIC
PBK
SHE
Reference
Books that are for use in the Library only, not to
be borrowed unless the librarian gives permission.
Included in this section are encyclopaedias,
atlases etc. These are filed using Dewey-Cutter
with the prefix REF.
REF
331.198
MOR
REF
595.789
SMI
Teacher
Reference
A special section for teachers includes books on
how to teach specific topics, details on the
curriculum or novel sets. These are filed using
Dewey-Cutter or Cutter with the prefix TR.
TR
MOR
TR
595.789
SMI
Kits
Multiple pieces of different media types, e.g. a book
+ video, which are placed in a box or bag and kept
together to be loaned as one item. Kits may be
filed by Dewey-Cutter or Cutter with the prefix KIT.
KIT
BAR
KIT
595.789
SMI
Videos &
DVD
Usually collected in one place in the library to make
them easy to access. Videos may be filed by
Dewey-Cutter or Cutter with the prefix VID.
VID
MUR
VID
595.789
SMI
Fiction
The Teacher-Librarian is responsible for Collection designation.
Library Skills 101
12
THE SPINE LABEL
The spine label is where the filing information of the book is noted. Usually you can find
the label on the spine of the book near the bottom visible when the books are on the
shelves. If the book is very thin the spine label may be on the front of the book at the
bottom left-hand corner.
The following information is on the spine label:
Prefix (code for collection)*
Dewey
Cutter
VID
305.896
ZIM
(17 min)
Suffix
* Not all collections have a prefix on the spine label.
In Destiny, this information is on the copies screen in the Call number field. Each part
of spine label is separated with a space as in the example below.
Call number: VID 305.896 ZIM (17 min)
The Teacher-Librarian is responsible for assigning the spine label information.
D:\106739308.doc
February 2006
13
SHELVING BOOKS
The items on the shelves in the library need to be kept in order so that patrons can find
the particular item they are looking for. Books are shelved from left to right within each
section, starting at the top left and working down the shelves in the section to the
bottom right corner, the next section continues at the top left and follows on accordingly.
A book truck (bookmobile) is used to return books to the proper place on the shelves.
Arrange books in a general order on each shelf, A-G, F-N, O-Z then 000, 100, 200
(basic order or grouping). This takes less time but still allows you to get them in the
proper place on the shelves.
Library Skills 101
14
DESTINY TERMINOLOGY
For every item (book or non-book) in the library there should be information entered into
the library system (Destiny). To circulate an item both a bibliographic record and a copy
information record must exist.
Entered by LRS
Entered at site
(inalterable)
(Site-specific &
LRS)
COPY INFORMATION
RECORDS
BIBLIOGRAPHIC
RECORDS


















title
ISBN
author
Call number
subject headings
publisher
physical description
summary (optional)
notes (optional)
school type
school name
copy status
barcode number
Call number
price
circulation type
Ready to
circulate
D:\106739308.doc
February 2006
15
STEPS FOR RECEIVING ITEMS
**The Teacher-Librarian will decide on the steps to be followed at
each school. They are responsible for ensuring consistency within the
school’s library.
The following is a guide for any items (books or non-books) received
in your library.
1. The items arrive at school.
2. Check items against the packing slip.
3. If ordered from Learning Resources Services (LRS):
a. Teacher-Librarian needs to sign and return packing slip to LRS after it has
been checked. Retain a photocopy for your files.
b. Items are ready to be shelved and circulated.
4. If not ordered from LRS:
a. Check the purchase order using the packing slip.
b. Complete Step 1 of Learning Resource Services Learning Resources /
Library Payment / Reimbursement Form (found on FirstClass
LBRY General Information-Various forms). Retain a photocopy for your
files.
c. Be sure to follow all steps of the Full Processing Procedure for New Items
on page 17.
Note: Electronic disks or e-mails containing the MARC (Machine-Readable
Cataloguing) bibliographic records must be downloaded onto Destiny database
before you may start barcode linking. Some vendors send the disks to schools,
in which case they must be forwarded to LRS (#368) for downloading. Wait
for LRS to notify your school by e-mail that they have been uploaded onto
Destiny database before attempting data entry work.
STEPS FOR DISCARDING MATERIAL
**The Teacher-Librarian will decide on the items to be discarded at each school.
The following steps should be taken when an item has been discarded from the
collection.
1. Follow the steps for deleting
items and records as
outlined in the Destiny
documentation.
2. Box and store for annual
District Swap Meet of
Library and Learning
Resources. Contact LRS for
more information
604-594-8922. (discard
stamp is NOT needed)
Library Skills 101
16
FULL PROCESSING PROCEDURE FOR NEW ITEMS ON DESTINY
New Items
Processed at LRS
Y
N
Search Destiny
Union Catalogue for
a record
Y
N
Fill in “Destiny title entry sheet” and
attach


a copy of title page & verso for books
or front & back of the disc or tape itself if
additional information appears on it.
Then send to LRS
Add copies
When notified by LRS that a
record has been created
Attach & scan barcode
Complete item information
Create spine label
Spine label required?
N
Physical Processing




Stamp school information
Reinforce if necessary
Laminate cover if necessary
Additional stickers
Shelve item
D:\106739308.doc
February 2006
17
DESTINY TITLE ENTRY SHEET
School Name
Teacher-Librarian Name
Phone Number
Courier Number
Destiny Title Entry Sheet
Date of Publication _______________
Language ___________________
Copyright Date _______________
ISBN
Title ________________________________________________________
Series _________________
Author ______________________________________________________
Edition ______________________ Video Running Time ______________
Publisher ____________________________________________________
Physical Description ___________________________________________
Record correction: Yes / No Barcode #:
** Attach a Copy of Title Page & Verso **
** For Videos/DVDs attach a copy of the CPPR or ACF/VEC Licence **
SEND TO:
LEARNING RESOURCES SERVICES
#368
?? Questions ??
604-594-8922
____________________
____________________
Received at LRS
Library Skills 101
Entered in Destiny
18
CATALOGUING-IN-PUBLICATION DATA (CIP)
What is CIP?
Cataloguing in Publication (CIP) is a voluntary program of cooperation between
publishers and libraries. It enables the cataloguing of books before they are published,
and the prompt distribution of this cataloguing information to booksellers and libraries.
The CIP catalogue record is a brief description of a publication. It includes information
(such as author(s), title, series title, subject headings, ISBN and classification numbers)
that is used by book buyers, readers and researchers to identify and locate publications.
The record is created and arranged according to internationally established standards
which make it possible to distribute information about publications throughout the world.
When used as a guide CIP reduces the cost of cataloguing.
Where is CIP?
The CIP information is found on the back or verso of the title page.
CIP format
This international standard is Anglo American Cataloguing Rules second edition
(AACR2).
AACR2 is designed to be used in the construction of catalogues. The rules cover the
description of, and the provision of access points for, all library materials commonly
collected at the present time.
This information is not to replace the expertise of Teacher-Librarians; the suggestion
listed on the CIP can be used as a guide, but must be confirmed. The TeacherLibrarian may choose to use the CIP information or not. The Teacher-Librarian is
ultimately responsible for the recommendation of the information each bibliographic
record contains.
Surrey School District standards restrict Dewey numbers to a maximum of three digits
after the decimal point.
For more information: http://www.collectionscanada.ca/cip/index-e.html
Or
http://cip.loc.gov/
For further assistance in cataloguing, please contact Hakima Lamari via email or 604590-9485, or Trish Nicol via e-mail or 604-590-9469.
Please note:
Subject headings assigned in the CIP are usually Library of Congress not
Sears.
**The Teacher-Librarian is responsible for providing the
Sears Subject Headings and spine label information.
D:\106739308.doc
February 2006
19
A simple CIP entry:
Library and Archives Canada Cataloguing in Publication
Author 
Title 
Series ( ) 
Physical Description 
ISBN 
Subjects (not Sears**)

Dewey (suggestion )
Kwitko, Marvin L.
Eyes
(Your personal health series)
Includes index.
ISBN 1-55013-529-5
1. Eye--Diseases and defects--Popular works.
2. Eye-- Care and hygiene--Popular works. I. Title.
II. Series.
RE51.K94 1994
617.7 C94-931 453-6
A complex CIP entry:
Library of Congress Cataloguing-in-Publication Data
Author 
Title 
Added Personal Name 
Edition 
Physical Description 
Series ( ) 
General note 
Summary 
ISBN 
Subjects (not Sears**)



Dewey (suggestion )
Fārābī.
[Selections. English. 2001]
Alfarabi’s philosophy of Plato and Aristotle / translated,
with an introduction, by
Muhsin Mahdi ; with a foreword by Charles E. Butterworth and
Thomas L. Pangle.
– Rev. ed.
p. cm. – (Agora editions)
Originally published: New York : Free Press of Glencoe, c1962.
Includes bibliographical references and index.
Contents: The attainment of happiness – The philosophy of
Plato, its parts, the ranks of order of its
parts, from the beginning to the end – The
philosophy of Aristotle, the parts of his
philosophy, the ranks of order of its parts, the
position from which he started and the one he
reached.
ISBN 0-8014-8716-1 (pbk.)
1. Happiness.
2. Plato–Contributions in concept of happiness.
3. Aristotle–Contributions in concept of happiness.
4. Philosophy, Ancient.
I. Mahdi, Muhsin.
II. Title. III. Title: Philosophy of Plato and Aristotle.
IV. Series: Agora editions
Cornell University Press)
B753.F33.A25 2001
181'.6–dc21
2001047329
**These are not Sears subject headings. Sears is the Surrey school district standard
Dewey number should be assigned by the Teacher-Librarian.
Library Skills 101
20
MARC
What is a MARC record? A MARC record is a MAchine-Readable Cataloguing record.
Machine-readable: "Machine-readable" means that one particular type of machine, a
computer, can read and interpret the data in the cataloguing record.
Cataloguing record: "Cataloguing record" means a bibliographic record, or the
information traditionally shown on a catalogue card. The record includes (not
necessarily in this order): a description of the item, main entry and added entries,
subject headings, and the classification or call number.
Why can't a computer just read a catalogue card? The information from a catalogue
card cannot simply be typed into a computer to produce an automated catalogue. The
computer needs a means of interpreting the information found on a cataloguing record.
The MARC record contains a guide to its data, or little "signposts," before each piece of
bibliographic information. E.g. Field 260 or subfield _a, _b or _x. These assist the
computer to read and interpret the bibliographic record. If a bibliographic record has
been marked correctly and saved in a computer data file, computer programs can then
be written to punctuate and format the information correctly for searching or displaying
the information on a computer screen.
Why one standard? Using the MARC standard prevents duplication of work and allows
libraries to better share bibliographic resources. Choosing to use MARC enables
libraries to acquire cataloguing data that is predictable and reliable and make use of
commercially available library automation systems to manage library operations. The
MARC standard also allows libraries to replace one system with another with the
assurance that their data will still be compatible.
The content of MARC record is defined by the following standards:
 Anglo-American Cataloguing Rules, 2nd ed., 2002 revision to compose the
bibliographic description of a library item. This is an international standard of
bibliographic description. It enables easier applications of international
principles.
 The Sears List of Subject Headings is a controlled vocabulary of standard terms.
Sears provides an approved list and is important for consistency, to ensure that
all items on a particular subject are found under the same heading and therefore
in the same place in the catalogue)
 The Dewey Decimal Classification System to select the call number for an item.
Excerpt from Understanding MARC Bibliographic: Machine-Readable Cataloguing
Written by Betty Furrie in conjunction with the Data Base Development Department of The Follett Software Company
Seventh edition reviewed and edited by the Network Development and MARC Standards Office, Library of Congress
Published by the Cataloguing Distribution Service, Library of Congress, in collaboration with The Follett Software Company
Copyright ©2003 The Library of Congress, except within the U.S.A.(Credit must be given when excerpting from this
publication). For permission to translate, excerpt, or adapt this publication, contact the Library of Congress, Network
Development and MARC Standards Office (ndmso@loc.gov).
D:\106739308.doc
February 2006
21
PURPOSE OF A CATALOGUE
In order to provide access to the materials in a library, it is necessary to have an index or list of
materials. In libraries, the principal index or list is called a CATALOGUE. The catalogue is a list of all
the items in the collection. Its prime purpose is to record, describe and index the holdings of a
specific collection.
Why prepare a catalogue?
Catalogues are necessary whenever a collection grows too large to be remembered item for item. A
small private library may not need a catalogue; the user can recall all of the items. When the
collection grows, an informal arrangement may be used (e.g. group by subject). When a collection
becomes too large, a formal index is needed. The basic objective of a catalogue is to list items in
such a way that they can be located quickly and easily.
Items are not shelved at random
All catalogues may be searched by Author, Title and Subject. Computerized catalogues (OPACOnline Public Access Catalogue) gives a wider search range to include ISBN, Publisher, document
type, keywords etc.
Abdul Kassem Ismael, Grand Vizier of Persia in the 10th Century, had camels carry his library wherever
he went. The 117,000 volumes were carried by 400 camels trained to walk in alphabetical order
Library Skills 101
22
To achieve certain OPAC results, compare how the information should be entered using MARC.
To display the MARC code while searching, press [F11]. To return to the search display press [PF3].
Search Results (information sorted to the order of the MARC record)
MARC Record
21-0003067
AUTHOR
932 HAR
Hart, George, 1945Hayman, Peter, ill.
Ancient Egypt
1st American ed.
New York : Alfred A. Knopf
c1990
63 p. : col. ill.
Eyewitness books
Includes index
:
TITLE
EDITION
PUBLISHER
DATE
DESCRIPTION
SERIES
NOTES
:
:
:
:
:
:
:
SUMMARY
: A photo essay on ancient Egypt and the
people who lived there, documented through
the mummies, pottery, weapons, and other
objects they left behind. Describes their
society, religion, obsession with the
afterlife, and methods of mummification.
ISBN
: 0-679-80742-X
DOCUMENT TYPE : Hardcover book.
SUBJECTS
: Civilization--Egypt.
Egypt--Civilization--To 332 B.C.
Egypt--Antiquities.
1 item(s):
Training Catalogue - Nonfiction Collection
03287-977
932 HAR
Available
$23.00
writing on pg. 3
020
$a067980742X
082 14$a932 HAR
100 1 $aHart, George,$d1945245 10$aAncient Egypt
250
$a1st American ed.
260
$aNew York :$bAlfred A. Knopf,$cc1990.
300
$a63 p. :$bcol. ill.
440 0$aEyewitness books
500
$aIncludes index
520
$aA photo essay on ancient Egypt and the people who lived
there, documented through the mummies, pottery, weapons,
and other objects they left behind. Describes their
society, religion, obsession with the afterlife, and
methods of mummification.
650 0$aCivilization$zEgypt.
651 0$aEgypt$xCivilization$yTo 332 B.C.
651 0$aEgypt$xAntiquities.
700 1 $aHayman, Peter,$eill.
Item: 03287-977
Document type: Hardcover book
Record 21-0003067: 03287-977
Usual location:
General code:
TRAIN Training Catalogue
Collection code: NF
Nonfiction Collection
Shelf number: 932 HAR
Volume:
Usual circulation category: L
Loan
Item status: Available
Item status note:
Unit price: $23.00
Notes: writing on pg. 3
GENERAL LABEL PLACEMENT INFORMATION
Location code is optional and would appear here
307.7
ALD
REF
NF
307.7 ALD
Aldis, Rodney.
Towns and cities / Rodney
03061-914
Spine label
to be affixed
to spine of item
REF
NF
307.7 ALD 
Aldis, Rodney.
Towns and cities / Rodney
03061-914
Pocket and card label.
Listed below are optional uses for these two
labels. Consult with your teacher-librarian.
 Pocket
 Inside front cover (flyleaf)
 Optional use
Note: Pocket and card labels show Dewey/Cutter, and barcode (item number).
SPINE LABEL SAMPLES
Author Main Entry
Spine label
920.02
KAH
920.02 KAH
Kahn, Charles. 1945Canadians all
3115-979
920.02 KAH
Kahn, Charles. 1945Canadians all
3115-979
Title Main Entry
Spine label
918.5
PER
918.5 PER
918.5 PER
Peru
3118-942
Peru
3118-942
Reference (Multiple Volume Set)
Spine label
REF
910.9
MAR
REF 910.9 MAR v.4
REF 910.9 MAR v.4
The Marshall Cavendish il
3118-542
The Marshall Cavendish il
3118-542
Library Skills 101
24
SPINE LABEL PLACEMENT FOR NON-BOOK MATERIAL
For Videorecordings
VID
927.591
BAT
VID 927.591 BAT
VID 927.591 BAT
Robert Bateman
3418-546
Robert Bateman
3418-546
EARTH SCIENCE
Bill Nye: The Science Guy Series
Optional uses for pocket
and card labels:
 On video cassette
 On pocket
 On the inside of case
 Discard
Video case without commercial
title information using
pocket/card label and spine label
VID
550
EAR
(11 min)
VID 759.11 BAT
MIC
Robert Bateman
3418-546
Video case with commercial
title information
(spine label placement)
VID
759.11
BAT
(24 min)
For CDs or DVDs
D:\106739308.doc
*031150979!
School Name Label
SURREY SD# 36
The spine label should be in the bottom left corner on the front side of the CD case, ½
inch from the bottom.
On the CD, attach the item number and school name labels, cover with security strip if
appropriate. The illustration shown is smaller than actual size.
February 2006
25
For Non-Book Items With Multiple Pieces
Photocopy additional barcodes and print additional labels as needed. The spine label is
used for the individual pieces of the item.
For Vertical Files, Picture Files and Map Files
Materials that do not justify creating a complete bibliographic record may be processed
by creating generic records. Some generic records have been created in Destiny for
vertical files, posters, and magazines. If you need more generic records fill in the
Destiny title entry sheet and send it to LRS.
When circulating vertical, picture, and map files they may be placed in laminated
envelopes.
The barcode should be placed conveniently on the front of the envelope. The envelope
may be identified by a label as shown:
Vertical File
Envelope #1
SURREY SD#36
*3199898!
Library Skills 101
26
Additional Resources - cataloguing information.
Anglo-American Cataloguing Rules
http://www.aacr2.org/
Bibliographic Formats and Standards (Online Computer Library Centre)
http://www.oclc.org/bibformats/
Cataloguer’s Reference Shelf
http://www.tlcdelivers.com/tlc/crs
Dewey Decimal Home Page
http://www.oclc.org
Follett MARC Tag of the month
http://www.fsc.follett.com/resources/tagofthemonth/index.cfm#top
Internet Public Library
http://www.ipl.org
Library of Congress on-line catalogue
http://www.loc.gov/
National Library of Canada
http://www.nlc-bnc.ca/ehome.htm
Understanding MARC (Machine Readable Cataloguing)
http://www.loc.gov/marc/umb/
Any questions about Cataloguing within
the Surrey School District can be directed
to Hakima Lamari 604-590-9485 or
Trish Nicol 604-590-9469 or via email.
D:\106739308.doc
February 2006
27
COMMON ABBREVIATIONS
abridged ........................................... abr.
accompaniment ................................ acc.
and others .....................................[et al.]
approximately ............................. approx.
black and white ............................... b&w
book .................................................. bk.
Brothers.......................................... Bros.
Bulletin ............................................. bull.
centimeters....................................... cm.
century ........................................... cent.
chapter .............................................. ch.
coloured ............................................ col.
company............................................ co.
compiler.........................................comp.
copyright ............................................... c
corporation ..................................... corp.
corrected ......................................... corr.
Department .................................... Dept.
etcetera ............................................ etc.
edition................................................ ed.
editor ................................................. ed.
enlarged ........................................... enl.
frame ................................................... fr.
hour .................................................... hr.
illustration(s) ........................................ ill.
inches ................................................. in.
including ........................................... incl.
Incorportated .................................... Inc.
introduction................................... introd.
limited .................................................. Ltd.
meter ..................................................... m.
millimeter ............................................ mm.
minute................................................. min.
miscellaneous ................................... misc.
no date ................................................. nd.
no known name
of place ...................... [S.L.] (sine loco)
no known name
of publisher ......... [s.n.] (sine nominee)
number/s .............................................. no.
page ....................................................... p.
paperback........................................... pbk.
part ........................................................ pt.
photographs .................................. photos.
portrait ................................................port.
preface ...............................................pref.
publishing ........................................... pub.
reprinted ............................................ repr.
reproduced .................................... reprod.
revised ................................................. rev.
second/s ............................................. sec.
series ................................................... ser.
silent ...................................................... si.
sound.................................................... sd.
supplement ...................................... suppl.
title page ............................................... t.p.
translator ................................................tr.
volume .................................................... v.
Library Skills 101
28
GLOSSARY
AACR2
Annotation
Author
Bank
Barcode number
Bibliographic record
Call numbers
CIP
Collection
Compiler
Contents note
Copyright
D:\106739308.doc
Anglo-American Cataloguing Rules, Second edition,
1988 revision. An International agreement on
standardized cataloguing practice.
A brief description of the contents of an item, e.g.
Video recording.
The person, persons, or corporate body responsible
for the writing or compilation of a work. Usually
distinguished from an editor, translator, compiler,
although these may be regarded as authors.
Each site has a number assigned (not the same as
the courier #) to group their library material. This
number is part of the Record number.
SURREY SD# 36
A unique number affixed to the
item, called Item Number.
Contains the cataloguing information that describes
the physical format and intellectual content of a
single entity (a book, video, computer file, CD, etc.).
Information on the spine label. The purpose of the
call number is to place items on the same subject
together on the same shelf in the library using the
Dewey decimal system. Most items are subarranged alphabetically by the cutter.
Cataloguing in Publication is a voluntary program
which offers a brief description of a publication prior
to publication and is located on the verso of the title
page.
(1) Library resources grouped by a specific topic or
other organizational criteria; (2) The entire holdings
of a library; (3) All library resources on a particular
subject. Eg. Fiction, Non-Fiction, Reference, Video
etc.
One who produced a new work by selecting material
from the works of various authors. Also, one who
selects and combines into one-work selections or
quotations from one author.
A note in a bibliographic record, which lists the
separate works or items in a collective work.
The protection afforded a producer against others
copying a work, the exclusive right granted by a
government to publish a work during a specified
number of years.
*031150979!
February 2006
29
Copyright date
Cross reference
Cutter
Cutter letters
Dewey
Discard
Easy book
Edition
Editor
Fiction
The date the copyright is granted by the Copyright
Office. It is usually given on the verso (back of the
title page.)
A reference direction from a form of a name or
subject not used as a heading, to the name of
subject used as a heading in the catalogue.
Part of a call number; letters assigned to a work to
identify the author or title. If an author is noted use
the first three letters of the author's surname, if no
author noted, use the first three letters of the first
meaningful word of the title.
The word Cutter is derived from the widespread use
of the tables first devised by Charles A. Cutter for
use in such alphabetical arrangements.
A general knowledge organizational tool conceived
by Melvil Dewey in 1873 and first published in 1876.
At the broadest level, the Dewey Decimal
Classification (DDC) is divided into ten main classes
organized by disciplines or fields of study. Together
these classes cover the entire world of knowledge.
The Dewey decimal classification system
coordinates materials on the same subject and on
related subjects to make items easier to find on the
shelves by using a combination of letters and
numbers. It is now into the 21st edition of the full
schedules, 14th edition of the Abridged and is
revised periodically to keep up with current trends.
An item which has been officially withdrawn from the
collection.
A book, mostly composed of pictures, for young
children. This is identified with an E above the cutter.
One distinctive form in which a published work is
issued. Each new edition implies changes to the
original text. The reprinting of a book from the
original type without changes to the text is known as
a new impression or issue, not a new edition.
One who prepared for publication, a work or
collection of works of another writer or several
writers.
Books that are stories invented by the imagination of
the author. They are imaginary accounts of people,
places and things.
Library Skills 101
30
General Material
Designation (GMD)
Holdings
Illustration
Imprint
Indicator
Inventory
ISBD
ISBN
Item number
Joint author
Kit
Library of Congress
Subject Heading.
(LCSH)
MARC
MARC coding
Non-fiction
OPAC
D:\106739308.doc
Indicates the format of an item. (e.g. Sound
recording)
The general term covering books, periodicals, and
other materials in the possession of the library.
A pictorial or other graphic representation in a book
or other publication.
Publication information about a work. This includes
place of publication, name of publisher and date of
publication of a work.
Each MARC tag has two single character codes
(indicators) before the $a subfield.
Taking stock of the library's collection.
International Standard Bibliographical Description.
An internationally accepted format used to describe
an item in a bibliographic record.
International Standard Book Number. An
international system for numbering books. It is
designed to provide unique identification for all
books published worldwide and to improve the
exchange of information about books as a service
for all parts of the book trade. ISBN's are 10 digit
numbers, usually found on the verso (back) of the
title page.
SURREY SD# 36
Unique barcode number affixed to the
item.
A person partially responsible for the content of a
work, not the first person named on the title page.
Two or more types of media packaged together and
intended to be used as one unit.
Formal and consistent vocabulary words derived
from the U.S. Library of Congress classification
system. Used to describe the subject of a work.
MAchine Readable Cataloguing
The process of assigning field tags to parts of the
bibliographic description.
Books of fact, reality, true events or happenings.
On-line Public Access Catalogue. A computerized
online catalogue of the materials held in a library.
The library staff and the public can usually access it
at several computer terminals within the library, or
from home via the Internet.
*031150979!
February 2006
31
Out-of-print-item
Paperback
Periodical
Physical description
Publication date
Publisher
Record
Reference book
Sears
Sears List of Subject
Headings.
Serial
Series
Shelf Number
All printed copies have been sold and no more are
available from the publisher.
Book bound with soft (paper) cover.
A publication with a distinctive title, which appears at
stated or regular intervals and for an indefinite time.
Each issue usually contains articles by several
different contributors. Newspapers and the
proceedings journals of societies are not considered
to be periodicals.
The part of the bibliographic record which shows the
physical make-up of the item, e.g. number of pages,
type of illustration, playing time etc.
The date when the particular copy of the work was
published or printed, it does not indicate when the
material was written.
The person, firm or corporate body responsible for
the issue of print or non-print material.
An individual entry in a database. A record can
describe a book, journal article, or any other library
resource.
A book, such as an encyclopedia or dictionary, used
to obtain specific information quickly. A book which
is usually restricted to use within the library.
or
A list of subject headings prepared by Minnie E.
Sears in response to a demand for a list of subject
headings that was more suited to the needs of the
small library than the existing Library of Congress
lists. First published in 1923, it is now into the 18th
edition, a Canadian Companion is also available.
A publication issued in successive parts, usually at
regular intervals, and intended to be continued
indefinitely. Serials include periodicals, newspapers,
annuals, yearbooks, bulletins and proceedings, and
transactions of societies.
Uniform volumes of a library resource that are
related by subject matter, issued successively and
generally by the same publisher in a uniform style.
Information on the spine label identifying where to
shelve the item. May start with abbreviation called
prefix for the Collection type followed by Call
Number and always ending with the Cutter.
Library Skills 101
32
Spine
Stacks
Subject
Subject heading
Subtitle
Summary
Title
Title page
Translator
Verso
Vertical file
D:\106739308.doc
The back of a book connecting the two covers, on
which the title is usually displayed.
Standing shelves for books, the shelved collection
area in which materials are stored.
The topic that is the main focus of the content of a
library resource.
It is a search term from an alphabetical list of
controlled vocabularies (SEARS) assigned to an
item to describe its subject or content.
The explanatory part of the title following the main
title.
Brief summary of content. Intended for the patron.
A word, phrase, character, or group of characters,
appearing on an information source that names the
item.
A page at the beginning of a book or work, giving its
full title and usually the name of the author, editor,
etc., and the imprint.
A person who renders a work from one language
into another, closely following the original.
The back of the title page.
A file of large drawers in which folders containing
pamphlets, pictures, clippings, maps, etc., are
stored. May also be called a pamphlet file.
February 2006
33