Organization of
Library Materials
MYRNA P. MACAPIA, RL
Junior Librarian
Manuel S. Enverga University Foundation-Lucena City
CATALOGUE
Greek phrase “ kata” “logos”
Kata – “by” or “according to”
Logos – many meanings:
 Word
 Order
 Reason
 A work in which the contents are
arranged in a reasonable way, or,
according to a set plan, or,
word by word
CATALOGUE
In libraries, it is a list of library
materials contained in a collection, a
library, or, a group of libraries
arranged according to some definite
plan. It may be arranged by alphabet,
by number, or by subject. It may be in
the form of card, book, microforms,
online catalog.
CATALOGUING PROCESS
PRELIMINARY
PROCESSING
TECHNICAL
PROCESSING
MECHANICAL
PROCESSING
Collating
Descriptive
Cataloguing
Labelling the books on
their spines
Subject
Cataloguing
Putting of book pocket,
date due slip
and book card
Stamping
Accessioning
Checking
Classification
Covering
Shelving
PRELIMINARY PROCESSING
Collating
Examining the book’s physical condition
PRELIMINARY PROCESSING
Stamping
Stamping books the mark of ownership at
the copyright page and “secret” pages, at
the last printed page and on the front and
back verso of the book.
PRELIMINARY PROCESSING
Stamping
Front verso
Title page
Secret
page
Verso of the
title page/
copyright page
PRELIMINARY PROCESSING
Stamping
Last
printed
page
Back
verso
of the
book
Upper and
bottom edge of
the book
DESCRIPTIVE CATALOGUING
the process of preparing a bibliographic record
by:
-describing a work
-assigning subject headings
-access points, and
-call number
the process of organizing library materials and
making them accessible to library users.
DESCRIPTIVE CATALOGUING
Levels of Description:
Bibliographic Record:
Title
On Call : Principles & Protocols
Author
Shane A. Marshall and John Ruedy
Edition
4th edition
Place of Publication
Pennsylvania
Publisher
Elsevier, Inc.
Copyright Date
2004
Extent / No. of pages
xxiii , 532p.
Dimension
15 centimeters high
Illustrations
some are colored illustrations
Accompanying material with Teacher’s Guide
Notes
Includes bibliographical references and index.
ISBN
0-7216-3902-4
DESCRIPTIVE CATALOGUING
Levels of Description:
Level 1
could be used for all material in a primary school or small
collection.
Title proper / first statement of responsibility, if different from the
main entry heading in form or number or if there is no main entry
heading. – Edition Statement.--Material or type of publication
details. – First publisher, etc., date of publication, etc.
Extent of item.
Note(s).
Standard number.
On call/Shane A. Marshall and John Ruedy. 4th ed.–
Pennsylvania: Elsevier, Inc., 2004.
xxiii, 532p.
Includes bibliographical references and index.
ISBN: 0-7216-3902-4
DESCRIPTIVE CATALOGUING
Levels of Description:
Level 2
provides a fuller description and is used by most libraries.
Title proper [gmd] = parallel title : other title information / first statement of
responsibility ; each subsequent statement of responsibility. – Edition statement /
first statement of responsibility relating to the edition. – Material (or type of
publication) specific details. –First place of publication: First publisher, date of
publication.
Extent of item : other physical details ; dimension + accompanying material. –
(Title proper of series / statement of responsibility relating to series, ISSN or series
; numbering within the series. Title of subseries, ISSN of subseries ; numbering
within subseries)
Note(s).
Standard number.
On call: principles and protocol / Shane A. Marshall and John Ruedy. 4th
ed.– Pennsylvania: Elsevier, Inc., 2004.
xxiii, 532p. : ill. (some col.) ; 15 cm. + teacher’s guide.
Includes bibliographical references and index.
ISBN: 0-7216-3902-4
DESCRIPTIVE CATALOGUING
Levels of Description:
Level 3
is the fullest level, that is used by national libraries or
research collections.
For the third level of description, include all elements set
out in the following rules that are applicable to the item
being described.
On call: principles and protocol / Shane A. Marshall and John
Ruedy. 4th ed.– Pennsylvania: Elsevier, Inc., 2004.
xxiii, 532p. : ill. (some col.) ; 15 cm. + teacher’s guide.
Includes bibliographical references and index.
ISBN: 0-7216-3902-4
DESCRIPTIVE CATALOGUING
Areas of Description:
Area 1
Area 2
Area 3
Area 4
Area 5
Area 6
Area 7
Area 8
Title and Statement of Responsibility
Edition Statement
Material Specific Details
Publication, Distribution, etc.
Physical Description
Series
Notes
Standard Number and Terms of
Availability
DESCRIPTIVE CATALOGUING
Area 1 : Title and Statement of Responsibility
Title Proper
The chief name of an item, including any
alternative title but excluding parallel titles and
other title information
Transcribe exactly
as to wording
order
& spelling
but not necessarily to punctuation &
capitalization
DESCRIPTIVE CATALOGUING
Area 1 : Title and Statement of Responsibility
Title Proper
Examples:
INCREASING MULTICULTURAL UNDERSTANDING
transcribed as:
Increasing multicultural understanding
14 MINUTES
is transcribed as:
14 minutes
Not:
14 MINUTES
FOURTEEN MINUTES
Fourteen minutes
DESCRIPTIVE CATALOGUING
Area 1 : Title and Statement of Responsibility
Title Proper
Examples:
The Road to Romance & Ruin
transcribed as
The road to romance & ruin
(if main access point is a person or a corporate body)
The Road to romance & ruin
(if the title is the main access point)
NOT:
The road to romance and ruin
DESCRIPTIVE CATALOGUING
Area 1 : Title and Statement of Responsibility
Statement of Responsibility
Transcribe as you see!
Transcribe those person(s) or corporate bodies
that are usually named in the chief source of
information as responsible not only for the
intellectual or artistic content of the item but
also those named as editor(s), writers of
foreword, introduction, illustrators, etc.
DESCRIPTIVE CATALOGUING
Area 1 : Title and Statement of Responsibility
Statement of Responsibility
Television and its audience / Patrick Barwise and Andrew Ehrenberg.
Advertising media : strategy and tactics /
Donald W. Jugenheimer, Arnold M. Barban,
Peter B. Turk.
Postmodern currents / by Margot Lovejoy ;
edited by Geoff Andrew ; with a foreword by
Carter Ratcliff.
DESCRIPTIVE CATALOGUING
Area 1 : Title and Statement of Responsibility
Statement of Responsibility
for more than 3 persons or corporate bodies performing the same
function omit all but the first of each group
indicate the omission by the mark of omission (…) and add
square brackets
et al. in
Example:
Emotion pictures : reflections on the cinema / Wim Wenders … [et al.]
DESCRIPTIVE CATALOGUING
Area 1 : Title and Statement of Responsibility
Statement of Responsibility
When a name associated with responsibility is transcribed as
part of the title proper, do not make any further statement
relating to that name.
Rizal’s Noli me tangere
DESCRIPTIVE CATALOGUING
Area 1 : Title and Statement of Responsibility
Statement of Responsibility
Transcribe a statement of responsibility
even if no person or body is named in that
statement.
Korean phrases / by a group of students
DESCRIPTIVE CATALOGUING
Area 2 : Edition Statement
Transcribe as found in the item using prescribed
abbreviations
First edition
Second edition
Third edition
Fourth, Revised and Enlarged Edition
1st ed.
2nd ed.
3rd ed.
4th, rev. and enl. ed.
For non-numeric/alphabetic edition statement, give
statement in words in the language/script of the title
proper & enclose them in brackets
*** ed.
[Three asterisks] ed.
+++++ Edition
[Five plus ed.]
DESCRIPTIVE CATALOGUING
Area 2 : Edition Statement
Presence of such words as edition, issue, version (or their
equivalents in other languages) are evidence that such is an edition
statement
Version 3.5 – Version 3.5
International student edition – International student ed.
Paperback edition – Pbk. ed.
Hardbound edition – Hbk. ed. or. Hbd. ed.
Shorter edition – Shorter ed.
Student edition – Student ed.
DESCRIPTIVE CATALOGUING
Area 2 : Edition Statement
Item lacking an edition statement but is known to contain significant
changes from the previous editions, optionally supply a brief statement
in the language of the title proper
[New ed.]
[Rev. ed.]
DESCRIPTIVE CATALOGUING
Area 4 : Publication, distribution, etc. area
Place of publication
Transcribe in the form and grammatical case in
which it appears
If it appears in more than one language/script,
give the form in:
The language or script of the title proper
If this does not apply, give the form that
appears first
DESCRIPTIVE CATALOGUING
Area 4 : Publication, distribution, etc. area
Place of publication
Transcribe the name of the country, state, province, etc. if it is considered
necessary for identification
Santiago [Chile]
San Fernando [Pampanga]
San Fernando [La Union]
DESCRIPTIVE CATALOGUING
Area 4 : Publication, distribution, etc. area
Place of publication
Supply another form of the name of a place if such is
considered desirable using the English form of the name
Lerpwl [Liverpool]
QC [Quezon City]
DESCRIPTIVE CATALOGUING
Area 4 : Publication, distribution, etc. area
Place of publication
For abbreviated form, transcribe it as found, and add the full
form or complete the name
Mpls [Minneapolis]
Mnla [Manila]
If two or more places are named, give the first named place
New York
London Paris
transcribed as
New York
DESCRIPTIVE CATALOGUING
Area 4 : Publication, distribution, etc. area
Place of publication
If the place is uncertain supply the probable place in the
English form of the name followed by a question mark
[Manila?]
DESCRIPTIVE CATALOGUING
Area 4 : Publication, distribution, etc. area
Place of publication
If no probable place can be given, give
[s.l.] (sine loco)
DO NOT record a place of publication … for unpublished
items. DO NOT give s.l. in either case.
DESCRIPTIVE CATALOGUING
Area 4 : Publication, distribution, etc. area
Name of Publisher, Distributor, etc.
Give the name of the publisher following the place to which it
relates in the shortest form in which it can be understood
internationally
Longmans Educational not
Penguin
W.H. Allen
not
Longmans
Penguin Books
not Allen
(avoids confusion with other publishers named Allen)
DESCRIPTIVE CATALOGUING
Area 4 : Publication, distribution, etc. area
Name of Publisher, Distributor, etc.
If the publisher is unknown, give
s.n. (sine nominee)
DO NOT record the name of a publisher
for an unpublished item. DO NOT
record s.n. in such case
DESCRIPTIVE CATALOGUING
Area 4 : Publication, distribution, etc. area
Date
Give the date as found even if it is known to be
incorrect and add the correct date
1697 [1967]
If necessary explain any
discrepancy in the note area.
DESCRIPTIVE CATALOGUING
Area 5 : Physical Description Area
Extent of item
Give number of physical units in Arabic numerals
x, 235 p.
[10], 358 p. (unnumbered page sequence is given if
such constitute the whole or substantial part of the
publication or such unnumbered sequence are referred to in a
note.
Otherwise, such are not recorded
[10], 700, [85] p.
xii, 345, 45, 57 p.
xli, 289 p., [16] p. of plates (some folded).
37 p., 267 leaves.
A-Z p.
Four hundred thirty two pages is recorded as:
432 p.
DESCRIPTIVE CATALOGUING
Area 5 : Physical Description Area
Extent of item
Colored illustrations
col. ill.
ill., (col. maps), ports (some col.)
ill. (some col.), maps, plans.
ill. (some col.)
ill. (chiefly col.)
35 ill.
ill., 10 maps
ill., 2 forms, 2 ports.
DESCRIPTIVE CATALOGUING
Area 5 : Physical Description Area
Dimensions
Give height of the item in centimeters (cm.), to the next whole
centimeters (item measures 23.1 or 23.2 … record it as 24 cm.).
Measure the height of the binding if the item is bound.
Otherwise measure the height of the item itself.
If the item measures less than 10 cm., give the height in
milimeters.
9 mm.
DESCRIPTIVE CATALOGUING
Area 5 : Physical Description Area
Accompanying material
May be recorded in 4 ways
- At the end of the physical description area
400 p. : ill. ; 27 cm. + teacher’s guide by Josefina
Cortes (65 p. : ill. (some col.) ; 20 cm.
- In the note area
Teacher’s guide (65 p.) by Josefina Cortes
User’s manual and addendum
Study guide by Victoria Holt.
DESCRIPTIVE CATALOGUING
Area 5 : Physical Description Area
Accompanying material
- Accompanying material
In a separate entry
Cortes, Josefina
Teacher’s guide to Readings for children. -3rd ed. -- Quezon City : University of the
Philippines, 1973.
65 p. : ill. (some col.) ; 20 cm.
ISBN 9789715507645 (pbk.)
DESCRIPTIVE CATALOGUING
Area 5 : Physical Description Area
Accompanying material
- Accompanying material
In a multilevel description
Balmores, Nestor R.
Readings for children. -- 3rd ed. -- Quezon
City : University of the Philippines, College of
Education, 1973.
188 p. : ill. ; 26 cm.
Teacher’s guide to Readings for children /
by Josefina Cortes. -- 3rd ed. -- 65 p. : ill. (some col.) ;
20 cm.
ISBN 9789715507645 (pbk.)
DESCRIPTIVE CATALOGUING
Area 6 : Series area
Series refers to a group of separate items related to
one another by the fact that each item bears, in
addition to its own title proper, a collective title
applying to the group as a whole. Individual items
belonging to the group may or may not be numbered.
Sometimes a title may belong to one or more series.
DESCRIPTIVE CATALOGUING
Area 6 : Series area
Transcription
45 p. : ill. ; 23 cm. – (Research studies
series / School of Economics, University
of the Philippines, ISSN 0305-3741 ; 75-2).
120 p. ; 23 cm. – (Public affairs reports /
National College of Public Administration
and Governance, ISSN 03053837 ; v. 3.
Local autonomy series, ISSN 0305-3838 ;
no. 65)
DESCRIPTIVE CATALOGUING
Area 7 : Note area
Reserved for recording catalog information
that can not be incorporated in the other areas
Notes are listed in a specific order. One type of
note may not be recorded ahead or after the
other types.
DESCRIPTIVE CATALOGUING
Area 7 : Note area
Nature, scope, or artistic form of the item
Documentary.
Play in three acts.
Language of the item and/or translation or adaptation
Translation of: Noli me tangere.
English, Spanish, and French.
Source of title proper
Title from cover. or Cover title.
Title from spine. or Spine title.
DESCRIPTIVE CATALOGUING
Area 7 : Note area
Statement of responsibility
Attributed to Edgar Allan Poe.
Based on the novel by Ernest Hemingway.
At head of title: Unesco.
Edition and history
Rev. ed. of: Social psychology. 2nd ed. 1982.
Continues: Philippines yearbook.
Material specific detail
Volume numbering irregular.
File size vary.
DESCRIPTIVE CATALOGUING
Area 8 : Standard number and terms of availability
Standard number:
Give ISBN or ISSN, or any other internationally agreed standard number
for the item being described. Give such numbers with the agreed
abbreviation and with the standard spacing or hyphenation
ISBN 0-552-67587-3.
ISSN 0002-9769.
DESCRIPTIVE CATALOGUING
Area 5 : Standard number and terms of availability
If an item bears two or more such numbers, give the one that applies to
the item being described. However, there is also an option to record
other such numbers but with appropriate qualification
ISBN 0-379-00550-6 (set) – ISBN 0-379-00551-4 (v. 1)
ISBN 9-715-50793-7 (pbk.) – ISBN 9-715-5079-8 (hbd.)
We may now go to
Subject Cataloging
SUBJECT CATALOGUING
Process of providing subject access point
to bibliographic records.
Jordan, Janice.
Of fiber and textile technology / Janice Jordan. –
2nd ed. -- New York : McGraw-Hill, c2008.
364 p. : col. ill. ; 23 cm.
1. Textiles. 2. Fabrics. 3. Textile and fabrics.
I. Nelson, Michael. II. Title.
SUBJECT CATALOGUING
PURPOSE OF SUBJECT
CATALOGING
• To provide access by subject to all
relevant materials
• To bring together all references to
material on the same subject.
• To show affiliations to all subject fields
• To provide a formal description of the
subject content
SUBJECT CATALOGUING
A conceptual introduction to chemistry
Subject : Chemistry.
Readings in world literature
Subject : World literature.
Asian history: module-based learning
Subject : Asia– history.
Complete course in oil painting
Subject : Painting.
SUBJECT CATALOGUING
Educational psychology for learning and teaching
Subject : Educational psychology.
News reporting and writing
Subject /s: 1. Reporters and reporting. 2. Journalism.
Algebra and trigonometry: theory and application.
Subject/s : 1. Algebra. 2. Trigonometry.
Physical education, health, and music
Subject/s : 1. Physical education. 2. Health. 3. Music
After subject
cataloging, we can
now classify..
CLASSIFICATION
An act of organizing the universe knowledge into some systematic
order.
It would also mean grouping things or objects that have the property or
characteristics in common into a class.
677
J764
2008
Jordan, Janice.
Of fiber and textile technology / Janice Jordan. –
2nd ed. -- New York : McGraw-Hill, c2008.
364 p. : col. ill. ; 23 cm.
1. Textiles. 2. Fabrics. 3. Textile and fabrics.
I. Nelson, Michael. II. Title.
CLASSIFICATION
PURPOSE OF A CLASSIFICATION SYSTEM
1. To arrange items in a logical order on library shelves
2. To provide a systematic display of bibliographic
entries in printed catalogs, bibliographies and
indexes (performs a collocation system)
3. In some online catalogs, classification
serves a direct retrieval function
CLASSIFICATION
677
CLASSIFICATION SCHEME
Dewey Decimal Classification System
A classification system for materials conceived by Melvil
Dewey in 1873 and first published in 1896.
It has ten (10) main classes
000 – 099
100 – 199
200 – 299
300 – 399
400 – 499
500 – 599
600 – 699
700 – 799
800 – 899
900 – 999
Generalities
Philosophy & psychology
Religion
Social sciences
Languages
Pure Science
Applied Science /Technology
Arts & recreation
Literature
History & geography
J764
2008
CLASSIFICATION
CLASSIFICATION SCHEME- BASIC EDUCATION LIBRARY
Mathematics
310 - Statistics
510 – General Mathematics
512 – Algebra
515 – Calculus
516 – Geometry
516.24 – Trigonometry
Science
500 – General Science
520 – Astronomy
530 - Physics
540 – Chemistry
550 – Earth Science
570 – Biology
Social Studies/ History
330 – Economics
909 – Philippine History
910 - Geography
950 – Asian History
959.9 – Philippine History
400 – Language
410 – Linguistics
411 - Writing
413 – Dictionaries
415 - Grammar
420 – English Language
423 – English Language
Dictionary
499.211 – Filipino Language
CLASSIFICATION
CLASSIFICATION SCHEME- BASIC EDUCATION LIBRARY
004 – Computers
030 – General Encyclopedia
150 – Psychology
170 – Ethics
200 – Religion
640 – Home and family management
780 – Music
CLASSIFICATION
Dewey Decimal Classification
DDC consists of four (4) volumes
- Volume 1 – contains the Introduction and Tables
-Volume 2 and 3 – contains the Schedule
-Volume 4 – contains the Index and Manual
CLASSIFICATION
677
BOOK NUMBER / AUTHOR’S NUMBER
2008
CUTTER NUMBERS (DDC)
C.A. Cutter’s Three- Figure Alfabetic- Order Table
J764
MACAPIA
M118
CLASSIFICATION
Number Building in DDC
A Bibliography of Physics
Subject : Bibliographies—Physics.
Bibliographies of works on specific subjects is under
Physics is under
016
530
Base number + Added number
016 + 530 = 016.530
Remove 0 at the 3rd digit
Resulting number : 016.53
CLASSIFICATION
Number Building in DDC
English Word Origins
Subject : English language—Etymology.
Base number for English language
Notation for etymology (from Table 4)
Add notation number to the base number
42
-2
422
Resulting number : 422
CLASSIFICATION
Number Building in DDC
English Word Origins
Subject : English language—Etymology.
422
ACCESSIONING
ACCESSIONING
Number
- Accession Number
0001
0002
0003
0004
0005
Date Received - Date the book was received
Class – Call Number
02/22/2013
512
M118
2012
AUTHOR - Name of the author
Macapia, Myrna P.
If there are two (2) or three (3) authors, write the first named author
If there are more than three (3) authors or editors are written, don’t
write any under the author’s column.
ACCESSIONING
TITLE OF BOOK
- Title of the book
Algebra and trigonometry: theory and application
Edition - Edition of the Book
3rd ed.
Volume – Volume Number
vol. 5
Pages - Extent of the item
394p.
Source of Fund
Cost Price
PUBLISHER
Year
REMARKS
Donation
1,999.50
Quezon City: National
Book Store, Inc.
2012
Discarded
Lost and Paid
Etc.
EXAMPLE:
Title : Introduction to Asia: History,
culture, and civilization
Author/s: Angelina C. Irapta and
Cecilio D. Duka
Place of Publication: Manila
Publisher: Rex Book Store, Inc.
Copyright date: 2005
No. of pages: x,219p.
ISBN: 971-23-3987-4
Content of the book:
History of Asia
EXAMPLE: P- Slip
950
I1
2005
Irapta, Angelina C.
Introduction to Asia: history, culture, and
civilization/ Angelina C. Irapta and Cecilio D.
Duka.—Manila: Rex Book Store, Inc., 2005.
x, 219p.
ISBN: 971-23-3987-4
1. History – Asia. I. Duka, Cecilio D. II. Title.
EXAMPLE:
Title : Simplified approach to
integral calculus
Author/s: Renato E. Apa-ap, Pastor
B. Malaborbor, Jonathan
B. Cabero, Lorina G.
Salamat, and Antonina
C. Sta. Maria
Place of Publication: Mandaluyong
City
Publisher: National Book Store, Inc.
Copyright date: 2007
No. of pages: xiii,262p.
ISBN: 971-08-6781-4
Content of the book: Calculus
EXAMPLE: P- Slip
515
S57
2007
Simplified approach to integral calculus/
Renato E. Apa-ap … [et.al].– Mandaluyong
City : National Book Store, Inc., 2007.
xiii, 262p.
ISBN: 971-086-781-4
1. Calculus. I. Apa-ap, Renato E. II. Malaborbor,
Pastor B. III. Cabero, Jonathan B. IV. Salamat, Lorina G.
V. Sta. Maria, Antonina C. VI. Title.
EXAMPLE: Accessioning
Number
Date Received
AUTHOR
Class
0001
2/22/2013 950 I1 2005
0002
2/22/2013 515 S57 2007 Apa-ap, Renato E.
0004
0005
0006
0007
0008
0009
Edition
Volume
Pages
x,219p.
Source of Fund
Cost Price
299
Simplified approach to
integral calculus
PUBLISHER
75 Manila: Rex Book
Year
2005
Store, Inc.
history, culture and
civilization
et.al
0003
TITLE OF BOOK
Irapta, Angelina C. Introduction to Asia:
xiii,262p.
588
25 Mandaluyong City:
National Book Store,
Inc.
2007
REMARKS
Sample Book pocket
Sample Book Card
Sample Date Due Slip
Shelving
950
I1
2005
515
S6
2001
550
A26
2013
515
S57
2007
950
S25
2010
515.9
S5
2012
950
S9
2013
Proper Arrangement in the Shelve
515
S57
2007
515
S6
2001
515.9
S5
2012
550
A26
2013
950
I1
2005
950
S25
2010
950
S9
2013
References:
Anglo American cataloguing rules/ prepared under the direction of the
Joint Steering Committee for Revision of AACR, a committee of the
American Library Association…[et.al].– 2nd ed., 2002 revision, 2004.
Tarlit, Rodolfo Y. Basic descriptive cataloguing (presentation).
Fresnido, Ana Maria. Basic manual cataloguing (presentation).