RETRIEVAL TOOLS

Week 11&12

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 RETIREVAL 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)

1.

2.
3.

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 for some government
information packages
Dublin Core for Internet information
packages etc.

ZA 4080
.D44
2003
Pace, Andrew K
The ultimate digital library / Andrew K. Pace and
Sharon Pace.- Chicago : American Library Association,
2003.
Xvi, 168p. : 23 cm.
ISBN 1-866-746-7252
1. Digital library
3. Pace, Sharon

2. Electronic Library
I. Title

PURPOSE

1.

2.

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:

-Book
-Card
-COM (Computer Output Microform)
-OPAC (Online Public Access Catalog)

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
Week 11

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 on-line

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

1.

2.

1.
2.
3.
4.

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

OCLC was first demonstrated to

librarians during IFLA & UNESCO
seminar in Liverpool 1971

Product of OCLC:
1.

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:
1.

2.
3.
4.

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

1.
-

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