KENYATTA UNIVERSITY

DIGITAL SCHOOL OF VIRTUAL AND OPEN LEARNING

IN COLLABORATION WITH

SCHOOL OF EDUCATION

DEPARTMENT: LIBRARY & INFORMATION SCIENCE

ISC 402: PRACTICAL CATALOGUING

WRITTEN BY:

Dr. CAROLINE M. MUTWIRI EDITED: MR. FREDRICK WAMBUA

Copyright © Kenyatta University, June 2016

All Rights Reserved

Published By:

KENYATTA UNIVERSITY PRESS

1.3: Descriptive Cataloguing

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Descriptive cataloguing is that part of the cataloguing process concerned with
the identification and description of bibliographic details of a book and whose
purpose is to consistently describe each item in the library so that it is
distinguishable from all others. The description is carried out based on rules
as contained in any one of the cataloguing codes earlier studied. Specifically,
this course shall refer to the AACR2 which is widely used in libraries
throughout the English speaking world today.

Part 1 of the AACR2 deals with the provision of information describing the
item being catalogued. Part II of the AACR2 deals with the rules for the
determination and establishment of headings or access points in the
catalogue under which the descriptive information is to be presented to
catalogue users. It also deals with the making of references to those
headings. This part is important because the description is not usable
without headings.

The basic rules for the description of all library materials are found in chapter
1 of the AARC2. These rules are for general applicability. Chapters 2-12 cover
rules for specific type of materials. An important point to note is that
description of the physical item should be based, in the first instance, on the
chapter dealing with the class of material to which the item belongs.

Activity 1: Assignment: Why is descriptive cataloguing important?

1.4: Technical Reading of an Item to be Catalogued and

Chief Source of Information

To describe an item properly, it is necessary to first identify the elements

which will form the description and the identification is done from the item
which is to be described. Since it is not necessary to read the entire item to
identify all the necessary details for description, the cataloguer must adopt
the “Technical reading” approach which involves quick recognition of certain
devices peculiar to the type of item being catalogued.

To identify and describe an item, the cataloguer looks at the chief source of

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information for most of the details. Usually, the chief source of information
gives the fullest bibliographic details of the item. Such details as author,
fullest form of title, the name and/or number of the edition, the name of the
publisher distributor etc and the place and date of publication are some of
the bibliographic details usually found in the chief source of information. The
chief source of information varies according to the type of material being
catalogued. In materials such as books, manuscripts, serials and printed
music, the chief source of information is the title page. In microforms and
films, the chief source is the title frame. And for all other types of material,
the chief source of information is outlined in the AACR 2 within the sections
dealing with the materials.

Where the chief source of information is lacking for one reason or the other
cataloguing rules prescribe alternative sources.

Activity 2: QUIZ: Why is technical reading employed in cataloguing an item?

1.5 Elements for Identification and Description

1. Title

(a) Title proper

This is generally the first element the cataloguer notices from the chief
source of information. This is the title obtained from the official title page of
the item (Chief source) and may or may not adequately describe the contents
of the item.

(b) Alternative title: It is introduced by the word “or” and it amplifies the title
proper.

(c) Parallel title: This is simply the title proper written in another language.

(d) Explanatory title- This is title information following title proper, which is
meant to further clarify the tile. It is usually, but not always, preceded by a
colon. It can also be presented in lighter type than the title proper.

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NB: The title proper plus other titles found in the chief source of information
might not be the only titles. Other titles exist such as cover title; binder’s title;
series title or even a running title which is different from the title proper in that
it is repeated at the top of each page. The cataloguer must note those titles
that differ significantly from the title proper and patrons who may only know
the items by these other titles should be properly directed to the item.

2. Statement of Responsibility: This is the second element to be identified

and usually, it is found in the chief source of information. This information
can also be found in the dust jacket, introduction or any other place. Usually, it
includes the name of the author or authors responsible for the intellectual or
artistic content of the item. It should also be noted that persons other than
the author who may have had an intellectual input in the item or any corporate
body from which the content is issued can also be included in the catalogue
record.

3. The Edition Statement: The edition statement if named is usually found

in the chief source of information, but this is not the only place it is found.
Other common places where it is found in a book include the verso, other
pages preceding the title page, the cover, the preface or even the colophon
(statement at the end of the work). The edition statement will be expressed
either by number or name. A numbered edition will read something like 6th
edition while a named edition will read abridged, revised or enlarged edition.
A combination of both number and name is also common and a good
example of this is 5th revised and enlarged edition. All these indicate a
change in the content of the item being catalogued. However, the edition
statement is included in the catalogue entry only if the item is any other than
the first edition.

4. Publication Distribution Details: These details are usually found in the

chief source of information but they can also be found in other places just like
the edition statement. They include place of publication, publisher and date
of publication. Publication and distribution details are important to both the
catalogue and library patron alike. Some publishers are reputed for good

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quality works in certain areas and patrons in particular will go for such quality
works basing their judgement on the name of the publisher. The same case
applies to the place of publication. For instance, Clive Bingley is reputed for
publishing quality books in the field of Library and information science while
Mc Graw-Hill reputed for quality works in Science and Technology. The
importance of date of publication is that it enables a person to gauge the
currency of the information in the publication.

5. Physical Description Details: Such details as pagination, illustrations

are assessed by looking through the item being catalogued. These details are
important to both the cataloguer and the library patron. The patron wants to
have a mental picture of the item he is going to look for on the shelves before
going there. The cataloguer wants to describe the item such that it is
distinguishable from all others in the collection.

6. Series: In addition to such details as pagination and illustrations, other

pieces of information including series and the number of the item in the series
should be included.

7. Notes: They follow the series statement if there is one. There are
various kinds of notes and the common are contents notes. Such contents as
bibliographies should be included here if the item contains some.

8. Standard book numbers

The standard numbers e.g. the ISBN and ISSN should be given if the item
being catalogued has one since these are becoming increasingly important as
a means of internationally identifying document. These numbers are usually
to be found on the back of the title page.

Other necessary details

9. Tracings: These are records on the main entry card (if the card form
catalogue is used) indicating other headings under which the item will be
found. Although it is not part of description, it is included in the catalogue
entry so as to direct attention to all headings under which the item has been

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entered should there be a need to withdraw its records. There are 4 types:

i. Subject headings/added entries

ii. Added entries for joint authors, editors, compilers etc.

iii. Title added entries

iv. Series added entries

10. Call number

It is also not part of description but a catalogued item is still not locatable on
the library shelves unless its shelf location is indicated on the catalogue
record. The shelf location of the item is shown by the use of what is known
as call number or call mark. This is a combination of the class number and
the bookmark

Activity 3: Why is it important for a cataloguer to identify all varying title

information of a document?

2.3 Levels of Description

In cataloguing levels of description refers to the amount of details included in

a catalogue entry. An entry can contain few details, moderate details or
comprehensive details hence the term levels of description.

Activity 1: Why is it important to have different levels of description?

2.4 Level 1 and 2 of Description

Three levels of description are set out in the AACR2 but only two are invariably
used – i.e. levels 1 and 2.

Examples of Levels 1 and 2 of Description

These examples also include headings though these are not part of
description. This is because description without headings may not be useful

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to either the library or the patron.

NB:The 2 examples pertain to one title, it should be noted that level 2 is

more detailed than level 1.

Activity 2: QUIZ: In what ways does level 1 and 2 of description differ?

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2.5 Indentions

The term indention is used in cataloguing to refer to the distances from the
left end of a catalogue card to the point at which the various lines of heading
and description begin. The purpose of indentions is to ensure uniformity in
setting out the various parts of an entry.

There are basically four types of indentions

1.First Indention also known as author indention is the distance from the left
hand side to the point where the author’s surname starts.

2.The Second Indention also known as the title indention which is the 2nd
vertical line from which the title begins. All added entry headings also begin
on the second indention. Also, the physical description items begin at this
indention and so are notes and tracings. All descriptive elements beginning
from the title going down to the date of publication form one paragraph. And
because all this information will more often than not occupy more than one
line, after the first title line, the information is continued on the first or author
indention.

3.The 3rd indention which is the point at which the author’s name continues if
it fails to fit on the first author line. It is used is when the authors’ name is too
long to fit on the first line which begins on the author indention.

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NB: With regard to spacing from one indention to another, various spacings
are recommended in various publications. There are no strict rules as long as
the different parts of a catalogue entry are laid out conspicuously.

4.Hanging Indention: This is the form of indention of a catalogue entry in

which the first line begins at the author indention and all successive lines at
the title indention. It is usually used for headings under titles e.g when books
are produced under editorial direction or when they are written by more that
three persons.

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3.3 Punctuation.

These are laid down in the AACR 2 but the following schematic illustration will
help the understanding of the provisions of the AACR 2 as well as the
necessary indentions. Punctuations as used here are those pertaining to
catalogue entry in which the second level of description is followed.

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Adapted from: AACR2

Each new area of the catalogue entry is separated from the following area by
a full stop, space, dash, space (. - ) unless the following area begins a new
paragraph. In that case, the preceding area ends with a full stop unless
another punctuation mark, e.g. a closing bracket or parenthesis makes the full
stop unnecessary.

Activity 1: Assignment: Discuss the punctuations used to separate various

areas in a catalogue entry.

3.4 Capitalization

In general, rules for capitalization follow the standard style for the language
involved. Appendix “A” in the AACR 2 is on capitalization and it gives
guidance on capitalization throughout a catalogue entry right from the
heading through to standard numbers.

1. Title

An exception to the normal usage for the language involved concerns the title.
The title should be recorded as a sentence with the first word only being
capitalized. But where the main entry of a work is under title and the first word
of the title happens to be an article (i.e. a, an or the), both the article and the
next word of the title are capitalized. E.g.

(i) The Morning star

(ii) An Introduction to subject indexing

Capitalization of other words in the title is governed by ordinary rules for

capitalization. All proper nouns for instance must be capitalized whenever
they appear in the catalogue entry. E.g.

(i) The defeat of the Everest by Edmund Hilary

(ii) Sailing along the Nile

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NB: The first word of every alternative title or parallel title is as rule
capitalized. E.g.

She stoops to conquer, or The mistakes of the night.

2. Acronyms

Acronyms used as corporate bodies as headings are capitalized according to

the predominant usage of the body. E.g. Unesco, FAO, WISI (Word
Information System on Information).

Activity 2: QUIZ: What does the rule on capitalization from the AACR2
stipulate?

3.5: Numerals

Appendix C of the AACR 2 is on numerals and should be studied carefully.

i. Arabic and Roman numerals

Roman numerals are used in headings for persons identified by these

numerals.

e.g. John Paul II, Pope.

Elizabeth II, Queen of the United Kingdom

Gustaf II Adolf, King of Sweden

All roman numerals are retained in headings for corporate bodies which have
them as part of their names e.g. XXth Century Heating and Ventilating Co.

However, Roman numerals are substituted for Arabic numerals in the

following areas of bibliographic description;

1. The edition statement area e.g 3rd ed.

2. The date of publication in the distribution etc area e.g. 1900, not MCM

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 3. Other physical details elements within the physical description area e.g.
23cm, not, XXIII cm.

ii. Arabic numerals and numerals spelt-out

Spelt-out numerals are retained in the names of corporate bodies unless

otherwise provided in a particular rule e.g. Three in one building society

NOT

3 in 1 building society

iii. Substitution

Spelt-out numerals are substituted for Arabic numerals in the following areas
of bibliographic description:

1. The edition statement.

2. The date of publication, e.g. 1982, not Nineteen Eighty Two

3. The physical description

4. The series numbering in the series area

NOTE:A numeral that is the first word a note is spelt-out e.g. First edition
published in 1960 NOT 1st edition published in 1960.

iv. Inclusive numbers

Inclusive numbers should always be given in full e.g.

i. Bibliography :p. 232 – 244 NOT Bibl. p.232 – 44

ii. 1980 – 1985 NOT 1980 – 85

v. Ordinal numerals

In the case of English language items, ordinal numerals are recorded in the
following form: 2nd, 3rd, and 4th. This is commonly used in recording of the

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edition statement.

Activity 3: Discussion: What are numerals and why are they important in
cataloguing?

4.3: Works of Personal Authorship

Personal authorship refers to the authorship or a work by an individual, the

responsibility for the thought and expression embodied in the work resting
solely on him as a private person and not by virtue of any office held by him
within a corporate body. In other words, the individual is chiefly responsible
for the creation of the intellectual or artistic content of the work. Personal
authors include writers, composers, editors, cartographers etc.

The general rule is to enter works by one or more persons under the heading
for the personal author according to the specific instructions given in Rules
given in the AACR2

Activity 1: Assignment: Look for an AACR 2: Write down what the following
rules state: 21.4A, 21.5B, 21.6 and 21.8 – 21.17.

Added entries are made as provided in Rules 21.29 – 21.30- Write down
what the rule on added entries states

4.4: Cataloguing of Works by One or two Personal

Authors

When cataloguing works emanating from one personal author, the main entry
for that work is the author. Study the following example:

Using the AACR2 and following the second level of description, prepare main
catalogue entries for books whose title page details and other relevant details
are provided below.

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a) A work by One Personal Author:

Other Details:

This book belongs to the teacher profession series and it is title number five.
It measures twenty three centimetres in height and twelve centimetres in
width. It has sixteen preliminary pages and text pages are marked seventeen
to two hundred and thirty nine. It has a bibliography covering pages 235-239.
Its ISBN is 0-2321-6543-5

Given the above details, the correct description for the above work would be
as follows when all the rules of indentions, capitalization, punctuations,
abbreviations and the order in which the elements should follow have been
observed:

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NB: In the Above Example,
The main entry is under the author’s name
Added entries are made under the subject, editor, Title and series
Only the first and second indentions have been used

b) A Work Produced by two Personal Authors.

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Other Details:

This is title number 18 in the “literary learning series”. It measures 21.1cm in

height and 15.2cm in width. Preliminary pages numbered in roman numerals
add up to 7 while text pages are marked one to two hundred and eighty two.
The book was first published in 2000. It has a bibliography at the end of every
chapter. Its ISBN is 0—6543-3321-7

Given the above details where there is a work by two or three persons or
bodies, and principal responsibility is not attributed to any of them by wording
the work is entered under heading for the first named author (Rule 21.6C1).
The names of the second and third authors are included among the added
entries. The correct description of that work would be as follows when all the
rules of indentions, capitalization, punctuations, abbreviations and the order in
which the elements should follow have been observed.

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Activity 2: QUIZ: In the above catalogue entries, identify the rules applied
throughout the catalogue entry

4.5: Rules Relating to cataloguing of a work by one or two

people:

In the above catalogue entry, it is important to note that:

i. The main entry is under the name of the first named author

ii. The second authors name is included among the added entry headings

iii. All the persons responsible for the intellectual ideas of the work
including illustrators are included under the area for statement of
responsibility as well as added entry.

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 iv. Where bibliographies appear at the end of every chapter in the notes
area indicate: includes bibliographies.

v. Punctuations used for separating subsequent statements of

responsibility is a semicolon (;)

Activity 3: Assignment: Check the AACR 2 on the section for cataloguing

works of personal authorship and explain what the rule states about works
by one or two people.

5.3: Works Produced by Three Personal Authors

When cataloguing a work that has three personal authors and none of the
authors has been named as the principle author, the AACR2 recommends that
the main entry for such a work should be made under the name of the first
named author.

Example of a Work Produced by Three Personal Authors.

Other Details

The book belongs to the sociology development series and it is title number

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ten. It has 7 unnumbered preliminary pages and text pages begin from
number up to add up to page seven hundred and sixty one. The book
measures 12.1cm in width and 11.2cm in height. It has a bibliography from
page 723 to page 734. Its ISBN is 99998-978-79. The book is illustrated and
all the illustrations are in colour.

Given the above details, the main entry of the above work will be under the
first named author and the other two authors would be included in the section
for added entries as follows:

The above work is produced by three personal authors and none of them was
named as the principal author. The main entry was under the name of the first
named author and added entries were made under the name of the second
and third authors. The decision is guided by rule 21.6C 1 of the AACR2 which
states that: If responsibility is shared between two or three persons or bodies
and principal responsibility is not attributed to any of them by wording or
layout, enter under the heading for the one named first. Make added entries
under the heading for the others.

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Activity 1: QUIZ: What do the rules in the AACR2 specify about the main entry
of a work produced by three authors?

5.4: Works Produced by Four Personal Authors

When a work is produced in collaboration of four authors’ it is regarded as a

work of shared responsibility which is entered under title as guided by rule
21.6 C 2 of the AACR2.

Example of a Work Produced by Four Personal Authors

Other Details

This book has twenty preliminary pages marked in roman numerals and other
text pages are numbered 1-343. The book is illustrated and some of the
illustrations are in colour. It measures eighteen centimetres in width and
sixteen centimetres in height. It has a bibliography from page 289-295 and its

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ISBN is 92-876-876-78.

Given the above details of a work by four personal authors, the work is
entered under the title since none of them has been named as the principal
author. The correct description of that work when all the rules of indentions,
capitalization, punctuations, abbreviations and the order in which the
elements should follow have been observed would be as follows:

Activity 2: Assignment: How does a work produced by three personal

authors differ from a work produced by four personal authors?

5.5 Interpretation of rules

i. The above is a work produced by four persons. Since the principal

responsibility is not attributed to any one, two or three then rule 21.6 C
2 of the AACR2 is applicable. According to the rule, if responsibility is
shared between more than three persons and principal responsibility is
not attributed to any one enter the work under its title. Make added
entry under the heading for the first person or corporate body named
(rule 21.6 C 2).

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 ii. Only the first named author is included under the statement of
responsibility area and (et. al.) used to mean “and others”

iii. The work is illustrated and only some of the illustrations are in colour.
Instead of indicating only ill., the description will be ill. (some col.).

Activity 3: Discussion: What does the AACR2 state regarding works

produced by three personal authors?

6.3 Works Produced Under Editorial Direction

A work produced under editorial direction is entered under the title and rule
21.7B of the AACR2 is applicable in that case. Added entries are made under
the headings for the editors, compilers, illustrators, or translators.

Activity 1: QUIZ: Who is an editor and how does an editor differ from an
author?

6.4 Example of a Work Produced Under Editorial

Direction

Below are details obtained from the title page of a book that has been
produced under editorial direction. From the details provided, you will notice
that there is no person named as the author. In that case, the main entry for

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that work cannot be under the author but under the book’s title.

Other Details

The book is 27.1cm wide and 22cm high. This paperback edition is title
number six in the Mathematics Education Series. Its ISBN is 0-7456-8769-6. A
bibliography is found at the end of every chapter. The book is illustrated and
some of the illustrations are in colour. Although the preliminary pages are
unnumbered, they add up to 13 and other text pages which are in Arabic
numerals start from page 1 to 267. The probable date of publication is 1999.

Given the above details of a work produced under editorial direction, the work
is entered under the title. The correct description of that work when all the
rules of indentions, capitalization, punctuations, abbreviations and the order in
which the elements should follow have been observed would be as follows:

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Activity 2: Discussion: Can an editor be taken as the author? What do the
rules specify?

6.5: Summary of rules on works produced under editorial

direction

In the above example of a work produced under editorial direction, it is

important to note that:

i. There is no author and that work is enter under its title according to
rule 21.7 of the AACR2

ii. Added entries are made under the subject, names of the editor,
illustrator and the person responsible for the compilation of the
preface of the book.

iii. Since the actual date of publication is not indicated but what is
indicated is the probable date of publication, it is put in a question
mark and enclosed in parenthesis e.g (1990?). The decision is guided
by rule 1.4F7 of the AACR2.

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 iv. The only indention applicable in this case is the Hanging Indention.

Activity 3: Assignment: What does rule number 1.4F 7 of the AACR 2 Specify
and how is it relevant?

7.3 Works Emanating from Government

A corporate body is an organized body, or assembly of persons known by a

particular collective name. Examples of corporate bodies are societies,
institutions, government ministries etc. A work is said to be of corporate
authorship when the responsibility for its content, expression and opinions
rest with the corporate body and not with a personal author.

A work emanating from one or more corporate bodies is entered under the
heading for the appropriate corporate body according to rule 21.1B 2 of the
AACR2.

The word government is used to mean the totality of corporate bodies

including the executive, judiciary and legislative.

The conventional name of government is to be used. The conventional name

of government is the geographical name of the area that is: country, province,
state or municipality (Rule 24.3E).

Activity 1: Assignment: What does rule number 24.3E of the AACR 2

stipulate?

7.4: Work Emanating from a Government

Example:

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Other Details:

The preliminary pages are five while text pages begin from page 1-71. It is
twenty four centimetres in width and twelve centimetres in height. It is
illustrated and only some illustrations are in colour. It has a bibliography at the
end of every chapter. Its ISBN is 0I-789-098-06.

Given the above work emanating from a government, the description would be
as follows:

NB: In the publication above emanating from a government,

i. The heading is used first before the heading for the appropriate
corporate body (Rule 24.3E).

ii. The publishers name is written in the shortest form possible as

recommended

iii. The two dimensions i.e height and the width are given because
the width is greater than the height (Rule 2.5D 2).

Activity 2: Assignment: What does the general rule in the AACR2 specify
regarding works emanating from governments?

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7.5: Work emanating from other Corporate Bodies e.g a Subordinate

Body of an Institution or Organization

Example.

In the work below, Department of Public Information is a subordinate body of

United Nations

hence will be entered as a direct subdivision of the heading of the institution.

Other Details:

The above text is illustrated. It belongs to the “Human Rights Series” and it is
number 8. Preliminary pages are three and text pages are marked from page
one to two hundred and fourteen. It has a bibliography from page 210-212. Its
ISBN is 1-9898-9876-0. The dimensions are 14x12cm. Given the details above,
the description will be as follows:

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Activity 3: What does the term subordinate department of an organization
refer to?

8.3: What is a Conference?

A conference is a meeting of individuals or representatives of various bodies

for the purpose of discussing and acting on topics of common interest.
Cataloguing of works emanating from a conference is guided by the following
rules:

i. Rule 21.1B 2 which states that: “Enter a work emanating from

one or more corporate bodies under the heading for the
appropriate corporate body if it falls under the category for
those works that report a collective activity of a conference
(proceeding, collected papers)”

Hence, a work emanating from a conference or meeting or seminar is treated

as a work emanating from a corporate body.

Activity 1: Why is a work emanating from a conference not entered under a

name of an individual but under the heading for the specific conference?

8.4 Example of a work emanating from a Conference.

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Other Details

Preliminary pages are unnumbered and add up to 17 and other text pages of
the proceedings are marked from page 18 to 301. This was published in the
year 2006 in both hard and paperback. The ISBN for the hard copy is 23-446-
565-53 while that for the paper back is 22-554-765-65. The proceedings were
later copyrighted in 2008. This paperback edition measures 12cm in width
and 10cm in height. It has a bibliography from page 289 to 295. Given the
above details, the description for the above proceeding will be as follows:

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NB: In the description above,

i. You are supposed to add to the conference heading the number

for the conference, the year and the place in which the year was
held. That is guided by rule 24.7B 1 from the AACR2.

ii. Add the year in which the conference was held if the heading is
for a single meeting. Add specific dates if necessary (Rule 24.7B
3)

iii. If there is a date of publication and a copyright date, take the

date of publication. Copyright date is only used when the date of
publication is not indicated (Rule 1.4F 6.)

9.3 Subject Cataloguing Purpose

9.3.1: What is subject cataloguing?

Subject cataloguing is the process which concerns itself with the subject
matter of items catalogued and it therefore includes classification and the
determination of appropriate subject headings for the items. The subject is
determined by use of a subject headings list of controlled vocabulary terms.

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9.3.2: Purposes of Subject Cataloguing

The main purpose of subject cataloguing is to provide a facility through the

subject names to a person requiring information on a specific topic.

Other Related Purposes

1. To bring together references to materials which treat the same

subject regardless of differences in terminology, (through see
and see also references)

2. To demonstrate affiliations or relationships among subject

fields. These are affiliations which may depend upon similarities
of matter studied or method or point of view or even upon use or
application of knowledge. (Through see and see also
references).

3. To provide subject entries through any vocabulary common to

any considerable group of users

4. To provide a formal description of the subject content of any

bibliographic unit in the most precise terms possible whether
the description be in the form of a word or a brief phrase.

5. To provide entry to any subject field at any level of analysis from

the most general to the most specific

6. To provide for the user the means to make a selection from

among all items in any particular category through any chosen
set of criteria such as most thorough, most recent, most
elementary

Activity 1: QUIZ: Of what use is subject cataloguing to

users?

9.4 Principles Followed in the Choice of Terms

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The choice of terms for a subject headings list must be guided by the
following principles:

1. The reader as focus: This means that the heading chosen must be that
which the reader will seek in the catalogue i.e. If we know or can
presume what the reader will look under.

2. Unity: A subject catalogue must bring together under one heading all
the works which deal principally or exclusively with the subject
whatever the terms applied to it by the authors of the books.

3. Usage: The heading chosen must represent common usage or at any

rate the usage of the class of readers for whom the material on the
subject within which the heading falls is intended e.g. American
libraries would be expected to use the term “Elevators” while British
libraries would be expected to use “Lifts”.

4. Specificity: The heading chosen should be as specific as the topic it is

intended to cover and should not be broader than the topic. A work
should always be entered under its specific subject heading and not
under the heading of the class which includes that subject e.g. a work
on chemistry should be entered under chemistry and not science.

Assignment of Subject Terms

Examples of complex terms that can be used as subject headings are:

1. Conjunctive phrases- Nearly always the conjunctive is “and” e.g.

Art and Vision disorders, Clothing and dress.

2. Modified nouns-These can either be nouns preceded by

adjectives or other modifiers e.g. regional planning or country life. The terms
can also be nouns followed by adjectives or other modifiers in an inverted
manner e.g. Chemistry, Inorganic, Art metal-work, Early Christian

3. Prepositional phrases- The most commonly used prepositions

are “in” and “of” e.g. Day of Jehovah, Discrimination in education

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 4. Serial phrases- These are phrases that give a series of nouns
which express a concept e.g. Hotels, motels. Or Associations, Institutions

5. Complex phrase forms-These seek to express a concept or

concepts within or in relation to another concept or concepts e.g.Justice,
Administration of. Or Employees, Training of.

6. Subdivided topical phrases- Examples: Mines and mineral

resources-Africa East, Man-Origin and antiquity, Colleges and universities-
Entrance requirements

NB: In preparing subject headings, it’s necessary to maintain the balance of

the usefulness of the catalogue and the cost of the catalogue. The greater the
number of subject entries per title the greater the cost of cataloguing each
title where cataloguing is manual on a card and takes a lot of staff time where
cataloguing is online. But again, assignment of more subject headings per
item makes the total resources of the library more readily available to the
users.

Activity 2: Assignment: Explain how terms are assigned using a

subject headings List

9.5: Conventional Lists of Subject Headings (The Library of

Congress List of Subject Headings (LCSH) and Sears List of
Subject Headings)

LCSH is very comprehensive and is meant for large libraries. It is based on the
stock of the Library of Congress itself and because of the size of this stock,
the value of the list to small libraries is limited. Sears list on the other hand
was first prepared by Minnie Earl Sears in 1923 purposely for small libraries.

Similarities - LCSH and Sears list of subject headings

1. Symbols used in both lists and which guide the cataloguer

appropriately taking into account the content of the library and therefore
provide cross references as necessary include:

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UF Used For

BT Broader Topic

RT Related Topic

SA See also

NT Narrower Topic

2. Approved subject headings: These are recorded in bold type in

both lists. these are followed by a list, in light type of linkable related headings
to which “see also” references may be made preceded by sa .e.g

3. Subdivision: When subjects are to be subdivided

geographically, this is indicated against them in brackets e.g. Agriculture (May
subdiv. Geog.) Where such indication is not included, the subject cannot be
subdivided geographically.

4. Scope notes: Some scope notes included under some subjects

are very useful e.g.

Drug abuse 613.8; 616.8 -Use for materials on the misuse of drugs in a broad
sense. Materials limited to addiction to hard drugs such as opium, heroin etc
are entered under Narcotic habit. However, these scope notes are not
widespread.

Activity 3: Discussion: Insert a video on Library of congress subject headings

and Sears list of subject headings. Users will watch the two videos and then
pin point the differences and similarities between the two lists

9.6: Determining a Subject Heading For a Work

Use of the Sears List of Subject Headings (Sears) and the Library of Congress
Subject Headings (LCSH) in libraries to determine the subject of a work is
essential for consistency purposes. These standard lists help to ensure all
items on a particular subject are found under the same heading. This makes it

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possible for such items to appear in the same place in the catalogue.

For instance, if the subject heading list indicates that all books about cats
should be assigned the subject CATS, using this authorized heading helps to
eliminate the possibility of listing under CATS and others under FELINES. Even
if the title of the book reads “All about Felines”, the subject heading assigned
to that book will be CATS and not FELINES. That way, all books on that
subject will be listed in one place in the catalogue for the patron to find. The
patron does not have to imagine all the possible synonyms for the word he is
looking for. By doing this, the cataloguer is able to observe the principle of
unity.

Assigning a Subject heading to a work (Example): Given the below

description of a book, assign the correct subject heading for the work.

“Education in Kenya since independence: An introduction to higher education

financing” The book specifically addresses issues of university education
funding including the use of such bodies as higher education loans board to
facilitate financing of higher education for students who come from poor
family backgrounds.

Such a work requires to be entered under the most specific subject possible
following the principle of specificity. The most likely subject heading would be:

Higher Education – Finance - -Kenya

NB:The subdivision finance is what the books dwells on (subject) while Kenya
is the geographic subdivision

- : If you come across a word preceded by one dash in the subject headings
e.g (– finance) it means that that word cannot be used alone and has to be
used in conjunction with another word. This requires the cataloguer to go
backwards and establish the root of that word which in the example above is
higher education

- - : Two dashes means that a particular word has subdivisions and those

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subdivisions can further be subdivided.

Kenya can only be used where the subject heading “higher education” has the
direction “May Subdiv. Geog.”

Activity 4: Assignment: Choose one standard list of subject headings, such

as LCSH (Library of Congress Subject Headings) or Sears. Explain how
subject headings are created using this list.

13.3: Machine Readable Cataloguing (MARC) Format

MARC is an international standard digital format for the description of

bibliographic items. The format was developed by the Library of Congress
during the 1960s. It was intended to facilitate the creation and dissemination
of computerized cataloguing data between libraries. By 1971, the MARC
format had become the national standard for dissemination of bibliographic
data and by 1973, an international standard. There were several versions of
MARC developed in the world, including USMARC, CANMARC, UKMARC, and
UNIMARC. After some time, it was found necessary to have a standard MARC
format for all countries in order to facilitate exchange of cataloguing data.
That resulted in the development of the MARC 21 format which is now the
most predominant format created in 1999 as a result of the harmonization of
U.S., Canadian, and UNIMARC formats.

MARC 21 is in two types mainly:

1. Human- readable data- this is marked up so that it can also be read by

a machine

2. Data file format- this is intended principally for machines

MARC standards basically define three aspects of a MARC record

a. The field Designation

b. Record Structure

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 c. The actual Content

10.3.1: Field Designation

Each field (field denotes the place where cataloguing data is entered) in a
MARC is represented by a three digit code (from 000-999) and it provides
particular information about the record it describes e.g author, title, ISBN,
publisher, date etc.

Field 100 for example is the field designated for the author of a work while
field 245 is designated for the title of a work and field 260 is for publisher.

Each field is further subdivided into subfields using a single letter or a number
designation. For example:

Field 260 is further sub-divided into subfields:

a---for place of publication

b---for publisher

c---for date of publication

10.3.2: Record Structure

MARC records are stored and transmitted as binary files with several MARC
records condensed together into a single file. MARC adopts the use of ISO
2709 standard to define the structure of each record. Library of Congress also
developed the MARC XML scheme as an alternative record structure. That
structure made it possible for MARC records to be represented in XML mark
up language.

10.3.3: Content

MARC transmits bibliographic information of an item not the content of the

item. Hence, MARC is a metadata transmission standard and not a content
standard. The actual content that cataloguers input in the MARC fields is

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determined by other standards like the AACR which defines how the physical
characteristics of books should be expressed. On the other hand, the Library
of Congress Subject Headings provides a list of terms that can be used to
describe the main content of an item.

Activity 1: Discussion: Why is it important for libraries to adopt common

MARC standards?

11.4: Marc Fields

Just like manual cataloguing, where bibliographic details of a particular work

are entered in the cards, in online cataloguing the details are entered in the
MARC fields. The details entered in each field are shown in the table below:

MARC FIELD/

CODE DATA TYPE ENTERED

010-099. Library of Congress number

100-199. Main entry-personal name

200-249. 245:Title main statement

250-299. Edition statement

300-399. Physical description

400-499. Series statement/ added entry-personal name (440: series

statement/added entry title).

500-599. Genera note, local note

600-699. Subject added entry personal name(690-699) (650: subject

added entry topical term)

700-759. Added entry personal name

760-799. Main series entry

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800-840. Series added entry, - Title; personal author

841-899. Holdings coded data values

900-999. Locally defined fields, equivalence and cross reference fields

Activity 2: Assignment: Key in of various bibliographic details / elements in

the MARC fields as a way of familiarize yourself with the fields and data
included in each field

11.5: Importance of MARC

i. It reduces duplication. There are not many instances where the

same title has many separate records.

ii. It increases database searching success- more complete and

comprehensive cataloguing ensures that users are able to find
relevant records when they search the locator

iii. Increases inter-library loan success – accuracy of records

ensures that users retrieve the exact edition of books they
desire not another

iv. Use of MARC allows libraries to share bibliographic resources.

Libraries using MARC can acquire cataloguing data from other
libraries or bibliographic organizations. Libraries using in-house
systems cannot benefit from such exchanges.

Activity 3: Why is compliance to MARC 21 standard specifically and not any

other MARC format important for all libraries?

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