13 Preservation management and weeding out collections

Dr Meghna Dhar

1.Introduction

A well–equipped and well managed library is the foundation of modern education structure. Special and Research libraries are recognized as repository of knowledge and an integral part of education, society and research .To meet the information needs of the scientists and researchers, comprehensively, the libraries are required to acquire suitable and sufficient quantity of collection in their areas of interest. Technical Services are concerned with various sections of the library which handle acquisition, classification, cataloguing, processing and maintenance of the material in the library. For smooth functioning of any special library, the library is organized into various sections and each section is meant for providing specific services such as Acquisition section is concerned with various activities of collection development which involves four basic procedures i.e. selection, ordering, receiving and accessioning of documents. Technical section is most commonly known is as processing section. The work of the processing section is basic to other sections of a library. This is the section which helps in the transformation of a collection of books into serviceable form. Once a book has been accessioned and bill is passed for payment, it is sent along with accession slip for processing. Before the book is sent to the shelves, it passes through various technical processes such as easing of the back, cutting open of pages, classification, cataloguing, assigning book number, collection number and subject heading, stamping, tagging, date labeling, pocket fixing, fixing ownership slip, completion work, checking of classification and cataloguing work and filing of cards.

2. Acquisition Section and its Services in Special & Research Libraries

One of the most important activities of a Special & Research library is the acquisition of library material. Acquisition Section of the library is responsible for selecting, ordering and receiving new materials and for maintaining accurate records of such transactions, accessioning, usually managed by an acquisition librarian. The Incharge of the Acquisition Section should not only have substantial knowledge of publishing, the book market and other sources of materials, but he should be able to direct, supervise and control the division by providing suitably trained Order Librarians or Assistants and developing procedures to meet the needs of the library. Acquisition of documents is on the basis of collection development and services to be rendered by the Special & Research library. Special & Research library does not have the traditional books but it acquires research journals, research reports, primary sources of information searching tools and relevant reference books. Text-books rarely constitute one of the major sources in Special & Research library.

Chart Showing various Technical Services of Special and Research Librarie

The acquisition of books is a pre-requisite for a library. This work is so important that it should be organized in such a manner that the reading material of maximum utility is acquired without any delay and at the minimum cost. This can be ensured only if a suitable section is organized and latest acquisition techniques are used. The first and the foremost essential feature of an acquisition programmes to decide the general objectives of an acquisition section of Special & Research library.

The following are the objectives of Acquisition Section in Special & Research libraries:-

(i) A library should acquire and provide all the relevant reading material to its clientele so that the basic functions of the library are fulfilled. For example, a Special & Research library should procure all the reading materials needed by its research scholars for their research projects besides books to fulfill research requirements.

(ii) A library should acquire all other books on the related topics. A Special & Research library must procure books on broader line subjects also so that comprehensive reading material for research and study is made available.

(iii) Latest subjects of general nature like Information Technology, Bio-informatics, DeepSea Science, and Defense Science should find place in collection.

(iv) A library should contain all the reading materials pertaining to research and technical activities of a particular country, city, place or institution or as the case may be.

2.2 Functions of an Acquisition Section

The Special & Research Librarian’s job is to select, acquire, process and make available books and other kind of materials to the clientele. In fact, acquisition of the reading material is one of the important functions of an Acquisition librarian to perform. The following are the functions of an Acquisition librarian in addition to his general duties:-

(i) To develop procedures to meet the needs of the library.

(ii) To handle personally difficult or important correspondence or problems relating to the ordering of books, serials, periodicals, maps, pamphlets, films and other materials.

(iii) To make recommendations to the faculty concerning with book selection.

(iv) To consult with heads of other departments and divisions concerned with book orders.

(v) To have materials filmed or otherwise reproduced when they are out of print or otherwise unavailable in original.

(vi) To supervise the handling of all gifts and exchanges coming into the library.

(vii) Maintenance and use of bibliographic aids peculiar to acquisition work such as dealers catalogues, trade lists etc.

(viii) Maintenance of files and other records essential to acquisition work.

(ix) Preparation of bills for payment, book-keeping and other financial activities assigned to the department.

(x) To receipt, handle and check materials received.

(xi) Checking and passing bills for books received.

(xii) Ordering and checking of periodicals.

(xiii) Accessioning of reading materials received.

(xiv) Preparation of accession lists.

(xv) Making advance payments to agencies and publishers.

2.3 Relationship of Acquisition Section with Other Sections

The work of the Acquisition section cannot be effectively performed without adequate and willing co-operation of all other sections of the library. The relationship of Acquisition section with other sections is as follows:-

2.3.1 Relation with the Processing Section

Acquisition Section is very closely connected with the Processing Section because both of these depend upon each other in one way or the other. The acquisition section would like to get the help of the Processing Section in processing books quickly so that the catalogue is kept up-to-date and also helps in duplicate checking. The processing section Incharge should keep informing the Acquisition Section Incharge about the change of classification and cataloguing policies so that the persons entrusted with the duplication checking are properly informed about the changes, thereby avoiding unnecessary duplication.

2.3.2 Relation with the Reference Section

The Reference section is a place where the readers visit very frequently and present their problems to the Reference Section Incharge. These problems may be due to the lack of particular kinds of literature in the library which can easily be recommended for purchase by the Reference Section Incharge. Similarly, Reference Books which are required in the section can be recommended. The Reference Section Incharge can easily find out the tastes of the readers and he can, thus help in improving the book selection policy. Reference Section can, thus help in improving the book selection policy.

2.3.3 Relation with the Binding Section

In case books are received in unbound form from the book-sellers or publishers, the Acquisition Section sends the books to the binding section before these are sent to the technical section and in this way, wear and tear is avoided. If the service of the binding section is quick and efficient, the acquisition work can be facilitated to a great extent.

2.3.4 Relation with the Circulation Section

The circulation section and the acquisition section must maintain a very close contact with each other because it is the circulation section which is responsible for informing the acquisition section as to which books are required and how many copies of each of such books are required. Thus, the smooth running of the Special & Research library is dependent upon the close relations between these sections because, if the requisite materials are not received and processed promptly, the library’s regular services will be hampered.

2.4. Book Selection and its Tools

The library service that is designed to provide books and to bring together readers and books must be based on intelligent book selection policy. The types of documents that comprise the basic collection of Special and research libraries are mainly reference books, scientific books, research papers, periodicals, monographs, conference proceedings, seminar papers, research reports, etc. which contain latest information. The selection of library materials requires constant and extensive reading, a broad background of knowledge in the literature in different fields of study, familiarity with bibliographical aids of all kinds, and a high degree by judgment. Final selection of material is generally based on suggestions and specialized knowledge contributed by a number of persons. For example, in case of Special & Research libraries which is used by executives, research workers and technicians can share their responsibility with librarians The librarian’s professional expertise and judgment are necessary for book selection policy.

2.4.1 Procedures for Book Selection

A primary necessity in determining what books to acquire for collection is to know what has been published in the subject fields to be covered; then one must judge their relative merits on the basis of such factors as author’s reputation and standards of publishers. As guides to what is in print, lists of titles from any available sources such as catalogues and compilations from certain helpful book dealers can be assembled and studied. No possible source of assistance should be ignored in the process of search and selection. Advice should be sought too, from those who will use the library, particularly from members of a library committee.

2.4.2 Tools for Book Selection:-

Some good examples of tools of book selection, which lists scientific and technical books, are as under:-

(i) Indian National Bibliography, 1958, Central Reference Library, Kolkata.

(ii) British National Bibliography, 1965, London, J. Whitaker and Sons.

(iii) Cumulative Book Index; World List of Scientific Books in English Language. New York, H.W. Wilson, 1898, Monthly.

(iv) Cumulative Books in Print, 1898, H.W. Wilson, New York.

(v) Ulrich’s International Periodical Directory, 1932, R.R. Bowker, New York.

(vi) World list of Scientific Periodicals, 1925, London, Butter worth.

(vii) McGraw-Hill Basic Bibliography of Science and Technology, New York, 1966.

(viii) Science Reference Sources, 1969.

(ix) British Union Catalogue of Periodicals, 1944, London, Butterworth, Quarterly.

(x) Cumulative Bibliography of Bibliographies New York, 1937.

(xi) Whitaker’s Cumulative Book List, London, 1924.

(xii) National Union Catalogue of Scientific Serials, New Delhi, NISCAIR,1965.

(xiii) British Books in Print, 1948, New York, R.R. Bowker.

(xiv) Indian Books in Print, 1971, Indian Bureau of Bibliographies.

(xv) The National Union Catalogue, Washington, Library of Congress, 1948, Monthly.

(xvi) Publishers Trade List Annual, New York, 1873.

(xvii) Scientific, Medical and Technical Books, R.K.Hawkings, Washington, National Academy of Sciences, National Research Council, 1948.

(xviii) Union Catalogue of Social-Science Periodicals, 1971, ICSSR, New Delhi.

(xix) Indian ASLIB Book List, London, ASLIB, 1935, Monthly.

(xx) American Book Publishing Record, New York, 1960.

(xxi) Scientific and Technical Publications, 1960. A bibliography compiled by the National Library New Delhi, CSIR.

These bibliographical sources are required to have an up-to-date knowledge of books and documents recently published. The acquisition section also requires the catalogue of government publishers, publishers and distributors catalogue, book trade bibliographies etc. Publishers and distributors circulate their catalogues to make the librarians aware of the literature available with the publishers and distributors.

2.5 Ordering Procedure

The ordering procedure involves the following steps:-

2.5.1. Inquiry System

After the selection of books, the copies of the list of selected books are got typed and are circulated among important booksellers in order to know whether supply the required books. When it is known that particular books are available in ready stock with particular booksellers, these can be ordered straightaway from them. In this way, unnecessary correspondence is avoided which is otherwise necessary. It can also be ascertained in which subjects a book-seller specializes and orders for books in the specific subjects can be laced with him directly. This saves lot of time and energy of library staff. An ‘Order Forms File’ is also maintained in which every order form is filed.

2.5.2 Placing of Orders

The second stage of order work consists of placing orders for particular books with specific book-sellers. Order lists are prepared subject wise generally in triplicate. The original copy is sent to the book-seller, the second copy is sent for information to the Head of the Department or other person who recommended the books in question. The third copy is kept in the office file.

2.5.3 Receipt of Books

If the bookseller is a local one, the bills in triplicate along with the books are received in the library. If the bookseller belongs to some outstation place, the bills are received either by the librarian who sends the same to the Order Section for necessary action or these are received direct by the Incharge, order section.

2.5.4. Checking of Bills

The bills are checked with the order list which is lying pending in the order processing file. The books are tallied with the bills and the order list and their editions and imprints are verified. As books are published in many editions it is most essential to take this fact into consideration. The popular edition is cheaper than that of library edition. The latter is more durable for being kept in the library because the books in libraries are liable to undergo more wear and tear in one way or other due to their constant use.

2.5.5 Collation and Tallying Work

The tallying work includes the tallying of the prices of the books. The price is generally given on the inner flap of the cover, on the title page or on its back. For others, the price is found out from publishers and bookseller’s catalogues.

2.5.6 Accessioning Work:-

The books after being thus checked are tallied with the bills handed over to the Assistant who has been assigned the job of accessioning. A stock or accession register is maintained in thelibrary in which all the books purchased/received in exchange or as gift are entered. Each book is given a consecutive serial number. This register is known as Accession Register and the serial number is called as accession number. Accession Number is a unique number used by the acquisition section of a library to identify specific bibliographic items on a purchase order. In Special & Research libraries a separate registers for each kind of material such as books, pamphlets, serials and bound periodicals, films and film strips, micro-cards and micro-films, maps, manuscripts, photographs etc.is to be maintained.

All these registers are allotted a consecutive number and in such a system, more than one person can do the accessioning work if necessary. The Assistant responsible for accessioning arranges the books in same order in which the books are listed in the bill and goes on entering in the Accession Register consecutively. The staff allots the accession number to the books in a consecutive order. The Assistant puts the relevant accession number on the verso of the title page of the books and on a secret page decided by each individual library. The accession number is put on the bill against the concerned item.

Specimen of an Accession Register

A special kind of stamp is put on the verso of the title page and the relevant information is given there in. The information given is useful for reference purposes. It is a duplicate record of the books. The specimen of Accession stamp is given below:-

Specimen of an Accession Stamp

Name of the Library …………………………………………….

Accession Number ……………………………………………….

Date of Receipt ……………………………………………………

Supplier ……………………………………………………………

Price ……………………………………………………………….

Accession Assistants Initials ………………………………………

The Accession Assistant gives a certificate on the bill that the books have been entered in the Accession Register vide such and such Accession Number along with his initials.

2.5.7 Bill Passing Procedure

The Bills are handed over to the Bills Assistant. The Assistant in question, after checking the totals, gives a certificate on the bill as under:-

“Certified that the net published/quoted prices have been charged and the approved rates of conversion have been charged” The Assistant puts a stamp on the bills. It contains the following information:-

Budget Head ……………………………………………

Passed for (Amount) ……………………………………

Auditor’s Initials ………………………………………

Librarian’s Initials ………………………………………

The related items on the order form or the order card, if maintained, is marked with a stamp ‘Received’.

3. Functions of Technical Section

The following are the functions of Technical section in Special & Research Libraries:-

3.1 Easing of the Back

Easing of back can be done by opening the book somewhere in the middle, placing it on a flat table and gently running the thumb from the top to the bottom along the inner margin, working your way through the book to the two covers, turning a few leaves at a time, and simultaneously pressing it. The easing of the back should be done carefully, so as to avoid breaking the back.

3.2 Cutting Open of Pages

Sometimes the pages are closed therefore these pages are cut open with the help of a cutter wherever necessary.

3.3 Classification

Classification is the foundation of librarianship. The basic purpose of library classification is to arrange the documents available in the library in a helpful sequence so that they are readily available to the readers as well as library staff in a minimum possible time. Classification consists of sorting and grouping together books related to a broad subject category. It also helps in correct replacement of documents after these have been returned from readers. Documents taken out from shelves by the users and library staff can easily be replaced in their proper places without any difficulty. For this purpose various classification schemes which are designed are used in different Special and Research libraries and these schemes are as under:-

(a) Melvil Dewey’s Dewey Decimal Classification (DDC),

(b) Expansive Classification (EC),

(d) Library of Congress Classification (LC)

(e) Bliss Bibliographic Classification (BC)

(f) Universal Decimal Classification (UDC),

(g) Dr.S.R. Ranganathan’s Colon Classification (CC)

Among all the above classification schemes, Universal Decimal Classification (UDC) scheme is largely used in Special &Research libraries .The UDC is a scheme for classifying whole field of knowledge. It can be applied both to the literature which records knowledge and to the catalogues, indexes etc., which refer to the literature. It is a classification scheme designed for specialists in a particular field as it is used for classifying both micro and macro-documents. It is used for classifying articles in periodicals, monographs, illustrations, maps, conference proceedings, abstracts, newspaper clippings, survey reports, sound and video recordings, and documents of all kinds.

The other schemes of classification which can be used in Special and Research libraries are:-

a) British Catalogue of Music (BCM) Classification related to Musical Literature and Music-Scores & Parts.

b) Dickinson Classification used to classify and catalogue musical compositions.

c) Harvard Business Library Classification, related to Business and allied fields.

d) National Library of Medicine (NLM) Classification covering the fields of Medicine and Pre-clinical Basic Sciences.

3.3 .1 Tools for Classification:-

The schedules of the classification scheme used in a particular library are the major tools of the classifier. In order to interpret the schedules of a particular scheme, other aids as given below can also be helpful for ensuring uniform class number for particular books:-

a) Indian National Bibliography (INB)

b) British National Bibliography (BNB),

c) Library of Congress Catalog,

d) The National Union Catalog,

e) American Book Publishing Record.

The classifiers can rely safely upon the above mentioned standard tools because expert classifiers are responsible for classifying the books listed in these bibliographies and catalogues. It would be economical if class numbers are directly taken from these tools.

3.3.2. Classification Procedure

The books received from the order section after accessioning. The following jobs are performed for classifying the books:-

3.3.2.1 Duplicate Checking

In Special and Research libraries, duplicate checking is the job of the Order Section. The Assistant of the Order Section gives the requisite information on the book selection cards which are ultimately sent to the Processing section along with the books. As such the labour of the Classification Section is saved.

3.3.2.2 Determining the Specific Subject

The classifier first of all finds out the specific subject of each book by going through the following parts of the book in a successive manner:-

(a) Title (b) Sub-title (c) Foreword (d) Preface (e) Table of Contents (f) Book Jacket’s flaps (g) The Thought contents and (h) Book Reviews and (i) Introduction of the book.

Generally, the specific subject can be found out by reading the title of a book but in certain cases where the specific subject is not clear from the title because of its misleading nature, such as ,if a book is entitled “Great Masters in Arts”, it will immediately suggest that the book is on “Artists” but after the close examination of the book ,it is revealed that the book is about “Singers” specifically and not on Artist that is painters, drama artist, film artist ,musicians etc. in general. Therefore at that time the other parts of the book are to be examined and the text is to be read carefully. In case of non-book materials, examine the container, the label, any accompanying guide etc. and view or listen to the contents to find out the specific subject.

3.4 Determining Call Number.

In a library the location of a document on shelves is determined by its Call Number. The call number consists of three parts i.e. (i) Class Number, (ii) Book Number, and (iii) Collection Number. During the process of classification of documents in a library, a classifier first deciphers the subject of a document and then translates it into Class Number with the help of a Classification Schedules. The document is then individualized by assigning a Book Number by using a particular method. And a collection Number of a book denotes the Collection to which it belongs.

3.4.1 Allotting Class Numbers

After determining the specific subject of each book, the classification schedules and other aids are used for allotting proper class numbers. The indexes attached to the classification schedules are also used to find out class number, though complete reliance on the indexes is not advisable. The class numbers so arrived should be tallied with the other standard catalogues, if necessity arises, especially in doubtful cases. By using the classification schedules the class numbers can be obtained. For example a book entitled “; Statistics Periodical” will have following class number according to different schemes of classification:-

The class numbers are given in pencil on the upper half portion of the verso of the title page. It is given in pencil because in case there is some change in the class numbers in future it may be corrected without any damage of the book. The earlier class number can be rubbed off easily if it is written in pencil. This phenomenon is common because almost every classification scheme is revised periodically.

3.4.2 Allotting Book Numbers:-

After allotting the Class Numbers, the classifier assigns the Book Numbers. The following are the systems of allotting Book Numbers:-

(a) C.A.Cutter’s Author Table.

(b) Cutter-Sanborne Author Table.

(d) Author Tables of L.StanleyJast.

(e) Biscoe’s Book Number.

(f) Ranganathan’s Facet Formula for Book Number.

Generally, author marks constitute a Book Number. Cutter’s Table or Cutter-Sanborne Tables are generally used to allot author marks. Suppose the Book Number for the book entitled “Archival Librarianship” by “P.S.G.Kumar” is to be allotted book number, by using the Cutter-Sanborne Table, its Book Number will be “K96A”. By analyzing it, we find that “K” is the first letter of the surname “Kumar”, “96”is the number given by Cutter-Sanborne Table for representing Kumar and “A” stands for the first letter of the first word of the title of the book that is “Archival”. Similarly, the Book Number for the book entitled “Book Byte and Beyond Library Without Walls” by “Piyush Kanti Mahapatra and Bhubaneshwar Chakrabarti” is to be allotted book number, by using the Cutter-Sanborne Table, its Book Number will be “M11B”. By analyzing it, we find that “M” is the first letter of the surname “Mahapatra”, “11”is the number given by Cutter-Sanborne Table for representing Mahapatra and “B” stands for the first letter of the first word of the title of the book that is “Book”.

But in case of Colon-Classification, Book Numbers consists of language, form, year of publication, accession part number, volume number etc. But generally year of publication is sufficient for most of the general books. For example, the book number to be allotted for a book published in 1991, the book number will be N91. N stands for 1900 and 91 for the actual year. Similarly the book number to be allotted for a book published in 2005, the book number will be P05. P stands for 2000 and 05 for the actual year. A decision is to be taken by Special & Research libraries as to which system is to be used for allotting book numbers.

3.4.3 Allotting Collection Number:

A Special library usually acquires different varieties of materials such as books, periodicals, monographs, conference proceedings, research reports, pamphlets, manuscripts, filmstrips etc. All these documents may not be conveniently in a single sequence because it is not going to be helpful .So the main purpose of libraries is to create helpful sequence and indicate the exact location of a document so that the users are in a position to get the document desired by them promptly. Therefore, various documents are put in separate sections of the library The number of such sections varies from one library to another depending upon the users need. A classifier, before classifying book in a library has to decide as to which section a book has to go. A symbol is therefore, allotted to each section that becomes the part of a call number also. Such a symbol denoting a section of the library is termed as collection number. The following scheme may be of use for collections likely to occur in most of the Special and Research libraries.

3.4.4 Position of Class Number and Book Number and Collection Number in a Document

Sometimes a double space is used to separate the Class Number and Book Number.

For example– 025.431 D515D

Where, 025.431 is class number and D515D is book number.

Sometimes Book Number is written below the Class Number.

Where, 025.431 is class number and D515D is book number

Collection Number is written either above the Class Number or in front of the Call Number as indicated below:

Where, 025.431 is the class number, D515D is book number and R is Collection Number.

3.5. Assigning Subject Heading

A Subject Heading is the word or phrase used in the library catalogue to describe different subjects. Subject headings are assigned by the classifiers so that the cataloguer may prepare catalogue cards for the same. A classifier can assign subject headings because he knows the subject of the book minutely. The classifier also assigns Subject Heading to enable the cataloguer to prepare additional catalogue cards in order to satisfy the subject approach of the user. For assigning subject headings the following tools may be used:-

(a) Library of Congress List of subject Headings.

(b) Sear’s List of Subject Headings.

(d) Ranganathan’s Chain Procedure.

(e) Classified Library of Congress Subject Headings, 1972.

In case of Special and Research libraries, the Library of Congress List of Subject Headings which is a very comprehensive and standard one is used .For providing Subject Heading a subject cataloguer has to do, is to choose an appropriate heading from LCSH that matches subject contents of the documents that is being catalogued. In other words there is no need for that person to construct a subject heading by himself / herself but has to select from the readymade subject headings already available. On the verso of the title page, right on the top, the classifier writes down the subject headings in pencil.

3.6 Checking of Class Number

The classification work of the junior must be checked by the Chief classifier, so that consistency is ensured. After the Chief Classifier checks class numbers etc., the relevant books are sent to the Cataloguing Department.

3.7 Cataloguing

Generally speaking a library catalogue is a list of books and other materials in a particular library, arranged according to a definite plan or determined order which includes specified items of descriptive information such as author,title,edition,place of publication, name of publisher and date of publication and bibliographical information such as number of volumes, number of pages, illustrations, size of the book and name of the series to which a book belongs for the purpose of identification and location of materials catalogued. Classification determines the place of a book on the shelves. Physically, book can be placed only at one place according to the subject contents of the book. But the readers seek book through various approaches such as author, title, series and other collaborators like translators, editors etc. At that time classification is not capable of fulfilling these varied approaches of the readers. So catalogues are prepared for the convenience of both the library staff and of the users, the information contained in them should be displayed according to some well-defined rules. The transferring of technical information about a book to a card according to set rules is known as the cataloguing of books. A catalogue is an arrangement of entries showing the resources available in the library. It indicates to the user whether or not the library has a particular book.

3.7.1 Cataloguing Tools

The cataloguing section needs various tools for effective and correct cataloguing, These tools include the cataloguing code in use and various important biographical dictionaries, dictionaries of names and dates besides the following:-

(i) Indian National Bibliography.

(ii)British National Bibliography.

(iii)Library of Congress Catalogue/National Union Catalogue.

(iv)American Book Publishing Record.

Various kinds of cataloguing codes which can be used for preparing catalogues are Anglo-American Code (AA), American Library Association Code (1949) (ALA) or its revised edition called as Anglo-American Cataloguing Rules (1967) (AACR-2) or Classified Catalogue Code(CCC).

3.7.2 Cataloguing Procedure

The following are the jobs which are involved in the Cataloguing Department:-

(i) Preparation of the Main Entry,

(ii) Preparation of Shelf List,

(iii) Preparation of Added and Reference entries,

(iv) Label pasting,

(v) Label writing and assigning location marks,

(vi) Checking of the catalogue cards by the Chief Cataloguer,

(vii) Card filing,

(viii) Maintenance of staff manual and authority file and

(ix) Preparation of list of additions.

After classifying work is complete, the cards are filed in the card catalogue. In Special and Research libraries, in particular, the filing of cards for all types of material is one catalogue which is most useful, as all material on a given subject will be available in one sequence. Cards of different colours are used for each type of publication. This enables one to tell at a glance the number of periodicals, reports or patents in a given subject.

Thus, efficient less complete cataloguing is essential to trace available detailed information.

3.8 Stamping

A library stamp is put on lower half of the verso of the title page, bottom of the last page of text or bottom of the last page of the volume. In addition each plate, map and other pages not included in pagination should also be stamped. The stamp should be put properly and carefully without falling on the printed matter.

3.9 Tagging/Label Pasting/Spine Label

Tag is pasted on the back of the volume, after removing the jacket, if any. It should be fixed 1 inch above the bottom of the spine of the book. In case the volume is not thick enough to allow space for a tag then apply it on the front cover close to the back. If the call number is written on the spine then there would be no need for sticking tag. The tag is gummed white cloth cut into round or square pieces of about 1.25” size. The specimen of spine label is given below:-

Specimen of Spine Label

3.9.1 Date Labeling

Circular Piece.A date label or slip should be pasted on the first page after the cover or back fly-leaf of each book. But for reference books, manuscripts and other books which are not to be issued this slip is not pasted. It should be fixed symmetrically and pasting should be done only along the top edge. The size of slip may be 5”x3”. The specimen of date slip is given as under:-

Specimen of Date Slip

3.6.6 Pocket Fixing

The book pocket is of 5”x 3” size of stiff paper with a small pocket folded and glued across the bottom third of its height to hold a book card, affixed to items held by a library meant for circulation purpose. Book pocket is fixed near right hand bottom corner of the inside of the front cover of the book or endpaper in books or to some other part in non-book items.

3.6.7 Fixing Ownership slip

Ownership slip is pasted on the inner side of the front cover at left hand top most corner. The slip may be 7.5×6.5cms, made of glazed paper. It may be printed giving name of the library. Specimen of ownership slip is as under:-

Specimen of Ownership Slip

Name of the Library…………………………………………….

Location Place…………………………………………………..

Class Number ………………………………………………….

Book Number …………………………………………………..

Accession Number ……………………………………………..

3.6.8 Completion Work

This involves writing of call number in pencil at the back of title page and also on the secret page to be decided by the library. The call number is written in ink on tag, date label and book card to be put in book pocket. Accession number is added on the date-label, book card and written near book-pocket. Author title, edition and year of publication are written on the book-card. Specimen of book-pocket and book-card is given as under:-

Specimen of Book Pocket Specimen of Book Card

3.6.9 Checking of Classification and Cataloguing Work

All the call numbers and Catalogue entries are to be carefully checked by the Chief of the section. In case, no other person is available, then checking must be done by the same person. Any mistake found must be corrected.

3.6.10 Filing of Cards

The catalogue cards are either typed or handwritten. The catalogue cards which are kept in the books are taken out from the books and are filed in public catalogue cabinet .Shelf cards are filed in the shelf list and at this stage the books can be released for issue or put on display.

4. Impact of Information Technology on Technical Services

Information technology enables libraries to provide most efficient and specialized information services. It has been fairly established that efficient information support and effective communication in organization are closely associated with high performance, productivity and innovation. Computers can be used in performing most of the repetitive works of library in a desired number of times quickly and economically without wastage of time. Most of the operations within library are inter-related, inter-dependent and jointly helpful for the overall working of the library. Use of IT applications saves lot of time of the staff as the same data used is not to be entered at every stage.

Computer is used in various fields of library activities. Some of the areas of automation being used are like acquisition, technical processing, circulation control, reference service and serial control. Automation has helped libraries in improving library operations and accelerating their working.The cope up with increase in demand for scientific and technical information, the libraries are applying the technology of computers to library operations and to the development of machine readable files. Information Technology has brought out a new impact on Special and Research libraries. The IT can be applied in the following areas in Special and Research libraries for performing technical services.

4.1. Acquisition

The computerized acquisition system has reduced the burden for ordering of books, checking of record of duplicate purchase orders and follow-up action can also be taken automatically. IT has speeded up the accessioning and other processing work of the acquisition section by eliminating large amount of repetitive and time-consuming operations. Selection of new books can be done from commercially available services which disseminate information about forthcoming documents or directly from MARC tapes or any local inputs. Two files are maintained in a computer-based acquisitions system. The first file is the main file covering up-to-date records of all orders. The second file covers the names and addresses of booksellers used by the Library. A code number for every single bookseller links the two files, so that the information of each bookseller is not repeated in the order file. The orders addressing the appropriate supplier are printed out by the system.

Whenever the ordered item is received in the library, the order record along with the bibliographic details becomes the basis of the catalogue record. The corrected record is simply added to the catalogue file.

The other processes that can be performed by a computerized acquisition system are:-

(i) Listing items on order by author, editor, subject, title, series etc.

(ii) Preparation of new accession lists.

(iii)Payment of bills.

(iv)Transfer of details for classification, call number and cataloguing.

4.2. Technical Processing/Cataloguing

Cataloguing comprises the job of recording and displaying all the details of the holdings of the library. Computers are used to help in the maintenance,production and updating catalogue. It is used in maintaining bibliographic file comprising complete cataloguing elements as required by Accession file, Authority control file, MARC, CCF,OPAC, shelf list, etc. The other functions which are performed by a computerized technical processing system are:-

(i) Cataloguing of documents in accordance with the standard code of cataloguing.

(ii) Assignment of subject headings.

(iii) Preparation of book cards etc. used in circulation.

(iv) Feeding of class numbers and cataloguing details in computers.

(v) Retrospective conversion of records.

Today most of the Librarians have now replaced or augmented the familiar card catalogue with online catalogue. OPAC’s have enhanced usability over traditional card formats because the Online catalogs does not need to be sorted statically .The user can choose author or title keywords. Here the Librarian ,or user sits down before a computer terminal and a screen types in a few key words .and is given immediate access on the screen to the holdings of the library .At the same terminal it may be possible too, to access holdings of other libraries at Regional,State,National and International level.

4.3 Use of Internet in Technical Services

Internet has become an indispensable tool for information professionals, scientists, researchers, doctors, engineers, agriculturists etc. The Internet has the tremendous impact on Special and Research libraries information services. The Internet has increased the scope of all services. Some of the major library services that can be offered through Internet are as follows:-

4.3.1 Acquisition of Documents

Internet has made simple and speedy purchase of information sources/documents like books, journals and electronic publications easily possible through e-mail. Publishers catalogues, reviews, directories, price lists are available on the internet. Orders and recommendations can be set online.

4.3.2 Classification and Cataloguing

Preparing standard catalogue without much effort has become possible due to Internet and the WWW. Librarians can check the catalogues of other libraries like that of Library of Congress and confirm the information required for a record which can be easily ascertained from the original document. Several libraries are opting the Cyber Dewey Decimal Classification summaries on the WWW. The Cyber Dewey websites includes alphabetical index to Dewey Decimal classification.

5. Summary

From the above detailed discussion it can be summarized that the Special & Research Librarian’s job is to select, acquire, process and make available books and other kind of materials to the clientele. Technical Services is concerned with various sections of the library which handle acquisition, classification, cataloguing, processing and maintenance of the material in the library. For smooth functioning of any special library, the library is organized into various sections and each section is meant for providing specific services such as Acquisition section is concerned with various activities of collection development which involves four basic procedures i.e. selection, ordering, receiving and accessioning of documents . Acquisition of the reading material is one of the important functions of an Acquisition Librarian to perform. A successful programme for the acquisition of documents requires knowledge of publishers and book trade. The acquisition librarian should have bibliographical knowledge for placing orders. Sending orders is a work of great responsibility. To its traditional role of supplier of books, periodical publications and other materials, many Special and Research libraries have automated the book ordering process where there is access to the necessary equipment, it has added new services, such as shelf preparation, distribution of e-books and e-journals, document delivery etc. With the advent of Internet, it has become possible to provide electronic resources to users directly at their desktops. The communication between librarians and vendors and the process of seeking answers to queries or sending orders has become fast. It has accelerated the process of acquisition. All these advances have helped considerably in improving services to the users of the libraries in their areas of interest. Technical section is most commonly known is as processing section. The work of the processing section is basic to other sections of a library. This is the section which helps in the transformation of a collection of books into serviceable form. Once a book has been accessioned and bill is passed for payment, it is sent along with accession slip for processing. Before the book is sent to the shelves, it passes through various technical processes such as easing of the back, cutting open of pages, classification, cataloguing, assigning book number, collection number and subject heading, stamping, tagging, date labeling, pocket fixing, fixing ownership slip, completion work, checking of classification and cataloguing work and filing of cards.

Thus, the technical service in Special and Research libraries is basic to other functions of the library. Through processing, we are able to transform a collection of books into serviceable items, thus making books to be put to best use as is desirable.

References

Allen Kent, ed. Scientific and Technical Libraries to Slavic Paleography: Encyclopedia of Library and Information Science. New York: Marcel Dekker, 1977.
Chavan,Subash P. E-Learning, Library and Information Services. Online International Interdisciplinary Research Journal,Vol-II.Issue IV,July-Aug 2012,p 232 on URL http://wwwoiirj.org/oiir/july-aug2012/29.pdf.
Dhar, Meghna. Research and Technical Libraries: Organization, Operation and Services, New Delhi, EssEss, 2010.
Dhiman, Anil Kumar. A Handbook of Special Libraries and Librarianship. New Delhi: Ess Ess,2008.
Dutta, D.N. Manual of Library Management. Calcutta, World Press, 1978.
Girja Kumar and Krishan Kumar .Theory of Cataloguing.Delhi:Vikas ,1992.
Heyel, Carly (Ed). Encyclopedia of Management. England: VandNostrand Reinhold, 1982.
Krishan Kumar. Library Manual. New Delhi: Vikas, 1982.
Krishan Kumar .Theory of Classification: New Delhi,1998.
Mittal, R.L. Library Administration Theory and Practice. New Delhi: Metropolitan, 1987.
Mookerjee, S.K. and Sengupta, B. Library Organization and Library Administration. 2ndEd.Calcutta: World press, 1977.
Pal,S.S. Special Library System and Information Services. New Delhi: icon, 2004.
Ranganathan, S.R. Library Administration. 2nd Ed. Bombay: Asia Publishing, 1960.
Reitz, Joan.M. Dictionary for Library and Information Science. Indian Edition, Chennai: Multivista Global, 2004.
Sarkar, P.K. Administration of Technical Libraries. New Delhi: Sterling, 1977.
Silva, Manil. Special Libraries. London: Grafton, 1970.
Sinha, Suresh C and Dhiman, Anil K. Special Libraries Research and Technical Libraries. New Delhi:EssEss, 2002.
S.P. Singh and Krishan Kumar. Special Libraries in the Electronic Environment. New Delhi, Bookwell, 2005.
Strauss, Lucille J. Scientific and Technical Libraries: their organization and administration. 2nd Ed. USA, John Wiley, 1972.
Taylor, Arlene G. Introduction to Cataloguing and Classification. 10th Ed. Noida, Atlantic, 2007.
Thakur, D.S. Scientific and Technical Libraries. New Delhi, Ess Ess 2006.