Basic Library Management

CRIM 1106 AUGUEST INTAKE 2017
Basic Library Management
Course Code CRIM 1106
Course Level Year I, Semester I
Contact Hours 45 Hours
Credit Units 03
Course description:
This course introduces learners to concept of Library management.
Course Objectives
The aim of this course is to:
i. Introduce learners to concepts of library management.
ii. Equip learners with knowledge and skills of library management.
iii. Train learners to perform library services.
Course learning outcomes
By the end of this course learner should be able to:
i. Apply concepts of library management.
ii. Demonstrate knowledge and skills of library management.
iii. Perform various library services.
Detailed Course content
1.0 Introduction to library management 06 hours
1.1 Definition of library, management and library management.

1.2 Types of libraries
1.3 Library services
1.4 Sections in the library
1.5 Materials in the library
CLM 1106 Lecture Notes Compiled version by Mr. Olaun Samuel Mathew Contact 0705306610 or WhatsApp +256 777034420
Like on Facebook Olaun Mathew or drop an Email: Olaunsamuelmathew@Gmail.Com
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1.6 Library staff and their responsibilities

1.7 Functions of libraries
2.0 Library Management 09 hours
2.1 Management of information resources in libraries
2.2 Library Management Structure
2.3 Personnel and responsibilities
2.4 Laws of Library science
2.5 Rules and Regulations in Libraries
2.6 Ethics for a librarian (librarian’s creed and its functions)
3.0 Library Processes 10 hours
3.1 Ordering
3.2 Receiving
3.3 Checking
3.4 Stamping
4.0 Technical library process 15 hours

4.1 Labeling
4.2 Fixing book pockets
4.3 Accessioning
4.4 Classification
4.5 Cataloguing
4.6 Shelving and reshelving
4.7 Library stock taking
5.0 Bibliographies 05 hours
5.1 Types of Bibliographies
5.2 Importance of Bibliographies
Study materials textbooks, field visits and specimens.
Mode of delivery shall be by lecture, discussions, group work, demonstrations, library visits
presentations.
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Mode of assessment shall be by continuous assessment 30% (tests and assignment) and final
examination 70%
Reading list
Antony, B. (2015) An analysis of subject librarian job descriptions, Library University of Warwick;
TechSource Blog, [UK].
Casey, M. and Stephens, M. (2006). Better Library Services for More People, ALA Library
Service, United States.
Dan, C. (2005)top-shelf bookcase : Add storage and style to a room or hallway with a built-in unit,
Handy; [New York]
Ikoja o,(2006) library manual, Makerere university press, Kampala.
Jane ,P. and Paul N.(2012) Small public library management , ALA fundamentals series; United
states of America.
Montana Tech Library (2006) Montana Tech Library Technical Services Policy and Procedures
Manual , Exhibit 5.B.III-Lib ; [America]
Robert D, Stuart, B. and Claudia J. (2012) Library and information centre management, [oxford
university press, united kingdom]
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INTRODUCTION TO LIBRARY MANAGEMENT
Definitions
Library is collection of information sources, resources and services organized for use and
maintained by public body, institution or individual.
E-library / Digital library refers to a library in which collections are stored in digital/electronic
format and are available online through computers.
Library Management means, in easy words, efficient and effective management of material,
machinery, men and money to meet the objectives of the library.
Types of libraries
ⴟ Academic library is library that is attached to a higher education institution which serves two
complementary purposes to support the school’s curriculum and to collect, store the research
works of the university, college and students for example UCC library, university library…
ⴟ School library is library with in the school where students, staff of school have access to variety
of information resources. It is part of a school system it is meant to serve for study of students and
staff it does not support research for example primary and secondary school libraries.
ⴟ Public library is a library that is accessible / open to the general public members and it is funded
from public sources such as taxes and grants for example soroti public library, Gulu public
library...
ⴟ Special libraries is a library that serves a special group of people and the have special collection
of information resources and sources such as corporations, hospitals, the military, museums,
private businesses, and the government. Special libraries can serve particular populations, such as
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the blind and physically handicapped examples include research libraries, personal and
organisational libraries.
ⴟ National libraries.is a library specifically established by the government of a country to serve as
the permanent repository of information for that country. for example Uganda national library, it
is required to collect and preserve the national publishing output of the country.
Library services
ⴟ Current Awareness Services (CAS)
A service which provides users with information on the latest developments within the subject areas
in which one has specific interest or needs to know.
ⴟ Document Supply Services
This is the supply of photocopies of documents to users who cannot visit the library.
ⴟ Indexing and Abstracting Services
This are services provided by library that is the develop abstracts and indexes to enable information
access and retrieval e.g. catalogues.
ⴟ Reproduction of Documents/ Information Resources
This is the production of different formats of information resources as result of repackaging of
information like microfilming, photocopying, scanning, duplication.
ⴟ Inter Library Loan Services

This is the service where by a librarian borrows for a user information materials or receive copies
of document or book that are owned by another library.
ⴟ Reservation of Books
This involves setting aside materials for a particular user this could be by either at the users request
or according to the needs of the user.
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ⴟ User Education Service
Is where librarian teaches / instructs users about the general use of library materials e.g. orientation
of new users.
ⴟ Selective Dissemination of Information Service
This services Refers to the use of SDI tools and resources to keep user informed of new resources
in library on specified topic.
ⴟ Reference and General Information Services
This are services which help to answer the questions of the users and help in guiding users how
they can access information or services in the library. eg directories, encyclopedia
ⴟ Lending Services
This is a service which can allow users to borrowed many kinds of books in library with exception to
reference books.
ⴟ Internet Services.
This are services which allow users to use library computers to access internet. in some cases you
must be a member of the library to use the computers.
ⴟ Community Outreach/ Exhibition Services
This service is where Libraries host programs to celebrate special events and culture e.g. book
weeks, library day celebrations and some function.
ⴟ Translation Services
This are services which help users translate information material from one language to another such
that the user can understand it and be able to use the information source.
ⴟ Bibliographic Services
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Libraries compile various reading lists, biographies, bibliographic reviews and pathfinders to the
literature on topic of interest to clients of library.
ⴟ Clipping services
This is the act of cutting out or photocopying certain area of newspaper or magazine which is talking
about the library organization of interest
ⴟ Binding and repair services

This are services in charge of repairing damaged books in the library and binding of newspapers.
Sections/ departments in the library

ⴟ Technical section
This section performs all technical activities for the library such as classification and cataloguing
of the library materials. Main responsibility of this section is to classify and catalogue the reading
material.
ⴟ Information technology sections
This is the section where computers and internet services are provided to the users of the library.
most libraries call this section the computer laboratory its role is to fulfill the computer information
needs of the users, researchers and the students, etc.
ⴟ Reference Section
This section is in charge with providing reference services on how to use library resources. Staff at
the reference desk are available for assistance with any question for problems related to the use of
the library and its users.
ⴟ Acquisition Section
This section is concerned with the selection and purchase of reading material in the library. Books
are accessioned in this section. It keeps a complete and up-to-date record of new books
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ⴟ Circulation Section.
The Circulation Section is in charge of lending and borrowing of books in the library. The Section
performs the functions: Registers new members, issues borrowers’ cards, Issue and receipt of
reading material, Collects delay fines for overdue books. Sends reminders for overdue books,
Informs the members about the reading material reservation,
ⴟ Special needs section
This section is in charge of providing the information needs for those users who have disabilities
or vulnerable like for example pregnant women, breastfeeding mothers, people with disabilities like
the lame and the blind. Its main function is to cater for their information needs.
ⴟ Binding and repair section
This section carries out the repair books and making paper backs of the new books in the library
this includes gluing the torn pages, binding of the summaries of literatures for the users. Its main
function is the repair of damaged information materials.
ⴟ Microfilming sections
This section is in charge of the microfilming or digitization of the information materials in the
library especially those that have been put into microfilm the help to guide the users in the use.
ⴟ Acquisition section
This section is in charge of the buying, loaning and acquisition of all the information materials in
the library its function is to buy books in the library.
ⴟ Accounts section
This is department is in charge of collecting library fees, fines and budgeting for the library in most
cases the do the registration of users.
ⴟ Security section
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This is the department which is in charge of checking the users who enter the library and checking
the users as the leave the library to make sure that the don’t steal out the library materials or smuggle
in unwanted items like guns, razorblades, water etc.
Materials in the library

ⴟ Audio-visual material like DVDs, audio CDs and CD-ROMs.
ⴟ Electronic books / resources Like databases, e-journals and e-books.
ⴟ Government publications like the constitution, acts and decrees.
ⴟ Maps Like atlases for Geology and Geography.
ⴟ Microforms like microfilms and microfiche.
ⴟ Monographs Like weather charts, weather focuses.
ⴟ Music scores Like sol-fa that do, re, mi, fa.
ⴟ Out of print materials Textbooks which are no longer in publication.
ⴟ Dissertations books written by students as requirements for the award of degree or diploma.
ⴟ Internet services It includes google search, yahoo and google scholar.
ⴟ Periodicals Such as journals, newspapers, or magazines published on a regular basis - daily, week.
ⴟ Unpublished Sources for example diaries, letters, inscriptions and tombstones.
ⴟ Directories. This is a list of names and dresses of persons, institutions or organizations.
ⴟ Yearbooks. This is the document published once a year that contains current information.
ⴟ Compendia.is collection of facts, drawings and photographs on particular subject.
ⴟ Guides. This is the document which gives information that helps or instructs about anything.
Library staff and their responsibilities
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Librarian Responsibilities
ⴟ To create Climate Conducive for Learning by Creating welcoming and respectful climate in
library.
ⴟ To carry out Planning and implement instructional units that integrate use of the library with
classroom curriculum.
ⴟ To carry out collaborative teaching that will structure student assignments for deeper thinking and
research with classroom teachers whenever possible.
ⴟ To Documents the teaching of information fluency skills to ensure that all students have equitable
opportunities to develop and practice information fluency.
ⴟ To Establishes, maintains and updates catalog.
ⴟ Assesses student and teacher needs and interests.
ⴟ Maintains running list or suggestion box for teachers and students to request materials.
ⴟ Ensures that the library has sufficient working computers connected to the Internet and appropriate
software
ⴟ Trains teachers and shares best practices in integrating technology into instruction.
ⴟ Arranges the library for variety of uses by large groups, small groups and individuals.
ⴟ Develops a scheduling policy that facilitates open and flexible access as well as strong instructional
use.
ⴟ Promotes use of library to teachers, students, and parents to ensure that the library is a vital and
active center of learning for the whole school.
ⴟ To Recruits, trains, and manages library staff and volunteers.
ⴟ Establishes budget priorities based on assessment of needs, status of library collection, library plan
for improvement, and industry trends.
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The Assistant Librarian responsibilities
ⴟ The Assistant Librarian serves as the resource person for distribution and dissemination of
information available
ⴟ Develop virtual links with national and international information resources.
ⴟ To Offer library automation consultancy service to libraries and information centers.
ⴟ To Manage the news clipping service.
ⴟ To help with proposal development.
ⴟ Manage Acquisition, cataloguing, classification and circulation of library material and cater for
reader services in the library, e.g. fresh arrivals and current contents
ⴟ Arrange appropriate resource material for research, advice and assist in locating the right
information.
ⴟ Organize and maintain the resource material in Resource Center for easy access and use.
ⴟ Disseminate/distribute information generated by the institute’s publications, newsletters, seminars
and workshops
ⴟ Facilitate the development and updating of library databases.
ⴟ Any other job related task as determined by the Executive Director or his nominee.
ⴟ Discharge any other related administrative or management responsibilities assigned by Executive
Director.
Functions of libraries
Assignment one Discus the function of libraries to students, country and research be ready to
present your work to class members
LIBRARY MANAGEMENT
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Management of information resources in libraries
Information Resource Management (IRM) is the way in which the organisation (library) will
accomplish its business when using different information resources in order to make its short term
strategies.
IRM is “a managerial discipline which views information as a resource equal to financial, physical,
human, and natural resources.
Acquisition of Library Materials
Library materials can be acquired through the following ways
Purchase. The library can make budget and buy library materials from bookshop/suppliers and
publishers.
Donation. The library can receive library materials from donation from Non-government
organization and well-wishers.
Subscriptions. The library can receive library materials by paying monthly or weekly and yearly to
the publisher for example newspapers, magazines, periodicals and journals.
Member. The library can receive/get library materials by joining associations like for example
national library association of Uganda, UNESCO and religious groups.
Gifts. The library can receive/get library materials thought forms of presents like on library day,
charismas day and other days from those people who wish the library well.
Key Issues in Information Resources Management
Moreover, such challenges could also be associated with information resource management related
activities. For example,
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ⴟ acquiring information,
ⴟ organizing information,
ⴟ storing information,
ⴟ developing information products and services,
ⴟ Distributing information and using information.
ⴟ the provision of the right information in the right form and at the right time to meet the needs of
practical information In
Relevance Of IRM
The following are the most important relevance of Information Resources management in libraries:
ⴟ To control the creation and growth of information materials in the library
ⴟ To reduce operating costs of the library
ⴟ To improve efficiency and productivity of the library materials
ⴟ To assimilate new records management technologies like the use of electronic library
ⴟ To safeguard vital information from being lost in the library
ⴟ To support better management decision making in the library
ⴟ To foster professionalism in running the activities of the library
Know Your Users.
Know the information needs of your users so as to serve them better. The needs of users can be
established in the following ways:
ⴟ Book suggestions i.e. by asking users what they need.
ⴟ Users’ needs can be got from experts e.g. qualified librarians, publishers, researchers etc.
ⴟ Accession lists of other libraries.
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ⴟ Attending library exhibitions.
ⴟ Bookshops i.e. by asking people who work there for types of books users like to buy.
Book Selection Aid
Use the following tools to help you in the selection of book and information materials to buy.
ⴟ National bibliography
ⴟ Publishers’ catalogues e.g. Longman, McMillan, fountain publishers etc.
ⴟ Book reviews on newspapers
ⴟ Library journal
ⴟ Internet book review sites
ⴟ Accession lists.
Book Selection Criteria
Follow the following will guide you when selecting which book to buy for your library.
ⴟ relevance
ⴟ quality
ⴟ comprehensiveness
ⴟ format
ⴟ currency
ⴟ price and cost effectiveness
ⴟ objectivity
Signs of A Successful Library:
ⴟ Many people use it
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ⴟ Attractive and welcoming
ⴟ Sufficient books processed and ready to use
ⴟ Well organized and administered
ⴟ An increasing number of books are issued
ⴟ Users accepts the library
To achieve success in your library, you need a good management plan which involves:
ⴟ planning
ⴟ preparing for action
ⴟ implementation
ⴟ Evaluation
The Care of Library Materials Involves:
ⴟ Ensuring that users have clean hands when handling materials
ⴟ Using bookmarks to mark the place in a book where the reader last stopped reading
ⴟ Making sure that users do not eat or drink near the materials
ⴟ Emphasizing the importance of the care of the materials when it is taken out for the collection
ⴟ Ensuring that the materials are not left in the sun or near water
ⴟ Make sure that the roof and walls for the library are water-tight and that there is good ventilation
ⴟ Use shelves with open backs to promote the flow of air
ⴟ Use curtains and blinds to shield books from direct sun
ⴟ Cover books to protect them form dirt and damage
ⴟ Keeping books clean by taking them home in a plastic bag
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ⴟ Avoiding folding the covers of books – this will damage the spine, the binding and the cover
Setting Up Your Library
ⴟ Decide who will clean your library – get cleaning materials and set up timetable for the people
who will clean
ⴟ Discuss library hours and rules with the committee
ⴟ Decide what furniture you need – where can you get it, where will you get the money from
ⴟ Find out who your suppliers will be for books, stationery, furniture, etc and establish a friendly
relationship with them. Describe your needs and find out how you must place orders. Ask for a
discount.
ⴟ Plan security
ⴟ Place the issue desk and shelves in a good position
Library Management Structure
In Groups of 10 as a student of records identify the Library Management Structure which
exits in and library of your choice type and submit your work and be ready to present.
Laws of Library science
The father of library science was born in India and he is called names Ranganathan and he gave the
five laws of library science in 1931 as follows:
1. Books are for use

2. Every reader his/her book
3. Every book its reader
4. Save the time of the reader
5. The library is a growing organism
Explanation of the laws
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ⴟ The first law is that books are for use. It is to ensure library users use the materials we select and
purchase for them. Libraries are not just about storing books, they are about people having access
to books. This is something Ranganathan made clear in his own discussion of the first law
(Ranganathan 1988).
ⴟ The second law, "every reader his or her book," means that we all have diverse interests and that
there is a book out there to satisfy each of us. The core need is to fight for the right of users to
information of all kinds, the consistent battle against censorship and inequality of access that has
governed civilization since its inception. Our duty is to help users find the information they require
and ensure any blocks in the way are not blocks we have created
ⴟ The third law: every book its reader (Ranganathan, 1988) advocates easy access to materials, and
one way to do so is by putting people together with what they require. Putting books into the hands
of people who do not necessarily know what they need is also at the heart of the third law. We
could interpret reader development as being part of the third law, since we promote books to users
that may not be known to them and that may offer opportunities for enrichment that other titles do
not.
ⴟ The fourth law is "save the time of the reader" (Ranganathan, 1988). Time is important to every
person. Time management is a key to success in life. Libraries must have the objective of saving
the time of the reader. The entire journey of librarianship is about devising, designing, and
developing methods, systems of organization and dissemination of information to provide the best
service to their readers in the most efficient, accurate, and effective manner and thus saving the
Reader’s time. For example, we create catalogues, bibliographies, indexes, and abstracts to save
the time of readers.
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ⴟ The fifth law, that the library is a growing organism (Ranganathan, 1988) states that libraries will
continue to grow in the future. Perhaps we can look at digital information and conclude that the
growth is not as pressing from the point of view of physical space, although this remains something
that libraries struggle with. Even in the digital world, the analogue continues to be important. Book
publishing remains healthy, and indeed a much less expensive endeavor than it was in 1931.
Rules and Regulations in Libraries
Policies in the Library
ⴟ The Collection Development Policy. The policy describes how decisions are made for the
acquisition and withdrawal of library materials at the library. Examples Preservation Policy,
Selection Policy.
ⴟ Privacy Policy. The library collects, stores and processes personal data within the scope of statutory
data protection provisions to the extent that is required for the legal fulfilment of its responsibilities.
Purpose of The Policy

ⴟ To standardize activities that is it how to create, what to collect and when to collect information
materials, resources for the library.
ⴟ To minimize confusion by enabling one to be able to determine what to have at what time and
where to have it this will help to reduce confusion in the organization/library.
ⴟ To enhance coordination of activities in an organization for example creation, Processing, storage,
usage and disposal.
ⴟ To facilitate decision making in the organsation/institution because you are sure of who should do
which activity and how it is supposed to be done.
ⴟ To provide basis of measuring performance by monitoring and valuating on what has been done by
the staff.
ⴟ They act as key for operation efficiency since the staff/users will be aware of what should be done,
how it should be done, who should do it etc.
Library Rules and regulations
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ⴟ Membership rules. Anyone wishing to use the library must apply for membership using a valid
identity card this rule includes process of Ending Membership.
ⴟ Conduct in the Library. Persons using the Library must conduct themselves in a manner that will
not give offence to other Library users or to members of the Library staff. Books, journals and
other Library material must not be damaged, defaced or marked in any way.
ⴟ Copyright Law and License Terms rule. Literature / reading materials provided may only be
used for private study and research purposes not for sale.
ⴟ General Rights and Duties of Users. Users are entitled to use the library’s services should follow
the Library Rules and the directions of library staff, their Conduct in the Library must be an
accepted one, Right of Inspection for Lost Property must be accepted by the users without
resistance.
ⴟ General Rules of Usage of the library. that law includes Usage of the reading rooms, expensive
or rare items, Using IT/internet workstations and digital information resources
ⴟ General Rules for Borrowing. Items held by the library can be borrowed for use outside the
library, unless borrowing restrictions apply it includes Reservations, Loan period, Renewals,
Recalls, Exceeding the Loan Period and Liability for Replacement use of library card, loss of
library card, overdue and fines, loss of books and journals and misbehavior with staff members.
ⴟ Rules on use of digital Library Electronic Resources. Use of internet including the transmission
or receiving of any material in violation the copyright law. Including but is not limited to
Infringement of copyrighted material.
Ethics for a librarian
Ethics is what is supposed to be followed if you are to be called a good librarian and in our
profession we call it librarians creed
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librarian’s creed
A library's creed is the belief or philosophy that guides the library profession.
It states that NO MORALS, NO RELIGION and NO POLITICS.
This can be explained as followed
ⴟ NO MORALS: since librarians are seen as value-neutral, objectivity is highly valued which leaves
a greater emphasis on the delivery of information over the results regardless of morality of the end
product. For example, information about illegal activities like creating a bomb, phonography you
as librarian you are not allowed to gossip or comment on the morale status of your users in the
library like telling people the types of books one reads while in your library and also saying dress
well as you come to the library is not allowed so learn to be silient.
ⴟ NO RELIGION: information should be provided to all users regardless of their religion,
domination, race, culture, gender for example being a Muslim are supposed to give books to
Christians and also you as librarian you are not allowed to dress on religious clothes and symbols
while at work this may annoy the some users if the see you.
ⴟ NO POLITICS: this is to provide fair and equal treatment to all library users of different political
parties and while at work you not supposed to put on clothes having party symbols or colors and
flashing party sings while at work is strictly not allowed not even poster should be hanged inside
the library.
Importance of the librarian’s creed
ⴟ It brings about unity
ⴟ It encourages Gender equality of information
ⴟ It Satisfies information needs of the users
ⴟ it Promotes the development of a library
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ⴟ Ensures that there is no censorship
ⴟ It Avoids biasness of information
ⴟ It Guides the librarian on how to serve the user
ⴟ It Helps librarians respect users rights,
ⴟ It has helped the librarians know the users rights and respect them hence providing them with the
appropriate information.
LIBRARY PROCESSES
ⴟ Ordering
This is the process by which a librarian requests a publisher/author to supply specific information
materials to the library at an agreed cost.
The process of ordering involves writing /sending lists of title of books which he needs the publisher
to supply.
The publisher will write back or send list of books which he or she has and the formats and costs in
which he or she can be able to supply.
An Agreement is reached between the librarian and the publisher and then information materials are
delivered to the library.
Features of Library Order
Name of the library, Name of the publisher, List of books /materials to supply, formats to supplied,
date of ordering, due date to delivering etc.
Points to note when making purchasing order.
» Purpose and scope. The librarian/selector needs to establish the purpose for which materials were
issued and to determine level of coverage
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» Subject content. how well is the subject covered are staff and outside professional’s reviews
favorable, the content must match the field of interest of the library concern.
» Comparison /duplication. how does this item compare with materials already in the collection, does
it add new information or does it supplement or duplicate existing information.
» Level and audience for which materials is written the following questions can guide you is the book
popular in tone or is it technical or scholarly, what is the reading level.
» Authority of the author. The following questions can guide you what is known about the author is
he or she qualified to write on the subject.
» Publisher. The following questions can guide you what is known about the publisher, what type of
materials is generally issued by the publisher.
» Timeliness. The following questions can guide you is the information up-to-date, does the author
include recent events/development about the subject.
» Cost. Cost will influence whether the selector acquires the book in paper or hardcover editions
whether popular title is acquired in quantity.
» Format. The following questions can guide you each type of materials must be considered in terms
of quality for its format such matters as binding, illustrations, quality of the paper, size of type etc.
» Bibliographic control. In case it is cd rom is an important is determining which indexing services

cover them in print.
ⴟ Receiving
After the supplier has delivered the books or the information materials to the library the following is
the process of receiving books in the library.
Frist start by Open Boxes as soon as they arrive to the library
Then after Locate Purchase Order in “Book Orders Pending” File
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Then cross check to see whether the materials match the order if there not matching write to the
publisher to inform him of the differencing the order
ⴟ Checking
This involves checking the books for the following
» The quality of the pictures they have
» The accuracy in the information they contain like mathematics
» To see whether they have all the pages in correct order.
» To check for printing and binding errors in the books.
ⴟ Stamping
This is the act of applying or putting a sign log or label of the library to an information material to
help in the identification of the material. examples of edge stumping, date stumping.
Stamping techniques
» When stamping, grasp the book firmly so that the edge of the text block presents a smooth, solid
surface.
» Ink the stamp before each application. For both ergonomic reasons and to maintain a clean, clear
image.
» It is important not to stamp with too vigorous a motion or too much pressure. Both can lead to
injuries of the wrist, slipping of the stamp, and smudging of the image.
» Do not stamp multiple times with the intention of trying to create a “perfect” one.
» Apply the stamp in only one place: the center of the fore edge of the book.
» Special collections material should never be edge stamped.
» If a book has already been stamped it is not necessary to re-stamp the book. This will only create
a messy text block.
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Books with rough or irregularly trimmed pages, gold leaf, fore edge treatments, or black/dark colored
edges should not be edge stamped. Instead, the stamp should be placed at the bottom of the verso of
the title page.
If just the fore edge is rough and the head of the text block is smooth, apply the stamp to the head of
the text block.
Books with text blocks that are narrower than the narrow stamp should not be edge stamped.
Instead, the stamp should be placed at the bottom of the verso of the title page.
Media should be labeled, not edge stamped. Most media formats are too fragile for firm handling
and their housings are usually made of plastics. Ink will not adhere to plastic surfaces or to glossy
paper.
Materials transferred from other libraries should not be stumped.
TECHNICAL LIBRARY PROCESS
ⴟ Labeling
This is the act of putting whole numbers or classification numbers on the back (spine) of the book.
When you are spine labeling books note the following
» You should put the numbers on the upper part or middle or lower of the spine book in uniform
way/ manner for all books in the library.
» The adhesive needs to be strong enough to bind the label to the collection material and not fall
off since replacement of labels is time consuming and expensive.
» putting labels on items such as a small pamphlet, map or art work, is less easy to accept.
» To protect materials from theft, the Library uses a number of different methods of putting
identifying marks on collection material, including black ink ownership stamps, and prior to this,
embossing the pages with the Library’s name.
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Labeling the Books
» Peel the label for the correct book and trim little amounts from the top, bottom, and sides to best
fit the spine of the book. If books are too thin or have spiral binding, place the label on the cover.
» The top of label is placed 1 ½ inch from the bottom of the book, then pressed onto the spine. If
special adjustments are needed, you will be notified by a Technical Services staff member.
» The label is then covered by DEMCO clear label protectors, found in a square white box usually
around the desk area.
» Next, the labels must be ironed on. The iron is on the south counter, a square metal contraption
with a white cover. After plugging it in, give a few minutes while it warms up. A heat adjustment
knob is found underneath the iron, generally kept between 6 and 7 on the scale.
» Keep the label on the iron for 20 to 25 seconds, and if the clear protectors wrap around to the
front and back covers, make sure they are ironed as well.
» After all books are labeled and back on the cart, wheel them to a Technical Services staff member.
Ink Stamps and Embossing
» Ink stamps are also used to identify collection material and may be used instead of, or in addition
to, the embosser.
» The ink used is permanent (will not shift when wet) and is usually applied to the top edge of a
book or on a page with no writing.
» These ink stamps cannot be removed once made, so the appropriate placement of the stamp is
important and staff refer to a manual for guidance.
» Embossing used to be a common way of marking Library books and is still done on occasion by
the National Library for selected rare publications.
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» The non-print collections do not have labels or stamps put on them. Accession details are written
on the item in pencil so that they can be removed if required and don’t adversely affect the item.
Security labels barcodes
Most libraries have some kind of security system that protects their books from theft.
» These systems include tattle-tags placed inside the book and magnetic barcodes which are usually
adhered onto the collection item.
» A detector is placed at all exits and the alarm sounds whenever a magnetic or tattled item that has
not been deactivated passes the detector.
» The barcode is used as the collection management device. Staff scan the barcode when the
material arrives at a destination.
» When users request the collection item via the online catalogue, the item is retrieved from the
shelves, ‘checked out’ to that person and delivered to the reading room.
Applying Barcode Labels

» Barcode labels need to be applied to items as consistently as possible so that Library staff can
easily find the label and so that the label sets off the detectors at the exits.
» The Library has procedures for the placement of barcode labels that have been developed in
consultation with the collection managers, stack managers, cataloguing staff and Preservation
Services.
» These procedures require staff to place the barcode label on the inside of the back cover of a book
or on the last page of the book if the end paper is particularly decorative.
» For a small selection of material, including high priority Australian collections, non-standard
methods of applying barcode labels have been developed with the aim of minimizing damage to
the collection item. This usually involves finding ways of securing the barcode to an item without
actually sticking it directly to the paper or binding. These variations to the procedures are
Page | 26
developed on a case by case basis in consultation with the collection manager and Preservation
Services.
ⴟ Fixing book pockets
The Pockets are attached to first and back of the book there role is to hold the circulation card and
the due date slip can be used by the patron to determine when the material should be returned.
ⴟ Accessioning
Accessioning refers to the act of recording new information materials into the acquisitions register.
Accessioning is the term used to describe the process of adding record new materials to the library
collection.
Assigning the Collection Name and Accession Number
Before an Accession record can be created, a collection name and an accession number must be
assigned. The collection Name should be Created according to {DACS 2.3}, “Title of Collection.
Accession Number Accession numbers consist of Two parts separated by either a hyphen: or slash /
(e.g. 1/10)
Creating an Accession Record includes basic information about the collection, such as the collection
title, date received, accession number, size, and bulk dates. It also includes information about donors,
shelf locations, and subject categories. Additional information, such as preservation issues and
restrictions imposed may be added at a later time, after the minimal level processing is complete.
ⴟ Classification
Classification is the process of separating things on the basis of their differences and putting them
together on the basis of their similarities.
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It is act of designing scheme of classification it consists of systematically arranged list of terms
represented by numbers.
ways of classifying books in the library
Books and information materials can be classified in the library according to the following
» Subject this is best way to classify books and library materials.
» Size of the book
» Nature of the book
» The author of the book
» Usage of the book
ten main subject classes of library classification
According to Dewey decimal classification (DDC)
000-Generalities
100-Philosophy and Psychology
200-Religion
300-Social Science
400-Languages
500-Natural Sciences and Mathematics
600-Technology
700-Arts
800- Literature
900-Geography and History
purpose of classification
Page | 28
» It helps the librarian in identification and location of information material on a given subject
wanted by a reader whatever may be the size of the library collection.
» Information material can be quickly retrieved from and replaced to their original positions.
» It helps to arrange information material into organized groups, like classes and collection.
» Classification finds an appropriate place for the newly added documents among the other
documents on the same subject.
» It helps to organize book displays and exhibitions.
» It facilitates withdrawal of certain documents from the main collection for special purposes and
occasions such as book talks, seminars on a given topic.
» It helps in recording the daily issue and return of documents on various subjects at the circulation
counter of a library.
ⴟ Cataloguing
Is the process of creating metadata representing information resources, such as books, sound
recordings, moving images, etc.
Forms of Cataloging
» Descriptive cataloging this as the part of cataloging concerned with describing the physical
details of a book, such as the form and choice of entries and the title page transcription.
» Subject cataloging is Classification which involves the assignment of a given document to a
class in a classification system (such as Dewey decimal classifications)
Anglo-American Cataloging Standards
The English-speaking libraries have shared cataloging standards since the early 1800s. The first such
standard is attributed to Anthony Panizzi, the Keeper of the Printed Books of the British Museum
Library. His 91 rules, published in 1841, formed the basis for cataloging standards for over 150 years.
Page | 29
kinds of entries
» Main entry
» Subject entry
» Editor’s entry
» Title entry
» Author entry
» Series entry
Traditionally, there are the following types of catalog:
» Author catalog: a formal catalog, sorted alphabetically according to the names of authors,
editors, illustrators, etc.
» Title catalog: a formal catalog, sorted alphabetically according to the article of the entries.
» Dictionary catalog: a catalog in which all entries (author, title, subject, series) are interfiled in a
single alphabetical order.
» Keyword catalog: a subject catalog, sorted alphabetically according to some system of keywords.
» Mixed alphabetic catalog forms: sometimes, one finds a mixed author / title, or an author / title /
keyword catalog.
» Systematic catalog: a subject catalog, sorted according to some systematic subdivision of
subjects. Also called a Classified catalog.
» Shelf list catalog: a formal catalog with entries sorted in the same order as bibliographic items
are shelved. This catalog may also serve as the primary inventory for the library.
» A library catalog or library catalogue is a register of all bibliographic items found in a
library or group of libraries, such as a network of libraries at several locations
library catalogue
Page | 30
A library catalogue lists the materials held by the library.
Functions of a library catalogue
» To inform the library user whether the library owns a particular copy of a particular item.
» To inform the library user which works by a specific author are in the collection.
» To inform the library user which editions of a particular work the library owns.
» To inform the library user what materials are available on a particular subject.
» To inform the library user about the following details for each item: Author, Title, Imprint,
Collation (number of pages, whether the item has illustrations, etc.)
Access points. Library catalogues provide access to items by their author, title, subject, co-author,
translator, illustrator, and by series title.
Types of library catalogues
The four types of library catalogues are listed below.
Card catalogue
Book catalogue
COM catalogue
On-line Public Access Catalogue (OPAC)
Card Catalogues
The card catalogue is made up of 7.5 cm x 12.5 cm cards, each containing a full bibliographic
record or part of a bibliographic record.These cards have a small hole in the middle of the card near
the bottom edge. The cards are filed alphabetically by the entry in metal or wooden drawers in
cabinets. Each drawer has a rod extending the full length of the drawer. The rod is fed through the
hole at the bottom of each card to keep them secure whenever a drawer is removed for consultation.
Card catalogue disadvantages
Page | 31
+ Flexibility and currency: cards for new materials can be added quickly and cards easily removed
+ Ease of use: Library clients are comfortable with the alphabetical approach and can easily adapt
+ Availability: more than one person needing the same catalogue drawer at the same time
+ Costs: In smaller libraries, the cost of maintaining a card catalogue is not overly expensive.
Card catalogue disadvantages
+ Size: This takes up precious space which could be used to house more materials.
+ Human error: A single card misfiled can lead to another card being misfiled.
+ Ease of use: only one bibliographic item can be viewed at a time.
+ Costs: It takes time to file and pull cards and staff time is costly.
+ Flexibility and currency: Individual cards are not easily altered and may have to be reprinted.
Book catalogues
A book catalogue lists bibliographic records in alphabetical order by various entries, or by
classification number. There may be more than one record on each page. The pages are then bound
into a cover, forming a book
Book catalogue advantages
+ Ease of use: A book catalogue is like using a dictionary and requires little instruction in use.
+ Size: It is compact in size, allowing it to be carried anywhere within the library.
+ Costs: If the book catalogue is not too large, many copies can be made and distributed
throughout the library, to classrooms, offices or other branch libraries.
Book catalogue disadvantages
+ Only one person can use the catalogue at a time.
+ Bibliographic records for new materials cannot be inserted.
+ A whole new book catalogue must be produced or a supplement created.
Page | 32
Microform catalogues
Some libraries have photographed each catalogue card in alphabetical sequence then transferred
these images onto microform or microfiche.. These are known as COM or computer output
microform catalogues. Microform catalogues have been quickly overtaken by on-line catalogues are
now primarily used as a backup when an on-line system goes down.
Microform catalogue advantages
+ Ease of use: Indexes can provide easy access to a specific alphabetic sequence.
+ Size: Microfiche or microfilm takes up very little storage space.
+ Costs: Multiple copies are very inexpensive to produce.
Microform catalogue disadvantages
+ extremely unpopular format Many copies of the catalogue and machines are required.
+ New bibliographic records cannot be inserted, nor can records for lost items be deleted.
+Costs: The first copy of the microform catalogue is very expensive to produce.
ⴟ Shelving and reshelving
How to Shelve Books
» Be familiar with the various sections of the library.
» Check if there is a special display highlighting an author, season, event, etc.
» Pay attention to the call number on the spine label.
» Books are shelved within their section alphabetically by the author’s last name and then
alphabetically by title if there is more than one book by the same author
Page | 33
» Take time to “read” the shelf you are working with .reshelf books that are out of order and
straighten them for a neat appearance.
Basic Shelving Rules
» Basic rule of thumb: “Nothing comes before something.” If you have a name like “Bird”, it will
come before “Birdwell”. “Newsweek” follows “New Republic”.
» Fiction is shelved in strict alphabetical order by author’s last name, then first name. Ignore A,
The, & an when these begin a title.
» Titles beginning with a number are shelved as if the number were spelled out. “The 10
Commandments” would be shelved as “The Ten Commandments”.
» The shelving of materials authored by Mac and Mc names is also in strict alphabetically order.
Shelving example: Maas, MacDonald, Malley, McDonald, Mellon.
» Authors’ names with prefixes are shelved by the first letter of the prefix and then the rest of the
name, omitting the spaces between them. Thus, Mazo De La Roche is shelved as “Delaroche”;
Lynda La Plante is shelved as “Laplante”. Shelving example: Landvik, Lao, La Plante, Lardo.
» Ignore any punctuation in an author’s name. Thus, Darcy O’Brien is shelved as “Obrien”.
Shelving example: Oates, O’brien, Ocampo, O’connor.
» Authors’ names with abbreviations should be shelved by the full word that has been abbreviated.
Thus, James St. James is shelved as “Saint james”. Shelving example: Sagan, St. James, Salinger.
One exception to the abbreviation rule: Mrs., which is shelved just as it appears.
» Rev. 6.3.09 o Also, authors’ names that are abbreviated are shelved as if the first name were the
letter. For example: H.D. comes before Haake, Katherine; and Madison, A.W. comes before
Madison, Aaron.
Page | 34
» Authors with multiple last names are shelved by the first one. Again, omit the space between
them. Thus, Gabriel Garcia Marquez is shelved as “Garciamarquez” and Dick King-Smith is
shelved as “Kingsmith”.
» Books with multiple Authors are shelved only by the first one listed. Ignore any other Author
names
ⴟ Library stock taking
Filling card
Filing issue cards:
» At the end of the day, all the issue cards of that day must be arranged in some kind of order
» This is done according to the accession number at the top of each card
» Cards are filled numerically using the whole of the accession number
BIBLIOGRAPHIES
A bibliography can be defined as, a complete categorical compilation of any type of content based
on its creator, editors and time of production, distribution.
Bibliography, also known as works cited, reference list is basically an orderly study and referencing
of books and source materials used in academic research.It might or might not include any
information on the literary analysis or criticism of the materials cited.
Types of Bibliographies
ⴟ Annotated Bibliography
An annotated bibliography provides a brief description or annotation of the cited sources. The
annotation comprises of a brief summary of content along with a short analysis or evaluation.
Page | 35
ⴟ Current Bibliography
A current bibliography provides a list of published material and sources which are recently
published or currently recorded material. The purpose of a current bibliography is to report recent
literature as soon as it is published.
ⴟ Retrospective Bibliography
A retrospective bibliography provides a lists of documents or parts of documents (articles)
published in previous years, as distinct from a current bibliography.
ⴟ Serial Bibliography
A serial bibliography is published over a period of known and pre-defined time slots. Time
intervals for serial bibliographies normally range from weekly to annual basis and informs on the
updates of book and research article titles.
ⴟ National Bibliography
A national bibliography provides a list of documents and sources published in a particular country
and are produced in the national or local language of a country.
ⴟ International Bibliography
An international bibliography provides a list of works, sources, publications, manuals, books, notes,
articles and websites collected from worldwide sources.
ⴟ Subject Bibliography
A subject bibliography provides a list of works and sources relates to a specific subject.
ⴟ Period Bibliography
A period bibliography provides a list of works and publications produced within a specific period
range.
ⴟ Analytical Bibliography
Analytical bibliographies refer to the collection of sources and material for the purpose of critical
study and evaluation and refers to the following categories:
Page | 36
ⴟ Descriptive (Physical) Bibliography

A descriptive bibliography provides a list of detailed facts for a book analysis by listing its size,
format, binding, and publication details.
ⴟ Historical Bibliography
A historical bibliography provides a list of contextual factors related to the production of a book
i.e. printing details, publishing, bookselling and binding etc.
ⴟ Textual Bibliography
A textual bibliography provides a list of literary materials, concerned with identification and editing
of transcription errors from manuals, manuscripts, transcripts, scribes and inscriptions.
ⴟ Enumerative (Systematic) Bibliography

An enumerative bibliography provides a list of the list of books according to some system, common
theme or reference plan and includes information on by author, by subject, or by date. Contrary to
a descriptive bibliography, an enumerative bibliography only provides minute details on books and
sources.
Bibliographies For Non-Book Sources
ⴟ Discography
A discography is the systematic process which involves listing, categorization and branding of
musical materials or phonographs on the basis of artists, composers, conductors, genres and era.
ⴟ Filmography
A filmography provides a list of films, documentaries and movies collected and grouped w.r.t a
certain topic or theme.
ⴟ Webography or Internet Bibliography

A webography or internet bibliography provides a list of websites related to a certain topic or
subject. A website bibliography is limited to the listing and citation of online sources.
Page | 37
ⴟ Arachniography
An arachinography provides a reference list of URLs collected on a specific subject or topic. The
term has been coined by NASA research historian Andrew J. Butrica.
Importance of Bibliographies
ⴟ It is A mandatory requirement of copyright laws and academic works like whenever a research
paper is written,
ⴟ It helps to acknowledge the sources used for making work.
ⴟ Citation ensures that the information contained in the research paper is based on logic, truth and
facts.
ⴟ Absence of a bibliography indicates that the paper may be a piece of plagiarism.
ⴟ It to enable users to find and interpret the evidence.
ⴟ They help to direct the scholar with confidence to the correct primary edition.
ⴟ They help in preservers of this culture, among whom descriptive and textual bibliographers who
play a role
My children Thanks for being good class

I wish you success in the name of the lord we have just started now
Page | 38

Basic Library Management

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Basic Library Management

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CRIM 1106 AUGUEST INTAKE 2017

Basic Library Management

Course Code CRIM 1106

Course Level Year I, Semester I

Contact Hours 45 Hours

This course introduces learners to concept of Library management.

The aim of this course is to:

i. Introduce learners to concepts of library management.

ii. Equip learners with knowledge and skills of library management.

iii. Train learners to perform library services.

Course learning outcomes

By the end of this course learner should be able to:

i. Apply concepts of library management.

ii. Demonstrate knowledge and skills of library management.

iii. Perform various library services.

Detailed Course content

1.0 Introduction to library management 06 hours

1.1 Definition of library, management and library management.

1.6 Library staff and their responsibilities

4.0 Technical library process 15 hours

Study materials textbooks, field visits and specimens.

INTRODUCTION TO LIBRARY MANAGEMENT

maintained by public body, institution or individual.

format and are available online through computers.

machinery, men and money to meet the objectives of the library.

ⴟ National libraries.is a library specifically established by the government of a country to serve as

ⴟ Current Awareness Services (CAS)

in which one has specific interest or needs to know.

ⴟ Document Supply Services

ⴟ Indexing and Abstracting Services

access and retrieval e.g. catalogues.

ⴟ Reproduction of Documents/ Information Resources

This is the production of different formats of information resources as result of repackaging of

information like microfilming, photocopying, scanning, duplication.

ⴟ Inter Library Loan Services

of document or book that are owned by another library.

or according to the needs of the user.

ⴟ User Education Service

ⴟ Selective Dissemination of Information Service

in library on specified topic.

ⴟ Reference and General Information Services

they can access information or services in the library. eg directories, encyclopedia

must be a member of the library to use the computers.

ⴟ Community Outreach/ Exhibition Services

weeks, library day celebrations and some function.

literature on topic of interest to clients of library.

about the library organization of interest

ⴟ Binding and repair services

Sections/ departments in the library

ⴟ Information technology sections

needs of the users, researchers and the students, etc.

the library and its users.

Informs the members about the reading material reservation,

ⴟ Special needs section

ⴟ Binding and repair section

function is the repair of damaged information materials.

the library its function is to buy books in the library.

cases the do the registration of users.

Materials in the library

ⴟ Electronic books / resources Like databases, e-journals and e-books.

ⴟ Government publications like the constitution, acts and decrees.

ⴟ Maps Like atlases for Geology and Geography.

ⴟ Microforms like microfilms and microfiche.

ⴟ Monographs Like weather charts, weather focuses.