RETRIEVAL TOOLS NOR EZAN BIN OMAR

What? Retrieval Tools! System/Devices created for retrieving information Contains records that are surrogates [change] for information packages Each surrogate records contains enough information to serve as a short representation of the information Author Title Date creation, etc.

What? Retrieval Tools! Access points are needed to retrieve surrogate records Name Title Subject terms In online systems Keywords Any words (that is not a stop word)

Functions of Retrieval Tools Identify/Finding an entry of known item in the information agencies Collocation/Gathering the information Evaluating and selecting the information Provide enough information to determine whether or not to pursue the acquisition of actual information package Save the time of the user – whether the information package is a book, an archival artifact or a webpage

Basic Retrieval Tools CATALOG List of materials Provide access to individual items in the collections Arranged in some systematic order Maintained under authority control Access point Author Title Subject keyword

Functions/Purpose of Catalog Employee of the institution Collection development Patrons of the institution Find materials that they need Show what the institution has Assist in choosing materials

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

Book Catalog Originally handwritten lists Then printed in alphabetical or classified order Widely use in the 60s &70s Computer made easy & less expensive to make Large card catalogs become unwieldy Rapid growth of new libraries Up-to-date by producing supplements 1900s almost completely replaced with cards

Book Catalog Advantages Disadvantages Compact Portable Consulted anywhere Disadvantages Expensive Multiple look-ups for one search because of supplements New materials cannot be represented during that time

Still in use? Exhibits Special collections Access to older materials

Card Catalog 3” X 5” cards, one entry per card Popularized by LC, made available for sale in 1901 Each entry can be revised, inserted, or deleted without affecting other entries Most are now being replaced by online catalogs

Still in use? Small institutions Places where only small conversion of data to machine-readable form done

COM Catalog Started in 60s in microfiche or microfilm and require microreader to use Produced liked book catalogs Replaced by online catalogs

COM Catalog Advantages Disadvantages Economy in duplication Completely reproduced with new edition about every 3 months Disadvantages Need appropriate reader machine for viewing Readers hard to use and difficult to read

OPAC Predominant form of catalog today Retrieve records directly from computer database, either from computer memory or CD-ROM discs Records displayed only as needed Flexibility in the look of the display Provide instant feedback Availability of more access points Integrated with other library operations

Catalogs arrangements Must be arranged to be useful and make sense to the user For easy retrieval process Types of arrangement Dictionary catalog Divided catalog Classified catalogs

Dictionary Catalog All entries (main, added, subject and cross-references) are interfiled in a single alphabetic sequences Develop by Charles Cutter, as he found it was becoming more difficult to predict subject categories as it multiplied

Divided/Split Catalog 1930s dictionary catalogs becoming cumbersome Large libraries (US) starts dividing catalogs into 2 sections Subjects Main and added entries Then they divided into 3 sections Author Title Subject User knows in advance which type of entry is needed, spared time and effort

Classified Catalog A subject catalog in which entries are filed in the notational order [characters used to represent the main classes and subdivisions of a classification system] of a pre-established classification system With bibliographic records under many subject headings as apply to the content of each item. All cards arrange according to the classification number same as the arrangement at the shelves

Classified Catalog Needs to provide a section that lists verbal presentation of all topics and gives notation for that topics, or Provide a copy of the classification schedule at the catalog as it is impossible to know all the classification notations relating to a subject Needs also to provide a section of catalogs for those who want to search for authors and/or titles

Classified Catalog Widely used traditionally in European countries to cater for several language Now becoming more widely use because access to catalogs on the net is global, it can hold and display records in any language It make browsing and broadening and narrowing of searches easy

Basic Retrieval Tools Bibliography List of information packages Subject matter Authors Publication Edition, etc. Some include annotations [a brief note, usually two or three sentences, added after a citation in a bibliography to describe or explain the content or message of the work cited] Description constructed by APA [American Psychological Association] or MLA [Modern Language Association] Each bibliography has a particular focus or arrangement either by subject, author, language, time period, location, publisher or form Pathfinders A subject bibliography designed to lead the user through the process of researching a specific topic

Basic Retrieval Tools Index Provide access to the analyzed contents of bibliographic entries Articles in a journal Short stories in a collection Papers in a conference proceedings Purpose of index Identify and locate relevant information Indicate relationship within concepts Group together information on subjects Direct user seeking information under chosen term In printed or machine readable form (CD-ROM) or online

Basic Retrieval Tools Abstract Concise condensations of the significant of a document, presenting its objectives, scope and major findings Functions of Abstract Identify basic contents of a document Determine its relevance to users interest Decide necessary/unnecessary to read the whole document Avoid duplication of effort Access to foreign publications Current awareness services

Types of Abstract Indicative Informative Critical Short, one or two sentences supplementing the title merely indicate the type of document, the principle subjects covered, and the way the facts are treated Informative Normally 100-250 words but can extent to more than 500 words Presents as much as possible the quantitative and/or qualitative information contained in the document Includes a note of the results and conclusion of the document Critical Review of the document with comments and evaluation of the information

Basic Retrieval Tools Finding Aid/Inventory Long description of archival collection Produce to establish physical and/or intellectual control over archival materials Provide detailed descriptions of individual items (name, title, subjects access points, etc.)

Basic Retrieval Tools Register/Accession log Primary control tools for museum Function like a catalog with additional access points Registration process is like cataloging process, registrar identify the donor, any association involved, does it need insurance, etc. Identification number is assigned

Basic Retrieval Tools Bibliographical Database and Utilities Services provided in term of database catalog-type records Started early 70s to support library technical service operations 4 major bibliographic utilities OCLC [Online Computer Library Centre] Largest and most comprehensive RLIN [Research Libraries Network] Especially important for special collections WLN [Western Library Network] Serves Western North America, software used in Australia, Canada, etc. ISM/LIS [Information System Management/Libraries Information Services] Serves Canada and few customers in the Northeastern United States

Basic Retrieval Tools Bibliographical Database and Utilities Maintained huge database that are essentially online catalogs Records contain 2 kind of information Descriptive cataloging and classification data Information for libraries that have added specific items for their collection Now customers gain access through the internet

Important to know what you are seeking Cited articles Consult a bibliography Library items Search a catalog Published articles Search a bibliographic database Archived items Use archival finding aid “Published” webpage Search webpage database

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