An Overview
The creation of Bibliographic Database is the first and foremost task that any Library Automation System should address itself. Library reading material-resources are broadly divided into Monographs, Nonbook materials and E-reserves. Here the Module concerns itself with creating database for non-serial publications (monographs, nonbook materials and articles from multi-authored/edited composite volumes, dissertations and nonbook materials and journals). The database has been designed in such a way that it incorporates all essential data elements (fields) described in ISBD (International Standard Bibliographic Description) and transforms/renders them according to the AACR2 format. So `data elements' and `bibliographic format' conform to the international standard without giving room for any parochialism. It is worth mentioning here that bibliographic data are so structured and codified that they can easily be exported to ISO 2709 exchange format either using the universally accepted Marc21 format or UNESCO-CCF format and tags. A clear distinction has to be made between `processing format' and `exchange format'. `Processing format' is the prerogative of the software package being used in a particular library. You cannot keep the data in the exchange format and still process them. There's a lot of muddle thinking about the characteristically distinct formats even among the library professionals. We have successfully resolved and demonstrated the advantage of keeping the two formats separate. Why we emphasize all this is to reinforce the fact that bibliographic database is the basic asset of any library system. Poor design, inadequate data elements and substandard format would cost much to the organization in terms of labour, material and time. Sometimes, it would be better to start from the `scratch` than to set right the whole lot (rot)!
We have taken advantage of the state-of-the-art Relational Database Management System (RDBMS) to avoid data redundancy by normalization. The main/lead database is made so compact and well linked with auxiliary databases. We don't want to go into deep here. Too technical is not warranted in User Guide lest it be above your head. We have to maintain certain authority files of repetitive and rarely occurring data such as publishers, series, language and keywords. Now to come back to business, let us go straight into the menu-based description. Certain trivial things are unceremoniously cut off fearing that you couldn't see the wood for the trees.
File👆
- DataEntry
- Books and Articles
View👆
- UCAN
- ClassNo
- Document
- Discipline
- ImprintLess
Utility👆
- Support
- Duplicate
- DataIntegrity
- AssignDClass
Help👆
Adding New Books
Pressing Book would lead you to a predefined data-entry screen format designed to optimize your throughput. There is a fine blend of logic and ethetic in Data Entry Format. Well, let us see how data entry has to be done first. Have you gone through the Instructions for Filling out Data Worksheet (Book)? If not, you have to carefully read them, for most of the instructions are meant for data entry operators too. The exhaustive instructions would be sufficent to clear your doubts.
- LibCode
- Library code is sometimes referred to as Source of records. The Central Library is always assigned "00". Other Branch/Department Libraries may be assigned from "11" to "99". This is primarily done to avoid clashes of same Accession Numbers assignable to books from two different sources. And moreover, Union Catalogue preparation calls for source code. Even in big libraries, if the collection exceeds more than 100,000, Divisional code like "01" may be assigned. Library code has to be defined in the configuration file NIRMALS.INI. Undefined library codes are not permitted in the program.
- Accession Number
- Accession Number should be assigned to each book in the Library (except Serial publications like YearBooks/Annuals having no permanent value). It is a unique number assigned as and when a new book is brought into Stock Register (or Accession Register). There should not be any two books in the Library with the same accession number. If there is any discrepancy, it must be regularized forthwith. Accession number is used as a primary key for identifying the record in the database. Gratis or Departmental Accession numbers need not find an entry in the database.
- Class Number
- Enter Class Number (Dewey Decimal Classification) assigned to the book by the Library. The number should not start with any alphabetical letter even for local variation. A full stop should follow after the first three digits. Other punctuation marks (dot or apostrophe) may be ignored for the sake of keeping maximum digits to 15. Any Classification system (LC, CC,DDC or locally devised) could be followed. But DDC is recommended because of its currency and universality.
- Book Number
- BookNumber or Cutter's Number or Author Code is one that the Library also assigns to individualize the books falling under the same class number. Here include the dot after the first three letters (from author's last name). If the Library follows some other system, it should ensure unique call numbers for all the volumes in the Library. Online Cutter-Number Table can also be invoked if needed.
- AuthorLast/AuthorFirst
- As per AACR2 (Anglo-American Cataloguing Rules, Ed 2), if a book is written / edited / translated by more than three persons, only the FIRST THREE are considered for bibliographical entry. The principal author is the first among the three. For the principal author alone, his last name and first name are separately given. E.g.Management Information Systems by Kenneth C. Laudon, Jane Price Laudon, and Frank Smiles.Here the Principal Author is, Kenneth C. Laudon.Authorlast: Laudon.AuthorFirst: Kenneth C.If AuthorFirst exceeds 30 characters, abbreviate it as K C (for Kenneth C.).No full stop in between the initials.
- JointAuthor1/JointAuthor2
- Here Jane Price Laudon and Frank Smiles are JointAuthor1 and JointAuthor2 respectively. Render these authors as follows:
Laudon, J P Smiles, Frank
For each jointauthor, 35 characters are given. If you cannot accommodate the author within the space, abbreviate the middle/fore names as above. Again no full stop in between the initials. - CorporateAuthor
- If the book is published by an organization like UNESCO, or by an association, Indian Philosophical Society or by a Department like Department of Philosophy, Christ University, Bangalore, Corporate Author should be entered in the hierarchical order: CorpAuthor1: Kristu Jyoti College (Bangalore). CorpAuthor2: Department of Philosophy. If there is no personal author, it must have an organization responsible for the intellectual content or publication of the book.
- ACEIT
- It stands for Author, Compiler, Editor, Illustrator and Translator. Enter the appropriate letter for the role played by each author in the respective order. The Role Code should tally with the number of authors given. In the case of corporate body, role is ignored. Don't fill in the field ACIET. Note that the role should NEVER be given immediately after the author like, Johnson, Samuel, ed. (for editor).
- Title
- Full Title of the Book should be entered here. Articles like A, An and The will be truncated and put in NFC (Non-Filing Charater) column automatically if they occur at the beginning of the title. Title followed by a subtitle should be separated with a colon : If the title (including subtitle) exceeds 175 characters, it may be truncated with three leading periods. Otherwise, no period (.) should be placed at the end of the title. Examples: Management Information Systems: A Contemporary Perspective.Note While entering Title, no period (.) should be placed at the end. Nirmals knows where to put full stop (Grammatically alert!). Title > Teaching of Physical and Health Education in Developing and Developed Countries: A Challenging Task for the Volunteers
- Collation
- It includes extent pages(including preliminary) like "xi,456p.", illustrations (see the CodeList) and dimension of the book. E.g. xi,456p.: ill.(maps photographs); 12cm. Program would expand the illustrative materials. You have to only select the materials in the order of importance.
- illustrations =>a
- maps =>b
- portraits =>c
- charts =>d
- plans =>e
- plates =>f
- music =>g
- facsimiles =>h
- coats of arms =>i
- genealogical tables =>j
- forms =>k
- samples =>l
- phonodisc =>m
- photographs =>o
- illuminations =>p
- DELTAS
- It stands for Date of Publication, Edition, Language, Type of Content, Associate Volume, Series Number. If date of publication is not available for a book, then the date of purchase may be roughtly entered in the first segment of DELTAS. Edition number starting with 2 (for the first edition always ommitted) may be assigned. Default language is English (Eng). If the book is published in any other language, language has to be selected from the list. You have to choose the content type only from the list given. In the Associate Volume column, default value 'S' standing for single volume will be there. If the book has multiple copies, enter 'C'. Or if the book is a multivolume works, then enter 'M'. No other letter should be entered here. In the last segment, you will find the value 'X', which means that the book has no series. If there is a series, either series number or '0' (zero) should be entered. In the volcops column, you could enter the number of copies or volumes to be entered. If the accession numbers are not in order, you have to change them manually.
Content Type
- Abstracts/summaries =>GA
- Bibliographies =>GB
- Catalogs =>GC
- Dictionaries =>GD
- Encyclopaedias =>GE
- Handbooks =>GF
- Legal articles =>GG
- Biographies =>GH
- Indexes =>GI
- Patent documents =>GJ
- Discographies =>GK
- Legislation =>GL
- Theses/Dissertations =>GM
- Surveys of literature =>GN
- Reviews =>GO
- Programed texts =>GP
- Filmographies =>GQ
- Directories =>GR
- Statistics =>GS
- Technical reports =>GT
- Standards/specifications =>GU
- Legal cases and notes =>GV
- Law reports and digests =>GW
- Government publications =>GX
- YearBook/Almanac =>GY
- Treaties =>GZ
- LP Records =>NL
- OHP Slides =>NO
- Roll Films =>NR
- Disks(CD/Floppy) =>ND
- Software(Programs) =>NS
- Audio Cassettes =>NA
- Video Cassettes =>NV
- Microform/fische =>NM
- E-Exhibits =>NE
Status. Status consists of Location and Logical Status. In a big library, location of books has to be shown for the users to pick up the title without any assistance. OPAC is supposed to display the location along with Status of the book. Physical location has to be decided by the individual library. For the convenience of major libraries, we have provided two digits for location like SR=>StackRoom, RH=>Reference Hall, DL=>DepartmentLibrary, CR=>CourseReserve. But all of them should follow the following code for logical status.
Logical Status (MRS A B CID)
- M - Missing
- R - Reference/Rare
- S - Stack/Shelf
- A - Archive
- B - Bindery
- C - Circulation
- I - InterLibLoan
- D - Deaccessioned
