Basic Serials Management Handbook 9783110960433, 9783598218033

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International Federation of Library Associations and Institutions Fédération Internationale des Associations de Bibliothécaires et des Bibliothèques Internationaler Verband der bibliothekarischen Vereine und Institutionen MewAyHapoAHa>i cAepau>Mi

ΕΜ6/ΙΗΟΤ6ΜΗΜΛ

AccouHauHfl η yipeameuHR

Federación Internacional de Asociaciones de Bibliotecarios y Bibliotecas

IFLA Publications 77

Basic Serials Management Handbook by Judith Szilvássy Under the Auspices of the IFLA Section on Serial Publications

Revised edition

K G - Saur München • New Providence • London • Paris 1996

IFLA Publications edited by Carol Henry

Recommended catalog entry: Basic serials management handbook / by Judith Szilvássy. München ; New Providence ; London ; Paris : Saur, 1996, XII, 172p 21 cm (IFLA publications ; 77) ISBN 3-598-21803-6

Die Deutsche Bibliothek - CIP-Einheitsaufhahme Basic serials management handbook / by Judith Szilvássy. München ; New Providence ; London ; Paris : Saur, 1996 (IFLA publications ; 77) ISBN 3-598-21803-6 NE: Szilvássy, Judith [Hrsg.]; International Federation of Library Associations and Institutions: IFLA publications

Revised edition

Θ Printed on acid-free paper The paper used in this publication meets the minimum requirements of American National Standard for Information Sciences - Permanence of Paper for Printed Library Materials, ANSI Z39.48.1984. © 1996 by International Federation of Library Associations and Institutions, The Hague, The Netherlands Alle Rechte vorbehalten / All Rights Strictly Reserved K. G. Saur Verlag GmbH & Co. KG, München 1996 A Reed Reference Publishing Company Printed in the Federal Republic of Germany All rights reserved. No part of this publication may be reproduced, stored in a retrieval system of any nature, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written permission of the publisher. Printed/Bound by Strauss Offsetdruck GmbH, Mörlenbach ISBN 3-598-21803-6 ISSN 0344-6891 (IFLA Publications)

CONTENTS OF MAIN CHAPTERS FOREWORD

ix

PREFACE

xi

Sub-sections of the contents are listed at the start of each chapter Chapter 1 - NATURE OF SERIALS 1.1 Importance of serials 111 History 112 Number of serial publications 1.2 Definition of a serial 1.3 Types of serials 131 Genuine serials 132 Non-serials (quasi serials) 1.4 Complexities 141 Continuous publication 142 Problems in numbering 143 Variant titles 144 Changes 1.5 Identification of serials 151 Background 152 The ISSN 153 The key title References Chapter 2 - THE CONTROL OF SERIALS 2.0 Organizational/functional aspects: Introduction 2.1 Acquisitions control 211 Principles of collection development and selection 212 Co-operative acquisition 213 Procurement of serials 214 Financial control 215 Inventory (accessions register) 216 Statistics 2.2 Bibliographic control 221 The bibliographic record 222 Descriptive cataloguing 223 Subject cataloguing 224 Catalogues ν

2 2 2 3 4 3 6 6 6 6 7 7 8 8 8 9 10 13 13 13 15 16 33 34 36 36 36 39 45 51

2.3

Holdings control 231 Stock-taking 232 Weeding (discarding) References

54 54 55 56

Chapter 3 - COLLECTION MAINTENANCE AND PRESERVATION 3.1 Storage 311 Open versus closed stacks 312 Allocation of the call number 313 Shelf-reading 314 Shifting 3.2 Co-operative storage 3.3 Microforms 3.4 Conservation, preservation 341 Conservation 342 Preservation References

60 60 61 64 64 64 65 66 66 67 71

Chapter 4 - SERVICING 4.0 Direct access to serials: Introduction 4.1 Readers' Service 411 Registration Service 412 Reading Room 413 Reference Service 414 Loan Service 415 Photocopying Service 416 Translation Service 4.2 Access to serials through secondary services 421 Current awareness service (CAS) 422 Abstracting and Indexing Services (A & I) 4.3 Access to serials through interlibrary loan 431 The international scene 432 The local scene 4.4 Access to serials through union catalogues References

74 74 74 75 76 76 79 79 80 80 82 83 84 84 85 86

Chapter 5 - INTERNATIONAL ASPECTS 5.1 Importance and role of standards 511 ISO (International Organization for Standardization) 5.2 Role and achievements of international organizations and bodies . . . . 521 Unesco (United Nations Educational, Scientific and Cultural Organization)

VI

91 92 94 94

522

IFLA (International Federation of Library Associations and Institutions) 523 FID (International Federation for Information and Documentation) 5.3 International information systems 531 ISDS (International Serials Data System) 532 AGRIS and CARIS References Chapter 6 - OUTLOOK TO THE FUTURE 6.0 Introduction 6.1 Small-scale automation 611 OSIRIS (Online Serials Information Registration and Inquiry System) 612 CD-ROM workstation 6.2 Library education and training 621 The local scene 622 Regional achievements 623 International assistance References ANNEXES Annex 1: Models of overriding slips for use in the Kardex Annex 2: Filing rules Annex 3: List of standards in all areas of serials librarianship and related fields Annex 4: Location of Unesco field offices on five continents Annex 5: Distributing bodies for Unesco Coupons throughout the world Annex 6: PGI documents resource centres Annex 7: Location of IFLA Regional Offices and Chairs of Regional Standing Committees LIST OF ACRONYMS AND ABBREVIATIONS DEFINITIONS including GLOSSARY OF BASIC TERMS in the field of automation and computer technology LIST FOR FURTHER READING AND CONSULTATION

99 102 102 103 105 106

112 112 113 114 115 116 116 117 117

121 127 130 134 136 143 145 149

153 167

SYMBOLS: (D) : see Definitions (R) : see References at the end of the Chapters and Annexes. Note: References are numbered by subchapters; the figures following the slash indicate their sequence within the subchapter (e.g. 511/1, 511/2, etc.) *RL* : see List for further reading and consultation.

VII

FOREWORD erials constitute the single most important vehicle for global scholarly communication. The management, acquisition and preservation of serials create substantial challenges for librarians, in both the developed and least developed countries. It is extremely important that libraries throughout the world make best possible use of the serials resources they are able to acquire and this handbook is intended to assist serials librarians in the least developed countries in adopting best practice in serials management. The original concept of the publication was:

S

...to assist non-specialists and beginners, particularly in countries without a national bibliographic agency, or lacking a library school, or having library schools which do not cover serials librarianship in breadth and depth. It is intended as an introduction to serials and to the various types of control systems. It is definitely not [meant] for those living in a realm of automation. (Jean Whiffin: Introduction to the project outline, 1983) The origin of the publication goes back a number of years. The original suggestion for the project was made by Ross Bourne, former Chairman of the IFLA Section on Serial Publications. It was prompted by experience gained at workshops initiated by the ISDS International Centre and organized with UNESCO support. The aim of the workshops was to train ISDS staff who would be working in ISDS National Centres in the developing countries of Africa, in the processing and management of serials. Following the workshops, it became apparent that there existed an urgent need to assist librarians in these countries in acquiring a basic knowledge of serials management. The original project suggested the preparation of a "handbook of serials housekeeping routines for use in developing countries". This proposal was then refined by Jean Whiffin, Head of the University of Victoria Serials Division and Standing Committee Member. At that time, as the UNESCO/IFLA consultant on union catalogues of serials, she had been evaluating the responses of an international survey. The answers emanating from developing countries convinced her that in many cases there was a considerable lack of understanding about even the basic aspects of serials management and administration. As a consequence, in 1983, she submitted an outline of a publication entitled "Basic Serials Management" which was endorsed subsequently by the Standing Committee on Serial Publications. Financial assistance was guaranteed by IFLA in October 1984. IX

Finding an author for such a major undertaking proved a daunting task. Unsuccessful attempts were made to find either a European or North American librarian with experience in developing countries, or a librarian from a developing country with experience in Europe or North America. In 1988, however, the Serials Standing Committee was delighted to appoint a person highly qualified for the task - Judith Szilvássy, at present Director of the Council of Europe Budapest Information and Documentation Centre. Judith's background - many years with the International Serials Data System (ISDS), work on international serials standardization and management of union catalogues - and experience - for five years manager of the UNESCO/UNDP project in South East Asia - were perfectly suited to the project. After several years of hard work, the handbook was completed, to the great satisfaction of all those involved in the project. The contents of this handbook are comprehensive and wide-ranging including: definitions; acquisition; bibliographic control; conservation and preservation; access; standards; and education and training. The text concentrates on those aspects of serials management which can be performed in a non-automated environment and gives emphasis to those processes which can be assimilated in normal library working practices to the benefit of both library staff and library users. However, a separate chapter is devoted to the potential paths for future development such as small-scale automation, the use of CD-ROM, etc. Guidance is also provided in finding international assistance and establishing closer relations with the international library community. It is to be hoped that serials librarians in the least developed countries "will find it an invaluable reference tool in their day-to-day work. Hazel Woodward Chair - IFLA Standing Committee on Serial Publications June 1996

χ

PREFACE uring long years of involvement in diverse serials-related activities with international bodies like Unesco; International Organization for Standardization (ISO); International Federation of Library Associations and Institutions (IFLA), the basic concepts and operations appeared obvious. However, on taking up assignment to set up a national information centre in one of the less developed countries, I realized that there was a widespread lack of understanding of serials, even of information science and librarianship in general.

D

At the same time, as the years passed, I learned to appreciate the tremendous willingness to learn on the part of the staff I was training. After five years they were perfectly capable of working at an international level. When, following an account of my experiences, I was approached by the IFLA Section on Serial Publications to write a handbook on serials management for librarians in less developed countries, I had a clear idea about their needs, but also about the complexity of the challenge I was facing. The target audience to whom the manual was to be addressed was assumed to have little or no library training and certainly none in serials librarianship. For this reason I felt myself compelled to start from the basic level offering step by step guidance through the various fields of serials management. Accordingly, the general approach adopted throughout the handbook consists in outlining briefly the theoretical/historical background followed by the presentation in italics of the corresponding operational procedures. It should be noted, however, that the latter are described as examples of good practice rather than meant to be prescriptive, and some sections apply, inevitably, also to monographs and other types of documents. Where deemed necessary, the text is accompanied by illustrative examples. The concluding chapters outline the more advanced - automated - library technologies and introduce the reader to the role of relevant international bodies. Hints and suggestions are also offered on potential sponsors and donors assisting libraries in creating and updating their holdings. The seven annexes, the lists of definitions, acronyms and the recommended literature are expected to assist the librarian in his/her daily work.

XI

I wish to express my sincerest appreciation to the members of the Section on Serial Publications and all those who have assisted me with their advice and encouragement in completing the handbook. Particular thanks are due to Hazel Woodward, Section Chair, to Ross Bourne, the referee of the text and to Elayne Meredith Wanke to whom I am indebted for polishing my English. Judith Szilvássy Director - Council of Europe Information and Documentation Centre, Budapest, Hungary June 1996

XII

CHAPTER 1 NATURE OF SERIALS 1.1 Importance of seríais 111 History 112 Number of serial publications 1.2 Definition of a serial 1.3 Types of serials 131 Genuine serials 132 Non-serials (quasi serials) 1.4 Complexities 141 Continuous publication 142 Problems in numbering 143 Variant titles 144 Changes 144.1 Title changes 144.2 Other types of changes 1.5 Identification of serials 151 Background 152 The ISSN 153 The key title References

1

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1.1 IMPORTANCE OF SERIALS Serial publications represent an important source of information and knowledge for all categories of users. Subsection 111 gives a brief overview of the history and development of the type of document under examination. 111 History The appearance of the first printed newspaper dates back to 1609: it was nearly four hundred years ago that "Avisa, Relation der Zeitung" was issued in Augsburg. The first periodical, the "Journal des Sçavans" (from 1816, Journal des Savants) was published in France, on 5 January 1665 and was closely followed by the British journal, "Philosophical transactions", on 6 March of the same year. The first specialized journals in the natural sciences were published about the end of the 18th century, while the spectacular expansion of the publishing industry, the result of technological developments in both printing machines and printing paper, was the product of the 19th century. The 20th century has brought the explosion of serial publications, due mainly to the appearance and use in the last fifty years of the large number of photoduplication and automated printing facilities. The importance of serials, particularly of scientific periodicals and newspapers, lies in the relative speed at which they are able to communicate information on the results of scholarly research or on current events. Electronic information transfer developed in the 1940s produced the concept of electronic publishing (D) in the 1960s, which led naturally to the idea of electronic journals (D) at about the mid-1970s. The scholarly communication process has been deeply influenced by this development and the transfer of information geared up even more (R). It should be noted that an enormous mass of serial publications belongs to the socalled "grey literature". These are produced outside normal publishing channels, mainly by non-profit organizations, societies, associations, firms, government bodies, mimeographed only in the number of copies required. The best-known types are the newsletters, reports, information sheets, conference papers, market news, in-house notices, project papers, newspaper reports, etc. (R). 112 Numbers of serial publications Attempts have been made by experts world-wide to estimate the number of serials currently published. One thing is certain: for several reasons, among them the existence of the above mentioned "grey literature", it is impossible to give even an 2

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approximate number. The only sources which can be considered as a basis of calculation are the extensive serials databases organized on an international or national/regional level, or maintained by the serials publishing and trade world. The following are a few examples: • the ISSN international database (see > 531.2) contains bibliographic data of 755,000 serials published in 212 countries, in 167 languages, • the CONSER database, supplied by American and Canadian libraries (see > 4.4) includes data on about 700,000 serials, • the Ulrich's database (see > 213.1 A) represents over 135,000 periodical titles including 35,000 irregular serials and annuals, • the EBSCO database (see also 213.2A.1) offers data for over 220,000 periodical title listings *RL*, • the SWETS serials database (see also 213.2A.1) includes a total of 100,000 titles, periodicals and continuations *RL*. As for the year 2000, it is hard to prophesize anything. Expansion of electronic publishing will certainly open a new phase. The trend may be to discontinue printed versions where possible, although traditional printed material is still expected to be the main and most widespread format of publication for the next 30-40 years.

1 . 2 D E F I N I T I O N O F A SERIAL Let us start with a citation taken from an article by Michael Gorman:"...What is a serial?" To some the answer is obvious - "A serial is the biggest problem in librarianship". And the reason for that problem is also obvious - "A serial is an item which is subject to change". It is this quantity and rate of change which constitutes the basic question to be considered..." (R) The vast literature on serial publications published in the past decades bears witness to the long discussions which preceded the adoption of a universally acceptable definition in 1975 (ISO 3297: see > 151). *RL*. The definition which, in the light of the technological development of the physical carriers since that time, has been slightly amended, reads at present as follows: "Serial: A publication, in any media, issued in successive parts, usually having numerical or chronological designations and intended to be continued with no predetermined ending."

3

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In addition: "Serials include periodicals, newspapers, annuals (reports, yearbooks, directories, etc.), the journals, memoirs, proceedings, transactions, etc. of societies, and series in printed form, on microform (D) and electronic media." (ISO 3297, revision in progress.) 1.3 TYPES OF SERIALS 131 Genuine seríais "Serial" is an all-embracing term including a number of sub-classes of serials, such as periodicals, newspapers, annuals, etc. Although several attempts have been made in past years to establish different groups of serial sub-types on the basis of their specific characteristics (e.g. regularity or content), it seems that there is no general agreement either on these categories or on their applicability (R). The internationally accepted definitions of the most important sub-classes are offered by ISBD(S): International Standard Bibliographic Description for Serials *RL*, and the ISDS Manual *RL* : "Periodical: A type of serial, published at regular intervals, more frequently than annually and less frequently than bi-weekly, in which the issues are generally characterized by the variety of contents and contributors, both within the issue and from one issue to another." Frequencies of periodicals may be: bi-weekly (appearing every two weeks), monthly, bimonthly, quarterly, semiannual (appearing twice a year). E.g. The Interdependent : monthly newsletter... The serials librarian : the international quarterly of serials management "Newspaper: A serial publication issued at stated and frequent intervals, usually daily, weekly or semi-weekly and which reports events and discusses topics of general current interest. Exceptionally, newspapers may also appear three times a week or three times a month." E.g. Time s [daily] Newsweek [weekly] "Journal: A term frequently used for periodical, particularly more learned periodicals." E.g. Journal of environmental planning and management

4

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"Series: A group of separate publications related to one another by the fact that each publication bears, in addition to its own title ..., a collective title applying to the group as a whole, i.e. the title ... of the series. The separate publications may or may not be numbered. The publications within a series may be monographic publications or may constitute serials." It should be added that the individual volumes of a series may be published on a regular schedule or irregularly, and that the volumes of the numbered series do not necessarily appear in numerical sequence. E.g. numbered series: International studies in economics and econometrics·, 24 unnumbered series: Cambridge studies in English legal history There are two other classes of serials worth mentioning: annuals and conference proceedings. Although the name "annual" presupposes a regular yearly publication schedule, the frequency of this type of document can be biennial, triennial (published every two, three years) or even an interval of five or more years. Nevertheless, these publications are treated as serials. E.g. Librarianship and information work worldwide: an annual survey. - London [etc.]: Bowker-Saur Vol.1991 - pubi, in 1992 Vol.1992 - pubi, in 1993 Vol.1993 - pubi, in 1993, etc. British librarianship and information work. London : LA Vols. 1976-1980 - pubi, in 1982-1983 Vols. 1981-1985 - pubi, in 1988 Vols. 1986-[19]90- pubi, in 1992-1993. Uncertainty prevails concerning the proceedings (D) of recurrent international conferences, which, depending on library practice may be handled as monographs or serials. Both the definition of a serial and practical considerations suggest that treating such publications as serials results in a more economical way of processing and storing of this kind of publications. 132 Non-serials (quasi-serials) There are certain materials which, though not true serials, are best treated as such. Osborn (R) distinguishes three main types: 5

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Chapter 1

•

provisional serial: a mixture of monographic and serial publications, e.g. an encyclopaedia or a published library catalogue, complete in itself, is supplemented later by annual update volumes. Encyclopedia of library and information science. - New York ; Basel : Dekker Vols. 1-35: A-Z + Indexes to vols. 1-33 - publ.1968-1983 As of 1983 updated by annual volumes: Vols. 36-54- = Suppl. 1-17- publ.1983-1994-

•

pseudo-serial: a frequently re-edited publication revised at stated intervals. The first volume is generally considered to be a monograph and a decision regarding serial treatment can only be taken after several reissues. Register of development activities of the United Nations system The 6th edition was published in 1992. The publication is treated as a serial and as such, together with editions 1-5, was assigned the ISSN 1012-7666.

•

continuation: a monographic publication intended to be completed but issued in parts. Examples include the botanical or zoological taxonomies or multi-volume dictionaries whose publication may continue for many years, even decades.

E.g.

E.g.

1.4 COMPLEXITIES 141 "Continuous" publication The primary criterion of a serial is its continuous publication for an indefinite period of time. However, this intention is not always clear when the first issue appears. Even highly experienced librarians may have difficulty in deciding whether an item is a monograph or a serial. Osbom (R) suggests in such cases: "a serial is any item which lends itself to serial treatment in a library, that is, to listing in checking records ..., to cataloging and classifying as a serial; and to shelving in a special location..." 142 Problems in numbering Numbering consists of the numbers and/or dates of coverage (the chronological designation) of the serial issue. Numbering is an area which can easily confuse librarians: issues can carry numbers and dates, or number or date, issues can be identified by single or multiple numbering systems (including designations by 6

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seasons: Spring, Fall, etc.). Data can be missing, skipped, incomplete, inaccurate or misspelled. Issues can be combined, and a publication may be suspended for an indefinite length of time. E.g. No 37 (Aug./Sept. 1995) Vol. 1 1971 1980/1981 Vol.1, no.l (Spring 1956) 143 Variant titles The title of a serial may have title variations appearing on the same issue (such as cover title, spine title, running title) or may undergo minor changes in the course of the published life of the serial (see also 144.1). E.g. Cover title: European Research Libraries Cooperation : the LIBER quarterly Spine title: ERLC - LIBER 144 Changes According to a saying, there is one characteristic of a serial that is steady: all its elements are steadily changing. In short: serials are characterized by their bibliographic instability. 144.1 Title changes When the wording of a title changes, the change may be a minor or major one. Changes considered to be minor, include: • articles, prepositions and conjunctions substituted, added or deleted; • change in the inflection of a word, e.g. from singular to plural, etc. E.g. original title: Canadian music trades journal title following a minor change: Canadian music and trades journal Major title changes are in most cases a result of change in the scope of the serial. E.g. The Journal of the economics of business has been renamed in 1995 the International journal of the economics of business Others occur as part of the "bibliographic history" of the serial: a serial may be continued, or merged with one or more serials, split into two or more serials, separated from or absorbed by another serial. A serial may even revert to its

7

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Chapter 1

original title after having been published for a considerable time under a different title *RL*. E.g. Canadian books in print. Subject index continues: Subject guide to Canadian books in print Note: For details on handling, and bibliographic description of minor and major title changes see > ISBD(S) and 222.2. 144.2 Other types of changes Changes may also affect • the issuing body (the corporate body under whose auspices the serial is being released); • the imprint (publisher/distributor, printer/manufacturer, place of publication); • the size or dimensions of the serial; • the frequency; • the numbering system; • the format (medium). With the development of modern technology, serials are likely to switch from the traditional printed form to microform, audio-cassette or electronic media, such as CD-ROM (D), floppy disk (D) or online (D) via computerized networks.

E.g.

Note: Serials may also be available concurrently in multiple versions. Social Science Citation Index (SSCI) exists as - a printed indexing journal - an online database - a CD-ROM database.

1.5 IDENTIFICATION OF SERIALS 151 Background The demand for a brief, unique and unambiguous identification code for serial publications has long been required - linked to the expectation for a clear definition of the serial (see 1.2). The code, the ISSN, was evolved by the ISO Technical Committee (ISO TC 46 - see > 511) and published as the international standard ISO 3297 : Documentation - International Standard Serial Numbering (ISSN), in 1975. The ISSN was intended to meet every requirement for the handling of serials and exchange of information about serials, in both manual and automated systems, on the local, national and international level. In order to enable its world-wide

8

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application, it was agreed that as an international code it should be numeric, since no single alphabet would be used by the majority of producers and users of serials. 152 The ISSN Accordingly, an ISSN consists of eight digits preceded by the prefix ISSN and appears as two groups of four digits, separated by a hyphen, e.g. ISSN 0251-1479. Careful and thorough investigation suggested that the ISSN should not incorporate any significance (e.g.country of publication), other than the unique identification of a serial title. The ISO standard stipulates that the ISSN should be printed in a prominent position on, or in each serial issue. Advantages of the use of ISSN: • in general: accurate citing of serials by librarians, researchers and other members of the serials industry; • in libraries: - identification of titles in every area of the processing and bibliographic control of serials (ordering, check- in, claiming, cataloguing, circulation, etc.); - reference instrument for the interlibrary loan systems and for reporting to and running union catalogues; • in trade distribution systems: an aid to communication between serials publishers, online database producers, subscription agencies, i.e. between the suppliers themselves and the users (distributing, ordering, billing, shipping, claiming, etc.). 153 The key title The ISSN is inseparably linked to its "verbal counterpart", the key title, a standardized form of the actual title of the serial, and constructed in accordance with the prescriptions documented in the ISDS Manual. When the key title changes (see 144.1 - major change), a new ISSN is assigned to the new key title; the previous ISSN remains the identifier of the serial under the former title. In this way the system ensures that the ISSN and its key title are unique to a particular serial and serve for its infallible identification. E.g. ISSN 1019-7265 = The Interdependent (Lisbon) ISSN 0022-6610 = Journal - Institution of General Technician Engineers Note: For details on the assignment of ISSN and the key title see > 5 3 1 .

9

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References 111/1 - Woodward, H.: The impact of electronic information on serials collection management. - Paper presented for the Section of Serial Publications, 59th IFLA Gen. Conf., Barcelona, 1993. In: Booklet 5, p.28-34 (No.085-SER) - Idem. In: IFLA Journal, 1994, vol.20, no.l, p.35-45 111/2 Electronic serial publishing and its effect on the traditional information chain / by G.A.J.S. van Marie. - Paper presented for the Section of Serial Publications, 59th IFLA Gen.Conf., Barcelona, 1993. - Enschede (The Netherlands) : Univ. of Twente, 1993. - 16 p. + annexes (UB 93.331) 111/3 The 1st International Conference on Grey Literature took place in 1993, the 2nd in 1995 (Washington, D.C., US); the program of the latter was based on the theme: "Grey exploitations in the 21st century". Note: The Conference Proceedings, an International guide to organisations in grey literature and an Annotated bibliography on the topic of grey literature (rev.ed.) will be published. Correspondence address: Grey Literature Network Service, Koninginneweg 201, NL-1075 CR Amsterdam. Tel/fax: (31)-20-671-1818 1.2 Gorman, Michael: The current state of standardization in the cataloging of serials. In: Library resources and technical services, 1975, 19, p. 301-302. 131/1 Introduction to serials management / by M. Tuttle with chapters by L. Swindler, N.I. White. - Greenwich, CT.; London : Jai Press, 1983. - 324 p. - (Foundations in library and information science ; 11). - ISBN 0-89232107-5 131/2 The periodicals collection / by D. Davinson. - Rev., enl.ed. - London : Deutsch, 1978. - 243 p. - ISBN 0-233-96918-7 132 Serial publications : their place and treatment in libraries / by A.D. Osborn. - 3rd ed. - Chicago : ALA, 1980. - 486 p. - ISBN 0-8389-0299-5 141 Osborn, ref.132.

10

CHAPTER 2 THE CONTROL OF SERIALS Note: Titles in italics refer to subsections dealing with operational activities 2.0 Organizational/functional aspects: Introduction 2.1 Acquisitions control 211 Principles of collection development and selection 211.1 Principles of collection development 211.2 Principles of selection 212 Co-operative acquisition 213 Procurement of serials 213.1 Sources of acquisition information 213.1A Foreign material 213.IB Local material 213.2 Sources of supply 213.2A Purchase 213.2A.1 Purchase through international commercial channels 213.2A.2 Purchase through domestic trade 213.2B Gift (donation) 213.2C Exchange 213.2D Legal deposit 213.3 Acquisition procedure 213.31 Recording serial acquisitions 213.31A Activities concerning purchase of serials 213.31 A. 1 Through international commercial channels 213.31 A.2 Through domestic trade 213.31B Activities concerning gifts 213.31C Activities concerning exchange 213.31D Activities concerning legal deposit 213.32 Check-in: current serials and back-files 213.321 Check-in process 213.322 Back-files 213.33 Follow-up and claiming 213.331 Follow-up 213.332 Claiming 213.332.1 The claiming process 214 Financial control 215 Inventory (accessions register) 215.1 Establishment of an inventory 215.2 Inventorization 11

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216 Statistics 2.2 Bibliographic control 221 The bibliographic record 221.1 International standard practices (ISBD(S), ISDS) 221.11 The ISBD(S) 221.12 The ISDS 221.13 Interaction between ISDS and ISBD(S) 222 Descriptive cataloguing 222.1 AACR2 222.2 Introduction to the cataloguing process The cataloguing process 222.3 222.4 Minimum data elements Description of component parts 222.5 223 Subject cataloguing 223.1 Tools of subject approach General classification schemes 223.11 223.12 Natural language tools of subject approach The classification process 223.2 224 Catalogues 224.1 Types of catalogues The author-title catalogue 224.11 224.12 The dictionary catalogue 224.13 The subject catalogue 224.14 The shelf-order catalogue 224.2 Filing Maintenance 224.3 2.3 Holdings control 231 Stock-taking 232 Weeding (discarding) References

12

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2 . 0 ORGANIZATIONAL / FUNCTIONAL ASPECTS: INTRODUCTION Because of the element of constant change in serial publications and the special problems presented in handling them, different considerations exist on how best to manage serial operations in libraries. A brief list of the manifold activities related to serials includes: acquisition (selection of titles, pre-order searching, ordering, renewing, recording receipt and handling respective changes, claiming, marking of volumes, financial control), cataloguing new titles and title changes, classification, maintenance of catalogues, binding, access to current items and servicing of bound volumes housed in the stacks. There is still no general agreement on whether serials management should be integrated into the organizational structure of a library, i.e. into the respective departments of acquisition, processing services and readers' services; or considered as a separate functional task within the library and set up as a self-contained organizational unit assigned to handle all aspects of serials operations. Although the latter might be considered more justified as serials operations are functionally interdependent, both ways are acceptable and even combinations of the two systems can be successful. The decision depends on numerous factors, such as staffing, financial resources, the building itself, etc. In small libraries or documentation centres, decentralization of serial functions is the only feasible solution - because of lack of finance and specialized staff. However, every effort should be made to train at least some members of the staff for the special handling of serials (R).

2 . 1 ACQUISITIONS CONTROL 211 Principles of collection development and selection 211.1 Principles of collection development Acquisition is a vital and highly responsible operation in library work. The development of the collection of a library is carried out in accordance with the general principles set out in its acquisitions policy. Such a policy should be part of the General Rules of the library. 13

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The Control of Serials

Note: The complementary operation of acquisition is weeding, aspects of which are also contained in the General Rules (see > 232). The acquisitions policy should be developed over a period of years, based on experience, geared to the environmental and socio-economic situation of the country and taking account of the following aspects: • type of unit (library, information and documentation centre, etc.); • organizational dependence (independent, part of host institution, e.g. university); • nature of unit (public, semi-public, closed premises, e.g. government body); • size of unit (building or premises, possibility of extension); • orientation (general, e.g. national library, and/or specialized); • financial source (financed and/or supported by national authorities (state budget), international organization, foundation, etc.); • human resources (number and quality of staff); • level of national/regional information infrastructure (relations or potential relations with government bodies, associations, parent institutions). 211.2 Principles of selection "... selection is an art, not a science". (R) It presupposes not only dedication on the part of the librarian responsible but also thorough knowledge and rigorous application of the acquisitions policy of the unit. It is one of the most exacting tasks, one of the factors which determines the efficient functioning of a library and satisfaction of the users. Having said this, it should be added that decision throughout the selection process is always influenced to a certain extent by subjective factors (qualification, experience, aptitude of the individual). For this reason, it is expedient to share the responsibility with other colleagues. Serial selection should be governed by the following aspects: General: • financial resources: budgeting the available funds to cover the needs of the respective areas, fixing the serial budget. It should be kept in mind that a title once subscribed to, whether domestic or foreign, must normally be continued and will appear regularly (annually) in the budget. Postal rates have to be added to subscriptions (D) and experience shows that both are likely to increase steadily; • giving special attention to domestic serial output, however small it may be (see > 213.IB); 14

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The Control of Serials

• examining the possibilities of acquisition through exchange and/or gift (see > 213.2B-C); • evaluating the possibilities of co-operative acquisition (see > 212). Special: • quality of acquisition: first, attempt to have access to the best possible sources of information, second, acquire the basic serials in all branches of interest; • quantity of acquisition: keep in mind the proportional breakdown according to the different fields of interest, i.e. broad scientific disciplines; • language(s): acquire foreign material mainly in the common language of communication so that it is accessible to the widest possible public; • taking into account, as far as practicable, the special demands and suggestions of users, experts and visitors (R). 212 Co-operative acquisition Co-operative acquisition is a resource-sharing activity among libraries, applying a shared acquisition and retention policy for the most efficient use of limited financial resources. The aim is to build up and maintain, on a local, national or regional level, serials collections able to ensure a balanced service to users. In practical terms, two or more libraries decide which will subscribe to which title(s), which of them will retain the complete file, etc. The partners have to decide not only on acquisition but on eventual cancellations as well. Three factors stimulate co-operation: • the rising pricelevels world-wide, especially affecting basic research periodicals and the series of annuals; • the proliferation of serial titles and formats; • the trend towards specialization of serial publications. Under such circumstances it makes a great difference to a library whether it owns a serial title or has at least access to it. The poorer a country, the greater the need to strive for co-operative collection development. At the same time, the possibility is also more limited, since in most cases the best tools, the union catalogues (in whichever form: microform, CDROM, online database) are missing (for union catalogues see > 4.4). Experience shows that the problem can be overcome, at least on the local level, by inviting government bodies (ministries), embassies, representations of international organizations in the country (UNDP, Unesco, FAO and other UN agencies) to 15

Chapter 2

The Control of Serials

become associate partners of the co-operative group. These bodies are willing to support libraries, documentation centres, universities, by harmonizing their serial acquisitions with these latter in order to avoid double subscriptions and by offering their duplicate current sets and/or back runs of periodicals and yearbooks. The same can be achieved, on a smaller scale, at university level, between branch library units and the main collection. Co-operation on the national level depends on the level of the national information infrastructure (existence of a library network, a national union catalogue, communication means, etc.). Co-operation of this type seems to be much more problematic than regional cooperation which can be attempted through consultation with the regional bureaux of Unesco, IFLA and the ISSN Network (see > Chapter 5). 213 Procurement of serials 213.1 Sources of acquisition information In Third World countries, there is unfortunately a lack of proper bibliographic tools useful for the selection and verification of serials. This is true for both foreign and local material. In the following, sources of information for the two types will be discussed under separate headings. 213.1A Foreign material. When financial resources are scarce, organization of information services and fulfilment of users' needs should be based on the acquisition of "core journals", the scholarly journals of outstanding importance in a given major discipline. The first-hand sources of greatest potential utility can be given as follows: For current serials: • the "Ulrich family", widely known and easily available; even superseded editions are useful tools: * Ulrich's international periodicals directory .... - New Providence, N.J. : R.R. Bowker. - ISSN 0000-0174 Annual. Contains around 140,000 titles arranged by subject classification. Includes periodicals, newsletters, newspapers, annuals and irregular serials published

16

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The Control of Serials

worldwide. It also informs on serials available on CD-ROM and online. The entries include the most important bibliographic and other data, among them country of publication and ISSN *RL*. For the companion volume of Ulrich's see Ulrich's Update. The Directory is also available on microfiche, on CD-ROM, on magnetic tape and online:

•

*

Ulrich's on microfiche. Quarterly. Contains complete bibliographic listings arranged by subject and by tide, for all periodicals, irregular serials and annuals in Ulrich's.

*

Ulrich's Plus, published on CD-ROM since 1987. Quarterly. Contains the complete international database (see also 112).

the Unesco General Information Programme(PGD (see > 521.4) publications (which can be acquired free of charge). PGI has been sponsoring the preparation of core lists of journals * in the life sciences (document PGI/79/WS/12); * in engineering (doc. PGI/79/WS/13); * in earth sciences (doc. PGI/86AVS/25). Issued in 1979 and 1986 respectively, these lists are somewhat outdated but still very useful tools of orientation since core journals are normally being published continuously.

For new titles: • * Ulrich's Update·, a supplement to Ulrich's international periodicals directory. - New Providence, N.J. : R.R. Bowker . - ISSN 0000-1075 Three times a year. Lists information on new titles, tide changes and titles received after publication of the base volumes. •

Catalogues, lists and announcements of prestigious publishing houses. These can be requested and in most cases will be supplied free of charge. One of the many examples: * Blackwell's catalogue of periodicals and continuations . - Oxford : Blackwell Published annually in April *RL*.

•

Sample issues. Big publishing firms also have "Free sample copy service" departments to meet such requests world-wide. 17

Chapter 2

The Control of Serials

One example: * "Free Sample Copy" Marketing/Sales Department Bowker-Saur Ltd., London. For current, new and ceased titles: •

Publications of the ISSN Network, the genuine identification tools, like * ISSN Compact, published on CD-ROM since 1992 (see > 531.2) ISSN publications are issued on the regional and national level as well;

•

union catalogues (see > 4.4);

•

national serials bibliographies (most reliable but not always up-to-date publications!)

The major problem concerning the above publications (with the exception of those provided free of charge) is that they are rather expensive and should therefore be acquired and used through co-operative acquisitions arrangements. A suggested secondary source is citation analysis. As many libraries cannot afford subscription to the expensive citation indexes (D), (R), an "in-house analysis" can be carried out based on the examination and counting the frequency of the citations by articles and lists of references appearing in the periodicals already in the possession of the library. Both current and relatively new titles can be traced by this method. 213.1B Local material. The problems associated with acquiring domestic serials (R) are even greater than in the case of serials from developed countries in so far as commercial tools for selecting and identifying serials are, apart from a few exceptions *RL*, non-existent. The majority of LDCs do not have national bibliographies either, as the legal deposit system is in most cases also lacking. In addition, only a small number of LDCs have adhered to ISDS so far (see > 531). Serials published in non-member countries do not carry an ISSN, are generally not being registered in any international database and are consequently not accessible for identification purposes. Under such circumstances, the sources of information are the producers themselves: government bodies issuing mainly newspapers, bulletins and magazines; universities and colleges releasing newsletters, or in cases, faculty journals (R). UN 18

Chapter 2

The Control of Serials

agencies, local embassies, international and bilateral projects may also have their own serial output. Most of these publications fall in the category of grey literature. Kay Raseroka, in her IFLA paper (R), very rightly insists on the importance of the collection of local literature by documentation centres and university libraries as this literature is the major and relevant source of information in these countries. She stresses that this activity does not require foreign exchange but needs the following: • "a well planned programme of action which has been discussed with all levels of public servants whose sections produce grey literature in all forms; • an understanding of the stages of production of grey literature is the first step towards identifying points at which materials can be "intercepted", acquired and collected from offices without infringing confidentiality regulations; • professional staff commitment and time to trace, negotiate and establish rapport with the producers of grey literature..." and further: "University libraries in developing countries have been short-sighted in their assessment of the value of these collections: they are unique, their value is compounded each year as they grow in number and become more difficult to collect because of their ephemeral nature and their apparent loss of value as contributions to policy making. Yet they are the primary sources for research .." 213.2 Sources of supply Documents can be acquired: A Β C D

-

by purchase as gift (donation) through exchange as legal deposit.

213.2A Purchase Purchase can be made through: A.l international commercial channels, A.2 domestic trade.

19

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The Control of Serials

213.2A.1 Purchase through international commercial channels. Much has been said on the preceding pages about inadequate funds and lack of foreign currency. Libraries struggling with these difficulties should solicit, at least in the initial stage, the support of international organizations (UN agencies) or other funding bodies (e.g. IDA, IDRC, ACCT, AIDAB, SAREC, etc.) through their Unesco National Commissions (see >521) and/or regional representations. It is well worth the trouble to examine and negotiate financial matters also with NGOs within reach in the country or the region, to take advantage of their various assistance policies (R). The policy of Unesco is very clear in this respect. Although Unesco does not agree to long-term subsidies, it "accepts, ... under its Participation Programme" (see 521.1) "and within specific extra-budgetary projects, requests for journal subscriptions, while trying to ensure that the requesting Member States are prepared to continue these subscriptions after short-term [5-6 years] international assistance has been provided" (R). International funding allows libraries to avail themselves of the services of wellestablished subscription agencies such as Blackwell (UK) *RL*, Swets (Netherlands) *RL*, Faxon (US) *RL*, or EBSCO (US) *RL*, rather than contact publishers directly. The services of these agencies are especially useful (R) since they offer not only the automatic annual renewal of subscriptions but also special services, such as notifying libraries of new publications, changes in titles and frequencies, discontinuations, etc. Some are even prepared to make claims for missing issues on behalf of their clients. They also handle the standing orders (D) of libraries for annuals, directories, advances, conference proceedings and even series. The use of agents via international assistance may have other advantages as well, for example in overcoming local government control on the importation of material published abroad because of scarcity of foreign exchange, or mail problems. In addition, financial control can be simplified. These aspects will be discussed later (see > 214). Another international resource is the system of Unesco coupons offered for subscription to serials by libraries lacking foreign exchange (see > 521.2). Warning: Back issues to fill gaps, or complete back sets of newspapers, periodicals and out-of-print titles should not be purchased in hard copy, but rather sought on microform through solicited gift or exchange arrangements: many types of serials are already available on microfilm/microfiche at fairly acceptable prices (see also > 3.3 and 342). 20

Chapter 2

The Control of Serials

213.2A.2 Purchase through domestic trade. Foreign material: Local subscription agencies for handling foreign scientific serial output generally do not exist in LDCs, for the simple reason that they would face the same problems as libraries: difficulties in obtaining foreign currency, import restrictions and inefficient mail service. Local vendors offer, if at all, mainly western popular literature and newspapers, or occasionally second-hand back volumes. Local material: Note: material published in the region of a particular country is also treated as "local". As already mentioned, current local serials are practically inaccessible through trade channels (see 213.IB), but back sets or single issues may be available. As for journals published in other countries of the region, the difficulties are similar. In the absence of directories, either international or regional, to indicate subscription prices or correct information at least on the existence of new, suspended or discontinued titles, the only solution is direct contact with individual publishers or other suppliers, for both current titles and back issues. Librarians need to travel, from time to time, to obtain the desired works or arrange subscriptions personally. Library of Congress regional field offices appear also to be good sources for acquiring particular titles by offering libraries participation in the LC's acquisitions programme in place. (R) 213.2B Gift (donation) A gift may take various forms: • Regular gifts by organizations, institutions, embassies etc. such as the important periodicals and journals (generally in various language versions) of Unesco (Unesco Courier, Nature and resources, International social science journal, Prospects, Museum International), WHO (WHO Bulletin), FAO (Ceres), ICSU (Science International) etc., publications of regional agencies like ALECSO, Α8ΉΝΡΟ and similar organizations. Another group are serials produced by professional bodies like IFLA Regional Offices (see > 522) and e.g. the ISSN Regional Centre of Southeast Asia, Bangkok (ISSN-SEA) (see > 531).

21

Chapter 2

The Control of Serials

•

Spontaneous gifts can come from official bodies or be offered by personal visitors in the form of placing the library on a free serials mailing list for a certain period. Note: It is important that items accepted as a gift also be evaluated in accordance with the library's acquisition policy in order to avoid congestion of material instead of enrichment of the collection. Donations of legacies should be examined with the utmost care as in most cases it is stipulated that these are to be kept in their integrity, and indefinitely.

•

The solicited gift is the form when the library submits a request to a publisher or an organization, on the basis of an advertisement, a catalogue or a circular letter, to send certain items (a very good method for filling gaps in back runs) or put the library on their mailing list for hard-to-find serials.

A. Abid (R) reports on a very promising possibility in this respect: the establishment, in 1992, of IN ASP, the International Network for the Availability of Scientific Publications. INASP has been launched by ICSU in co-operation with TWAS and is supported by Unesco. INASP foresees a system where the interested donors are brought together with the interested recipients. The aim is that donations should be specifically asked for to avoid wasting money on shipping useless material. 1994 was the year for the creation and consolidation of the "donor" and "recipients'" databases including 222 and 474 organisations and institutions, respectively. The databases well illustrate the overwhelming interest in agricultural, medical and environmental material from both the requesting and supporting institutions. Information on data is offered free of charge in the annual Directory *RL* published by INASP as well as in its Newsletter, the programme guidelines and other promotional brochures (R). 213.2C Exchange Exchange activity implies the direct sending of documents (local or foreign) from one organization to another and vice versa. The generally accepted method is the "piece-for-piece" method, as priced exchange involves a considerable amount of work with billing, bookkeeping and recording. Exchanges can involve duplicate or surplus issues of journals, discontinued periodicals, single issues, as well as newsletters, information bulletins, etc. produced by the library or parent institution. 22

Chapter 2

The Control of Serials

There are countries where individual libraries intending to enter into exchange arrangements are obliged to check previously with other libraries, on the national and regional level, to determine whether they need the material offered. If so, they have the right to preselection. As a result of recent development, there is now a possibility to enlist the benefits of exchange programmes through "library twinning" arrangements (see > 522), by which access to scientific journals in the Third World from more industrialized countries could be improved, and vice-versa, the growing interest for serials from the Third World could be satisfied. 213.2D Legal deposit In countries where legal deposit legislation exists, the national libraries benefit from it and receive the entire national output of documents in this way. In return, they are obliged to preserve this material as part of the cultural heritage of the country, and to produce the national bibliography. Other libraries may also be designated as beneficiaries of legal deposit documents but these will be selected by the libraries concerned in accordance with their acquisitions policy. 213.3 Acquisition procedure 213.31 Recording serial acquisitions A variety of recording systems are in use in different types of libraries. It is essential that serials records serve most, if not all, activities of the control of serials. In small libraries it is advisable to centralize all functions in a single record, i.e. the ordering, check-in, claiming, routing of serials, as well as information on the location, holdings and binding. Records in book form, either bound or loose-leaf, are now an obsolete solution: they are cumbersome and time-consuming to handle. Another cheap method is adoption of the "blind" cards system: cards measuring 20 χ 12.5 cm (8 χ 5 ins) filed in drawers with the serial titles indicated on the top edge of the cards. They are called "blind" because their blank or ruled body where the information on the serial is to be found or has to be entered, can be seen only if withdrawn from the filing sequence. This and the possibility of error in refiling the cards is the main disadvantage of the system. The advantage is that the cards can be arranged as desired: alphabetically, by dates of expected receipt or according to any other criterion.

23

Chapter 2

The Control of Serials

The most useful and common type of control record for serials is the Kardex type visible recording system. The cards measuring 20 χ 15 cm (8 χ 5 ins) are placed by a special method in trays where they can easily be inserted or removed. The trays, containing about 60 cards each, can be pulled out from a metal cabinet to see information on the body of the cards. A likewise visible margin on the bottom of the card can be used to indicate the title of the serial to be recorded. The cards are filed in alphabetical order. The Kardex is the basis of serials recording; all other files (the inventory, the shelf order catalogue, the general catalogue, etc.) are complementary to it. Because of its central function, the Kardex should contain all relevant data so that complete information concerning a particular serial is kept in one record. A Kardex card is opened when an order is placed ("order" stands for a serial subscribed or solicited as a gift or on exchange), or when a serial received from any source is decided to be kept for the collection. Data should include: • the bibliographic and supplementary information needed for identification purposes: title, edition, publisher, address of publisher, ISSN, source and number of copies (subscription, gift, exchange, legal deposit. Note: serials arriving from different sources in more than one copy must each be recorded separately), supplier (funding organization or donor + agency, if any, or local body), frequency of publication, price, carrier (printed or other: e.g. microform, CD-ROM), related information, such as previous title, supplements or other; • date and number of invoice (or list); • notes on claiming missing or late issues; • access (inventory) number, location of copies (e.g. reading room, special collection, central stacks); • binding instructions; • notes (e.g. routing). The best method for recording all this information is the system of basic-entry cards combined with overriding slips. The cards bear the permanent information whereas the slips contain the variable details on the serial. Basic-entry cards are blank, the whole of the card, both front and back, is free for notations. The overriding slips are printed forms which should be printed or ruled and duplicated locally. It is sufficient to use a total of five forms, depending on the frequency and/or type of the particular serial. Blank slips or cards can be used for

24

Chapter 2

The Control of Serials

recording any kind of irregular publications, unnumbered series or "quasi-serials" (see Models 1-5 in Annex 1). The slip can be used on both sides by turning it over when the first side is full. When both sides are full, the slip must be replaced with a new one. Overriding slips are put on top of the basic-entry card; even multiple, current and expired slips can be preserved until the basic-entry card itself expires. Coloured tabs can be slipped, in any number, under the plastic jacket of the cards or slips. They are useful for "housekeeping" purposes (registration of outstanding orders, different sources of acquisition, claimed and/or received titles/issues, outstanding invoices, titles sent to the bindery, etc.) 213.31A Activities concerning the purchase of serials (see also 213.2A) 213.31A.1 Activities when purchasing through international commercial channels. Step 1 It is essential that before placing an order both the source(s) of financial support discussed under 213.2A.1, and the practicalities concerning the handling of the orders (choice of the agent(s), forwarding of the subscriptions, settlement of the invoices, etc.) should be cleared thoroughly. Step 2

After careful decision on the serials to be subscribed/ ordered, the selected titles are searched in the files (Kardex and general catalogue, if any).

Step 3

A list of the desired publications is prepared, bearing on every page: • the name and address of the library placeing the order and the mailing address which may be different. This might occur when an international/regional bureau collects the shipments of the commercial agencies in order to forward them to the library; • the name and address of the commercial agency; • the date of the order. Orders are grouped by country and within each country by publishers. The data to be given are the following: • title of the serial; • language version (edition) if necessary; • imprint data; • ISSN; • the price, if known, should figure in the respective foreign currency or converted into US dollars. 25

Chapter 2

The Control of Serials

Note: publications susceptible to be sent through standing order, have to be grouped in a separate list. Step 4 The lists signed by the librarian responsible are sent to the funding body (see Step 1), where they are countersigned and forwarded to the commercial agency chosen. Step 5 A basic-entry Kardex card is opened for each title (see > 213.31) and filed accordingly. This activity serves a) for the registration of the title ordered and b) for the purposes of a later check in case of a new decision process on titles offered as a gift, on exchange or as legal deposit (see > 213.31BC-D). Step 6 The cards are marked with a coloured tab to show the outstanding orders at a glance. This eliminates the need for an extrafile. Activities on receipt of subscribed/ordered serials will be discussed under heading 213.32. 213.31A.2 Activities when purchasing through domestic trade. Normally, there are two ways in this area by which serials can be purchased: A. 2.1 Publications offered on list by local vendors, bookstores; A.2.2 Direct (on-the-spot) purchase from local vendors or from publishers. Activities linked with A.2.1: Publications offered on list Step 1

The titles offered on the list are searched in the files, or lacking these, in the holdings themselves to verify which titles are already being kept and which are missing. The titles found are marked with a tick:/, the missing ones with a zero: 0. The titles found should be examined for missing issues/volumes and whether they should be purchased. The list is signed by the librarian responsible for the search; the date of the search is also noted.

Step 2

To order the desired titles/issues, a list is made out in two copies indicating the most important identifying data. The first copy is sent to the vendor, together with one copy of his list of offers, the other remains in the possession of the library. This archive copy is attached to the original list offered by the vendor, containing the result of the search. The lists are preserved in a lever arch file, in chronological order.

26

Chapter 2

Step 3

The Control of Serials

Basic-entry cards (see 213.31A.1 Step 5) have to be opened but only for serials to be continued, or to be completed (back-files), - never for single issues.

Receipt of local orders On receipt of the ordered serials/issues accompanied by an invoice, the following operations have to be carried out: Step 1

Concerning the documents: a) the orders are verified by means of the archive copy of the list of orders to see that the right titles and/or the right number of issues have been received, b) the condition of the items is also checked, c) the coloured tab in the Kardex file marking "outstanding order" is replaced with a different colour standing for "document received". The date of receipt is also noted. Note: For the check-in process and the handling of back-files see > 213.32.

Step 2

Concerning the invoice: a) every item of the invoice is checked against the documents delivered and already verified, b) Each new serial is provided with its access (inventory) number (see > 213.35). These are inscribed on thè invoice and on the basic-entry card, c) The invoice is signed and dated by the librarian responsible. If any inconsistencies or mistakes are detected in the invoice, and/or any document found in poor condition, these must be cleared up immediately with the delivering vendor. Only cleared invoices should be settled (see > 214). d) The amount of the invoice is transferred in the regular way from the account of the library, or it can be paid in cash, e) The invoice is filed in the respective dossier of purchases.

Activities linked with A.2.2: Direct purchase Step 1

The choice is made on the spot by personal inspection. The selected items, normally back volumes/issues, should be delivered by the vendor (publisher) for search at the library, accompanied by a list.

Step 2

The items to be kept are ticked on the list and reserved until the invoice arrives. Unwanted items are sent back together with the duplicate of the list. The vendor should make out the invoice of the desired (and reserved) documents within 8 days. 27

Chapter 2

Step 3

The Control of Serials

Handling of the documents and the invoice is identical with the procedure described under 213.31A.2.1, with one difference. As the documents have been selected on the premises of the commercial agency, they do not have basic-entry cards. These have to be opened for both current and back volumes. Note: For the check-in process and handling of back-files see > 213.32.

213.3IB Activities concerning gifts (see also 213.2B) Receipt of documents: Note: For the check-in process and handling of back-files see > 213.32. • •

Regular gifts should be handled on the analogy of activities presented under 213.31A. Spontaneous gifts

Step 1

The accompanying list, if any, is checked and the date of receipt entered.The documents (new and back issues, complete or incomplete runs) are inspected and sorted and searched in the files/holdings. Useless material canbe set aside for exchange purposes.

Step 2

New serials and back volumes are handled as needed. Access numbers are assigned as prescribed and noted on the list.

Step 3

The list, together with similar others, is preserved in the respective lever arch file, in chronological order. In the absence of an accompanying list, a replacement sheet is drawn up summarizing the number of gift items retained and discarded.

•

Solicited gifts should be handled like documents subscribed/ordered 213.31A).

(see >

Receipt of both solicited and unsolicited gifts (donations) should be acknowledged by a card or a letter. 213.31C Activities concerning exchange (see also 213.2C) C.l Setting the exchange mechanism in motion involves a number of activities: a) selecting the institutions with which exchange will be carried on (domestic and foreign); 28

Chapter 2

b) c) d) e) f) g)

The Control of Serials

establishing correspondence with the selected institutions; organizing and handling the items destined for exchange; soliciting exchanges; organizing the delivery and reception of documents; establishing and keeping records and statistics; looking for new partners.

C.2 The operations concerning the records to be kept are the following: a) establishing an alphabetical file of partner institutions ("institution file"); b) numbering the institutions. The numbers (from one onwards) will be their identification codes to be used in the various files, correspondence, etc.; c) establishing a set of dossiers (a separate dossier for each institution) to keep track of the correspondence; d) establishing an alphabetical file of the serials/issues destined for exchange ("exchange documents file"). All records are continuously up-dated. C.3 Delivery of exchange items Step 1 Items selected for delivery are drawn up in a list. The list indicates the identification code of the addressee and the date of delivery. Step 2 The identification code is also marked on the title cards of the "exchange documents file" (see C.2 d), to know the institution to which a given item has been offered. Step 3 The copies of the list(s) and accompanying respective lever arch file. Step 4

letter are placed in the

A card indicating the date of dispatch is filed under the name of the partner institution in the "institution file" (see C.2 a), in subdivision "materials sent".

C.4 Receipt of exchange items Step 1 Checking the accompanying list, inspection and sorting of documents, search in the files/holdings. Step 2

Handling of the new serials and back volumes/issues as needed. Assigning access numbers as prescribed; these are noted on the list. Note: For the check-in process and handling of back-files see > 213.32. 29

Chapter 2

Step 3

The Control of Serials

Filing the complete list in the respective dossier of the delivering institution (see C.2 c) and acknowledgement of receipt.

Step 4 A card indicating the date of receipt is filed under the name of the partner institution in the "institution file" (see C.2 a), in subdivision " materials received". Records of the number of volumes/issues sent and received as well as the lists sent and received must be kept. These give the library an overview of the prevailing situation and enable it to evaluate the balance of exchange activities (see also 216). 213.31D Activities concerning legal deposit (see also 213.2D) The obligations of national libraries concerning the treatment of legal deposit material are subject to special regulations set out in the legal deposit law. In other beneficiary libraries, legal deposit items should be handled in the same way as unsolicited (spontaneous) gifts (see 213.31B). 213.32 Check-in: current serials and back-files Check-in is the process of recording serials or serial issues on receipt in the library. In small libraries records on serials arriving from different sources of acquisition are interfiled in the Kardex and marked with coloured tabs (e.g. red for international purchase, blue for local orders, yellow for gift, green for exchange, etc.). In this way they can be differentiated at a glance and taken into consideration as desired. Note: In the case of the "blind" card system, where sliding tabs cannot be used, tabs are clipped on top of the cards. They are made of paper, plastic or metal. 213.321 The check-in process Step 1 Removing the mailing cover from the item in hand and identifying the supplier (this is important mainly when a number of copies are coming in from different suppliers or different sources. The item received should be recorded on the appropriate overriding slip or card form. See 213.31). Step 2

Verifying the data and looking for any changes (in the title, ISSN, frequency, publisher), checking the accompanying notes of the supplier (agency, organization, vendor) on such matters as misnumbering, suspension of publication, etc. In case of any change or other anomaly,

30

Chapter 2

The Control of Serials

the issue should be put aside, reported to the librarian responsible and taken care of after the others have been checked-in. Step 3

Recording of the item received in the Kardex by filling in the blank card or the preprinted form: as a general rule the issue number is inscribed and/or the date of receipt. Overriding slips for newspapers can be simply check-marked ( / ) .

Step 4

Stamping the item with the library's stamp and indicating the call number and special location, if any (see 312).

Step 5

If a serial is being routed, a so-called "rider" (a blank or typed slip) is attached with the names of persons interested (see > 421.1).

Step 6

Duplicates should be double-checked before being handled as duplicates: an issue that arrived from a different source might have been checked-in on the wrong overriding slip! (See Step 1.) Duplicates for the source of which no explanation is found should be put in reserve until the case is clarified.

213.322 Back-files Back volumes/issues are handled in the same way as new serial items. If the Kardex is full, basic-entry cards and slips representing back-files can be removed and kept in a separate "blind" card system file with identical functions. This file, too, serves for searching purposes in case of documents being offered for acquisition or to be solicited by the library. Cards displaying complete files/back runs, can be discarded after a number of years provided that the correct and definitive bibliographic description of the serials in question has been filed in the respective catalogues (see > 224). 213.33 Follow-up and claiming 213.331 Follow-up Sometimes orders or items offered as a gift or exchange are not received, or not regularly. It is therefore essential that issues missing at the time of check-in should be marked accordingly and claimed. The Kardex should be checked regularly (every six months and for the standing orders annually). 213.332 Claiming Libraries have to make their decision on the interval before a claiming operation is started. In case of international orders (and the like) it should be kept in mind 31

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that because of the inadequacy of mail service in the Third World, aggravated by the prohibitive measures of customs services, the timelag between the publication and the arrival of the journals is from three to six months or even longer. Some issues are lost in the process. The documents are usually sent by surface mail which is slower but less expensive than airmail postage. As publishers (subscription agencies) generally have a six-month claim period for free replacement of missing items, negotiation after the given deadline is likely to prove fruitless. As already mentioned (see 213.2A.1), there are big agencies which do the claiming on behalf of their customers. If not, claims concerning orders have to be made to the delivering agency (whether international or local), for each item on separate sheets or cards. In the case of gift and exchange documents, a complaint can be lodged with the respective institutions) in the form of a list. 213.332.1 The claiming process Claiming is made in the form of a mimeographed or printed claiming slip and/or by correspondence. This documentation should be kept in separate files for each source of acquisition. Step 1

Checking missing issues. This should be done very carefully, observing the notes in or on the issue (see 213.321 Step 2). E.g. a monthly publication may suddenly change into a bimonthly or a quarterly.

Step 2

The date of claiming must be recorded on the card or slip, in the "Notes" column. The empty space of the claimed issue is encircled.

Step 3

The fact of claiming is indicated by a coloured tab. Experience shows that orders can be claimed twice. If unsatisfied, their records in the Kardex are colour-marked as such or their card is placed in a "desiderata" file where the wished-for publications should be checked whenever documents are being offered: it may happen that an unfulfilled order can be satisfied through gift or exchange. Gift and exchange documents can be claimed only once, in the form of a polite letter (a copy of the original list sent to or by the institution may be attached). The letter can also be a standard duplicated letter with a space left empty and to be filled in for the title(s) to be claimed. Even if the items continue to be missing, no further claim should be placed.

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214 Financial control What has been said earlier about scarcity of financial resources and the role of sponsoring bodies in terms of subscriptions, donations, etc., determines the aspects of financial control by the library. As also mentioned before, theoretically, serial acquisition means continuing financial commitment: the sum earmarked in one year should be taken into account approximately for the next year as well. However, several factors affect annual pre-calculations. International commitments are usually not under the control of the library. These might be influenced by inflationary elements, such as constantly rising prices for both new and established serials, increasing mailcosts and fluctuating currency exchange rates - all of which are susceptible to work against stable financial support. Planning of local expenditure depends mainly on the number and activity of vendors, on national/regional serial output, and last but not least, on the amount of the yearly state budget allocation. As international commitments are assumed by sponsoring bodies, it may happen that the library does not even know about the support solicited, or only learns of it later, on the basis of the duplicates of the invoices sent by the agencies or the funding bodies for checking. The financial advantage to be gained by the sponsoring organizations in employing agents lies in the possibility of paying a single annual invoice to the agent (or each of them), in one currency, early in the year and usually receiving a discount, whereas otherwise, a number of individual invoices would have to be handled and cleared with individual publishers. Employing agents facilitates financial control by the library as well. Copies of the invoices should be kept in separate files for the agents and/or funding bodies, respectively. Invoices, the inventory (see > 215) and basic-entry cards should be matched. Annual totals of payments made for new and established (renewed) periodicals as well as for standing orders can be drawn up. Local purchases and the handling of invoices have been discussed (213.31A.2) already. The invoices should be preserved in separate vendor files in chronological order. As they contain the respective access numbers and, on the other hand, the invoice numbers are indicated both in the inventory and the basic entry-cards, cross-checks can be made.

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215 Inventory (accessions register) All publications acquired either by purchase, through exchange, as a gift or received as legal deposit should be registered in the inventory. The inventory is a very valuable tool of the library as it is the only summarized and complete document on the collection. It is a reliable source in estimating the value of the holdings in case of legal proceedings; it identifies the individual publications in case of losses and replacements and finally, serves as "liaison" between all forms of acquisition activity and the basic records of the library. 215.1 Establishment of an inventory Separate inventories are used for the different types of documents (monographs, serials, etc.). They need to be distinguished (and through them the respective access numbers as well) by a mnemotechnic sign, e.g. SERials, MOnographs, Microforms inventory. The inventory is paginated, stamped with the official round stamp of the library and signed by the person responsible. The inventory allows for the creation of yearly statistics as well see > 216). The access (inventory) number is one of a continuing sequence of numbers running from 1 to infinity, e.g. SER 1, SER 2, SER 3 ... (or MO 16, MO 17, MO 18, and MI 44, 45, etc.). The access number and the call number are usually not identical but see >311 for other possibilities as well. The serials inventory contains the following data: date of entry, access number, call number, title, volume and/or date of coverage, place of publication, date of publication if different from date of coverage, number of physical units, source of acquisition (purchase, gift, exchange, legal deposit), price, funding body, delivering agency, country of publication, language of publication, notes. 215.2 Inventorization

(the registration process)

Step 1

The invoice or list (of gift, exchange or legal deposit) is checked against the publications contained in it (see 213.31A-D).

Step 2

Because of the consequences involved regarding both the inventory and storage system, every item must be examined to determine whether it is a monograph or a serial (or a publication to be treated like a serial, see

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1.3). Once the decision has been taken, the publication is assigned the respective call number (see > 311). Step 3 Assignment of the access number: • as a general rule, assignment of the access number is geared to the arrival of the shipment: serials arriving volume by volume (annuals, yearbooks, complete volumes of periodicals (see also 216)) are given separate access numbers; • a multi-volume current or back set in hand, delivered in one lot, receives a single access number however many volumes it comprises; • another important rule: each separate copy of the same serial receives a separate access number regardless of its date of arrival; • in case of new periodicals or newspapers, the first issue only is registered, once and for all; the complementary recordings will be found in the Kardex. A note of this fact must be given in the inventory. The access number and the additional data listed above are entered into the inventory in a single workprocess. Step 4 The call number is inscribed in the inventory. Step 5 The access number is inscribed on the invoice or list next to the title of the serial to which it belongs to (see 213.31A-D). Step 6 Placing of the library's stamp of possession: • in case of bound volumes, on the verso (back) of the title page; • in case of unbound serials (periodicals, newspapers) generally on the front cover, or if there is none, on the first text page, in a way it can be seen and interpreted readily. Both the access number and the call number are inscribed in the stamp of possession. The official round stamp of the library is stamped on any page(s) of the item and on the last text page. The pages decided upon have to be stamped consistently and without alteration. Stamps other than those of the library found on the preliminaries, or any other pages, must be cancelled with the respective stamp (CANCELLED + the name of the library). Step 7 Labelling (see > 312.3).

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216 Statistics Yearly statistics are established on the basis of the inventory; the criteria are defined by the library. As a general rule the following statistics are kept: a) Number of items purchased and/or received as a gift, in exchange or as legal deposit. Attention: in the case of serials only complete volumes are considered as "items" acquired; separate issues do not count. Incomplete volumes may be taken as complete when only one quarter of the regular issues is missing, e.g. one issue out of four, two out of eight, etc.; b) number of titles acquired; c) breakdown according to language, country of origin; d) items discarded. Complementary statistics can be obtained by analysing the basic-entry cards/overriding slips with the help of the coloured tabs: e) number of current subscriptions; f) number of back volumes acquired; g) details on different formats (paper editions, microforms, etc.); h) binding activity; i) the combination of the above.

2.2 BIBLIOGRAPHIC CONTROL The documents once acquired need to be described so that they can be identified and located in the library. The cataloguing process involves a series of decisions and operations (see > 222, 223) resulting in a unique reference: the bibliographic record (also referred to as "complete bibliographic record" or "catalogue record"). The bibliographic records are then filed in a structured way to make up the various catalogues (see > 224) of the library. 221 The bibliographic record The bibliographic record consists of the following parts (see also 222.3): Part 1 The heading(D), or access points(D) by which the record can be retrieved (e.g. title, corporate body), Part 2 The bibliographic description of the document (elements taken from the item in hand), 36

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Part 3 Additional elements relating to the particular item, such as: - call number (D) (see 312.1), - holdings data (D) (see 4.4), Part 4 Tracings(D) and subject information (see 223). Rules for the preparation of bibliographic records are set out in cataloguing codes (see > 222). 221.1 International standard practices (ISBD(S), ISDS) Up to the early 1960s libraries world-wide used different cataloguing rules for the bibliographic description of their collections. They generally worked in isolation from each other, and even worse, in parallel, in order to finally reach the same result: access of their clientele to the information required. The advent of computer-based processing led librarians and information scientists, backed by the relevant international organizations (Unesco, IFLA, ISDS - see > Chapter 5), to join efforts on the international level to achieve uniformity in the recording of cataloguing data and to share descriptive cataloguing information world-wide. As a result, by the end of the 1970s a whole system of bibliographic standards, the International Standard Bibliographic Descriptions, the ISBDs, had been created. The system encompasses specifications for a wide range of publications: monographs, serials, cartographic materials, non-book materials, etc. *RL*. The revision process launched in the early 1980s aimed at making the ISBDs hospitable to non-roman scripts, as well. The significance of the ISBDs lies in the fact that passing across language and geographical barriers, • they are applicable to the description of a variety of documents; • by standardizing the basic descriptive elements (see > 2 2 1 Part 2): their content, order and punctuation, they facilitate the interpretation of bibliographic records for both cataloguer and user, world-wide; and • they contribute to the conversion of bibliographic records to machine-readable form (see > Chapter 6). 221.11 The ISBD(S) The ISBD specifying the requirements for the description of serials is the ISBD(S): the International Standard Bibliographic Description for Serials. The basic function of an ISBD(S) record is to describe (and thus to identify) a serial. 37

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The first standard edition of ISBD(S) appeared in 1977; the revised edition was published, as part of the revision process, in 1988 *RL*. Note: For details concerning the use of ISBD(S) see > 222.4.) Historically, development in parallel of international standards, multinational cataloguing codes (see > 222) and international information systems (see > 5.3) led to significant interaction between them. As will be seen, this was particularly true for the special domain of the bibliographic control of serials (see > 221.13). 221.12 The ISDS The International Serials Data System, the international information system on serials (see for details > 531) was launched in 1971 as an international registry of scientific periodicals. The scope of the system was soon extended to all types of serials. The ISDS provides for the bibliographic control of serials world-wide in so far as it assures their unique identification by means of two essential elements: each serial registered is assigned a key title and its numerical counterpart, the ISSN (see 1.5), by the ISSN Network. An ISSN record contains other descriptive bibliographic elements, as well. However, the basic function of an ISSN record is to identify a serial title. Prescribed rules for preparing the records appeared first in the Guidelines for ISDS, in 1973 (R), and as part of the revision process, in the ISDS Manual, in 1983. 221.13 Interaction between ISDS and ISBD(S) In the early 1980s compatibility issues of ISDS and ISBD(S) increasingly became a matter of concern within the library and information community. Harmonization of the two international standard practices has been achieved - through joint efforts, over long years: the ISDS Manual (1983) and the revised edition of the ISBD(S) (1988) reflect the modifications proposed. As a result, "there is [now] a measure of compatibility between the elements of the ISBD(S) record and those of ISDS" (R). The two records can be narrowed down or expanded, as requested. No difficulties occur in the automatic conversion of records, either. The possibility that the two records can be produced by a single cataloguing operation, paved the way, as will be seen, for the creation of "OSIRIS" (see > 621), an automated serials control system intended for small and medium-sized libraries.

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222 Descriptive cataloguing Descriptive cataloguing is the process of describing the formal characteristics of a given document. It is also concerned with the choice and form of entries. There is no internationally adopted cataloguing code for general use in libraries. Cataloguing codes - local, national or multinational - are designed to meet the requirements of different types of libraries, cataloguers and users. They determine details of cataloguing practice: rules concerning the bibliographic description of various documents and specific data needed to make up the complete bibliographic record (such as choice and form of headings, uniform titles (D),(R), etc.), they may also include transliteration schemes (D), lists of standard abbreviations and filing rules. In the late 1960s and early 1970s a number of national and multinational cataloguing rules were revised or newly created in order to bring stipulations on bibliographic description into line with the ISBDs. 222.1 The AACR2 The best known and widely used multinational cataloguing code: the AngloAmerican Cataloguing Rules (AACR) has a long tradition. Its text and those of its predecessors have been reedited and revised since 1908 (1949, 1967-AACR1, 1978-AACR2) to adapt its rules to the latest requirements. ISBD has had a significant impact on AACR and vice versa. Parallel to the harmonization process of ISDS and ISBD(S), AACR2 has also been revised in order to achieve greater compatibility with the two. Changes were incorporated in the 2nd revised edition, published in 1988 and the Amendments in 1993 *RL*. AACR2 has been translated into a number of languages. 222.2 Introduction to the cataloguing process Experience shows that countries without national cataloguing codes, especially in the Third World, increasingly tend to apply the ISBDs as tools for bibliographic description, as these bibliographic standards do not interfere with practice rooted in national traditions and, in addition, offer a chance for the future international exchange of bibliographic records. Consequently, attention will be focused here on the stipulations of ISBD(S). Excerpts from scope and use: *RL* ISBD(S), like its companion ISBDs, stipulates that: • libraries and other cataloguing organizations (except for national bibliographic agencies whose obligation is the preparation of the definitive record of a 39

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• •

•

• •

The Control of Serials

publication) may select ISBD elements, mandatory or optional, for inclusion in their own records, i.e. their records can be shortened, as required (see > 222.4); the elements selected are given in the prescribed order and transcribed with the prescribed punctuation; the ISBD(S) is primarily concerned with current publications but it also makes provision for describing serials which have ceased publication or changed their tide; the description of a serial can be made at different times of its life: from the first, from the last, or from an intermediate issue (for "component parts" (D) see > 222.5); a new description is required in case of major changes in some elements. The link between the new and the former description is to be provided for; information on minor changes is generally indicated as notes.

Not included in ISBD(S) are rales on: • factors normally given in cataloguing codes (headings, tracings). These have to be added to the description; • local elements relating to a particular collection (location of material, i.e. call number, recording of holdings). The call number should be added, the holdings data may be added to the description; • references from variations of the title of the serial, or of the alternative forms of headings - these are indispensable in catalogues. 222.3

The cataloguing process Note: Cataloguing is done on the universally used international standard size catalogue card ( 12.5 χ 7.5 cm = 5 χ 3 ins).

Step 1 Examination of the serial item in hand, determination of the type of serial (periodical, annual, newspaper, series, etc.). Step 2 Bibliographic description of the item: (see 221, Part 2) • identification of bibliographic data to be described (known, unknown, hidden elements), • transcription of the bibliographic data in accordance with the relevant standard (ISBD(S), ISDS, AACR2 or national/local code of practice, if any). Step 3

Decision on cataloguing factors: (see 221, Part 1) • selection of access points, i.e. of headings under which the item is to be entered (title, corporate body, series, etc.), 40

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•

selection of the heading of the main entry(D), (other entries become added or secondary entries).

Note: Serials generally have main entry under title. Step 4

Completion of the bibliographic record: (see 221, Parts 3,4) • adding the tracings • adding the call number (and holdings data if required by local practice. These latter are normally given only in case of complete back-runs for which the basic-entry cards have been withdrawn from the Kardex. Indication of holdings data for current serials can be replaced by a note referring to the Kardex card containing detailed holdings. Note: Local holdings data should not be confused with the numerical data recorded in the bibliographic description, Area 3).

Step 5 Preparation of references (from the variations of titles, etc.); Step 6 Revision of the cataloguing by the librarian responsible; Step 7 Transmission of the catalogue card for further processing (see > 223, 224). 222.4 Minimum data elements In recent years there have been widespread efforts to make bibliographic records easier to create. The "less-than-full" or "minimal-level cataloguing" is thought to be useful mainly for smaller libraries (and not for national agencies providing the definitive bibliographic record) (R). Small libraries/information units can establish a policy regarding what kind of material they are cataloguing in full and for which type a brief cataloguing only would be felt sufficient. The measure of completeness of the bibliographic record may vary as follows: • A selection oflSBD(S) elements, mandatory or optional, can be made (see later). • According to a recent investigation carried out under IFLA sponsorship (R), libraries consider the following elements to be considered as mandatory for all types of documents, including serials: title proper, statement of responsibility, 41

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edition, publication details: place, name, date, specific material designation (serial on microform, CD-ROM, etc.) series, numbering of series, ISSN. Note: parallel title and sub-title are mandatory if available. E.g.

World of learning. - 46th ed., 1996. - London : Europa Pubi, 1995. - ISSN 0084-2117 *

The standardized form of a bibliographic reference *RL* may also adequately identify the item. The mandatory elements for serials are the following: title proper, statement of responsibility, edition, numbering (dates and/or numbers), date of publication (if it differs from numbering), ISSN. Note: place of publication, optional.

E.g.

Yearbook of international organizations. - 32nd ed. 1995/96. - 1995. - ISSN 0000-0000 •

E.g.

name of publisher, series and notes are

The following set of minimum data elements transcribed for the purpose of a bibliographic record has been justified by library practice in some developing countries: title proper, statement of responsibility, numbering (or date of publication), place of publication, name of publisher, ISSN. Journal of contemporary African studies / ed. by a team from... the Rhodes University. - Vol. 13, no. 1 (1995) -. Abingdon (UK) : Carfax. - ISSN 0258-9001

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•

The Control of Serials

Finally, ISDS provides, under well-defined circumstances, for the inclusion in its database of records containing the most important identifying elements only: key title plus abbreviated key title (see > 422), place of publication, name of publisher, date of publication, ISSN. Note: In countries where no ISSN registration is in place, this pattern can be adapted for the purposes of bibliographic description by exchanging the key title for the title proper (see > 531).

E.g.

Australian journal of agricultural research. - Melbourne, (Vic.) : CSIRO Inf. Services, 1989- . - ISSN 0004-9409 Abbr. key title: Austral, j. agr. res.

To sum up, the following ISBD(S) elements are recommended for inclusion in a shortened (medium-level) bibliographic record: ISBD(S) Codes: M = mandatory, MA = mandatory if applicable or available, O = optional, - = not to be included. Area 1 Title proper M Parallel title(s) MA Sub-title, only in case when MA - it contains the statement of responsibility - it contains the full name of an acronym in (or being) the title proper. - If the title proper consists only of the name of a corporate body, an indication as to the nature of the publication is given in the form of a sub-title M Statement of responsibility except when - it is contained in the title proper - or in the sub-title MA

Area 2 Edition statement Area 3 Numbering (numbers and/or dates of coverage) except parallel numbering

43

M

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Area 4 Place of publication In case of more places of publication, only the first is given, followed by [etc.]

M

Name of publisher In case of more than one publisher only the first is given, followed by [etc.]. The name of publisher is given in the shortest possible, comprehensible form

M

Date of publication It may be identical with the Numbering (Area 3) data! Mandatory only if different.

M

Area 5 Extent is given only in case of ceased publications Illustration Dimension Accompanying material

MA 0 O MA

Area 6 The title proper of the series is given only if all the volumes of the serial being described are published in the same series ISSN of the series

MA MA

Area 7 Obligatory notes are given together with others, as required Area 8 ISSN Key title Price E.g.

M + MA M MA O

Environmental reviews = Dossiers environnement / National Research Council of Canada. - Vol.1, no.l (1993)- . - Ottawa : NRCC. - Quarterly. - ISSN 11818700 = Environmental reviews Note: International guidelines for the cataloguing, specifically of newspapers, were published in 1989 *RL*. The elements and recommended codes differ slightly from the above.

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E.g.

The Control of Serials

The sun. - Vol.96, no.135 (Apr.U, 1983)-. - Vancouver, B.C. : Pacific Press, 1983- . - III.; 60 cm. - Daily. Continues: Vancouver sun. ISSN 0828-1793 = Sun (Vancouver)

222.5 Description of component parts By the mid-1970s it was felt necessary to extend application of the ISBDs to the description of component parts of publications, e.g. articles in serials, as well. The Guidelines *RL* published in 1988 provides a tool, established on the international level, firstly for the abstracting and indexing (A & I) services (see > 422) to assist them in their citation practices. The framework offers two possibilities of presentation for the description: a full and a compact form (where the optional elements are omitted and the punctuation marks replaced or modified).

E.g.

Full description of an article: What the computer center should do for a library / Hugh Standifer. In: Journal of library automation. - ISSN 0022-2240. Vol.12, no.4 (Dec. 1979), p. 362-366 Compact description of the same: What the computer center should do for a library / Hugh Standifer. // J.libr. autom. ISSN 0022-2240. 12 : 4 (Dec.1979) 362-366

223 Subject cataloguing Subject cataloguing is the process of determining and describing the contents of the catalogued document. An adequate subject ordering system applied in a library will enable the user quickly and easily to find the document sought in a given subject field. There is no internationally adopted standard for subject identification for general use in libraries. However, parallel to the work carried out in harmonizing bibliographic control of documents, much has been done in recent decades in classification and subject indexing theory and practice, for use in both manual and automated environments.

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Chapter 2

Work has included major revisions, up-datings and new publications of existing general classification schemes, the compilation of a new system (BSO = Broad System of Ordering) (R) and significant developments in automated subject information retrieval (R). 223.1 Tools of subject approach There are two main systems of subject approach: • those built on the principle of a logical order of the classified material, normally subdivided according to a hierarchical structure, thus listing classes from the general to the specific. The coding system of such general classification schemes (called "classifications") is based on "notations", i.e. symbols made up of numerals, letters (or a combination of both) and signs (punctuation marks); • those using natural language terms, like lists of subject headings (D), thesauri (D), etc. These are "language-bound" systems which can primarily be applied in a homogeneous linguistic environment, or where the given language is the common language of communication within a multilingual, multiethnic area. Note: The development and use of multilingual thesauri to facilitate international exchange was only made possible by the emergence of automated subject indexing systems. 223.11 General classification schemes Note 1: It is important to know that the term "classification" has three different meanings: • ...it is the act of classifying or making a classification scheme (see the present chapter), • ...it is the act of classing or assigning class marks to documents that indicate subject content (see > 223.2), • ...it is the resulting physical arrangement of documents ... on shelves or catalogue entries in a classified subject catalogue (see > 224.13) (R). Note 2: The three parts of the classification schemes are generally: • the schedule or table listing the classes, • the notations by which the classes are coded, • the alphabetical index that lists the subjects by their names and synonyms, and indicates, through the notations, their place in the schedule.

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The best known classification schemes are the following: THE DEWEY DECIMAL CLASSIFICATION ( D D C )

The system was originally devised by Melvil Dewey (US,1851-1931) in 1873 and first published in 1876. Today, the DDC exists not only in English (so far 20 full and 12 abridged editions), but also in editions of more than 35 translations, including some in non-roman scripts *RL*. Its success is due to the simple structure of the notations based on the principle of decimal fractions as class marks, expandable infinitely, and independent of language and script. The classification is divided into ten main classes, the notations consisting of three figures: 000 Generalities subdivisions: 100 Philosophy, psychology 200 Religion 300 Social sciences 400 Language 500 Natural sciences, mathematics 600 Technology (applied sciences) 700 The arts 800 Literature, rhetoric 900 Geography, history The auxiliary tables are applicable throughout the schedule.

010,020,030 ... 110,120,130 ...

DDC is being continuously revised and kept up to date by the Library of Congress. It is widely used in the US by smaller libraries for shelf classification; in the UK, Asia and Africa also for the construction of classified subject catalogues (R).

THE UNIVERSAL DECIMAL CLASSIFICATION ( U D C )

Based on Dewey, the full UDC tables were first published in 1905 (Manuel du répertoire bibliographique universel) and have since been followed by editions in German, English, Russian, etc. Today, there exist full, medium (R) and abridged editions *RL*. The UDC is "an all-embracing information (indexing and retrieval) language in the form of a classification system with decimal notation. It is intended ... for

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classifying all kinds of information, documents or objects relating to any section of human knowledge or human activity. The UDC is hierarchic, i.e. each subdivision may be further subdivided ... The general structure is decimal: thus each group in the successive division of knowledge, from the broadest to the most minute, is divided on a base of ten ..." (R). The main table comprises the following classes: 0 Generalities 1 Philosophy. Psychology 2 Religion. Theology 3 Social sciences (sociology, cultural anthropology, demography, politics, economics, law, administration, education, etc.) 4 Vacant at present 5 Pure sciences. Mathematics. Natural sciences 6 Applied sciences (medicine, technology, agriculture, transport, industry, etc.) 7 Fine arts. Applied arts. Entertainment. Games. Sport 8 Linguistics. Literature. Philology 9 Archaeology. Geology. Biography. History In addition to the main tables there are also different auxiliary tables (independent and dependent) applicable throughout the table. The revision and continuous development of the UDC is ensured by FID (see > 523), through the Extensions and corrections which, on a regular basis, gives notice of the officially authorized changes to the UDC *RL*. The UDC has been rapidly adopted and is being widely used (R) primarily by libraries where the size and depth of the collections require the specificity of UDC. Small libraries make use of the main classes and rough subdivisions only. The UDC is successfully applied in computerized information retrieval as well. The classification is best practiced in Europe, Japan and in Latin America. THE LIBRARY OF CONGRESS CLASSIFICATION ( L C )

Designed in 1897 at the Library of Congress, at present the scheme consists of more than 30 volumes. It does not conform to the theoretical rules for classification as it has been compiled to meet the actual needs of the Library. The scheme contains a series of very detailed special schedules. The notations are mixed: one or two letters plus a maximum of four digits allow the creation of subdivisions. 48

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The system is kept up to date by the LC. Its popularity in the US is due to the fact that through the availability of the LC catalogue cards service, subscribing libraries enjoy the benefits of centralized classification. The same service is offered also on machine-readable catalogue records (MARC) (D), (R). 223.12 Natural language tools of subject approach For the purpose of this Handbook the only tool worth mentioning is the Library of Congress Subject Headings (LCSH). The LCSH contains subject headings established by the Library of Congress since 1898, the year when the Library decided that a dictionary catalogue instead of an alphabetic-classed or a classed catalogue should be adopted to complement the new classification system (see above). The first edition called Subject Headings used in the dictionary catalogues of the Library of Congress, was published between 1909 and 1914, followed by another six editions under the same title (1919, 1928, 1943, 1948, 1957, 1966). The title under discussion first appeared on the eighth edition in 1975. "[...The] headings have been created as needed when works were cataloged for the collections ... instead of on theoretical basis". "As a consequence, the list is, at any point of time, an accurate reflection of practice but not a complete embodiment of theory". (R.S.Angell, 6th ed. 1957) The headings may consist of one word (Dogs, School) or several. The two-word headings may appear in normal or inverted word order (Local taxation, and Songs, French). There is an extensive use of subdivisions (topical, form, chronological, geographic), and references. These latter help to maintain the internal organization of the List. Finally, it is interesting to note that approximately 40 percent of the headings are combined with LC class numbers (e.g. "Norwegian language [PD 2571-2699]"). The LCSH is kept up to date by the LC: the creation and change of subject headings is a continuous process. About 8000 headings (subdivisions) are added to the list each year. It serves not only the LC, but also the uniformity of subject headings in libraries, through the card record distribution system mentioned already. The list has been published in printed, microfiche and tape versions. Since 1991 it has been available on CD-ROM, with quarterly updates, under the title CDMARC Subjects *RL*. 49

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223.2 The classification process The depth of classification is to be decided by taking into consideration • the size of the serial holdings of the library, • the type of serial (periodical, annual, series, etc.) or piece of information to be classified (e.g. an article, if classified, will be given a more detailed number than a periodical). Step 1 Identification of the main subject of the serial in hand • on the basis of its title, • by examining the table of contents, • by looking into the Introduction and/or at the dust-jacket (in case of annuals, yearbooks), • if necessary, by studying the contents of the document in detail. (In problematic cases it is desirable to have recourse to the opinion of an expert in his/her respective field of knowledge.) Step 2 Classifying the item: (see also Step 3) • identification of the class to which the main subject belongs and of the corresponding notation in accordance with the classification system used; • formal characteristics (place, time, form, language) can also be indicated according to the prescriptions of the scheme or of the guidelines of local practice. Step 3 Application or creation of subject headings if used in the library: • Alphabetical indexes of classification schemes lend themselves as best tools for this task. • Librarians of small libraries may work out their own branch subject headings using their own judgement, and classify the material (documents, catalogue entries) under more or less specific topical headings. Note: Newspapers do not need to be classified; they can be grouped in alphabetical order under their own heading: "Newspapers", both in the respective catalogue and on the shelves (see also 312.4). Step 4 Transcription of the selected class marks and/or subject headings to the catalogue cards. Step 5 Revision of the classification by the librarian responsible.

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Indication of the elements to be used as entries in the catalogue(s), in order to arrange for the duplication, in the necessary number, of the main entry card (master record) (see > 224).

Step 7 Transmission of the catalogue card and the item itself for processing (see > 222.3, 224).

further

224 Catalogues Access to the items of the collection is ensured by the catalogues which can be arranged on the basis of any element of the bibliographic record and which thus serve for the retrieval of information, both for the user and the staff. The master bibliographic record containing the full bibliographic and contents description of a given document will be reproduced in as many copies as necessary (see 223.2 Step 6). For each catalogue the element used for entry (title, name of corporate body, of author(s), class marks and/or subject headings, call number, etc.) will be underlined or typed on the top of the card (heading). 224.1 Types of catalogues Catalogues may be distinguished by several aspects, such as: (R) • purpose: a public catalogue - serves the users of the library an official catalogue - serves the staff of the library Note: In small libraries these two objectives are fulfilled by a single catalogue, a union catalogue - lists the holdings of a number of libraries (see > 4.4); • physical form: card, printed book, visible file (Kardex), computer database; • access points: alphabetical, subject, topographical; • arrangement: dictionary catalogue (the most popular type of catalogue which files authors, titles, subject headings, references in one alphabet), "divided" catalogues: alphabetical author-title catalogue versus separate alphabetical or classed subject catalogue, and various other catalogues of different aspects (geographical, language, etc.); • type of document: separate catalogues for the various types of documents: books, serials, nonbook materials, etc., multi-media catalogues, where bibliographic records of various types of documents are interfiled. 224.11 The author-title catalogue This catalogue has to answer the following questions: • what is to be found in the library? 51

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• is a given document: a book by a given author, a serial of a given corporate body, in the possession of the library? • are any other documents by the same author, by the same corporate body, in the possession of the library? • where can a given document be located in the library? The author-title catalogue ranges the main and added entry cards in alphabetical order. (The main entry is usually under the name of the author; when there are more than three authors, or when the author is unknown, the main entry will be under the title. As serials are considered works of multiple authorship, their main entry is normally under the title). Added entries are made by underlining (or overtyping) those terms (each on separate cards which cannot be chosen as main entries, e.g. 1/ titles, if the main entry was (a personal or) a corporate name, 2/ corporate bodies not used as main entries, 3/ variant titles (cover and spine titles, minor title changes), 4/ personal names not used as main entries (editor, compiler, translator, etc.), 5/ series titles. The author-title catalogue also contains reference cards e.g. in case of alternating spelling of titles, name changes of corporate bodies, etc. 224.12 The dictionary catalogue This catalogue, widely used since the first half of the 20th century, is composed of two elements: • the classical alphabetical author-title catalogue, and • the alphabetical subject catalogue (see > 224.13). For small libraries creation and building of a multi-media dictionary catalogue is recommended. Note: Cards in alphabetical-type catalogues, such as discussed above, can be filed only if produced in the same script. Cards made out in a different script (using a different alphabet), will be kept in separate catalogues, as is done in some multi-lingual, multi-script countries. (For transliteration (D) into Latin characters (romanization), see the respective standards in Annex 3. ) 224.13 The subject catalogue This catalogue has to answer the question: what documents are possessed by the library on a given subject? Subject catalogues are ranged in the order of the subject entries (D). These may have two kinds of headings: verbal terms or classification symbols. Accordingly, there are two kinds of subject catalogues: 52

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•

•

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the alphabetical subject catalogue, where the headings consist of words or phrases expressing the topics of the documents and are sequenced alphabetically. These are the "subject headings" discussed earlier; they can be standardized through the use of the alphabetical index of a classification scheme or a specially compiled list; the classed (or systematic) catalogue, where the headings are class marks or notations and are arranged according to the logical order of the scheme in use.

224.14 The shelf-order (or topographical) catalogue This catalogue has to answer the question: which document is identified by a given call number? The shelf-order catalogue is ranged according to the call numbers, i.e. in the order of the documents on the shelves. It is the basic tool for stock-taking (see > 231). If documents are withdrawn from the shelves and placed in the reading room, this fact and the secondary call number (see > 312.4) should be indicated on the shelforder cards. 224.2 Filing Filing must be done accurately because a misfiled card is as good as lost, together with the information contained on it. Step 1

If the library is running different catalogues, cards must first be separated according to the catalogue in which they will be filed.

Step 2

Shelf-order cards are arranged and filed in call number order. Cards to be filed in the dictionary catalogue and the class catalogue, respectively, are set apart and grouped according to the element by which they will be filed. Both alphabetizing and ranging cards by numbers is easier when, as a first approach, rough groups by letters and main class numbers are established.

Step 3

During the preliminary sorting the filer must look for any formal defect of the cards, and have them replaced.

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Step 4

Cards will be filed in accordance with the filing rules (see Annex 2). Any errors or inconsistencies with cards already in the catalogue should be reported to the reviser.

Step 5

Filing must be checked by a reviser.

224.3 Maintenance Catalogue cards should be filed regularly, on a daily/weekly basis. The drawers should only be filled loosely to allow for future additions. Groups of catalogue cards are separated by guide cards indicating letters or groups of letters in the dictionary catalogue and class numbers or subdivision numbers in the classed catalogue. The drawers are provided with labels, in different colours for the different catalogues; they indicate the content of the drawers. When the drawers are filled up, cards must be shifted and new, more detailed guide cards as well as new labels will be needed. The drawers should be numbered to facilitate returning them to their proper place. Catalogues should be checked from time to time, similarly to the shelves in the stacks. This "card-reading" is especially important if the catalogue cards are not fixed by a rod eliminating the danger of users picking the cards out of the catalogue.

2 . 3 HOLDINGS CONTROL Regular supervision of the holdings is part of routine serial management. The operation is called stock-taking. The basic tools are the inventory, the Kardex and the shelf-order catalogue; complementary records are the binding records and circulation files. 231 Stocktaking The process involves the physical checking of each item in the stacks. In small libraries it is advisable to carry it out yearly; medium-size libraries should undertake it at two-to five- year intervals.

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Step 1

The shelf-order cards and the respective Kardex record(s) are checked one by one against the shelves. The condition of the stored items has also to be checked for any mending needed (see > 342).

Step 2

Cards for missing items must be marked and rechecked (whether away for binding, on loan, etc.).

Step 3

Lost items, after having been carefully rechecked, must be discarded and recorded as such in the shelf-order catalogue itself in the inventory and on the Kardex card. If a basic (single) copy, representing a given serial title, is lost, the pertaining cards must be removed from all catalogues concerned (see also > 232).

Step 4

Data of the lost title or volume/issue must be entered into the "desiderata" (sought-for publications) file for the items to be replaced eventually, by way of exchange, solicited gift, etc.

232 Weeding (discarding) Weeding can be carried out as a result of the stock-taking. It is the process by which the library can withdraw worn-out or out-dated (superseded) materials. Weeding, as a counterpart of acquisition, is an integral part of a library's collection development policy and as such, an intellectual process. Decision concerning weeding of the collection is taken by the librarian responsible for acquisition (see 211.1). Weeding may concern mainly reference serials, such as almanacs, bibliographies, directories, different sources (statistical, educational), reports, guides. It is advisable, however, that the retention policy of the library be previously checked with other libraries. As a rule: local serials should be kept! As for the foreign material, even outdated items can be of value. Discarding is done in the way described under 231, Step 3. A way out of the pressing shortage in the storing capacity of a library - by which weeding can be avoided, at least temporarily - is offered by co-operative storage (see > 3.2).

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References 2.0/1 2.0/2

Carter, R.C.: Serials management - some dilemmas and prospects. In: Canadian library journal, 1986, vol.43, no.5, p.287-290. The good serials department [:a casebook of studies of a number of serials departments of various sorts and sizes], p. 1-186 Special issue of: The serials librarian, 1990, vol.19, no. 1/2.

2 1 1 . 2 / 1 O s b o r n , ref. 132

211.2/2 Buying serials / by N.B. Bäsch and J. McQueen. - New York ; London : Neal-Schuman, 1990. - 188 p. - (How-to-do-it manuals for libraries ; 10). - ISBN 1-55570-058-6 213.1A Science Citation Index (SCI) ISSN 0036-827X; bimonthly Social Sciences Citation Index (SSCI) ISSN 0091-3707; three times a year Arts and Humanities Citation Index (A&HCI) ISSN 0162-8445; three times a year. All published by the Inst, for Scientific Information, Philadelphia (US). 213.1B/1 Improving access to Southern Africa journals and conference proceedings / by P. Lor. - 8 p. - Paper presented at the 59th IFLA Gen. Conf., Barcelona, 1993 (No. 162-UAP/Reg.Act) 213.1B/2 Survival under adverse conditions : proceedings of the African Library Science Journals Workshop, Bayero Univ., Kano, Nigeria, 29-30 Jan. 1992 / ed. by M. Wise. - The Hague : IFLA, 1994. - 136 p. - (IFLA professional reports ; 38). - ISBN 90-70916-48-7 213.1B/3 - The role and purpose of the University Library in a rapidly changing information environment with reference to the Eastern and Southern African Region / by H.K. Raseroka. - 18 p. - Paper presented at the 58th IFLA Gen.Conf., New Delhi, 1992 (No.l46-UN-4) - Idem. In: IFLA Journal, 1993, vol.19, no.l, p.50-58. 213.2A.1/1 Funding for collection development in Sub-Sahara Africa / by H.K. Raseroka. - 15 p. - Paper presented at the 59th IFLA Gen.Conf., Barcelona, 1993 (No.37-UN) 213.2A.1/2 - Abid, Α.: Improving access to scientific literature in developing countries : a Unesco programme review. - Paper presented at the 58th IFLA Gen. Conf., New Delhi, 1992. In: Booklet 2, p. 6-9. (NO.071-SCIE-3) - Idem. In: IFLA Journal, 1992, vol.18, no.4, p.317-324. 213.2A.1/3 Aina, J.O. and Briggs, C.N.: The use of subscription agency services by Nigerian university libraries. In: The serials librarian, 1988, vol.14, no.3/4, p.147-162.

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213.2A.2

213.2B/1

213.2B/2 213.2B/3 221.12

221.13/1

221.13/2

222 222.4/1

222.4/2

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Nazim Ali, S.: Serials acquisition in the Middle East. In: The serials librarian, 1988, vol.14, no.3/4, p. 133-143 + App.144-146: Periodicals distributors by country. Ref. Regular gifts: Unesco publications: Unesco Courier ISSN 0041-5278 [English language version]; monthly. Published in 32 language versions. Nature and resources ISSN 0028-0844; quarterly International social science journal ISSN 0020-8701; quarterly Prospects : a quarterly review of education ISSN 0033-1538 Museum International ISSN 1350-0775; quarterly WHO: Bulletin of the World Health Organization = Bulletin de l'Organisation mondiale de la Santé, ISSN 0043-9686; bimonthly FAO: Ceres : the FAO review on agriculture and development ISSN 0009-0379; bi-monthly ICSU: Science International : newsletter, ISSN 1011-6257; quarterly (Free upon request) Abid, réf. 213.2A.1/2 INASP Board Meeting 9-10 Febr.1995, London / report by C. Priestley. In: Science International, no. 59, March 1995, p.6-7. Guidelines for ISDS / prep, by the International Centre for the Registration of Serial Publications. - Paris : Unesco, 1973. (SC/WS 538) Anderson, D.: Compatibility of ISDS and ISBD(S) records in international exchange : the background. In: International Cataloguing, 1983, vol.12, no.2. Apr./June, p.14-17. Szilvássy, J.: ISDS and ISBD(S) records in international exchange : compatibility issues. In: International Cataloguing, 1983, vol.12, no.4. OctVDec., p.38-41. Serial uniform titles, key titles and GARE / by A. Bloss (Chicago, University of Illinois). - 6 p. - Unpublished typescript. Homy, K.: Cataloguing simplification : trends and prospects. In: ICBC (International Cataloguing and Bibliographic Control), 1991, vol.20, no.2, p.25-28. Minimal level cataloging by national bibliographic agencies / by J.H. Lambrecht. - München : Saur, 1992. - 73 p. - (UBCIM publications : New Series ; 8.). - ISBN 3-598-11102-9 BSO: Broad System of Ordering : schedule and index. - 3rd.rev.ed. / prep.by the FID/BSO Panel. - The Hague : FID, 1978.

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223/2

223.11/1

223.11/2

223.11/3

223.11/4

223.11/5

223.11/6

224.1

The Control of Serials

Hunter, E.J.: The United Kingdom contribution to subject cataloguing and classification since 1945. In: International Cataloguing, 1987, vol.16, no.3, July/Sept, p.31-34. Wellisch, H.H.: Classification. In: ALA World Encyclopedia of library and information services / ed. by R. Wedgeworth. - 2nd ed. - Chicago : ALA, 1986. - ISBN 0-8389-0427-0, p. 199-205. DDC 20 Workbook : a practical introduction to the Dewey Decimal Classification / by S.W. Davis. - Dublin, Ohio (US) : Forest Press, 1992. - 58 p. - ISBN 0-910608-47-4 Henriksen, T.: UDC : BS 1000 International Medium Edition in book and machine-readable form. In: Int.Cat., 1987, vol.16, no.2. Apr./June, p. 15. Principles of the Universal Decimal Classification (UDC) and rules for its revision and publication. - The Hague : FID, 1981. - (FID publications ; 603) Guide to the use of UDC / by I.C. Mcllwaine and A. Buxton. - The Hague : FID, 1993. - 124 p. - (FID occasional paper ; 5). - ISBN 92-6600-703-X MARC Manual : understanding and using MARC records / by D.J. Byrne.- Englewood, Col. : Libraries Unlimited, Inc., 1991. - ISBN 0-87287-813-9 Hanson, E.R. and Daily, J.E.: Catalogs and cataloging. In: Encyclopedia of library and information science / ed. by A. Kent and H. Lancour. - New York : Dekker. - Vol.4, 1970.- p. 242-305.

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CHAPTER 3 COLLECTION MAINTENANCE AND PRESERVATION Note: Titles in italics refer to subsections dealing with operational activities 3.1

Storage 311 Open versus closed stacks 311.1 Closed stacks 311.2 Open shelf access 312 Allocation of the call number 312.1 The call number 312.2 Rules of allocation 312.3 Complementary operations 313 Shelf-reading 314 Shifting

3.2

Co-operative storage

3.3

Microforms

3.4

Conservation, preservation Conservation 341.1 The premises 341.2 Shelving, insects and rodents 341.3 Fire, inundation 341.4 Security Preservation 342.1 Preservation at the local level 342.11 Binding 342.111 Commercial bindery 342.112 Simple in-house methods 342.12 Microfilming 342.2 Preservation at the international level

References

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3 . 1 STORAGE 311 Open versus closed stacks All registered documents must be stored. How to store serial publications? First of all, it must be decided, depending on the nature, size and tasks of the library, whether books and serials will be interfiled on the shelves or the different types of documents will be segregated. If the collection is not too small, this latter method is suggested even if there is no separate room for storage apart: a separate part of the same storage room will suffice. There are two well-known (and frequently disputed) ways of storing publications: 1 in numerical order, 2 in subject groups. Numerical order is normally applied in closed stacks, whereas arrangement of documents according to subject groups is the method adopted for direct access on open shelves. Whichever method is chosen, the publications are assigned a call number by means of which a predetermined order can be maintained and a publication found. The composition of the call number depends on the storage system chosen. The call number has to figure on the document itself and in all pertinent records (inventory, Kardex, catalogues, etc.) 311.1 Closed stacks Efficient service to users and undisturbed work of the staff presupposes a rigorous order in the stacks. If a publication, for any reason, is being taken off the shelf, a memento slip must be put in its place indicating the cause of displacement (transfer to a special collection, to the reading room, etc.). Numerical-type order Version A: Serials can be ranged in the order of the access number, i.e. in the order of their arrival, without distinction as to their size or contents. This method has the following advantages: first, as the access number and the call number are identical, the accession register functions as the library's shelf-order catalogue as well; second, place can be saved by ranging the volumes tightly. On the other hand, the disadvantage lies in the same fact: because of the differing heights of the documents considerable shelving space is lost. Furthermore, additional copies arriving later have to be filed separately, encumbering otherwise routine work such as lending and stock-taking.

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Version B: Separation of the serials according to their size and applying numerical order within distinct size categories. This method results in saving maximum space in the stacks as the pitch of the shelves can be adjusted accordingly. On the other hand, shelving of the volumes has to be looser in order to allow insertion of additional copies. Note: Special attention is to be given to series, whichever method is being applied. Series are best kept together both in the stacks or on display. The consequences are similar to those discussed under Version B: place has to be planned (left empty) for volumes to come. 311.2 Open shelf access Open shelf access presupposes a shelf order evolved according to subject groups and flexible enough to allow the librarian to add and/or insert later acquisitions. In this case the documents are arranged according to an international scheme of classification (UDC or Dewey) or in subject groups designed by the library itself. The two latter systems (Version Β and the subject order) require a separate shelforder catalogue, as the access number and the call number of the serials differ. Summing up what has been said: each library has to determine individually which arrangement will be most suitable to its given situation. Experience shows that combination of Version Β in the stacks and subject order in the reading room on open shelves is most viable for small but steadily developing, or medium-size units. 312 Allocation of the call number 312.1 The call number Serial publications, like other types of documents, must be allocated a call number by which they can be stored in the central stacks. Should they be transferred to the reading room to be put on open shelves they will be given an additional, special identification mark, called secondary call number. If the library opts for a system in which the call number differs from the access number, the following should be kept in mind. In order to differentiate the call number of the serials from that of other types of documents, the use of a mnemotechnic sign (like for the inventory) is suggested. This will depend on the language used. E.g. S stands for "serial", Ρ for "publication en série" in French, etc.

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312.2 Rules of allocation • The call number of a serial is a combination of the letter S. and one of a continuing sequence of numbers, running from 1-. The same applies for the size category of newspapers to be designated by SR (or its equivalent in any language). By using this method there are two size categories only: one for newspapers, the other for the storage of all other types of serials. Note: If there is a need to save maximum space in the room, serials can be shelved according to three categories, e.g. SA for volumes of 0-19 cm (0-7,6 ins), SB for size 20-29 cm (8-11,6 ins) and SC for size 30- cm (12- ins)).

The third element of the call number is the volume number or the date of coverage of the serial in hand which is given preceded by a slash. E.g. S1/1 S1/2 S1/3 or S 2/1990 S 2/1991 S 2/1992 or SN 1/1982 SN 1/1983

[distinction by volume number] [distinction by date of coverage]

•

Separate volumes of the current or back runs of the same serial, whether they arrive one by one or as a multi-volume set, will be given the same call number (See also 215.2, Step 3). E.g. access number call number SER 36 S 24/1 SER 39 S 24/3 SER 44 S 24/Suppl.l or SER 57 S 27/1 [multi-volume set] S 27/2 S 27/3 •

Separate copies of the same serial are assigned the same call number differentiated by a colon and an ordinal number (see also 215.2, Step 3). access number SER 61 SER 68 SER 93 or SER 97 SER 98

call number S 50/7 [first copy] S 50/7 : 1 [second copy] S 50/7 : 2 [third copy] SN 12/1991 SN 12/1991 : 1

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312.3 Complementary operations a) Indication of the call number • in the inventory; • in the Kardex; •

in and on the publication itself (see also b) Labelling).

The call number is inscribed • on each issue of the serial on the left upper part of the cover or on the first text page (newspapers); • in case of unbound or incomplete volumes protected by cardboard plates, on the same part of the upper plate, as well; • on the verso of the title page of annuals and bound volumes, normally in the stamp of possession (or above it). (See 215.2 Step 6). b) Labelling • if the call number cannot be shown clearly on the issue, it is inscribed on an adhesive label or on a blank paper stuck on the upper left part of the cover; • in case of annuals and bound volumes the label is stuck on the upper part of the spine. Paper covers must be removed previously. Minor publications without a spine are treated like individual issues. 312.4 Assignment of a secondary call number Any class number or subject heading may be used as secondary call number for the arrangement of documents on open shelves, to facilitate direct access. The main subject in this case should be indicated by a maximum of three digit class numbers or by broad concepts as headings. Within these broad subject groups serial items should be ranged in the alphabetic order of their titles. Cutter marks (D) are best used for this purpose. The secondary call number must be indicated both on the spine and on the verso of the title pages, where applicable, as well as on the respective Kardex cards. It is also important to have them shown on the shelf-order cards (see 224.14, 231). When a document, for any reason, is replaced in the stacks, the secondary call number should be removed from both the item and the files. Note: For small libraries with holdings between 50-150 serial titles there is no need of a secondary call number. The simplest method for open-shelf access is the arrangement of periodicals in the alphabetical sequence of their title. However, this raises another kind of problem: the method of display to be followed in case of title changes (earliest,latest title arrangement). The best solution is to put the periodicals under their current title as this method coincides with 63

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modern cataloguing practice. The catalogue entry filed under the current title informs on the bibliographic links of a serial's life, thus, items bearing former or later titles can easily be found on the shelves. For newspapers on display see 223.2 Step 3. 313 Shelf-reading In the time between two stock-takings the collection should be regularly shelf-read. It is sufficient to use the shelf-order catalogue only, as the purpose of shelf-reading is simply to make sure that each item is in its proper place. The operation may turn up "lost" or misfiled items and is also an opportunity to check the existence of memento slips in case of displaced volumes. Shelf-reading should be carried out every month in small libraries; in medium-size units the suggested interval is every six months. 314 Shifting Materials must be shifted from time to time to make room for new materials or additional copies. Shelves may be considered full when three-fourths of their capacity is reached (but see, as an exception 311.1 Version A). When shifting, items should be pushed to the left to leave room at the right end. Shifting can be combined with shelf-reading. 3 . 2 CO-OPERATIVE STORAGE Co-operative storage is an advantageous but very costly way of serving the library clientele. Even if the retention and storing policy of particular libraries can be harmonized, it is unlikely to be feasible for libraries in poor countries to set up a special building or storing room and finance its maintenance in order to be able to withdraw earlier volumes or complete sets from their own stacks and store them in a more rational way (e.g.compact shelving on rolling stacks). The only case where co-operative storage can be envisaged is a university network of faculty libraries sending their little-used material to the central library. At such times, several solutions are available: the library offering part of its collections remains owner of the material, either for an indefinite or for a transitional period only, or its proprietorship is transferred to the central library. In this latter case, "co-operative storage" certainly loses its original purpose. The consequences of the changes in the local storage of the offering library have to be marked in the respective catalogues.

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3 . 3 MICROFORMS When speaking of microforms we are generally thinking of microfiche (D) and microfilm (D), both suitable for storage and preservation of several types of serials. The role of microforms from the point of view of preservation will be discussed under 342.2; as for the aspects of storage the following can be said: Nowadays, both retrospective material and current volumes of periodicals are available in microform, for reasonable prices. This and the fact that microforms occupy far less space in the stacks - according to Davinson (R), about twenty times less than a bound volume - would induce librarians to decide unquestionably for the acquisition of microforms instead of the traditional paper format. On the other hand, disadvantages should warn those responsible against quick decisions in this respect. Counter-arguments can be summarized as follows: • additional cost of microform reader(s) and/or reader-printers (these latter are able to produce magnified paper copies of the film/fiche on the spot); • maintenance costs (accessories + continuous servicing); • special space requirement in the reading room in order to house the equipments suitably; • the reluctance of library clientele to use microforms; • staff time expended on operating the equipment and assisting readers in using it; • finally, it has to be kept in mind that both the equipment and the materials are sensitive to climatic factors (humidity, dust, etc.) and thus call for continuous care. Nevertheless, there has been a steady increase, since the mid- 70s in the use of microforms, as it seems that the benefits outweigh the difficulties mentioned above (R). With the introduction of COM (computer output microform) (D) and the advances in the technology of reading devices, microform serials (newspapers, out-of-print back-files, reference works and other sources such as union lists and their regular updates) *RL* have become easily accessible and readable. The latest products are able to reproduce (and magnify) microform texts of high reduction ratio too.

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3 . 4 CONSERVATION, PRESERVATION 341 Conservation From the very moment of their inclusion in the library, documents have to be handled properly while processed, stored and circulated. The physical condition of the material is already checked in the course of the acquisition process. Later repairs, the advantages of binding or protecting serials by other methods will be discussed under 342. When speaking of conservation on a general level, there are routine activities in a library and also special measures to be applied by units functioning in tropical zones. 341.1 The premises The premises of the library must be kept well-aired, dust-free and properly cleaned. Heat, excessive light and humidity should be avoided. The correct temperature has to be ensured and systematically maintained: 18—25°C (64—77°F), and a relative humidity of 45-55% for paper, 20°C (68°F) and 30% for microforms. These conditions can only be provided with air-conditioning. Every effort should be made to have this installed, possibly under special international projects, at least for the storage area, where otherwise, drying-out of the paper and bindings, or else, development of fungoid or mould growth is likely to occur. (R) 341.2 Shelving, insects and rodents The use of metallic shelves rather than wooden ones is suggested. These cannot be damaged by woodworms or rodents, they are not likely to warp under the weight of bound volumes, can easily be adjusted to any size of material and are fxre-proof (see > 341.3). The measures to be taken against pest infestation depend on the given region. In the absence of pesticides and rodenticides, currently used local poisons and devices (traps) should be used. 341.3 Fire, inundation Fire protection has to be taken seriously, especially, if there is no way to install metallic shelves. Wooden shelves should be treated with fire-resistant material and

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the storage area as well as the reading room should be provided amply with fire extinguishers. Staff should be trained in their use. Unpopular measures have also to be taken: the entire premises of the library should be declared a non-smoking area. Inundation can occur in the period of monsoon rains. Correct fitting of the lowest shelves can prevent damage in the stacks. Also, it should be a rule never to put any material on the floor. 341.4 Security Mutilation of pages or of the volumes/issues themselves and theft of the material represent another source of damage. As installation of an electronic security system is out of the question in libraries under discussion, stacks should be closed to readers, as a minimum measure, and at least one staff member should be on duty in the reading room during opening hours. The mere presence of a supervisor has a psychological influence on unfair users. 342 Preservation Preservation of serial literature has become one of the main concerns of libraries in recent years. There are several aspects involved, on both the international level and the local level of the individual libraries. As libraries have the double task of disseminating and at the same time preserving information, an appropriate technique had to be found and international cooperation envisaged to stop the physical decay of collections without reducing access to them. The most widely adopted media which fulfill the two objectives are the microforms. During the last ten years many thousands of microforms have been produced by commercial firms (R) and libraries themselves. This fact, on the other hand, has raised a series of questions and problems: the lack of a general preservation policy for serials on the international level, the need to create specific catalogues/databases of the available microforms and the issue of the preservation, care and handling of the microforms themselves. 342.1 Preservation at the local level Planning of an effective library preservation programme is of prime importance even in the smallest libraries. An ideal programme will always be hampered by 67

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lack of resources, so preservation has to be planned with utmost realism, and common sense. It is very important to be aware of preventive procedures (appropriate shelving, good housekeeping, cleanliness) and to understand two propositions: • not all library collections can be preserved, • not all library collections need to be preserved (R). In the following, both traditional and modern preservation issues will be discussed. 342.11 Binding. Binding is still the universally used traditional method of preserving serials. First of all, a decision has to be taken on which periodicals will be bound, as financial resources normally do not allow for the binding of all titles. As a general rule: 1) local newspapers and the most important and/or expensive journals and those in heavy demand are bound, 2) only complete volumes are bound. Binding or other protective measures for the preservation of the material is carried out normally at yearly intervals, on the basis of the library's binding instructions. These include: • general guidelines on the type of protection (bound, protected otherwise, stored in boxes); • the type of binding for newspapers or periodicals (newspapers are best bound in uncovered (card) boards with a cloth spine and corners, journals should be provided with cloth covered boards and spine); • prescriptions for the collation process (handling of covers and advertisements); • the indication of colour and a pattern sheet for the spine of each periodical. (It is useful to choose the same colour for all bound volumes of the same periodical and different colours for different periodicals. This facilitates shelving and the detection of misplaced volumes.) 342.111 Commercial bindery. The process ofpreparation for binding or any other protective measures is the following: Step 1 When an ending issue which completes the given volume arrives and this is recorded in the Kardex, the volume has to be prepared for the bindery. Sometimes this can be done only after the arrival of the first issue of the next volume containing the title page and index of the previous (complete) volume. This fact is also shown in the Kardex. Step 2

The pages of the volume are collated i.e.counted and checked for completeness. Covers and advertisements are removed, except in national 68

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libraries where they have to be retained as important sources for researchers. Errata sheets are stuck to one of the preliminary pages of the respective issue. If the material is still bulky, larger volumes can be split to be bound in several units. This ensures easier handling both in the stacks and the reading room. Step 3

A list of the complete volumes to be sent to the bindery must be drawn up. The list should contain, for each item, the call number, the title, the numbering data, the number of the desired physical (bound) units and the date of dispatch. On arrival, the volumes are checked by means of this list on which the date of receipt is also be recorded. The list is accompanied by the respective binding instructions.

Step 4

The fact and the date of having sent one or more volumes to the bindery, as well as the date of receipt have to be entered in the Kardexfor each periodical.

342.112 Simple in-house methods. • Incomplete volumes of periodicals and complete volumes, which cannot be bound because of financial considerations, are protected by cardboard plates. (For the inscription of the call number and labelling see > 312.3.) Additionally, it is desirable to stick a registration slip on the verso of the upper cardboard plate containing the following data: call number, title, volume number, enumeration of issue numbers, or in case of a complete volume, the sign of completeness (£). Should an incomplete volume be completed, it will be decided whether it is to be bound or not and handled accordingly. • Cardboard plates can be replaced by boxes (so-called pamphlet boxes). These can mainly be used when the periodical issues to be protected have a certain rigidity and support each other; • If for any reason newspapers cannot be bound, they should be protected by cardboard plates but in this case they must be shelved flat, on shelves wide enough to house them suitably.

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Microfilming As mentioned before, microfilming or transfer to microfiche is the preferred method of preserving serial literature in developed countries. In case of small libraries in LDCs local filming of their own serials is out of question: not only the financial background but also the know-how and other prerequisites (equipment, material) are lacking. 342.12

On the other hand, utmost consideration should be given to the handling of microforms acquired by the library in order to ensure their longest possible life *RL*. As a precaution against known hazards, storage should preferably be ensured in compliance with ISO recommendations, the main features of which are the following: • the storage area: the site should be determined bearing in mind: the orientation of the building, not in the basement, nor on the top floor, not against outside walls, nor on the floor, not in areas containing water pipes; • the temperature: should not exceed 20°C (68°F) for all types of microforms; • the relative humidity should be maintained around 30%; • enclosures: all types of microforms should be enclosed in suitable metal or plastic cans in preference to cardboard boxes. Acid-free paper envelopes supplied by micropublishers should not be replaced! Under the circumstances recommended above life expectancy of "medium-term" films is a minimum of 10 years, the "long-term" or archival film is suitable for the preservation of records practically for ever (a minimum of 100 years). (See Annex 3 - Standards dealing with technical details.) In this respect it is interesting to note that according to current information CD-ROMs cannot be guaranteed to last longer than 8-10 years, so, their possible use as a preservation medium is questionable. Preservation at the international/regional level (R) Considerable efforts have been made at the international level in the last 10-15 years to face preservation issues and to find solutions to them. 342.2

The IFLA Core Programme PAC (Preservation and Conservation) was created as early as 1986 (see > 522). The existence of PAC gave an impetus to the realization of case studies, research projects and to international co-operation in this wideranging area. The resolutions adopted at the IFLA Symposium on Managing the Preservation of Serial Literature, held in Washington in 1989 (R), as one of the first of a series of meetings, were addressed to the Conference of Directors of National Libraries (CDNL) worldwide. As a result, an international Working Group on the 70

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Preservation of Serial Literature was set up in 1990 (R) with the task of focusing on national preservation programmmes and the general policies to be adopted. The WG compiled a Draft retention policy for serial literature and it also stressed that developed countries should provide assistance to developing countries - largely in the form of training, preferably through the operation of IFLA Regional PAC Centres, and by supplying appropriate sources. The most important events which took place in this spirit are the following: • IFLA's Pan-African Conference on the Preservation and Conservation of Library and Archival Material, Nairobi, 1993. The Conference, organised under the auspices of the IFLA Core Programme ALP (see 522), was attended by 70 participants from 24 African and 8 other countries (R); • a series of interactive training modules in preservation management intended for use in developing countries, initially in South East Asia and the South Pacific (R). The first workshops took place in Thailand and Fiji, in 1992, funded principally by Australian authorities; • in Europe, the Commission of the European Communities initiated, in 1989, the EROMM (European Register of Microform Masters) project (R), aiming at the creation of a catalogue, at the European scale, of all microforms available, produced by libraries or commercial firms. The bibliographic records gathered into a common database represent periodicals, newspapers, monographs with no limit of language, date or origin. By the end of 1993, over 40,000 records were loaded into the database. They are available (and can also be used as an international serials index) in the form of a catalogue on microfiches (or tape). The EROMM is hosted by the "Niedersächsische Staats- und Universitätsbibliothek", D-37070 Göttingen, Germany (Fax: (49) 551 393468).

References 3.3/1 3.3/2

341.1

Davinson, ref. 131/2 Farrington, J.W.: The use of microforms in libraries : concerns of the last ten years. In: The serials librarian, 1985-1986, vol.10, no.1/2, Fall/Winter, p. 195-199. (Special double issue: Serials librarianship in transition) The IFLA Section on Library Buildings and Equipment is responsible for the publication of the series: Library building planning leaflet: No.l Käser, D.: Preparing the building program document No.2 Jopp, R.K.: Security in library buildings No.3 Weber, D.C.: Information technology and library buildings (functional layout and space allocation; the building structure and its systems: lighting, ventilation, power supply, equipments, etc.). - 1993.

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342/2

342.1

342.2/1 342.2/2

342.2/3

342.2/4

342.2/5 342.2/6

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Principles for the preservation and conservation of library materials / by J.M. Dureau and D.W.G. Clements . - The Hague : IFLA, 1986. (IFLA Professional Reports ; 8) UMI (University Microfilms International): a dominant publisher of newspapers and journals on microform, possessing, among others, archival copies of about 18,000 periodicals and 7,000 newspapers. Address: UMI, Ann Arbor, Michigan 48106-1346 (US). FAX: (1) 313 665-5022 Education for library preservation / by W. Smith. - Paper presented at the 59th IFLA General Conference, Barcelona, 1993. - 7 p. (No. 196VOSPER) Preservation and conservation : special issue of IFLA Journal, 1994, vol.20, no.3, p.258-350. Managing the preservation of serial literature : an international symposium / ed. M.A. Smith. - München : Saur, 1992. - 291 p. - (IFLA publications ; 57). - ISBN 3-598-21783-8 CDNL Working Group on the preservation of serial literature. Paper for discussion at the meeting of CDNL, Moscow, 1991. - 11 p. (No. CDNL 91/6). - Unpublished typescript. Proceedings of the Pan-African Conference on the preservation and conservation of library and archival materials, Nairobi, Kenya, 21-25 June 1993 / ed. J-M. Arnoult, V. Kremp, M. Musembi. - 214 p. (IFLA Professional Reports ; 43) Smith, ref.342.1 European Register of Microform Masters / by J-M. Amoult, F. Lereche. Paper presented at the 59th IFLA General Conference, Barcelona, 1993. 10 p. (No. 207-CONSERV).

CHAPTER 4 SERVICING Note: Titles in italics refer to subsections dealing with operational activities 4.0

Direct access to serials: Introduction

4.1

Readers' Service 411 Registration Service 412 Reading Room 412.1 Direct access 412.2 Controlled access 413 Reference Service 414 Loan Service 414.1 The issue system 414.11 Renewal 414.12 Reservation 414.2 Statistics 415 Photocopying Service 416 Translation Service

4.2

Access to serials through secondary services 421 Current awareness service (CAS) 421.1 Local CAS 421.2 Commercial CAS 422 Abstracting and Indexing Services (A & I) 422.1 Abstracting services 422.2 Indexing services

4.3

Access to serials through interlibrary loan 431 The international scene 432

4.4

The local scene

Access to serials through union catalogues

References

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4.0 DIRECT ACCESS TO SERIALS: INTRODUCTION To provide the user with up-to-date information is the central concern of a library. Basically, the library is open to all visitors; the visitors have access to the full collection, both on the premises or on loan. The library should be prepared, if necessary, to seek information outside its own resources, including other libraries, and/or by making use of secondary information sources such as specialized agencies. 4.1 READERS' SERVICE The readers' service, whose task is to care for visitors, includes the following service points: 1 Registration Service 2 Reading Room 3 Reference Service 4 Loan Service 5 Photocopying Service 6 Translation Service Note: Depending on the size of the library, activities under Nos. 1 plus 4 and 2 plus 3 respectively, can be combined. 411 Registration Service The users of a library must first be registered. Users apply for library membership by filling in and signing the membership application form. The form has to contain, in brief, the relevant library regulations which the user acknowledges by his/her signature. Registration for membership is free of charge. The forms are filed in the alphabetical order of the users' names. On registering, every reader is given a membership card issued for one year. (Coloured cards facilitate the checking of expiry date.) Renewals have to be made in person. Both the application form and the membership card are numbered; this enables the library to survey annually the number of registered readers. The membership card contains the following data, based on the required identification documents: name, address, occupation, number of the card, issue date. A space left empty will serve for the borrowing data if needed. In addition, it is useful to indicate the library hours of the reading room and the loan service.

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Positioned as it is, the registration service can also be helpful to newcomer library users in offering them "first library orientation": the basic information which everyone needs to make minimal use of the services. 412 Reading Room The user visiting a reading room has in general two possibilities: direct access (to current material) and controlled access (to back sets). In either case, reference works (dictionaries, manuals, etc.) can be consulted freely. 412.1 Direct access Step 1 On entering the reading room, the reader presents his/her membership card to the library assistant at the desk. Step 2

He/she is then free to look for the document needed on the open shelves. In the case of fairly large collections (beyond 150-200 serial titles), a special author-title catalogue is installed in the Reading Room indicating the secondary call numbers, which facilitates location of the desired document, normally arranged in subject groups. In small libraries current issues of periodicals are displayed on special sloping shelves, in the alphabetic order of the titles. A common method is to house also back numbers (issues of one or two years) behind these shelves which, being hinged at their top, can be lifted.

Step 3

To avoid shelving errors, the reader is asked not to replace the document. On leaving, he/she has to hand in items used at the desk and can thus recover his/her membership card. Note: Membership cards are filed in the alphabetic order of the readers' name or, when the seats in the reading room are numbered, the cards are put into/taken from the appropriate numbered box of the readers' "tray".

412.2 Controlled access Step 1

See 412.1

Step 2

After searching in the catalogues the reader fills in the request form(s) indicating the call number, the title, and the number of physical units of the desired document, date, his/her name and signature or, in case of numbered seats, the seat number is given in place of the name.

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Step 3

The request forms are handed in at the desk; the desired documents are obtained from the stacks.

Step 4

On leaving, the reader has to hand in the documents at the desk where the request forms will be destroyed and the documents grouped to be returned later to the stacks. Note: Normally not more than five items can be consulted at one time.

413 Reference Service The reference service is set up next to, or in the case of small units, in the reading room. The special stock of this service contains encyclopaedias, dictionaries, guidebooks, directories, maps, timetables, yearbooks, etc. The section's duties include advisory service to the users, a kind of PR activity, and organizational tasks vis-a-vis other libraries and the larger community. First and foremost, readers have to be instructed on how to use the sources of information, such as the reference tools. Use of these needs training and long practice. Another task of the service is the compilation of a "Library User's Guide". This should explain the structure and services of the library, drawing attention to the holdings and any special collections (e.g. journal articles, translations, microforms, etc.), arrangement and access to the files and their use, and give information on other details as well (like library hours, postal and visiting address, members of the staff). The guide has to be updated regularly. This service is also responsible for the display of new acquisitions (see also > 421.1), for designing posters, information leaflets, and organizing, at its own initiative, or by special request, group sessions for users, lectures or seminars, and small exhibitions to acquaint the community with the library's scope of activity. 414 Loan Service Through the operations of the loan service the user is lent a desired document, or several documents, which he/she can take home for a predetermined period of time. Loans are free of charge.

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Reference works and certain types of serials, like periodicals and newspapers, either bound, unbound, or on microform should not be lent (but see > 415, 4.2). Readers may borrow three items (volumes) of yearbooks, annuals, books, etc., at a time, for one month. Note: For "Periodical routing", the special task of the loan service, see >421.1. 414.1 The issue system The issue system has • to record which reader borrowed which document(s), • to record which document is borrowed by which reader, • to control by which date the document(s) are due for return and which are overdue, • to permit items to be renewed (see > 414.11), • to allow readers the desired document(s) (see > 414.12), • to enable library staff to compile statistics (see > 414.13). To control all these aspects, different files need to be set up: by borrower, by document (call number), by due date. Step 1

The borrower produces his membership card. On presenting it, the loan service will draw up a "slip holder pocket" containing the library registration number and the personal details of the borrower. The borrower puts his signature on the pocket. This pocket will serve to hold the first slip of the three copies of the issue form(s) (see also > Step 2,3).

Step 2

The borrower will be requested to fill in a triplicate issue form (with carbon paper inserted) for each document he wishes to borrow, giving the following details: call number, title, number of physical units, date, his name and signature.

Step 3

The three parts will be separated, the first copy is placed into the slip holder pocket (see Step 1 ). This being filed by the borrower's name allows the control of the number of items borrowed by one person. The second slip is filed by call number, this allows the library to know which document is on loan (when e.g. stock-taking is under way or when the document is requested by another reader). The third slip is filed according to the due date, usually one month from the issue date. This file permits the library to control accurate remittance 77

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and overdue items. The file has to be checked every day, and after a time of grace of a week, a reminder is to be sent to the borrower. The second reminder follows one month later. Checked-out documents have to be claimed consistently. Step 4

The issue date for as many documents as are borrowed, is stamped on the membership card of the borrower which serves to remind him of the number and the expiration date of the documents borrowed. On returning them, that date will also be stamped on the card, and all the copies on the files withdrawn. The slip holder pocket will be handed back to the borrower only if all the borrowed documents have been returned.

414.11 Renewal If the borrower wishes to keep the document for another month, he may request this in person, by mail or by a telephone call. Unless another reader has requested the same document, the loan may be renewed for an additional four weeks. In this case the necessary steps will have to be taken by the Loan service to correct dates in the files. 414.12 Reservation When a document requested by a reader turns out to be on loan, a memento slip containing the name of the reader has to be put both into the file by call number and into the file of due dates, clasped to the issue form of the document sought. When the document is returned, the reader is notified by mail. The book is put on the reservation shelf. 414.2 Statistics Statistics are compiled every day and summarized monthly and annually. They are done concerning both the reading room and the loan transactions, on the basis of the request and issue forms before destroying them, after withdrawal from the files. Use of the collection can be analysed best by keeping a record of the number of registered readers, the number of users of the reading room, the number of borrowers, the number of volumes (and physical units) read and borrowed. Other aspects (language and subject of the documents on demand) can also be summarized and analysed.

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Lastly, it has to be noted that since the mid-1980s automated online circulation systems have been in use: these have revolutionized all stages of the charge and discharge process discussed above. Simple microcomputer-based systems have also been designed since, to meet the needs of the smallest libraries.(R) 415 Photocopying Service Photocopying facilities play an important role in servicing the library clientele. Depending on the size of the library, reproductions are produced by the specialized photocopying service or by the library assistant responsible trained in the use of the equipment(s). Copying is free of charge up to a certain number of pages, or is to be paid for in accordance with the library regulations. As mentioned earlier, certain types of serials should not be lent. Consequently, demand of the users is directed towards the supply of photocopies of articles, studies published in periodicals and newspapers. However, as library materials are normally covered by copyright law, in view of copyright restrictions only single copies of parts of periodical volumes, issues or books, can be provided, solely for private or non-commercial purposes (research, training, etc.). Copies of complete volumes or issues cannot be supplied (R). (See also > 421.1) 416 Translation Service The library should be able to provide the user not in command of a given language with the desired translation of articles or contents pages of periodicals, abstracts, etc. This should be done by experts in the field concerned having a good knowledge of a foreign language. Translators are listed by the service, indicating their name, address, their subject field and the language they are specialized in; an index according to these two latter aspects is useful. Translation must be ordered and paid for in accordance with the prevailing regulations. Translations should be stored in the reading room and registered in a special file, not only to make them accessible to visitors, but also for management reasons: in order to avoid duplicate efforts in case of repeated orders.

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4 . 2 ACCESS TO SERIALS THROUGH SECONDARY SERVICES "Secondary services" produce or use as tools "secondary publications", i.e. documents such as abstracts, indexes to periodicals, current awareness journals (D), etc. which are to disseminate information already published in "primary publications" such as books, periodicals, reports, and the like. In the following, two of the best known secondary services will be presented. 421 Current awareness service (CAS) Current awareness (D) service is the answer which has been found by libraries, information units and commercial organizations to the expectations of professionals wishing to keep themselves up to date with progress within their special subject discipline. CA services imply reviewing of publications immediately upon receipt, selection of relevant information and bringing it to the attention of individuals (or groups) concerned. There are local and commercial techniques in providing CAS. 421.1 Local CAS In LDCs this type of servicing can be provided in small government/stateowned/controlled libraries or departmental/faculty libraries of universities, where the determinant part of users are government officials and university professors, respectively. First-hand information is particularly important for these groups of decision-makers. The three techniques which may be envisaged are the following: • SDI (Selective dissemination of information) - this is a method by which individuals or groups are provided with current information matching their interests; these should be known by the library staff. A traditional environment allows for a document-level SDI rather than for a detailed content approach. Professionals are notified by a telephone call or a form filled in. Note: In case of computer-based SDI, the interest profile of individuals is automatically matched with the respective content profile. • Periodical routing means that periodicals (newspapers) are circulated among interested users. The user group, the order of routing and the number of periodicals to be routed have to be determined. The periodicals can go from reader to reader, or from each reader back to the service responsible. This 80

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latter method is time-consuming but safer. The periodical issues are provided with a "routing slip" which has to be signed and dated by each user concerned. The routing should not last longer than all in all two weeks, after which time the circulated item has to be displayed as part of the new acquisitions (see 413) or in the reading room. The checking procedure is based on two files: • arranged according to the title of the periodicals, indicating the users, their order and the due date, • arranged alphabetically according to the names of users, indicating which periodicals they are interested in. •

Current contents-type CAS by which is meant the photocopying of title and contents pages of periodicals. These are then grouped within a subject field and distributed to users concerned.

The services discussed are offered free of charge. SDI and current contents notification can best be handled by the reference service, whereas periodical routing should fall under the responsibility of the loan service. 421.2 Commercial CAS (CC) With the literature explosion of the past decades and the explicit need of researchers for quick and broad information, it has become clear that manually compiled indexes and dissemination methods are no longer adequate. As a result, subject-oriented Current Contents (D) compilations reproducing journal contents pages (Life Sciences, Chemical Sciences) have been produced by scientific institutions and/or commercial organizations in printed form and offered for subscription. More recently, the CAS-IAS services are beginning to play an important role: SwetScan (Germany) for example, provides access - on paper, disk, tape and online - to contents page information of some 14,000 scholarly and research journals immediately after publication. SwetScan is complemented by SwetDoc which offers the supply of any article found in the SwetScan contents pages. For similar delivery services see UMI's Article Clearinghouse, UnCover, etc. (R). In this context mention should be made of the ADONIS (Article Delivery Over Network Information Systems) project based on electronic document delivery (D). ADONIS started commercial service as of 1991. The system offers bibliographic details, content indexing and full-text CD-ROM of high-use scientific journals. It has been launched on the presumption that EDD by the publishers themselves would be less costly and speedier than dissemination by any other service.

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Note: Computer-based CC services enable users to scan title and contents pages, eventually supplemented by the full text of the journals or articles of a given subject discipline. 422 Abstracting and Indexing services (A & I) Abstracting and indexing services provide the researcher with news on relevant material which can then be obtained in full elsewhere, by journal purchase, document delivery or interlibrary loan. 422.1 Abstracting services (D) As has been seen already, subject analysis of published literature, in all branches of knowledge, has become more and more important for the simple reason that the flood of literature is too large and published in too many languages for an individual to survey. Subject analysis consists in extracting the characteristic elements of a document (article, study) by producing an abstract (D) or summary. These characteristic elements (i.e. the content of the document) are then specified, either by verbal index entries (subject headings, descriptors (D)) or in coded form (class numbers) in order to facilitate the retrieval of information. Abstracts are accompanied by bibliographic references (see 222.5 and 531.3), or detailed bibliographic descriptions, which allow tracing of the original documents. Large abstracting services produce abstract journals (D) in various subject areas (Biological Abstracts, Chemical Abstracts). The abstracts they contain help professionals to decide whether to read the original full-text article, or help for example by extracting the essence of an article written in a language which would not otherwise be understood (R). Abstract journals also function as prominent serial indexes of a subject area: e.g. Chemical Abstracts covers articles of over more than 10,000 serials serving chemistry.

E.g.

Note: A great number of abstract journals are available on magnetic tape, on a kind of a microform, on CD-ROM and/or online. Library and Information Science Abstracts - LISA (London, LA) has been available on microfilm (1969-) and can be accessed through CD-ROM as of 1987. It includes abstracts from about 550 core journals, conference papers, reports, etc., in 30 languages (R).

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422.2 Indexing services When a reader wishes to find something published in a discipline of his interest, he has to know in which periodical and in which issue of that periodical the article was published. For an answer, he has to look into a periodical index. Periodical indexes are periodical publications which regularly and systematically index the contents of periodicals (and other documents) within specified subject fields. They are produced by "indexing services" (scientific institutions and commercial firms). Specialized periodical indexes include e.g. the following: Social Sciences Index, Humanities Index, Education Index, General Science Index, etc. (R). The number of periodicals indexed ranges between 70 and 2,500. There are special indexes for materials published in newspapers. To conclude: Subscription to A & I services is very expensive and is consequently not affordable for small libraries. There are good examples, however, for the local listing and indexing of publications arising from research activities of a given region, as in the case of the South Pacific Periodicals Index (PIC, 1982-1984), the Pacific Index to Agricultural Journals (SCAINIP), the Nigerian Periodicals Index (CULNU, 1986-), the Index India (1967-). 4.3 ACCESS TO SERIALS THROUGH INTERLIBRARY LOAN The term "interlibrary loan" is used to define a transaction by which one library supplies a document from its collection to another library, upon request. The term includes the supply of the copy of a document as well ("document supply"). At present, on both national and international level, contributions to serials are made available exclusively through the supply of copies. The operation which enables users to have access to the material they need, is called "Interlibrary lending" (or briefly interlending). The internationally adopted abbreviation for interlending and document supply is ILL *RL*. An ILL unit may be a distinct part of a library, or included in the readers' service, or, the activity may be the task of one staff member only *RL*.

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431 The international scene In 1987 IFLA adopted the revised version of International Lending: Principles and Guidelines for Procedure, having realized that safe functioning of interlending can only be based on the international co-operation of libraries. The adoption of effective methods concerning the setting up of national document supply centres (D), the specification of the procedures concerning requesting (R) and supplying material, the statistics to be collected, etc., contained in the Guidelines aim to offer a basis for the conduct of international lending in individual countries and libraries *RL*. The new electronic technology (EDD applied in document supply) has brought about both great opportunities and many problems concerning copying, networking, distribution and financial coverage (R). This latter is worth mentioning, as the costs of ILL transactions are considerable. There are "hidden" and direct costs involved (like overhead and staff costs, and, on the other hand, copyright royalties to be paid for photocopies, mailing and other bills to be covered). Current charging mechanisms and the feasibility of the establishment of an international voucher scheme have long been under study (R). Coupons have been introduced as of 1995 for a trial period of two years. Participation in the programme in the future is foreseen on a voluntary basis. A significant role is being played in international ILL by the British Library Document Supply Centre (BLDSC, Boston Spa, UK). On the basis of more than 50,000 periodicals and about 1 million microforms, the Centre handles approximately 3 million requests annually. Requests for ILL are satisfied within 3-5 days. Some of the databases available on CD-ROM produced by the Centre: Boston Spa Serials (R), Boston Spa Conferences (R), Inside Information on CDROM (contents pages of journals, also called ETOC = Electronic Table of Contents), Inside Conferences on CD-ROM (contents pages of conference materials). It also has a current awareness service: Journal Contents Page Service. The Conference Index helps orientation within about 300,000 conference reports. 432 The local scene It is important that local users have access in the closest possible library to the core journals in their discipline or at least to the contributions (articles, studies) to these. If not, they should at least be served through ILL by a major library of their city or country/region (R). Participation in international ILL is possible only if the national/local machinery is reliably functioning i.e. if the co-operation among libraries is well established (R). The elements of such co-operation might be the following: the division of 84

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responsibility concerning acquisition and storage (see 212, 3.2), the compilation of appropriate union catalogues on local holdings (see> 4.4), and the safe running of reprographic services. To sum up: library networking and resource sharing are the basis for efficient document delivery (R). Small libraries which cannot afford to participate in international ILL should make arrangements with the national document supply centre (normally housed by the national library), to provide literature to clients whose requests cannot be met from the library's holdings. 4 . 4 ACCESS TO SERIALS THROUGH UNION CATALOGUES "The objective of the union catalogue (D) is to facilitate access to serial collections, thereby making the maximum use of resources... The union catalogue provides the necessary information to: • identify and locate known titles of serials; • record holdings (e.g. volumes and issues of each serial in the possession of each participant); • indicate the availability of volumes and issues (e.g. restricted loan, photocopying)" *RL*. Union catalogues have initially been created for the purpose of resource sharing (because of the high cost and growing number of serial titles), but they also serve for some other important purposes referred to in previous chapters. These are: • aiding acquisition policy by revealing the availability of serial titles in a number of libraries and the extent of their holdings; this information helps to decide on new and current subscriptions. The union catalogue also serves as the basis for co-operative acquisition (see 212); • supporting cataloguing by providing standardized bibliographic data (e.g. on the bibliographic history of the serial); • assisting library management in deciding for preservation measures: the acquisition or production of microforms to fill gaps in collections; • backing up interlibrary loan and document supply by providing accurate and comprehensive coverage of the location of documents in demand (see 4.3). Union catalogues of serials vary widely as regards their content (general or limited, i.e. certain categories of serials or forms of material (e.g. newspapers, microforms, etc. are excluded)), their scope (institutional, local, national, regional, international), their date (current or retrospective), their format (card, printed,

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microform, automated (tape, CD-ROM, online, etc.)), and concerning a number of other aspects. The decision to establish a union catalogue has to be based on the assessment of financial, technical and human resources: the economic environment and the willingness of participants to co-operate (R). It has increasingly been accepted, that union catalogues best combine derived cataloguing (D) records with original cataloguing (D) data, i.e. it is more economical for them to make use of data derived from one of the large databases (e.g. the ISSN Register - see > 531, OCLC-CONSER (R), and others (R)) concerning internationally known serial titles - this is "the single entry - multiple use concept" - and to add bibliographic descriptions only of local serial publications (including grey literature!) made by one of the participating libraries. This method has proved to be feasible worldwide. It has to be noted that the obligation to up-date both bibliographic records and holdings systematically is another cost-consuming element of maintaining a union catalogue. Small libraries, even in a manual environment can decide to share resources in producing a union catalogue in card form covering e.g. the holdings of university faculties and departments; the same can be envisaged for the scattered collections of governmental bodies (ministries) (R). Records or sub-sets of records produced by ISDS or reputable union catalogues can be used as source material; this is true even for those well-known reference works which ceased publication (R) or can no longer be updated for lack of resources. To sum up: The union catalogue is considered to be one of the basic tools of serial control and availability and as such, promotes the Universal Availability of Publications (UAP) which aims at ensuring user access to published material of all types, whenever and wherever required (see > 522) *RL*.

References 414.2 415/1

Fayen, E.G.: Circulating systems. In: ALA World Encyclopedia...see ref. 223.11/1, p. 195-197. International copyright conventions: a) Berne Convention : the international convention for the protection of literary and artistic works, 1886; revised 1948, 1967; in 1990 ratified by 71 states.

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b) Universal Copyright Convention. - Unesco, 1955 revised 1974; ratified by 90 states (data of 1993). The UCC established the symbol "c" (c in a circle) which stands for "copyright". Note: "The "Doctrine of fair use" permits... the reproduction, for legitimate purposes, of material taken from a copyrighted work to a limited extent, that will not cut into the copyright owner's potential market for the sale of copies." Citation taken from: Goldman, A.A.: Copyright. In: Enc.of libr. inf. science, vol 6. p. 72. A series of articles on copyright issues has been published in: IFLA Journal, 1993-1994, vol. 19-20, among others by Sandy Norman, IFLA Copyright adviser (c/o Library Association, 7 Ridgmount Street, London WC1E 7AE (UK). Fax: (44) 71 4367218) Woodward, ref. 111/1 Swets Subscription Service: POB 830 / 2160 SZ Lisse (The Netherlands). Fax: (31) 2521-15888 - UMI's Article Clearinghouse provides a document delivery service of article and issue reprints from about 15,000 publications. Inquiries for information from Europe, Africa, the Middle East, and Australasia to be sent to: UMI, Godstone, Surrey (UK). Fax: (44) 1883 744024 From S.E.Asia and the Far East to: UMI Regional HQ, Singapore 0718. Fax: (65) 2937526 - CARL UnCover database currently indexes some 16,000 journal titles and offers an article delivery service in the UK through Blackwell Library Services, Oxford. Fax: (44) 865 791438 Bernier, Ch.L.: Abstracts and abstracting. In: Encyclopedia ... see ref. 224.1, Vol.1, 1968. - p.16-38. LISA Plus : Library & Information Science Abstracts on CD-ROM. CD-ROM ed. - New York : Bowker, 1987Education Index, 1929- ISSN 0013-1385 General Science Index, 1978- ISSN 0162-1963 Humanities Index, 1974- ISSN 0095-5981 Social Sciences Index, 1974- ISSN 0094-4920 Note: The services offer author and subject indexes to periodicals in the given fields. All are published by Wilson (Bronx, N.Y., US) and are available in print, on magnetic tape, online and on CD-ROM. The IFLA Fax Guidelines for transmittal of fax requests were issued in 1995 and are distributed by the IFLA Office for International Lending (c/o BLDSC, Boston Spa, Wetherby, West Yorkshire, UK).

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431/3 431/4

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Electronic document delivery / by G.P. Comish. - Paper presented at the 59th IFLA Gen.Conf., 1993. - 7 p. - ("Information and document access" Workshop paper No.88-Biol/Edhil/W) Comish, G.P.: CD-ROM : impact on the interlending area. In: ABITechnik, 1991, Bd. 11, Nr. 1, p. 11-14. Feasibility of a voucher scheme to pay for international interlibrary transactions / by G.P. Cornish and M.M. Barwick. - Paris : Unesco PGI, 1992. - 61 p. (PGI-92/WS/5) A guide to centres of international lending and copying / by M.M. Barwick. - 4th ed. - Boston Spa : IFLA Office for IL and BLDSC, 1990. - ISBN 0-7123-2076-8 Boston Spa Serials on CD-ROM. - CD-ROM ed. - Oct. 1989- . - 2 times a year. - Contains over 450,000 individual titles. Each year 35,000 entirely new records are added. Boston Spa Conferences on CD-ROM. - CD-ROM ed. - 1991- . Quarterly. - Contains records of over 320,000 published proceedings with nearly 20,000 additions each year. Interlending and document supply for developing countries : papers from the pre-conference seminar in Paris, 1989 / ed. by G.P. Cornish and S. Gould. - Boston Spa (UK) : IFLA Ofices for UAP and ILL, 1994. - ISBN 0-7123-2105-5 A good example is the activity of PIC (Pacific Information Centre, Suva, Fiji). Established in 1963, PIC has developed a considerable regional information database. "PIC's mandate includes... recording published and unpublished materials originating in the region as well as material about the region...; to enable libraries to make an inventory of their national literature with the added advantage of having their bibliographies published collectively and economically at a centralised facility; and to allow for sharing of information and access... to the collective resources..." Citation taken from: Bibliographic control in the South Pacific and the Pacific Information Centre (PIC) / by D. Simmons. Paper presented at the 59th IFLA Gen. Conf., Barcelona, 1993. - 5 p. (163-UAP/Reg.Act.(WS)) Abid, réf. 213.2A.1/2 Bloss, M.E.: And in hindsight... The past ten years of union listing. In: The serials librarian, 1985-1986, vol.10, no.1/2, (Fall/Winter) p.141-148. The OCLC Online Union Catalogue contains about 30 million MARC records, including the CONSER records on serial titles, and about 400 million locations of all types of documents. The records are accessible online, on floppy disk, and can also be ordered in card-form, on microfilm and on MARC tape.

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Note 1: The acronym OCLC stands, as of 1981, for Online Computer Library Center (Ohio, US). This new name had been adopted following the rapid expansion of the OCLC (then "Ohio College Library Center") network database. The Ohio College Library Center was originally established in 1967 as a non-profit resource-sharing corporation. OCLC is the host site of CONSER. Note 2: The acronym CONSER stands, as of 1986, for Cooperative Online Serials Program, for which the Library of Congress provides professional, technical and administrative support. CONSER was initially, in 1973, planned as a "Conversion of Serials Project" aiming at converting manual cataloging records to MARC records. The present CONSER database includes comprehensive coverage of serials, both current and retrospective, without limitation as to subject, language, script, or format. The bibliographic records of the CONSER file can be modified locally for purposes of union list products. The complete CONSER database is available on CD-ROM: CDMARC Serials. - Washington, D.C. : Library of Congress. - Quarterly. - ISSN 1063-8784 Contains nearly 700,000 serial records (including US prepublication records) and 16 search indexes. For bibliographic information on Union catalogues of Arabic, Persian, Turkish, Iranian, etc. serials see: Makooi, Α.: Information resources in the UK on the Middle East. Paper presented at the 59th IFLA Gen.Conf., Barcelona, 1993. In: Booklet 8, p. 17-28. (005-ASIA/OC) Such co-operative activities were already in place in the late 1970s in the South Pacific region: the Pacific Union List of Periodicals produced by the USP Library (University of the South Pacific, Suva, Fiji) in 1977, and listing holdings of 24 libraries; the University of Papua New Guineaproduced National Union List and the Pacific Union List of Agricultural Serials, a database set up by SCAINIP. See Simmons, ref.432/1 Some examples: Union list of serials in libraries of the United States and Canada. 3rd.ed. - New York : Wilson, 1965. - 5 vols. - World list of scientific periodicals, published in the years 1900-1960. 4th ed. - Washington : Butterworths, 1963-1965. - 3 vols. Annual supplements to 1970. - British union-catalogue ofperiodicals (BUCOP), incorporating World list of scientific periodicals. - London : Butterworths, 1964-1980. Quarterly, cumulated annually. - ISSN 0007- 1919.

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Importance and role of standards 511 ISO (International Organization for Standardization)

5.2

Role and achievements of international organizations and bodies 521 Unesco (United Nations Educational, Scientific and Cultural Organization) 521.1 Participation Programme (PP) 521.2 Unesco Coupon Scheme 521.3 Publications activity 521.4 General Information Programme (PGI) 522 IFLA (International Federation of Library Associations and Institutions) 523 FID (International Federation for Information and Documentation)

5.3

International information systems 531 ISDS (International Serials Data System) 531.1 The ISSN Network 531.2 The ISSN Register 531.3 List of Serial Tide Word Abbreviations (LSTWA) 531.4 The use of ISSN 531.5 The use of the ISSN Register 532 AGRIS and CARIS

References

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5 . 1 IMPORTANCE AND ROLE OF STANDARDS In the foregoing much has been said about the role and importance of library cooperation and resource sharing. However, understanding amongst libraries themselves or between users and information suppliers on the other hand would be impossible without tools which ensure uniformity and order in communication on all levels: local, national, international. These tools are the standards. International standardization started about the tum of the century in the electrotechnical field, but the desirability of developing standards for libraries and information services has been perceived rather since World War 2. There are several well known standard-setting bodies on the national (R) and international scene. These latter will be discussed here. 511 ISO (International Organization for Standardization) (Address: 1 rue de Varembé, CH-1211 Geneva 20, Switzerland) ISO is the specialized international agency for standardization. "The objective of ISO is to promote the development of standards in the world with a view to facilitating international exchange of goods and services, and to developing mutual co-operation in the sphere of intellectual, scientific, technological and economic activity" (ISO Memento) ISO is headquartered in Geneva (Switzerland); it was founded in London (UK), in 1946. The member bodies of ISO are national standards institutions (81 full members at present); individuals cannot be members. Correspondent members (22 at present) are organisations in developing countries which do not have their own national standard bodies. Normally, a corresponding body becomes a member body after a few years. ISO's work covers practically all branches of technical and non-technical fields. Work is carried out through technical committees (TC) which may create subcommittees (SC) and working groups (WG) to cover different aspects of work. In 1995 there are 209 separate TCs in existence which have produced about 11,000 standards so far. The principle ISO TC whose work is most visible to serials librarians is TC 46, titled Information and Documentation, founded in 1947. 92

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The membership of TC 46 consisted in 1995 of 29 P-members ("participating") and 31 O-members ("observers"). Its scope is the following: standardization of practices relating to libraries, documentation and information centres, indexing and abstracting services, archives, information science and publishing. The Secretariat is hosted by DIN (Germany). TC 46 is working with 6 sub-committees (on Conversion of written languages (transliteration); Computer applications; Identification and description of documents; Terminology; Statistics; Physical keeping of documents) and one WG (on country codes). TC 46 is in close contact with some other TCs whose work has a bearing on its scope, such as terminology, information processing, character sets, electronic publishing, image recording, storage and use, etc. TC 46 also maintains liaison with international bodies, IGOs, NGOs, UN specialized agencies, information systems which enjoy a special status in advancing proposals and recommendations. The most important liaison members are: Unesco, IFLA, FID, and the ISSN Network. The results of ISO technical work are published as International Standards. The process of standards development is long and progresses through such obligatory stages as the preparatory stage: Working Draft (WD), the approval stage: Draft International Standard (DIS), and the publication stage by which the final version is issued. ISO estimates that about 100,000 persons all over the world serve as national experts participating in the process (R), *RL*. ISO publishes a number of bibliographies, handbooks and reviews, supplying news on the status of standards and draft standards, such as: ISO Catalogue (annually) *RL*, ISO Memento (annually), ISO Bulletin (monthly) and a General Information Booklet, updated regularly. Note: For the list of existing and developing standards in all areas of serials librarianship and related fields see Annex 3.

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ROLE AND ACHIEVEMENTS OF INTERNATIONAL ORGANIZATIONS AND BODIES

There are international organizations and bodies which are engaged, fully or partially, in activities concerning librarianship, information science and related fields. These serve a wide range of functions, including • standardization of data and processes, • the creation, maintenance and operation of international information systems and services, • the generation, exchange and publication of data in various formats, • the publication of a technical and general "support literature" (reports, manuals, directories, guidelines about problems and bodies of international interest); and in recent decades • the provision of moral, technical and financial assistance to developing countries to help them to create their information and documentary materials and systems, or to improve the existing ones (R). The most significant organizations on the international scene to be discussed are Unesco, IFLA, FID, (for ISO see 511). It is to be noted that the work of international bodies is increasingly being supplemented by the intensive activity of IGOs, NGOs on the regional level, such as ACURIL, COMLA, CONSAL, SCECSAL, SCAULWA, etc. 521 Unesco (United Nations Educational, Scientific Cultural Organization) (Address: 7 place de Fontenoy, F-75352 Paris, France) Unesco, headquartered in Paris, is one of the most esteemed Special Agencies of the United Nations system. According to its Constitution signed in London on 16 November 1945 by 37 countries, "the purpose of the Organization is to contribute to peace and security by promoting collaboration among nations through education, science and culture..." The States, Parties to the Constituion believed "in full and equal opportunities for education for all, in the unrestricted pursuit of objective truth and in the free exchange of ideas and knowledge." Unesco today has 183 Member States (in 1946 it had 20!) and 159 States have each established a National Commission for Unesco as a governmental advisory body. The National Commissions serve as central liaison bodies between Member States and the Paris Secretariat; they participate, at the country level, in programme design, execution and evaluation and promote awareness among the public at large of Unesco's ideals and activities. 94

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Unesco's regional representation is ensured by 50 Unesco Offices, among them 13 Regional Offices for education, culture, science and technology. The most important function of the field offices located in the five regions (Africa, Arab States, Asia and the Pacific, Europe and North America, Latin America and the Caribbean) is to maintain interactive relations with relevant national partners and with UN, and donors' representatives in order to provide support for the given region in all fields of Unesco's competence. Note: For details on the location of Unesco field offices see Annex 4. International co-operation partners of Unesco include the funds, programmes and Specialized Agencies (WHO, FAO, ILO, etc.) of the UN system, other intergovernmental and non-governmental organizations (over 100 IGOs and about 600 NGOs), regional banks and private funding institutions. The supreme body of Unesco is the General Conference which meets every two years. It determines the policies of the Organization and approves the programme and the budget. The Organization is headed by the Director-General. The activity of Unesco is governed by the six-year Medium-Term Plans, the most recent of which is the Strategy elaborated for the period 1996-2001 (R). The priority target groups for action are: the LDCs, Africa (33 of the 48 LDCs are in Africa), women and young people. It is intended to contribute special efforts and resources in addition to those already in place: 521.1 Participation Programme (PP) (1955- ) The Participation Programme is open to all Member States in order to support their activities falling under Unesco's objects, and in particular, PP is meant to cover the specific needs of LDCs. The proposal forms for projects seeking financial assistance must be submitted under, and follow the rules and procedures of PP (the National Commissions can supply the standard forms plus all necessary information) and sent to the following address: Unesco Bureau for External Relations Participation Programme and Emergency Assistance Co-ordination Unit 7, place de Fontenoy 75015 PARIS, France 95

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Assistance under PP may comprise the provision of: • publications, periodicals and documentation; • equipment; • fellowships and study grants; • conferences, meetings, seminars, training courses, the services of consultants, participants' travel costs; • financial contributions (in 1995 max US$ 26,000 for a national project, and US$ 35,000 for a sub-regional, regional or interregional project). • It is important to know that under PP, Unesco lends support to the establishment of new National Commissions and to the procurement of equipment, etc. for the most disadvantaged ones in developing countries. The funds of the Participation Programme budgeted for 1996-1997 amount to US$ 22 million. 521.2 Unesco Coupon Scheme (1948- ) Unesco coupons overcome foreign exchange difficulties in the purchase or importation of publications and scientific material in countries lacking or short of foreign currency. In such countries Unesco coupons, whose value is expressed in US dollars, are sold for national currency. The coupons are issued in the values of $ 1000, 100, 30, 10, 3, 1. In every user country there is a body responsible for the sale of coupons; as a rule, this is the National Commission for Unesco. This body supplies information on details of purchase. Users pay for the coupons in national currency at the official UN rate of exchange. They should send the supplier their order with the coupons corresponding to the price of the material, including, where necessary, the cost of insurance and postage. The publishers, distributors or firms accepting the coupons in payment, send them for redemption directly to Unesco Coupons Office, Paris. The currency is called "Unum" ("Unesco unit of money"). As a general rule, all publications, films and material intended for educational, scientific or cultural purposes can be purchased with Unesco coupons, such as: • publications: periodicals, scientific journals, maps, books, textbooks ... • materials: - audiovisual material: movie projectors, raw film, screens, record-players, tape-recorders, photographic material, film, radio and television sets;

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-

• • •

informatic material: hardware (microcomputers, drives, printers, modems, etc.), software (operating systems, programs: processing, database management programs, etc.); school material; scientific material; copyright dues.

The funds of the Unesco Coupon Scheme budgeted for 1996-1997 amount to US$ 20 million. Note: For the list of distributing bodies for Unesco coupons throughout the world see Annex 5. 521.3 Publications activity A very extensive publication activity of Unesco has also to be kept in mind as the majority of the titles, and particularly the serial publications, are distributed on request free of charge (see also 213.2B) *RL*. Unesco information has recently been put on CD-ROM, a tool now widely used. Unesco databases, updated annually, gives access to twelve databases, for example on Unesco documents and publications (49,000 references), on periodicals and institutions in the social sciences, on Unesco Regional Offices Information Services, etc. (R). The whole range of Unesco publications is accessible through the international network of "depository libraries", up-dated by Unesco on a regular basis. The network which has since been expanding continuously, was created in 1946 and consists by now of 157 operational units. 521.4 General Information Programme (PGI) (1976- ) The most visible partner of the library and information community is Unesco's Division of the General Information Programme (known as PGI, the acronym being made up of the initials of its French name: Programme Général d'Information). Established in 1976, PGI was to provide a focus for Unesco's activities in specialized information systems, documentation, libraries and archives. The concept of PGI integrated in a larger context the main objectives of the previously launched UNISIST (D) programme aiming at the establishment of a flexible world network of information systems based on co-operation with "National Focal Points" and "National Information Committees".

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During the mid-1980s emphasis was laid on operational activities in developing countries: successful experiments were carried out in library and information service applications, in setting up of local information units and databases (R). Since 1990, the Division of the PGI has been part of the then newly created Sector for CII: Communication, Information and Informatics (D), intended to promote the idea of interdependency of these three fields (R). On 1 April 1996 the Divisions of PGI and Informatics Were merged under the name INF. The basic objectives, results (outputs) and programme actions of PGI can be presented as follows (R): In general PGI operates in various ways: by promoting consultancy missions; by organizing conferences, seminars, meetings; elaborating feasibility studies for useroriented systems and information services; co-operating with NGOs such as IFLA, ICA, FID. More concretely, PGI offers assistance for building national, regional and international information infrastructure, encourages the development of standards, rules, methods and techniques necessary to generate, store, retrieve, exchange and use information, promotes training and re-training, fosters regional information strategies through the already established regional and sub-regional networks (ASTINFO, CARSTIN, INFOLAC, PADIS, PIALA, SCOP AL, etc.) and continues co-operation with international normative mechanisms, such as ISDS. Publication of guidelines, manuals, reports is also being pursued *RL* and these are distributed free of charge or on a cost recovery basis. Note: For PGI documents resource centres worldwide see Annex 6. Concerning libraries, PGI promotes strengthening of the UNAL (Unesco Network of Associated Libraries, 1988- ) which counts at present about 100 members from 50 countries. Any public library may join UNAL by submitting the request to PGI *RL*. Another very important step was the adoption by the PGI Council in November 1994 of the Unesco Public Library Manifesto 1994 prepared in co-operation with IFLA. "This Manifesto proclaims Unesco's belief in the public library as a living force for education, culture and information ..." and urges decision makers at national and local levels to implement the principles expressed therein *RL*.

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Finally, since 1992 PGI has been involved in a new programme launched by Unesco to protect and promote the world documentary heritage entitled Memory of the World (Memoria Mundi) (R). PGI is collaborating with Unesco National Commissions to draw up a world list of endangered library collections and archive holdings and carry out preservation projects. Initiatives, primarily from developing countries, are welcome. 522 IFLA (International Federation of Library Associations and Institutions) (Address: IFLA Headquarters, POB 95312, 2509 CH The Hague, The Netherlands) IFLA is an independent international non-governmental association without profit motive, whose purpose is to promote international understanding, co-operation, discussion, research and development in all fields of library activity, including bibliography, information services, document delivery and the education of personnel. IFLA provides a body through which world-wide librarianship can be represented in matters of international interest. IFLA's headquarters is in The Hague (The Netherlands). It was founded by 15 countries in Edinburgh (Scotland, UK), in 1927. IFLA has 1300 members in about 140 countries. Its members are library and related associations, libraries and similar institutions, institutional affiliates, and personal members. The activity of IFLA is accomplished through the five Core Programmes and the Divisions, Sections and Round Tables. The Sections are the basic professional groups of IFLA. The 33 Sections and 12 Round Tables are grouped into eight Divisions which promote and co-ordinate professional work. Sections are concerned with types of libraries (e.g. public libraries) or types of library activities (e.g. cataloguing, conservation). Members of IFLA are requested to register for the Section(s) of their choice; the programmes of each Section are developed and monitored by the Standing Committees, the core groups of library professionals. More than 550 experts work in the SCs. The core group of serials librarians is the Section on Serial Publications; it is part of the Division of Collections and Services. The professional work of the five Core Programmes is directed by the Professional Board. The Core Programmes are subject-orientated, intersecting the interests and concerns of all libraries and their users, wherever located. They were set up in the 1970s and expanded in number in the 1980s.

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The Core Programmes are located in national institutions: • UBCIM Universal Bibliographic Control (1974) and International MARC (merged in 1986) (R) at the Deutsche Bibliothek Frankfurt (Germany), • UAP Universal Availability of Publications (1974) at the British Library Document Supply Centre, Boston Spa (UK). Work is carried out at the IFLA Offices for UAP and International Lending, • PAC Preservation and Conservation (1986). The International Focal Point is at Bibliothèque Nationale de France, Paris (France), assisted by five Regional Centres at Leipzig (Germany), Caracas (Venezuela), Tokyo (Japan), Canberra (Australia), Washington D.C. (US), • UDT Universal Dataflow and Telecommunications (1986) at the National Library of Canada, Ottawa (Canada), • ALP Advancement of Librarianship in the Third World (1984) at the Uppsala University (Sweden). Special mention has to be made of ALP and the Division of Regional Activities. The three Sections of this latter, and their Standing Committees are concerned with all library and information services in the developing countries. The Sections • for Africa, • for Asia and Oceania, and • for Latin America and the Caribbean, promote IFLA's activities in these regions and work closely with ALP Programme. The chairs of the Regional Standing Committees are located in Gaborone, Botswana (Africa), in Suva, Fiji (South Pacific) and in Caracas (Venezuela), respectively. The Division's Coordinating Board acts as an advisory body for ALP. ALP lays special emphasis on the creation in developing countries of conditions likely to contribute towards national initiatives and systematic progress towards selfsufficiency. The purpose of ALP is to further the library profession, library institutions and library and information services especially in less developed countries. There is a possibility for librarians, library associations, library schools, etc. who wish to develop co-operation, knowledge and services within the special programme areas of ALP to apply for support by completing the "project proposal form" (R) *RL*. IFLA has also established one office in each region. They are located in Dakar (Senegal), in Bangkok (Thailand) and in Sao Paulo (Brazil). The Regional Offices are headed by Managers who are supporting the ALP International Focal Point and 100

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develop its programme. Information on this programme is communicated through the Newsletter published twice a year by each Regional Office *RL*. The Regional Offices also act as IFLA Clearinghouses, distributing IFLA Conference papers and other documents free of charge (except a modest fee for photocopying and postage). Note: For the location of IFLA Regional Offices and Chairs of Regional Standing Committees see Annex 7. There are some additional aspects to be presented concerning the role and activities of IFLA: •

IFLA's relationship with other organizations: - IFLA has Consultative Status A (the highest classification) with Unesco, and works in close contact with the General Information Programme of Unesco (PGI) (see 521.4). The very intensive standardization activity of IFLA has already been presented (see 221.1) and referred to when speaking of ISO where IFLA has observer status (see 511). -

On the other hand, there are 14 international organizations and bodies which hold consultative status with IFLA, among others: FID (see > 523) and ISDS (see > 531).

• IFLA offers grants, scholarships and fellowships, in most cases for individuals in developing countries (R). •

IFLA is engaged in a very strong publication activity. A great number of its publications are available free of charge for its members (R). Latest information on IFLA, the conferences (including full texts of papers), selected publications, addresses, etc. are offered through IFLANET (via Internet).

•

Recently, IFLA embarked on a new philosophy, the idea of "library twinning" aiming to promote establishment and implementation of twinning arrangements between libraries (or archives) in different countries for the purposes of improving the practice of librarianship (or archival science) across national boundaries (R). The newly released publication, the Guidelines on library twinning (R) was co-sponsored by IFLA and Unesco.

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IFLA holds a General Conference each year at various cities around the world. About 150 professional meetings are held; the conferences are attended by about 2,000-2,500 representatives from 80-90 countries. Assisted by Unesco and other funding bodies, IFLA links training seminars for librarians from the Third World to all IFLA General Conferences. In this way 15-20 persons can attend both the Pre-Session Seminar and the General Conference annually at no personal cost. (The 62nd General Conference will be held in Beijing (China) in 1996, the 63rd in Copenhagen (Denmark) in 1997, the 64th in Amsterdam (Netherlands) in 1998, the 65th in Bangkok (Thailand) in 1999, the 66th in Jerusalem (Israel) in 2000.)

523 FID (International Federation for Information and Documentation) (Address: POB 90402, 2509 LK The Hague, The Netherlands) FID is an international non-governmental professional association for individuals and organizations who are producing and using information products, developing new information systems and methods and are involved in the management of information in one form or other. FID was founded in 1895 as an International Federation of Documentation. Its scope has been reshaped in recent years to cover the whole range of information activities. This was the time when the change in its name also occurred. Issues receiving attention include information management, the application of information technology to information services and the marketing of those systems and services. FID's target audience has been identified as being the "modern information professional and user". FID is also responsible for the continuous up-dating of UDC (see 223.11). FID has its headquarters in The Hague (The Netherlands) and three Regional Secretariats located in Clayton (Australia), La Habana (Cuba) and Lagos (Nigeria) (R). It has over 350 institutional and individual members from about 90 countries. An active publications programme is pursued: FID publishes a number of periodicals and other publications (reports, newletters, etc.) (R), *RL*. 5 . 3 INTERNATIONAL INFORMATION SYSTEMS The use of the computer as a major tool of information processing and the development of machine-readable databases led in the early 1970s to the creation 102

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of international information systems, either "subject orientated" such as INIS and AGRIS (see > 532) or "document-orientated", like ISDS. 531 ISDS (International Serials Data System) Note: For a better identification and in order to make the services more recognisable ISDS Centres changed their names to become ISSN Centres as from 1993. "ISDS" is retained to indicate the system only. 531.1 The ISSN Network ISDS was launched in 1971 as part of Unesco's UNISIST programme (see 521.4), in response to the demand of the scientific community for the bibliographic control of scientific serials. As early as 1972 the major objective of the system was defined as being the creation and maintenance of a comprehensive register of world serial publications of all disciplines. Reliability of the register has been based on two arrangements: • the responsibility of the system for the assignment of the ISSN and the attribution of the "key title" for each serial registered (see 152, 153). These two elements are intended to ensure unique identification of the serial; • the operation of the system through a network of National Centres solely responsible for the registration and bibliographic control of the serial output of their countries, and linked to the International Centre in Paris, co-ordinating those activities. The International Centre is in charge of ISSN assignment for international publications and for the publications from countries with no National Centre. The ISSN Network consists at present of 63 operational National Centres (ISSNNC), one Regional Centre in South East Asia (ISSN-SEA) and the International Centre (ISSN-IC). Note: Each user or serial publisher has the possibility of asking for the assignment of ISSN to serials which have not yet been registered by the Network, by contacting the National Centre concerned or the ISSN International Centre. (Address: 20, rue Bachaumont, 75002 Paris (France). Fax: (331) 40263243.) The International Centre takes an active part in ISO standardization procedures also beyond the two standards under its own responsibility (ISO 3297 and ISO 4, see 1.2 and 531.3).

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The international partners of the ISSN-IC include, in addition to ISO, professional organisations of the publishing and information world, such as: IFLA, FID, Unesco, ΕΑΝ, SISAC, CONSER, ICEDIS, ISBN and libraries running union catalogues, national or regional, based on the ISSN system. 531.2 The ISSN Register The ISSN Register (formerly known as the ISDS Register), an international database, contains all the ISSN assigned by the Network. The purpose of the Register is to provide a comprehensive list of ISSN, key titles and records corresponding to the serials processed by the Network. Each of these records contains, besides the unique authority elements a number of bibliographic elements, mandatory or optional, which ensure identification of the publication (see 221.12). These different data elements (28 all in all) constitute the access points for searching, index creation or the production of subsets (R). The ISSN Register is thus not only the ISSN authority file but at the same time a unique source of bibliographic information on serials from all over the world. The international database counts at present 755,000 records, representing serials in 167 languages and 212 countries. It has an annual growth of about 80,000 new and amended records. The ISSN Register, published by the International Centre, is available on three media in order to satisfy the needs of the different catagories of users: on microfiche, on magnetic tape and on CD-ROM: ISSN Compact *RL*. 531.3 List of Serial Title Word Abbreviations (LS TWA) The International Centre is also engaged in an activity which is complementary to its primary mission: serials can also be identified through the "abbreviated key title", which is a fundamental element of the ISSN record. This kind of title is frequently used in bibliographic references and is considered as essential data by numerous CAS and A & I services (see 421, 422). As the International Centre is the maintenance agency of the ISO 4 standard (see Annex 3: Information and documentation), it maintains and publishes the LSTWA. The List is fed with serial tides included in the ISSN Register and contains at present about 50,000 words in 60 different languages. It is published on three different media: a printed edition, on floppy disk and on ISSN Compact *RL*.

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531.4 The use of ISSN The uses of the ISSN are multiple and varied. The advantages of the ISSN as an identification code for use in the serials industry and the library and information community has already been mentioned under 152. However, ISSN can be used not only as a stand-alone code, but also combined with complementary information, as part of larger and more specific codes, such as: • barcodes (D) for optical recognition of serial publications sold in mass distribution outlets (newsagents, supermarkets, etc.); • the BIBLID (D) bibliographic strip (see Annex 3: Information and documentation) and the SICI (D) code for the identification of both individual issues and individual articles (contributions) in serial publications; • the control numbers used by postal services or the identification numbers applied e.g. in the ADONIS system (see 421.2). 531.5 The use of the ISSN Register Users of the ISSN database rely on the records either to check theirs or to build their own bibliographic file. The practice of using the database as an authority file is growing. Documentation centres, various databases of publishers, sales agents, A & I services and particularly union catalogues of serials, whether national, regional or international, thematic or general, extract records from the ISSN database and add to them only extra records and/or fields they need for their specific requirements (e.g. location, holdings, price, availability, etc.) (R). (See also 4.4.) This is the recommended way also for small libraries in LDCs to handle and process their serial holdings (see > 611). To sum up: Approaching its 25th anniversary, the ISSN system can be proud to have established a widely used co-operative international network and to have integrated in its activity the possibilities offered by new technologies (R), the CD-ROM version of the international database: ISSN Compact and OSIRIS, a microcomputer application. Through these services diffusion of standard source data for a variety of information purposes has been greatly improved. Their presentation follows in Chapter 6. 532 AGRIS and CARIS These two "companion" information systems, subject-orientated, are of prime interest mainly to developing countries.

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AGRIS is the acronym for International Information System for the Agricultural Sciences and Technology. Established by FAO in 1975, its subject scope covers all aspects of agriculture, including forestry, animal husbandry, the aquatic sciences, fishery and human nutrition from over 120 participating countries worldwide. The database registers abstracts and summaries of scientific and technical reports, conference papers and others. There are no language restrictions. The size of the database is one of the largest containing over 2 million records. AGRIS is responsible for two publications: AGRINDEX in printed form, and a CDROM disk called AGRIS, updated quarterly (R). CARIS: the acronym stands for Current Agricultural Research Information System. Established by FAO in 1979, the system offers information on current agricultural research projects in, or on behalf of developing and newly independent countries. The database contains 22,000 full text descriptions of research projects in English, French and Spanish. It started service in 1982 and is updated annually. The printed products of the system include CARIS directories published by national and regional CARIS centres as well as selective printouts produced on request. For more information contact: AGRIS/CARIS Co-ordinating Centre, FAO; Via della Terme di Caracalla, 00100 Roma (Italy). Fax: (39-6) 52253190.

References 5.1

Some examples: US: ANSI = American National Standards Institute, New York, founded in 1918. The Committee responsible for setting standards pertaining to library and information science and publishing is Z39, formed in 1939 and now called: NISO = National Information Standards Organization, Bethesda, MD. SISAC = Serials Industry Systems Advisory Committee, formed in 1982 to develop and promote voluntary standardized formats for the electronic transmission of serial information. UK: BSI = British Standards Institution, London France: AFNOR = Association Française de Normalisation, Paris, 1926Germany: DIN = Deutsches Institut für Normung, Berlin, 1975- .

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511/1

Harris, P.R.: The development of international standards : exploring the ISO/IFLA relationship. Paper presented at the 57th IFLA Gen.Conf., Moscow, 1991. In: Booklet 5, p. 29-34. (20-SER-2) 511/2 Anderson, D.: Reflections on bibliographic standards and the processes of standardization. In: Standards for the international exchange of bibliographic information : papers presented at a course...London, 3-18 August 1990 / ed. by I.C. Mcllwaine. - London : LA, 1991. - p.1-11. 5.2 Rayward, W.B. : International library and bibliographical organizations. In: ALA World Encyclopedia...see ref.223.11/1, p.381-385. 521 Unesco Medium-term strategy 1996-2001. - Paris : Unesco, 1995. - 65 p. (28 C/4: Draft) 521.3 Unesco databases on CD-ROM. - 3rd ed. - Paris : Unesco Publishing, 1995. - ISBN 92-3-003165-8 Note:The CD-ROM uses Micro CDS/ISIS, user messages in English, Fr, Sp. Available: Unesco Publishing Sales Division, Paris (France). Fax: (331) 42733007 The Catalogue of Unesco Publishing is published annually and is available free of charge at the address above. 521.4/1 - République Démocratique Populaire Lao : Centre national de documentation et d'information scientifique et technique: résultats et recommendations du projet. - Paris : Unesco : UNDP, 1988. - 25 p.Rapport final: PNUD/LAO/81/015. No de série: FMR/IPS/OPS/88/235(PNUD). - Submitted by the project consultant and director J.Szilvássy. - Szilvássy, J.: Bibliographic standards : an international perspective. Paper presented at the LA Conference, Leeds, 1991. In: Catalogue & Index, 1991, no.101-102, p. 10-16. [Description of experiences gained with the practical application of bibliographic standards in a LDC, Laos.] - Szilvássy, J.: Bibliographic standards : an international perspective and a perspective on Laos. In: Information and libraries in the developing world. Vol.2. South-East Asia and China / comp, and ed. by A. Olden and M. Wise. -London : LA, 1993. - p. 90-103. 521.4/2 The two partners worth mentioning within the same Sector are: International Programme for the Development of Communication (IPDCÌ. established within Unesco in 1980, and the Intergovernmental Informatics Programme (IIP), created in 1985. The objectives of IPDC are: to assist developing countries to create communication infrastructures and to promote regional co-operation among communication institutions;

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HP's aim is to strengthen infrastructures for software production and to carry out research in informatics to be transferred for the purposes of development. 521.4/3 Unesco's information concept / by A. Plathe. - [1993?]. -19 p. Unpublished typescript. 521.4/4 Unesco Memory of the World Programme : Special issue / ed. by D.W.G. Clements and G. Boston. - IFLA Journal, 1995, vol.21, no.3, p.168-212. 522/1 UBCIM has an extensive publications program in the field of bibliographic standards and norms, including the quarterly journal International Cataloguing and Bibliographic Control and the ISBDs. For details on the UBCIM Publications Series and New Series see the annual Publications list of the publisher/distributor D-81316 München (Germany) : Saur. 522/2 The IFLA Core Programme for the Advancement of Librarianship in the Third World - ALP. - The Hague : IFLA, 1994. - 12 p. 522/3 ALP : past, present and future / by B. Bergdahl. Paper presented at the 60th IFLA Gen. Conf., Havana, 1994. - 16 p. 522/4 Details and application forms for the following can be obtained from IFLA Headquarters: The Guust van Wesemael Literacy Prize, The Hans-Peter Geh Grant for Conference Participation, The Gustav Hofmann Study Grant, The Margreet Wijnstroom Fund for Regional Library Development, The Dr Shawky Salem Training Grant (managed jointly with FID). 522/5 Publications: - IFLA Journal. - 1 (1975)- . - Quarterly. - ISSN 0340- 0352 - IFLA Annual : proceedings of the Council and General Conference meetings. - 1969- IFLA Directory. - Biennial. - ISSN 0074-6002 - IFLA Facts and features. - Irregular. - Published in five language versions. - Free of charge - IFLA Core programmes. - Irregular. - Free of charge - IFLA Statutes and rules of procedure. - Three language versions. Free of charge - IFLA Medium Term Programme 1992-1997. - Five language versions. - ISBN 90-70916-35-5 - IFLA publications : a series of monographs. - 1(1974)-. - ISSN 03446891 - IFLA professional reports : series. - 1(1983)522/6 Doyle, R.P.: Library twinning. In: IFLA Journal, 1994, vol.20, no.4, p. 403-410.

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522/7

Guidelines on library twinning / prep, by R.P. Doyle and P. Scarry [for the] Gen.Inf.Programme and UNISIST. - Paris : Unesco, 1994. - 84 p. (CII-94AVS/4) 523/1 Commission for Asia and Oceania (FID/CAO): Postal address: Dep. of Information and Numerical Sciences - Faculty of Applied Science, Victoria Coll., Rusden Campus,662 Blackburn Rd. Clayton, Vict. 3168, Australia Commission for Latin America (FID/CLA): P.a.: Instituto de Documentación e Información Científica y Tecnica (IDICT), Apartado 2019, 10200 La Habana, Cuba Commission for Western. Eastern and Southern Africa (FID/CAF): P.a.: National Library of Nigeria, PMB 12626, 4 Wesley Str., Lagos, Nigeria 523/2 - International forum on information and documentation (IFTD). Quarterly - FID News bulletin. - Monthly. - includes a free insert: the ET Newsletter. Newsletter on education and training programmes for information personnel - Quarterly. Available for exchange - FID Directory. - Irregular. - ISSN 0379-3680 - Regional bulletins: FID/CIA Informaciones and FID/CAO Newsletter 531.2 Santiago, S.: ISDS in the information chain. In: Seminar on bibliographic records : Proceedings of the Seminar held in Stockholm... 1990. München : Saur, 1992. - (UBCIM publications : New series ; 7). - ISBN 3-598-11085-5 531.5/1 Santiago, S.: ISDS and union catalogues. In: IFLA Journal, 1991, vol.17, no.l, p.13-19. Note: The international ISSN database has been used as authority file by a number of national/regional union catalogues. Some examples: NOSP (Nordic UC for Serials, Oslo, Norway), CCN (Catalogue Collectif National des Publications en Série, Paris, France), ZDB (Zeitschriften Datenbank, Berlin, Germany), DASP (Danish UC for Serials, Copenhagen, Denmark), UCS (Union Catalogue of Serials, Belgrade, Yugoslavia), NPA (Hungarian National Serials Database, Budapest, Hungary). The ISSNSEA RC is currently planning to develop a union list of serials in Southeast Asia, based on the ISSN file. 531.5/2 International Serials Data System : survey 1992 / by R.Sweeney. - Bath (UK) : UKOLN, Univ.of Bath, 1993. - 68 p. - Report presented at the 27th meeting of the GB of the ISDS IC, 1993. (ISDS/GB/27.5). Unpublished typescript. 532 -AGRINDEX, 1975- ISSN 0254-8801; monthly

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-AGRIS on CD-ROM, a SilverPlatter product. 150,000 records added annually, updated quarterly. Archival disk covers data from 1975, the current disk from 1994.

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Small-scale automation 611 OSIRIS (Online Serials Information Registration and Inquiry System) 612 CD-ROM workstation 612.1 Costs 612.2 Library applications

6.2

Library education and training 621 The local scene 622 Regional achievements 623 International assistance

References

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6 . 0 INTRODUCTION "Information-isolated areas" is the term suggested for use as a more adequate alternative to "developing countries". "The term refers to a condition where the use, value and transmission of information is impeded by a combination of cultural, political, developmental, infrastructural and economic characteristics" (R). It is the primary concern of the international library and information community to stop information isolation at the dawn of the 21st century with the aim that the quality and quantity of services to the users should be adequate, wherever they are located in the world. All libraries should be equipped with modern technical support facilities (telephone, fax, video, tape-recorder, overhead-projector, copying machines, etc.) and computer terminals linked to national and international networks. True, much has been done in past decades in assisting disadvantaged areas, both on the international level and as the outcome of local efforts of the countries and regions concerned (INSDOC, PADIS, ASTINFO, COMLA, etc.) but this is still far from being sufficient. Although terms like "transborder data flow", "resource sharing" and "informa-tion dissemination" have become a commonplace in the library world, a great number of countries, mainly LDCs, are still not in the position to think of automating major library operations, including serials control. In the previous five chapters a basic outline of serials librarianship has been given for those working in a manual environment (R), with a brief indication, at the end of each section/sub-section, of the results achieved by the application of modern technology in the given area. In the following, an attempt will be made to present affordable means for LDCs allowing them to become part of the international information network by creating PC (D) and CD-ROM workstations. The trend of decreasing costs of hardware (D) and the possibility of international support (e.g. Unesco's Participation Programme) bring these within the reach of LDCs. 6 . 1 SMALL-SCALE AUTOMATION For small libraries in less developed countries for the most part cut off from the benefits of automation due to the financial and infrastructural implications, the

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medium-term solution is small-scale automation based on microcomputer (D) and off-the-shelf software (D) for use in libraries. A dramatic change in handling serials has been brought about by the availability of adequate and affordable hardware, software and dataware, and by the microcomputer-based (D) system OSIRIS which offers small- and medium-sized libraries the possibility to set up their local serials database, produce bibliographies and catalogues. OSIRIS offers ISSN National Centres an easy, non-sophisticated way of reporting on domestic serials output to the International Centre in Paris. 611 OSIRIS (Online Serials Information Registration and Inquiry System) The idea of OSIRIS was first put forward in 1986 at the ISDS Directors' Meeting in Budapest (Hungary) and was officially launched a year later, in 1987. The software was devised (R) by two Hungarian experts, Mr Jacso and Mr Szucs, in accordance with specifications and requirements set out in the ISDS Manual. OSIRIS defines more than 40 data elements. The exchange format (D) is ISO 2709 (R). OSIRIS software uses as an underlying software Micro-CDS/ISIS (D) developed by Unesco (at present version 3.07), a powerful textual information and retrieval system (D). The use of OSIRIS is not limited to ISSN National Centres. Having recognized the international significance of the programme, Unesco and IFLA have accorded active support for its development and dissemination world-wide. OSIRIS enables the librarian in a very easy-to-learn way, to set up an online database, to create, modify, validate records (D), search in the database, display and print results. Ready-made records can be imported from the international database (D) and amend them if necessary. Records can be edited in several formats, among these in the ISBD(S)-like format: the record thus serves as a "simplified" ISBD(S) record (see 222.4). A further advantage of OSIRIS is its flexibility, as it can be tailored (customized) to suit local needs and also includes "local" fields which can contain user's notes (such as inventory numbers), ISBD(S) elements that are not handled by the ISSN format (like numbering, edition statement) and holdings data in the case of a union catalogue. All libraries dealing with up to an average of 30,000 records can use OSIRIS requiring the following hardware configuration at limited cost: IBM PC (AT) or compatible, with 640K RAM (D), a minimum of 2 Mbyte free hard disk (D) capacity for the programme, a minimum of 2.5 Mbyte free hard disk capacity per 113

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1,000 records, PC-DOS/MS DOS Version 3.3 or higher, and a compatible printer (D), (R). Since its first installation in 1991, OSIRIS has been customized by the ISSN International Centre for about 26 users in- and outside the Network. An OSIRIS Users' Group has also been created in order to discuss problems and thus further the development of the system. The most recent achievement is the elaboration and implementation of the LAN (Local Area Network) (D) version of OSIRIS, a network version which allows multi-user access from several PCs but which can also be used by a single PC workstation without networking (mono-user version). The unified software package and documentation is foreseen to be finalised in 1996 (R). Those interested in more detailed information can request it from the ISSN International Centre. For published information see the first issue of "News from ISSN" (R), entirely dedicated to ISSN-OSIRIS. 612 CD-ROM workstation CD-ROM is one form of optical storage which offers the opportunity to access large amounts of information. It is an advantage in the developing world if a system is easy to set up and operate, and this is one of the attractions of CD-ROM technology. It is also a technology which lends itself to use on a small scale. The CD-ROM disk is ideal for use as it is small and light and can be sent at low cost via air mail, data is permanent and will not be lost through power blackouts. CD-ROM is an important alternative to online searching. The use of CD-ROM databases needs only a minimum of training, it is ideal for the beginner who can navigate within the database and modify searches where necessary without feeling uneasy because of the time spent. There are no telecommunications charges, nor royalty costs to be paid (R). 612.1 Costs The most important factor when considering adoption of this technology, will be the cost. To access information stored on the CD, an IBM compatible microcomputer and a minimum of 640Kbyte RAM is required with a hard disk and a floppy disk drive, plus the CD-ROM drive and controller board. The actual disk has its own retrieval software included in the price, together with adequate documentation and user manuals. As mentioned earlier, the price of the hardware is steadily decreasing and production costs of a single disk have also dropped amazingly, for both mastering and copies of the disk.

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612.2 Library applications • • • •

CD-ROM products can be useful for libraries as a source of bibliographic record, even cataloguing data (see e.g. ISSN compact)·, Several users can search the same database through multi-user systems (if a library possesses a number of PCs these can be linked to a single disk-drive); SDI services can be provided on an ongoing basis from databases on CDROM (see also 421.1); A number of databases relevant to the situation of Third World countries are available on agriculture, food, health, housing, education, etc., such as AGRICOLA, AGRIS and TROPAG (R).

The difficulties concerning CD-ROM application should also be mentioned: • compatibility issues of PCs, printers and drives; • need for and at the same time lack of service support; • need for a qualified personnel and for the training of users as well; • hidden costs involved (paper, floppy, printer, etc.) and the direct cost of maintaining subscription to CD-ROM services after foreign assistance ceases, as library budgets are sometimes smaller than the cost of a single subscription. Summing up the foregoing: in spite of problems in its application, the potential of CD-ROM for developing countries is enormous as it does not depend on expensive infrastructure or large computer systems (R), *RL*. 6 . 2 LIBRARY EDUCATION AND TRAINING The rapidly changing information needs of the society and the growing expectations of library users makes developing countries realize the importance of keeping abreast of new developments. However, not only computer applications and networking have a big role to play in our century of "information revolution" but traditional ways of library and information management, as presented in the previous chapters, must also be given attention. Therefore, when speaking about library science education we have to think of a complex system including both basic and advanced level studies supplemented by refresher courses and postgraduate training; a system with a potential to be "crowned" by grants and fellowships offered by international professional bodies. Studies abroad are meant to have a "multiplier effect": these high-level courses are to provide library educators for the countries concerned to expand existing incountry opportunities or to set up new ones. 115

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621 The local scene Library science education is efficient only if it is part of the national library and information system. Library associations have an eminent role to play in formulating sound policies for both central- and local governments and even in lobbying at these bodies. It is of prime importance that bodies responsible recognize the value of trained librarians and qualified staff able to convey up-todate information on new management theories and practices, and able to develop local systems of information in the areas of basic needs of the society, such as food and agriculture, health, environment protection, advanced technology, etc. (R). Besides library schools on the basic, advanced and in cases, on university level, local training opportunities may include distance learning courses with the help of radio and/or audio/video cassettes for those living in isolated rural settlements. Continuing professional education - a widespread form of adult education - is also a significant element of the educational system. "Continuing education is a learning process which builds on and updates previously acquired knowledge, skills and attitudes of the individual"... (R) Continuing education is meant in the first place for those already working in the profession, i.e. for library and information personnel. The IFLA Guidebook on Continuing Professional Education (R) not only offers suggestions on the theory and practice of CPE but also presents an overview of such programmes implemented successfully on five continents. Let us cite the objectives set by Zimbabwe (Africa) which represent the essentials of CPE: • to keep abreast and up to date with new developments; • to develop and maintain competence; • to widen experience and practical knowledge in the practice of librarianship; and • to promote personal job satisfaction and to enhance existing qualifications (R). 622 Regional achievements One of the best known regional training programmes is worth mentioning here as it is open not only for those coming from the region or continent itself but for all students of any developing country: the LRDC (Library and Regional Documentation Center, Asian Institute of Technology) information training programmes. Located in Bangkok (Thailand) LRDC offers in-service training or specialized short courses conducted for periods ranging from 2 weeks to 3 months in the following fields: managing an information centre, setting up databases, production of newsletters, desktop publishing, new information technologies and computerized library services, use of Mini-Micro CDS/ISIS, etc. Even presentation 116

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of conventional library functions is included in the curricula. Courses are taught in English; the lecturers are members of the senior staff of LRDC and/or experts from Europe and the US. LRDC is not usually able to provide financial assistance for its training programmes. Applicants are encouraged to seek support from sponsors. Potential sponsors proposed by the Center include IDRC, SIDA, CIDA , etc. (R). For more information, contact LRDC at the following address: G.P.O. Box 2754, Bangkok 10501 (Thailand). Fax: (66-2) 524 5870. 623 International assistance As mentioned earlier, the priority target groups of assistance in the educational and development programmes of international professional bodies are the LDCs. Unesco's Medium-Term Strategy (see 521), IFLA's Core Programmes and among them in the first place ALP (see 522), IFLA's Section for Education and Training as well as the Continuing Professional Education Round Table (CPERT) deserve special mention. Finally, the fellowship programme of IFLA (R) is also of importance in this context. Summing up what has been said and suggested on the importance of education and training, the goal is clear: • information needs to be acquired, • the information once acquired should not be lost but expanded. Developing countries, like the developed ones "need dedicated and innovative information specialists to collect, collate, process, create databases, repackage and disseminate information to all who need it..." (K. Raseroka)

References 6.0/1 6.0/2

The term was introduced by Jane Kinney Meyers, see ref. 612.2/2 Szilvássy, J.: Basic Serials Management Handbook. - Paper presented at the 58th IFLA Gen. Conf., New Delhi,1992. In: Booklet 5, p. 16-18. (092SER-3) 611/1 Jacsó, P.: Scenario for microcomputer-based serials cataloging from ISDS records : new horizons for serial librarianship in the developing countries by the availability of adequate hardware, software, and dataware. - Lecture given at the 52nd IFLA Gen. Conf., Tokyo, 1986.

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611/2 Formats for bibliographic exchange / by A. Hopkinson. - Paper presented at the 59th IFLA Gen. Conf., Barcelona, 1993. - 10 p. (169-BIBCO(WS)) 611/3 Santiago, S.: OSIRIS, a microcomputer-based "Online Serials Information, Registration and Inquiry System". - Paper presented at the 58th IFLA Gen. Conf., New Delhi, 1992. In: Booklet 5, p. 14-16. (025-SER-l) Idem. In: IFLA Journal, 1992, vol.18, no.4, p. 333-338. 611/4 Minutes of the 4th Meeting of the OSIRIS Users' Group, Ljubljana, 18 Sept. 1995 (ISSN/OS/4.3) 611/5 News from ISSN / ed. by the ISSN International Centre. - No. 1 (Oct. 1993)- . - Paris : ISSN-IC, 1993- . - Irregular. - ISSN 1021-9749 612 Wright, St.: Application of CD-ROM technology to libraries in developing countries. In: Program, 1990, vol.24, no.2, p.129-140. 612.2/1 - AGRICOLA on CD-ROM, a SilverPlatter product. The largest database on agricultural information compiled by the National Agricultural Library (US), providing coverage from 1970 to the present. Updated quarterly. AGRIS on CD-ROM: see ref.532 TROPAG & RURAL on CD-ROM, from the Royal Tropical Institute (The Netherlands); a SilverPlatter product. Contains information on crop production, farming, post- harvest systems, nutrition and food, agricultural development, etc. on the basis of 5,000 journals. Coverage from 1975, updated half-yearly. 612.2/2 - Kinney Meyers, J.: The contribution of CD-ROM in overcoming information isolation : insight from an African experience. In: CDROM Librarian, 1991, vol.6, no.7, p. 11-21. Keylard, M.: CD-ROM implementation in developing countries : impacts and pitfalls. In: IFLA Journal, 1993, vol.13, no.l, p. 35-49. 621/1 Knowledge/information paradigm : the role of continuing education in meeting the information needs of disadvantaged Third World communities / by T. Srikantaiah .- Paper presented at the 59th IFLA Gen. Conf., Barcelona, 1993. - 20 p. (167-CPERT) Evans, J.: The market in the gap : continuing education in the South Pacific background. In: IFLA Journal, 1993, vol.19, no.l, p.59-66 621/2 Guidelines for quality in continuing education for information, library and media personnel / comp, by ALA SCOLE (Standing Committee on Library Education), adopted by the ALA Council in 1988. In: see ref. 621/3. p.143-157. 621/3 Continuing professional education : an IFLA guidebook : a publication of the Continuing Professional Education Round Table (CPERT) of IFLA / ed.by B. Woolls and M.H. Tees. - München : Saur, 1991. - 159 p. - (IFLA publications ; 55). - ISBN 3-598-21784-6 118

Chapter 6

Outlook to the Future

621/4 Made, S.M.: CPE in Zimbabwe. In: see ref.621/3. - p.107-111. 622 LRDC training/short course programme : [Information booklet]. - 12 p. + Application form. - Available on request. 623 For the details see ref. 522/4.

119

ANNEX 1 MODELS OF OVERRIDING SLIPS FOR USE IN THE KARDEX [Chapter 2] Model 1 Model 2 Model 3 Model 4 Model 5 Note:

· • •

Overriding slip for a daily Overriding slip for a monthly. This type of slip may also be used to record a weekly or a quarterly Overriding slip for an annual or a numbered series Overriding slip for an irregular serial Ruled card for unnumbered series, "non- serials", etc.

The overriding slips have been reduced from their original size by 71% and should be enlarged to 20 χ 15 cm (8 χ 5 ins) size for copying; The name of the library (institute), using the slip, should be entered into the empty head space; Letter symbols: Ρ : purchase G : gift E : exchange LD: legal deposit.

121

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122

123

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May

Aug.

Oct.

Type of acquisition:

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4.4 The use of data (usually for union catalogue purposes) obtained from another file, often in machine-readable form. Descriptor > 422.1 1) An elementary term used to identify a subject. 2) A word or symbol which is given to a document to describe it and by means of which it can be discovered when required. Note: Developers of computerized indexes have called the natural-language subject access to their system: "descriptors". Desktop publishing, abbreviated DTP (see also Electronic publishing) A combination of software and hardware which enables the production of documents at a fraction of the cost of traditional methods. It comprises word processing facilities and printing techniques; and all input can be viewed and manipulated on a microcomputer display screen. Also called office-publishing, in-house publishing. Diskette see Floppy disk Document supply centre >431 That part of a library or similar organisation that handles the actual delivery of materials to clients. Best known is the British Library Document Supply Centre (BLDSC) at Boston Spa (UK), known until 1985 as the British Library Lending Division (BLLD). DTP see Desktop publishing E-mail see Electronic mail EAN-13 code see Bar code >531.4 EAN-13 is a 13-digit code which uses the ISSN for the identification of serial publications. The EAN-13 is the commercial distribution code most widely used in the world, managed at international level by ΕΑΝ, the European Association for Article Numbering (Brussels). EDD see Electronic document delivery Electronic document delivery, abbreviated EDD > 422.1 The transfer of information from publisher or library to user by electronic means, such as e-mail, online network, or via CD-ROM, by-passing traditional publishing and distribution channels. Electronic journal >111 A serial publication in machine-readable form, delivered via computer to the user, directly (e.g.CD-ROM), or over a telecommunications network (e.g.online).

155

Note: - According to van Marie: "Only an online journal is a "genuine" primary electronic journal"; H. Woodward mentions three full-text electronic journal options: online, CD-ROM, networks (distribution by e-mail). Electronic mail abbreviated e-mail (see Electronic journal) A method of sending messages, mail, information, data files, etc. by electronic means, i.e. without the need to use any form of paper or other type of hard copy. Electronic media > 1.2: see Electronic publishing Electronic publishing > 1 1 1 The use of electronic means of communication to make information available. Electronic publications are machine-readable and are distributed on magnetic tape, floppy disk, CD-ROM, online, etc. All these can be mounted on computers at the local library site. Electronic publishing is not to be confused with desktop publishing. Floppy disk > 144.2 A physical carrier consisting of a removable, 3,5-inches or 5,25-inches square, flexible magnetic disk, from which computer files may be read and onto which they may be written. Also called a "diskette". Heading > 221 The first sequence of characters at the beginning of a catalogue entry. The heading determines the exact position of an entry in a catalogue and keeps group-related entries together. The heading may be: the author or subject of the described document, the first word (but not the article!) of the title, a class mark. Holdings data > 221 Data which show the particulars of the stock (books, serials, audio-visual items, software and other material) possessed by a library. Informatics > 521.4 The technique of automatic processing of information by means of electric machines. Informatics denotes several sciences covering computer engineering, computer science, telecommunication and their implementing methodologies. The term was adopted from the French terminology "Informatique" ("Information" and "Automatique"). Main entry > 222.3 The complete catalogue record of the item, presented in a form by which the bibliographic entity is being identified and can be cited. Microfiche > 3.3 A rectangular sheet of film carrying a set of microphotographs in two-dimensional array. Microfiches usually include a title and other bibliographic data which can be read without

156

magnification ("microfiche header"). Reduction ratios for microfiches are 48x or 24x; for ultrafiche: 80x to 150x. Microfilm > 3.3 A length of film carrying a set of microphotographs in linear array, normally contained in an open reel called microfilm reel. Microfilms are commonly 16 mm or 35 mm wide. Microform > 1 . 2 (see also Microfiche, Microfilm) A generic term indicating any form of micro record of text or other visual material, whether on flat or roll film, paper or other material. The term "microform" is reserved for micro-records whose use is conditional on the availability of specialized reading equipment. Online > 144.2 1) A general term for devices and peripherals which are interacting directly and simultaneously with a computer in real time. 2) A system in which end-users are directly linked by bi-directional communications links to a computer. Original cataloguing > 4.4 Records made for union catalogue purposes by the participating institutions owning the document itself. Proceedings > 1 3 1 Usually a numbered sequence of volumes containing the scholarly papers of a conference. In case of "floating" international conferences held once every three, four or five years, with a different country hosting the meeting each time, the proceedings are published by different publishers but usually in the language of the host country. SICI code > 531.4 (see also EAN-13 code and SISAC Symbol) SICI is a serial identification code consisting of a string of letters and/or numbers; it provides for the identification of each contribution (article) published in a given item (issue) of a serial publication. The code includes the ISSN, chronology, enumeration (numbering) and, if required, the "location" and the title of the contribution. The printed bar code representation of SICI is the SISAC Symbol. The acronym SICI stands for Serials Item and Contribution Identifier (American standard ANSI/NISO (Z39.56-1991). SISAC Symbol see Bar code >531.4 The SISAC Symbol is the SICI (Serials Item and Contribution Identifier) code printed in a machine-scannable format (bar code), using Code 128 symbology. The acronym SISAC stands for Serials Industry Systems Advisory Committee (US).

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Standing order > 213.2A.1 (see also Subscription) An order to supply each subsequent volume of an annual publication, of a series or any irregular serial the volumes of which are published/issued intermittently. The order is paid in advance, usually for a period of two or more years, as the publisher and/or the local financial authority allow. A standing order remains in force until it is either actively cancelled by the library or allowed to lapse by non-renewal at the end of the order period. Also called "continuation order" or "till-forbid order"(US). Subject entry > 224.13 An entry under the heading adopted to indicate the subject of a document. Subject heading > 223.1 The word or group of words designating the content of a document on a certain subject and under which the description of the document is entered in a catalogue. Some libraries use lists of headings (published or self-made) to aid them in their choice of appropriate subject headings and to achieve uniformity in the catalogue. Subscription >211.2 (see also Standing order) An order to supply each succeeding issue of a serial published at stated intervals (newspaper, periodical, etc.), paid in advance, usually for a period of one year. Subscriptions have to be renewed regularly. Thesaurus > 223.1 A compilation of groups of words derived from the natural language of the documents. A theaurus is a listing of terms for indexing showing relationships among terms, specifically the generic relationships of broader and narrower terms and other relationships of synomyms and related terms. The listing may be alphabetical, hierarchical or both. Tracing > 221 An indication on a main entry catalogue card showing under what additional headings added entries appear. Also, the record of all the related references made. Specially important in a dictionary catalogue in order to ensure that in case of change, correction or removal, all the cards may be traced and the change applied to them. Transliteration > 224.12 The representation of the ordinary characters of a script (language) by those of another (e.g. Arabic, Cyrillic, Hebrew, Greek into Roman), each digit or letter being transcribed independently of others. Uniform title > 222 A constructed title which provides the means for differentiating between two or more works published under identical titles. Union catalogue of serials > 4.4 (see also Union list) A catalogue based on two or more collections, either in different institutions, or in different libraries/departments in the same institution. It gives, appended to one bibliographic record for

158

each discrete serial, the location and summarised holdings data of the respective collections of the participating institutions. Union list (see also Union catalogue of serials) A record of holdings of material in a certain field, on a particular subject or of a given type of document, usually for a group of libraries. Used as a synonym to "union catalogue". UNISIST > 5 2 1 . 4 Alternative developed forms of the acronym: 1) United Nations Information System in Science and Technology; 2) Universal System for Information in Science and Technology. It is also cited as the short name of "International Programme for the Exchange of Scientific and Technical Information" (or "International Programme for Co-operation in the field of Scientific and Technological Information"). Presented at the Unesco Conference on World Science Information System in 1971, it was formally initiated in 1973 as a long-term Intergovernmental Programme (see above). The 2nd UNISIST Conference in 1979 expanded the scope of the Programme to include all scientific, technological, economic and social informations useful for the development of nations. The general vision and ultimate goal of the Programme has been promotion of free access to and free flow of information.

159

GLOSSARY OF BASIC TERMS IN THE FIELD OF AUTOMATION AND COMPUTER TECHNOLOGY Note: The majority of these terms occur in Chapter 6. CDS/ISIS CDS/ISIS for Microcomputers or Micro-ISIS is a text-oriented microcomputer-based information storage and retrieval system developed by Unesco in 1985 and distributed free-of-charge in order to promote creation of databases on microcomputers, particularly in developing countries. It is a tool which lets the user design his own internal format and produce a table to convert to any MARC-type format. The applications it can best handle are the "serials holdings" and the "union catalogues". The programs are written in PASCAL language; the MS-DOS operating system is required. The most recent version of CDS/ISIS is 3.071. CDS/ISIS is the acronym for Computerised Documentation System/Integrated Set of Information Systems. Computer A machine that receives, stores, manipulates, and communicates information and/or instructions. Computers can be broadly categorised into three groups, distinguished largely by their physical size: 1) main frame computers, 2) minicomputers, and 3) microcomputers (also called "personal computers", "home computers"). Data A general term for information, particularly used for information stored in a database. Data file A collection of interrelated records treated as a unit. Types of data files include numeric files, text files, graphic files. Data processing The handling or manipulation of data by computerised means. Database Information stored on computer files or on CD-ROM. A database might contain various types of data (bibliographical, numerical, etc.) structured in a way to be sought and retrieved automatically. Databases may be assembled and marketed commercially, or by an organisation or individual. Database management system abbreviated DBMS Software package for the creation and maintenance of databases. DBMS see Database management system Directory A list of files by file name, sometimes along with information on their size, dates of creation and updating, and physical location on the storage medium. Also called "catalogue".

161

Documentation Information issued by the creator, publisher, etc. of computer files and systems, normally in the form of a manual or guide describing how to initiate, operate and maintain them. External disk drive A disk drive that can be attached to a computer to enlarge its memory or processing capacity. File name A name, usually consisting of a fixed number of alphanumeric characters that are used to identify either a data file or a program. Hard disk A non-flexible magnetic disk, in a solid container, used to read and write computer files. Hard disks can be either fixed or removable, but are applicable only in remote access. Hardware The physical components of a computer, including electronic or mechanical equipment used in the operation of a computer system. Information retrieval Finding documents or the information contained in documents. Methods of retrieval vary from a simple index or catalogue to a computer-based system. Classification, indexing and machine searching are all systems of information retrieval. Internet The collection of networks that connect government, university and commercial agencies. The term is also more broadly used to designate any set of interconnected, logically independent networks. In recent years Internet has become a worldwide network that interconnects thousands of networks and computers, and about 100 million active users, and is considered to have grown into an information source-bank that libraries cannot avoid in the future. LAN see Local Area Network Laser printer A printer which uses a laser beam to form an image on paper. It produces higher quality printing than traditional line printers. Listing A printout or display of the text of a program or the contents of a file. Local access (see also Remote access) A method of obtaining a computer file by use of a physical carrier, such as a disk, cassette or cartridge, designed to be inserted by the user into a computer, typically a microcomputer.

162

Local Area Network abbreviated LAN A number of computers connected together with special communications cables that allow the computers to interact with each other, permitting the user of any one computer to access information stored in another computer on the network. Mainframe A computer that has a very large central processing unit with as many as several hundred peripherals connected to it and that has the capacity to handle big jobs extremely quickly. MARC (see also MARC format) MARC is the acronym for Machine-Readable Cataloguing. The MARC format - a standard format for the exchange of bibliographic data in machine-readable form - was developed by the Library of Congress and launched as a pilot scheme in 1966. By 1967 the MARC Π format had been introduced and the machine-readable tape service extended. The MARC format is available for different types of library materials (monographs, serials, etc.). It has become an international standard used worldwide and "customized" by the countries (regions) applying it (e.g. UKMARC, CANMARC, HUNMARC, etc.). MARC format (see also MARC and UNIMARC) The structure of a machine-readable bibliographic record resulting from the application of ISO 2709 for the purpose of transmitting or communicating library catalogue data. There is an "international family" of MARC formats including the UNIMARC format. Menu A list of available options that are built into a file. Micro-ISIS see CDS/ISIS Microcomputer A small computer, often referred to as a "personal computer" because it can only be used by one person at a time. It can be placed on the top of a desk and, therefore, is also sometimes called a "desktop" computer. It can function as a "stand-alone" unit or as one of several work stations in a network (LAN). The even smaller, portable microcomputers are called "laptops" as they can literally be used on one's lap. Minicomputer A medium-sized computer that can have several terminals, printers and other peripherals attached to it so that a number of computer users, performing different jobs at the same time, can use a single central processing unit to store, manipulate and transmit data. Like microcomputers, minicomputers can also be linked together in a network. Monitor A television-type display; used for video playback, and as a computer VDU.

163

Online information retrieval A means whereby a user at a remote terminal can access and interrogate databases containing bibliographical or other data. The user accesses the database using a telecommunication link, and quoting a password to establish authenticity and facilitate billing. Online Public Access Catalogue see OP AC OPAC An automated catalogue system. The catalogue is stored in machine-readable form, and accessed online by the library visitors via a terminal and employing a user-friendly software. OPAC is the acronym for Online Public Access Catalogue. Operating system Programs that manage the tasks and operations of a computer system, like sequencing of programs, input-output control, data management and related services. PC Acronym for "personal computer" Peripheral All pieces of computer hardware (terminals, keyboards, printers, external disk drives, etc.) that are attached to a computer's central processing unit either directly or through cables and connectors. Personal computer see Microcomputer Physical carrier The physical medium on or in which data, sound, images, etc., may be stored. For certain categories of material, the physical carrier consists of a storage medium (e.g. tape, film) sometimes encased in a plastic, metal, etc. housing (e.g. cassette, cartridge) that is an integral part of the item. Printer A device that transfers to paper, by means of some type of print wheel or light beam, information that has been produced on and/or stored in a computer. Program see Software Programming language A special type of language created by computer experts for writing computer software. There are a number of programming languages just as there are many different human languages. Random Access Memory abbreviated RAM The part of a computer's memory which is utilised while a person is producing a particular document or searching for some information that has been stored in the computer's permanent memory. RAM see Random Access Memory

164

Record A group of words, numbers or symbols, or a combination thereof, identified as a unit from the standpoint of content or use (e.g. a bibliographic entry in a library catalogue or in a database). Remote access (see also Local access) A method of using a computer file when there is no physical carrier to be handled by the user. The files are stored on large storage devices, including hard disks on microcomputers. Retrieval system One which provides the user with any sought-for information (information retrieval) or a complete copy of a required document (document retrieval). Software A set of steps or routines instructing the computer how to do the job a computer user wants it to perform. Also called "program". Terminal An input-output device consisting of a keyboard and a monitor (or screen). The computer terminal is used to send or receive information and instructions. UNIMARC (see also MARC) UNIMARC is the acronym for Universal Machine-Readable Catalogue. UNIMARC is a standard format whose primary purpose is to facilitate the international exchange of bibliographic data in machine-readable form between national bibliographic agencies. The format was developed under the auspices of IFLA and has received worldwide recognition. VDU see Visual Display Unit Visual Display Unit abbreviated VDU A monitor used for the display of data from a computer; usually combined with a keyboard. Word processing The kind of applications software, comprising instructions in machine-readable form, that tells the computer how to create texts of documents, such as correspondence, bills, reports, etc.

References Harrod, Leonard Montague Harrod's librarians' glossary of terms used in librarianship, documentation and the book crafts, and reference book / comp. R.Prytherch. - 7th ed. - Aldershot (UK) ; Brookfield (US) : Gower, 1990. - ISBN 0-566-03620-7 Dictionary of library science / P.S.Kawatra. - New Delhi : Castle Books, 1992. - ISBN 8185698-00-7 ISBD(NBM) : International Standard Bibliographic Description for Non-Book Materials. Rev.ed. - London : IFLA UBCIM Programme, 1987. - ISBN 0-904043-46-7

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ISBD(CF) : International Standard Bibliographic Description for Computer Files. - London : IFLA UBCIM Programme, 1990. - ISBN 0-903043-56-4 Telecommunications and networking glossary / by G.S. Machovec. - Chicago : Libr. Inf. Technology Ass., 1990. - (LITA guides 3.). - ISBN 0-8389-7476-7 Glossary of basic computer technology. In: Guidelines for legislative libraries / ed. D.Englefield. - München : Saur, 1993. - (IFLA publications 64). p.103-108.

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LIST FOR FURTHER READING AND CONSULTATION Note: Items are marked by *RL* in the text

CHAPTER 1 - THE NATURE OF SERIALS 112/1

112/2

112/3

1.2

131/1

131/2 144.1

-

The Serials Directory : an international reference book. - Birmingham, AL. : EBSCO Publishing, 1986-. - Annual. - ISSN 0886-4179. - The 9th edition (1995) contains over 151,000 titles, journals, newspapers, monographic series. The Serials Directory CD-ROM (1995) consists of the same basic information with an additional 30,000 serial titles and access to The index and abstract directory: an international guide to services and serials coverage containing information on over 1,300 indexing and abstracting services monitoring over 56,000 titles. SWETS Serials Catalogue including serials on compact disc. - Lisse : Swets, 1987-. The 1995 edition is a selection of about 35,000 titles out of a total of 100,000 periodicals and continuations included in the database. Updated annually. FAXON Guide to serials. Boston [etc.] : Faxon press. -Annual. Includes periodicals, annuals, newspapers, proceedings, transactions, yearbooks, monographic series, and publications on CD-ROM. ISO 3297:1975 International Standard Serial Numbering (ISSN). - Geneva : ISO, 1975. 2nd. ed. 1986; the voting procedure on the revised standard (the future 3rd edition), ISO/DIS 3297, should come to an end on 30 April 1996. ISBD(S) : International Standard Bibliographic Description for Serials. - Rev. ed. London : IFLA UBCIM, 1988. - 76 p. - ISBN 3-598-10955-5 1st standard ed. 1977. - 61 p. - ISBN 0-903043-13-0 ISDS Manual / ed.by A.A. Mullis. - Paris : ISDS International Centre, 1983. - 250 p. ISBN 2-904938-00-1 EBSCO Bulletin of serials changes. - 1 (1975)- . - Birmingham, Al. : EBSCO Industries, 1975-. - Bimonthly, with a cumulated alphabetical index. - ISSN 0360-0637 Lists new, suspended and discontinued titles, title changes (merged, split, etc.), frequency changes, resumed publications and delivery problems.

CHAPTER 2 - THE CONTROL OF SERIALS 2.1 Acquisitions control 213.1A/1 -

Ulrich's international periodicals directory including irregular serials and annuals. - New Providence, N.J. : R.R. Bowker. - Annual. - ISSN 0000-0174 The 32nd edition covering the years 1993-1994 is arranged within five volumes containing a classified list of serials, serials on CD-ROM and online, newspapers

167

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213.2B

published in the US, cessations, and numerous indexes (title, title changes, ISSN, etc.) Ulrich's Plus. - CD-ROM ed. - 1987- . - Updated quarterly. Blackwell's catalogue of periodicals and continuations. - Oxford : Blackwell. Annual. Lists over 25,000 of the core serials and continuations, new titles, title changes, cessations, ISSN, etc. The Catalogue is based on a database holding subscriptions and journal information for over 200,000 serial titles from 132 countries. Serials Subscription Service (India), subscription agent and stockist of back volumes. Publishes, on a regular basis, classified, priced lists of Indian journals and back volumes on stock. Address: 4, B.S.S. Hall, Khyber Pass Market, Civil Lines, Delhi-110 054, India. FAX: (91) 11-2511737 Worldwide subscription agencies: - BLACKWELL'S Periodicals - Broad Str., Oxford 0X1 2ET, UK. FAX: (44) 865 791438 - SWETS & ZEITLINGER - P.O.B. 830, 2160 SZ Lisse, The Netherlands. FAX: (31) 2521-15888 - The FAXON Company, Inc. - Global Headquarters: 15 Southwest Park, Westwood, MA 02090, US. FAX: (1) 617 461-1862. Ask for the addresses of Regional offices! - EBSCO Subscription Services - Division Headquarters: P.O.B. 1943, Birmingham, Al. 35201-1943, US. FAX: (1) 205 995-1518. Ask for the addresses of Regional offices! INASP Directory. - 1993- . - Paris : ICSU Press, 1993- . - Annual. Available: INASP, P.O.B. 2564, London W5 1ZD, UK. FAX: (44) 81 8109795

2.2 Bibliographic control 221.1

-

ISBD(CM) : International Standard Bibliographic Description for Cartographic Materials. - Rev.ed. - London: IFLA UBCIM, 1987. - 55 p. - ISBN 3-598-10952-0 1st ed. 1977. - 58 p. - ISBN 0-903043-16-5 ISBD(M) : International Standard Bibliographic Description for Monographic Publications. - Rev.ed. - London : IFLA UBCIM, 1987. - 62 p. - ISBN 359810953-9. 1st standard ed. rev. 1978. - 51 p. - ISBN 0-903043- 21-1 ISBD(NBM) : International Standard Bibliographic Description for Non-Book Materials. - Rev.ed. - London : IFLA UBCIM, 1987. - 74 p. - ISBN 3-598-10954-7 1st ed. 1977. - 60 p. - ISBN 0-903043-12-2 ISBD(S) : see 131/1 ISBD(G) : General International Standard Bibliographic Description : annotated text. - Rev.ed. - London : IFLA UBCIM, 1992. - 36 p. - (UBCIM publications : New Series ; 6). - ISBN 3-598-11084-7 1st ed. 1977. - 24 p. - ISBN 0-903043-18-1 222.1/1 Anglo-American cataloguing rules / ed. by M. Gorman and P.W. Winckler. - 2nd ed., 1988 revision. - Ottawa : CLA ; London : LA ; Chicago : ALA, 1988. - 677 p. - ISBN 0-85365-598-7 Amendments. - London : LA, 1993. - 80 p. - ISBN 1-85604-076-3 222.1/2 A guide to the concise AACR2 1988 revision : a programmed introduction / by E.J. Hunter and M.E. Graham. - London : LA, 1993. - 150 p. - ISBN 1-85604-088-7 168

222.2 ISBD(S) : see 131/1 222.4/1 ISO 690-1987 Bibliographic references : content, form and structure. - Geneva : ISO, 1987. - Covers references to published material in both print and non-print form. 222.4/2 International guidelines for the cataloguing of newspapers / by H. Komorous and R.B. Harriman. - London : IFLA UBCIM, 1989. - 28 p. - (UBCIM occasional paper ; 14.). ISBN 3-598-10982-2 222.5 Guidelines for the application of the ISBDs to the description of component parts. London : IFLA UBCIM, 1988. - 22 p. - ISBN 0-903043-50-5 223.11/1 DDC 20 : Dewey Decimal Classification and relative index. - 20th ed. - OCLC Forest Press, 1989. - 4 vols. -ISBN 0-910608-37-7 Electronic Dewey : compact disk with documentation. - 1993-. - Contains DDC 20, plus updates and corrections. Abridged Dewey Decimal Classification and relative index. - 12nd ed. - OCLC Forest Press, 1990. - 857 p. - ISBN 0-910608-42-3 All available for Europe, the Middle East and Africa: OCLC Europe, Tricorn House, Edgbaston, Birmingham B16 8TP, UK. FAX: (44) 21 456 4680 223.11/2 Universal Decimal Classification. - International medium edition. - London : British Standards Institution, 1985-. - 2 vols. (BS 1000M). - Also available on tape and disk. Extensions and corrections to the UDC. - 17. vol.- . - The Hague : UDC Consortium, 1995- . - ISSN 0014- 5424 223.12 Library of Congress Subject Headings. - Washington, D.C. : LC. - Annual. ISSN 1048-9711 CDMARC Subjects : the Library of Congress Subject Headings on CD-ROM. - CD-ROM ed. - Washington, D.C. : LC, 1991- . - Accomp. by a Reference manual. - 91 p. + App. - ISSN 1041-2956

CHAPTER 3 - COLLECTION MAINTENANCE AND PRESERVATION 3.3

Guide to microforms in print (author-title) incorporating International microforms in print. - 1975- . -München : Saur. - Annual. - ISSN 0164-0747. Covers domestic and foreign books, journals, newspapers, government publications, collections, etc. Guide to microforms in print (subject). - 1975- . - Annual. - ISSN 0163-8386. Offers subject access based on subject headings of DDC. 342.12 Guidelines for the care and preservation of microforms in tropical countries / by A. Horder. - Paris : Unesco PGI, 1990. - 20 p. (PGI-90/WS/17)

CHAPTER 4 - SERVICING 4.3/1

4.3/2

Model handbook for interlending and copying / by G.P. Cornish. - Boston Spa (UK) : IFLA Office for. International Lending ; Paris : Unesco, 1988. - 80 p. - ISBN 0-71232045-8 A guide to centres of international lending / comp, and ed. by M.M. Barwick and P.A. Connolly. - 5th ed. -Boston Spa (UK) : IFLA Offices for UAP and ILL, 1995. - 140 p. ISBN 0-7123-2112-8

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International lending : principles and guidelines for procedure 1978, revised in 1987. In: IFLA Journal, 1988, vol.14, no.3, p.258-264. Also included in the work cited under 4.3/2. Guidelines for the compilation of union catalogues of serials. - Paris : Unesco : IFLA, 1982. - 29 p. (PGI 83/WS/l) Some important union catalogues (but see also references under 4.4 and 531.5): New serial titles. - Jan.1953- . - Washington, D.C. : Library of Congress, 1953. - Monthly with quarterly and annual cumulations. - ISSN 0028-6680. Serves as a union list of serial bibliographic records for tides catalogued by CONSER members, regardless of publication date. Location symbols for more than 500 participating libraries (1995). New serial titles, 1950-1970 cumulative. - New York : R.R. Bowker, 1973. - 4 vols. A twenty-one year cumulation, listing 220,000 titles. Serials in the British Library. - June 1981- . - London : British Library, 1981. - Quarterly. -ISSN 0260-0005. A kind of a union list, listing newly acquired serials from all over the world and covering all subject areas. Since very recently published by: Boston Spa : National Bibliographic Service. National union catalogue of serials (NUCOS). - 1984- . - Canberra : Nat. Libr. of Australia, 1984- . - Biennial. - ISSN 0812-9258

CHAPTER 5 - INTERNATIONAL ASPECTS 511/1

511/2

521.3

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Standardization and documentation : an introduction for documentaliste and librarians. - Geneva : ISO, 1983. Provides a history and background on the standards development process. ISO Standards handbook 1 : documentation and information. - 3rd.ed. Geneva : ISO, 1988. Contains the full text of the ISO standards on information developed by TC 46, as well as the body of standards issued by the principal TCs of interest to TC 46. Standards for the international exchange of bibliographic information : papers presented at a course...London, 3-18 August 1990 / ed. by I.C. Mcllwaine. London, LA, 1991. Offers an overview on standardization in the field of bibliographic and subject control, including chapters on South-East Asia and Africa. ISO Catalogue. - Geneva : ISO. - Annual. - ISSN 1023-327X Detailed presentation of the status of standards. -

Bibliography of publications issued by Unesco 1946-1971, continued by: Unesco list of documents and publications (ULDP) 1972- . - Paris : Unesco. Annual. - ISSN 0377-63IX The two bibliographies are also available on CD-ROM; the database is called UNESBIB. See ref. 521.3. Directory of Unesco databases. - 4th ed. - Paris : Unesco, 1994. - 93 p. - Free of charge. - ISSN 1020-010X 84 databases accessible to Member States are listed in alphabetical order, with 3 indexes.

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Directory of Unesco's information services. - 1st ed. - Paris : Unesco, 1994. 120 p. - Free of charge. - ISSN 1020-2277 Unesco's information services located at, and away from HQ, accessible to Member States. Available: Unesco Clearing House, FAX: (331) 45673998. Both directories are also available on floppy disk and on CD-ROM; the databases are called UNESDATA and UNESIS, respectively. See ref. 521.3. List of documents and publications of the General Information Programme and UNISIST: 1977-1983. - Paris : Unesco, 1985. (PGI-85/WS/7), continued by: List of documents and publications... Supplement 1984-1991. - Paris : Unesco, 1991 (PGI-91/WS/20)

UNISIST Newsletter / ed. by the General Information Programme. - Vol. 1, no. 1 (1973)-. - Paris : Unesco, 1973-. - Quarterly; as of 1994 published three times a year in Arabic, E, Fr, Russian and Spanish. - ISSN 0379-2218 Distributed free of charge by INF/PGI. FAX: (331) 44490058 521.4/2 The Unesco Network of Associated Libraries : an introduction. - Paris : Unesco/PGI, 1990. - 29 p. including a form for the request of membership. (PGI-89/WS/5 rev.) 521.4/3 Unesco Public Library Manifesto 1994 / prep, in co-op.with IFLA Section of Public Libraries. - [3rd.ed.]. - The Hague : IFLA, 1995. - [11 p.] Idem. In: IFLA Journal, 1995, vol.21, no.l, p. 66-67. The first Manifesto of 1949 was addressed to the general public, the revised text in 1972 to library professionals, this last one to the decision makers at national and local levels. 522/1 Important workshops organised by, or under the auspices of IFLA/ALP: The advancement of librarianship : a workshop to identify and assess needs in South-East Asia and to formulate project proposals...held in Bangkok, Thailand, May 10-12, 1993. - Bangkok : Thammasat Univ., 1993. - 120 p. -ISBN 974-570747-3 The advancement of librarianship : a workshop to identify and assess needs in Indochina and Myanmar and to formulate project proposals...held in Hanoi, Vietnam, June 2-4, 1994. - Uppsala : Univ. Library for IFLA/ALP, 1994. - 100 p. (Project report, ISSN 1023-8212 ; 1). - ISBN 91-85092-37-1 Seminar on information provision to rural communities in Africa... held in Gaborone, Botswana, June 22-25, 1994. -(Project report... ; 3). - ISBN 91-8509239-8 Libraries for literacy in geographically and socially isolated communities : final report of IFLA pre-session seminar, Matanzas, Cuba, August 15-19, 1994. (Project report... ; 4). - 91-85092-41-X Report of the IFLA/ALP workshop on microcomputer applications for library managers in anglophone West-Africa... held at...Accra, Ghana, Febr.6-13, 1995. [Publication underway.] 522/2 Newsletter - Regional Section for Africa. - Dakar : IFLA Regional Office for Africa. - Tête-bèche publication with the French version: Bulletin d'information Section regionale pour l'Afrique. - ISSN 0850-9891 No. 10 [of the new series] was issued in June 1995. Continues: Africa news : a newsletter of the Africa Section of the IFLA Division for Regional Activities. - Vol.1,no.l (April 1983)- ? . - Nairobi : Kenya Library Association. Newsletter - Regional Section for Asia and Oceania. - Bangkok : IFLA Regional Office for Asia and Oceania. - ISSN 0858-2815.

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531.3

Vol. 7, no.l was issued in June 1995. Newsletter - Regional Section for Latin America and the Caribbean. - Sao Paolo : IFLA Regional Office for Latin America and the Caribbean. - Tête-bêche publication with the Spanish version: Noticias - Sección Regional para América Latina y el Caribe. No. 26 was issued in June 1995. FID Directory 1993-1995 : FID Centennial 1895-1995. - The Hague : FID, 1994. ISSN 0379-3680. ISSN Compact : the ISSN Register on CD-ROM. - 1992-. - Paris : ISSN International Centre : Chadwyck-Healey [distributor], - Quarterly. - ISSN 1018-4783. Records of more than 730,000 periodicals from 180 countries in 144 languages, with over 40,000 new entries and 60,000 updates per year (1995). Includes the List of serial title word abbreviations (see 531.3). ISSN Register. - Tape ed. - ISSN 1021-500X; the microfiche edition is supposed to be discontinued as of 1997. List of serial title word abbreviations on CD-ROM, included in ISSN Compact. Quarterly. Diskette edition: annual and cumulated. - ISSN 1018-810X; Printed edition: the latest cumulated ed. was published in 1991. - Annual supplements. ISSN 0259-0018

CHAPTER 6 - OUTLOOK TO THE FUTURE 612.2

Guides, directories, catalogues of products and publications available on CD-ROM are published regularly by all major distributors/subscription agencies. Some examples: - FAXON guide to CD-ROM. - Boston [etc.] : Faxon Press. -Annual. - Records about 1,000 selected titles, books and serial publications. - CD-ROM Guide Dawson (Folkestone, Kent, UK); SWETS CD-ROM Catalogue (Lisse, The Netherlands); CD-ROM Catalogue (Saur, München, Germany); The CDROM Directory - book and disk versions (TFPL Publishing, London, UK).

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