Chapter 5 : Organization & Access to Library Information – Quick Review

Organization of Library Resources

  • Records of human knowledge in physical or electronic form
  • Collections vary by library type, size, focus, and funding
  • Remote/online access increasingly common
  • Key to development: identify reading categories, resource types & forms, usage characteristics

Categories of Library Resources

  • Printed
  • Non-printed (Audio-Visual & Electronic)

Printed Resources – Principal Types

  • Books
  • Periodicals
  • Reference works
  • Theses & dissertations
  • Government documents
  • Maps & atlases
  • Pamphlets & brochures

Non-Printed Resources – Principal Types

• Audio-Visual

  • Audio-cassettes, videotapes, motion-picture film, slides, microforms, CD-ROMs, DVDs, photographs
    • Electronic
  • E-books, e-journals, e-databases, e-magazines, e-audio, digital library projects, electronic exhibitions

Why Organize Library Materials?

  • Ensure efficient retrieval & access
  • Maintain order, support research & learning
  • Provide consistent, equitable availability

Core Procedures for Organization

• Care of resources: proper handling, environmental control, binding/repair, covers, security
• Shelf maintenance: daily shelf reading, correct reshelving, spacing, cleaning, clear labelling
• Collection records: acquisition logs, circulation & usage stats, inter-library loan (ILL)
• Loss & damage control: inventories, marking, replacement, fines
• Housekeeping: routine cleaning, weeding, rearrangement, pest control

Shelving Procedure

  • Goal: cluster all items on a topic together while respecting format & space limits
  • Influencing factors: classification system (DDC, LCC, UDC), size/format, use frequency, space/layout, preservation needs, user behavior, policy, security

Shelving Arrangements

• Closed access – staff retrieval; protects rare/fragile items
• Open access – users browse freely; suits public & academic libraries

Factors for choosing mode:

  • Material value, security, special equipment, space, library type, user convenience

Storage of Library Materials

  • Aim: preserve condition, ensure access, prolong lifespan
  • Key environmental variables: temperature, humidity, lighting, shelving

Printed Books

  • Upright on proper shelves, 18–22^\circ C, no direct sun, gentle handling

Manuscripts

  • Closed access; acid-free enclosures; 16–20^\circ C, 30–40\% RH; low light; gloves

Periodicals

  • Arrange chronologically, alphabetically, by subject; bound volumes, microfilm/digital for space saving

Microforms (Microfiche & Microfilm)

  • Storage: 10–21^\circ C (B/W), 2–10^\circ C (colour); 30–40\% RH; dark, ventilated

Films & Slides

  • 10–15^\circ C, 30–40\% RH; dark, acid-free boxes; digitize for backup

Electronic Resources

  • Types: e-books, e-journals/databases, e-news, audiobooks/podcasts, digital archives, multimedia, open access
  • Access via OPAC, library databases, authenticated remote login, library portals