1. RETRIEVAL TOOLS
NOR EZAN BIN OMAR

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

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

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

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

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

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

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

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

10. Still in use?
Exhibits
Special collections
Access to older materials

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

31. KNOWLEDGE IS POWER
THANK YOU