ICT Training

(UNESCO Participation Program)

Processing of Library Materials(Data entry, Barcode creation, Call No., Printing, Testing, &

Pasting)

Library Association of Bangladesh

(LAB)

Md. Zahid Hossain ShoebDeputy Librarian (Systems)

Independent University, Bangladesh15 March 2015

What is a library?

Library materials

A library's material is its collection.

Library collection are accumulation of books and other materials owned by a library , cataloged and arranged for ease of access

Materials can include books, periodicals, newspapers, manuscripts, films, maps, documents, microform, CDs, cassettes, videotapes, DVDs, Blu-ray Discs, e-books, audiobooks, databases, and other formats.

Processing of library materials

Processing is a series of tasks or operations

Before items can be shelved and then circulated from the library, they need to be physically prepared

Library materials go through processing so that they can be located, used, and returned to the library from which they originated.

Each item in the library must go through physical processing

Processing includes mainly

Accession numbers

Circulation cards, pockets, date due slips

Plastic covers, laminates, or cases to protect materials

Data entry

Barcodes

Detection strips

Property stamps

Data entry Data entry is to enter or update data into a

computer system database, often from paper documents using a keyboard, optical scanner, or data recorder

At library bibliographic description is entered in suitable database; Data is required for acquisition, circulation, cataloguing, patron, report etc.

Additional information related to library user

Standard is preferred for bibliographic description

Think about data interoperability, data exchange, data migration, sustainability

Data entry – koha ILS

The Bibliographic recordThe description of an item of recorded information, which includes all the data necessary to uniquely identify it, together with access points.

• Find

• Identify

• Select

• Acquire

Catalog card similar to OPAC display

Sample database schema1

1. Source: https://msdn.microsoft.com/en-us/library/xaa0he85%28v=vs.71%29.aspx

Barcode creation A barcode is an optical machine-readable representation of

data relating to the object to which it is attached. A barcode reader is an electronic device for reading printed barcodes.2

Barcodes provide a unique accession number for an item.

Barcode information comes from catalog data of database

Free barcode fonts are available

Barcode may be created by using integrated report of database software or third party report software

For ILS (Integrated Library System) barcode is created through respective module

2. Source: http://en.wikipedia.org/wiki/Barcode

Barcode creation Barcode labels are either “smart” or “dumb”.

Smart barcodes are specific to an item.

Dumb barcode labels can be used on any item.

The earliest, and still the cheapest, barcode scanners are built from a fixed light and a single photo-sensor

Demo barcode creation from an ILS

Call number A call number is a group of numbers and/or letters put

together to tell you where in the library to find your book.

Books (as well as journals and any materials that accompany books) are arranged on the shelf by call numbers.

The call number is a unique identifier and is created using the Dewey Decimal Classification (DDC), or Dewey Decimal System; LC and UDC are also in practice in Bangladesh

The rationale behind this alphanumeric system is to classify books by subject both broadly and specifically.

Call number

in the opac

or online

catalogue

on the spine

of book

Barcode printing, tasting & pasting To print, Printer is required, networked or local printer

To taste, barcode reader is used for input. If properly not read, check background data and regenerate barcode

Barcode labels are put on materials in the following location:

Inside the front or back cover – this protects the barcode label from being damaged but adds a step at the circulation desk because the book has to be opened.

On the front or back cover – this makes it easier to circulate the item because the book does not have to be opened but the label may be subject to damage from patron use.

On both – this gives you more options but increases your processing costs.

Finalize the process The processing steps will certainly vary by type of

library and within a library different types of material may be processed in different ways.

When all processing steps are completed, materials are interfiled on a book cart, separated by department or area, and set out for shelving.