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RETRIEVAL TOOLSRETRIEVAL TOOLS

Week 11&12

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RETRIEVAL TOOLS

Retrieval tools systems created forretrieval of information

They contain records that aresurrogates record gives enoughinformation such as author, title, dateof creation, etc that can serve as ashort representation of an informationpackage

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Surrogate records are arranged orretrieved by access points it can bea name, title or subject terms

In online systems an access points canbe almost any word in a record

Retrieval tools are essential as basic

building blocks for a system that willorganize recorded information that iscollected by libraries, archives,museums, etc

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BASIC RETIREVAL TOOLS

!ibliographies "atalogs Inde#es $bstract !ibliographic databases !ibliographic utilities

%inding aids Registers

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BIBLIOGRAPHIES

&ists of information packages !ibliographies bring together lists of sources

based on subject matter, on authors or bytime periods

Some bibliographies include annotations 'ach information packages represented in

the list has a short description author, title,edition, publisher, place and date of

publication and some may include thephysical characteristics of a book or non(book

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The description may be constructed

according to various styles, one of

which is chosen by the creator of the

bibliography such as)

($*$ +$merican *sychological

$ssociation("hicago -anual Style

(-&$ +-odern &anguage $ssociation

(Science +Scientific Style and %ormat(Turabian Style -anual +.S

/overnment Style -anual

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'ach bibliography has a particularfocus of arrangement such as)

0 Subject bibliographies gatheringtogether publications or informationpackages that are about particular

subject1 $uthor bibliographies of all or some

works of a particular author

2 &anguage bibliographies of te#tual

entities in which the te#t is in acertain language

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3 Time period bibliographies listing all worksthat came to light in a particular time period

4 &ocale bibliographies listing all information

packages created in a particular location5 *ublishers bibliographies listing all

products of a particular publisher

6 %orm bibliographies listing information

packages that appear in a certain form,format or genre +videocassette, electronic

resources, poetry, bibliographies etc

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!ibliography can be a part of a

scholarly work and consist of the

information sources that were

consulted to by the author or compiler,

or they can be completely separate

entities an individual list of lists Some bibliographies include

annotations, brief notes or abstracts

that offer additional comment or

summary of a particular work

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CATALOG

"atalog provide access to individualitems within collections of informationpackages

7escription of the information packagelonger than a bibliography description

The description assigned one or more

access points author, title, subject

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$n access points is constructed in acertain order and it is maintained

under authority control 7escription are constructed according

to standard)(

$$"R1 for libraries, some archives andmuseums( /I&S for some government

information packages

( 7ublin "ore for Internet informationpackages etc

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ZA 4080

.D44

2003Pace, Andrew

T!e "#$%&a$e d%'%$a# #%(rar) * Andrew . Pace and

S!ar+n Pace. C!%ca'+ - A&er%can L%(rar) A+c%a$%+n,

2003.

/%, 18. - 23 c&.

ISB 18545262

1. D%'%$a# #%(rar) 2. E#ec$r+n%c L%(rar)

3. Pace, S!ar+n I. T%$#e

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P7RPOSE

"atalogs served two main group)

$ccording0 The employees 8 librarian of the

organization

1 .ser 8 patron of the organization

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$ccording to "harles $ "utter +09:3, catalogshould be able)

(To enable a person to find a book of which either)(The author

(The title

(The subject is known

( To show what the library has(!y a given author

(;n a given subject

(In a given kind of literature

(To assist in the choice of a book

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"atalog also act as an inventory of thecollection shelflist has been used to

accomplish this purpose "atalog represents just the holdings of

one institution

.nion catalog represents the holdingof more than one institution have

the location of the item being heldbeside than the call number

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OR9S O CATALOG

"atalog have different formats)

(!ook("ard

(";- +"omputer ;utput -icroform

(;*$" +;nline *ublic $ccess "atalog

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L%(rar) ca$a#+' : $rad%$%+na#;

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On#%ne Ca$a#+'

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ARRAGE9ETS O CATALOGS

$lphabetically

$uthors

Titles

Subject

uence "lassification

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IDE/ES

Inde#es provide access to the analyzedcontents of ?bibliographic entities@ articlesin a journal, short stories in a collection,papers in a conference proceeding, etc

!ack(of(the(book inde#es also provideaccess to analyzed contents of one work butthey are not retrieval tools but aid to

retrieve information found in the te#t theyare prepared at the time of publication

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Inde#es are not limited to what is

available in local setting and they do

not usually give location information

Inde#es are available in print, "7(

R;-, or on(line

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T

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Serials inde#es to report bothpublished A unpublishedgovernment documents

-aterials in collection inde#es cover collections of poems, play,

fiction, song etc +The SpeechInde#

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ABSTRACT

$ form of current bibliography in whichsometimes book or articles are summarized

$ccompanied by ade>uate bibliographical

descriptions to enable the publications orarticles to be traced arrange in classifiedorder

*rovides a clue to the relevance of thematerial A helps user to determine whetherhe really wants the particular materials

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Abstracts

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%ormat varies arrange under broadsubject headings, with appropriateauthor A subject inde#ing

Types of abstract)

( Indicative

( Informative

( "ritical

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P"r+e += a($rac$-

To help the users in deciding whetherthe contents of the paper are suchthat they need to read it in full

To save the userBs time in informationgathering and selection

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BIBLIOGRAPHIC

DATABASE

Ceek 00

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BIBLIOGRAPHIC DATABASE

It is a collection of printed or numericrecords which have been transformedand stored in a computer

eg) &IS$, 'RI",

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ERIC da$a(ae

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BIBLIOGRAPHIC 7TILITIES

Is an organizations which maintain on(linebibliographic databases A giving computersupport to any interested user

Is a non(profit organization serving as asource of bibliographic data stored inmachine readable form, which data are

available to those affiliated with the utility

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Is the collection name for a group ofcomputer service organizations that

maintain large databases ofcataloguing records and offer variouscataloguing support services andrelated products to libraries and other

customers who access those recordson an on(line

The databases maintained by mostbibliographic utilities are essentiallyonline union catalogs

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7atabases maintained by bibliographicutilities contain two kinds of information

0 7escriptive cataloguing and classificationdata in -$R" format

1 Doldings information for libraries that haveadded specific items to their collections

-ajor bibliographic utilities)

0 ;"&"

1 R&Iuisition works

( Delp Info *rofessionals in ac>uiringmaterials for collection development

( 'ase selection what is, what wasavailable

3 ;nline information searching( %acilitate access to current A timely

information

4 Reference service( Delp Info *rofessionals in providing an

effective reference services

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IDIG AIDS

%inding aids are long descriptions ofarchival collections

$ finding aids may also be called an

inventory %inding aids describes a collection in

archives The finding aids itself is often

catalogued a surrogate record to beavailable in the institutionBs catalog

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HEIZ HO7SE PAPERS

IDIG AIDS

Scope and "ontents

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( Subgroup I ;ffice $dministrationRecords :2 lin ft

$ppraisal and Sampling

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REGISTERS

Register is the primary control tools formuseums

$ register may also be called an accession log %unctions of registers is same as catalog

although it has additional kind of accesspoints

7uring registration process, the registrar willidentify the object, the donor, any

associations, any information needed forinsurance purposes, etc $n identification number is assigned