Course Code: 416 Lecture Note II
Course Lecturer: Daniel, L.O
Class: HND LIS
Cataloguing
Cataloguing is a fundamental technical process in librarianship that ensures proper organization and
access to information resources. It can be defined as the systematic process of preparing bibliographic
records that represent information materials in a library collection. In simple terms, cataloguing is the
process of creating catalogue entries for books and other library resources so that users can easily
identify, locate, and retrieve them. It involves the intellectual description of materials and the recording
of their essential bibliographic elements such as author, title, edition, publisher, and physical
characteristics.
Cataloguing is also described as the process of analyzing and describing information resources using
internationally recognized rules and standards in order to facilitate access and retrieval. It is the
professional activity through which librarians create structured metadata that represent the intellectual
and physical attributes of library materials. Through cataloguing, each information resource in the
library is given a unique identity that distinguishes it from other similar materials. Cataloguing therefore
serves as the bridge between information resources and library users.
Traditionally, cataloguing practice was guided by standards such as the Anglo-American Cataloguing
Rules, Second Edition (AACR2), and classification systems like Dewey Decimal Classification (DDC),
Library of Congress Classification (LCC), and Universal Decimal Classification (UDC). However, with the
rapid growth of information technology, cataloguing has expanded beyond printed books to include
electronic resources such as e-books, online journals, websites, multimedia files, institutional
repositories, and databases. In the modern context, cataloguing can be broadly defined as the creation
and management of structured metadata for both physical and digital information resources in order to
support effective discovery, access, sharing, and long-term preservation.
Recent developments in cataloguing have significantly changed its scope and methods. The introduction
of Resource Description and Access (RDA) has replaced AACR2 as the current international cataloguing
standard. Metadata formats such as MARC 21, Dublin Core, and BIBFRAME are now widely used to
describe and exchange bibliographic records. Modern cataloguing is increasingly automated through
Integrated Library Systems (ILS) such as Koha, NewGenLib, SLAM, Virtua, and Aleph. Cataloguers today
also make extensive use of copy cataloguing through platforms such as OCLC WorldCat and the Library
of Congress online catalogue. These developments show that cataloguing has evolved from a manual,
card-based activity to a digital, technology-driven process.
Library Classification
Library classification is another essential aspect of technical services in libraries. It refers to the
systematic arrangement of library materials according to their subject content. Classification can be
defined as the logical grouping of information resources based on their similarities and differences so
that related materials are brought together on the shelves. It is the process of assigning class numbers
or call numbers to library materials using recognized classification schemes in order to ensure orderly
arrangement and easy retrieval.
Classification is often regarded as the backbone of librarianship because it provides structure and order
to library collections. Without classification, a library would be a disorganized collection of materials
where users would find it extremely difficult to locate needed information. Through classification, books
and other materials on the same subject are placed together, enabling users to browse related materials
conveniently. Classification therefore supports effective information retrieval, efficient shelf
arrangement, and user satisfaction.
Several standard classification schemes are used worldwide. The most popular include the Dewey
Decimal Classification (DDC), Library of Congress Classification (LCC), Universal Decimal Classification
(UDC), and Ranganathan’s Colon Classification (CC). Each of these schemes provides a structured system
for representing subjects using numbers, letters, or a combination of both. In modern libraries,
classification is not limited to physical shelf arrangement alone; it is also applied to digital collections,
online catalogues, and institutional repositories to enhance subject access.
In recent years, classification has also benefited from technological innovations. Automated
classification tools are now incorporated into many library management systems. Machine learning and
artificial intelligence are increasingly being used to suggest subject categories and class numbers.
Faceted classification systems are applied in digital libraries to allow flexible organization of information.
These modern trends demonstrate that classification remains relevant and continues to adapt to the
changing information environment.
Library catalogue means the comprehensive list of books, maps, sound recordings or materials in other
medium that represents a collection arranged alphabetically by authors, title, numbers or subjects. The
main purpose is to record, describe and index the holdings of a collection. Catalogues in libraries arose
from cataloguing and classification of information materials.
Purpose of a Catalogue
To enable a person to find a document of which the author or the title or the subject is known
To show what the library has by a given author or a given subject and in a given kind or form of
literature
To assist in the choice of a document as to its edition and as to its character either literary or topical.
In library cataloguing, catalogue entries are records created to describe and provide access to materials
(like books, journals, or media) in the library’s collection. These entries are usually structured at three
main levels, each serving a different purpose and level of detail.
1. Main Entry: The main entry is the principal or primary entry for a library item. It contains the full
bibliographic information and serves as the main access point in the catalogue. It represents the
complete description of the item and is usually listed under the author’s name (if available) or under the
title (for works without a personal author).
It includes:
Author’s name
Title and statement of responsibility
Edition statement
Publication details (place, publisher, date)
Physical description (pages, illustrations, size)
Series (if any)
Notes and standard numbers (ISBN, etc.)
2. Added Entry: The added entry provides additional access points to the same material described in the
main entry. It helps users find the item under headings other than the main author or title. To allow
retrieval by co-authors, editors, translators, titles, subjects, or corporate bodies associated with the
work.
Types of Added Entries
Author added entry (for joint authors, editors, translators)
Title added entry (for works known by more than one title)
Subject added entry (for subject headings or keywords)
Corporate added entry (for organizations responsible for the work)
3. Analytical Enry
Sometimes we may wish to draw the attention of a library user to a part or parts of a book which we
feel may otherwise escape the attention of the user. A catalogue entry can help in such cases. On such
occasion we are analyzing the contents of the work. AACR 2 defines Analytical entry as an entry for a
part of an item for which a comprehensive entry is made. It is the process of preparing a bibliographic
record that describes a part or parts of a larger item. Analytical Entries
Analytical entry is a specialized form of cataloguing used when attention needs to be drawn to a part of
a larger work. It involves preparing a separate bibliographic record for a chapter, article, or section
within a book or collection. According to Ranganathan, analytical entries can be author analytical, title
analytical, or subject analytical. Analytical cataloguing is particularly useful for edited works, conference
proceedings, and composite publications where individual contributions need to be highlighted for
users.
Author Analytical is a specific added entry referring from the name of the author and the title of the
contribution occurring in a host document to its locus that is the host document and the place of
occurrence in it.
Title Analytical is a specific added entry referring from the title of contribution occurring in a host
document to its locus that is the host document and the place of occurrence in it.
Subject Analytical is a special subject entry which mentions a portion of a document in which the subject
is treated.
4. Reference Entry (or Cross Reference Entry): The reference entry directs users from one catalogue
heading to another, ensuring they find materials even if they search under a variant or incorrect term.
To guide users by linking related or alternative headings in the catalogue.
Types of Reference Entries:
See reference directs from a non-preferred term to the authorized one. Example: See also Achebe,
Chinua
See also reference – connects related subjects or authors.
Example:> Nigeria—History → See also African Literature—History and Criticism
Three Levels of Catalogue Entries (Bibliographic Description)
In library cataloguing (as outlined in ISBD – International Standard Bibliographic Description and AACR2 /
RDA guidelines), there are three levels of catalogue entries.
Each level reflects how detailed the bibliographic information is in the record.
1. First-Level Catalogue Entry (Basic Level)
Description:
This is the minimum level of cataloguing.
It provides only the essential details needed to identify an item uniquely within the catalogue.
Purpose:
Used when time, resources, or information are limited, for instance, in preliminary or brief records.
Includes:
Author or main entry heading
Title proper
Edition statement (if any)
Imprint: place, publisher, and date of publication
2. Second-Level Catalogue Entry (Standard or Full Level)
Description:
This is the most commonly used level in libraries.
It provides complete bibliographic details sufficient for most cataloguing purposes and user needs. To
enable full identification, selection, and access to a library item.
Includes:
All first-level elements, plus:
Statement of responsibility (author, editor, etc.)
Edition statement
Physical description (pages, illustrations, size)
Series statement (if any)
Notes (e.g., bibliography, index)
Standard number (ISBN, ISSN)
3. Third-Level Catalogue Entry (Comprehensive or Detailed Level)
Description:
This is the most detailed level of bibliographic description.
It contains all possible descriptive elements provided in the cataloguing code, including punctuation,
multiple statements of responsibility, and detailed physical data.
Purpose:
Used for special collections, rare books, or archival materials where exact and exhaustive description is
required.
Includes:
All first- and second-level elements, plus
Detailed statements of responsibility (all contributors listed)
Parallel titles and subtitles
Detailed edition and imprint information (including printers and distributors)
Full physical description (e.g., illustrations, maps, format, accompanying materials)
Extensive notes on content, bibliography, provenance, etc.
Series, subseries, and numbering information
Terms of availability
Basic rules in cataloguing
Author’s name: the author’s surname should be written first. Where the material is an edited work or
compiled. Treat the editor or compiler as the author but add “ed” or “comp”. If the material has 2 or 3
authors, list all authors name and separate with space, then semi-colon and another space
If the material has more than 3 authors, use the first name only followed by etal.
If the author is an organisation, write the name in full e.g. United Nations for Education
Title information
Look at the title page and write as the title page and not as the front cover. This is because sometimes
the title on the front is abbreviated and subtitles are not shown. Write out the title in full. If there is a
subtitle, write this out, separate by a colon with a space before and after. Without the space, the
subtitle will be seen as the part of the text.
If the material is not a printed publication. Note its format in square bracelets after the title.
Series information: If the item is part of a series, write the series in bracket after the title or after the
physical description of the material in bracket
Publication details: This includes the place of publication, publisher’s name and date of publication.
Separate the place and publisher with a space, a colon and another space. Separate the publisher and
date of publication with a comma.
Place of publication: usually only the town need to be written but write the country if the town is not
obvious
If the towns are more than one, write the first one only. So also if no place has been given, write in
square bracket (place unknown).
Publisher: The publisher’s name follows the place of publisher. Write the publisher’s name in the
shortest form and if the publisher is the same as the author or editor, use an abbreviation.
Date of publication: This follows the publisher’s name, it is usually sufficient to give the year for the
work.
Number of pages (format and length): Write down the number of pages by ‘p’ e.g. 143p. If there are no
page numbers, estimate the number and put this in square brackets.
Illustrations: It is shown by writing ills. After the number of pages or length separated by a space e.g. 23.:
ills.;
Note: Put notes needed to explain the content of the material.
Accession number: Write the accession number at the bottom left-hand corner.
Classification number: Write the classification number at the top lefthand corner
Functions of cataloguing and classification department in the library
The cataloguing and classification department of a standard library should provide the following
functions.
Preliminary checking
Bibliographic description of information resources
Classification of information resources
Subject determination of library materials
Creation of authority files
Creation of cross references
Preparation and maintenance of the public access catalogue and shelf list
Completion of information on the stamp page
Keeping statistics
Preliminary checking
The cataloguing and classification department is one of the most important units in any standard library.
It performs technical and intellectual functions that make library materials accessible and usable. One of
its major functions is preliminary checking. Preliminary checking involves examining newly acquired
materials to determine whether they already exist in the library collection. This process prevents
duplication of effort and ensures consistency in cataloguing, class number allocation, and subject
description. It also allows cataloguers to identify existing records that can be reused or modified.
Bibliographic description of information resources
Library cataloguing involves the detailed description of a copy of a specific edition of a material intended
to identify and distinguish it from other works by the same author, of the same title or on the same
subject.
Bibliographic description involves providing detailed information about an information resource so that
it can be uniquely identified. This includes recording elements such as the title, author, edition,
publication details, physical description, series information, notes, and standard numbers such as ISBN
or ISSN. In modern practice, bibliographic description is carried out using standards such as RDA and
ISBD and encoded in formats like MARC 21. Accurate bibliographic description is essential because it
forms the basis for effective retrieval in the catalogue.
Classification of information resources is also a major responsibility of the department. Classification of
library materials entails systematic arrangement of library materials according to their subject which are
represented by the class number given to them. After materials have been described, they are assigned
appropriate class numbers using standard schemes such as DDC or LCC. This ensures that materials
treating the same subject are grouped together on the shelves. Proper classification enables users to
locate materials quickly and also supports systematic browsing of the collection. This enables
information resources treating the same subject to be grouped together on the library shelves to
facilitate easy location of materials on a given subject using standard classification scheme e.g. DDC, LC,
UDCSubject determination of library materials
Subject determination is another important function. This involves analyzing the intellectual content of a
material to determine its main subject focus. Cataloguers use controlled vocabularies such as Sears List
of Subject Headings, Library of Congress Subject Headings, AGROVOC, and other specialized thesauri to
assign appropriate subject headings. Subject analysis helps to bring together materials on the same
topic in the catalogue, thereby improving subject access.
It helps to bring information resources treating the same subject to be filed together in the catalogue
cabinet.
Creation of authority files
Authority files are subject headings (words or phrases) prepared and maintained by cataloguing and
classification department of a particular library in order to care of or to accommodate information
resources that are peculiar to a local environment. These are designed for information resources that
cannot be found or not properly classified in international standard lists such as Sear’s list, LC
The creation and maintenance of authority files is a crucial activity of the cataloguing department.
Authority files ensure uniformity and consistency in the use of names, subjects, and titles. They prevent
variations in spelling and form that could confuse users. In modern libraries, authority control is
supported by tools such as the Virtual International Authority File (VIAF) and ORCID identifiers for
authors. Authority control enhances the quality and reliability of the catalogue.
Creation of cross references
A cross reference is direction from one heading to another. Cross references are useful to users and are
common feature of the library catalogue. There are two main types of cross references
See reference: these are made from a heading under which is used for entry. In other words, a see
reference guides one from a heading that is not used to the one that is used e.g. Four-wheel drive see
Cars
See also reference: This type of reference directs the users from one heading that is used to related
headings also used in the catalogue. See reference leads users from a heading that is used to another
used subject heading e.g. Insects see also dragonfly
The department also creates cross references in the catalogue. Cross references guide users from terms
that are not used to authorized headings that are used. “See” and “See also” references help users
navigate the catalogue more effectively and discover related materials. This function improves user
access and prevents frustration during information searching.
Public access catalogue and shelf list catalogue
Public access catalogue is prepared by cataloguing and classification department and is accessible to
users. It can appear in any in any form such as 3*5 card, book, sheaf, CD Rom, database, online and so
on, which enable users to have access to all information resources in the collection of the library.
Preparation and maintenance of the public access catalogue is another major function. In the past,
catalogues existed in card form, but today they are mainly online as OPACs and web-based discovery
systems. The shelf list catalogue, which is used internally by library staff, is also maintained by the
department to keep track of materials in the collection.
Completion of information on stamp page
After classification, it is expected that the department should written on the stamp page. In addition, the
department completes processing details such as writing class numbers and accession numbers on the
stamp page of materials. The class number that has been given to the document. It is advisable that this
is written in pencil in case of any future reclassification, it will be easy to erase.
Keeping statistics
Finally, the cataloguing and classification department is responsible for keeping accurate statistics of its
activities. Records of the number of materials processed, subject coverage, and formats handled are
kept for reporting, planning, budgeting, and accreditation purposes. These statistics help library
management to evaluate productivity and plan for future development.
Cataloguing Tools
Cataloguing tools are essential instruments used by librarians to ensure that library materials are
accurately described, organized, and easily retrievable.: Cataloguing tools are used in libraries to achieve
accuracy, consistency, organization, and accessibility in the description and arrangement of information
resources ultimately supporting effective information retrieval and knowledge sharing. Below are the
main reasons for using cataloguing tools in the library
Reasons for Cataloguing Rules
1. Standardization of Bibliographic Records
Cataloguing tools such as AACR2, RDA, and MARC formats provide standardized rules and structures for
describing library materials. This ensures consistency and uniformity in the cataloguing process across
libraries worldwide.
2. Accurate Description of Library Materials
Tools like Anglo-American Cataloguing Rules (AACR2) and Resource Description and Access (RDA) guide
cataloguers in recording accurate bibliographic details such as author, title, edition, publisher, and date
of publication. This helps users identify and differentiate between similar materials.
3. Efficient Organization of Resources
Cataloguing tools help classify and arrange materials systematically often using classification schemes
like Dewey Decimal Classification (DDC) or Library of Congress Classification (LCC) making it easier for
users to locate items on the shelve
4. Facilitation of Information Retrieval
When cataloguing follows standardized tools, users can quickly retrieve needed materials through
online catalogues (OPACs) or card catalogues. This improves search accuracy and user satisfaction.
5. Resource Sharing and Interlibrary Cooperation
Using universal cataloguing standards (e.g., MARC and RDA) allows libraries to share records and
resources through networks like OCLC or WorldCat, saving time and reducing duplication of effort.
6. Support for Library Automation
Automated systems depend on structured and standardized cataloguing data. Tools such as MARC 21
and RDA ensure compatibility with library management systems and digital catalogues.
7. Preservation of Bibliographic Integrity
Cataloguing tools maintain the integrity and quality of bibliographic data over time, ensuring that future
updates or migrations to new systems remain consistent.
8. Enhancement of User Access Points
Through standardized subject headings (e.g., Library of Congress Subject Headings) and authority files,
cataloguing tools provide multiple access points by author, title, subject, or keyword for users to
discover materials efficiently.