MODULE 2: ORGANIZATION OF INFORMATION

OVERVIEW
In order to retrieve the needed information, it is really important to know how the information is organized.
Organization provides access to information or a collection. There are several ways to organize information
in order to find it easily. Libraries use organization schemes to classify information according to the
academic discipline or area of knowledge (class) the information fits into.

In this module, we shall define the term ‘information organization’, and discuss why information resources
are organized in the library. We shall also discuss how information resources are organized in libraries and
most importantly in Bowen University library.

Learning Objectives
At the end of this unit, students should be able to:
 Define information organization
 Explain why the library organizes information
 Explain how information resources are organized in the library
 To become familiar with how information is organized in the library.
 To identify the two approaches to information organization

TOPICS
 What is information organization?
 Why organize information?
 Information Repositories-Libraries, Archives, Museum, Documentation Centers, etc.
 Definition of the library
 Types of libraries
 Functions of libraries
 Rules of the library
 Using the book
 Roles of the library
 Organization of the library
 Organization of University libraries collection using BUL as example (i.e. physical location
and arrangement).
 Services rendered in the library
 Using the book

WHAT IS INFORMATION ORGANIZATION?

It is an intellectual process of arranging/grouping/classifying information items or sources i.e. books,
journals, picture etc according to common characteristic (subject) into a system that will enhance speedy
access and retrieval in the library.

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WHY ORGANIZE INFORMATION?
Information is increasing every day, for this reason it has to be organize so that others can find it, use it to
take certain decisions or add to their own knowledge. However it is very important that one knows how
information is organized for easy access and retrieval. We organize because we need to retrieve. Kitchens
are organized so that cooking utensils are easily accessible. Offices are also organized so that records can
be retrieved when needed and work can be done. Access and retrieval can only be possible when
information is organized. When information is organized it can be:
- used more than once
- identified easily
- easily accessed
- retrieved easily, i.e. retrieval depends on organization
- beneficial to other people
Examples of sources where information is organized includes telephone book, directories, dictionaries,
encyclopedias, bibliographies, indexes, catalogues, databases, etc. For information to be organized, it needs
to be known and the only way it can be known is to get it published. Information gets published through
reviews, catalogues, books in print, periodicals, web sites and other electronic publication.

Libraries, archives and museums are Information Repositories, institutions that are charged with
responsibility of keeping records or information for future use.

DEFINITION LIBRARIES
A library is an institution responsible for the collection, processing and storage of recorded
knowledge for the purpose of reading, studying and referencing. Islam (2004) described library as a
learned institution equipped with treasures of knowledge maintained, organized, and managed by trained
personnel to educate the children, men and women continuously and assist in their self-improvement
through an effective and prompt dissemination of information embodied in the resources.

TYPES OF LIBRARIES ROLES OF LIBRARIES FUNCTIONS OF LIBRARIES

 National Libraries  Custodial Role Among others, libraries perform the
 Public Libraries
 Education Role following functions:
 Private Libraries
 Special Libraries  Research Role  Acquisition
 School Libraries 
 Information Role Organization
 Academic
Libraries  Recreation Role  Storage
 Dissemination

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 LIBRARY RULES LIBRARY RULES
 Silence  Register in the library before borrowing books
 Comportment  Bags are not allowed in the reading rooms
 Decorum  Library items must be properly charged out
 Prohibition of food items/drinks  Dress code must be observed
 Dress code must be observed  Borrowed items are to be returned intact, as at when due
 Etc.
USING THE BOOK
Library items ARE NOT TO BE:
 Mutilated
 Folded along the spine, at the
edge or dog-eared
 Marked or underlined
 Torn
 Stained

Fig.13: How not to treat books

SERVICES RENDERED IN BOWEN UNIVERSITY LIBRARY

 Binding Services:
 Reference Services such as Referral Service; Quick Reference Question; Directional Reference
Question; Inter-Library Loan; Document Delivery Service; Current Awareness Service (CAS);
Selective Dissemination of Information (SDI), Database and Literature Searches etc.
 Reprographic Services
 Research Assistance (Advice, Guide, etc.)
 User Education/Library Orientation and Instruction

ORGANIZATION OF UNIVERSITY LIBRARIES AND COLLECTIONS

Libraries, including University libraries, have the responsibility of organizing information for easy access,
retrieval and for future use. Libraries organize information using a system of rules. The common system
is classification according to content (subject) and physical organization.

Classification (Subject Content)

 Libraries organize items by subject content, which involves grouping similar subjects together.
 A Classification scheme is a library tool used for arranging materials into various subjects.
 Various types of classification schemes have been developed by librarians for better organization
of library materials.

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  The most commonly used classification schemes are Library of Congress (LC) and Dewey
Decimal Classification (DDC) scheme.
1. Dewey Decimal Classification Scheme (DDC)
DDC:
 Organizes the whole body of knowledge into ten main classes with sub-divisions.
 The classes were broken down from general subjects to specific subjects and he represented these
using Arabic numerals and decimal points for further sub-divisions.
 The scheme is however not sufficient for large collections and for new bodies of knowledge that
are springing up daily.
 Therefore, most academic and public libraries do not use it but small libraries with not so large
collections do.

2. Library of Congress Classification Scheme (LC)

The LC scheme:
 Is the most popular of all the classification schemes used in most academic libraries in the world.
 Has great room for expansion, i.e. new subject areas can be accommodated.
 Is what Bowen University Library uses.
 Uses both letters and numerals – this is called Mixed notation or Alpha-numeric.
 The broad classes are denoted by single capital letter and further sub-divisions involve the use of
numbers ranging from 1-9999
An example of mixed notation is shown below:
H - Social Sciences
HB - Main sub-division representing Economics
172.5 - Number for Principle of Micro Economics
.F72 - Author cutter number
2001 - Year of publication

From the example above, the alphabet represents the general subject class H which is Social Sciences; HB
is the main subdivision Economics while the number 172.5 indicates Principles of Micro Economics which
is the particular topic treated in the general subject group. The cutter number, F72 represents the first 3
letters from the author’s surname (i.e. Frank, R.K. is the author of the book titled “Principle of Micro
Economics”) and then we have the year of publication, 2001. Therefore the class mark or class number
for a book titled Principle of Micro Economics will be HB172.5 while the call mark or call number is
HB172.5 .F72 2001. The arrangement of the books on the shelves is based on the call mark/call
number.

3. Moys Classification Scheme

In Bowen University Library, the MOYS classification scheme
 Is used to process LAW materials only.
 Was designed by Elizabeth (Betty) Moys and first published in 1968.
 Is used primarily in law libraries.

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  Is designed to fit into a library that utilizes Library of Congress Classification (LCC). The primary
reason for this is that LCC had not fully developed the K class (the class for Law) at the time when
the Moys system was developed.
Physical Arrangement
Materials are arranged on the shelves numerically by call number. A call number is made up of the library
of congress number i.e. alphabet and number, cutter number, and year of publication. The cutter number
is made up of the first three letters of the author’s surname or title of a book (if it is an edited work). The
3 letters of author’s surname is then converted to letter and numbers i.e. Soyinka will be converted to S69.

Physical Organization
Apart from subject classification, materials in the library can also be organized by their physical formats
and purpose. There are two main formats: print and non print formats. Example of print format are books,
pamphlets, maps and periodicals while non print formats include audio, video, cassettes, CD-ROMs and
micro formats, microfilm or microfiche. All non print materials are kept in a separate section of the library.
Their location in Bowen University library has been discussed under description of library materials in
Module 1.

REFERENCES
Katz, W. A. (1997), Introduction to Reference Work, 7th ed., New York: McGraw-Hill.

Ojedokun, A.A. (2007) Information Literacy for Tertiary Education in Africa. Ibadan: Third World
Information Services Limited.

Ojo, S.O. et al (2003) Computing and Information Skills Fundamentals Lecture Note Series.
Department of Computer Science Publication University of Botswana.

Otunla, A.O. & Akanmu-Adeyemo, E.A. (2010) Use of Library, Ibadan: End Time Publishers.

Payne, D. (2007). What is a Periodical? Retrieved December 2, 2009, from

[Link] what is Periodical? PDF.

Powell, A. (2009). Music Periodicals: how to find information in music periodicals.

Retrieved on December 2, 2009 from [Link] to find
periodical/html

Periodicals. Retrieved on December 2, 2009 from [Link]

Reitz, Joan M. (2004) Dictionary for Library and Information Science. London: Library Unlimited.

Rowley, J.E. (1987) Organizing Knowledge. England: Gower Publishing Company.

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Staffordshire University (2008). Information Services. Retrieved December 2, 2009, from
[Link] /about
periodical/[Link].

University Library: University of Illinois at Urbana-Champaign (2009), Using Reference

Sources; Retrieved October 29, 2009, from
[Link]

University of Chicago Library (2009), Reference sources; Retrieved October 29, 2009,
from [Link]

Using reference sources, Retrieved November 15, 2009 from

[Link]

Washington University Library (2009), WSU Library Instruction: Types of Reference

Resources. Retrieved October 29, (2009), from
[Link]

What is a periodical? Information commons. Retrieved December 2, 2009, from

[Link]

What is a periodical? Retrieved December 2, 2009, from

[Link]