Union Catalog: Function and Importance

The Union catalog has been defined in different ways by various authors like Walter Bauhuis, Heinrich Roloff, LeRoy C. Merritt, Knud Larsen, L. Brummel, and others. None of these definitions has proved to be adequate. A national library, large reference library, or national bibliographical center maintains a combined catalog of holdings of books and periodicals or both that includes information about the location, edition, number of copies by accession numbers, volumes, etc. of several homogeneous or heterogeneous participating libraries covering library materials in all fields or limited by subject or form of material arranged by subject, or author, or in chronological order.

Function and Importance of Union Catalog

  1. It provides the location of a given book or periodical held in specific participating libraries.
  2. It provides assistance in interlibrary loans and loans to private persons.
  3. It ensures better coordination in acquisitions (i.e., through cooperative acquisition) and processing (i.e., through centralized cataloging) amongst participating libraries.
  4. It ensures a resulting economy in cooperative procurements.
  5. It provides bibliographical information in automated, microfiche, card, or printed form.
  6. Conservation of the list of titles owned by the participating libraries works as a “shadow catalog” or “standard catalog” for collections destroyed by fire or war.
  7. It works as a book selection apparatus.
  8. It can control unnecessary duplication of books in participating libraries.
  9. It works as a combined record of library materials of the libraries of a region or of a nation.
  10. Being a combined list, the union catalogue can indicate the possible gap in collection of a specific library in any subject area.
Union Catalog: Function and Importance

Factors and principles for planning and organizing Union Catalogue:

According to Robert B. Downs the following factors and questions are to be considered while planning and organizing union catalogue:

  1. The geographical scope of the catalogue is to be determined first.
  2. The libraries being included are to be decided.
  3. Whether or not complete holdings of these libraries are to be included?
  4. Decision is to be taken if only lending libraries are to be included, or also those that do not lend.
  5. It is to be decided should there be one general catalogue, or an author or subject catalogue and a separate catalogue of anonymous works.
  6. Is it to be limited to books or serials or periodicals or both?
  7. Should some kinds of literature be excluded?
  8. In what conditions are the catalogues of the libraries to be incorporated? Is there homogeneity in the cataloguing practice?
  9. Can the libraries provide an extra copy of their entries both for old stock record and for new accessions?
  10. In case of need, can the libraries undertake the copying of the entries? How can the entries be duplicated or microfilmed?
  11. What task will the catalogue have to perform:
    1. Information on whereabouts of a given publications?
      1. Assistance in interlibrary loans?
      1. Bibliographical information?
      1. Other activities?
  12. Where the catalogue should be housed? Separately or in a large library? In the later event, as an independent institution, or as a department of the library?
  13. What are the staffing requirements?
    1. Total staff?
    1. Permanent?
    1. Temporary?

In reply to the above questions and in general, however, we have to consider other factors too, viz.

1) Form: The union catalog should be available in various formats, including automated, microfiche, card, or traditional print. Among these, the automated online version stands out as the most efficient and user-friendly choice, providing instant access and ease of navigation.

2) Symbols: Upon its inclusion, each entry in the catalogue must promptly bear the abbreviated symbol or identifier of the participating library. This practice ensures clarity and easy recognition, facilitating seamless cross-referencing among institutions.

3) Kind of Type: Given the vital emphasis on the themes of research, a classified or subject catalogue is preferred. This structure should offer robust search functionalities, allowing users to explore entries by author, title, or keyword within an intuitive online interface, enhancing the research experience.

4) Base Library: When merging entries, it is essential to designate a primary library as the master entry. This should be the more prominent or comprehensive institution, ensuring that all associated symbols from other libraries are efficiently transferred to this central repository, streamlining the information management process.

5) Different Editions: Care must be taken to treat different editions of the same work as unique entries, not mere duplicates. This distinction preserves the richness and diversity of resources available to researchers.

6) Part of a Library: Special collections or segments of a library can be integrated into the union catalogue. This is particularly relevant for libraries that would otherwise be excluded, such as public libraries. An exemplary case is the inclusion of the Bangladesh Central Public Library’s exquisite collection of rare books, which adds significant value to the catalog.

7) Exclusion of Libraries: Typically, popular public libraries are excluded from the catalogue for specific reasons: (a) they often feature very similar holdings, (b) the collections may consist of lower-quality literature, and (c) fiction tends to dominate their inventories, which may not align with the catalogue’s objectives.

8) Exclusion of Literature: Certain types or genres of literature are generally excluded to maintain the catalog’s focus and integrity. These include:

   a) Dissertations and theses

   b) Music scores and compositions

   c) Maps

   d) Government publications

   e) Belles-lettres

   f) Juvenile literature

   g) Works of fiction

   h) Pamphlets

   i) Encyclopedias and dictionaries

   j) Orientalia and conference proceedings

9) Housing: Ideally, the union catalog should be established as an independent institution. This strategic decision enhances its visibility and accessibility, positioning it as a vital resource for scholars and researchers alike.

A union catalog plays a crucial role in resource sharing by providing a centralized database of bibliographic records from multiple libraries, enabling users to locate materials across institutions efficiently. Its function enhances collaboration among libraries, reduces duplication of efforts, and facilitates interlibrary loans, ensuring broader access to diverse collections. Ultimately, the importance of a union catalog lies in its ability to improve information retrieval, support research and academic activities, and promote the equitable distribution of knowledge.

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