Filling of Entries Classified

UNIT 7 FILING OF ENTRIES CLASSIFIED and Alphabetical

AND ALPHABETICAL
Structure
7.0 Objectives
7.1 Introduction
7.2 Filing
7.2.1 Meaning and Purpose
7.2.2 Need for Filing of Catalogue Entries
7.2.3 Nature of Entries to be Filed
7.2.4 History of Filing Systems
7.3 Classified Entries
7.3.1 Filing Classified Entries
7.3.2 Entries in Classified Part of Ranganathan's Classified Catalogue as per CCC
7.3.3 Class Number Arrangement
7.3.4 Shelf List Filing
7.4 Alphabetical Arrangement
7.4.1 Familiar Filing Problems
7.4.2 ALA Filing Rules
7.4.3 Ranganathan's Alphabetisation Principles
7.5 Filing Process
7.5.1 Arrangement of Entries
7.6 Summary
7.7 Answers to Self Check Exercises
7.8 Key Words
7.9 References and Further Readings
7.0 OBJECTIVES
You learnt in Unit 5 about the types of entries in a catalogue and what information
goes into them. All these entries should be arranged in a helpful sequence for easy
access to documents in a library. This unit deals with filing of entries in an
alphabetical order and in a classified order.
After reading this Unit, you will be able to:
describe the basic principles of filing alphabetical and classified entries;
explain the rules and procedures for alphabetical and classified filing;
arrange entries alphabetically or in a classified order, according to prescribed
sets of rules.

7.1 INTRODUCTION
In Unit 5, the format of a catalogue entry was described. You were also told that for
every document catalogued, there can be a main entry and an added entry or several
added entries. In a library we prepare all the necessary entries for the documents, we
add to the stock. So whatever be the physical form of the catalogue the entries in the
catalogue have to be filed in a logical and helpful sequence.
Catalogue entries are filed by their access or approach points. The access points are
either alphabetical words or notational symbols (Class Numbers or Call Numbers).
That is to say, there will be Alphabetical Entries and Classified Entries. Sometimes,
there may be some other characters and symbols also as part of, or substitute for, the
name of a person or the title of a work.
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Format of Catalogue Entries It may appear that the alphabetical entries and classified entries consisting of
numerals and letters of alphabets can he filed easily because of our familiatity with
numerals and alphabets. But in actual practice we face many some guiding principles
are worked nut. The American Library Association (ALA); The Library of Congress
(LC); and a: few other bodies have,, worked- out filing rules, The rules are prescribed
in catalogue codes in some cases, Ranganathan also in his Classified Catalogue Code
(CCC) has taken care of the filing rules.
In this Unit you will learn about the-problems of filing classified entries and.
alphabetical entries and how they are resolved by some of the major filing systems.
The filing procedure is also stated briefly. A few illustrative rules of the prominent
systems of ALA and CCC are given.
It is important and useful to consult the hooks mentioned in `References and Further
Reading', If you can go through the chapters on Filing Rules in those books, you will
know more about filing of entries, as a good number of illustrations are given in
them.

7.2 FILING
"A place for everything and everything in its place" is an old saying. We are aware of
the implications of this saying in our daily life. If everything in our house or office is
not in its place, then it creates utter chaos and confusion. Similarly, there must be a
proper place for the things we have. If we dump them together for one reason or the
other, then every time we need particular- item we will have the ordeal of searching
them among all the other things. Hence the need to put things in proper places arises.
7.2.1 Meaning and Purpose
We use the worst filing in our day-to-day life when we arrange related things in an
order - for example, filing of papers on a topic, Webster's Dictionary defines filing
as: "to arrange in order for preservation or reference", Hunter and Bakewell in their
work on cataloguing define a file as "a collection of related and usually similarly
constructed records treated as a unit, e.g., the catalogue of a library."
Filing helps to find a place for everything and also helps in bringing order among
things. Thus, filing serves both the purposes of preservation and ready use of things
preserved through a logical approach. It saves time in using a collection and also
brings together closely related things when filing is done scientifically.
7.2.2 Need for Filing of Catalogue Entries
In Unit I of this course you have noted that the word catalogue has been derived from
a Greek phrase Katy Logos. "Kate means "by" or "according to" and "Logos" has
different meanings like "word" or "order" or "reason". Thus, this definition of a
catalogue implies arranging entries according to some definite plan. Therefore, filing
of entries assumes significance in a catalogue.
Earlier in Unit 3 of this course you learnt about various physical forms of catalogues.
Whatever be the physical or inner form, the entries are to be arranged in a catalogue
according to some plan, That is to say, filing of entries on the basis of certain
principles, is a must.
A good system of filing of entries in a catalogue will
1) save the time of filing of the people who use it;
2) bring together related entries at one place,
3) expose the items about which the user may not know till the time of the search; and
4) facilitate manipulation and handling of the catalogue with ease, once the logic
behind the arrangement is known.
Further, an entry misfiled is en entry lost. The user may miss the entry and thereby
the details of the document for which the entry is misfiled. The user may think that
58 the particular document is not available in the library.
Filling of Entries Classified
Self Check Exercise and Alphabetical
1) State the need for a good filing system for a library catalogue.
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
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7.2 3 Nature of Entries to be Filed
We have noted that catalogue entries are either word entries or notational entries. In a
dictionary catalogue they are word entries. In a classified catalogue they are both
word entries and entries under Class Number or Call Number notation.
Ranganathans Classified Catalogue consists of two parts-alphabetical and classified.
The alphabetical part is the word entry part and the classified part is the notation
entry part.
Even in the alphabetical part of a classified catalogue or in a dictionary catalogue,
sometimes, we come across numbers or symbols as entry element, For example, the
name of the author may be given in symbols like.
7 0 7
etc., or the title of the work may not be in words but may be in numerals or symbols
Eg. 100 Most Important People
Y2K Problem
Further, the shelf-list of a library is generally filed in the sequence in which the books
are arranged on the shelves according to their call number Therefore, it is also in
classified order, Filing of catalogue entries would therefore mean filing entries in a
1) Shelf list;
2) Classified Catalogue; and
3) Dictionary Catalogue.
Filing of word entries is known as Alphabetization and filing of numerical and/or
symbol entries is known as classified arrangement.
Self Check Exercise
2) Distinguish alphabetical and classified arrangement.
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
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7.2.4 History of Filing Systems
The history of filing systems can be traced back to the history of libraries because
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basically man prefers order and early librarians, therefore, would have thought of
orderly arrangement,
Format of Catalogue Entries Orderly arrangement of a library collection, however, laid the foundations for the
schemes of library classification.
Filing systems for catalogue entries evolved over a period of time, such entries were
prepared for a large library collection. When the number of documents is limited,
filing of entries is not much of a problem. Only when the number of documents
increases, the need for a good and effective filing system becomes necessary.
Some of the catalogue codes like Cutter's Rules for a Dictionary Catalogue and the
'Vatican Code' have included filing rules also in their cataloguing rules. Let us briefly
learn about a few filing systems that have evolved over time.
i) Berghoeffer System
Towards the end of the 19th century Christian W. Berghoeffer introduced an
interesting filing system for the Frankfurter Sammelkatalog. This system suggests the
division of the catalogue into three sections as-a personal section, a geographical
section, and a title section. In the personal section, only the surnames of the authors
are taken into consideration ignoring forenames and initials. Titles are arranged in
alphabetical sequence under each surname. This system is very useful for union
catalogues.
ii) ALA Filing Rules
The American Library Association published in 1942 the A.L.A. Rules for Filing
Catalogue Cards. This code for filing entries " is based on a comparative study of
filing rules which have appeared in printed codes and in manuals of library science,
and also of the practices in a number of large and medium-sized public and university
libraries". The revised version of the code appeared as a new set of rules under the
title ALA Filing Rules in 1968. These Rules appeared in two formats-a full text, and
an abridged paperback edition.
The 1968 rule is related to the provision of AACR-2. The Committees responsible for
AACR-2 and for 1968 rule on Filing Rules worked in co-operation. The structured
uniform titles recommended by AACR-2 is an effort towards a better scheme of
filing the entries in some cases.
iii) Library of Congress Filing Rules
For the Library of Congress the rules that were in practice, namely; Filing Rules Pr
the Dictionary Catalogues in the Library of Congress (1956) and the subsequent
provisional Filing Arrangement in the Library of Congress Catalogs by John C
Rather (1971) were replaced by the Library,-of Congress Filing Rules published in
1980. These rules are more elaborate than the ALA Filing Rules. Emphasis in these
rules is on the practical adaptability of the rules for computer processing of the
entries:
iv) Computer Filing
Computers can relieve the burden of laborious filing of entries. They can do the job
quickly and automatically. Computers are now being used in library operations and in
bibliographic control. But there are certain drawbacks in computer filing also because
they cannot think like human beings. Suppose you give the instruction to a computer
saying ignore the initial articles like "A" "An" The "while filing. Then for a title like
ABC of Atomic Physics the computer will file the title as BC of Atomic Physics,
which is rather unhelpful filing. However, with proper programming instructions
some of the problems can he solved. The first code to deal specifically with computer
filing was published in 1966 by Theodore C. Hines and Jessica L. Harris under the
title Computer Filing of Index Bibliographic and Catalogue Records.
v) BLAISE Filing Rules
Automated information service provided by the British Library is known under
acronym BLAISE (British Library Automated Information Service). "The BLAISE
filing rules had their origins in the report of a Working Party on Computer Filing set
up by the Library Association Cataloguing and Indexing Group". These rules for
computer filing were prepared on the basis of the principles developed by the
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International Organisation for Standardization (ISO).
Filling of Entries Classified
vi) Ranganathan's Principles and Alphabetical
Earlier you were told that in Ranganathan's Classified Catalogue there are two parts
classified part and alphabetical part. In the Classified part we come across Class
Numbers and Call Numbers as entries to be filed. A class number or call number
includes numerals, letters, punctuation marks and symbols or characters like etc.
Ranganathan uses the word `digits' for these characters used by him as notation. In
his Colon Classification he has assigned values for these digits which will guide us in
filing entries in classified part. Further his Classified Catalogue Code Ed. 5 Chapter
EG and EH deal with the filing of entries in Classified Part and in Alphabetical Part
respectively. We will discuss them at the appropriate places in the coming sections of
this Unit.
Self Check Exercise
3) List the major systems of filing.
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
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7.3 CLASSIFIED ENTRIES
In this section, you will learn about classified filing a) only when letters of an
alphabet are used for entries; b) when numerals, letters of an alphabet and other
symbols are used in entries all together. We shall also learn the rules provided by
Ranganathan in CCC. Filing entries in a shelf list is also discussed in this section.
7.3.1 Filing Classified Entries
By classified entries, we mean entries which hear notation; that is, Class Number and
Call Number entries. A Subject Catalogue and an Alphabetico-Classed Catalogue
also are known as Classified Catalogues. Ranganathan considers a Classified
Catalogue as a "Catalogue in which some entries are number entries and some are
word entries".
Filing of number entries will be easy when a simple scheme of Classification like
Dewey Decimal Classification is used. The numerals and their sequential value is
quite familiar to us. So the arrangement is simple.
For example when numbers like 030; 360; 130; 505; 330; 720; etc., are to be
arranged we an-arrange them in the sequence
030
130
330
360
505
720
Similarly, when Class Numbers are based on pure notation using letter of alphabets
like ABCD we can conveniently arrange them in a sequential order
AAC
AAH
AAL
ABC 61
ABG
Format of Catalogue Entries ABK
ACD
ACM and so on
When both - alphabet letters and numerals are used in a mixed notation their
arrangement needs some guidance as to whether letters should be taken first or
numerals. If both capital letters and small letters are used and in addition both Arabic
numerals and Roman numerals are also mixed up, then again some guiding principles
of preference and sequence are needed.
Filing becomes much more complicated when characters and symbols like - " " &;
etc., appear as indication digits. These and some other issues we shall consider in the
succeeding sections of this Unit.
7.3.2 Entries in Classified Part of Ranganathan's Classified Catalogue at per
CCC
As stated earlier Ranganathan provided the rules to be followed while arranging
entries in the classified part of the Classified Catalogue in Chapter EG of his CCC.
Some of these rules are quoted below.
EG 1 "The entries in the Classified Part are to be arranged by the Class Numbers in
their -respective Leading Sections".
EU 21 "Among the entries with the same Class Number in their respective Leading
Sections, those with one or more Book Numbers are to have precedence over those
without them".
EU 22 "Entries with Book Numbers in their respective Leading Sections are to be
arranged among themselves by the Book Numbers",
EU 24 "Entries with the same Class Numbers as well as Book Numbers in their
respective Leading Sections will be a sequence of "Continued" entries and they are to
be arranged among themselves its numerical sequence":
EC 11 "Etudes with the same Class Numbers and without Book Numbers in their
respective Leading Sections are to he arranged by the Book Numbers, if any, in their
respective Third Sections".
EU 32 "Such of the entries coming under rule 11 of this Chapter as have the same
Book Numbers in their respective Third Sections, are to be arranged among
themselves by the Class Numbers occurring in their respective Third Sections",
These statements in the above rules are quite cleat According to CCC, we arrange
entries according to the Class Numbers in the Leading Sections, if two entries are
similar but one entry is with a Book Number and the other does not have any Book
Number the entry with Book Number is to be filed first. Among the entries with
Book Numbers the arrangement will be according to Book Numbers, For entries with
same Class Number hi the Leading Sections and without any Book Numbers we will
have to arrange them according to the Book Numbers in the Third Swains, if there
are such Book Number in the Third Sections, If all Numbers are common then the
entries should be filed in numerical sequence.
7.3.3 Class Number Arrangement
Unlike the Cities Numbers of Dewey Decimal Classification the Colon Class
Numbers have not only Arabic Numerals but also capital letters of the Roman
alphabet and also punctuation marks and other symbols. So, arrangement of entries
according to class numbers in the classified part will be difficult unless the order of
precedence is given for the various digits. Ranganathan suggested the order of
precedence for these digits.
The Seventh Edition (1987) of Colon Classification provides the following ascending
value of digits.
* <- & . : ; , - = ab Z 12 9A Z
The following Class Number arrangement illustrates the precedence of Numbers:
B*Z
62 B <- C
B "a
Filling of Entries Classified
B and Alphabetical
B&C
B N65
B.44
B: 36
B; 4
B, 5
B-9N
B=9R
7.3.4 Shelf List Filing
Shelf list reflects the arrangement of documents in the library. That is to say, the
classificatory arrangement of the documents in a library can be seen through the
entries in its shelf list. Entries in a Shelf list are, therefore, Class Number and Call
Number entries.
Some examples of filing shelf list entries when Dewy Decimal Classification (DDC)
scheme is used, are given below:
Example 1: DDC Class Number Order
001 Knowledge
001,424 Operations research
001.43 Research
001.5 Information and Communication
001.51 Communication Theory
001.534 Perception theory.
001.575 Artificial Intelligence
017 Subject Catalogues
018 Author Catalogues
027 Central Libraries
Example 2: DDC Call Numbers with three figure Cutter Numbers
530 W582 A work on physics by the author White, Harvey E.
530 W586 A similar work by the author White, Marsh W.
530 W739 A similar work by the author Willowa, S.
530 W748 A similar work by the author Wilson,
When two or more books in the library get the same Class Number, we individualise
them so that no two books have the same number. For this purpose Cutter Numbers
are used. These numbers, known as Book Numbers, are constructed through the use
of either Cutter two or three figure alphanumeric tables or the Cutter Sunburn tables.
These tables provide alphanumeric numbers for the letter sequence of the English
alphabet. On the basis of the surname of the author of the book the relevant number is
constructed.
If there are several works by the same author on the same subject we may add the
work consisting of "lower case letter representing the first significant word (of the
title of the work. Arrangement of the Call Numbers will then be according to the
work mark letter sequence.
Example 3:
181.4 R12c Contemporary Indian Philosophy by Radhakrishnan, S
181.4 R12i Indian Philosophy by the same author.
181.4 Rl2m My search for truth by the same author.
181.4 R12s Source books in Indian Philosophy by the same author.
In some small libraries instead of lasing Cutter tables one to three or four letters of
the main entry word are taken to individualise a book. The example given below 63
illustrates the filing arrangement in such cases.
Format of Catalogue Entries Example 4:
352 MIS A book on municipal government by an author surname
Mishra.
352 MUN A similar hook on municipal government by an author
surnamed Munro.
353 NAI A similar hook on municipal government by an author
surnamed Nair.
Self Check Exercise
4) Arrange the following Colon Class Numbers.
2, 4; 41:51
2
2' N9
2" a
2&aD
2.22 'N9
2.4
2*3
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.








7.4 APLPHABETICAL ARRANGEMENT
Rules for alphabetical arrangement give a number of clear-cut directions forming a
set of guidelines. These relate to:
a) Letter by letter arrangement
b) Word by word arrangement
c) Initial articles at the beginning of headings
d) Filing of initials and acronyms
e) Problems of alphabetical filing
Some of the more important ALA Rules of filing are given in this section.
7.4.1 Familiar Filing Problems
We are familiar with the English alphabet and the sequence of its letters. Naturally,
we feel that there can be no difficulty in filing word entries in a catalogue. In fact, the
ALA Rules for Filing Catalogue Cards mentions a Basic Principle as follows:
"Filing should be straight forward, item by item through the entry, not disregarding
or transposing any of the elements, nor mentally inserting designations".
So, we may feel that alphabetical arrangement is quite simple. But as we try to file
the entries for authors, titles, and alphabetical subjects we face some difficulties. The
very first problem we encounter is to decide whether to file `letter by letter' or `word
by word'.
Letter by Letter Arrangement
This type of filing is also known as "all through alphabetization': or "solid system"
64 where the letters are taken in their sequence irrespective of their word division.
For example New York and Newark are arranged in the order.
Filling of Entries Classified
Newark and Alphabetical
New York
Since the first three letters are common and the fourth letter `a' comes first and `Y' later.
Word by Word Arrangement
This form of filing is also called "Nothing before something" method. Each word is
taken as' a unit in this form of filing. Between word and word there is `nothing'. That
is to say the space that we leave between word and word we treat as nothing. So
"something" should follow only after "nothing" is filed.
For the two terms we considered earlier, namely, New York and Newark the filing
under this system would be
New York
Newark
The first three letters are common for both. Then by the principle of `nothing before
something' the tern New York with `nothing' immediately after the three letters has to
come first.
Observe how the following terms get filed under the two systems:
Man the Unknown
Mathematical Instruments Mystics
Machines Speak
Mystic Prayers
Materials
Mysticism
Material Sciences
Men of Mathematics
Mend your Self
Letter by Letter Word by Word
Machines Speak Machines Speak
Man the unknown Man the unknown
Materials Material Science
Material Science Materials
Mathematical Instruments Mathematical Instruments
Mend Your Self Men of Mathematics
Men of mathematics Mend your Self
Mysticism Mystic Prayers
Mystic Prayers Mysticism
Mystics Mystics
As you can see from the above Table the filing sequence differs in the two systems.
Initial Articles
Initial articles at the beginning of headings, titles, etc.; when taken into consideration
may disperse similar and closely related headings in alphabetisation.
For example:
A Manual of Technical Drawing will be filed under letter `A' if the initial article is
also taken. But if it is 'omitted or ignored in filing, the same title entry will be filed
under the letter `M' and filed by the side of similar manuals. Further, the user may be
searching the catalogue under `M' since he may be remembering the title of the book
only as `Manual of Technical Drawing' rather than `A Manual of Technical Drawing'.
Filing rules usually prescribe omission of initial articles unless they form an integral
part of a proper name heading.
e.g.;
The Wonder That Was India
A Mid Summer Night's Dream 65
In these titles the initial articles are not to be omitted.
Format of Catalogue Entries Initials and Acronyms
How to file initials and acronyms? Whether we are to treat them as words or as
individual letters is another problem. BLAISE files them as words whether they
contain full stops or not. But if the initials are separated by spaces they file as letters.
ALA Rules and LC file them as words whether they contain full stops or not. But if
the initials are separated by spaces they file as letters. ALA Rules and LC file them as
letters if they are separated by spaces or marks of punctuation. See the example given
below:
BLAISE ALA AND LC
UFO UFO
UK UK
UNESCO U.N.O.
Unity in diversity U.S.A.
U.N.O. UNESCO
U.S.A. Unity in Diversity
Abbreviations
Another problem in alphabetical filing is how to treat abbreviations. We come across
prefixes like M', Mc and Mac in names of Irish and Scottish origins. In such cases
how to file these prefixes. ALA, LC and Ranganathan suggest filing them according
to their apparent alphabetical make-up; i.e., as given. But BLAISE rules prefer filing
such prefixes under Mac.
Similarly, other abbreviations like St., Dr., etc., need clarification before filing. Are
we to expand them as Saint, Doctor, etc., or are we to file them as such as St. and Dr.
ALA, LC, BLAISE and Ranganathan's CCC-all of them suggest taking such
abbreviations as they appear without trying to expand them.
There are many more problems of filing like filing entries with numerals at the
beginning, middle or at the end of an entry element.
7.4.2 ALA Filing,Rules
In Section 7.2.4 of this Unit a brief history of the AEA Filing Rules is given. It is
very difficult to summarise all the rules in a section of a Unit. We will only note now
some of the useful and prominent rules. It is better for you to go through either the
frill text or the abridged version of the second edition, 1968. The numbers given
below are not consecutive since only select rules are given.
1. Basic Rule
A Alphabet "Arrange all entries, both English and foreign, alphabetically according
to the order of the English alphabet"
B Word by Word "Arrange word by word, alphabeting letter by letter within the
word. Begin with the first word on the first line, then go to the next word, etc. Apply
the principle of `nothing before something', considering the space between words as
`
nothing'.
4. Articles
A Initial articles "Disregard an initial article in all" languages and file by the word
following it... An exception to this rule is certain foreign proper names beginning
with an article...,
B Articles within the entry "Every word in the entry, including articles and
prepositions, is generally regarded".
5. Initials
A "Arrange initials, single or in combination, as one-letter words"
B "Arrange initials standing for names of organizations as initials, not as
abbreviations, i.e. not as if spelled in full".
E Arrange acronyms as words unless written all in capitals with a space or
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period between the letters".
Filling of Entries Classified
Examples: and Alphabetical
W.M.O
Wanderer Speaks
Where Eagles Dare
WHO
World in Crisis
6. Abbreviations
A "Arrange abbreviations as if spelled in full in the language of the entry except
`Mrs.', which is filed as written"
B "Arrange initials and other abbreviations for geographical names... as if written in
full".
C "If subject subdivisions are abbreviated in subject headings as they commonly are
in the tracing, arrange them as if written in full".
8. Signs and symbols
A "Disregard signs such as ... or ---, at the beginning of or within titles"
B "Arrange the ampersand (&) as `and', `et', `and', according to the language in which
it is used".
C "Arrange signs and symbols that are ordinarily spoken as words as if they were
written out". Examples:
Art and animation
Art & artists
Art and culture
Rs.500 per month (Five hundred rupees per month) Rs. and Ps. (Rupees and Paise)
9. Numerals
A "Arrange numerals... as if spelled out in the language of the entry. Spell numerals
and dates as they are spoken...".
19. Order of Entries under Same Word
A "When the same word, or combination of words is used as the heading of different
kinds of entry, arrange the entries in two main groups as follows:
1) Single surname entries, arranged alphabetically by forenames.
2) All other entries, arranged alphabetically word by word, disregarding kind of
entry, form of heading, and punctuation".
B "Arrange subject entries under a person or corporate name immediately after the
author entries for the same name".
C Intertile title added entries and subject entries that are identical and subarrange
alphabetically by their main entries"
26. Author Arrangement
A "Under an author heading arrange different kinds of entries in groups in the
following order":
1) Works by the author, subarranged alphabetically by their titles.
2) Works about the author
a) Without sub-division, subarranged alphabetically by their main entries.
b) With sub-divisions, subarranged alphabetically by the subdivisons.
32. Subject Arrangement 67
A "Subject entries follow the same word used as a single surname".
Format of Catalogue Entries B "Arrange entries with the same subject heading alphabetically by their main
entries' then by title".
Similarly, rules are provided for filing title entries and references. Rule 33 of 1968
edition .provides for problems like identical title added entries, arrangement of
different editions of the same title etc., Details of sub arrangement under title main
entries are also given in this rule.
For cross references Rule 35 is as follows:
35. Cross References
A "A reference or explanatory note precedes all other entries under the same word or
words".
B "File see references in their alphabetical places.
C "File a see also reference before a first entry under the same word or words. If see
also references are made for headings under which there are no entries in the
catalogue, file the reference where the heading itself would be filed".
Self Check Exercise
5) Arrange the following words by "Letter by Letter".
Media, Manpower studies, Mass communication, Marketing, Mars, Mapping,
Map librarianship. Modernisation, Mode of thought, Material Science.
6) Name the prominent aspects for which ALA provides filing rules.
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.








7.4.3 Ranganathan's Alphabetisation Principles
For the alphabetical part of the classified catalogue according to CCC, Ranganathan
has provided the Rules in Chapter EH. He suggests arrangement of entries in a strict
alphabetical order as in a dictionary and prefers avoiding the rule "Nothing before
Something". Instead he prefers giving an ascending scale of ordinal values to the
numerals, letters and symbols.
Rule EH 70 says:
"The following ascending scale of ordinal values is to be borne in mind in arranging
the entries in the Alphabetical Part:
1) Section Space;
2) Full stop;
3) Comma;
4) Numerals in their natural sequence;
5) Bracket;
6) Words in Roman;
7) Words in italics or underlined words;
8) The word "and", or its substitution semicolon; and
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9) Etc.
Filling of Entries Classified
Other important rules of CCC are and Alphabetical
EH 2 "In the alphabetical arrangement no attention is to be paid to initial articles".
EH 31 "German words spelt with the vowels a,o,u are to be arranged as if they were
spelt a,o, and u respectively". Such vowels are known as umlauts and written as a,o,u.
EH 4 "Scottish names with the prefix Mac and its abbreviated forms such as Mc and
M are to be arranged according to their apparent alphabetical make-up".
EH 5 Names beginning with St and Ste are to be treated according to their apparent
alphabetical make-up as in EH-4.
EH 6 "The superior comma in Scottish or Irish name or in a possessive case is to be
ignored".
Gestalt Alphabetisation
Ranganathan was following the Gestalt Aplhabetisation to a severe degree in the
earlier editions of CCC up to the 3rd edition published in 1951. In the fourth edition
of CCC, he preferred All-through alphabetisation, which is the other extreme of
Gestalt alphabetisation. But in the 5th edition he preferred midway position. For this
purpose the code itself provided the Rules on the style of writing in Chapter ED and
they are so coordinated with the Rules in Chapter EH to implement the midway
position.
In Gestalt alphabetization ordinal values are given to. "Word Space", "Sentence
Space" and "Paragraph Space". Different ordinal values are also given to "Capital
Letters", "Small letters" and "Letters in Italics".
Self Check Exercise
7) Explain Gestalt alphabetization.
Note: i) Write your answer in the space given below
ii) Answer with the answers given at the end of this Unit.
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7.5 RUNG PROCESS

In a library we classify and catalogue a book after it is acquired and entered in the
Accession Register. After cataloguing the book, the entries will be filed in the
catalogue. Normally in modern times we maintain a card catalogue. Hence, the
entries on the cards will have to be filed at appropriate places in the card catalogue of
the library.
In general terms we may say that the entries should be filed immediately after
cataloguing the book. But in actual practice we file the entries only after some books
are processed. Filing individually for each and every book separately would mean
waste of time and energy. Filing may be done once or twice a week after
accumulating sufficient number of cards. Till the filing is done the newly processed
books may be kept on display.
7.5.1 Arrangement of Entries
The actual process of filing starts when sufficient number of cards accumulate.
Preliminary arrangement
In the preliminary arrangement we sort out the cards. If the library is. maintaining
author, title and subject entries in a single sequence of a dictionary catalogue we 69
separate only the
Format of Catalogue Entries shelflist cards. If individual sequences are maintained for author, title and subject
then we separate them individually in addition to shelflist cards. Series added entries
are filed in title sequence.
In a classified catalogue according to Ranganthan's CCC the classified entries and
alphabetical entries are to be separated in the preliminary arrangement.
Final Arrangement
The final arrangement of the entries will be done according to the rules adopted by
the library. As noted in the earlier sections some catalogue codes themselves
prescribe filing rules. Otherwise the library may have to adopt -any one of the
standard filing rules for filing the entries. Any minor changes or adoption to suit the
needs of the library have to be noted in the `Authority File' for ready reference as and
when needed.
Self Check Exercise
8) List the steps in the process of arrangement.
Note: i) Write your answer in the space given below
ii) Check your answer with the answers given at the end of this Unit.
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7.6 SUMMARY
In this Unit we discussed about the filing of the catalogue entries. Catalogue entries
are filed in a logical and helpful sequence on the basis of the entry elements given in
the catalogue to meet the user approaches.
Shelf list catalogue is also maintained for a library. This catalogue reflects the
classified arrangement of the library stock. The Main Entries in Ranganathan's-
Classified Catalogue are Class Numbers or Call Number entries. His Classified
Catalogue consists of two parts - Classified Part and Alphabetical Part.
Filing of entries would, therefore, involve finding a sequential arrangement for
alphabetical words and word groups and notational symbols which represent the
Class or Call Numbers of documents. In a pure notation only one category of either
letters of alphabets or numerals is used. In a mixed notation both categories of
symbols are used. Further, sometimes titles of works or names of authors may also
include numerals and symbols.
Though we are familiar with the sequence of numerals and also that of letters of
alphabets, it is not easy to file entries whether alphabetical or classified. Some
catalogue codes themselves prescribe rules for filing entries. But there are also rules
worked by associations and organisations like the American Library Association
(ALA) and the Library of Congress (LC).
With the increasing use of automation and with the introduction of computers into
libraries rules for computer filing of entries have also come into existence.
In this Unit we discussed the need for filing of catalogue entries and traced briefly the
history of filing rules. Some very common filing problems and solutions offered by
70 standard filing rules for resolving them are mentioned. The usual procedure followed
for filing catalogue entries has been described.
Filling of Entries Classified
7.7 ANSWERS TO SELF CHECK EXERCISES and Alphabetical

1) A good filing system is needed because it:

a) Saves time in the use of a catalogue;
b) Brings related entries together for easy identification of related topics.
c) Exposes users to items which they could not have expected;
d) Facilitates manipulation and handling of the catalogue with ease, once
the filing is made systematic.
2) Alphabetisation involves arrangement of word entries in a dictionary
catalogue. In a classified catalogue the word entries are arranged
alphabetically; the numbered (call no entries) entries are arranged according
to their ordinal values.
3) The major systems of filing are:
a) Berghoeffer System; b) ALA filing Rules;
c) Library of Congress Filing Rules;
d) Computer Filing;
e) BLAISE Filing Rules; f) Ranganthan's Principles.
4) 2*3
2"a
2&aD
2
2 N9
2.4
2.44 `N9
2.4; 41:51
5) Arrangement Letter by Letter
Manpower studies
Map Librarianship
Mapping Marketing Mars
Mass Communication
Material science
Media
Modes of thought
Modernisation
6) The prominent ALA Rules for filing relate to
a) Word by Word; b) Articles; c) Intials; d) Abbreviations;
e) Signs and Symbols; f) Numerals; e) Order entries under the same
word; h) Author arrangement; i) Subject arrangement;
j) Cross Reference; k) Alphabetical arrangement for English and for
foreign word entries, according to the order of the English alphabet.
7) In Gestalt alphabetisation, rules have been provided for every aspect of
filing, with a specific ordinal value for the respective aspects. The order of
arrangement is as follows
Section space
Full stop
71
Comma
Format of Catalogue Entries Numerals
Bracket
Words in Roman
Words in Italics
And and semicolon
8) When a sufficient number of cards accumulates for filing, the following
procedural steps are taken:
1) preliminary sorting of word entries and also call number entries,
depending upon the inner form of catalogue;
2) final arrangement is made according to the rules prescribed for the
chosen rules of alphabetisation and classified order.
7.8 KEY WORDS
Acronym: A word formed from the initial letter or letters of each of the
successive parts or major parts of a compound term.
Authority File: A record of the practices of a library as regards the correct
forms of names, series, or subjects used in the catalogue
entries. The purpose of the file is to achieve uniformity of
the entries.
Mixed Notation: A notation that combines two or more varieties of symbols
such as a combination of letters and numerals.
Notation: A system of numbers and/or letters used to represent thought
units in a classification scheme.
Pure Notation: A notation that uses consistently only one type of symbol
throughout (i.e., either only letters or only numerals).
Shelflist: A record of processed documents in a library arranged in the
order of the items on the shelves.
7.9 REFERENCES AND FURTHER READING
ALA Filing Rules. (1980). Chicago: The American Library Association.
Krishan Kumar. (1993). Cataloguing. New Delhi: Har-Anand Publications. Chapter 12.
Hunter, Eric, J. and Bakewell, K.G.B. (1983). Cataloguing. 2nd rev. and expanded
ed. London Clive Bingley. Chapter 6.
Needham, C.D. (1977). Organising Knowledge in Libraries: An Introduction to
Information Retrieval. 2nd rev. ed. London : Andre Deutsch. Chapter 16.
Ranganathan, S.R. (1965). Classified Catalogue Code with Additional Rules for
Dictionary Catalogue Code. 5th ed. Bombay: Asia Publishing House, (Chapters
ED,EG and EH).
%nor, Bhodhan S. (1985). Introduction to Cataloguing and Classification. 7th ed.
Littleton, Colorado: Libraries Unlimited. (Chapter 31).

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