BLII - 012
Document Processing
Indira Gandhi and Organisation
National Open University
School of Social Sciences
COURSE INTRODUCTION
BLOCK 1 : CLASSIFICATION 5
Unit 1 : Basics of Classification 7
Unit 2 : Classifying Documents Using DDC 23
BLOCK 2 : CATALOGUING 41
Unit 3 : Basics of Cataloguing 43
Unit 4 : Cataloguing Documents Using AACR-2R 70
BLOCK 3 : FILING AND SHELVING 119
Unit 5 : Filing Rules 121
Unit 6 : Shelving and Shelf Rectification 146
COURSE INTRODUCTION
The course BLII-012 entitled “Document Processing and Organisation” comprises of
three blocks having six units. The first Block on “Classification” has 2 units which focuses
on library classification. The Unit 1 discusses the basic concept and aspects related
with classification. This Unit also familiariase you with the need and purpose of library
classification. It highlights the importance of systematic arrangement of library material
for maximum use.
The Unit 2 of this Block deals with the practical classification by using DDC 19th
edition which is the most popular and widely used scheme of library classification. This
Unit deals with both theoretical and practical aspects of DDC. The first Block enables
us to know about classification as well as teaches us to classify documents by using
DDC.
This second Block titled “Cataloguing” also comprises of two units (3 and 4). The
Unit 3 discusses about the basic concepts, definitions, purposes and functions of a
library catalogue. Certain aspects such as catalogue card, unit card system, catalogue
code, cataloguing elements and basic operations involved in cataloguing process have
also been discussed. Different forms of library catalogue, kinds of entries that can be
made and entries under different types of catalogues have been given more emphasis.
Some self check exercises have been appended to assess the level of understanding of
the students and a few activities have also been suggested for them to perform.
The Unit 4 of the Block briefly describes the structure of AACR-2R, levels of description
and preparation of different kinds of entries by using the code. This Unit explains
cataloguing practice elaborately in a more illustrative manner by citing examples with an
aim to make the students understand about the cataloguing of various types of documents
using AACR-2R. These two units will enable the students to know the basics of
cataloguing and the way how catalogues are prepared for various documentary resources.
The third Block of this course entitled “Filing and Shelving” has two units. The Unit 5
deals with filing rules. This Unit describes in detail how filing is being done in libraries.
With the help of filing rules the catalogue cards are arranged in a sequence in the catalogue
cabinet. This Unit further discusses the filing process and rules of filing according to
different codes. Computer filing and problems of filing are also discussed in the Unit.
The Unit 6 of this Course deals with shelving and shelf rectification. This Unit makes
you aware about the maintenance functions of a library. It highlights the importance of
shelving in the libraries to make documents easily accessible to the users. This Unit also
discusses shelf rectification and value of maintenance work in the libraries.
