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By ROBERT E. MAIZELL

The Subject-Departmentalized Public Library

Mr. Maizell is , Research Lab- survey it was possible to gain some idea of oratory, Mathieson Chemical Corpora- the historical development of subject de- tion, Niagara Falls. partmentation. It was also possible to con- struct a checklist of what appeared to be HERE is no doubt that subject depart- the major problems and principles involved Tmentation has become one of the most in subject departmentation. The checklist significant forms of public library organi- was submitted in the form of a rating sheet zation. Over seven million people live in to a group of now working in the areas served by the nine public libraries departmentalized libraries in order to se- which are organized entirely on the basis cure their judgments as to the importance of subject departments. Many millions of the problems and the validity of the more live in the areas served by additional principles. A total of 53 replies was re- public libraries which have at least one sub- ceived from the top administrators and ject department each. Since 1924, with subject department heads in five depart- the notable exception of Philadelphia, mentalized libraries: Brooklyn, Cleveland, virtually every major public library build- Enoch Pratt of Baltimore, Los Angeles ing erected in this country has been very and Toledo. largely or entirely a subject-departmental- ized library. The Meaning of Subject Depart?nentation

The purposes of this study are to clarify Before defining what is meant by subject the meaning of subject departmentation, to departmentation, it may be well to enum- summarize its historical development, to in- erate the several major kinds of public li- dicate the problems involved in the plan, brary organization which exist today. and to develop a body of principles for the Libraries with very few or no subject de- guidance of administrators of subject-de- partments and with a major distinction be- partmentalized libraries. Although it is tween circulating and reference materials. primarily concerned with public libraries, This is known as the functional type of organ- the discussion has relevance to the academic ization and is exemplified by the St. Louis library as well. In the preparation of this Public Library. 2. Libraries with several subject depart- study, the first step was to survey the litera- ments and with the distinction between circu- ture on the topic, including annual reports

of departmentalized libraries. The writ- 218-33. Chicago, University of Chicago Press, 1943. ings of Barton, McDiarmid, Martin and McDiarmid, E. W., and McDiarmid, J. Th<> Ad- ministration of the American Public Library. Chicago, Phelps should be mentioned as being espe- American Library Association, 1943, p.69-143. Los Angeles, Bureau of Budget and Efficiency. Or- cially noteworthy.1 On the basis of this ganization . . . of the Los Angeles Public Library. Los Angeles, 1948-49. 6v. Phelps, R. B. "The Effects of Organizational Pat- 1 See the following: terns 011 Reference Work . . ." Ph.D. dissertation, Uni- Barton, M. "Administrative Problems in Reference versity of Chicago, Graduate Library School, 1943- Work." In The Reference Function of the Library, p. Typewritten. 29 7 JULY, 1951 lating and reference materials less clear than ter part of the nineteenth century. The in the first type mentioned. This is known as early growth of subject departmentation the partial or mixed type of departmental or- may be attributed to a variety of influences. ganization. An example is the Boston Public One of these was the development of col- Library. 3. Libraries with many subject departments lege and university libraries in the latter and with only a few fields of knowledge re- part of the last century. Another influence maining not departmentalized. This type of was the presence of previously existing library is in a stage of transition toward com- forms of public library departmentation, plete departmentation. An example is the De- such as reference and circulation depart- troit Public Library. (j^) Completely departmentalized libraries. ments and children's rooms. This meant This type is organized entirely on the basis of that libraries had by now grown sufficiently subject departments and is the only type cor- large and complex to warrant division of rectly referred to as the subject-departmen- labor and specialization. The presence of talized library. Examples are Brooklyn, certain special collections which could be Cleveland and Los Angeles. It is this type developed into subject departments was a with which this study is concerned. third factor. A fourth influence was the The distinctions made above, though emergence of clearly defined community in- clearly not of a hairline nature, are im- terest groups which seemed to need special portant and should be borne in mind. We services. Thus, the first subject depart- may now describe the subject-departmental- ments were usually in the areas of music, ized library more fully as one which con- art, business or technology. sists of a number of subject departments, William F. Poole, who is best remem- each of which covers a major segment of bered today for his index of nineteenth- the recorded knowledge of mankind; con- century periodical literature, is usually tains both circulating and reference ma- given credit for the origin of the idea of terials of all kinds within this segment of subject departmentation. His ideas on the knowledge; and is staffed, in an ideal situa- subject were first expressed in a very tenta- tion, by a group of librarians who are well tive form in 18 76,2 matured slowly over a versed in the literature of the subjects con- period of years,3 and ultimately found full tained in the department. It should be realization with the completion of the New- readily apparent that the plan is similar to berry Library building in Chicago in 1893. the departmentalized arrangement in many Perhaps the first individual subject de- university libraries. The major points of partments to appear in a large public li- difference are that in the public library there brary were in the Boston Public Library. are fewer departments (perhaps six or In its new building, which was occupied seven) and these are in a central building in 1895, Boston had introduced a special rather than being dispersed about a cam- libraries floor with a fine arts department pus. Nevertheless, many of the problems and an industrial arts department. Later and principles involved should be the same. in 1898, Librarian estab- lished a Department of Documents and The History of Subject Departmentation Statistics whose stated functions were very The roots of public library subject de- similar to those of the modern subject de- partmentation extend surprisingly far down 2 Poole, W. F. [Comments] Library Journal, 1:125, into American library history; in fact, its 1876. 3 . "The Construction of Library Buildings." origin may be traced as far back as the lat- Library Journal, 6:69-77, April 1881.

256 COLLEGE AND RESEARCH LIBRARIES partment.4 In 1900 the Providence Public ard Brett and his staff began mapping out Library, under the guidance of William E. the departmentalized arrangement which Foster, also opened a special library floor went into effect when the library moved with an industrial library, an art library into its new temporary quarters in 1913. and a music library.5 It was evident almost from the beginning While all of the advances mentioned so that Brett, unlike others who had previously far are important, they represent relatively been interested in subject departmentation, immature forms of subject departmenta- saw clearly the essential nature of the plan tion. There is no evidence in the writings and was thus in a good position to take full of most of the founders of the early de- advantage of it. partmentalized libraries that they could Since then, the plan has been adopted foresee the development of many of the ac- with varying modifications by Los Angeles; tivities and advantages of subject depart- Baltimore; Rochester; Brooklyn ; Toledo; mentation, which appeared naturally after Worcester, Mass.; London, Ont., Can.; the opening of these libraries and which and most recently by Washington, D.C.7 began to be mentioned in the annual reports' Special mention should be made of Joseph and other publications. Such advantages in- L. Wheeler who helped introduce the pre- cluded the development of staff proficiency liminary stages of departmentation in the in limited subject areas, more effective book Los Angeles Public Library, and who later selection, easy detection of gaps in the col- helped develop the Enoch Pratt building. lection and facilitation of special services This building, incidentally, is believed to to groups. Instead, these early thinkers be very satisfactory for subject departmenta- were preoccupied with matters of physical tion, and its open-plan design has since convenience and arrangement; and so long been adopted by other libraries.8 as subject departmentation continued to be In addition, several other libraries are regarded as a mere grouping together of now moving toward complete departmenta- circulating and reference books on the tion. Carl Vitz has recently described Cin- same subject, further progress could not cinnati's proposed new building and its plan be expected. To put it more directly, sub- for departmentation.9 Detroit is also mov- ject departmentation could be exploited ing toward complete departmentation but fully only if its potentialities—particularly will apparently remain in its present build- the development of staff subject speciali- ing. It seems safe to predict that within zation—were realized, seized upon and de-. the next 25 years or so a number of other veloped. This is a generalization which large public libraries will have become com- remains true even for today's departmental- pletely departmentalized. The pressure of ized libraries. important community groups and interests'1 To the Cleveland Public Library falls and the inability to develop book collections the honor of first carrying the idea of sub- adequately under the older forms of or- ject departmentation through to its logical ganization would appear to be the primary conclusion, and thus of becoming the first factors impelling a move in this direction. completely departmentalized public library. 7 Peterson, H. N. "D. C. Reorganizes Divisions." 6 Library Journal, 75:78-81, 92, Jan. 15, 1950; "All Ap- As early as 1890 Librarian William How- plaud D.C. Change." Library Journal, 75:143-6, Feb. 1, 19S0. 4 Boston Public Library. Annual Report, 1898. p.40. 8 Githens, A. "The Complete Development of the Open 5 Foster, W. E. "The Providence Public Library." Plan in the Enoch Pratt Free Library in Baltimore." Library Journal, 25:228-32, May 1900. Library Journal, 58:381-5, May 1033. 0 Brett, W. H. "The Rearrangement of the Cleveland 9 Vitz, C. "Real Economy but No Sacrifice." Library Public Library." Library Journal, 15:136-7, May 1890. Journal, 74:1873-6, Dec. 15, 1949.

JULY, 1951 257 Problems Involved in Subject y libraries to the problems described in the Departmentation literature on the subject, the rating sheet mentioned at the beginning of this paper Like any other form of organization, sub- was submitted to the group of 53 librarians ject departmentation has distinct dis- in five libraries. The results indicate that advantages as well as advantages. In a the respondents feel that while those prob- review of the literature on the topic, certain lems which do occur are not overly serious, problems were found to occur with some subject departmentation has definite faults degree of regularity. These seemed to jwhich bear watching, especially in newly arise mainly from the splitting up of the (departmentalized libraries. A breakdown field of knowledge into separate physical of the replies of the five participating in- and administrative units. Difficulties may stitutions showed very few points of agree- also stem from the fact that a library, or- ment. The seriousness of the problems ganized on the basis of subject departments, fluctuated from library to library evidently may lose some of the advantages of other due to the large number of variables in- forms of organization. The problems en- volved. Both the literature and the replies countered will vary with the subject de- on the rating sheets give evidence that those partment and are often directly related to now working in departmentalized libraries the building layout or to the availability of have enthusiasm for and confidence in their funds. form of organization. It is obvious that subject departmentation should not be adopted merely because it Problems seems to be fashionable at the moment, but rather on the basis of such factors as a Below is a listing of the 12 problems clearly demonstrated need for this form of most commonly met in subject departmen- organization and feasibility in terms of tation as ranked in order of importance availability of personnel, financial resources according to the votes of the participating and suitable physical plant. This word of librarians. Problems ranked from one caution is directed particularly at smaller through nine were thought to be of mod- libraries which may be considering the plan, erate importance. The remaining three and to those larger libraries which may not problems were thought by most respondents have good financial prospects. It should to be of negligible importance, but should, be realized that subject departmentation nevertheless, not be disregarded since men- brings with it an increased number of serv- tion was made in the literature. A few ice stations and usually an increased volume interpretative comments are supplied in of service, both of which may place a strain parentheses. on the library's human and fiscal re- 1. The classification of books of interest to sources.10 In such cases it may be wise to several departments. introduce only such subject departments as 2. Personnel may lack knowledge of related material in other departments. (This is par- seem to be warranted by the needs of the ticularly true of newcomers.) community. 3. Recruiting of a properly qualified staff. In an attempt to determine the reactions (This is especially difficult for science depart- of those now working in departmentalized ments.) 4. Handling of reference questions which 10 For example, see Los Angeles. Bureau of Budget and Efficiency, op.cit., i 162. It is the contention of cut across the interests of several departments. that report that the Los Angeles Public Library taxed itself unduly by the introduction and retention of a large 5. Coordination of the activities of the sub- number of subject departments. ject departments.

258 CO LLEGE AND RESEARCH LIBRARIES 6. Departments may assume excessively was enthusiastic. One person commented self-sufficient attitude and hence will not use hopefully that "it would be Utopia if all related material elsewhere. (This means that these principles were followed." Further, departments may tend to become compart- ments.) there was considerable agreement among 7. Coordination of the work of the catalog the votes of the participating libraries. An department with the needs of the subject de- especially heavy affirmative vote was given partments. to those principles which tended to promote 8. Shunting of readers from department to unity and cooperation. department, especially when a difficult ref- The principles are listed below in the erence question is involved. 9. Subjects falling between departments order in which they were ranked by the may be slighted in book selection. votes of the respondents. Those principles 10. Undue variation of departments in poli- ranked from one through eleven can prob- cies and quality of service. ably be safely followed by any departmen- 11. Specialist may be favored at expense of talized library, at least as far as can be nonspecialist or layman. (While the litera- ture frequently claimed that the layman was judged from the vote given these principles. placed at a disadvantage by subject depart- Principles ranked from twelve through six- mentation, most respondents thought that this teen received, on the whole, what were was not the case.)11 equivalent to negative or unfavorable votes. 12. Increased volume of public demand may However, mention in the literature, as result, thus placing a strain on the library. well as the presence of some favorable votes, (This applies particularly to smaller institu- tions.) seems to indicate that these principles are not without value and are at least worthy Principles of consideration.

Subject departmentation is not a self- 1. Strategically located information desk for operating, self-adjusting form of organiza- the guidance of readers. tion. In order to take full advantage of 2. Departments should be uniform in poli- the plan, most departmentalized libraries cies and in quality of service as far as pos- have found it desirable to follow certain sible. 3. Related departments located on the same basic operational and administrative princi- floor and adjacent to one another. ples. A study of the annual reports of sev- 4. Departmental catalogs with references to eral of the departmentalized libraries over a related material in other departments. period of years reveals an increasing realiza- 5. Person in charge of main building for tion of the need for coordination and co- coordinating purposes. 6. Frequent meetings of subject department operation among departments. This is in heads. contrast to the attitude of departmental 7. Staff knowledge of related material in self-sufficiency which frequently appears other departments. (This should lessen the shortly after subject departmentation has need for duplication of materials and should been first introduced in particular libraries. improve reference service.) 8. If staff has knowledge of the literature The search of the literature revealed 16 of the subjects in their departments, they need principles which are now in actual operation not necessarily be subject specialists. (Ideally, or which have been suggested as possible both qualities are needed.) future developments of value. The response 9. Grouping of related departments into of the 53 librarians to most of the principles larger divisions, such as Sciences, Social Sci- ences, etc., for improving coordination. (This 11 For a strong statement of the problem see: Stanley Jast. The Library and the Community. London, Nel- is similar to the divisional plan of some uni- son, 1939. p.84. versity libraries. Worcester is the only pub- 29 7 JULY, 1951 lie library known to be using the plan.) Conclusion 10. Occasional rotation of personnel among related departments. (Primarily desirable for It is hard to say whether subject depart- newcomers to the library.) mentation represents the ultimate in public 11. Use of the popular library to provide library organization, but it is noteworthy improved service to laymen. (The popular li- that no other important form of public brary consists of a carefully selected group of library organization has developed during fiction and nonfiction books covering all fields of knowledge and is somewhat akin to a col- the past 40 years. Departmentalized col- lege browsing room.) lege and university libraries have much in 12. Choosing of subject department heads common with this form of organization; a for subject and bibliographical knowledge mutual exchange of ideas and experiences primarily and for administrative ability only might be helpful both in avoiding mistakes secondarily. (Many respondents felt both and in paving the way for future advances. qualities were needed.) 13. Five professional staff members for an Academic libraries would appear to be average department. (Too many variables equally as susceptible to most of the pitfalls entered into the picture to offer this as a listed in the section on "Problems" as are valid figure, but it may well represent a mini- public libraries; some of them, for example, mum for a larger library.) have already experienced the perils of an 14. Use of general reference department as excessively large number of independent de- a coordinating device. (The low vote here was due to the fact that Brooklyn and Los partmental libraries. The section on "Prin- Angeles have no such department at all but ciples" also seems to be applicable to the have absorbed its functions into one of the academic library. The divisional library subject departments. Cincinnati is planning to (Principle 9) is an example of an idea do the same in its proposed new building.) which seems to have been first hinted at by 15. Shelving books where of most value to readers rather than according to a formal the subject-departmentalized public library, classification scheme. (An example of this was then fully developed by a university idea is the so-called reader interest plan de- librarian,12 and is now being considered veloped by at the Detroit Pub- again by some public librarians. This is an lic Library.) idea with numerous ramifications and possi- 16. Subject departments performing own bilities and would seem to be one of the cataloging under central supervision. (This is the concept of decentralized cataloging and most fruitful avenues for the process of was suggested here as a possible future devel- joint exploration suggested above. opment of value. It was frowned upon by the 12 Ellsworth, R. E. "Colorado University's Divisional respondents, most of whom were fearful of the Reading Room Plan ..." College and Research Li-j expense and work-load involved.) braries, 2:103-9, 192, March 1941. ^

260 COLLEGE AND RESEARCH LIBRARIES