UNIT 6 SHELVING AND SHELF RECTIFICATION
Structure 6.0 Learning Outcomes 6.1 Introduction 6.2 Shelving 6.2.1 Stacking Principles 6.2.2 Stacking Systems 6.2.3 Shelving of Periodicals and Non-book Material 6.3 Shelf Arrangement 6.4 Shelf Rectification 6.5 Maintenance of Shelves 6.6 Summary 6.7 Answers to Self Check Exercises 6.8 Keywords 6.9 References and Further Reading
6.0 LEARNING OUTCOMES The objective of a library is to give adequate sources and efficient service to its users. This is possible when the library collections, after due processing are housed properly only then makes an easy and convenient access to users in getting the books of their own choice in the least possible time. The maintenance section of a library is entrusted with the task of physical storage of books and their orderly arrangement in the stack areas. If this is not done properly then the books would become unserviceable in no time. In other words, the books should be arranged on the shelves properly so as to fulfil the fourth law of the library science, viz., “save the time of the readers”. After reading this Unit, you will be able to:
explain the value of maintenance work in a library;
shelve the books on a library shelf;
suggest a suitable stacking system for a library;
describe the shelf arrangement for different types of books in a library; and
carry out shelf rectification to take care of the books.
6.1 INTRODUCTION Keeping in view of the essence of the fourth law of library science, the books after due processing are to be properly shelved and displayed in a library. The shelf arrangement should ensure that most used books are to be located in a prominent 146 place and not strictly adhered to the classification scheme. Oversized books may be Shelving and Shelf placed separately. The stacking system of the books should ensure that the minimum Rectificatoin space is wasted for all kinds of materials which include both print book and non- print book materials and they are placed properly having proper light to read easily and sufficient provision for future growth of the library. Hence, there cannot be a permanent arrangement for stacking of books in the fast changing library world.
6.2 SHELVING The books are arranged properly on the shelves to save the time of readers as well as the staff. The shelf arrangement is a very important activity in a library and if it is not done timely and properly, then the whole objective of the library will get lost. Generally, books in any library are arranged in the classified order. Books are also arranged according to different collections/sequences to meet the needs of the users efficiently and effectively. Reference books like encyclopeadias, dictionaries, directories, bibliographies, biographies, etc. should not be mixed up with other books. These books are generally arranged in a separate sequence in the library. Rare books, costly books and small sized books are kept in a closed sequence separately. Dissertations / theses are also arranged in the library in a separate sequence. Similarly, the books on current interest are kept in main sequence of the library. The textbook for various levels of study, e.g. undergraduates, post graduates, etc. should be shelved in a separate sequence. The books/bound volume of periodicals that are returned by the users to the library should be reshelved by the maintenance staff in stacks either in the mornings or in the evenings regularly to make them accessible. Besides there are oversized books in the library which are also arranged in the separate sequence. Finally, non-book materials like maps, atlases, microfilms, CD ROMs, floppies, etc. are arranged in different sequence of shelving. In view of the various sequences of arranging books, therefore, shelving should be carried out regularly so that the users can have access to the required books without any inconvenience. 6.2.1 Stacking Principles The laws of library science clearly indicate how books are to be arranged on shelves. The principles of stacking are based on the use of library material. For this purpose many new thoughts have been introduced in libraries like open access in place of closed access, special changes are being made in the architecture of libraries to increase the use of library collection, even specially designed furniture are used to enhance the display and arrangement of library materials. The following are the few important guiding principles which will be followed while stacking the library materials.
Proper utilisation of space with minimum wastage
Easy accessibility
Use of different types of stacks and furniture to save space
Inter connectivity of the areas frequently visited by the users
Good environment like proper ventilation, fresh air, as well as temperature and humidity control 147 Filing and Shelving Proper natural as well as artificial light Provision for future growth of the library The above provisions give us following guide lines in selecting the stacks for the library: The stacks should have adjustable planks to accommodate different sizes of books, Book shelves should be at a height that the books are within the reach of a person of normal height, Book shelves should have enough vacant space so that each book gets light and fresh air, Lighting system should provide adequate light to each volume, and The shelves should be as much attractive, functional and durable as possible. 6.2.2 Stacking Systems Fifth law of the library science says “library is a growing organism” it applies to all types of libraries. This is because every library is given funds for collection development. Every library adds books every year in its collections. The increasing growth rate of book collection in the library poses a big problem to the librarian. Hence, the planners of the library should ensure provision for future expansion vertically and horizontally so that there should always be enough stacking space in the library. The main consideration for any library is to achieve economy of space and to ensure that maximum space is utilised providing the users easy access to the stack areas. Now we shall discuss the types of stacking systems. There are various kinds of stacking systems that vary from library to library. Different kinds of stacking systems are as follows:
Fixed Shelves with Double Rows They are normal fixed shelves where books can be arranged in double rows. This increases the capacity but hinders locating books on the rear row. To have access to the books in the rear row, the books on the front line can easily be swung on the side.
Fig.6.1: Fixed Shelves with Double Rows 148 Source:www.sampleandhold-r2.blogspot.com Hinged Stacks Shelving and Shelf Rectificatoin Here there are two shelves joined together with hinges at one side and one shelf is fixed while the other is mounted in front of fixed shelving, access to which is obtained by opening the hinged shelf in the manner of a door. In order to facilitate the operation of the hinged shelf a roller is attached to the bottom edge, running on a curved metal rack on the floor.
Rolling Stacks In order to meet the scarcity of space, rolling stacks are used. These are metal stack units mounted on ball bearing wheels which are placed side by side. This helps the individual units to roll easily when they are pulled a side.
Fig. 6.2: Rolling Stacks
Source: www.indtheneedle.co.uk
Multitier Stacks This kind of stacking consists of stacks from floor to the roof and has been popular in large libraries throughout the world to solve the space problems. This system is constructed with a self-supporting metal framework extending from the basement to the roof, and designed to carry the weight of the book load, with the weight of the deck floors. Vertical extension of stacks is economical than the horizontal one if the multi-tier stack system is resorted to. This is because the floor on each stack is temporary one. This kind of multi-tier stacks is used in many libraries in India. 149 Filing and Shelving Tower Stacks This kind of stacks increases the shelf capacity. The stacks are arranged along the walls and extend up to the roof. They are attached to the walls which give support to the shelves. However, staircases have to be used for having access to books placed on the top shelves.
Compact Storage Compact storage system is very useful for libraries facing space problems. This system consists of units of three stacks, the centre row of fixed double-sided stacks at each side. Each hinged stack is hung on ball-bearing pivots without rails guides and easily swung into the aisle to give access to material in the inner shelves. This helps in increasing the capacity of the storage space. It could be either single or double faced It provides a firmly packed system of shelves which results into much saving of floor space. But it requires a building designed for this purpose and is fairly costly.
Fig. 6.3: Compact Storage
Source: www.library.atu.edu
Conventional Shelving Stacks
These are made of wood or steel, as per IS: 1829(PART1)-1961standard and are called unit racks. These are either single faced to be kept along the walls or double faced for arrangement in the stack hall. The normal height of the shelves is 190 to205 cm. The double faced are arranged in parallel rows with passage from 75 to 80 cm in width between the two rows. The shelf planks are adjustable to accommodate required sizes of books.
6.2.3 Shelving of Periodicals and Non-book Material The current issues of periodicals are displayed in the libraries on special display racks meant for the purpose. Similarly special storage equipments and furniture’s are needed to display non-book material like audio-visual material, microforms, CD- ROMs. The sizes of these materials are taken into consideration while storing and 150 arranging these because special storage shelves are available for this purpose. Shelving and Shelf Rectificatoin
Fig. 6.4: Magazine and Newspaper Display Rack
Source: www.biz2bizonline.com
Fig. 6.5: Periodical Display Rack Source: www.flickr.com
151 Filing and Shelving
Fig. 6.6 Microform Storage Cabinet
Source: www. demco.com Points to remember * Proper arrangement of books saves the time of the users. * Good shelf arrangement also saves the valuable space of the library. * Generally books are arranged in classified order in the libraries. * There are separate sequences for different type of books in the libraries. * For display of periodicals special type of racks are needed. Similarly for audio-visual material, microforms, CD-ROM, etc. special racks are needed.
6.3 SHELF ARRANGEMENT While arranging books on the shelves two things are taken into consideration, the collection in which items are to be arranged and the type of arrangement. While arranging documents in a specific collection the following factors are to be taken into consideration. Open/Closed Access: According to the type of material the collection is divided into open /closed access. Generally old and rare books are kept in closed access whereas text books are kept in open access.
Purpose: The purpose is decided as per the use of the material. For example dictionaries, encyclpeadias, yearbooks, etc. are kept in reference collection whereas the collection which is according to some syllabus is kept in textbook collection.
Special collection: Libraries on special occasions arrange collections related to special field or person to mark/celebrate that day/occasion.
Size: Books/documents are of different size like normal, under size and oversize so they need special care while shelving and must be shelved together according 152 to their size. Category or level: Sometimes for different types of users different collections Shelving and Shelf are developed in the libraries like story books, picture books for children, and Rectificatoin brail books for visually challenged users, etc. Sometimes the books are displayed by combining two or more of the above collections as per the requirement of the users. Types of Arrangement: After deciding about the collection in which the library material is to be arranged the next step is to decide about the type of arrangement on the shelf within each sequence. This will be one from the following types: Alphabetical Accession number Classified Block Broken order Parallel arrangement Ribbon arrangement Arrangement by alphabet and accession number is not usually done in libraries because of the difficulties related with searching involved in these systems. However, small libraries use alphabetical arrangement by author or title of the book. Generally books are arranged in classified order in the libraries. This is the best type of arrangement because it facilitates subject approach which is the most popular among the users. Keeping in view this approach the documents are arranged according to the class/call number on the shelves. In block arrangement the documents are arranged according to shelf to shelf, case to case order using classified order. In it block of nonfiction books is placed in between books on fiction. The method is used to lure readers towards nonfiction subjects. Generally a library doesn’t follow classified arrangement for the entire collection. They break the collection and arrange in different sequences as per the needs of the users. This type of arrangement is known as broken order arrangement. Parallel arrangement refers to the first level arrangement of forming sequence where size is not adopted for forming sequence. All books on a specific subject, available in different sizes are put in one sequence by accommodating smaller sized books in upper shelves of stacks and larger sized books in bottom shelves. The arrangement is helpful to users since they get all books in their subject at one place. But the method consumes more space for less number of books.
Ribbon arrangement refers to arrangement where books on fiction are placed in the middle rows of nonfiction books.
Self Check Exercise Note: i) Write your answers in the space given below. ii) Check your answers with the answers given at the end of this Unit. 1) State the guiding principles that should be considered while stacking in libraries...... 153 Filing and Shelving ...... 2) Discuss the advantages of classified arrangement in libraries...... 3) Distinguish between parallel arrangement and broken order arrangement......
6.4 SHELF RECTIFICATION In an open access system, books are very often misplaced on the shelves by the readers who browse them. In order to avoid it, shelf rectification should be carried out regularly to minimise the misplacement of books on the shelves. Shelf rectification involves three important jobs namely, rearranging work, shelf easing work and straightening work.
Rearranging work means replacing the misplaced books on the shelves. Library staff in the stack areas should find out these books from different shelves and replace them at the appropriate place.
Shelf easing work consists of removing the extra books from the congested area and redistributing them equally among the racks. A preliminary survey of the shelves should be made and easing should be done gradually from shelf to shelf.
Straightening work means going through the shelves one by one and keeping all the books in the shelves in a vertical position. This facilitates quick search and gives a neat appearance of all the books on the shelves. Some other works involve in the process are:
Lost book work When a book is reported lost by the user, the details of the book are noted down from the accession register and the price of the lost book is collected from the user or the user is asked to replace the book. If the book is replaced by the user, it should be processed immediately in the technical section and regular routines of pasting and stamping, etc. is to be done and finally sent to the stacks for the use of the readers.
Guiding work
154 In big libraries the work is needed to enable the users to find their way into different sections of the library with minimum assistance from the library staff. Every bay of Shelving and Shelf shelves should be provided with bay guides which should be neatly painted on hard Rectificatoin card board containing the concerned class numbers and their verbal heading. Such bay guide should be put up at the beginning of each bay in the stack area or mounted in appropriate places of the library which will guide the users to their desired location where they can find books of their interest. Such guiding labels, posters cards, etc. wherever they are provided, should be periodically checked and if found missing, should be replaced immediately. Similarly every gangway should have a gangway guide. It indicates the subjects covered in that gangway. Every shelf of the library should have shelf guide to represent the subject on that shelf. Even each tier of the stacks should have tier guide to show the arrangement of books on that tier. Some general guides for giving the overall picture of the stacks in the library are also to be provided near the entrance and at different important places. Apart from these general instruction guides like “No Smoking” “Keep Silence” “Leave the books on table after reading”, etc. should also be given.
6.5 MAINTENANCE OF SHELVES The maintenance of shelves in the libraries includes the following day-to-day routines:
Dusting and cleaning of the shelves
Checking and maintaining book tags
Shelving newly processed books
Shelving the returned books received from circulation section
Restoring the books in order
Identifying damaged books and sending them for binding and repair
Providing assistance to the readers if they are not able to find the book on their own. For maintenance of the shelves the following items are needed by the maintenance section staff:
Tables for sorting books
Book trolleys for carrying books from one place to another
Book ends or supports for keeping them upright
Stools for easy replacing of books
Ladders for the upper shelves for keeping them clean. Self Check Exercise Note: i) Write your answers in the space given below. ii) Check your answers with the answers given at the end of this Unit. 4) Mention the different types of guides in the libraries...... 155 Filing and Shelving ...... 5) What do you mean by shelf rectification? Discuss the processes involved in it...... 6) Discuss why maintenance of shelves is essential in libraries......
6.6 SUMMARY In this Unit you have been introduced with the maintenance works carried out in a library. This is an important aspect of the library management which is related indirectly to the use of the collection. If the collection is not maintained properly, the user will be disappointed. Hence, there will be a problem in achieving the goals of the organisation. The functions of the maintenance work include shelving, location of the documents, maintaining the guides, shelf reading and rectification. All these are related to providing physical access of books to the users. Therefore, this section should be planned properly and managed efficiently.
6.7 ANSWERS TO SELF CHECK EXERCISES 1) The following are the few important guiding principles which will be considered while stacking the library material: Proper utilisation of space with minimum wastage Easy accessibility Use of different types of stacks and furniture to save space Inter connectivity of the areas related to users Pleasing environment like proper ventilation, fresh air, controlled temperature and humidity Proper natural as well as artificial light Provision for future growth. 2) The main advantage of classified arrangement in the library is that it makes the search and retrieval of documents very easy because it satisfies the subject approach. It also brings all the related subjects together. 3) Parallel Arrangement: Arrangement where books are arranged by class number in one sequence and not split into sequences based on size or any other characteristic.
Broken order arrangement: Arrangement of books, where collection is not split into sequences. All books arranged in one sequence as per class number irrespective 156 of size etc. 4) The following are the different types of guides used in a library for various Shelving and Shelf purposes: Rectificatoin Bay Guides Gangway guide Shelf guide Tier guide General guides General instruction guides 5) Shelf rectification involves three important jobs namely, rearranging work, shelf easing work and straightening work. Rearranging work is replacing the misplaced books on the shelves. Library staff in the stack areas should find out these books from different shelves and replace them at the appropriate place. Shelf easing work consists of removing the extra books from the congested area and redistributing them equally among the racks. A preliminary survey of the shelves should be made so as to easing should be done gradually from shelf to shelf. Straightening work means going through the shelves one by one and keeping all the books in the shelves in a vertical position. This facilitates quick search and gives a neat appearance of all the books on the shelves. 6) The maintenance of shelves is essential in libraries to keep the stacks neat and tidy. It also helps in identifying the damaged books. The maintenance of shelves helps to keep the books in proper order so that they can be searched easily as and when required.
6.8 KEYWORDS Maintenance : Continuous monitoring of library’s stack area, display of new arrival and arrangement of books on racks after their use. Shelving : The act of putting a book in the proper place on the shelf of a library. Stack : The space provided for the storage of books in a library.
6.9 REFERENCES AND FURTHER READING Indira Gandhi National Open University . School of Social Science. BLIS – 02: Use and Maintenance of the Library. Rev. ed. New Delhi: IGNOU, 1999. Print. Krishan Kumar. Library Administration and Management. New Delhi: Vikas Publishing house, 1987. Print. Mittal, R. L. Library Administration: Theory and Practice. 5th ed. New Delhi: Metropolitan Book Co, 1983. Print. Ranganathan, S. R. Library Manual: for Library Authorities, Librarians and Library Workers. 2nd ed. Bangalore, Sarda Ranganathan Endowment for Library Science, 1960. Print. ---. Library Administration. 2nd ed. Bombay: Asia Publishing House, 1960. Print.
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