Cataloguing practices from creation to use: A study of Cape Town Metropolitan Public Libraries in Western Cape Province, South Africa by Madireng Jane Monyela Student number: 215081797 Submitted in fulfilment of the requirements for the degree of Doctor of Philosophy (Information Studies) in the School of Social Sciences, College of Humanities, University of KwaZulu-Natal, Pietermaritzburg, South Africa Supervisor: Prof. Stephen Mutula ---------------------------------------------- June, 2019 i Abstract Cataloguing is the process of creating metadata representing information sources such as books, sound recordings, digital video disks (DVDs), journals and other materials found in a library or group of libraries. This process requires the use of standardised cataloguing tools to achieve the bibliographic description, authority control, subject analysis and assignment of classification notation to generate a library catalogue. The well-generated library catalogue serves as an index of a collection of information sources found in libraries that enables the library users to discover which information sources are available and where they are in the library. Such a catalogue should provide information such as the creators’ names, titles, subject terms, standard number, publication area, physical description and notes that describe those information sources to facilitate easy information retrieval. This study sought to investigate cataloguing practices from creation to use in Cape Town Metropolitan public libraries in South Africa with the aim of deepening the understanding of the importance of cataloguing standards in creating bibliographic data for the libraries. The study also sought to address the following research questions: “What skills do the cataloguers of Cape Town Metropolitan libraries possess?”, “To what extent do cataloguers in Cape Town Metropolitan public libraries adhere to international standards when creating records in the online catalogue?”, “How are the cataloguing records created on the system by cataloguers in the Cape Town Metropolitan used within and across the public libraries?”, “How are the new Resource Description and Access (RDA) standards applied in public libraries in the Cape Town Metropolitan to ensure they accommodate entities and attributes as described by the international cataloguing standards?”, “What records quality control measures are used in computerised cataloguing by public libraries in the Cape Town Metropolitan?”, “How effective is the computerised cataloguing system of Cape Town Metropolitan public libraries?”, “What are the challenges experienced by public libraries in the Cape Town Metropolitan in computerised cataloguing?” The study was underpinned by a combination of the IFLA’s Functional Requirements for Bibliographic Records (FRBR), Functional Requirements for Authority Data (FRAD) and Functional Requirements for Subject Authority Data (FRSAD). The study adopted a pragmatic paradigm associated with the mixed methods (MMR) approach where the i qualitative aspects were dominant. The study adopted a case study design and data were collected using focus group discussions, face-to-face interviews, questionnaires, and document review methods. The population of the study comprised cataloguers, senior librarians, librarians and library assistants of 10 libraries in the City of Cape Town Metropolitan. Reliability and validity of the instruments were ascertained through a pilot study. The data collected were presented and analysed both qualitatively and quantitatively. The qualitative data were analysed thematically, presented in narrative description, while the quantitative data were coded and analysed using Statistical Package for the Social Sciences (SPSS), and presented in tables, graphs and charts, where applicable. The findings of the study revealed that although the cataloguers were experienced in their work, some catalogue records did not fully adhere to the cataloguing rules. Furthermore, there were no continuous development programmes in place to update the cataloguers’ knowledge and cope with dynamic changes in the cataloguing fields. In addition, the findings revealed that some catalogue records did not have adequate information descriptions to facilitate effective retrieval of information. The study also found that a peer review mechanism was used to facilitate quality control; the system used for cataloguing did not have all MARC tags and cataloguers experienced some challenges with the use of the cataloguing standards and assigning subject headings for non-roman sources. From the findings of the study, it was concluded that cataloguers did not adhere to international cataloguing standards when creating the catalogue records. A number of recommendations were therefore proffered among them that Cape Town Metropolitan Libraries (CCTML) should consider to improve their catalogue quality control measures. Moreover, cataloguers need adequate skills to enable them to implement and sustain the computerised system for cataloguing and retrieval. The CCTML need policies that provide the guidelines in the application of cataloguing rules and standards. The cataloguing department should consider planning for a re-cataloguing project to modify the records that did not have enough descriptions on the system Online Public Access Catalogue (OPAC) to improve retrieval. ii Declaration I, Madireng Jane Monyela declare that: 1. The research reported in this thesis, except where otherwise indicated, is my original research. 2. This thesis has not been submitted for any degree or examination at any other university. 3. This thesis does not contain other persons’ data, pictures, graphs or other information, unless specifically acknowledged as being sourced from other persons. 4. This thesis does not contain other persons’ writing, unless specifically acknowledged as being sourced from other researchers. 5. This thesis does not contain text, graphics or tables copied and pasted from the Internet, unless specifically acknowledged, and the source being detailed in the thesis and in the References sections. ------------------------------------------ 23 June 2019 ----------------------- Madireng Jane Monyela Date 23 June 2019 ------------------------------------------ ------------------------- Supervisor: Prof. Stephen Mutula Date iii Acknowledgement First, I wish to thank the almighty God for His mercy throughout my entire life and more so during the period of my PhD studies. My sincere gratitude goes to my supervisor, Professor Stephen Mutula, whose guidance, encouragement, constructive criticism and suggestions helped to shape this study. Without his guidance, support, coaching and assistance this study would not have been completed. The financial assistance of the National Institute for the Humanities and Social Sciences (NIHSS), in collaboration with the South African Humanities Deans Association (SAHUDA) towards this research is hereby acknowledged. Opinions expressed and conclusions arrived at, are those of the author and are not necessarily to be attributed to the NIHSS and SAHUDA. I cannot forget Professor Vivian Ojong for motivating and granting me leave of absence from work to complete my studies. To the librarians of University of KwaZulu-Natal (UKZN), thank you for your support. Finally, I would like to thank the management of the CCTML for granting me permission to carry out my study at their libraries. My sincere appreciation also goes to the cataloguers, senior librarians, librarians and library assistants who openly participated in this study by taking their time to share their experiences about cataloguing. Their contribution and the data they made available to me helped to complete this work. iv Dedication To God be the glory; I thank God, the Father, the Son and the Holy Spirit for giving me strength and wisdom to complete this study. I dedicate this thesis to my parents, Samuel and Aletta Monyela, for sacrificing everything they had to ensure that I receive an education. Mom and Dad, Ke a leboga, because you laid a good foundation for me. I also dedicate this thesis to my wonderful kids, Keletso, and the boys, Ofentse and Nana, for understanding that mom had to spend little time with them and dedicate more time to her studies. Special thanks go to Keletso for playing the role of mother to the little ones while I spent most of my evenings at the office completing this work. I also want to thank everyone who has been praying with and for me to complete this study. Moreover, this thesis is dedicated to my late grandmother who practically raised me. Ramoraswi Sekantla Monyela, ageeegeee Masekoameng a leso shateeee Pheladi! v Table of Contents Abstract ..................................................................................................................................... i Declaration.............................................................................................................................. iii Acknowledgement ................................................................................................................... iv Dedication ................................................................................................................................. v List of tables........................................................................................................................... xiv List of figures .......................................................................................................................... xv List