910

wmmi U&

t

SSI*fe;J#

_VHAI

u g u . •

-7 -3 s4

}

Basics ofDocumentation

CHANDRA KANNAPIRAN

SEEMA MUNJAL

ANJALAKAPOOR

KAMINI MALHOTRA

Voluntary Health- Association of inaia40, Institutional Area South of I.I.T.NewDelhi-110016.

) • ' .

P.O.Te!.

LO:

?ARY INT

(0/0; :iii

€10 ^

••, -;:->09

as. Kt

WAL REFERENCE\iJIY WATER SUPPLY

AD The Hagua141/142

Voluntary Health Association of India, 1988

Editor: Inclranl GangulyPhotographs: Padam KhannaDesign and Illustrations: Debabrata

Published by : Voluntary Hearth Association of India40, Institutional Area, South of I.I.T.New Delhi-110016.

Printed by. PS PRESS SERVICES PVT LTDC-161 Okhla Industrial Area Phase-INew Delhi-110020

All right* reserved No part of this publication may be reproduced,stored in a retrieval system, or transmitted, in any form or by anymeans, electronic, mechanical, photocopying, recording, orotherwise, without the prior permission of the Voluntary HealthAuoclaflon of India.

This book is sold subject to the condition that it shall not, by wayof trade or otherwise, be lent, resold, hired out, or otherwisecirculated without the publisher's prior consent in any form ofbinding or cover other than that in which it is published andwithout a similar condition including this condition being imposedon the subsequent purchaser.

Fr, James S. Tong, S.J-,4th February 1913 to 5th August 1986-Founder Director-V H AI

"I have a strong will for sharing the goods of the world with the peoplesof the world."Under the Directorship of Fr. Tong, VHAI pioneered new concepts inHealth Care, striving for justice in the provision and distribution ofHealth Care.We dedicate this book to the fond memory of James Tong S.J.. thefather of VHAI on his first death anniversary.

ForewordThis is the age of information. It has the potentiality of breakingnarrow barriers of social, political and economic divisions amongsthuman beings to work for a better tomorrow. What will be theagenda for that tomorrow? This depends on the people controllingInformation and what information is collected for whose benefit.For the last few years, besides running a primary health careInformation centre, the colleagues concerned are also running atailor-made short-term course on management of a smallinformation centre, for the benefit of selected non-governmentorganisations. This book does not have any academic pretensions.It is primarily meant to meet the practical needs of the smallinformation centres. We will consider this publication a success If itresults in the formation and functioning of many informationcentres much closer to the community all over the developmentworld.

Alok MukhopadhyayExecutive DirectorVoluntary Health Association of India

Preface'Information is growing by the microsecond and even the nanose-cond We cannot turn off the flow. We had therefore better learn tocontrol it."

Howell H. Ester

We are living in the age of information. As Ester has rightly said, weshould learn to control it. Since basic books on documentation tech-niques are not easily available, we thought of bringing out this book tohelp groups working at the grassroot level.

Apart from 'the techniques of documentation we have a separatesection on audio-visuals since they are gaining fast entry in documen-tation centres. This is followed by a basic book list and other listsessential to start a documentation centre and brief notes on differenttypes of documentation centres and training in information sciences.We have also given selected articles on computers, evaluation, etc.

Our information team put in a great deal of effort to bring out this book.We are extremely grateful to Fr. Gurieviere and Leo of Indian Socialinstitute and Mr. K.G. Krishnamurthy of DESIDOC for their valuablesuggestions. We are grateful to our communications division and allthe people who were involved in the production.

We hope the users will find this book handy to organize their material.

Mrs, Chandra Kannapiran

Glossary

Abstract

According to Maizell and others, "An abstract simply defined, is acondensation that presents succintly. the objectives, scope andfindings of a document"Accession NumberIt is the serial number which is given to each and every document thatenters the library.BibliographyThe technique of systematically producing descriptive lists of written orpublished materials.Book NumberThat portion of a call number which designates a specific individualwork within its class. May consist of author name and/or otherelements e.g. subject of a biography.Call NumberIt represents the specific subject of the book and the individualisingcharacteristics of the volume translated into the artificial language ofthe classification.CatalogueCatalogue is a tool which gives information about the contents of thelibrary, it is divided Into two or three parts in the subject and by author(title). It gives information about the arrangement and the order inwhich they are lying in the shelf. It helps the reader to find out his or herdesired book easily,CollationIt is the description about the number of volumes, papers,photographs, maps, portraits and other illustrations in a book. It alsoincludes the shape and the size of the book.

Is" the generic term used to der, >te a component Of a CompoundFocus (Cds), such as a Basic Focus (Bs) or an Isolate Idea In theOotational plane, we may use the terms facet number.HierarchyThe arrangement of disciplines and subjects in an order ranging fromthe most general to the most specific.Hierarchical SchemeOrganization with grades or classes ranked one above the other.Indicator DigitThe Indicator Digit for the second, third etc. Compound Isolates is '"-"(Hyphen)Ex. : In the Schedule of (1P1) of the (BS) "S Psychology" the

Isolate "I Child" can be attached to the isolate '68 Blind" toform the (Cdl) "68-I Blind Child"

Information ScienceInformation Science is concerned with that body of knowledgerelating to the Organisation, Collection, Storage, Retrieval, Interpre-tation, Transmission, Transformation and Utilization of informationIsolateAn Isolate in a schedule may be combined with another Isolate in thesame schedule. Such a combination of Isolates is denoted by the term"Compound Isolate" (Cdl).KeywordIt Is intended to provide quick entry into the subject material of theabstracts in each issue.NotationThe term notation denotes any number in a notational system. Thenotational system of CC consists of ordinal numbers.

Notational SystemThe term notational system denotes the system of numbers used by aScheme of Classification.Subject ListThe subject list tried to list under one from of headings all the books ona given subject that the library possesses.

ContentsForewordPrefaceGlossary ()Introduction (xiii)

SECTION I : THE CONCEPTSThe power of information 1

SECTION II : THE INFORMATION BASEHow to start documentation centre :important guidelines 5Sources of information 9Collection of information 13Selection of information 15

SECTION III : TECHNICAL SECTIONClassification 19Cataloguing 25Indexing and cross-reference 32

SECTION IV . THE FINAL STAGESStoring and preservation 35Retrieval and dissemination 38Networking 43

SECTION V : NEW INFORMATION TECHNOLOGIESAudio-visual documentation 46Computers for action-oriented NGOs 51

SECTION VI : CONCLUSIONSome points on the evaluation of information services 56SECTION VII ; APPENDICES

(i) Types of documentation centres 61(ii) Training in library science and documentation 67(iii) Recommended readings in library science and

documentation 69(iv) Basic reference materials for a small library 74(v) Basic material for health documentation centres 76(vi) Basic journals/newsletters list 78(vii) Audio-visual producers l/st 80(viii) Some important addresses 82(ix) Shiyali Ramamrita Ranganathan (1892-1972) 86

Index 87

IntroductionIn a rural corner of India Paro is walking alone tocollect a pot of water. She has to go to the field, feed the childrenclean the house

In a city in India a new documentation centrehas come up. Thousands of rupees have been spent to procure booksjournals and other equipment. The rows of books on display attractevery discerning eye. There is a computer too to exchange informationwith local and international groups.

What is the link between Paro and the metropolitan documentationcentre? The'world of Paro and the world of documentation are seem-ingly far apart.

You believeBut

DOCUMENTATION IS FOR CHANGE

Your goal is to bring about a positive change in the life of many suchParas in India.

Paro is cut from the rest of the world and the so-called DEVELOPMENT.The handful of people who enjoy the fruits of development are onlyinterested in more comforts; for them Paro does not exist.

It is here that the documentation centre plays a vital role, by raising theconsciousness of people. It allows people to question things aroundthem. It helps towards positive change. It accelerates people's actiontowards development.

Don't underestimate Paro. Paro is a rich source of information. Thesophisticated documentation centres should seek PRIMARY INFOR-MATION from Paro. Paro,the producer of the rice that you eat or is it thewheat? Paro is the repository of knowledge for centuries past. Seekinformation and advice from Paro. Paro who embodies total docu-mentation service, who has systems of collecting, storing and dissemi-nating information. Seek the librarian, seek the information specialistseek the secrets of your trade from Paro.

People like Paro have developed from their own experiences andwants, communication systems that suit them. Paro can neither readnor write. BUT SHE HAS Information. She carries the knowledge of herpeasant background in her head.

She knows how to cultivateShe knows the local medicinal plants and home remediesShe knows how to survive during draught or floodShe knows all the appropriate technologies to run herhousehold

Where did she get all this information? The rural communication sys-tem has ensured that Paro received the information she needs.

A symbiotic relationship should exist between Paro and the documen-tation centre i.e. they should learn from each other.

How do you bring change in Paro's life? Her problem is obvious—sheneeds water near her house. But how do you start?

You are thousands of miles away from Paro's village.You do not know her language.You do not know politics in her place.

But stillYOU CAN BRING IN CHANGE

THIS IS THE POWER OF INFORMATION

You could contact the local groups working in the area.You could contact the authorities in charge.You could publicize the problem in the local media.

Information is an essential instrument in the fight for social change. Butfirst people need to have access to

RIGHT INFORMATIONAT THE RIGHI TIME

IN THE RIGHT LOCATIONAND

IN RIGHT FORMAT,

to help them take the right action.

NowIn a rural corner of IndiaParo is smiling and fetching water from a handpump near her house.She is trying to understand slowly the meaning of development.

In a city in IndiaThe documentation centre is trying to bring in a positive change inanother situation.

YESINFORMATION IS POWER

USE ITSHARE IT

BRING IN A POSITIVE CHANGESINCE

DOCUMENTATION IS FOR CHANGE.

The Power of Information"The arrival of high technology is not only likely to bring in revolutionary

changes in various walks of human endeavour, but even lifestyles willchange. In such a highly complex society information would be themost essential and highly valued property. Knowledge would bepower In the real sense of the phrase."

Alvin Toffler

"INFORMATION IS POWERLike Electricity In a Batterythe power can be stored

BUTIt is of no real use

UNTILRELEASED FROM STORAGE

ANDPUT TO WORK."

Information has always beenregarded as one of the key resour-ces of a society.There is no field of human activitywherein information is not a vitalcomponent. Every society hasdevised its own means wherebyinformation can be acquired,stored, processed, retrieved anddisseminated for communication.Going back in history, we find thatthere were collections of tablets ofstone. These were progressively fol-lowed by hand inscribed manus-cripts, the printed word, books,monastic libraries, academic libraries, public libraries, industrial librar-ies and Information agencies untilwe reach the twentieth centurywith Its awesome technologicalarsenal, including electronic com-puters and communication satel-lites. Arthur Clarke describes whathe believes will be the world of thefuture:

"With these satelite systems, we willbe able, remaining in our drawingrooms, to see all the museums inthe world, read any book and callup at will the knowledge of theages stored in the memory banks

of giant computers. Communica-tion satellites are here to mark theend of the age of isolation. Thanksto a few tons of electronic gearplaced 20,000 miles above theequator, ours has become the lastcentury of the savage, For all man-kind the stone age is over,"

Information is not something to bereceived passively. As Stafford Beerobserves: "Information is whatchanges us." Since documenta-tion centres are the major storagehouses of information, any discus-sion about documentation mustbe related to a wider framework.

Communication, developmentand participation are the threekey components of this framework.They are closely related to eachother.

Information is a key resource inpresent day society. It is managedby complex and sophisticatedtechnologies controlled by thepower elites. Present day informa-tion and communication networksare designed to promote and sus-tain the interests of these classes,

A vision of social change should

take into account this fact andseek ways of establishing an alter-nate information and communi-cation network that does twothings:

1. Supports, the struggle of theoppressed

2. Counters the way information isused for maintaining exploita-tive structures e.g. misinformation, suppression of informationetc.

Alternative information is not alter-native, to true, serious and reliableinformation. It is called alternativeonly because it tries to balance thevertical information structures exist-ing in the world which often distortthe news because of their subser-vience to vested interests.

Alternative information can thusbe many things. It refers to any sup-plementary inquiry trying to under-stand a given situation better or toreplace the news items in their glo-bal context. It includes official doc-uments from governments orinternational organisations as wellas information from those whohave been excluded from thedominant system and are struggling to gain a voice in society.Even a bibliographic search canbe constdered as alternative infor-mqtion inasmuch as the anno-tated listing of documents is in itselfan attempt at presenting as com-plete an image as possible of agiven event or situation.

Alternative information is not iden-tical with fugitive' documents (e.g.cyclostyled handouts or papers)which are produced in limited

numbers within a limited geogra-phical area or for a definite pur-pose. They are rarely available tothe general public and prone toget easily lost, hence their name"fugitive'.Documentation is an activity whichconsists of knowing how and whereto find information, the art of select-ing and processing those docu-ments which are of maximum useand how to deliver it to the peoplewho need it.Documentation centres, especiallyin the developing countries, con-sider themselves to be communi-cation centres involved in directaction at the grassroot level. Giventhis understanding, documenta-tion centres are part of socialmovements. They act as effectivecatalysts for change. These centresalso see themselves as facilitatorsof networks at the local, regionaland national levels.

In a country like India, with manylanguages and cultures, the docu-mentation centres should devisesome mechanism to cater to theneeds of people in their own lan-guage either by themselves or withthe help of some grassroot levelgroups or local documentationcentre. They should give emphasisand collect the primary informa-tion, appropriate technologies andother forms of development andpass it on to the outside world. Untilthis kind of symbiotic relationship isestablished, we cannot justify thetwo way flow of information between the higher level policy makers and the lower level grassrootlevel workers. This two way flow isessential for the real developmentof any society.

To use information To bring aboutchanges is not an easy task. Thepresent international informationsystem shows a profound imbal-ance between developed anddeveloping countries. This imbal-ance is due to the fact that thedeveloped countries completelydominate the information network:the news agencies, radio and tele-vision, films, reviews, books andillustrated mass circulation maga-zines, data banks, advertising firmsand of course the computer soft-ware. The present day informationsystem embodies a form of politi-cal, economic and cultural colon-ialism which is manifested in theoften one-sided presentation ofnews concerning the developingcountries.

Again, there are many inequalitieswithin developing societies them-selves. Thus, contrary to manyexpectations, the combination ofinformation technology and devel-opment does not necessarily ena-ble the developing countries tosolve their most fundamental prob-lems and may in fact increase theobstacles to their development.In the debate on a new interna-tional information order, the ques-tion of documentation is rarelyaddressed. Yet there is a huge doc-umentation gap in the world.Often documents are stored wherethey are least needed. Moderncommunication techniques (thecomputerized data banks of multi-nationals and the use of telecommunications), while increasingtremendously the number of infor-mation items processed every dayin the world, have also rendereddocumentation more alienatedfrom the local situation. Communi-cation is increasingly becomingconcentrated in the hands of afew. The selection of information tobe shared at the mass level ismade by a restricted group of per-sons, the high priests of today'smass culture.Documentation centres are in anambivalent situation. On the onehand, it is necessary that docu-mentation be decentralized, that

different groups and movementshave the opportunity to organizetheir own documentation centres.On the other hand, these grassrootcentres should not close them-selves or restrict themselves to localproblems.Documentation work should beregarded as a dynamic process,differing from a mere static 'storing'concept, for instance, an archive.The information which is collected,processed and re-distributed isconsidered as 'Contextual' infor-mation, i.e. elements in a largersocietal context in continous trans-formation. Documentation arisesfrom processes of change andrenewal and in turn, services suchprocesses. An important functionof a documentation centre is toseek to correct misinformation inany area. Since documentationcentres are in a position to get firsthand information from the actionoriented grassroot level groups onthe one hand and policy mgkerson the other, they are in a goodposition both to analyse a specificissue in a given societal contextand to accurately document events.This is one of the foremost duties ofdocumentation centres. Thesecentres should be storehouses ofprimary information and also becapable of knowing the changesat the higher level. Documentationcentres must have the links at bothlevels to continue their militanttask. They form the bridge betweenthe local and higher level centres.

In recent years, the number ofgrassroot documentation centreslinked to social movements andlocal and regional issues have mul-tiplied enormously. The aim ofthese centres is to produce alterna-tive documentation which willfacilitate change. This does notmean that these centres areattempting to compete with thebig data banks and telematic net-works. Rather they are trying tocreate different forms of communi-cation which promote and com-plement grassroot participation.They promote the Idea of HORIZ-ONTAL COMMUNICATION whichcombines the informal means of

transmitting messages on a locallevel with more modern means.The benefits that could derive froma multiplication of the experiencesof grassrot' documentation at theservice of people's organizationsare enormous. As a first conse-quence it would bring about fhe

decentralization of data and infor-mation and, what is more, thecapacity for decision-making. Itwould break the vicious circle inwhich "Information produces powerand power attempts to monopol-ize information (monopoly of theelite)"

••4^\

How To Start ADocumentation CentreIMPORTANT GUIDELINESThe need to start a documentationcentre stems from its own organiza-tion. Usually documentation cen-tres are attached to a parentorganization. This is very commonin the voluntary sector. Documen-tation centres are rarely estab-lished as separate and indepen-dent entities. The activities of thedocumentation centre are gearedto helping the organization achieveits goals and objectives.The vital points to be consideredbefore starting a documentationcentre are.

1. Be very clear of the purposeor the objective of the docu-mentation centre. What isthe purpose?

2. Whom will the documenta-tion centre serve? Are thetarget groups grassroot levelworkers? Middle level workers?Researchers? Policy makersetc.

3. How is the documentationcentre planning to serve thetarget group? List out theactMties. The activities plannedshould be relevant to thegroups, whom you plan toserve, e.g. you need not sub-scribe to a technical aca-demic journal if you opt toserve grassroot level groups.

4. Identify the main subject orcore area of the documenta-tion centre, e.g. education,health etc. Once this is identi-fied the fringe or the secon-dary areas could be easilyidentified.

5. Prepare a tentative subjectlist with main subject andsub-subjects for a startingwhich is very flexible.

6- Organize the existing mate-rials of your organization, e.g.

— the reports of your find-ings on various issues.

— your suggestions andrecommendations.

— your papers, articles andpublications.

7. Some basic furniture andequipment like bookshelves,display stands, typewriter,card cabinets, reading andwriting tables etc., wouldalso be required.

8. Network with likemindedgroups. Indentifying newactivities in the same areaare part and parcel of anyinformation centre's tasks. It isessential to maintain a list ofaddresses or profiles of groupsworking in the same area.

9. The documentation centrehas to recognise and fulfil thepresent needs and also fore-see the needs of the future.

10, Since the cost of books andjournal subscriptions keepsincreasing steeply, librarymembership and inter-libraryloan and exchange pro-grammes are very useful.

Membership of Librariesand Information CentresA documentation centre in its tee-thing stage needs the support oflibraries and other informationcentres. The NGO documentationcentres cannot become totally self-supporting because of many fac-tors such as:

1. Financial problems2. Change of work fields accord-

ing to the needs3. Lack of space to keep the

materials4. Lack of personnel to manage

the information flow

STEPS FOR HANDLING DOCUMENTS(non-book materials like Reports. Paper clip pings. Handouts) Collection,

Storage and Dissemination

Receive Documents

IAssess usefulness—Decide to pass on or

weed out unwanted documents

iDecide some documents should be

retained

iFoe each document, consult your indexlist and decide whether it covers one ormore subjects

One subject

Allocate the number of the mainsubject. Index clearly on thedocument

Label box and write that categoryand description on it.

More than one subjec

\Allocate two or more Index sub-

headings using broad terms initially.Select one as the main subject

Write main subject on the document and taking two or more indexcards, write the other sub-headings

on them and give the location of thedocument—the main subject, since

the document is filed under the mainhead.

Place index cardsin the cabinet.

(subjectwise arrangement)

Author card index/organization/coun-try/tltle can also be maintainedaccording to the needs of theorganisation.

Retrieve required information by con-sulting the subject Index cards and dis-seminate the information.

All the above mentioned factorsdemand an alternative. The alter-native is membership of differentlibraries/information centres. Bigand established libraries such asthe British Council Library, theAmerican Library (free member-ship) and the National MedicalLibrary have membership facilities.

VHA1 INFORMATION AND DOCUMENTATIONVOLUNTARY HEALTH ASSOCIATION OF

INDIA40, Institutional Area, South of l.l.T,

NEW DELHI 110 016Date

To:The Librarian,

Inter Library Loan

Dear Madam/Sir.

We would be obliged if you couldkindly issue the following books/jourrials/reports on Inter library loan.

1

2

3

Thanking you.Sincerely.

Information Officer.

111. FORM

They have a fixed amount to bepaid as their membership feesannually. Members can go thereany time during the working hours,consult their publications and bor-row if required It makes a docu-mentation centre widen itshorizon even though it does nothave the materials in its own pre-mises. This facility is a must for anydocumentation centre.In different states, libraries can bedifferent. Becoming members ofthe local libraries and documenta-tion centres helps to keep in touchwith other organizations' activitiesand new technologies becausesome of them announce their pro-grammes regularly to all theirmembers.

Inter-Library Loan (111)There is another facility called ILL.There may be some local resourcedocumentation centres in yourarea which have good materialsbut they do not have any member-

VHAI INFORMATION AND DOCUMENTATIONVOI UNTARY HEALTH ASSOCIATION OF

INDIA40. Institutional Area, South of l.l.T.

New Delhi-110 016Date

TO:

The Librarian,

Return of publication received on InterLibrary Loan.

Dear Madam/Sir,

We are returning herewith the followingpublications which you so kindly issuedto us on inter library loan. The receipt ofthese publications may kindly beacknowledged.

1

2

3

Hoping to have a continuous exchangeof ideas and information.Sincerely.

Information Officer.

111. RETURN FORM

ship facility. You may consult themand borrow their materiols throughthe 111. system. For this purposeone should know all the materialsavailable with other centres. If youhave the accession list or journalslist of other libraries you can get thefull benefit of the inter-library loanfacility. The first step is to design aform for inter-library loan and get itcyclostyled. Whenever you need toborrow, (assuming you have beengiven permission by the con-cerned institution) you just have tofill up the form, the name andaddress of the documentationcentre and the name of the publi-cations you would like to borrow.When you return the materials, get

the signature and seal of the group Rules and Regulationssaying that the materials were T h e w o r d r u l e m e a n s d i s c i p | i n e

returned and file rt for your records. . f o h a v e o r d e r - | n Q n i n f o r m a t i o n

Samples are given below a n d d o c u m e n t a t i o n c e n t r e , r u , e s

One important point to remember have an important role. It takesThis system depends heavily on great effort to establish a librarymutual trust and cooperation so and documentation centre and itcare must be taken when han- should not be used carelessly Butdling other people's materials. It should not be so rigid that theyshould also be returned on time. put off potential users.

8

Sources of InformationInformation is like food: there isplenty of it. but it is poorly distrib-uted. The lack of knowledge of howto get it or use it has made informa-tion a "Scarcity in Abundance"The information may not be availa-ble in readily consumable forms, oraccess may be difficult. So a docu-mentation centre needs to knowwhere to find it, how to process it,how to make it easily accessibleand useful. Anyone wishing to starta documentation centre, shouldknow:

1. What are the sources of infor-mation.

2. How to collect information,

3. How to select information.

4. How to process information(dassification/catalogue/index),

5. How to store information,

6. How to retrieve information.

7. How to disseminate information

As the saying goes, "well begun ishalf done". The choice of the mostappropriate source may make thedifference between spending min-utes on a task and spending hoursor days and sometimes evenbetween success and failure. Infor-mation work therefore, necessi-tates knowledge of the varieties ofinformation sources, their scope,limitations, reference characteris-tics and accessibility.

The different kinds of sources ofinformation are:Non-Documentary Sources: Thesecan be

(a) Informal

(b) Formal

Documentary Sources: These canbe classified as

(a) Primary

(b) Secondary

(c) Tertiary Sources

NON DOCUMENTARYSOURCES(a) Informal SourcesThese constitute the primary andvital sources of Information. The tra-ditions and values, customs andculture of any particular societyare generally transmitted orally,through songs, plays, folk tales, say-ings and proverbs. Each individualis a source of information. As ahead of a family, health worker,teacher or a village elder, onewould have very important primaryinformation about the people,their community, type of crop,problems in their locality etc. How-ever, it is difficult to collect this typeof information.

(b) Formal SourcesThis includes conversations withcolleagues, sharing experiences ofaction groups, having contactwrth local workers, teachers, groupsworking on specific issues, partici-pating in mahila mandal, farmersclub or health workers or pan-chayat meetings.

It is vital for any documentationcentre to keep in constant touchwith such groups by visiting themand attending meetings. This willgo a long way towards strengthen-ing the flow of information

2. DOCUMENTARY SOURCES(a) PrimaryThis refers to first hand informationon any specific issue or the firstrecords of original research or sur-veys. In a country like India withdiverse languages and cuJtures,recording of this primary informa-tion is very vital. There is no 'onefixed mechanism' to collect, stream-line and disseminate this primary orbasic information. One of the bestmethods used by action groups isby recording the views and sug-gestions of the people on a partic-ular issue in a tape. This holdsspecially true for illiterate or semi-literate people whowould not beable to respond to a printedquestionnaire.

Another usefuf method is to notethe findings in a notebook or adiary. For example, in Tamil Nadu,an illiterate health worker is given asurvey form with pictures and sym-bols for various health aspects likepregnant women, birth of a childetc. The worker has to just tick mark(green dot if it is "yes" and red if it is"no") and report to the doctor. Thismethod has been found to be vety

successful and more areas areadopting it.

If the worker has some basic edu-cation it is better to maintain anotebook or a diary of the day today happenings in the locality. Thediary of a health worker couldinclude

(i) The main points of discussionwith the sarpanch.

(ii) Brief notes about any impor-tant events in the village likefestivals, births, deaths, etc.

If one maintains this sort of diaryover a period of time, it willbecome a valuable source of infor-mation, if e.g. a comparative studyof the health of children of two vil-lages is undertaken, the diarycould provide valuable informa-tion on the number of low-birth-weight children, their immunizationschedule, their growth etc. Suchinformation would be extremelyuseful for governments, researchgroups, policy makers etc. Exam-ples of some primary sources areresearch reports, original mono-graphs on specific issues, surveys,feasibility studies, dissertations,innovations in various fields etc.DEVSIS Study team notes that:

"Sixty per cent of documents arethe less accessible, grey, fugitive,invisible (call it what you will)literature. These include unpub-lished working papers, feasibilityand pre-investment studies, theses,research reports and documents ofgovernments and internationalorganizations which are not widelydisseminated."

The word "fugitive" tells us somethingabout the nature of this literature; itis fleeing away; it passes awayquickly and suddenly, runs the riskof becoming lost forever. It consistsof documents produced in limitednumbers, within a limited geog-

10

Doctor

FAMILY INFORMATION BOOKIf someone is sick at home, where do they go?

Local Medicine Man Temple Priest Hospital

From where do they fetch the drinking water?Well Pond/Lake River

Is there a toilet in the house? 0Yes 0 No

If not, is there place to build one? 0 Yes 0 No

s this family

ISNon-Vegetarian?

Yes

No

Yes

NoVegetarian?

oooo

Is there place to have vegetable garden around the house?

O Yes O No tnere is a 9 a r d o n OIs there a Drumstick or a Papaya tree?

Drumstick ' ^ ^ ^ ^ ^ " " ^ Papaya

o o o o

raphical area or for a very definitepurpose, and is thus less accessibleto the wider public. Yet these oftencontain a message worth dissem-inating much beyond their originalscope. A journalist of the LondonTimes, noticing "The Boom inpreserving the Ephemera of Politics",once wrote that "Today's cydostyledleaflets are, after all, the basis fortomorrow's doctoral theses."

This type of literature poses specialproblems for librarians. Docu-mentation and resource centresdeal mainly with "documents" inthe narrow sense of the word, butthey also deal with other types ofliterature, such as press clippings,articles from periodicals, andexcerpts from books, Everythingwhich contributes to increase theknowledge of a certain subject is

considered "documentation input",i.e. sources of potentially relevantinformation to be processed.

Secondary sourcesThese are either compiled from orrefer to primary sources of infor-mation. They include catalogues,indexes, bibliographies, indexingperiodicals, abstracting periodicals,reviews, treatises, monographs,textbooks and reference books likeencyclopaedias, dictionaries, hand-books, manuals etc.

(c) TertiaryThese contain information distilledfrom primary and secondary sour-ces. The main function of tertiary

sources of information is to helplocate primary and secondarysources of information. Most ofthese sources do not contain sub-ject knowledge. Examples of ter-tiary sources are bibliography ofbibliographies, directories, abstracts,guides to literature etc.

Information should not be lockedaway. It needs to be shared or usedto be 'meaningful'. Sharing yourobservations and experiences withyour colleagues, friends and otherworkers can only increase your ownknowledge.

"INFORMATION SHARED IS INFOR-MATION DOUBLED".

12

Collectionof InformationMost voluntary organizations lackthe means to gather or generateprimary data of any kind in theirimmediate area of operation. Theymostly rely upon secondary sour-ces. The collection of informationfrom any source can be possiblethrough the following methods:

1. Talk to your colleagues andfriends regularly and be aware ofwhat is happening around you.Collect the relevant reports, booksand other information useful foryour work,

If you are a field worker, contactyour village health workers and vil-lage people and record their viewsand suggestions. Try and collect vil-lage workers' diaries, if such exist.

2. Reauest your colleagues orfriends who go on tour to visit otherorganizations and collect materialfor the documentation centre.3. Personally visit and keep in

touch with various persons andorganizations, libraries and docu-mentation centres in your area,especially affiliated groups like—

— Action groups, tribal groups,conscientization groups etc.

— Rural projects. They havedetailed and intimate knowl-edge about their area e.g.Raigarh-Ambikapur HealthAssociation, (RAHA), M.P. andChild-in-Need Institute (CINI)Calcutta

— Voluntary organisations atregional or national levels e.g.Indian Social Institute (ISI),New Delhi and Action for FoodProduction (AFPRO),New Delhi.

4. Educational Institutions likeuniversities, colleges, schools.

5. Professional Institutions, o.gthe Indian Medical Association(IMA), New Delhi, Indian Paediat-rics Association, New Delhi, andNational Council for EducationalResearch and Training (NCERT),New Delhi.

6. Another good way of con-tacting resource persons, gettinglatest information in a particularfield is to either attend or be anobserver at conferences, meetings,workshops and seminars.7. Scientific and technical infor-

mation could be received from

research institutes such as theIndian Council fa Medical Research(ICMR), New Delhi, Central DrugResearch Institute (CDRI), Luck-now, Indian Agriculture ResearchInstitute (IARI), New Delhi, andIndian Council of Social ServiceResearch (ICSSR), New Delhi, or bywriting to the author,8. By becoming members of

some other Libraries/Documentation Centres and ProfessionalOrganizations such as— National/Public/Rural Libraries—

National Medical Library(NML) New Delhi.

— Documentation Centres—BUILDDocumentation Centre,Bombay, and Centre for Edu-cation and Documentation(CED), Bombay.

9, Central/State/District or Blockoffices of the Government of India:Ministry of Health, Ministry of SocialWelfare and Department ofEnvironment.10. By attending every exhibitionrelated to your subject areas.11, Through use of mass media,newspapers, magazines, radio and

television.12 Free material of immensevalue is brought out by manyorganizations from action groupsto international bodies for widerdissemination. Always be on thelookout for such materials frominstitutions such as

- World Health Organization(WHO)

— United Nations InternationalChildren's Educational Fund(UNICEF)

Central Health EducationBureau (CHEB)

13. House journals and reports ofgovernment and voluntary or inter-national bodies will give valuableinformation about their innovtionsand experiments in various fields.

14. Bibliographies, catalogues,advertisements etc. might alsogive you some relevant material.15. Material in local languages.The action groups have startedbringing out newsletters or wallnewspapers in their local lan-guages about their experiences.These are the best sources of fieldreports.

Selection of InformationSelection of materials is a vital partof setting up any documentationcentre. Right from the beginningyou will need to decide the extentof your information base. It isobvious that the principal interestof the institution would form thecore subject of the documentationcentre e.g. a documentation cen-tre in a school of social work wouldconsider social work as the coresubject. The peripheral subjectswould be those related to the coresubject e.g. psychology, econom-ics, politics, law, education andsocial problems.

Document only the material thatwill be pertinent to your identifiedneeds. The proper choice of mate-rials largely depends upon theexperience and confidence of theselector.

Keep undocumented items ofmarginal interest in store boxes forlater use. Pass on the rest to groupswho could use them. DO NOT1HROW AWAY MATERIAL You may,in return, receive material whichthey cannot utilize but which maybe of use to you.

In this way, you will sfart anexchange programme with othergroups. Selection is a vital area inthe information process.Cultivate the power of selectingmaterial keeping your clientele inmind Develop the ability to review,criticize and analyze material,these qualities will go a long way inselecting the best material for yourlibrary and documentation centre.

PROCESSING OF MATERIALProcessing of material is the techni-cal aspect of documentationwork,

I he material selected have to begrouped in logical sequence andprocessed i.e. classified, cataloguedand indexed. This will help in stor-age and retrieval of information.

The main areas of processing are1 Accessioning, 2. Stamping,3. Classifications, 4, Cataloguing,5. Indexing and 6. Cross-referencingNow let's go through each step indetail:

VHAf U JOUftNAf./NEWSllTTER

TITLE THE LAWYERS COLLECTIVE

YEAR

1987

VOL.

2

NO.

1

2

3

4

5

6

MONTH

JAN

FEB

MAR

APR -

MAY

JUNE

JULY

AUG

SEPT

OCT

NOV

DEC

I II III IVADDRESSThe Lawyers Col lec t ive818. 8 th FloorStock Exchange TowersDala i StreetBombay-400 0?3.

SUBSCRIPTION NO. 357 /8 / .

RENEWAL DATE JANUARY

SUBSCRIBEDRAIL- Rs. 60 / -

PERIODICIFY MONTH! Y.

HUE THE LAWYERS

COLl ECTIVE.JAN| FEB MARI APR MAY JUN JUL AUG, SEP OCT NOV DEC

Type along tho dotted line then fold back or detach this stub I. PW 591/281

VHAJ KARDEX FOR JOURNALS

1. Accessioning(a) Books: Any book acquired will

have to be entered in anaccession register. This regis-ter gives details regardingserial number (accessionnumber title, author, publish-er's address, year of publica-tion, total pages, and price.Affix the library seal on the titlepage, last page and anypage between these two. Affixalso the accession numberseal on the title page only

(inside corner). The accessionnumber is to be clearly writtenon the book for reference.

(b) Journals, newsletters or bullet-ins are sfamped on the coverand then accessioned. Eithera register or card or Kardex isused to enter them. This is veryimportant, since it will be eas-ier to send reminders for miss-ing issues, to make thecomplete set for referenceand for binding. Journals couldeither be broadly divided into

<5:z9V)UJ

UU

:

22

3 9u z

82o at

SSL

17

national arid internationaljournals or classified by language.The contents of the VHAI Kar-dex include

Title of the JournalPublisher's addressYearly/Monthly/Fort-nightly/WeeklySubscription or Exchangeor ComplimentaryMode of payment (if Sub-scribed) Cheque/D.D./-M.O/P.O. etc.PeriodicityDate of renewal etc.

The twelve months of the year aregiven as small boxes on the bottomright corner and a small colourplastic marker is inserted which ismoved to the particular month assoon as the newsletter is entered.This colour code helps to identify

missing issues so that we couldsend reminders.

Every year select only a fewimportant journals for binding.These are kept for referecnealong with the previous boundvolumes. !he remaining jounalsshould be scrutinised and theimportant articles could beculled out and put in subject filesand the rest are either sent topeople who need them ordescarded.

(c) Paper Clippings can bepasted on a paper with thenewspaper name and date andsubject heading.All materials in a documentationcentre should be stamped. Thestamp should have thedocumentation centre's nameand address

18

ClassificationClassification is the grouping to-gether of objects, (i.e. library mate-rial) on the basis of some agreedcharacteristics.

Why do we classify?

A major objective of libraries is tosee that optimum use is made oftheir collection by leading eachreader or student as directly as pos-sible to the material that he needs.For this reason some kind of subjectcontrol is necessary.

One such method is classification,i.e. to place together those objectswhich have certain characteristicsin common and to separate fromthem the objects which do nothave those characteristics.

As a consequence of this process,every book has a fixed place inrelation to other books in the libraryand is easy to locate. Classificationalso helps the reader to find allother books on the same topic.

To use any of the standardschemes of classification will requiresome amount of study on your part.You can create your system oradapt an existing scheme and usethis to achieve uniformity.

Classification involves:

1. Studying the contents of thedocument,

2. Identifying the major subjectunder which to classify orplace the document.

3. Identifying specific subjects forindepth classification.

4. Identifying and referring theuser to related subjects whichmay be relevant to the user.

Most readers look for books on aspecific 'subject', so group allbooks on the same subject togetheras far as possible. There are manytraditional schemes like Dewey's

Decimal Classification and ColonClassification which can be usedfor classification.

Standard ClassificationSchemesDewey's Decimal Classification(DDC)

The idea of employing a standardclassification system using Arabicnumerals (used decimally), asnotation, a system of symbols(generally letters and figures) forbooks arranged by subject, wasinvented by Melvil Dewey in 1876. Itis a hierarchical scheme of classifi-cation which proceeds from thegeneral to the specific.

The basic plan of the system is thedivision of all recorded knowledgeinto ten MAIN CLASSES, which inturn are divided into ten DIVISIONSand further sub-divided into tenSECTIONS.The MAIN CLASSES ARE:

000 General works100 Philosophy200 Religion300 Social Sciences400 Language500 Pure Science600 Technology (Applied

Science)700 The Arts800 Literature900 General Geogr-

aphy and History

Each main class is separated into10 DIVISIONS. For example:

600 Technology610 Medical Science620 Engineering and

allied subjects andso on.

Each division is further separatedinto "SECTION" preceded by ageneral section like:

610 Medical Service611 Human Anatomy,

19

cytology, tissuebiology.

611.1 Cardiovascularoranges

611.2 Respiratory organs.

e.g. if we want to classify a bookentitled Diagnosis of Disease' theclassification No. is 616.075.

To be worked out as:

600 Technology610 Medical Science616 Medicine616.07 Pathology616.075 Diagnosis

Usually the class no. formed arethe readymade ones. As the baseof the notational system is very res-tricted, the class' numbers whichare formed are usually very long.Although the terminology is biasedtowards U.S.A. it is used in nearly100 countries. This scheme of classi-fication is very useful for school andcollege libraries. The strong areasof DDC are of special interest to theEnglish speaking world and theweak areas are life sciences, philo-sophy, etc.

Colon Classification (CC)

Colon classification was foundedby the "father of library science'. Dr.S.R. Ranganathan in 1933, It pro-vides a short schedule of basic

classes, isolates for each facet indifferent classes as well as com-mon isolates and thus the numbershave to be construced.

The main classes are from A-Z.

A — Natural scienceB — MathematicsC — PhysicsD — EngineeringE — ChemistryF — Chemical TechnologyG — BiologyH — Earth ScienceI — BotanyJ — AgricultureK — ZoologyL — MedicineM - Useful ArtsMZ — MysticismN - Fine ArtsNX — Language & LiteratureO — LiteratureP — LinguisticsQ —• ReligionR — Philosophya — GeneraliaU — Area study

01—Information Science2—Library Science3—Book Science

In this arrangement of basic classes,first we proceed from abstract t oconcreteness in the middle is mys-ticism and spiritual experience

20

and after this we move from natu-ralness to artificiality. It is a serialsystem and thus the applied scien-ces are put after fundamentalsciences or science on which theyare dependent. Since the base ofthe notational system of the schemeis large, the classification number israrely very long.

Facets—Each subject has furthersub-categories. These categorieshave different names in each sub-ject. They can be reduced (postu-lated) to five fundamentalcategories which are common toall subjects. Each facet of the sub-ject can be divided on the basis offive fundamental categories i.e.

1 Personality—'comma' (,)explains foremost character orpersonality.

2. Matter—'semi-colon' (,) reflectssubstance or material.

3. Energy—'colon' (:) for prob-lems, including methods.

4. Space—'Dot' (.) is used forgeographical areas, earth,place, country

5. Time—'Inverted Comma' (')used for time

Let's take an example:"Diagnosis of Disease"

The classification number is L : 4 : 3L:- MedicineL- Energy aspectL:4 DiseaseL;4 Energy aspectL:4:3-Symptom and Diagnosis.

The strong areas of this classifica-tion system are Indian religions,Indian philosophy, Indian classicsand sacred books. Space isolatespertaining to India have beengiven more details. The weak areasare science and technology. Thisscheme is thus baised in favour ofIndian libraries. It is suitable for clas-sification of Macro documents. It isan excellent example of IndepthClassification.

Classification System for NGOs

Many NGOs have evolved classifi-cation systems to suit their own par-ticular needs. The basic points toremember are:

1. The system is easy for anyoneto understand and use.

2. Material can be retrievedquickly.

3. It is adaptable and flexiblewhen expansion is required.

4. It can be maintained by amember of the clerical staff.

5 It does not require much inputby the highly paid professionalstaff.

6. It is not time consuming.The Tool Foundation in Amsterdamhas designed a classificationscheme, for Appropriate Technol-ogy techniques and equipmentcalled SATIS (Socially AppropriateTechnology Information System).It is based on the following "macro-groups" (main subject headings).0—Generalities1 —Man and Society2—Energy and Power3—Water and Sanitation4—Agriculture, Forestry and Fisheries5—Food Production6—Manufacture and Services7—Building and Construction Works

The July 1979 SATIS Manual stopshere, leaving two more spaces forother fields in which appropriatetechnology may be used, Adecimal system does not obligeone to create ten subdivisions. Itmay even be that the fewer div-isions created at the start, thelonger the system will last. The art ofthe system design consists pre-cisely in having always 10 or lessmain subject headings and inbeing capable of dividing andsubdividing the series so as not toexceed 10 in each ofthem while atthe same time not creating toovoluminous dossiers under any ofthe classification numbers.

21

This is how SATIS divides "macro-group" 1 (man and society) intoten "groups"

10 Technology11 Development12 Ecology, Environment and

Resources13 Culture and Society14 Human Settlement15 Transportation and Distribution16 Communication and

Information17 Education18 Health19 N.E.C. (Not Elsewhere

Classified)

Group 16 in turn is divided into thefollowing subdivisions:

160 Generalities161 Communication and infor-

mation systems162 Audio-visual material and

equipment163 Mass media164 Documentation169 I\I,E.C.

This scheme is used for the storageof documents in the TOOL library:each title from the classification isused as a label for a box contain-ing the documents on the subject"In this way," says the SATIS man-ual, "it is easy to build up a libraryfrom fairly general information, sayon energy and power, into adetailed information stock on allkinds and aspects of energy."

Documentation centres specializ-ing in a definite topic (such asappropriate technology in thecase of TOOL) may engage in thesame exercise. The principle behindit is to arrange the items in order bymeans of a hierarchy of lectures,the codeword or its number givingautomatically the position of thedocument. Concepts in such a sys-tem are thus sometimes calledpositional codewords.

The result is an arrangement of thedocuments in hierarchical order. Ahierarchy is a grouping of relatedterms beginning with the mostgeneral or broader term and goingto the more specific or narrowerterms in several steps. The most spe-cific subjectcharacterized by thelast number on the right, alwaysincludes every one of the moregeneric subjects characterized bythe numbers to its left in SATIS, forinstance, 164 (documentation)includes 16 (communication andinformation) and 1 (man andsociety).

With such a system, the hierarchymust be established before initiat-ing any filing since every topic hasa pre-determined and fixed loca-tion In the hierarchy. Since a bookor document can only be shelvedin one place (unless photocopiesare made of it, which is expensiveand both time and space consum-ing), only-one positional codewordis assigned to each document. If adocument speaks of several sub-ject headings, a reference cardcould be placed in the other rele-vant boxes, sending researchers tothe one box where the documentis filed.

Consumer Informationand Documentation—(CIDOC) IOCU, MalaysiaCIDOC also reviews the contentand organisation of its data filesand improves the system from timeto time.

22

S O T pie file cover

TitlePESTICIDES IN FOOD P 3

Keywords Related Titles

Pesticides Rasanas Food Contamination F15Food Contamination DDT PostPesticide for sowing

Initials

SRMRSRSCSNLMASCSRSRSR

Date

21/3/8520/2/856/3/854/2/85

18/2/8520/2/8518/2/8528/2/8528/2/8528/2/85

Reviewed 10/4/85SNL SR/MA

Initials Date Initials Date. Initials Date

S

om

8

IOCU

IOCU FILE COVER

Given below is a sample of lOCU'sdata file. The borrower 0uts downhis initials and the date. This is aneffective system to evaluate howmuch a particular file is used. Atthe end of the year an evaluationcould be made to find out the filesvery frequently used, moderatelyused or not used at all. The files inthe last section could be scrapped.This will save a lot of time andenergy and of course finance.

VHAI Information andDocumentationThe classification used in VHAI isalphanumeric and arrangedaccording to subjects.

The books are arranged in the fol-lowing manner

A - 100 - Appropriate TechnologyA 1 1 0 - Appropriate Tech-

nologyin Health.

C - 100 -Child HealthC • 200 CommunicationC - 210 -Audio-VisualsD - 100 - Diseases etc.

C denotes the first alphabet of thesubject.100 denotes the first subject i.e.Child Health200 denotes the second subject

i.e. Communication210: under communication comes

a sub-subject, audio visuals.We nave three numbers so that it iseasy to expand.For example: if we collect books on

23

specific audio-visuals, say. audiocassettes or flashcards, we couldeasily introduce it as C-211-audiocassettes and C-212 flash-cards etc. This is the sub-heading.

For the non-book material i.e.(Research Reports, Paper Clip-pings, Surveys, Studies, Mono-graphs, etc.)We follow the following code:

C - 6 - Communicablediseases (general)

C - 6 i - Communicablediseases(paper clippings)

C - 6 ii - Communicablediseases( Magazinearticles and others)

(For convenience, we might separ-ate the material like paper clip-pings and arrange them inchronological order. In the sameway magazine articles and othersare sorted out for easy reference)

C - 6.1C - 6.2

- Malaria- Tuberculosis etc.

C denotes the first alphabet of thesubject .1 and .2 are sub-subjectslike Malaria and T.B.

24

Cataloguing

The catalogue serves as a guide tothe contents of the library. Ideallythe catalogue should answer threequestiions:

1. What books does the libraryhave on a particular subject(subject catalogue)?

2. By a particular author (authorcatalogue)?

3. With this particular title (titlecatalogue)?

We will describe two types ofsystems:

1. Anglo-American CataloguingRules (AACR)

2. Classified Catalogue Code(CCC).

Anglo-American Cata-loguing Rules (AACR)It is also called Dictionary Cata-logue. According to AACR rulesone main entry is made. For subjecttitle, unit cards are made. The unitcard has all the information that iscontained in the main entry andthe author or title (as the case maybe) can be written on top of theentry.

This is one of the most importanttools in a library. It gives the com-plete information about a book,

It contains:

1. Title and Subtitle

2. Author or editors3. Publisher and Address, date of

publishing

4. Year

5. Number of pages

6. Price (if" necessary)

7. The accession number

&. The classification number/subject heading

9. Illustrations (if any)

10. Series (if any)

The catalogue cards could betyped or written by hand in 5"X3"cards and could be arrangedalphabetically in cardboard boxesor in a catalogue cabinet withguide cards.

1 The classification number istyped in the left margin (AACRrules) or in the upper right-hand corner of the card In thelatter case begin this numbertwo line spaces from the topedge of the card.

2. AUTHOR: leave four line spacesfrom the top of the card andseven spaces from the left-

25

hand edge before typing theauthor line. Each author mustbe entered on a separate line.

International aid to Thailand.

338.91593N.158 Naira, Ronald C.

International aid to Thailand.The new colonialism? NewHaven:Yale University Press, 1966.ix, 228 p. tables, 22cm.

Bibliography: p.209-223

13751

AACR Unit Card-Title

FOREIGN AID-THAILAND

338.91593N.158 Naira, Ronald C.

International aid to ThailandThe new colonialism? NewHaven:Yale University Press, 1966.ix, 2?8 p tables, 22cm,

Bibliography: p.209-223

13751

AACR Unit Card-Subject

3. TITLE: Indent four spaces fromthe start of the author linebefore typing the title. If thetitle entry occupies more thanone line, bring the next line outto begin under the author line;only the first title line should beindented. The edition state-ment should follow after thetitle.

4. IMPRINT: Indent four spacesbefore typing place of publi-cation, publisher and date ofpublication entry. Again, ifthese take up more than oneline, bring the next lines out, sothat they are in line with theauthor line. Use a colon afterplace of publication, a commaafter publisher's name andfull-stop after date.

5. COLLATION: Begin the colla-tion in line with the authorentry. The order of descriptiveterms to follow is that of thecataloguing form, e.g. pages,plates, illustrations etc., if any.The price is only typed on theLibrary Bulletin card. Leave twospaces between number ofpages and descriptive terms.The abbreviations 'p' shouldbe used for pages.

AUTHOR,*

DEWEY CLASSIFICATION*NUMBER

CALL

AUTHOR NUMBER,TITLE1

PUBLISHER.*

PAGINATION'

NOTES1

ACCESSION N U M B E R 4

TRACING FOR SUBJECT^

TRACING FOR TITLE

ITEMS ON THE MAIN ENTRY OR AUTHOR CARDaccording to the Anglo-American Cataloguing Rules

Naira, Ronald C. ,International aid to Thailand/^

The new colonialism? New Haven:Yale University Press, 1966

1 x, 228p. tables. 22 cm'' S

- Bibliography: p. 209-223

1. Foreign Aid-Thailand

1. title.

—•PLACE OFPUBLICATION

fr DATE OFPUBLICATION

STATEMENT OFILLUSTRATIONS

.SIZE

AACR MAIN ENTRY

26

CAU.NO.TBOOK\CLASS

AUTHOR

TITLE

MAIN ENTRY-CARD-CCCNONO

ACCESSION -

NUMBER

-GUTKIND (ERWIN A) etc.an development in central

Europe. Tr in German, by Richard •Wlrston and Clara Winston.

•121812

• TRANSLATORS

BACK OF THE MAIN ENTRY CARDDESCRIPTION OF VARIOUS SECONDARY/ ADDED ENTRIES

Europe, Urban, SociologyUrban, SociologySociologyGutklnd (Erwin A) etc.Winston (Richard) andWinston (Clara), Ir.Winston ( Clara) andWinston (Richard), Ir.Urban developmentin Central Europe

SUBJECTINDEX ENTRIES

AUTHOR ENTRY

TRANSLATORS ENTRY

TITLE ENTRY

CCC MAIN ENTRY

6.

7.

Subject entries should line upwith the author entry Leave areasonable space betweenthe end of the subject entryand the beginning of the clas-sification number. All classnumbers should line up.

Do not use capital lettersunless they are used on thecataloguing form. Variantspellings of words, especiallyAmerican ("program' for pro-gramme) should be followedif they appear on thedocument.

Classified CatalogueCode (C.C.C)Two types of entries are made inthis system of catalogue

1. Matn Entry

2. Secondary Entries1. Main Entry: It is the basic and

specific entry. It contains themaximum bibliographicalinformation needed to identifythe book and all the mainentries in the catalogue arearranged according to thecall number of the book.

2 Secondary Entries: These arebased upon the informationgiven in the various sections ofthe main entry. The informa-tion in these entries are lessand with the help of the indexnumber, the reader is directedto go back to the main entry ifhe wants more details of the

27

EUROPE. URBAN, SOCIOLOGY.

For documents in this class and itssubdivisions see the classified Part ofthe Catalogue under the class number

Y33.5

CLASS INDEX ENTRY-2

URBAN. SOCIOLOGY.

For documents in this class and itssubdivisions see the classified Part ofthe Catalogue under the class number

Y33

CLASS INDEX ENTRY-3

SOCIOLOGY.

For documents in this class and itssubdivisions see the classified Part ofthe Catalogue under the class number

Y

AUTHOR ENTRY

GUTKIND (Erwin A) etc.

Urban aevelopment in central Europe.Y33.5 K4

book.UNIT CARDS: The Title Card a n dSubject Card are m a d e in the fol-lowing manner.

in the Main Entry we have thefollowing details:

(a) Leading Section: Callnumber includes the classnumber and the booknumber written in pencilleaving two spaces inbetween the class andbook number.

(b) Heading Section; We givethe name of the author orthe joint authors.

(c) The Title; starts from the2nd indention which can

be continued from thenext line but starting fromthe 1st indention to indi-cate that it is the conti-nuation. The subtitle canalso be given after the titleputting the colon sign inbetween.

(d) Accession Number is givenin the last line startingfrom the first indention.

The following Secondary Entriescarv be made to help the readers:

(a) Class Index Entries aremade to satisfy the sub-ject approach of the readerin natural language'. Sothese are general wordentries. They are derivedfrom the class numbers ofthe books, The objectiveof class Index Entries is toinform the reader aboutthe class number underwhich he can find all thematerials of his interest.

(b) Leading Sections: We writethe heading of Class IndexEntry which is formed withthe help of a class number.The class number is brokenout of the chain and theentries dre made accord-ing to the relevant subjectheadings leaving all con-necting symbols and othersecondary elements.This section is for thedirecting word (for docu-ments in this class and itssubdivisions see the classi-fied part of the catalogueunder the class number).Write class number corres-ponding to the headingof the Class Index Entfy,These are word entries.

(c) Author entries: .This entryhas three sections:

1 In the leading section we writethe name of the author orauthors.

2. The second section has the

28

TITLE ENTRY

URBAN development in central Europe,by Gutkind etc.

Y33.5 K4

TRANSLATOR ENTRY-1

WINSTON (Richard) and WINSTON(Clara), Ir.Urban development in central Europe.

Y33 .5K4

POP-102

2532

Banerjee. Sumanta.Family PlanningCommunication.

S«« Title Card.

VHAI'S UNIT CARD-AUTHOR

TRANSLATOR ENTRY-2

WINSTON (Clara) and WINSTON(Richard), Ir.Urban development in Central Europe.

Y 33. 5 K4

POP-102 POPULATION ANDFAMILY PLANNING.

2532

Family PlanningCommunication,Banerjee, Sumanta.

S M Title Card.

VHAI'S UNIT CARD-SUBJECT

PAGES

Family Planning Communication:a critique of the Indian Programme^Banerjee, Sumanta.Radiant Publishers, E-155 Kalkaji,'New Delhi-110019 1979-

210 pgs. 40/ - .

VHAI'S MAIN CARD-TITLE

f NAME OF PUBLISHER

& PLACE

••YEAR OF PUBLISHING

• PRICE

short title and the edition ofthe book.

3. We write the call number inthe last section which is givenon the right hand side cornerwith pencil. No accessionnumber is given in any of thesecondary entries. Similarly theentry can be made for thetranslator also if any.

(d) Title entry: This is to satisfythe title approach of thereader and it also hasthree sections.

1. The title of the book by writingthe first three letters of the titlein capitals.

2. The word "by" is followed bythe entry element (surname)of the author's name in ordi-nary letter.

3. It has the call number.

In VHAI the system followed is verysimple. Three cards are made on(1) Title (2) Author (3) Subject. Thetitle card is the main card This cardcontains all details about thebook.

TITLE, SubtitleAUTHORPublisher and AddressYear, Page no., and Price.The Classification Codeand Accession number.

29

In the Author and Subject card theauthor's name, title classificationand accession numbers are given.This is enough to locate the book. Ifmore details are needed the maincard has to be consulted. Thesame is the case with the Subject

Card This is useful for the,user wholikes to locate books on a particu-lar subject. In the Author and Sub-ject Cards only the relevantinformation is given. This helps tosave time and energy.

Family Planning Communicatio

Ace. No. 2532,

BOOK POCKET

BORROWERS CARD

Ace. No. 2532.

Class No. POP-102 Book No.

Author Banerjee, Sumanta.

Title Family Planning Communication.

Issued on Borrowers Signature Returnedon

30

VHAI LIBRARYDUE DATE SLIP

Author: Banerjee. Sumanta. Class No.: POP-102

Title : Family Planning Communication Ace No.; 2532.

Borrower's Name Due and Returned Date

DUE DATE SLIP

Book Pockets/Borrowers Card and Due Date Slip

Since books will be issued out toborrowers, arrangements shouldbe made to keep track of them.

The Book Pocket is to hold theborrower's card. The title, of thebook and accession number orsometimes the author's name istyped on the pocket and pastedon the inside back cover of thebooks, for example

The Borrower's Card containsdetails of the title, author, classi-fication number, book number (i,e,code), accession number andcolumns for borrower's signature,issue date and returned date(Issued on-returned on), the titleetc. are typed and the card isinserted into the pocket. The Due

date slip is to remind the userregarding due date. The detailsthe same as borrowers card.

Now when a book is issued to theborrower, the date is either stampedor written on the dbe date slip andthe name of the user while theborrower removes the borrower'scard from the book pocket putsdown his signature and date givesit to the librarian. This card is used tocheck the borrowed books, to sendreminders or to inform other borrowersthat it is borrowed by anotherperson When the book is returned,the returned date is put on theborrower's card and the due dateslip and the card is put back in thepocket and the book is shelved.

31

Indexing andCross- Reference

The word 'Index' comes to us fromthe Latin, it identifies a meanscreated "to point out, to direct, toguide or to locate". An index assistsa searcher to locate the informa-tion he needs.

The object of indexing is to providefor each document adequate andaccurate retrievability through

points of access in the index,

The indexing process involves thefollowing steps:

(i) Examination of the docu-(ii) Identification of indexable

concepts.(iii) Translation of the identified

concepts into the languageof the system.

The following issues need to beconsidered while indexing.

(i) The depth to which indexingshould be done.

(ii) The levels of generality andspecificity at which conceptsshould be represented.

'(iii) Ensuring that there is consis-tency in indexing betweenindexes.

(iv) The kind of vocabulary to beused and the syntacticalrules necessary to representcompound subjects.

SUBJECT INDEX CARD

CABINET < • —

TITLE

AUTHORS —-

JOURNAL'S •*NAME

YEAR IN WHICH •THE JOURNAL IS

PUBLISHED

3.8.2.1-K COMPLICATIONS/

MORTALITY

-"Legal abortions: early medical -Complications".

- Tletze, C and Lewlt, S.

- Family Planning Perspectives, Vol 3 •

NO. 41971

••SUB-TITLE

"VOLUME &

NUMBER

32

The quality of the retrieval dependsupon the quality of indexing. Pre-parea list Of key wprds(index termsor subject list) along with codes tofacilitate your indexing process.

Subject indexing may be definedas the identification of subject con-cepts in documents and theirrepresentation in a suitablelanguage-keyword, indexing is acrucial operation in the creationand maintenance of search files ininformation retrieval systems.

Without indexing, you'll end up in atotally frustrating situation.

For all subject index cards the fol-lowing details must be typed in thisorderFull title of the articleAuthor(s) or editor(s)Details of Publication (Journal inwhich published, volume andnumber and publisher.)

Date of Issue:

Classification numbers should betyped or written in the top-right-hand corner of index card, wherethey are easily visible,

In the top-hand corner of the sub-ject index card the site of storageshould be indicated.

A card prepared for an articlewhich is filed in the cabinet wouldbe marked "C" for cabinet (if a boxis-used "B" for box), and a cardprepared for shelf materials wouldbe marked "S" for sbelf.

Cross-ReferencingMaterials require much cross-referencing. A book or an articlemight deal with five different kindsof subjects or a document mighttalk about three different issues,but when it is classified, it will gounder the main subject heading.The other areas which the book orthe document deals with will besubmerged. To bring out this infor-mation i.e. the cross-reference,indexing is essential.

In VHAI cross-referencing is done inthe following manner.

As many cards are made as thereare subjects for one article andthese cards are filed in the IndexCards Cabinet under the respec-tive guide cards. The contents ofthe Index Card includes title, loca-tion, subjects, author, publisherand address, date, page numbersand other descriptions. For exam-ple, the paper clipping—"92 mil-lion children prone to blindness"deals with two subjects, ChildHealth and Blindness. So two cardsare made and filed in the cardcabinet under Child Health andBlindness. But the paper clippingwill be filed in only the Child Healthbox, The location will be given inboth the Index Cards. So a personseeking Information on Child Healthwill find the paper clipping andanother person seeking Blindness

33

Guide Cards

CHILD HEALTH T Blindness J DISABILITY

Index Card Cabinet Drawer

GUIDE CARD

Information will locate the same ing is to make all available mate-clipping in the Child Health box rials (wherever they may be filed)(through the location code in the accessible to the user.Index card) The purpose of index-

34

Storing and PreservationSTORINGStoring all the different types ofinformation in one place is just likedumping all thevegetablesatoneplace in the market. The realbenefit can only be obtainedwhen they are separated andarranged in order in different pla-ces. The same holds true of readingmaterials. If all the materials aretogether and if someone needsinformation on a particular topic,you will have to search all over-for it,wasting time and trying yourclient's patience.

But if those materials are separ-ated out as:

Books at one place.Journals at anotherNon-book materials,posters,audio-visuals etc, in logi-cal manner,

It will facilitate retrieval.

For different kinds of materials, dif-ferent storage methods are required.

Books: In closed wooden almirahs,open shelves or on tables (in thecase of a few books).

Journals: Alphabetical arrange-ment of title and in chronologicalorder in magazine racks, suspen-dex files, shelves, pamphlet boxes,etc.Non-book materials In files, pam-phlet boxes.

Paper-clippings can be pasted ona rough paper with name of thepaper, date and subject headingand "then stored because usuallythey are small and thin and proneto get lost or damaged.

Audio-Visuals need special care.They have to be well protectedfrom dust and kept in special con-tainers preferably in a cool place inclosed almirahs.

Posters : Make rolls and arrange ina cupboard. Keep straight in a bigchest of drawers with codes.

35

Address Cards: Arrange thesealphabetically or subjectwise; youcould also maintain a notebook.Allocate 2-3 pages for each alpha-bet or subject. (The cards could bearranged either in cardboard boxesor in an address card cabinet).

PRESERVATIONThe library is a place where all theimportant documents required forfuture reference are stored. Thematerials include books, journals,non-book materials such as news-paper clippings, research reports,theses, handouts, booklets, disser-tations etc.

It is very important to keep the doc-uments safe from getting dam-aged and make them last longer.The factors which help in damag-ing these materials can be of fourtypes:

1. Environmental

2. Insects

3. Human

4. Other factors

— Environmental factors includedust, sunlight, moisture.

— Insects include silverfish, cock-roaches, rats, etc.

— Human handling, tearing ofpapers and writing onmaterials.

— Other factors include fire,water, etc.

These are .the precautions whichshould be taken to avoid damageof materials from the above menti-oned factors.

1. Keep surrounding atmospherecool

2. Protect the materials fromdirect sun ray and dust

3. Regularly clean the storedmaterjals inside the cupboardsor closed shelves to avoidbreeding of silverfish and ratsand accumulation of dust.

4. Keep the level of storing equip-ment 4 inches above the floorlevel to save the material fromwater and to facilitate cleaning.

36

5. Preference should be given tosteel racks instead of woodenracks as wood gets damagedby termites and catches firevery easily. Steel racks aremuch more durable and che-aper than the wooden ones. Ifat all the wooden racks are tobe used they should be pointedwith cloveoilfrom the bottomminimum 6" but this oil is verycostly and everybody cannotafford to buy it,

6. The back issues of journals,and other non-book materialsshould always be weeded outannually and bound to pre-vent damage.

DeacidificationThe paper affected by acidity is tobe deacidified before it is lami-nated. The acidity affected paperturns yellow in colour and becomesbrittle and easily breakable. Forremoving acidity the process to beadopted is as follow:

5 Kgs. — Water25 gms. — Calcium Hydroxide (or)25 gms, -Magnesium Carbonate.Put paper for half an hour in thesolution.

Hand written papers, cannot be putinto water. For these, ammoniashould be used.

Some other appropriate low costmethods to save materials fromdamage:-

1. Put Napthelehe balls or barsinside the cupboard andcabinets to avoid insects andsmell.

2. Ask Pest Control dealers in theconcerning region to put PipSpray or other sprays to savethe materials. But these spraysare very harmful for humaabeings and should not beused without consultingexperts.

The following are some dealerswho supply chemicals which are

used for preserving documents inthe library:

— Bharat Instruments &Chemicals23, DashmeshpuraKarol Bagh, New Delhi

— Delhi Scientific WorksAjmere GateNew Delhi

— CHEMCO8, Model BastiNew Delhi

— Scientific Industries4-A/36, Rajinder NagarNew Delhi

The National Archives has alsopublished a booklet which givesdetailed information: 'Repair andPreservation of Records'. Publishedby National Archives of India, Jan-path, New Delhi, 1978,75 pages.

37

Retrieval andDissemination ofInformation

Calvin Moors, who coined thephrase Information Retrieval' in1950, described it as "searchingand retrieval of information fromstorage, according to specifica-tion by subject". Retrieval is thevital step after processing.

Without suitable retrieval systemsthe task of processing and storingdata will be useless.

For books the retrieving stepswould be:

1. Refer to catalogue cardsif the .requirement is for a par-ticular author-approach author card.

if the requirement Is for a par-ticular title-approach title cardif the requirement is for a par-ticular subject-approach subject card.

2. Note down the classificationnumber. Go to the shelf andtake out the book.The books are arranged sub-jectwise on the shelvesaccording to classificationnumbers. The number is writ-ten on each shelf for easylocation.

For Journals: Go to the particularshelf in which the journals arearranged alphabetically and referto the ones you want.

If someone wants to refer to all thedocumentation materials on aparticular subject, the steps ace:

1, See the particular subject file,which are arranged in alpha-betical subjectwise manner.

2, See the index cards of thatparticular subject, note downthe location and pick out thematerials from the shelf. It canbe a journal article, non-book

.aterial, research report, etc.

But, is it sufficient if you retrieve onlythe information asked for? If not,what more can you do to dissemi-nate the information you have col-lected? You may wish to give moreInformation to the users evenbefore they ask you. You wouldalso desire to keep them up-to-date with all the information oftheir Interest.

For this you have to use the tech-nique of dissemination.

Dissemination generally means"scatter about or sow in variousplaces". In the context of a docu-mentation centre, disseminationmeans spreading the informationwherever it is needed.

Most of us think that a documervtallst's main job is over when hegives the materials he has in hiscentre on demand to the reader.But in NGO Documentation Cen-tres the work does not finish here.The information should be spreadamong all the sections of theorganisation and even relatedgroups through disseminationtechniques. Dissemination can bedone through:

1 Notice Board/displaying newarrivals,

2. Publishing Newsletters.3. Circulation of interesting

materials.4. Through bibliographies/lists.5. Through strengthening networks

with other organizations.

39

The purpose of a documentationcentre is to disseminate the col-lected information for action. Adocumentation centre is assessedby the way in which it disseminatesinformation. Information is anessential instrument in the fight forsocial change. Hence peopleneed to have access to the rightinformation at the right time tohelp them take the right action.

Epidemics spread widely, disastersand drought wreak havoc on thelives and property of millions. Fail-ure in a system, policy etc. can allbe attributed to lack of informa-tion; that too simple information.

If only people had been providedwith information regarding what todo during the recent gas leak, wewould not have witnessed thegreatest tragedy of our age: Infor-mation could have averted theBhopal tragedy.

Types of DisseminationThere are many ways of dissemi-nating information.

1. Passing on an idea to yourfriend. Each one of us is a link in thecommunication chain. Either hewill use it or it might reach some-one who will really put the idea intoaction.

2. Simple information like add-resses, contact persons or statisticscould be conveyed over thephone to the enquirers.

3. Helping people personally whenthey vistt the documentation centre.4. Helping your own colleagues

by giving uptodate information onthe subject of their interest or areasof their work.

5. By answering queries throughmail either by compiling or dupli-cating the information they need.

6. By bringing out publications orhandouts like bibliographies, lists,monographs etc. on subjects ofcommon interest.

7. Displaying current and impor-tant information on bulletin boards,with visuals to make it more attrac-tive. This is an effective method ofinforming seekers and non-seekersof information that these materialsare available in the documenta-tion centre, like books, informationon training programmes and othermaterials.

8. Bringing out a regular newslet-ter of the documentation centreInforming them about the latestadditions and other' news ofimportance.

9. Exchange information^apartfrom knowing about the activitiesof your own area, encourage ideasto come to you from other areas

' like agriculture, labour etc.

10. Link your centre with otherlocal, regional, national, and inter-national networks.

11. Circulation of journals/docu-mentary lists etc.

12. Abstracting service on request.

13. Data compilation of specificissues.

14. Select list of groups, resourcepersons, books, reports etc.15. Paper clipping service.Selective Dissemination of Infor-mation: (SDI)

In dissemination systems, SDI is themain system which is useful for allthe NGO'S and in fact all thosewho are involved in developmentresearch. But the need is to streng-then it through networks andcooperation and more under-standing. Hans Peter Luhn (1961)was the first to give the concept ofSDI as we understand ittoday. Luhnexpressed it in the following manner:"The SDI is that service within anorganization where the probabilityof usefulness, in connecton withcurrent work of interest is high."

The SDI system is not supposed tofind a useful document for a scient-

40

New Document (Alphabetical arrangement)

Document analysis

Matching of documentsIdentifiers with user profiles

Mailing of notification withabstracts to selected users

TAnalysis of user comments

received in response toinitial notification

Updating of system based onuser response indications

Mailing of document copiesto users requesting them

Analysis of rating cardsprepared by users receiving

documents

final updating of system

SIMPLIFIED ADAPTIVE SYSTEM FORSELECTIVE

DISSEMINATION OF

INFORMATION

Source-IASLIC Bulletin, Vol.2 I No. 1March 82.

USER PROFILE CARDName Cards (um profile)

Name

Topic

Subject headings

(A brief abstract of his interest.)

SUBECT HEADING CARDSubject heading card* (card HIM)

Subject heading

Names 1.

2.

•3.

4.

5.

SD.I. SERVICE(Selective dissemination of Information)

Our Ref: VHAI/I&DDate: '...,

Dear

With reference to your recent enquiry

1. The following item has been recentlyadded to our library:

a.

b.

c.2. The following article/s appears in a

recent issue/s of

a

b.

c.

Please let us know if you would like toborrow it by or on

Yours faithfully.

Librarian/Information Officer.

ist at the time of need, rather itkeeps him continuosly informed ofnew documents published in hisarea of specialization so that hecan keep abreast of the latestdevelopments.

It serves mainly two purposes:(i) To provide a personalized cur-

rent awareness service (CAS) forthe scientist or field worker keepinghim informed of all research rele-vant to his interest.

(ii) To conserve the time of thescientist by screening outirelevantinformation, through currenlawareness list or any other tech-nique making the management of

information a meaningful action.

As a ready reference 2 types ofcards could be made.

1. USER PROFILE CARD: Where thename of the user along with hissubject interest is written andarranged alphabetically.

2. SUBJECT HEADING CARDS. Acard for each major subject ismade and the names of the usersof this particular subject is writtendown.

As and when materials are scrutin-ized and relevant materials arefound we could find the potentialuser of that particular subject andinform him immediately.

42

NetworkingNetworking concerns people shar-ing, cooperating, exchanging bitsof information about skills, expe-rience and observations. This requiressome form of organization, andsome channels of communication.

A network cannot be establishedin one day. A network is born out ofa desire to cooperqte If that"need" evokes an answer, and ifother needs are also being met,the network gets working.

"Networking is the process ofexchanging Information in appr-opriate forms which will assist theachievement of the objectives of agroup of people and their organi-zations who come together with acommon goal." (NGO NairobiConference 1985).

CONDITIONS FOR EFFECTIVENETWORKING1. Real solidarity between all

concerned.2. Mutual trust between partners

and absence of ulterior motives.3. Clearly defined roles of coord-

ination— Service the needs of partners— Match-make, linking like-

minded partners to developfurther

4. Spontaneity: A network is bornfrom a common desire tocooperate. It Is organic, Itcannot be imposed or created.

5. Participation: All partners mustbe able to have genuinelyequal Involvement at all levels-international, national, orregional. It is essential thatgrass-root groups and centralunits should be able to

43

communicate fully and openly.6. In networking, unity Is achieved

through the dlversrty of Interestsand levels of activity.

It is also possible to identify certainobstacles to effective networking.

1 A danger of elitism, wherebynetwork activities aredominated by a smallnumber of organizations.

2. Lack of understanding ofthe different and specificinterests, concerns andcapacities of the differentpartners In the network.

3, There is a chronic lack offinance and resources foi

manyNGQs to tackle questionsof language and to selectinformation from a supplywhich at times is over-abundant,

THE INFORMATION NETWORKYou are the link between your localinformation network and theinternational Information network.To strengthen this link:

1. Encourage ideas to cometo you from all over theworld.

2, Discover how you can passon those international ideasthat appear to be appropriateto the community you serve,at the same time encou-raging the ideas to beappropriately modified andnew ones to developed.

3. By receiving material youare accepting a respon-sibility to pass on theseideas. Don't be like asquirrel who hoards awayhis nuts.

4. As facilitators of commun-ication at the local, national,regional and inter-regionallevels, we have a specialresponsibility to develop,strengthen and expandnetworks already known tous.

5. Those national centres in aposition to develop links atthe regional and internationallevels should be strength-ened, bearing in mind thattheir task is to serve asintermediaries among localgroups in different countries.

6. The means by which theselinks are created andmaintained are the soleresponsibility of the groupsconcerned.

7. Centres in different regionsshould take an active partin initiating regional structuresto facilitate coordinationand exchange of information.Existing resources should bemade available, andpotential support outsidethe region explored, toassist In this task.

8. Efforts should be made tointegrate the different sectors

44

In which documentationcentres operate and toabolish the traditionalbarriers separating theore-tical academic researchfrom people's practicalconcerns.

Our present century is gearingitself to meet the needs of the

21st century which will be theINFORMATION AGE. All ouractivities should be moulded toface these challenges.

Let us bridge the gap betweenthe researcher and the field-worker, between the policy-maker and the common man.

LET US START TODAY.

Decide to networkuse every conversationyou haveto express your funda-mental beliefs and dreamsnetwork through thoughtand action.You are the centre of anetwork.You are a free, immenselypowerful source of life andgoodnessnetworking is the newfreedomThe new Democracy anew form of happiness.

(Robert Muller)UN U. Sec. Gen.

45

Audio-VisualDocumentationAudio-visuals occupy an importantpart in the documentation centreespecially In a developing countrylike India, where illiteracy is wide-spread. Education is impartedthrough audio-vlsuots like posters,flip charts, songs, films, etc. Audio-visuals have become a vital part ofmass education,

So far our discussion has beenabout materials like books, Journalsand reports. But audio-visuals havetheir own importance now-a-daysespecially for NGOs. With thetechnological revolution, more andmore varieties of teaching materialsare available which are moreeffective .than books The .documen-tation centres have to equipthemselves to accommodate audio-visuals In their collection.

Audio-visual materials (also callednon-print materials, software ormedia) are as much a part oflibrary collections as the books,

periodicals and reprints. Commonaudio-visual formats Include:

Films (16 mm, 32 mm)slidesvideo cassettescharts, flip charts, flashboardsoverhead transparenciesaudio cassettesposters, photographsgamesmodelsmultimedia kits (a combination ofany number of the above, usuallywith an audio and a visualcomponent), e.g. self-instructionalpackages.

Small libraries often have only asmall collection of audio-visual,materials because they are expen-sive, but audio-visual materialsmay be borrowed or rented.

VM/OH-210LIVING IN FEARSHASHI, K.P.

Title Cord

Subject Card-OccupationalSeeHealth.VM

AUDIO-VISUALS TITLE CARDSubject Card

Occupational HealthVF-1/OH-210LIVING IN FEARSHASHI, K.P.

Media exploration for social andcultural Advancement, 11, 1st CrossGupta Layout. Lakkasandara,Bangalore 540030, Karnataka.

EnglishColour Cardboard frame 32 min.VF-1

AUDIO VISUALS SUBJECTCARD

46

Borrowing (from a local library orstate health department) or renting(from a film lending service or a filmdistributor) allows you to use a film,for instance, a few times at a muchlower cost than if you were topurchase the film, Loan or rentalcatalogues may be acquired fromlibraries and distributors.

Because audio-visual materials areof assorted size and shapes, thoughtmust be given to appropriatestorage facilities to make the bestuse of your space and to provideeasy access. Many audio-visualunits contain more than one form(e.g. a fllmstrip with a photographrecord), and you should put all thepieces together, in one container ifpossible.

SOURCES AND COLLECTIONOF AUDIO-VISUAL MATERIAL1. Audio-visual catalogues,

2. Periodicals on the media field

3. Reviews of AV. programmes

4. Advertisements from news-papers, T.V. Radio and othermedia

5. Personal visits to related orga-nizations who produce audio-visuals (For reference—see listof producers of audio-visuals)

SELECTION OF AUDIO-VISUAL MATERIALNow-a-days there is a vast array ofaudio-visual material In the market,The selection procedures shouldbe efficient and well planned.There are certain points to considerwhile selecting the audio-visualmaterials:

(a) The type of userThe needs and requirements of theusers have to be identified. Theusers have to be consulted to

confirm whether the materials aresuitable for the work or not.

(b) Reliability andAccuracy

Accuracy of facts and data areimportant to consider in selection.The data should be uptodate andthe format should be attractive tocreate more interest In the user.

(c) Affinity betweensubject and medium

The librarian needs to have aknowledge of the communicativequalities of different forms of mediaand to select which items bestIncorporate advantages of thesequalities. In villages, traditional folksongs could be used to imparthealth education and evenpuppets are very effective. Forseminars and workshops, slidesand films are essential.

(d) QualityThe visual image should be perfect,the sound be clear and the coloursshould be effective and appropriateto the situation.

(e) Physical QualitiesThe item should be easy to handleand store, and also durable andportable.

(f) CostThe acquisition of any material,especially expensive ones, must beconsistent with budget allocations,

Audio-visual materials should beexamined or "previewed" prior topurchase. The more expensive theitem the more important is thepreview,

PROCESSING OF AUDIO-VISUALSAccessioningJust like other material, as soon as

47

an audio-visual material arrives. Itshould be entered or accessioned.An accession register or a separatesection of the general accessionregister could be used.

The register should be divided bymedia sections and full detailsabout material should be entered.And for each media of audio-visuals code should be fixed.

Media Code1. Art Print (Painting, a

picture etc. PR2. Video films VF3. Ripcharts FCH

(a set of pictures or drawings on aparticular subject h inged togetherat the top with notes at the back,

4. Flashcards FC

( a set of cards printed with words,numerals or pictures, used fordisplay.)

5. Films (16 mm, 32 m m ) H6. Filmstrlps FS

7. G a m e s G M

8. Kits Kl(a collection of books and &audio-visuals Intended for use as aunit.)

9. Models10, Posters11. Photographs12. Slides13. Transparencies

MOPTPHSLTR

(a sheet or more "sheets of transparentmaterials, with Information, designedfor use wtth an overhead projector.)14. Puppets PP

DateA/c.No.

17.87VF-1

VF-2VS3

Date Ace,No.

Title

LivingIn fear

-

Title

Producer/Director

K.P. Shashl

-

Producer

4.7,87PT-35Consu-IOCUm a P.O. BoxIssues 1045

Penang,Malaysia.

5.7.87PT-36PT-37PT-38

-

VWO HIM .CODE-VF

Distributor Language Duration

Media English 32mlnExploration forSocial .& culturaladvances,11,1st cross,Gupta layout,Lakkasandra,Bangalore-560030Karnataka

--

POSTERS CODE-PT

No. of postersInset

24 Posters

-

Language Colour/B.W.

Eng. Colour

Colour SizeB/W

Colour -

-

PriceBill No./date

500/-

-

Dime- Price Bill No.nslonheightwidth

51/41 -am.

-

-

46

StampingAll the audio-visuals should bestamped with the documentationcentre address seal.

ClassificationAfter stamping, classification ofaudio-visuals becomes a necessity.It is as important as for other bookand non-book materials. To makematerials easily accessible bysubject, classification is done.The classification number can begiven in the same format as inbooks, to make audio-visualmaterial accessible along withother related materials on thesubject. The numbers can be givenfor each- subject with each media.

All the subject codes should bearranged alphabetically, startingfrom A. Due to the possibifity ofexpansion of subjects and futureaccommodations and additions itis essential to have the codes asflexible as possible. The classificationnumber should be written (pasted)on the audio-visual material.

CATALOGUING OF AUDIOVISUALSCataloguing of audio-visuals isimportant as with books.Cataloguing brings all the relatedmaterials together at one place.If we arrange catalogue cards onaudio-visual material among bookit will be easier to locate all the

For example:VF-1/A-10Q - Appropriate technologyVF-2/A-110 - Appropriate technology in healthVF-4/C-100

VF1. & 2& 4

A-100A-110

C-100 denotes

EXAMPLE FOR SLIDES:

SL-3/E-100SL-4/E-120SL-5/E-130

SL -3,4 and 5 —E-100 -E-120 -

E-30 -

POSTER:

PT-20/N-1Q0 -PT-21/N-110-

PT -20,21 -N-100 -N-110 -

VIDEO FILMaccession numbersAPPROPRIATE TECHNOLOGYdenotes APPROPRIATE TECHNOLOGYIn health (first subject under appropriatetechnology)CHILD HEALTH.

ENERGYSOLAR ENERGYBIO GAS/BIO-MASS

SLIDESAccession numberEnergy (first subject under a lphabet E)SOLAR ENERGY (second subsubject under

energy)BIO-GAS/BIO-MASS (third subsubject underenergy)

NUTRITIONNUTRITIONAL DISEASES

POSTERACCESSION NONUTRITIONNUTRITIONAL DISEASES (first subsubjectunder Nutrition.)

49

information I.e. both printed mate-rial and audio-visuals related to aparticular subject without w6stingtime and energy. You may havedifferent colour cards to denotethe different types of aud io -visuals, pink for video film, blue forslides, yellow for audio cassettesetc. —for easy identification.

For audio-visuals, there can bemainly two kinds of approdches:

1. Title2. Subject

So there should be two cataloguecards for audio-visual material.The main entry can be subjectentry. A catalogue card for audio-visual material should contain thefollowing information for eachitem:In the title card we can give thetitle and producer and direct theuser to the main subject card.

SAMPLE1. Class No. - first but before red

line '2. "Title -/ title of the- audio-visual

material. (Second line)3. Producer/Director of the Item4. Address5. Vol: series: Language:6. Physical descriptions: Length:

ColourSize :. Frame : Duration andother media description.Lengthe.g. for video cassette-16-mm,30 mm

The closed access system is prefer-able not only because audio-visual materials are generally quiteexpensive, but because it is neces-sary to protect them from dust andinsects.

Audio-visual equipment requires1 Secure storage space2. Proper maintenance3. Written Instructions for use

taped to each piece of equip-ment (keep vender's Instructionmanual for reference)

4. Training for each user of eachpiece of equipment

Most libraries store audio-visual

materials separately from booksand divided by format, e.g.

1. Films in cans in a rack/in acupboard.

2. Filmstrips and phonographrecords In large containers.

3. Filmstrips and audio cassettesin a small container.

4. Transparencies in a verticalfile.

5. Models and displays on shelves.6. Video Films In cupboards.7. Audio cassettes in small plastic

containers or in cupboards.8. Slides arranged In boxes.9. Posters in poster stand.

10. Puppets In plastic bags orboxes.

ALL THESE MATERIALS HAVE TO BESTORED IN A CLEAN AND COOLPLACE AND IN COVERED SHELVES.

DISSEMINATIONWith proper maintenance andprocessing, audio-visuals in a librarycould be put to optimum use, andspecially In a country like India, anaudio-visual library will be usefulfor action groups, training prog-rammes, mass education, camp-aigns, and other educational acti-vities.

50

Computers forAction- Oriented NGOs

In the past few decades, computerdevelopment has come up withmany new ways of sorting, storingand sending information. Businessesand government have alreadytaken great advantage of thesenew technologies to streamlinebureaucratic procedures and tomake their own intelligence gather-ing far more comprehensive.In recent years, the cost of computerequipment has fallen to the pointwhere small, low-budget NGOs canafford machines with the capacityto store fairly large amounts of data,sort information, and communicatewith other computers.It is clear that these new informationtechnologies are going to have aprofound influence on the wayNGOs get the facts they need toorganize social action, internationalcampaigns, solidarity, to lobbygovernments, or to assist othercommunity groups.A large number of NGOs havealready decided to computerizesome of their activities. The decisionwas generally prompted by anunderstanding that existing projects,goals and operations could beundertaken more efficiently

USES OF COMPUTERS FORNGOSIn order to plan computeruse and

appropriateness for different typesof organizations, it is helpful toseparate the various tasks thesemachines can do for their benefit

What are computers?Computers may be thought offirstly as general purpose machines.Until the advent of computers,machines were designed to accomplish specific tasks. Eachmachine could do only the task forwhich it was made. For instance, aweaving machine could be usedfor threshing grain or for other tasks,without making major changes inthe machine itself. However acomputer can be set up to dodifferent kinds of jobs.

Secondly, the traditional machinesmerely enhanced or replacedphysical labour. These machinescouid not assist in the processesconnected with human mentalactivity. Computers, on the otherhand, are machines that canpresently be used to manipulatethe language symbols that we use

in our intellectual activities, chieflyin information handling and com-munication,The computer handles, diversetasks because it is designed aroundhardware and software. Hardwarejs the name given to all thephysical components of the mac-hine. Software is the term used thevarious procedures and instructions(programmes) that make thehardware do different jobs. Withdifferent software (or programmes)a particular computer hardwareset-up can be made to perform avariety of tasks. Hence to makeeffective use of computers in anyparticular organisation a carefulselection of a combination ofhardware and software is essential.Thjs combination will depend notonly on how one plans to use thecomputer but also on the workstyles within the organisation.

1, Traditional office tasksComputers can be used to stream-line such things as letter and reportwriting, mailing list maintenance,accounting and budgeting.

2. Indexing and classification ofinformation

Computers can be used to createindex systems and bibliographies

which enable rapid cross-refer-encing and sorting of printedmaterials so that appropriatebooks, magazines, reports andarticles can be located with ease.

3. Sorting of informationComputers can be used to createoriginal resources, held within thecomputer as a data base. Thisinformation can then be reproducedin any number of formats, excludingor including various items accordingto the needs of each user. As thecomputer is responsible for thesorting process, the machine goessome of the way towards speedingany analysis that-is required, andcan quickly and cheaply produceunique and customized informationsuitable for a particular campaign,a study or an information request.

4. CommunicationConnected to communicationnetworks like the telephone system,computers can be used to sendand receive written information athigh speed to other computers orto telex machines around theworld. Any information created onthe computer in operations 1,2 or 3above such as letters, reports,answers to information requests orrelevant part of data bases, can be

52

sent to another party with the pushof a few buttons, Beyond this, NGOscan use computers to get intocommercial electronic librariesand data bases, search throughindexes and classification systems,and retrieve information valuableto their work. These electroniclibraries are growing in numberand scope throughout the world.Without some capacity for com-puter communication, NGOs willeffectively exclude themselves froma expanding information sourceavailable only in electronic form.Any articles, reports, data bases orother information received by thecomputer are captured in themachine's memory, and canimmediately be printed out edited,divided, combined with othermaterial or sent on to anothergroup

WHAT THEN IS FEASIBLE ATPRESENT?Computers are useful where largequantities of information need tobe handled; where that informationneeds to be amended and cross-referenced regularly; and wherelengthy and complicated cal-culations need to be done.

For a social welfare informationcentre this means that they couldbe used to provide a generalinformation service; to provide apersonalised information servicecalculating, for example, entitle-ment to welfare benefits, to providean index to printed documentsowned by the centre; to maintaina file of locol contacts andorganisations. In addition theycould do "housekeeping" jobssuch as case records or statisticalrecords of enquiries, the maint-enance of mailing lists.

WHAT TO CONSIDER BEFOREDECIDING TO COMPUT-ERISEBefore reaching any decisions atall you should ask yourself:

* Do you need to computerise?A computer should only beconsidered if it could eithercarry.out a task which cannotbe done manually, or if it coulddo something more efficientlyor accurately and the presentsystem is known to beinadequate.

' What type of system do youneed?

— A general information re-trieval system

— a personalised informationsystem one that will calculatewelfare benefit entitlement

— a document indexing system

— a file of local contacts andorganizations

— a system for case recordingand administrative work

You may very well want asystem that will provide two ormore of these,

* How much information do youneed to store?

* Who will use the system?

* How does the information centrestaff feel about computerisation?

Having considered each of thesepoints it is important to discuss:

* Where in the information centrethe computer should be located

* How the system will affect yournormal work patterns

* How the use of a computersystem will fit In with the overallphilosophy of your informationcentre

* Whether the use of a computerwould affect the relationshipwith the enquirer

It will then be possible to decide

" Which typo of dialogue betweenthe user and the computer yourequire. This will depend uponthe type of system you needand who will be using it

53

* Whether your requirements forthe size and the nature of thesystem are feasible technically

" Whether you can afford both toacquire and to maintain thesystem

If having considered all of thesepoints, you decide you do want tocomputerise you will be in aposition to consider

' Whether there are any pro-grammes already written thatwould meet your needs orwhether you will need to haveyour own programme written.This will depend on what type ofdialogue you have decided on.

' Which equipment you shoulduse, including

— the computer itself. Do youwant to time-share someoneelse's -larger computer, if thisis possible, or will you buyyour own microcomputer (s).In reaching this decision,and in deciding how muchcomputing capacity you willneed, it is important toconsider what type of systemyou require, how much In-formation you need to store,whether there are any suitableprogrammes ypu could buyand how much you canafford

— the accompanying equip-ment: keyboards, printers andVDUs. Factors affecting thesedecisions would be the typeof system, and the type ofcomputer you have chosen.It will also be affected, to acertain extent, by who will beusing the system.

THERE ARE HOWEVERDRAWBACKS THAT NEED TOBE CONSIDERED

There is a • great deal of mistrustabout computerised systems, bothamong the general public and the

information workers themselves.Computers can also have a con-siderable effect upon the normalwork methods of an organisation.In some circumstances this couldbe a great disadvantage to aninformation centre. Since mostsystems today use VDUs there arehealth and safety considerations.The other aspect of the effect onwork method is the way that thecomputer system will affect therelationship between the enquirerand the information worker. This isparticularly important where thesystem is not designed to be usedby the enquirer unaided. It is alsothe area which is invariably over-looked.

There are two dangers. One is thatthe use of a computer may createan unacceptable distance betweenthe enquirer and the informationworker. The informality which manyinformation centres try to createwill be destroyed if in the enquirer'seyes the information worker is seenas an official using an "official"computer terminal.

There is a danger that the infor-mation worker will become morepassive and be merely seen as theperson who operates the machine.If the enquirer and the informationworker sit side by side in front of theVDU the computer will completelytake over the interview.

All computer systems, however welldesigned, will be unreliable fromtime to time. This could be due topower cuts or failure of the computer,in which case the system will not beavailable at all. It is essential thatprinted information is available foruse on such occasions.

Health and safetyThere are two main kinds of healthhazards arising from the use ofVDUs. The first includes eyestrain,migraine, nausea and back pain.The second is the effects ofradiation.

54

There are measures that can betaken to avoid the first category,although it is not fully understoodwhy VDUs cause them. The firstthing to note is that the incidenceof these effects is much moreapparent in workers who arecarrying out boring and repetitivetasks.

There are also a number of physicalmeasures that can be taken toreduce these effects. These includereducing the flicker on the screen,controlling the luminescence ofthe characters on the screen (tWswill also vary between differentmodels of VDUs), controlling thelevel of lighting in the room and thepositioning of the screen. In generalthe lighting should not be toobright and glare should be

avoided, by using diffuse ratherthan direct light. Windows shouldbe fitted with Venetian blinds.Wherever possible the VDU shouldbe sited away from, or at least notdirectly in front of a window. Thechair used should be adjustableenabling the user to sit so that thescreen is where the eye focusesnaturally. It is also most importantthat workers should not be expectedto use a VDU for more than alimited amount of time. Nooperator should work more than 50minutes with a VDU.

There has, by comparison, been farless work on the effects of radiationfrom VDU screens. Nothing, how-ever, is known about the effects oflong-term exposure to low levels ofradiation.

55

Some Points on theEvaluation ofInformation Services

The value of an information systemis related to three factors:

1. The benefits it provides to thecommunity of users;

2. The effectiveness with which itmeets its goal;

3. The efficiency of its operations.

Effectiveness relates to how theservice is, while efficiency refers towhat can be measured in terms ofcost and unit rate. i.e. how thecentre manages its resources inachieving its goals. In other terms,effectiveness is out-ward lookingand efficiency is inward looking. Itis clear that in talking abouteffectiveness there always is somesubjective input. Whatever systemis set up to try to measure theeffectiveness of a service, there willalways be some reliance on one.'sown perceptions or on the user'sperceptions of the quality andvalue of this service.

But what of centres like ours?Smaller, community-oriented infor-mation centres, often without anykind of automation? Our resourcesmight consist of a couple of part-time staff/in a small room full of filesand some documents, in a verybasic kind of order. How canevaluation systems help us?

The academic literature givescentres like ours some importantguidelines which are applicable inany organization providing infor-mation to any group of users.

1. The first thing is that evaluationitself is a good idea. Many of usmay never have sat back and

taken a long hard look at theefficiency and effectiveness ofour information service. We mayhave taken our service forgranted (sometimes for years),just assuming all along that wewere providing a useful servicefor our users, considering ourlimited resources.

2. The second thing is that it isessential for an informationcentre to keep some records ofits dealings with its users: (recordsof book loans, journals bor-rowed, a photocopy made,information sought by tele-phone or in letters, subjectsearches conducted by staff forusers). Without these records, itis impossible to evaluate properlythe information service.

There are not a lot of records tokeep: but borrowing recordsand subject search records areessential.

There are four possible levels atwhich an evaluation of aninformation service may becarried out.

(a) Evaluation of the effect-iveness: to what extentdoes the information servicesatisfy the informationneeds of the users. Recordsof information searchescan be helpful here.

(b) Evaluation of the benefits:this is more difficult. It is hardto quantify the benefitsthe users get from theinformation service; some

56

value judgement must bemade to assess these bene-fits.

(c) Cost-effectiveness evalu-ation: look at various met-hods by which the centrecan increase its service orexpand its collection, thenassess which of thesemethods is least costly (interms of money, staff ortime).

(d) Cost-benefit evaluation: acost-benefit analysis at-tempts to relate the cost ofproviding some service tothe benefit resulting fromhaving this service available.

QUESTIONS TO BE ANSWERED1. What percentage of possible

users does the informationcentre serve?Are you reaching as manypeople as you should/could?

Is your service well advertised inplaces where people couldknow about it? Can you identifysections of the community whoneed your service but have notfound you?

Are you aware that for everyonewho actually gets to the point ofcoming to you with an informationrequest, there must be many whodo not yet know that they needinformation; who cannot articulatewhat they need to know, whowould not know where to go even ifthey could articulate it. And thesepeople are as important as theones confident enough toapproach you (potential users)

2. What is the cost of making aninformation search in thesystem?

The information science literatureconcentrates a lot on actuallytrying to put a money cost onthe user's interaction with thesystem.

In terms of time costs: howlong does it take from thetime a user requests infor-mation to the time he getsit. Do you have to order thematerial from other centres?To retrieve it from loan?Does it take you ages tofind it in your system? Ofcourse, different needs havedifferent response timerequirements, some searchesmay take longer than others.

3. Does your retrieval systemprovide the proper amount ofexhausitivity and selectivity perrequest?

Does the user get what he isseeking or not? How completelyor accurately does he get it? Ioanswer these questions, wemust discuss the terms recalland precsion.

The term recall refers to ameasure of whether or not aparticular item is retrieved, orthe extent to which the retrievalof wanted items occurs. In thecase of a user who wants aparticular document, the do-cument is either recalled fromthe collection at the time it iswanted, or it is not. The recallratio is the number of retrieveddocuments compared to thetotal number of documents inthe collection.

Precision refers to the number ofrelevant documents that areamong the total number ofdocuments retrieved. The pre-cision ratio is fhe number ofrelevant documents comparedto the total number of docu-ments retrieved.

The precision ratio and therecall ratio used jointly expressthe filtering capacity of thesystem - its ability to let throughwhat is wanted and hold backwhat is not.

57

In connection with this, thefollowing questions could beasked: are your indexing termssufficiently specific? Do youneed to improve your indexingof certain subject areas? Areyour indexers sufficiently familiarwith the material they areindexing?

4. What are the opportunitycosts that would be incurred inthe absence of your centre?

In other words: is the communityyour users, better off becauseyour centre exists?

Opportunity costs are the coststhat you save your users by yourservice, i.e. the cost of duplicatinga research already done; thefalse starts on new prospectsbecause of insufficient infor-mation on the topic; the delaysin action while trying to get theinformation from somewhereelse. If your service can savepeople that kind of trouble,then you are providing a usefulservice.

Another way of asking this is:where could your users go forthe information if your centrewas suddenly closed? If thoycould not go anywhere else,then you can be confident thatyour centre is providing a uniqueservice, tven if if is not veryefficient, it is still unique, andthat is an important part ofevaluation. Therefore, youshould preserve files that no oneelse is likely to keep. This willensure your value to thecommunity,

5. Do researchers, campaigners,workers in the field believe thatyour centre is meeting theirneeds?

Ask them. They are in the bestposition to know about theirown experience with your orga-nization. They can also give you

interesting feedbacks about theirexpectations and about whatservices they obtain else where.

6. Does your organization meetthe specific needs of the spon-soring agency?Refer also to your organization'scharter, list of goals etc.

7. What publications does yourcentre issue?Abstracts? Current awarenessbulletins? Bibliographies? Jou-rnals? General articles onresearch being done?Is this information legible, app-ropriate, widely disseminated,accurate, properly docu-mented?Are these publications aworthwhile activity in terms oftime/resources? Or are youmissing the target? Are youputting too much energy intopublications which have a lowappeal and consequently asmall readership ? Perhapsother types of publicationsmight be more useful, an abs-tracting service for instance.

8. Skills of Staff.How skilled is your staff inhandling information'' Havethey received adequate training? Are they familiar with allyour campaigns and research?They should be informationworker and not just handlers ofdocuments. They should beconsulted at the start of aproject, they should be thereat the planning stage. Infor-mation workers/librarians sho-uld be among the first ones toknow what the organization isupto.Does your staff need. moretraining? They should be familiarwith your information systemand, if there is more than oneperson indexing, they must allbe indexing the same way,using the same vocabulary.There must be an indexing or

58

cataloguing policy which isunderstood and followed byall the staff. Any obviousdifferences between oneperson's indexing and another'sshould be eliminated. Thequality of information proces-sing should be consistent fromyour own and the user's pointof view.

As goodwill is a basic comp-onent of information centreslike ours staff should be trainedto be friendly and helpful. Ifyour office staff are dis-courteous, it does not matterhow good your index is peoplewill not come back,

9. Percentage of repeating users

Are Users regularly surveyed todetermine the adequacy ofthe service provided? If theykeep coming back, you mustbe doing something right. Buthow many do come back?

10. Were prospective users surve-yed before the centre wasstarted?Did your group set up itsinformation centre in responseto a demonstrated need?Most of us got started as part ofa campaign a few years agoand grew from that to otherareas, then into a resourcecentre. Thus chances are thatwe have been operating allalong on our perceptions ofwhat is needed rather than onany expressed desire from thecommunity. This is one moregood reason to pay attentionnow to get feedback from theusers.

11. Does your centre refer questionsto other centres? Do youreceive questions from othercentres?In other words, are you net-working as well as you couldbe? Networking is an importantactivity for organizations whereresources are stretched to thelimit.

If you cannoi answer aninformation request, do yourefer the users to your localpublic libraries to major researchorganisations? To other com-munity groups? To individualexperts?

Do you have a file of appro-priate sources of information,a file of names of people whoare prepared to give inform-ation and share their expertise?If you have not, you shouldhave.

Even if you cannot afford alarge library of your own, youcan function brilliantly as areferral service.Do not just passively addnames to your expertise file.Go out and solicit experts andinstitutions to cooperate withyou in handling questions.Have you ever tried sharingresponsibilities with othergroups in the area of infor-mation collection, processingand storage? That is, have youtried to eliminate duplicationin the work and the collectionof other groups. If two groupswith similar philosophies, say,an environment group and aconsumer group, are reason-ably close to one another, whynot share? Let one handle allpesticides materials; let theother specialise in dang-erous drugs. Then advertiseyour areas of specializations.This can cut costs and time. Italso provides the user with amore concentrated collection.Or are you still trying to handleeverything on your own?

Is your selection, indexing,cataloguing, retrieval systemcost-efficient?Do you know what it is costingyou per document lo processin your collections? Do youKnow how much time it istaking per document? Canyou judge whether the benefits

59

of good indexing and catal-oguing are saving money andtime at the other end, i.e. byspeeding up the retrievalprocess, thus providing a netsaving to the organizationbecause of your document-ation system. Or is the systemdrawing more of- your timeand resources than you canspare? Here is a case where it isessential to have some recordsof information searches, timetaken and users satisfaction.

13. What is the quality of thedocuments themselves?A key to this might be thefrequency with which they areused. Is your library full ofmaterials that are hardly everconsulted? If so, why not studythe documents which aremost heavily used by yourreaders, not the subject areasthey cover and build up yourcollection in those areas. Thengive the other material to adeserving charity.

Another aspect of documentquality for organisations likeours, is the proportion of primarydocuments in the collectionGroups like ours have a ten-dency to accumulate lots ofmaterial from other groupssaying friendly things aboutour campaigns and echoingeach other's sentiments andopinions. These are very nec-essary, but it can be a dangeroustrend if we are drifting towardsthat kind of material toomuch. Our campaigns needregular "fixes" of primarysources—hard evidence. Thus,

concentrate on companies'annual reports, secret com-pany documents, statisticalpublications from government,i.e. material which will continueto fuel your campaigns.

14. How sharply defined is thefield your centre covers?

Do you know your boundaries?Do your users know? Do youhave any clearly enunciatedsubject areas beyond whichyou will not go? Or will yourcentre look into any issue thatseem important at the time?

These questions are importantif you are evaluating thequality of your service. After all,if you are supposed to be avery flexible group who offersto take action on behalf ofconsumais whenever and wher-ever there is a need, you haveto have the resources to dothat. If your manpower ariddocument backup are not upto the mark then you have gotto redefine your objectivesand limit your field of operations.Do not promise a service youcannot provide.

15. By your centre's existence doyou stimulate further action?

Is your centre a catalyst whoseresources and activities inspireusers (and the general public)to become interested in moreissues, even involved in cam-paigns? A good informationcentre should generate ideasand trigger action, not justcater for established needs.

60

Appendix ISOME MAJOR DOCUMENTATION CENTRES

Indian1. Soclo-Economlc Documen-

tation Centre

Documentation CentreIndian Social Institute10, Institutional AreaLodhi Road,New Delhl-110003.

The activities include researchand publication, extensionservice, consultancy etc. Train-ing in community develop-ment, organising masseducation and MobileOrientation Training Team(MOTT), development in agri-culture and community health.

The main aim of the docu-mentation centre is to collectrelevant material on variousthemes in social, economicand political fields which arecirculated to a large numberof readers. One of its chief

services is directed at groupsof persons engaged in socialwork, social action and non-formal education, it also assistsgroups in rural or urban areasto conduct surveys. A regularpublication on current topicsis brought out in ISI Docu-mentation.

2, Health. Population and FamilyWelfare Documentation

National DocumentationCentreNational Institute of Health &Family WelfareMunirlca. New Oelhi-110067.

The centre focuses on inform-ation on current developmentsin the different areas of health;population and family welfare.The centre has three basiccomponents viz. Library, Docu-mentation and Reprographicunit. The Library has approxi-mately 30,000 publications onthe above subjects.

The centre receives 500 perio-dicals. It aims to develop anational network of an inform-ation system in Health, Popul-ation and Family Welfare. It4salso organizes training progr-ammes fa continuing educationin medical librarianship. Servicesinclude inter-library loan,current awareness service,reprography, consultancy,oiblio-graphy service, etc.

3. Indian National ScientificDocumentation Cenire(1NSDOC)

Sansanwal RoadSatsang Marg,New Delhi-110067

INSDOC was set up in 1952 bythe Government of India. It is

61

an autonomous body underthe Council of Scientific andIndustrial Research (CSIR)INSDOC is doing systematicdocumentation in the field ofnatural sciences.

Its services include:

(a) Bibliographic service:National list of periodicalsof major libraries in India,

(b) Translation services—fromforeign language docu-ments to English,

(c) Reprography,

(d) Document procurement.

(e) Training in documentation,

INSDOC is a national depositoryfor reports and doctoral theses(accepted by Indian Univer-sities) of scientific work in Indiaboth published and un-published. It also acts as achannel through which thescientific work of the nation ismade known and available tothe rest of the world. Public-ations include Indian scienceabstracts and the union cata-logue.

The National Science Libraryas an integral unit of INSDOC,was conceived in 1964. Apartfrom science books and jour-nals, scientific reference works,research reports, conferenceproceedings are stored.

INSDOC has partly computer-ized its services.

4. Labour and IndustrialDocumentationBombay Urban IndustrialLeague for Development(BUILD)3, Ganesh Housing SocietyGokhale Road, South,Dadar WestBombay 400028, Maharashtra.

The Activities of BUILD includecommunity organization, urbanslum communities, housing,human rights issues etc. There

is a very good documentationcentre started in 1979 on issueslike labour, industry, caste andclass, people movements, urbandevelopment and women'sissues. The institute also publishesfortnightly news tribune, 'Newsfor Action', a bimonthly back-ground paper and occasionalpapers

5. Social Science DocumentationCentre (SSDC)

ICSSR, 35, Ferozshah RoadNewDelhi-110 001

SSDC was set up in 1970. Itsactivities include:(a) Building up a collection of

reference materials,(b) Collection of unpublished

doctoral theses approvedby Indipn universities andresedrch reports of theprojects undertaken byICSSR and other SocialService Research Institutesassisted by ICSSR,

(c) Fstablishing of reprogr-aphies and microfilmingunit.

(d) Striving for bibliographicalcontrol over social sciencematerials.

(e) Providing select bibliog-raphies on request.

(f) Basic materials on socialscience, research, reportsand theses

SSDC has the facility of Inter-Library Loan, answering queriesin the field of social sciences,providing referral services, andexchange programmes. SSDCis also engaged in preparingunion catalogues of socialscience periodicals, serials etc.

6. Documentation Cell of RuralDevelopment Consortium

R DCAD-239, Sector ISalt Lake CityCalcutta-64, West Bengal.

The Documentation Unit-cum-

62

Information Cell of RDC startedin June, 1986. in order todisseminate current informationon community developmentand social change. The mainpurpose is to keep the grassrootlevel workers of the constituentorganisations abreast with thelatest information regardingrural development activities.RDC has also started bringingout a bi-monthly newsletter inBengali. Some of the specialissues were on women, labour,environment, etc.

7. Development

Centre for Education &Documentation (CED)3, Suleman Chambers,4, Battery StreetBombay-400039.Maharashtra,

CED started in 1975. They areinvolved in research-cum-actbnoriented programmes cateringto the needs of social scientists,professionals, students, deve-lopment workers and otherconcerned individuals andgroups. CED collects, collates,researches and disseminatesInformation on a wide rangeof subjects of social importancelike politics, environment,multinationals, third worldproblems, economy, govern-ment, health, industry, socio-cultural situation and otherdevelopment related topics.CED covers 200 newspapersand periodicals under about500 subject files. The librarycontains 5,000 odd books

CED also started 'DOCPOST'-A postal Documentation Service.It is addressed to groups whoneed information which theycannot meet due to budgetarya other constraints. It is basicallya clipping and documentationservice by post which willprovide Xerox copies of thedocuments. They also publish

series of "Factsheets" "coun-terfacts" ranging fromcommunalism to health issues.CED also runs a distributionservice of alternative pobications.CED has partly computerizedits documentation activities.

Foreign8. CIDOC. Consumer Information

& Documentation Centre

International Organization ofConsumers Unions (IOCU)P.B. 1045Penang, Malaysia,

CIDOC's main aim is to makeinformation available to groupsthat promote and defend therights of consumers in countriesaround the world. CIDOCserves IOCU members in fivecountries as well as IOCUpartners in the internationalcoalitions health action. Inter-national Pesticides ActionNetwork (IPAN) and the Inter-national Baby Food ActionNetwork (IBFAN). There areover 3,500 titles in the bookand audio-visual collection.350 periodicals are receivedregularly and some 500 subjectfiles are available. They alsopublish CIDOC portfolios on:

1. Consumers Education2 Infant feeding3. Pharmacy4 Health, pesticide and

hazardous products.

CIDOC has a partly computer-ized Documentation Centre.

9. Child Health Documentation

BIRD-(Based' Information RobertDebre)International Children's CentreChateau de LongchampBois de Boulogue, 75016,Paris, France.

"Bird" is a computerized databank for information on pro-blems concerning children Itis an agency devoted to

63

improvement of the well-beingand health of children andfamilies throughout the worldparticularly in developingcountries. The aim of this databank is to disseminate inform-ation on the various aspects ofproblems concerning child-hood and adolescence:effective nutritional health,educational, social etc. Theyhave 53,000 references atpresent on line, increased bysome 15,000 referencesannually and updated monthly,

10. IBON Documentation Centre

P.O. Box 447ManilaPhilippines

IBON's main objectives are toalert the consciousness andawareness of the people aboutwhat's taking place in theircountry, through mass educationand widespread information,Major Activities: Publications,IBON facts and figures, IBONPrimers on Industry Lines, amore detailed research on thevarious industry lines in ques-tion, that tries to show theextent of foreign control andits consequences. IBONhandbook attempts to armthe lay man with a criticalunderstanding of basic con-cepts and tools for economicanalysis.

IBON workbooks, are designedspecially for the use of teacherparticipants.

Research Activities include:

- Grassroot research assis-tance to groups by providingthem with macro data andhelping them conduct theirown enquiry on the microlevel.

School use guidance toteachers in carrying outrelevant projects like local

history researches.

Research is also done onspecific topics by specialrequest.

11. ISIS Women's International

Information and CommunicationServiceVia. Santa Maria dell'Anima 3000186 ROMA Italy.

An International Women's In-formation and communicationservice based in Geneva,Switzerland and Rome in Italy.It was established in 1974 inresponse to demands fromwomen in many countries foran organisation to facilitateglobal communication amongwomen and distributeinternationally materials andinformation ' produced bywomen and women's groups.

Over the past seven years theyhave built up an extensivepool of documentation andinformation comprising:

a network of 10,000contacts in 130 countries50,000 items: periodicals,newsletters, pamphlets,books, manuscripts, inform-ation about films, projects,groups: by and about wo-men from all over the world.ISIS Women's Centre: TheInformation covers a vastvariety of topics from health,education, food, nutritionand appropriate technologyto communication, media,violence against women,and theories of feminism.They also publish:

- ISIS Women's InternationalBulletin, a quarterly inEnglish and Spanish.

- ISIS News Service is a monthlynews bulletin,

- Resource guides.

64

12. Environmental Sanitation In-formation CentreAsian Institute of TechnologyP.O. Box 2754Bangkok, Thailand, 10501

The Environmental SanitationInformation Centre (ENSIC)was founded in 1978 at theAsian Institute of Technology inBangkok under the joint spon-sorship of the Institute's Envi-ronmental Engineering Divisionand the Library and RegionalDocumentation Centre.

ENSIC was established followingwork carried out by the Inter-national Development ResearchCentre of Canada in compilinga review book "Low-CostTechnology Options for Sani-tation-A state-of-the-Art Reviewand Annotated Bibiography",which showed that thesanitation problems of devel-oping countries are very poorlycovered by the Informationsources generated in industria-lized countries. ENSIC coversall types of information relatedto rural water supply andsanitation, low cost options fordisposal and reuse of wastes.Special emphasis will be givento finding means of bringingrelevant information andtechnologies to the level oflittle educated rural users.ENSICattempts to build up a com-prehensive collection of docu-ments—both published andunpublished—in the field ofenvironmental sanitation. Theinformation collected is re-packaged and disseminatedthrough several publications(Newsletters/Reviews, etc.)Computerized Data Base isbuilt up and retrieved by usingthe CDS/ISIS software pack-age, reference and repro-graphic services.

13. Audio-Visual LibraryGreaves Medical Audio-Visual

LibraryHolly House, 220 New LondonRoadChelmsford, Essex, CM2 9BJ,UK.

This library has a collection ofvideotapes, teaching slide sets,tape slide programmes andhandbooks' on various topicsrelated to medicine.

Audio-visuals are either lentout or sold. Computer softwareis available for the BBC Com-puter: Compatible with theBBC B, BBC B and BBC Master128,

Journal Index System:Two Versions-Standard Version (CS10BD)Advanced Version (CS13BD)

Objective test system (CS11BD)Fantastic Voyage (CS12BD)

Stanford, California, 94305,USA.

allows a reader to answertoday's technical questionstoday which covers all majorvillage technologytopics,

Like-research agriculturaltools grain storage, met-hods, water supply systems,nonformal education tech-niques, small enterprisedevelopment, and so on,

It consists of nearly 900 booksand documents in the field,selected from all over theworld.

includes every page ofselected books, plans, andpublications and not justthe reviews of those books.These are fully indexed andorganized

it is very easy to use andportable so that one cancarry it into the field.

it will allow one to imme-diately research and res-

65

pond to problems and helpyou indentify opportunitieswhich arise in the field.Quick access to informationon a wide variety of poss-ible options will enable youto rapidly evaluate choicesand make better-informeddecisions.

The cost of an 850 volumereference library is S 12,000and AT. Microfiche ReferenceLibrary with reader ($ 575 forMicrofiche and S 300 forportable reader) is $ 875, Allthe information in AT. MicroficheLibrary is listed in AppropriateTechnology source book.

A.T. Microfiche Library is just a"full Library in a box on onetable'

INDIAN AGENTS FOR THEAPPROPRIATE TECHNO-LOGY MICROFICHE LIBRARYEducational & Scientific EquipmentPvt. Ltd.Attn: DirectorNational House, Tulloch RoadApollo BunderBornbay-400 039.(Telephone: 2020087, 2020128)Overseas Dept.AD InternationalParshuram BuildingSayajijanjBaroda 390 005(Telephone: 674158 Baroda)Higginbothams Ltd.Attn: V. Krishnamurthi814, Anna SalaiMadras-600 002.(Telephone: 811841, 811842, 811843)

66

Appendix IITRAINING IN LIBRARY SCIENCES ANDDOCUMENTATION

Indian Courses1. Documentation Research and

Training Centre DRTC8th Mile Mysore Road,RV. College P.O.Bangalore-560 059KarnatakaDRTC originally began as a

small research circle at Bangaloreto carry out research on analy-tico-synthetic classification. It wasdeveloped into a full-fledgeddocumentation research andtraining centre in 1962 under theauspices of the Indian StatisticalInstitute (ISI) under the able guid-ance and leadership of Dr.Ranganathan, the father of LibraryScience in India. It provides trainingin documentation and reprographyto a select group of library workerssponsored by different institutions,industrial and other libraries, tomeet the need for sspecial librariesand documentation centres.

The DRTC conducts a full time20 month course. 12 months aredevoted to formal schooling inboth theory and practice of docu-mentation and the remaining 8months are for dissertation.

The main objectives are:1. To perform and to promote

research in Documentationand Library Science, ingeneral.

2. To train senior document-alists needed for service inthe country and in the otherdeveloping countries.

3. To provide consultancy ser-vice in documentation.

2. National Institute of Health andFamily Welfare,

Near D.D.A. Rats, Munirka,NewDelhi-110 067

NIHFW has a very good NationalDocumentation Centre, in Healthand Family Welfare. The Trainingprogramme is arranged once ayear for one month. The emphasis ison the sources of information andways of disseminating Health andFamily Welfare information. Thetraining is generally meant forgovernment librarians but a fewvoluntary sector librarians are alsoselected.3. Indian National Scientific

Documentation Centre,14, Satsang Vihar Marg,S.J.S. Sansanwal Marg,Special Institutional Area,NewDelhi-110067

The objective of the course is toprovide the necessary skills indesigning, operating and mana-ging in information systems pert-aining to any field, such asResearch and Development,Business and Industry etc. andgood insight into all the techniquesof information handling with specialemphasis on the application ofinformation technology.The curriculum includes informationservice with particular emphasis onthe practical side. The study in-cludes information analysis, pro-cessing, services and systems, oneelective subject guided researchand field work.

Duration : 1-2 years

Language : English

Qualifications: Post graduate in asubject.

20 candidates are selected everyyear.

67

MANY UNIVERSITIES. COLLEGESAND TECHNICAL INSTITUTESALL OVER INDIA GIVE TRAININGIN LIBRARY SCIENCE EITHERTHROUGH REGULAR CLASSESOR THROUGH CORRES-PONDENCE COURSES.

Foreign CoursesBLAT/WHO SECOND COURSE ONAUDIO-VISUALS IN THE HEALTH LIBRARY.

Contact Address:

BLAT Centre for health &media educationBMA House, Tavistock Square,London/WCIH 9JPU.K.

Purpose1. The aquisition of library skills.

2. The special requirements ofaudio-visual material locatingand selecting audio-visualmaterial and equipment,classification and cataloguing,storage, maintenance and pre-servation of audio-visual materialsand equipment.

3. The need to keep abreast ofnew developments in the field.The instruction will take the formof lectures practical demonst-rations and study visits to audio-visual libraries.

No. of participants : 15

6. Institute of Library Science,University of the PhilippinesDiliman, Quezon CityPhilippines.

This institute offers undergraduateprogrammes: Bachelor of LibraryScience, Graduate programmes:Master of Library Science & Post-graduate training course for scienceInformation specialists in South-east Asia.

For detai led information contact:

Institute of Library Science,University of Philippines,

IN ALL THE FOREIGN UNIVER-SITIES DEPARTMENT OF LIBRARYSCIENCE CONDUCTS COUR-SES IN LIBRARY SCIENCE.

68

AppendixlllRECOMMENDED READINGS IN LIBRARY SCIENCE ANDDOCUMENTATION1 Application of Minicomputers

and Micro-computers to In-formation Handling, UNESCO,November, 1981, 94 Pages.

2. Background to Evolving aNational information Policy,Lok Sabha Secretariat,New Delhi 1985 21 pages.

3. Book indexing,M.D. Anderson, Cambridge,University Press1971 36 pages.

4. Cataloguing and IndexingGuidelines For Fugitive HealthLiterature, WHO, Geneva1982. 108 pages

5. Catalogue Entries andProcedures,S.S. AgarwalLakshmi Book Store,72 Janpath Ved Mansion, NewDelhi-110 0011972 455 pages

6. Computer Benefits:Guidelines for Local Inform-ation and Advice Centre,Pennie Ortley and Elain KempsonNational Consumer Council18, Queen Ann's GateLondon SWI 1 H9 A A1982 104 pages

7. Comparability Issue AffectingInformation System andServiceUNESCOSeptember, 1983 209 pages.

8. Consolidation of Information:A handbook on evaluation,restructuring and repackagingof Scientific and Technicalinformation.

Pilot Edition1981 127 pages.

9. The Current and Future Use ofRegisters in Health InformationSystemsEileen M. BrookeWorld' Health Organisation1211 Geneva 27. Switzerland.1974 43 pages

10. Directory of Health ScienceLibraries in South-East Asia,1979Composed by S.C Dhir & S.K.Anand1981 160 pages

11. Directory of Health ScienceLibraries and DocumentationCentres in India,National Institute of Health &Family Welfare, New Delhi-67.1980

12. Directory of United NationsDatabases and InformationsystemsACCIS, Palasis desNations 1211, Geneva 10,Switzerland 1985, 323 pages

13. Documentation and Inform-ation; Services, Techniquesand SystemsB. Guha/ World PressPrivate Limited,37-A College StreetCalcutta-7000731978 369 pages

14 Family Planning LibraryManualBlanche Horowitz, KatharineDexter McCormic LibraryPlanned Parenthood Federationof America, Inc.180 Seventh Avenue,New York, NY 10019.

1975 88 pages $5.00

69

15 Function and organisation ofa national documentationcentrein a developing countryFID/DC Working Group, underthe direction of Harald Schutz.The UNESCO Press. 7 place deFontenoy, 75700 Paris, France1975 218 pages.

16. Fundamentals of Documen-tation; with special referenceto IndiaP.S. KawatraSterling Publishers Private Ltd.,Safdarjung EnclaveNew Delhi-110029.1980 108 pages.

17. Guide for Abstractors/lndexersAccopress, Acco CanadianCompany Ltd., Toronto,Canad. 1978

18. A Guide to Health and FamilyWelfare Statistical Inform-ation Sources in IndiaP.G. Krishnamurthy pages 25.

19 Guide to consumer libraries(3rd Ed)IOCU, Penang Malasyia1986 69 pages.

20 Guidelines for Collection,Selection, Processing andDissemination of HealthServices Research Systems(HSR)Information including FugitiveLiterature.WHO, SEARO, New Delhi1983 29 pages.

21. GUIDELINES for Establishmentand Development ofMonolingual Thesauri.UNESCO, 7 place de Fontenay,75700 Paris, France,1978 37 pages.

22. Guide to the Production anduse of the Audio-visual Aids inLibrary and InformationScience Teaching.UNESCO 127 pages.

23 Guidelines for the organizationof short courses and work-

shops on the dissemination ofdata in science andTechnologyUNESCO1986 73 pages

24. The IDOC DocumentationHandbookCharles L FoubertIDOC International-Via. SantaMaria, Anima 30-00186,Rome, Italy.1982 96 pages.

25. Informatics: a vital factor indevelopmentUNESCO, 7, place de Fontenoy,75700 Paris, France,1980 56 pages

26. Information Services In IndiaPapers(Ed. by A.K. Roy and S.K.Kapoor, IASLIC Calcutta).IASLIC Tenth National SeminarKanpur, 1982

27. Information handling: firstprinciples USAED. Paul W. Howerton.Sparton Books, Washington,D.C.,,1963 207 pages.

28 information Retrieval andLibrary Management.An Interactive Mini-computersystemFaye A. DanelinkIDRC. Box 8500, Ottawa,Canada K1G 3HQ1978 16 pages.

29. An Introduction toInformaticsIBI, P.O. Box 1025353, Viale Cinilta del Lavoro00144 Rome, Italy.1975 5 pages,

30. Instructional Materials forDeveloping informationConcepts and Information,Handling Skills In SchoolChildren: A StudyUNESCO1981 64 pages.

31 International Bibliography of

70

Computer-AssistedTerminologyUNESCO1984 36 pages.

32. Keeping Track of FugitiveMaterialsHelen MehraOffice of Population, USAID,New Delhi-110021.

33. A Library Primer for YouthWorkersYouth work series-1Prabha KrishnaVishwa Yuvak Kendra,New Delhi-110021.1974 Price Rs. 3/-

34. Library and InformationScience and archive Adminis-tration: A guide to building upa basic collection for libraryand schools.UNESCO 1984 148 pages.

35. Management of InformationCentres In China: Results of aCourse held in KunmingProvince Peoples Republic ofChina 6-18 Dec. 1982.(Ed. K.P. Broadbent) IDRC.Box 8500, Ottawa, CanadaKIG 3H91984 470 pages.

36. Annual Report of NationalDocumentation Centre,NIHFW. New Delhi-67.

37. Organisation of Social ScienceInformation .andDocumentationReports on 11 Asian CountriesUNESCO Regional office foreducation in Asia and thePacific, Bangkok.1983 129 pages

38. A Practical Guide to News-letter Editing and DesignLarae H. WalesThe Iowa State University Press/Ames, Iowa, 1976

39. Practical Documentation :aTraining Package for Librarians

Module 1- A basic curriculum.

Module 2- Documents,Documentation,documentalists.

Module 3- Cataloguing.class-ification, andindexing, key toInformationretrieval.

Module 4- Acauisitlon andentry of documentspolicy and process.

Module 5- Installation, equip-ment, layout andconservation ofcollections.

Module 6- Reference workmethods andsources.

Module 7- Consultation, Loandissemination,copyright.

Module 8- Documentationon of bibliogra-phies, abstracts, lowcost factsheets andleaflets.

Module 9- Audio-visualmaterials storageand Informationprocessing

Module 10-ManagementIsssues in docu-mentation centres.J. Forget

International PlannedParenthoodFederation, 18-20 LowerRegent StreetLondon SWI YAPW, 1978

40 Primer for Agriculture Libraries(2nd edition) revised andenlargedOlga Lendvay. 95 pages

41. Poetri, Programme on Ex-change and Transfer of In-formation: Reference manual,Vol. ITechnical Paper Series-16.International reference centrefor community water supply

71

and sanitation,P.O. Box 5500-2280,HM Rijswijk, The Netherlands.

42. Primary Health Care Issues:INFORMATION ISSUES.American Public HealthAssociation, 1015 FifteenthStreet,N.W., Washington DC 200051983 76 pages.

43 Reference service, 4th Edition,1984Krishna KumarVani Education Books, VikasHouse, 14 Industrial Area,Sahibabad-201 010.Distt. Gaziabad U.P.

44 Register of Education andTraining Activities in Librarian-ship, Information Scienceand Archives.UNESCO1982 61 pages

45. Repair and Preservation ofRecords,National Archives of India,New Delhi,1978 75 pages.

46. Revision of the Anglo-American Cataloguing; RulesExplanation and Illustrations.Amar K. LahiraUNA, 72/B-2, MahatmaGandhi Road, Calcutta-700009410 Pages.

47 SATIS Classification SociallyAppropriate Technology In-ternational InformationServices;Mauritskada 61a 1092 ADAmsterdam, Netherlands.56 Pages.

48 Sharing Experience: Devsis:An Information Service forDecision Makers,IDRC, Box 8500, Ottawa,Canada K1G 3H920 Pages.

49 South Pacific Region PilotProject on School LibraryDevelopment: Training Pro-grammes for TeachersUNESCO1984, 661 pagos

50. Teachers, Information andSchool LibrariesUNESCO1986, 110 pages.

51 UNISIST Guidelines for Devel-oping and Implementing aNational Plan for Training andEducation in Information Use.UNESCO, 7 place de Fontenoy,75700 Paris, France.Pages 50.

52 UNISIST GUIDE TO Standardsfor Information StandingUNESCO, 7 place de Fontenoy,75700 Paris, France.1980 Pages 304.

53 Classification Systems Need,Rationale and Basis.

54 Sources of Information.Lakshmi Menon, Report of theDocumentation Centresmeeting 12-14 December, 1986CED and BUILD, BombayPages 517.

55. 'Computers for ActionOriented NGOsJohn Sayer

""Asian & Pacific NGO Doc-umentation activity in theage of Information tech-nology : a training workshop"Sep. 22-26, 1986, Hong KongAMRC, 444, Nathan Road, 8-B, Kowloon Hong Kong ARENA,44-2/F, Hunghom Bay Centre,Baker Street, Kowloon, HongKong.

56 Definition and ConceptsFrameworkUNISISTParis, FranceJuly 1981.

57 Documentation and Inform-ation Centre (NIPCCD)Plan and List of DiscriptorsPages 70.

58 The Democratization of Dataand the New World InformationCommunication Order (NWICO)Jose Antonio Viera-gallo-IDOCPAO, NGLS Of UN, IDOC,8-13 Oct. 1981Lisbon, Portugal.

72

59 Gathering Information forHealthEvangeline E. SuvaWorld Health ForumVol. 7 No.4, 1986,Pages 340-344.

60 Guide to the Documentationon MultinationalsA. Castagnola &M.S. LacommareIDOC, Rome, Italy.1982 Pages 31

61. HEALTH Information Systemsin IndiaS.K. SanjalEconomic & Political Weekly30, August, 1986.

62 Indexing in Depth:PracticalParametersJohn C. Costello Jr.

63 Indexing :General ConceptsL.J. Haravu* 2nd Training Course on Infor-mation Storage and Retrievalin Health, Population & FamilyWelfare*NIHFW, New Delhi, 5-30 Nov1979.

64. Information in PowrerRuth Simoons-VermeerIdeas for Consumer Action/Consumer craft II, 1981.

65. "Information Sciences: AnOverviewRecent Developments in Lib-rary & InformationScience in GeneralLakshmi Menon

""Asian & Pacific NGO Domcu-mentation Activity in the Ageof Information Technology—ATraining Workshop"Sep 22-26, 1986 Hong KongAMRC 444, Nathan Road, 8-B,Kowloon, HunghomHong Kong. ARENA, 44-2/F,Bay Centre, Baker Street,Kowloon, Hong kong,

66 Information Service in Library:Current Status and FutureProspectsSampath

IASLIC 27 (4)1982 Pages 159-164.

67 Libraries and Rural Develop-mentShiraz DunaniUniversity of Nairobi, LibraryAcquisition Dept.Post Box 30197, Nairobi, Kenya.

29 Pages.

68 Nature of InformationResourcesK. Ramaswamy" 2nd Training Course Inform-

ation & Resources.Storageand Retrieval in Health,Population and FamilyWelfare.

' NIHFW, New Delhi5-30 Nov.,, 1979.

69 New World Information OrderMustapha Masmoudi, Tunisia1978

70 Paper on "Documentation forChange" Presented at theInternational Meeting ofDocumentation Centres onThird World Issues.Lisbon 11-16 Jan.1982 FAO, NGLS(UN)IDOC & CIDAC

71 Reorganization of CIDOC DataFilesElaine Kempson & Nick MooreIOCU, Malaysia1985

72 Report on the Feasibility Studyfor Computerization on IDOCDocumentation SystemsGabriel RodriguezIDOC, Rome, Italy,1982 Pages 45.

73^ The Third World in the Inform-ation AgeCees HamelinkInstitute of Social Studies,Netherlands1981 Pages 42.

74 Use of Computers in Docu-mentation ServicesManish MankadFRCH, Bombay1986 Pages 6.

73

Appendix IVBASIC REFERENCE MATERIALS FOR A SMALL LIBRARY

1 Alma Ata Declaration on Pri-mary Health CareWHO/UNICEF, IP. Estate, NewDelhi-1100021978, 79 Pages.

2. Annual Report of the Ministryof Health & Family Welfare,1986, Ministry of Health &Family Welfare, Governmentof India, Nirrnan Bhawan,New Delhi-110001.

3. Annual Report of Human Re-source Development-Part IV,1985-86, Government of India,Ministry of Human ResourceDevelopment, Department ofWomen & Child Development,Shastri Bhawan,New Delhi-110011.

4. AtlasOxford School Atlas, OxfordUniversity Press, Calcutta,Delhi, etc.

5 Atlas of the Child in India 1986Moonis Raza, Sudesh NangiaConcept Publishing Company,H. 13 Bali Nagar,New Delhi-110015.Price Rs, 300/-

6. Census of lndia-1981P. PadmanabhaIndian Administrative Service,Registrar General & CensusCommissioner for India.

7 DictionaryPreferably Oxford.

8. DirectoriesDirectory of Voluntary HealthInstitutions & ProgrammesVHAI, New Delhi.

9. Directory of Non-GovernmentOrganizations in the Field ofRural Development:Chotanagpur & SanthalPargana Regions, Bihar State,Research & Planning Depart-ment, Xavier Institute of SocialService, Purulia Road, P.B. No.

7, Ranchi, Bihar.1987 PP67

10. Government Plans-7th FiveYear Plan, 1985-1990 PlanningCommission, New Delhi.

11 Government CommitteeReport on relevant topics e.g.Bhore Committee Report onHealth & Development, August1959-October 1961.

12. Guides-e.g. Indian Pharm-aceutical Guide-1987Pamposh Publications, 506Ashok Bhawan, 93 Nehru Place1568 pages. Price Rs. 200/-

13. A Handbook to the Manage-ment of Voluntary Organiz-ation 1983.R. Sankaran & Ivo RodriguesAlpha Publishers, 161, MountRoad, Madras-600002,Tamil Nadu385 Pages, Price Rs. 85/-

14. Health Information of India,1986Central Bureau of Health Intel-ligence, Directorates Generalof Health Service, Nirman Bhavan,New Delhi-110011292 pages.

15. Handbook of MedicalEducation, 1986Association of IndianUniversities, ATU House,16 Kotla Marg,New Delhi-110002247 pages, price Rs. 20/-

16. INDIA '87'-a reference annualMinistry of Information &Broadcasting, Patiala House,New Delhi-110001.

17. Laws & Acts pertaining to theactivity of the Organisatione.g. Societies Registration Act1860.Allahabad Law Agency, 9,University Road, Allahabad-2.

74

18. Map of India, All states map,and World Map.

19. NGO's in Rural Health Care:Vol. I-An overview, PRCHResearch Report I,

Amar Jesani, et.al,FRCH, Worli Sea Face Corner,R.G. Thadani Marg, Worli,Bombay-400018. Maharashtra.1986.

20. The State of the World's.Children-198 7James P. Grant UNICEF N.Y.USA.

21 State of India's Environment,1984-85,2nd Edition Centre forScience & Environment (CSE),F-6, Kailash Colony,New Delhi-110019

22 Statement on National HealthPolicy, 1962Government of India, MinistryOf Health & Family Welfare,New Delhi.Also available with VHAI, NewDelhi-11001619 Pages.

23 State-of-the-art-reports onrelevant topics, e.g. AmericanPublic Health Association onWater and Sanitation 1015,15th Street, N.W. Washington,D.C. 20005., USA

24 Strategies for Health for All bythe Year 2000,WHO, SEARO, IP. Estate, NewDelhi-1100021980, 300 pages.

25 Statistical Pocket Book of India.Central Statistical Organization,New Delhi-110001.

26.

27

Technical Scientific Inform-ation on Specific AreasWHO's Technical Report seriesWHO, 1211, Geneva 27,Switzerland.

ThesaurusRogets International Thesaurus,Collins, London1973, 1256 pages.

28. World Health Figures, papersetc.

75

Appendix VBASIC MATERIAL FORHEALTH DOCUMENTATION CENTRES

Basic Book List1 Banned and Bannable Drugs

(Health Action Series-2)Dangerous Medicines-The FactsVHAI, New Delhi66 pages Rs. 25/-

2 Basic Managerial Skills For AllB.H. McGrath,XLRI, P.O. Box No. 47.Jamshedpur, Bihar,1978, 371 pages.

3 Doctors for the VillagesCarl. E. Taylor.Asia Publishing House, NewDelhi1976, 197 pages.

4. Food FirstLappe Frances Moore andJoseph CollinsBallantine Books, RandomHouse Inc. N.Y., USA1979, 619 pages.

5. A Guide for Teaching VillageHealth WorkersRuth Harner and AnneCurnminsVHAI, New Delhi1978, 106 pages, Rs. 30/-

6. Health by the PeopleWHO, 1211, Geneva 27.Switzerland.1975, 206 pages.

7 Health Care Which Way to GoAbhay Bang & Ashwin Patel(Ed.) Medico Friends CirclePublication (available fromVHAI)1985. 256 pages. Rs. 15/-

8 Management Process in HealthCare(Coordinating Editor)S. SrinivasanVHAI, New Delhi1982, 517 pages, Rs. 45/-

9. My Name is Today: An Illustr-ated Discussion of Child Health,Society & Poverty in Less Deve-loped Countries.David Morley & HermioneLovelTAL, P.O. Box 49, St. Albans,Hertfordshire ALI4AX.London, UKMacMillan Publications Pvt.Ltd., London1986 359 pages.

10. Nutritive Value of Indian FoodsC. Gopalan, B.V. Rama Sastri,S.C. BalasubramanianNational Institute of Nutrition,ICMR, Hyderabad, A.P.1980, 203 pages, Rs. 8/-

11. On Being in ChargeWHO, Geneva. Switzerland.Reprint. 1986, 366 pages, Rs.80/-

12. Peoples Participation in Deve-lopmentWalter FernandesISI, 10 Institutional Area, LodiRoad, New Delhi 1100031980, 185 pages, Rs. 25/-

13. Planning Community HealthProgrammeCMAI, CHRISTIAN COUNCILtODGE, P.B. N®. 24,Nagpur-440001. Maharashtra.1972, 55 pages.

14. Principles of Community HealthJack SmolenskyW.B, Sounders & Co.,Philadelphia, USA1977, 472 pages.

15. Questioning DevelopmentGlyn RobertsReturned Volunteer Action, 16Cambridge Terrace,Regentparklondon NWI 4J21977, 47 pages.

76

16 Rakku's StoryStructures of III Health andthe Source of Change.Sheila ZurbriggSidma Offset Press Pvt. Ltd.,56 Cathedral Road,Madras-600086. Tamil Nadu.1984, 234 pages, Rs, 10/-

17 Rural Development and SocialChangeHeredero J.M.,Manohar Book Service,2 Ansari Road, Darya Ganj,New Delhi-110002.1977. 181 pages.

18. Taking Sides: The choice beforethe Hearth WorkerDr. C. Safyamala,

Nirmala Sundaram, Nalini BhanotANITRA. 32nd Cross. BesantNagar, Madras-6000901986, 320 pages, Rs. 35/-

19 Textbook of Preventive andSocial Medicine (11 ed)Park and ParkBanarsidas Bhanot Publications1268 Napier Town,Jabalpur-482001,Madhya Pradesh.1985, 735 pages, Rs. 75/-

20. Where There is no DoctorDavid Werner (Adapted forIndia-Indian Version byDr. Sathyamala)VHAI, New Delhi-1100161986, 500 pages, Rs. 33/-

77

Append ixVIBASIC JOURNALS/NEWS LETTERS LIST

1 Appropriate Technology forHealth Newsletter(Monthly)WHO, 1211 Geneva 27,Switzerland. Gratis.

2. Changing Villages News and'Views(Quarterly)Consortium on Rural TechnologyA-89 Madhuvan,New Delhi-110092.Gratis.

3 Consumer Confrorntation(Quarterly)Thankorebhai Desai SrnarkBhavan, Near Law College,Ellisbridge, Ahmedabad-6,Gujarat. Gratis.

4. Consumer Currents(10 times yearly)CIDOC, IOCU, P.O. Box 1045,10830 Penang, Malaysia.Annual Subsription-for NonProfit Groups & Individuals inThird World.US $ 10.

5 Contact(Monthly)Christian Medical CommissionWorld Council of Churches,150 Route de Ferney, 1211Geneva 20 Switzerland.Gratis.

6. Diarrhoea Dialogue(Quarterly)AHRTAG, 85 Marylebone HighStreet, London WIM 3DE, UK.Gratis.

7 Economic and Political Weekly(Weekly)Skylark, 284Shahid Bhagatsingh Road,Bombay-400038, MaharashtraAnnual Subscription Rs. 250/-

8. Future(Quarterly)UNICEF, 73 Lodi Estate,

New Delhi 110003.Annual SubscriptionRs. 30/-

9 Health for the Millions(Bimonthly)VHAI, New Delhi-110016Annual Subscription Rs. 30/

10. The Lawyers Collective(Monthly)The Lawyer, 818 Stock ExchangeTowers, DalaiStreet, Bombay 400023.Annual Subscription Rs. 60/-

11. Mainstream(Weekly)Perspective Publications Pvt,Ltd., F-24 Bhagat Singh Market,New Delhi.Annual Subscription Rs. 80/-

12 Medico Friends Circle Bulletin(Monthly)The Editor,F-20 (GF),Jangpura Extension,New Delhi-110014.Annual Subscription Rs. 30/-

13. Nutrition News(Bimonthly)National Institute of Nutrition,Tarnaka,Hyderabad-500007, A. P.

14 Pune Journal of ContinuingHealth Education(Monthly)Arogya Dakshata Mandal,1913Sadashiv Peth,Pune-30 MaharashtraAnnual Subscription Rs. 10/-

15 Radical Journal of Health(Monthly)19, June Blossom Society,60-A Pali Road, Bandra,Bombay-400050. MaharashtraAnnual Subscription forInstitution Rs. 50/-For Individual Rs. 20/-

78

16 Science for Villages(Bimonthly)Magan Sangrahalya,Wardha-442001,Maharashtra.Annual Subscription Rs, 25/-

17. School Health Mirror (Hindi &English) (Monthly)MP VHA, P.O. Box 1 70,lndore-452001. M.P.Annual Subscription Rs. 10/-

18 Swasth Hind(Monthly)Central Health Education

Bureau, Temple Lane,Kotla Road, New Delhi-110002,Annual Subscription Rs. 6/-

19 World Health(Monthly)WHO, 1211 Geneva 27,Switzerland. Gratis.

20 World Health Forum(Quarterly)WHO, 1211 Geneva 27,SwitzerlandAnnual Subscription(Swiss Frank 50).

79

Appendix VIIAUDIOVISUAL PRODUCERS LIST

IX C1.

2.

3.

4.

5.

6.

7.

jTionaiArnruthavaniP.B. No. 1588Secunderabad-500 003Andh.ro Pradesh,

AVEHI(Audio-VisualEducation Re-search Centre)C/o IndianEducation SocietyNapoo Road,Hindu Colony

Dadar,Bombay-400014British HighCommissionInformationDepartmentChankyapuriNew Delhi-110021

CAPARTGurunanakFoundationNew MehrauliRoadNew Delhi-110067

CENDIT

FilmsPhoto-graphsSlides

FilmsFlash cardsPosters

Slides

Video

Films

VideoFilms

VideoD-1, Soami, NagarFilmsNew Del hi-17.

Centre for Deve-lopmentCommunication(CDC)23, Jabbar Build-ings Begumpet

Films StripsFlip BooksPhotoLanguageSlidesSongs

Hyderabad-500016. A.P.

Chitrabani76, Rafi AhmedKidwai RoadCalcutta-700016

W.B.

FilmsPhoto-graphsSlides

8.

9,

10.

11.

12.

13.

14.

CHEBDirectorateGeneral of HealthServices,Kotla RoadNew Delhi.

Educational &InformationFilms of IndiaP.O. Box 8270Juhu,Bombay-400 049

Electronics Tradeand TechnologyDevelopmentCorporationLimited (ET&T)

Films(16 mm)Posters

Films(16 mm)

Video Films

Akbar Hotel AnnexeChanakyapuriNew Delhi-110021

InternationalDevelopmentResource Centre(IDRC)South AsiaRegional Office11, Jor BaghNew Delhi-110003.

Karigiri Video

Films(16 mm)Video Films

VideoMedical Teaching TapesProgrammesSchieffelin LeprosyResearch &TrainingCentreKarigiri-632106.Tamil Nadu.

Media CollectiveJyotsnaTemple RoadTrivandram-695006.Kerala

Video Films

Central Film LibraryFilmsDepartment of Filmstrips

80

Teaching AidsNCERT 10-B,Indraprastha EstateNew Delhi-110002.

15. Shakil Productions FilmsAshraf Studies (16 mm)Opp. MahimRailway StationMahim (West)Bombay-400016.

16. Tata McGraw Hill FilmsPublishingCompany Limited4/12, Asaf AH RoadNew Delhi-110002,

17. UNICEF Filmstrips73, Lodi Estate SlidesNew Delhi-110003.Video Films

18. United Nations FilmsInformation (16 mm)Centre (UNIC)55, Lodi EstateNew Delhi-110003.

19. WHO FilmsIndraprastha EstateSlidesNew Delhi-110002.

20. Xavier Institute ofCommunications. Films SlidesSt. Xavier's CollegeVideo FilmsBombay-400001.

International1. Graves Medical Slides

Audio-Visual VideoLibrary TapesHolly House,220, New LondonRoad,Chelmsford, Essex,CM2 9BJ, UK.

2. OXFAM Video Films274, Banbury RoadOxford 0X2 7DZ. U.K.

3.

4.

TALCP.O. Box 49St. AlbansHerts AL1 4 AX. U.K

World Neighbours

FilmstripsSlides

Filmstrips5116, North PortlandFlip ChartsAvenueOklahoma CityOK 73112. USA.

PhotosPosters

81

Appendix VIIISOME IMPORTANT ADDRESSES

National1. Asian Community Health Action

Network (ACHAN)61, Dr. Radha Krishnan Road.Madras-600004. Tamil Nadu.

rnrne, Child Health Programmes.Training, Income GeneratingProjects).

(Community Health Publica-tions. Organizing Workshops).

2. Action for Food Production(AFPRO)25/1A, Institutional AreaPankha Road, 'D' BlockJanakpuri, New Delhi-110058,

(Information on food, agricul-ture, biogas, training & landmanagement),

3. Central Bureau of Health Inte-llnigence (CBHI)Ministry of Health and FamilyWelfareNirman Bhawan,New Delhi-110 011.(Health Statistics. Programmes).

4. Consumer Education andResearch Centre (CERC)Thakorebhai Desai SmarakBhavanNear Law College EllisbridgeAhmedabad-380006. Gujarat.

(Workshops, Seminars, Training,Publication, Research,Educational Programmes).

5. Centre for Health Education,Training & Nutrition Awareness(CHETNA)2nd Floor, Drive in CinemaBuilding,Ahmedabad-380050. Gujarat.(Training, Mother & Child Health,Publications)

6. Child-in-Need Institute (CINI)Village DaulatpurP.O. Amgachi. Via, Joka24 Parganas, West Bengal.(Community Health Progra-

7. Centre for Science &Environment (CSE)F-6, Kailash ColonyNew Delhi-110019(Research on Science & Tech-nology, Information & Docu-mentation, Publications).

8. Central Statistical Organization(CSO)Department of Statistics,Ministry of Planning,Sardar Patel Bhawan,Parliament StreetNew Delhi-110001.(Statistics on all subjects,on five year plans,budget, etc.).

9. Central Social Welfare Board(CSWB)Shastri Bhawan,New Delhi-110 001.(Child development prog-rammes-ICDS, Disability,Women's Development),

10. Foundation for Research inCommunity Health (FRCH)World Sea Face CornerR.G. Thadani Marg, WorliBomb.ay-400001.

(Research, Documentation,Training, Community HealthProgramme).

11 Indian Council of MedicalResearch (ICMR)Ayurvigyan Nagar, Ring RoadNew Delhi-110 021.(Medical research in variousfields like nutrition, reproductionand publication)!

12. Indian Medical Association(IMA)Indraprastha Marg,New Delhi-110 002.

82

(Policies & Programmes for themedical, profession for doctors,medical colleges etc.)

13. Kerala Shastra SahityaParishad (KSSP)Parishad BhawanTrivandrum-690 037. Kerala.(Peoples' science movements,lectures, publication)

14. National Council for Educa-tional Research and Training(NCERT)Sri Aurobindo Marg,New Mehrauli RoadNew Delhi-110016.

(School curriculum, trainingprogrammes for students andteachers, publications).

15. National Institute of Nutrition(NIN)Jamia Osmania, TarnakaHyderabad-500 007Andhra Pradesh.

(Research in food and nutrition,field investigation, training andpublications).

16. National Institute of Public Co-operation & Child Development(NIPCCD)5, Siri Institutional Area,NewDelhi-110 016.

(Research, training to govern-ment and voluntary groupsespecially to ICDS workers,documentation, workshops &studies on child development).

17. National Institute of RuralDevelopment (NIRD)RajendranagarHyderabad, Andhra Pradesh.(Programmes on various issuesrelated to Rural Development,Youth, Women, Artisans etc.,Training and Publications).

18. National Medical Library (NML)Ayurvigyan Nagar, Ring RoadNew Delhi-110029

(The biggest medical library inthe country. They receive allmedical books, periodicals andresearch reports from all overthe world. Training in medicallibr'arianship).

19. Raigarh Ambikapur HealthAssociation (RAHA)C/o Bishops House, KunkuriRaigarh Dlst-496225,Madhya Pradesh.

(Community Health ProgrammeHealth Insurance,School Health Programme,Herbal Medicines).

20. SAHELIUnit above shop Nos, 105-108Defence Colony FlyoverMarket South Side,New Delhi-110024

(Women s Health & Develop-ment Programmes, Seminars,Workshops, Publications).

21. United Nations DevelopmentProgramme (UNDP)55, Lodi EstateNew Delhi-110003

(Funding and monitoringvarious developmentalprogramme, water andsanitation programme, pub-lications),

22. United Nations InternationalChildren's Education Fund(UNICEF)72-73, Lodhi EstateNew Delhi-110003.

(Funding projects on childsurvival, publications, readingmaterials on wide rangingtopics, audio-visuals, statisticsetc.)

23. World Health Organisation(WHO)World Health House,Indraprastha EstateNew Delhi-110002.

(Studies and research in allhealth related areas,publications seminars etc.).

International List1. African Medical & Research

Foundation (AMREF)Box 30125NairobiKenya

(Research and publication)

83

2. A K A P66 Rizal StreetProject 4Quezon CityPhilippines(Publications, Training)

3. American Public HealthAssociation (APHA)1015, Fifteen StreetN.W. Washington, DC20005. USA(Publication, Workshops,Advise Projects, Research,Campaigns)

4. Appropriate Health Resources& TechnologiesAction Group Limited(AHRTAG)85, Marylebone High StreetLondon WIM 3 DE(Information Centre,Appropriate Technology inHealth, Referral Seivice &Publications).

5. Asian Health Institute (AHI)987 Minemiyama KomenokiBisshiri CHOAichi-gun,Aichi-Pref 470-01Japan(Training, Publications)

6. Asian Community HealthAction Network (ACHAN)144 Prince Edward RoadFlat 2AKowloonHongkong

(Training, initiates networks,publ ications-newsletter)

7. Consumer Association ofPenang (CAP)87 Cantonment RoadPenangMalaysia(Training, Publications,Campaigns)

8. Health Action InformationNetwork (HAIN)49, Scout Madrihan, DilimanQuezon CityPhilippines(Publicaitons, Documentation& Information Centre)

9. International DevelopmentResearch Centre (IDRC)60, Queen StreetP.O. Box. No. 8500OttawaCanada KIG 3HG(Research, Training, Docu-mentation)

10. International Documentation& Communication Centre(IDOC)Via S. Maria del anima 30(Piano III)RomeItaly(Training, Publication,Docu mentation)

11. International Organisation ofConsumer Unions (IOCU)P.O. Box 1045PenangMalaysia(Training, Publications,Campaigns, Documentation)

12. International Institute of RuralReconstruction (IIRR)Sildng 'Cavite'The Philippines D 2720(Training, Publications)

13. Institute of Child HealthUniversity of London30, Guilford StreetLondon WE IN EHU.K.(Training, Publications, Audio-Visuals)

14. National Council of Inter-national Health (NCIH)1101 Conn. Avenue 605Washington DC 20036U.S.A.

(Training, Publications)

15. Teaching Aids at Low Cost(TALC)P.O. Box 49St. AlbansHerts ALI 4AXLondon, U.K.(Health and Health RelatedPublications, Book materials.Audio-visuals mainly fordeveloping countries)

84

16. United Nations InternationalChildren's Educational Fund(UNICEF)New York, N.Y. 10017U.SA

(Training, Research, Publications)

17. Voluntary Health ServiceSociety (VHSS)23/4 Khilji RoadShyamoli

DhakaBangladesh

(Publication, Coordinating Vo|Health Groups, Training)

18. World Health Organization(WHO)1211. Geneva 27Switzerland

(Research, Publications,Documentation)

85

Appendix IXSHIYALI RAMAMRITA RANG AN AT HAN (1892 1972)

Dr. S.R. Ranganathan is the authorOf the COLON CLASSIFICATION-arevolutionary publication in thefield.

He was born on August 9th, 1892 atShiyali in Thanjavur district, TamilNadu. He began his career as ateacher of Mathematics. In 1924,he was appointed Librarian of theUniversity of Madras, He went toEngland in 1924 to study LibrarySciences at the University of Lon-don School of Librarianship. He wasgreatly inspired by W.C, BerwickSavers.

After he returned to India hedevoted his whole life to thegrowth of Library Science in India.

Contributions to Library Sciencefield:He enumerated the five laws ofLibrary Science (1931) which wereaccepted universally.1 Books are for use

2. Every reader his book

3. Every book its reader

4. Save the time of the reader5. Library is a growing organism

Dissatisfied with the then -existingschemes of Library Classificationhe thought a change was neces-

sary in the basic principles onwhich the schemes of classifica-tion are made. In 1933. he pub-lished COLON CLASSIFICATION. Hedeveloped the idea of facet analy-sis. Analysis and synthesis are appli-cable in every basic class Thereforethe class numbers are to be con-structed as these are not ready-made. In 1934, he published thefirst CLASSIFIED CATALOGUINGCODE in the world. He wrote manygood books and papers on classifi-cation, cataloguing like "Elementsof Library Classification" "Theory ofLibrary Catalogue", etc. Many ofhis works were speciaHy concernedwith the development of libraries inIndia.

He was given many honours.One ofwhich is well known and was givenby the then Governor of Mysore, V.V Gin. He called him as "The Fatherof Library Science in India"

Ranganathan was passionatelyconcerned about Library Science.He formed a trust after his wife'sname "Smt. Sarada RanganthanTrust". He saw library science as avital tool for the development of anatmosphere of peaceful co-existence among nations and theevolution of one world.

86

Index

Abstracting Periodicals, 12Abstracting services. 40Accessioning, 15, 16Accession Number, 15Accession register, 15, 16, 48Address Cards, 36Alphabetical Arrangement, 25Alternative Documentation, 3Alternate Information, 2, 3Anglo-Americal CataloguingRules (AACR). 25Audiocassettes, 24Audio Visual, 23, 24, 35, 46FFAuthor Entry, 25, 28

Basic Classes, 20Beer, Stafford, 1Book Number, 31Book Pocket, 31Bookshelves, 5Bulletins, 16Bulletin Board, 40

Computers, 51 FFComputerized Data Banks, 3Core Area, 5Cost Benefit, 57Cost Effectiveness, 57Cross Reference, 15, 33Current Awarenes Service, 42

II •'Data, Bases, 53Deacidification, 36Dewey, Melvil, 18Dewey's Decimal Classification(DDC), 18-Diary, 12Dictionary Catalogue, 25Display, 40Display stands, 5Dissemination, 39-42, 50Distributor, 47Divisions, 19Documentary Sources, 9, 10Due Date Slip, 31

Call Number, 29Card Cabinets, 5, 36Catalogues, 25. 49Catalogue Cabinet, 25Charts, 46Chest of drawers. 35Chronological Order, 35Circulation, 39Clarke, Arthur, 1Classification, 18, 49Classification Number, 25Classified Catalogue Code, 27Class Index Entries, 28Closed Access, 50Code Word, 22Collation, 26Colon Classification, 19, 20Colour Code, 18Communication Centres, 2

Energy, 21Evaluation, 56 FFExchange Programme, 15

Facets, 20, 21Films, 46FilmstripS, 48, 50Fixed Place, 19Flash Cards, 48Flip Charts. 48. 56Formal Sources, 9Fringe Areas, 5Fugitive Documents, 2, 10-11

87

Games, 48Guide Cards, 25

Handouts, 2, 36Hardware, 52Heading Section, 28Hierarchical Order, 22Hierarchical Scheme, 19House Journals, 11

Macro Group, 22Main Classes, 18, 19Mian Entry. 25. 27, 28, 50Main Subject, 5Matter, 21Membership of Libraries, 5Models, 46, 48Moors. Calvin, 38Multimedia Kits, 46Mysticism, 20

Imprint, 26Indepth Classification, 21Indexing, 32-3Index Card Cabinet, 33Index Concepts, 32Informal Sources, 9Information Retrieval Systems, 33Information Technology. 3International InformationSystem. 3Inter-Library Loan. 7Isolates, 20

Network, 5, 43 FFNewsletters, 14. 39. 40Non-book materials. 35, 49Non-documentary sources. 9Notice Board, 39

Oral Culture. 9Overhead Transparencies, 46

Journals, 35, 38

Kardex, 15, 17Keywords, 33, 54

Leading Section, 28Lending Service, 6-7Libraries, 5Library Membership. 5Library Seal, 8Lists, 8Logical Sequence, 15

Pamphlet boxes, 35Paper Clippings, 18, 23, 35. 40Periodicals. 12Personality, 21Photographs, 46, 48Plastic Marker. 18Positional Codewords, 21Posters, 35Precision, 57Preservation, 35, 36Primary Documents, 9, 60Primary Information, 3, 10Primary Sources, 12Printers, 54Processing, 15. 47Producers of audiovisuals, 47Puppets, 48

88

Racks, 35Ranganathan S.R. 20Recall, 57Reference Books, 12Research Reports, 23, 24Retrieval, 33, 38Reviews, 12

Scientific and TechnicalInformation, 13Secondary Areas, 5Secondary Entries, 27Secondary Sources, 12, 13Sections, 19Selection, 15 FFShelves, 35Site of Storage, 33Slides, 46Socially Appropriate TechnologyInformation service(SATIS), 21-22Software, 46, 52Sources, 9-12Space, 21Stamping, 18Storage, 35

Subject Heading Card, 42Subject Index, 33Sub-Subjects, 5Suspendex Files, 35

Tertiary Sources, 12Time, 12Tool Foundation, 21Two-Way Flow of Information, 2

Unit Cards, 25User Profile Card, 42

Video Cassettes, 46Video Display Units (VDU), 54. 55

Wall newspapers, 14

89

Addenda

THE POWER OF INFORMATION(is based on Cees J. Hamelink & Charles Fouberf s articles)-Pg 1

- (b) Secondary sources -Pg 12- CCC Unit Entry -Pg 28/29- VHAI Index card • -Pg 33

(samples enclosed)

Location D-3.1 a( i )

Author —Publication PatriotDate 12.12.86Race -Pages -Other Descriptions -

Title 92 M CHILDREN

VHAI INDEX CARDSubject

PRONE TO BLINDNESS

: CHILD HEALTHBLINDNESS

Location D-3.1 a( i )

Author —Publication PatriotDate 12.12.86Race —Pages —Other Descriptions —

Title 92 M CHILDREN

VHAI INDEX CARD

TONE TO BLINDNESS

Subject : BLINDNESSCHILD HEALTH

COMPUTERS FOR ACTION ORIENTED NGOs

(is based on John Sayer. Pennie Ottley & Elaine Kempson'sarticles) -Pg51

SOME POINTS ON THE EVALUATION OF INFORMATION SERVICES

Geraldine Ormonde -Pg56

Microfiche LibraryMicrofiche Library on your tableAppropriate Technology microfiche Reference LibraryAppropriate Technology ProjectVolunteers in AsiaP.O. Box 4543Stanford. California - 94305, USA.

-Pg65

Basics ofDocumentationVoluntary groups play a vital role in documenting essentialinformation needed for social change. The book "Basics ofDocumentation", the first of its kind, will help groups working at thegrassroot level to organise their materials to provide an effectiveservice towards change in the society. The contents of the bookinclude;-

— Why Documentation?— Sources, collection, selection, clarification, cataloguing,

indexing, cross-referencing of information.— Audio-visual Documentation— Basic materials (Books, Journals etc) for a Documentation

Centre,— Different typed of Documentation Centres— Computers for Voluntary groups— Networking

The Voluntary Health Association of India (VHAI) is a secular non-profit organisation, The main objective of the association is tostrengthen existing health programmes by creating an awarenessabout the health situation in the country. Its major activities are:production and distribution of books, pamphlets, flash cards,flannel graphs, film strips and slides on basic health care for theuse of various health functionaries at the village level; campaignson issues such as drugs, tobacco, baby foods etc; documentationof relevant materials for the use of activists, and training workshopsand programmes for Community Development and CommunityHealth Workers.