Analysis of Information Organization in Public Library

Mia Pratama

Library Studies, Faculty of Vocational Education, Universitas Airlangga, Jalan Airlangga 4-6, Surabaya, Indonesia

Keywords: Organization, Collection, Librarian.

Abstract: Organization is an activity carried out by the library from the first collection to the shelf, which can be used

by users. The process of organization library materials, both printed and recorded, cannot be used one time

when processing. In managing library materials must be carried out in accordance with standards. Processing

starts from the parent, provides description, classifies library materials using coloured labels. Collections that

have gone through a very effective organization process have been given to the collection room. Can be

immediately served to users. Methods of data collection conducted, interviews and literature studies. The

method studied in this study is the process of organization the print collection carried out in the Dinas

Perpustakaan dan Kearsipan Kabupaten Sidoarjo. The organization process carried out in Dinas Perpustakaan

dan Kearsipan Kabupaten Sidoarjo has been well arranged and can be carried out accordingly. But it needs to

be done in related matters and there is no right problem. The contents list and the provision of reference

numbers for existing books or old books also need to be done. This process is not easy to do. Librarians who

are competent or in a background with good skills and knowledge in their fields are needed.

1 INTRODUCTION

The organization of library collections is an activity

carried out by librarians in terms of inventory,

classification and cataloguing carried out so that

collections can be immediately used by users

(Romadhona, 2022). A collection cannot be served if

it has not gone through the organization process,

because the information related to the collection

cannot be traced to the contents of the information

and its existence (Sunyowati et al., 2022).

Organization is an activity carried out by the library

from the first time the collection is received until the

preparation on the shelf, which can then be used by

the user (Hernoko et al., 2022). The process of

processing library materials, both printed and

recorded, cannot be combined even though there are

similarities when processed (Mansyur, 2016).

In this case, the organization process is an

important process in the library, where a collection

will be processed in accordance with the national

library standards and the process must be carried out

by a librarian (Subagyono, Chumaida and

Romadhona, 2022). Organization is also important

because data or information related to the collection

can be known in detail. In addition, through the

processing of the entire collection can be arranged

systematically so as to facilitate in terms of retrieval.

Collection will be easily searched quickly and

precisely by users. The activity must also be carried

out quickly and accurately to meet the needs of all

library users. Thus, the quality of the processing of

library materials greatly influences the success of the

library in carrying out its duties (Romadhona et al.,

2022). Therefore, the organization of library

materials needs to be carried out professionally and

requires a reliable librarian. When compared to the

organization process in the Dinas Perpustakaan dan

Kearsipan Kabupaten Sidoarjo, all organization

activities have been established in accordance with

the national library standards or in accordance with

the library operational standards. But there had been

a problem (Romadhona, 2020). In this case, I found a

user confused and unable to find the book that was

being searched. So, it needs help from librarians or

officers in the service room to search. The problem

arises due to an error description in the online catalo,

the book classification number is different from the

placement when on the shelf. If you look at it, it looks

as trivial, but if all users have the same constraints

every day. Can be said if the collection processing is

not going well. So that creates obstacles in terms of

retrieval.

Pratama, M.

Analysis of Information Organization in Public Library.

DOI: 10.5220/0008668900002300

Paper published under CC license (CC BY-NC-ND 4.0)

In Proceedings of the 3rd International Conference on Record and Library: Local Knowledge, Past, Present, and Future (ICRL 2018), pages 197-202

ISBN: 978-989-758-712-2

197

In the organization collection room in the Dinas

Perpustakaan dan Kabupaten Sidoarjo there are 6

staff, 4 of whom are librarians. However, only one

librarian graduated from the Library study program

and only he was able to do the classification process.

Of course, this is an obstacle in the processing room

because it will slow down the processing process. The

number of collection purchases in 2018 is 13,000

books with a total budget of 1 billion. From January

to July it has been able to process books of around

800 books. A total of 5,000 books that have not been

completed. When reviewing directly, it turns out that

the books purchased are not necessarily new books.

In the sense that there are many books that were once

purchased and already existed in online catalogues.

So that the way to determine the subject and its

classification number is directly copied from the book

in the catalogue. Whereas the determination of the

subject and the old classification number are no

longer suitable if used. So that the initial error is

continued again in the next book. This is done

because if the subject and book classification number

are changed, the same book that is already in the

online catalogue must also be changed. In fact, the

librarian there is not willing to change from the

beginning. Even though this must be done. Updates

must continue if they are true and can help in giving

the subject and the correct classification number

according to the title or contents of the book.

According to Supriyadi (2017), the classification

is the process of grouping library materials that use a

method and cataloguing as a medium to find library

materials that are very effective. The classification

aims to facilitate the classification of library material.

In addition, library materials that have been classified

can be easily searched and facilitate the process of

shelving or compiling books on shelves. In general,

the classification system that is often used by libraries

is using DDC (Dewey Decimal Classification).

While the application used in the cataloguing is an

application specifically designed in the Dinas

Perpustakaan dan Kearsipan Kabupaten Sidoarjo.

The application is obtained from the purchase. With

the name "SI PUSPA", “Sistem Informasi

Perpustakaan Terpadu” (the Integrated Library

Information System).

2 LITERATURE REVIEW

One of the main tasks of the library is to help its users

obtain and fulfil information needs. Where

information can be obtained from collections owned

by the library. So that the collection is easy to find

quickly and accurately, the library must be able to

process all of its collections properly. Organization is

a process in organize the types of collections that

come in the library in the form of printed or non-

printed collections which are then placed in arak or

special places in accordance with the method used. So

that it can be directly utilized by library users

(Widayanti, 2015).

In managing library materials must be carried out

in accordance with standards. Processing starts from

the parent, provides description, classifies library

materials using coloured labels. Collections that have

been processed for a maximum of one week have

been submitted to the collection room so that they can

be immediately served to visitors (Regency / City

SNP)

The following are organization process of

collection:

a) Inventory

Each collection that comes will be in the data

then the stamp is given, and the call number is given.

The stamp is given on the title page, the middle of the

page and at the end or determined according to the

library provisions. The stamp also does not cover

writing and pictures. While the provision of call

numbers is determined by classification. Giving the

parent number is a serial number from the book

(Rahayuningsih, 2016).

b) Classification

The process of grouping books in accordance

with predetermined subjects. Some classification

systems applied by libraries in the world are Dewey

Decimal Classification (DDC), Universal Decimal

Classification (UDC), Library of Congress

Classification (LCC), Colon Classification (CC), and

so on. Dewey Decimal Classification (DDC) is a

classification system that is widely used in Indonesia

and many other countries (Rahayuningsih, 2016).

c) Cataloging

Cataloguing is the process of giving

bibliographic descriptions according to the provisions

set by the library. Cataloguing produces entries in the

form of catalogue cards or loaded directly on

computer data. Catalogues also represent

representatives of library collections (Mansyur,

2016).

3 RESEARCH METHOD

Data collection method uses observation and

interviews. Observation is the process of collecting

data by observing directly. While the interview is the

process of collecting data by asking questions with

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librarians in the processing room. And literature study

is one method of data collection by studying materials

contained in library materials. This method aims to

obtain data by using books related to the problems

that form the basis of writing (Adi and Prasadja,

1991). The object studied in this study is the process

of processing the printed collection carried out in the

Library and Archives Service of Sidoarjo Regency.

4 RESULTS AND DISCUSSION

4.1 The Organization Process in the

Dinas Perpustakaan Dan

Kearsipan Kabupaten Sidoarjo

1) Stamps

4 stamps were given, the first on the title page,

the second and third on the contents page and not

on or covering the writing, while the last one was

given on the back page. There are additional

special stamps, if the book comes from the help

provided in the title page.

2) Fill in the blank description

Fill out this blank description in accordance with

the form that has been provided and filled with

data or book information. The contents of the

form data are as follows:

a) No. Registration: filled out after writing the

master book

b) ID: filled in after data entry

c) Number of Books: filled in according to the

physical number of books and the number of

books procured

d) Title: write the title listed on the first page

(write in full)

e) Original Title: write the original title of the

book, usually located on the title page (page

verso)

f) Series Title: write the book series title if the

book is serialized

g) Author: write the name of the author

according to the following provisions

(author 1, 2,3 contents as stated in the book)

Author Name Writing

Author

Name

Example

Header

Entry

First name /

+ father's

name / +

husband's

name,

header is

written

completely

and reversed

if there is an

abbreviation

in front

Ahmad Tohari Ahmad

Tohari

Dewi Fortuna Anwar Dewi

Fortuna

Anwar

B. Abdillah Abdillah,

Name with

fam / family /

clan,

headline on

clan

Hadely Hasibuan Hasibuan,

Hadely

Harun Nasution Nasution,

Harun

Personal

name +

place, written

in full

Abubakar Aceh Abubakar

Aceh

Muhammad Daud

Beureuh

Muhamm

ad Daud

Beureuh

Personal

names

followed by

titles

H. Sirojuddin Sirojuddi

n, Haji.

KH. Ahmad Sanusi Ahmad

Sanusi,

Kiyai Haji

Writing

according to

spelling used

Koentjaraningrat Koentjara

ningrat

Soetjahjanto Soetjahja

nto

base on decision Kaperpusnas RI

No 20/2005 about main words and

spelling for Indonesian author names

h) Translator: write the name of the translator

i) Illustrator: write the name of the illustrator

j) Classification: filled in at the point of

determining the classification number

k) Collation: write the number of pages of

Roman numerals, number of pages

Analysis of Information Organization in Public Library

199

Arabic numerals: there

picture / photo (illustration) and book

height

Example writing x, 433 p.: ills.; 19 cm.

l) Publisher: Write the name of the publisher

without PT, CV, if there is no publisher's

name write s.n.

m) City: Write the city of the publisher, if there

is no city published, write s.1

n) Location: write the location of the bookshelf

according to the classification number

o) ISBN: Write ISBN number

p) Website: not filled

q) Subject: filled in at the point of determining

the subject matter of the book

r) Keywords: -

s) Abstract: Write the abstract of the book

t) Year: Write the year of publication if there

is no published year written s.a

u) Non-Fiction: specify books including

Fiction and Non-Fiction

v) Type: Write the type of book (General

Works, Psychology, Social Sciences,

Languages, Pure Sciences, Applied

Sciences, Arts and Sports, History and

Biography, References)

w) Language: Write the language used in the

book (Indonesian, English, Javanese)

x) Edition: write book edition

y) Volume: write volume

z) Print: write the last print

aa) Bibliography Thing: write a page that

includes a bibliography

bb) Index: write a page that lists the index

cc) Origin: write book origin (help, buy)

dd) Year Entry: write the date of entry

3) Checking the Book Title on Software

By opening the SIPUSPA (Integrated Library

Information System) application owned by the

library. Then type the book title in the search

field. If the book you are looking for, write the

classification number and subject directly on the

catalogue description blank. If the book never

exists, then continue the next process (points 4

and

4) Determine Subject Subject

a) With the steps of researching, reviewing, and

summarizing the contents discussed in a book.

To find out the subject can be through the title of

the book, table of contents, bibliography, read the

preface. If the step cannot find the subject, read

some or all the contents of the book.

b) Determine one word that represents the

contents of the book, check it using the guide

"National Library Subject List

c) Write the Subject on the blank description of

the catalogue. Example: Introduction to Law, the

subject is LAW

Determine the Classification Number

Stages:

a) Read the title

b) If the title is not yet available, read the table

of contents or foreword

c) If through the title, table of contents and

preface have not been found, read the

contents

Determine the classification number:

a) Determine the class number based on the

subject or subject matter

b) If it consists of two subjects, classify the

subject

c) Determine the class number based on the

subject matter and then the presentation form

Write the classification number on the catalogue

description blank

Write Call Number

6) Determine Abstract / Annotation

Write the book annotations contained on the back

cover, if none can be deduced from the

introduction or introduction.

Explanation :

973 : Classification

Number

PAM : First Letter of Author

/ header of entry

: one first letter title

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7) Record to the Parent Book

Giving the book number is done at the recording

stage in the master book. After that, write down

the serial number in the master book containing

the book title, author, publisher, year of

publication, etc.

8) Writing Classification Numbers and Parent

Numbers

The classification number and master number are

written on the title page with the stamp.

9) Catalogue Decryption Entry on the PUSPA SI

Application

Open the catalogue processing menu, click the

add menu. Book Cover entries that have been

scanned. Call Number Entry.

10) Print Book Labels, Book Card Labels and

Barcodes

a) Print book labels, book card labels and

barcodes based on entry dates

b) Print barcodes twice

c) Print Call number 1 time

d) Print the card label 1 time

11) Stick to the barcode, call number and card label

Call number is placed 3 cm from under the back

of the book. Barcodes are placed in 2 places,

namely on the title page and the back of the book

is covered. While the card label is attached to the

book card.

12) Submission of books using plastic covers

This submission aims to prevent the book from

being damaged quickly.

13) Making the minutes of the book submission

It aims to find out what books will be submitted

to the service. In addition, it is used as a report on

processing activities.

14) Validation of the list of books submitted

Open the library application, click the processing

catalogue menu to mark V in the title of the book

to be validated. If you want to validate all, select

All. After that, click the validation menu.

15) Signing of book submission

Performed by the Head of Collection

Development, Head of Services and Head of

Services and Processing of Library Materials.

16) Books ready to be served

The book is ready to be borrowed or read in the

collection room.

4.2 Error Determining Subject and

Classification Number

Determination of the wrong subject can influence the

classification stage. Where the classification number

is obtained from the determination of the subject that

has been given previously. In this case, the

determination of the subject is not only determined

through the title of the book but also through the table

of contents or the summary of the contents of the book

on the back cover. The determination of the subject

depends on the point of view of the subject. This

makes it possible for different librarians to differ in

subjects which will later be given to a book. In the

Sidoarjo Regency Library and Archives Service the

determination of the subject and the classification of

numbers is only done by one librarian. In the process,

the determination of the subject and classification

number is not directly carried out. New books must

first check the online catalogue. This is aimed at

whether the book has ever existed before or never

existed. The habit of librarians there, when the books

have been catalogued, they will automatically copy

the subject and classification number. The advantage

of this can speed up the process of determining the

subject and giving a classification number. However,

the error is not necessarily the subject and

classification number that was once given is true. I

found that there were a lot of errors in determining the

subject, which resulted in the misclassification of the

classification number. They assume that if changing

the subject and classification number of a new book,

but online catalogue has ever existed, then they must

change the whole. In the sense of changing subject,

classification number, re-catalogue entry, print card

label, book label, and old book barcode. Because they

do not want to do the job twice, they continue the

error until now. Accuracy in classifying numbers is

also important, so there are no errors in placement on

the shelf. Do not get between online catalogues with

book placements different.

4.3 Lack of Human Resources

In the organization room the librarians are

straightforward when in the organization proses the

human resources is limited. The number of books that

must be processed, not infrequently makes some

librarians must work overtime to complete them. In

2018, the number of books purchased by Dinas

Perpustakaan dan Kearsipan Kabupaten Sidoarjo was

as many as 1,300 copies. With a total budget of one

billion a year. From January to August they have

completed approximately 800 copies. The way the

Analysis of Information Organization in Public Library

201

library does to accelerate the processing process is by

opening an internship opportunity as wide as

possible. Not only student internships but also

internship in vocational schools in Kabupaten

Sidoarjo. Most vocational students who do

internships there amount to tens. But the department

is not in accordance with librarianship. So that they

often make mistakes in processing rooms such as

filling in blanks, book descriptions, catalogue entries,

etc. This happened because they did not have

knowledge about the librarian duty. They are also

unable to determine the subject and provide a

classification number on the book due to limited

ability and knowledge. Thus, it is necessary to

increase the number of librarians who have competent

library graduate backgrounds. So that the processing

can run well without many obstacles

5 CONCLUSIONS

Basically, the processing process carried out in the

Dinas Perpustakaan dan Kabupaten Sidoarjo has been

well arranged and can be carried out properly. The

stages in the operational standard are also in

accordance with the regional library standard rules.

However, there needs to be an improvement in

determining the subject and giving the correct

classification number so that there is no error. The

renewal of the determination of the subject and the

classification of books that have ever existed, or the

old book also needs to be done. So, there are no

mistakes in the next books. The process is not easy,

so it requires competent librarians or in the

background of library graduates with good skills and

knowledge in their fields.

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