Processing library materials is a fundamental function in Library and Information Management, ensuring that every resource is systematically prepared for effective use by patrons. In Kenya, where libraries serve diverse communities including schools, universities, and county government offices, efficient processing guarantees timely access to accurate information. This chapter focuses on the essential steps involved in handling information materials from their receipt through to their final placement on the shelves, underpinning the smooth operation of library services.

3.0 Definition of terms

In Library and Information Management, clear understanding of terminology is vital for professionals who must handle materials efficiently and consistently. This section defines the key terms used when library materials are prepared for users: processing, accessioning and classification, together with related terms such as cataloguing and information materials. For example, when a technical college library receives a consignment of new welding textbooks, each of these terms describes a different action taken before the books reach the shelf.

Processing information materials

Processing is the whole set of activities that prepare an information material for use after it arrives in the library. It runs from accessioning through cataloguing and classification to physical preparation such as stamping, labelling and covering. Example: a box of 40 new textbooks received by a college library is not ready for students until every copy has been recorded, described, given a class number, marked and shelved.

Key terms used in processing:

• Processing: the complete chain of tasks that turns a newly received item into one that users can find, borrow and read. It ensures materials are ready for shelving and use.
• Accessioning: the formal recording of each incoming item in the library's register, giving it a unique number. It is explained fully under its own heading below.
• Cataloguing: the detailed description and indexing of an item to create a bibliographic record. The record holds metadata such as author, title, publication date and subject headings, which support discovery through the library catalogue.
• Classification: the grouping of items by subject so that related materials stand together. It is explained fully under its own heading below.
• Physical preparation: the practical tasks of stamping, labelling, attaching security or barcode labels and protecting the item. These tasks make the item identifiable and durable on the shelf.
• Information materials: all physical and digital resources acquired by the library, such as books, journals, reports, maps, audio-visual items and electronic documents. Libraries manage both print and digital materials, so processing methods must be adaptable.

Accessioning information materials

Accessioning is the formal process of recording incoming materials in the library's accession register or database. Each item receives a unique accession number that identifies it throughout its life in the library. It is the first step in processing and is critical for establishing control over holdings, because it ensures every item is accounted for. Example: a university library records a donated set of 12 agricultural journals, giving each volume its own number so that it can be traced in stock verification.

Purpose of accessioning:

• Ownership and control: it establishes that the item belongs to the library and places it under the library's control.
• Unique identification: it gives each copy its own number, even when several copies of the same title are held.
• Tracking and inventory: it allows staff to check stock, identify missing items and confirm what is on the shelves.
• Budgeting and auditing: it provides evidence of what was purchased or received, supporting financial reports and audits.
• Retrieval and record-keeping: it gives a permanent record of each item that can be consulted when the item is withdrawn, replaced or traced.

Components of an accession record:

• Accession number: a unique code assigned in sequence, never reused for another item.
• Title and author details: the basic identification of the work.
• Acquisition source and date: whether the item was bought, donated or exchanged, from whom, and when it was received.
• Physical description and format: the type of material, such as a hardback book, a map or a DVD, and the number of volumes or pages.
• Condition notes and price: the state of the item on arrival and its cost or estimated value where applicable.

Tools used in accessioning:

Classification of information materials

Classification is the systematic arrangement of information materials into groups according to subject, content or form. It places items on the same subject next to each other and gives each item a class number that shows where it belongs on the shelf. Example: in a college library, books on arc welding and gas welding receive class numbers that are close together, so a student browsing one shelf finds both.

Objectives of classification:

• Grouping related materials: items on the same subject stand together, which saves users time when browsing.
• Standardising subject access: a recognised scheme gives the same subject the same number, so users and staff know where to look.
• Browsing and collection development: staff can see at a glance which subjects are well covered and which need more titles.
• Resource sharing: common class numbers make it easier to exchange records and to support inter-library loans.
• Computerised cataloguing and search: class numbers act as search points in the library system, linking shelf position to catalogue records.

Classification process:

1. Examine the item, including its title page, contents page, preface and introduction, to understand what it is about.
2. Identify the main subject of the work, and note its form or approach if the scheme requires it.
3. Select the appropriate class number from the classification scheme in use, following the scheme's rules.
4. Assign the number to the item and record it in the catalogue record.
5. Label the item with the call number, made up of the class number and any author or book mark, usually on the spine.
6. Arrange the item on the shelf in the order set by the class number, and check that it sits correctly among neighbouring items.

Chapter Summary

This chapter explored the fundamental concepts related to processing library materials within information resource management. It began by defining key terms and outlining the procedures involved in accessioning information materials, including receiving, inspecting, stamping, cataloging, assessing condition, storing, and notifying stakeholders. The classification of information materials was then examined, highlighting the different forms such as general and specific classifications. The chapter detailed the categories of classification systems, focusing on enumerative and faceted approaches. It further discussed various types of classification schemes commonly used, including the Library of Congress, Dewey Decimal, Universal Decimal, and special in-house systems. Finally, the organization of information materials was presented, emphasizing methods based on size, color, format, subject, author, and title to facilitate efficient retrieval and management. This comprehensive overview equips students with a clear understanding of the processes and systems essential for managing library resources effectively.