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A BRIEF FOR CORPORATION LIBRARIES:
A GUIDE FOR THEIR OPERATION AND MANAGEMENT

Edited by
Alma Clarvoe Mitchill, Librarian
Public Service Gas & Electric Corporation
Newark, New Jersey
SPECIAL LIBRARIES ASSOCIATION
31 East Tenth Street
New York 3, N. Y.
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UNIVERSITY OF MICHIGAN
GENERAL LIBRARY
University of
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Libraries

817
ARTES
SCIENTIA VERITAS
"Putting Knowledge to Work”
A BRIEF FOR CORPORATION LIBRARIES:
A GUIDE FOR THEIR OPERATION AND MANAGEMENT
Edited by
Alma Clarvoe Mitchill, Librarian
Public Service Gas & Electric Corporation
Newark, New Jersey
New York
SPECIAL LIBRARIES ASSOCIATION
1949
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Library Science
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M68
THE SPECIAL LIBRARIES ASSOCIATION was formed
in 1909 by librarians of business, professional, govern-
mental, and industrial organizations to promote the col-
lection, organization and dissemination of information
in specialized fields and to improve the usefulness of
special libraries and information services. Its program
includes an annual convention for the discussion of com-
mon problems by experts in various fields of activity;
consultant services on the organization and administra-
tion of special libraries; publication of professional and
bibliographical tools and manuals; and a placement ser-
vice for members and employers. Chapters established
on a geographical basis and groups organized in accord-
ance with subject interests of members implement this
program.
Copyright 1949
by
SPECIAL LIBRARIES ASSOCIATION
New York
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PREFACE
Library Science
10
M&A
This publication had its origin in the Manual prepared for the Finan--
cial Group by Roberta Herriott in 1944. After studying its contents, the SLA
Publications Committee of that year recommended, since it contained so
much information of a general nature adaptable to all types of special libra-
ries, that it be revised and published as a general manual. With this in
mind, Miss Herriott revised her manual in 1945.
However, in view of the fact that several manuals are in prepara-
tion, or contemplated, covering specific types of libraries, as for example,
the Science-Technology Manual, the Newspaper Manual and the revision of
the Creation and Development of an Insurance Library, it was decided to
publish Miss Herriott's revision, with certain changes, as a general guide
for corporation libraries. The changes made place particular emphasis on
the cost, location and management of a corporation library and will be of
valuable assistance to an executive planning to establish such a department
within his organization. It will also be noted that less emphasis has been
placed on library methods and practices than is usually to be found in libra-
ry manuals. It is assumed that the librarian appointed to take charge of a
new library will have received his basic training in library techniques and
will have had some experience in library administration. For those who
have not had library training, Rose Vormelker's pamphlet, entitled The
Company Library, What it is and Does, published by McGraw-Hill, will be
found helpful.

In addition to Miss Herriott, the Editor is indebted to Marian E.
Lucius for much of the material used in the section on "Routine Procedure";
and to Robert Sale and Ida M. Cheplowitz for the material on "Layout and
Equipment". Both Mr. Sale and Miss Cheplowitz presented excellent papers
on this subject before the Science-Technology meeting at the SLA Conven-
tion in Boston in 1946, and many of their ideas have been incorporated in
this Guide. Other sources from which material has been borrowed include:
The Organization and Administration of a Special Library, edited by Lucille
Jackson in 1946, and based on the 1943 Education Course sponsored by the
Pittsburgh Chapter, SLA; Some Considerations on the Organization of a
Special Library, prepared by the SLA Publications Committee, Robert Christ,
Chairman; Profits from Research--the Value of a Special Library to your
Company, a paper presented by Eleanor S. Cavanaugh at a joint meeting of
the Chicago Association of Commerce and Industry and the SLA Illinois
Chapter on June 10, 1947; a Report on the Course in Library Service to
Adults given by the New Jersey College for Women, compiled by Ruby
Church, Kirsten Hinrichsen and Betty Reynolds; and to the Manual of Pro-
cedure, prepared by the Research and Development Laboratories Library
of the Crane Company, Chicago, Illinois.
Alma Clarvoe Mitchill
Editor
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INTRODUCTION ...
TYPES OF LIBRARIES..
CONTENTS
ORGANIZATION AND ADMINISTRATION
Place of Library in Organization..
Location.....
Cost..........
Layout and Equipment..
Staff......
Staff Manuals.
ROUTINE PROCEDURE
Acquisition of Material..
Cataloging of Material..
Classification of Material..
Vertical Files......
Circulation of Material..
SERVICES
Handling Inquiries..
Disseminating Information...
LIBRARY ORGANIZATIONS…………..
BIBLIOGRAPHY.
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INTRODUCTION
This volume is written primarily to assist in the organiza-
tion and administration of a corporation library. While some of
the principles and policies may seem obvious to experienced libra-
rians the intention has been to exclude information familiar to all
librarians. Its prime purpose is to stress the different objectives
of the special library and particularly those problems which will
face the librarian in a library organized to serve the needs of
business and industrial corporations.
The term, "special library", according to one of the best
authorities on the subject, is "A service organized to make avail-
able whatever experience and knowledge will further the specific
activities of a particular organization or limited group, all mem-
bers of which have a common objective; requiring on the part of
the library staff familiarity with the activities of the clientele and
knowledge in the field of specialization, as well as of library poli-
cies and techniques. Its primary functions are: (1) to maintain a
continuing survey and evaluation of current publications, research
in progress, and activities of individual authorities, on behalf of
its clientele; (2) to organize the sources of both written and un-
written experience and knowledge from the specialist viewpoint;
(3) to assemble from within and without the library both publica-
tions and information as required by the activities of its clientele,
disseminating these on the initiative of the library as well as on
request, often in abstract or memorandum form oriented for im-
mediate application to any individual's work.
"Policies, methods and collections vary among individual
special libraries in accordance with their subject interests on the
one hand, and on the other in relation to their organizational type;
(1) the special organization library serving all informational needs
of a corporation, non-profit organization, government body or other
kind of institution, in which the library staff and clientele are both
employes of, and receive their salaries and expenses from, the
same organization; as distinct from (2) the special branch of a
public library serving certain occupational groups; and (3) the
special subject library which may be a semi-public, independent
or departmental library, serving students, professional groups,
members or general public, on a given subject". 1
1 Morley, Linda H. A Special Library Glossary. 1943. p. 15.

1
1
To express this more simply, “A special library is a
special collection serving a special clientele and using special
methods for the purpose.
As can be seen by these definitions, the library's main
purpose is to serve its clientele by acquiring and making avail-
able sources of information or by knowing where they may be
secured. All material in the collection should be so organized
that it is vital and dynamic rather than static, and so provide
facilities for giving prompt and accurate service.
Since no two corporation libraries are identical, it would
be futile to describe each type and its method of "putting knowl-
edge to work". There are no books and periodicals so essential
that they must be included in all collections. Such a choice is
determined by the needs and requirements of the organization
which the library serves. These differences should not be inter-
preted to mean that librarians cannot agree, but should indicate
the flexibility and possible modifications which best make the
method serve the organization, rather than become an end in it-
self.
Pu
In spite of diversity of methods and of routines there is
one common denominator for all corporation libraries, i.e., to
supply whatever information is necessary to promote the work of
the organization of which it is a part. Its policies must be plan-
ned as carefully as those of any other department of the organiza-
tion. The library should (1) organize its material so that its re-
sources are known and readily available to all who come in search
of information; (2) select material with a view to its usefulness
to all departments of the organization; (3) keep its clientele in-
formed of developments in its field; (4) study organization and
organization activities for, without this knowledge, a librarian
cannot adequately perform his function; and (5) create a spirit of
good will not only within the organization but also among other
libraries. This last is very important since cooperation among
librarians will result in a pooling of resources and of informa-
tion so necessary when called upon to answer questions outside
their own special fields.
C
The various methods described in this publication have
been selected from practices in effect in existing libraries and
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1 Manley, Marian C. "The Special Library Profession and
What it Offers." SPECIAL LIBRARIES, July-August, 1938. pp. 181-186.
2
have been tested and found practicable; the bibliographical notes
will serve as a guide to more extensive study. The logical time
for review and selection of the method best suited to any particular
library is at the time of its organization.
3
TYPES OF LIBRARIES
There are as many types of special libraries as there are
types of business organizations and professions. It would be im-
possible to name all of them, but a few of the most prevalent and
the subjects they cover are given. Other specialized manuals will
provide more detailed information on specific groups of libraries.
BIOLOGICAL SCIENCES: Within this subject field are
libraries which specialize in agriculture, biology, botany, dentist-
ry, food, hospitals, medicine, public health and zoology.
BUSINESS:
Libraries under this classification will be
found in advertising agencies, chambers of commerce, retail
stores, trade and business associations and public libraries where
there is a department or branch devoted to business economics.
Many of the government libraries would also come under this
heading.
FINANCE: Among the outstanding special libraries are
those which serve banks and trust companies, brokerage houses,
statistical organizations and other financial establishments.
INSURANCE: Libraries are maintained by large insurance
companies and associations. Many of these serve not only the
home office but field representatives and the companies' clientele.
MUSEUM: Historical societies and museums of every de-
scription have found that the establishment of their own libraries
has been of utmost assistance not only in their own work but also
to the general public.
NEWSPAPER AND PUBLISHING: There is hardly a news-
paper without its "morgue" or library where there are files of un-
limited material, past, present and future, concerning people and
events. Most magazine publishers have their own libraries with-
out which it would be impossible for them to function.
RING
SCIENCE-TECHNOLOGY: This classification includes
many industries, their research laboratories and production
plants; also associations, companies and government departments
whose libraries specialize in such subjects as chemistry, com-
munications, aviation, public utilities, engineering in all its
branches, petroleum, rubber, textiles and allied subjects.
4
SOCIAL SCIENCE: Libraries within this grouping will be
found in educational institutions, foreign relations associations,
labor organizations, law firms, religious and social service organ-
izations and institutions. Municipal reference departments of
public libraries also come within this category.
In addition to these libraries there are the various govern-
ment libraries which serve Federal and State bureaus and agencies;
college and university departmental libraries which specialize in
the arts, business economics, education, history, journalism,
languages and applied, pure and social sciences; hospital and nurs-
ing libraries; transportation and a score of others.
Some special libraries serve an entire organization, others,
as in the case of departmental or government libraries, serve only
a limited clientele. But in every instance the library's main ob-
jective is to provide information on the subject or subjects of in-
terest to its own particular profession, industry or business.
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There are approximately 2500 special libraries in the
United States and Canada with the majority located where popula-
tion and industry are concentrated: in the East, from Massachu-
setts to Washington, D.C., in Illinois and Ohio; and on the West
Coast. However, special libraries are increasing in the South and
in the urban areas of the Mississippi River Valley.
5
LO
ORGANIZATION
AND
ADMINISTRATION
PLACE OF LIBRARY IN ORGANIZATION
The place of the library in relation to the other departments
of the corporation is of prime importance and one which should be
considered objectively. The history of many special libraries re-
veals that in large organizations they had their origins in small
collections which developed within departments or divisions. No
thought of a library as an entity was in the minds of those who
originally fostered these collections; rather, the need for infor-
mation in carrying out the daily work necessitated the acquisition
of books, periodicals, newspapers and special services which
would furnish the required facts and figures. As the collection
grew and its value was demonstrated, or, just as frequently, as
its deficiencies became apparent, it was realized that a well-
managed library would be a worth-while investment. Thus libra-
ries were organized and, in many instances, continued under the
supervision and guidance of the departments which had sponsored
them. In corporations which maintained a research division, the
library was frequently its protégé. Some of these departmental
libraries, after sufficient time had elapsed for them to develop
their own procedures and to prove themselves adequate to serve
the entire institution, were given departmental status under the
supervision of a senior official.
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The library which is subordinated to another department is
frequently limited in scope and service. Its collection is guided,
unconsciously perhaps, by the interests and opinions of the super-
vising head. This often results in a preponderance of books of
historical and theoretical nature if the library is subject to the
supervision of the research division, or in many documents con-
cerned with industries and corporation material if the credit
manager is the one who has the final word on what is purchased.
Although there are advantages which accrue from close associa-
tion with operating divisions, ideally, the special library should be
a separate entity, independent of any one department.
If the corporation is one of wide interests and the subjects
with which the library staff must familiarize itself are numerous
and varied, the problem of balancing the collection and giving equal
service to all departments is facilitated if the library is autono-
mous. Such a collection should include grammars, dictionaries
and style manuals for the secretaries, as well as services, docu-
ments and special reports for the executives and department heads.
6
The cognizance that the library is for the use of all divisions is
more prevalent when the library is separate and independent.
Otherwise the employes may take the attitude that the library ex-
ists for the sole benefit of the department of which it is a part,
and therefore, the resources of the library are not used to the
fullest extent. When certain department heads need particular
books, periodicals or services for the specialized work they are
doing, this material should be ordered and recorded by the libra-
ry. By this arrangement, duplication can often be avoided and it
is possible for the librarian to tell immediately whether a cer-
tain book or service is readily available elsewhere in the organ-
ization.
S
An ideal arrangement for library development in a large
organization having many divisions was described by Miriam M.
Landuyt, Research Librarian of the Caterpillar Tractor Company,
Peoria, Illinois, in a paper presented by her at a Science-Tech-
nology Group meeting of the Special Libraries Association Con-
vention held in Boston, Massachusetts, in June 1946. In this paper
Miss Landuyt points out the advantages of having a central or main
library which would be used primarily by the administrative sec-
tion of the corporation, with branch or specialized libraries lo-
cated in departments where they would be most valuable. The
central library would be the coordinating unit to direct the organ-
ization and growth in general of the departmental libraries. In
this main library would be housed the union card catalog of all
books and periodicals in the various department libraries. Each
library would have its own staff of librarians, appointed with the
assistance of the head librarian in conjunction with the repre-
sentative of the department in which the library would be located.
Its services would be interrelated with the other libraries through
a cooperative system of interlibrary loans and dissemination of
information. Through such a set-up much duplication of library
materials and effort would be eliminated while still maintaining
the advantages of specialized departmental service.
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The supervision of the library is a responsibility which
calls for appreciation of the fact that library practice is a meti-
culous and an involved undertaking. The positive role or function
of the official to whom the librarian is responsible is difficult to
outline or define. Primarily, this official is a liaison officer be-
tween the library and the organization. It must never be forgotten
that even though the library is a separate department it is still a
part of the corporation; as such it must conform with established
policies, and it is the job of the liaison officer to acquaint the
librarian with these policies and the obligation of the librarian to
7
observe them. Questions such as the following Shall the libra-
rian respond to inquiries directed from outside the corporation?
Shall customers of the firm be allowed to borrow books?
inevitably will arise and the firm's wishes must be considered
when a precedent is being established. Each additional inquiry
means additional work for the library staff, but it may be the
corporation's desire to have the library act as an agent of good
will.
--
Numerous other questions evolving precendents for dealing
with internal public relations will present themselves, e.g., Is it
to be first come, first served, when inquiries pile up, or will
priority be given in accordance with rank and position? Are per-
sonal questions to be answered with the same thoroughness and
diligence as questions pertaining to the work of the corporation?
What procedure is to be followed in adding new material to the
library? If an executive orders a book through the library and
keeps it in his own office, is the charge to be considered part of
the library budget? These are a few of the questions which will
confront the librarian and on which he will need advice or execu-
tive ruling.
LOCATION
In a centralized library the librarian is generally respon-
sible to the head of the organization or to one of the executive of-
ficers. In a departmental library the supervisor would in all
probability be the director of that department or his appointed
representative. In some organizations a library committee ap-
pointed by the management takes the place of the supervisor. In
a newly established library or where there are departmental libra-
ries, such a committee composed of department representatives
can do much to bring the library to the attention of the various
branches of the corporation. It can also keep the librarian in-
formed of new developments and future projects as well as advise
him in the administration and operation of the library. But whether
the library is supervised by one of the corporation executives or
by a library committee, the librarian will have more prestige if it
is recognized from the first that his status is that of a department
head. He will thus be able to meet with executive groups and have
first hand knowledge of what projects the corporation is contem-
plating. The more information he has on these plans the better
prepared he is to produce facts and figures to further them.
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An important item in planning a library is its location.
Many a library has lost its usefulness in an organization even
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though much money has been spent on its operation, furnishings
and equipment simply because it has been housed in an out-of-the-
way corner of the building. It is a known fact that the busy execu-
tive will not travel from the eighth floor front to the fourth floor
rear to use library facilities, but if the library is right around
the corner he will probably be in it several times a day. There-
fore, when a library is being planned, precaution should be taken
to locate it near the executive offices and, if the building is large,
it should be accessible to more than one bank of elevators. A
library, situated on the executives' floor and furnished with a
chair, desk, telephone, a World Almanac, a Directory of Special
Libraries and presided over by an experienced librarian, would
function far more efficiently than one beautifully appointed in
every way but hidden in a far corner of the building.
COST
There are two cost items to be considered in establishing
a corporation library, one is its initial cost, the other its annual
budget. The initial cost and annual budget will depend upon the
size of the library and the number on the staff. Based on various
surveys made by the Special Libraries Association, the following
figures are representative as of January 1, 1947, of what a medi-
um-sized library would cost the first year of its operation:
Experienced librarian
Assistant
Stenographer or clerk
Books, subscriptions to
periodicals and services,
memberships, newspapers
Furniture
Overhead - telephone, printing,
other items
$4,000-6,000
$2,700-3,300
$1,800
$1,000-2,000
$1,000-3,000
$500
These items, depending on size of the library and local
conditions, make a budget for the first year of approximately
$10,700-$15,300. This is not a large amount and in many
instances a librarian has saved his first year's salary by sup-
plying the right information at the right time. It is also possible
that the organization may have furniture available which is suit-
able for furnishing the library. Then, too, there are probably
books and magazines scattered in individual offices which, when
assembled, would obviate the purchasing of some books and sub-
scribing to or purchasing back files of certain periodicals.
9
√For
or a library to operate efficiently from a cost point of
view it is advisable for a budget to be prepared annually and fol-
lowed carefully. Other company departments are required to com-
pile such budgets and there is no reason why the library should be
exempt. It is advantageous to the librarian to operate on an annual
budget, for he can then produce statistics to show how much it has
cost the library for books, services or other items during a cer-
tain year; also why any increase or decrease in expenditures is
being made in next year's budget.
The annual budget should include:
Salaries
Books, pamphlets, photostats, microfilms, etc.
Periodical subscriptions including financial or
other special services
Printing
Binding
Equipment
Travel expenses (professional meetings and
visits to other libraries)
Memberships in library or other professional
associations
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These items should be self-explanatory with the exception,
perhaps, of the last two. For a new librarian visits to other libra-
ries are most essential; it is through these visits that he becomes
familiar with procedures which have proved satisfactory else-
where and which frequently can be adopted to fit his own problems.
There are also conferences and conventions to attend during the
year in the library field or in a field allied to his organization's
interests. These are generally held in various parts of the
country and attendance at them involves hotel accommodations,
railroad fare, meals, etc. If there is an item in the budget to
include this expense there will be little or no question raised
when approval is asked for such traveling unless it be: Is this
covered in your library budget for the year?
G
As for the item under memberships, this should include a
company Institutional Membership in Special Libraries Associa-
tion and memberships in those other library associations es-
sential to the librarian's work as well as associations affiliated
with his organization's activities. In the majority of corpora-
tions association memberships are treated separately from other
expenditures; therefore it is advisable for a librarian to include
them as an individual item in the library budget. Such member-
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ships assure not only contacts but many valuable publications and
services not always available to non-members.
After the first year or two the cost of equipment should
not be high, although there is always the possibility that new filing
equipment, catalogs, chairs, tables, desks or other pieces of fur-
niture may be needed. It is always an excellent idea to bear this
in mind when planning a budget and to include an appropriate sum
to cover such expenses.
LAYOUT AND EQUIPMENT
Before any active planning is begun it is advisable to assess
the aims of the library involved, namely, what is to be the main
function of the library, what departments and personnel is it to
serve? Answers to these questions will provide a good foundation
for actual layout planning, such as:
1. Reference and reading areas
2. Storage space for books, periodicals and reports
3. Space requirements for the staff, both work and
service areas
4. Equipment space needs, such as:
a. Card catalogs
b. Vertical files
c. Microfilm readers
d. Duplicators
e. Projectors
f. Special equipment
Since most libraries are fairly flexible in regard to physical lay-
outs, it seems unwise to plan ahead any further than a maximum
of ten years. In most cases probably six or seven years anticipa-
tion would be sufficient.
M
After the total fundamental space requirements have been
decided, one should then make rough sketches of the layout cover-
ing the four main areas to be considered: reading area, work area,
service area, storage or stack area.
S
It is generally accepted that the reading and work areas
must have a maximum of natural light. This means that the place-
ment of these areas next to windows will bring the readers and
the clerical assistants in close proximity depending upon the
shape of the room. Since the reading area should be in as quiet a
11
location as possible, a partition is sometimes placed between
these areas.
Some librarians prefer shelving or files to separate the
areas since they are more flexible and capable of easier rear-
rangement. The service area should be placed near the library
entrance with no separation from the reading area so that easy
accessibility and control can be maintained. The stack area,
nearly always the open type, should be easily reached by the
readers and staff. This area does not demand natural light
since good artificial light, preferably fluorescent, will suffice.
With the above general area placement in mind the actual
space requirements for each area should then be considered.
There are several excellent publications on space requirements
for public library buildings which, with minor exceptions, are
applicable to special libraries. (See Bibliography at end of book.)
The following space allocations have been found to be
satisfactory:
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READING AREA: 3 feet between the wall and table,
with 5 feet between tables. Tables 6 feet long by 42
inches wide are essential if both sides are to be used.
While the 5 foot table is fairly satisfactory, the 6 foot
table provides that extra space often needed for writ-
ing and spreading out of diagrams, charts, and other
paper work. At the ends of tables the minimum space
of 4 feet should be provided as a passageway. Where
space permits, it is well to consider the use of some
cubicles, in addition to tables, for individual study,
such as are used in the libraries of the Firestone Re-
search Building in Akron, Ohio, and the Bell Tele-
phone Laboratories at Murray Hill, New Jersey.
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WORK AREA: Each assistant should have a standard
34 inch by 5 foot desk and a comfortable chair. At least
40 square feet should be allowed for each person, ex-
clusive of passageways, which require a minimum of
4 feet. Provision should also be made for work tables,
supply cabinets, coat racks, lockers and other neces-
sary work items.
S
SERVICE AREA: For full service this area must pro-
vide space for the librarians, the card catalog, peri-
12
odical and book display rack, dictionary stand, and, if
possible, the basic reference collection. Five feet
should be allowed in front of the card catalog, running
its full length, for easy access to the trays. If the
reference collection cannot be placed in the service
area, it should be as near and easily accessible as
possible to the readers and staff.
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STORAGE AREA: This includes both the shelving and
the information files. Many libraries have govern-
ment classified material which must be kept in locked
files, requiring the file space to be extremely large.
Since the reports kept in vertical files are generally
in extensive use, it is necessary that these files be
placed near the circulation desk but not easily acces-
sible to the readers. This can be achieved by placing
the files in rows behind the circulation desk, thus al-
lowing close supervision of their contents. If the files
are placed back-to-back at least 3 feet should be al-
lowed for an aisle. After the other areas have been
assigned, the book and periodical stacks are allocated
to the remaining space. Since this area is usually
some distance from natural light, it is necessary that
adequate artificial lighting be provided between the
stacks. As to the shelf space necessary for books, it
is estimated that seven textbooks or five bound peri-
odicals can be accommodated per foot. It seems in-
advisable to place more than six three-foot stacks
end-to-end because of the awkwardness in locating
material.
S
The overall height of shelving should be not more than 7
feet, 4 inches, and filing cabinets not more than four or five draw-
ers high; aisles between facing book shelves should be 32 to 36
inches, and between facing filing cabinets, 36 to 48 inches. If the
quantity of secret or confidential material is large, it may be nec-
essary to provide a separate locked room and catalog for it. How-
ever, many librarians simply employ locked files where space
limitation is a factor.
The interior of the library should be planned so that all that
pertains to it contributes to effective management. While charm
and an atmosphere of serenity are desirable, they should not be
achieved at the expense of efficiency. All the furnishings should
be chosen primarily for their functional purpose and their arrange-
ment should follow the flow of work. This is just as important for
13
the "one man library" as for the one with a large staff - perhaps
more so, for time is of the greatest essence to one in sole charge.
Adequate and proper lighting are most vital, not only at the
desks but in the stacks and over the files. Misfiling is likely to re-
sult if it is done under inadequate light, and where it is difficult to
read the titles of the books on the bottom shelves, the lighting ob-
viously needs to be remedied.
The actual placing of desks, catalog and shelves is deter-
mined largely by the quarters provided, but even so there is usual-
ly some choice. The librarian should be consulted and should work
with the individuals installing such equipment in order to insure the
best possible arrangement. The card catalog should be placed so
that it can be used efficiently by the library staff and those who
make their own searches.
Incoming and outgoing mail baskets should be placed where
the messengers can proceed to them directly and without instruc-
tion, and where the arrival and departure of these same messengers
will create a minimum disturbance. The circulation desk, if there
is one, should be located near the exit to insure complete records of
all outgoing material. The records and equipment employed in any
individual's work or in a particular operation should be placed in
close proximity. These are all details that are quite obvious once
operation is begun but are not always apparent when the library is
nothing but a blueprint in the office of the building management. In
some companies, once the furniture is placed, frequent consulta-
tions and many memoranda are required before a change can be ef-
fected, so foresight should be the watchword.
G
-
In purchasing furniture and equipment for the library, the
factors to be considered are cost, durability, facility of use for
purpose required, and possibility of expansion. Sometimes there
is a nucleus of files and shelving on hand which gives rise to the
question of whether to match the old ones when new ones are need-
ed, or to buy another type which seems more desirable. In general,
the long range view should be taken; too many times the assumption
is made that the library will remain fairly static in size and staff.
Shelving and catalog cabinets should be selected which will be
adaptable to other quarters and will allow for the addition of new
sections.
•
Shelving is probably the largest and most important item in
furnishing the library. Easily adjustable shelves are essential as
they allow for the most economical use of space. Some librarians
14
arrange the bottom shelf of each section to accommodate larger
volumes that would normally be distributed throughout that parti-
cular section. Small book shelf units or even sectional book
shelves considerably reduce the problems of moving, which fre-
quently arise in all types of libraries. Some shelving is so con-
structed that the bottom shelf tips just enough to facilitate the
reading of titles. If bound volumes of newspapers are kept, or
volumes which approximate the size of newspapers, their life and
binding are preserved much longer if they are kept flat on shelves,
constructed so that the volume can be rolled out; upright, these
volumes invariably buckle and sag in spite of straps or supports.
The choice between steel shelving and wooden shelving, when either
is available, is usually guided by preference for the appearance of
one as opposed to the other.
Dictionary stands
Telephones
S
In recommending types of vertical files, many librarians
are in agreement that the legal-sized files are best. Oversized
pamphlets will fit in without folding, or those of book size can be
filed two across. Whether or not the files should be the type that
can be locked depends upon their contents. If the library is the
depository for confidential memoranda or reports whose circula-
tion is restricted, then it will be necessary to have files which can
be locked.
Card catalog cabinets
Microfilm cameras and readers
Photostat or other duplicating equipment
Supply cabinets
S
S
The major pieces of furniture or equipment which must be
taken into consideration in the planning of the library are:
Desks and desk chairs for the library staff
Tables and chairs
Typewriters and stands (if there is no central stenographic
department)
Periodical and book display racks
Filing cabinets
Book shelves
→
The purchasing of furniture and equipment for a special libra-
ry entails much detail and should not be entered into hastily. Cata-
logs of reputable firms such as Remington Rand, Inc., Gaylord
Brothers, Globe Wernicke, Snead and Company, the Art Metal
Works and General Fireproofing should be obtained and studied
before actual plans are made.
15
It might also be added that window draperies, rugs and a
few leather chairs are an asset to any library. Some companies
also advocate pastel walls as a pleasing contrast to those of cream,
brown or gray, generally seen in most offices.
STAFF
More important than the location, equipment and cost of any
library is its librarian. An organization should chose its librarian
as carefully as it does its chief engineer, corporation lawyer, di-
rector or commercial manager. The librarian should have a col-
lege education, a library school degree and preferably some ex-
perience in the type of organization that is establishing the library.
This is as desirable in a two-man library as it is in a library
where the staff numbers 25 or more. Most corporation libraries
are small in the beginning but develop into larger departments as
their usefulness increases. From the first there should be at
least two persons on the staff - a professional librarian, familiar
with the corporation's subject field and a competent clerk-secre-
tary. Later it may be necessary to add professional library assis -
tants and additional clerical help.
B
The question of the best educational background for the
special librarian has been discussed pro and con many times with-
out any degree of unanimity. This difference of opinion is due
largely to the fact that the activities of special libraries are so
diversified that to plan a special library curriculum equally use-
ful to all special librarians is practically impossible. M. J. Voigt,
Librarian, Carnegie Institute of Technology, surveys this situation
very comprehensively in his article, "Training for Special Libra-
rianship," which appeared in the June 1947 issue of Minnesota
Libraries. In it he says:
Qu
"What subject background should a young person obtain be-
fore he enters the special library field? While specific require-
ments vary in different fields, the prospective librarian will wish
to obtain a solid foundation in a fairly broad field of knowledge.
Very few industrial concerns today confine their activities to one
small field of endeavor, therefore, if the prospective research
librarian majors in chemistry, he will want to include as much as
possible the subjects closely related to chemistry. If this interest
is business, he may wish to major in economics or business ad-
ministration with strong support in political science, psychology
and other related subjects. In other words, if the librarian is to
give the best service, he must have a good background in some
HOR
16
general subject field, but he should also be certain that his subject
knowledge is not confined to too narrow channels. The special
librarian is often of most benefit to his specialized clientele in
locating data or informational material in closely related fields.
While the specialist is usually quite capable of using the library
tools in his own field, he is usually quite unaware of the existence
of equally good sources in other subjects. The librarian saves the
specialist many hours of searching by making use of these refer-
ence and bibliographical aids in related fields.
"
"After the librarian has obtained his academic education,
he will want to continue with a course in an accredited library
school. Even though the library school curriculum may not be de-
signed for the special librarian, such a course is of particular
value to him for at least two very important reasons. First, it
gives him the necessary tools for dealing with printed materials
in a manner which will make them most useful to him and to his
constituents. Second, it gives him a knowledge of libraries which
is indispensable to him because of his dependence on other libra-
ries for much of the material he must be able to produce. It has
been stated that the failure or success of a special librarian de-
pends on his ability to make all of the world's printed materials a
part of his library's resources even if his own library numbers
only a few hundred volumes. It is obvious that he cannot do this
without a knowledge of libraries, their collections, organization
and procedures; a knowledge which can best be obtained through a
library school program.
""
The duties of the other members of the staff will depend
upon the size of the library and size of the staff. If the staff is
small, the assistant librarian could very well be in charge of the
supervision of records and routines in addition to her reference
work while the stenographer-clerk would be responsible for all
typing, including catalog cards. This would leave the librarian
free for administrative and research work and for the assigning
of classification and of subject headings for material to be cata-
loged. As the staff increases, the duties of its various members
would then be allocated according to their positions and titles.
STAFF MANUALS
Because uniformity and consistency are so important in
maintaining an efficient library, many librarians have found it
worthwhile to compile a staff manual. Such manuals vary in ar-
rangement and amount of detail, but essentially they are guide
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17
books to the procedures and methods employed in a particular
library. Assistants, temporary employes and new staff members
will find them indispensable, for it is impossible for any one per-
son to remember the innumerable details of procedure followed in
checking in, routing and charging books, periodicals and pamphlets.
Such a manual of procedure should be kept up to date. It should
show when and why procedures were changed. Vacations or en-
forced absences cause shifting of personnel, and a staff manual
keeps the work flowing in the usual courses.
The loose-leaf type of manual is the most satisfactory
since it readily can be revised. However, it is suggested that be-
fore preparing such a manual for a new library those on file at
SLA Headquarters be consulted or borrowed. Available also gratis
to members is an outline of content for a staff manual.
18
ROUTINE PROCEDURE
Books
ACQUISITION OF MATERIAL
One of the most important details connected with planning
and maintaining a library is material acquisition. This includes
books, periodicals, newspapers and other printed or reproduced
material.
Book selection should be (1) based on demand; (2) governed
by resources already on hand; (3) affected by the format, publisher
and author; (4) influenced by the contents; and (5) modified to the
use of the volume.
There are several aids to book selection. The librarian
should study the book reviews appearing in business and trade
journals and the book section of all periodicals to which the libra-
ry subscribes. Publishers are glad to place the names of libraries
on their mailing lists to receive their announcements but it should
be borne in mind that much of this material is publicity to induce
purchasing. One should have authentic information concerning the
contents of a book before ordering it unless it is a well-known
authority on the subject or a later edition of a standard work. It
is often advisable to have books sent on approval if there is any
doubt as to their suitability. It is rare for a publisher to refuse
this courtesy and it is far better to examine a book thoroughly to
ascertain its contents than to purchase it only to discover later
that it does not live up to its advertising. Most librarians know
who, in their organization, are experts in certain fields and should
ask them to examine these "on approval" books if there is any
doubt as to whether or not the books should be purchased. If a
book has been rejected by one or more of these experts, a note to
this effect and the reasons for this decision should be made on the
order card so that it will not be inadvertently purchased later on.
Books may be ordered through a book shop or agent, many
of which give discounts to library customers. If a publisher gives
a discount, it may be advantageous to order books directly from
him. Some do not, however, and it is advisable to keep a list of
discounts to know which books to order from the publisher and
which to order from an agent. When it is necessary to obtain a
19
book quickly, it will save time to purchase it directly from the
publisher even though no discount is allowed.
Purchase orders are desirable for all purchases. These
simplify the checking of bills since the supplier usually notes the
purchase order number on his invoice. Wherever possible, a
company purchase order form should be used. One library has a
series of numbers assigned to it so that the purchasing department
knows that any bill or correspondence regarding those particular
purchase orders pertain to the library. Even when placing a rush
order by telephone, a confirming order should be sent to keep the
records complete.
The actual purchasing or ordering is handled differently in
various libraries but the procedures can be divided roughly into
two categories. In one, the librarian handles the entire transaction,
placing the orders for books and other materials with a dealer or
agent. This is done after the company's requirements are met as
to authorization for the purchase. In a corporation where the libra-
rian is fully conversant with its work and interests, his judgment
is relied upon to such an extent that he places orders without
authorization except in those cases where the costs are consider-
able. The records of the entire transaction are kept in the library
and the material and the bill delivered to the librarian who passes
the bill through the proper channels for payment.
-
Those who advocate this direct system maintain that the
librarian can thus keep a better record of his orders. If the books
do not arrive promptly he has no need to go to another department
to discover the cause of the delay, e.g., books out of stock, out of
print, or publications which have been ordered on pre-publication
announcements and delayed. Other advantages, when all publica-
tions for the entire corporation are ordered through the library,
are that (1) the library has a record of all printed resources and
services in the company and can refer others to them and (2) a
discount is frequently allowed to libraries but not to individuals or
companies.
The other method of ordering is to relay the order to a
central purchasing department or clerk. Those who prefer this
system believe that orders, followups and the payment of bills are
not a part of library routine.
However, no matter how the purchasing is done, a record
of material ordered should be kept in the library. A simple card
file, giving the author and title of the publication, from whom
20
ordered and the date, is all that is necessary. It may also be use-
ful to note on the card the name of the person suggesting its pur-
chase so that when the book or pamphlet is received it can be sent
immediately to him.
Whether or not the orders are placed directly, the second-
hand market must not be overlooked in ordering both recent and
out-of-print books. For those who do not have large second-hand
book stores within their own cities, there are several firms which
do a nation-wide business in this field and can be trusted to report
fairly and accurately on the condition of the books they sell. In
addition, they will institute a search for out-of-print books if de-
sired.
Many publications which are issued annually or which are
reports of agencies, associations and government bureaus are im-
portant documents in a corporation library. Some of these have to
be purchased but others may be received by the organization be-
cause of association memberships, or may come addressed to some
official of the firm. If this collection is large or if the librarian is
too busy to take frequent inventories, it is well to devise some
means to assure securing these volumes for the library. Some
librarians check the shelf list once a year. Others have a check-
in system such as is used for periodicals except that the cards are
filed by months, either the month in which the publication might be
expected to be received or the month in which it should be ordered.
If the publication is ordinarily sent to the library by one of the ex-
ecutives, and is not received on time, a note can be sent to remind
him that the volume is needed by the library. Such systems are
easy to install and to maintain and they help systemize the clerical
work and assure methodical operation.
-
-
Ca
When material is received, it should be checked against
purchase orders or order records. Regardless of how orders are
entered, the library must know what has been received and what is
still outstanding. In addition, the date received, the price and
source should all be recorded. If a library maintains an accession
book, this information is entered in it and the book receives an ac-
cession number which is marked inside the book itself. Libraries
which do not have accession books often enter the information on
the shelf list or use order cards for this purpose.
-
The book is either stamped with the library stamp or has a
bookplate pasted on the inside of the front cover. When consider-
ing a book stamp, a round one is effective as it does not have to be
placed as exactly as a rectangular one. The book is then ready to
be classified and cataloged before being placed on the shelves.
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21
This same procedure is followed by some libraries with regard to
pamphlets.
In a special library speed in processing new material is
vital. Business men dislike having to wait for material while it is
being checked, accessioned and cataloged. If this cannot be done
quickly, the book must go out without processing and the charge
slip marked for return to the proper person for further process-
ing when the material is returned to the library.
Periodicals and Newspapers
Periodicals and newspapers often constitute a major part
of a library collection and their purchase should be carefully plan-
ned. Periodical articles keep the reader abreast of up-to-date in-
formation on current subjects and frequently are the only source
of material available since much of what appears in them is never
published elsewhere. Therefore, in organizing a new library, it is
important to have all the best periodicals in its particular field, as
well as those on related subjects.
--
Ulrich's Periodicals Directory, published by R. R. Bowker
Company, New York, is an excellent reference tool for data re-
garding date of first issue, frequency, size, price, publisher and
address, whether a periodical contains book reviews, indexes,
patents, market statistics, abstracts or if it is itself abstracted in
other journals. Ayer's Directory of Newspapers and Periodicals,
published annually by N. W. Ayer & Son, Philadelphia, Pa., is also
invaluable in choosing periodicals in any specialized field. To de-
termine which magazines are most authentic and most frequently
read by the library's patrons, as well as those which are most
important for permanent reference, the librarian should consult
his clientele.
S
SER
Periodical selections, however, are subject to change from
time to time; some cease publication, change their name or decline
in value. Other and better ones may take their place. A librarian
must be constantly on the alert for these changes, many of which
are mentioned in Industrial Arts Index and other indexes, and in
the magazines themselves or in circulars distributed by magazine
agents to their clients.
Magazine orders, like book orders, may be handled by the
librarian or relayed to a purchasing department and are generally
placed through a magazine agency. Such placement reduces cleri-
cal work both in the library and in the accounting department.
22
It is desirable that all periodicals ordered through an agency have
a common expiration date. Once the subscription list is organized
on that basis, only one order need be placed each year and only one
bill cleared for payment. Ordering through an agency is also a
saving in money to the company as discounts are allowed by most
agencies.
In order to know what publications come in regularly and to
be sure that each issue is received, it is necessary to have a
check-in system. Every periodical or release, whether free or a
paid subscription, should be included in this system, as it is a
great convenience to the individual handling the incoming mail if
all magazines can be accounted for by checking the periodical file.
One check-in system is the card record. Following cata-
loging practice the entries are made by title; other facts such as
the publisher's, donor's, or agent's name and address, frequency of
issue, cost and binding records are often reported on the same card.
Library supply houses sell cards for daily, weekly and monthly
periodicals, but it is a fairly simple matter to have cards made up
if the records on the printed cards do not meet one's requirements.
Publications are usually checked in on the date of the publication or
for the period covered, i.e., if the Journal of Accountancy for July
arrives in June, it is the July space that is checked. The actual
date of receipt is stamped on the periodical itself.
Another method used by libraries is the visible index sys-
tem. The original cost is more, but those who have adopted it be-
lieve there is no comparison in the ease and speed of checking-in
with the visible index as against the time used in thumbing through
and extracting the cards of the first system described. It is pos-
sible to use larger cards than the usual 3" x 5" used in a card file,
thus providing more space for additional information on the cards
and prolonging their use. In addition, it offers the feature of visible
signals for overdue periodicals.
The check-in system should also include mention of indexes.
Some periodicals do not publish annual indexes, but they are too
valuable a feature to ignore especially if volumes are to be bound.
Some publishers do not send the index to subscribers except on re-
quest, and this fact too should be noted on the master record.
If the library routes magazines to individuals in the organ-
ization, routing lists of those who wish to see the publications
regularly can be included on the same card or on a separate card.
If titles, frequency of issue and routing lists change frequently,
S
23
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however, there is a disadvantage in having all the records on one
card, for a change in one record may mean transferring all the in-
formation to another card. This is another advantage of the visible
file system.
Checking in publications also proves of value in spotting
duplicates which may or may not be special orders. An issue of
a publication which ordinarily comes into the library may easily
be stamped and put on the library shelves if there is no check-in
system to show that that particular issue has already been received.
A magazine which has been ordered by or for an individual should
not be stamped as library property.
The stamping of the date of a periodical's receipt is often
important. It may be some time after its publication or after the
advance press releases before it is received, and if individuals
call for such publications before their arrival it is helpful to be
able to state definitely their scheduled date.
In some libraries periodicals are routed immediately upon
receipt, but most librarians like to review each publication before
it is borrowed. Magazines may be marked for indexing and indexed
as they come in, or they may be marked to be returned for indexing
after they have been routed. The system adopted by any library
depends on the type of material handled and the needs of its users.
Each librarian must work out a system best suited to his organiza-
tion.
་—
In most special libraries current information is usually the
most valuable as business, science and industry move so rapidly
that material that is essential today may be outmoded tomorrow.
This fact influences the decision as to whether or not to index
periodicals and how extensively. On the one hand, a catalog can
become filled with cards for material that is soon out of date and
much of which will be included later in published indexes, such as
Industrial Arts Index and Public Affairs Information Service or the
various specialized abstracting services. On the other hand, mate-
rial in the periodicals may be the most important being published
in a particular field, and should be indexed immediately to be of
any value.
G
If it is decided to index, the question arises whether to in-
dex only periodicals that are to be bound or all magazines. One
library, for instance, indexes everything which is of current im-
portance and stamps the indexed number "cataloged" on the cover,
marking any item for which cards have been made. When the time
S
24
comes to discard those periodicals which are not kept indefinitely,
the "cataloged" issues can then be readily pulled out and the decision
then made either to take the cards out of the catalog, if the article
is no longer of interest, or clip the magazine. If clipped, the arti-
cle is placed in the vertical file and the catalog cards so marked.
Many libraries have systems for marking their periodical
entries in the catalog in some distinctive way so that the files can
be weeded at intervals. Some libraries use different colored
cards for different periods of years and consider them for dis-
carding in five year groups. One library puts the year in the
upper left-hand corner so that the cards can be easily sorted by
riffling them in the hands. Some cards, of course, will be retain-
ed for permanent records.
Some libraries clip important magazine articles when the
magazine comes back from routing. Others subscribe to suffi-
cient copies so that one can be kept unclipped. Magazines that are
kept for short periods of time are often marked to be clipped when
they are discarded.
The length of time that periodicals should be kept and what
final disposition should be made of them is governed by a number
of considerations. The first question is obviously: "Is the mate-
rial of permanent value?" Some magazine articles continue to be
authoritative discussions indefinitely and have as permanent re-
ference value as books. This is particularly true of articles on
subjects on which there are very few books and those in scholarly
or scientific publications. Some magazines carry current statis-
tical information in their subject field and are retained as long as
there is space for them on the shelf. Other magazines are con-
cerned with forecasting and, therefore, are of ephemeral value.
As later events prove or disprove their predictions the file be-
comes worthless. Others, while not necessarily classified as out-
looks or forecasts, have current news value only and a file of one
year is enough to keep on the shelves. Some of the trade magazines
have statistical sections or annual statistical reviews that may be
of lasting value although otherwise the balance of the publication is
rarely referred to after a few months. In such cases, if space is
at a premium, some librarians retain only the annual issues or
statistical sections and discard the rest.
Binding
-
Binding is closely allied to the problem of magazine sub-
scriptions and, therefore, should be discussed at this time. There
25
is no need to bind all the periodicals taken, but it is advisable to
bind those which are constantly in use. There can be no set rule
as to what to bind and what not to bind; each librarian has to make
his own decision.
When a magazine is prepared for binding, care should be
taken to see that all numbers of the volume are in order, and un-
clipped, also that the table of contents, and the index are complete.
If a volume is too large to bind conveniently as one book it should
be bound in two or three parts, depending on the size of the period-
ical. If this is done the inclusive page numbers or inclusive months
of each volume should be indicated on the backbone.
When sending magazines to the bindery duplicate lists should
be typed, one to be kept in the library for reference and checking
against the volumes when they are returned; the other to be sent to
the binder. This list should contain information as to the volume
number, the date, whether semi-annual or yearly, whether or not
there is an index and whether it is to be bound in one part or two.
A "rub" for each volume is kept at the binders so that he will know
the type, style and color of buckram preferred.
Government Documents
Government documents are vitally important and in some
fields much of a corporation library's source material will be
found therein. Since it is often necessary to obtain them quickly,
some of the following suggestions may be found helpful.
Much government material is free and is usually distributed
by the issuing department or agency. Other documents may be pur-
chased from the Superintendent of Documents or directly from the
departments. If there is a charge for a publication, payment must
be made in advance or accompany the order.
Libraries usually pay for material from the Superintendent
of Documents in one of two ways, either by coupons or through a
deposit account. The Superintendent of Documents sells five-cent
coupons which may be mailed with the order where the exact price
is known. A deposit account is more useful in that it may be used
where the price is unknown. It is also helpful when standing orders
are entered for volumes in a continuation. For example, a standing
order may be entered for the Cumulative Bulletins of the Internal
Revenue Bulletin or the bound volumes of the decisions of the
National Labor Relations Board. These volumes will be sent auto-
matically as soon as they are published and a charge is then made
26
against the company's deposit account. The library is then notified
of the charge and the transaction is completed. A deposit account
may be opened with a remittance of $5 or more. To open an ac-
count one need only send a letter to the Superintendent of Docu-
ments, enclosing a check and asking that an account be entered in
the name of the corporation.
Special order forms are now furnished by the Superinten-
dent of Documents for placing all orders. Use of these forms will
not only simplify ordering but will speed up the process of secur-
ing the publications needed. If orders are sent in duplicate, the
Government Printing Office will return one copy giving the cost of
the items and some explanation if the item is not forthcoming. Pre-
ferential service is given to telegrams, airmail and special de-
livery letters. A self-addressed label should be enclosed in letters.
The Superintendent of Documents does not handle any orders
for publications issued by the following departments and agencies:
Board of Governors of the Federal Reserve System
Bureau of Reclamation
Hydrographic Office of the Navy Department
Pan American Union
Panama Canal Office
S
Some publications of the following agencies are sold by the
issuing office and some by the Superintendent of Documents:
Coast and Geodetic Survey
Federal Power Commission
Patent Office
Smithsonian Institution
To ascertain what the Government is currently publishing,
weekly lists of government documents and the Monthly Catalog
should be consulted.
Miscellanea
Pamphlets, clippings and press releases which make up the
bulk of the material in the subject files are often spoken of as being
ephemeral. It is true that a great deal of it is short-lived and not
very durable. That factor and the fact that the publisher's identity
is often unknown present problems of collection, organization and
discard that harass all librarians. However, the impermanency of
this material does not lessen its importance and it is the job of the
27
librarian to see that all such material of interest to his firm is
received promptly and that it is so handled that it can be most
useful.
There are few guides to assist the librarian in collecting
pamphlet material for there is no all-inclusive listing or report-
ing of available studies. Many a speech or report is distributed
by private firms without being noted in those indexes that do exist.
The majority of librarians depend on notices or references to them
in the daily newspapers and trade magazines. Many periodicals
carry regular columns listing reports which have come to their
attention; newsletters also frequently refer to important releases.
Many organizations issuing material regularly maintain mailing
lists and are glad to send their publications to any librarian re-
questing them. Other sources appear in Publisher's Weekly,
Public Affairs Information Service, A.L.A. Booklist, Vertical File
Service Catalog and in trade periodicals.
Many of these publications, once spotted, can be secured
upon request. A concerted effort should be made to persuade mem-
bers of the firm to donate to the library all the material which
comes to their desks. Too often a speech or report is relegated to
the waste basket after it has been read and acknowledged, whereas,
if it were given to the library, it might be useful to others. Even
if this results in duplicates and necessitates considerable checking
it will also result in a better and more comprehensive subject file.
CATALOGING OF MATERIAL
Though each phase of work in a library is extremely im-
portant in its own right and in its relation to the proper functioning
of the library in general, the catalog is perhaps the most important
of all--it is, so to speak, the backbone of the library. In reality the
catalog is an alphabetical list, on cards, of the authors, titles and
subjects of all material in the library, together with information as
to where it may be located on the shelves. It does for the library
what an index does for a book. A catalog has been defined as "a
list of books, maps, etc., arranged according to some definite plan.
As distinguished from a bibliography it is a list which records, de-
scribes and indexes the sources of a collection, a library or a
group of libraries. In a special library it may include entries for
material outside the library and for various types of material, e.g.,
entries for abstracts of periodical articles and pamphlets, and
entries under subject for research in progress and for organiza-
tions and individuals who are authoritative sources of information
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28
on specific subjects" (ALA Glossary of Library Terms. 1943).
Therefore, the catalog is the key to the library collection and the
usefulness of any library depends to a large extent upon the com-
pleteness of its catalog.
It is necessary in a special library to locate information on
a specific subject easily and quickly. To make an accurate catalog
requires training and experience and also, for a highly specialized
collection, knowledge of the subject matter and needs of the corpor-
ation. If material is not properly cataloged and analyzed, much
valuable information may be overlooked. Catalogs must be so ar-
ranged that they can be used by readers who know little about
library methods. The needs of the user must come first. The
librarian must therefore decide which type of catalog best fits the
requirements of his library.
The two kinds of catalogs most commonly used are the dic-
tionary catalog and the classified catalog. As its name implies,
the dictionary catalog is an arrangement of all cards--author,
title and subject--filed in straight alphabetical order. In a classed
catalog, the filing is done by class number to correspond to the
grouping of books by classes on the shelves. This type of catalog
is less widely used than the dictionary catalog. An adjunct to either
type is the numerical catalog used for reports, specifications or
other material issued under a serial number by which it is con-
venient to file it. This is the quickest and surest means of locat-
ing any item issued under a number rather than an author's name.
Some librarians even use the divided catalog in which the author
and title cards are filed together in alphabetical order and the sub-
ject cards are filed in alphabetical order in separate drawers.
The value of any catalog depends greatly upon the number
of additional subject cards or analytics prepared for each publica-
tion as most books contain useful information on more than one
subject. Classification groups books together on a broad subject
basis, but analytics bring out material on a given subject in all
volumes regardless of their class. Analytics, systematically
worked out, should make it possible for anyone consulting the
library to compile a bibliography or to report the chief material
in the library on any subject.
B
In cataloging a book one of the most important and at the
same time difficult tasks is that of assigning subject headings to
it. To a person desiring the material on a specific subject it is
the most important phase of cataloging. In choosing subject head-
ings one cannot rely entirely on the title of a book as it is often
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29
misleading. One should always examine the title page, the table of
contents and preface of a book. If this does not prove satisfactory,
then the text of the volume should be examined for more enlighten-
ing information. In selecting subject headings, the term or terms
which most clearly reveal the contents of a book should be chosen.
If a choice must be made between synonymous headings, select the
one that:
1. Is most familiar to those using the catalog,
2. Is most generally used in other catalogs,
3. Has the fewest meanings other than the
sense in which it is used,
4. Brings the subject into the neighborhood of
other related subjects.
Ocassionally the question is asked, how many cards should
be made for each book? Perhaps in a general or public library it
is possible to estimate the average number of cards but such an
average, while obtainable, would have little meaning in a special
library. There is no maximum or minimum. If the library con-
sists of fairly elementary books used by people who "just want to
review a subject," perhaps an author card, a title card and a few
general subject entries will suffice. If, however, the library is
serving experts who call upon the library staff to act as trained
research assistants and the books on the shelves include highly
specialized treatises, it may take numerous entries in the catalog
to report the information available in the library and to guide the
searcher to it. Again, if some users of the catalog are unfamiliar
with the subject, it may be advisable to have many more entries
than if the catalog is to be consulted mainly by those familiar with
the literature in the field.
A frequent question asked by catalogers new to specialized
libraries is: How long must references be to justify notation in the
catalog? The length of an article or discussion has nothing to do
with it. If there is a single paragraph or even a single sentence in
a book which gives information that may be wanted and is not found
elsewhere, an entry should be made for that one bit of information.
This is particularly important if the information is in a book of a
general nature or one whose contents and subject headings would
not readily indicate the presence of such references.
G
In order to make a subject heading more informative, it may
be necessary to sub-divide it. These sub-divisions may be in any
of the following forms:
1. Phase: LOANS
PERSONAL
30
2. Form: BANKS AND BANKING - BIBLIOGRAPHY
3. Geographic: TAXATION - U.S.
4. Period of Time: WORLD WAR, 1939-1945
Cross references play an important part in subject entries
and act as a guide to the user of the catalog. He may be looking
for material on agricultural income but the library uses the head-
ing FARM INCOME instead. There should, therefore, be a card
in the catalog which would read:
AGRICULTURAL INCOME
see
FARM INCOME
Or a person may want information on BANK DEPOSITS.
In order that he may obtain all the material possible, the figures
of the Federal Deposit Insurance Corporation should not be over-
looked so there should be a card to tell him of this, such as:
BANK DEPOSITS
see also
FEDERAL DEPOSIT INSURANCE CORPORATION
S
At this point mention should be made of the authority file.
This is a file giving the list of headings used in a catalog together
with the references made to them from other forms. It may be a
name authority file which would include name entries only, a sub-
ject authority file giving subject entries only or a combination of
both. The last is probably the best for a small library. The sub-
ject card in an authority file may tell what is meant by that par-
ticular entry. Every decision made by the cataloger or librarian
or both as to subject headings should be noted in the authority file.
When it has been decided how to enter government departments,
bureaus and agencies, that information should go in the authority
file. A good authority file makes for consistency in the catalog
and eases the burden on the cataloger.
K
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C
There are several volumes which list subject headings for
library catalogs. There is one sold by the Government Printing
Office in Washington, compiled by the Library of Congress, en-
titled Subject Headings Used in the Dictionary Catalogs of the
Library of Congress. The latest edition of this list, (see Bibli-
ography,) necessarily contains thousands of headings that would
never be used in a corporation library, but the headings are those
traced on the printed Library of Congress cards. If the library

31
uses these cards and follows the subject headings on them, it might
be advantageous to buy this work. There is another list, edited
by Minnie Earl Sears, and published by H. W. Wilson in 1933, en-
titled List of Subject Headings for Small Libraries. This volume
is not nearly so large for it has eliminated many of the scientific
and technical terms included in the government publication, but
the form of the subject headings conforms to and is based on the
Library of Congress headings. The Financial Group of the
Special Libraries Association has published a list of Banking and
Financial Subject Headings for Bank and Financial Information
Files. These headings are used in financial libraries and are
more specific than any found in either of the other two lists men-
tioned. This publication also has lists of subheads for city, state,
industries and commodities.
K
S
""
A pitfall which often occurs in making subject headings is
that of inconsistency in subdivisions. One remedy is to follow
authorities like the Industrial Arts Index or the Public Affairs In-
formation Service to bring headings in line and to make for consis-
tency and ease in reference use. Uniformity in the subheads used
and their sequences are economic devices which are of ever in-
creasing value to users. For example, one half of the entries on
wheat prices should not read "Wheat - Prices" and the other half
"Prices - Wheat. Furthermore, if one decides that the first form
is preferable, the same arrangement should be followed for other
commodities or commercial products: "Oats - Prices." "Rubber
Prices," "Agricultural machinery - Prices. When the cataloger
is faced with questions of dividing geographically, it is difficult to
decide whether to divide the subject geographically or to make the
subject a subdivision of the country. There is no hard and fast
rule and studying existing lists does not always help. The Library
of Congress follows the principle of dividing scientific, technical
and most economic and educational topics by country, e.g.,
"Epidemics - Italy." They subdivide the country on historical,
political and administrative subjects, "United States - Foreign
Relations". However, any librarian may decide to do otherwise
since many examples are given where apparently there is no basic
principle for the subdividing. The special interests of the organiza-
tion should determine the rules. One librarian worked out the di-
vision on the principle that those subjects that were determined by
government action or limited by national boundaries were to be
subheads of the country, e.g., "France
France - Budget,
Budget," "France
Commercial Policy," "France Constitution." Those subjects,
-
which were universal or at least not conditioned primarily by the
governments under which they existed, were divided geographically,
e.g., "Business Conditions - United States," "Agriculture - United
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32
States," "Cotton
"Cotton - United States." The growing, marketing and
manufacturing of cotton may be subject to government regulation
but cannot be considered a government function or outgrowth.
"
In formulating new headings, at least new to a particular
library, suggestions are gathered by studying headings of maga-
zine indexes, book catalogs and current literature on the subject.
Sometimes after studying the subject the cataloger discovers that
it is an old subject dressed up in new terminology and he solves
the problem by putting in cross references from the new terms to
the headings already in use. In 1936, for example, there was con-
siderable discussion about "hot money." The United States
Treasury issued a bulletin entitled Statistics of Capital Movements
between the United States and Foreign Countries. These bulletins
were frequently referred to as the "Treasury reports on hot
money," or just as frequently, the "green booklet on hot money.
If by chance anyone were to ask today for those early bulletins by
such a phrase, a new employe would be at a loss to know what was
wanted unless a cross reference had been placed in the catalog. If
at the time a subject heading "Hot money" had been adopted, there
would have been very few entries after that period because other
terminology took its place. Some librarians think that the use of
such terms has its merits in making the catalog more current and
active and in line with contemporary literature and language. The
term, Indemnity," was used in the Franco-Prussian war for the re-
muneration demanded of conquered France. Similar demands of
vanquished nations in the first World War were called "Repara-
tions." If the librarian had followed the conservative practice of
not adopting new terms, it might seem very strange to a reader to
find nothing under the subject of reparations when there have been
innumerable articles written on it.
"
G
""
When planning the catalog the first thing to decide is whether
to use the printed Library of Congress cards or to make one's own.
These printed cards are examples of complete cataloging. They
give full details on pagination, edition and illustrations. Occasion-
ally they report tables of contents and have notes on earlier editions
and bibliographies or special features. Much of this information may
not be necessary for a corporation library collection. The cards
also list the subjects under which the book is to be entered in the
catalog.
Library of Congress cards can be ordered for most books
and some pamphlets. But many special librarians have so modi-
fied or expanded their classification systems and subject headings
that they cannot adopt those shown on the printed cards without a
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33
thorough examination and study of the book. Where the Library of
Congress might consider it sufficient to indicate that a book dealt
with banks and banking in the United States, the librarian of a small
financial library might wish to show that the book contained infor-
mation on letters of credit, negotiable instruments and security ex-
changes. In such a case the use of Library of Congress cards
saves very little time.
When the cataloging is done in the library, the cataloger
should decide whether or not to emulate the Library of Congress
in the completeness of detail of author entry and publication. For
instance, the Library of Congress makes every effort to discover
the full name and date of birth of personal authors. Many libra-
rians quite frankly state that while they are aware of the value of
such complete cataloging they ignore many of the precepts taught
in classrooms and abbreviate, condense or omit many of the facts
usually found on the printed cards. Few make any attempt to de-
termine the date of birth of the author, nor do they report the date
of his death even though the year of his birth has been recorded on
the card. Series notes are omitted if the series has no signifi-
cance in their own particular field. There is little attempt in
most libraries to list portraits, frontispieces, colored or plain,
except under the general term, "illustrations," unless they have
particular significance for the library clientele. Tables, diagrams
and maps are considered more important and catalogers make note
of these when they appear. Some of the other simplifications are
omitting the complete list of locations of publishers and giving only
the shortened name of well-known publishers.
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C
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jade
In addition to cataloging the books, many corporation libra-
ries also catalog some of the more important material in the verti-
cal file. This is particularly helpful where a pamphlet covers more
than one subject or is apt to be requested by its author or title. The
publications of some organizations, for example, are important
items in themselves and not just additional material on a given sub-
ject in the vertical file. Cataloging also allows the librarian to list
a series of pamphlets on one card although it may be more satis-
factory to file each one individually under the subject it covers in
the vertical file. Although the vertical file itself serves as a
partial catalog, it is limited due to the fact that an item can be
placed under only one subject or according to author, if it is an
association publication, while the catalog allows as many entries
as necessary.
SEAR
Catalog cards for material in the vertical file may be
marked VF in place of the call number and should show the subject
34
under which it is filed
back of the author card.
either as a note on each card or on the
The filing of catalog cards in a dictionary catalog is always
alphabetical. There are several manuals for alphabetical filing,
all excellent, but all different in certain respects. One is publish-
ed by the Cincinnati Public Library, another by the Cleveland
Public Library and the third by the Carnegie Library of Pittsburgh.
A new library should have one of these manuals. There are also
articles which supplement these rules and suggest modifications.
One particularly applicable to corporation libraries appeared in the
February 1942 issue of SPECIAL LIBRARIES, entitled "Filing the
Corporate Entry for the Catalog User." The suggestion is made
in this article that cards of a given office and its sub-divisions
disregard the separate bureaus and commissions and be filed,
alphabetically according to title.
C
These exceptions to the rule can be explained by inserting
a card of instructions. An example of this was the filing of cards
for the publications of the American Bankers Association followed
in one library. Because the average person seldom knew the di-
vision of the Association responsible for its various studies, the
cataloger inserted an instruction card at the beginning of the en-
tries stating that all cards would be filed alphabetically by title
and that the sub-divisions of the author such as the Consumer
Credit Department, the Research Council or Committee on State
Legislation, even though they appeared on the card, would be
ignored in filing the cards. Otherwise, not knowing the division
and being unacquainted with the exact title of the division, the
reader would have to go through all the alphabetical arrangements
under each of the divisions.
S
Shelf lists and accession books are adjuncts to the catalog-
ing process. The shelf list is the card record of every book or set
of books, filed as the books are arranged on the shelf, by call num-
bers. It differs from the catalog in that it contains but one card
for each book and is very important in making an inventory of the
library, compiling a book list or when determining what books are
on file in a certain classification.
200
S
The accession book is a numbered, chronological record of
the books added to the collection. Many librarians do not keep ac-
cession books, arguing that the information kept tnere, such as
source, price, date of accession, etc., is to be found either on the
shelf list card or in the book itself. Some librarians maintain that
the accession book and the shelf list duplicate each other in many
ways and it is unnecessary to keep both. Those who do keep acces-
35
sion books find them useful in compiling lists of new acquisitions
for distribution to users of the library and in estimating the num-
ber of books added at any given time. The accession record is
also used in some libraries to evaluate the collection for insurance
purposes, and, therefore, is required by their organizations for
this purpose.
CLASSIFICATION OF MATERIAL
“Library Classification is the systematic scheme for the
arrangement of books and other material according to subjects or
form. (ALA Glossary of Library Terms. 1943.)
If possible, the subject of one group or class is related to
the classes that directly precede or follow it. For instance, all
the books in the library concerned chiefly with railroad informa-
tion and literature would come between the books on the history
of railroads and those on the operation of the roads. There might
be a section on motor transportation and these books would be
separated on the basis of whether they dealt with motor trucks,
motor buses, motor carriers or motor vehicles. Books on ships
and shipping would have their own section. The larger the number
of books, the smaller must be the division or classification.
Some librarians believe that classification is over-empha-
sized. They ask what difference does it make where a book is on
the shelves so long as one can tell from the card catalog that the
volume is in the library and can be located easily. One library
makes no attempt to classify its books by subject. All the books in
that library are arranged alphabetically by author. It is stated,
and truly, that few librarians of the special library groups are
fully satisfied with the systems extant in their own libraries and
that unless one can at least approach the ideal, why distress one-
self over the matter. Let the subject headings in the catalog be
sufficient guide. For the beginner, or one organizing a new library,
it is strongly advised that he leave the collection unclassified un-
til he has had at least a year's experience in the collection's ref-
erence needs.
Co
Other librarians, admitting the charge that the classifica-
tion schemes often fall short of the mark in correlating all subjects
satisfactorily, still believe in the advantages of classification.
Inquiries usually revolve about a subject. If a person wants to know
what the library has on a given subject, the catalog will readily
show the holdings on that subject, but if he wants to examine the
various books it facilitates selection if all the books on the subject
36
are classed together.
The main classification systems in use are the Dewey
Decimal System and the Library of Congress, The wide use of
the Dewey system is probably due to the fact that it is stressed
in most library schools, that most public libraries use it, and
that most users of the library are familiar with it. Consequently
the new librarian adopts that system with which he is most
familiar, modifying when necessary. The Library of Congress
catalog cards note classification numbers for its schemes and
sometimes for Dewey. Specialized schemes have been developed
in various subject fields, for example, the Elliott system was de-
signed for business libraries; the Harvard scheme in the same gen-
eral subject field, has so impressed some librarians that they are
reclassifying their libraries, believing that the usefulness of this
system will justify the great task of reclassification.
Special libraries consist frequently of large collections in
one field for which the classification schemes have few divisions.
Therefore, any system would have to be expanded or modified to
meet the needs of each library. Obviously there would be little
classification for an accounting library when the over-all scheme
planned for a general collection shows only one notation for ac=
counting. The same holds true for other subjects.
The special library wants a finer breakdown if it is to
classify at all so that any suggestions must be reviewed in the
light of the library's needs before they are adopted. To expand a
classification system requires a thorough knowledge of the subject
matter and of library practice. The difficulties of making one's
own scheme must not be underestimated. It is a colossal task,
and one calling for wisdom, judgment and practical experience.
The beginner would, therefore, do well to make use of the exten-
sive collection of classification schemes and subject heading lists
maintained for loan at the national Headquarters of the Special
Libraries Association, 31 East Tenth Street, New York 3, N. Y.
VERTICAL FILES
The filing and organization of pamphlet files are more dif-
ficult than the handling of books. Although some librarians cata-
log some or all of the material in their vertical files, the majority
do not and it is, therefore, essential that the material be so ar-
ranged by subject that it can be located easily.
G
First, the librarian should decide whether to have a diction-
—
37
ary file or a classed file, or as frequently occurs, a hybrid con-
taining features of both. In a dictionary file, all material is filed
in folders in strict alphabetical order. Corn is filed under Corn,
wheat under Wheat and barley under Barley. Reports dealing with
several grains would be filed under Grain. The folders follow the
same filing that is found in the dictionary catalog of books. Cross
references guide the searcher from the general to the specific. A
classed file, on the other hand, would group all these folders to-
gether under the general heading of Agricultural Products or Farm
Produce. To use another example, railroads, motor buses, ship-
ping and air transport might all be placed under their separate
titles or under a general heading of Transportation.
gilang
Examples of both kinds of files are found in corporation
libraries. Each type has its advocates. Those who favor the
dictionary files believe they are easier to use, especially in con-
juction with the dictionary catalog. Users of the classed file claim
that it has the same advantages as classification for books and
that it is easier for members of the staff to find the material they
want if everything covering their subject is in one place.
There are various degrees of classification and almost all
subject files will vary from a strict dictionary arrangement. Some
classed files will have the larger subjects into which they are
divided filed alphabetically with the subdivisions filed alphabetic-
ally behind each subject. A few libraries have a classified file
using a variation of one of the book classification systems. In the
case of books, individual books may be located through the catalog
and cards for material on a given subject will be found filed to-
gether alphabetically. Unless all vertical file material is catalog-
ed, the classification is the only guide to material in the files.
Many libraries, as a part of the subject files, maintain a
separate section called by various names--bank letter file, author
file, association file. Here are filed newsletters, publications
known by their titles or publishers rather than by the subjects
covered, and other periodical material that would be filed on the
magazine shelves except for its size. Some libraries include
these in their subject files and even classify them according to
the general subject field covered, but many libraries find it
easier to keep them in a separate file because each publication
covers several subjects. Sometimes this type of material is kept
in loose-leaf binders on the shelves.
In assigning subject headings for the vertical file, the same
care should be observed as in assigning them for the catalog. Some
38
libraries have two subject heading lists, one for the catalog and
for the vertical file. Others try to employ the same headings for
both and keep one file of headings, marking them as being used in
the catalog, vertical file or both. When a new subject is used, it
is typed on a label and put on a file folder. The subject is written
on the material to be filed before it is placed in the folder.
For suggestions about choosing subject headings, see the
chapter on cataloging. The same rules apply. Too much emphasis
cannot be given to the importance of cross references. In the
vertical file the see references can be typed on special half-folders
and the see also references on any heavy stock, cut a little smaller
than the folders in which they are filed. There are special cross
reference sheets that can be purchased but a heavier stock will
last longer.
CIRCULATION OF MATERIAL
Restrictions in circulating library material, whether it be
books, pamphlets, reports, magazines, or any other data, depend
upon the company's research requirements. Some libraries allow
all books to be borrowed, others insist that reference material and
bound periodicals and newspapers be used in the library. However,
the librarian must remember that the purpose of a library is to be
of service, not to keep records complete nor books on the shelves.
The successful librarian strikes a balance between the amount of
regulation necessary to keep the collection in reasonable order and
a certain flexibility in the administration of such rules and regula-
tions. Although it is customary to keep reference books in the
library where the staff can consult them quickly to answer inquir-
ies, many exceptions will need to be made since in a special library
usefulness of material should never be jeopardized by regulations.
=
Most libraries place a time limit on how long material can
be retained but again the rules should be flexible enough so that no
one is deprived of vital material. Many libraries notify their bor-
rowers either by "form" notices or by telephone when material
has been kept overtime. These notices frequently inform the re-
cipient whether or not the material is reserved for someone else
and, if not, that it may be renewed. The return of the notice to the
library signed by the borrower will insure renewal without further
red tape, providing, of course, no one else is waiting for it. (The
time limit on routed magazines varies from one to three days de-
pending on the demand. It is seldom that these periodicals are lent
for longer periods.)
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39
Different types of material call for different methods of
charging. For books, book cards in card pockets pasted into the
books seem to be best, as they cut down writing to a minimum. For
pamphlet material with heavy covers, the same system may be em-
ployed. For other vertical file material, a written charge slip is
adequate. "Out" cards may also be employed in the vertical file
especially where entire folders of material are lent and charged
by subject. However, each librarian must decide for his own
library what system is best. After material is borrowed these
cards and slips are filed in the circulation desk or drawer. Some
libraries file them according to the borrower; while others have
two cards or slips made out for all material, one filed alphabectic-
ally by author, the second under the date due back in the library.
The first method makes it easy to check on individual items to
ascertain who has borrowed them; the second simplifies the send-
ing out of overdue notices.
Some departments in a corporation find that there is cer-
tain information which they need to have constantly at hand and
therefore should have special services and certain books for their
own use. Eventually, small collections of material are gathered
together outside the library and the purpose of centralizing mate-
rial in one place is defeated. To insist on having all information
kept in the library when some of it is obviously needed in other
departments often creates ill will towards the library. However,
the librarian should have control over such items, catalog them
and treat them like other library material except that they are
charged to the department or individual on permanent loan. At
regular intervals, perhaps once or twice a year, someone from
the library staff should check the "permanent loans" to be sure
that the material is where it is supposed to be and that the depart-
ment still needs it. The library in this way is informed where all
special services and books are located within the company and
where they can be found at all times.
Current periodicals are circulated as a rule differently
from books and ephemeral material. In many libraries there is
a magazine circulation list of the names of those individuals wish-
ing to read certain periodicals regularly as they are received.
These magazines are routed either by having them sent to one
person at a time or by having attached to the cover of the periodi-
cal a printed form listing the names and locations of the individu-
als wishing to see it. If this latter method is chosen the periodical
will be passed from one individual to the next until it has been read
by all before it is returned to the library. So that the librarian
will know that each individual on the list has seen the magazine he
S
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40
is requested to place his initials next to his name before passing
it along. One of the objections to the routing slip is that it is often
difficult to ascertain just where a certain issue is when wanted,
but systems can be devised whereby the librarian can readily
track down a desired journal at almost a moment's notice. The
size of the organization, the number of people requesting certain
magazines, and the frequency with which any journal has to be re-
called for special use should at all times determine the procedure
to be followed. It may be necessary, if the routing list is long or
where the individuals wanting certain magazines are located in
different plants, to subscribe to more than one copy of the most
called-for periodicals. It might also be advisable to have one
copy as "reference" so that it would always be available in the
library,
In designing a routing form to be used, it is helpful to have
a space where the librarian can write a note or page number to
call attention to an item of interest and a space for the user's
initials. The routing slips can be fastened either with a staple or
by paste to an upper corner of the front cover of the magazine.
The slips should be torn off before the periodical is shelved.
Although most corporation libraries do not lend material
outside of their own organization except to clients, they often lend
and borrow material from other libraries. These loans are most
helpful in expanding the use of one's own collection. However,
material borrowed in this manner should be kept but a short time
and the privilege of borrowing not abused.
41
SERVICES
HANDLING INQUIRIES
So far this manual has discussed the technical aspect of
the library. We now come to the human side, i.e., how does the
librarian disseminate the information he has acquired. It should
always be kept in mind that the value of a corporation library de-
pends chiefly upon the methods employed to broadcast its holdings
and to have this information used to the fullest extent by its
clientele. Methods for disseminating this knowledge should be
carefully planned so that everyone within the corporation will be
reached and benefited. Many a library has failed simply because
the service idea had not been uppermost in the minds of both the
executives and the librarian. The success or failure of any libra-
ry depends upon its librarian. The librarian who is new in the
profession should avoid spending too much time on detail and so
neglect the needs of his clientele. It is well to remember relative
values and that factual information is useful only as it serves the
individual.
Answering inquiries is one of the principle reasons for the
library's existence. Questions may be simple ones which can be
answered by merely looking in a handbook or they may involve
literature searches. They may come in "over the counter", by
letter or as a telephone request. They are frequently of a varied
nature from a verification of the spelling of a word to all available
information wanted on the construction of a new power station. To
avoid delay in answering questions the librarian should have readily
accessible in the reference section of the library encyclopedias,
dictionaries, handbooks, directories, almanacs, who's who
volumes, financial manuals, government manuals, indexes, etc.
It is always wise, no matter how excellent one's memory might
be, to check with a reliable source before giving an answer. Mem-
ories have a habit at times of playing tricks and it is better to
take a little longer and be sure of one's information.
If the question cannot be answered from the library's files,
the public library or other special library, a specialist in the
field should be consulted. When this is done one should be sure to
let the individual, of whom one is making the inquiry, know what
sources have been explored so there will be no duplication of ef-
fort.
42
Literature and Patent Searches
In making either a literature or patent search one should
be sure whether an extensive study is needed for the entire subject
or whether only one phase of it is required; also how many years
are to be covered. To make a search adequately one should have
on hand literature indexes, abstracts, Official Gazette of the U. S.
Patent Office, handbooks, textbooks and other necessary sources.
Frequently pertinent information is to be found by looking up ref-
erences on an allied subject. Sometimes one article will give the
whole story but as a general rule one has to search through vari-
ous volumes to produce the information wanted. A librarian can-
not make a complete patent search. These can be conducted only
by registered patent attorneys in the U.S. Patent Office in Wash-
ington, D.C.
After the data have been accumulated, what is to be done
with them? Some inquirers prefer to have the material marked
and sent to them in its entirety. Others ask that the librarian di-
gest or abstract the articles or patents and let them have the in-
formation in this form, so they may have a general idea of the en-
tire field and thus make their own choice of material for study.
Abstracts
S
Pada
Abstracts serve a two-fold purpose: (1) as a guide in the
selection of material to be read and (2) as a substitute for the read-
ing of lengthy articles. Abstracts permit a rapid scanning of a wide
range of writings and as such they should contain only the essence
of an article. Special libraries providing abstract services for
their clientele usually do so for one of three reasons: (1) the lag
of published abstract services; (2) the diversified interests of a
company; and (3) the desire to disseminate information to the
company's customers as part of a public relations program. Since
there are today many abstracting services, the librarian may not
need to assume this duty. If, however, the demand arises, there are
several points which the librarian should bear in mind when pre-
paring abstracts. First of all, he should understand thoroughly the
problems presented in the article; its nature should be determined,
i.e., whether it is an original paper, a theoretical discussion, or a
composite. If tabulated data are given in the article and they are
too bulky to be included in the abstract, it should be mentioned that
certain statistics are incorporated in the paper. Another point to
consider is the prospective reader of the abstract. If it is meant
for general use, as in an abstract journal, then it must include all
the essential features of the article, but if it is being prepared for
43
a restricted group, as in a corporation library, then only the in-
formation of particular interest to that group need be stressed.
Bibliographies and Reading Lists
Both bibliographies and reading lists serve a specific pur-
pose in bringing before the individual information on what is avail-
able on a certain subject. When compiling a bibliography all avail-
able published material should be consulted. This includes not only
the usual cumulative indexes but also indexes published by societies
and associations. One should also investigate whether or not any
other bibliographies have been made on the same subject. As a
general rule the librarian is interested in the compilation of a
selected bibliography and not an exhaustive one and he must, there-
fore, be careful in the selection made from the various indexes
consulted. It should also be borne in mind that an annotated bibli-
ography is more useful than a straight listing of books and articles.
-
If the bibliography contains many references one should use
subject headings to guide the reader towards items of special inter-
est. Another way of arranging a bibliography is geographically,
especially if the subject is one which has many references to
foreign countries such as one would find in listing mineral resources.
There is also the author bibliography which would include references,
written or published by the same author or group, i.e., a listing of
all papers or patents in print under the name of John Jones or all
those issued by a corporate body such as the American Bankers As-
sociation.
In making a bibliography, the usual procedure is to compile
it with whatever notes are required on 3" x 5" or 4" x 6" cards.
When all the information has been collected, the cards can then be
arranged in the manner which has been selected for the final copy
and the bibliography typed from them.
Reading lists are generally prepared on specific subjects to
supplement required readings. Many companies conduct their own
educational courses and the librarian is frequently called upon to
compile suitable reading matter.
Translations
When translations are requested and the librarian is not
versed in foreign languages it is a good idea to have a personal
file of those individuals in the corporation who know other languages
and who are willing to be called upon for this service. Such special-
ists are generally only too willing to assist in the translation of
44
letters, patents or general papers. For highly specialized papers
the librarian should have on file the names of reliable translators
or organizations which specialize in this type of work.
DISSEMINATING INFORMATION
-
One of the best ways for a new library to advertise itself is
through a poster campaign, conducted throughout the organization.
These posters should be placed on bulletin boards and should il-
lustrate the various services the library has to offer. Not only
should posters be used by new libraries but they are an excellent
medium for all libraries. By having posters changed regularly,
with each one depicting a different library "story", the library will
be kept constantly in the minds of both executives and employes.
These posters may be either designed by the librarian or by some-
one in his organization or they can be purchased at a nominal fee
from firms specializing in such posters. One of the best known
library designers specializing in this line is Mr. Haddon Wood Ivins
of H. L. Milhic and Company, 16 West 55th Street, New York 19,
New York.
VProbably the most popular method of acquainting one's
clientele with current information is through a bulletin, which may
be issued weekly or monthly to announce new books, government
publications reports, current periodical articles and patents. The
items listed are generally either abstracted or annotated. A re-
quest blank may be enclosed with each copy of the bulletin on
which articles desired are noted by the recipient, then signed and
returned to the library. In addition to this type of bulletin there
are those which note news items, gleaned from press releases,
newspapers and news sections of magazines. These are sent to
corporation officials each morning, thus keeping them informed of
the latest developments in their various fields.
Librarians should keep a personal file of subjects of special
interest to certain individuals and either send them new material,
as received, or notify them of its receipt. House organs are also a
valuable aid in advertising the library. Most corporations publish
house organs and if the librarian can be assured of a column in
each issue it is an excellent medium for acquainting the reader with
new material or some phase of the library service.
Other means of advertising the library are by inserting libra-
ry book marks in books and other publications as they are borrowed,
by having 3" x 5" desk cards calling attention to the library services
placed under all glass-top desks by attending company meetings
45
and by discussing with those present how the library can best serve
particular needs, by giving talks before department groups on
literature of special interest to that particular department, by en-
couraging employes to exhibit in the library samples of their hobbies,
and by displaying on library bulletin boards charts, photographs and
posters relative to the corporation's interest. These are merely
suggestions, but they are good examples of the various methods
which a librarian can employ to sell his department to his organiza-
tion.
The librarian should also prepare an annual report and in-
clude in it circulation figures, the number of people using the libra-
ry, results of advertising and sample questions, as well as unusual
requests and any other information which should be brought to the
attention of his supervising officer. Some librarians present month-
ly reports in addition to the annual one.
46
LIBRARY ORGANIZATIONS
One of the first things a new librarian should do is to apply
for membership in Special Libraries Association. This Associa-
tion is the professional organization for special libraries and,
through affiliation with it, librarians become acquainted with what
is being done by other librarians working in their own or allied fields.
Groups have been organized within SLA which cover the following
subject fields: Advertising, Biological Sciences, Business, Fi-
nancial, Geography and Map, Hospital and Nursing Librarians,
Insurance, Museum, Newspaper, Publishing, Science-Technology,
Social Science, Transportation, University and College. These
Groups meet in conjunction with SLA's Annual Convention at which
time programs are planned to enable Group members to acquaint
themselves with new methods being developed and with new projects
being undertaken. In addition to the Groups, there are 24 local
Chapters, 22 in the United States and 2 in Canada. The Chapters
generally hold four to eight meetings a year and are an excellent
medium through which the new librarian can become familiar with
nearby library collections.
For further information on SLA memberships, as well as
SLA publications, one should write Mrs. Kathleen B. Stebbins,
Executive Secretary, SLA Headquarters, 31 East Tenth Street,
New York 3, New York.
-
For further information concerning other library associa-
tions one should consult the president of his local SLA Chapter, the
latest edition of the American Library Directory, published by R.R.
Bowker Company, New York, or the Handbook of the American
Library Association, revised annually.
# # # # # # # #
47
Abstracting See Information Services
Acquisition of Material See Library Organization and Administration
ma
BIBLIOGRAPHY
Bibliography Compilation
Evans, L. H. - History and the problem of bibliography. (College
and Research Libraries. July 1946. pp. 195-205.)
Hopp, R. H. - Bibliography compilation in technical fields.
(SPECIAL LIBRARIES. November 1946. pp. 291-93.)
Pargellis, S. Some remarks on bibliography. (College and Re-
search Libraries. July 1946. pp. 206-209.)
Ch
Cataloging
Akers, S. G. - Simple library cataloging. 3d ed. rev. 1944. ALA.
Beetle, C. ed. - Cataloging rules for author and title entries.
1949. ALA.
Boggs, S. W. and Lewis, D. C. - Classification and cataloging of
maps and atlases. rev. ed. 1945. SLA.
Dewey, M. - Decimal classification and relative index. 6th ed.
rev. 1945. New York, Lake Placid Club. Forest Press.
Douglass, R. R. comp. - Handbook of card forms for use in cata-
loging. n.d. Nashville, Tenn., Peabody Press.
Hoag, M. - Indexing union contracts. (SPECIAL LIBRARIES.
April 1946. pp. 106-10.)
Keenleyside, Mrs. M. C. - Microcards and the special library.
(SPECIAL LIBRARIES. March 1949. pp. 92-94.)
Mann, M. - Introduction to cataloging and classification of books.
2nd ed. 1944. ALA.
48
Montignani, J. B.
November 1947.
Moore, M. and Holleman, W. R. Cataloging commercial material.
(SPECIAL LIBRARIES. November 1947. pp. 295-97.)
Special breakdowns used by libraries. (S.L.A. Financial Group
Bulletin. October 1941. p. 16.)
Com
Taylor, M. S. Fundamentals of practical cataloging. 1948.
London, England. Allen and Unwin.
Cataloging works of art. (SPECIAL LIBRARIES.
pp. 292-93.)
Teare, R. F. Microphotography and cataloging; a forecast.
(College and Research Libraries. July 1946. pp. 231-36.)
-
The Library of Congress, Catalog Division Guide to the catalog-
ing of periodicals. 3d ed. 1925. Washington, D. C.
-
Classification
Thornton, J. L. Cataloging in special libraries. 1938. London,
England. Grafton & Co.
-
Voigt, M. J. Development and use of a classified catalog for
periodical literature in selected subject fields. (SPECIAL
LIBRARIES. November 1946. pp. 285-90.)
-
Circulation of Material See Information Services
Ball, N. T.- Classification of patents. (SPECIAL LIBRARIES.
January 1947. pp. 11-16.)
Bliss, H. E. - Bibliographic classification extended by systematic
auxiliary schedules for composite specification and notation.
1947. New York, N. Y. H. W. Wilson Company.
Classification of war subject material for users of Harvard
classification of business literature. (S.L.A. Financial Group
Bulletin. January 1943. p. 9.)
Cole, A. H. and Sterling, M. - Flexibility of the Baker Classifica-
tion. (SPECIAL LIBRARIES. July-August 1944. pp. 333-37.)
Harvard University, Graduate School of Business Administration,
Baker Library - A classification of business literature. 1937.
Cambridge, Mass.
*
49
Herdmen, M. M. - Classification: an introductory manual. 2d ed.
1947. ALA.
Mann, M. - Introduction to cataloging and classification of books.
2d ed. 1944. ALA.
G
Miller, R. - Classification angles involved in grafting Harvard on-
to Elliott. (S.-L.A. Financial Group Bulletin. October 1942.
p. 9.)
Sette, A. - An architectural clipping file. (SPECIAL LIBRARIES.
January 1946. p. 9-12.)
Sewell, W.
Classification of small collections of informational
material in laboratories and offices. (SPECIAL LIBRARIES.
July-August 1944. pp. 328-33.)
Swank, R. - A classification for state, county and municpal docu-
ments. (SPECIAL LIBRARIES. April 1944. pp. 116-120.)
Tauber, M. F. - Reclassification of special collections in college
and university libraries using the Library of Congress Classi-
fication. (SPECIAL LIBRARIES. April 1944. pp. 111-115.)
Discarding of Material
Ball, Mrs. M. O. - Weeding the information file. (SPECIAL
LIBRARIES. April 1948. pp. 115-16.)
Grieve, E. H. - Weeding the subject file. (SLA Financial Group
Bulletin. May 1949. pp.6-9.)
Munford, L. Q. - Weeding practices vary. (Library Journal.
June 15, 1946. pp. 895-98.)
Filing Systems
New filing system developed for special collections. (Library
Journal. May 15, 1948. pp. 794-97.)
Shufro, H. E. - Filing the corporate entry for the catalog user.
(SPECIAL LIBRARIES. February 1942. pp. 53-55.)
-
50
Government Publications See Special Collections
Indexing See Cataloging
Information Services See also Publicity
Bloomer, G. - Circulation of current journals in special libraries.
(SPECIAL LIBRARIES. February 1938. pp. 46-50.)
Cole, B. J. - Evaluating library procedures and services, methods
of presenting information; circulating periodicals. (SPECIAL
LIBRARIES. December 1943.
December 1943. pp. 486-88.)
Cole, B. R. Current journal routing. (SPECIAL LIBRARIES.
July-August 1944. pp. 324-27.)
Ditmas, E. M. R. Co-ordination of information: a survey of
schemes put forward in the last fifty years. (Jl. of Documenta-
tion. March 1948. pp. 209–22.)
-
Fleming, A. and Dent, B. M. - What an industrialist expects of an
information service. (Aslib Proceedings. 1946. pp. 47-53.
Disc. 53-56.)
McClelland, E. H. - Abstracts and annotations. (SPECIAL LIBRA-
RIES. September 1943. pp. 363-72.)
Simmons, E. N. - Problems of information service in industry.
(Aslib Proceedings. 1945. pp. 50-59. Disc. 59-64.)
Lantern Slides See Special Collections
Library Administration See Library Organization and Administration
Library Equipment See Library Planning
Library Organization and Administration
Allen, F. W. Some notes on the acquisition of old books. (SPECIAL
LIBRARIES. March 1947. pp. 73-76.)
51
Cavanaugh, E. S. Profits from research--the value of a special
library for your company. (Talk presented at a meeting of the
Chicago Association of Commerce and Industry and the Illinois
Chapter, SLA, June 10, 1947. (On loan from SLA Headquarters.)
Christ, R. Some considerations on the organization of a special
library. n.d. (Available gratis from SLA Headquarters.)
-
Cibella, R. C. - Conservation in the special library. (SPECIAL
LIBRARIES. February 1943. pp. 52-53; 67.)
Fischer, E. K.
LIBRARIES.
Foote, C. W. - Operating a technical library under a library com-
mittee. (Jl. Chemical Education. November 1943. pp. 544-45.)
The library in a research organization. (SPECIAL
January 1944. pp. 3-6.)
---
Frost, I. M. Facts behind the food you buy. (SPECIAL LIBRARIES.
January 1949. pp. 7-12.)
Hasselberg, M. - Coordination of branch office and home office
libraries. (SPECIAL LIBRARIES. February 1943. pp. 54-56.)
Hoyler, M. J. - A few timesaving methods. (SPECIAL LIBRARIES.
October 1943. pp. 403-07.)
Jackson, M. L. ed. - Organization and administration of a special
library. 1946. SLA. Pittsburgh Chapter.
Organizing a special business library. (Management Review.
July 1947. pp. 368-71.)
Parsons, M. A. T. Company library: a personnel approach.
(SPECIAL LIBRARIES. March 1945. pp. 85-90.)
Rich, W. G. - Insuring and placing insurable values on your library
collection. (SPECIAL LIBRARIES. February 1942. pp. 49–52.)
Schaaf, M. E. The company library. (Personnel Journal. July-
August 1948. pp. 110-12.)
-
-
-
Seidell, A. - Microfilm copying as an extension of library service.
(SPECIAL LIBRARIES.. October 1944. pp. 417-19.)
Shera, J. H. - Special library objectives and their relation to ad-
ministration. (SPECIAL LIBRARIES. March 1944. pp. 91-94.)
52
Wasson, J. D. - Putting knowledge to work. (Scientific Monthly.
November 1947 pp. 385-89.)
Wyatt, E. L., DeCou, G. E. and Barton, E. M.
(SPECIAL LIBRARIES. July-August 1948.
Library Planning
Campbell, D. K. and Goodwin, G. F. - A primer of library plan-
ning. (Wilson Library Bulletin. January 1946. pp. 243-59.)
Cheplowitz, I. M. Furniture and equipment. (Paper presented be-
fore S-T Group meeting at SLA Convention in Boston. 1946.)
(On loan from SLA Headquarters.)
Evans, I. B. N. - Planning and equipping the special library. 1946.
Aslib.
-
Fullman, G. - Planning and equipment of libraries in research or-
ganizations and industrial concerns. (Jl. of Documentation.
September 1946. pp. 68-75.)
Budgets and finance.
pp. 175-79.)
Fussler, H. H. ed. - Library buildings for library service. (Papers
presented before the Library Institute of the University of
Chicago, August 5-10, 1946. 1947. ALA.)
Holway, A. H. and Jameson, D. - Good lighting for people at work
in reading rooms and offices. 1947. Boston, Mass. Harvard
University, Graduate School of Business Administration, Divi-
sion of Research.
Ketch, J. M. - Library lighting. n.d. Schnectady, N. Y. General
Electric Company, Engineering Division.
Landuyt, Mrs. M. M. The place of the library in the organization.
(Paper presented before meeting of S-T Group on June 13, 1946,
at SLA Convention in Boston, Mass. (On loan from SLA Head-
quarters.)
-
Litchfield, D. H. and Bennett, M. N. - Microfilm reading machines.
(SPECIAL LIBRARIES. January-May-June, September 1943.
pp. 15-20; 45-50; 81-88; 123-30; 157-64; 379-84.)
-
Sale, R. C. - Floor layout. (Paper presented before meeting of
S-T Group on June 13, 1946, at SLA Convention in Boston, Mass.
(Available gratis from SLA Headquarters.)
!
Walter, F. K. Library furniture specifications. (Library
Journal. February 15, 1925. pp. 163-65.)
53
Lighting See Library Planning
Maps
--
See Special Collections
Microfilm Reading Machines See Library Planning
Microphotography - See Cataloging
Pamphlets See Special Collections
Photographs - See Special Collections
Preservation of Records
Annan, G. L. - Preservation of historical records and the need of
saving the ephemera of today. (SPECIAL LIBRARIES.
February 1947. pp. 39-44.)
Claflin, A. B. - Preservation of reference materials in a financial
library. (SPECIAL LIBRARIES. January 1944. pp. 21-23.)
Preserving books by air conditioning; a list of references. (Heat-
ing, Piping and Air Conditioning. August 1943. p. 437.)
Publicity See Also Information Services
Beedle, R. - Publicity in an institutional library. (SPECIAL
LIBRARIES. January 1949. pp. 20-21.)
Frankenstein, K. D. Library publicity. (SPECIAL LIBRARIES.
July-August. 1944.
1944. pp. 317-19.)
Humphrey, D. V. - Agency library service with a 1949 label.
(Advertising and Selling. December 1948. pp. 53-54.)
Joeckel, C. B. - Reaching readers: techniques of extending libra-
ry services. 1949. Berkeley, Calif. University of California
Press.
Lewton, L. O. - Publicity for the special library. (SPECIAL
LIBRARIES. April 1943. pp. 111-16.)
McIntyre, G. H. - Selling your company's library. (Jl. Chemical
Education. August 1944. pp. 368-69.)
54
Mitchill, A. C. - Publicizing a company library. (SPECIAL LIBRA-
RIES. January 1949. pp. 17-20.)
Publicity that worked. (Wilson Library Bulletin. March 1949.
pp. 528-63.)
Sellers, R. Z. - Exhibits can be easy. (Wilson Library Bulletin.
March 1949. pp. 526-27.)
Shorb, L. - Special library services and their plan in the library
community. (SPECIAL LIBRARIES. September 1946. pp. 12-14.)
Strain, P. M. - Public relations for special libraries. (SPECIAL
LIBRARIES. March 1945. pp. 79-82.)
Punched Cards
Ferris, L. A. and others - Bibliography on the uses of punched
cards. (Jl. of Documentation. March 1948. pp. 250-71.)
Gull, C. D. Summary of applications of punched cards as they
affect special libraries. (SPECIAL LIBRARIES. September
1947. pp. 208-12.)
-
Stokes, K. M. Library applications of punched card systems.
(SPECIAL LIBRARIES. September 1947. pp. 204-08.)
Recruiting for Librarianship- See Special Librarianship
Reference Collection
See Special Collections
Reference Work
dig
Bradley, P. - Special libraries and research in labor and indus-
trial relations. (SPECIAL LIBRARIES. March 1948. pp. 82-86.)
Butler, P. ed. The reference function of the library. (Papers
presented before the Library Institute at the University of
Chicago, June 29 to July 10, 1942. ALA.)
-
Cheney, F. N. - Wilson publications as reference tools. (Wilson
Library Bulletin. June 1948. pp. 801-06.)
G
Christ, R. W. - Recording reference service. (College and Re-
search Libraries. January 1947. pp. 23-27.)
55
Coman, E. T. Sources of business information. 1949. New York,
N. Y. Prentice-Hall, Inc.
-
Hopp, R. H. and Howell, W. W. - Abstracting has its own techniques.
(Library Journal. November 15, 1947. pp. 1578-80.)
Hutchins, M. - Introduction to reference work. 1944. ALA.
Lewton, L. O. The roving librarian. (SPECIAL LIBRARIES.
March 1945. pp. 75-79.)
-
Little, G. D. - Locating difficult periodical references. (SPECIAL
LIBRARIES. September 1944. pp. 373-79.)
Stores, C. D. - Fatent searching. (SPECIAL LIBRARIES. March
1949. pp. 88-92.)
Strieby, Mrs. I. M. - Reference files in a pharmaceutical library.
(Bulletin of the Medical Library Association April 1947.
pp. 107-15.)

Strieby, Mrs. I.M. and Cole, B.J. - Finding facts for a chemical
clientele. (Chemical Industries. December 1945. pp. 1064-68.)
Subject headings used in the dictionary catalogs of the Library of
Congress. 5th ed. 1949. Washington 25, D.C., Superintendent
of Documents, U. S. Government Printing Office.
Whitford, R. H. and O'Farrell, J. B. - Use of a technical library.
(Mechanical Engineering. December 1948. pp. 987-93.)
Research Reports See Special Collections
Special Collections
Anderson, H. C. - Lantern slides. (S.L.A. Proceedings. 1938.
pp. 52-53.)
Brown, D. A. - Problem of research reports. (SPECIAL LIBRA -
RIES. February 1947. pp. 44-46.)
Burke, W. J. - Picture collection of Look magazine. (SPECIAL
LIBRARIES. December 1944. pp. 481-86.)
Dana, J. C. - The picture collection. 5th ed. 1943. (Revised by
Marielle Frebault.) Newark, N. J. Free Public Library.
56
Eastin, R. B. - Documents problems will be solved. (Library
Journal. August 1947. pp. 1069-73.)
Gilley, R. E. - Procedure in building a reference collection.
(Illinois Libraries. October 1947. pp. 361-64.)
Leonard, R. S. - Pamphlets and other ephemeral material.
(American Journal of Nursing. October 1948. pp. 1-4.)
Lewis, D. C. - Maps: problem children in libraries.
LIBRARIES Proceedings. 1944. pp. 75-78.)
Meyer, I. M. U.S. Government publications in relation to indus-
try. (SPECIAL LIBRARIES. February 1947. pp. 35-38.)
.
Schneider, A. H. Some practical suggestions regarding speci-
fications for rebuilding public records. (American Archivist.
July 1946. pp. 226-28.)
(SPECIAL
Shorb, L. - Research records in a library. (SPECIAL LIBRARIES.
January 1949. pp. 12-16.)
Strain, P. M. - Photographs in scientific and technical libraries.
(SPECIAL LIBRARIES. March 1948. pp. 77-82.)
Special Librarianship
Barnstead, W. G. - General training in librarianship and in the
field of special library work. (Proceedings of the First Re-
gional Conference of Montreal, Toronto, and Western New York
Chapters, SLA. pp. 17-18. 1947.)
Employers' evaluation of training desirable for the special libra-
rian. (SPECIAL LIBRARIES. November 1948. pp. 309-13.)
Fitzgerald, F. E. Special librarian and technical progress.
(SPECIAL LIBRARIES. February 1946. pp. 35-40.)
-
-
GEN
Hintz, C. W. Recruiting, training and management of librarians.
(SPECIAL LIBRARIES. October 1945. pp. 320-28.)
Leonard, R. S. - Recruitment and training of special librarians to
fit the present and future needs of the special library profession
in the U. S. (Aslib. Proceedings. 1944. pp. 71-75.)
57
Miller, R. Personnel in-service training. (SPECIAL LIBRARIES.
July-August 1944. pp. 321-24.)
Pulling, H. A. - Recruitment and the library school. (SPECIAL
LIBRARIES. November 1948. pp. 313-16.)
Southern, W. A. Education for special librarianship. (SPECIAL
LIBRARIES. November 1948. pp. 316-24.)
Stebbins, K. B. The challenge of special librarianship. (School
and College Placement. December 1946. pp. 42-48.)
-
Voigt, M. J. - Training for special librarianship. (Minnesota
Libraries. June 1947.
June 1947. pp. 178-88.)
Special Libraries
Manley, M. C. ed. The special library profession and what it
offers. Surveys of fifteen fields. 1938. SLA.
Staff Manuals
-
Special Libraries Association - Special library resources. 4v
1941-47.
-
My
Basil, H. comp. Library manual. 1946. Chicago, Illinois, Crane
Company, Research and Development Laboratories.
Boots, R. Suggestions for the preparation of a staff manual.
(SPECIAL LIBRARIES. July-August, 1943. pp. 292-94.)
G
Kessler, D. Functional approach to the preparation of a library
staff manual. (SPECIAL LIBRARIES. December 1943. pp. 477-
80.)
McKavitt, M. A. - Subject, method, scholarship and the library
manual. (SPECIAL LIBRARIES. December 1942. pp. 357-60.)
Morley, L. H. - Library manual of the U. S. Department of
Justice. (SPECIAL LIBRARIES. December 1942. pp. 361-63.)
A suggested outline of content for a staff manual. (SLA Financial
Group Bulletin. July 1941. pp. 9-11.)
Wright, J. E. - Manual of special libraries techniques. 2d ed.
1947. Aslib.
58
Subject Headings
Gull, C. D. - Some remarks on subject headings. (SPECIAL
LIBRARIES. March 1949. pp. 83-88.)
Hanson, A. O. - Subject headings in special libraries. (SPECIAL
LIBRARIES. December 1946. pp. 317-22.)
Hirshberg, H. S. and Melinat, C. H. - Subject guide to United
States government publications. 1947. ALA.
Martin, N. J. ed. - Subject headings used in the dictionary catalogs
of the Library of Congress. 5th ed. 1948. Washington 25, D. C.,
Subject catalog division, Library of Congress.
Orne, J. Subject analysis--a rising star. (SPECIAL LIBRARIES.
February 1948. pp. 42-46.)
Pettee, J. Subject headings; the history and theory of the alpha-
betical subject approach to books. 1946. New York, N. Y.
H. W. Wilson Company.
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Prevost, M. L. - An approach to theory and method in general
subject headings. (Library Quarterly. April 1946. pp. 140-51.)
Sears, M. E. ed. List of subject headings for small libraries,
5th ed. with the addition of decimal classification numbers by
Isabel Stevenson Munro. 1944 New York, N. Y.-H. W. Wilson
Company.
Timesaving Methods
Wenman, L. M. and Ball, Mrs. M. O. comps. - Subject headings for
the information file. 6th ed. 1946. New York, N. Y. H. W.
Wilson Company.
Weeding
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J
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Madaga
Training for Special Librarianship See Special Librarianship
See Library Organization and Administration
C
See Discarding of Material
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