Mastering the Art of Shelving: A Comprehensive Guide for Library Professionals and Volunteers
Shelving books in a library might seem like a simple task, but it’s a crucial aspect of library organization and accessibility. Proper shelving ensures that patrons can easily find the materials they need, and it helps maintain the overall order and efficiency of the library. This comprehensive guide provides detailed steps and instructions for shelving books accurately and efficiently, catering to both library professionals and volunteers.
## Why is Proper Shelving Important?
Before diving into the specifics of shelving, it’s important to understand why it matters. Accurate shelving directly impacts several key areas:
* **Accessibility:** Correctly shelved books are easier to find, leading to a better user experience for library patrons. Patrons can quickly locate the books they are looking for without frustration, increasing library usage and satisfaction.
* **Efficiency:** When books are shelved correctly, library staff can locate materials quickly for interlibrary loans, reserves, or other purposes. This saves time and resources, improving overall library efficiency.
* **Inventory Control:** Proper shelving is essential for accurate inventory management. Knowing where each book is located helps track materials, identify missing items, and prevent loss.
* **Aesthetics:** A well-organized library is visually appealing and creates a welcoming environment for patrons. Clean, orderly shelves contribute to a positive impression and encourage browsing.
* **Preservation:** Proper shelving techniques minimize wear and tear on books, prolonging their lifespan. Avoiding overcrowding and using appropriate support materials can prevent damage to spines and covers.
## Understanding Library Classification Systems
The foundation of proper shelving lies in understanding the library’s classification system. The two most common systems are the Dewey Decimal System (DDC) and the Library of Congress Classification (LCC).
### Dewey Decimal System (DDC)
The Dewey Decimal System is a numerical classification system used in many public and school libraries. It organizes books by subject, assigning each book a unique call number that indicates its place on the shelves.
* **Main Classes:** The DDC divides knowledge into ten main classes, numbered 000-900:
* 000 Computer science, information & general works
* 100 Philosophy & psychology
* 200 Religion
* 300 Social sciences
* 400 Language
* 500 Science
* 600 Technology
* 700 Arts & recreation
* 800 Literature
* 900 History & geography
* **Subdivisions:** Each main class is further subdivided into more specific categories using decimals. For example:
* 500 Science
* 510 Mathematics
* 512 Algebra
* 512.9 Polynomials
* **Call Numbers:** A DDC call number typically consists of the Dewey number, followed by a decimal point and further numbers for greater specificity. It may also include a cutter number (usually the first letter of the author’s last name, followed by numbers) to distinguish between books with the same Dewey number. Example: 512.9/SMI
### Library of Congress Classification (LCC)
The Library of Congress Classification is an alphanumeric system used primarily in academic and research libraries. It is more complex than the DDC and provides a greater level of detail in subject classification.
* **Main Classes:** The LCC divides knowledge into 21 main classes, each represented by a letter of the alphabet:
* A General Works
* B Philosophy, Psychology, Religion
* C History – Auxiliary Sciences
* D World History and History of Europe, Asia, Africa, Australia, etc.
* E History of the United States
* F Local History of the United States and British, Dutch, French, and Latin America
* G Geography, Anthropology, Recreation
* H Social Sciences
* J Political Science
* K Law
* L Education
* M Music
* N Fine Arts
* P Language and Literature
* Q Science
* R Medicine
* S Agriculture
* T Technology
* U Military Science
* V Naval Science
* Z Bibliography, Library Science, Information Resources
* **Subdivisions:** Each main class is further subdivided using additional letters and numbers. For example:
* Q Science
* QA Mathematics
* QA71 Algebra
* **Call Numbers:** An LCC call number typically consists of one or two letters representing the main class and subclass, followed by numbers and a cutter number. Example: QA71 .S55 2023
### Understanding Cutter Numbers
Regardless of the classification system, cutter numbers are used to further distinguish books with the same classification number. They are usually based on the author’s last name and are arranged alphabetically and numerically. Cutter numbers help to ensure that books are shelved in a specific order within a classification group.
## Step-by-Step Guide to Shelving Books
Now, let’s move on to the practical steps involved in shelving books accurately and efficiently. The following steps apply to both DDC and LCC systems, with slight variations as noted.
**Step 1: Preparing for Shelving**
* **Gather Your Materials:** You’ll need a book cart or trolley to transport books, a step stool for reaching high shelves, and a copy of the library’s shelving guidelines or a call number guide for reference.
* **Organize Your Books:** Before heading to the shelves, organize the books on your cart according to their call numbers. This will save time and effort as you shelve.
* **Check for Holds or Reserves:** Before shelving, check each book to see if it has a hold request from a patron. If so, set it aside and place it in the designated holds area.
* **Inspect the Books:** Examine each book for damage before shelving. If you find a damaged book, set it aside for repair or replacement.
**Step 2: Reading the Call Number**
* **Understand the Format:** Familiarize yourself with the format of the call numbers in your library. Whether it’s DDC or LCC, understand how the different parts of the call number are arranged and what they represent.
* **Read from Top to Bottom:** Call numbers are read from top to bottom. Each line provides a more specific piece of information about the book’s location.
* **DDC Example:** For a DDC call number like 512.9/SMI, you would first look for the 500s section, then the 510s, then the 512s, and finally the 512.9s. Within the 512.9 section, you would alphabetize by the cutter number (SMI).
* **LCC Example:** For an LCC call number like QA71 .S55 2023, you would first find the QA section, then the QA71 section. Within the QA71 section, you would alphabetize by the cutter number (.S55) and then shelve by year (2023).
**Step 3: Locating the Correct Section**
* **Start with the Main Class:** Use the first part of the call number (the Dewey number or the LCC letter) to locate the correct section of the library.
* **Look for Guide Signs:** Libraries typically have guide signs or shelf labels to help you navigate the collection. Look for signs that indicate the range of call numbers in each section.
* **Check Adjacent Shelves:** If you can’t find the exact call number you’re looking for, check the adjacent shelves. It’s possible that the section is located nearby.
**Step 4: Shelving the Book**
* **Compare Call Numbers Carefully:** Before placing a book on the shelf, carefully compare its call number to the call numbers of the books already on the shelf. Ensure that the book is placed in the correct sequence.
* **Shelve from Left to Right, Top to Bottom:** Books are typically shelved from left to right on each shelf, and from top to bottom. This ensures a consistent and logical arrangement.
* **Consider Shelf Space:** Don’t overcrowd the shelves. Leave enough space for patrons to easily remove and replace books. If a shelf is too full, consider shifting books to adjacent shelves or sections.
* **Maintain Vertical Alignment:** Keep books aligned vertically on the shelf. This creates a neat and orderly appearance and prevents books from leaning or falling over.
* **Avoid Overhanging Books:** Make sure that books don’t overhang the edge of the shelf. This can damage the spine and cover.
**Step 5: Special Considerations**
* **Oversized Books:** Oversized books are typically shelved in a separate section, often on lower shelves or in a designated area. Follow your library’s guidelines for shelving oversized books.
* **New Books:** New books are often displayed in a special section to promote them to patrons. Follow your library’s procedures for handling new books.
* **Reference Books:** Reference books are typically shelved in a separate reference section and are not available for checkout. Ensure that reference books are placed in the correct location.
* **Paperbacks:** Paperbacks can be more fragile than hardcover books. Consider using book supports or placing paperbacks in protective covers to prevent damage.
* **Serials/Periodicals:** Magazines and journals (serials/periodicals) have their own shelving protocols, often arranged chronologically or alphabetically by title. Consult your library’s specific policies.
## Tips for Efficient and Accurate Shelving
* **Practice Makes Perfect:** The more you shelve, the better you’ll become at it. Take the time to practice and familiarize yourself with the library’s collection.
* **Pay Attention to Detail:** Accuracy is key to proper shelving. Double-check call numbers and shelf locations to avoid errors.
* **Ask for Help:** If you’re unsure about something, don’t hesitate to ask a librarian or experienced volunteer for assistance.
* **Use Shelf Markers:** Use shelf markers to hold your place while you’re retrieving or shelving books. This will prevent you from losing your place and making errors.
* **Work in Sections:** Focus on shelving one section at a time. This will help you stay organized and avoid getting overwhelmed.
* **Report Problems:** If you notice any problems, such as damaged books, missing shelf labels, or overcrowded shelves, report them to a librarian or supervisor.
* **Stay Updated:** Library classification systems and shelving procedures can change over time. Stay updated on any new guidelines or policies.
* **Develop a System:** Create a personal system for checking and double-checking your work. This might involve reciting the call number aloud, visually scanning the adjacent books, or using a checklist.
* **Use Technology:** If your library uses a mobile shelving app or handheld scanner, learn how to use it effectively. These tools can help you shelve books more quickly and accurately.
* **Consider Book Supports:** Use book supports to keep shelves tidy and prevent books from leaning. These are especially helpful for shelves that are not fully occupied.
## Common Shelving Mistakes to Avoid
* **Transposing Numbers:** Accidentally switching the order of digits in a call number (e.g., shelving 612.3 as 621.3).
* **Ignoring Decimal Points:** Misinterpreting the significance of decimal points in Dewey Decimal numbers.
* **Misreading Letters:** Confusing similar letters, such as ‘O’ and ‘D’, or ‘I’ and ‘L’, in Library of Congress call numbers.
* **Ignoring Cutter Numbers:** Neglecting to shelve books in the correct order according to their cutter numbers.
* **Forgetting Publication Dates:** Ignoring the publication date when shelving books with similar call numbers.
* **Overlooking Special Collections:** Not recognizing and properly shelving books that belong to special collections (e.g., local history, rare books).
* **Crowding Shelves:** Overfilling shelves, which can damage books and make it difficult for patrons to browse.
* **Misinterpreting Shelf Labels:** Incorrectly reading or interpreting shelf labels, leading to shelving errors.
* **Failing to Shift Books:** Not adjusting the position of books on the shelf to accommodate new additions or to create space.
* **Ignoring Spine Labels:** Overlooking the information on the spine label, which can include important details about the book’s category or subject.
## Maintaining Shelf Order: Shelf Reading
Shelf reading is the process of systematically checking the shelves to ensure that books are in the correct order. It’s an essential task for maintaining the accuracy and accessibility of the library’s collection.
* **Frequency:** Shelf reading should be done regularly, ideally at least once a month for each section of the library.
* **Procedure:**
* Start at one end of a shelf and carefully examine each book, comparing its call number to the call numbers of the adjacent books.
* Look for books that are out of order, mislabeled, or missing.
* Correct any errors you find by moving books to their proper locations.
* Note any missing books and report them to a librarian or supervisor.
* **Tips for Effective Shelf Reading:**
* Use a shelf list or inventory list as a reference.
* Work systematically, shelf by shelf.
* Pay close attention to detail.
* Use a flashlight to illuminate dark corners.
* Take breaks to avoid eye strain.
## The Impact of Technology on Shelving
Technology has significantly impacted library shelving, making the process more efficient and accurate.
* **Integrated Library Systems (ILS):** ILS software tracks the location of books and generates reports on shelving errors.
* **Handheld Scanners:** Scanners can be used to scan the barcodes of books and verify their location on the shelves.
* **RFID Technology:** Radio-frequency identification (RFID) tags can be attached to books to allow for automated tracking and inventory management.
* **Mobile Shelving Apps:** Mobile apps can be used to guide staff and volunteers through the shelving process, providing real-time feedback and instructions.
## Training and Resources for Shelvers
Proper training is essential for ensuring that library staff and volunteers can shelve books accurately and efficiently.
* **On-the-Job Training:** Provide new shelvers with hands-on training and supervision.
* **Shelving Manuals:** Create a shelving manual that outlines the library’s policies and procedures.
* **Training Videos:** Use videos to demonstrate proper shelving techniques.
* **Online Resources:** Provide access to online resources, such as library websites and tutorials.
* **Mentoring Programs:** Pair new shelvers with experienced mentors.
## Conclusion
Mastering the art of shelving is a vital skill for anyone working in a library. By understanding library classification systems, following a step-by-step guide, and paying attention to detail, you can ensure that books are shelved accurately and efficiently. This, in turn, will improve the accessibility of the library’s collection, enhance the user experience, and contribute to the overall success of the library. Remember to stay updated on best practices, embrace technology, and never hesitate to ask for help. With dedication and practice, you can become a shelving expert and make a valuable contribution to your library community.
By implementing these strategies and committing to ongoing training, libraries can maintain well-organized collections that meet the needs of their patrons and support the mission of the library. Proper shelving is not just about putting books on shelves; it’s about creating a welcoming and accessible environment for learning and discovery.