Reference Sources: Origin, Evaluation and Use

What is a Reference Source?

The ALA Glossary of Library and Information Science:

(functional) a book designed by the arrangement and treatment of its subject matter to be consulted for definite items of information rather than to be read consecutively

(administrative) a book whose use is restricted to the library building

What is a Reference Source?(or)

• resources most frequently used by reference librarians (printed, microforms, CD-ROM, machine-readable, accessible through networks) owned or leased by the library

• types of reference books characterized by peculiar presentation of information, arrangement, indexing

almanacs directories dictionaries encyclopedias gazetteers handbooks indexes maps almanacs

directories dictionaries encyclopedias gazetteers handbooks indexes maps almanacs directories

dictionaries encyclopedias gazetteers handbooks indexes maps almanacs directories dictionaries

encyclopedias gazetteers handbooks indexes maps almanacs directories dictionaries encyclopedias gazetteers handbooks indexes maps almanacs

directories dictionaries encyclopedias gazetteers handbooks indexes maps almanacs directories

dictionaries encyclopedias gazetteers handbooks indexes maps almanacs directories dictionaries

encyclopedias gazetteers handbooks indexes maps

Reference Sources

• lookup rather than reading

• reference sources provide a representation based upon which we proceed with retrieval of information from another source (secondary, primary)

What is a Reference Source?(general)

• information source that provides access to organized information

Reference Source Types

each genre has a distinct epistemological strategy

how does a bibliography let us know?

what does a bibliography let us know?

what are the retrieval structures for a bibliography?

how is it different from a library catalog?

bibliography

how does an index let us know?

what does an index let us know?

what are the retrieval structures for an index?

how is it different from a library catalog, bibliography, almanac?

index

how does an abstract let us know?

what does an abstract let us know?

what are the retrieval structures for an abstract?

as surrogate, it represents …?

abstract

Categorization of Reference Sources

• reference collections specifically serves to address information queries

• traditional division of information sources which are used by information specialists to answer specific information queries by their patrons, is reflected in the development of a reference collection in the different types of libraries

Categorization of Reference Sources• format

• referencing sources containing information (encyclopedias, almanacs, dictionaries, directories, handbooks, yearbooks, atlases, government information, statistical sources)

sources with reference to places where information can be found (catalogs, bibliographies, indexes)

• relationship to raw data (primary, secondary, tertiary)

Categorization of Reference SourcesThe source types (or genres) fall into the following categories: indexes, bibliographies

dictionaries biographical sources

encyclopedias almanacs, handbooks, ready-reference sources

geographical sources (gazetteers, dictionaries of place names, guidebooks)

government documents statistical sources This division is also reflected in the organization of libraries' reference collections

cf.Library of Congress (Main Reading Room)  

History of Reference Sources• may be interpreted as historical forms, related to changes in

the forms of organization of information, and communicational needs of a society

• indexes, dictionaries, and the almanacs are early equivalents of an encyclopedia that aims to capture all knowledge (in an "encyclopedic fashion")

• bibliography is a 15th century development, and the encyclopedia an even later achievement of the French Encyclopedists in the 18th century

History of Reference Sources• exponential growth of information from the 19th cent. • need to organize a variety of sources and information

about them, or facts and data, in various sources• statistical information, pictorial information, spatial

information, and government information sources are all the product of a later explosion in the amount of information

• need for information in conducting private affairs of individuals, and public affairs of various communities and constituencies

History of Reference Sources• tools that the libraries developed in order to facilitate

access to a body of literature, subject domain, or serve special populations of users

• catalogs, bibliographies, and subject guides (pathfinders) that represent in-house tools that facilitate access to a narrow subject domain

History of Reference Sources

• created by individuals or collective effort (committees, editorial guidance), commercial sector (online vendors, A&I services)

• catalogs represent a collective effort of many librarians, continued by the bibliographic utilities

• bibliographies are often compiled by individuals• encyclopedias, and other information sources are

produced under editorial guidance

History of Reference Sources

• indexing and abstracting services -- converging influence of the development of online databases (origins: Poole's Index to Periodical Literature, Reader's Guide to Periodical Literature)

• commercial vendors are developing these sources and selling them for the use of libraries and information agencies

2.0 Resources

2.1 The library should collect or provide access to information resources germane to its mission and reflecting the full spectrum of the population it serves.

2.2 The library should develop an information resources collection and development policy consistent with the goals of its institution or community. These information resources should satisfy through content, currency, format, organization, and quantity a diversity of user needs.

2.3 As necessary, information services personnel should reach beyond in-house collections and in-house expertise by drawing on the resources of other organizations that collect and provide information, by consulting individual experts, and by tapping external information sources regardless of their medium.

2.4 The library should provide access to the most current reference sources available in order to assure the accuracy of information.

These guidelines address information services from the following perspectives:

1. Services

2. Resources

3. Access

4. Personnel

5. Evaluation

6. Ethics

3.0 Access

3.1 The library should arrange information services according to a coherent plan, taking into account ready accessibility to users. The information services workspace should be large enough to accommodate staff, the collection of information resources, equipment necessary for accessing all communications and other equipment, and users seeking their services.

3.2 The library should make service areas for information services highly visible and accommodate the needs of users, including users with disabilities. Signage should unambiguously direct users to areas where they can obtain assistance in finding the information they seek.

3.3 The library should support state-of-the-art communications methods for access to information resources for all its users.

3.4 The library should provide appropriate equipment in adequate quantities and in good working order for the convenient, efficient consultation of local and remote information resources by staff and the public. This includes communications hardware and software to receive and answer queries for information from users.

3.5 Operation hours for information services should be responsive to the community’s needs and behavior and the library’s financial and personnel resources.

These guidelines address information services from the following perspectives:

1. Services

2. Resources

3. Access

4. Personnel

5. Evaluation

6. Ethics

Development of Reference Collections• Objectives• Subject scope, • Size • Types of materials• Responsibility for selection and selection procedures• Weeding• Inventory of the reference collection• Incorporate technology-based criteria in selecting

electronic databases• Guides to reference sources (Balay; Walford; Kister)

Arrangement of Reference Collections• frequency of use (ready-reference, general reference,

stacks)

• format

• classified, abc, type of source (reference tables with indexes)

5.0 Evaluation

...

5.5 The library should evaluate individual resources within the collection based upon professional standards and users’ needs. It should also evaluate its information resources as a unified information system, including in-house print and non-print as well as accessible external resources....

These guidelines address information services from the following perspectives:

1. Services

2. Resources

3. Access

4. Personnel

5. Evaluation

6. Ethics

Evaluation of Sources• quality of sources determined; suitability for inclusion in

the library’s reference collection

• evaluation criteria for print sources, non-print (manuscripts, multimedia, electronic)

• criteria that apply to all sources (Bopp & Smith, p. 312-316)

• special evaluation criteria for a type of source (Bopp & Smith, Katz)

why evaluate and review new information sources?

• raise the standard for producers• pushing producers to meet the standards set by the

information provider community that represent the needs of the users of information

General Evaluation Criteria FormatScopeRelation to similar worksAuthorityTreatmentArrangementSpecial featuresCost

General Evaluation Criteriaauthority

1. Authorship. What are the qualifications in experience and education of the author, authors, contributors, and editors by reputation and as revealed in previous works?

2. Auspices. What is the reputation of the publisher or the sponsoring agency?

3. Genealogy. Is the work new? If it is based on previous publication, what is the extent of the revision?

General Evaluation Criteriascope

4. Purpose. To what extent is the statement of purpose in the preface fulfilled in the text?

5. Coverage. What is the range of subject matter and what are the limitations?

6. Recency. How up to date is the material? Are all of the articles and bibliograpies as recent as the last copyright date?

7. Bibliographies. To what extent do the bibliographies indicate scholarship and send the user on to additional information?

General Evaluation Criteriatreatment

8. Accuracy. How thorough, reliable and complete are the facts?

9. Objectivity. Is there any bias in controversial issues? How balanced is the space given one subject as compared with others of equal importance?

10. Style. Is the writing level that of the layman or the scholar, adult, or child? How readable is the work?

General Evaluation Criteriaarrangement

11. Sequence. Does the sequence of content follow classified, chronologic, geographic, tabular or alphabetic order? If alphabetic, are the topics large or small?

12. Indexing. Is the main text arrangement adequately complemented by indexes and cross references

General Evaluation Criteriaformat

13. Physical make-up. Do binding, paper, type, and layout meet minimum specifications?

14. Illustrations. Are the illustrations of good quality, are they of real significance and are they directly related to the text?

General Evaluation Criteriaspecial features

15. Distinction. What features distinguish this information source (reference book) from all others?

16. Comparative values. How does the work compare to similar titles? Reviews: are they favorable?

Electronic Formats General Evaluation Criteria

 • electronic media evaluation demands expanded

expertise but the basics developed for reviewing print materials remain the basis for reviews in any format

• the following questions should be asked, going beyond the wonder of recall value, or the perceived ease of use

Electronic Formats General Evaluation Criteria

• Who is the progenitor of this information?• Upon what authority is it presented?• What is the expertise of the providers?• How accurate, in depth, comprehensive, and up-to-date is it?• Who is its audience?• What does it deliver in terms of its medium?• Is it cheaper, easier, faster, user-friendly that the alternative?• How does it compare to its print or CD-ROM version or to

similar products in the same or other formats?

Future Developments for Reference Titles

Katz predicts that the future of information sources is in an electronic format

Ps to Es

Future Developments• traditionally available in print format but increasingly

alternative formats (CD ROM format, online databases)• increased specialization in subject matter is another

anticipated development in how information will be provided

• revolution in information delivery (networked context of information distribution, document delivery services, and full texts available electronically

• increasing sophistication of the end-user in searching and accessing information

Future Developments: Ps to Es

Information may now be stored electronically in such a way that divisions among encyclopedias, biographies, and government documents are no longer needed. A vast electronic database of reference material includes all these. Sitting at a computer one is able to search not just an index, not just a bibliography, but many forms of reference works at the same time.

(Katz 1996, Vol. 1, 24)

Future Developments: Ps to Es

With that, though, it is necessary to appreciate the reference librarian who can differentiate sources of information (index or encyclopedia, yearbook or government document) and is able to ascertain what is likely to be best for the individual with a query. Forms, therefore, remain and will continue to remain important as guides to types of content, reliability, relative currency, and so on. So no matter how the sources are bunched together electronically, it is imperative to be able to differentiate fruit as an orange, an apple, or a pear.

(Katz 1996, Vol. 1, 24)

What is Variable?

• their structuring (as database, or sequential list with indexes for additional entry points)

• their displays and interfaces (print, digital) may be distinctly diverse in print, CD ROM, online, or electronic library format

• some features of information sources remain predictable

What is Stable in the Process of Migration?

• ?• ?• ?• forms of information sources• ways in which they are created

Ps to Es

• print sources may become obsolete in providing information

• the ability to evaluate content and its delivery will remain crucial skills of information professionals

Implications for Reference?

• it pays to think about what each source type is likely to offer in terms of information delivery

• and predictable, stable features, and queries that it is fit to answer