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Unit 5: Management of Library Automation

holdings from non-machine-readable form to machine-readable form and that are not converted Notes
during day to day process. Harrod’s Librarian’s Glossary defines retrospective conversion
(information retrieval) is a partial or complete conversion of an existing catalogue into machine-
readable form as opposed to converting records created currently.
Retrospective conversion is the process of turning a library’s existing paper catalogue record
into a machine readable form. Retrospective conversion usually entails using catalogue cards
(with a minimum of data like call number, author, title, ISBN and/or LCCN information) to find
or create bibliographic record in a database of machine readable record such as OCLC (World
Cat) and brining those records into the existing local database. Usually retrospective conversion
is done to obtain the full MARC records on each item. A full MARC record contains valuable
information such as summary information that can be key-worded and searched using the
electronic catalogue. MARC records are a standard format that allows exchange of data between
various sites or systems. The local database then allows electronic access to the catalogue and
automated circulation using patron and item bar codes.
From the above definitions, it can be concluded that retrospective conversion is:
conversion of bibliographical information of library holdings;

from non-machine-readable form to machine-readable form; and
those are not created during day to day process.
It can be accomplished in a number of ways, and the choice of the best method(s) for any library
or information centre depends on the type and size of the collection, budget available, quality
standards desired, time constraints, and staff, etc. Though essential and one time activity, it is a
time consuming and costly undertaking for a library.

Did u know? In 1968, with the financial support of the council on library resources, the
Library of Congress conducted a study by a task force for retrospective conversion of the
library holding. It was known as Retrospective Conversion (RECON). The report of the
task force was published in 1969. In August 1969, the RECON pilot project was initiated.
The pilot project of RECON continued for two years and approximately 58,000 records
were converted during the pilot project and the work is still continuing. The retrospective
catalogue conversion made by the British Library is held in the BNB/LASER file. It was
built up by the British National Bibliography (BNB) and the London and South Eastern
Library Region (LASER).

5.3.1 Need and Objectives of Retrospective Conversion

The conversion of database of library holdings from non-machine-readable form to machine-
readable form is a pre-requisite to implementing an automated system. This database would
become the foundation for other library activities such as on-line public access catalogue (OPAC),
circulation, catalogue maintenance, resource sharing, etc. These records provide the means of
generating statistics and other information that is needed to improve the existing services and
introduction of new one.
The objectives of retrospective conversion are:
to create a database for the automation system
to maximize access to the collection

to improve the services
reduction in time for searching of a document

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