IMC451: RETRIEVAL TOOLS 1

ACKNOWLEDGEMENT

First and foremost, we would like to show our gratitude to Allah SWT for His Mercy and
Guidance in giving us the full strength to complete this “Retrieval Tool” task. We would like to
express our deepest appreciation to all those who provided us the possibility to complete this task.
Even facing with some difficulties in completing this task, we still managed to complete it.

We also would like to thank to our lecturer of this assignment, Noor Zaidi Bin Sahid for
the valuable guidance and advice. He inspired us greatly to work in this assignment. His
willingness to motivate us contributed tremendously to our assignment. We also would like to
thank him for showing us some example that related to the topic of our assignment. Besides, we
would like to thank Perpustakaan Raja Tun Uda (PPAS) and Perpustakaan Tun Abdul Razak
(PTAR) for providing us with a good environment and facilities to complete this project. In
addition, we would also like to thank our classmates which provide us valuable information as the
guidance of our assignment.

Finally, an honorable mention goes to our families and friends for their understandings and
supports on us in completing this assignment. Without helps of the particular that mentioned
above, we would face many difficulties while doing this.

In addition, grateful acknowledgement to all of our friends who never give up in giving
their support to us in all aspects of life. Thank you very much to our friends, we will never forget
all of your kindness.
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INTRODUCTION

Retrieval tools are systems created for retrieving information. They are designed to help
users find, identify, select, and obtain information resources of all types. Retrieval tools are
essential as basic building blocks for a system that will organize as much of the world’s recorded
information as possible. Paul Otlet and Henri LaFontaine dream of being able to provide access to
all recorded information that has existed since 1892, so they organized a conference to create
Universal Bibliographic Control (UBC). They wanted to create a central file that would include
surrogate records particularly for scientific journals of the world.

As UBC evolved throughout the twentieth century, it came to mean that each country of
the world would be responsible for creation of surrogate records for its information recources and
would share those surrogate records with all other countries. The concept was extended also to
authority control of the headings for names and titles used as access points. Example of the
retrieval tools are the bibliographies, catalogs, indexes, finding aids, registers and search engine
and directories.

In this task, we will be explaining more about bibliographies. The arrangement, the order
and formatting, the types of bibliographies and the differences between bibliographies and
reference are included in this task to gain more information about bibliographies.
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WHAT IS BIBLIOGRAPHY?

A bibliography is a list of books, scholarly articles, speeches, private records, diaries,

interviews, laws, letters, websites, and other sources you use when researching a topic and writing
a paper. The bibliography appears at the end. The main purpose of a bibliography entry is to give
credit to authors whose work you've consulted in your research. It also makes it easy for a reader
to find out more about your topic by delving into the research that you used to write your paper.

The bibliography is the key element of a assignment which is used to judge the quality of
the work done by the researcher. Therefore, use up-to-date resources and be sure you know how
to cite the references. Please do not ignore the nuances of a bibliography. It exhibits your critical
thinking, it proves you have read and understood your sources, it establishes your work as a valid
source and you as a competent researcher, and it situates your study and topic in a continuing
professional conversation. And lastly, your bibliography might stimulate other researchers to carry
on further work on your chosen topic of research.
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STYLES OF BIBLIOGRAPHY

There are various styles used in the creation of bibliographies such as:

1. APA (American Psychological Association)

 APA style referred by American Psychological Association. This style is used in
social sciences and being use because it is our field nature. Primarily used in
academic settings for research papers among university students and faculty.
 Follow this format while citing book with one author using APA style:

 Author

 Year

 Title

 Place of Publication

 Publisher

Author’s Last Name, Initials. (Year) . Title (italicized) . Place of publication:

Publisher.

Spielberg, S. (2010). Creative Writing. Boston, MA: Bedford/St.Martin’s.

2. MLA (Modern Language Association)

 MLA style is a modern language. It is used in English and humanities. Commonly

used in many areas of academic writing, particularly in the humanities. It is a
system documenting sources in scholarly writing.

 Follow this format while citing book with one author using MLA style:

 Author

 Title
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 Publisher

 Date of Publication

Author’s Last Name, First Name. Title(italicized). Publisher, Date.

Hall,Thomas A. Court Cases. FT Press, 2010.

3. Chicago Manual of Style

 Chicago style is a geographical and region language. Most text written in History
use Chicago style to cite sources. Chicago style documents include in-text
superscript numbers referring to footnotes or endnotes along with a more detailed
listing of sources in a separate Bibliography page at the end of a document. It is
often used for the preparation and editing of papers and books for publications and
aimed at professional scholars and publishers.

 Follow this format while citing book with one author using Chicago style:

 Author

 Title

 Place of Publication

 Publisher

 Date of Publication

Author’s Last Name, First M. Title(italicized). Place of Publication: Publisher,

Date.

Burrows, Edwin G., and Mike Wallace. Gotham: A History of New York City to
1898. New York: Oxford University Press, 1999.
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4. Science (Scientific Style and Format)

 Scientific Style and Format is the most recognized, authoritative reference for
authors, editors, publishers, students and translators in all areas of science and
related fields. It is a medical and engineering language etc.

 Follow this format while citing book with one author using Scientific Style and
Format:

 Author
 Date of Publication
 Title
 Place of Publication
 Publisher

Author(s) Last Name, First M. Date. Title of Book: Subtitle. (no italicized) Place
of Publication: Publisher.

Thewissen, JGM. 2015. The Walking Whales: From Land to Water in Eight Million
Years. Oakland (CA): University of California Press.

5. Turabian Style

 Turabian style is an abbreviated version of the more-comprehensive “Chicago”

style. It is used for the humanities (literature, history, religion etc). It is used mainly
for history papers, but it is sometimes used in other disciplines and aimed at high
school and college students who are writing papers, theses and dissertations that are
not intended for publication.

 Follow this format while citing book with one author using Turabian style:

 Author
 Title
 Place of Publication
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 Publisher
 Date of Publication

Author’s Last Name, First M. Title(italicized). Place of Publication: Publisher,

Date.

Berlin, Ira. Slaves Without Masters. New York: Random House, 1974.

6. Style Manual (U.S. Government Style Manual)

 U.S. Government Style Manual let us produce our own style. It serves the needs of
those publishing official government information and publications.
 Follow this format while citing book with one author using U.S. Government Style
Manual:

 Author
 Title
 Place of Publication
 Publisher
 Date of Publication

Author’s Last Name, First M. Title of Book: Subtitle(italicized). Edition. (Place of

Publication: Publisher, Date).

Mitchell, Terence R., and James R, Larson, Jr. People in Organizations: An

Introduction to Organizational Behaviour. 3rd ed. (New York: McGraw-Hill,
1987).
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COMPONENTS OF BIBLIOGRAPHY ENTRY

1. Bibliography entry will compile:

• Authors and/or editors (and translator, if applicable)

• Title of the source (as well as edition, volume and the book title if your source is a
chapter or article in a multi-author book with an editor)

• Publication information (the city, state, name of the publisher, date published, page
numbers consulted and URL or DOI, if applicable)

• Access date, in the case of online sources (check with the style guide at the beginning
of your research as to whether you need to track this information)

2. Each bibliography has a particular focus or arrangement. The most common are:

• Subject: bibliographies gathering together publications or other information resources

that are all about a particular subject (e.g., The New Press Guide to Multicultural Resources
for Young Readers).

• Author: bibliographies of all or some of the works of a particular author and sometimes
including sources about the author (e.g., A Bibliography of Jane Austen).

• Language: bibliographies of textual entities in which the text is a certain language (e.g.,
An Extensive Bibliography of Studies in English, German and French on Turkish Foreign
Policy, 1923-1997).

• Time period: bibliographies listing all works that came to light in particular time period
(e.g., British Women Writers, 1700-1850: An Annotated Bibliography of Their Works and
Works About Them).

• Locale: bibliographies listing all information resources created in a particular location.

This could be a large locale such as a whole continent or a smaller locale such as a country,
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region, state, city or community (e.g., Area Bibliography of Japan). It could be an

institution, such as a bibliography of all the works of the faculty in a particular university.

• Publisher: bibliographies listing all of the products of a particular publisher (e.g., The
Stinehour Press: A Bibliographical Checklist of the First Thirty Years).

• Form: bibliographies listing information resources that appear in certain form, format or
genre (e.g., video cassettes, electronic resources, poetry, biographies, etc.). these are
virtually always combined with one of the other foci (e.g., Map and Mapping of Africa: A
Resource Guide).

Two or more of these foci are often combined in bibliographies. For example, the title
above that illustrates language is a combination of language, subject and time period; the one
illustrating time period is a combination of subject, locale and time period; and the one illustrating
form is a combination of form and locale. The bibliographic information for different types of
resources are located in different places, the researcher need to do some work to get all of the
information for the bibliography such as:

• the title page of a book, encyclopedia or dictionary

• the heading of an article

• the front, second, or editorial page of the newspaper

• the contents page of a journal or magazine

• the header (at the top) or footer (at the bottom) of a Web site
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TYPES OF BIBLIOGRAPY

1. Enumerative Bibliography

Students writing research papers use this type of bibliography most often. A writer of an
enumerative bibliography lists references according to some specific arrangement. These academic
writers arrange enumerative bibliographies by author, subject, date or some other scheme. The
items they list share a common theme, such as topic, language or time period. The writer of the
bibliography gives enough information about the source to direct readers. The writer would not
include descriptive information, such as details about physical qualities of the book, in an
enumerative bibliography. A card catalog, a list of references in a research paper, or the works
cited in the back of a history book are all examples of enumerative bibliographies.
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2. Analytical Bibliography

A writer of the analytical bibliographies uses them to critically study books. The writer
of an analytical bibliography may include information about printers and booksellers, descriptions
of paper and binding, or discussions of issues that unfolded as the book evolved from a manuscript
to published book. Three types of analytical bibliographies include descriptive, historical, and
textual. A descriptive bibliography closely examines the physical nature of the book. A historical
bibliography discusses the context in which the book was produces. A textual bibliography
compares the published work to the author's original manuscript.
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3. Annotated Bibliography

In this type of bibliography, a writer creates an alphabetical list of sources. The writer of
an annotated bibliography outlines the type of research done on a certain topic. The writer
annotates or adds notes about the sources. Therefore, in addition to information about the research
sources, the writer comments on the source. The writer may summarize. This means she or he
gives information about the content of each reference. The writer may assess. This means she or
he will evaluate the usefulness of the source. The writer may also reflect. This means she or he
will give her or his perspective on the usefulness of the text to her or his particular research.
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DIFFERENCES BETWEEN BIBLIOGRAPHY AND REFERENCE

There are certain people who think that the bibliographies and the references are the same
thing. The fact is that bibliographies and references are two different things in each context whether
in essay, article or book.

A. BIBLIOGRAPHY

1. Listing all the materials that have been consulted while on a writing

You may have referred many materials such as books, essays and websites to get information
before writing something. However, the content of information obtained when making
references as a pre-writing preparation may not have all the roles included in the actual text.
Means, bibliography is not cited directly in the text. This is what bibliography refers to.

2. Does not have such roles

A bibliography will contain all research materials, including books, magazines, periodicals,
websites and scientific papers, which you have referred. The sentence contained in the writing
is processed based on the author's understanding. The author would only share a reference
source but what he conveyed was not taken seriously from his reference materials.

3. Arrangement

Bibliography are arranged in alphabetically. While writing a bibliography, you should have to
include the authors last and first name, year of publication, name of the book, publication place
and name of publishers.
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B. REFERENCE

1. Are those that have been referred in the article or book

While references are cited directly in the text. While references can be used to support your
statement or argument, a bibliography does not have such roles. As such references are used
for establishing something in a more authoritative way. Readers could refer your references
and evaluate the correctness of your statement. Meanwhile, bibliography does not support your
argument but you only refer them in a personal way.

2. Can be used to support statement or argument

References contain source of material like quotes or texts, which has been actually used when
writing an essay or book. For example, if there is a quote in a task that is very useful as it will
be taken round and made as an endnote. The rewriting of the previously mentioned sentence
and then being rewritten as a reference may reinforce the writing

3. Arrangement

Reference are arranged in alphabetically but also can be in numeric style which means
arranging the references according to the numbers in the text. A reference page can be called
as a footnote where you just write the book or website and the year of publication or the date
when you looked at the website.
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CONCLUSION

In conclusion, bibliographies are lists of information resources. These resources are not
usually physically located in one place. They are uniformly formatted. Bibliographies are useful
for research because they bring together a list of sources based on subject matter, author or by date.
By that, a searcher should be able to find resources on known criteria, as well as resources based
on a given author or topic.
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BIBLIOGRAPHY

1. Grace Fleming, What Is a Bibliography?, June 25, 2018,

https://www.thoughtco.com/what-is-a-bibliography-1856905.
2. Taylor G. A, Joudrey D, N. The Organization of Information, 2009. Libraries Unlimited:
Library and Information Science Text Series.
3. Becker J. Hayes R, M. Information Storage And Retrieval : Tools, Elements, Theories,
1963. John Wiley, New York.