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A hard copy of something is simply a physical ink-on-paper version of what is in the library database. Some librarians say it is cumbersome to keep a hard copy when the soft copy is already there, one simply has to log into the system. But the hard copy of library bibliographic data can be an essential resource for small libraries for several reasons:
1. Backup for Digital Records: While many libraries have digital systems for cataloging their collections, hardcopies serve as a reliable backup in case of digital data loss due to system failures, cyber-attacks, or other unforeseen events. This ensures that the library's catalog remains accessible even in the face of technical difficulties.
2. Accessibility: Not all library patrons may be comfortable or familiar with digital search systems. Hardcopy bibliographies allow these patrons to access bibliographic information in a format they are more comfortable with. Additionally, in areas with limited or unreliable internet access, hardcopies can provide uninterrupted access to bibliographic data.
3. Historical and Archival Value: Hardcopy records can have historical significance, especially in small libraries with unique or rare collections. They provide a tangible link to the past and can be invaluable for research into the history of the collection or the library itself.
4. Legal and Compliance Reasons: Some jurisdictions may require libraries to maintain physical records for legal or compliance reasons. This could be part of broader archival practices or specific to library operations.
5. Resource Allocation: Smaller libraries often operate with limited budgets and may not have the resources to maintain sophisticated digital cataloging systems. Hardcopy bibliographies can be a cost-effective alternative, requiring less technological investment and expertise.
6. Physical Cataloging and Organization: In small libraries, especially those without extensive technological infrastructure, a physical copy of bibliographic data can assist in the physical organization and cataloging of books and other materials.
7. Training and Education: Hardcopy bibliographic data can also be a useful tool in training new librarians, paralibrarians or volunteers, offering a hands-on approach to learning about cataloging, classification, and the organization of library materials.
8. Reference and Cross-Checking: Hardcopies allow librarians to quickly reference and cross-check information without the need for a computer, which can be especially useful during power outages or when working in areas of the library with poor internet connectivity.
In summary, while digital cataloging systems offer many advantages, the presence of hardcopy bibliographic data in small libraries serves as a crucial complement, ensuring accessibility, reliability, and continuity in library services.
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