Documentation - Definition, Needs & Objectives in Library Science Management
Definitions of Documentation - Documentation is the art in which the records of all the new observations are compiled and classified by subject and made available to the inventors as per their requirements.
OR
To provide
greater access and use of the information contained in the documentation, a
systematic presentation of specific knowledge recorded is a set of techniques
necessary for organization and communication. "
OR
Documentation
is the act of collecting, classifying, and distributing all types of documents
in all areas of human activities.
The term
documentation was first used by Paul Atlet for the presentation, collection,
retrieval, and exchange activities of documents at the International Economic
Conference.
In 1934,
Paul Autlett composed the first treatise on the subject of documentation, the
Treaty de Documentation. Thus the term can be traced to the beginning of the
20th century.
Definition of Documentation |
Need for Documentation
The
following are the important reasons humans need documentation:
1. For
research work - Government and influential institutions started research work
to fulfill human needs and for this research work, scientists felt the need for
different types of documents.
In addition
to complete their research work, the results of their research work can also
be passed on to the people through documentation.
In line with
the changing requirements in the present times, while the focus is on
behavioral research rather than on basic research, instead of individual
research, collective research was being emphasized.
This not
only increased literature, but many other problems arise when published in
different forms of literature as well. These problems can only be solved by
documentation work.
2. Social
need - Dr. S., the father of library science in India. R. Ranganathan cited
social necessity as the most important reason for the need for documentation.
Earlier the
research work depended on the need of the researcher but in the present time, the
research work is based on social and economic needs. Documentation is needed to
meet the growing population and its requirement.
At present,
industrial productivity and research are based on documentation service.
Researchers in one country should also take advantage of research conducted in
other countries and all this cannot be completed without documentation.
3.
Communication problems - In the old times, there was a very small amount of
research, due to which the number of users was also very less, due to this,
there was no problem in the communication of information, but since the amount
of literature increased and research works Since then, difficulties in
information communication has arisen.
With the help of documentation service, the communication problem faced by the reader
can be solved easily by providing the information on their need.
4. Literary
Explosion - In ancient times literature used to be handwritten, which used to
be very small, but since the printing press and electronics were invented,
there was a sudden boom in the publication of literature.
It took a
long time to find the content of literature so needed in the present time. As a
result, the need for documentation was felt.
From this
repository of literature, methods of abstracting, indexing, photocopying, etc.,
which are known as documentation, were used to get information about their
need.
5. Economic
difficulties - At the present time literature is being published at such a the rapid pace that it is not possible for any country and library to collect
published researchers from all published literature.
6. Language
barrier - At present, literature is being published in about 50 languages all
over the world, whereas generally no scientist or person is aware of more than
two or three languages.
In such a situation, they will have to face great difficulties in getting the material
they need. Different methods of documentation can be adopted to avoid this type
of problem.
Objectives of Documentation
Documentation
occupies an important place in present times. Documentation services provide
that literature on its requirement can be easily obtained from such published
literature. The documentation has the following important objectives:
1. In the
context of the explosion of information, scientific people today cannot
organize both literature and information exploration and specialization
together but it can be completed with the help of documentation.
2. At
present, literature is being published at such a rapid pace that it cannot be
controlled without documentation service.
3.
Intellectual consciousness and update cannot be accomplished without
documentation.
4. The
industrial and commercial need to increase production cannot be met without
documentation.
5. To
collect and distribute all types of documents from all fields of human
activities collected in one place.
7. With the help of documentation, works such as book selection, accession classification,
cataloging, exchange, etc. can be done easily.
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