WebJunction - Technical Services

The World of Cataloging

2011-06-09T17:25:14Z

Links to basic cataloging resources, discussions on cataloging, and the most recent developments.

The Basics

This slide presentation by Robin Fay (Cataloging Dept, University of Georgia) offers a clear overview of the basic concepts, organizing principles and tools of cataloging. “Cataloging is as much about the mindset and principles as it is about the mechanics. Cataloging takes practice.”

Cataloging Basics

The Utah State Library provides brief descriptions and resource links defining cataloging, classification, MARC and subject headings. “Library catalogs contain information about all materials owned by the library. The information that describes each item is referred to as a bibliographic record or catalog record. Cataloging is the process followed by librarians to create the bibliographic record.”

Cataloging Fundamentals

Before you get lost in a swirl of acronyms and cryptic terms, consult this PDF of definitions of terms, steps in cataloging and classification, and structures of AACR2 and MARC.

Competencies for Cataloging and Classification

§ As defined by the Library Support Staff Certification Program

§ As defined by the Competency Index for the Library Field (WebJunction)

Support for the Cataloger

Catalogers Who Blog

Read any of the blogs on this list and get a glimpse of the current issues and intricacies that spur catalogers to share their insights with the world.

Seeing Standards: A Visualization of the Metadata Universe

The world of metadata standards (105 of them) is colorful, if complex.

Good Practices for Great Outcomes

In 2011 OCLC created a website, blog and series of events to explore topics, such as what is "good enough" cataloging, the benefits of using OCLC WorldCat Cataloging Partners, streamlining workflows and the latest on RDA and WorldCat quality.

A Bibliographic Metadata Infra structure for the 21^st Century

(~45 min video)

Roy “I’m not a cataloger” Tennant gives a 30,000-foot view of the lay of the cataloging land: where we need to go, where we’re starting from, and how we get where we need to go. (One of the presentations in the OCLC “Good Practices” series.)

The role of the cataloguer in the 21st century

Lynne Dyer (Bibliographic Services Manager, De Montfort University) lists reasons for a change to the role of cataloguers, suggestions for new roles and competencies, and tips for survival tips for maintaining the vital service that is library cataloging.

The Future of Cataloging is RDA-colored

Designed for the digital world and an expanding universe of metadata users, RDA: Resource Description and Access is the new, unified cataloging standard—an evolution of the cataloging principles from AACR2, with rules carried over or adapted to the RDA model. (from RDA Toolkit)

What is the Change That is RDA?

“It’s a REVOLUTION we’re talking about with RDA, not just shifting the deck chairs on the Titanic,” writes cataloger-blogger Diane Hillmann.

Trepidation or Anticipation: The Future of Cataloging and Catalogers

A slide presentation from Karen Coyle, Gordon Dunsire and Diane Hillmann that asks “whither cataloging?” (and catalogers?), and maps a route through the new world, including a walk-through of a concrete cataloger scenario.

RDA angst and the future of library metadata

Cataloging Futures blogger writes “I find myself reluctantly in the RDA fan club” and sparks a vigorous conversation about RDA (and cataloger) angst.

Graph of Feelings About RDA

Barometer of cataloger reactions to change from a slide presentation (slide #8) by Elaine Sanchez, Alkek Library, Texas State University-San Marcos.

The Semantic Web

This slide presentation from the University of Leeds combines graphics and brief text for a clear, concise explanation of the general principles and standards that will actualize Tim Berners-Lee’s vision of the Web of “intelligent agents.”

Tools

DDC 23 is here!

http://www.oclc.org/us/en/info/ddc23/

The new print edition of the Dewey Decimal Classification, DDC 23, is now available from OCLC, along with the new, easier-to-use WebDewey 2.0.

RDA Toolkit

http://www.rdatoolkit.org/home

This subscription-based resource for evaluating and implementing RDA is offering a free trial to see how it works.

Cataloger’s Desktop

http://www.loc.gov/cds/desktop/

A web-based subscription service from the Library of Congress that aggregates multiple cataloging tools for ready access, including AACR2, DACS, and other LC cataloging publications.

Six tools to simplify cataloging

A list of free tools to make cataloging a little easier for those less immersed in the practice.

Where OPAC Meets MARC for ILL Lending

2011-06-02T22:00:47Z

Slides used by Annie Glerum, Head of Complex Cataloging, Florida State University, in a training session she provided for the ILL department on understanding how MARC and the OPAC interrelate.

Thank you to Annie for sharing this! It came up during the June 2, 2011 webinar, Cataloging as Collaborative Librarianship: Partnering with Your Colleagues.

She hopes it can be adapted and used by other libraries working to educate other departments about cataloging practices.

Evaluating Your Technical Services Department

2010-09-23T15:30:44Z

This checklist is a series of questions that will help identify the inefficiencies of your technical services processes and methods for streamlining them.

How to Begin:

Get a good working group together.

Emphasis on “working.” Someone not currently involved with the process can often help. Look for a set of “fresh eyes.”

Document your current workflow step-by-step.
Establish measures for where you are now.

Backlog, turnaround time, output, number of holds, circulation, etc. How will you measure success?

Question each step in the workflow.

Can it be eliminated? What would happen if we didn’t do it? Who would care? Is the same work being done more than once in several places? Who should do it? (The further upstream the work is done, the better.) Does the staff know WHY they are doing something? They need to know.

Can it be automated?

If so, do you have the resources to do that? If not, how can you get them: Ask for vendor help? Do a one-time project? See how other libraries have tackled it?

Is the work done at the appropriate level?

(Push it down as far as possible. There will always be more work for the higher level person.) Reassign it? Outsource it?

Involve the staff.

They’ll have great ideas. Ask them how to save time. They know.

When you reach a milestone, celebrate…and let the rest of the library staff know!

Checklist of Questions for Your Technical Services Department:

Do you have a backlog? Where is it – ordering, receiving, cataloging, processing?

How many boxes, carts, or shelves? Has the backlog become your comfort zone? Does it prove how overworked you are? Create a chart listing the number of boxes or items each week, and commit to cleaning it out. Update your chart weekly, and post it for all to see. What would it take to eliminate the backlog?

What’s your average turnaround time for items…from when they arrive at your door, not from when you unpack the boxes!

What’s your goal turnaround time? Pick something realistic and stick to it. This is your commitment to the organization.

Do you regularly work your holds list?

Check to see how many holds you have and how many copies to fill the holds. Your ILS can likely print a report for you. Use it to identify problem holds and fix them. How many holds do you have and what’s the average wait time? What is your director’s desired ratio of holds to number of copies? Have you met it? Make this someone’s job every week.

Who selects materials and are they part of the Tech Services department?

If not, figure out how to work with them closely. The trend is for collection development to become part of Technical Services because the new technology has changed where the keystrokes come in the order of things. You need to work across department lines to solve workflow issues like this, and it’s easier if you’re all part of the same division.

Do you have frequent working meetings with your Tech Services department heads?

Weekly is not too frequent if you’re really working out the details of issues and not merely wasting time in the meeting.

Fixing errors is not free.

Do consider the staff costs of mistakes . . . both for the people reporting it and for those who have to fix it. But give more emphasis to fixing errors that affect access to the title.

Does the public service staff know what you’re doing?

Start a blog and let them know. This is a great way to get feedback from them on what they need as well. Make sure everyone understands the jargon you use.

How often is the Tech Services staff out in the public service departments?

Do they “eat their own dog food?” That means do they experience the same service as the public, or do they get special services so they don’t see what patrons experience?

What work is not being done that needs to be done (for your patrons).

e.g. Do you have “hidden” uncataloged collections that patrons can’t know about when they check the catalog? Do you have confusing multiple records for the same title?

Evaluate the cost of any project you do or are considering taking on.

e.g. How much time does staff spend on trying to match “widows and orphans” (mismatched pieces, missing discs, etc.)

What focus drives you?

Hint: it should ultimately be service to your patrons, but you may have short term goals such as getting rid of a backlog, or closing out the year, etc.

What is a reasonable amount of daily production for each department? Are there standards?

If not, develop them based on average output.

Is your Tech Services department involved in evaluating or adopting some of the new trends in libraries?
- Just in time, rather than just in case (Business terms which mean producing the goods quickly after they’re ordered, rather than having a huge inventory just in case someone wants it.)
- 24, door to floor (Getting items onto the shelves within 24 hours of when they hit the branch library door.)
- Floating collections (If there are no holds, the item stays in the branch where it’s returned.)
Do both your selectors and your acquisitions staff meet with major vendors?

Talking with vendors from both these perspectives can really work.

Do you have the right people doing the right job?

Often a person who is failing in a particular position can blossom in another job more suited to them.

Selection:

Are your selectors or other staff keying in ISBNs? Do they circle selections in print journals?

Explore vendor selection and ordering databases as a way to avoid keystrokes.

Are they taking advantage of other vendor database features?

Powerful searches, multiple reviews attached to each title, etc.

How do they identify in advance what will be popular?
Do they use selection profiles that make sense or are they cookie cutter?

e.g., when it’s a romance, this branch gets more, that one gets less, etc. How do they keep these up to date?

Why do they buy what they buy? What trends do they see in circulation, customer visits, etc.

For example, if Large Print use is up are we purchasing more or devoting more shelf space to it? Are you purchasing less nonfiction due to patrons using Google instead?

How do you evaluate standing order purchases? Magazine purchases?

Standing orders can be a huge budget sink. Ask your vendor to send the list of what’s coming up the next month ad review and cancel as needed.

How has the popularity of Google searching changed your database purchases?
Do you acknowledge planned obsolescence?

Not every item you purchase should be on your shelves forever.

Weed when the demand is over.

Acquisitions:

Are your Acquisitions staff re-keying what’s already been keyed by selectors?
Do they have electronic invoicing or are they passing along paper?
Are you getting the best discounts you can? How do you know?
Who negotiates your discounts? Do you negotiate?

Cataloging:

Is Cataloging staff keying in ISBNs that order staff has already keyed?
What is “quality” cataloging?

Which parts are crucial, which don’t matter so much? Do you still measure the size of a book?

------------------------------------

This handout was originally presented at PLA and published on Cynthia Orr Consulting. Check there for periodic updates of the information.

Master List of Cataloging Documentation

2010-07-22T21:36:34Z

Documentation on cataloging interfaces, guidelines, electronic and internet resources, enhance-level cataloging, searching, records, authorities, local holdings, and technical bulletins

Visit OCLC.org for the most current listings of this information.

WorldCat and Cataloging documentation

Cataloging interfaces

Connexion client documentation
How to use the Windows®-based interface to catalog in OCLC Connexion. Links to Getting Started, Basics, Cataloging, and Authorities documents.
Connexion browser documentation
How to use the browser-based interface for Connexion cataloging.
CatExpress
How to use CatExpress for copy cataloging. CatExpress is in the Connexion browser interface.
Z39.50 Cataloging
How to use Z39.50 for cataloging.
WebDewey
How to use WebDewey for Dewey classification. WebDewey is in the Connexion browser interface.
Catalog Card production
Describes OCLC catalog cards. Includes guidelines and examples for adding cataloging data to records to produce catalog cards. Card production can be initiated in the Connexion client or browser if your OCLC cataloging profile includes card production.
Import Records from OCLC Services and Resolve Batch Records in Connexion

Cataloging guidelines

Bibliographic Formats and Standards
Tagging conventions, input standards and guidelines for WorldCat records.
Expert Community Experiment: Expert Guidelines
Cataloging guidelines for participants in the Expert Community Experiment.
Entering non-ALA Diacritics and Special Characters
Procedures for entering diacritics and special characters in Latin-script-based records.
See information on WorldCat quality control.

Cataloging electronic and internet resources

Cataloging Electronic Resources: OCLC-MARC Coding Guidelines
Guidelines for creating MARC records for electronic resources.
Cataloging Internet Resources: A Manual and Practical Guide
Nancy B. Olson, Editor. Guidelines for creating MARC records for internet resources.

Enhance-level cataloging

List of Enhance participants
Includes both Regular and National Level Enhance participants.
Enhance requirements and application instructions
Requirements and application instructions for Regular Enhance.
Enhance evaluation procedure
Summary of the process used to evaluate records submitted with an Enhance application.
Enhance training outline
Overview of the Enhance process and related mechanics, workflow, requirements, policies, practices, control and communication.
Enhance Guidelines (National Level)
Guidelines focused on areas where National Level Enhance has capabilities different from, or responsibilities beyond those of, Regular Enhance.
See the OCLC Cataloging Authorization Levels quick reference.

Searching

Searching WorldCat Indexes
Other versions: PDF
en español in Word or PDF
Description, guidelines, and examples of indexes for WorldCat searching, including fields and subfields indexed for each one. Indexes are supported for all OCLC WorldCat search interfaces (except Z39.50), including Connexion, FirstSearch, and FirstSearch Resource Sharing.
Connexion: Searching WorldCat Quick Reference
Other versions: PDF
en español in Word or PDF
Provides summary instructions, formats, techniques, guidelines, examples, and indexes for searching WorldCat for cataloging purposes, using the Connexion client or browser interface.

Records

Guidelines for the Use and Transfer of OCLC-Derived Records
Outlines the rights and responsibilities of OCLC Members, regional networks, OCLC and other groups on the issues of record use.
Electronic Data Exchange (EDX) User Guide
Requirements and procedures for sending or retrieving files from OCLC services.
OCLC-MARC Records
Record structure, character sets, and exchange media formatting for OCLC-MARC records on magnetic tape, via electronic file transfer and via export. Also provides a list of content designators and their names.
MARC 21 Bibliographic Data Elements not Implemented by OCLC
List of MARC 21 bibliographic data elements that OCLC has not implemented along with possible OCLC action to implement them.
Field 994 OCLC-MARC Transaction Code
Field 994 is a system-generated field that contains transaction codes that identify how the record was created. It also documents the history of transaction codes and the fields in which they have been stored.

Authorities

Authorities: Format and Indexes
Provides details on the format of OCLC authority records. Describes indexes and indexed fields/subfields. Also covers procedures for submitting authority record change requests. (Supersedes the Authotities User Guide.)
OCLC Connexion: Searching Authorities Quick Reference (In PDF format only)
Provides summary instructions, formats, techniques, guidelines, examples, and indexes for searching OCLC authority records using the Connexion client or browser interface. (New in January 2009)

Local Holdings

A Holdings Primer: Principles & Standards for Local Holdings Records
General information on Z39.71 Holdings Format and MARC 21 Format for Holdings Data (MFHD); OCLC LDR format and SERHOLD format are also briefly discussed
Local Holdings Maintenance Quick Reference
Concise procedures for maintaining local holdings information via Connexion browser
Find Local Holdings
Explains how to search for local holdings records in WorldCat and use search results
Create and Maintain Local Holdings Records
Procedures for creating, editing, and deleting local holdings records; provides procedures and information for local holdings agents
Create and Apply Local Holdings Constant Data
Explains how to create, customize, and apply local holdings constant data records
OCLC-MARC Local Holdings Format Tag Chart
Brief, general information on each tag and subfield
OCLC-MARC Local Holdings Format and Standards
Detailed reference on the format for OCLC local holdings records. Defines fields, subfields, and indicators. Provides guidelines for creating and editing record content.

Technical bulletins

Technical Bulletin 253: ISBN and OCLC Number Changes
The OCLC implementation of thirteen-digit ISBNs and the expansion of the OCLC number from eight to nine digits.
Technical Bulletin 252: OCLC-MARC Format Update 2006
New coding practices for integrating resources; changes to OCLC-MARC records based on MARC21 changes.
Technical Bulletin 250: Parallel Records
Technical Bulletin 249: OCLC-MARC Format Update 2003