1. Cataloguing Back to Basics
We are assuming that the reason you are here is that you have some basic cataloguing knowledge, but haven’t used it for some time, and are looking for some tips and tricks to help you get back into it.
On this panel, I have the most ‘generalized’ cataloguing position. My patrons range from a few months of age to senior citizens and their interests are just as varied. Beth, working for a school board, has a more restricted patron range and her cataloguing will reflect that. Brenda, our last speaker, has a very limited clientele and the most specialized cataloguing requirements of the panel.
Library Experience
Spent my younger years as an elementary teacher and teacher-librarian – looking for less stressful job
Mohawk College diploma
Hamilton Wentworth Board of Education – library amalgamation project – create union catalogue of all books in every school – my job to search the internet and download catalogue records for any books not currently in the union database – if I couldn’t find them the book was requested from the school and catalogued by hand
Local public library – first as library assistant in charge of teen programs then as Technical Services Coordinator – cataloguing, InterLibrary Loans, Website, library automation software, staff and patron computers plus circ desk, reference
Back to Basics
James Wagner, Technical Services Coordinator, Lincoln Public Library
Beth Murray-Bannister, Itinerant Library Technician, Information Technology Services (Library & Resource Services), Waterloo Region District School Board
Brenda Maxwell, Library Assistant, York University Law Library.

2. Joining the Cataloguing Dept.
When you join a new library you will probably find procedural materials available
Other cataloguers in the organization will probably be expected to help you and bring you up to speed on how things are done
You can bring up bib records for the library and see how previous cataloguers have done it.
Unless you tell them that you know everything, most libraries will give you time to learn the peculiarities of their system and even provide formal learning opportunities
I’ll begin with a basic overview, a look at some library software, and some resources that I find helpful.
Joining the Department.
For instance, when I started with the HWDSB, they gave me a duo-tang with pages showing how they wanted the bib records of each item type to look (I was expected to add or remove Marc tags until the bib record matched their expectations)

3. Basic Tools
AACR – Anglo-American Cataloguing Rules – no one remembers everything!
DDC (Dewey Decimal Classification) or LC equivalent
Library of Congress Subject Headings
Your library may have a MaRC binder with descriptions of all the MaRC tags – my library can’t afford this so I use on-line sources
My Areas of cataloguing expertise
Adult and children’s fiction and non-fiction
Video cassettes and DVDs
Local history
Need to look up everything else. By my desk I have

4. How Much Detail?
criteria - “information needed to identify the item and to distinguish it from any other item in the collection”
“It is important to bring out all aspects of the item being described, including its content, its carrier, its type of publication, its bibliographic relationships, and whether it is published or unpublished.” (AACR2 0.24
small, general library, like mine, doesn’t need a lot of detail to distinguish between items
large specialized library, like Brenda’s, requires more information to distinguish items that may be similar
complexity based on type of patron i.e. child, general public, specialist
My small public library –
level 2 cataloguing only

5. Original Cataloguing At my library, we do little original cataloguing
most items ordered with cataloguing
use Z39.50 copy cataloguing
Government documents
Local history
Donations
Some video cassettes
Non-book materials i.e. pedometer kits from local health unit, energy meter kit from local utility

6. Copy Cataloguing
Z Special software rules to allow libraries to exchange information
Allows you to transfer a Marc record from another library directly into your catalogue (probably will already be set up for you)
Z39.50 connections I use most - National Library and Archives, Library of Congress, British National Library
Details of connections to these and other libraries are available on the internet

7. Copy Cataloguing 2
For other items I use ‘cut and paste’ from other libraries – Netherlands National Library (Dutch Language books), Toronto Public Library
Some libraries pay for a service (Bookware, etc.) that connects them to hundreds of library catalogues

8. Examples of Library Software Cataloguing Screens
Horizon
I’m going to show you samples of cataloguing screens. You can see that though they may look a little different, they are essentially the same.
On the left, an empty screen. The program allows you to set up basic bib records for different types of items. In this case, this is a basic book bib.
On the right, a sample of how this program displays a bib record. Notice the underlined text. This text is connected to an authority file, which you can check to confirm the correct form of the words used in your system.
In this particular system, with your cursor on a tag number, you can press Shift-F1 and be taken to the Library of Congress site that describes the set up and use of that particular tag.

9. Examples of Library Software Cataloguing Screens 2
KOHA
KOHA is an open source product. The picture on the left shows how this program breaks down the bib record into smaller chunks. On the right, the drop-down menu shows the different templates for bib records. If you’re a little unsure of how to catalogue a particular item, making use of the proper template will give you guide.
(This program has recently undergone a face lift and the new versions looks a lot sleeker.)

10. Examples of Library Software Cataloguing Screens 3
Evergreen
Another Open Source software package. This program is starting to be used in British Columbia and several universities. It was originally designed by and for the libraries in the State of Georgia.

11. Examples of Library Software Cataloguing Screens 4
Symphony
Again the screen looks a little different, but has all the same basic features for creating a bibliographic record. On the right is an example of the program helping you do you job. In this case, a drop-down listing of all the possible entries for this field.
Most commercial programs offer this type of help. One of your first tasks on the job is to become familiar with the software and how it can help you.

12. Examples of Library Software Cataloguing Screens 5
Follett
Follett is primarily sold to the school markets. The program is easy to use. When I was a Teacher-Librarian, I taught myself to use this screen. Again the screen can be customized with the Marc tags and sub-tags that match the requirements of your library system.

13. Examples of Library Software Cataloguing Screens 6
Follett
Easy Editor
This software package also comes with a less intimidating Marc editor.

14. Tips and Tricks
We have a procedures manual with examples of how we want, for instance, spine labels to look for each type of material
Find another item in your database that is very similar, copy the Marc record and make changes
Have a magnifying glass handy, the fine print on the back of DVDs can be really small

15. More Tips Punctuation Courses – take a cataloguing course on-line
Most AACR2 sections say ‘precede’
300 $a30 p. : $bcol. ill. ; $c26 cm. ^
300 $a312 p. ; $c18 cm.
Courses – take a cataloguing course on-line
Beth will get into more detail about this, but this particular tag bothered me and I had to do some extra research. In English, most punctuation follows a phrase, but in AACR2 the punctuation tends to introduce a ‘phrase’. When you need to leave out a section, as in this example where the paperback has no illustrations, the punctuation is carried over from the section to the right, in this case the semi-colon.
It’s been several years since I took a cataloguing course and even though I have catalogued thousands of items since then, I tend to forget some things. I am currently taking Cataloguing Electronic Resources through Mohawk College’s Distance Education program. Not only am I learning about a new area of cataloguing for me, but the review of general principles of cataloguing has been inspiring. If you plan to move back into cataloguing, I heartily suggest you take a course in any aspect of cataloguing. It’s a great review.

16. Resources
For a description of every Marc tag and how to use it -
Changes to DDC numbering at OCLC (can subscribe to an RSS feed to keep up with changes in Dewey classification.
library of congress authority records
Brigham Young University Cataloguing Manual (online)
Follett Tag-of-the-Month
Authority records - check names and subjects against what is already in your library, then use the Library of Congress site to check for the proper form of a name or subject.
Brigham Young has an extensive site on the subject of creating and revising authority records.

17. On-Line Tutorials
Using Marc21 :
Understanding Marc:
Creating authority records
Finding subject headings based on LC designations (including find Dewey numbers for corresponding LC number)
Creating Dewey numbers
These web sites will help you review/learn about Marc, Authority records, and creating Dewey numbers.

18. Other Resources MARC21 for Everyone : A practical guide
Fritz, Deborah, American Library Association, x
Cataloguing Non-Print Materials
Ferguson, Bob, Libraries Unlimited,
Cataloger’s Judgment : Music cataloging questions and answers from the Music OCLC Users Group Newsletter
Weitz, Jay, Libraries Unlimited,
Dewey Decimal Classification : Cataloging with AACR2R and USMARC 22nd Edition : A Study Manual And Number Building Guide
Scott, Mona L., Libraries Unlimited,
Here are some books and web sites that are more reference than tutorial. I’ve included some specialized topics as well, music, Electronic Resources (formerly computers) and Maps.
These screens will be available on the OLA website.

19. Other Resources 2 James Wagner – wagner@lincoln.library.on.ca
Cataloger's Reference Shelf
<
MARC 21 Concise Format for Bibliographic Data
<
Cataloging Electronic Resources: OCLC-MARC Coding Guidelines (Rev July 11)
<
Map Cataloger's Tool Box
James Wagner –

20. Beth Murray-Bannister Itinerant Library Technician, Information Technology Services (Library & Resource Services), Waterloo Region District School Board
Now Beth will provide you with some more very practical hints and tips.

21. Who are the Cataloguers (10 Library Technicians) Horizon Database
Waterloo Region District School Board Cataloguing within a School Board
Who are the Cataloguers (10 Library Technicians)
Horizon Database
Level 2 Cataloguing
Abridged Dewey

22. Cataloguing and Customer Service
To provide exceptional service
Service is reflected in the accuracy of our catalogue
We help patrons find information in the catalogue with ease

23. Characteristics of A Good Catalogue
A Good Catalogue enables users to:
Retrieve information efficiently
Increase their understanding of information retrieval systems
Plan, order, and check resources efficiently
Develop information retrieval skills that are transferable from library to library (school, academic, special)

24. Classifying Considerations
Do patrons browse the catalogue and how?
What collections do they browse?
Will all of the libraries within your organization follow the same browsing format or shelve independently?
Is your collection changing/moving?
Long term impact – Future Implications (technologies, demographic shifts, collections changes

25. Legally Broken Rules
940.1 – combine all medieval festivities, castles, knights etc.
932 (Egypt) – include pharaohs, mummies, pyramids etc.
Genre vs Subject Headings
300 $c – no dimensions
$x Juvenile literature vs $v Fiction
500 tag – Various Publishers
Biographies – Gandhi by Amy Pastan (954.03/GAN/PAS vs 921 G195v vs /GAN-P)
All Corduroy books based on character created by Don Freeman – E/FRE (regardless of author or illustrator)
Series – Originally produced non-book format (ie. Olsen Twins F/MAR, Star Wars F/STA, Spider-man F/SPI)

26. Legally Broken Rules Magic School Bus
Picture Books – Non-Fiction call # according to subject
Fact Finders – Non-Fiction call # according to subject
Chapter Books – F/MAG – Fiction

27. Legally Broken Rules Indians of North America
Canada
Canada
– Indians of the Pacific Northwest coast: Haida, Salish
– Indians of the Prairies: Blackfoot, Assiniboine, Metis
– Indians of Ontario area, Great lakes: Huron, Cree, Ojibwa
– Indians of Quebec: Mohawk, Iroquois, Montagnais
– Indians of the Atlantic provinces: Micmac
– Newfoundland and Labrador: Beothuk
– Arctic and sub-Arctic: Inuit, Beaver, Chipewyan –
United States
– U.S. Northeast Coast: Huron, Iroquois, Oneida, Cayuga, Seneca –
– U.S. Southeast Coast: Cherokee, Seminole, Creek, Choctaw, Natchez, Powhatan –
– Plains Indians (U.S. & Canada): Ojibwa, Sioux, Crow –
– South Central U.S: .Cheyenne, Comanche –
– Southwest U.S.: Nez Perce, Hopi, Navajo, Apache, Shoshone –
– Indians of the U.S. Northwest coast -- Chinook
– Alaska: Aleut, Tlingit

28. Cataloguing Tips Develop a policy & procedures manual
Form a standards committee & develop standards that can be applied consistently
Know your software capabilities – i.e. Scanner and the 020
Networking & life long learning
Join list-serves
Communicate with library staff
Copyright dates – true vs. re-print dates

29. Cataloguing Tips
Country codes – careful to use AACR2 abbreviations, not postal abbreviations
Video’s – Public Performance Rights notes are kept in the “holdings” records
Don’t assume all existing records in your electronic database are correct or current – be prepared to edit

30. Punctuation Cheat Sheet
$aISBN$zISBN
$aLastname,^Firstname,$dDate-
$aTitle^:$bsubtitle^/$cStatment of responsibility^;^illustrator.
$aMedia title$h[gmd].
$aTitle variation.
$aedition.
$aPlace of pub.^:$bPublisher,$cdate.
$aPagination^:$bill.,^maps.
$aSeries title^;$vNumber
$aSeries title media$h[gmd]
$aIncludes index.
$aContents^--^contents^--^contents.
$aGrade level: primary, junior, intermediate, senior.
$aSubject heading.
$aSubject heading$xSubdiv.
$aAdded author,^firstname

31. In-House Resources Head Cataloguer
Online Standards & Policy/Procedures Manual
Online Networked Conferences
Paid subscriptions with BookWhere, OCLC, Repertoire de vedettes-matiere
Chan, Lois Mai. Cataloguing and Classification An Introduction. New York : McGraw-Hill, 1994.

32. Online Resources Lynne’s library aids
www3.ns.sympatico.ca/allegrow/cat.htm
Juvenile fiction series list
MARC country codes
Access Pennsylvania
The Dewey Blog

33. Online Resources SLC Cataloguing Cheat Sheets www.slc.bc.ca/cheats/
Library and Archives Canada
World Cat
Amazon
Usborne Quicklinks

34. Online Resources beth_murray-bannister@wrdsb.on.ca
British Columbia Electronic Library Network
National Library of Australia
Wikipedia
Mid-Continent Public Library
Beth Murray-Bannister

35. Brenda Maxwell Library Assistant York University Law Library
Now Brenda will share with you more tips & what to watch out for when cataloguing

36. Cataloguing in a Special Library
The Law Library
Presented by Brenda Maxwell
Osgoode Hall Law School, York University
Toronto, Ont.

37. Differences
Loose-leaf publications (not a monograph, but not a serial)
Long running loose-leaf publications quite often have a change in authors which results in updating records
Osgoode Law School has 1121 records
Law Society of Upper Canada has 1600 records
Prime example AACR2 Rev.

38. Differences
Replacement copies (only a single volume at a time gets replaced/updated out of a multivolume set)
Applebaum on insurance

39. Differences
Numerous editions where primary responsibility changes (this is common in law cataloguing)
Salmond on the law of torts – 1st ed now in the 21st ed. As of 1996.

40. Things to Watch Out For
Classification schemes – Jurisdictional vs. topical (KE vs. KF)
What decision has been made in your library. Are you going to catalogue by location or by the topic covered?

41. Things to Watch Out For Oddities in class numbers
European Union is covered by KJE/KJC

42. Things to Watch Out For
Easy to put into wrong class numbers even with clear cut scope notes

43. Things to Watch Out For
Higher percentage of uniform titles used in records
Laws, etc.
Individually named laws,
Treaties between countries
Used when a group of laws are contained in one volume
Used when covering just one law
NAFTA is under Canada.Treaties, etc.1992 Oct. 7 with cross references to Mexico and United States.

44. Things to Watch Out For Statutes Court decisions Trials
Choice of main entry again

45. Things to Watch Out For Subject headings:
Decisions need to be made as to which ones to use, e.g.
Indigenous peoples vs. Indians of North America

46. Things to Watch Out For
Free floating subject headings – not all can be used as free floating all the time, e.g.
‘Law and legislation’ cannot be used with legal headings.

47. Things to Watch Out For
Publishers: a lot of the major ones are buying out other publishers
Affects loose-leaf and bound volumes with supplements the most. This is made evident as new issues are released and the changes are made to the title pages to reflect the changes.
changes in the title page – rules now state to catalogue from the most current t.p.

48. Things to Watch Out For/Could Apply to Any Library
Government bodies frequently change names resulting in authority records needing to be corrected and/or created and bibliographic records needing to corrected and/or created

49. Could Apply to Any Library
Changes in the cataloguing rules could mean large re-cataloguing projects – how much do you do?

50. Could Apply to Any Library
System used – if it is a good one, information is easier to input and get out by the user, the more cumbersome the system, the more difficult it will be to use

51. Materials Useful to Help With Law Cataloguing
Cataloging legal literature : a manual on AACR2R and Library of Congress Subject Headings for Legal Literature / Melody Busse Lembke, Rhonda K. Lawrence. 3rd ed. Littleton, Colo. : F.B. Rothman, 1997.

52. Materials Useful to Help With Law Cataloguing
A guide to the KF classification modified for use in Canadian law libraries (KF modified) / by Janet M. Moss. Kingston, Ont. : CALL, 2004.

53. Materials Useful to Help With Law Cataloguing
help for deciding how to class material within the European Union

54. Materials Useful to Help With Law Cataloguing
a site listing where Law and legislation should not be used.

55. Great Resource for any type of Cataloguing
Autocat listserv
an online discussion group dealing with cataloguing with over 4600 subscribers in 42 countries

56. Cataloguing – back to basics
James Wagner, Beth Murray-Bannister and Brenda Maxwell would like to thank you for attending their session, ‘Cataloguing – Back to Basics’.
James Wagner
Beth Murray-Bannister
Brenda Maxwell