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.

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)

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

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

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

Copy Cataloguing Z39.50 - 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 http://www.loc.gov/z3950/gateway.html, http://targettest.indexdata.com/

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

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.

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.)

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.

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.

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.

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

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

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.

Resources For a description of every Marc tag and how to use it - http://www.loc.gov/marc/bibliographic/ Changes to DDC numbering at OCLC - http://www.oclc.org/dewey/updates/new/ (can subscribe to an RSS feed to keep up with changes in Dewey classification. library of congress authority records http://authorities.loc.gov/ Brigham Young University Cataloguing Manual (online) http://net.lib.byu.edu/~catalog/man/pol420.html Follett Tag-of-the-Month http://www.fsc.follett.com/clientsupport/community/tagofthemonth 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.

On-Line Tutorials Using Marc21 : http://www.lib.usm.edu/~techserv/pdc/marc21_tutorial_ie/marcintroIE.htm Understanding Marc: http://www.loc.gov/marc/umb/ Creating authority records http://www.lib.usm.edu/~techserv/pdc/auth_tutorial/auth01.htm Finding subject headings based on LC designations (including find Dewey numbers for corresponding LC number) http://classificationweb.net/tutorial/7subjcor.html Creating Dewey numbers http://www.oclc.org/dewey/versions/ddc22print/intro.pdf These web sites will help you review/learn about Marc, Authority records, and creating Dewey numbers.

Other Resources MARC21 for Everyone : A practical guide Fritz, Deborah, American Library Association, 083890842x Cataloguing Non-Print Materials Ferguson, Bob, Libraries Unlimited, 9781563086427 Cataloger’s Judgment : Music cataloging questions and answers from the Music OCLC Users Group Newsletter Weitz, Jay, Libraries Unlimited, 9781591580522 Dewey Decimal Classification : Cataloging with AACR2R and USMARC 22nd Edition : A Study Manual And Number Building Guide Scott, Mona L., Libraries Unlimited, 9781591582106 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.

Other Resources 2 James Wagner – wagner@lincoln.library.on.ca Cataloger's Reference Shelf <http://www.itsmarc.com/crs/CRS0000.htm> MARC 21 Concise Format for Bibliographic Data <http://www.loc.gov/marc/bibliographic/> Cataloging Electronic Resources: OCLC-MARC Coding Guidelines (Rev. 2006 July 11) <http://www.oclc.org/support/documentation/worldcat/cataloging/electronicresources/default.htm> Map Cataloger's Tool Box http://ublib.buffalo.edu/libraries/asl/maps/cat/map_cat_tools.html James Wagner – wagner@lincoln.library.on.ca

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.

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

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

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)

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

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 954.035092/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)

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

Legally Broken Rules Indians of North America Canada 970.41 -- Canada 970.411 – Indians of the Pacific Northwest coast: Haida, Salish 970.412 – Indians of the Prairies: Blackfoot, Assiniboine, Metis 970.413 – Indians of Ontario area, Great lakes: Huron, Cree, Ojibwa 970.414 – Indians of Quebec: Mohawk, Iroquois, Montagnais 970.416 – Indians of the Atlantic provinces: Micmac 970.418 – Newfoundland and Labrador: Beothuk 970.419 – Arctic and sub-Arctic: Inuit, Beaver, Chipewyan – United States 970.44 – U.S. Northeast Coast: Huron, Iroquois, Oneida, Cayuga, Seneca – 970.45 – U.S. Southeast Coast: Cherokee, Seminole, Creek, Choctaw, Natchez, Powhatan – 970.47 – Plains Indians (U.S. & Canada): Ojibwa, Sioux, Crow – 970.48 – South Central U.S: .Cheyenne, Comanche – 970.49 – Southwest U.S.: Nez Perce, Hopi, Navajo, Apache, Shoshone – 970.495 – Indians of the U.S. Northwest coast -- Chinook 970.498 – Alaska: Aleut, Tlingit

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

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

Punctuation Cheat Sheet 020 $aISBN$zISBN 100 $aLastname,^Firstname,$dDate- 245 $aTitle^:$bsubtitle^/$cStatment of responsibility^;^illustrator. $aMedia title$h[gmd]. 246 $aTitle variation. 250 $aedition. 260 $aPlace of pub.^:$bPublisher,$cdate. 300 $aPagination^:$bill.,^maps. 440 $aSeries title^;$vNumber 440 $aSeries title media$h[gmd] 500 $aIncludes index. 505 $aContents^--^contents^--^contents. 521 $aGrade level: primary, junior, intermediate, senior. 650 $aSubject heading. 650 $aSubject heading$xSubdiv. 700 $aAdded author,^firstname

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.

Online Resources Lynne’s library aids www3.ns.sympatico.ca/allegrow/cat.htm Juvenile fiction series list www.mcpl.lib.mo.us/readers/series/juv/ MARC country codes www.loc.gov/marc/countries/ Access Pennsylvania http://accesspa.state.pa.us/ The Dewey Blog http://ddc.typepad.com/

Online Resources SLC Cataloguing Cheat Sheets www.slc.bc.ca/cheats/ Library and Archives Canada www.collectionscanada.gc.ca/the-public/index.html World Cat www.worldcat.org/ Amazon www.amazon.com Usborne Quicklinks www.usborne-quicklinks.com/ca/ca_menu_areas_pages/languages/french.asp?type=subject&menu=s92

Online Resources beth_murray-bannister@wrdsb.on.ca British Columbia Electronic Library Network www.eln.bc.ca/view.php?id=994 National Library of Australia www.nla.gov.au/ Wikipedia http://en.wikipedia.org/wiki/Main_Page Mid-Continent Public Library www.mcpl.lib.mo.us/ Beth Murray-Bannister beth_murray-bannister@wrdsb.on.ca

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

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

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.

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

Differences Numerous editions where primary responsibility changes (this is common in law cataloguing) Salmond on the law of torts – 1st ed. 1907 now in the 21st ed. As of 1996.

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?

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

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

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.

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

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

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.

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.

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

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

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

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.

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.

Materials Useful to Help With Law Cataloguing http://europa.eu/scadplus/scad_en.htm help for deciding how to class material within the European Union

Materials Useful to Help With Law Cataloguing http://www.lawlib.duq.edu/ILSH/index.htm a site listing where Law and legislation should not be used.

Great Resource for any type of Cataloguing Autocat listserv an online discussion group dealing with cataloguing with over 4600 subscribers in 42 countries http://listserv.syr.edu/scripts/wa.exe?SUBED1=autocat&A=1

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 wagner@lincoln.library.on.ca Beth Murray-Bannister beth_murray-bannister@wrdsb.on.ca Brenda Maxwell bmaxwell@osgoode.yorku.ca