1. CLIR Chinese Cataloging Project: Technical workflow at UW-EAL
UW Cataloging Team
Charlene Chou, CLIR Technical Manager at UW
Emily Jantz, CLIR Chinese Cataloging Specialist &
Student Team Leader
Boyue Yao, CLIR Chinese Rarebook Librarian

2. Agenda Goals, general workflow & the division of labor
Cataloging workflow
Books with thread-stitched binding including rare books; rubbings, historical maps, etc. vs. others
Original cataloging workflow
Pre-cataloging & post-cataloging workflow
Student team workflow for searching & sorting
Post-cataloging: scanning images, URL, preservation, etc.

3. Goals Main goals: Effectiveness & flexibility
Our workflow is still evolving, esp. updated for different phases or in terms of effectiveness
Phase 1: Effective searching & sorting
Phase 2: Original cataloging for Chinese rare materials
Main goal: Prof Yao’s knowledge fully used in this project
Connexion interface customized for Prof Yao’s needs
RLG Rarebook Guidelines (cgcrb) with exceptions which are different from AACR2 and not updated for RDA yet
Effective communication
Our website is to keep everyone on the same page for our workflow development and updates

4. CLIR Project: TS Website at UW

5. Chinese Rare Book Guidelines

6. Status Reports from the UW Technical Manager

7. The Division of Labor Professor Yao: Charlene: Emily:
Rarebook authentication
Cataloging books with thread-stitched binding/rubbings, etc. in both Connexion & CALIS Rarebook Union Catalog; creating authority records with Charlene together
Charlene:
Training, streamlining workflow, customizing Connexion, reviewing/producing bibliographic & authority records
Emily:
Pre-cataloging & post-cataloging workflow coordination: searching/sorting, scanning/uploading images/adding 856 links, preservation, shelving, etc.
Cataloging: copy cataloging, enhancing and original cataloging

8. Professor Yao’s Connexion: toolbar setup for pinyin macro, NACO macro & text strings, etc.

9. CALIS Interface/template: customized for rarebook-specific information
CALIS interface template for rarebook cataloging

10. Online save file to review

11. Example: a rare-book record derived from a similar edition
Notes for seals (collectors)
Our copy is the same edition as PKU copy as the scanned images confirmed.

12. CALIS Rare-book Union Catalog
UW copy is the same as the first record of PKU copy with scanned image to confirm.

13. UW cataloged titles in CALIS
16 UW records are in CALIS rarebook union catalog already. Also notes to search such as no OCLC record.

14. Authority record created together
No record in Baidu or google search for this author.

15. UW unique copy in OCLC: bibliographic record reviewed and produced
The author’s heading got controlled after authority record is created.
Both accession number in 099 and LCC in We keep all related subject headings derived.

16. Pre-cataloging & Post-cataloging Procedures
Emily Jantz,
CLIR Chinese Cataloging Specialist & Student Team Leader

17. Up until now... Started with books that looked older (string binding)
Moved to vertical file cabinets
Many searched already, but some still in storage/staging areas
Moved on to newer books (1900s)
Returned to staging area or processed (or waiting in project cubicle)
Also, many multiple-volume sets not searched yet.

18. Determine the category
Search for records
Determine the category
Label, record, sort
Process
Overall Workflow

19. Overall Workflow Search OCLC and Alma for record(s)
Determine which category the item fits into
Label the item, record its info in the project spreadsheet (according to the category), and physically sort it
Process (according to the category)
** Preservation/repair work
We have storage spaces in Smith Hall and Kane Hall, but not enough room to store materials in the main library area, so in general we bring a few trucks of books up to work on at a time.
-search, and that helps us to do the next thing…
-determine the category (briefly go over those in a second)
-label (either with an oclc printout or slip of paper with the oclc # and other important info), record, physically sort (areas in our storage/staging space for the different categories)
-processing (started doing some copy-cataloging and record enhancement of some materials in good condition; but the bulk will have to go through original cataloging workflow, and many will need preservation work)

20. Example from our spreadsheet – older items w/ no OCLC record for that title
Especially for cases of “no record” or only a “similar record”, we try to record the information we can (for “no record” there’s no OCLC number, but for other categories we record this also)
Also a way to record condition—number of titles needing preservation/repair
But this has been a work-in-progress; it’s evolved as we’ve worked, so some areas were not done to the same level of completeness as others

21. Categories for Sorting
No record in OCLC
Similar record
Chinese record only
Unsure record
OCLC record needs enhancement
OCLC record can be copy cataloged
Other: duplicates/selector review, non-Chinese, multi-volume sets (incomplete), etc.
no record → original cataloging
similar record or chi record only → “original” (derived) cataloging: a new record is derived from the existing similar/Chinese record and enhanced to acceptable level (“similar” is typicall a different edition of the same title/author)
unsure record → set aside for review ; **difficulty of determining because of incomplete info on piece or in record
needs enhance → (usually, missing call number and/or subject headings, sometimes missing other information, sometimes very old and needs updating to follow new cataloging rules) record is enhanced to acceptable level and updated in OCLC
copy cat → record is copied from OCLC to our local system
Other situations: duplicates of already-held materials (sometimes other things set aside to be reviewed by the selector, like reprints); Chinese minority languages as well as other languages like Japanese that are in by mistake; for multi-volume sets, we find only one or a few vols but we need the other volumes to determine which record to use, and

22. Q & A