Presentation on theme: "Cataloguing Back to Basics"— Presentation transcript:
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 ExperienceSpent my younger years as an elementary teacher and teacher-librarian – looking for less stressful jobMohawk College diplomaHamilton 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 handLocal 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, referenceBack to BasicsJames Wagner, Technical Services Coordinator, Lincoln Public LibraryBeth Murray-Bannister, Itinerant Library Technician, Information Technology Services (Library & Resource Services), Waterloo Region District School BoardBrenda Maxwell, Library Assistant, York University Law Library.
2 Joining the Cataloguing Dept. When you join a new library you will probably find procedural materials availableOther cataloguers in the organization will probably be expected to help you and bring you up to speed on how things are doneYou 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 opportunitiesI’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 ToolsAACR – Anglo-American Cataloguing Rules – no one remembers everything!DDC (Dewey Decimal Classification) or LC equivalentLibrary of Congress Subject HeadingsYour library may have a MaRC binder with descriptions of all the MaRC tags – my library can’t afford this so I use on-line sourcesMy Areas of cataloguing expertiseAdult and children’s fiction and non-fictionVideo cassettes and DVDsLocal historyNeed 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 0.24small, general library, like mine, doesn’t need a lot of detail to distinguish between itemslarge specialized library, like Brenda’s, requires more information to distinguish items that may be similarcomplexity based on type of patron i.e. child, general public, specialistMy small public library –level 2 cataloguing only
5 Original Cataloguing At my library, we do little original cataloguing most items ordered with cataloguinguse Z39.50 copy cataloguingGovernment documentsLocal historyDonationsSome video cassettesNon-book materials i.e. pedometer kits from local health unit, energy meter kit from local utility
6 Copy CataloguingZ Special software rules to allow libraries to exchange informationAllows 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 LibraryDetails of connections to these and other libraries are available on the internet
7 Copy Cataloguing 2For other items I use ‘cut and paste’ from other libraries – Netherlands National Library (Dutch Language books), Toronto Public LibrarySome libraries pay for a service (Bookware, etc.) that connects them to hundreds of library catalogues
8 Examples of Library Software Cataloguing Screens HorizonI’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 KOHAKOHA 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 EvergreenAnother 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 SymphonyAgain 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 FollettFollett 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 FollettEasy EditorThis software package also comes with a less intimidating Marc editor.
14 Tips and TricksWe have a procedures manual with examples of how we want, for instance, spine labels to look for each type of materialFind another item in your database that is very similar, copy the Marc record and make changesHave 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-lineBeth 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 ResourcesFor 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 recordsBrigham Young University Cataloguing Manual (online)Follett Tag-of-the-MonthAuthority 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 TutorialsUsing Marc21 :Understanding Marc:Creating authority recordsFinding subject headings based on LC designations (including find Dewey numbers for corresponding LC number)Creating Dewey numbersThese 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, xCataloguing Non-Print MaterialsFerguson, Bob, Libraries Unlimited,Cataloger’s Judgment : Music cataloging questions and answers from the Music OCLC Users Group NewsletterWeitz, Jay, Libraries Unlimited,Dewey Decimal Classification : Cataloging with AACR2R and USMARC 22nd Edition : A Study Manual And Number Building GuideScott, 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 – email@example.com 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 July 11)<http://www.oclc.org/support/documentation/worldcat/cataloging/electronicresources/default.htm>Map Cataloger's Tool BoxJames Wagner –
20 Beth Murray-Bannister Itinerant Library Technician, Information Technology Services (Library & Resource Services), Waterloo Region District School BoardNow 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 BoardWho are the Cataloguers (10 Library Technicians)Horizon DatabaseLevel 2 CataloguingAbridged Dewey
22 Cataloguing and Customer Service To provide exceptional serviceService is reflected in the accuracy of our catalogueWe help patrons find information in the catalogue with ease
23 Characteristics of A Good Catalogue A Good Catalogue enables users to:Retrieve information efficientlyIncrease their understanding of information retrieval systemsPlan, order, and check resources efficientlyDevelop 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 Rules940.1 – combine all medieval festivities, castles, knights etc.932 (Egypt) – include pharaohs, mummies, pyramids etc.Genre vs Subject Headings300 $c – no dimensions$x Juvenile literature vs $v Fiction500 tag – Various PublishersBiographies – 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 subjectFact Finders – Non-Fiction call # according to subjectChapter Books – F/MAG – Fiction
27 Legally Broken Rules Indians of North America CanadaCanada– 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 consistentlyKnow your software capabilities – i.e. Scanner and the 020Networking & life long learningJoin list-servesCommunicate with library staffCopyright dates – true vs. re-print dates
29 Cataloguing TipsCountry codes – careful to use AACR2 abbreviations, not postal abbreviationsVideo’s – Public Performance Rights notes are kept in the “holdings” recordsDon’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 ManualOnline Networked ConferencesPaid subscriptions with BookWhere, OCLC, Repertoire de vedettes-matiereChan, 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.htmJuvenile fiction series listMARC country codesAccess PennsylvaniaThe Dewey Blog
34 Online Resources firstname.lastname@example.org British Columbia Electronic Library NetworkNational Library of AustraliaWikipediaMid-Continent Public LibraryBeth 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 LibraryPresented by Brenda MaxwellOsgoode Hall Law School, York UniversityToronto, Ont.
37 DifferencesLoose-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 recordsOsgoode Law School has 1121 recordsLaw Society of Upper Canada has 1600 recordsPrime example AACR2 Rev.
38 DifferencesReplacement copies (only a single volume at a time gets replaced/updated out of a multivolume set)Applebaum on insurance
39 DifferencesNumerous 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 ForClassification 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 ForEasy to put into wrong class numbers even with clear cut scope notes
43 Things to Watch Out ForHigher percentage of uniform titles used in recordsLaws, etc.Individually named laws,Treaties between countriesUsed when a group of laws are contained in one volumeUsed when covering just one lawNAFTA 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 ForFree 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 ForPublishers: a lot of the major ones are buying out other publishersAffects 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 listservan 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 WagnerBeth Murray-BannisterBrenda Maxwell