Cataloging Essentials

Objectives

• Behind the scenes peek at cataloging

• Discover why we catalog

• Explore the interaction the OPAC and MARC records

• Learn basic cataloging terminology

• Discover tools/standards of cataloging

What is Cataloging?

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What is library Cataloging?

According to Online Dictionary of Library and Information Science (ODL), Cataloging is the process of creating entries for a catalog.In libraries, this usually includes bibliographic description,subject analysis, assignment of classification notation, and activities involved in physically preparing the item for the shelf, tasks usually performed under the supervision of a librarian trained as a cataloger.

Cataloging attempts to organize materials and information in a logical and consistent way to facilitate ease of access.

Why do we need to catalog?

• Find library materials

• Describe library materials

• Organize library materials

• Track library materials

• Keep a record of library materials

• Keep track of how library materials are being used

Goals of Cataloging

Cataloging Principles• Charles Ammi Cutter defined the objects of the catalog in his Rules for

Dictionary Catalog in 1876

• To enable a person to find a book of which the author, title, or subject is known

• To show what the library has by a given author, on a given subject, or in a given kind of literature, and

• To assist in the choice of a book (Adapted Rules for a Printed Dictionary Catalogue, by Charles Ammi Cutter, 4th ed., 1904, p. 12.)

• Lubetzky -- Paris Principles, 1961

• Restated IFLA (International Federation of Library Principles)

Catalogers SEO Experts

• How ILS works

• What people search for

• The actual keywords

• Search types their patrons use

Elements in Cataloging

Classification◦ Systematic arrangement

◦ Group subjects or material types

◦ Classification schemes such as DDC, LC

Subject cataloging◦ Analyze subject

◦ Provide subject headings

◦ LCSH, MesH, BISAC, FAST

Descriptive cataloging

◦ To find and identify

◦ Access points: ISBN, call number, Titles, People, and Series

◦RDA

What is Description ? (Container & Content)Information Content(Intellectual aspects )

• Themes• Genre• Topics• Time and place

Is called Subject Cataloging

Container/Descriptive : The view from Alameda Island by Robyn Carr ; published by Mira Book in 2019 ; 319 pages ; ISBN : 9780778368953

Content/Subject: Domestic Fiction ; Abused wives Fiction ; Self-actualization (Psychology) in women; Life change events Fiction

Information Container(Physical aspects )

• Characteristics(pages,dimensions, etc.)

• Name (title, variant title)• Creator (author, artist)

Is called Descriptive Cataloging

Difference: Descriptive & Subject Cataloging

Descriptive : The view from Alameda Island by Robyn Carr ; published by Mira Book in 2019 ; 319 pages ; ISBN : 9780778368953

Subject: Domestic Fiction ; Abused wives Fiction ; Self-actualization (Psychology) in women; Life change events Fiction

What is Subject Cataloging?• Subject analysis is figuring out what the item is about • Keywords are different from subject headings

• There’s no official list• Nothing to do with what the item is about

• Most commonly used subject headings are LCSH ( Library of Congress List of Subject Headings) and the Sears (Sears List of Subject Headings)

• Goal is to accurately describe the item so that a patron can find it

So why do we perform Subject Analysis?

• To save the users’ time

• To provide subject access

• To collocate resources

• To provide a logical location for resources

What is Classification?

Classification is a process of grouping materials together by subject, and further, by categories. This process helps the user to arrange, organize and make a logical sense of items which also assists the user to locate them in an easy manner.

So what does library classification do?• Bring together works on the same topic• Provide a physical or virtual address, or call number

for each resource in the library• Serve as a direct retrieval function

• Browsing items• Linking items

• Use as tool for collection management• Shelf list

Library Catalogs

• Key to all library collections• Organized list of all the materials

owned by the library• Can be traditional card catalogs, or

automated catalogs• Provide a way for patrons to

identify, locate and use those materials

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The Catalog – OPACs and ILS Online Public Access Catalogs are the public interface of an Integrated Library System

• Stand alone catalogs - one library• Shared catalogs – more than one library

• Example: Prairie Cat catalog• Union catalogs – from separate ILSs, and display records for

many libraries• Example: WorldCat, Find More Illinois Catalog

Cataloging Terminology

Terms used by Catalogers

• t.p. = title page• t.p. verso = back of the title page• Chief source = Preferred sources• Surrogate =reproduction used for

access or cataloging (print or digital)

Terms used by Catalogers

• CIP Data = Cataloging-in-Publication Data (usually title page verso)

Terms used by Catalogers

• Access point = indexed field can be searched by the user• Authority Control = establish a recognized form for an entity name

Cataloging Standards/Resources

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Importance of Cataloging standards

• Enable sharing of records

• Ensure consistency and predictability

• Provide a foundation for local practices decisions

• Easier to share data within and between libraries

• Less guesswork for catalogers• World War 2 ?• Or World War II?• Second World War?

• Library users know what to expect

• Is a content standard not encoding standard ( what

information is recorded and how)

• A flexible framework

• instructions not rules

• intended for worldwide use

• organized by entity-relationship model called FRBR.

RDA (Resource Description and Access)

• Pay service accessible at http://access.rdatoolkit.org/

• Available for 30 days free-trial

• Group purchase discount through RAILS.

• Based on the Functional Requirements for Bibliographic Records(FRBR) model.

• Replaces the RDA print guide and AACR2R print editions.

• Provides guidelines for bibliographic description, not display (i.e. appearance of MARC records).

Useful for :

o Copy cataloging and Original cataloging

o Catalogers to review RDA instructions

• It is an encoding standard (communication standard)• It is not a system• It allows libraries to share bibliographic records through utilities

such as OCLC

Machine-readable: "Machine-readable" means that one particular type of machine, a computer, can read and interpret the data in the cataloging record. ... (MARC records often contain much additional information)

MARC = MAchine-Readable Cataloging record

MARC is a carrier

According to the MARC 21 manual, MARC is designated to be “A carrier for bibliographic information.”*

*MARC 21 Format for Bibliographic Data. Washington, DC: Library of Congress. 2006. Accessed May 22, 2019.http://www.loc.gov/marc/bibliographic/bdintro.html

MARC vs. RDA

MARC (MAchine Readable Cataloging Record) Encoding standard Communication standard Computer code to consistently handle the data recorded

RDA (Resource Description & Access ) Content standard Guidelines for describing items What information to record

….not where to record ….not how to display

MARC Record sources

• Copy cataloging : Find and download records (Don’t reinvent the wheel!)

o Your local/consortium(ILS)o Vendor recordso Z39.50 servers set up in your ILS (MarcEdit tool has a built in Z39.50

client)o OCLC – paid subscription (Cat Express, Connexion client/browser)o SkyRiver– paid subscription

• Original cataloging : Creating Bibliographic records from scratch

MARC Records: Copy Cataloging

• Make sure the record matches the item you have.• Different formats• Different publishers• Different publication date

• Make sure it is a complete description record• Download the record and import it into your

catalog

MARC : Secret of the catalog OPAC view of a monograph as seen by a patron:

Here we see MARC fields:245 field250 (edition)264 (publisher)300 (description)and 6XX (subject headings)

OPAC view

Bib Record Data

Holdings Data

Item record Data

MARC Documentationshttps://www.loc.gov/marc/

ISBD (International Standard Bibliographic Description) Punctuations in MARC

• Set of recommendations by IFLA• Standardized punctuations (colons, semicolons, slashes, dashes, commas, and

periods) is used to identify and separate the elements and areas. • Technically for physical card catalogs• Applies regardless of language or script• Invented before MARC• A form of “markup” before computers• Conversations about eliminating or reducing punctuationExample:$a The big slide : $b the digestive system from top to bottom / $c Nicholas F. Prayson

and Richard A.Prayson ; illustrator J. Jordi Rowe.

Classification Systems

• DDC ( Dewey Decimal classification)

• Mainly Public and school libraries

• LC Classification(Library of Congress Classification)• Mainly in academic libraries

• NLM Classification

• Medical libraries

Pay service accessible at http://dewey.org/webdewey/login/login.html

◦ Group purchase discount through RAILS/IHLS.

◦ Catalogers can build Dewey Decimal classification numbers.

◦ Updated, online version of DDC 23 print books and updates, which are being discontinued in June 2018

Useful for

◦ Search and Browse DDC numbers

◦ Building Dewey numbers

◦ Helpful in creating subject headings

◦ LCSH and MeSH subject headings

WebDewey : DDC web version

• FREE resource accessible at http://classify.oclc.org/classify2/• FRBR-based prototype service developed by the OCLC Research

division. • View suggested call numbers, subject and authority headings

Useful for:• Libraries with a small budget• Copy cataloging nonfiction in DDC and LC• New catalogers to become familiar with OCLC

OCLC Classify: the beginning cataloger's friend!

LC Authorities

FREE resource accessible at http https://authorities.loc.gov/

Useful for :

◦ Copy cataloging and Original cataloging

◦ Catalogers can browse and view authority headings for Subject, Name and Title

◦ Download authority records in MARC format in a local library system

OCLC Bibliographic Formats and Standards (BFAS)

◦ Guide to the structure, coding practices, and input standards used in bibliographic records in the WorldCat database.

◦ Provides definitions, guidelines, and examples for entering information into WorldCat.

◦ Designed to assist catalogers and other technical services staff making use of bibliographic records in WorldCat.

FREE resource accessible at: https://www.oclc.org/bibformats/en.html

Cataloging Email Discussion List

• AUTO-CAT◦ https://listserv.syr.edu/scripts/wa.exe?A0=AUTOCAT

• ALCTS e-forums & YouTube Channel◦ http://www.ala.org/alcts/confevents/upcoming/e-forum

◦ https://www.youtube.com/user/alctsce/videos?view=0&sort=dd&flow=grid

• OCLC-Cat◦ http://listserv.oclclists.org/archives/oclc-cat.html

• RDA-L & YouTube Channel◦ http://lists.ala.org/sympa/info/rda-l

Cataloging Social Media List • Facebook Troublesome Catalogers and Magical Metadata Fairies

• https://www.facebook.com/groups/161813927168408/

• Facebook RDA Café• https://www.facebook.com/groups/RDACafe/

• Twitter

• #cataloging or #cataloguing hashtag search:

https://twitter.com/search?q=%23cataloging%20OR%20%23CATALOGING%20OR%20%23catalog

uing%20OR%20%23CATALOGUING #catalogers or

Cataloging Illinois - Groups• For Reaching Across Illinois Library System members:

Subscribe to RAILS Community Forums to participate in discussions about ebooks, AV, technical services, and more! http://railslibraries.info/community

• For Illinois Heartland Library System members:

Subscribe to the Exchange List to “get messages about book giveaways, job postings, and questions from your fellow librarians around IHLS.” http://illinoisheartland.org/?q=content/page/ihls-listservs

Cataloging Tips!

• A good Cataloger is a researcher

• Library Catalog is the Foundation and key to resources

• Takes practice

• Listservs

• Networking opportunities

Final thoughts

or Questions

nincy.george@railslibraries.info