Cataloguing Back to Basics James Wagner Technical Services

Cataloguing 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

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 Ma. RC binder with descriptions of all the Ma. RC tags – my library can’t afford this so I use on-line sources

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its content, its carrier, its type of publication, its bibliographic relationships, and whether it is published or unpublished. ” (AACR 2 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

Original Cataloguing • At my library, we do little original cataloguing • most items ordered with cataloguing • use Z 39. 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 – Z 39. 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) – Z 39. 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/z 3950/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

Examples of Library Software Cataloguing Screens 2 KOHA

Examples of Library Software Cataloguing Screens 3 Evergreen

Examples of Library Software Cataloguing Screens 4 Symphony

Examples of Library Software Cataloguing Screens 5 • Follett

Examples of Library Software Cataloguing Screens 6 • Follett – Easy 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 – Most AACR 2 sections say ‘precede’ • 300 $a 30 p. : $bcol. ill. ; $c 26 cm. ^ • 300 $a 312 p. ; $c 18 cm. ^ • Courses – take a cataloguing course on-line

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/pol 420. html • Follett Tag-of-the-Month http: //www. fsc. follett. com/clientsupport/community/tagoft hemonth

On-Line Tutorials • Using Marc 21 : http: //www. lib. usm. edu/~techserv/pdc/marc 21_tutori al_ie/marcintro. IE. htm • Understanding Marc: http: //www. loc. gov/marc/umb/ • Creating authority records http: //www. lib. usm. edu/~techserv/pdc/auth_tutorial/auth 01. htm • Finding subject headings based on LC designations (including find Dewey numbers for corresponding LC number) http: //classificationweb. net/tutorial/7 subjcor. html • Creating Dewey numbers http: //www. oclc. org/dewey/versions/ddc 22 print/intr o. pdf

Other Resources • MARC 21 for Everyone : A practical guide – Fritz, Deborah, American Library Association, 083890842 x • 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 AACR 2 R and USMARC 22 nd Edition : A Study Manual And Number Building Guide – Scott, Mona L. , Libraries Unlimited, 9781591582106

Other Resources 2 • Cataloger's Reference Shelf – <http: //www. itsmarc. com/crs/CRS 0000. 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/c ataloging/electronicresources/default. htm> • Map Cataloger's Tool Box – http: //ublib. buffalo. edu/libraries/asl/maps/cat/map_ca t_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.

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 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 G 195 v 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 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 AACR 2 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 $a. ISBN$z. ISBN 100 $a. Lastname, ^Firstname, $d. Date 245 $a. Title^: $bsubtitle^/$c. Statment of responsibility^; ^illustrator. $a. Media title$h[gmd]. 246 $a. Title variation. 250 $aedition. 260 $a. Place of pub. ^: $b. Publisher, $cdate. 300 $a. Pagination^: $bill. , ^maps. 440 $a. Series title^; $v. Number 440 $a. Series title media$h[gmd] 500 $a. Includes index. 505 $a. Contents^--^contents. 521 $a. Grade level: primary, junior, intermediate, senior. 650 $a. Subject heading$x. Subdiv. 700 $a. Added author, ^firstname

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

Online Resources Lynne’s library aids www 3. 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. usbornequicklinks. com/ca/ca_menu_areas_pages/languages/french. asp ? type=subject&menu=s 92

Online Resources 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

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

Differences • Numerous editions where primary responsibility changes (this is common in law cataloguing)

Things to Watch Out For • Classification schemes – Jurisdictional vs. topical (KE vs. KF)

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

Things to Watch Out For – Statutes – Court decisions – Trials

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.

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 AACR 2 R and Library of Congress Subject Headings for Legal Literature / Melody Busse Lembke, Rhonda K. Lawrence. 3 rd 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? SUBED 1=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