The New “Normal” Cataloging and Processing

1. The New “Normal”Cataloging and Processing NCLA RTSS September 30, 2010

2. Background and History Cataloging • Completed In-house • Copy cataloging with editing for local needs • Original cataloging when necessary • Professional and para-professional staff Authority Work Part of cataloging work Authority records added and edited locally

3. How well did it work? • Unique needs of patrons met • Errors in copy found • Call nos. to fit shelf • Extra cross references in authority records to meet local needs. • Consistency with bib and authority records • Time consuming • Errors corrected may not make much difference to patrons • Changes in searching capabilities of systems make extra references less important • Not enough staff to get materials to the shelf in a timely manner Pros Cons

4. Processing—Important and Costly • Library identitification stamp • Security strips/labels • Covering book jackets • Reinforcing paperbacks • Barcodes

5. Processing Considerations • Local quality control • Materials processed consistently • Mistakes corrected immediately • Time consuming • Usually involves extra staff—part-time, temp, or student • Can be costly, especially book tape and barcodes • Do materials really need such attention to processing? Pros Cons

6. The new question asked by administrators: “Is this work really necessary or just something that has always been done?” • Be ready to evaluate procedures and provide answers • Be careful with cataloging language and the desire for what is seen as an impossible and unnecessary perfection. • The buzz word is “Discovery”—covers access, front end software and many other things

7. “New” Procedures and Decisions Outsourcing all book and other monograph cataloging—some call it “shelf ready” • Books received with processing completed • File of bibliographic and item records loaded into the ILS • Only books with complicated and incomplete records are catalogued in-house • Materials ordered from vendors that do not work with the shelf-ready process must also be catalogued, but acquisitions staff are supposed to do “fast cataloging” for them when possible

8. How well does it work? • No backlog • Reduction in cataloging staff—saves money? • Patrons do not have to wait for requested materials once they arrive • Especially helpful for large libraries with large orders • Setting up of profiles for cataloging and processing very detailed and time consuming • Have to accept cataloging as vendor can supply it • Time must be spent on revising work flows and procedures Pros Cons

9. Some things we have learned Setup of profile is linked to the ILS and systems personnel must be involved Be sure to communicate processing wants and needs to the vendor—SEVERAL TIMES IF NECESSARY! Every task costs money—vendors charge for affixing barcodes, scanning barcodes, printing labels, affixing labels, and library still supplies the barcodes (big expense) Average price for shelf-ready: ca. $5.00/book “Shelf-ready” takes more work in-house after books arrive than administrators think!

10. Catalogers:“Where do we go from here?” (Evita) • Cataloging required only for “unique” items, such as special collections, materials created at the institutions (theses, dissertations, etc.) • Cataloging of digital images and texts using metadata schema, such as Dublin Core, EAD, MODS • Training must take place • Collaboration with Special Collections necessary

11. Final Advice • Technical Services personnel must be involved in these changes. • Keep staff informed and try to dispel their worry and fear • Do your best to stay on the inside track with planning, profile, etc. • Look for training for you and/or your staff as soon as the change to metadata and special collections is mentioned • Ask for assistance from colleagues via associations and listservs—it is happening everywhere!

12. Implications for the Future • Hoping traditional catalogers will retire? • How do we handle RDA with outsourcing? • Will library schools change their curriculum to fit this new profile for cataloging? • As print collections decrease, will cataloging only involve online resources—serials, ebooks, web pages?