Cataloging:

1. Cataloging: If We Call It “Describing & Arranging” Does It Make More Sense To All of US?

2. Montana State Library:Fall Workshops 2010 Presented by Dr. Mary C. Bushing, Ed.D. Library Consultant & Educator 2121 S. Tracy Avenue Bozeman, MT 59715 (406) 587-4742 marying@msn.com

3. Goals for today: • Let library history put things in context • Understand the big picture • Understand the influence of networks • Get a sense of the changes influencing how & why we catalog • Really get it that cataloging is about retrieval – not the library police or rules • Remember that best practices change • Enjoy ourselves while learning!

4. Good news! Those in the know say: • Emphasis of TS will change from acquisition of content to user’s discovery of content (good “cataloging”!) • There is growing need for all content to have some online manifestation. • TS staff will spend more time on creation, care & distribution of locally created content. • Emphasis in this stage is finding the right stuff—not being a detail fanatic for its own sake.

5. Elements to consider: • Personal abilities for those involved in • cataloging work • Networking – people & technology • Classification – Dewey or LC or other • Descriptive cataloging – AACR2 & RDA • Access points – authority lists/subjects, added • entries, metadata, Dublin Core • Original records / copy cataloging • Changes on the horizon • Costs of what we do & how we do it

6. Personnel for cataloging • Common sense & decision-maker • Attention to detail with well-organized mind • Broad knowledge of scope of disciplines • Ability to see the forest as well as the trees • Technological skill & lack of fear of machines • Ability to play devil’s advocate, see options, understand how to consider likely futures • A real expert on how people look for things • The ability to play well with others • Sense of humor

7. Networking. . . electronic & human • Standards / Conformity • Rules / Guidelines • Authority & standards • Requires many decisions • No library is an island • Cost savings / efficiencies • Headaches • Benefits & disadvantages • Constant compromise • Cost-effectiveness issues

8. The role of technology • Bibliographic record formats & metadata • Standards • MARC to MARC 21 • Constant change, upgrades • Local platform • Ability to seamlessly interface • Equipment: currency, maintenance, & expertise

9. Two parts of cataloging: Classification • To enable us to find things - access • To put like things together - browsing • To provide another means for analysis – statistics/evaluation • It’s about location! Cataloging • To accurately describe things – inventory/assets • To share records of things - resource sharing or ILL • To identify & value resources - management

10. Classification: What is it? Classification = systematic arrangement in groups or categories according to established criteria Other words for it: Sorting Organizing Arranging Identifying Classing Filing

11. Why do we classify things? To easily RETRIEVE them & to create order Make a list of things you classify, sort, or file in your life to enable you to find them.

12. Dewey Decimal Classification(it’s a set of library codes!) • Hierarchy loosely based on tens • Broad subject or discipline first • Narrower subjects or subclasses • Not random (at times one wonders!) • Flexible – things added & moved • Through time • Across cultures • Length of number – use of primes • Libraries add . . . • Collection identifiers or format at head • “Shelf marks” or cutters following

13. Other ways of organizing? • “Collections” – fiction, reference, etc. • Age / reading level / interest • Size • Format • Broad subjects • Provenance • Binding • Color What impact do these have on users?

14. Other classification schemes: • UDC – Universal Decimal Classification • NLM – National Library of Medicine • Accession #: 2010:0612 • Accession & size: 2010:0612:71:4:3:14 • Book industry general subjects XXX • Others?

15. Shelf marks or Cutter tables . . . • Charles S. Cutter & Margaret Sanborn • Used with Dewey to arrange materials on shelf • Used as part of LC classification • Can also add dates for editions or publication • Alpha numeric codes • Many options

16. Spine label Cutter examples: PS 3545 E6 P6 1954 QA 151 D47 2006 BC 185 D45 M47 1990 LP Wilder B165 330 M61 581.9 W21r 641.5945 LUONDO 2000 917.9404 GILDART 2005 The point is: practice has changed over time. It’s our job to make it possible for users to find what they want without having to know a lot of insider information or special codes!

17. Descriptive cataloging • Philosophies have changed, world has changed • Format used to take precedence • AACR, 1967, AACR2, 1978; 1988; 1998; 2002-2004, & RDA 2010 • Defined levels of catalog records • Greatly influenced by networks, technology & electronic resources of all types It’s about metadata not catalog cards!

18. AACR2 but should be AACG2 Organization of rules Chapter 1: areas or elements for description #1 Title & responsibility #2 Edition (if other than 1st) #3 Material type details #4 Imprint (publication, distribution, date, place, etc.) #5 Physical description #6 Series (if any) #7 Notes (if any) #8 Standard # & availability

19. Organization of rules . . . Chapters 2-12: Material types #2 Books (pamphlets, etc.) #3 Cartographic materials #4 Manuscripts #5 Music #6 Sound recordings #7 Motion pictures #8 Graphic materials #9 Electronic resources #10 Three-dimensional artifacts #11 Microforms #12 Serials

20. Organization of rules . . . • Second part addresses retrieval rather than description • Points for retrieval, or “headings” are dependent on description (added entries) • Typical ones after “main” are usually author, but might have added title, added author, translator, illustrator, etc.

21. Access points . . . Based on description, decide access points to aid user in retrieval. RDA is about retrieval unlike AACR2 which was about rules. Typical access points: Title Subjects Alternate title Series title Illustrator / Translator What else might matter to a user?

22. Sears – Minnie Earl Sears 1923 One volume, 872 pages 16,000+ (400+ new) Broader, less technical 19th edition, 2007 Gives Dewey number Periodic new editions Electronic & print Well controlled Abridged follows 14th ed. Designed for many Library of Congress 5 volumes, 5,000+ pages 185,000+ topical 60,000+ name 500,000+ cross ref Lots of special rules Annual print editions Now electronic Seldom gives LC # Lots of inconsistencies Designed for one library Subject headings / authorities

23. Cataloging levels – a fairly recent AACR2 idea Level 1 • Sufficient for small library • Not full records but correct • “Core” record concept • Without this option, the backlog was killing many research endeavors & networks Enhanced Level 1 is often used

24. Level 2 . . . • More rules applied & more details • Chosen by medium & large libraries • Acceptable level for bibliographic utilities (OCLC and their regional offices

25. Level 3. . . • Fullest with every bit of info included • Seldom done, not even LC does it • Costly & often expensive waste of time & money • No mention of applying common sense!

26. Being correct is essential, but exhaustive is optional . . . Level 1 is adequate Level 2 is more complete Level 3 is overkill in most situations RDA: “core elements” concept that leaves more room for good judgment

27. What & why is MARC? Machine Readable Cataloge Purpose: • Provides a way for a computer to interpret data • Serves as international standard for cataloging • Allows one to identify elements without knowing language • Allows libraries to have automated catalogs • Allows bibliographic records to be manipulated, shared & transferred from system to system • Biggest problem: it is based on old technology & old answers to old questions & possibilities!

28. Good reasons for MARC: • Networking would be impossible without it • Defines structure for electronic format of bibliographic records across languages, cultures & software platforms • Enables libraries to provide all of the needed information about an item or file but not all fields and tags need be used • Appears difficult but gets easy with use • MARC 21 (21st Century) – to provide some updates & changes while keeping all previous records intact & viable

29. But lots has changed! • Copy cataloging – the result of networks • Out-sourcing – result of labor costs • Importance of consistency notlocal practice • Key word searching! • Federated search capabilities: a Google world • Users’ expectations • Values changed: emphasis on customer service rather than exact details • AACR2 augmented by RDA (about access) & MARC 21 is now encoding standard/format

30. Furthermore . . . • Original cataloging is seldom needed • Now we do “copy cataloging” • We match item in hand with record on screen • We download the record, edit ifjustified, attach an “item” (barcode) • Add our holdings to OCLC if appropriate • Move to next thing to catalog!! • When de-accessioning, we reverse this process by finding the record & removing our holdings

31. But cataloging as we know it is: • Too expensive to sustain • Separate from Web environment • Still descriptive data but not content • Too complex for even us! • Running on 50 year old technological assumptions/thinking • Are not state of the art now or compatible with the future • Scary!!

32. Changes as we speak! RDA: Resource Description and Access • “New” unified standard (see RDA Toolkit) • Developed over long period by catalogers! • Supposedly designed for digital world & all formats but really just rehash of AACR2 • Cross references to AACR2 rules • ALA, CLA, LC, British Library & Australian NL • Is really just a transition rather than a revolution • Certain attributes/elements are “core” • Many leaders (not catalogers) believe it is too little too late & too concerned with backward compatibility rather than forward progress

33. The needed revolution • No longer appropriate to bury key info in data strings • Need to be fully Web integrated • Now systems can manage data differently • Producers now have own ONYX format • Rights information • Simplification of data elements • Practical approach to data & arrangement • Less costly, easier to handle, produce, use • Future needs to be determined by best informed about big issues – top down process

34. Let’s consider the costs of “cataloging” • List the factors that contribute to the costs of cataloging. • How might those costs be reduced? • What is the trade-off for implementing reduced costs for cataloging? • Is it worth it? For whom? • Consider your library specifically . . . Thoughts?

35. Things to learn more about: • Meaningful statistics – what can our systems do if we enter the right info? • Users’ behavior & options – how do users use the ILS or Web these days? • Next leaps forward? • Forces influencing what we do & how we do it

36. Before we go . . . • List 2 things you learned today • List at least 2 things that surprised you • Identify one good way you can use your new knowledge. • Smile: remember to use your sense of humor. This is not nuclear physics—just description & organization of stuff!