Cataloging

Mission

To provide timely and accurate control and access to University Libraries' collections, utilizing standard American cataloging rules and documentation, and documented local guidelines, practice and procedures in the treatment of library materials in all formats for all collections.

About the Cataloging Unit

University Libraries Cataloging unit centrally manages cataloging activities for two campuses and all collections. The unit fosters a strong service orientation, providing timely and accurate access to library resources in all formats. The unit currently consists of two catalog librarians and four paraprofessional cataloging specialists. They perform traditional functions in cataloging, incorporating best practice in original and edit cataloging for all formats, database maintenance and repair, and authority control. Catalog unit personnel serve as liaisons between the unit and those who manage the collection(s) for which they catalog.

University Libraries is a participant in shared cataloging services worldwide, contributing original bibliographic records to the Online Computer Library Center (OCLC) and adhering to OCLC guidelines and standards as given in Bibliographic Formats and Standards, 4th edition. The department performs cataloging activities in the OCLC Connexion Client interface. The integrated library catalog system is by Innovative Interfaces, with its technical services interface, Millennium.

As of October 2013, all new original bibliographic records are created in compliance with Resource Description and Access (RDA). Classification of most collections utilizes Library of Congress Classification. The national authority file is utilized for subject headings and names, and most collections have Library of Congress Subject Headings.

Cataloging Priorities

Priority 1:

  • RUSH -- Any item flagged by an ordering agent shall be cataloged and processed expeditiously.
  • Reference -- Any item ordered for the Reference collection is cataloged as soon as possible.
  • New Purchased Materials -- As an ideal, materials delivered to Cataloging from Acquisitions are cataloged within seven working days. Because the ordering and receipt cycle experiences peaks and valleys, this period is at times lengthened to 21 days. This priority applies to circulating and special collections materials.
  • Dissertations and Theses -- Print dissertations and theses are ideally cataloged within one semester of receipt from the Graduate School or Archives (by the time the next semester's theses are received). Electronic dissertations and theses are cataloged on the same time frame.
  • Special Collections -- Materials identified by Special Collections curators are staged for cataloging with high priority.

Priority 2:

  • Electronic Resources -- Loading of electronic resource bib records is carried out within 2-3 days after notification is received that records are available.
  • Special Collections Materials -- Materials received directly from Special Collections (usually not purchased) are staged for cataloging when purchased materials are up to date.
  • Gifts -- Materials donated and selected to be added to the collections are cataloged as and when Priority 1 materials are up to date. A fiscal and workflow benefit is derived when Gift material cataloging is kept continuously up to date, though, when a gift that has been cataloged is the same as something that woudl be otherwise ordered and paid for.

Priority 3:

  • Database Maintenance Projects -- Database maintenance work that is identified and assigned may be completed in short work periods between other assignments or priorities. The supervisor can assist in setting the priority.
  • Special Cataloging Projects -- Small special projects are completed as assigned, sometimes with high priority. Larger projects are expected to be carried out over a period of months or longer. Example: the outsourced cataloging of 385 children's books in 22 nonRoman languages and scripts.
  • Digital Collections Metadata -- Review and enhancement of selected metadata fields in Digital Collections records is carried out when Priority 1 and 2 work is caught up. Metadata collections are assigned by the Catalog Librarian. Most metadata records and digital resources are available for research without this review and enhancement.
  • Backlog -- Any item from an existing collection prior to library automation is cataloged and processed as time and skills allow.

Standards by Format

Monographs
  • Original/OCLC: 3rd (Level I): RDA, LCSH, LCC. Local standards meet or exceed PCC guidelines.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC. Local standards meet or exceed PCC guidelines.
  • Cataloging-at-Point-of-Order: 3rd (Level I). Accept DLC and OCLC member copy with classification numbers and subject headings. Used primarily in creating an order record. Verified, enhanced or replaced as needed on receipt of the item.
Serials
  • Original/OCLC: 2nd (Level K): RDA, LCSH, LCC and SuDoc for government documents.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC and SuDoc for government documents.
Rare Books
  • Original/OCLC: 3rd (Level I): RDA, DCRB, LCSH, LCC.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, DCRB, LCSH, and LCC.
Manuscripts

  • Original/OCLC: 3rd (Level I): RDA, Archives and Manuscripts cataloging guidelines, LCSH, LCC or local class/cuttering/accession number system.
Microforms

  • Original/OCLC: 3rd (Level I): RDA, LCSH, LCC or SuDoc for government documents.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC or SuDoc for government documents.
Maps

  • Original/OCLC: 3rd (Level I): RDA, LCSH, LCC or SuDoc for government documents.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC or SuDoc for government documents.
Sound Recordings

  • Original/OCLC: 2nd (Level K): RDA, LCSH, LCC or a local class/cuttering/accession number (music).
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC or local class/cuttering/accession number (music).
Video Recordings

  • Original/OCLC: 2nd (Level K): RDA, LCSH, LCC.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC.
Music Scores

  • Original/OCLC: 2nd (Level K): RDA, LCSH, LCC and Local Composer Cutter tool.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC and local Composer Cutter tool.
Film
  • Original/OCLC: 3rd (Level I): RDA, LCSH, LCC.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC.
Computer Files
  • Original/OCLC: 3rd (Level I): RDA, LCSH, LCC.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC.
Electronic Resources
  • Original/OCLC: 3rd (Level I): RDA, LCSH, LCC.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC.
  • Edit/Vendors: 2nd (Level K): RDA or AACR2, LCSH, LCC, with edits as prescribed in procedure documentation.
  • A separate bibliographic record represents the electronic version of a print resource (exception: dissertations and theses).
Electronic Journals
  • Original/OCLC: 3rd (Level I): RDA, LCSH, LCC.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC.
  • A separate bibliographic record is created for the electronic version of a print resource (exception: dissertations and theses).
Multimedia and Kits
  • Original/OCLC: 3rd (Level I): RDA, LCSH, LCC or a local class/cuttering for curriculum materials.
  • Original/Local: 2nd (Level K): RDA or AACR2, LCSH and other prescribed subject thesaurus (ERIC), LCC or a local/cuttering for curriculum materials.
  • Edit/OCLC: 3rd (Level I): RDA, LCSH, LCC or a local class/cuttering for curriculum materials.
Pictures and Realia
  • Original/OCLC: 3rd (Level I): RDA, LCSH, LCC or a local class/cuttering for curriculum materials. See local documentation.
  • Original/Local: 2nd (Level K): RDA or AACR2, LCSH and other prescribed subject thesaurus (ERIC), LCC or a local/cuttering for curriculum materials.
  • Edit/OCLC: 3rd (Level I): RDA or AACR2, LCSH, LCC or a local class/cuttering for curriculum materials.



Last Updated: June 2015

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