CATALOGUING WORKSHOP17 FEBRUARY 2009

Anne Welsh

Catalogue - Objectives1. To enable a person to find a book of which either

a) the authorb) the titlec) the subject is known.

2. To show what the library hasd) by a given authore) on a given subjectf) in a given kind of literature

3. To assist in the choice of a bookg) as to its edition (bibliographically)h) as to its character (literary or topical)

~ Charles Ammi Cutter. Rules for a printed dictionary catalogue. 1904.

Inventory

• Lists holdings to ensure that what is received by new host / owner institutions matches what we send

• Can be generated from the catalogue– Enter once, use for catalogue & inventory lists

• Consists of a sub-set of catalogue fields– “brief entry” cataloguing– “quick and dirty” cataloguing

• Is a short-term project

MARC21

• We are using MARC21 to enter data to the Koha Library Management System

• An online version of the MARC manual is at http://www.loc.gov/marc/

• Components of a MARC field are– Field number – e.g. 100, 245, 260– First indicator – e.g. 100 first indicator 1 = surname– Second indicator – e.g. in 245 second indicator = No. non-

filing characters (e.g. “4” for “The”– Subfield codes – e.g. in 260 |c or $c = publication date

Brief entry fields

• For the inventory project, we are creating brief entries, with just enough information to identify an item uniquely. We are using:– 100 / 110 = personal name main entry / corporate body

main entry– 245 = title– 260 = publication details– 490 = series– 500 = notes

• We are also using some local fields to record Feminist Library classmarks and subjects

Challenges

• There are three challenges for the inventory project. The first challenge is the cause of the other two:

1. Time. We do not have the time we need to fully document the entire collection before it is transferred.

2. Extracting bibliographic information from the collection that uniquely identifies each item.

3. Data entry. We need to enter the correctly extracted bibliographic information on the LMS.

Extracting Bibliographic Info

• Important task that volunteers are undertaking. • Helen has created a form for them to fill out with as

much info as they can find quickly.• Where it is quicker to do so, they are also

photocopying title pages and back title pages.– It is quicker to do this when all or most of the information

needed appears on one or two pages.• It is important for volunteers to understand the

information they are looking for.– Otherwise we end up with an incomplete inventory.

Ideal title page & verso

More common

Some things are incomplete

Some things need context

Titles

• All items will have a title. If they are an unpublished item, it may be a case of adding a title in square brackets.

• At the cataloguing stage, these will most commonly be entered in the 245 field.– http://www.loc.gov/marc/bibliographic/bd245.ht

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From MARC21

• Indicators• First - Title added entry 0 - No added entry No title

added entry is made, either because no title added entry is desired or because the title added entry is not traced the same as the title in field 245.

• 1 - Added entry Desired title added entry is the same as the title in field 245.

• Second - Nonfiling characters 0 - No nonfiling characters

• 1-9 - Number of nonfiling characters

From MARC21

• Subfield Codes• $a - Title (NR)• $b - Remainder of title (NR)• $c - Statement of responsibility, etc. (NR)

• e.g. 24510$aStatistics :$bfacts or fiction. • e.g. 24504$aThe plays of Oscar Wilde /$cAlan

Bird.

Authors / Corporate Bodies

• For each item, we are looking for an author or a corporate body (organisation) responsible for it.

• At the cataloguing stage, these will be entered as 100 / 110 (main entries) or 700 / 710 (added entries).– http://www.loc.gov/marc/bibliographic/bd1xx.ht

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– http://www.loc.gov/marc/bibliographic/bd70x75x.html

Publication Details

• It is most useful to record:– Place of publication– Name of publisher– Date (year) of publication

• At the cataloguing stage, these are recorded in the 260 field.– http://www.loc.gov/marc/bibliographic/bd260.ht

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From MARC21• Subfield Codes• $a - Place of publication, distribution, etc. (R) May

contain the abbreviation [S.l.] when the place is unknown.

• $b - Name of publisher, distributor, etc. (R) May contain the abbreviation [s.n.] when the name is unknown.

• $c - Date of publication, distribution, etc. (R) May contain multiple dates (e.g., dates of publication and copyright).

• e.g. 260##$aNew York, N.Y. :$bElsevier,$c1984.

Other details

• ISBN or ISSN are useful unique identifiers.• Feminist Library classmark– *Vital for long-term cataloguing project

• Feminist Library subject headings– *Vital for long-term cataloguing project