Cataloging and Description: A New Era

We continue our introductions of the FSU Special Collections & Archives division with the Cataloging and Description department. This post was written by Amy Weiss, Annie Glerum and Ruth Ziegler.

The faculty and staff of the Cataloging and Description department
The faculty and staff of the Cataloging and Description department.

The Cataloging and Description Department supports the academic programs of Florida State University by organizing and describing print books, e-books, video recordings, streaming video, microforms, maps, and other monographic materials purchased or received by the library. Four librarians, two library specialists and four library support staff catalog 36,000 titles per year following national standards of bibliographic control and in keeping with established cataloging practices and priorities. The department works with Acquisitions to load e-resource packages, which add thousands of records to the library catalog each year. Original records are contributed to OCLC, an international bibliographic database. FSU contributes nearly 1,000 original records per year. The department participates in international cooperative cataloging programs including NACO (Name Authority Cooperative) and SACO (Subject Authority Cooperative) through the Library of Congress. We contribute 500 to 600 records every year to the national authority file. Two units – Complex Cataloging and Authorities/Catalog Management collaborate to create workflows and apply the latest technologies in its routine work and projects.

A sample of new technical work for Cataloging and Description are the ETDs (Electronic Theses and Dissertations). Instead of receiving MARC (Machine-readable Cataloging) records for the ETDs, we receive non-MARC metadata and convert it into MARC so it can be loaded into the online catalog for users to find. Data conversion is also key to another recent job, the London project, where we are processing a file of records that were converted from the Access database the FSU London branch library uses for their local catalog to MARC records for FSU’s main campus catalog. After the records have been processed, they will be loaded in the FSU catalog so that professors and students visiting London will know whether or not they need to bring a given book with them. Librarians Annie Glerum and Yue Li and Library Specialist Dominique Bortmas have been working on these projects.

Remodeling the Dirac Science Library has been a major concern for the University Libraries. When the Libraries received funding for compact shelving, weeding the collection quickly became a priority. Librarian Ruth Ziegler and Library Specialist Nakia Davis collaborated with the University of Florida and worked out a withdrawal plan to remove 62,000 unwanted volumes from the catalog using global change. Reports were given to Collections Access so that they could remove books from the shelves for resale or to discard. Using this method, books did not have to be moved to the Catalog Management unit and there was considerable savings of time and effort.

Rare Books and Special Collections materials are cataloged in Cataloging and Description. When the University Libraries acquired a complete run of books published by the Grove Press Department Head Amy Weiss assembled a team of catalogers (Melissa Burel, Tim Kanke, Valeria Kosmynin and Annie Glerum) and instructed them in Special Collections cataloging. The team was able to get the books cataloged in time for a special event planned around the collection this past spring.

Ordinary cataloging is not what it once was. Cataloging of most English language materials is done in conjunction with vendors who supply both the books and the bibliographic records, as well as physically processing the book with property stamps, security strips, and barcodes. After two years of working with the Coutts/Ingram, we have changed vendors to Yankee Book Peddler (YBP). YBP will supply electronic and print books with accompanying MARC records. We will continue to do quality control checking to make sure all books have full records.

Cataloging and Description called 711 W. Madison Street home
Cataloging and Description called 711 W. Madison Street home

Cataloging and Description loads catalog records for large e-resource packages, e-books and streaming media. This can be a complicated process. FSU is part of the shared State University System (SUS) Libraries catalog. Loading electronic records requires coordination between the schools. Librarian Ruth Ziegler works with FSU’s Apryl Price, E-Resources Librarian and with FALSC (formerly FLVC). Collaboration with the other schools who have purchased the same materials is sometimes necessary when errors occur in batch loading.

There are still some traditional cataloging functions performed in Cataloging and Description. We receive books which are not yet cataloged and which require original or close to original cataloging. Most of these books are in foreign languages, but not all. Many of the books are held by very few United States libraries, with FSU being one of a very few copies held. In cases like these, FSU performs a public service by providing high quality cataloging for these materials so that they can be located by scholars throughout the country.

A traditional cataloging task which is taking on new significance is authority control. Authority control provides the underlying structure of the catalog. It’s something that most users and librarians don’t think about. It’s a very important component in cataloging and the post cataloging process. Authorities are established forms of personal, corporate, conference, geographic names, subjects, uniform titles and series records that link to records in the bibliographic file. This involves using the Library of Congress authority file from which we follow established access points. New access points are set up when there is a conflict in the Library of Congress Name Authority File (NAF). In this way, works by a single author or on a given subject can be found together in the catalog. In current thought about the future of cataloging, authorities will become linked data, which will associate each name or concept with a number or code so that items can be linked out to the web and not just collocated in a catalog. From the traditions of library cataloging, come the innovations of tomorrow.

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