Cataloging Department Report 1997 Highlights
The Cataloging Department enjoyed a very successful 1997. It continued to provide ever improving access to library collections, while undertaking major restructuring aimed at streamlining its operations and enhancing productivity. Achievement of these objectives required implementation of management strategies which would assure a successful transition and uninterrupted service. This was accomplished with a comprehensive management strategy which helped to create a working environment in which individual members and sections in the department could make important contributions to the overall process. Highlights of this year's accomplishments are outlined below.A. Access to library collections.
This year, the Cataloging Department proudly highlights important achievements in the area of improving and providing access to library collections. These range from continuing cataloging of newly received materials to important new initiative that were undertaken during the course of the year. Through these new projects, access was provided to materials which were only partly accessible, or not accessible at all.
1. Analytics
After many years of not providing analytics for serials, it was announced that the Cataloging Department will accept requests from collection managers for cataloging analytics. This decision opened the way for a systematic approach to providing access to vast collections with no complete bibliographic access. Two special analytics requests were received and completed in July. The first request was from BPL, in which 38 titles (41 vols.) of FAO Fisheries Technical Paper series were cataloged. These pieces filled the gap between the old titles to be covered in analytic retro-con and the current titles being done as currently received in the Cataloging Department. The second request was from HIS for 7 titles from History and Theory Beiheit to be cataloged.
When OSCAR was implemented and records were transferred to the new system, there were approx. 25,000 analytics titles from the original load which were never linked. A student was hired and trained to work on linking these records and the project has been completed, except for minimal problem solving.
2. Backlogs
- Book backlogs
Cataloging of the vast western language XMAI backlog has been successfully completed this year with approximately 5000 titles cataloged. This long term project started in June 1996. Final tests of the OSCAR catalog conducted upon completion of the project revealed a number of irregularities in other western language material records. These have been analyzed and are in the process of being resolved.
- Serials backlogs
The serial clean-up project involving the "title change" notebook problems has been completed. This is a long standing project which was handled by Marilyn Miller, who volunteered to take care of it. She resolved a total of 152 problems in a relatively short time.
The Serials Section started to investigate and to solve the long standing "serial problems" backlog. This backlog consisted of 540 problems in January and was reduced to 210 by December. The elimination of this backlog is the goal of 1998.
In addition, the Serials Section stared to catalog the serials microfilm backlog. This backlog consists of about 200 titles. It is the goal of the Cataloging Department to eliminate this backlog in 1998.
- Microform backlogs
Cataloging of the backlog of western language monographs on microfiche was completed this year as well. A total of 439 titles (5,117 fiche) were cataloged for the project that began in December 1996. Processing of microfilms in western languages is also nearing completion, with only 58 titles (68 reels) remaining.
3. Cataloging new receipts
While many resources were devoted to cataloging the backlogs, receiving special projects, opening the analytics processing, and retro-con projects, the Cataloging Department was successful in cataloging the newly received materials. During the course of the year, the Cataloging Department cataloged a total 33,771 titles in all formats. These include all newly acquired materials, as well as special projects and backlogs. This accomplishment was achieved by hiring a number of student assistants to perform routine and clerical work, thus allowing other staff more time to concentrate on these important projects.
4. Retrospective conversion
- Serials retro-con
Retro-conversion of non-unique serial title changes was completed this year, with 11,712 titles
processed. The project consisted of record review, transfer of OSCAR items without records to
the appropriate titles, removal of some records with appropriate OCLC updates, and notification
for CAD. The project began in September, 1996.
- Serial card retro-con project (in-house)
The Serial Card Retro-con Project was launched in October. Approximately 2,340 records were
completed by the end of the year and the remaining 1,100 should be finished early in 1998. By
completing this project, the serials retro-con will be completed.
- Monograph retro-con
The final stage of vendor-assisted retro-con was negotiated with the TALX Corporation at the
end of September. Following up on discussions began by Magda El-Sherbini, Noelle Van Pulis,
Jose Diaz, and Beverly McDonald met with TALX representatives on Sept. 24. Subsequently, a
letter of intent was signed for a project to convert about 80,000 cards for monographs via manual
search and edit, or original input on OCLC. The project began in October 1997 and is scheduled
to end in June 1998. Most of the cost will be covered by OhioLINK retro-con funding.
- Large microforms retro-con
Cataloging of OhioLINK large microform sets is underway.
In the first phase of this project 10 microform sets for which the OSU is the lending institution have been selected for processing. To date, Effie Spillman and Kris Weber have completed the bib and item record work on 9 sets for a total of 7,500 records. We expect to complete this project in January 1998.
5. Special projects
Cataloging of the History of American Business microfiche collection has been completed. This collection includes serial publications representing the American economy during the 20th century. For this project, 123 microfiche titles (2,241 fiche pieces) were cataloged. The project began in January at the request of C. Popovich (BUS) and David Lincove (HIS.)
Cataloging of the Fowler Collection of Early Architectural Books microfilm set has been completed. The collection contains 484 microfilm titles (86 reels). Each reel contained multiple titles which were linked by a single item record for that reel. This project was done upon request from M. Scott (SEL)
Cataloging of the Mansfield campus videotape backlog. Mansfield Library had a group of videotapes that were not in OSCAR. The tapes were arranged by an accession number on shelves. D. Kranck requested that the videotapes be cataloged with LC call numbers and subject headings. Mansfield sent printouts of videotape titles and xerox of videotape containers to be used for cataloging. The Cataloging Department provided records for the entire collection of 316 titles (561 videotapes).
The non-filing character (NFC) project has been completed. The project started in November
1996 and approx. 50,000 records were examined. This project was designed basically to correct
the non-filing character for the short bibliographic records, so that when the retro-con records are
loaded, the overlay will be done properly and the rate of non-match will be minimized.
B. Administrative changes
A mammoth management effort was required to accomplish these primary goals, while at the same time managing the restructuring process begun the year before, and dealing with major staffing changes occurring in the department.
1. Restructuring
On June 1, 1997, the Cataloging Department assumed responsibility for complex copy cataloging, call number and subject heading assignment in western language and special format materials.
Carol Diedrichs and Magda El-Sherbini planned for this administrative change, which transferred three members of the copy cataloging staff (Vera Enesey, Vicki Fitzgerald and Anna Batchev) and their workload to the Cataloging Department from the Copy Cataloging Division of the Acquisitions Department.
Vera Enesey is now working in the Western Language Section under Jose Diaz's supervision and is cataloging German and French language materials and solving cataloging problems. A. Batchev is working in the Non-Roman Language Section under Beverly McDonald's supervision and is cataloging Slavic materials and regional Campus materials. She also assists in the Western Languages Section if it is needed. V. Fitzgerald is working in the Theses and Special Project Section under Effie Spillman's supervision and is cataloging cat-as-mono, non-book materials, analytics, and preservation copies. She also assists with special projects and catalogs materials from the Western Language Cataloging Section.
These staffing changes called for restructuring of some of the existing workflow and reassigning of responsibilities. Following discussions between Cataloging and Acquisitions, responsibility for handling of all cataloging problems (e.g. call number discrepancy, labeling problems, etc) for both new and old books was assigned to Noelle Van Pulis, Acting Coordinator of the Catalog Maintenance Section. Technical Services are no longer making a distinction between the date of cataloging or where it was processed. This new procedure simplifies reporting of cataloging problems.
After considerable discussion, a decision was made to merge the Catalog Maintenance Section and the Authority Section. The two sections perform related functions and enjoy a close working relationship. The new arrangement will streamline the workflow between Authority and Maintenance and will maximize the resources of the two sections. All Cataloging members agreed that this arrangement is logical and it is a way to consolidate similar functions. It was agreed that Noelle Van Pulis would be the coordinator. According to this arrangement, Noelle's appointment will increase to 100% from September 1, 1997 through June 1998.
A new faculty position was moved from Acquisitions to Cataloging. After extensive discussion with the section coordinators a decision was reached to seek an expert in serials management who also has the knowledge of CONSER and cataloging electronic resources. By filling this position, the Serials Section will have the capacity to work with the traditional serials formats as well as electronic. The new person will assume responsibility for the Section currently managed by Jim Murphy. Jim would prefer to utilize his experience in another setting in the Cataloging Department. He will be focusing on coordinating and cataloging electronic resources and solving problems. The job description of the Serials Section Coordinator position has been written and will be posted in early fall. Screening and interviewing will begin in late January 1998.
During the summer, the Cataloging Department underwent reorganization which streamlined work flow and succeeded in making better user of staff resources. This process was undertaken partly in response to a series of staffing changes in Technical Services. Some of these changes are listed in the ensuing section.
2. Staffing changes
Morris Jackson, the serials copy cataloger, resigned his LMTA2 position effective January 27, 1997. Kris Weber from Bindery Preparation accepted appointment to the LMTA2 position in the Serials Section.
Ruey Rodman from Catalog Maintenance left the department on June 2, and accepted a new position at the Health Sciences Library.
Noelle Van Pulis, Authorities Coordinator, temporarily assumed responsibility for ongoing maintenance supervision.
Japanese GAA Megumi Abe began to work on July 2, 1997. Megumi was hired to replace Kayoko Akiyoshi (Aki) who worked for us for 4 ½ years and left at the end of July.
Vera Enesey has accepted the LA II position in Western Languages cataloging (this is a replacement of Ruey's position). Her language expertise and general experience will be very valuable in this area.
Resignation of Mary Rider, Head of the Acquisition's Copy Cataloging Division. Her position was reassigned to the Cataloging Department.
The LA1 position to replace Brian Daher was revised, rewritten and advertised. It is in the
process of being filled.
The LA1 Position (a replacement of Vera's position) is still under assessment.
3. New work stations
New PC's were requested for cataloging workstations. Installation of the new workstations in the Cataloging Department has had a positive impact on productivity and morale in the Department.
The new computers use the Passport for Windows software which allows us to export records directly to OSCAR. This reduces the number of records sent to OCLC tape loading. The goal of the department is to export all records and not having to do tape loading.
4. Staff development
In order to successfully conduct a massive restructuring of the department, it was necessary to develop a multifaceted training and information sharing program. A two day planning retreat
was organized for all the staff in Cataloging. On August 12 and 13, 1997 all 19 members of the Cataloging Department attended a series of sessions at the OSU's Fawcett Center. The objectives of the retreat were to define a vision of the department' future, develop a plan that will lead toward that vision, and re-energize and strengthen our sense of community. To achieve these objectives, we met in small groups and defined our vision, assessed our strengths and weaknesses, analyzed the results and identified 3 areas for improvement: training, communication, and physical environment. Training was the area chosen first and we spent time identifying causes, generating ideas, selecting solutions and creating an action plan. At the end of the retreat we felt that we had achieved our objectives.
One result of the departmental retreat was the formation of a new Documentation and Training Committee, which includes Noelle Van Pulis, Chair, Cheryl Obong, co-chair, Sherry Dabe, Jose Diaz, and Beverly McDonald. The committee first addressed the issue of documentation (availability, currency, needs, etc.), and submitted a draft of their report.
The major physical relocation and reorganization of the Cataloging Department took place Dec. 11-12, following much preparatory work. Shelving was cleared and reallocated for in-process materials, 8 new workstation desks were received and installed, old furniture discarded, additional network connections were installed, several new computers were added and others relocated, and new phones were installed or reassigned as sections and/or personnel were relocated. The new arrangement brings together for the first time all sections of the Department, while leaving more open space and providing a more pleasing physical environment. Some work remains.
Several department members attended workshops introducing them to Windows '95 and all gave positive reviews. One of the comments made was that this workshop has broadened their personal knowledge and helped them in configuring their own workstation
This year, OSUL's participation in the NACO program has expanded with the training of Shirley Rhea and Maria Serrano by Noelle Van Pulis and Andrea Moore. Shirley and Maria have begun using the NACO/OCLC macro for automatic creation of basic authority records from headings in a bibliographic record.
In late February, the Cataloging Department began its series of Item Record Maintenance
workshops, with Ruey Rodman as the presenter. Most of library staff attended this workshops
and handouts were prepared and giving to library staff.
C. Other areas of accomplishment
- Electronic resources
This year, the Cataloging Department began cataloging electronic resources. We successfully
cataloging 22 CIC titles and started to catalog the newly acquired electronic serials. We expect
an increase in acquiring electronic resources and we are planning to accommodate this growth.
- Contract cataloging
The Serial contract cataloging project with OCLC TECHPRO to do original cataloging is still going well. The contract for cataloging of Slavic books (original cataloging only) has been renewed and the contract is going well. During 1997, 780 titles were cataloged.