Cataloging Department Annual Report
Jan.1999-Dec.1999
By
Magda El-Sherbini
Head Cataloging Department
Summary:
The Cataloging Dept. had a year of very high productivity, following Technical Services reorganization and personnel changes.
For the calendar year 1999, the Cataloging Dept. is pleased to report the addition to OSCAR of 41,015 full catalog records. This includes 37,967 for books, 369 for non-roman languages serials, 262 for music scores, 88 for printed maps, 858 for A/V, 26 for non-music records, 45 for music records, 207 for computer files, and 1189 for OSU theses. Plus we added an additional [DELETE: of] 115,114 records for OhioLINK major microforms. We also completed many retrospective conversion projects (see details below).
In addition, we added through file loads 4,964 full records for government documents and 12,741 short records. We updated 4,770 headings in OSCAR bibliographic records. We received requests for maintenance on 5,426 bibliographic/item records and made 442 referrals to other areas. We also added 9,884 records for ERIC microfiche. And, 203 titles were reinstated to the catalog. In support of cataloging, 137 authority records for Western language materials were contributed to the national authority file.
This work was completed following major reorganization within Technical Services that included changes in the Cataloging Dept.
In addition to normal workflow and special projects, the Department participated in an annual retreat that recognized past accomplishments and focused our efforts for 1999-2000
I. RESTRUCTURING THE CATALOGING DEPARTMENT
The Cataloging Department completed its re-organization on January 27th, 1999. This restructuring was undertaken to accommodate the following changes that were implemented in Technical Services in 1998/99. The Cataloging Department currently consists of five sections:
1) Principal Cataloger-Beverly McDonald
2) Book Formats Western Languages Section-Headed by Jose Diaz
3) Non-book Formats Western Languages Section-Headed by Jim Murphy
4)Non-Roman copy/original (new supervisor, Non-Roman Coordinator - Hee-Sook Shin)
5) Catalog Maintenance and Authority Control--Headed by Noelle Van Pulis
II. CATALOGING NEW RECEIPTS
The Cataloging Department kept current in cataloging the newly received materials as this is Cataloging's first priority for all formats and all languages (except for serials which are the responsibility of another department). This includes complex copy cataloging and original cataloging for Western languages materials, and original and all copy cataloging for non-roman
languages materials. In addition to the new receipts, the Cataloging Department continued to
catalog the overflow materials forwarded from the Monograph Department. In Jan.-Dec. 1999,
the Cataloging Department cataloged 31,037 titles (35,732 volumes)
III. RETROSPECTIVE CONVERSION ACTIVITIES
In addition to keeping current with cataloging new receipts, the Cataloging Dept. Completed or started several retrocon projects:
1) Lima retrocon (18,000 short records were completed)
In April 1999, Lima's 18,000 short records were sent to OCLC for conversion. De-duping records, complex copy cataloging (fall out) and original cataloging were done in-house.
2) Planning for converting the cards from TALX
The Cataloging Department completed the conversion of 25,285 cards (This includes all languages and copy and original cataloging as well. There are about 4,000 cards in Western languages to be converted.
3) Analytics Fallout:
The following activities were completed in August 1999
a) Printing of 53,000 records
b) Elimination of duplicate records
c) Separating ITYPE
d) Guidelines for processing were written
e) Training was conducted
f) ITYPE 8 were assigned
As of April 2000, approximately 7000 records were converted. We are rethinking the project and trying to find a better way to convert the remaining short records. A new plan is under way.
4) OhioLink Major Microforms
As of February 2000, the Cataloging Department completed the cataloging of OhioLink Large Microforms for monographs and manuscripts (115,114 records). One serial major microform set (900 records) is to be completed by the Serials/Electronic Resources Dept.
IV. OTHER CATALOGING PROJECTS:
a) Current industrial reports ( Completed)
230 titles were cataloged for BUS.
b) Mansfield project (Completed)
250 scores were cataloged for Mansfield..
c) Arnold S. Johnson project (on going)
480 titles were cataloged from the pamphlets in the Arnold S. Johnson.
d) Adding advisor's name to older OSUL thesis records.(Completed)
Approximately 3000 theses records were revised and the advisor name were added for AGI, BUS, and SEL locations.
e) Slavic Microforms Project (Completed)
About 150 were cataloged. The remaining titles were serials and were sent to S/ER.
f) The deletion of all records (bib and item) for the location PKO was completed.
g) The deletion of all records (bib and item) for the location OHS was completed.
V. ANALYTICS BACK ISSUE REQUESTS:
As of April 2000, 22 requests (about 4,000 records) were completed for different locations.
VI. CONTRACT CATALOGING:
a) Two contracts with OCLC TechPro to do Arabic and Hebrew original cataloging were negotiated. We have started to send books to be cataloged.
b) The Slavic contract cataloging with the University of Kansas is progressing well. The contract has begun and we are sending 50 books every month. [
VII. OVERSEEING AND PROVIDING TRAINING TO THESE LIBRARIES:
a) Polar Library project (ongoing project)
1) add duplicates to OSCAR (completed)
2) do copy cataloging (under planning)
3) do original cataloging for unique titles (third step).
b) The Herbarium project (ongoing project)
1) Search OSCAR and add duplicates (Completed, as of January 2000; approx. 5,000 volumes have been added)
2) Search OCLC and do copy cataloging (under planning).
3) Do original cataloging for those materials not found in OCLC.
VIII. AUTHORITY CONTROL PROCESSING:
Planning the project, selecting the vendor, testing the vendor services and signing the contract was completed. There were test projects with both OCLC-Dublin Authority Control service and also with OCLC/WLN MARS service.
We planned to begin sending records to OCLC/WLN at the beginning of 2000. It is estimated that more than 700,000 bibliographic records will be processing in the coming year. In addition, the OSCAR authority will be updated with thousands of revised authority records. The Department also reviewed and contributed to the national authority file xxx authority records for Western languages materials.
IX. TRAINING AND DOCUMENTATION:
In April 1999, The Cataloging Department conducted a series of OSCAR Item Records Maintenance training sessions on 3 different days to accommodate different schedules.
There was a total of 68 participants, who gave high rating to the presentation and handouts.
We added numerous cataloging documents to the cataloging web sites. These documents made it easier to find information and document policies and procedures for our cataloging as well as that of other areas in Technical Services. Documentation and training will be a continuing focus in 2000. In addition, members of the Cataloging Dept. Made significant contributions to other documents, "Shared Bibliographic Records Guidelines" for the Technical Services Committee and "Copy Cataloging Guidelines" for the Monographs Dept.
X. STAFFING:
A number of important staffing changes were made in the Cataloging Department in 1999.
As part of the Technical Services Reorganization, Noelle Van Pulis, Catalog Maintenance and Authority Coordinator, became a full time faculty member on a permanent basis.
Regina Patterson was hired to fill the LA1 position (replacing Lisa Iacobellis). Larissa Abramiuk (LMTA2) assumed the Non-Book formats cataloger position. This position was to replace Linda
Miller (LA1) the serials cataloger, after the Cataloging Department exchanged the position with Serials/Electronic Resources Dept.
The following GAs were hired in the non-Roman Languages Section:
Sandra Shadchehr (Arabic), Yaron Felus (Hebrew), Fusako Yoneda (Japanese), and Kim Strozewski (Slavic).
A new Non-Roman Languages Coordinator was hired in 1999, but was unable to start service until the next year. Hee-Sook Shin joined the Dept. in February 2000.
Beverly McDonald's responsibilities have changed as she assumed the position of Principal cataloger.
Effie Spillman, the Analytics cataloger, left the Department in June 1999. Her position was redefined and changed to an MLS cataloger. Candidates were interviewed for this position, but it was not filled.
The staffing changes required writing or re-writing various position decriptions and service on search committees.
XI. VISITORS:
On Feb. 19, the Cataloging Dept. hosted two visitors from OCLC Europe, Andrew Evans and David Elek. Beverly, Jim, Jose and Noelle described briefly our OCLC use in cataloging and authority control.
The Dept. provided orientation to Tschera Connell, the new Cataloging Coordinator in S/ER.
XII. CATALOGING DEPARTMENT RETREAT:
The Cataloging Department held its second Annual Retreat at the Fawcett Center on March 22nd-23rd. In addition to recognizing our past accomplishment, we planned for the coming year. The report is available on the Dept. website:
retrea99.htm
XIII. CONTINUING EDUCATION FOR CATALOGING STAFF:
Most of the Cataloging Department staff attended workshops at OhioNET (Basic copy cataloging, searching, LC classification, subject headings, and others.)
Most coordinators and staff attended the Computer Workshop training on Access Basics, HTML Basics basic and advanced, and Powerpoint.
All the cataloging Coordinators participated in a CORC training workshop held at OCLC on September 1st. Consequently, they attended two in-house meetings of the library's CORC working group. In addition to contributing to CORC workgroup discussions, Jim Murphy, Jose Diaz and Magda El-Sherbini were responsible for making final catalog records from those derived on CORC by collection managers. Noelle Van Pulis was responsible for loading the records from CORC into OSCAR, a different process from using OCLC Passport.
Jose Diaz, Jim Murphy, Noelle Van Pulis, Beverly McDonald and Magda El-Sherbini along with Carol Diedrichs attended Cataloging Now! An ALCTS Institute on the PCC Core Record, co- sponsored by the Program for Cooperative Cataloging (PCC) and held in Parma, Ohio, on October 15.