Cataloging Department Monthly Report
December 1999
OVERVIEW OF THE MONTH
In addition to being a very busy and festive month, December was also chocked full of steady duties, activities, and holiday vacations. With fewer students working, we were able to concentrate consistently on the Retrocon Analytic Project, as well as the Papers of the NAACP Project. The Department was also able to complete the cataloging of 2,743 titles and 4,300 volumes. This includes Western languages, Non-Roman languages, and special formats materials.The retrocon project to convert about 32,000 monographic cards is going very well. Since March 99 (when the project started) until December 99, a total of 17,630 titles have been converted. This number represents copy and original cataloging, it does not represent the adding of duplicate records to FELIX.
The guidelines for the Retrocon Analytic Project started being tested in early November and are progressing successfully. The actual project started in December and is moving at a slow pace, as it is a low priority, until the cataloging staff completes the other retrocon projects. Initially there were over 52,000 records that needed to be properly identified, updated, exported and overlaid in the OCLC system in order to reflect proper holdings, and other pertinent information. Beverly McDonald is training 3 staff members and one student to work on this project as much as time permits. However, it is no easy task as there are numerous complications which often require extensive research. In December 600 records were converted.
Hee-Sook Shin, the Non-Roman languages Coordinator, is scheduled to begin working January 17th, if her HIB visa is approved. If her HIB visa is not approved by that date, she will come to work in the department but we will not be able to do her new hire paperwork or pay her until we have a verbal approval on the HIB.
The search committee for the Cataloger position has completed its work, their recommendations
were forwarded to the hiring managers. A decision was made to reopen the search.
Book Format, Western Languages Section
In December the Western Languages section received 852 titles (921 volumes) through its regular flow. The section completed the processing of 874 titles leaving 220 titles on the shelves.
J. Diaz chaired the entry level cataloger search committee. The committee completed deliberations and made a recommendation to the Library's Assistant Director for Technical Service.
J. Diaz coordinated the regular shipment of TECHPRO materials.
The section continued work on the retrocon (cards) project.
Beth Stenger, the section's Greek GAA, will return to work on January 5th, 2000. She was on leave during Winter Quarter.
J. Diaz was on vacation from December 20th, 1999 to January 3rd, 2000.
Non-book Format Western Languages Section
R. Patterson and L. Abramiuk continue working on the analytic retrocon project. J. Murphy continues with the problem retrocon cards. About 30 problem cards remain, these including "major problems," (so-labeled) as well as several bound withs containing several dozen old reprints or removed articles that require seeing the piece. He is also checking a series of foreign language cards (Hebrew, Vietnamese, Turkish, etc.) for copy.
L. Abramiuk has virtually eliminated the UMI Dissertations Express backlog, but we expect an influx of additional titles. J. Murphy has trained J. Jones on how to search for copy on these using OCLC, which may expedite their cataloging.
J. Murphy corrected the ca. 400 OSU Seniors' Honors Theses that had an incorrect item location code in the bib record. He also checked these records for accuracy, the main problem noticed being inconsistency in capitalization and pagination. A few which were already cataloged with accompany disk were left as is, although it has been decided not to include these disks in our holdings.
Non-Roman Languages
Section December 1999 was a quiet month for the Non-Roman Languages section, as many of the GAAs took time off between quarters. During the month, the section received 537 new titles and cataloged 789 titles and 970 volumes.
The retrocon project to input 40,000 cards that TALX did not do (including 3,000 cards that the Music Library will do) continued in December. Although the overtime stopped at the end of August, the work still continued on this project. Spiro Shetuni continued to work on the retrocon cards full-time. Shirley Rhea worked on them one hour per day and Anna Batchev worked on them whenever time would permit. Vera Enesey and Andrea Moore finished their parts of the project, while Jose Diaz, Jim Murphy and four students working with Beverly continued. Chinese GAA Ya-Yu Lo continued to spend all of her time inputting the Chinese retrocon cards while our new Slavic GAA Kim Strozewski worked with the Lima cards. Maureen Donovan, the Japanese Studies Librarian generously agreed to let us use her GAA Nori Mizuro four hours per week to input the Japanese retrocon cards (Nori worked in the Cataloging department several years before transferring to Maureen's area). This month a total of 1,713 titles were input. Since the project began in March 1999, a total of 17,630 titles have been converted.
In other news from the section, Hebrew GAA Yaron Felus continued to spend a lot of his time
locating books with absolutely no copy on OCLC that are to be sent to Tech Pro, in addition to
cataloging more difficult books. Arabic GAA Sandra Shadchehr worked with Dona Straley, the
Middle East Studies Librarian, to input the Arabic retrocon cards. Beverly worked with Regina
Patterson, Larissa Abramik, Wilma Steele, and student Arthur Eaks on the Analytic project. She
also spent most of her time training, answering questions, solving problems and revising work;
especially with the retrocon projects, and she assisted with the campus-wide reception for
Dr. Studer. Beverly then ended the month by taking two weeks of vacation.
Maintenance and Authority Control Section
General Maintenance
The OCLC archive tapes for December contained no records after UTS removed those produced or updated with "i" transactions. The last time records were loaded from tape is Nov. 17. Robert Keller verified with University Technology Services that the tapes lacked records after "i" transactions were stripped. The implication is that all cataloging centers are exporting records to OSCAR after producing or updating on OCLC.
Noelle Van Pulis responded to a request from Tom Heck regarding LC full cataloging (replacing the CIP record) for his latest book. As a result of Noelle's email query to the CIP office, the Acting Chief of the Cataloging Policy and Support Office, Tom Yee, worked with Tom Heck to obtain a copy of his book and catalog it, especially responding to his corrections and suggestions for subject headings. It was interesting to hear from Mr. Yee that LC does respond to author requests regarding cataloging of their books, assuming that the author knows best what his book is about. In response to a follow-up question from Tom, Noelle provided him with information on how records in OhioLINK are chosen for addition of TOC (Table of Contents) information, discovering that his book is a likely candidate for this access enhancement.
Retrocon
Microforms:
Noelle Van Pulis worked with the Brenda Mumaw, OCLC, to cancel OSUL holdings for microforms we do not own but for which records were acquired through the OhioLINK Major Microforms project, some of which were causing problems for Interlibrary Loan:
Pamphlets in American History - 5283 records, except 644 records for subseries Women
Human Relations Area File - 2299 records
Major Studies & Issue Briefs - 1988/89 - 499 records
Following an investigation, it was determined that the records available from OCLC for the
Sabin Collection do not match our holdings. The records are for later units of the set, and we are
still acquiring the earlier units. Cataloging of the current holdings would require individual
processing, which is under consideration.
The last set of the original OhioLINK Major Microforms, Paper of the NAACP, is in process.
Noelle Van Pulis worked with Sherry Dabe to complete the physical inventory and set up
procedures processing of the 1735 records in the multiple (27) sub-series on OSCAR. The set
requires both analytic and "bound with" linking, deletion of some item records and creation of
others. Andrea Moore and two students are working on the project with Sherry. As a result of
the manner in which we prepared the project, we have discovered that the set of records delivered
by OCLC is incomplete, and will investigate later with OCLC why these were omitted and how
they can be identified, for possible acquisition later.
Authority control
A "Letter Agreement" was received from the authorities vendor, OCLC/WLN, just prior to the holiday break. Some elements do not correctly reflect discussions with the vendor, and a response will be prepared for the first week in January. Due to the need to have the agreement reviewed by the University's Office of Legal Affairs, it is expected that actual processing of bibliographic records will not begin until late January or early February 2000. The first set of records to be processed will be the gap group, comprised of current cataloging from Sept. 1997 through Dec. 1999.
Andrea Moore has been continuing to process "blind reference" reports in order to identify authority records which should be removed from OSUL's "history file" as held by the authorities vendor. This will prevent us from receiving updates to authority records which are not needed and which would generate new "blind reference" reports.
NACO In December, a total of 102 records (81 new, 21 updated) were contributed to the
national authority file. Most were for Hebrew names.
Other
Andrea Moore continued service on the search committee for the Cataloger position.
As Chair of the Appointment, Promotion and Tenure Committee, Noelle Van Pulis, along with
the Procedures Oversight Designee, concluded the Committee's work on the Fall cases for 4thyear
review, tenure and/or promotion in rank.
Administrative Assistant
In spite of December being a busy and blissful month, the Cataloging staff and students found it to be a good time to concentrate wholeheartedly on the Retrocon Analytic Project, as well as the Papers of the NAACP project for Noelle.
Beverly McDonald continued to provide training and assistance to Regina, various staff members and to several of the students that are currently involved in the Analytic project. She is working with several other students who are updating, searching and inputting German and Latin cards in - in support of the card Retrocon project, also two students began training in OCLC record searching procedures.
The Technical Services and Cataloging Departments enjoyed a White Elephant Party on the 15th,
with lots of fun, foods and gifts. Additionally, the Cataloging Department celebrated a holiday
luncheon at Max & Erma's on the 16th. In keeping with the festive spirit, snacks and a variety of
treats were accessible throughout the month to anyone wanting to indulge.
Catalog Maintenance Statistics
December 1999
General Maintenance
Requests Received: 203 Referrals: 1
OCLC Delete holdings: 68
Books Cataloged: 8 Reinstatements: 8 Current Receipts: 0
Adds to OSCAR
| Records added | Date | No. of records | No. of errors | Comment |
| OSUL tape | - | 0 | - | See narrative |
| OSUL PfW | 12/8 | 1307 | 0 | - |
| OSUL PfW | 12/30 | 610 | 0 | - |
| Total OSUL | - | 1917 | - | - |
| GPO file-s.l. | 12/6 - 12/28 | 768 | 0 | 4 files |
| GPO file-full | 12/30 | 306 | 18 | - |
| ERIC file | 12/15 | 852 | 0 | - |
| TOTAL OTHER | - | 1926 | 18 | - |
Bibliographic Updates and Deletes
| - | Updates made | Deletes collected | Deletes made | Delete failures |
| Bib records | 1012 | 344 | 231 | 113 |
| Item records | 12,703 | 3761 | 3147 | 614 |
| TOTAL | 13,715 | 4105 | 3378 | 727 |
Authorities Processing
| Activity | Month | No. of records | Date sent / overlay | Comment |
| To vendor | pending | - | - | - |
| From vendor | N/A | - | - | - |
Synchronization Program
| Times run | Records examined | Records changed | % of records changed |
| 3 | 10,073,024 | 102,349 | 1.016% |
Special Projects:
Microform Project - German Baroque Literature: 50 reels ( R. Keller)
Microform Project - Papers of the NAACP (S. Dabe, A. Moore, and students):
Bib. Updates - 653
Item Updates - 948
Item Deletes - 156
Analytic Retrocon: 114 records (W. Steele)
Reserve Deletes (S. Dabe):
Bibs - 43
Items - 64
December 1999 Statistics
OSCAR bib. updates
| SOURCE | GLOBAL UPDATES | EDIT | TOTAL BIBS |
| III Auto. Auth. Bib.Updates | - | - | 0 |
| III Auto. Auth. Nearly Matches | - | - | 0 |
| III Auto. Auth. Busy Matches | - | - | 0 |
| Blind References | 110 hdgs. in 103 bib. records | 189 | 292 |
| Blind References - Auth. Record Updates | - | 114 | 114 |
| Blind References - New Auth. Records | - | 7 | 7 |
| OSUL NACO records | - | - | 0 |
| Invalid headings | - | - | 0 |
| 682 Subject notes | - | - | 0 |
| Other | 23 hdgs. in 23 bib. records | 5 | 28 |
| TOTAL | 133 hdgs, in 126 bib. records | 315 | 441 |
NACO participation
| SOURCE | ADDs | REPLACEs | TOTAL | % of TOTAL |
| Cataloging (W. Eur.) | 0 | 0 | 0 | 0 |
| Authorities | 0 | 0 | 0 | 0 |
| Spec. Coll. Cat. | 10 | 0 | 10 | 10% |
| Hebrew | 71 | 21 | 92 | 90% |
| TOTAL | 81 | 21 | 102 | 100% |
Authority Control - Authority records - ongoing loads
| TYPE | DATE(S) | # RECORDS | STATUS |
| New | TOTAL |
0 |
pending |
| Notifications | TOTAL | 0 | pending |
Authority records - ongoing deletions
| TYPE | DATE(S) | # RECORDS |
| Authority Records | February - August 1996 | 7 |
| TOTAL | - | 7 |
CATALOGING STATISTICS
DECEMBER 1999
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CATALOGING STATISTICS
December 1999
| Category | Titles on hand | Titles Added | Total Titles | Titles Cataloged | Volumes or Pieces | Titles Remaining | Status/Comments |
| BOOKS | - | - | - | - | - | - | - |
| Western Languages | 242 | 852 | 1094 | 874 | 921 | 220 | - |
| W. Lang. in
DLAS |
0 | 0 | 0 | 0 | 0 | 0 | - |
| UMI Dissert. | 40 | 0 | 40 | 0 | 40 | 40 | - |
| Gov. Docs. | 18 | 2 | 20 | 2 | 2 | 18 | - |
| Analytics | 217 | 100 | 317 | 98 | 98 | 219 | - |
| Anyl-special | 0 | 0 | 0 | 0 | 0 | 0 | - |
| Cat-as-mono | 0 | 5 | 5 | 5 | 9 | 0 | - |
| PREA | 0 | 0 | 0 | 0 | 0 | 0 | - |
| Arnold Johnson Collection | 480 | 0 | 480 | 0 | 0 | 480 | - |
| Regional campuses | 6 | 139 | 145 | 140 | 183 | 5 | - |
| Reinstated | 0 | 0 | 0 | 0 | 0 | 0 | - |
| Subtotal Western Languages | 1003 | 1098 | 2101 | 1119 | 1253 | 982 | - |
| African | 197 | 0 | 197 | 0 | 197 | 197 | - |
| Arabic | 0 | 136 | 136 | 136 | 225 | 0 | - |
| Chinese | 2956 | 82 | 3038 | 122 | 163 | 2916 | - |
| Greek | 83 | 20 | 103 | 10 | 10 | 93 | - |
| Hebrew | 5441 | 0 | 5441 | 140 | 143 | 5301 | - |
| Japanese | 2306 | 298 | 2604 | 112 | 188 | 2492 | - |
| Korean | 679 | 0 | 679 | 0 | 0 | 679 | - |
| Persian | 10 | 0 | 10 | 3 | 170 | 7 | - |
| Slavic PRES | 486 | 0 | 486 | 143 | 147 | 343 | - |
| Slavic new receipts | 444 | 18 | 462 | 152 | 169 | 310 | - |
| Turkish | 0 | 39 | 39 | 39 | 40 | 0 | - |
| Other languages | 4 | 1 | 5 | 1 | 1 | 4 | - |
| Subtotal Non-Roman languages | 12606 | 594 | 13200 | 858 | 1453 | 12342 | - |
| TOTAL BOOKS | 13609 | 1692 | 15301 | 1977 | 2706 | 13324 | - |
|
Category |
Titles on hand | Titles added | Total Titles | Titles Cataloged | Volumes or pieces | Titles Remaining | Comment |
| MICRO-FORM | - | - | - | - | - | - | - |
| WLANG film new receipts | 2 | 4 | 6 | 4 | 35 | 2 | - |
| WLANG film backlog | 0 | 0 | 0 | 0 | 0 | 0 | - |
| Gov. Docs Microfiche | 215 | 0 | 215 | 0 | 0 | 215 | - |
| WLANG fiche new receipts | 20 | 8 | 28 | 20 | 35 | 8 | - |
| Pres. film | 2 | 14 | 16 | 8 | 2 reels | 8 | 8 titles= 1 reel |
| Pres. copy | 0 | 32 | 32 | 31 | 34 | 1 | - |
| NRoman film new receipts | 0 | 1 | 1 | 0 | 165 | 1 | - |
| NRoman fiche new receipts | 3 | 0 | 3 | 3 | 327 | 0 | - |
| NRoman fiche backlog | 0 | 0 | 0 | 0 | 0 | 0 | - |
| Subtotal Microform Monos | 242 | 59 | 301 | 66 | 598 | 235 | - |
| Japanese Serials | 232 | 0 | 232 | 0 | 232 | 232 | - |
| Serials | 0 | 4 | 4 | 0 | 4 | 4 | - |
| -new receipts | 6 | 0 | 6 | 0 | 6 | 6 | - |
| -title changes | 0 | 0 | 0 | 0 | 0 | 0 | - |
| -backlog | 0 | 0 | 0 | 0 | 0 | 0 | - |
| Subtotal Microform Serials | 238 | 4 | 242 | 0 | 242 | 242 | - |
| TOTAL MICRO-FORM | 480 | 63 | 543 | 66 | 840 | 477 | - |
| Category | Titles on hand | Titles Added | Total Titles | Titles Cataloged | Volumes or Pieces | Titles Remaining | Status/Comments |
| OTHER FORMATS | - | - | - | - | - | - | - |
| - Audio cassette | 3 | 11 | 14 | 10 | 22 | 4 | - |
| -Computer file | 3 | 45 | 48 | 24 | 30 | 24 | - |
| -Kit | 0 | 0 | 0 | 0 | 0 | 0 | - |
| -Map | 7 | 7 | 14 | 6 | 10 | 8 | 1 added volume |
| -Slides | 0 | 0 | 0 | 0 | 0 | 0 | - |
| -Videotape | 7 | 199 | 206 | 170 | 198 | 36 | 13 duplicates |
| *Analytic Special Proj. | 0 | 12 | 12 | 12 | 12 | 0 | - |
| TOTAL OTHER | 20 | 279 | 299 | 227 | 281 | 72 | - |
| THESES | - | - | - | - | - | - | - |
| -paper | 224 | 50 | 274 | 152 | 152 | 122 | - |
| -honors theses | 25 | 0 | 25 | 25 | 25 | 0 | - |
| -microfiche | 368 | 50 | 418 | 296 | 296 | 122 | - |
| TOTAL THESES | 617 | 100 | 717 | 473 | 473 | 244 | - |
| GRAND TOTAL | 14,726 | 2,134 | 16,860 | 2,743 | 4,300 | 14,117 | 16.26% of total titles cataloged |
| Slavic Cataloging Contract with OCLC | ||||||||
| Budget Statistics: Purchase Order 320000A194 | ||||||||
| Date | Beginning Balance | Books Processed | $ Spent | Balance | Books Sent This Month | Total Books At OCLC | Invoice Number | Invoice Date |
| - | - | - | - | - | - | 71 | - | - |
| DEC 98 | 14,739.40 | 19 | 612.45 | 14,126.95 | 65 | 117 | 578594 | DEC 31, 98 |
| JAN 99 | 14,126.95 | 58 | 920.2 | - | 65 | 124 | 580291 | JAN 31,00 |
| FEB 99 | 13206.75 | 54 | 1526.2 | - | 64 | 134 | 581858 | FEB 28,99 |
| MAR 99 | 11680.55 | 64 | 1406.9 | - | 62 | 132 | 583546 | MAR 31,99 |
| APR 99 | 10273.65 | 62 | 1418 | - | 65 | 135 | 585253 | APR 30,99 |
| MAY 99 | 8855.65 | 44 | 1377.7 | - | 53 | 144 | 586912 | MAY 31,99 |
| JUN 99 | 7477.95 | 45 | 1390.4 | 6087.6 | 53 | 152 | 588630 | JUN 30,99 |
| JUL 99 | 6087.6 | 46 | 1593.9 | 4493.7 | 65 | 171 | 590393 | JUL 31,99 |
| AUG 99 | 4493.7 | 56 | 1325.95 | 3167.75 | 65 | 180 | 592118 | AUG 31,99 |
| SEP 99 | 3167.75 | 78 | 1442.8 | 1724.95 | 65 | 167 | 593861 | SEP 30,99 |
| OCT 99 | 1724.95 | 41 | 922.15 | 802.8 | 65 | 191 | 595639 | OCT 31,99 |
| NOV 99 | 802.8 | 21 | 785.15 | 17.65 | 65 | 235 | 597501 | NOV 31,99 |
| DEC 99 | 17.65 | - | 1880.45 | - | 65 | - | 599437 | DEC 31,99 |
| Arabic and Hebrew Cataloging Contract with OCLC | ||||||
| Budget Statistics - Purchase order #320090022 | ||||||
| - | - | - | - | - | - | - |
| Date | Beginning Balance | Books Processed | $ Spent | Balance | Books Sent This Month | Total Books at OCLC |
| - | - | - | - | - | - | - |
| - | - | - | - | - | - | - |
| DEC 98 | - | - | - | - | - | - |
| JAN 99 | - | - | - | - | - | - |
| FEB 99 | - | 0 | 0 | - | - | - |
| MAR 99 | 20000 | 0 | 0 | 20000 | 20He | - |
| APR 99 | - | 0 | 0 | 20000 | 20Ar | - |
| MAY 99 | 20000 | 20 Hebrew | 610.6 | 19389 | - | 20 Arabic |
| JUN 99 | 19389.40 | - | - | 19389 | - | - |
| JUL 99 | 19389.40 | 60 | 646 | 18743 | - | - |
| AUG 99 | 18743.40 | - | 1125.11 | 17617.89 | - | - |
| SEP 99 | 17617.89 | - | 1704.66 | 15913.23 | - | - |
| OCT 99 | 15913.23 | - | 2235.11 | 13678.12 | - | - |
| NOV 99 | 13678.12 | - | 1360.49 | 12317.63 | - | - |
| DEC 99 | 12317.63 | - | 1556.2 | 10761.43 | - | - |