Special Collections Cataloging Department
Retrocon Final Report

Since June 2000, staff and GAAs in the Special Collections Cataloging Department have completed several phases in the cleanup of retrospectively converted records for materials in special collections, as well as those records that were never “retroconned.”

Phase 1: Microform errors

During the retrospective conversion process, many short records from LCS were incorrectly overlaid by full bibliographic records for microform versions of titles we hold in paper. These 120 records were isolated and replaced with records for the appropriate paper copies. This phase was completed by July 2000.

Phase 2: Short bibliographic records

This phase consists of short records from the LCS load that had not yet been replaced with full records as part of the retrocon process, often because of typographic errors, orthographic irregularities, or foreign language transcription errors.

These records fell into several categories:

1. Mismatches/no overlay in retrocon and language problems: Nearly 3000 records were completed as part of this process. Currently, 232 Hebrew and a small number of Chinese short records remain. Joseph Galron is working on cataloging the Hebrew titles as time allows. This will complete this phase of the project. The Chinese language records will remain in the catalog until language expertise is available.

2. Incunabula and manuscripts: Short records for 53 incunabula (15th century printed books) and 60 manuscripts were created in the past. Cataloging of these materials would require additional expertise and training on the part of SCCAT staff. The existing records provide some access, and will remain in the catalog.

3. EL and AH classifications: These are former local classification schemes used in the past at OSUL. EL and AH materials had been selected for transfer to Rare Books from the stacks, but no additional cataloging had been provided. As part of retrocon cleanup, approximately 450 short records were overlaid and given Library of Congress classification numbers. (This phase was complicated with the “flip” of locations to STX3. At the present time, there are no plans to fully catalog those materials which were previously assigned to STX1 location.)

Phase 3: “Possible errors”

One of the major reasons for undertaking this project was to identify errors in the full bibliographic records loaded for special collections materials during retrospective conversion. Libraries’ staff and researchers have discovered incorrect records caused by “mismatches.”

In phase 3, we reviewed a sample of all “retroconned” special collections records, looking for matches on title, publisher, edition, pagination, and date.

• Sample: 1000 records, approximately 12% of total load
• 2.1 % had missing cards or book was not at call number on shelf (at first search)
• 5.5% of sample appears to be a mismatch between the loaded record and the piece (as identified by the shelflist card or the book)
• Total “possible error” rate: approx. 7%

This was a very time-consuming project. The largest number of mismatches involves discrepancies in paging or volumes (1 v. bound as 2, etc.) A much smaller number have mismatches on editions, sizes, and even titles. As anticipated, records with edition statements or work letters in the call number were much more likely to contain errors. Due to the low error rate and the scope of the project, we do not plan to systematically review other “retroconned” records, but will continue to correct errors as we encounter them.

Phase 4: Other Projects

In addition to the 3 original phases of the project, SCCAT has encountered several other types of problems related to database cleanup. Completed projects include the creation of item records for serials with full check-in cards, final cleanup of records for materials transferred from Rare’s OSU collection to University Archives, and the like.

We have made great progress towards the goal of an accurate and complete catalog for special collections materials. All the special collections departments have benefited from the variety of database cleanup efforts we have undertaken, as well as from the staffing situation, which allowed skilled, trained GAAs to work on this project rather than reallocating staff from cataloging workflows.

While we will continue to correct errors and problems as we encounter them, and while certain categories of materials continue to require specific expertise to ensure full-level cataloging, we can declare that the “retrocon cleanup” project is complete. Staff have begun other cataloging projects aimed at moving materials with short records from Main Library to the Depository.

Content last updated:

This page last modified: 3 November 2010

Back to Top