The process of cataloging '''Cataloging''' the library collection [[Library]] of The Augustan Society, Inc., is a technical process that involves substantial judgement judgment and a modicum of training. Thus not everyone will be able to assist with this activity. Access is presently limited to the two members of the [[ConsulsHeadquarters Staff]], but that is an artifact of available staffpersonnel, not a fundamental restriction.
==Priorities==
Cataloging has been prioritized with the aim of putting a respectable number of entries into our catalog as quickly as possible. As a result, our cataloging priorities are:
#Books using "borrowed" cataloging data (mostly LOC and OxfordZ3950)#Periodicals using "borrowed" cataloging data#Periodicals Books requiring original cataloging#Books Periodicals requiring original cataloging#Encyclopediae#Stamp and Coin catalogs#Videotapes#Maps#Brochures#Ephemera
It may prove to be quite some few years before we reach the end of this list.
==Process==
At present, the process begings begins by examining each book or periodical for an ISBNor ISSN. This is preferable to using author/title information, as it is more specific. This data is applied to the Z39.50 lookup funciton function of the catalog software to see if a reasonably complete MARC record is available to download. If so, the record is brought in, checked to see that it's a good match (often they are records to a microform version of the work), and the item is added.
The Location field is assigned from the list of those available. If a suitable code is not available (for expampleexample, a new country's history), then a new code is created and assigned.
Items for which a record cannot could not be quickly located are were boxed with the label "Hard Books". Items that turn out to be periodicals are Periodicals were boxed with the label "Serials". Both are returned to storage for later processingnow being processed as time permits. The call number field is entered as a decimal number referring to the box the item is placed in for transport from Headquarters to the Library Storage unitBetter understanding of both Z39.50 options and original cataloging no longer justify repeat handling.
This is the basic work that needs to be done, but it is not all.
==Perfection==
Once the basic cataloging has been done, additional work may be needed. This includes:
* <ul><li>Checking for a replacement cost on Amazon.com. Items not found there are listed as "“rare".”</li>
* <li>Entering a full call number that includes such Cutter numbers as may be required to uniquely identify each item, with the box number being left on as a suffix to aid location. This As spine labels are not yet being generated, it may involve assigning more specific Cutters be preferable to adjust the Cutters of other works. For example, if author Babcock is listed with B3, and author Bank is added, Babcock would be advanced to B33 and Bank to B35. It is expected that this shifting of Cutters will end once we have cataloged the bulk of the collection. It will certainly have to stop once spine lables start being created. Thereafter new Cutters will have to fit in around those existing without changes.</li>
* <li>Confirm all added data conforms to standard formats. In future, it is hoped that authorized values will be created for many of these, but time pressure obliges us to move forward with only a few of these at present.</li></ul>
==Shelving==
Items are then shelved in order. Ideally, this happens as soon as they are brought into with oversize items placed on the Stackstop shelf and damaged items on the bottom. Duplicates are shelved separately.
Under less than ideal conditionsThis process is greatly aided by use of a smartphone, new items are added to tablet, or portable computer, as this permits the shelf at the end of their proper classification. As these stacks of new items are seen location to accumulatebe immediately updated to “Stacks, listings of each section ” and may be printed to aid assist with shelvingorder.
In future, it is hoped It may also be discovered at this point that a portable computer or smartphone will some items need to be made available. At that timereclassified as Oversize, the above process of delayed shelving should no longer which can also be requireddone at this time.
=Location Assignment=Given that the collection already exceeds the shelving available (and this with only about 1/4 of the collection cataloged), surplus material must be moved back to storage.
Once As each classification grows large enough, books are shelvedmoved by size into archival storage boxes, and the Inventory system is accessed item record changed to remove location “Storage” and the box numbers, add Oversize flags if needed, and to change number listed in the Present Location flag to "Stacks"appropriate field. These are placed on the shelving in such a way that one classification is not placed in front of another.
In future, it is hoped that a portable computer or smartphone will be made avaialable. At that time, the above process can be done at the same time as shelving.==Maintenance==
=Maintenance=Given human error, it will be wise to do periodic shelf checks, where the placement of each item in the collection is verified. This can be done on a rotating basis. It is not yet clear how often this might be needed.
Given human error, it will be wise to do periodic shelf checks, where the placement of each item in the collection is verified. This can be done on a rotating basis. It is not yet clear how often this might be needed; it may well prove that shelving with a smartphone will catch most problems. The Classification System is still under active development, and it will be important that each change made be is promptly implemented in the physical collection. The nature and scope of those changes will dictate how much work each change might involve.
In order that some idea of the collections value be had (for insurance, if naught else), replacement pricing should be checked periodically. At present, the suggestion of a five-year cycle seems not unreasonable.
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