Cataloging
The process of cataloging the library collection of The Augustan Society, Inc., is a technical process that involves substantial judgement and a modicum of training. Thus not everyone will be able to assist with this activity. Access is presently limited to the two Consuls, but that is an artifact of available staff, 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 Oxford)
- Periodicals using "borrowed" cataloging data
- Periodicals requiring original cataloging
- Books 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 by examining each book for an ISBN. This is preferable to using author/title information, as it is more specific. This data is applied to the Z39.50 lookup funciton 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 expample, a new country's history), then a new code is created and assigned.
Items for which a record cannot be quickly located are boxed with the label "Hard Books". Items that turn out to be periodicals are boxed with the label "Serials". Both are returned to storage for later processing.
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 unit.
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:
- Checking for a replacement cost on Amazon.com. Items not found there are listed as "rare".
- 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 may involve assigning more specific Cutters to 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. Thereafter new Cutters will have to fit in around those existing without changes.
- 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 at present.
Shelving
Items are then shelved in order. Ideally, this happens as soon as they are brought into the Stacks.
Under less than ideal conditions, new items are added to the shelf at the end of their proper classification. As these stacks of new items are seen to accumulate, listings of each section may be printed to aid shelving.
In future, it is hoped that a portable computer or smartphone will be made available. At that time, the above process of delayed shelving should no longer be required.
Location Assignment
Once books are shelved, the Inventory system is accessed to remove the box numbers, add Oversize flags if needed, and to change the Present Location flag to "Stacks".
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
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 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.
