Cataloging
The process of Cataloging the Library of The Augustan Society, Inc., is a technical process that involves substantial judgment and a modicum of training. Thus not everyone will be able to assist with this activity. Access is presently limited to two members of the Headquarters Staff, but that is an artifact of available personnel, 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 (Z3950)
- Periodicals using "borrowed" cataloging data
- Books requiring original cataloging
- 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 begins by examining each book or periodical for an ISBN or ISSN. This is preferable to using author/title information, as it is more specific. This data is applied to the Z39.50 lookup 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 example, a new country's history), then a new code is created and assigned.
Items for which a record could not be quickly located were boxed with the label "Hard Books". Periodicals were boxed with the label "Serials". Both are now being processed as time permits. Better 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:
- 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. As spine labels are not yet being generated, it may 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.
- 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.
Shelving
Items are then shelved in order, with oversize items placed on the top shelf and damaged items on the bottom. Duplicates are shelved separately.
This process is greatly aided by use of a smartphone, tablet, or portable computer, as this permits the location to be immediately updated to “Stacks,” and may assist with shelving order.
It may also be discovered at this point that some items need to be reclassified as Oversize, which can also be done at this time.
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.
As each classification grows large enough, books are moved by size into archival storage boxes, and the item record changed to location “Storage” and the box number listed in the appropriate field. These are placed on the shelving in such a way that one classification is not placed in front of another.
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.
The Classification System is still under active development, and it will be important that each change made 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.
