The following message and its attachment are from a 7/23/03 email from Magda El-Sherbini [el-sherbini.1@osu.edu] to libodms@lists.acs.ohio-state.edu:
Dear TSC,
Please bring this document with you tomorrow for discussion.
Thank you
Magda
To: Heads, Technical Services Departments
Re: Cataloging local practices
From: Magda El-Sherbini
Date: July 21, 2003
CURRENLY USED CATALOGING LOCAL PRACTICES:
1) Adjusting call number for Classes M, N, and Ps:
Works having classification numbers beginning with M, N, and P - all call numbers must be checked against and fit into the OSUL shelflist so that all titles in these three classifications fit in with what we already have established; this is especially true for literary authors, painters, sculptors, musicians, etc., because we don't want the same person classified in two different places.
Note: Some “split files” already exist for several reasons: not all OSUL cataloging units applied local practice in M, N, and P in the past; changes in LC classifications for certain individuals; automatic use of LC and member copy without consulting the OSUL shelflist for a few special projects; and human error.
Example: Igor Stravinsky is classed in ML410 in both .S92 (OSUL = 86 bibs) and .S932 (LC = 48 bibs). Since there are so many under the wrong (LC) cutter, others continue to be added in .S932 because it is not readily apparent that the local OSUL number also exists, but displays on a different screen.
Issues need to be discussed:
- Use LC number from now on?
- What to do with split files?
- What to do with member copy with their own call number? Should these records be adjusted to fit LC practice, or accept them without review?
2) Editions and conferences:
Librarians have asked that later editions and named conferences be classified with earlier ones owned by OSUL, even if OCLC (LC and member) copy may have a different/more current classification number, or subject content has changed substantially from the previous edition or conference.
3) "Z" bibliographies:
Librarians have asked that later bibliographies be put in the subject classification number rather than in "Z," even if an earlier edition was classified in "Z." They want all books about one topic in one place for their users. LC now often assigns subject classification numbers as well as "Z" numbers. For example, the topic Horses Bibliography might be classified Z6240 .C583 1990 $a SF284. Following current practice, this book would be given to the Cataloging Department for classification under SF284.
4) Prefixes and suffixes in call numbers:
OSUL uses prefixes (e.g., Thesis) and suffixes (e.g., Microfilm) in call numbers to indicate non-book formats or supplementary materials (e.g., Index). Other libraries also use similar conventions. For OSU theses, the prefix is an integral part of the call number.
RECOMMONDATIONS:
There are strong incentives to move away from local OSUL cutter adjustment
in the first three areas above for these factors:
- OSUL already has split filing in M, N, P; in filing editions and conferences; and in filing bibliographies in class “Z” vs. using the subject classification.
- Increasingly collections cannot be browsed in a single location, making shelf list order of lesser significance.
- Contract and shelf-ready cataloging are more costly with each local cataloging practice required from a vendor;
- PromptCAT shelf-ready processing does not allow for local cataloging practice.
- In-house copy cataloging is faster when LC and member copy is accepted without local adjustment.
- The "Z" classification is a problem in general in that some topics do use a "Z" in all instances, e.g., libraries and book industries and trade. You have to know when the "Z" classification has to be used and when another (topical) classification is possible
- In addition, moving materials from Main to STX has already impacted browsability by call number.
Because of these factors, we recommend
- Eliminating local practice shelflisting in the M, N, P;
- Eliminating local practice shelflisting in editions and conferences;
- LC subject classes (non-Z) continue to be used in original cataloging; and the LC subject class (non-Z) be used in copy, if available at point of cataloging. If only a “Z” call number is available in copy at point of cataloging, that will be accepted instead. "Z" classification be used whenever it is given as the complete call number.
- Follow LC cataloging practices as much as possible.
- Keep the prefixes and suffixes because they identify the media.
REASONS FOR NOT ALWAYS FOLLOWING LC PRACTICES:
There are two main reasons why we don't always follow LC: (1) the practice has been followed at OSUL for many years and a number of records/books already exist with that number, (2) librarians have requested a change in procedures (e.g., subject bibliographies in the subject classification number instead of in "Z")
WHAT WILL HAPPEN IF WE STOP THE ABOVE LOCAL PRACTICES?
- Cataloging sites will cataloging their materials following Library of Congress cataloging practices.
- We will have inconsistencies in the call number assignments and in shelving materials in the stacks. This problem already exists for non-fiction generally and to some extent in M, N and P as well due to error.
- We will reduce the amount of training spent on new employees.
- We will be able to use more non-permanent employees such as GAs, and student assistants.
- Cooperation between departments will be more efficient.
- Our records in OCLC will be used more effectively (without making major changes) by member libraries since we all are using national standards.
- We will be able to implement shelf-ready services.
- The OCLC contract cataloging will be more efficient and productive since OCLC staff will not have to access our system to adjust call number. In addition the price we pay per title will be reduced.