Cataloging Policy & Procedures

In this section we describe the information items cataloged for the project, along with our classification methodology and reasoning. This is followed by a brief discussion of the unique issues we faced.

Policy & Procedures

Introduction


Woman looking through binoculars
https://www.scientiamobile.com/page/wp-content/uploads/2016/11/best-binoculars.png

For this project, we have chosen to catalog six non-traditional items. We have included books and other media with each main item, and have cataloged each as kits. The items included in this example are:

  • Telescope kit
  • Microscope kit
  • Binocular kit
  • Spotting Scope kit
  • Ozobot kit
  • Sphero kit

Descriptions, images, and catalog records for these items can be found on our Examples page.

Policy and Procedures

Each of these kits is packaged in a large, clear plastic bin, with a secure lid. Each bin includes a photo of the main item, as well as a printed list of all pieces. Each item in every kit includes the library barcode, and markings identifying it as part of the kit, and owned by the library.

The following steps are the procedures we followed in order to catalog our STREAMing Science kits

  1. Copy cataloging:
    1. Search OCLC Connexion for existing records.
    2. Because these items are rather unique, finding complete records in OCLC is difficult. We used similar records and adapted the findings to our needs.
    3. We contacted a cataloging librarian for guidance with this project due to the unusual nature of these items.

  2. Publisher:
    Originally, we intended to record the publisher of the main item in the kit to the RDA element 2.8.4, however we ultimately decided not to use the publisher’s name/information with these examples. This is because our library is compiling the kits ourselves.

  3. Subject headings:
    For this project, the subject headings are based on several different criteria. Take into consideration the actual main object, the books included in the kit, and any other media that may be included.
    1. Verify subject headings by using the Library of Congress subject heading search.
    2. Record subject headings in the MARC 650 fields, and in 23.4 (Subject relationship) in the RDA elements.

  4. Item images:
    Rather than including a photograph of the complete kit, we include a photograph of only the main item in the kit. We do this to easily be able to replace a book or item that has been damaged through circulation. If it is necessary to replace a book or item, the cataloging record must also be updated.
    1. A complete list of items in the kit should be included with the kit. This will assist staff in verifying that all items are returned.

  5. Serial numbers:
    1. When possible, serial numbers should be recorded for these non-traditional items.
    2. This should be included in the 024 field.
    3. For these examples, no serial numbers were included because the items were not available to verify the numbers.

  6. Call numbers:
    1. We believe for these examples it is best to use a “homegrown” classification system. According to OCLC, if your call number does not conform to DDC schedules, you are to use field 099.
    2. Place the call number in the 099 MARC field. In this example, we are using STREAM KIT 01, STREAM KIT 02, etc.
    3. The first indicator for the 099 MARC field (Local Free-Text Call Number) is undefined and should be blank, the second indicator should be 9 (Local class scheme).

  7. Contents Notes:
    1. A complete list of the included books/authors should be recorded in the MARC record 505 field.

Issues Faced

Choosing these types of kits and items was perhaps a bit further outside of the scope of the Information Resources: Organization and Access course (IST 616). While this project was challenging, we did learn quite a bit. This course did not address creating local call numbers, nor cataloging kits that included so many different types of materials. We contacted the cataloging department at the Kenton County Public Library (KCPL) for guidance with this project. KCPL began cataloging "Library of Things" items in late 2016. The first items cataloged were the Orion SkyQuest telescopes. Theresa Baker, KCPL cataloging librarian, says "Maxwell's handbook for RDA (2013) truly was a lifesaver when handling these non-traditional items. When we started cataloging the Library of Things, we started with AACR2. As we started getting more 'things,' we've learned of more details we need to be adding to our records." One of the KCPL items has been stolen, and Ms. Baker went on to comment, "we hadn't made note of the serial number, for insurance purposes. We've learned that this is necessary, and RDA allows for the input of such numbers in the 024 field. We're going to start including that in any new records, and adding it to the older records as we can."


References

  • Maxwell, R. L. (2013). Maxwell’s handbook for RDA: explaining and illustrating RDA: resource description and access using MARC21. Chicago: American Library Association.
  • Bibliographic Formats and Standards. (n.d.). Retrieved September 23, 2017, from https:// www.oclc.org/bibformats/en.html
  • Special Libraries Cataloguing, Inc. (n.d.). Retrieved September 15, 2017, from http://specialcataloguing.com/