Library Council
University of Toronto Central Library System

University of Toronto Library. Library Council.
C A T A L O G U I N G A N D
A U T H O R I T I E S U S E R S
G R O U P

1996/1997 ANNUAL REPORT
TO LIBRARY COUNCIL

Chair, Shelley Hawrychuk

This Group continues to meet on a regular basis to discuss issues relating to cataloguing and authority work at the University of Toronto. Our major focus is on the development of policies and procedures that are distributed to all members of the Group to ensure quality cataloguing. The members of the Group work in close consultation with both the Advisory Group and the Database Coordinator (Elizabeth Black).

Cleanup of the database is ongoing

Examples include:

  1. Through a review of cataloguing standards and cataloguing procedures, the members are working on ways to ensure a minimum number of duplications occur in the database and have also implemented the Transfer Holdings project to eliminate as many old duplications as possible. To make the number more manageable, we are currently looking at all items since 1991. Along with this, the Transfer Holdings facility is used to eliminate "orphan" order records. There are several people who are able to perform this function.

  2. A subgroup was put together to develop standards for call number formation and this information was then distributed to the Cataloguing Group members. These standards have been adopted by some libraries while others are waiting until the call number reindexing project takes place.

  3. The Library of Congress Service Bulletins are reviewed on a regular basis and any changes are implemented, if possible. This information is then passed to the members of the Cataloguing Group. One example, changing constitutional headings, was done by Elizabeth Black and reported at one of our meetings.

  4. A system has been set up whereby errors in the database are reported to Josy Visscher at Robarts and she makes every attempt to clean them up. This setup is being monitored to ensure that Josy is not overwhelmed by the workload.

  5. Procedures were developed and relayed to the Group on how to handle the University of Alberta records. This was done to ensure that records from the U of A database were correctly edited before coming over to the Marion database.

  6. Two policy statements have been developed by Elizabeth Black to ensure coding standards are met. These items a) MARC coding outline for authority records and b) MARC coding outline for bibliographic records are extremely useful to the member of the Cataloguing Group.

  7. A subgroup has been formed to look at cataloguing electronic journals. The members have met several times and have kept the Cataloguing Group informed as to their progress.

  8. Another subgroup (formed last year) continues to push for implementation of full record display.

    Issues and Concerns for the Group

    • The amount of duplicate records in the database and amount of cataloguing errors in database. Concerns that this is due to lack of standards, staff, and training and a general low regard for the catalogue portion of the database.

    • Pressure to catalogue electronic resources is increasing while number of electronic items continues to increase and staff availability decreases. There is pressure from outside the Cataloguing Group to catalogue these items but members are uncertain as to how to tackle this problem.

    • Call number reindexing is essential for many reasons. For example, searching by call number is extremely difficult as it is now and an online shelf list is impossible. The Cataloguing Group is hopeful that this project will take place soon.

    • The Campus Database Coordinator position should continue. This person plays an essential role in monitoring the integrity of the database.

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