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
- 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
- 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.
- 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.
- 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
- 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
- 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.
- 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.
- 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.