Cataloging Standards

Authors: Elisabeth Aurelle, Michael Conkin, and Tonette Mendoza

Note: this text is contained in four linked documents. Move from the first through the last using the links at the end of the document being viewed.

I. Introduction

A. Overview
For these standards, the term "cataloging" will generally cover:

1. Those activities which result in the addition of a bibliographic record, authority record or other heading to the GLADIS database for an item in hand
2. The bibliographic checking, editing, upgrade, merger or deletion of existing GLADIS records or headings
3. Those non-bibliographic activities performed in the process of cataloging, especially in the GLADIS holdings area

The activities involved in the input to GLADIS of interim records (on-order, in-process or temporary circulation records, etc.), and the adding and upgrade of records by outside agencies, are not directly covered by these standards, although the biblio graphic checking, editing, etc. of such records is when performed by Library staff.

While these standards throughout focus on cataloging for GLADIS, they also apply by extension to our cataloging as it appears elsewhere (MELVYL, RLIN, OCLC, etc.), to the degree that our bibliographic activities are governed by the input/display standards of such utilities and catalogs (see Cataloging Directives Manual C.00).

Similarly, while the primary clientele for cataloging services is considered here to be the students, researchers and faculty of this University (and the Library reference and public-service staff who assist them), these standards also take into accoun t the impact of our cataloging beyond UCB: regionally, through MELVYL, and nationally and internationally, through RLIN, OCLC and the Internet.

B. Cataloging Purpose and Impact

1. Cataloging supports informed access to the Library's holdings. At a minimum, this is accomplished by:
• Making records findable to users of the online catalog via a variety of search indexes and searching techniques
• Providing adequate information within the record to describe the item cataloged, distinguish it as unique and specify the location and extent of the Library's holdings
2. Informed access via cataloging is further supported by:
• Assigning call number and subjects so that materials with related content have related classification
• Maintaining control standards for name, subject, uniform titles and series headings
3. The accuracy, completeness and currency of the cataloged record are background factors for many Library activities which support reference and public service: the selection/ordering/withdrawal processes; acquisition of new and replacement of old/mi ssing materials; NRLF submissions, etc.

C. Bibliographic Standards vs. Performance Standards

Bibliographic control is exerted in varying degrees over all records in GLADIS as international, national, regional and local cataloging standards, rules and policies are applied to their creation or maintenance. How and when and which of these rules cata logers use in specific cases are topics not addressed here; documentation containing these bibliographic standards may be referenced as elements of the performance context.

Performance standards apply to the overall function, from a Librarywide and/or unit perspective, in support of the overall operational aim of moving material through the cataloging workflow with minimum handling (see also II., below).

D. Scope of Cataloging Performance Standards

1. Cataloging functions
   The cataloging functions covered in these standards are:
• Searching for Copy
• Cataloging with Copy
• Original Cataloging
• Authority/Headings Work
• TCP (Temporary Cataloging Pool) Processing
• Catalog Management
2. Range of Staffing Levels
   Cataloging is performed by staff at all levels, centrally in the Copy-Cataloging, Serials Cataloging and Original Cataloging Divisions of the Technical Services Department, and in the self-cataloging units: Bancroft, Music, Earth Sciences/Maps, East Asia n Library, Center for Chinese Studies Library and AVMC.
3. Application of standards
   These standards are designed:
• to apply Librarywide on the unit level, with differences in policy (see Appendix A and relevant Technical Services Policy Manual sections), practice and priorities among the various cataloging units referenced where possible (consult local catalogin g performance standards for further guidance)
• to specify the minimal levels of performance for each of the component functions of cataloging, in the context of the specified resources, background and preparation, and using the indicators described
• to focus on the work as it is performed by independently functioning catalogers
• to be flexible when competing assignments and staffing/budgetary fluctuations significantly affect unit production.
4. These standards do not apply when:
• significant elements of the performance contexts specified for each functional area in Part III, below, are not present
• methods for measuring actual performance against the standards have not been developed or are not regularly implemented
• Methods existing at the time of this writing are noted; others are suggested for development.
5. In each case, the standards attempt to answer the basic questions:
• What is the context of performance? What are the minimum requirements needed to perform this function in terms of physical equipment, training and preparation, review and documentation, etc.?
• What are the relevant indicators of performance, i.e., what do we or should we use to measure performance? How specifically do we measure actual performance against the standards using these indicators?
• What are the acceptable minimum standards for a satisfactory performance, within the particular context described?

II. Processing Time Standards

The question: "How long should it normally take to catalog something?" is not addressed in these standards. The answer depends on such variables as unit priorities, format (book, serial, map, score, etc.), availability of usable copy, language of tex t and many other considerations. Normal turnaround-time is best expressed as an objective within each operational area.

Library wide cataloging time standards for material requiring priority handling, however, are specified here, measured from the time material reaches a cataloging unit until it is shelf-ready:

• RUSH: Should be shelf-ready within 2-3 weeks
  (includes material flagged as RUSH as well as analytics and requested material)
• RUSH SPECIAL: Should be shelf-ready within 1 week

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