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Copy Cataloging Unit

Annual Report - 2005/2006

  • As a first step toward our goal of expanding the range of formats cataloged in our unit from print material to other non-print formats with copy, all staff in the unit were trained to catalog feature films which were previously done only by Gloria Cockerham. In May and June we began planning to catalog other formats such as microfilm, CD-ROMs and sound discs as well as documentaries. Besides allowing us to increase our cataloging skills in new areas, the change will have the added benefit of permitting catalogers in the Humanities and Science & Social Science units to focus on other high priority material.
  • An important library-wide goal for all of us in the Cataloging Department is to provide more support to Special Collections in order to make this sometimes unique material more available to the public. To this end, Copy Cataloging has begun to work with Special Collections and the Humanities Unit in our department to identify projects to which we can lend our support. In June, Judy Rummel, Fern Carlson and Doug Smith were trained by John Nemmers of Special Collections in the creation of finding aids using EAD (encoded archival description). In June, only a small number of finding aids for small archival collections were created but in the 2006 – 2007 fiscal year we hope to have completed several dozen.
  • Several workflow changes took place during FY 2006.
    • A major workflow change was the transfer of most shelf-ready material from Copy Cataloging to the Monographs Acquisitions Unit in the Acquisitions and Licensing Department. Until December 2005 bibliographic checking of shelf-ready material was done by student assistants. The fields checked were few and restricted to looking for spelling errors, checking series authorities and adding pagination for CIP records. Since only DLC and PCC records were accepted from the vendor, students also had to search and load records from OCLC for all titles with member copy.

To increase the throughput time for these high demand titles we decided to obtain our records through PromptCat in conjunction with OCLC’s bib notification service. These two services permitted us to increase the overall number of bibliographic records loaded into the catalog and improved the quality of those records as well. In December Monographs Acquisitions began checking the invoices and sending the books on to their respective owning locations. The throughput time from receipt of the material to routing to owning locations was reduced from 5 to 6 working days to about 2 days. We worked closely with the department chairs of Cataloging and Acquisitions, the head and staff of Monograph Acquisitions and the vendors to set up a procedure that would allow us to catch many problem material before it was sent on to the owning libraries. While this change had little immediate impact on Copy Cataloging staff, who had not handled the shelf-ready material for about two years, a substantial number of student work hours were freed up. From July through November 2005 three student assistants worked approximately 30 hours a week on average (the equivalent of a .75 FTE) to check and rebox the shelf-ready material. We were able to reallocate our student resources assigning 15 hours of student time to cataloging DLC/PCC material. Staff were thus able to focus on more difficult copy cataloging. Another 15 hours of student hours were assigned to help the Science and Social Science Unit with a large agricultural document cataloging project.

    • During the year Todd Chisholm, Judy Rummel and Doug Smith worked to improve the efficiency of the serials workflow. Areas of the workflow were identified that student assistants could easily handle freeing some time for Judy to focus on her work with Special Collections finding aids and making it easier for Todd to begin training to do CONSER level serial cataloging.


    • Todd began using LKR fields extensively in solving the problems presented by incorrectly bound-together analytics. Utilizing LKR fields allowed Todd to make dozens of titles available through the catalog to patrons for the first time.
  • The unit participated in three reclass projects.
    •  Catalogers helped with the reclass of Library West material to LC call numbers.


    • Judy Rummel and student assistants printed thousands of call numbers for the Library West newspaper reclass in Processing.
    • Doug Smith and Judy Rummel participated in the reclass of documentary DVDs and videos from LC call numbers to accession numbers. All feature films were relabeled and records corrected when necessary. Doug Smith reviewed reports created by Jason Fleming, correcting holdings and call number formatting  Judy Rummel and student assistants in Processing printed several thousand call number labels for the DVDs and videos
  • Two special projects that the unit has worked on for some time were wrapped up.
    •  The Abraham Collection, an important acquisition of material about colonial Portuguese Africa, ended in June after three years. More than one thousand titles were added to the catalog held by very few other institutions.


    • The cataloging of a portion of the Hausenstein Collection being transferred from Special Collections to Library West was also completed after nearly two years.
  • Fern Carlson continued working 1/3 time on the Baldwin grant searching over 3,000 children’s book titles in OCLC from the period 1880-1889.
  • Judy Rummel has done an very good job since taking over Processing, improving signage and better organizing the work area. In FY 2006, Judy’s first full year with us, we printed 96,023 labels in Processing.


Number of Labels Produced in Processing for Select Years







Labels Printed







  • During FY 2006 the unit employed on average 10 student assistants. Student assistants continue to be an indispensable and integral part of Copy Cataloging. Students search over 90% of the new material coming into the library and they cataloged all of the shelf-ready material as well as a large portion of the DLC/PCC material.
  • Todd Chisholm served on the LKR Study Committee. Judy Rummel and Fern Carlson served on the Cataloging Department’s party committee. Doug Smith served on the In-process request form workgroup, the storage committee and the New Item Processing Status workgroup.
  • Cataloging Statistics for FY 2006


Charts 1 and 2 show the change in the proportion and amount of the different types of material cataloged in the unit before (Chart 1) and after (Chart 2) the change in the shelf-ready workflow in Dec. 2005. Chart 3 shows the total number and proportion of titles cataloged and added to existing records for each category of material. Table 1 shows the total number of monographic, serial and video adds in FY 2006. Table 2 shows the total number of new titles and total number of adds to existing titles over the period FY 2000 through FY 2006.


Table 1

Mono Adds to Existing Titles

Video Adds

Serial Adds

Total Adds









Table 2










Adds to Existing Titles





Chart 1



Chart 2







Chart 3

Prepared by Doug Smith


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