SCAFAH Unit Accomplishments
including SACO Report
Incorporate the national goals established at the ARL Conference on Exposing Hidden Collections held in 2003 to decrease uncataloged special collections arrearages nationally and work with Special Collections to further define goals for special collections cataloging. This will include:
- Learn how to do collection-level records (Steve Fuquay)
- Collaborate with Special Collections to select priority collections/categories to catalog with collection level records.
- Continue to improve the rate of rare book cataloging.
PROGRESS: We were able to hire a Sr. Archivist whose responsibilities would be to catalog special collections materials, with a special focus on collection-level cataloging.
- Hank Young (Sr. Archivist) and Steve Fuquay developed special collections cataloging guidelines
- After consulting with Tatiana, Hank and Jim Liversidge, curator of the Belknap Collection, decided which parts of the Belknap Collection were ready for collection-level records. He has also done collection level records for Rare Books and Archives.
- Hank has cataloged 72 collection-level records that include many of the sub-collections of the Belknap Collection and Rare Book Collections. For an easy reference as the names, linear feet, and numbers of item, see the Raw Data EXCEL sheet Hank has been compiling. Refer to the items marked CLR or those that refer to archival boxes, files, etc. Sent as an insert in Email. Many of these collection-level records represent proposed treatment in our Inventory of Uncataloged Material.
- Hank has also contributed to the cataloging of rare books and thus to the overall rate.
Keep informed of the activities of the state-level Task Force for Special Collections Cataloging, established summer 2004.
PROGRESS: Tatiana checked in on their site a few times, but there seemed to be no appreciable activity.
Continue to increase the number of BIBCO records submitted and the NACO and SACO work, and maintain current levels of cataloging for all original and shared cataloging. This goal will include:
- Learning how to submit subject headings to LC (SACO) (All)
- Organize SACO training sessions (Tatiana)
PROGRESS: Tatiana organized one SACO training session on submitting simple pattern headings and developed two online forms for catalogers to use. The goal for 2005/2006 is to encourage catalogers to actively use these forms to submit SACO proposals.
The Department submitted 59 subject headings 2004/2005. All have been so far accepted except for 2.
Increase the number of CJK records in the database with vernacular script to meet the information needs of faculty, students, and other users. Continue to work with FCLA to complete project to make CJK vernacular searchable in the online catalog.
- Yue Li worked with Priscilla William’s unit to add Japanese vernacular to ALEPH records. As of August, 100 test records were sent OCLC and will be matched with vernacular copy and returned to us for loading.
- Gerald Langford is working on bringing in and overlaying the 4,000 ALEPH records that were outsourced to OCLC for CJK enhancement with vernacular.
Humanities & Special Collections Cataloging Unit (All) will set as a goal the cataloging of the most recent Architecture research arrearage sent to us by AFA (Beatriz Lugo will coordinate this effort)
PROGRESS: Done in a timely fashion. AFA satisfied.
Humanities & Special Collections Cataloging Unit will participate in the project to catalog retrospective and incoming electronic databases for the humanities.
PROGRESS: This goal has been deferred to next year. Chiefly, because of the many other things we did, but we are ready to proceed. In the meantime, Peter Bushnell has ably assisted us in keeping up with those our unit received.
Randy Jewett (5% FTE) will participate in 2-year Kohler Victorian Theology Cataloging Project funded by SOLINET which began Aug. 2004 (target 45 records a month); Steve Fuquay (5% FTE) will continue to revise and act as consultant for the project.
PROGRESS: Randy and Steve and Tatiana developed Kohler project guidelines and Randy has been successful in meeting each months shipment of 40 titles. We will be able to meet the projects goal of 700+ titles.
Peter Bushnell will continue to catalog individual CDs and LPs of the Florida Music Collection in the Belknap Collection of Performing Arts.
PROGRESS: Accomplished. Peter catalogs Florida Music Collection items on a regular basis and has incorporated it into his goals.
Other Cataloging Accomplishments (Outside stated goals)
We finished the last of the humanities book arrearage, a total of about 100+ titles. The goal for 2005/2006 is to complete the microfilm arrearage of about 50+ titles.
The unit was asked to catalog Rita’s donation of Caldecott books to the Baldwin Library. Tatiana Barr consulted with Rita Smith and worked with Doug Smith to catalog the ca. 150 Caldecott Books that Rita contributed to the Baldwin Collection. The collection was searched in Copy Cataloging and records slightly modified to “Baldwinize” them, and they are now being cataloged. Patricia Dana and Tatiana worked on guidelines and the entire unit helped. The Unit has already cataloged about 2/3. The rest are waiting to be searched when Doug’s students return.
Training, Projects, Grants, etc.
Designated members of Humanities & Special Collections Cataloging Unit will receive serials/CONSER training. We incorporate the serials assigned to Humanities & Special Collections Cataloging Unit into our workflow.
- Beatriz Lugo, Yue Li, Tatiana Barr, and Hank Young (attended advanced serials cataloging) received the serials/CONSER training.
- Serials cataloging/CONSER was performed by Hank Young, the new Sr. Archivist.
- Beatriz Lugo’s job description will be changed to formally include serials as part of her responsibilities.
Continue to support Dewey reclassification initiatives connected to library building and moving.
PROGRESS: Not applicable since preparatory work and some initial reclassification was being handled by the Database Maintenance Unit and we have not yet been asked to start working on the project.
Humanities & Special Collections Cataloging Unit unit head, Tatiana, will fulfill her responsibilities as Cataloging Consultant (10%FTE) to the NEH Baldwin Library Cataloging Project, Phase II: 1870-1889.
- Participate in search for new Sr. Archivist.
- Supervise Project Librarian
- Assist in training of Project Archivist
- Act as Catalog Consultant
- Tatiana Barr participated in the search interview for the new project cataloger, posted the job for the Sr. Archivist, and with the new project cataloger, Jane Anne Carey, conducted the search & interview for the project Archivist. The project Archivist was hired (Jay Allbritton)
- Tatiana Barr trained the new Sr. Archivist in the first few months of the project and reviewed his records, while Jane Anne Carey organized the project workflow.
- Tatiana wrote the six-month evaluation letter and first annual evaluation letter the new Sr. Archivist with Jane Anne’s input.
- Tatiana worked closely with both the project cataloger and Sr. Archivist on questions of Baldwin cataloging.
- Reviewed Project Cataloger’s records with the help of Steve Fuquay and declared Jane Anne independent.
- Tatiana worked with Mark Sullivan of the Digital Library to streamline and automate the machine derived LTQF record for the Baldwin Project 2nd phase.
NEH Baldwin Project Cataloger will establish workflow and procedures for the 2nd phase of the NEH project and train and supervise Project Archivist.
- NEH Baldwin Project staff has successfully planned and fulfilled the expectations of the grant to date.
- As of Sept. 2005, they will have cataloged ca. 2639 books which will keep them on target for the project. As of July, they have contributed close to 300 NACO records, including series, personal names, corporate names, and changes.
Attend training for OCLC Connexion and incorporate Connexion into workflow.
PROGRESS: All Humanities & Special Collections Cataloging Unit members took part in Connexion training and are up to speed using Connexion.
Tatiana will post position for time-limited Sr. Archivist position to replace Jane Anne Carey for duration of NEH Baldwin project and train the new staff member.
- Tatiana rewrote the JD to focus on special collections cataloging and collection-level records to fill a unit need and goal, and with the help of Steve Fuquay, oriented and trained the new Sr. Archivist, Hank Young.
- Tatiana wrote the first six-month TEAMS evaluation letter for Hank Young.
Unit Head will meet with new SCAFAH member, Peter Bushnell, to review responsibilities and continue to monitor Music and Latin American Collection cataloging.
- Tatiana met with Peter Bushnell in a regular fashion and discussed his ongoing assignments. Most of his responsibilities fit in with our unit’s chief responsibilities, and he has also been contributing to Special Collections cataloging by embarking on the cataloging of the Belknap Collection Florida Music Collection. He has cataloged LPs and other music formats from that collection in a regular fashion.
- He has also continued to catalog Humanities database records. One of our unit’s goals for 2005/2006 is to have him train everyone in our unit to do this.
Other Training and Grant Accomplishments (Outside stated goals)
- Tatiana helped AFA staff members, John Seay and Tisha Mauney, establish guidelines and ALEPH templates to catalog a large quantity of AFA lecture videos whose records for some reason did not migrate from NOTIS to ALEPH.
- Tatiana helped AFA staff member, Dan Salvano, create a template for the ongoing cataloging of individual historic photographs in ALEPH. Provided some training.
- Tatiana trained graduate student in Special Collections, Cathlena Martin, to catalog Baldwin literature, including a new collection of Little Big Books that became a priority.
- Hank Young trained Susan Lupi in Special Collections to create provisional records for a new James A. Michener collection of 150+ books, and consulted with Robert Shaddy to suggest created an EXCEL sheet of issues and Michener titles in a large part of that collection which were Readers’ Digest. The EXCEL sheet would be hot-linked to a site describing the collection. Robert concurred and Susan Lupi will do this as part of her work with the Michener Collection.
- Hank Young consulted with Jeffrey Barr to create an EXCEL sheet for the Donald P. MacDonald Pulp Magazine collection. The sheet was a list indicating title of magazine, issue, and title of the MacDonald story published there and was based on the accepted bibliography. John Nemmers then hotlinked it to the Rare Book Collection site and the General Manuscripts site as part of the John P. MacDonald Finding Aide.
- Upon Yue Li’s departure, Tatiana worked with Yue Zhang to teach her how to assign call numbers, and generally advise her on CJK copy cataloging. But she was able to work very independently otherwise.
- Tatiana and Priscilla worked with Mark Sullivan to provide controlled subject heading access to the digitized
Other Miscellaneous Accomplishments (Outside stated goals)
- Tatiana was awarded tenure, July 1, 2005.
- Tatiana Barr chaired the two searches for the Digital Projects Metadata Librarian search, with committee members Rita Smith and Mark Sullivan (1st search) and additionally Peter Bushnell in 2nd search. Search was successful and Jingfeng Xia hired. We interviewed 3 candidates, July 27-29th, 2005.
- Peter Bushnell was asked to join the search committee for the 2nd search for the Digital Projects Metadata Librarian.
- Hank Young and Steve Fuquay were asked to join the LKR Task Force to examine the possible uses of the LKR field in ALEPH.
- Tatiana Barr was asked to join the PCC Normalization Taskforce of the Standing Committee for Standards to address what vendors can do to address normalization issues. June 2005-
- Tatiana Barr was asked to join the Libraries Grants Management Committee, August 2005- and continues on the Travel & Development Committee and in the newly renamed Communications Committee.
- Priscilla Williams, Naomi Young and Tatiana were invited to teach a NEFLIN course on FRBR (contract signed for a November 15, 2005 course announcement; at Tower Road branch of the public library)
- In July, Tatiana met with Sara Boyd, a library student from University of South Florida’s College of Library and Information Science, who was asked to do an interview with a cataloger for a class project: Organization of knowledge I.. We spent about 4 hours to review technical services and cataloging here at UF. She received an “A” on her paper.
- Tatiana also mentored Yue Zhang, the CJK copy cataloger, on how to apply for a CJK cataloging position at the Chicago Art Institute and a new librarian at ALA.
- Beatriz Lugo continued as the editor of Four Floors and was active in the Cataloging & Metadata Department’s Party Committee.
- Tatiana mentored an African American student as part of the Minority Mentoring Program at UF, fall semester, 2004.
Prepared by: Tatiana Barr