Need:
If one considers classification to be a physical indexing of library material, the importance of unifying collections as much as possible under the same classification scheme should be readily apparent as a means to achieve better bibliographic control, as well as easier access and consultation of library holdings. This, in turn, increases the effectiveness of the library's services in general and the client's satisfaction in particular.
Because of historical developments in Smathers Libraries cataloging, reclassification presents unique problems which must be approached by a rational, well thought-out process. Classification within the Library of Congress scheme began only in 1976 and a policy decision was made not to systematically reclass the entire collection. Consequently, in 1995 at least half of the collection, perhaps more, remains in the Dewey Decimal Classification and the serial holdings in this classification continue to grow. User and staff difficulty is compounded by the current acute space problems in the Humanities and Social Sciences collections, which will not be alleviated until a new building program is implemented. While the overall policy not to reclassify the collection systematically has not changed, the following policy is implemented in recognition that in certain cases reclassification is appropriate.
Policy:
All reclassification requests have a specific user benefit and fall within the guiding criteria.
A request can originate with library users, cataloging staff, or collection managers, but the latter will make the final decision to activate the reclass process.
The following aims to establish guidelines to assist collection managers in deciding whether a reclassification request should be initiated. It is not a comprehensive checklist but, rather, a list of indicators upon which judgments to initiate or not a reclassification request.
Reclassification of non-Roman material from Dewey to LC may improve retrieval, especially when such material has been catalogued according to different transliteration schemes. Greater physical integration of the holdings should also help resolve problems of bibliographic control and access.
Reclassing bibliographies and other reference material from Z to the subject class, as LC still utilizes both call numbers. Unifying this material allows for better reference service and consultation, as well as better documentary control of the topic or area.
Reclassifying a monographic series catalogued and classified separately to a series call number, or vice-versa, whether from Dewey to LC or within LC. The Library of Congress may classify such material in different ways and may not always reflect the general or local needs of an academic institution vis-à-vis the research and instructional patterns of its clientele.
Transferring a serial title with a Dewey call number to Reference may or may not entail the reclassification of the entire holdings, when only the last year or so is to be located in Reference. In general, an effort should be made, where feasible, to reclassify entire holdings for active titles transferred in part to Reference.
The policy applies only to reclass requests for "blocks" of five volumes or more, either of monograph sets, serial volumes or single, continuous titles within a call number range. Reclassification of material with less than five items will follow current procedure, i.e., the departmental or library cataloging liaison arranges for the delivery of the items to the Database Management Unit in Cataloging. Simple cataloging errors are also exempt from the policy.
Procedure:
If a decision is made to initiate a reclassification, the following procedure will be followed:
The appropriate collection manager, based primarily on building location and then according to DDC links (see CM Bulletin 6.7), begins the process by completing the Reclassification Request Form. The collection manager should discuss the feasibility of the request with other collection managers and the coordinating bibliographers to ensure there is a consensus for making the change.
The collection manager must obtain the proposed call number, if not known, from the Database Management Coordinator before proceeding any further. At this stage he or she has the option of submitting the request slip to the CM Support Unit, which will gather the required information, if not indicated on the slip, of number of volumes involved, new call number, and so on.
When the new call number is known the request slip is forwarded to the appropriate stack manager for an assessment of space and staff implications. If the proposed material is to be shelved in a location other than Library West, the request is forwarded to the head of the library or collection curator for consideration.
If the stack manager in the receiving location decides that the material to be reclassed can be accommodated in the proposed stack location, the request is approved and sent back to the collection manager who will follow the procedures in number 7 below.
If the stack manager in the receiving location decides the request is not feasible because of lack of space, physical implications of a major shift, and so on, the slip is sent back to the collection manager with appropriate comments.
At this stage the collection managers in separate locations or the collection manager and the stack manager within a single location are responsible for negotiating whether an appropriate amount of space at the proposed call number location can be created by selecting material to withdraw or transfer into a storage location. These recommendations must be discussed with the storage stack manager if the move involves shifting material into the storage collection.
The stack manager may make the decision to shift the materials within defined limits. If the shift proves to be a substantial one, then the stack manager should discuss the shift with appropriate supervisors, who will consult with the collection manager(s).
Once a consensus is reached on dealing with space questions, the form should be signed.
The approved request slip is forwarded to the Database Management Unit for scheduling the reclassification.
The form is returned to the collection manager who will work with the CM Support Unit to arrange delivery of the items to the Database Management Unit. The CM Support Unit will maintain forms on file for one year.