LC Cataloging Newsline

Online Newsletter of the Cataloging Directorate, Library of Congress

Volume 6, No. 1, ISSN 1066-8829, January 1998

Growth of Cooperative Cataloging Programs
PCC Statistics
Implementation of Change in Indicator Value for Multiple Surnames
Cataloging Training for Korean Librarians
CONSER Program Annual Report
Guidelines for Determining Cartographic Materials on Computer File Carriers
Draft Interim Guidelines for Cataloging Electronic Resources
Data Elements in Authority Records
Sound Recording Arrearage Reduction Projects
Nancy Davenport Named Director for Acquisitions

Growth of Cooperative Cataloging Programs

Again in fiscal year 1997, contributions of new records for the name authority, subject authority, and bibliographic cooperative programs exceeded the previous year's contributions. NACO (name authority) participants marked the twentieth anniversary of the program by contributing 137,494 new authority records (NARs) to the national authority file for an increase of forty percent over fiscal year 1996 and 9,364 new series authority records (SARs) for an increase of sixteen percent over fiscal year 1996. Changes to both NARs and SARs totaled 33,228 (an increase of twenty-six percent over fiscal year 1996). SACO (subject authority) participants also enriched the Library of Congress Subject Headings (LCSH) with 2,088 new subject authority records and contributed 685 new classification numbers to Library of Congress Classification (LCC).

The following libraries joined NACO in 1997: Donohue Group, Inc.; Georgetown University; Graduate Theological Union; Louisiana State University Law Library; National Library of Scotland; Nevada State Library and Archives; Northwestern University Law Library; Seattle University Law Library; Stetson University Law Library; Texas A & M University; Trinity University (San Antonio, Tex.); Tulane University; University of Arkansas, Little Rock, Law Library; University of California, Los Angeles, Law Library; University of California, Berkeley, Law Library; University of Cambridge; University of Connecticut Law Library; University of Houston Law Library; University of Minnesota Law Library; University of Pennsylvania Law Library; University of Tennessee, Knoxville, Law Library; University of Texas at Austin, Law Library; U.S. Holocaust Memorial Museum; Washburn University Law Library; WLN; and two funnel projects: the Arabic Funnel Project and the OLAC Funnel Project.

In the second year of BIBCO (the Program for Cooperative Cataloging bibliographic cooperative program), the twenty-four libraries that currently participate contributed 29,907 bibliographic records to the national databases, a 111% increase over last year's totals. The Library expects that BIBCO contributions will increase by fifty percent in 1998. LC has used fifty-five percent of the bibliographic records contributed by BIBCO participants and forty-two percent of the name authority and subject authority records contributed by NACO and SACO participants.

In 1997 the BIBCO program welcomed Vanderbilt University; Indiana University-Indianapolis, School of Law; Brigham Young University; California Academy of Sciences; University of Washington; Oklahoma State University; and Stanford University.

The Cooperative Cataloging Team presented, organized, or supported seven major training events in fiscal 1997, in which over three hundred librarians received training in PCC programs. A NACO training session for fifteen law libraries was held in conjunction with the Annual Conference of the American Association of Law Libraries in July, and the Baltic Practical Scientific Cataloging Seminar took place in Vilnius, Lithuania, in September under sponsorship of the Open Society Foundation. The next NACO Series Institute for independent NACO contributors is scheduled for April 29-May 1, 1998, at LC.

PCC Statistics

Statistical information regarding the various components of the Program for Cooperative Cataloging are now available on the World Wide Web. These statistics may be accessed from the PCC home page at URL: under the "What's New" category or directly at URL: There are pages of statistics for BIBCO, CONSER, and NACO name and series authorities. Also available are the BIBCO and CONSER statistics for individual participating libraries. All displays present the month-by-month figures in columns across the page with summations on the right of the page, so the viewer may have to scroll across to view the totals. For printing purposes, set your fixed font to Courier 8 point or something equally small. Larger fonts will work but may require adjusting your printer settings to print landscape. Please direct questions or corrections to David Williamson at [email protected]

Implementation of Change in Indicator Value for Multiple Surnames

In 1996, the first indicator value 2 (Multiple surname) in X00 fields was made obsolete. Value 1 (Single surname) was redefined as "surname" to be used for headings with either single or multiple surnames. At the time value 2 was made obsolete, LC had an arrangement with an outside source to update existing authority records programmatically to change all instances of value 2 to value 1 in X00 fields; these updated records were then to have been made available to other libraries through distribution from LC. LC was recently informed by that source that it would be unable to execute this change. In view of this development, the Library of Congress has had to reassess its implementation strategy.

LC/NACO Libraries

LC/NACO libraries will defer implementing the discontinuance of value 2 in X00 fields until some time after installation of an integrated library system (ILS) at the Library of Congress; that installation is now scheduled for Oct. 1, 1999. There are two exceptions to this policy. These relate to current records contributed by the British Library (BL) and to retrospective records from the Dance Heritage Coalition (see below).

The Library realizes that this decision may have an impact on the library community, but, after various alternatives were considered, it became clear that the Library has neither the human nor machine resources to change the entire authority database manually or programmatically.

British Library Records

Based on LC's original plan to implement the change in 1998, the BL announced that it implemented the change on Jan. 2, 1998. The LC/NACO practice will take this implementation into account (see below).

Dance Heritage Coalition Records

Approximately 52,000 retrospective records from the Dance Heritage Coalition were recently loaded into the name authority file. Some of these records represent headings for multiple surnames. At the time they were being processed for loading, these headings contained a first indicator value of 1. Since at that time LC had anticipated making the programmatic change described above, the decision was made to leave the indicator value at 1. The LC/NACO practice will take these records into account (see below).

LC/NACO Policy

LC/NACO policy is to continue to use first indicator value 2 for multiple surnames except as noted below. In the normal course of searching the name authority file, catalogers should be particularly conscious of the first indicator value with a view to:

1) preserving any X00 character strings for multiple surnames containing value 1 in records contributed by the British Library or the Dance Heritage Coalition;

2) preserving the relationship between the character string in a bibliographic record and that in the name authority record.

In essence, this practice means that LC/NACO libraries will continue to use value 2 in both authority and bibliographic records except for multiple surnames represented by authority records contributed by the BL or the Dance Heritage Coalition. Also, if adding a multiple surname reference to one of those records, the cataloger should use value 1 to preserve the internal integrity of the authority record. If adding one of those names to a new or existing bibliographic record, LC/BIBCO policy is to use value 1 to preserve the consistent relationship between the character string in the bibliographic record and that in the name authority record. This practice will result in bibliographic records that may contain multiple surnames with a mixture of indicator values, that is, some with 2 and some with 1.

Cataloging Training for Korean Librarians

The Library provided training and orientation for two Korean catalogers from Korea Institute of Science and Technology (KAIST), Ms. Myung Keum Shin and Ms. Hyun Mi Joung, during the week of December 1-5. The training consisted of lectures, discussions, practical exercises, tours, and orientations. Instruction focused on Library of Congress procedures for cataloging Korean material according to AACR2 and LCSH, as well as overviews of cataloging policy, cataloging tools (such as Catalogers Desktop and Classification Online), and the exchange of bibliographic data in the United States.

Comparisons were drawn between the Library's use of the USMARC format, and KAIST's use of the (remarkably similar) Korean MARC record (KORMARC). It is hoped that this sort of orientation to Library cataloging operations will facilitate the eventual exchange of bibliographic data between Korean libraries and the Library of Congress.

CONSER Program Annual Report

The 1996/1997 Annual Report of the CONSER Program is now available on the Library of Congress World Wide Web site (URL: This is the last annual report of the independent CONSER Program, as its consolidation with the Program for Cooperative Cataloging is now complete. Contents include the following:

Guidelines for Distinguishing Cartographic Materials on Computer File Carriers

The Library of Congress has developed guidelines to assist catalogers working with cartographic computer files to distinguish them from other types of computer files. The guidelines are intended to ensure consistent selection of the correct USMARC Type of Record (Leader/06) Code by offering definitions, selection criteria, and illustrative examples. In the past, value "m" (Computer file) indicated a record for a body of information for which, regardless of the content. the carrier was a computer file. MARBI Proposal No. 95-9 (Encoding of Digital Maps in the USMARC Bibliographic Format) redefined the Leader/06 value "e" from "printed map" to "cartographic material," thus making it possible to emphasize the content of the item by encoding records for cartographic materials on computer file carriers using the Leader/06 value "e" (cartographic material), instead of "m" (computer file).

The guidelines are only intended to address issues related to the change in definition of value "e" in Leader/06 noted above. Additional guidelines will be developed and issued in the future to address the redefinition of value "m" in Leader/06 approved as part of MARBI Proposal No. 97-3R (Redefinition of code "m" (Computer file) in Leader/06 in the USMARC Format for Bibliographic Data).

The guidelines may be found at the Library of Congress Web site at URL: Comments on the guidelines may be addressed to the Cataloging Policy and Support Office via electronic mail to: [email protected]

Draft Interim Guidelines for Cataloging Electronic Resources

For some time it has been the intent of the Cataloging Policy and Support Office (CPSO) to develop conceptual guidelines for the cataloging of electronic resources. That effort has been delayed for various reasons, and toward the end of 1996, stimulated by increased activities in the area of digitization, CPSO invited a small group of staff members to develop interim guidelines for cataloging electronic resources. The initial draft of the guidelines is now available through the CPSO home page (URL:

The guidelines apply to resources of divergent character produced under varying circumstances and managed by different entities, a set of conventions for bibliographic control that will enable generalized, standard practice to the extent judged practicable in a diverse, dynamic environment. The guidelines are both a "how-to" manual as well as an approach to a framework for treating electronic resources in general. This framework is followed by definitions of appropriate concepts and terms as well as

  1. policies on when to use multiple records and when to use a single record;
  2. conventions developed especially for the single-record technique;
  3. directions for indicating the existence of other physical formats;
  4. directions related to electronic location;
  5. directions relating to collocating records and linking them;
  6. directions relating to identifying records related to specific projects.

An obvious lacuna in the draft is the absence of guidelines for the treatment of remote access resources. This is because the collection development guidelines for remotely accessed electronic resources are only now beginning to be formulated.

The draft guidelines are structured and formatted as a unit of the internal LC Descriptive Cataloging Manual.

Comments on the draft may be sent to [email protected]

Data Elements in Authority Records

The Cataloging Policy and Support Office (CPSO) continues to work with staff of LC's Automation Planning and Liaison Office and Information Technology Services on implementing some of the additional data elements approved by MARBI for names and subject authority records as part of updates 1 and 2 of the USMARC Format for Authority Data. Currently, CPSO expects that the new data elements for subject authority records will be implemented no earlier than May 1998 (with changes to name authorities to follow). The subject changes include the tags and subfield codes for form/genre terms and subject subdivision records. However, limited staff resources and competing automation priorities could impact implementation. This in turn could delay the full implementation of authority changes and form/genre subject access to materials until the Library's new integrated library system is implemented.

Sound Recording Arrearage Reduction Projects

The Special Materials Cataloging Division is leading three new projects to eliminate large arrearages of sound recordings: the 45s SWAT Team Project, Sondheim Collection Project, and Voice of America Tapes Project. The 45s SWAT Team Project has begun processing 120,000 45 rpm sound recordings in the custody of the Motion Picture, Broadcasting, and Recorded Sound Division (MBRS). (In the SWAT team concept, volunteers from several units form a project team. They forgo meetings and special assignments for the duration of the project.) The discs will receive inventory-level cataloging. A program for creating the inventory-level records utilizes either the Copyright Office catalog record or a resource file of 45s data (Mega-Guide to Singles); in the absence of available data, the records are created from examination of the item. The inventory records will reside in the MBRS Cuadra STAR database which users can access in the LC Recorded Sound Reference Center.

The Stephen Sondheim Collection of classical LPs (33 rpm sound recordings) include works by lesser-known composers. Before LC acquired the collection, Mr. Sondheim had separated the discs from their original jackets, arranged them by composer, and placed them in different jackets. One of the critical and time-consuming steps in processing this collection was to reunite the LPs with their original jackets. After final sorting of the album jackets and matching of the sound discs to appropriate jackets was completed, 8,569 discs were searched and 6,697 completed by identifying catalog copy; 1,872 discs will require full-level cataloging.

During the last quarter of 1997, MBRS and SMCD collaborated to provide access to the Voice of America tape collection. The shelving of over 47,000 tapes, combined with the bibliographic control of these items, will make this collection available to researchers by early 1998.

Nancy Davenport Named Director for Acquisitions

Nancy Davenport was appointed director for acquisitions and support services, effective Dec. 21, 1997. She will also continue to be acting chief of the Rare Book and Special Collections Division (RBSCD) until March 30, when Mark Dimunation will report to LC as chief.

Davenport began her LC career in 1971 in the Congressional Research Service (CRS), where she worked until 1996. She was acting chief of the Library Services Division of CRS from 1993 through 1995. From 1990 through 1996 she helped direct the Frost/Solomon Task Force, which was responsible for overseeing the provision of assistance to the newly democratic legislatures of Central and Eastern Europe; she was responsible for training parliamentary members, staff, and librarians in the use of technology and other information resources. In 1996 she became acting chief of RBSCD and served collaterally as acting chief of the Prints and Photographs Division from January to September 1997.

In 1989 and 1990 Davenport served as first acting director of the former Library Distribution Services Directorate, which included the Cataloging Distribution Service. She participated in the LC Intern Program in 1974. She holds an MLS from the University of Pittsburgh and a bachelor's degree in political science and economics from West Virginia University. She currently chairs the editorial board of the ALA journal, Library Administration and Management.

LC CATALOGING NEWSLINE (ISSN 1066-8829) is published irregularly by the Cataloging Directorate, Library Services, Library of Congress, and contains news of cataloging activities throughout the Library of Congress. Editorial Office: Cataloging Policy and Support Office, Library of Congress, Washington, D.C. 20540-4305. Editor, Robert M. Hiatt; Editorial Advisory Group: William Anderson, John Byrum, Roselyne Chang, Angela Kinney, Albert Kohlmeier, John Mitchell, Susan Morris, Geraldine Ostrove, David Smith, Linda Stubbs, and David Williamson. Address editorial inquiries to the editor at the above address or [email protected] (email), (202) 707-5831 (voice), or (202) 707-6629 (fax). Listowner: David Williamson. Address subscription inquiries to the listowner at [email protected]

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