LC Cataloging Newsline

Online Newsletter of the Cataloging Directorate, Library of Congress

Volume 7, no. 12, ISSN 1066-8829, October 1999

Cataloging in the LC ILS
Dewey and the LC ILS
Support and Quality Control for Cataloging in the LC ILS
Training the BIBCO Trainer
Cataloging Topics at IFLA's August Conference in Bangkok
Publication Pattern Initiative
Serials Cataloging Cooperative Training Program (SCCTP)
Pinyin Conversion Planning Meeting
Margaret Mann Nomination Opens

Cataloging in the LC ILS

The LC ILS cataloging module became operational on Aug. 16, 1999. As of that date, all cataloging is performed in the LC ILS except for serials cataloging, which is still done on OCLC, and cataloging of JACKPHY monographs, which continue to be cataloged in RLIN. Initial bibliographic control records are now created in the LC ILS for books and nonprint materials. The former LC local system, MUMS, was retired at close of business on Thursday, Aug. 12, and no new records will be added, nor will updates to existing records be made in it. (MUMS records, frozen as of Aug. 12, will remain available for searching through Dec. 31, 1999.) Cataloging that was in the pipeline on Aug. 12 was loaded into the LC ILS and will be completed in that system.

The initial production load of bibliographic data into the LC ILS began on July 16, 1999. Cataloging that was performed between July 16 and Aug. 12 began to be loaded into the LC ILS on Aug. 13. Unexpected problems slowed this "gap loading" process, but the gap load of data from the MUMS APIF, BOOKS, and most other MUMS files was completed by Aug. 24. JACKPHY gap records and some serials gap records were loaded in September. Until all gap loads were complete, cataloging staff searched in both MUMS and the LC ILS to ensure retrieval of all relevant records in the course of their work.

Tuning of the new system continues. All cataloging divisions invoked contingency plans for performing work in manual mode during intermittent periods of slow system response time in September; system response time improved dramatically by early October. Staff have also coped with intermittent malfunctions of the LC ILS sorting capability and keyword indexes. Although the non-keyword indexes in the new system function consistently and all desired results of a search are retrieved, on several occasions results displayed in no discernible order, a problem which was fixed in September. By mid-October, Library staff and public users still encountered intermittent problems with keyword indexing of newly input, imported or changed records. Records that had been completely deleted continued to appear in result sets as "blanks." The Library's ILS vendor, Endeavor Information Systems, Inc., has been investigating the problem as the highest priority for its LC implementation, working closely with the Library's ILS Program Office. As of late October, the system was generally functioning very well, staff reported general satisfaction with the cataloging module, daily receipt and distribution of NACO records was ongoing, and distribution of cataloging products through the Library's Cataloging Distribution Service was current except for JACKPHY records.

Cataloging Day One capped more than two years of intensive planning, preparation, and training for the new system. The Library issued a Request for Proposal on July 7, 1997, for a new integrated library system to replace a number of legacy standalone automated and manual systems. The evaluation of bids from vendors began in autumn of that year, and on May 15, 1998, the Library awarded a contract to Endeavor Information Systems, Inc., of Des Plaines, Ill., for its Voyager system. Once the contract award was announced, the Library's ILS Program Office worked with Endeavor representatives and with more than 80 implementation teams staffed by approximately 500 LC employees to profile, configure, and test the system for LC, design workflows under the new system, and provide training for all staff who use the system.

Dewey and the LC ILS

Implementation of the LC ILS presented no significant technical problems for the Dewey staff. Since Cataloging Day One on August 16, the division has kept abreast of all materials reaching it for decimal classification. Processing of CIP material, the division's first priority, has taken place immediately upon receipt of the supplied galleys. Dewey staff perform end-stage processing for CIP materials, which allows record distribution to the library community. The completed CIP information is then returned to the publisher for inclusion in the published book, and the bibliographic record is distributed to bibliographic utilities and other subscribers to the MARC Distribution Service.

A conceptual change has occurred in the addition of Dewey numbers to non-CIP items forwarded to the Division. Dewey no longer serves as the end-stage processor for non-CIP materials. For these materials, the records have already been completed by the time they reach Dewey. When the Dewey number is added, the record becomes a revised record and is re-issued for distribution to the subscriber community. If the division cannot classify an item within five days (its longstanding turnaround time policy to avoid becoming a hindrance to a book's reaching the LC stacks), the book is forwarded for labeling (and binding as needed) for the stacks, and no further change to the bibliographic record is necessary.

Support and Quality Control for Cataloging in the LC ILS

The Library has set up a three-tiered support system to answer staff members' questions about the LC ILS software and related programs, and about new workflows resulting from LC ILS implementation. The first tier of support comprises over one hundred on-site LC ILS experts who have received extensive training in all aspects of the LC ILS. If on-site experts cannot answer a question or are unavailable, staff can then turn to a central Help Desk staffed by LC ILS trainers and on-site experts. Those working at the Help Desk rely on the third tier of support, a group of about thirty-five LC ILS experts, to address more complex questions and problems. Preliminary statistics show that the first-tier on- site experts are successfully handling ninety to ninety-five percent of users' questions and problems.

Staff at the Help Desk also execute a standard set of actions on the system at regular intervals throughout the day to monitor system response time.

A significant difference between the LC ILS and the former local system, MUMS, is the fact that all records reside in a single file in the LC ILS, whereas in MUMS there were physically separate files for in-process book records, completed book records, and other formats such as Computer Files, Microforms, and Maps. In MUMS, catalog records for books were segregated in the APIF file until all stages of cataloging (descriptive, subject, shelflisting, Dewey classification) were completed. With the LC ILS, catalogers are mindful that records are saved to the LC Database at every stage of processing and can be viewed in the Library's on-site and Web catalogs before possible errors have been corrected, by means of the same searches that retrieve completed catalog records. The separate files in MUMS also permitted the system to limit input- update authorizations for various formats to staff with the necessary expertise. Now that there is one integrated file, LC staff must consider whether they are authorized by policy to change a record. To assist staff in this decision, LC has defined a subfield in a local processing field as the "stakeholder" subfield, which indicates the technical service area whose staff have the expertise to make changes to a given record.

Training the BIBCO Trainer

The second group of BIBCO trainers attended the "Training the BIBCO Trainer" workshop on Oct. 13-15 at the Library of Congress. Completing the workshop and now certified as BIBCO trainers are Robert O. Ellett, Jr. (Armed Forces Staff College), Carl Horne (Indiana University, Bloomington), Iris Wolley (Cornell University), and John B. Wright (Brigham Young University). These experienced NACO catalogers expressed interest in becoming trainers and were authorized by their institutions to provide BIBCO training to staff at PCC libraries when they join the BIBCO program.

Penny Mattern (Support Services Section, OCLC) served as the primary instructor on the first day of the workshop; other faculty included experienced BIBCO trainers Kate Harcourt and Susan Summer (both of Columbia University), Joan Schuitema (Loyola University, Chicago), Joan Swanekamp (Yale University), Bill Garrison (University of Colorado–Boulder), and Judy Kuhagen (Library of Congress). The workshop was organized under the direction of Ruta Penkiunas (team leader, Cooperative Cataloging Team, Library of Congress) and assisted by Ana Cristan (Cooperative Cataloging Team). Also participating from the Cooperative Cataloging Team were Antony Franks, John N. Mitchell, Carolyn Sturtevant, and Cathy Yang, all of whom function as liaison support during BIBCO training and consult with the individual trainers throughout the review period.

Cataloging Topics at IFLA's August Conference in Bangkok

LC staff who have been active in IFLA participated in a variety of ways at IFLA's recent Bangkok conference.

Section on Bibliography

John Byrum (chief, Regional and Cooperative Cataloging Division (RCCD)), was elected secretary of the Section on Bibliography and thereby to the Coordinating Board of the Division for Bibliographic Control. Byrum represents ALA on the Section's Standing Committee.

Winston Tabb (associate librarian for library services) co-chaired a workshop on "Electronic Publications in Bibliographies," co-sponsored by the Section on Bibliography and the Section on National Libraries. Byrum presented a paper, written with assistance from Patricia Myers-Hayer (senior cataloger, Middle Eastern/North African Team, RCCD) entitled "Inclusion of Information Covering Electronic Resources in National Bibliographies: Results of a Survey Conducted May-June 1998." The gathering was well attended, and the presentations produced considerable discussion of the topic. Byrum's paper will be published in International Cataloguing and Bibliographic Control.

ISBD Review Group

Byrum chairs the ISBD Review Group, which continues its review of the ISBDs. The group will undertake a review of the ISBD(CM) proposed by the IFLA Section on Cartographic Materials and investigate revising ISBD(NBM) (non-book materials). Both initiatives are driven by the emergence of electronic formats. On that subject, the review group appointed a study team for publications that need more than one ISBD for cataloging purposes, for example, an electronic version of a serially produced map.

Work has begun to post ISBDs on IFLANET (new site address URL:, making them universally available at no cost.

Section on Cataloguing

Barbara Tillett (director, Integrated Library System Program) was elected chair of the Section on Cataloguing. She serves on the section's Form and Structure of Corporate Headings (FSCH) Working Group, which continues to categorize types of corporate headings, so as to develop guidelines that can be used by designers of systems that utilize internationally available authority records for corporate names. Anonymous Classics, part 1 for European works, should be going to press in the next few months. Subsequent parts of Anonymous Classics devoted to other regions of the world will be addressed next year.

Tillett is also a member of the Guidelines for Authority References and Entries (GARE) Working Group, which continues its work on revising the guidelines for a likely completion next year.

The Section on Cataloguing developed an action plan for 2000- 2001 that includes an initiative to develop a multi-lingual glossary of cataloging terms to facilitate international discussions and rule comparisons. The working group for the glossary will be headed by Monika Muennich (Universitat Heidelberg).

Tillett is a member of the new FRANAR (Functional Requirements and Numbering of Authority Records) Working Group, chaired by Francoise Bourdon (Bibliotheque nationale de France). FRANAR had its first meetings during the conference. Having agreed for now to continue to use authority record numbers from its members' respective systems as the linking numbers, the group will focus its attention initially on the entity-relationship model for authorities. The working group's objective is to develop functional requirements, building on the work done by the Working Group on Minimal Level Authority Records (MLAR). Tillett will send FRANAR the models from the work done for the Functional Requirements for Bibliographic Records.

At a workshop sponsored by the Section on Cataloguing on the theme,"Universal Bibliographic Control in the Multilingual/Multi Script Environment: Access to Information - Theory and Practice," Byrum presented a paper titled "ISO 639-1 and ISO 639-2: International Standards for Language Codes. ISO 15924: International Standard for Names of Scripts." This paper and most of the others from the workshop are available on IFLANET.

Section on Classification and Indexing

Julianne Beall (assistant editor, Dewey Decimal Classification) attended meetings of this section. She also met with editors of translations of the DDC and represented OCLC Forest Press in the exhibit area.

Publication Pattern Initiative

The CONSER Program is currently inviting its members and others to participate in an experiment that will involve adding publication pattern data and holdings data to CONSER records. The long-term goals are to contribute to the standardization of local system usage of the MARC Format for Holdings Data so that pattern and holdings data can be communicated among systems and patterns needed for predictive check-in can be shared through CONSER records. The short term goals of the experiment are, by involving institutions using a variety of local systems, to determine the capabilities and challenges involved with sharing these data. The pattern and holdings data (MARC fields 853 and 863) will be embedded in an OCLC local field, 891, which will be available early in 2000 when the experiment is slated to begin. For further information, consult the CONSER Web site URL or contact task force chair Sally Sinn ([email protected]) or CONSER Coordinator, Jean Hirons ([email protected]).

Serials Cataloging Cooperative Training Program (SCCTP)

SCCTP's Basic Serials Cataloging Workshop, the first course offering from the newly-implemented program, is currently being scheduled in cities throughout the U.S. and Canada. Three workshops have been given: in Washington, D.C.; Lansing, Mich.; and Vancouver, B.C. Ten more are currently listed on the SCCTP Web site and about twenty more are in the planning stages. The demand for training in Canada is so great that the University of British Columbia is sponsoring another training-the-trainer session in Vancouver, Nov. 17-19 for serials catalogers in Canada and the northwestern U.S. Ideas for further courses are also being discussed, including a serials concepts course for library staff and a course on cataloging electronic serials. SCCTP takes a new approach to training serials cataloging staff. It's a cooperative program that provides standardized training materials and trained trainers in the field of serials cataloging. Rather than providing the actual training workshops, SCCTP relies on library associations, networks, and institutions to provide the workshop, using SCCTP materials and a team of trainers. For further information on the upcoming train-the-trainer session or on sponsoring a workshop, contact Jean Hirons ([email protected]).

Pinyin Conversion Planning Meeting

Representatives from six major collections in the United States met with staff from the Library of Congress, OCLC, and RLG on October 7 at the Library of Congress to discuss issues related to pinyin conversion of local catalogs and to promote a coordinated approach to the conversion project. This unofficial meeting was organized by Jeffry Horrell and Dale Flecker of Harvard University.

The discussion resulted in general agreement on a sequence in which certain milestones were to be achieved, along with dates and time frames for major activities related to the conversion. It was agreed that, insofar as possible, as many authority records as possible should be converted in advance of the display of converted bibliographic records on OCLC and RLIN. Both converted authority records and bibliographic records should be marked in some manner that will prevent re-conversion. After "Day 1," new cataloging and authority work should use pinyin for systematic romanization of Chinese. Trying to strike a balance between allowing sufficient time to prepare for conversion of authorities and wishing to move forward, the group proposed October 1, 2000, as the target for "Day 1."

An individual library could continue to use Wade-Giles records for copy cataloging after "Day 1" and until "Day 2," at which time the library would switch to pinyin. Under this plan, a library's "Day 2" would be determined by the availability of bibliographic records in pinyin on the utilities and the timing of the conversion of its own Chinese records. Following conversion, utilities will return snapshots of converted records to individual libraries to be loaded into their local systems.

Representatives discussed conversion services they needed from RLG and OCLC and recommended that the Library of Congress make several adjustments to its conversion plans. The Library, OCLC, and RLG will refer to the recommendations as they work together to firm up conversion plans and time lines. In the future, progress reports on the conversion project will be presented against the milestones that were defined at the meeting. Notes of the meeting will be posted on the pinyin home page (URL: in the near future.

Margaret Mann Nomination Opens

Bruce Johnson of the Cataloging Distribution Service at the Library of Congress was named as the chair of the Margaret Mann Citation Committee at ALA this past June for the 1999-2000 term. The Margaret Mann Citation is awarded by the ALA ALCTS Cataloging and Classification Section for outstanding professional achievement in cataloging or classification either through publication of significant professional literature, participation in professional cataloging associations, or valuable contributions to practice in individual libraries. OCLC Online Computer Library Center also donates a $2,000 scholarship to the U.S. or Canadian library School of the recipient's choice. The committee is seeking nominees for this year's award. The nomination deadline is December 1. Criteria for selection and procedures for nomination may be found at URL

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, Victoria Behrens, John Byrum, Roselyne Chang, Janice Herd, Angela Kinney, Albert Kohlmeier, John Mitchell, Mary Louise Mitchell, Susan Morris, Geraldine Ostrove, David Smith, 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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