Revised 11-10-2006

Approved by Executive Committee

Northern Library Network

Cataloging Policy

The Cataloging Committee is permanent and open-to-all. The Committee reports to the Executive Board of the Northern Library Network.

Training:

Level 1: will receive MARC, identifying records in the database that matches the piece in hand, III searching and item record creation training from the West Virginia Library Commission (WVLC). There will be a period of hands-on training where the new level 1 will be working with a level 2/3 cataloger or WVLC to gain experience. After the hands-on period, the new level 1 will be certified on training for that level, by a level 2/3 cataloger other than the hands-on trainer.

Level 2: will receive additional MARC and AACR2 training from the WVLC. There will be a period of hands-on training where the new level 2 will be working with a level 2/3 cataloger or WVLC to gain experience. After the hands-on period, the new level 2 will be certified on training for that level, by a level 2/3 cataloger other than the hands-on trainer.

Level 3: will receive hands-on practical training from the WVLC. A hands-on training period will follow. After the hands-on period, the new level 3 will be certified on training for that level by WVLC or another experienced level 3.

Bibliographic Policies

Description:

Only one (1) bibliographic record will be obtained for a given bibliographic item, when an item is held by multiple libraries within the consortium.

Original cataloging records for items may be inputted into the database by trained level three catalogers. Consortium libraries without a level three cataloger will have one made available to them. Original records created by the consortium will follow the Anglo-American Cataloging Rules, 2nd edition, 2002 revision, implemented by the Library of Congress.

Records in the database cataloged before the migration to the new integrated library system (ILS) will be corrected to reflect the catalog rules as the consortium find them.

Most new bibliographic records come from cataloging sources outside the consortium. NorLN will review records to ensure that they reflect current AACR2 standards, and the current consortium local cataloging practices are added.

Name Headings:

The consortium follow the AACR2 as implemented by the Library of Congress Name Authority File in determining the form of the name heading entered into the ILS.

Subject Heading Scheme:

The consortium uses the Library of Congress Subject Headings (LCSH) and the Guidelines on Subject Access to Individual Works of Fiction, Drama, etc. (GSAFD) lists only.

Classification Scheme:

The consortium uses only the Dewey Decimal system, Library of Congress Classification system, and Superintendent of Documents (SUDOC) classification scheme. Any local call numbers are required to be placed in the item record.

Local Information:

All library-specific information will be placed in the item record.

Continuing Resources:

All continuing resources will be added to the ILS through the serial module. Those catalogers who have completed the required training will be allowed to update continuing resource records.

Reporting

Cleanup:

Maintenance and upgrading records are the responsibility of all consortium catalogers. Follow the following cleanup reporting hierarchy:

·  Level 1 catalogers report the bib id for the record to your library’s level 2/3 cataloger or your library’s assigned level 2/3 cataloger.

·  Level 2 and three catalogers are expected to make necessary corrections as appropriate, following local and AACR2 guidelines.

Errors:

Error documentation is the responsibility of all consortium catalogers. Level 2 and three catalogers, document the error record’s bib id and error and then fix the error. Level-1 catalogers, document the error record’s bib id and give the information to your library’s level 2/3 cataloger.

Questions:

All cataloging questions of general interest or that cannot be resolved must go through the consortium’s cataloging listserv, .

Initials:Level 2 and level 3 catalogers are required to record their library’s two-digit library code plus their 3 initials in a 952 field for added or modified records in the consortium database.

Non-compliance with policy:

Individuals failing to comply with the NorLN Cataloging Policy and provided procedure manual will be contacted by the colleague noticing the problem or pattern of problems. The contact will be by email with a cc to the Chair of the Cataloging Committee. Help in correcting the problem(s) will be offered.

At the request of the Cataloging Committee, the Executive Board will send written notification to the individual cataloger, Library Director, and Service Center Director, if applicable, if the circumstance continues. The written notification will discuss the nature of the circumstance and all mandatory steps for the resolution.

At the point that all means have been exhausted and the circumstance still persists the individual cataloger will have a Cataloging Level demotion. At the request of the Cataloging Committee, the Executive Board will send written notification of the demotion to the individual cataloger, Library Director, Service Center Director, if applicable, Library Board of Trustees, and the Secretary of the West Virginia Library Commission. The notification will explain the rationale for the Cataloging Level demotion and outline steps the Library may take to have the Cataloging Level reinstated.

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