Cataloging Librarian Interview Assignment. Linda Couser Barnette. Texas Woman s University Cataloging and Classification LS

Transcription

1 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 1 Cataloging Librarian Interview Assignment Linda Couser Barnette Texas Woman s University Cataloging and Classification LS Instruction: Dr. Gretchen Hoffman 10 November 2011

2 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 2 At a recent meeting of HealthLine, an organization composed of hospital and medical librarians, I met a librarian from the Unnamed School of Nursing (USN) in Dallas named Jane Smith (not her real name or organization) who is the Assistant Director in the Learning Resource Center (LRC). In addition to other responsibilities, including serving as the library s reference librarian and managing the LRC s student workers (see Addendum I to view her job description), she also handles cataloging for the LRC. Jane invited me to shadow with her someday to get a real life view of a hospital library, which is my academic area of focus. When I phoned Jane to set up an interview appointment, we agreed to meet for lunch and then have a tour of the facility afterwards. In Addendum II, I have listed the questions I posed to Jane during our session. Jane has been with the LRC for two years, with previous roles as Cybrarian and Sales Specialist with IBM. She holds a Masters in Library Science from the University of North Texas, a Master of Arts in Educational Media from the University of Northern Colorado, and dual B.S. degrees in Library Science and History from Wayne State College in Nebraska. When I asked what her role as a Cybrarian entailed, she said she maintained content on IBM s software system worldwide. When her job was outsourced to Brazil, and her father s illness added the role of caretaker to her life, she became interested in hospital libraries and ultimately, is now employed by one. The LRC, according to Jane, specializes in nursing information that supports faculty research and nursing student study. The physical size of the library is 3,267 square feet, with an additional 639 square feet devoted to a library computer lab. Resources that the LRC makes available to USN faculty and nursing students include citation and full text databases, reference materials, instructor course reserves, bound journals, print and electronic books, photocopying services, and study rooms with white boards. LRC standard hours of operation during the Fall

3 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 3 and Spring semesters are as follows: Monday through Thursday from 8AM to 11PM, Fridays from 8AM to 5PM, Saturdays from 8AM to 4PM, and Sundays from 1PM to 11PM. This comprises 83 hours per week that faculty and nursing students have access to the LRC s resources. To facilitate the library being open 83 hours and have coverage for questions, student workers are utilized to augment the three fulltime staff member s presence in the LRC. The categories of the LRC s print holdings are shown in the table below, with data obtained from Jane that was used in their last accreditation summary: Print Items One-Time Purchases Volume Count 5,837 5,063 Microform Pieces 1,218 1,218 Monographs Purchased in Year 1, Volumes Added in Year Volumes Withdrawn in Year 255 1,064 Net Volumes Added in Year Scores (bound volumes) 0 0 SERIALS (include newspapers and government documents) Bound Volumes 4,434 4,460 Current Subscriptions (paid ) Current Serial Subs (not paid) 9 9 Microform Pieces 13,013 13,013 The LRC has three employees: Director, Assistant Director, and a paraprofessional who staffs the Circulation Desk. Cataloging is handled entirely by Jane. Jane prefers it that way to maintain accuracy of the online catalog entries. The majority of Jane s cataloging tasks are related to print items, due to cataloging for other material formats such as electronic journals, ebooks, etc being handled by the organization s Waco, TX LRC cataloger. Jane estimated that

4 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 4 90% of her cataloging is copy cataloging, with only 10% or less falling into the original cataloging category. As far as utilizing outside vendors for bibliographic records, Jane primarily uses OCLC (Online Computer Library Center) except for the instances when original cataloging is required. The only service that the LRC outsources is the binding of the print journals that are kept on hand on the shelves, based upon instructor request or lack of online accessibility. MeSH (Medical Subject Headings) is the subject heading list used in the LRC online catalog. The classification scheme for shelf placement used by this library is the NLM (National Library of Medicine) classification system, in conjunction with some LCC (Library of Congress Classification) classes for items acquired outside the medical or nursing arena, such as novels and self help books requested by faculty or students. The National Library of Medicine Classification is published annually online ( The print publication ceased with the 5th revised edition in Jane and I viewed the NLM website to aid me with understanding how NLM differs from LCC. According to the NLM website: The online environment offers many advantages to users including hyperlinks between class numbers in the index and the schedules, and between terms within the index and direct links from these to the MeSH record itself under the MeSH Browser. It gives NLM the ability to keep the NLM Classification current with changes in MeSH. The NLM Classification is a system of mixed notation patterned after the Library of Congress (LC) Classification where alphabetical letters which denote broad subject categories are further subdivided by numbers. The NLM Classification utilizes schedules QS-QZ and W-WZ, permanently excluded from the LC Classification Schedules and is intended to be used with the LC schedules which supplement the NLM Classification for subjects bordering on medicine and general reference materials. The LC schedules for Human Anatomy (QM), Microbiology (QR), and Medicine (R) are not used at all by the National Library of Medicine since they overlap the NLM Classification (NLM, 2011). To further enhance my understanding of the NLM classification system, Jane printed me a copy of a wall poster that lists the breakdown of the classes. For anyone else who might be

5 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 5 interested in the structure of NLM, this wall poster is available in pdf format at the following web address: (NLM). I asked Jane to walk me through the process of cataloging, from ordering to marking. Reminding me that her primary role as cataloger is related to books, she said the first step is actually the acquisition of materials. Her major vendors are Majors Scientific Books, Baker & Taylor, and Amazon.com if she cannot find an item from her regular sources. When materials arrive, what Jane referred to as the stamp/strip/barcode processes are performed, as there is currently no RFID (Radio Frequency Identification) system in place in the LRC. Next, Jane does her cataloging tasks, preferably, as she emphasized, when she can be quiet and interrupted, which is a fantasy, as we have an open door policy here in the LRC. Millennium iii is the Integrated Library System used by the LRC, for both circulation (online catalog access) and cataloging functions. Jane will first use Millennium to determine if there is an older edition in the LRC collection, as items are shelved in a collocation pattern. Most of Jane s cataloging work is done via the NLM website, with very infrequent use of Cataloger s Desktop. On the NLM site, Jane will key in a book s ISBN number to locate that book s record. Any changes dictated by local cataloging needs are made, and then the record is downloaded and exported to Millennium. This step allows the record to appear in the LRC online catalog with the changes intact. These changes do not alter the original record on NLM. Jane said one of her most useful tools is the View option of Millennium that allows her to see the record in the same fashion that a user outside the library would see it. She always performs this task to be completely sure the record has been set up correctly. Jane then creates a spine label using a Dyno Label Maker, and shelves the item according to topic, with a preference towards having items by the same author or same subjects located together.

6 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 6 When questioned about authority control and authority file maintenance, Jane stated it is mainly a process of coordinating efforts with the Waco, TX campus main libraries. When she is creating subject headings, she will first see if the university libraries have cataloged the same item previously. If it is cataloged in Waco, Jane will add her title to the existing record making appropriate notations for unique aspects of the record, including a call number (if using NLM classification instead of LC), barcode number, price, location code that dictates usage (available for general checkout, reserve, reference, ILL, etc.). If it is not cataloged in Waco, she will either download a record from OCLC or create an original one, based on the type of book. She will then add appropriate headings to the record. When an item is added to the collection, Jane will create a new authority record if a faculty member was a contributor for the item being added. Standard practice is followed when creating a new authority file. Once an item is added to the catalog, anyone searching the university s holdings will see that an item is in the collection and where it may be located. The LRC has a unique ILL code assigned that links with the location code assigned at the time an item is cataloged. This insures that ILL requests are routed to the library that holds the item. Jane discussed five challenges that have affected her role as a cataloger. First, she has a low level of comfort using paraprofessionals or student workers for any of the cataloging processes, due to the high probability that their lack of training or education in cataloging will results in errors in catalog entries. Thus, all the cataloging is done by Jane, whether or not she has other responsibilities pulling on her time. A second challenge that Jane foresees for the future is the ultimate implementation of RDA (Resource Description and Access), which she feels currently hinges on vendors and library workforces being at a standoff: each is waiting for the other to make the first move as far as moving away from AACR2 and into RDA. Jane also feels

7 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 7 that time and money constraints will in all likelihood create online catalogs with two types of records: one before RDA, using the AACR2 method, and the other after RDA is implemented. A third challenge that relates to accuracy and time is the need for any original cataloging to be managed in three different places: in Millennium for the LRC s access, in DocLine, an interlibrary loan request and referral system, and in Medline First Search. Jane s fourth challenge concerns her status in a remote location, located away from the actual hospitals and other librarians who are located in Waco. She does not have the ability to just walk across the street and ask a question of the medical staff, and sometimes actually makes the drive to Waco from Dallas just to feel connected and in the loop. Jane s solution for her fourth challenge is that both LRCs need to document local practices carefully, and make the documentation readily available. The fifth challenge is one that Jane has already worked through, as it occurred in 2009 when the NLM ceased including Cutter numbers on their records. The loss of Cutter numbers on the records Jane downloads from OCLC means more work for her as a local cataloger. In Jane s case, she pulls out her print copy of the Cutter-Sanborn table and selects the appropriate number for assignment to a book s record. She explained that if she cataloged all day long, she would likely use Cataloger s Desktop. However, for her local needs, the print copy keeps her from opening one more tab or window on her computer. To illustrate the importance of this change, Jane directed me to an announcement created by the NLM that explained their rationale for the change. Here is an excerpt from that announcement: The National Library of Medicine (NLM) will cease providing cutter numbers in LocatorPlus for most of the classification numbers assigned to print monographs that the Library catalogs. Cutter assignment will cease on June 21, 2010, with the exception of material being shelved in the NLM Reference collection or titles cataloged for the NLM History of Medicine Division. As the library looks to increase efficiencies in its cataloging practices, the time spent cuttering stands out as an inefficient activity. For the

8 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 8 past 15 years, NLM has been shelving print monographs by accession number, rather than by call numbers, but has continued to provide fully shelflisted call numbers for the convenience of other libraries using NLM records. NLM is still committed to providing a classification number that reflects the subject of a book, in recognition that this information can be used widely by others. Cutter numbers, on the other hand, are unique to a particular collection. Libraries that use cutters to arrange their material on the shelf will not have identical collections to NLM, so cutters provided by NLM often need adjustments to arrange material properly on any particular library s shelves. Because NLM recognizes this may have an impact on the workflow in some libraries, we hope that the six month notice of this change will provide ample time for these libraries to make needed adjustments. Following the interview, while organizing my notes and thoughts in preparation for writing this paper, I realized I had learned something very important about the relationship between cataloging and reference work. When I asked Jane how much of her time was devoted to cataloging versus reference, she said the time spent is split equally between the two roles. Jane further explained that cataloging and reference are complements of one another. If you are a cataloger, then you will be a more resourceful reference librarian. Cataloging allows a person to know all the subjects held in a library s collection, as well as where to locate them on the shelves, better than any other library staff. Other important information that I acquired as a result of this interview was a list of characteristics or skills that Jane believes a good cataloging candidate would possess: a) Actual cataloging roles in work background, and in particular, experience with the classification system and subject heading list used by the library that has an open position b) Communication skills, with the ability to say Help I am confused.i don t know how to do this particular task rather than make errors dues to lack of knowledge c) Demonstrated ability to use an online catalog- no one will make a good cataloger that is not a catalog user

9 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 9 d) Field experience in library roles (i.e. reference, acquisition, etc) e) Hobbies related to music, which require the same level of precision as does cataloging f) Love for and the ability to excel in math courses like Geometry, which require application and adherence to rules, in the same fashion as original cataloging

10 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 10 References NLM. (2011). National Institutes of Health. U.S. National Library of Medicine. NLM Fact Sheet. Retrieved from (accessed ) NLM. (2009). National Institutes of Health. U.S. National Library of Medicine. NLM Technical Bulletin. NLM Announces Changes in Cuttering Practices. Retrieved from (accessed )

11 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 11 Addendum I: Excerpts from Cataloging Library Interviewee Job Description Faculty Position Guide Title: Assistant Director, LRC Unit: Nursing School Learning Resource Center (LRC) Rank: Assistant or Associate Librarian Reports to: Director, LRC, Unnamed Nursing School-Dallas, TX Supervises: Student Workers General Description: Serves as a professional librarian providing reference, circulation, cataloging, and document delivery services in nursing and related academic areas. May work evening or weekend schedules. This position is an academic professional appointment with faculty status. Specific Duties and Responsibilities Has primary responsibility for the management and provision of circulation and document delivery services, upholding confidentiality and privacy in the process. Hires, trains, and supervises student workers. Serves as the primary reference librarian. Answers user questions and performs searches while respecting confidentiality and privacy in the process. Develops and provides user instruction as requested by the Director Performs cataloging of LRC resources, including complex, original cataloging Actively participates in collection development, especially for audiovisual and electronic resources Leads the development and maintenance of the LRC webpage and explores new technologies Oversees the LRC in the Director s absence Represents the LRC at local, regional, and national conferences and meetings Meets University expectations for scholarship and service Serves on various faculty and University committees as assigned by the Director Required Job Qualifications Master s degree in library or information science form an ALA accredited institution Course work or experience in cataloging, using currently accepted standards and practice Demonstrated knowledge of current practice, services, issues, and trends in health science libraries Demonstrated knowledge of current and emerging library and information technology Demonstrated ability to communicate and work collaboratively and effectively in a team-oriented academic setting Desired Job Qualifications Experience in reference or other library public service setting Advanced technology skills such as web design, programming, or course management software Audiovisual collection development

12 Barnette-LS Cataloging Librarian Interview Assignment-Special Library Group 12 Addendum II: Interview Questions 1) Your former title at your previous company was Cybrarian could you explain what that role entailed? 2) Your library s website lists an 83 hour work week. How do you manage your staffing needs for coverage with only three employees? 3) Is there a job description available for your role? 4) How much of your role is cataloging versus other duties? 5) What characteristics make a good cataloger? 6) How many people are in the cataloging department, and who does the cataloging? 7) How many original catalogers and paraprofessionals are in this library? 8) Please walk me through the cataloging process from ordering to marking? 9) How much of the cataloging work is original versus copy cataloging? 10) Does the cataloging department acquire any bibliographic records from outside vendors? If so, which ones, and for what materials? 11) Does this library outsource any of the cataloging processes? 12) What subject heading list is utilized by this library? 13) What classification scheme is utilized by this library? 14) How does this library handle authority control and authority file maintenance? 15) Are any of this library s bibliographic records customized to meet local user needs? 16) What are the biggest challenges faced by this library s cataloging department or yourself as cataloger?