classification and cataloguing practices in context: … · 2013. 4. 8. · classification,...

PRESENTED BY: Marc-André Goulet, M.A., M.S.I. Librarian, Polytechnique Montréal

CLASSIFICATION AND CATALOGUING PRACTICES IN CONTEXT:

3 CASE STUDIES

1

GLIS 608 – Classification & Cataloguing McGill University – School of Information Studies March 26, 2013

World-Class Engineering

1.Introduction – From Theory to Practice

2.Case Study 1: Public Library Context Dollard-des-Ormeaux

3.Case Study 2: Documentation Center Context Cinémathèque québécoise

4.Case Study 3: Academic Library Context Polytechnique Montréal

5.Conclusion

6.Questions

PRESENTATION OVERVIEW

2


INTRODUCTION


9 % 19 % 72 %

FROM THEORY AND SYSTEMS KNOWLEDGE…

Standards

• Cataloguing: AACR2 ----> RDA

• Classification: LCC, DDC

Encoding formats

• MARC 21

Systems, software and tools

• ILS ----> Cataloguing module, OPAC

• BookWhere, MARC Magician, MARC Notepad

• WebDewey, Classification Web, OCLC Dewey Cutter


9 % 19 % 72 %

… TO PRACTICE

Collections • Printed documents

• Electronic resources

• Cataloguing history

Human resources • Librarians

• Library technicians

• Qualifications, responsibilities, workload

Institution • Public Library

• Documentation Center

• Academic Library


Case Study 1: Dollard-des-Ormeaux Public Library

© City of Dollard-des-Ormeaux


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA DOLLARD-DES-ORMEAUX PUBLIC LIBRARY

• Dollard-des-Ormeaux: city founded in 1960

• Population of 49,637 in 2011

• Mid-size public library

• Library staff: 30 employees

• 5 librarians

© City of Dollard-des-Ormeaux


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA DOLLARD-DES-ORMEAUX PUBLIC LIBRARY COLLECTIONS

• Insérer tableau collection du PDF StatBib

Source: MINISTÈRE DE LA CULTURE ET DES COMMUNICATIONS DU QUÉBEC et BIBLIOTHÈQUE ET

ARCHIVES NATIONALES DU QUÉBEC, Statistiques des bibliothèques publiques du Québec, 2012,

http://banq.qc.ca/statbib


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA DOLLARD-DES-ORMEAUX PUBLIC LIBRARY USERS

Source: MINISTÈRE DE LA CULTURE ET DES COMMUNICATIONS DU QUÉBEC et BIBLIOTHÈQUE ET

ARCHIVES NATIONALES DU QUÉBEC, Statistiques des bibliothèques publiques du Québec, 2012,

http://banq.qc.ca/statbib


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA TECHNICAL SERVICES TEAM

1 librarian – Section Head • Team supervision

• Systems, bibliographic and item control

2 library technicians • Cataloguing

• Indexing

• Classification

2 library assistants • Material preparation

• Receiving

• Repairs


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA DDO PUBLIC LIBRARY ACQUISITIONS & CATALOGUING

English French Total

Adults 2,508 1,703 4,211

Children & YA 1,937 2,555 4,292

Total 4,445 4,058 8,503

English French Total

Adults 2,487 1,617 4,104

Children & YA 1,846 2,171 4,017

Total 4,333 3,788 8,121

Cataloguing (2010-2011)

Acquisitions (2010-2011)

Monthly production: 677 bibliographic records

Monthly acquisitions: 709 documents


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA DDO PUBLIC LIBRARY – CATALOGUING (2010-2011)

Original 15,4%

Copy 84,6%

Original and Copy Cataloguing (2010-2011)


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA PRIORITY LEVELS AND DOCUMENT RATIOS

• Priority level A = user request / reservation

• Provisional records for low level priority items

• Priority level B+ with or without prov. records

• Priority level B as selected by supervisor

• Record modifications and corrections

• Specific cataloguing projects

• French and English ratios

• Adult, Young Adult and Children ratios

• Audio-visual documents ratios (15-25%)


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING RESPONSIBILITIES (1)

Library Technicians

• Original cataloguing

• Copy cataloguing

• Indexing, classification and item management

• Provisional record cataloguing

• Record revisions and corrections

• Report authority control issues to supervisor

• Report cataloguing questions and issues to supervisor

• Assign complete call numbers

• Report call number issues to supervisor

• Detailed cataloguing statistics

• Specific cataloguing and classification projects


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING RESPONSIBILITIES (2)

Librarian-Supervisor • Quality control of bibliographic records and items

• Quality control of indexing and classification

• Web OPAC validation

• Verifications and recommendations for specific classification, indexing and cataloguing issues

• Cataloguing module management

• Authority control management

• Cataloguing rules updates and revisions

• Documentation and procedures for technicians

• Coordination of specific cataloguing projects

• Management of cataloguing tools and services

• Statistical reports for management team

• Training and support


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING AND ENCODING RULES & STANDARDS

• AACR2 for English documentation

• RCAA2 for French documentation

• Detailed internal procedures

• Specific interpretations for access points

• Specific interpretations for fields and subfields

• Wording for specific document types

• MARC 21

• Specific adaptations based on collection history and location of holdings in the library


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING MODULE

• V-Smart (Infor Library and Information Solutions)


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING PRACTICES (1)

Copy cataloguing

• Verification in V-Smart catalog

• Search in BookWhere

• Export quality record in .mrc format

• Clean record in MARC Notepad

• Import in V-Smart

• Validate access points, authority control

• Finalize bibliographic record

• Create item

• Assign complete call number and location

• Validation by supervisor


9 % 19 % 72 %


Original cataloguing

• Search in BookWhere and various sources

• Use V-Smart bibliographic template according to document type

• Create access points, indexing

• Finalize bibliographic record

• Create item

• Assign complete call number and location

• Validation by supervisor


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING TEMPLATE


9 % 19 % 72 %


Provisional record cataloguing

• Use provisional record template

• Create record according to document type


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CLASSIFICATION METHOD AND LOCATION CODES

• Dewey Decimal Classification

• Cutter for call number

• Location codes

Romans = Fiction

ARA Fiction - Adult A123a

ARF Romans - Adulte A123a

AGA Large Print - Fiction - Adult AG A123a

AGF Gros caractères - Fiction - Adulte AG A123a

JARA Fiction - Young Adult YA A123a

JARF Romans - Jeune adulte JA A123a

JRA Fiction - Juvenile J A123a

JRF Romans - Jeune J A123a


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING TOOLS AND RESOURCES

• BookWhere

• Transit and VMJ (SDM)

• BAnQ (SQTD)

• MARC Notepad

• OCLC Dewey Cutter

• WorldCat

• WebDewey

• RVM

• LCSH

• MARC Standards

• RDA Toolkit (upcoming)


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING EXAMPLES


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING EXAMPLES

http://www.ville.ddo.qc.ca/en/default.asp?contentID=49


Case Study 2: Cinémathèque québécoise – Médiathèque Guy-L. Côté


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA

Non-Profit Organization

Founded in 1963

Member of the International Federation of Film Archives (FIAF)

Conservation Centres in Boucherville and Mirabel

60 Employees

CINÉMATHÈQUE QUÉBÉCOISE: INSTITUTIONAL OVERVIEW

©Cinémathèque québécoise


9 % 19 % 72 %


Film, Television, Video and New Media Collections

Related Collections (Archives)

Documentation Collections

CINÉMATHÈQUE QUÉBÉCOISE COLLECTIONS

©Cinémathèque québécoise


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CQ ORGANIZATIONAL CHART

Conseil d’administration

Directeur général *

Adjoint à la direction

générale

Directeur de la programmation *

Directeur des collections *

Directeur de l’administration et des

finances *

Directeur des communications et du

marketing *

Coordonnateur des

expositions

Programmateur-

conservateur cinéma d’animation

Programmateur-

conservateur cinéma canadien et québécois

Adjoint à la

programmation Messager

Archiviste Collections afférentes au

cinéma, télévision et

nouveaux médias

Archiviste Collections cinéma,

télévision et nouveaux

médias

Technicien en

muséologie (0,5) et

aux expositions (0,5)

Technicien au

catalogage et à

l’accessibilité

Technicien au

catalogage

(dépôt légal)

Technicien à la

conservation (2)

Chef de service des

coll. Doc. * (Médiathèque Guy-L.

Coté)

Commis à la

Médiathèque Guy-L.

Coté

Documentaliste (3)

Chef des services

techniques *

Superviseur

audiovisuel

Projectionniste

(2 t. plein et 1 sur

appel)

Technicien

informatique

Technicien à la

diffusion

audiovisuelle

Chef des services de

l’admin. et des

finances *

Commis comptable Intendant des

immeubles

Concierge

Conseiller en

ressources humaines

*

Chef des services à

la clientèle *

Responsable des

locations et évén.

spéciaux

Préposé aux loc. et

évén.spéciaux (t. partiel)

Gérant-chef cuisinier

du Café-Bar

(t. partiel)

Chef d’équipe des

préposés à l’accueil

(t. partiel)

Préposé au Café-Bar

(7)

Préposé à l’accueil

(10)

Attaché de presse et

de promotion

Agent des

communications et du

marketing

Réceptionniste

Programmateur-

conservateur cinéma international

Aide-cuisinier


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CINÉMATHÈQUE QUÉBÉCOISE – COLLECTIONS TEAM

14 employees

1 librarian, 2 archivists


9 % 19 % 72 %


• 45,000 Monographs

• 3,000 Periodical Titles

• 135,000 Press Clipping Files

• 5,500 Videos for Viewing

• Specialized indexing and abstracting

• FIAF Periodicals Indexing Project

• Located at the Médiathèque Guy-L.-Coté

DOCUMENTATION COLLECTIONS


9 % 19 % 72 %


• Cataloguing rules developed internally

• FIAF Rules as initial source of reference for film

• CHIN and Info-Muse for related collections

• AACR2 for documentation collection

• Cataloguing committee: internal and international

• Relational Work / Item Model

• No MARC Standard of Encoding

• In-house classification and location for film

• LCC adaptation for documentation

CATALOGUING AND CLASSIFICATION PRACTICES


9 % 19 % 72 %


• Printed monographs

• Periodicals – article level cataloguing

• Grey literature

• Audio-visual items

DOCUMENTATION FOR CATALOGUING

Ciné-TV Database – Documentation ©Cinémathèque québécoise


9 % 19 % 72 %


• Ciné-TV database for data entry and management

• Tabs and Fields for Data Entry

• In-house procedures manual

CATALOGUING TOOLS

Ciné-TV Database – Film ©Cinémathèque québécoise


9 % 19 % 72 %


• All original

• No copy cataloguing

• Input sheet

• Clerk or volunteer work for data entry

• Library of Congress classification system

• Specialized Cutter use with in-house rules

• Article-level indexing and abstracting

• Data transfer to FIAF Peridodicals Indexing Project

Online collections

CINÉMATHÈQUE QUÉBÉCOISE CATALOGUING METHODS

http://collections.cinematheque.qc.ca/docu_recherche.asp


9 % 19 % 72 %


CINÉMATHÈQUE QUÉBÉCOISE CATALOGUING STATISTICS

Cataloguing and indexing

2010-2011 3,709 documents


9 % 19 % 72 %


• Cataloguing rules revision (partially based on RDA?)

• Metadata compliance

• ILS transition

• Human and financial resources

• Electronic documentation

UPCOMING CHALLENGES


Case Study 3: École Polytechnique de Montréal

©Productions Punch inc.


9 % 19 % 72 %


• Founded in 1873

• 1874: First student classes

• 1876: Institutional recognition

• 1951: Over 500 registered students

• 1959: First woman engineer’s degree

• 2005: Lassonde building inauguration

• 2012: 7,150 students

POLYTECHNIQUE MONTRÉAL: INSTITUTIONAL OVERVIEW

©Polytechnique Montréal


POLYTECHNIQUE MONTRÉAL TODAY

9 % 76 %

77.7 % MEN 22.3 % WOMEN

24.2 % of whom are

international students

from 123 countries

7,150 students

Polytechnique is the largest

engineering university in Québec for

the size of its student body


PROFESSORS AND NON-TEACHING STAFF

242 professors in 7 departments

540 lecturers

170 research employees

600 administrative and support employees

$200 M/year

BUDGET


ENGINEERING PROGRAMS

Exclusive graduate programs (Master’s & PhD)

Energy/nuclear

Metallurgical

12 Engineering programs offered at all levels

Aerospace

Biomedical

Chemical

Civil

Electrical

Geological

Industrial

Computer

Software

Mechanical

Mining

Physics

Mineral

Engineering mathematics


9 % 19 % 72 %

DIPLOMAS DELIVERED AT POLYTECHNIQUE IN 2011-2012

Source: Secrétariat général, École Polytechnique, November 7, 2012

362

graduate

diplomas

(30.5%)


9 % 19 % 72 %

POLYTECHNIQUE MONTRÉAL LIBRARY

• 1905: 4,000 documents, 50 periodicals

• 1941: 40,000 documents, 550 periodicals

• 2005: Relocated in Lassonde building

• 2013: 35 employees, including 13 librarians



9 % 19 % 72 %


Printed Monographs

Electronic Monographs

Total Monographs

2010-2011 133,792 83,741 217,533

POLYTECHNIQUE LIBRARY HOLDINGS (2010-2011)

Printed Serials

Electronic Serials

Total Serials

2010-2011 2,609 9,058 11,667

Printed

62%

Electronic

38%

Monographs

Electronic

78%

Printed

22%

Serials

Source: CREPUQ, Statistiques générales des bibliothèques universitaires québécoises, 2010-2011


9 % 19 % 72 %


Printed Monographs Purchased

Electronic Monographs Purchased

Total Monographs Purchased in 2010-2011

2010-2011 756

(3.3 %) 22,167

(96.7 %) 22,923

POLYTECHNIQUE LIBRARY ACQUISITIONS (2010-2011)

Electronic Monographs

97%

Printed Monographs

3%

Acquisitions (2010-2011)

Source: CREPUQ, Statistiques générales des bibliothèques universitaires québécoises, 2010-2011


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA LIBRARY ORGANIZATIONAL CHART


9 % 19 % 72 %


• Section Head

• Access & Metadata Coordinator

• Systems Librarian

• Technical Services Librarian

• Systems Technicians

• Library Technicians (8)

TECHNICAL SERVICES AND SYSTEMS TEAM


9 % 19 % 72 %


Access and Metadata Coordinator

• Procedures creation and update

• Complex cataloguing, indexing and classification issues

• Management of cataloguing responsibilities by series

• Management of indexing

• Meetings, reports, statistics

• Personnel training and support

Library Technician Team Leader

• Preliminary searches

• Bibliographic and authority records validation

• Ongoing support to cataloguing technicians

• Batch records preparation and validation

CATALOGUING AND INDEXING RESPONSIBILITIES


9 % 19 % 72 %


Library Technicians

• Cataloguing of specific collections

• French translation of assigned LC subject headings

• Authority control

Librarians

• Indexing and classification of printed acquisitions

• Indexing and classification of dissertations and theses

• Indexing validation for selected electronic documents

CATALOGUING AND INDEXING RESPONSIBILITIES


9 % 19 % 72 %


• Printed monographs

• Electronic monographs

• Dissertations and theses

• Conferences

• Audio-visual documents

• Standards

TYPES OF DOCUMENTS FOR CATALOGUING, INDEXING & CLASSIFICATION


9 % 19 % 72 %


• Regular mode: 40 days

• Priority mode: 20 days

• Urgent mode: 2 days

TREATMENT PROCESS AND PRIORITIES



9 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING STATISTICS, 2011-2012

Printed Documents

Electronic Documents

Total 2011-2012

Original 235 2,556 2,791

Derived 739 4,972 5,711

Total 974 (11.5%)

7,528 (88.5%)

8,502

Original 24%

Derived 76%

Printed Documents

Original 34%

Derived 66%

Electronic Documents

Source: Technical Services, Polytechnique Montréal Library


9 % 19 % 72 %


• For printed documents

• For dissertations and theses

• For electronic books and conferences

• For original cataloguing

• For copy cataloguing

• For batch processing of records

SPECIFIC CATALOGUING WORKFLOWS


9 % 19 % 72 %


Copy cataloguing

• Retrieve MARC records from publisher

• Batch modifications in MarcEdit and Marc Magician

• Transfer files to systems technician for batch filtering and import of records in ILS

• Record modifications and adjustments


• Indexing, classification codes and item creation

• Transfer to team leader for validation

CATALOGUING WORKFLOWS – COPY CATALOGUING


9 % 19 % 72 %


Original cataloguing

• Verifications in BookWhere and other sources

• Select template in cataloguing module

• Record creation


• Indexing, classification codes and item creation

• Transfer to team leader for validation

CATALOGUING WORKFLOWS – ORIGINAL CATALOGUING


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CATALOGUING TEMPLATE – CONFERENCE PROCEEDINGS


9 % 19 % 72 %


• Standard Library of Congress Classification

• In-house classification codes for cultural collection

• In-house classification codes for science and engineering domains

• Cutter and date of publication for call number

CLASSIFICATION METHODS


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CLASSIFICATION CODES – S&E DOMAINS


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CLASSIFICATION CODES – LCC CORRELATION


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA CLASSIFICATION CODES – CULTURAL COLLECTION


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA AUTHORITY CONTROL


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA V-SMART ILS – AUTHORITY INDEX BROWSING


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA SAMPLE BIBLIOGRAPHIC RECORD – ELECTRONIC MONOGRAPH


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA SAMPLE ITEM MANAGEMENT – ELECTRONIC MONOGRAPH


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA SAMPLE BIBLIOGRAPHIC RECORD – THESIS

http://vsmart.biblio.polymtl.ca/epmvw/Vubis.csp?Profile=DEFAULT&OpacLanguage=enghttp://vsmart.biblio.polymtl.ca/epmvw/Vubis.csp?Profile=DEFAULT&OpacLanguage=eng


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA SAMPLE BIBLIOGRAPHIC RECORD – CONFERENCE PROCEEDINGS

http://vsmart.biblio.polymtl.ca/epmvw/Vubis.csp?Profile=DEFAULT&OpacLanguage=eng


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA SAMPLE OF PROCEDURES


9 % 19 % 72 %

LA FORMATION EN GÉNIE AU CANADA TOOLS FOR CATALOGUING AND CLASSIFICATION

BookWhere


Conclusion


9 % 19 % 72 %

CONCLUSION

Upcoming challenges in classification and cataloguing practices

• RDA transition for cataloguing rules

• New encoding standards? (post-MARC 21)

• Digital collections

• Open data

• Collections management

• Human resources management

• Financial resources


Questions

THANK YOU FOR YOUR TIME!

WORLD-CLASS ENGINEERING

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