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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
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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
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World-Class Engineering
INTRODUCTION
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World-Class Engineering
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
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World-Class Engineering
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
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World-Class Engineering
Case Study 1: Dollard-des-Ormeaux Public Library
© City of Dollard-des-Ormeaux
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World-Class Engineering
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
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World-Class Engineering
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
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World-Class Engineering
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
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World-Class Engineering
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
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World-Class Engineering
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
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World-Class Engineering
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)
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World-Class Engineering
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%)
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World-Class Engineering
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
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World-Class Engineering
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
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World-Class Engineering
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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CATALOGUING MODULE
• V-Smart (Infor Library and Information Solutions)
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World-Class Engineering
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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CATALOGUING PRACTICES (2)
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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CATALOGUING TEMPLATE
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CATALOGUING PRACTICES (3)
Provisional record cataloguing
• Use provisional record template
• Create record according to document type
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World-Class Engineering
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
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World-Class Engineering
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)
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CATALOGUING EXAMPLES
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CATALOGUING EXAMPLES
http://www.ville.ddo.qc.ca/en/default.asp?contentID=49
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CATALOGUING EXAMPLES
http://www.ville.ddo.qc.ca/en/default.asp?contentID=49
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World-Class Engineering
Case Study 2: Cinémathèque québécoise – Médiathèque Guy-L. Côté
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World-Class Engineering
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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
Film, Television, Video and New Media Collections
Related Collections (Archives)
Documentation Collections
CINÉMATHÈQUE QUÉBÉCOISE COLLECTIONS
©Cinémathèque québécoise
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World-Class Engineering
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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CINÉMATHÈQUE QUÉBÉCOISE – COLLECTIONS TEAM
14 employees
1 librarian, 2 archivists
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• 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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• 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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• Printed monographs
• Periodicals – article level cataloguing
• Grey literature
• Audio-visual items
DOCUMENTATION FOR CATALOGUING
Ciné-TV Database – Documentation ©Cinémathèque québécoise
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• 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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• 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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
CINÉMATHÈQUE QUÉBÉCOISE CATALOGUING STATISTICS
Cataloguing and indexing
2010-2011 3,709 documents
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• Cataloguing rules revision (partially based on RDA?)
• Metadata compliance
• ILS transition
• Human and financial resources
• Electronic documentation
UPCOMING CHALLENGES
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World-Class Engineering
Case Study 3: École Polytechnique de Montréal
©Productions Punch inc.
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• 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
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World-Class Engineering
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
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World-Class Engineering
PROFESSORS AND NON-TEACHING STAFF
242 professors in 7 departments
540 lecturers
170 research employees
600 administrative and support employees
$200 M/year
BUDGET
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World-Class Engineering
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
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World-Class Engineering
9 % 19 % 72 %
DIPLOMAS DELIVERED AT POLYTECHNIQUE IN 2011-2012
Source: Secrétariat général, École Polytechnique, November 7, 2012
362
graduate
diplomas
(30.5%)
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World-Class Engineering
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
©Productions Punch inc.
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA LIBRARY ORGANIZATIONAL CHART
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• Section Head
• Access & Metadata Coordinator
• Systems Librarian
• Technical Services Librarian
• Systems Technicians
• Library Technicians (8)
TECHNICAL SERVICES AND SYSTEMS TEAM
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
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
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
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
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• Printed monographs
• Electronic monographs
• Dissertations and theses
• Conferences
• Audio-visual documents
• Standards
TYPES OF DOCUMENTS FOR CATALOGUING, INDEXING & CLASSIFICATION
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• Regular mode: 40 days
• Priority mode: 20 days
• Urgent mode: 2 days
TREATMENT PROCESS AND PRIORITIES
©Productions Punch inc.
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World-Class Engineering
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
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World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• 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
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
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
• Authority control
• Indexing, classification codes and item creation
• Transfer to team leader for validation
CATALOGUING WORKFLOWS – COPY CATALOGUING
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
Original cataloguing
• Verifications in BookWhere and other sources
• Select template in cataloguing module
• Record creation
• Authority control
• Indexing, classification codes and item creation
• Transfer to team leader for validation
CATALOGUING WORKFLOWS – ORIGINAL CATALOGUING
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CATALOGUING TEMPLATE – CONFERENCE PROCEEDINGS
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA
• 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
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CLASSIFICATION CODES – S&E DOMAINS
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CLASSIFICATION CODES – LCC CORRELATION
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA CLASSIFICATION CODES – CULTURAL COLLECTION
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA AUTHORITY CONTROL
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA V-SMART ILS – AUTHORITY INDEX BROWSING
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA SAMPLE BIBLIOGRAPHIC RECORD – ELECTRONIC MONOGRAPH
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA SAMPLE ITEM MANAGEMENT – ELECTRONIC MONOGRAPH
-
World-Class Engineering
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
-
World-Class Engineering
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
-
World-Class Engineering
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
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA SAMPLE OF PROCEDURES
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA SAMPLE OF PROCEDURES
-
World-Class Engineering
9 % 19 % 72 %
LA FORMATION EN GÉNIE AU CANADA TOOLS FOR CATALOGUING AND CLASSIFICATION
BookWhere
-
World-Class Engineering
Conclusion
-
World-Class Engineering
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
-
World-Class Engineering
Questions
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THANK YOU FOR YOUR TIME!
WORLD-CLASS ENGINEERING
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