Cataloguing and Processing
A Resource for School Library Personnel
Purpose of Document
This resource manual is designed to provide guidance to school library personnel in organizing library materials in an effective manner. A school library collection that is organized according to standardized rules and practices should allow users to retrieve information quickly, and ultimately to maximize the usage of the collection. Whether the retrieval system is a card catalogue* or an automated catalogue called an Online Public Access Catalogue (OPAC), the basic procedures for the preparation of the materials are similar and certain standards must be followed.
This resource outlines currently accepted procedures for cataloguing and processing library materials. It also addresses the problems associated with the traditional card catalogue, and indicates how the information stored in card format is to be recorded in a machine readable cataloguing (MARC) record for use in automated library systems. This publication serves, then, to provide a recommended bibliographic standard for school libraries in Manitoba.
Some cataloguing and processing services are available commercially. As these operations are technical, time-consuming, and expensive to do in-house, school library personnel are encouraged to buy these services, if they are unavailable through a school division/district cataloguing centre. Even if some services are bought, it requires the attention of a trained individual. A Library Technician Certificate, a Diploma in Library and Information Technology, a Library Training Program Certificate from Red River Community College, or an equivalent from other provincially accredited institutions is recommended. A minimum of a cataloguing course from these programs is required.
Cataloguing and Processing: A Resource for School Library Personnel contains 13 chapters. To allow for future revisions of individual chapters, the handbook is paginated by chapter. A brief description of each chapter is provided:
Chapter 1: Library Organization describes school library standards and methods of implementing these standards.
Chapter 2: Rules and Authorities outlines various cataloguing tools used as rules, authorities, and guides.
Chapter 3: Organizing a School Library provides a brief summary of the steps required to organize a school library.
Chapter 4: Automation looks at the processes required to undertake library automation from a cataloguing perspective.
Chapter 5: Descriptive Cataloguing examines the process of cataloguing according to the Anglo-American Cataloguing Rules. Card and MARC examples are included.
Chapter 6: Subject Headings looks at the process of subject analysis, using fiction and non-fiction subject headings. Card examples are included.
Chapter 7: Classification describes the process of allocating a class or call number to an item. Card and MARC examples are included.
Chapter 8: Audiovisual Materials presents guidelines for cataloguing non-print materials. Card and MARC examples are included.
Chapter 9: Typing Catalogue Cards describes how to type catalogue cards according to a prescribed format. Card examples are included.
Chapter 10: Filing Cards looks at how to file catalogue cards in a manual or paper card catalogue.
Chapter 11: Processing provides guidance on how to prepare a variety of materials for circulation.
Chapter 12: MARC Cataloguing for Manitoba School Libraries describes the various components of a machine readable cataloguing record which are recommended for use in Manitoba school libraries.
Chapter 13: Sources of MARC Records provides information about vendors that offer machine readable cataloguing records.
Following these chapters are a list of standard abbreviations used in cataloguing entries, a glossary of cataloguing-related terms, and a bibliography.
For cataloguing and processing queries, contact the Cataloguing Specialist, Instructional Resources Unit, Manitoba Education, Training and Youth, at 204-945-7834, or toll free at 800-282-8069, ext. 7834, or the Coordonnatrice bibliothécaire, Direction des ressources éducatives françaises, at 204-945-8554.
* See glossary for definitions of bolded words.