Cataloging of Library Materials

Introduction

Cataloging is the process of creating record of bibliographic representing library materials such as books, sound recordings, moving images, serials, CD etc. The description provides information such as author, titles, and subject terms that describe resources. The standards used for cataloging are as follow:

a) Resource Descriptive Access
b) Library Congress Subject Heading
c) Dewey Decimal Classification

Receipt of Library Materials

Upon arrival of the library materials librarian or Library assistant (LA) or other designated officer (DO) shall identify the library materials categorised as follows:

a) Legal Deposit collections from Depository Services Sector
b) Gift and Exchange collections from individuals; organizations; and/or donators
c) Sarawakiana collections ( Applicable for Pustaka Negeri Sarawak, Miri only)
d) Direct purchase
e) Receipt of library materials acquired through tender

The library assistants or designated officer shall create a bibliographic record of the item in the receiving module ANGKASA Library Management System (ANGKASA).

The library assistants or designated officer print Material Processing Form and immediately stamp inspection of library materials check list at the back of the printed form and attached the form with the item.

Data Inputting

Library assistants or designated officers check the availability of the item bibliographic record in the ANGKASA Library Management System (ANGKASA) Cataloguing Module. If the Bibliographic Record does not exist in the system, the Library assistants or designated officers proceed with copy cataloguing via online databases.

Copy Cataloging.

Copy cataloguing is a process of finding and copying an existing and matching cataloging/bibliographic record for an item, editing the record as necessary and attaching the local holding information to the bibliographic record in accordance with international and Pustaka standard cataloging rules and practices. Designated officers or library assistants identify the item in hand, search the bibliographic records from the bibliographic utilities such as British Library Online Public Catalog / Library Of Congress / National Library of Malaysia or any other databases/website with Z39.50 international standard client-server. When there are multiple options for import,select according to these options: a) Choose the record with the higher level of encoding over one with a lower level. b) Choose the record with a complete set of access points over one without a complete set. If the record match with the item, the Librarian or LA shall import the data into the ANGKA.Sa2 Library Management System: Cataloging Module.

Editing process Once the data has been imported, the designated officers or library assistants edit incorrect information in controlled headings (MARC fields 1xx, 245, 300, 6xx, 7xx and 8xx) to match authorized headings in ANGKASA authority file. After editing the records, the designated officers or library assistants change the status from imported to complete cataloguing and save the record.

Original Cataloging

The Librarian or Designated Officer shall determine whether resources is a published library material or unpublished material.If unpublished, the designated officers or library assistants create a new record (original cataloguing) in ANGKA.Sa2 Library Management System: Cataloging Module and input the basics description of the library item according to Resource, Description and Access(RDA) or Anglo America Cataloging Rules Standards. The designated officer or library assistants refer RDA sections 2.1 and 2.2 to determine the basis for identification and sources of information for the items. The basis for identification and sources of information for the library materials are tagged in MARC fields 082/1XX/2XX/3XX/490/5XX. The librarian will identify call number, access point such as responsibility of the item and series (if any) and subject heading based on international standards as follows:

i) The Library of Congress Subject Headings.
Subject Heading is the access entry or heading in bibliographic record. The Library of Congress Subject Headings have been created as needed when works were cataloged for the library collections. Over the years, catalogers around the world have contributed numerous number of headings which reflects varied philosophies.

Subject headings may consist of one word or several.
One-word heading is usually a noun.

Example: Cats, Cars, Law, Management

Two-word headings usually contain an adjective and a noun. These may appear in normal word order. For instance: Nuclear physics, Local taxation, and Pumping machinery, or in inverted form. Inversion is common with adjectives describing language or nationality.

Example: Paintings, Arabic; Songs, Urdu; Art, Japanese.

Subject headings with sub-divisions requires extensive use of subject subdivisions as a means of combining a number of different concepts into a single subject heading. Complex topics may be represented by subject headings followed by subdivisions. Some subdivisions are printed in LCSH but a greater number of subdivisions may be assigned according to rules specified in the Manual. Only a fraction of all possible heading-and-subdivision combinations are listed in LCSH. In order to facilitate reading the list, initial parts of a heading with subdivision are suppressed in printing. Instead, subdivisions appear in the list following a long dash, without repetition of the heading.

Example:

• Topical sub-division: Marketing--Management
• Form sub-division: Pehin Sri Abdul Taib Mahmud--Biography
• Geographic sub-division: Taxation--Malaysia
• Chronological sub-division: Music--Italy--20th century.
• Free floating sub-division (if required)

ii) Dewey Decimal Classification for determination of call number.

Please refer to Identification of Call Number.

Physical Processing of Library Materials

After the completion of data processing, the Library assistants or designated officers to process the items.

Please refer to Processing of Library Materials.

Verification Process

After the Bibliographic Record and Authority Records identified, the librarian or designated officers proceed with verification of bibliographic records and authority records.

Verification process can be done in either these two ways; By generating records immediately from the ANGKASA Library Management System; or by generating records in the ANGKASA Library Management System based on Material Processing Form(MPF) and Inspection of Incoming Material (IIM)Checklist pon identifying the item that require to be verified, the librarian or designated officers search and generate the particular item bibliographic and authority record report from ANGKA.Sa2 Library Management System: Cataloging Module. Check and identify the status of bibliographic and authority record. The record must at least has either one of these status:

a) cataloging complete

b) in process

c) newly acquired

d) duplication of bibliographic records

The Librarian shall merged the same bibliographic and authority records in accordance with ANGKA.Sa2 Library Management System: Bibliographic Management Manual. A bibliographic record should be merged if it has the same duplicating data as following:

a) International Standard Book Number(ISBN)

b) International Standard Serial Number (ISSN)

c) Title proper

Assignment of Locations

Once the processing is done, the Library assistants or designated officers send the library materials to the following locations:

a) Preservation (Close Stack)
b) Pustaka Negeri Sarawak, Miri
c) Pustaka Negeri Sarawak, Sibu
d) Information Resource Centre
e) Sarawakiana
f) UNIMAS (for non-printed)
g) Sarawak State Repository