CLIR Chinese Cataloging Project: Technical workflow at UW-EAL UW Cataloging Team Charlene Chou, CLIR Technical Manager at UW Emily Jantz, CLIR Chinese Cataloging Specialist & Student Team Leader Boyue Yao, CLIR Chinese Rarebook Librarian

Agenda Goals, general workflow & the division of labor Cataloging workflow Books with thread-stitched binding including rare books; rubbings, historical maps, etc. vs. others Original cataloging workflow Pre-cataloging & post-cataloging workflow Student team workflow for searching & sorting Post-cataloging: scanning images, URL, preservation, etc.

Goals Main goals: Effectiveness & flexibility Our workflow is still evolving, esp. updated for different phases or in terms of effectiveness Phase 1: Effective searching & sorting Phase 2: Original cataloging for Chinese rare materials Main goal: Prof Yao’s knowledge fully used in this project Connexion interface customized for Prof Yao’s needs RLG Rarebook Guidelines (cgcrb) with exceptions which are different from AACR2 and not updated for RDA yet Effective communication Our website is to keep everyone on the same page for our workflow development and updates

CLIR Project: TS Website at UW

Chinese Rare Book Guidelines

Status Reports from the UW Technical Manager

The Division of Labor Professor Yao: Charlene: Emily: Rarebook authentication Cataloging books with thread-stitched binding/rubbings, etc. in both Connexion & CALIS Rarebook Union Catalog; creating authority records with Charlene together Charlene: Training, streamlining workflow, customizing Connexion, reviewing/producing bibliographic & authority records Emily: Pre-cataloging & post-cataloging workflow coordination: searching/sorting, scanning/uploading images/adding 856 links, preservation, shelving, etc. Cataloging: copy cataloging, enhancing and original cataloging

Professor Yao’s Connexion: toolbar setup for pinyin macro, NACO macro & text strings, etc.

CALIS Interface/template: customized for rarebook-specific information CALIS interface template for rarebook cataloging

Online save file to review

Example: a rare-book record derived from a similar edition Notes for seals (collectors) Our copy is the same edition as PKU copy as the scanned images confirmed.

CALIS Rare-book Union Catalog UW copy is the same as the first record of PKU copy with scanned image to confirm.

UW cataloged titles in CALIS 16 UW records are in CALIS rarebook union catalog already. Also notes to search such as no OCLC record.

Authority record created together No record in Baidu or google search for this author.

UW unique copy in OCLC: bibliographic record reviewed and produced The author’s heading got controlled after authority record is created. Both accession number in 099 and LCC in 050. We keep all related subject headings derived.

Pre-cataloging & Post-cataloging Procedures Emily Jantz, CLIR Chinese Cataloging Specialist & Student Team Leader

Up until now... Started with books that looked older (string binding) Moved to vertical file cabinets Many searched already, but some still in storage/staging areas Moved on to newer books (1900s) Returned to staging area or processed (or waiting in project cubicle) Also, many multiple-volume sets not searched yet.

Determine the category Search for records Determine the category Label, record, sort Process Overall Workflow

Overall Workflow Search OCLC and Alma for record(s) Determine which category the item fits into Label the item, record its info in the project spreadsheet (according to the category), and physically sort it Process (according to the category) ** Preservation/repair work We have storage spaces in Smith Hall and Kane Hall, but not enough room to store materials in the main library area, so in general we bring a few trucks of books up to work on at a time. -search, and that helps us to do the next thing… -determine the category (briefly go over those in a second) -label (either with an oclc printout or slip of paper with the oclc # and other important info), record, physically sort (areas in our storage/staging space for the different categories) -processing (started doing some copy-cataloging and record enhancement of some materials in good condition; but the bulk will have to go through original cataloging workflow, and many will need preservation work)

Example from our spreadsheet – older items w/ no OCLC record for that title Especially for cases of “no record” or only a “similar record”, we try to record the information we can (for “no record” there’s no OCLC number, but for other categories we record this also) Also a way to record condition—number of titles needing preservation/repair But this has been a work-in-progress; it’s evolved as we’ve worked, so some areas were not done to the same level of completeness as others

Categories for Sorting No record in OCLC Similar record Chinese record only Unsure record OCLC record needs enhancement OCLC record can be copy cataloged Other: duplicates/selector review, non-Chinese, multi-volume sets (incomplete), etc. no record → original cataloging similar record or chi record only → “original” (derived) cataloging: a new record is derived from the existing similar/Chinese record and enhanced to acceptable level (“similar” is typicall a different edition of the same title/author) unsure record → set aside for review ; **difficulty of determining because of incomplete info on piece or in record needs enhance → (usually, missing call number and/or subject headings, sometimes missing other information, sometimes very old and needs updating to follow new cataloging rules) record is enhanced to acceptable level and updated in OCLC copy cat → record is copied from OCLC to our local system Other situations: duplicates of already-held materials (sometimes other things set aside to be reviewed by the selector, like reprints); Chinese minority languages as well as other languages like Japanese that are in by mistake; for multi-volume sets, we find only one or a few vols but we need the other volumes to determine which record to use, and

Q & A