CJK Unit Workflow
Decisions:
Prepared
by Shi Deng
Last
update:
Background: Adding cross-reference in an existed authority record or creating a
local authority record for name headings with variant form(s) has been part of
the Department authority verification procedures. At the Cataloging Committee
meeting in September, a new authority verification model was proposed. If the
proposal approved, we would lose data we add locally including these cross references.
To prevent it happen, the CJK staff will do as following:
Decision: Do not add cross-reference in an existed authority record or create a
local authority record when you find a name heading with variant form(s). Give
to Nobuko or Shi the name headings along with the title you cataloged for NACO
work.
Background: We receive not many maps/atlas for cataloging, so it's not efficient
for CJK staff to be trained on maps cataloging. So with the experiment of
collaboration with Caroline Kidman on maps cataloging, we decide to continue
this approach as described in the following.
Decision: CJK staffs pass copy record or new input to Caroline for adding or
editing MARC fields related to Cartography, as well as subject headings as
necessary, then Caroline gives them back to us to finish copy cataloging or new
input. For copy cataloging, if the format is textual (fixed field: "Type:
a") instead of cartography (fixed field: "Type: e"), give
back the record to Caroline to change format locally after exporting record
into INNOPAC.
Background: Helen Zhang was hired as limited term staff from Sept. 03 to Feb. 04
after she worked for CJK as student assistant for 4 years. During her stay, she
copy cataloged Chinese monographic textual materials, while Kyle was cataloging
Chinese moving image materials (videos) from Oct. 03 to Feb. 04. Upon Helen's
leaving, Chinese cataloging will be as following starting March, 04:
Decision:
Kyle:
·
Copy catalog Chinese monographic textual
materials
·
Catalog Chinese music sound recordings
Shu:
·
Copy catalog and enhance Chinese serials
·
Finish serials cleanup project and
microfilms/microfiche backlogs
·
Serve as backup for copy cataloging of
Chinese monographic textual materials
Shi:
·
Be trained by Jim Soe
Nyun on cataloging of moving image materials
·
Assign SA/CN to Chinese monographic textual
materials
·
Original catalog Chinese materials
In addition, we will
have Jinhong Qi from the
Copy Cataloging and Searching Unit to help out Chinese copy cataloging from
Apr.-Sept. 2004 for 50% of her work time. We will assess our need again at the
end of this period. During this period, Jinhong
continues to report to Roz.
Background: Questions have raised about a few changes made to pre-cataloging
process of Chinese materials that should be apply to CJK as whole:
Decision:
Removable book
cover: it has been treated as book jacket being removed
by EV students. Now per Julie Page's instruction, we use double side tape to
fix the cover. CJK students are trained to catch and fix it. If cataloger catches
one not taped, pass to student to fix it.
Materials can not be
tattle-taped: Please pass those materials to Satomi or
Shi to consult with bibliographers on getting materials bind or putting on
control circ (EA, SSHL, or IRPS)
Background: Some records for Chinese printed materials have 856 42
Electron location/access field indicated related online resource.
e.g.
856 42 |u http://lib.hku.hk/hkspc/wto/index.html |z Click to start searching
WTO collection (OCLC#52618205)
Decision: When you see 856 with first indicator 4 and second
indicator 2, delete 856 from local record. No change should be made to the OCLC
master record
When
you see 856 with different value in first and second indicator, report to Shi
If
you catalog electronic resources, follow the Department or CDL SCP procedures
Background: Incident happened that two packages of serials were
holding up in CJK waiting for invoice before sending to Dennis for receiving.
Decision: To avoid confusion in future, posting a notice in the
receiving area was suggested on what to do when a package of serials delivered
to CJK
Notice:
CJK
Serials can be issues of subscription, issues of STOs
(e.g. annual publications), and single issues of Back Periodical (BP) orders.
In INNOPAC order records, RLOC and BLOC are coded “a”
Dennis
Kelliher at IR/PS library is responsible for CJK
serials receiving. However, CJK Unit will receive serials sent accidentally by
vendors from time to time.
Here
is the instruction to follow, when serials delivered to the CJK Unit:
·
When receiving
package that has all serials, send to Dennis directly, don't hold it up waiting
for its invoice.
·
When receiving an
invoice of serials, send to Dennis directly, don't hold it up waiting for its
package.
·
If a few serials
titles/issues mix within monographic materials, finish receiving of monographic
materials, then forward serials titles/issues along with the invoice.
Please
report to Shi if the situation is not covered in this instruction.
Background: Shu has been Chinese
student work leader in the past years. Student tasks have been extended to
Japanese, Korean, and other projects in addition to Chinese acquisitions and
pre-cataloging process. To better plan and manage student work and budget for
the CJK unit as whole, and to help Shu with her heave
workload of Acquisitions and Serials cataloging assignments.
Decision: Shi will replace Shu and be CJK student work leader.
Thanks to Shu for her hard work and contribution as
Chinese student work leader in the past 3 years.
Background: CJK is contracting with the Total Library Services for acquisitions and
cataloging of Korean language materials. The contract starts July 2003 for one
year with renewal. Nobuko managed outsourcing cataloging of Korean and Japanese
language materials very successful in the past with OCLC TechPro.
Decision: Nobuko will be the manager to oversee Korean acquisitions and
cataloging workflow with some student help.
Background: With increasing workload of digital/electronic
resources and films, CJK bibliographers were consulted about cataloging
priorities for CJK materials. Here is CJK bibliographers’ feedback:
Decision:
A. Current
purchases: High priority
Priority one: Serials
Priority two: Monographs
Priority one: Printed materials
Priority two: digital/electronic and other formats
Priority three: Films and other audio/visual materials
B. Gifts and
Exchanges: Low priority
The order of priority set above for (A) is applicable
here.
Background: Inconsistently supplying 880 parallel vernacular data
for Subject headings in Chinese language bibliographic records were found by
reviewing automatic authority system report on 880 fields. CJK staff went over
the LC SCM H182 along with some examples that need to be corrected.
Decision: CJK staffs are expected to follow LC Subject Cataloging Manual: Subject
Headings, H182 Chinese/Japanese/Korean Subject Headings in RLIN to verify name
headings (including Geographical names) used in the bib record and their 880
parallel vernacular data.
Background: The practice of changing cutter number of DLC records
was found that was against the Department local procedures and practice.
Decision: CJK staff are confirmed with the Department shelflisting procedures and do not change DLC call number when conflicts are found with other
member copy that is on the public shelf. To solve the problem for cuttering on MEM conflicting with DLC, staffs are expected
to:
·
IR/PS: send email
to Dennis with title and bib number, existing call number and correction for
the member copy on the shelf, Dennis will correct it both in Pactech and relabelling the book
·
If
you do think that DLC made a mistake on class number, discuss it with Nobuko or
Shi
Background:
A formulated production rate has been developed and used as a benchmark to
evaluate catalogers’ production performance in the past several years (since
1996?) We have more and more various tasks/projects being added to catalogers'
daily work. Many tasks/projects cannot be measured by this formulated standard.
The formula (using point value) in this production standard is no long
appropriated used as a measurement to reflex catalogers’ production comprehensively.
Decision: We
stop using the formula (Point value) in this standard, but continue to use
the standards for time/per title, numbers of books cataloged, plus other
factors (projects, training, etc.) affecting our workload as our measurement to
evaluate individual production performance (See attachment) We will work
together to evaluate our current production standard and develop a new
production standard in near future.
Decision: Chinese
catalogers are required to follow LC cataloging guidelines for Chinese
materials (http://www.loc.gov/catdir/pinyin)
after Pinyin conversion.
Cataloging:
·
New Chinese
Romanization Guidelines
http://www.loc.gov/catdir/pinyin/romcover.html
·
Pinyin
Romanization Guidelines Clarification of Practices
http://www.loc.gov/catdir/pinyin/rom1.html
·
Pinyin parallel
titles
http://www.loc.gov/catdir/pinyin/parallel.html
Classification:
·
Classification
and Cuttering Chinese Material After Pinyin
Conversion
http://www.loc.gov/catdir/pinyin/cutter.html
·
Initial Letters
in Pinyin for Shelflisters
http://www.loc.gov/catdir/pinyin/letters1.html
Background: Besides tasks for Chinese materials acquisitions and
input Chinese vernacular data, tasks for Siku
cataloging and Japanese materials tattle-taping are adding to the student
workload. More tasks such as Pinyin conversion and ISBN copy search for Korean materials
could add to student workload in near future.
Decision: To assist the student workleader,
Shu coordinate and manage student workload smoothly,
here are my suggestion for both staff and students to follow:
Staff:
·
Talk to Shi for
possible new task adding to the student workload
·
Do not give task
requests to any one of students directly without consulting with Shu
·
Put requests in
writing on the student task log. Check students’ schedule before write deadline
on the log if there is one.
·
Let Shu know if you have a rush request, so the priority could
be set up and job could get done in a timely manner.
·
Shu should make arrangement for task assignment before
taking leave or ask one of staff to take in charge while absent.
Students:
·
Look at both the
log and schedule board for tasks assigned to you once sign in.
·
Check with Shu if you receive a task requested directly by staff and
it’s not on your assignment.
·
Record time spent
on each task on the student task log. Record quantity of the task you done if
apply
·
Inform Shu as soon as you anticipate work schedule change, so
tasks could be re-assigned to others without delay.
Background: It’s caught by Gayle Hughes’ attention that some
gifts received directly from donors in CJK section were not recorded in the
Acquisitions gift statistics in the past
Decision:
1.
CJK acquisitions
personnel (Satomi & Shu) keep monthly gift logs
for gifts received directly from donors following the Acquisitions procedures
of Reporting gift statistics: http://tpot.ucsd.edu/Acquisitions/Gifts/branches.html
2.
Shi collects
monthly gift logs along with other statistics at the end of each month, and
submits gift statistics to Christine Peters at the end of each quarter.
Background
and current status: Books used to be
outsourcing to OCLC. OCLC lost its Korean original cataloger, and we only
receive Korean gifts from time to time. Nobuko initiated and started group experiment
with Korean cataloging in October with 74 gift books we received. 72 titles
were found on OCLC. The process is as the following:
Copy
search:
·
By ISBN: Satomi
(might shift to Chinese students), if not found:
·
Advance search:
Nobuko
Cataloging:
·
MARC copy
cataloging: Mika
·
Member copy
cataloging: Nobuko
·
No copy: Nobuko romanizes, Satomi inputs and creates IP records in InnoPac
Background: Books have been selectively taken from the shelf, and
vacant space has been filled in with new comings mixed with earlier received
books. It caused a problem that some earlier received books have not been
processed in a timely manner.
Decision:
1. Whenever loading books on truck to
catalog, please take books at the beginning of the sign of "Start
Here", and put the sign at the place you end loading
2. Students should continuously shelf
copy-searched books, do not mix with earlier shelving
3. Copy cataloging is the top priority task.
New input can be cataloged if the shelf is empty and/or no-copy books are
received more than 6 months
Background: Japanese group didn’t record added volume into Autostat, while Chinese group does.
Decision: From now on, all CJK catalogers will record added
volume for Autostat in order to monitor cataloging
workflow. Please note: only record added volumes that are coming in later after
first volume(s) cataloged
Background: Starting
Decision: Starting
·
Satomi’s tasks
starting:
o
Ordering/receiving
o
Corresponding
with vendors/bibliographer
o
Keep Japanese
Acquisitions statistics
o
Copy searching
o
Create IP item
records for EA collections
o
Proofreading
catalogers’ original new input, adding vernacular fields
o
MRC copy
cataloging/Verification (Sharing with Mika)
o
Korean materials:
receiving and authority verification
·
Delegation of
Satomi’s other tasks:
o
Tattle tape newly
received books è CJK students
o
Added volumes
cataloging è Mika
o
New input from
various edition, adding vernacular fields è Mika, Nobuko
o
MRC copy
cataloging/Verification è Mika (Sharing with Satomi)
o
Korean materials:
send to OCLC TechPro è CJK students