Catalog Collection

Catalog + classify library/archival materials via standard classification systems + descriptive cataloging.

Use When

• Organize personal/institutional/community library from scratch
• Assign call numbers + subject headings to new acquisitions
• Create consistent catalog records for findability
• Reclassify collection outgrown orig system
• Establish authority control for authors, series, subjects

In

• Required: Materials to catalog (books, serials, media, archival)
• Required: Classification system (Dewey Decimal or LoC)
• Optional: Existing catalog/inventory to integrate
• Optional: Subject heading authority (LCSH, Sears, custom thesaurus)
• Optional: MARC-compatible cataloging sw (Koha, Evergreen, LibraryThing)

Do

Step 1: Pick Classification System

Match collection size, scope, audience.

Classification System Comparison:
+----------------------------+-------------------------------+-------------------------------+
| Criterion                  | Dewey Decimal (DDC)           | Library of Congress (LCC)     |
+----------------------------+-------------------------------+-------------------------------+
| Best for                   | Public/school libraries,      | Academic/research libraries,  |
|                            | personal collections <10K     | collections >10K volumes      |
+----------------------------+-------------------------------+-------------------------------+
| Structure                  | 10 main classes (000-999),    | 21 letter classes (A-Z),      |
|                            | decimal subdivision           | alphanumeric subdivision      |
+----------------------------+-------------------------------+-------------------------------+
| Granularity                | Broad at top levels,          | Very specific; designed for   |
|                            | expandable via decimals       | research-level distinction    |
+----------------------------+-------------------------------+-------------------------------+
| Learning curve             | Moderate — intuitive          | Steeper — requires schedules  |
|                            | decimal logic                 | and tables                    |
+----------------------------+-------------------------------+-------------------------------+
| Browsability               | Excellent for general         | Excellent for subject-deep    |
|                            | browsing                      | collections                   |
+----------------------------+-------------------------------+-------------------------------+

Decision Rule:
- Personal or small community library: DDC
- Academic, research, or large institutional: LCC
- Mixed or uncertain: Start with DDC; migrate to LCC if collection exceeds 10K

→ System chosen fits scale + purpose.

If err: Neither fits (highly specialized archive) → faceted classification or custom, but document mapping to DDC/LCC for interoperability.

Step 2: Descriptive Cataloging

Bibliographic description per item.

Descriptive Cataloging Elements (RDA-aligned):
1. TITLE AND STATEMENT OF RESPONSIBILITY
   - Title proper (exactly as on title page)
   - Subtitle (if present)
   - Statement of responsibility (author, editor, translator)

2. EDITION
   - Edition statement ("2nd ed.", "Rev. ed.")

3. PUBLICATION INFORMATION
   - Place of publication
   - Publisher name
   - Date of publication

4. PHYSICAL DESCRIPTION
   - Extent (pages, volumes, running time)
   - Dimensions (cm for books)
   - Accompanying material (CD, maps)

5. SERIES
   - Series title and numbering

6. NOTES
   - Bibliography, index, language notes
   - Special features or provenance

7. STANDARD IDENTIFIERS
   - ISBN, ISSN, LCCN, OCLC number

Cataloging Principle: Describe what you see.
Take information from the item itself (title page first,
then cover, colophon, verso). Do not guess or embellish.

→ Consistent bibliographic record per item, enough detail for unique ID + discovery.

If err: Pub info missing (older/self-published) → sq brackets for supplied info: [ca. 1920], [s.l.] (no place), [s.n.] (no publisher).

Step 3: Subject Headings

Controlled vocab terms → users find by topic.

Subject Heading Sources:
+------------------------------+------------------------------------------+
| Authority                    | Use For                                  |
+------------------------------+------------------------------------------+
| LCSH (Library of Congress    | General and academic collections.        |
| Subject Headings)            | Most widely used worldwide.              |
+------------------------------+------------------------------------------+
| Sears List of Subject        | Small public and school libraries.       |
| Headings                     | Simpler vocabulary than LCSH.            |
+------------------------------+------------------------------------------+
| MeSH (Medical Subject        | Medical and health science collections.  |
| Headings)                    |                                          |
+------------------------------+------------------------------------------+
| Custom thesaurus             | Specialized archives or corporate        |
|                              | collections with domain-specific terms.  |
+------------------------------+------------------------------------------+

Assignment Rules:
1. Assign 1-3 subject headings per item (more is noise, fewer is loss)
2. Use the most specific heading available (not "Science" when
   "Marine Biology" exists)
3. Apply subdivisions where helpful:
   - Topical: "Cooking--Italian"
   - Geographic: "Architecture--France--Paris"
   - Chronological: "Art--20th century"
   - Form: "Poetry--Collections"
4. Check authority files for preferred forms before creating new headings
5. Be consistent: if you use "Automobiles" don't also use "Cars" as a heading

→ Each item 1-3 subject headings from controlled vocab, applied consistently.

If err: No suitable heading in authority → create local + document in local authority file. Review periodically for alignment w/ main.

Step 4: Call Numbers

Shelf address via chosen system.

Dewey Decimal Call Number Construction:
1. Main class number (3 digits minimum): 641.5
2. Add Cutter number for author: .S65 (Smith)
3. Add date for editions: 2023
   Result: 641.5 S65 2023

DDC Main Classes:
  000 - Computer Science, Information
  100 - Philosophy, Psychology
  200 - Religion
  300 - Social Sciences
  400 - Language
  500 - Science
  600 - Technology
  700 - Arts, Recreation
  800 - Literature
  900 - History, Geography

LCC Call Number Construction:
1. Class letter(s): QA (Mathematics)
2. Subclass number: 76.73 (Programming languages)
3. Cutter for specific topic: .P98 (Python)
4. Date: 2023
   Result: QA76.73.P98 2023

Shelving Rule: Call numbers sort left-to-right,
segment by segment. Numbers sort numerically,
letters sort alphabetically, Cutters sort as decimals.

→ Every item has unique call number determining shelf pos.

If err: Two items same call number → add work mark (first letter of title, excluding articles) or copy number to disambiguate.

Step 5: Create/Update Catalog Records

Enter info into catalog system.

Minimum Viable Catalog Record:
+-----------------+----------------------------------------------+
| Field           | Example                                      |
+-----------------+----------------------------------------------+
| Call Number     | 641.5 S65 2023                               |
| Title           | The Joy of Cooking                           |
| Author          | Smith, Jane                                  |
| Edition         | 9th ed.                                      |
| Publisher       | New York : Scribner, 2023                    |
| Physical Desc.  | xii, 1200 p. : ill. ; 26 cm                 |
| ISBN            | 978-1-5011-6971-7                            |
| Subjects        | Cooking, American                            |
|                 | Cookbooks                                    |
| Status          | Available                                    |
| Location        | Main Stacks                                  |
+-----------------+----------------------------------------------+

If using MARC format:
- 245 $a Title $c Statement of responsibility
- 100 $a Author (personal name)
- 050 $a LCC call number
- 082 $a DDC call number
- 650 $a Subject headings
- 020 $a ISBN

Copy cataloging: Check OCLC WorldCat or your library system's
shared database before creating original records. Someone has
likely already cataloged the same edition.

→ Each item has record w/ all req fields. Searchable by author, title, subject, call number.

If err: Cataloging sw unavailable → well-structured spreadsheet (consistent col headings matching fields above) serves as functional catalog. Migrate to proper sw when available.

Step 6: Physical Shelf

Arrange by call numbers.

Shelf Organization Principles:
1. Left to right, top to bottom (like reading a page)
2. Call numbers in strict sort order:
   - DDC: 000 → 999, then Cutter alphabetically
   - LCC: A → Z, then number, then Cutter
3. Spine labels: print or write call number on spine label
   (white label, black text, 3 lines max)
4. Shelf markers: place dividers at major class boundaries
   (every 100 in DDC, every letter in LCC)
5. Shifting: leave 20-30% empty space per shelf for growth
6. Oversize: shelve items taller than 30cm in a separate
   oversize section, with "+q" prefix on call number

Shelf Reading (periodic verification):
- Walk the stacks weekly
- Check that items are in correct call number order
- Reshelve any misplaced items
- Note damaged items for repair or replacement

→ Materials physically arranged in call number order w/ clear spine labels + growth space.

If err: Space insufficient → prioritize high-circ on accessible shelves, move low-use to compact storage, note loc change in records.

Check

• Classification system chosen + documented
• Descriptive cataloging done for all items w/ title, author, pub data
• Subject headings from controlled vocab (1-3 per item)
• Call numbers assigned + unique per item
• Records created in system or spreadsheet
• Physical materials shelved in call number order w/ spine labels
• Authority control for consistent name + subject forms

Traps

• Inconsistent headings: "World War, 1939-1945" + "WWII" defeats controlled vocab. Pick one authority, stick
• Over-classification: 15-digit DDC for small personal library = complexity w/o benefit. Match granularity to size
• Ignore copy cataloging: Create originals when copies exist = waste. Always check shared DBs first
• Spine label neglect: Cataloged book w/o spine label → misshelved. Label immediately after cataloging
• No growth space: Pack shelves 100% → every new acquisition = chain of shifting. Leave room

→

• preserve-materials — conservation of cataloged materials
• curate-collection — collection development decisions
• manage-memory — organizing persistent knowledge stores (digital parallel)